Loading...
HomeMy WebLinkAbout2010-03-23~ ~~E IDIZ IAN~- ~J CITY OF MERIDIAN CITY COUNCIL PRE-COUNCIL MEETING SPECIAL MEETING AGENDA Tuesday, March 23, 2009 at 6:00 p.m. City Council Chambers 33 East Broadway Avenue, Meridian, Idaho 1. Roll-call Attendance: X David Zaremba X Brad Hoaglun X Charlie Rountree X Keith Bird X Mayor Tammy de Weerd • 2. Adoption of the Agenda: 3. Executive Session per Idaho State Code 67-2345 (1) (a) -To Consider Hiring a Public Officer, Employee, Staff Member or Individual Agent, Not to Include Filling a Vacancy in an Elective Office, (c) - To Conduct Deliberations Concerning Labor Negotiations or to Acquire an Interest in Real Property Which is Not Owned by a Public Agency, ~ (f) - To Consider and Advise its Legal Representatives in Pending Litigation. Into Executive Session at 6:02 p.m. Out of.Executive Session at 7:05 p.m. Meeting Adjourned at 7:05 p.m. Meridian City Council Pre-Council Meeting Agenda -March 23, 2010 Page 1 of 1 All materials presented at public meetings shall become property of the City of Meridian. Anyone desiring accommodation for disabilities related to documents and/or hearing, please contact the City Clerk's Office at 888-4433 at least 48 hours prior to the public meeting. MERIDIAN CITY COUNCIL MEETING March 23, 2010 Pre-Council APPLICANT ITEM NO. REQUEST Executive Session per Idaho State Code 37-2345 (1) (a) (c) (f) 3 AGENCY COMMENTS CITY CLERK: CITY ENGINEER: CITY PLANNING DIRECTOR: CITY ATTORNEY CITY FINANCE 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 Meridian. ~E IDIZ IAN~- ~J CITY COUNCIL REGULAR MEETING AGENDA Tuesday, March 23, 2010 at 7:00 PM Meeting Commenced at 7:05 p.m. 1. Roll-Call Attendance X David Zaremba X Brad Hoaglun X Charlie Rountree X_ Keith Bird X Mayor Tammy de Weerd 2. Pledge of Allegiance 3. Community Invocation by Tim Pusey with Valley Shepherd of the Nazarene 4. Adoption of the Agenda Adopted with the Addition of Item No. 8C1A, and Item No. 11 5. Consent Agenda Approved A. March 2, 2010 City Council Meeting Minutes B. March 9, 2010 City Council Workshop Meeting Minutes C. Approval of 2010-2011 Beer/Wine/Liquor License Renewals: Kahootz Steak & Alehouse Beer/Vlline 1603 N. Main St. Sa-wad-dee Beer/V11ine/Liquor Ultra Touch Car Wash Beer Idaho Pizza Company Beer/VVine 1890 E. Fairview, Ste B 835 E. Fairview Ave. 405 E. Fairview Ave. Gelato Cafe 2053 E. Fairview, Ste 101 Beer/VUine/Liquor Meridian City Council Meeting Agenda -Tuesday, March 23, 2010 Page 1 of 5 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. Sizzler #215 3380 N. Eagle Rd. Beer/VUine Goodwood BBQ Company 1140 N. Eagle Rd. BeerlWine/Liquor Shari's of Meridian #206 895 S. Progress Ave. Beer/VVine Corona Village 21 E. Fairview Ave. Beer/Wine/Liquor 127 Club 127 E. Idaho Ave. Beer/Wine/Liquor Sakana 1718 S. Eagle Rd. Beer/V11ine Carino's Italian 3551 E. Fairview Ave. Beer/VVine/Liquor The New Frontier 116 E. Broadway Ave. Beer/Vlline/Liquor D. Agreement with Gem State Communications for the Installation of a Supervisory Control and Data Acquisition (SCADA) Antenna Tower at the Water Department for aNot-to-Exceed Amount of $34,360.06 E. Change Order #1 with JC Constructors, Inc. for Tertiary Filters Project Construction for aNot-to-Exceed Amount of $51,313.63 on the Original Contract Amount of $2,869,000.00 Approved by City Council April 7th, 2009 F. Task Order 10134 with Parametrix, Inc. for.Five Mile Creek Pathway Design Services for aNot-to-Exceed Amount of $67,346.00 G. Lease Agreement Between the City of Meridian (Lessor) and American Harvest LLC (Lessee) H. Resolution No. 10-714: Approving a Lease Agreement between the City of Meridian (Lessor) and American Harvest LLC (Lessee) Meridian City Council Meeting Agenda -Tuesday, March 23, 2010 Page 2 of 5 All materials presented at public meetings shall become property of the City of Meridian. Anyone desiring accommodation for disabilities related to documents and/or hearing, please contact the City Clerk's Office at 888-4433 at least 48 hours prior to the public meeting. 1. Resolution No. 10-715: Donating Surplus Comp~lter Equipment to Meridian Boys & Girls Club 6. Department Reports A. Mayor's Office: Mayor's Youth Advisory Council Update B. City Council: Air Quality Board Update 7. Action Items A. Close Public Hearing/Comment Period and Consider Substantial Amendment to PY2008 Community Development Block Grant (CDBG) Action Plan B. Public Hearing: Solid Waste Advisory Committee (SWAG) Recommendations for Automatic Collection Motion Made to Convert to the Automated Collection System by the First Billing Cycle in July 2010: Approved C. Public Hearing: TE 10-005 Cavanaugh Subdivision by DBSI Tanana Valley, LLC. Located on the Southeast Corner of South Meridian Road and East Victory at 465 E. Victory Road: Request for an 18- month Time Extension to Obtain the City Engineer's Signature on the First Final Plat Approved D. Public Hearing: VAC 10-001 Settlers Crossing by Dave Evans Construction Located at the Northeast Corner of Meridian Road and Ustick Road: Request for Vacation of the 20-Foot Public Domestic Water Easement Platted on Lots 45 and 46, Block 7 of Sundance Subdivision No. 5 Approved E. Continued Public Hearing From February 23, 2010: TE 10-001 Ambercreek No. 2 by Trilogy Development Located at Southwest Corner of W. McMillan Road and N. Meridian Road: Request for approval of an 18-Month Time Extension to Obtain the City Engineer's Signature on the Final Plat for Ambercreek Subdivision No. 2 Motion Made to Allow 90 Days for the Applicant to Complete the Design of the Elevated Streetscape and Sign the Outstanding Modified Development Agreement and Granting a 6-Month Time Extension Until September 2010 Allowing the Applicant Time to Complete the Required Related Sidewalk on the Southside of McMillan Road: Approved: 3 Ayes, 1 No F. FP 10-002 Five Twelve Subdivision by Church of Jesus Christ of Latter-Day Saints Located West Side of Stoddard, Midway Between Meridian City Council Meeting Agenda -Tuesday, March 23, 2010 Page 3 of 5 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. Overland Road and Victory Road: Request for Final Plat Approval of One buildable lot and One Common Lot on Approximately 4.65 Acres in an Existing R-8 Zoning District Approved Recess at 9:38 p.m. Meeting Resumed at 9:47 p.m. 8. Continued Department Reports A. Parks Department Split Corridor Pump Station Update B. Legal/Human Resources Department 1. Approval of New Beer/Wine/Liquor for Sunrise Bakery and Cafe Located at 805 N. Main St. Continued Until April 6, 2010 2. Approval of BeerlVNine/Liquor 2010-2011 Renewal for Sunrise Bakery & Cafe Located at 805 N. Main St. Continued Until April 6, 2010 3. Approve New Beer License Application for Crawforth Brothers 4 LLC, DBA Piehole Located at 726 Main St. Conditional Approval Granted Contingent Upon the Applicant Receiving Their Certificate of Occupancy 4. Service Agreement between the City of Meridian and the St. Luke's Regional Medical Center for Wellness for aNot-to- Exceed Amount of $13,760.00 Plus an Additional $30.00 Per Employee for Participation in the Personal Wellness Profile Approved 5. Service Agreement Between the City of Meridian and the St. Luke's Regional Medical Center for Occupational Health Services Approved C. Finance Department 1. Finance Department: Purchasing Policy Discussion: Moved to Follow Item 11 a. Amended onto the Agenda: Contractor Services with Maintenance Services Agreement for Independent Lawn Co. for Landscape Meridian City Council Meeting Agenda -Tuesday, March 23, 2010 Page 4 of 5 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. 2. Resolution No. 10-716: Adopting the Revised City of Meridian Purchasing Policy: Moved to Follow Item 11 9. Items Moved From Consent Agenda 10. Ordinances A. Ordinance No. 10-1444: Making the Violation of Posted Signs Prohibiting Smoking an Infraction Approved 11. Amended onto the Agenda: Executive Session per Idaho State Code 67- 2345 (1) (a) - To Consider Hiring a Public Officer, Employee, Staff Member or Individual Agent, Not to Include Filling a Vacancy in an Elective Office, (f) - To Consider and Advise its Legal Representatives in Pending Litigation Into Executive Session at 10:14 p.m. Out of Executive Session at 11:42 p.m. 12. Continued from Item 8C1: Finance Department: Purchasing Policy Discussion: Approved with Changes Made to Section IV, 4 A. Continued from Item 8C2: Resolution No. 10-716: Adopting the Revised City of Meridian Purchasing Policy: Approved with Changes Made to Section IV, 4 Meeting Adjourned at 11:45 p.m. Meridian City Council Meeting Agenda -Tuesday, March 23, 2010 Page 5 of 5 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 Meeting March 23, 2010 A meeting of the Meridian City Council was called to order at 7:05 p.m., Tuesday, March 23, 2010, by Mayor Tammy de Weerd. Members Present: Mayor Tammy de Weerd, Charlie Rountree, Keith Bird, Brad Hoaglun, and President David Zaremba. Others Present: Bill Nary, Jacy Jones, Anna Canning, Bill Parsons, Tracy Basterrechea, Mark Niemeyer, Steve Siddoway, Keith Watts, Reta Cunningham, Carrie Glenn, Elroy Huff, Luke Cavener and Dean Willis. Item 1: Roll-call Attendance: Roll call. X David Zaremba X Brad Hoaglun Charlie Rountree X Keith Bird X Mayor Tammy de Weerd De Weerd: So, we are adjourned out of our special meeting. We appreciate your patience and welcome you to tonight's City Council meeting. I will go ahead and open the City Council meeting. For the record it is Tuesday, March 23rd. It's five minutes after 7:00. We will start with roll call attendance. Madam Clerk. Item 2: Pledge of Allegiance De Weerd: Item No. 2 is our Pledge of Allegiance. If you will all rise and join us in the pledge. (Pledge of Allegiance recited.) Item 3: Community Invocation by Tim Pusey with Valley Shepherd of the Nazarene. De Weerd: Item No. 3 is our community invocation. Tonight we will be led by Pastor Pusey with the Valley Shepherd of the Nazarene Church. We invite you to join us in the invocation or take this as an opportunity for a moment of silence. Pusey: Let us pray. Heavenly Father, we thank you on this beautiful day for your many, many blessings in our lives and in our community. We thank you for our City Council and those that are willing to serve our community in this way and we pray tonight for your wisdom and for your discernment to be upon them. We pray also for our community, especially for the needy of our community. We pray for the children and teenagers of Meridian and we ask, Lord, that you would teach us all how to care for one another as you would desire. May your peace, Meridian City Council March 23, 2010 Page 2 of 74 may your presence, may your wisdom abide over this meeting tonight, we ask and in the name of our Savior, amen. Item 4: Adoption of the Agenda. De Weerd: Thank you. Pastor Pusey. We appreciate you being here with us tonight. And since you did mention the needy in there and we have the Youth Council up here, I'm sure they will be more than happy to invite everyone present to the dinner to benefit the Meridian Food Bank this week, so -- and they will invite you when we get to that item. Item No. 4 is adoption of the agenda. Hoaglun: Madam Mayor? De Weerd: Mr. Hoaglun. Hoaglun: Just a couple of items to add on the agenda. Under the Consent Agenda 5-H, that resolution number is 10-714 and 5-I is resolution number 10- 715. Moving forward to the -- Item 8, under 8-1, approval of the new beer wine liquor for Sunrise Bakery, there is a request to continue that until April 6th, 2010. And same for Item 2 for the renewal for Sunrise Bakery and Cafe of their beer wine liquor. That is also requested to be continued until April 6th, 2010. Under 8-C, Finance Department, we are going to add a 1-A for Finance Department and that will be the discussion and consideration of the landscape maintenance agreement and, then, under C-2 -- 8-C-2, that resolution number is 10-716. Under Item 10, Ordinances, 10-A is ordinance number 10-1444 and also, Madam Mayor, we need to add the Executive Session at the very end. This will be Executive Session per Idaho State Code 67-2345(1)(a) and (1)(f) are the two items that we would have in Executive Session. So, with those additions, I move adoption of the agenda. Zaremba: Second. De Weerd: I have a motion and a second to adopt the agenda as amended. All those in favor say aye. All ayes. Motion carried. MOTION CARRIED: ALL AYES. Item 5: Consent Agenda A. March 2, 2010 City Council Meeting Minutes B. March 9, 2010 City Council Workshop Meeting Minutes C. Approval of 2010-2011 Beer/Wine/Liquor License Renewals: Meridian City Council March 23, 2010 Page 3 of 74 Kahootz Steak ~ Alehouse 1603 N. Main St. Beer/Wine Sa-wad-dee 1890 E. Fairview, Ste B Beer/Wine/Liquor Ultra Touch Car Wash 835 E. Fairview Ave. Beer Idaho Pizza Company 405 E. Fairview Ave. Beer/VUine Gelato Cafe 2053 E. Fairview, Ste 101 Beer/VUine/Liquor Sizzler #215 3380 N. Eagle Rd. Beer/VNine Goodwood BBQ Company 1140 N. Eagle Rd. Beer/VVine/Liquor Shari's of Meridian #206 895 S. Progress Ave. BeerMline Corona Village 21 E. Fairview Ave. Beer/VUine/Liquor 127 Club 127 E. Idaho Ave. Beer/VVine/Liquor Sakana 1718 S. Eagle Rd. Beer/VUine Carino's Italian 3551 E. Fairview Ave. Beer/Wine/Liquor The New Frontier 116 E. Broadway Ave. Beer/VNine/Liquor D. Agreement with Gem State Communications for the Installation of a Supervisory Control and Data Acquisition (SCADA) Antenna Tower at the Water Department for aNot-to-Exceed Amount of $34,360.06 E. Change Order #1 with JC Constructors, Inc. for Tertiary Filters Project Construction for aNot-to-Exceed Amount Meridian City Council March 23, 2010 Page 4 of 74 of $51,313.63 on the Original Contract Amount of $2,869,000.00 Approved by City Council April 7th, 2009 F. Task Order 10134 with Parametrix, Inc. for Five Mile Creek Pathway Design Services for aNot-to-Exceed Amount of $67,346.00 G. Lease Agreement Between the City of Meridian (Lessor) and American Harvest LLC (Lessee) H. Resolution No. :Approving a Lease Agreement between the City of Meridian (Lessor) and American Harvest LLC (Lessee) I. Resolution No. :Donating Surplus Computer Equipment to Meridian Boys & Girls Club De Weerd: Item No. 5 is our Consent Agenda. Hoaglun: Madam Mayor? De Weerd: Mr. Hoaglun. Hoaglun: With the changes delineated under 5-H, resolution number 10-714 and 5-I, resolution number 10-714, I would move approval of the Consent Agenda and the Mayor to sign and Clerk to attest. Zaremba: Second. De Weerd: Okay. I have a motion and a second to approve the Consent Agenda as presented. Madam Clerk, will you, please, call roll. Roll-Call: Bird, yea; Rountree, yea; Zaremba, yea; Hoaglun, yea. De Weerd: All ayes. Motion carries. MOTION CARRIED: ALL AYES. Item 6: Department Reports A. Mayor's Office: Mayor's Youth Advisory Council Update De Weerd: Item 6 are our Department Reports. We start tonight's meeting with our Mayor's Youth Advisory Council report. Meridian City Council March 23, 2010 Page 5 of 74 Grant: Okay. My name is Aubrey Grant and I'm from Mountain View High School and I'm the communications coordinator for the Mayor's Youth Advisory Council this year and we would like to thank you for listening to us today. Sheets: My name is Sayara Sheets and I am from Rocky Mountain High School. I am the chair of the Teen Advisory Council. Grant: And the first thing we'd like to talk to you guys about is the --the Mayor's Anti-drug Coalition contest that we submitted a public service announcement to recently and we ended up winning first prize, which is a grant, and we decided that we are going to split it with the Technical Charter High School, because they came in second and there wasn't a monetary prize for second place, but they did an awesome job, and so last night at our meeting we voted and decided to give half of our prize money to the Technical Charter team who got second place with that. And so our Public Service Announcement was against tobacco use and they were -- they were pretty outstanding all the ones that we saw and so we are pretty happy about giving half of it to them. Sheets: This week on Thursday we have a dinner auction at 6:30. There are a few seats left, but if you still want one, the seats are 20 dollars and the tables are 150. We would like to thank Councilman Bird for his donation. We would like to thank Councilman Rountree for buying two tickets. And we would like to thank Mayor Tammy for buying a table. We would also like to invite Hoaglun and Zaremba to buy tickets to join us on Thursday. Hoaglun: Sold. I need to. Sheets: Okay. Grant: Talk to Luke. Hoaglun: Oh. Okay. De Weerd: Just to also say that they do have a goal of raising 4,000 dollars. If they net above 4,000 dollars the Youth Advisory Council liaison Luke Cavener will shave his head. So, you know -- so, I guess more ticket purchases, maybe from Councilman Zaremba -- Rountree: How much more do you need? De Weerd: It's all for a good cause, right, Luke? Cavener: All for a good cause. Zaremba: I will see Luke for a ticket as well. Meridian City Council March 23, 2010 Page 6 of 74 Grant: So, the other thing that we would like to talk about is how our Teen Advisory Council has really made an impact on the Mayor's Youth Advisory Council this year and it's the first year that we had the Teen Advisory Council in place and I have been in Mayor's Youth Advisory Council for four years now and I have to say that -- don't tell anyone else this, but that is like my favorite subcommittee that I have ever been involved with and it's a lot of fun, because we have just been able to get a lot of the youth together and a lot of it was just the youth and the Teen Advisory Council, but with all of our friends and everything else that we brought together we have had a ton of fun activities, like we have had movie nights in the community center and we had a Halloween party and a Valentine's Day party and all of it was a lot of fun and I think that it really helps us to have something to do, because I know that there is kind of a problem with the teenagers in Meridian and every where nowadays doing things that they probably shouldn't be doing and I personally like to have a place that I can go and we can just have fun with our friends and it's totally clean fun and so I have really enjoyed having the Teen Advisory Council and I would love to have it in the future, so that's like a really good thing that we have had and I'd like for that to continue, even after I graduate this year. Sheets: With MYAC we only have three meetings left until this year is over. Next year I am going to run for historian, which I'm actually really excited about. With my experience in MYAC I have had a lot fun. It's given me a lot of opportunities to help my community and get involved with others. I had a really, really good year this year and it's my first year, so I hope that I can come back next year and have an awesome time. Grant: She's been awesome. Sheets: We'd also like to thank you guys for everything and we look -- I look forward to being able to address guys again next year. Are there any questions? De Weerd: Well, I also might mention that Sayara is also on the Mayor's Anti- drug Coalition and she even brings her mom with her. So, they have both been very active and we have appreciated the mother-daughter team. They add a lot to the -- to the MADC. Sheets: Thank you, Mayor Tammy. Rountree: Madam Mayor? Just to extend a congratulation on your first place with your PSA and also for your generosity. I think that's very laudable for you all to do that. Sharing is something that we all need to do better. I appreciate that and good job. And we appreciate your enthusiasm and all the extra time you spend in city involvement. That's important to us as well. And thank you. Sheets: Thank you very much. Meridian City Council March 23, 2010 Page 7 of 74 De Weerd: Any other questions or comments? Now, Aubrey, you're also our youth representative on the Arts Commission; right? So, they both have been very involved and we appreciate your leadership. Grant: Thank you. De Weerd: Thank you for joining us tonight. Grant: Thank you. Sheets: Thank you. De Weerd: And you don't have to stay. Grant: Thank you for that, too. Rountree: Go study. B. City Council: Air Quality Board Update De Weerd: Okay. Item 6-B under City Council, Air Quality Board update. I will turn this over to Council President Zaremba. Zaremba: Thank you, Madam Mayor. The Air Quality Board, for those of you that may not be familiar with it, is the group that in Ada County runs the vehicle emissions testing program and a few weeks ago this Council had a presentation by the department -- the Idaho Department of Environmental Quality, DEQ, about their search for and selection of an operator to run a similar program in Canyon county and Kuna, which do not participate in Ada County's program. They made that same presentation to the Air Quality Board two weeks ago tomorrow and a number of questions were raised during that presentation that caused us to continue that meeting for another week. So, last Thursday we finally discussed the -- all the knowledge that we had put together and the question that DEQ asked was whether or not the Air Quality Board wanted to run the same program as DEQ will be running in Canyon county. Our answer to that was that we wanted to see it operate for awhile and my update is since there has been articles in the paper about what was -- may or may not have changed in Ada County, we had a considerable response from Ada County citizens that they think our system is much more convenient than what is going to happen in Canyon county. There are other issues. There are other issues. There are some price differences as well. So, there were a lot of things to consider. But the information that I wish to pass along as an update is that the decision of the Air Quality Board was that we would not make another change in our program at this point. We did as of the 1st of January go to testing every other year, instead of every year, and not testing the first four years of a car. Those we decided were enough changes for the moment. It makes us comply with the state law for Meridian City Council March 23, 2010 Page 8 of 74 areas. It does satisfy the EPA and the DEQ. So, we felt that we would like to at least see the Canyon county program run for six months before we made any decision about what else. So, for the moment the Air Quality Board in Ada County is not making anymore changes. De Weerd: Thank you, Councilman Zaremba. We did come across the letter that we sent in response to DEQ's letter to us about what they were going through to put out the RFP for Canyon county and asked about this memorandum of understanding or joint powers agreement. We said we would be interested or willing to enter into a joint powers agreement once this was said and done. Maybe Council -- or our counsel, city attorney Bill Nary, can give us an overview. We do need to write a letter to update them, maybe reflecting what Councilman Zaremba just said, that in six months the Air Quality Board will pick this up again and we will look at that again at that time. But Mr. Nary. Nary: Thank you, Madam Mayor, Members of the Council. I think the Mayor's covered that. If you recall last year there was a request from DEQ on whether or not the city would be setting up its own program or would be entering into a joint powers agreement. We did send them a letter back from the Mayor and the Council last year saying we would enter into a joint powers agreement with DEQ. They did send us another letter in the fall -- it was either the end of September or the first of October. I looked at that today and I don't remember the date, but saying they would get in touch with us in the future to do that. So, we think it's probably appropriate to, then, contact them. If you -- if this Council's decision is to follow the Air Quantity Board's direction and let this other program run, reevaluate it in six months, then, we need to just reiterate that to DEQ and, then, again, be available to discuss this joint powers agreement going forward. I'm not sure what their intent is or what this joint powers is supposed to look like and I think that's really the -- what we would like to have is that dialogue, figure out what this joint powers agreement would be. Obviously, this Council did not agree when we sent that letter last year to simply latch onto whatever program DEQ came up with, but, rather, we would be a party or a partner with that. And so I think that's all we realty were intending. We could bring that letter back at your next meeting, so that you can approve that and send it off. Zaremba: Madam Mayor? De Weerd: Mr. Zaremba. Zaremba: I did have some discussion with the DEQ representative after the Air Quality meeting -- Air Quality Board meeting was over. DEQ intends to send a letter to us and the other signers of the current joint powers -- the Ada County current joint powers agreement and my sense of it is that our answer back to them is a restatement of our current joint powers agreement, that we are not joining the Canyon county group. But they will specify in their letter to us what it is they are looking for they said. Meridian City Council March 23, 2010 Page 9 of 74 De Weerd: Well, I believe we did get some indicator and that's why we are having this discussion right now. Zaremba: Oh. Well, they -- De Weerd: And it was a little out of the blue, wondering what they were asking for, but -- Zaremba: Yeah. They are asking for confirmation that we are looking for the current joint powers agreement. That's what I interpreted it. De Weerd: Okay. Well, we will send a letter under all of our signatures and -- Nary: We can do that. De Weerd: -- and we will bring that back at the next Council meeting. Zaremba: Thank you. De Weerd: Thank you. Anything further from Council on this item? Rountree: I have nothing. Bird: I have none. Item 7: Action Items A. Close Public Hearing/Comment Period and Consider Substantial Amendment to PY2008 Community Development Block Grant (CDBG) Action Plan De Weerd: Okay. Item 7-A under Action Items, we will close the public hearing and comment period and consider amendments to the Community Development Block Grant Action Plan. Anna. Canning: Yes. Madam Mayor, Members of the Council, as you know we are within the comment period for a substantial change to the plan year 2008 action plan. It was -- you have received detailed reports in the past. It's on the order of 88,000 dollars. It's being shifted from three projects, Habitat For Humanity, code enforcement in the low moderate income area, and senior center new floor, to four new activities, which are public services for the senior center, additional funds for the Food Bank, money to the Ada County Housing Authority, and the Public Works infrastructure design for areas within the low moderate income area. We had received no comments to date and if there are no additional comments this evening, then, we ask that you close the public hearing. Meridian City Council March 23, 2010 Page 10 of 74 De Weerd: Okay. This is a public hearing. Is there any member of the public who would like to provide testimony on this item? Council? Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: I move we close the public hearing comment period and amendment for fiscal year 2008, Community Development Block Grant Action Plan. Rountree: Second. De Weerd: I have a motion and a second. All those in favor say aye. All ayes. MOTION CARRIED: ALL AYES. Canning: Madam Mayor, Mr. Ellsworth will follow up with the appropriate documentation. B. Public Hearing: Solid Waste Advisory Committee (SWAG) Recommendations for Automatic Collection De Weerd: Thank you very much, Anna. Okay. Item 7-B is a public hearing on the Solid Waste Advisory Committee, SWAG, and their recommendations for automatic collection. And Mr. Sedlacek. Sedlacek: Madam Mayor and Members of the Council, the Solid Waste Advisory Committee has been meeting every week for the last six or seven weeks a couple hours at each session and we have come up with some items to discuss tonight with you and to get public input on. Basically what we are talking about is converting from a manual collection system like we have now, to an automated collection system. And we have come before you a number of times to discuss this and I wanted to bring up -- there is a general discussion file on that zip drive or that thumb drive that I know the Council has this information and I just wanted to show it up on the screens. Tonight I was just going to present a general discussion of what it is that we would be doing. The Council -- or the commission -- or the committee, excuse me, is -- there we go. The committee is dead locked on how to proceed on one particular issue and we need some guidance from you on that. And Steve Corey and Nancy Mann will be talking about those two issues next and, then, I'm going to come up and finish up with the proposed rate structure. Okay? So, basically, to convert to a manual -- to convert to a fully automated collection system I don't want to spend a lot of time on this, we have talked about it before, but just to go over it quickly, every house is going to receive one or two carts. One garbage cart and one recycling cart. They may already have -- have both carts already and we would, then, change our trucks Meridian City Council March 23, 2010 Page 11 of 74 over a period of time to use automated collection arms to grab the cans and dump them in the trucks, prevents a lot of worker injuries, reduces our labor staff to some extent, but it costs a lot of capital to do this. So, the point of doing this is to bring some fairness to the waste collection system where, you know, we are the only utility where no matter how much of it you use you will pay the same. And you can imagine how much electricity we would use or water we would use if everyone paid one lump sum every month. So, there is some highly variable collection stops out there, you might say, and we have got some photos of those that I have got and we can look at those if you're interested. So, we want to get the system where the more you put out the more you pay. Okay. And so if you want to put out less, if you want to recycle more, you have the ability to do that and we want to encourage recycling and reuse and composting. The recycling program does remain voluntary. There are people that just don't generate very much waste and don't need to recycle and they can still get their stuff into a pretty small can and that's fine. Most of the residents already use our wheel carts. There will be -- instead of just one size that we have now there will be three sizes. We are hoping that if OSHA comes out with new lifting rules, which they have in the past, this will -- this will meet those regulations, we won't have to comply, you know, suddenly with those rules. I'm not sure how to -- oops. I think I have to go over here. There are some negative points to doing this. There is negative points to any collection system. It adds additional fees for collection of excess waste and how we collect excess waste is the subject of discussion tonight I think. It requires the remaining 35 percent, approximately, of the residents who don't have a cart to get one and, you know, it makes the system a bit harder to use. You can't just haul everything out to the curb and set it there on your collection day. So, that might lead to more illegal dumping. People might want to take their stuff to work and throw it in their dumpster at work or something. There is wheeled cart storage concerns. You know, carts are way too big, people think -- maybe they are, maybe they are not, I don't know. It depends on the size you get. Where am I going to put it. Is my homeowners association going to be mad at me. You know, we will get calls about, you know, why doesn't my neighbor bring his cart in. I don't like looking at it all the time. It increases the workload for MUBS, the billing system folks, and Carrie is here tonight to talk about that if we want to. And it increases our capital costs. So, that's sort of the pros and cons. I know you have heard all that before. I guess I could stand for questions on this. The questions that we need to go to next in this presentation is do we go fully automated where the only way you can put extra waste on the curb is in a cart, so you're going to have to sit -- you know, it's one cart or two carts or three carts or whatever, and there is a rental charge for those carts and that way our driver never gets out, he just keeps dumping the carts. Or are we going to allow people to use their own cans and put a one time use tag on it. In that case we are sort of semi automated, because we have to get out of the car -- out of the truck, dump the can into the cart -- you have to have a cart there -- and, then, we will redump the car. It allows, excuse me, people to use their cans, but there are pros and cons to those and we will hear Meridian City Council March 23, 2010 Page 12 of 74 about that. I guess if there is no questions for me, I will turn it over to Steve or Nancy. I'm not sure who is going first. Nary: Madam Mayor? De Weerd: Mr. Nary. Nary: Madam Mayor, Members of the Council, while Steve and Nancy are coming up to talk about the different options, one of the items that's in your packets that I wanted you to be aware of is the Solid Waste Advisory Committee compiled all of the different a-mail comments that we received and Samantha Simet from -- from SSC responded to every one of these. We wanted the Council to be aware of the number of requests and number of duplicate types of requests. Of course, many folks can attend the meetings and didn't realize when they would send in a request that we had had multiple requests for the same thing. So, we wanted the Council to see and the people to know as part of the record, all of these issues were discussed by the Solid Waste Committee. Some were not included in the recommendation, because they are not either practical, as we vetted out the discussion and just didn't work, so -- but that all of them were considered. So, you may hear that from other folks and you may have heard that from other people before tonight about the container sizes or glass recycling or they want to use their own trash cans or they dislike the loss of unlimited trash. We did discuss all of those issues in coming up with these recommendations for the solid waste committee and I just wanted you to be aware that that was in your packet. De Weerd: Thank you, Mr. Nary. Mann: I'll just say quickly I'm Nancy Mann, this is Steve Corey, we are the citizen members of the Solid Waste Advisory Committee. We are not City of Meridian employees, we do not work for Sanitary Services, we are just volunteers who are dealing with the trash thing. So, Steve has been with us for about two months. I have been around for ten years. We both have been very involved in this committee and you can believe me when I tell you that we have vetted every up and down of this issue. We have done the work for you. I believe all the information is in the packet in front of you, all the issues have been addressed, the good, the bad, and the ugly. So, we can surely by the end of this short presentation this evening answer any questions you might have, because we think we have got it figured out. So, let's let Steve start, he's going to deal with the -- the trash tag system that we have proposed. De Weerd: Thank you, Nancy. Corey: Mayor de Weerd, Members of the City Council, my name is Steve Corey, I'm a citizen of Meridian, and about six weeks ago, maybe two months, I came forth to the committee to testify on one of the subjects that they were considering Meridian City Council March 23, 2010 Page 13 of 74 and at that point, then, they were kind enough to honor me with a request of -- if I was available would I join the committee and it has been quite a whirlwind. Over the course of the last six weeks we have had numerous discussions on numerous issues and I have enjoyed at this particular point the chance to go ahead and look at those issues and, then, look at the letters that we have received and they do match up quite well. I think probably 95 percent of the issues have dealt with the -- the ones outside of that are ones where people are asking for us to develop an incentive program for composting or various other situations that would require a budget and we felt that was beyond our scope anyway. Indeed, basically, where this is coming down to is in the concerns that we were hearing, people were discussing -- presenting their views about concerns about protracted renting of containers versus owning containers, that they had containers that they would like continue to use. They presented issues -- possibilities of being compensated for their contains, various other things, and so about a month ago the committee sat down and they considered what changes would be necessary to the City Code to allow use of private containers and we have worked out some language. The following week, then, presentation -- it was moved that we go to a fully automated process where only containers of uniform shape and size would be used and the committee at that point took a vote on those two options and the vote was three-three. So, we are presenting these two options at this point and looking for your advice on those issues. On the tag allowance option the -- as Steve mentioned before, residents of the City of Meridian would be able to have as many of the uniform carts as they would choose to use. Each one would require an additional payment of two dollars per month. There is also a process for having a special collection of waste, if they have demolition waste or other things from their home, heavier items that won't fit in the containers. So, this is something above and beyond that, and it is matching the process that's currently used over in the city of Boise. The city of Boise is requiring a prepaid tag to be put on personal cans before they can be picked up. Going into the pros, of course, we have identified here that the customer would, then, have the option to use their own personal trash can that they have right now and that is really set up to address this issue about the complaints about renting versus ownership or continuing to use the can that they have. What's not on this list is just that there is an existing business for trash cans and that would have to be considered at this point. At this point that business could continue. The cons, though, primarily lead off with the fact that we would be saying that we were having an automated service, but, in reality, it wouldn't be fully automated. As Steve has alluded to, the truck would come up and pick up the cart that SSC supplies and, then, the driver would have to exit the cab and go over and pick up the additional containers, dump them into the SSC container and load it into the vehicle. This, obviously, slows the collection process and the SSC trucks would not be able to service as many residents as -- on each particular route. The other major problem with this is the tag process and making tags available. Tags must be purchased in advance and a process or a system to make tags available to the citizens when they are wanting them would have to be put in place. We do have the indication from the city of Boise Meridian City Council March 23, 2010 Page 14 of 74 that this has added significant hours to their utility billing department and it may, indeed, end up requiring additional staff with the City of Meridian to deal with issues associated with tags and -- go ahead and express this, but the process that would be coming forth would be that if someone wanted to use their can they would be charged a dollar for each time that that can was placed on the curb versus two dollars for renting a cart for the month from SSC. So, there would be an incentive for people to go ahead and switch over to the conforming carts and there may be people that would complain about paying four dollars for their own can to be used versus two dollars for the SSC system. And with that thank you for allowing me to present that option. De Weerd: Thank you, Steve. Mann: Okay. And I believe we are going to have some pictures at some point. Mr. Parsons, do you have that zip drive that has the photographs on it, perhaps? Bird: No. Steve does. Mann: Steve's going to give it to you. Okay. While you guys are hooking that up I think pictures say a thousand words and I, quite frankly, was shocked when I saw some of the photographs coming off of the SSC trucks. They do have -- now have the capability of taking a photograph at each residence, so that they can document what date and time that picked up a Meridian resident's trash and, basically, folks in Meridian have really been spoiled over the years, because you could just put out anything you wanted and as much as you wanted and the folks from SSC would come along and pick it up. Well, that really was not a very equitable service, because the little old lady, you know, who lives by herself, like me, maybe doesn't make as much trash as the people across the street who have six children and some in-laws living with them, who put out six to eight garbage cans per week. So, we are trying to make this much more equitable, which is why the automated collection system is being proposed. So, I'm here to say the pros and cons of the fully automated system. I think it's probably pretty logical, if we are going to go automated, we should go automated. The whole point of this is for safety of SSC personnel to decrease the amount of workmen's compensation claims of these guys getting injured all the time. It's going to be much more efficient and they are going to be able to utilize the capital equipment they are going to be purchasing. I think it's going to make for a greater looking city. We are not going to have trash blown around, we are not going to have trash bags sitting on the curbs, it's going to be cleaner, it's going to be safer, and, hopefully, we are going to be promoting our recycling program, because the more stuff you put in that recycling bin the less that's going to be driven up to Hidden Hollow Landfill and the tipping rates up there are going to do nothing but increase over the years to come. We are just going to zip through these pictures real quick and, then, we will go for some questions. We are going to see what the hazards are of trying to pick up trash in the City of Meridian. Let's just zip through a couple of these. Here is an example of large -- large loads of things Meridian City Council March 23, 2010 Page 15 of 74 out on the sidewalk that the personnel, as of today, have to physically get out of their trucks and pick up -- manually pick up and throw into the backs of their trucks. When we go full automated, all the trucks are going to be top loading and cannot be physically -- manually loaded in the back as they are now. The SSC drivers have to come across all kinds of things in the way and hazards during the day, having a hard time getting their trucks into tight areas, as you can see in these photographs. And we will just zip through a couple of them real quick. And I'm hoping we have some here to show what we are really looking for. Just large quantities of things sitting out on the curb, it's very unsightly, it's unsafe, animals can get into these and, you know, haul things away. Very difficult to get to these trash cans here, as you can see with vehicles parked in the way. And I'm looking for -- hopefully a picture of -- here is a tough one. I don't know how the guys could pick that up. I'm hoping -- we have a picture in here of what we would like to see, which is, basically, one recycling container and one or two automated trash cans. Here is an example, but they are too far away from the curb. He has to be able to reach out there and pick -- pick those up. Now, we are back to the beginning again. So, I think you get the idea. We are trying to make it cleaner, safer, more efficient and make -- and make it really easier for SSC to do the great job that they do. So, you have got the fee structure in front of you and I do want to let anybody in the room know that might be here in regards to the cost of this, quite frankly, the new fee structure, some of the Meridian residents, if they recycle more and put out less trash, they will actually pay less per month and they are going to be given a new cart, a recycling cart and a trash cart, and their price per month could actually be less than what they are currently paying. This is not about a fee increase. This is about paying for what service you use. The more trash you put out the more you're going to have to pay. And, hopefully, we can get people to recycle more. De Weerd: Thank you, Nancy. Any questions from Council for Nancy or Steve at this point? Bird: Not at this time. De Weerd: Okay. Thank you. Mann: Did we make it that clear? Clear as mud? De Weerd: They may have questions later. Mann: Okay. Thank you. De Weerd: Thank you. Sedlacek: I believe there is a pdf file on that red zip drive that has the rate structure. Well, I guess we can -- I know that Council has the rate structure. I was hoping that we could broadcast it for the public, too. We will get there in a Meridian City Council March 23, 2010 Page 16 of 74 second. But, basically, right now you have -- there is two rates you pay. You're either paying $13.45 for unlimited garbage collection using your own cans or if you rent a totter cart from us it's $2.88 per cart. And that -- so, if you have a cart it's 16.33 and still unlimited service. We have something right now called the habitual late can fee, I guess that's for the customer that never gets his can to the curb and we got to go back and get it every week. We have never charged anybody that -- that fee. If someone calls and they are late, we just go back and get them. So, we also have free bulky waste collection. That's -- that's an Excel sheet. It's not quite the right one. It's a pdf file. Parsons: What file is it under? I have an open one for -- what's the name of the file? De Weerd: Rate structure. Sedlacek: Uh-oh. Nary: There is one that's in the packet, too, Bill. De Weerd: Bill, if you can pull up the packet that's online. The downloadable documents, you can go in under the first folder -- Sedlacek: That's great. Parsons: Do you know the name of the file? Canning: Do you know the name of the file? We are not going to turn that monitor again. Sedlacek: We will get it up here in a second. De Weerd: Yeah. That way the public has a point of reference, too. Bird: Madam Mayor, could I ask a question while he's waiting? De Weerd: Yes. Bird: Your technicians now, what is your comp rate per one hundred? Sedlacek: We pay about ten percent of our -- for every -- for every hundred dollars in labor costs we pay ten dollars in workmen's comp fees. Bird: Ten dollars? If you go fully automated what do you expect to save, if any? Sedlacek: The state does not differentiate between automation and nonautomation. Meridian City Council March 23, 2010 Page 17 of 74 Bird: That's what I -- Sedlacek: So, we are in a particular category of worker called garbage and rubbish collection. So, how we reduced our payments to workmen's comp is we have fewer employees. You have one guy on a truck who can get hurt, rather than two guys on a truck that can get hurt. Bird: But you're still paying the same rate per -- Sedlacek: Right. Your experience modifier should go down. Bird: Yeah. Sedlacek: And -- but they only allow that to go down so far. The bottom line is we are going to hurt fewer guys. You know, we have people now that we hire -- we hire young men -- there it is. Bird: See if they can figure out how to rotate it. I'd love it. De Weerd: Yeah. Right click. And, then, you will find the rotate. Yeah. There you go. Sedlacek: There we go. So, just to finish the point, we hire, you know, pretty strong young men and after seven or eight or nine years they are pretty much worn out and they have to go find another job. There is no -- there is no future in our business on the back of a truck, unless you move up to be a commercial driver or a roll off driver, but those guys, they never leave, ever, because -- you know, they are more highly compensated and they like what they do. So, with automation we will be able to hire men, women, anybody, you know, regardless of age, to operate one of these trucks. So, on the left side of this screen here you will see the current rate structure, habitual late can fee. Bulky waste is now collected for free, as you saw in some of those photos. If someone wants to put out a washer or a water heater or whatever, we pick it up and take it. Even sofas, desks, anything. De Weerd: I didn't know that. Sedlacek: It's unlimited collection. So, we also charge currently for Freon containing items, like refrigerators and air conditioners and stuff like that. Fall leaf collection for two weeks in the fall is free. Christmas tree collection after Christmas is free. And so comparing that to the rate structure on the right side of the screen, the proposed rate structure, if you have a 95 gallon cart, instead of -- on the left side it's 16.33, on the right side it's 16.32. So, it's a penny less. And that just worked out that way. So, fora 64 gallon cart, plus a recycling cart -- so that's two carts, that's 14.32 and, then, another two dollars off if you can get all Meridian City Council March 23, 2010 Page 18 of 74 your garbage into a 35 gallon can. Okay? So, all these rates include two carts, the red lid recycling cart and a green lid garbage cart. And the recycling cart can be any size you want. If you want to have a huge recycling cart, that's fine, and, then, a small garbage cart, 35 gallon, that's fine, 12.32 a month. So, that's -- we are trying to get some incentive to reduce your cart size extra waste on the collection day, a dollar per can. Now, this is the question, if you want to go fully automated, that line disappears. There is no -- there is no personal use of garbage cans. And to put out extra weight -- or waste you will have to get an extra cart, two dollars per cart per month. Now, if you're going to tag a bunch of stuff every week, it's going to be cheaper pretty quick to just get a cart. I mean that's why it's priced this way. Some people don't want to store carts, though, and they are going to want to continue to buy these tags, if that's what you want to do. The question is how do you ease the public into this? And maybe there is no easy way. Some people want this, some people really don't want this, and I understand that. But how -- so, how do you -- how do you move forward is the question. Is there a question forme? Hoaglun: I did. Madam Mayor. Steve, on this chart where you have extra carts, the two dollar per cart per month, any size -- so, in those a-mails there are a lot of folks saying, gee, I have a lot of yard waste, I do this, I have seasonal stuff, that -- so, if they already have a -- a 95 gallon and that's 16.32, that extra cart is only two dollars per month more and that includes the pickup? Sedlacek: Yeah. Hoaglun: So, it's still a pretty good deal, in my book. I mean that's -- but you would -- you would recommend doing something that as -- that would be an option, as opposed to having the extra dollar per can where the driver gets out, they put the sticker on, he gets out, dumps it into the cart, they -- then, they use the automated pickup and go from there. Sedlacek: Yeah. Hopefully, we -- our guy would tear the sticker off, so they couldn't use it again, but he might not. You know, one of the things about the system is that bags are no longer allowed. Just a bag sitting on the curb is no longer allowed. A plastic bag. It's got to be in some sort of can that we can grab. So, a lot of people will say, well, you know, every so often I have an extra bag, what am I supposed to do? You know, this is so constraining to me. I don't want to go rent a cart for two dollars, I mean I only need to every so often. The cart's huge. Well, one comment is -- well, you could save it until next week. I don't know if that works for some people. Maybe you have had a party at your house and you got just some extra stuff and you want to get rid of it, should you allow -- should the city allow them to buy a dollar tag, put it on their old can, and set it on the curb? Because they might just want to do that once every six months. Honestly, if I were that person I would go to my neighbor and put it in his cart that was only partially full, but -- Meridian City Council March 23, 2010 Page 19 of 74 Canning: With his permission, of course. De Weerd: Oh, thanks for suggesting illegal activity. Sedlacek: That's perfectly -- if you have your neighbor's permission, that's perfectly fine with us. De Weerd: Okay. I like that, then. Zaremba: The point is you have to first have invited the neighbor to your party. Sedlacek: So, almost all -- a lot of the a-mails are how do you deal with extra waste. I just have this occasionally where I just have more -- I have to have some mechanism to handle this. If it's every week for month after month, well, just get a cart. I mean that's pretty simple. It's the -- it's the sporadic occasional thing where our system now you don't have to think about it, you just set it on the curb and it goes away. So, how do we change that? How do we move towards something where you have to think more about what you're throwing away every week. The -- just getting back to the rate structure, if I have answered your question, Councilman Hoaglun, for acart to -- pick up or exchanging for a larger cart, there would be a fee for that, 12 dollars per cart. We -- what we want to avoid is people calling us and saying, hey, I had a Super Bowl party at my house, bring me a cart and, then, three weeks later come pick it up and like no charge for it. Well, there is a transactional cost there for us. We have to charge to -- we don't mind delivering carts that are going to stay at people's homes, but constantly picking them up is an issue for us. Okay. Also the habitual late can fee goes to ten dollars per occurrence. We have now switched our trucks over with GPS tracking and the camera system, so we know exactly when we are at your house and we know if -- you know, some people used to say, well, you know, you missed me. Well, you probably weren't out. I mean that whole discussion is kind of over with a lot of the customers, so -- and that's fine. If they're habitually late we will charge them to go back. If it's just once, they have never called us before, we will just go back, pick it up for free. Not a big deal. That's sort of at our discretion and the SWAC talked about that. We will have this collection -- special collection service is, actually, something we had under the old rate system for commercial accounts. We used to have customers that would call us and say, you know, come pick up the container and clean out the -- clean out the enclosure for us and we would do that for a fee structure, I think it was 15 dollars for five minutes and, then, so much a minute after that and we'd send them a bill. Or the city would send them a bill. Well, this is now something that we can do for our residential customers, if you have got a huge mass of stuff like those -- some of those pictures, they would be charged this rate in the future and they would be paying, you know, 50 or 60 dollars to pick that mess up, not zero. We will still have fall leaf collection. We will still have Christmas tree collection. We will go to an unlimited waste collection the week after Christmas, so you can go back to your old ways for a week, put everything on the curb you want and we Meridian City Council March 23, 2010 Page 20 of 74 will pick it up. Now, you will have to have your cart out there, so we can get the stuff in the cart and get it in the truck. De Weerd: Can you get your Christmas tree in the truck? Sedlacek: Sure. De Weerd: I mean in the can. Sedlacek: Christmas trees are collected separately in a separate truck. De Weerd: Okay. Sedlacek: Right. Just like fall leaf collection. It's all separate. Those are all handled separately. So, that's the new rate structure proposed to you tonight. I'll stand for questions or I'll sit down and let the public talk. Zaremba: Madam Mayor? De Weerd: Mr. Zaremba. Zaremba: I do have a question about one of the options that you want us to -- to work through. In the option where you would allow people to continue using their own can, there was a limit on that as well, but there could only be 50 pounds in a 35 gallon container. Sedlacek: That's correct. Zaremba: My question is that's similar to the rules now. Sedlacek: That's correct. Zaremba: Do people comply with that? I mean how often do you come out and find the can weighs 85 pounds or a hundred pounds and -- Sedlacek: We -- honestly, the current weight list -- the current weight limit for a can in the ordinance I believe is 65 pounds. Bird: Sixty-five. Yeah. Sedlacek: Sixty or sixty-five. And since we are lifting into a higher level than the back of a garbage truck, we are reducing the weight by ten pounds. Honestly, we lift cans that are overweight every single day and I'm not sure if a majority of them are, but I would say a lot of them are. But it's easier for our guys just to lift it and get it done, than argue about whether it's two pounds over weight. So, you know, if it's 75 pounds, we will lift it. So, hopefully, if I said a 50 pound limit, we Meridian City Council March 23, 2010 Page 21 of 74 won't go to 80, going to a 60. I mean I don't know. But we do tag them and we do not dump them. Zaremba: I'm just saying human nature probably doesn't change. It just -- those who put whatever in there they want to do will probably do that -- continue to do that. Sedlacek: We are also going to ask people -- you know, if you have got a bunch of heavy stuff, that's fine, but put it in your cart first. Zaremba: Yeah. Sedlacek: And if you want to put it in an extra can, try to put the lighter stuff in the can, so we can make sure we pick you up. De Weerd: Okay. Any other questions at this point? Bird: I have none. De Weerd: Mr. Rountree. Rountree: Thank you, Madam Mayor. Steve, proposed implementation date. Sedlacek: We have talked in the past about this occurring in May. So, I will just leave that whole month open. It's going to take some time to deliver carts and get them to the right houses and the right sizes to the right people. This isn't something that can occur in a couple days, it occurs over weeks. So, I would assume we would start implementation early May, finish by the end of May and be fully automated or whatever automation you want to call it in June. First week of June. Nary: Madam Mayor? De Weerd: Mr. Zaremba. Nary: To add to that, part of what would drive that decision or that timing would be two things. One would be the rate decision from tonight's meeting, the hope for is to get direction from the Council to go forward with advertising these rates. Although these rates are lower, they are different, so we are going to have to advertise these rates as essentially a new rate for people and, secondarily, there are some changes that are necessary to the ordinance. Not major. The number one change is the unlimited trash collection. That's in the current ordinance now. So, before we can implement a limitation on that, we will have to amend the ordinance. That takes, again, a couple of weeks for rate changes to have a public hearing, a couple of weeks to bring an ordinance change back as well. So, it still can get done in the month of April, so whatever you're comfortable with Meridian City Council March 23, 2010 Page 22 of 74 timing. And if you don't mind, I'll just add one more thing. Myself and Carrie Glenn, the billing manager, Steve Siddoway and Tom Barry, were on the committee as well from the city's perspective and, you know, we really -- we really struggle with all of these decisions. I mean we -- not to be cute, but we are real immersed in this garbage thing and we are really pretty -- pretty in tune with what we see out there, but we recognize that there is a lot of folks that changing their behavior is very painful and it's been a very big struggle for folks to even consider that on whether they can change how much yard waste they accumulate and how -- how they accumulate it and when they accumulate it and same thing with trash. So, that's why we had a split decision of the committee is trying to remedy both the concerns that were addressed by folks who really maybe can't change, don't have the means to change, or at least don't have the information to change yet. Yard waste is the biggest driver of this decision. Most of the people found in a lot of the a-mails that we received from the committee were that the recycling program is working, it is getting people more conscious of it, they are using it more -- in fact, they would like pickup even more often, because they use it so much and they find that their normal household garbage has reduced by half, you know, a third, two-thirds, and they don't really need as large of garbage cart anymore, but they do occasionally, like Steve said. Super Bowl. You know, family parties. Thanksgiving. And, then, all summer long. So, part of the -- the struggle for the committee was trying to create a system that would either make people make significant changes to their behavior today without much transition or allowing them transition with their own -- with their own garbage cans. There is more administrative time and effort to doing that. So, that's really why we -- we were split on whether that would make the most sense. Easiest, pick it up in the can that's provided, get extra cans if you need it, pay the extra couple dollars and it's a lot easier, but it is very difficult for folks. So, I just wanted you to know that at least more for the public I think that we really struggle at trying to meet everybody's needs and desires in these recommendations and we think we have done the best we can to at least alleviate those and leave, really, that -- that last decision, really, to the Council on how much more you want it to go. De Weerd: Mr. Sedlacek, I guess I would have a question regarding the discussion around the summer waste, because I see that probably has the largest amount of concern, and when -- you would think to rent the extra can or extra cart it's seven months, approximately, that you would need this and, then, you have to pay a 12 dollar pickup, that kind of defeats the purpose. Then, you have that cart year around and you're not really encouraging the recycling and the waste reduction behavior. So, have you talked about maybe a special yard waste rate? I know we have been talking about composting and, hopefully, at some point we can move in that direction, but I just thought I would ask, because I know I'm going to be a big person on that, too. Sedlacek: Well, Madam Mayor, I'm sure you'll start mulching your grass and you won't need to throw it away. Meridian City Council March 23, 2010 Page 23 of 74 De Weerd: I do every other week, but you can't mulch always or you get mushrooms and all kinds of great stuff in your yard, too. Sedlacek: Well, Madam Mayor, we have talked about this a lot. This is the issue. I mean I know the Public Works director and I want to come before you and talk about composting in the near future, about a pilot project to do that. Right now grass is garbage. It goes to the landfill. So, we haven't talked about having a separate collection of grass per se, because it's all going to the landfill. You khow, with regard to people, you know, using a cart for seven months and, then, not having to use it for five months, that's part of the reason why the rates only two bucks. You know, the disposal fees on that are going to consume most of that two dollars. So, you know, I guess I'm -- I'm of the opinion that people will keep them all year around, they will end up paying ten dollars a year, you know, those five months at two dollars a month, more than maybe they should have, but if we want to allow people to turn them in and get them at -- at -- at anytime, that's fine, but that two dollars isn't going to be two dollars, it's going to be like five dollars, because I have got to recover my cost of sending people in and out every day, I have got to store the cart, I have got the capital cost on the cart. You know, I have got to -- you know, I guess the rules have to be one or the other and we can go either way. De Weerd: I would love to say I was just playing devil's advocate, but ten dollars is ten dollars, you know, so -- Sedlacek: And I agree. I agree with that. Right. De Weerd: I understand the other side of the argument, though. And I am going to take lessons on composting, so -- Sedlacek: Well, just to be fair, Madam Mayor, I don't think composting is the be all end all to grass problems. You can't compost grass only. It's a green waste and waste thing. You have to have all of it to do it. De Weerd: I do. Sedlacek: Perhaps it is an end all for you. You know, grass -- there is issues with grass and it needs to be mixed with things like biosolids, like you have at the waste program -- treatment plant for it to be successful. So, it's a really tough issue. De Weerd: Okay. Zaremba: Madam Mayor? De Weerd: Mr. Zaremba. Meridian City Council March 23, 2010 Page 24 of 74 Zaremba: You can tell which way I'm leaning on having people use their -- continue to use their own carts in an -- in what we hope will be an automated system, but let me just maybe frame a quantity on it. If we are saying under the current system where people have been billed separately to have a cart, only 35 percent of us don't have a cart. In the automated new system where the cost of the cart comes in the price of the service, I -- just off the top of my head I would guess that a good half of the 35 percent that don't have carts right now would easily take a cart and there would be no struggle there. So, we may be talking about 15 to 17 percent of our citizens that might have some objection, saying they have recently spent 20 dollars on a cart of their own. Sedlacek: Correct. Zaremba: I happen to be one of those people, but I -- I feel that I would very happily use my -- the cart that I bought at a hardware store for some other purpose and use your cart -- I'm just -- what I'm narrowing it down to is it looks like this is a 35 percent of the people problem, I'm guessing it's probably five, eight percent of people problem that we are talking about, and to invent a whole secondary system to deal with that small -- I realize every individual is important, but -- but if we are trying to go to an automated system to allow five to eight percent of the people to have a different system I don't think is practical. De Weerd: For the sake of discussion, I withdraw my suggestion. I just found a way I could do it. Sedlacek: Madam Mayor and Councilman Zaremba, you know, the issue is people have purchased cans, as you have, and should you be allowed to continue to use them with a tag and if you want to do that, that's fine with us. If you don't want to -- and have a truly automated system, which everyone -- or everything is in a car no matter what, that's -- that's Option B. I'm happy to -- I think we are moving forward in either option, from my perspective. Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: Steve, tell me on the automated trucks, how much higher -- if we had to physically throw the trash in, how much higher are we than the existing trucks we got? Sedlacek: How much work -- the -- Bird: The -- well, you come up and go down in the top, don't you? Sedlacek: That's correct. It comes in the top. Meridian City Council March 23, 2010 Page 25 of 74 Bird: So, if you are going to physically -- now you got alittle -- you're maybe three foot off the ground where you throw it in. Sedlacek: Right. Exactly right. Bird: Okay. So, manually you're going to have to go up on top and bring it down? Sedlacek: No, sir. Bird: You still have the back open? Sedlacek: No, sir. Bird: Okay. How are you going to do it in a regular can like -- Sedlacek: The -- the only way a person could set out a regular can, like Councilman Zaremba, is if he also set out his cart. So, we would dump his cart, we would see the can next to it was tagged -- Bird: What if we don't have the cart? Sedlacek: Then, you don't get service. The only way to get -- the only way to get garbage in these trucks is the opening, as you say, is ten feet in the air, is using a cart. Bird: I think the question is you either automate or you don't. De Weerd: That's what he's asking. Rountree: That's the question. Bird: Right. De Weerd: Okay. We will save all the rest of our questions for -- Bird: Somebody else. De Weerd: -- summary. Sedlacek: All right. Thank you. De Weerd: Thank you. Okay. I do have several people who have signed up and when Iraise -- or read your name, if you would like to come forward and provide testimony, we would invite you to do so at that time. And if you didn't Meridian City Council March 23, 2010 Page 26 of 74 sign up I'll ask for any additional testimony at the tail end. Liz Pew. Yes. Please come -- come on down. And if you will, please, state your name and address for the record. Pew: Okay. Yeah. I'm new to this. So, Madam Mayor, Members of the Council, thanks for allowing us to have a chance to voice our opinions. My name is Liz Pew and my address is 5280 North Debussy Way in Meridian. I came here -- 1 have been following a lot of the a-mails with -- with the -- with the solid waste company and I have been following that. I have been to at least one meeting where we were able to ask questions and do that. I -- I do applaud them for starting the recycling first. It does -- it has given at least me personally a chance to see what I can do with that and how much waste I can cut down. I still have some concern. Meridian is a rural community. We are not -- we are not big city and we do have a lot of rural waste, you know, just the yard waste, like we have talked about tonight. I am sad that people abuse the system. I am not one of those. And I'm sad that some do. I also recognize the fact that it -- that it is very demanding physical -- physically. So, I'm not against going automated. However, I am one of those that do have at least twice or three times a year the large, you know, yard waste, because we still, you know, cut all that up and put it out. My guess -- part of my question might be is it possible that we could -- rather than adding the extra cans I'm not going to use every month or every week, possibly -- I have two suggestions, maybe. Could there be one week a month where we could put out extra in those plastic bags that could be thrown into our cart? I personally think that throwing a couple plastic bags into my wheeled cart would be easier than lifting a big garbage can every time for that person who might come. And the other question might be if they don't want it -- you know, maybe if we don't have one week a month we could do that, possibly just, you know, have the tags for those plastic bags that could be throw in that bigger receptacle. I --those are just a couple of ideas that came to mind. I know it's complicated. But I need a way to do it and I'm not going to use that can all year around, so -- that extra can. So, I -- it's complicated, but those -- maybe a couple suggestions, a couple questions. Thank you. De Weerd: Thank you. Hoaglun: Liz, before you go -- Pew: Yes. Hoaglun: Real quick. Question if you don't mind. Pew: Yeah. Hoaglun: I'm in the same boat. I'm doing the recycling and it has dramatically reduced how much I throw out and I'm -- when I started doing the figuring for me I'm thinking, you know, that 65 gallon gives me enough excess capacity, because Meridian City Council March 23, 2010 Page 27 of 74 now I just have the 32 gallon can I put out, because I recycle. So, by going to the 65 I'm -- because I'm in the same boat, I -- we have an acre. We used to be a farm and so we have a lot of waste. We do composting, but my -- we still have -- you know, you trim shrubs and trees, everything, so I'm trying to figure out, okay, how do I do that and I'm going to -- I think I can do the 65 gallon and add -- add -- be able to fill some of that extra capacity. Can you do something like that, too? I mean that's how I was thinking I could go and I don't know if that was an option for you or -- Pew: Well, you're just saying because I won't use it fully all the time and I could add extra -- Hoaglun: Correct. Right. Pew: Yes. I have some concerns because when you're cutting back shrubs they are very large and as it is it's been nice to not have to cut them down to more than four feet. Hoaglun: Right. Pew: As we have to start cutting those down, those take up a lot of room. A lot of room. Hoaglun: Yeah. They do. They do. Pew: I -- in the spring we now hire someone to come do it, because Ican't -- I can't get rid of all that waste anymore, it's a lot. So, they come and haul it away. But in the fall -- I can't afford to do it both times, so we do it all ourselves and it's a lot, you know, when you're doing the bushes. And cutting that down would be pretty tough to fit in those -- you know. And I guess do -- but do I have to pay 12 dollars to get the can and, then, the extra monthly fee and, then, I don't need it for the rest of the year. I have to pay it to have them come pick it up again -- it's complicated. So, could I bundle those? And for -- you know -- and it doesn't all come at the same time, so you're not going to have just that one month in November, like the one week they will pick up my leaves. Well, my trees all fall at different -- you know, different times, because there will be several times, you know. I don't know. Yes, I could get some in it, but I -- I think I have too much. Based on my past experience I'd have more than that. And I could do it two weeks at a time, but I still think with all the bushes it's going to be -- Hoaglun: Yeah. I'm in the same boat. I understand. My wife's a master gardener, so I'm really up to it with cutting and different things, so -- and that's one thing I'll ask Steve, you know, we can take things to the Franklin Center there, so -- because I have done that a time or two, you don't have to drive out to Hidden Hollow and -- Meridian City Council March 23, 2010 Page 28 of 74 Pew: Well, that's nice, but I don't have a truck. Hoaglun: But you -- yeah. I know we had a van for awhile, I'd bundle things up and I get too much and just take it down there, so -- Pew: I wish I had a truck, but I don't, so Hoaglun: Okay. Thanks, Liz. Appreciate your involvement. Pew: All right. Thanks. De Weerd: And Thomas Sower. Sower. I should know your last name, but -- thank you for joining us. If you will, please, state your name and address for the record. Sower: My name is Thomas Sower. 4089 South Cabola, Meridian. And especially for Councilman Bird, I'm not sure it came across quite clearly enough, but my understanding is that you have to get one of these carts besides your own personal cart, so -- if you put out additional. But I don't believe we should do this halfway. If we are going to go automated it should be a hundred percent automated. I don't think there should be any manual whatsoever. If people have a lot of garbage, which I don't, they should rent the additional carts, it makes it easier on everybody, and if they don't use it every month, every week, it doesn't matter, it's cheap compared to what it would cost to do the tag system. So, I think I agree with Nancy, automated or nothing, if we are going to go that route. And I guess is that still a question as far as the Council is concerned? De Weerd: It is the question that SWAC is asking tonight. I think it's a reaffirming what decision -- Sower: Can we stay the same as we are today or do we -- are we transitioning to the automated? De Weerd: The recommendation is to transition into the automated. Sower: Or can we just go into it period? I don't think -- De Weerd: I think it's -- well, we have been transitioning and that is the question. Yes, either you do it or you don't. Sower: Uh-huh. And I don't think -- personally, I don't think the tag system is a viable option for extra, because they have to get out of the truck, they have to throw it in the dumping container, and, then, they have to go back in the truck and dump it again. Where is the savings? So, that's, basically, all I really wanted to say, then. So, thank you very much. Meridian City Council March 23, 2010 Page 29 of 74 De Weerd: Thank you. Karen Babcock. Thank you, Karen. David and Wendy Lushbaugh. If you will, please, state your name and address for the record. Lushbaugh: David Lushbaugh. 3041 West Bonner Street in Meridian. De Weerd: Thank you. Lushbaugh: This is all new to me, but this screen -- you can't see it back there. It's too small. And I do most of my lawn. Only thing is you have to cut it twice a week and I do compost and that stuff. The only time I have extra stuff is when I trim my bushes and stuff and I was recycling them, but, then, they got this great big old thing and I don't have room for it, so I stopped doing it. So, that's all I got to say, so -- if they are going to have smaller recycling bins, I guess I'd probably use one. De Weerd: Okay. Well, we will get clarification on that as well. Okay. Thank you, sir. Okay. Those were the names on my list. Is there anyone who would like to provide testimony or comment? Okay. Yes. Ken, come on forward. Altig: I'm Ken Altig and I live at 101 East Carmel Street in Meridian and it is a senior community, so everybody in there is over 60 years old, up to in their 90s, and I just had a few questions. I -- I didn't understand -- now, are they going to charge for both cans, the garbage and the recycle? Just the one can. De Weerd: All included in that price. Altig: In one price. So, if you have a 66 gallon trash, that is the price for both cans; is that right? Okay. And also I have a question about what do they do if somebody's put their garbage can out and somebody parks a car in front of it before they get there? Are they going to get out and move this cart, so that they can get to it with the truck or are they going to leave it? We are rather limited with parking in there and as guests come in they come -- will park in front of a mailbox or garbage cans or whatever there is. And I have a question what they will do with the carts that are blocked by a car that somebody's parked in the street after it was put out. And that's my main questions right now. De Weerd: We will ask Mr. Sedlacek when he comes up. Thank you, Ken. Okay. Any further comments? Mann: I have one more, if I may. De Weerd: You certainly may. Mann: Thank you. In regard to the discussion -- De Weerd: You will need to restate your name for the record. Meridian City Council March 23, 2010 Page 30 of 74 Mann: I'm sorry. I'm sorry. I'm Nancy Mann. 34 West Claire Street, chair person of the Solid Waste Advisory Committee. De Weerd: Thank you. Mann: One of the major issues here seems to be large bundle branches, fall clean-up, spring clean-up, big items all at once on people's properties. We have addressed that in detail. I think we spent about four hours on that in discussion, eight of us, and you will notice on the waste collection rate schedule that there is a special collection service. For 20 dollars the solid waste -- or, excuse me, Sanitary Services will come over with their bulk truck and they will pick up everything that you have out on your curb that's not in special containers, waste branches, trash bags, grass, whatever. And for ten minutes -- for ten minutes of their staff time for 20 dollars they will pick up all that stuff in the front of your house. So, these folks that have concerns about once a year, twice a year, they have a large bulky waste and they don't know how to get it off their property, for 20 dollars they can get it off their property. And I would be happy to pay 20 dollars for somebody to come and do all that work for me. I don't know where else you're going to get somebody to do that for 20 bucks. Or you can take it to the transfer station. De Weerd: And, Nancy, you wouldn't have to cut your twigs to a certain length, you could -- Mann: I don't believe so. I'm sorry. Four feet. This also goes along with couches, desks, toilet bowls, engine blocks. De Weerd: So, you have to cut your couch to four feet? Mann: Okay. So, that's one of the options. So, bulky waste can either go to the transfer station or it will be collected at the property for 20 dollars for ten minutes worth of staff time. Thank you. De Weerd: Thank you. That's a very good point. Okay. If there is no further public testimony, I would ask -before we have Steve come up, Karen would -- or Reta, would you like to speak on behalf of finance? Hoaglun: Madam Mayor, as they are coming up I'm kind of curious - if we go to the extra waste collection day, a tag system, if you will, where they can put out their regular garbage can, dump it in the other one, they buy the tag -- how are we going to administer from the billing system? What's that going to take to make that happen? So, can you guys address that? Glenn: My name is Carrie Glenn, I'm the utility billing manager. Meridian City Council March 23, 2010 Page 31 of 74 Cunningham: I'm Reta Cunningham. Controller. Glenn: We have actually been doing some tallying, some logging, that kind of thing, comparing with Boise, since they have just kind of experienced this transfer. As far as the tag system, we would either have to just sell them in- house to where customers would have to come to City Hall. I know Reta and I have both contacted some agencies outside of the city limit -- agency. We have had one pretty large chain say that they would be interested in selling them in their stores. One of the smaller businesses didn't -- that I talked to really didn't have much interest in doing that. As far as administering the program, if somebody come in, we would have to manually charge that to their account, collect the money, and give them the tags. If we chose to do it on the Internet they could pay -- we would have increased postage trying to get the -- trying to mail them out. That kind of thing. That would be one of the drawbacks as far as the tag system, on a Sunday afternoon you're trying to clean up your yard and you have no tags, your trash days on Monday. There you sit. You have no way to do it. Hoaglun: Carrie, real quick. On the store, through a vendor, are they -- do they want a cut of whatever the charge is? If we sell them for a dollar do they want 15 cents, 20 cents? Did they say? Glenn: You know, we didn't get into that. We just talked about whether or not they would even be interested in something like that and they said as long as they were bar coded or actually have serial numbers on them, so that they could track them for inventory purposes, they would be willing to actually purchase up front from us and, then, they sell. Hoaglun: Okay. Thank you. Glenn: I think overall either of the options that you have heard tonight is going to have some increased administration effects. We are going from a one rate structure to a three rate structure. So, all of those -- all of the people that maybe start out with a big trash can now want to go to a reduced size, all of those code changes are going to have to be done. I have -- I have made contact with IT, so we are working on getting an import procedure to where we could just do it electronically, change those rate codes. Right now it's all done manually. Cunningham: I did talk to Boise city also and they, actually, have 66,000 customers and they said they are getting about a thousand adjustments a month. That's a thousand customers a month that are going from different can sizes. Then, when we talked about the tags, they said they are getting about a hundred calls aday -- they are averaging a hundred calls a day requesting tags and, then, they are mailing them. So, just to let you know. And they said it was a huge impact. They didn't add staff and now they are going to have to look at hiring one more just for the tag system. Meridian City Council March 23, 2010 Page 32 of 74 Hoaglun: Just a comment on that. I mean in this day and age, you -- the economy and, of course, our revenues reflect that. That's -- that adds up. And -- and that one dollar -- I guess that's a question for Steve when he comes back up, is who gets that dollar? Does that all come to us? Is it split? Because we have got to mail those things out, that sort of thing. Plus staff time and everything else. So, that's something -- it all boils down to dollars and cents on that. Cunningham: That's right. Glenn: Any other questions? De Weerd: Anything else from Council or staff? Thank you. Okay. Steve. Sedlacek: Madam Mayor, Members of the Council, I guess in summary we are here to try to develop a system that is more rate based, more user based, more of a fee based structure based on what you have put on the curb. We are trying to get a system that is -- protects workers, a little bit more modern than what we have now, and so the question is how do we move forward. I guess to the -- I guess it's Liz -- I didn't catch Liz's last name. Although I remember you at some of the public meetings. De Weerd: Mrs. Pew. Sedlacek: Mrs. Pew. If we did go to an unlimited collection every third week or fourth week, my comment is let's just do it every week. I mean what the heck. Now, we do have the rate -- the collection rate where we can come out to your house and for ten minutes from 20 dollars we will pick up whatever you have got on the curb. Your question about sofas, do they have to be cut to four foot lengths. No. We can feed half that sofa in, we crush it, and we feed the other half in and crush it. It's kind of fun to do every so often. If you're cutting up branches, though, they do need to be four foot lengths, because that's the width of the back of the truck. We need to push them in that way. So, it can be dangerous putting stuff halfway in and smashing it. Things fly. People get hurt. De Weerd: It gets dirty, too. Sedlacek: It's not good. With regard to what do we do in front of a place with a blocked car -- or a car blocking a can, our driver's do get out and move the cart and dump it and, then, put it back. They won't necessarily walk all the way back around the car and put it back where it was, they will set it someplace -- probably near the mailbox or, you know, on the front edge of the car or the back edge of the car. The new carts we are ordering are -- Zaremba: I think they should put it on the roof of the car. Meridian City Council March 23, 2010 Page 33 of 74 Sedlacek: Well, these things happen. And one of the things, to let you know, is if this happens every week, we are going to stop getting out of the car -- or getting out of the truck and moving it. We do have issues where stuff is chronically forever blocking -- you saw some of those pictures where people park on 90 degrees from the cul-de-sac and we can't even turn our trucks around. Or the one picture where the guy just decided to park in the middle of the road. I think the police department took care of that. There is always strange things going on and if there is chronic problems we take a photo of it and we don't dump the cart. Now, if it's just a once every so often deal, that's fine. That -- you know, we will get out and move it. So, it's a little bit to -- at our discretion. We are not trying to, you know, upset anybody, we are just trying to move efficiently through the town, keep our structure -- rate structure down, and get everyone's trash picked up, so -- I think that's it in summary for me, unless you have questions for me. De Weerd: Council, any further questions? Hoaglun: Yes. Steve, what is the cost -- if someone brings out yard debris to -- to your Franklin facility, what does that charge run? Sedlacek: It's -- right now it's nine dollars a yard. If it's grass only it's seven dollars a cubic yard. We are actually starting a program where if you bring clean, fresh, grass to us, we are going to segregate it and we are going to get a dairy farmer to pick it up every day and they are going to go use it for cattle feed. So, we are diverting that from the landfill. And, hopefully, that seven dollar a yard rate will go down -- I'm not sure. We will see how efficient he is. But if you don't have a truck, as Mrs. Pew doesn't have a truck, that's -- that's a good point, you know, it's tough to get stuff to us sometimes. But if you have a truck take -- and we take metal for free, cardboard's free, carpet pad, you can dump that off at no charge. Because we turn around and sell that material. Hoaglun: And just to kind of comment, we have talked, just so folks understand, a long term there is a vision to do composting and these types of things, we just aren't there yet. I mean this is -- we are phasing things in, we are making changes down the road. We want to do it -- there is a lot of issues surrounding that, a lot of cost. We will get there some day. Sedlacek: I think so. If you look at other parts of the country, most places -- or a lot of places -- I wouldn't know if it's most, but, you know, where I grew up now -- you know, they used to come into my parents garage and pick up the can and take it out and dump it and put it back. That doesn't happen anymore. Now, they have -- my parents have three cans, one's for recycling, one's for waste, and one's for composting. And that's a fairly typical system. Composting costs about 30 dollars a ton and that's -- we are paying about 25 dollars a ton for disposal now. So, it's slightly cheaper to just continue to throw it in the landfill. And we are struggling with that financial issue right now and -- but we are working with Meridian City Council March 23, 2010 Page 34 of 74 the city to try to figure that out. It's going to be a few years, though. It's not -- it's not like next week. De Weerd: Okay. Anything else from Council? Rountree: Madam Mayor, Idon't -- I don't have any questions, but I do have some comments and I first want to recognize Nancy Recycle It Mann. She has been with the SWAC committee for -- she indicated ten years and it's because of her -- I think involvement and interest a number of years ago why the city moved towards recycling in the first place. She's stuck with that committee. I have sat in on numerous meetings and she's kind of the driving force and a breath of fresh air when it comes to just getting down to the brass tacks of the issues. I really have appreciated her time and energy and we need to do something for her one of these days. I don't know what it is, but maybe we could build a collage or something out of recycled pop cans or something. She'd probably like that. De Weerd: I thoughts it was continuing her service. Rountree: But if she would continue, that's -- that's well. I'd also like to recognize the rest of the SWAC committee. They have worked hard this last six weeks, but they have worked hard over the years with all kinds of issues related to trash and trash collection and recycling for the city and have done a great job. The newest member, Steve Corey, we just kind of -- he showed a degree of interest and some insight I think to the committee members and it was an easy call and an easy suggestion that he would be a benefit to the committee as well and, Steve, I appreciate you taking on that assignment. And as far as SSC, they have been a great partner with the city, they have -- they have held fast with the Solid Waste Advisory Committee. They have listened to the desires of the City and the Council. I can guarantee if there is a public event in the City of Meridian, they are there and they are there on their own time. They are a great partner to the city. And, lastly, to the financial department in the last six weeks -- I know they have been cringing at what might happen and where this might go and we have yet to make that determination, but thank you for your patience and time. And, hopefully, we can get on with a decision this evening and move forward. Thanks, Steve. Sedlacek: Thank you. De Weerd: Thank you, Mr. Rountree. Zaremba: Madam Mayor? De Weerd: Mr. Zaremba. Zaremba: I move we close the public hearing on the Solid Waste Advisory Committee. Meridian City Council March 23, 2010 Page 35 of 74 Hoaglun: Second. De Weerd: I have a motion and a second to close the public hearing on Item 7- B. All those in favor say aye. All ayes. MOTION CARRIED: ALL AYES. Zaremba: Madam Mayor? De Weerd: Yes, Mr. Zaremba. Zaremba: I'm very pleased about all the things that have been considered and discussed and I am on the side of saying if we are going to do this we need to do it a hundred percent. Automation is certainly the right way to go and I believe we need to find a way to go to a hundred percent automation, not have a separate parallel system to get around not being fully automated. I'm -- that's not very eloquent, but I think we need to go to full automation. That's my comment. De Weerd: Thank you. Rountree: Madam Mayor? De Weerd: Mr. Rountree. Rountree: In going into this I was one of those folks that puts out that extra can once in awhile. That was about a year and a half ago when we first started talking about this and I have since done a lot of thinking and activities related to residential waste management and have not necessarily eliminated that option, but pretty much gotten rid of it. Brad asked about, well, what's it cost to go to the transfer station. I can tell you I went yesterday, it cost ten dollars for a fairly full pickup load of tree trimmings. If I would have rented a cart under the proposed fee structure for extra storage of yard waste, I would have had to have that cart for five months in order to make it pay and it was -- it was just easy to either take it myself or it would have been just as easy, because it was all bundled up, to call and have SSC come and pick it up for 20 dollars. I was inclined to think a bag tag or a -- in this case a proposed can tag was probably the way to go. Having heard some of the comments this evening, I guess I'm inclined right now to say let's -- let's just move forward and let's just do it and move forward and work out the wrinkles if there are any. So, I'm -- I'm at this point of changed in my position that would have been -- and Nancy's nodding her head, she knew what it was a week ago -- to let's -- let's automate this rascal and move forward. Bird: Madam Mayor? De Weerd: Mr. Bird. Meridian City Council March 23, 2010 Page 36 of 74 Bird: I agree. Let's move forward. I have a -- I have a problem with that tag system, because I think it's going to be a can of worms. A big time can of worms. And if you -- if you look at it, get two 65 gallon receptacles and it's the same as if you got a 95, so you have got two cans. You know, there is ways of working with it. SSC has always bent over backwards to make sure they have been fair to our consumers and I think it's time that we go to the automated and no messing around. I mean I -- let's do it. Hoaglun: Madam Mayor? De Weerd: Mr. Hoaglun. Hoaglun: Just a couple of comments. I always find it fun when we have public hearings and we had discussion earlier and no one commented on it, we spent 88,000 dollars, but it was federal money, don't worry about it. No one commented, but, you know, we want to talk about two dollar can fees, boy, we are all over -- that's just -- that's just the way it is. It's kind of fun. That's just an observation. That's one thing we do worry about on the Council and the Mayor is worry about costs. What does it cost the rate payer and what does it cost SSC, what does it cost the city, because, ultimately, that's the taxpayer dollars that are paying for that, however that comes in, whether it's through billing services somewhere else. I have done some calculations that -- in fact, it's interesting -- I'm like Councilman Zaremba, I didn't -- when we were annexed into the city many years ago, I kept my 32 gallon garbage cans, because, to me, that 2.88 a month, added up to 34.56 a year. Now, why would I want to pay an extra 34.56 a year when I got regular garbage cans that do just fine. So, I appreciate SSC making this work. One of the concerns I had when they first came to discuss this was what about those folks that don't generate that amount of trash, the folks that -- the Johnsons that live right across from me, an older couple, retired, they put out their little sack every week and I bring out my cans and whatever I have and put it out there and we are paying the same rate. And that -- that worried me a bit, because the folks -- they can actually lower their trash bill and I think that's a good thing and folks who need to put out a lot, they are going to have to pay for it and that's -- that's what we are going to and we have accepted that and -- and from the standpoint that Liz brought up, you know, I feel her pain. I'm in the same situation where I have got acreage, got property, how do I deal with that. You know, I was up in that corkscrew willow Sunday afternoon, my wife just wanted that one branch cut. Well, several bundles later, including some logs I need a chain saw to cut, you know, now what do I do, you know, that's -- that's something that we struggle with, if you have any amount of property, which I think Liz pointed out we still do have some areas around the city that still have that. And for those of us that have that, that is a tougher -tougher problem and I don't know what the solution was. I was coming in tonight thinking -- I was favoring the per can. Do the tag, throw it in there, that way we got the option for people and throw it in there, but as I listened to the discussion and realize where Meridian City Council March 23, 2010 Page 37 of 74 we are going in this city and eventually we will have compost and we will probably have three cans and, Liz, our problem will be at least a little better solved. We probably need to jump to the extra cart. Originally when we were first talking about this I thought, wow, for people who want extra carts and they are going to have to pay double, 16.32 times two, that's -- no. But the two dollars per month you had to -- do I have to hide it somewhere, because I'm only going to use it on occasion, you know, like Charlie said, you know, what do you do. But when I look at what I'm paying, because I'm recycling, I'm going to save, I have got extra capacity, because I only put out the 135 gallon, so if I go 65 gallon I have increased my cost by a dollar, but I'm saving 34.56 by not renting, so I have to get a cart at two dollars, that's 24. So, I'm saving 10 dollars a year. Okay. If you followed that math, we got a job for you in the federal government. De Weerd: I was just going to say, he's adding for Congress. Hoaglun: But, you know, those are the types of things that we go through up here trying to figure out, okay, what is the best deal for our citizens? Are we going to have to make some sacrifices? Yeah. I think a few people like Liz and me are going to have to grit our teeth and figure out a way to -- way to get it to the -- to the transfer station or -- if we don't have enough room in our cart that day and I think if I recall, Steve, the lids have to be closed on those carts, so it's not like I can have the four foot bundles sticking up with the lid open. Sorry, Liz, I tried on that one, but -- so, I guess I'm to the point where I came in tonight per can, but if we are going to do this I think we have to go to the fully automated and not go to the tags and make it happen and those of us will have to figure out a way to make it work and --and we will figure it out. We are pretty ingenious. De Weerd: Thank you. And I know I don't have a vote, I'm already sensing how this goes, but I'm in the category of Liz and Councilman Hoaglun here with my third of an acre and I love plants and so I am a creator of a lot of waste, but with this new recycling program I have found I have reduced my waste stream by two- thirds. I recycle and I have extra capacity in my 95 gallon thing, because I only fill it by a third. I have even missed trash collection and it hasn't freaked me out. So, that's a good thing. I do think that we all need to learn to reduce our waste and, Nancy, you have created a legacy in our community with the recycling program and when I moved here in 1992 I moved from a community that we were charged per container and when we moved here there was no incentive to try and reduce your waste and it was a little baffling, but easily you get into that new frame of mind and I think like Councilman Rountree and Councilman Hoaglun, I was really favoring the per bag tag. I knew that the work -- the workload would certainly be impacted, but -- and I get a lot of the phone calls and that's what people have been suggesting. I do see the value of the fully automated and moving either -- it's kind of that saying, either you're pregnant or you're not. You're never part pregnant. We either need to decide to go in that direction and do it for all the right reasons and we are running out of room in our landfill, we will -- we will delay a decision of what we need to do with our waste, Meridian City Council March 23, 2010 Page 38 of 74 but I think every year we can buy extra time, it's -- it's going to make us all be part of that solution. So, I agree with the direction that Council is going and -- and Iknow that SSC, utility billing, my office, and probably others we will continue to field the questions, but I think the Council has listened to every angle with 102 comments from a-mails and letters and phone calls, we have certainly seen every angle and appreciate everyone's time and consideration trying to do what's right for the whole and that's how we have to think. Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: I would like to set a date of -- if possible to get everything done and have this start July 1st. That way we get all the bumps and the bruises over with and, then, we are ready to go. Sometimes if you try to do it too fast you wind spending a couple of months just putting out fires. Rountree: Madam Mayor? De Weerd: Mr. Rountree. Rountree: I move that we move forward with the total automation of trash collection in the City of Meridian and direct staff to move forward with the proposed rate structure for hearing and to modify the existing solid waste ordinance accordingly and include the appropriate measures that need to be made to bring the ordinance to -- into consistency with the automated trash collection. Bird: Second. Rountree: And have the automated trash collection be fully implemented by the 1st of July, 2010. Bird: Second. De Weerd: I have a motion and a second for discussion. Mr. Zaremba. Zaremba: For the sake of discussion, it might be preferable to SSC start on July 5th, which is a Monday, as opposed to start mid week. The 1st is a Thursday. Hoaglun: Madam Mayor, by July 1, so they could implement it a week sooner. Zaremba: Okay. Rountree: They can implement anytime. Meridian City Council March 23, 2010 Page 39 of 74 Zaremba: That works for me. De Weerd: Well -- and billing is going to have to bill it in full months, so that's -- that's reasonable. It also allows SSC time to, again, get information out to the customers and allows us time and billing and certainly through ordinance work to do the things we need to do. So, I think that's a reasonable time frame. Nary: Madam Mayor? De Weerd: Mr. Nary. Nary: Madam Mayor, Members of the Council, would the first billing cycle in July be the more appropriate billing? So, we can have all of that implemented and, then, be able to put it in force in that first billing cycle. So, that's when the change would occur. De Weerd: Okay. So, we will go with the first billing cycle in July. Does the motion maker agree? Rountree: Motion maker agrees with that. Bird: That's fine with me. Zaremba: Madam Mayor? De Weerd: Mr. Zaremba. Zaremba: Next question. Are the proposed rates -- are we including in that the rates as proposed minus the one line about extra cans? Rountree: That would be consistent with the motion. The motion is for total automation. With total automation we don't have that. Bird: Second agrees. De Weerd: Okay. Anything further? Good points of clarification. Thank you. If there is no further discussion, Madam Mayor, will you, please, call roll. Roll-Call: Bird, yea; Rountree, yea; Zaremba, yea; Hoaglun, yea. De Weerd: All ayes. Motion carries. MOTION CARRIED: ALL AYES. De Weerd: Thank you to the SWAC committee for your time and diligence in bringing us a complete package to consider. Thank you. And thank you for Meridian City Council March 23, 2010 Page 40 of 74 those that came to share testimony. We appreciate you being here and I certainly can understand where you're sitting, too. C. Public Hearing: TE 10-005 Cavanaugh Subdivision by DBSI Tanana Valley, LLC. Located on the Southeast Corner of South Meridian Road and East Victory at 465 E. Victory Road: Request for an 18- month Time Extension to Obtain the City Engineer's Signature on the First Final Plat De Weerd: Okay. Next item is Item 7-C. Public hearing on TE 10- 005. I will ask for staff comments as this public hearing is open. Canning: Madam Mayor, Members of the Council, this project is located on the southeast corner of Victory and Meridian Road and the application before you tonight is a preliminary plat time extension. The applicant requests an 18 month time extension to obtain the city engineer's signature on the first final plat. Staff has recommended approval with the following conditions. The first one being that all nonsingle family detached homes shall be subject to design review and certificate of zoning compliance approval per the UDC. The second one that the applicant shall submit an irrevocable letter of credit or cash deposit for their portion of the required sanitary sewer construction improvements along the project's frontage in Victory Road. The applicant shall submit the letter of credit or cash deposit prior to signature on the final plat by the city engineer. Third, the applicant shall provide an executed permanent sanitary sewer easement and temporary construction easement on forms provided by the city within 90 days of the City Council approval of the subject time extension in order for the subject time extension to remain valid. The applicant-shall also submit a letter to the city allowing the use of their approved plans for the construction of the Black Cat Sewer trunk line. Finally, the applicant shall provide a pathway connection within a common lot in accord with the standards listed in UDC at the southeast boundary of the subdivision to connect to a future pathway in Cavanaugh Ridge, to provide a pedestrian interconnectivity between the two subdivisions and to comply with the block length requirements in the UDC. The applicant is in agreement with the conditions outlined in the staff report and to our knowledge there are no outstanding issues for Council. De Weerd: Thank you, Anna. Any questions for staff, Council? Bird: I have none. Rountree: 1 have none. De Weerd: Okay. Would the applicant like to comment. Boy, it's been a long time since we have seen you. Meridian City Council March 23, 2010 Page 41 of 74 Rountree: Yeah. It's been a while, Wayne. Forrey: Yes, it has. It's nice to be here. De Weerd: Good evening. If you will, please, state your name and address for the record. Forrey: Yes. Thank you, Madam Mayor, Members of the Council. My name is Wayne Forrey. My address is 1952 South Wild Creek Way, Boise. 83709. Members of the Council, I am the representative of the applicant and later -- or late this afternoon I submitted a letter to Anna Powell. You have that letter? De Weerd: Uh-huh. Forrey: Okay. Good. So, we agree with those five conditions. And I would also like to thank Counselor Nary -- I guess he's not here now, but -- and also Bruce Freckleton and Scott Steckline and Sonya Wafters in your planning department, for helping us organize this project to get to this point. We have a little more work to do with your Public Works Department to help you get this sewer in Victory Road. But if we can get this project extended and meet those conditions, then, we can work with you to get that done. So, we hope you will approve this time extension. I'd be happy to answer questions. De Weerd: Thank you. Council, any questions? Rountree: I have none. De Weerd: Thank you. Forrey: I really enjoyed hearing the report from your youth committee tonight early at the meeting. It's nice to have that focus on youth and I congratulate you for that. That was refreshing. De Weerd: They are certainly a joy to work with. Forrey: Yeah. I can see that. Any questions? De Weerd: No. Forrey: Thank you. Rountree: Thanks, Wayne. De Weerd: This is a public hearing. Is there any member of our public who would like to provide testimony on this application? Okay. Council, any questions for staff? Meridian City Council March 23, 2010 Page 42 of 74 Rountree: I have none. Bird: I have none. De Weerd: I, too, would like to thank staff for your diligence in working through some of the issues on this. It's greatly appreciated. Okay. Council, if there is nothing further, I would entertain a motion. Rountree: Madam Mayor? De Weerd: Mr. Rountree. Rountree: I move close the public hearing on Item 7-C. Zaremba: Second. De Weerd: I have a motion and a second to close Item 7-C, the public hearing. All those in favor say aye. All ayes. Motion carries. MOTION CARRIED: ALL AYES. De Weerd: Do I have a motion? Rountree: Madam Mayor? De Weerd: Mr. Rountree. Rountree: I move that we approve the request for the 18 month time extension from Cavanaugh Subdivision, Item TE 10-005. Bird: Second. De Weerd: I have a motion and a second to approve Item 7-C. If there is no discussion, Madam Clerk. Roll-Call: Bird, yea; Rountree, yea; Zaremba, yea; Hoaglun, yea. De Weerd: All ayes. Motion carries. MOTION CARRIED: ALL AYES. D. Public Hearing: VAC 10-001 Settlers Crossing by Dave Evans Construction Located at the Northeast Corner of Meridian Road and Ustick Road: Request for Vacation of Meridian City Council March 23, 2010 Page 43 of 74 the 20-Foot Public Domestic Water Easement Platted on Lots 45 and 46, Block 7 of Sundance Subdivision No. 5 De Weerd: Item 7-D is VAC 10-001. I will open this public hearing with staff comments. Parsons: Thank you, Madam Mayor, Members of the Council. The subject site is located on the northeast corner of North Meridian Road and East Ustick Road. The vicinity map in front of you shows you that the two -- the two lots that are affected. The applicant is proposing to vacate a domestic water easement that is currently platted on the property. Here is an aerial of the site. There are some existing buildings -- a few more buildings out there than what you see today. The exhibit before you here shows the easement as it is recorded on the plat today. The applicant is proposing to shorten that -- basically vacate that easement, create a new easement so that the owners of the property can go forward and construct a day care facility on Lots 45 and 44. I have received confirmation from the applicant that they are in agreement with the staff report. There are no outstanding issues for Council tonight. However, I did want to make mention on record that there was an error in the staff report in Section 60 in part of the utilities section that mentioned that the easement may require relocation of a fire hydrant. That was an error. It was, actually, to make mention that the building may be too close to water services and those meters may have to be moved. So, I just wanted to go on record to state that that was an error. It has been corrected. And with that I would stand for any questions Council may have. De Weerd: Thank you. Council, any questions? Bird: I have none. Rountree: I have none. De Weerd: Thank you. This is a public hearing. Is there anyone who would like to provide testimony on this item? Okay. The applicant's not here? Yes? No comment? Okay. Thank you. Council, any questions for staff, the applicant, or -- if there is not -- Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: I move we close the public hearing on VAC 10-001. Zaremba: Second. Rountree: Second. Meridian City Council March 23, 2010 Page 44 of 74 De Weerd: I have a motion and a second to close this item. All those in favor say aye. All ayes. Motion carries. MOTION CARRIED: ALL AYES. Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: I move we approve VAC 10-001 with staff, applicant comments. Rountree: Second. De Weerd: I have a motion and a second to approve Item 7-D. If there is no discussion, Madam Clerk. Roll-Call: Bird, yea; Rountree, yea; Zaremba, yea; Hoaglun, yea. De Weerd: All ayes. Motion carries. Thank you. MOTION CARRIED: ALL AYES. E. Continued Public Hearing From February 23, 2010: TE 10-001 Ambercreek No. 2 by Trilogy Development Located at Southwest Corner of W. McMillan Road and N. Meridian Road: Request for approval of an 18-Month Time Extension to Obtain the City Engineer's Signature on the Final Plat for Ambercreek Subdivision No. 2 De Weerd: Item 7-E is a continued public hearing on TE 10-001. I will ask for staff comments at this time. Parsons: Thank you, Madam Mayor, Members of the Council. The subject property is located on the southwest corner of McMillan Road and Meridian Road. The applicant is requesting an 18 month time extension to extend the final plat for Ambercreek Subdivision No. 2. The subject property is currently zoned R-8 within the City of Meridian. If you will recall, approximately a year ago a DA modification came before you regarding the extension of this plat. The applicant tied some elevations to this site. That DA has not been initiated or signed and approved by Council at this point. Also, as part of this time extension it has come to our attention that communicating with ACHD and after staff had reviewed some of the minutes for the project, the applicant was to construct a five foot detached sidewalk along McMillan Road to the intersection, so that there would be a safe route to the school on the northeast corner. Here is the plat in question. The DA -- the requirement in the DA stated that the sidewalk was to be extended from Ambercreek Way, which, if you can see this white arrow on the Meridian City Council March 23, 2010 Page 45 of 74 white map, that's where they are proposing to make connection to McMillan Road and the requirement was to extend that to the intersection, provided that ACRD could acquire right of way or get an easement on that outparcel. Well, after talking with ACHD, that easement is in place and it has been acquired. So, that sidewalk can be constructed across that outparcel. Here are some of the elevations that you looked at and were approved with that DA modification. And, then, again, with this time extension, because the DA hasn't been initiated, staff is recommending an additional 90 days to work with the applicant and come up with more appropriate elevations and a more attractive streetscape. If you recall that previous hearing there was some single story homes constructed in between two, two story homes, which kind of gave an awkward look to the streetscape and so staff had recommended per that -- with that DA modification that they submit an exhibit showing that that wouldn't occur with the phase two. The applicant did not meet that requirement and so we have met with them prior to them submitting their time extension and agreed with them that we could -- if they were to give us a streetscape and give us some additional elevations to show that single story homes could be compatible next to two story homes that we could recommend that to you and move forward. We haven't quite come to that agreement yet, so staff is recommending an additional 90 days to get that worked out with them and, then, also get that DA recorded. So, really, the outstanding issues for tonight -- it isn't really the -- the applicant's willing to construct the sidewalk, that isn't the issue, they know that's their requirement. The outstanding issues before you is, one, are you willing to grant the 90 days to work with the -- have staff and the applicant work out an appropriate streetscape and elevations to tie back to the DA and get that approved and the other is the timing of that improvement along McMillan Road. Staff is recommending that that sidewalk be constructed along the entire frontage, which is approximately 1,400 linear feet. So, it would be from the western edge of the plat all the way to the McMillan Road intersection and, as I mentioned to you, the DA didn't require that. So, with that the applicant is in agreement with the staff report. The only point of contention with them is that they would like that sidewalk to be constructed prior to the plat expiring again, which would be July 18th, 2011. And, again, staff has recommended that that happen before the 2010-2011 calendar school year. So, basically, by September of this year. The applicant is in the audience. ACHD didn't provide us any additional comments for you tonight. And with that I would stand for any questions you may have. De Weerd: Thank you. Council, any questions at this time? Bird: I have none. Rountree: I have none. De Weerd: Okay. Would the applicant like to comment? Good evening. If you will, please, state your name and address for the record. Meridian City Council March 23, 2010 Page 46 of 74 Brownlee: I can do that. Thank you, Madam Mayor, Members of the Council. Shawn Brownlee with Trilogy Development, 2364 South Titanium Place in Meridian. We do concur with the staff report. I just want to point out that we have been working with staff on the streetscape for the city and we did bring the builder in and that and we are working on that. So, hopefully, you guys will grant us 90 days to get that accomplished. So, I think we can come up with a streetscape that will be compatible with -- with staff recommendations and, then, as well as the sidewalk along McMillan Road. I'm sure everybody knows that there is not a ton of activity or work going on out there. We just ask that maybe we can prolong this until the July 11th -- or July 18th, 2011, date and kind of help us infuse some of that cost. It's going to be roughly 25, 30 thousand dollars to construct this. So, I would just ask for a time extension and to delay that sidewalk until that date. I'll stand for any questions. Thank you. De Weerd: I guess I have a question. Is there any --anyone living out there, any occupancy right now? Brownlee: In phase one there is, yes. De Weerd: And, you know, Iguess Iwas -- I was here during that discussion. Our concern was the safety of kids getting to that school. Brownlee: Correct. Out of the Ambercreek phase one they do have access. There is sidewalk provided along Meridian Road to the north to the school and this connect actually helped -- and I cannot remember the development to the west there, Bill. Parsons: Solitude Place. Brownlee: Solitude Place. Parsons: I'm sorry. To the west is Cedar -- Brownlee: Cedar Springs. De Weerd: Cedar Springs. Parsons: Cedar Springs. Yes. Sorry. Brownlee: Yeah. But as far as the Ambercreek residents, they do have access to that school. Hoaglun: Madam Mayor. Bill, could you go back to -- I think there was another one that showed more of that property to the west. So, Ambercreek is -- number one, that is developed -- Meridian City Council March 23, 2010 Page 47 of 74 Brownlee: That's correct. Hoaglun: And you're saying they have access from there to Meridian Road. Brownlee: Correct. Hoaglun: And then -- and, then, up -- Brownlee: Yeah. That was all reconstructed by Ada County, I believe, Highway District a couple years ago and there is sidewalk from -- from that entrance road right there. Oops. To the north. De Weerd: And the sidewalk piece we are talking about is along McMillan Road; correct? Brownlee: Correct. And that was part of the development agreement for -- for phase -- for Ambercreek and, obviously, we agreed to construct it and I believe it was to be constructed prior to occupancy for phase two and that's when we were planning on constructing that sidewalk. De Weerd: Well, I thought it was prior to phase one, because I -- if I remember the discussion, we weren't all that excited about putting it in there unless there was a sidewalk connection, so that any school age kids would have a safe route to school. You know, that is in an area that has the irrigation ditch and a lot of traffic. So, what you're saying is they have a connection over to Meridian Road, so, they would, actually, have to walk south to get to the sidewalk and, then, walk north? Do you have any kids? Brownlee: I do. De Weerd: Do you think they would do that? You know, I guess it's a -- kind of a sarcastic question and I apologize for that, but I have kids. They are going to take the route that's -- Brownlee: Shortest and easiest possible route. I agree. De Weerd: And that was the majority concern and that's why that -- that condition was put in there. It was for the safety of kids. Zaremba: Madam Mayor? De Weerd: Mr. Zaremba. Zaremba: My recollection of this is back when I was still on the Planning and Zoning Commission and this came through Planning and Zoning before it came to the Council. The Planning and Zoning Commission had quite a discussion Meridian City Council March 23, 2010 Page 48 of 74 about that sidewalk along McMillan. At the time and even currently it is very unusual to require what's called an off-site improvement. In other words, this was a sidewalk that was going to go across somebody else's land. The Planning and Zoning Commission insisted that that be an element precisely because there was going to be school children traffic needing to walk to that intersection and cross to get to the school and as unusual as that request was, our recommendation to Council was that that sidewalk was an important element of even approving the subdivision in the first place and our assumption was that it would be one of the first things that was built. So, I can't speak for how the Council dealt with that, but I know that was the Planning and Zoning Commission's intention that the sidewalk would be one of the first things that happened, for what it's worth. De Weerd: Bill, was that not required in phrase one? Parsons: Madam Mayor, Members of the Council, reading through the minutes, Councilman Zaremba is correct, the Planning and Zoning Commission wanted that to happen with phase one and that was their recommendation to Council as it came forward to you. During that hearing Gary Inselman discussed -- an attorney was here discussing the requirements for off-site improvements and how would you tie it to the developer and everyone was adamant that that happen with a DA. Even Mr. Hood commented on it, that it should become a part of the DA to get that requirement as part of the annexation and so through that process -- the hearing process Council amended that DA and made it clearer -- I shouldn't say the provision got added to the DA, but there was a special consideration in the findings that said Council made it clear that the sidewalk was to be extended from Ambercreek Way, which is the public street connection to McMillan, and extend to the intersection and they were given options as to which side of the canal that sidewalk was going to be. So, if ACHD could not get the easement on the outparcel, then, the sidewalk was to be constructed on the north side of Lemp Canal. If they did get an easement, the preferred location would be on the south side in connection with their sidewalk and that's how it was to read and it was to happen prior to occupancy of any structure on the site. And so now we have phrase one, what, we have probably 50 homes in there, people living in there, and we are sitting here today discussing the sidewalk and so that's -- I'm not sure where we -- where we errored on that -- on that part of it, but that's how I read the minutes. It was to happen prior to even phase one getting occupancy. Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: I believe it was to be added to the DA period. It was in the findings. It was part of the DA. It should have been part of the DA. We can't -- it's -- it's not -- Meridian City Council March 23, 2010 Page 49 of 74 didn't happen, but that's no reason not to require it to be in by the start of this school year. De Weerd: So, I guess I just have a technical question. If it's in the DA, although the DA wasn't signed, how did they get occupancy? Canning: The DA must have been signed. Parsons: Madam Mayor, the original DA was signed. De Weerd: The DA was signed. Bird: Was that in it? Parsons: It wasn't an actual -- the DA's broken up into different sections and in this case five -- section five was the conditions governing this site. A specific DA provision wasn't located in that section, but as you read farther through that document it made mention of -- it was modified and Council made it clear that that's what they wanted to happen. So, it's still in the record that we have that in that recorded document that that was to happen. So, we have contacted Mr. Nary, we talked to him about it, he said that the decision of order would take precedent -- I'll let him comment. I'm not an attorney, but I think he recollects that conversation Pete and I had with him. Nary: Madam Mayor, Members of the Council, we did. And we did feel that between the DA and the order that was required, it is still required. So, if you want to make it part of this time extension, I think that's really the issue today, to make sure that it gets done in the fashion you want it done. But it was -- it is in the order or the findings that were a part of the development agreement. Brownlee: I don't think we are -- it's just a matter of timing of this, I think, the discussion -- am I not correct? De Weerd: And certainly -- Brownlee: We know that we have got to install that, but it's just -- it's just a question of timing. De Weerd: And I think we understand the timing and the economy and all of that. I guess my concern -- and I can't speak for Council -- is we shouldn't have had one occupancy period without that sidewalk in and I -- that's my comments. Any other questions from Council? Thank you. Any additional testimony on this item? Anything further from staff? Canning: I apologize for the error. Meridian City Council March 23, 2010 Page 50 of 74 De Weerd: We are not beating you up. Bird: We are not blaming anybody. De Weerd: I think it's just a statement. Okay. Rountree: Madam Mayor, I just need to get clear on the timing on this. So, we are looking -- this is the second request for a time extension and the DA has been out there to be approved since when? Parsons: Yeah. The amended DA has been out there since February of 2009. Rountree: Okay. Must be the second time -- second extension. Thank you. Parsons: It's actually the third, because this is the second Council time extension, so it's the third, if you want to get technical. Rountree: That's all I need to know. Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: Mr. Parsons, refresh my memory. What was the date on the first -- what was the date on the first DA that was signed? Parsons: Excuse me, Councilman Bird. That happened in 2006. Bird: And that was when they started building phase one? Parsons: Yes. Phase one platted in 2006 and recorded. Bird: And the sidewalk wasn't put in? Parsons: No, sir. De Weerd: Okay. Council -- any further applicant comments? Okay. Council, anything additional needed? Okay. I would entertain a motion to close. Rountree: Madam Mayor? De Weerd: Mr. Rountree. Rountree: I move that we close the public hearing on Item 7-E, Ambercreek Subdivision No. 2. Meridian City Council March 23, 2010 Page 51 of 74 Bird: Second. De Weerd: I have a motion and a second to close the Item 7-E. All those in favor say aye. All ayes. Motion carries. MOTION CARRIED: ALL AYES. Rountree: Madam Mayor, my comment -- and I can make a motion, but I'd like to hear some additional discussion, but I think the applicant was correct, it's a matter of timing and I think the timing is -- is really not good for moving forward with this particular project. He's had a couple bites at the apple and still hasn't got the job done. So, I'm inclined to deny their request for time extension. Bird: Is that a motion? Rountree: I haven't made a motion. I just -- for discussion purposes. De Weerd: I guess, Mr. Rountree, I understand your comments, but I think the time extension is more in nailing down and agreeing with the street elevations and -- and, then, moving forward. Is that correct, staff? Canning: Madam Mayor, Members of the Council, it is at Mayor and Council's discretion as to whether to approve the time extension or not. De Weerd: Okay. Thank you. Bird: Madam Mayor? Rountree: We have -- to finish my thought, we -- we have got four plus years and a couple opportunities to review this. In my mind that things have changed. We have some other ordinances, we have other issues -- we have issues with this that haven't been addressed and they haven't been addressed in over a year. I'm not sure that I see any indication that they are going to get addressed in another year. Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: You know, as Councilman Rountree has stated, they had four years. And Meridian economy in 2006 was still north and I know that they definitely had to get the idea that before they built -- got any occupancy they had to have that sidewalk done. I'm inclined to be like Councilman Rountree and not grant this, but Iwould -- I would think about granting it, but with the consideration or the demand that by September or -- well, that's -- school will start the last week of August -- by August 15th that that sidewalk be in place. I -- we tried to make it Meridian City Council March 23, 2010 Page 52 of 74 secure on the original and I guess they laughed a they can't put in by then, I'm not for approving this how we can guarantee they put it in. Nary: Madam Mayor? De Weerd: Mr. Nary. t us, but I -- I don't know. If extension. And I don't know Nary: Madam Mayor, Members of the Council, I think you have two options, if that's the direction, Council Member Bird, if you would like to go. I mean you can condition the extension as we have done before on that condition that it has to be met by August 15th. Therefore, if they don't meet it by August 15th, their time extension is done. Or if the -- if the applicant's wanting to show some good faith, you can continue this matter to August 15th or somewhere after that. If the sidewalk is completed, the Council's desire would, then, be to allow them to have their time extension. But the burden is on them. You either can grant it now with a condition that we will, then, extinguish that time extension at some point in the future if it's not completed or put them on notice that we are going to continue this matter until after August 15th. If the sidewalk's done, you would be inclined to grant it. Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: Mr. Nary, which way would be the easiest for the city to enforce? Nary: Madam Mayor, Members of the Council, Council Member Bird, I don't see a problem, Iguess -- and Mrs. Canning could probably answer it on, basically, ending their time extension after August 15th. The only difference is from an enforcement standpoint is if this matter is continued to -- in front of you to sometime after August 15th, they are going to have to come back here and explain to you why it wasn't done and if they still want that time extension. All you're doing is granting them the opportunity to complete a project that should have been done four years ago. I don't know from Mrs. Canning's perspective which is easier. That's just my thought is whether or not you want to see this applicant again. Canning: Madam Mayor, Members of the Council, we have never revoked a time extension, so I had some questions about how to go about that. Usually they lapse. But I was informed that we could just revoke one. So, I assume that that's okay. Continuing items out would not be my preference. There would be a third option. You don't have to grant the full 18 months, you could grant the time extension until August 15th. That would be another option. Or just a six month time extension. And, then, they'd have to come back and if those things weren't Meridian City Council March 23, 2010 Page 53 of 74 done they could justify to you at that time whether or not -- why it hadn't been done and you could decide then whether or not to approve the time extension. Zaremba: Madam Mayor? De Weerd: Mr. Zaremba. Zaremba: I guess this is a policy question, which is brought up because of this situation, but I suspect we are going to keep running into similar situations with other time extensions. What happens if we say no? If they want to continue the project, they start all over with a new application that goes through your department and the Planning and Zoning Commission and then here? Canning: Yes, sir. Madam Mayor, Members of the Council, if you're considering one of the options Mr. Nary talked about, planning staff would appreciate tagging the -- completing the DA, as well as completing the sidewalk. Which -- Madam Mayor, Members of the Council, if you're considering one of those two options, if you could also include signing the DA modification that's outstanding, that would be helpful in tying up those loose ends as well that's the sidewalk. Hoaglun: Madam Mayor, just to be sure I understand, Anna, then, that -- the 90 days to complete the design -- the elevations streetscapes is something you need. And, then, if we were to say come -- to the applicant come back on August 24th -- at our August 24th meeting and say with proof that the sidewalk is done, we -- we would -- I guess Mr. Nary might need to weigh in on this -- we grant the time extension to that date and, then, we -- we take that issue up again for a longer extension. Is that a correct understanding? Nary: No. Madam Mayor, Members of the Council, Council Member Hoaglun, I think what Mrs. Canning was suggesting was that granting a specific time period, because if you grant it only to August 24th and they have to start over, they are going to have to file an application before that, which takes a little bit of processing time, too. So, I think that's -- maybe that's what was her intent of saying six months is 9/23. So, sometime after that it would expire, so you would hear it before the 23rd of September. That would allow the time period for the sidewalk to be completed, as well as the application for the additional extension. I am not trying to presuppose what she was thinking, but I think that's the reason is we don't want to put it to that date or just set it -- as you have seen many times, when we continue something out people tend to forget why we were supposed to come back or what the reasons were. It sometimes gets a little stale and that's another reason, maybe not, to continue it, but to simple grant a shorter time window. Zaremba: Madam Mayor? De Weerd: Mr. Zaremba. Meridian City Council March 23, 2010 Page 54 of 74 Zaremba: Madam Mayor, I may not be remembering this correctly, but my recollection is there is a limit to the number of time extensions. Once by the director and twice by the Council and, then, there can't be anymore? Canning: No. Zaremba: That's not true? Okay. Canning: We -- Madam Mayor, Members of the Council, we changed it so that -- that was the old rule. We changed it that you could extend indefinitely, but with the provision that staff could suggest any new -- or that Council could apply any new code changes or any conditions they saw fit. Zaremba: Okay. De Weerd: And, Council, I guess I would just put my two cents worth in here is if you don't extend it you will not get a sidewalk. By keeping it alive and giving the opportunity to -- to build, certainly extending it is going to have more likelihood of getting that sidewalk in and that would be my two cents worth. Parsons: Madam Mayor, if -- there is always five options. I guess I would go with number three. I don't know if the Council would entertain this, but the applicant could come in with a smaller phase final plat, do some lots along McMillan, construct Ambercreek Way and, then, extend that sidewalk per the condition of the DA from Ambercreek Way to the intersection. But that's up to him to decide if he wanted to do a smaller subdivision and if that would be more beneficial to do some sort of street to McMillan and sidewalk or just do the 1,400 linear feet of sidewalk, but that's certainly another option for him. De Weerd: Now we are really getting complicated. Canning: That's too complicated. De Weerd: We will see if the Council is following what track. Canning: Madam Mayor, Members of the Council, I don't know if this helps in the discussion at all, but the only reason it says from Ambercreek Way to the intersection, rather than the full frontage, is because we were worried about the off-site portion and that was an easy way to describe most of the off-site portion. So, it was always anticipated that there would be sidewalk along the full frontage, but the reason it says Ambercreek Way to the intersection is the off-site issue. Hoaglun: Madam Mayor? De Weerd: Mr. Hoaglun. Meridian City Council March 23, 2010 Page 55 of 74 Hoaglun: Yeah. I'm thinking we want to give the developer time to make this work. We need that sidewalk. It should have been put in when the going was good and now it's not so good and that's - I know it's difficult, but it's worth keeping this -- this alive. I would move that the Council grant the 90 days to complete the design of the elevation streetscape and sign the amended DA and that we provide a six month time extension during which a sidewalk, as required in previous DAs, is installed and we will find out at the hearing when they come before another time extension if that is completed and we will take that issue up then. Bird: Second. De Weerd: Okay. I have a motion and a second. Any discussion? Zaremba: Madam Mayor, six months puts it beyond the opening of school, though. Hoaglun: Yeah. I thought about that, Mr. Zaremba. It sounded like from legal counsel six months was kind of a -- a set time frame -- I mean I don't mind if we say, you know, September 1 in the meeting prior to that, but I'm open to changing that if that needs be -- need be. Be a little bit longer. Nary: Madam Mayor, Members of the Council, I mean if it's not going to be done by the middle of August or the 20th or whenever the school year starts, it probably isn't going to be done by September. So, I mean I'm not sure that it's going to make a lot of difference. It's either going to get done or it's not and so the -- the few weeks difference probably won't have a huge impact on the school. The other thing, though, I didn't recall if Council Member said sign the development agreement as part of your motion. Hoaglun: I think -- yes. That the Council grant the 90 days to complete the design of the elevation streetscape and signed the amended DA, yes. Nary: Okay. Thank you. I'm sorry. I just didn't hear it. Hoaglun: Yeah. No problem. De Weerd: Okay. Any further discussion? Hearing none, Madam Clerk, will you call roll. Roll-Call: Bird, yea; Rountree, nay; Zaremba, yea; Hoaglun, yea. De Weerd: Okay. That motion carries with three ayes and one nay. MOTION CARRIED: THREE AYES. ONE NAY. Meridian City Council March 23, 2010 Page 56 of 74 F. FP 10-002 Five Twelve Subdivision by Church of Jesus Christ of Latter-Day Saints Located West Side of Stoddard, Midway Between Overland Road and Victory Road: Request for Final Plat Approval of One buildable lot and One Common Lot on Approximately 4.65 Acres in an Existing R-8 Zoning District De Weerd: Okay. Item 7-F is FP 10-002. I will turn this over to staff. Parsons: Madam Mayor, Members of the Council, this is a final plat before you tonight for Five Twelve. Council acted on that preliminary plat roughly six weeks or so ago. As promised, it's a one lot subdivision for a church lot. The applicant has gotten the staff report. They are in agreement with the conditions of approval. I do want to go on record as saying that the applicant came forward to me this evening, they received ACHD's comments on the final plat and they are -- ACHD, if you recall, there was a planter island that was proposed inside of West Kodiak Drive that the applicant was going to plat as a common lot. ACHD has requested that the applicant include that as part of the right of way. They anticipate in the future that that intersection will be signalized and so they want to have the ability to possibly remove that in the future if they need some additional turn lanes off that street. Other than that change, like I said, the applicant's here and they are in agreement and with that I'll stand for any questions you may have. De Weerd: Thank you. Council, any questions? Bird: I have none. Hoaglun: Madam Mayor. Bill, real quick. Is that right across from the Bear Creek Park entrance -- one of the -- there is two actual entrances. Parsons: Madam Mayor, Councilman Hoaglun, yes that is correct, they have a large planter island -- or parkway across the street as well. Hoaglun: Okay. Parsons: Larger than this one. Hoaglun: That's -- I remember seeing that, but I couldn't remember. Thank you. De Weerd: Would the applicant like to make comment? Larson: Good evening, Council Members, Madam Mayor. My name is Jo Larson. I'm with Lowland Johanson & Zimmerman Architecture. We are located at 400 South Main Street, Payette. 83661. I am here representing the Presiding Bishop for the Church of Jesus Christ of Latter-Day Saints in the application for Meridian City Council March 23, 2010 Page 57 of 74 this final plat and hopefully for the approval. We concur with all the comments and I don't really have a lot to say, I just have been sitting here long enough I figured I might as well get up and make use of my time. Questions? De Weerd: Thank you. Council, any questions? We appreciate you being here. Larson: Well, thank you. De Weerd: Thank you. Okay. Council, if there is no further questions or -- I don't see any member of the public who is wanting to provide testimony. Rountree: Madam Mayor, I see Frank shaking his head no, so I move to close the public hearing. Rountree: Second. Hoaglun: Second. De Weerd: I have a motion and a second to close the public hearing on 7-F. All those in favor say aye. All ayes. MOTION CARRIED: ALL AYES. Rountree: Madam Mayor? De Weerd: Mr. Rountree. Rountree: I move that we approve the application on 7-F, FP 10-002. Bird: Second. De Weerd: I have a motion and a second to approve this item. If there is no discussion, Madam Clerk. Roll-Call: Bird, yea; Rountree, yea; Zaremba, yea; Hoaglun, yea. De Weerd: All ayes. MOTION CARRIED: ALL AYES. Zaremba: Madam Mayor? De Weerd: Yes, Mr. Zaremba. Zaremba: I'm getting old and we actually have been going from 6:00 o'clock. I would request a recess. Meridian City Council March 23, 2010 Page 58 of 74 De Weerd: Okay, old man, we will recess for five minutes. (Recess: 9:38 p.m. to 9:47 p.m.) Item 8: Continued Department Reports A. Parks Department Split Corridor Pump Station Update De Weerd: Okay. We will go ahead and reconvene. I will, before I ask Steve to come up, I would like to take the chair's privilege and thank Tracy for the leadership he has provided during the absence of our chief and just say how much of a privilege it's been having you on our team and certainly you have filled some big shoes and you did it with grace and good humor and certainly we appreciated you being part of our team during that period. Basterrechea: I appreciate that. And I'm glad he's back, by the way. De Weerd: I know. And he did share that you did not hesitate -- miss a beat in letting him come to the director's meeting this morning, so -- but you were missed. So, with that said, I'll move to 8-A and invite Steve to make comment. Siddoway: Thank you, Madam Mayor, Members of the Council. This is an update for you on the split corridor pump station. As you know, the split corridor landscaping was put in by MDC last year and we are currently maintaining that. However, it is currently being watered by city water and we would like to get that converted over to irrigation. We have been coordinating this issue with MDC for some time over the last year, with several departments involved. Last year Public Works helped negotiate the water rights that were needed. Parks Department negotiated the license agreement with Nampa-Meridian, as well as the easement with the dairy board and all of those are currently in place. MDC during that time has completed the construction documents for the pump station and is now ready to build. In fact, it is out to bid and went to bid last week. The pre-bid meeting is tomorrow. Bids are due on Friday. The arrangement that we are trying to do is where MDC will cover the cost of those improvements. The city staff will assist with the manpower necessary to manage the project. As we move forward we have learned from purchasing and Keith is here to answer any questions about this, but that we cannot manage the project and have the invoices sent directly to MDC, that we have to pay those invoices ourselves at the city and, then, get reimbursed by MDC. Therefore, we will be coming back to you about a month from now with a budget amendment for the project, once we verify where the actual bids are, we expect them to be in the neighborhood of 60 to 75 thousand, but accompanying that will be a reimbursement agreement from MDC, which we intend to take to them at their next meeting on April 14th. So, that is .really it in a nutshell. I just didn't want to surprise you with at budget amendment and/or the agreement without having first discussed that with Meridian City Council March 23, 2010 Page 59 of 74 Council, but the intent would be to have those funds be a wash for the city, that we would simply help them manage it as staff. With that I will stand for any questions and if there are any specific questions about the project, I have Elroy Huff here or Keith Watts if there are any questions about the financial arrangement. De Weerd: Thank you, Steve. Any questions from Council? Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: I have a question, but it isn't financial. Well, it is, I guess. From the start of this -- I don't know how much involvement you guys have had in the parks, but were we -- was the design planned to irrigate off of city water from the start and, then, now all of a sudden we decided to irrigate out of the other? What was the original irrigation plan? Siddoway: Yeah. Bird: I don't know if you were involved with it or not. I mean it's -- holy Toledo, we are -- Siddoway: Madam Mayor and Councilman Bird, the -- when I started we received our -- the first set of plans from MDC, where they were proposing the city connection as backup and they just showed aconcept -- conceptual line going into the -- into Storey Park to connect to the park there, but for several reasons that does not work directly there. So, we had said that they need to get the pump station -- a separate pump station for the split corridor irrigation and in working with Ted Baird in legal and reviewing the agreement, it was pointed out that some language in that agreement said that the city will provide the source and MDC was doing the -- you know, covering the cost. So, that's when MDC kind of washed their hands of trying to find the source on their own and said we need you to work on this and, then, Public Works helped us get the water right. They are ACHD's water rights, but through -- from the split corridor, but we assembled those, worked with Nampa-Meridian and we are trying to get the pump station there by the speedway. Bird: Well, Steve -- then, Igot afollow-up question, Madam Mayor. After this pump station is put in, whose property is it? The City of Meridian's? Siddoway: Yeah. I believe it's being written so that we wilt own and maintain the pump station ourselves. Bird: Because the easement given by the Meridian Dairy Show Board was to the City of Meridian, not to MDC. Meridian City Council March 23, 2010 Page 60 of 74 Siddoway: Right. Bird: Okay. Siddoway: So, we will own and maintain it. We will also oversee the installation of it through this construction project, but MDC will cover the cost. Bird: You mean the park -- the one that drew up the plans isn't going to oversee it? Siddoway: CSHQA? Bird: Yeah. Siddoway: Well, they will -- I'm sure they will be involved as the engineer, but in terms of construction management, the city will do that. Bird: Okay. Thank you, Steve. Siddoway: Any other questions? De Weerd: No. Siddoway: Okay. Thank you. We will work with MDC on the agreement and we will be back to you with an agreement and the accompanying budget amendment in approximately a month. De Weerd: Thank you, Steve. Zaremba: Madam Mayor? De Weerd: Mr. Zaremba. Zaremba: It isn't actually on that subject, but we were handed an agreement for independent contractor services for Lawn Co. I assume that's through the Parks Department. Siddoway: Yes, sir. Zaremba: I don't see it on the agenda. Are we supposed to do anything with this tonight? Siddoway: I believe it was added as C-1-D. De Weerd: That's added under the Finance Department. Meridian City Council March 23, 2010 Page 61 of 74 Bird: 1-A. Siddoway: 1-A. Zaremba: Okay. De Weerd: Okay. Thank you, Steve. Siddoway: Thank you. Zaremba: Thank you. B. Legal/Human Resources Department 1. Approval of New Beer/Wine/Liquor for Sunrise Bakery and Cafe Located at 805 N. Main St. 2. Approval of BeerMline/Liquor 2010-2011 Renewal for Sunrise Bakery & Cafe Located at 805 N. Main St. De Weerd: Okay. 8-B is our Legal Department, so I'll turn that over to Bill. Nary: Thank you, Madam Mayor, Members of the Council. The first two items are the -- are request to continue for the Sunrise Bakery and Cafe. Mr. Donnesley, who is their representative, was here earlier, they had -- they didn't have a response to the letter that had come in from the church and they requested that that be moved to April 6th. Did you do that already or were you going to do that now? I heard it talked about at the beginning, but -- De Weerd: They -- as part of adopting the agenda it was noted. Nary: Right. De Weerd: Do we need a specific motion? Nary: I think you probably should move to a specific -- to April 6th as requested. De Weerd: Thank you. Council, I'll need a motion. Bird: Madam Mayor, I move we approve -- continue to April 6th, 2010, the approved -- the approval for a new beer wine liquor license for Sunrise Bakery and Cafe located at 805 North Main Street and -- who is the identical? How come we got one and two? Meridian City Council March 23, 2010 Page 62 of 74 Nary: Number two is a renewal. If you recall, Madam Mayor, Members of the Council, Council Member Bird, May 1st is our -- is our date, so this is for the month of April is the one they are requesting as a new license and, then, the -- Bird: I really did graduate. I can read, but I missed the renewal. And I move that we also continue until April 6th, 2010, the renewal of Sunrise Bakery and Cafe, located at 805 North Main, their beer wine liquor license. Rountree: I'll second that nice job, Mr. Bird. De Weerd: I have a motion and a second to approve -- or to continue Item 8-B, one and two, to April 6. All those in favor say aye. All ayes. Motion carries. MOTION CARRIED: ALL AYES. 3. Approve New Beer License Application for Crawforth Brothers 4 LLC, DBA Piehole Located at 726 Main St. De Weerd: Okay. Item 8-B-3. Nary: Thank you, Madam Mayor, Members of the Council. Item 8-B-3 is the request for a beer license for Crawforth Brothers, which is the new Pie Hole restaurant that's going to be on Main Street. They are nearly complete. They haven't completed -- their target date to open is April 1st, so it's before your next meeting. What we would ask is if you would conditionally approve their license subject to them getting a certificate of occupancy. That way we can make sure it gets all done. Deputy Chief Silva and the building department said they are close to being ready to be issued their certificate of occupancy, but it won't be -- it wasn't by today, but it should be before April 1st. Emily didn't want them to delayed in opening their restaurant by this license. We have done this on occasion when we have had a gap in meetings like this. De Weerd: Thank you, Mr. Nary. Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: Where is 726 Main Street? Is it North Main? De Weerd: Yes. It's where the guitar shop was, it's where Modern Printers and the alley and, then, the -- it's north of it. Bird: They are going to put a restaurant in there? Meridian City Council March 23, 2010 Page 63 of 74 De Weerd: They are. Nary: It's nearly complete. De Weerd: And everyone is very excited about it, by the way. Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: I move we approve the new beer license application for Crawforth Brothers, LLC, doing business as Piehole, located at 726 Main Street, on condition of they get their occupancy. Rountree: Second. De Weerd: I have a motion and a second to approve Item 8-D-3. Madam Clerk. Roll-Call: Bird, yea; Rountree, yea; Zaremba, yea; Hoaglun, yea. De Weerd: All ayes. MOTION CARRIED: ALL AYES. 4. Service Agreement between the City of Meridian and the St. Luke's Regional Medical Center for Wellness for aNot-to-Exceed Amount of $13,760.00 Plus an Additional $30.00 Per Employee for Participation in the Personal Wellness Profile 5. Service Agreement Between the City of Meridian and the St. Luke's Regional Medical Center for Occupational Health Services De Weerd: 8-B-4 is Mr. Nary as well. Nary: Yes. Thank you, Madam Mayor, Members of the Council. Four and five, actually, are the next items up and they could have been on a Consent Agenda, but we were very excited about this. We -- this is the agreement -- we discussed it last year in the budget process of our agreement with St. Luke's for them to help us manage a wellness program for all the city employees. It's already been in place, they have actually been working with us since October on this, even though we took awhile to finalize the agreement. Their lawyers take a lot longer than our lawyers do, so that's how that works sometimes. But we wanted to -- we wanted to highlight it as part of the discussion tonight, because this has been Meridian City Council March 23, 2010 Page 64 of 74 a long time coming, we think it's a very positive step forward for the city in really taking the forefront in wellness for our employees. It's something that my department and myself and the -- the very active and engaged wellness committee has wanted for a long time. We have had a lot of desire and a lot of energy and a lot of interest, but not always a lot of time to manage all the different activities and varieties of different events that go on to help really promote wellness as an activity for employees and St. Luke's stepping up and wanting to be a partner with us, providing us some discounts to make it attractive, providing us their expertise and their marketing skills as such, they have an on-site person here weekly that works out of my office to provide contact for city employees. We have a new program kicking off this week for wellness. We are now looking at a smoking cessation as the next program we are going to have as part of the wellness -- there is an ongoing wellness challenge. So, we have had a lot of -- a lot of really -- a lot of interest and a lot of desire to get this partnership completed and we just wanted to make you aware of it, that we got that done and are moving forward and we will be putting in a part of our budget request for next year to continue this relationship, but we just wanted to take a moment to highlight this relationship and this activity so you were aware that we were following through on what we had talked about before. The second one is simply formalizing an agreement that we already have had. We have been using St. Luke's Regional Medical Center for our occupational health needs for on-the- job injury for worker's compensation. They originally had asked to become the exclusive provider. We didn't really think that made much sense for the city to make them an exclusive provider, although we do predominately use them over other providers, but we couldn't see the value of really creating an exclusive relationship, neither did the state, but we didn't have any issue or concern with creating a more formalized agreement. Up until right now we have just sent people there, because that's what we do and we have had no real written agreement or arrangement with them at all. This formalizes an agreement that we have done before and so we felt it was time and more appropriate to do that and they wanted to make that as a part of the wellness package, that they would also basically, besides assisting employees on the wellness side, they'd also be working with employees who get injured on the job. So, that's the reason for both of those agreements that are in front of you. De Weerd: Thank you, Mr. Nary. Council, any questions? I would need a motion to approve these agreements. Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: I move that we approve the agreement with St. Luke's Regional Medical Center for wellness of a not to exceed figure of 13,760 dollars, with an additional 30 dollars per employee for participation in the personal wellness profile. Meridian City Council March 23, 2010 Page 65 of 74 Rountree: Second. De Weerd: I have a motion and a second to approve Item 8-B four and five. Is there any discussion? Okay. Madam Clerk. Roll-Call: Bird, yea; Rountree, yea; Zaremba, yea; Hoaglun, yea. De Weerd: All ayes. MOTION CARRIED: ALL AYES. C. Finance Department 1. Finance Department: Purchasing Policy Discussion De Weerd: Item 8-C is our Finance Department. I'll turn this over to Keith. Watts: Thank you, Madam Mayor and Council Members. The purchasing policy that you have in front of you is the one that we brought to Council last month and had a couple of suggestions from Council Members, which we incorporated into this policy and those changes were made. The significant -- significance of that change is the verbiage for the purchases in the amount of 10,000 dollars to 25,000 dollars, three quotes will be required from the departments in order to procure anything in that range. The current policy right now just states that they --three quotes should -- or it should be -- it's encouraged for them to obtain three quotes. This makes it, essentially, mandatory from 10,000 to 25,000 dollars and that was -- the biggest change from the last time we were in front of you. And, then, also there was an attachment to the policy last time, which was the green purchasing policy, which has been incorporated into the body of this policy. The changes in the dollar amount that I previously stated is on page four and the green policy is on page 13. This has been made in that copy that you have. Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: I have to tell you that they did -- they did listen and they went back and in my opinion put in about as good a purchasing policy as I have seen. I think it not only covers every department and every employee, but it also covers our purchasing agent and also covers yourself and the four of us Councilmen. I think Keith did a great job on going back and listening to us and getting some things changed, because I -- I really feel that everything we possibly can should be bid, especially in these times when people -- at lot of -- a lot of people a four or five thousand dollar job is a big job to them right today. It's their wages from a month or two, so I -- I would have no problem adopting this purchasing policy and see that it's taken and adhere to. Meridian City Council March 23, 2010 Page 66 of 74 De Weerd: Thank you, Mr. Bird. Rountree: Madam Mayor? De Weerd: Mr. Rountree. Rountree: I echo Keith's comments about that fairness of the policy and it looks pretty straight forward. I do have one question and it's an area on page four under the purchasing authority, up to 10,000 dollars. And it's just got language in there that's going to bring people at odds that if the purchasing agent decides somebody didn't take a good enough effort to get three bids, then, you get into a little confab that really isn't needed. It seems to me that some language in there certainly to encourage three bids, but in the cases where three bids are not obtained, it's at the approval of the department director and be done with it, so we don't have Finance and the departments going like this, because on a 5,000 dollar deal you spend 2,500 dollars arguing with each other. De Weerd: They don't argue. Rountree: Well, they do, too. That's the only change I would make is just get the -- make it clear who's got the authority. De Weerd: Okay. Thank you. Is that -- Watts: Yeah. That's doable. Absolutely. De Weerd: Okay. Well, since we do have this to -also as an item to approve, do you feel comfortable that will be cleaned up? Can you offer some language tonight or what's the pleasure of Council on that? Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: I would -- I would make a motion that we move forward with the change of item and bring -- we got to bring a resolution forward and at that point -- De Weerd: You have a resolution. Bird: -- we could also have the change at that time within this language and say yea or nay. De Weerd: The resolution is the next item. Do you want to - Meridian City Council March 23, 2010 Page 67 of 74 2. Resolution No. 10-716: Adopting the Revised City of Meridian Purchasing Policy: Moved to Follow Item 11. Bird: We might have to delay the resolution. Watts: Madam Mayor, Councilman Bird, if Council would like, I could go back and revise this right now and have it for you -- Nary: After your Executive Session. Watts: Exactly. It's going to be fairly straight forward and simple. De Weerd: Okay. Watts: Thank you. De Weerd: Keith, do you want to address the landscape maintenance agreement? Watts: Yes. The reason that is -- Zaremba: Madam Mayor? De Weerd: I'm sorry. Hold on for a minute. Watts: Sorry. De Weerd: Mr. Zaremba. Zaremba: Before we move on, I guess this is just a question. Do we need to do anything revoking the old policy or does that automatically happen? Nary: Madam Mayor, Members of the Council, Council Member Zaremba, when you adopt a revised policy it will supersede any previous -- Zaremba: It wasn't mentioned, but I just wanted to clarify that. De Weerd: Okay. a. Amended onto the Agenda: Agreement for Independent Contractor Services with Lawn Co. for Landscape Maintenance Services. Watts: Madam Mayor, Members of the Council, the landscape contract is, essentially, on my department because I did not get it to the clerk's office in time Meridian City Council March 23, 2010 Page 68 of 74 for the Consent Agenda. I apologize for that. We did go out for an RFP for this. It was a fairly lengthy process. We had ten responsive proposers on it and the winning proposer is Lawn Co. This agreement is a three year agreement with two one year extensions on it. There is a funding out clause for lack of -- so, for Council not appropriating funds in any given fiscal year. We are ready to move forward with this, if you have any questions I'm here to answer anything. I also have Steve and Elroy here. Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: It don't -- it don't say -- it says compensated on a monthly basis. Is that 255,145 dollars and is that a year or is that for the three years? Watts: That's for three years, Councilman Bird. There is a breakdown in that contract that -- that -- Bird: Well, (thought - I thought it was, but I -- it says right here, you know, be compensated on a monthly basis. It don't say whether it's 36 months or 12 months or -- Watts: Based on, actually, a 36 week season. But they do submit their invoices monthly. It is spelled out in the contract for the contract manager to manage that project. Rountree: Back in the fine print. Bird: I didn't get that far back. Siddoway: Madam Mayor? De Weerd: Steve. Siddoway: Just two quick items. One, I'd just really like to commend my staff for their hard work on this. Elroy Huff, Mike Barton, and Roger Norberg put -- through the month of December worked on a new and very detailed set of maintenance standards that created the basis for the bid that went out and with spring here we need to get the contractor on board as soon as possible. So, we did provide it to Keith about a week ago in the hopes that it could get on the agenda and we would just request your approval and stand for any questions you might have about it. De Weerd: Thank you. Any questions, Council? Meridian City Council March 23, 2010 Page 69 of 74 Siddoway: And it is -- it is -- that amount, Councilman Bird, just to clarify, it is a three year amount and there is a breakdown of those three years in the back of that contract. Bird: It has the fund out. We are okay. Siddoway: There is a three break -- even within each year there is a breakdown for three separate funds. One for bill bug, one for the base contract, and one for what says, you know, bid two or line two that's the Water Department. Watts: Correct. And that is in the water department's budget as well. Siddoway: Right. As a separate item. De Weerd: Steve, just a question as to oversight. You know, there were some bill bug damage in a couple of -- our green spaces that were being maintained by a contractor last year. What is our oversight to make sure it doesn't get to a point where it's noticeable by the public and almost damaged enough -- Siddoway: Can you address that, Elroy? Huff: Madam Mayor, Members of the Council, you built in some things in that document, so they have to inspect for bill bug on a monthly basis and we have to be -- we will be watching that with them on those crucial times as they come up, which is June, July, and August. End of May. Or end of May, June, July, and August. And we didn't require them to just automatically applicate as we are working on IPM practices, Integrated Pest Management, to avoid applying when we don't need to, but we know there is some areas that absolutely have this issue. So, we are going to make sure that we are right there with them. They have to monitor that and, then, they have to let us know -- they have to inspect it and, then, let us know they found it and, then, we tell them to get right on it, so -- that first treatment will probably come about May 15th, though, so - De Weerd: Okay. Thank you. Watts: Madam Mayor, I would like to add also that the contract actually specifically calls out for -- I believe those problem areas that they are required to be treated. De Weerd: Thank you. Okay. Council, any further questions? Bird: I have none, Mayor. De Weerd: Okay. Do I have a motion? Meridian City Council March 23, 2010 Page 70 of 74 Hoaglun: Madam Mayor, I move that the city enter into an agreement for independent contractor services with Lawn Co for landscape maintenance services as -- in a not to exceed amount of 255,145 thousand -- 255,145 dollars for a three year period with potential extensions as per the contract. Zaremba: Second. De Weed: I have a motion and a second. Any discussions? Madam Clerk, roll call, please. Roll-Call: Bird, yea; Rountree, yea; Zaremba, yea; Hoaglun, yea. I De Weerd: All ayes. MOTION CARRIED: ALL AYES. Item 9: Items Moved From Consent Agenda. De Weerd: Okay. There were no items moved from the Consent Agenda. Watts: Thank you. Item 10: Ordinances A. Ordinance No. 10-1444: Making the Violation of Posted Signs Prohibiting Smoking a Infraction: De Weerd: Yes. Thank you. We will see you after we get back. Item No. 10 is Ordinance No. 10-1444. Madam Clerk, will you, please, read this ordinance by title only. Jones: Thank you, Madam Mayor. An ordinance amending Title 6, Chapter 3, Section 2 of the Meridian City Code regarding disorderly conduct and providing an effective date. De Weerd: Thank you. You have heard this ordinance read by title only. Is there anyone who would like to hear it read in its entirety? Seeing none, I would ask for a motion to approve. Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: I move we approve Ordinance 10-1444 with suspension of rules. Rountree: Second. Meridian City Council March 23, 2010 Page 71 of 74 De Weerd: I have a motion and a second to approve Item 10-A. If there is discussion, Madam Clerk. Roll-Call: Bird, yea; Rountree, yea; Zaremba, yea; Hoaglun, yea. De Weerd: All ayes. MOTION CARRIED: ALL AYES. Item 11: Amended onto the Agenda: Executive Session per Idaho State Code 67-2345 (1) (a) - To Consider Hiring a Public Officer, Employee, Staff Member or Individual Agent, Not to Include Filling a Vacancy in an Elective Office, (c) - To Conduct Deliberations Concerning Labor Negotiations or to Acquire an Interest in Real Property Which is Not Owned by a Public Agency, & (f) - To Consider and Advise its Legal Representatives in Pending Litigation. De Weerd: The next item is -- was added to our agenda. Executive Session. Do I have a motion? Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: I move we go into Executive Session as per Idaho State Code 67- 2345(1)(a) and (1)(f). Hoaglun: Second. Rountree: Second. De Weerd: I have a motion and a second. Roll call, please. Roll-Call: Bird, yea; Rountree, yea; Zaremba, yea; Hoaglun, yea. De Weerd: All ayes. MOTION CARRIED: ALL AYES. EXECUTIVE SESSION: (10:14 p.m. to 11:42 p.m.) Bird: Second. Meridian City Council March 23, 2010 Page 72 of 74 De Weerd: Okay. I have a motion and second to move out of Executive Session. All those in favor say aye. All ayes. Motion carries. MOTION CARRIED: ALL AYES. Item 12: Continued from Item 8C1: Finance Department: Purchase Policy Discussion: A. Continued from Item 8C2: Resolution No. 10-716: Adopting the Revised City of Meridian Purchasing Policy. De Weerd: Do I have a motion to adjourn? Rountree: No. We have one more item. De Weerd: Oh, I'm sorry. Rountree: Finance Department. De Weerd: Sorry, Keith. Watts: That's okay. De Weerd: I was ready to go. Watts: I think we all are. Take a look at page four, Item 4-A. I have revised that as Mr. Rountree suggested and -- the revision of it. De Weerd: It would have been helpful if you used strike outs. Edit mode. Watts: The language that I did add states the department director or designated purchasing personnel shall have the responsibility to determine what method of procurement is in the best interest of the city for procurement -- or purchases in this range. Bird: Yeah. Hoaglun: Madam Mayor? De Weerd: Mr. Hoaglun. Hoaglun: I move that we approve Resolution 10-716, adopting the revised City of Meridian purchasing policy, that the Mayor be authorized to sign and Clerk to attest. Meridian City Council March 23, 2010 Page 73 of 74 Zaremba: Second. De Weerd: I have a motion and a second and that would include the new language that is in front of you right now. Siddoway: Yes, it would, with the changes made to Section 4-A, subsection one. De Weerd: Okay. Any discussion? Rountree: I have none. De Weerd: Roll call vote, please. Roll-Call: Bird, yea; Rountree, yea; Zaremba, yea; Hoaglun, yea. De Weerd: All ayes. Motion carries. MOTION CARRIED: ALL AYES. Watts: Thank you. Zaremba: Thank you. De Weerd: Thank you, Keith. We appreciate you getting those changes made. I would now entertain a motion. Rountree: So moved. Bird: Second. Zaremba: Second. De Weerd: All those in favor? MOTION CARRIED: ALL AYES. De Weerd: We are adjourned. MEETING ADJOURNED AT 11:45 P.M. (AUDIO RECORDING ON FILE OF THESE PROCEEDINGS) Meridian City Council March 23, 2010 Page 74 of 74 /f t ~ MAYOR TAM11 a WEERD DATE APPROVED ATTEST: JAYCEE OLMAN, ITY CLERK``~~„~~„~,,,,,,, ,•~ ~''% `,,'~~~ ~y ~0qy ~~',. c?' ~rF ; o ~E1~-L 9 ~ 1~ ~~~lrrrrr~lll!!~~ ~EC~~v~ MAR 2 ~ 2010 Changes to the Agenda: CITY ®F ~B ID's'"' CITY CLERKS OFFICE Item #7.C: Cavanaugh Subdivision (TE-10-OOS7 Location: This site is located on the southeast corner of E. Victory Road & S. Meridian Road. Application: Preliminary plat time extension Summary of the Request: The applicant requests an 18 month time extension to obtain the City Engineer's signature on the final plat. Staff recommendation: Approval with the following conditions: - All non-single family detached homes shall be subject to Design Review and Certificate of Zoning Compliance approval per the standards set forth in the City of Meridian Design Manual and UDC 11-3A-19A. - The applicant shall submit an irrevocable letter of credit or cash deposit for their portion of the required sanitary sewer construction improvements along the project's frontage in Victory Road. The applicant shall submit the letter of credit or cash deposit prior to signature on the final plat by the City Engineer. - The applicant shall provide an executed permanent sanitary sewer easement and temporary construction easement on forms provided by the City within 90 days of City Council approval of the subject time extension in order for the subject time extension to remain valid. The applicant shall also submit a letter to the City allowing the use of their approved plans for the construction of the Black Cat sewer trunk line. - The applicant shall provide a pathway connection within a common lot in accord with the standards listed in UDC 11-3A-8 at the south east boundary of the subdivision in Block 43 to connect to the future pathway in Cavanaugh Ridge to provide pedestrian interconnectivity between the two subdivisions and to comply with the block length requirements specified in UDC 11-6C-3F.1. Written Comments: Applicant is in agreement with the conditions outlined in the staff report. Outstanding Issues for Council: None Notes: Item #7.D: Settlers Crossing Subdivision (VAC-10-001) Location: This site is located on the northeast corner of E. Ustick Road & N. Meridian Road. Application: Vacation of a domestic water easement. Summary of the Request: The applicant is requesting approval to vacate the 20-foot public water easement depicted on Lots 45 and 46, Block 7 of the recorded plat for Sundance Subdivision No. A new easement is proposed that will replace the old easement. Approval of the proposed vacation would allow the applicant to move forward with construction of a daycare facility planned and approved for the site; however occupancy of the Daycare Facility is contingent upon the recordation of the new easement per the approval of the Certificate of Zoning Compliance (CZC-10-007). Staff is recommending the applicant coordinate with the Public Works Department for the recordation of the new 20-foot water easement. Staff recommendation: Approval Written Comments: Yes; the applicant is in agreement with the staff report. Outstanding Issues before Council: None Notes: Item #7.E: Ambercreek Subdivision No. 2 (TE-10-001) Location: Southwest corner of McMillan Road and Meridian Road Application: Final Plat Time Extension Summary of the Request: The Applicant is requesting approval of an 18 month time extension to obtain the City Engineer's signature on a final plat for Ambercreek Subdivision No. 2. This is the second Council review time extension for the subject plat. The previous time extension was granted with conditions. The applicant was required to amend the recorded DA and incorporate elevations of the future residences. During the review of that application, staff had discovered that single story homes were out of scale with the adjacent two story homes which created an unattractive streetscape. The applicant was conditioned to provide a plan to the Planning Department that demonstrated the mass and scale of future homes in Phase 2 would be compatible between single story homes and two story homes. Because of this provision, the amended DA has not been signed and returned for Council approval. Staff is recommending the Council grant 90 days to complete the design of the elevations/streetscape and sign the amended DA. In addition the recorded DA, requires the sidewalk to extend from Ambercreek Way (future public street) to the McMillan/Meridian intersection. Because that roadway (Ambercreek Way) is not constructed or under construction, staff is recommending the 5- foot wide detached sidewalk extend along McMillan Road, from the western boundary of the plat to the McMillan/Meridian intersection prior to opening of the 2010/2011 calendar school year. NOTE: ACHD has secured an easement for the sidewalk to be constructed across the out parcel to the intersection. Written Comments: The applicant's preferred time for the completion of the sidewalk is by July 18, 2011 which is the next expiration date of the plat if the subject time extension is granted. Staff Recommendation: Approval with conditions Outstanding Issues before Council: 1) Timing for the construction of the 5-foot wide detached sidewalk along the south side of McMillan Road to the intersection per the recorded DA. 2) The Council granting 90 days to complete the design of the elevations/streetscape and sign the amended DA. Notes: Item #7.F: Five Twelve Subdivision (FP-10-002) Outstanding Issues before Council: None Staff Recommendation: Approval; the final plat substantially complies with approved PP. Applicant Provided Written Agreement with Conditions: Yes; applicant is in agreement with the conditions in the staff report. • • • REQUEST March 2, 2010 City Council Meeting Minutes MERIDIAN CITY COUNCIL MEETING APPLICANT March 23, 2010 ITEM NO. SA 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: Phone: Emailed: Staff Initials: Materials presented at public meetings shall become property of the City of Meridian. COMMENTS See Attached Date: MERIDIAN CITY COUNCIL MEETING March 23, 2010 APPLICANT ITEM NO. SB REQUEST March 9, 2010 City Council Meeting Minutes AGENCY COMMENTS CITY CLERK: See Attached 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 Cffy of Mertdlan. • REQUEST 2010-2011 Beer/Wine/Liquor License Renewals MERIDIAN CITY COUNCIL MEETING APPLICANT March 23, 2010 ITEM NO. SC AGENCY CITY CLERK: CITY ENGINEER: CITY PLANNING DIRECTOR: CITY ATTORNEY CITY POLICE DEPT: CITY FIRE DEPT: CITY BUILDING DEPT: CITY WATER DEPT: CITY SEWER DEPT: CITY PARKS DEPT: MERIDIAN SCHOOL DISTRICT: ADA COUNTY HIGHWAY DISTRICT: SANITARY SERVICE COMPANY CENTRAL DISTRICT HEALTH: NAMPA MERIDIAN IRRIGATION: SETTLERS IRRIGATION: IDAHO POWER: US WEST: INTERMOUNTAIN GAS: MERIDIAN POST OFFICE: OTHER: Contacted: Date: Phone: Emailed: Staff Initials: COMMENTS See Attached Materials presented at public meetings shall become property of the City of Meridian. deer, Wine & Liquor License Renewals for 2010-2011 Approval by City Council on March 23rd, 2010 DBA LOCATION B/W/L Kahootz Steak & Alehouse Sa-wad-dee Ultra Touch Car Wash Sunrise Bakery & Cafe Idaho Pizza Company Gelato Cafe Sizzler #215 Goodwood BBQ Company Shari's of Meridian #206 Corona Village 127 Club Sakana Carino's Italian The New Frontier 1603 N. Main St. Beer/Wine 1890 E. Fairview Ste B Beer/Wine/Liquor 835 E. Fairview Beer 805 N. Main St. Beer/Wine/Liquor 405 E. Fairview Beer/Wine 2053 E. Fairview Ste 101 Beer/Wine/Liquor 3380 N. Eagle Rd. Beer/Wine 1140 N. Eagle Rd. Beer/Wine/Liquor 895 S. Progress Beer/Wine 21 E. Fairview Ave. Beer/Wine/Liquor 127 E. Idaho Ave. Beer/Wine/Liquor 1718 S. Eagle Rd. Beer/Wine 3551 E. Fairview Ave Beer/Wine/Liquor 116 E. Broadway Beer/Wine/Liquor Page 1 of 1 Nancy Radford From: Anna Canning Sent: Thursday, March 18, 2010 12:30 PM To: Nancy Radford Subject: RE: List of Beer/VVine/Liquor to be Approved at 3/23/10 CC Nancy, With regard to the list of Beer/Wine/Liquor to be approved at the 3/23/20 City Council hearing: • The following renewals are approved as restaurant uses: Kahootz Steak & Alehouse, Sa-wad-dee, Sunrise Bakery & Care, Idaho Pizza Company, Gelato Cafe, Sizzler, Goodwood BBQ Company, Shari's of Meridian, Corona Village, Sakana, and Carino's Italian. • The following renewals are approved as drinking establishments: 127 Club and The New Frontier. • Ultra Touch Car Wash is approved as retail use with offsite consumption. Be Seeing You, Anna From: Nancy Radford Sent: Thursday, March 18, 2010 12:23 PM To: Anna Canning; John Overton -Police; Joe Silva; Bruce Freckleton Cc: Jaycee Holman Subject: List of Beer/Wine/Liquor to be Approved at 3/23/10 CC For your review. ~r~ ~~ ~a~0~o~ Assistant City Clerk City of Meridian 33 E. Broadway Ave. Meridian, ID 83642 Direct Line: 208-489-0391 Fax: 208-888-4218 email: nradfor~o meridianci .or 3/18/2010 • • MERIDIAN CITY COUNCIL MEETING March 23, 2010 APPLICANT ITEM NO. 5D REQUEST Agreement with Gem State Communications for the Installation of a Supervisory Control and Data Acquisition ~SCADA) Antenna Tower at the Water Department for aNot-to-Exceed Amount of $34,360.06 AGENCY CITY CLERK: CITY ENGINEER: CITY PLANNING DIRECTOR: CITY ATTORNEY CITY POLICE DEPT: CITY FIRE DEPT: CITY BUILDING DEPT: CITY PUBLIC WORKS: 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 Cffy of Meridian. COMMENTS See Attached ~~i~E IDIAN~- Public ~ DA H O Works DepartYnent TO: Mayor Tammy de Weerd Members of the City Council FROM: Clint S. Worthington, P.E. Staff Engineer DATE: 3/12/2010 Mayor Tammy de Weerd City Council Members: Keith Bird Brad Hoaglun Charles Rountree David Zaremba SUBJECT: AGREEMENT WITH GEM STATE COMMUNICATIONS FOR THE INSTALLATION OF A SUPERVISORY CONTROL AND DATA ACQUISITION (SCADA) ANTENNA TOWER AT THE WATER DEPARTMENT FOR A NOT TO EXCEED AMOUNT OF $34,360.06 (NEXT AVAILABLE CONSENT AGENDA) I. RECOMMENDED ACTION A. Move to: 1. Approve the agreement with Gem State Communications, aqualified contractor and low bidder, to provide construction services for the installation of a SCADA Antenna Tower at the Water Department for a not to exceed amount of $34,360.06. 2. Authorize the Mayor to sign the change order. II. DEPARTMENT CONTACT PERSONS Clint Worthington, Staff Engineer (Project Manager) Kyle Radek, Asst. City Engineer Warren Stewart, PW Engineering Manager Tom Barry, Director of Public Works 489-0349 489-0343 489-0350 489-0372 Page 1 of 3 III. DESCRIPTION A. Back rg ound As part of the City's Supervisory Control and Data Acquisition (SCADA) system, a new series of communication radios have been installed in recently constructed water system facilities throughout the City including Well 27 and four pressure reducing valves (PRV). Communication radios will also be installed in We1128 once the Well has been completed. This new series of radios will limit communication interference between other facilities throughout the City and increase transmission speed. In order for the SCADA system and these new radios to function properly, a new antenna needs to be installed at the Water Department base station. An attempt was made to install the new antenna to the existing SCADA tower as part of the PRV project however, it was found that the existing tower was not high enough to receive line of sight signal from the new radios and furthermore the height of the existing antennas was inadequate causing periodic loss of communication with existing facilities. B. Proposed Project This project is for the addition of a new, taller antenna tower to allow communication signals between the new radios and antenna and to resolve the loss of signal with existing facilities. This antenna tower will also provide for secure SCADA communications with future facilities projects. C. Contractor Selection An informal bid process (a process in which the project is not advertised for bid, but is sent to at least 3 contractors) was used for this project. Gem State Communications was the successful bidder. Gem State Communications meets all qualifications to do the proposed work and holds a Public Works Contractor License. IV. IMPACT A. Strate igic Im acct: This project meets our mission requirements to indentify and prioritize work to anticipate, plan and provide public services and facilities that support the needs of our growing community and ensure modern reliable facilities while maintaining fmancial stewardship. B. Service/Delivery Impact: SCADA controls allow the city to log and monitor information from both water and wastewater facilities throughout the City. The ability to receive this information at a centralized location is vital to emergency response, service interruption response, equipment maintenance, optimization, and future planning. Page 2 oj3 C. Fiscal Impact: Project Costs Bid Amount V D. Project Funding Enterprise Fund for Water Line Extensions (60-3490-96140) LIST OF ATTACHMENTS A. Agreement for Independent Contractor Services Approved for Council Agenda: $34,360.06 $34,360.06 • ate Page 3 of 3 AGREEMENT FOR INDEPENDENT CONTRACTOR SERVICES SCADA ANTENNA TOWER CONSTRUCTION THIS AGREEMENT FOR PROFESSIONAL SERVICES is made this Z3 day of March, 2010, and entered into by and between the City of Meridian, a municipal corporation organized under the laws of the State of Idaho, hereinafter referred to as "CITY", 33 East Broadway Avenue, Meridian, Idaho 83642, and Gem State Communications, Inc., hereinafter referred to as "CONTRACTOR", whose business address is 1976 Century Way. Boise, ID 83708 and whose Public Works Contractor License # is C-16402-B~ . INTRODUCTION Whereas, the City has a need for services involving SCADA Antenna Tower Construction; and WHEREAS, the Contractor is specially trained, experienced and competent to perform and has agreed to provide such services; NOW, THEREFORE, in consideration of the mutual promises, covenants, terms and conditions hereinafter contained, the parties agree as follows: TERMS AND CONDITIONS 1. Scop® of Work: 1.1 CONTRACTOR shall perform and furnish to the City upon execution of this Agreement and receipt of the City's written notice to proceed, all services and work, and comply in all respects, as specified in the document titled °Scope of Work" a copy of which is attached hereto as Attachment "A" and incorporated herein by this reference, together with any amendments that may be agreed to in writing by the parties. 1.2 All documents, drawings and written work product prepared or produced by the Contractor under this Agreement, including without limitation electronic data files, are the property of the Contractor; provided, however, the City shaA have the right to reproduce, publish and use all such work, or any part thereof, in any manner and for any purposes whatsoever and to authorize others to do so. If any such work is copyrightable, the Contractor may copyright the same, except that, as to any work which is copyrighted by the Contractor, the City reserves a SCA-CA Tower Constrvctlon PW.10.10165 page 1 of 13 royalty-free, non-exclusive, and irrevocable license to reproduce, publish and use such work, or any part thereof, and to authorize others to do so. 1.3 The Contractor shall provide services and work under this Agreement consistent with the requirements and standards established by applicable federal, state and city laws, ordinances, regulations and resolutions. The Contractor represents and warrants that it will perform its work in accordance with generally accepted industry standards and practices for the profession or professions that are used in performance of this Agreement and that are in effect at the time of performance of this Agreement. Except for that representation and any representations made or contained in any proposal submitted by the Contractor and any reports or opinions prepared or issued as part of the work performed by the Contractor under this Agreement, Contractor makes no other warranties, either express or implied, as part of this Agreement. 1.4 Services and work provide by the contractor at the City's request under this Agreement will be performed in a timely manner in accordance with a Schedule of Work, which the parties hereto shall agree to. The Schedule of Work may be revised from time to time upon mutual written consent of the parties. 2. Consideration 2.1 The Contractor shall be compensated on a Lump Sum basis as provided in Attachment B "Payment Schedule" attached hereto and by reference made a part hereof for the Not-To-Exceed amount of $34,360.06. 2.2 The Contractor shall provide the City with a monthly statement, as the work warrants, of fees earned and costs incurred for services provided during the billing period, which the City will pay within 30 days of receipt of a correct invoice and approval by the City. The City will not withhold any Federal or State income taxes or Social Security Tax from any payment made by City to Contractor under the terms and conditions of this Agreement. Payment of all taxes and other assessments on such sums is the sole responsibility of Contractor. 2.3 Except as expressly provided in this Agreement, Contractor shall no# be entitled to no receive from the City any additional consideration, compensation, salary, wages, or other type of remuneration for services rendered under this Agreement., including ,but not limited to, meals, lodging, transportation, drawings, renderings or mockups. Specifically, Contractor shall not be entitled by virtue of this Agreement to consideration in the form of overtime, health insurance benefits, SCADA Tower Construction PW.10.10165 page 2 of 13 retirement benefits, paid holidays or other paid leaves of absence of any type or kind whatsoever. 3. Term: 3.1 This agreement shall become effective upon execution by both parties, and shall expire upon (a) completion of the agreed upon work, (b) September 30, 2010 or (c) unless sooner terminated as provided below or unless some other method or time of termination is listed in Attachment A. This Agreement shall terminate automatically on the occurrence of (a) bankruptcy or insolvency of either party, or (b) sale of Contractors business. 3.2 Should Contractor default in the performance of this Agreement or materially breach any of its provisions, City, at City's option, may terminate this Agreement by giving written notification to Contractor. 3.3 Should City fail to pay Contractor all or any par of the compensation set forth in Attachment B of this Agreement on the date due, Contractor, at the Contractor's option, may terminate this Agreement if the failure is not remedied by the City within thirty (30) days from the date payment is due. 3.4 This Agreement shall terminate automatically on the occurrence of any of the following events: a. Bankruptcy of insolvency of either party; b. Sale of Contractor's business; or c. Death of Contractor 3.5 TIME FOR EXECUTING CONTRACT AND LIQUIDATED DAMAGES Upon receipt of a Notice to Proceed, the Contractor shall have 45 calendar days from the date of receiving the custom tower and equipment to complete the work as described herein. Contractor shall be liable to the City for any delay beyond this time period in the amount of $500.00 (five hundred dollars) per calendar day. Such payment shall be construed to be liquidated damages by the Contractor in lieu of any claim or damage because of such delay and not be construed as a penalty. SCADA Tower Construction PW.10.10165 page 3 of 13 4. Termination: If, through any cause, CONTRACTOR, its officers, employees, or agents fails to fulfill in a timely and proper manner its obligations under this Agreement, violates any of the covenants, agreements, or stipulations of this Agreement, falsifies any record or document required to be prepared under this agreement, engages in fraud, dishonesty, or any other act of misconduct in the performance of this contract, or if the City Council determines that termination of this Agreement is in the best interest of CITY, the CITY shall thereupon have the right to terminate this Agreement by giving written notice to CONTRACTOR of such termination and specifying the effective date thereof at least fifteen (15) days before the effective date of such termination. CONTRACTOR may terminate this agreement at any time by giving at least sixty (60) days notice to CITY. In the event of any termination of this Agreement, all finished or unfinished documents, data, and reports prepared by CONTRACTOR under this Agreement shall, at the option of the CITY, become its property, and CONTRACTOR shall be entitled to receive just and equitable compensation for any work satisfactorily complete hereunder. Notwithstanding the above, CONTRACTOR shall not be relieved of liability to the CITY for damages sustained by the CITY by virtue of any breach of this Agreement by CONTRACTOR, and the CITY may withhold any payments to CONTRACTOR for the purposes of set-off until such time as the exact amount of damages due the CITY from CONTRACTOR is determined. This provision shall survive the termination of this agreement and shall not relieve CONTRACTOR of its liability to the CITY for damages. 5. Independ®nt Contractor: 5.1 In all matters pertaining to this agreement, CONTRACTOR shall be acting as an independent contractor, and neither CONTRACTOR nor any officer, employee or agent of CONTRACTOR will be deemed an employee of CITY. Except as expressly provided in Attachment A, Contractor has no authority or responsibility to exercise any rights or power vested in the City and therefore has no authority to bind or incur any obligation on behalf of the City. The selection and designation of the personnel of the CITY in the performance of this agreement shall be made by the CITY. 5.2 Contractor, its agents, officers, and employees are and at all times during the term of this Agreement shall represent and conduct themselves as independent contractors and not as employees of the City. SCADA Tower Construction PW.10.10165 page 4 of 13 5.3 Contractor shall determine the method, details and means of performing the work and services to be provided by Contractor under this Agreement. Contractor shall be responsible to City only for the requirements and results specified in this Agreement and, except as expressly provided in this Agreement, shall not be subjected to City's control with respect to the physical action or activities of Contractor in fulfillment of this Agreement. If in the performance of this Agreement any third persons are employed by Contractor, such persons shall be entirely and exclusively under the direction and supervision and control of the Contractor. 6. Ind®mnifcation and Insurance: CONTRACTOR shall indemnify and save and hold harmless CITY from and for any and all losses, claims, actions, judgments for damages, or injury to persons or property and losses and expenses and other costs including litigation costs and attorney's fees, arising out of, resulting from, or in connection with the performance of this Agreement by the CONTRACTOR, its servants, agents, officers, employees, guests, and business invitees, and not caused by or arising out of the tortuous conduct of CITY or its employees. CONTRACTOR shall maintain, and specifically agrees that it will maintain, throughout the term of this Agreement, liability insurance, in which the CITY shall be named an additional insured in the minimum amounts as follow: General Liability One Million Dollars ($1,000,000) per incident or occurrence, Professional Liability One Million Dollars ($1,000,000) per incident or occurrence, Automobile Liability Insurance One Million Dollars ($1,000,000) per incident or occurrence and Workers' Compensation Insurance, in the statutory limits as required by law.. The limits of insurance shall not be deemed a limitation of the covenants to indemnify and save and hold harmless CITY; and if CITY becomes liable for an amount in excess of the insurance limits, herein provided, CONTRACTOR covenants and agrees to indemnify and save and hold harmless CITY from and for all such losses, claims, actions, or judgments for damages or injury to persons or property and other costs, including litigation costs and attorneys' fees, arising out of, resulting from , or in connection with the performance of this Agreement by the Contractor or Contractor's officers, employs, agents, representatives or subcontractors and resulting in or attributable to personal injury, death, or damage or destruction to tangible or intangible property, including use of. CONTRACTOR shall provide CITY with a Certificate of Insurance, or other proof of insurance evidencing CONTRACTOR'S compliance with the requirements of this paragraph and file such proof of insurance with the CITY at least ten (10) days prior to the date Contractor begins performance of it's obligations under this Agreement. In the event the insurance minimums are changed, CONTRACTOR shall immediately submit proof of compliance with the changed limits. Evidence of all SCADA Tower Construction PW.10.10165 page 5 of 13 insurance shall be submitted to the City Purchasing Agent with a copy to Meridian City Accounting, 33 East Broadway Avenue, Meridian, Idaho 83642. 6.2 Any deductibles, self-insured retention, or named insureds must be declared in writing and approved by the City. At the option of the City, either: the insurer shall reduce or eliminate such deductibles, self-insured retentions or named insureds; or the Contractor shall provide a bond, cash or letter of credit guaranteeing payment of losses and related investigations, claim administration and defense expenses. To the extent of the indemnify in this contract, Contractor's Insurance coverage shall be primary insurance regarding the City's elected officers, ofFcials, employees and volunteers. Any insurance or self-insurance maintained by the City or the City's elected officers, officials, employees and volunteers shall be excess of the Contractor's insurance and shall not contribute with Contractor's insurance except as to the extent of City's negligence. The Contractor's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurers liability. 6.4 All insurance coverages for subcontractors shall be subject to all of the insurance and indemnity requirements stated herein. 6.5 The limits of insurance described herein shall not limit the liability of the Contractor and Contractor's agents, representatives, employees or subcontractors. 7. Bonds: Payment and Performance Bonds are required on all Publics Works of Improvement Projects. 8. Notices: Any and all notices required to be given by either of the parties hereto, unless otherwise stated in this agreement, shall be in writing and be deemed communicated when mailed in the United States mail, certified, return receipt requested, addressed as follows: City of Meridian Purchasing Agent 33 E. Broadway Avenue Meridian, Idaho 83642 Gem State Communications. Inc Attn: Kirby Ortiz 1976 Century Wav Boise. I D 83709 SCADA Tower Construction PW.10.10165 page 6 of 13 (2081323-1976 Idaho Public Works License #: 16402-B-4 Either party may change their address for the purpose of this paragraph by giving written notice of such change to the other in the manner herein provided. 9. Attorney Fees: Should any litigation be commenced between the parties hereto concerning this Agreement, the prevailing party shall be entitled, in addition to any other relief as may be granted, to court costs and reasonable attorneys' fees as determined by a Court of competent jurisdiction. This provision shall be deemed to be a separate contract between the parties and shall survive any default, termination or forfeiture of this Agreement. 10. Time is of the Essence: The parties hereto acknowledge and agree that time is strictly of the essence with respect to each and every term, condition and provision hereof, and that the failure to timely pertorm any of the obligations hereunder shall constitute a breach of, and a default under, this Agreement by the party so failing to perform. 11. Assignment: It is expressly agreed and understood by the parties hereto, that CONTRACTOR shall not have the right to assign, transfer, hypothecate or sell any of its rights under this Agreement except upon the prior express written consent of CITY. 12. Discrimination Prohibited: In performing the Work required herein, CONTRACTOR shall not unlawfully discriminate in violation of any federal, state or local law, rule or regulation against any person on the basis of race, color, religion, sex, national origin or ancestry, age or disability. 13. Reports and Information: 13.1 At such times and in such forms as the CITY may require, there shall be furnished to the CITY such statements, records, reports, data and information as the CITY may request pertaining to matters covered by this Agreement. 13.2 Contractor shall maintain all writings, documents and records prepared or compiled in connection with the performance of this Agreement for a minimum of four (4) years from the termination or completion of this or Agreement. This includes any handwriting, typewriting, printing, photo static, photographic and every other means of recording upon any tangible thing, any form of communication or SCADA Tower Construction PW.10.10165 page 7 of 13 representation including letters, words, pictures, sounds or symbols or any combination thereof. 14. Audits and Inspections: At any time during normal business hours and as often as the CITY may deem necessary, there shall be made available to the CITY for examination all of CONTRACTOR'S records with respect to all matters covered by this Agreement. CONTRACTOR shall permit the CITY to audit, examine, and make excerpts or transcripts from such records, and to make audits of all contracts, invoices, materials, payrolls, records of personnel, conditions of employment and other data relating to all matters covered by this Agreement. 15. Publication, Reproduction and Use of Material: No material produced in whole or in part under this Agreement shall be subject to copyright in the United States or in any other country. The CITY shall have unrestricted authority to publish, disclose and otherwise use, in whole or in part, any reports, data or other materials prepared under this Agreement. 16. Compliance with Laws: In performing the scope of work required hereunder, CONTRACTOR shall comply with all applicable laws, ordinances, and codes of Federal, State, and local governments. 17. Changes: The CITY may, from time to time, request changes in the Scope of Work to be performed hereunder. Such changes, including any increase or decrease in the amount of CONTRACTOR'S compensation, which are mutually agreed upon by and between the CITY and CONTRACTOR, shall be incorporated in written amendments which shall be executed with the same formalities as this Agreement. 18. Construction and Severability: If any part of this Agreement is held to be invalid or unenforceable, such holding will not affect the validity or enforceability of any other part of this Agreement so long as the remainder of the Agreement is reasonably capable of completion. 19. Waiver of Default: Waiver of default by either party to this Agreement shall not be deemed to be waiver of any subsequent default. Waiver or breach of any provision of this Agreement shall not be deemed to be a waiver of any other or subsequent breach, and shall not be construed to be a modification of the terms of this Agreement unless this Agreement is modified as provided above. 20. Advice of Attorney: Each party warrants and represents that in executing this Agreement. It has received independent legal advice from its attorney's or the opportunity to seek such advice. SCADA Tower Construction PW.10.10165 page 8 of 13 29. Entlr® Agr®®m®nt: This Agreement contains the entire agreement of the parties and supersedes any and all other agreements or understandings, oral of written, whether previous to the execution hereof or contemporaneous herewith. 22. Ord®r of Pr®ced®nc®: The order or precedence shall be the contract agreement, the Invitation for Bid document, then the winning bidders submitted bid document. 23. Applicable Law: This Agreement shall be governed by and construed and enforced in accordance with the laws of the State of Idaho, and the ordinances of the City of Meridian. 24. Approval Required: This Agreement shall not become effective or binding until approved by the City of Meridian. CITY OF MERIDIAN GEM STATE COMMUNICATIONS, INC B ~~~~' TAMM a WEERD, MAYOR Dated: 3 ' a3 - ~©l ~ BY: KIR O IZ Dated: ~~/~' ~~ Approved by Council: /~ ~ ~~~`T~' ~ ~,,,~ Attest: `~r~ JA EE OLMAN, C CLLR ~~' ~ $ .~~ ~i '9 Q' ~a Approved as to Cont®nt ~''~%,,~'4UNTY~`~~~~~~~~ D®partment Approval BY: KEITH ATT , Pp~ SAS/I~NG AGENT Dated: .~ 0 - I ' ~ V _,_~ Approved as to Form s BY: `` NAME: CI ..~ 1~~~T M~~~<,ToA1 TITLE: ~Ti~ ~'!= ~R/~~ i~G~~L~ Dated: ~ - T ~~ o CITY ATTORNEY SCADA Tower Construcfilon PW.10.10165 page 8 of 13 Attachment A REFER TO INVITATION TO BID PW-10-10165 ALL ADDENDUMS, ATTACHMENTS, MAPS, AND EXHIBITS included in the Invitation to Bid Package # PW-10-10165, are by this reference made a part hereof. SCOPE OF WORK 80' TOWER CONSTRUCTION INSTALLATION SERVICES 1. Meridian Water Dept to acquire any needed building permits from City, County or State governments as needed prior to project start. 2. Physically mark proposed tower and waveguide bridge foundation foot prints. 3. Perform utilities locate at proposed foundation area and verify that none are affected. 4. Coordinate geotechnical contract services to perform soil analysis based on core sample taken from site. Their findings will ultimately determine the final requirements for the proposed tower foundation construction. 5. Order parts and coordinate delivery and storage of bulk items (tower and waveguide bridge steel) to construction site. 6. Meridian Water Dept to coordinate sod removal and sprinkler system rerouting as needed at proposed location around tower foundation and waveguide bridge posts. 7. Excavate foundation and post holes and construct concrete reinforcing structure. 8. Install all external tower base, waveguide bridge and bus bar grounding system connections. 9. Commission City inspection of foundation and acquire any required sign offs. SCADA Tower Construction PW.10.10165 page 10 of 13 ` f• 10. Set foundation and posts and allow up to 14 days for curing. 11. Coordinate with Meridian Water Dept to clear an area on-site to completely construct tower horizontally on ground. 12. Coordinate and perform core drilling of RF cable ports and grounding path into building. 13. Coordinate and perform tower lift via crane service onto completed foundation. 14. Install RF cable entry port, shelter ground bus bars, and bond to grounding system. 15. Install waveguide bridge. ANTENNA MIGRATION TO NEW TOWER 1. Order and receive all required parts and hardware 2. Install four (4) side-mounted antenna stand-off brackets onto tower-Two (2) at 80' and two (2) at 60'. 3. Install four (4) 7/8 heliax RF cable with all required grounding, connectors, tower attachments and external RF jumpers. 4. Install and bond four (4) polyphaser lightning arrestors at bulkhead feed-thru. 5. Install four (4) internal 3/8" coaxial cable runs including connectors and equipment, RF jumpers, from bulkhead into equipment room 6. Test and certify all cabling from end-to-end per specific customer-use frequencies on all lines. 7. Coordinate with Meridian Water Department to disconnect live antennas (one at a time) from old tower and migrate them to their readied positions on the new tower. 8. Install customer supplied antenna. 9 Retest all live functions of user equipment through the newly placed antennas as they are completed. 10. Once new tower is completely populated with all 4 existing antenna systems, dismantle old tower for customer's future use. SCADA Tower Construction PW.10.10165 page 11 of 13 ~. Attachment B MILESTONE /PAYMENT SCHEDULE A. Total and complete compensation for this Agreement shall not exceed $34,360.06. TASK DESCRIPTION DATE AMOUNT A P.E. stamped drawings (inc. elevation and Ian view for custom base $1,089.00 g S300 80' Super Titan self-supporting tower steel onl $6,469.00 C Tower accessories (cable safety climb kit-step bolts, cable m mt $1,936.00 D Site grounding parts $ 954.35 E Foundation Parts and concrete form supplies, includin eotechnical anal sis $4,750.00 F 12" X 10' waveguide bridge $ 828.65 G 3-port RF entry panel including boots and cushions $ 97 70 H Excavation $1,000.00 I Foundation prep and grounding $1,950.00 J Concrete $1,000.00 K Tower construction $1,750.00 L Crane services -tower set $ 850.00 M Core drilling $ 550.00 N Install waveguide bridge $1,000.00 O 24" antenna stand-off brackets (include tie back hardware $ 418.00 p 36" antenna stand-off brackets (include tie back hardware $ 432.00 Q 718" heliax antenna cable $1,575.00 R 7/8" Heliax connectors, grid kits, hoisting grips $ 736.16 S 7/8" Heliax cable snap-in hangers $ 460.00 T Antenna jumpers (from line to antenna) - include connectors $ 200.00 SCADA Tower Construction PW.10.10165 page 12 of 13 TASK DESCRIPTION DATE AMOUNT U P l o yphaser RF line lightning protector $ 300.00 V 318" coaxial RF cable $ 210.00 W 3/8" connectors $ 75.20 X Antenna jumpers (from line to equipment) - include connectors $ 100.00 Y Misc shop supplies, parts, & hardware $ 275.00 Z Install 3 complete antenna feed lines (include antenna mounts $2,800.00 qq Migrate antennas and add customer supplied antenna $1,200.00 BB Dismantle old tower structure $ 500.00 CC Bond $ 854.00 TOTAL $34,360.06 Travel expenses will be paid at no more than the City of Meridian's Travel and Expense Reimbursement Policy. SCADA Tower Construction PW.10.10165 page 13 of 13 C~ MERIDIAN CITY COUNCIL MEETING March 23, 2010 APPLICANT ITEM NO. 5E REQUEST Change Order # 1 w/ JC Constructors for Tertiary Filters Project Cosnt. for Not-to-Exceed of $51,313.63 on the Original Contract Amount of $2,869,000.00 approved by City Council on 4/7/09 AGENCY COMMENTS CITY CLERK: CITY ENGINEER: CITY PLANNING DIRECTOR: CITY ATTORNEY CITY FINANCE DEPT: CITY FIRE DEPT: CITY PUBLIC WORKS: 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: See Attached Contacted: Date: Phone: Emailed: Staff Initials: Materials presented at public meetings shall become property of the City of Meridian. ~~i~E IDIAN~-- Public IDAHO Works Department TO: Mayor Tammy de Weerd Members of the City Council FROM: Clint Dolsby, P.E. Assistant City Engineer DATE: 02/17/2010 Mayor Tammy de Weerd e~ Ceancll Meml~r:s Keith Btrd Brad Hoaglun Charles Rountree Dwld Zaremba SUBJECT: CHANGE ORDER #1 WITH JC CONSTRUCTORS, INC. FOR TERTIARY FILTERS PROJECT CONSTRUCTION FOR A NOT TO EXCEED AMOUNT OF $51,313.63 ON THE ORIGINAL CONTRACT AMOUNT OF $2,869,000 APPROVED BY CITY COUNCIL APRIL 7, 2009. (NEXT AVAILABLE CONSENT AGENDA) I. RECOMMENDED ACTION A. Move to: 1. Approve Change Order #1 with JC Constructors, Inc. for Tertiary Filters Project Construction for a not to exceed amount of $51,313.63. Authorize the Mayor to sign the change order. II. DEPARTMENT CONTACT PERSONS Clint Dolsby, Asst. City Engineer 489-1341 Warren Stewart, PW Engineering Manager 489-1350 Tom Barry, Director of Public Works 489-1372 III. DESCRIPTION A. Background The Tertiary Filter Project provides redundant filtration capacity up to the current rated capacity of 10.2 million gallons per day at the wastewater treatment plant. This will support the reclaimed water program and adds to the filtration capacity at the wastewater treatment plant. This change order, in the amount of $51,313.63, brings the total contract amount to $2,920,313.63. B. Change Order The original contract was for the addition of three cloth disc filters, ferric feed facilities and associated piping and appurtenances to the wastewater treatment plant. During the Page 1 of 2 early phases of construction the engineering and wastewater divisions identified potential credits to the project. These credits, which totaled approximately $30,000, exceeded any additions to the project that came up due to unforeseen conditions. Recently, changes to the project exceeded the existing credits, which has precipitated the need for a contract change order to be brought before City Council. This change order is for additional work due to unforeseen conditions during the excavation of the drain pump station manhole near the headworks and on the filter overflow pipeline from the drain manhole to connection with the filters and to raise the filters up to grade. There were several unforeseen conflicts on the filter overflow pipeline that the contractor, engineer and the City have resolved such as electrical conduit that was installed in the overflow pipeline's corridor. Also included are expenses for additional heat tracing and secondary containment of the ferric chloride chemical injection tank supply line. N. IlVIPACT A. Strategic act: This project meets our mission requirements to indentify and prioritize work to anticipate, plan and provide public services and facilities that support the needs of our growing community and ensure modern reliable facilities while maintaining fmancial stewardship and environmental stability. B. Service/Delivery Im act: The replacement of the two existing travelling bridge sand media filters with three cloth disc filters will increase the filtration capacity of the plant to 10.2 million gallons per day, which matches the rated capacity. The additions that make up this change order will help keep the project on track and allow the City to meet the EPA consent order deadline. V C. Fiscal Impacts: Contractor Agreement Change Order Total Costs D. Project Funding WWTP Plant Expansion Original Agreement (3590-96170) Filter Upgrade Projects Original Agreement (3590-96154) WWTP Plant Expansion CO (3590-96170) Filter Upgrade Projects CO (3590-96154) Total Funding TIlVIE CONTRAINTS $2,869,000 $51,313.63 $2,920,313.63 $1,044,000 $1,825,000 $6,864.00 $44,450.00 $2,920,313.63 The Tertiary Filter Project has an expected completion date of the early spring of 2010. Council's approval of this change order is critical to meet this projected timeline and have filters online in the spring of 2010, prior to the deadline imposed by the EPA. VI. LIST OF ATTA A. Contract Chan Approved for Council Agenda: CffiVIT';NTS ge er Fo _ l® ate Page 2 oj2 CIT1f OF MERIDUW 33 EAST BROADWAY AVENUE MERIDIAN, ID 83842 CONTRACT CHANGE ORDER Change Order No.: 9 PmJect Number: 10008 Date: ?!17!2010 EtTeeRrra Date: 277/2010 CONTRACTOR JC Construatore, Inc, PROJECT: Tertiary Filters Protect The Cor~tor Ls hereby dlrae~d to make tJte following hom the Contr+aet Cocmnsr8s aM Plane. DesclPHorc 1) Credtt for use of 28-b~ch PVC p~lpe and B-Nch duc6te trap pipe tram the yard (WCD01). 2) Gredft for Rash mbcer pump trl chemical tejectlon buRdtrrg (WCD02}. 3) Credit for heat trace for flfter fKi (WCD03~ 4) Revislorls t0 the Centrate dram Me t0 Improve dretrtage (WCD04). 5) Removal end disposal of asbestos Dough N ex(sting flltere (WCDOS). 8) Credit for vertlcal turbine pumps to be used on the pm~act (WCD08~ 7) Raise and seal cen<rate dratrt manholes (WCl~7). 8) RecoMgure local alarm ayaffim for chemical feed staage tank (WCD09). e) Provide water supply to fire grit separator to Uibrk:ate the seal pac&ing (WCD10~ 10) Add heat tradng and secondary corrtalnmard fOr fire ctrernlCel gtJeCtiOn tank supply tbre (WCD71). 11) Add a st>!q~ wep and repatr the PVC under the hor~sekea~ng pad at th Headworks (WCD72~ 12) Temporary wiring for the fltter bubldity panel (VIICD73). 13) Addtt~Tt of an UO module for the plant drain pump Btaflarl(WCD18). 14) Resohre carrtltrds wifir the fitter overflew pipeltrte from iha drabr maNrole to cmarec~t with the Biters (WCD18). 15) Recant~ure fitter control panels to allow operefion 61 the head posEort (WCD18). 18) Add a 7x2 hatch 1o fife utmdor (RPP01). 17) BrUg ftlters 1 and 2 up to grade (RFP03). Reason for Change Order: Changes relates to the Tertiary Flfters constructitm project at the wastewater tlT3atment plant. Attachnranta: WCt) 1, 2, 3, 4.5.6, 7, 9,10,11.12, 13, 15, 16,18 and RFP 01 and 3 with pricing. CHANt3E IN CONTRACT PR1CE: CHANGE W CONTRACT TIMES: Original contract Price: $2.889.000.00 Original Conbact Comp[efian Date: 1/28/10 orlgtrral Contract 270 Net changes farm previous C.O.'s.: Net Days change fans previous C.O.'s: No. 0 iA 0 No. Q to 0 $0.00 0 Contrail Price Pftor to the C.O.: Cardract ComplefimT Date before this C.O.: 1/LS/L010 889.000.00 Net Increase (decrease) of fiTts C.O.: Net Days Ire (decrease) of this C.O.: 79 $51,313.83 Contract Brice with a0 Approved C.O.'s: Contract Compiefian ~ wHh efi Approved C.O.'s: 4/18J2010 $2,920,313.83 RECOMMENDED: (PROJECT MIAIVAt~ ~ ACCEPTED (CONTRACTOR) BY• r Q ~ ~ ,,,~} J`..^,' ""' - } ~ BY ~ . Date: ~ 1 ~ f ~ !O G/ 111 APPROVED: (CITY Acs ~~~~ COUNCIL APPROVAL liy: KetifrWetfe / `` ~~ ~ ~ ~~~ ~ + Date: ~ ~ ~D Date: ~ APPROVED' (C "~~ ATTEST: ~8:'d J~Jj By: ammy de W By: City Clerk, Jaycee ~ ~ ~ Date: • ~ (7 ~: ~ °~ ~~ ~T 'l /~~~', i ~~~ ~i ~~. O ~' ~O~ O ~ ~. .~ ,,,,, ~o ~®P ,,, -,, u~rt . ,.• ,~' - CHANGE PROPOSAL REQUEST 1.PROJECT 2.CONTRACTOR 3.PROJECT NO. ~s2 Change Proposal # WCD 001 Meridian Tertiary Filters JC CONSTRUCTORS 5.CONTRACT NO: 6.PROPOSAL DATE 24Jun-09 DESCRIPTION OF CHANGE Deduct to the City to use 36" PVC from their surplus. Deduct to the City to use 6" Ductile Iron pipe from their surplus. COST SUMMARY A. FOR 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 $ - 3. Materials and Equipment. Detailed quantities attached. $ 15,475.00 4. Ovefiead 8 Fee (~ 15°k $ - $ - Time Extension Requested 0 working day Jc constructors core $ (15,475.00 B. For work to be performed by subcontractors, per proposals and detailed breakdowns t. SUBCONTRACTOR NAME CATEGORY OF WORK AMOUNT 2 TOTAL SUBCONTRACTOR AMOUNT (INCLUDING SUB. OHBP): $ - S CONTRACTORS COMMISSION ON TOTAL SUBCONTRACTOR AMOUNT (~ 5 PERCENT: $ - COMRACTORS BOND COST ®S.O~anono $ 232.13 C. TOTAL INCREASE OR DECREASE OF CONTRACT PRICE - (A8+B5) $ 15,707.13 JC CONSTRUCTORS, INC. CONTRACTOR NAME Jim Cox PRINTED NAME ON PROPOSAL SIGNATURE/DATE Page 1, JCC ~` JC CONSTRUCTORS, INC. Change Proposal Request # WCD 001 Date: 24.Jun-09 Scope of change: Deduct to the City to use 36" PVC from their surplus. Deduct to the City to use 6" Ductile Iron pipe from their surplus. 0 0 0 Descri tion Quantity Unit La bor Material p HrsNnit Hours $/Unit Cost Eliminate 36" DI pipe and replace with owner supplied PVC 110.00 If 0.00 -135.00 -$14,850 Deduct for usin the cities 6" i 50.00 If 0.00 -12.50 -$625 0.00 $0 0.00 $0 0.00 $0 0.00 $0 0.00 $0 0.00 $0 0.00 $0 0.00 $0 0.00 $0 0.00 $0 0.00 $0 0.00 $0 0.00 $0 0.00 $0 0.00 $0 0.00 $0 0.00 $0 0.00 $0 0.00 $0 0.00 $0 0.00 $0 0.00 $0 0.00 $0 o.ao $o o.oo $o o.oo $o Hours ~ 0.00 ~ Mat'I ~ -$15,475 Page 2 .. WORK CHANGE DIRECTIVE No. 001 PROJECT: TERTIARY FILTERS PROJECT DATE OF ISSUANCE: June 14, 2009 EFFECTIVE DATE: June 10, 2009 OWNER: City of Meridian Project No. CONTRACTOR: JC Constructors ENGINEER: CHZM HII,L You are directed to provide a price quotation for the following change(s): Provide a credit to the City for the use of the 36"PVC pipe and the 6" ductile imn pipe from the yard. Purpose of Work Change Directive: Use existing pipe that is onsite instead of purchasing new piping for the project. 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 in Contract Price: ^ Unit Prices x Lump Sum ^ Other. Estimated increase (decrease) in Contract Price: Lump sum price quotation to be supplied from JCG. If the change involves an increase, the estimated amount is not to be exceeded without further authorization. Method of determining change in Contract Times: ^ Contractor's records ^ Engineer's records ^ Other .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. RECOMMEND by ENGINEER: Daniel Ayers, P.E. .t (Authorized Si e) AUTHORIZED by OWNER: By. (Authorized S'gnature) C:\DOCUMENTS AND SE7TINOS\DAYERS\MY DOCUMENTS\MAIL\OL TEI~ ATTAC~AZENTS\WCD O1.DOC CHANGE PROPOSAL REQUEST 1.PROJECT 2.CONTRACTOR 3.PROJECT NO. ~s2 Change Proposal # WCD #2 INeridian Tertiary Filters JC CONSTRUCTORS 5.CONTRACT NO: 6.PROPOSAL DATE 25~1un-09 DESCRIPTION OF CHANGE Credit to the City for eliminating the flash mixer from the chem injection system. COST SUMMARY A. FOR CHANGE WORK DIRECTLY PERFORMED BY THE UNDERSIGNED CONTRACTOR 1. Direct labor wl labor fringes (Attach supporting detail esiimates with man-hours and rates) $ ' 2. Insurance and Labor Taxes $ 3. Materials and Equipment. Detailed quantlties attached. $ 9,150.00 4. Overttead 8 Fee ~ 15% $ $ ' Time Extension Requested 0 working daV JC Constructors' Cost $ 9,150.00 B. For work to be performed by subcontractors, per proposals and detailed breakdowns 1. SUBCONTRACTOR NAME CATEGORY OF WORK AMOUNT 2 TOTAL SUBCONTRACTOR AMOUNT (INCLUDING SUB. OH&P): $ 3 CONTRACTORS COMMISSION ON TOTAL SUBCONTRACTOR AMOUNT (!~ 5 PERCENT: $ CONTRACTORS BOND COST ®$.018M000 $ 137.25 C. TOTAL INCREASE OR DECREASE OF CONTRACT PRICE - (AB+BS) $ 9,287.25 JC CONSTRUCTORS, INC. CONTRACTOR NAME Jlm Cox PRINTED NAME ON PROPOSAL SIGNATURE/DATE Page 1, JCC WORK CHANGE DIRECTIVE No. 002 PROJECT: TERTIARY FILTERS PROJECT DATE OF ISSUANCE: June 10, 2009 EFFECTIVE DATE: June 10, 2009 OWNER: City of Meridian Project No. CONTRACTOR: JC Constructors ENGINEER: CH2M HII,L You are directed to provide a price quotation .for the following change(s): Provide a credit to the City for the flash mixer pump at the chemical injection building. Purpose of Work Change Directive: ~,. 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 in Contract Price: .... Method of determining change in Contract Times: ^ Unit Prices ^ Contractor's records x - 'i,~p Sum ~ ^ Engineer's records ^ Other ^ Other .r Estimated increase (decrease) in Contract Price: Lumgsum price quotation to be supplied from JCC. If the change involves an increase, the estimated amount is not to be exceeded without fiuEher authorization. RECOMMEND by ENGINEER: Daniel Ayers, P.E. By: ~ (Authorized Sign ) 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 ignature) C:\DOCUMENTS AND SETTIlJGS~DAYERS~MY DOCUMENTS~MAIL\OL TEIbIP ATTACHMENTS\WCD_02.DOC CHANGE PROPOSAL REQUEST 1.PROJECT 2.CONTRACTOR 3.PROJECT NO. X62 Change Proposal # WCD #3 Meridian T®rtiary Fitt®rs JC CONSTRUCTORS 5.CONTRACT NO: B.PROPOSAL DATE 8-Jul-09 DESCRIPTION OF CHANGE Eliminate the heattrace at the existing filter number 3 drive rails. cosT suMMARY A. FOR CHANGE WORK DIRECTLY PERFORMED BY THE UNDERSIt3NED CONTRACTOR 1. Direct labor w! labor fringes (Attach supporting detail estimates with man-hours and rates) $ 197.87 2. Insurance and Labor Taxes $ 47.15 3. Materials and Equipment. Defaded grrantltles atladted. $ 200.00 4.Overtread & Fee (~ 15% $ - $ - Thee Exterrslon Requested 0 wOTkin~ V JC Constructors' t`.ost $ 445.02 B. For work to be pertormed by subcoMractore, per proposals ami detailed breakdowns t R NAME GITEGORY OF WORK AMOUNT Pek Electric Electrical -750 rorn~ suecoNTtv-croR AMOUNT pNC~uowa sua. or~Px $ 750.00 s CONTRACTORS COMMi3910N ON 70TAL SUBCONTRACTOR AMOUNT ® 6 PERCENT: $ .37..x70 coNrRACroRS eoNn c~T G s.o~enooo $ 18.49 C. TOTAL INCREASE OR DECREASE OF CONTRACT PRICE - (AB+BS) $ 1,251.01 JC CONSTRUCTORS, INC. coNTRacroR Jim Cox PRINTED NAME OrV PROPOSAL SICdNATURE/DATE Page 1, JCC JC CONSTRUCTORS, INC. Change Proposal Request # WCD #3 Date: 8-Ju1-08 Scoff of change: Eliminate the heat trace at the existing filter number 3 drive rails. 0 0 0 0 LABOR Foreman Hours 0.00 Labor Rate w/Fringe $ 41.13 0.00 Carpenter/Orator Hours -5.00 Labor Rate w/Fringe $ 38.57 -197.87 Ironworker/Pipe Fitter Hours 0.00 Labor Rate w/Fringe $ 39.57 0.00 Laborer/Carp Apprentice Hours 0.00 Labor Rate w/Fringe $ 33.66 0.00 Project Management Hours 0.00 Labor Rate w/Fringe $ 50.00 0.00 TOTAL LABOR COSTS INCLUDING LABOR FRINGES -197.87 MATERIAL Material listed below or irom attached detailed material sheets - -200.00 Other direct material not speci8calty included in detailed take-off - Consumable;, etc. 0.00 Frei ht from vendor to ob site ff not sires included in strove material cysts. TOTAL MATERIAL COSTS FOR CHANGE ORDER -200.00 EQUIPMENT Equipment Description Est Usage Rate 0.00 Equipment Description Est Usage Rate 0.00 Equipment Description Est.l~sage Rate 0.00 Equipment Description Est Usage Rate 0.00 Equipment Description Est Usage Rate 0.00 E ui ment Descri bn Est Usa a Rate 0.00 TOTAL EQUIPMENT COSTS FOR CHANGE ORDER 0.00 Page 1 WORK CHANGE DIRECTIVE No. 003 PROJECT: TERTIARY FILTERS PROJECT DATE OF ISSUANCE: June 10, 2009 EFFECTIVE DATE: June 10, 2009 OWNER: City of Meridian Project No. CONTRACTOR: JC Constructors ENGINEER: CH2M HILL You are directed to provide a price quotation for the following change(s): Provide a credit to the City for the heat trace for filter #3. Purpose of Work Change Directive: The cover over the filter has provided the protection from the elements. 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 deteimi~aing change in Contract Price: ^ Unit Prices x Lump Sum ^ Other 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 exceed without further authorization. Method of determining change in Contract Times: ^ Contractor's records ^ Engineer's records ^ Other 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. RECOMMEND by ENGINEER: Daniel Ayers By: (Authorized Sign e) AUTHORIZED by OWNER: By: (Authorized Si afore) C:\DOCUMEN'IS AND SEITINGS\DAYERS\MI' \OL TDKP ATTACHIv~NI'S1WCD 03.DOC CHANGE PROPOSAL REQUEST 1.PROJECT 2.CONTRACTOR 3.PROJECT NO. 162 Change Proposal # WCD # 4 Meridian Tertiary Filters JC CONSTRUCTORS S.CONTRACT NO: 6.PROPOSAL DATE 25~1un-09 DESCRIPTION OF CHANGE Misc revisions and impacts at the Centrate drain. See WCD for description COST SUMMARY A. FOR CHANGE WORK DIRECTLY PERFORMED BY THE UNDERSIGNED CONTRACTOR 1. Direct labor w/ labor fringes (Attach supporting detail estimates with man-hours and rates) $ 1,879.77 2. Insurance and Labor Taxes $ ~7•~ 3. Materials and Equipment. Detailed quantitles attached. $ 3,427.50 4. Overhead & Fee ®15% $ 863.28 $ - Time Extension Requested 0 working day Jc constructors cast $ 6,618.51 B. For work to be performed by subcontractors, per proposals and detailed breakdowns 1. SUBCONTRACTOR NAME CATEGORY OF WORK AMOUNT 2 TOTAL SUBCONTRACTQR AMOUNT (INCLUDING SUB. OH&P): $ ' 8 CONTRACTORS COMMISSION ON TOTAL SUBCONTRACTOR AMOUNT (~ 6 PERCENT: $ ' CONTRACTORS BOND COST @ $.018/10 $ 99.2$ C. TOTAL INCREASE OR DECREASE OF CONTRACT PRICE - (A8+B5) $ 6,717.79 JC CONSTRUCTORS, INC. CONTRACTOR NAME Jlm Cox PRINTED NAME ON PROPOSAL SIGNATURE/DATE Page 1, JCC JC CONSTRUCTORS, INC. Change Proposal Request # WCD # 4 Date: 2r,.tun-09 Scope of change: Misc revisions and impacts at the Centrate drain. See WCD for description 0 0 0 0 Description Quantity Unfl Labor Material Hrs/Unit Hours $Nnit Cost Invests ate and 'ackhammer concrete at base 1.00 ob 10.00 10.00 50.00 $50 Replace smashed base due to corxxete encasement. lea ft channeled base 1.00 'ob 12.00 12.00 750.Q0 $750 Haul off conaete rubble 1.00 tri 0.00 150.00 $150 Lower the north MH an additional ft lower than plan elevation. Lowering section required moving the manhole to the east to avoid waterling conflict. Buy 8 install MH section .00 ob 2.00 2.00 50.00 350 Remove Conveyor base and re-install to avoid MH ~1 shift to the east 1.00 'ob 6.00 6.00 100.00 $100 Add fittings to re-conned unforseen drain comi in from the east 1.00 'ob 2.00 2.00 100.00 $100 Re-alignment of drain to avoid electrical crossi at drain rode 1.00 ob 4.00 4.00 150.00 $150 Additional flowable fill to back fill under foots JC s lit 3 s with 1.50 s 1.00 1.50 85.00 $128 E ui rrrent 0.00 $0 Com resor and ack hammer combo 1.00 da 0.00 150.00 $150 Mini Excavator 2.00 da 0.00 300.00 $600 Cat 320 Excavator 2.00 da 0.00 450.00 $900 0.00 $0 0.00 $0 0.00 $0 0.00 $0 0.00 $0 0.00 $0 0.00 $0 0.00 $0 0.00 $0 0.00 $0 0.00 $0 0.00 $0 0.00 $0 0.00 $0 0.00 $0 0.00 $0 Hours 47.50 dlat'I ~ $3,428 Page 2 WORK CHANGE DIRECTIVE No. 004 PROJECT: TERTIARY FILTERS PROJECT DATE OF ISSUANCE: June 10, .2009 EFFECTIVE DATE: June 10, 2009 OWNER: City of Meridian Project No. CONTRACTOR: JC Constructors ENGINEER: CH2M HILL You aze directed to provide a price quotation for the following change(s): Make the following construction related changes to the centrate drain line from the centrifuge to the centrate tank.. • Add a barrel section to lower the MH #1 lower than shown on plans. • Re-align MH #1 to avoid drain to the west which will require moving the footing for the conveyor and relocating a drain coming in from the east under the footing. • Add a fitting to route the drain around electrical conduits located at the invert level. • Jackhammer the concrete at the manhole at .the south end and replace the manhole base. Purpose of Work Change Directive: Changes in the field associated with the centrate tank drain line routing. 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 in Contract Price: ^ Unit Prices x Lump Sum ^ Other Method of determining change in Contract Times: ^ Contractor's records ^ Engineer's records ^ ~~' Estimated increase (decrease) in Contract Price: Estimated increase (decrease) in Contract Times: Lump sum price quotation 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 nat to be exceeded without further authorization.. involves an increase, the estimated times are not to be exceed without fiuther authorization. RECOMMEND by ENGINEER: Daniel Ayers, P.E. By: (Authorized Signatur AUTHORIZED by OWNER: By (Authorized Si tore) C:\DOCUMENTS AND SEITlNGS~DAYERS\MY DOCUIvIENTS~NiAII.,IOL T'EWIP. ATTACfIMENTS\WCD 04.DOC CHANGE PROPOSAL REQUEST ilAeridian Tertiary Filters ~ JC CONSTRUCTORS DESCRIPTION OF CHANGE Removal of Asbestos trough from the Filter Basins. Boise sawcuttling cut out the surrounding concn~te. Ideal Demolition bagged and hauled off the asbestos trough. FOR CHANGE YVORK DIRECTLY PERFORMED BY THE UNDERSIGNED CONTRACTOR a. Ct~e Prod ~ S ~sz ~ R~P-#S ~r!-~o No: B.PROPO.SAL DATE 1. Dhect labor w/ febm fringes (Attach strppOrlin9 detail estimates wflt- mm~-hours end rates) ~ - 2. Insurance and Labor Taxsa $ - 3. AAetaria~ and T~tdpmertt. Details qr attached. $ - 4.Overtlead fl Fee ®16% a Time F.Xtgr~i Regtwated 0 WOt'kllitl d8V JC Conshrtoto<a' Coat $ - B. For work to be perfomfad by subcor~ors, per propoaats and dsml<sd Maakdowns rarN.s~~~rrauNr~uae~osue. .. - - .... $ ~ .. ~ ~ .. :. 635.00 . mru, ea ~rerw~. SvacaH,sucron rwouKr.ai s r~+vr: ~ - . -: .. -$ .. ~ 31.75 . TOTAL INCREASE OR DECREASE OF CONTRACT PRICE - (A6+88~ JC ~. INC. CouvnPAC'nDltao~E' Jim Cox . _ ..nra~oN..... ... ........... Page 1, JCC WORK CHANGE DYRECI'IVE No. 005 PROJECT: TERTLARY FILTERS PROJECT DATE OF ISSUANCE: July 20, 2009 EFFECTIVE DATE: July 20, 2009 OWNER: City of Meridian Project No. CONTRACTOR: JC Constructors ENGINEER: CH2M HILL You are directed to provide a price quotation for the foDowing grange(s): Remove the asbestos trough from the existing filter basins and haul it o~ite. se of Work Chan a Directive: Proper removal and disposal of asbestos matelrial from the existing filters. If a claim is made that the above change{s) have affected Contract Price or Contrail Times aa3-claim for a Change orderbasalthereon will involve one ormore ofthe followingmethods of determiningtheeffect ofthechange(s). Method of determining change in Contract Price: Method of determining change in Contract Times: ^ Unit Prir,~ ~ ^ ~ Comtractor's records x Lump Sum ^ Engineer's records ^ Other ^ ~~ Estmvated increase {decrease) in Contract Price: ~ increase (decrease) in Contract Times: Lump sum price quotation to be stwalied from JCC. Substaalial Completion: 0 days; Ready If t}-e change involves an increase, the e.~timaied amount for final payment: 0 days. If the change is not to be exceeded without further authorization. ~ involves as increase, the estimated tmnes ~e not to be exca~ed without further authori~tiom. RECON~IlVIEND by ENGINEER:' AUTHORIZED by OWNER: Mdse La , M HILL ~. J~..~ tJ S ~ ~i~'~ By; ~' (Authorized ignature) (Authorized gflatlae) C:~DOCIIMENTS AND SE1TAiCrS1MLAVEYNNY DOCUl+~T.KISIMA1L~oL TEMP ATTACHMENTS\WCD QS.DOC A MATERIAL SUPPLY CONTRACT JC Constructors, Inc. PHONE: (208) 895-8105 1305 E. Columbia Rd. Meridian, ID 83642 FAX: (208) 895-8106 VENDOR: C.H. Spencer & Company DATE: Apri18, 2009 1075 South Piopneer Road Salt Lake City, UT 84104 REQ'D: ~ Soon as possible Phone: 801-975-0300 x11D F.O.B. Meridian Project Fax: 801-972-5216 Attn: SHIP VIA: Best method SHIP TO: JC Constructors, Inc. TERMS: Net 30 Days 3401 North Ten Mile Road Meridian, ID 83642 JOB/CODE: 162111000.20 JOBSITE PHONE: 871.3479 JOBSITE FAX: N/A SUPERINTENDENT: PROJECT MANAGER: Rob Guyott Rob Guyott (208) 871-3479 Fumishaomplete-and.in str+ct accordance with the contract plans and specfications, - including Addenda 18~2~ for the Tertiary Filters Project, Meridian, Idaho. Supply three each v®rtical axial pumps per the approved submittal lea factory service trip to oertify installation 1 Lot of spare parts as specfied Specified quantity of OS<M in the specifed format $116,950.00 Deduct for acceptance of lower efficiency rating -$3,000.00 Shipping FOB jobsite Total Material Supply Contract $113,950 Tax exempt The Terms of the Material Supply Contract are attached and are a part of this agn3ement. ACCEPTED: JC Constructors, Inc. BY ~~ I 7 ~ BY WORK CHANGE DIRECTIVE No. 0~ PROJECT: TERTIARY FILTERS PROJECT DATE OF ISSUANCE: July 20, 2409 EFFECTPVE DATE: July 20, 2009 OWNER: City of Meridian Project No. CONTRACTOR: JC Constructors ENGINEER: CHZM HILL You are directed to for the Provide a credit for the vertical turbine pumps that have been ~pmved far the purup station that were a substitute for the specified pumps. _Purpose of Work Directive: Provide a credit for the pumps that wdl be used in the project. If a claim is made that the above change(s) have affected Contract Price or Contract Times eny claim far a Change orderbasedthereonwrll involve one ormore ofthe followingmethods of determiningthe 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 Contrail Price: L~ price quotation to be supplied from JCC. If the change involves as increase, tlm estar-ated amount is not to be exceeded without fntther authorization. RECOIvI1viEND by ENGINEER: AUTHORIZED by OWNER: Mdse ILL $y ~ b tt 20~ r By: (A prized ignature) (Authorized S' ) Estimated increase (decrease) in Contract Tones: Substantial Completion 0 days; Ready for. final payment: 0 days. If tie change involves an increase, the estt' ated times are ~t to be exceeded without further authorization. C:ux)CUMENI'S AND SE!'r1NG51MLAVEYIMY DOCUMI3~7s~A1L~OL 7EMP ATTACHMF.N7'S\WCD 06.DDC CHANGE PROPOSAL REQUEST 1.PROJECT 2.CONTRACTOR 3.PROJECT NO. ~~ Change Prop~al ~ WCD #7 Meridian Tertiary Filters JC CONSTRUCTORS S.coNrRacT No: s.PROPOSaL DaTE saNov-o9 DESCRIPTION OF CHANGE Add watertight lids .and vent at the solids handeling building COST SUMMARY A FOR CHANGE WORK DIRECTLY PERFORMED BY THE UNDERSIGNED CONTRACTOR 1. erect w! labor trb~ges (Attach suPP~6 detail esdrrnt~ with man-hours arb rates) $ 1,681.90 2. Insurance end Labor Taxes $ 400.81 3. Matermie and Equipment Detell~l quenUtles attached. $ 3,475.00 4.Ovefiead & Fee ~ 15°b $ 833.66 $ Time Extension Requested 0 Warkl~t! daY JC Constructors' Cost $ 6,391.38 B. For work m bQ peri`mred by subomrtraetors. Per proposals and detallsd bmakdowns ~. suacavrw-craR aA~ caTECORr of woRx al suscoNrRacmR AuauNT gNC~ntc sua. oNaPx $ - 3 CONrRACTOR4 COON ON TOTAL SUaODNrRACrOR AMOWR ® 8 SIT: $ coNnz-croRS eoNO cosT G s.wenooo $ 95.87 C. TOTAL INCREASE OR DECREASE OF CONTRACT PRICE - (AB+B6) $ 6 487.23 JC CONSTRUCTORS. INC. coxrrracTOr~ nraea: Jim Caur awnnrrEOnvu+~oNrROaosai. src~vaTURt:icATe Page 1, JCC JC CONSTRUCTORS, INC. Change Proposal Request # WCD #7 Date: 30-Nov-~ Scope of change: Add watertight lids and vent at the solids handeling building 0 0 0 0 Descri tion Quantity Unit Later Material p HrslUnit Hours $/Unft Cost Waterti ht lids 1.00 Is 0.00 2435.00 $2,435 Ex and baddill 1.00 Is 8.00 8.00 0.00 $0 Dr~l and dowels 30.00 0.15 4.50 2.00 $60 Form, rebar pour 1.00 24.00 24.00 480.00 $480 Set Lids 2,Op 1.00 2.Q0 25.00 $50 Vent ands rt 1.00 4.00 4.00 125.00 $125 E u' meet 0.00 $0 Mini Ex 1.00 0.00 250.00 $250 Com dor ' ~ 1.00 0.00 75.00 $75 0.00 $0 0.00 ~ 0.00 $0 0.00 $0 • 0.00 $0 0.00 $0 0.00 $0 0.00 SO 0.00 $0 0.00 $0 0.00 $0 0.00 $0 0.00 $0 0.00 $0 0.00 ~ 0.00 $0 0.00 $0 0.00 $0 0.00 $0 Hours 42.50 MaCI $3,475 Page 2 WORK CHANGE DIRECTIVE No. 007 PROJECT: TERTIARY FILTERS PROJECT . DATE OF ISSUANCE: July 34, 2009 EFFECTIVE DATE: July 30, 2009 OWNER: City of Meridian Project No. CONTRACTOR: JC Constructors ENGINEER: CH2M HII..L You are directed to provide a price quotation for the following change(s): - Complete cxntratemanhole modifications as deta~7ed is the sitachme~. >•n addition construct a flinch G900 PVC vet pipe in the upstream manhole that is 8 feet high above finish grade. Connect from MH and bury to adjacent stair column, with 2 feet of cover, attach to column, and terminate with 180 degree screened bend. Pulse of Work Change Dir~tive: Reduce the potential for centrate backing up and coming out of the manholes. If a claim is made that the above changes}have affected Contact Price or Contract Tmnes anyclaim 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 determinung change in Contract Price: Method of determining change in Contract Times: ^ Unit Prices ^ Contactor's records x Lump Sum ^ Engineer's records ^ Othea ^ Other Estimates increase (decrease) in Contract Price: Lvamv sum price quotation to be supplied from JCC If the change im+olves an increase, flte estimated amount is not ~ be exceeded without further authorization. Estimated increase (damease) in Contract Times: Substantial Completion: 0 days; Ready for final payment: 0 days. If the change involves an increase, the estimat~k times are not to be exceeds without fiather autbori~ion. RECOI~+IlVIEND by ENGINEER: Ivfike La - . AUTHORIZED by OWNER: By: (Authorized ) R\idERIDiATi~It'YOf133433TYIANTTFR77ARYFlC.TEKSISDCI~ONSTRUCi[ON DOCUM~TrA7TON - CHANQES ETC.XLSiWC.D 3. 6 71W® 07 (Z}.DOC CenUafe ale ~iod~ft~tio~ Scope of Work 1. Replace existing manhole covers of the two manholes i~onmediately to the east of fire Solids dewatering building with a Neenha LiftMate Frame, with a solid gasketed lid, including the optional watertight application Match lid diameter to existing. See "~„ and ,.Plan" sheets and general notes. 2 Raise manhole rim with o~ 6" grade ring, or so that the manhole rime is at least 1' above grade. 3. Encase new manhole cover in concxete. Slope top of encasement down at 2% away from manhole. Include hoops around manhole. See "Secbionn for detads of construction. General Notes: 1. Review proposed modifications and inctpacts ~ ~P~ P to nnitiate modifications 3. Review with City of Meridian and C'FiZM HILL. Arrive at modification plan agreement 4. Field verify locations and depths of aII buried utilities. 5. Include in proposal where possible,:iecessary utility nnodiScation scope and cost. `CH2MHtLL SUBJECT. Ry SHEET NO. PROJECT NO. . of _ DATE . ~otc : - : . _. C- lh~ 5 yAf --' ~ ~ ~ ~ ~ ~ 3c3 ~.cES ; ~o oSS~ ~5-~ . ~,~ baro~wg ~, jury-/~~+~~1~ `'~,~ ! k'~ r ........r... -. ... ..rr_n.~ ~ i ~ s i 7 r I i }~ S _ ~~ ~: `~ ~ 1 ~(\ r; t i ~ fir.. t ~\ ('' ~ (( {i 4 /~ { .. -.- ,: ~>r~ ~ ~~ ~-~ +~~ .....- .. ,4,,.a... _-- ...... iiEh ,stn FJRtJ ~8~ CH2MHILL SUBJECT______ N a FV _. r-..---_ _._.....__ ___...______._..__. ._.__ SHEET IVO. _~ of DATE PROJECT NO. _.._..____ .-a....r _!...~. ._.~.-- . _ ,~ ,~.~ r ;. -~- , , _ ~ 4. ~ r t ~ ~ j i +,~~,",° s ~ , ~- . ~~~ ~~,~ ~~ ~~~~ ~~ { ~-~• ~ _. REV 12`47, FL~R4.; iRC ~'''~° . ~ CHANGE PROPOSAL REQUEST OJECT 2.CONTRACTOR 3.PROJECT NO. Change Proposal # 162 WC~ ~ Meridian Tertiary Filters JC CONSTRUCTORS ~ roNTRnCT NO: B.PROPOSAL DATE DESCRIPTION OF CHANGE Add signal horn, 6Q amp breaker at ~e panel in the biosolids mach building, Revise control panel to accommodate a change in logic FOR CHANGE WORK DIRECTLY PF.RFORIMED BY THE UNDERSIGNED CONTRACTOR Direct labor w/ labor cringes (Attach supporting detail estimates with man-hours and rates) Insurance and Labor Taxes Materials and Equipment. Detailed quantities attached. Overtread 8 Fee ~ 15% Time Extwrsion Requested Q working day For work to be performed by subcontractors, per proposals and detailed breakdowns suacc Ace VTRACTORS COMMISSION ON TOTAL SUB<ANTRACTOR AMOUNT ® S PERCENT: uTRacroRS soNO c:osT crII s.oaa~ooo TOTAL INCREASE OR DECREASE OF CONTRACT PRICE - (A8+13e;) JC CONSTRUCTORS, INC. coxrru+croR Nanrt: Jim Cox a>srwT®mane: oa ar:aaosAr. JC Constructors' Cost Page 1, JCC SfQNATilRE/DATE o7a.2o 103.71 32.67 woxx cHAxGE nu~cT>fvl~ No. 009 PROJECT: TERTIARY FII.TERS PROJECT .DATE OF ISSUANCE: July 30, 2009 EFFECTIVE DATE: July 30, 2009 Ow1VER: City of Meridian Project No. CONTRACTOR: JC Constructors ENGINEER: CH2M HILL _You are directed. m provide a price quotation for the following c~ange(s}: Reconfigure the local alarm system at the chemical feed tank. Purpose of work Change Directive: . For the system m function properly some changes :are necessazy to the local alarm system. .~_ If a claim is made that the above chaage(s) have affected Contract Price or Contract Times any claim for a Change orderbased thereon will involve ~e ormore ofthe following methods ofdetermining the effect ofthe chaage(s). Method of determining change in Contract Price: Method of determining change in Contract Times: Q Uxut Prices ^ Contractor's records x Lump Sum ^ Engraeer's records ^ O~ ^ Other Estimated increase (decrease} in Coatcact Pricz:: Lump sum puce quotation to be suunliexl firm JCC If the change involves an incrt~se, the estimated amount is not to be exceeded without futthex authorization. Estimated increase (decrease} in Contract Times: Substantial Completion: 0 days; Ready for final payme~ 0 days. If the change involves ~ ina~se, 'the wed times are not to be e~coeeded without further authorization. RECOMMEND by ENGIl3EER: AUTHORIZED by OWNER: Mdse Lavey 8~~4 (~,e 9 By. B3': (Authorized Signafica+e} (Authorized Si } P_1MERmiANmCITY0fl354337PIAN~ITERT7AltYFiLTFRS~Si](1CON5'rRUCRON DQCUMEN'TA7'tON - (~iAN6FS EfCJC(S\WCD 9~WCD 09.DOC ~ ,..: w CHANGE PROPOSAL REQUEST 1.PROJECT 2.CONTRACTOR 3.PROJECT NO. ~s2 Change Proposal # WCD #10 Meridian Tertiary Filters JC CONSTRUCTORS 5.CONTRACT NO: 6.PROPOSAL DATE 30-Nov-09 DESCRIPTION OF CHANGE Add a water hydrant at the grit classifier per the Cities Request COST SUMMARY A. FOR CHANGE NfORK DIRECTLY PERFORMED BY THE UNDERSIGNED CONTRACTOR 1. Direct labor w/ labor finges (Attach supporting detail estimates with man-hours and rates) $ 712.33 2. Insurance and Labor Taxes ~' $ 169.75 3. Materials and fiquipmerrt. Detailed quantities attached. $ ~9•~ 4. Overhead & Fee (~ 15% $ 199.67 $ - r T~ Exterralon Requested 0 warkina day Jc Constructors• coat $ 1,530.82 B. For work to be performed by subcorTtraCtore, par proposals and detailed breakdowns 1. SUBCONTRACTOR NAME CATEGORY OF WORK AMOUNT T07AL SUBCONTRACTOR AMOUNT pNCLUDING SUB. OMBP): $ 9 CONTRACTORS COMMISSION ON TOTAL SUBCONTRACTOR' AMOUNT ® 6 PERCENT: $ CONTRACTORS BOND COST ~ EAI6MOD0 $ 22•~ C. TOTAL INCREASE OR DECREASE OF CONTRACT PRICE - (Atl+B6) $ 1,553.78 JC CONSTRUCTORS, INC. CONTR4C7DR NAME Jhn Cox PRINTED NAArE ON PROPOSAL SIGNATURE/DATE Page 1, JCC JC CONSTRUCTORS, INC. Change Proposal Request # WCD #10 Date: 30-Nov-09 Scope of change: Add a water hydrant at the grit classifier per the Cities Request. 0 0 0 0 Description Quantity Unit ~~~ Material HrsNnit Hours $/Unit Cost B Parts and feces 1.00 LS 0.00 174.06 $174 Tie into existing and install 1.00 'ob 18.00 18.00 $0 E ui ment 1.00 da 0.00 275.00 $275 0.00 $0 0.00 $0 0.00 $0 0.00 $0 0.00 $0 0.00 $0 0.00 $0 0.00 $0 0.00 $0 0.00 $0 0.00 $0 0.00 $0 0.00 $0 Hours 18.00 Mat'1 $449 Page 2 ,~ WURK CHANGE DII2ECTIVE No. 010 PROJECT: TERTIARY FILTERS PROJECT DATE OF ISSUANCE: July 31, 2009 EFFECTIVE DATE: July 31, 2009 OWNER: City of Meridian Project No. CONTRACTOR: JC Constructors ENGINEER: CH2M HILL You are directed to provide a price quotation for the following change(s): Extend 2-inch plant water supply to the grit separator. Purpose of Work Change Directive: Provide water supply to the grit separator to lubricate the seal packing. 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 in Contract Price: x Unit Prices Lump Sum Other Estimated increase (decrease) izl Contract Price: Luusp 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. RECD ND by ENGINEER: Pe A. lnso By: l zoio rized Signature) Method of determining change in Contract Times: ^ Contractor's records ^ Engineer's records ^ Other 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: - (Authorize Signature) P:~MERIDIANIDCITXOF1354337PLAN'IITERTiARYFII.TERS4SDC`1WORKCHANGIDIRECTNES\WCD_l O.DOC CHANGE PROPOSAL REQUEST `~„~upo~~ 1.PRO.~CT 2CONTRACTOR - ~ PRO.~DT NO. 1sz Chanpa Proposal AAeridian Ternary Filters JC CONSTRUCTORS S.CONTRACT No: PROPO&1L DATE plan-10 DESCRIPTION OF CHANGE Add double wall containment at ~ supply line - Revise th®- doubt wall containment to size for drain valve Add an additional feed Ilne to ire MH to Nordr (line was installed by others at reverse grade)- Il~odify fill line to provkle air br+®ak and add cam lok connection. Add an additional 2" bail vale for isolation .Add an additional D i Pine flow metmr ~ re ice one that the C used for their use. COST CRY . FOR CHANGE WORK DBiECTLY PdiFORNED BY THE UNDER CONTRACTOR t. Direst ktbor wid ~bor klt~ss (Affeoh ~grporthrp detotl estim~ wbl- ran-haas std rates) $ 1,305.84 2 hawrarroe snd labor Tsbas S 3'1121 3. antl Equlpmerd. Dec.red as~d. S 15.00 a. aerrraad & r-~ ®, s9c S 4se.g2 s Tiere 6ae,~.ro„ R~quwbd 0 warkirta day .rc carsinmfm.~ cost S 3 59s.os B. For wosic to be pwrorawa, by mss, ~ a ara! dsmaed breakdowns L NA1~ - QA7800~1'OFw~1tlC ~~ . AL Bt~pRW1CTOR AYOWiT 8<IBi. G11iPk ~14IONOrr7'dTALrrRA07CRA110111ir 8 P~dr: ooNrancrarsea~oDBr@aorrvrooo S 55.93 C. TOTAL INCRiaA$E OR DECREASE OF CONTRACTPRICE - (AB+BS) a 3849.09 JC CONSTRUCTORS. III. - ~oavrw,rcraa~s .fin Cos ~Narearr~ar?s+u. ssmwru~ina~s Page 1, :1CC _......_ -hIG:......._... _. _ ...._ ._._ .... _._...... _. _.._ ............. _.. . JC CONSTRUCTORS, - . _ .... ... _....._.. ................._. Change Proposal Request # RFI # 73 nabs: 7.Jan-10 Scope of chfgt8e: Add double wap containment at the supply fine Revlse ~-e double v+raq containment to size for dram valve Add an additbnal feed qne to the MH t0 iVorth (qne vim installed by others at reverse grade) Modify flq llne to provide air break and add cam lok connection. Add an additlonal 2" halt vale for ~olatwn Descri tion Q~ntNy unit Labor AAaterial p Hrs/UNt Hours Nt Cost 0.00 Co~inmsnt piping 1.00 Is ~ 12.00 1200 38.5.00 5385 Irasulstion btcx~se for size irec~e~ 9.00 Is 0.00 350.00 5350 Add a Pine to replace the dtEes 1.00 Is 2:~ 200 250.00 5260 Add ano3her pipe m a MH to the North 1.00 Ls B.OD ~ 8.00 150.00 5160 fiAount and b the Pum 1.OD ea 200 2.00 16.E 515 Add another two inch bap valve 1.00 ~ ea 1 _~ 1.OD 38.00 53g COroutnables 1.00 Is 0.00 25.00 526 Revise the fill to an a~ 1.00 Is &00 8.00 16.00 515 ' ~ 0.00 ~ 50 AAtn1 Fac 9.00 0.00 3.00 5300 0.00 $0 0.00 ~ 0.00 ~ SO ooo So o.oo ~ 0.00 ~ 50 o.~ Sa ooo ~ o.oo So o.oo So 0.00 ooo So ooo aoo s0 0.00 ~ o.oo sD aoo So H~ 33.00 tiAat'i 51609 Page 2 WORK CHANGE DIRECTIVE No. 011 PROJECT: TERTIARY FILTERS PROJECT DATE OF ISSUANCE: November 30, 2009 EFFECTIVE DATE: November 30, 2009 OWNER: City of Meridian Project No, CONTRACTOR: JC Constructors ENGINEER: CH2M HII,L You are directed to provide a price quotation for the following change(s): Upsize the breaker to accommodate heat tracing for the chemical injection tank and add the heat tracing to the tank. Add double wall piping with the temlination point directly over the interior building sump for the supply line for the chemical injection tank with an additional Digi Pulse flow meter. se of Work Chan a Directive: Provide heat tracing for the tank and secondary containment for the supply line to the chemical injection "tank. 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 in Contract Price: Method of determining change in Contract Times: ^ Unit Prices _ ^ Contractor's records x Lump Sum - ^ Engineer's records ^ Other -... '~'" ^ Orher Estimated increase (decrease) in Contract Price.: Estimated increase (decrease) in Contract Times: Lump sum price quotation 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 further authorization. RECOMMEND by ENGINEER: Mike Lavey, P.E. By: (Authorized Signature) By. AUTHORIZED by OWNER: (Authorized Signature) S:\PUBLIC WORKS\PROJECfS\C~IY\CURRENT~WWTP TERTIARY FILTER PROJF.GT DESIGN AND CONSTRUCTION(2008)\CONSTRUCTION\ATTACfIIvIENTS\WCD\WCD 11.DOC • ~' C CHANGE PROPOSAL REQUEST 1.PROJECT 2.CONTRACTOR 3.PROJECT NO. ~~ Change Proposal # ~ ~ ~ Meridian Tertiary Filters JC CONSTRUCTORS 5.CONTRACT NO: B.PROPOSAL DATE 30-Nov-09 DESCRIPTION OF CHANGE Add stilling wells at the drain MH COST SUMMARY A FOR CHANGE WORK DIRECTLY PERFORMED BY THE UNDERSIGNED CONTRACTOR 1. Direct labor W/ labor fringes (Attach supporting detail estlmetes with rt~an-troure and rates) $ 633.19 2. Insurance arxf Labor Taxes $ 150.89 3. Material and Equipmerd. Detail quantity attached. $ 450.00 4.Ovartread $ Fee ~ 159G $ 185.11 Time Extension Rsqusstad 0 tnrOrkina day JC Constructers' Cost $ 1,419.19 B. For work m tre perbrrrwd trY subcontractors. per proposals and detallsd trr~itdawr-s s. SUBCANTRACTOR NAME CATEGORY OF WORK ~~ TOTAL SUBCONTRACTOR AMOUNT QNCLUDING SUB. O ~D 3 CONTRACTORS COMMISSION ON TOTAL SUBCONTRACTOR AMOUNT ® S PERCENT: $ coNrRAcroRS BOND cosy ®swv,ooo $ 21.29 C. TOTAL INCREASE OR DECREASE OF CONTRACT PRICE - (AB+Bti) $ 1 440.48 JC CONSTRUCTORS, INC. cowrwlcT+oRNArIrE Jtm Cox Pwxrm niAMr: oNVROaosac srr,~vantar=ivArr= Page 1, JCC CHANGE PROPOSAL REQUEST 1.PROJECT idi T F M i 2.CONTRACTOR 3.PROJECT NO. 162 q~ar>8e propa~l ~ f ~ ~ an er ilters ert ary JC CONSTRUCTORS 5.CONTRACT NO: 6.PROPOSAL DATE 9-Dec-09 DESCRIPTION OF CHANGE Repair PVC ander housekeeping pad at the Roadworks . COST SUMMARY A FOR CHANGE WORK DIRECTLY PERFORMED BY THE UNDERSIGNED CONTRACTOR 1. Direct lobar w/ labor fringes (Attach supporting detail esthnates wtth man-hours erg rates) $ 870.63 2. Insurance and Labor Taxes $ 207.48 3. Materiels and Equipnrent. Detailed gtrentldes attach. $ 1,335.00 4.Overttead & Fee ~ 15°k $ 361.97 $ - Ttme Extension Requested 0 workinC day ~ JC Cot~uetors~ cost $ 2775.07 8. For work to bs perfonrwd by subcontractors, par proposals and detailed breakdowns t. 3t~CONiRACT~t NAME CATEGORY OF WORK OUIVT TOTAL SUBCONTRACTOR AMOUNT pNCLUDING SUB. OHBPx $ ' 3 CONTRACTOR4 COMMISSION ON TOTAL SUBCONTRACTOR AMOUNT ® 6 PERCENT: $ ' coNrRACTORS Bohn c:asr M smenooo $ 41.63 C. TOTAL INCREASE OR DECREASE OF CONTRACT PRICE - (AB+Bb~ $ 2,816.70 JC CONSTRUCTORS, INC. CONTRACTOR NAME Jim Cox r~nNr®NauE oN aROaosaL srcNATtmEinAT>= Page 1, JCC r WORK CHANGE DIRECTIVE No. 012 PROJECT: TERTIARY FILTERS PROJECT DATE OF ISSUANCE: October 30, 2009 EFFECTIVE DATE: October 30, 2009 OWNER: City of Meridian Project No. CONTRACTOR: JC Constructors ENGINEER: CH2M HILL You are directed to provide a price quotation for the following change(s): Repair the 'non potable PVC pipeline at the Headworks that broke over the weekend during work. Plug the Primary Clarifier 1 and 2 bypass pipeline that bypasses secondary treatment. Add a stilling well in the plant drain manhole for level control. Purpose of Work Change Directive: Miscellaneous-items at the plant drain system. 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). ~ethod of determining change in Contract Price: ^ Unit Prices x . Lump Sum ^ Other 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 ENG .: . Pe By: ~ as/6 (u i e • Method of determining change in Contract Times: ^ ~ Contractor's records ^ Engineer's records ^ Other 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 ignature) P:\MERIDIANIDCI'Tl'oF1354337PLANI1TIItTIARYFILTERS\SDCIWQRKCHANGIDIRECrIVES\WCD 12.DOC CHANGE PROPOSAL REQUEST 1.pROJECT 2.CON7RACTOR 3.PROJECT PIO. 162 Change Proposal # Meridian Tertiary Filters_ JC CONSTRUCTORS 5.CONTRACT NO: B.PROPOSAL DATE 30-Nov-09 DESCRIPTION OF CHANGE Locate the turbidity panel for pump station 1 S2 in a temporary location at the filter number three. Cost to remove the panel ace included in the change. COST SUMMARY A. FOR CHANGE WORK DIRECTLY PERFORMED BY THE UNDERSIGNED CONTRACTOR 1. Direct labor wt labor fringes (Attach sup~rting detail estimates wttlr man-hours and rates) $ " 2. Insurance and Labor Taxes $ - 3. Matetia~ and• Equipment Detailed quantities attached. $ " 4.Overttead 8 Fee ~ t5% $' - $ - Time Extension Requested 0 WOrlCi11t7 d8V JC Cormtrudon3' Coat $ - For work to be perMmred by subcontractors, per proposals and detalted breakdowns . ~. suecoNrnACTa~ NAME CATEGORY aF woRK AMOUNT Ace Electrical Electrical 1445.15 TOTAL SU~ONII~TOR AMOUNT (INCLUFiNG SUB. OHBP): $ ~ ,445.15 3 CONTRACTORS COMMISSION ON TOTAL SUBCONTRACTOR AMOUNT ~ S PERCENT: $ 72.26 coNTRACTORS aOnro cosT R s.o~enooo $ 22.76 C. TOTAL INCREASE OR DECREASE OF CONTRACT PRICE - (A8+B~ $ '(,540 17 JC CONSTRUCTORS, INC. coNTRacTOR~' Jim Cox arruvr®nware ow PxoposAL SIGNATURE~DATE Page 1, JCC WORK CHANGE DIRECTIVE No. 013 PROJECT: TERTIARY FILTERS PROJECT DATE OF ISSUANCE: October 30, 2009 EFFECTIVE DATE: October 30, 2009 OWNER: City of Meridian Proj ect No. CONTRACTOR: JC Constructors ENGINEER: CH2M HILL You are directed to provide a price quotation for the following change(s): Extend temporary wiring to the turbidity panel for measurement of turbidity at the Tertiary Filter influent. Purpose of Work Change Directive: To comply with the requirements of the Class A Reclaimed Water permit to monitor the tertiary filter influent turbidity. If a clams 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). ethod of determining change in Contract Price: "y Unit Prices x Lump Sum ._ ^ Other Method of determining change in Contract Times: _. ^ Contractor's records Engineer's records Other ]/stimateii increase (decrease) in Contract Price: Estimated increase (decrease) in Contract Times: Lmm~ sum price quotation to be supplied from JCC. Substantial Completion: 0 days; Ready If the change involves an increase, the estimated amount far 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. RECOMMEND by ENGIN Perrin A. By: , (Authorized Signature AUTHORIZED by OWNER: By: (Authoriz Signature) • P:\r+IERipIANIDGITYOF1354337PLANTITERTTARYFII.TERS\SDCIWORKCHANGEDIRECTIVES\WCD 13.DOC CHANGE PROPOSAL REQUEST 1.PROJECT Meridi n T ti Filt 2.CONTRACTOR JC CONSTRUCTORS 3.PROJECT NO. ~s2 - Change Proposal # a er ary ers ' 5.CONTRACT NO: 6.PROPOSAL DATE 30-Nov-09 DESCRIPTION OF CHANGE Revise panels for seal safe relays Note the drain panel was modified by Ace Electrical and the pump station four panel was modified by Yanke Controls COST SUMMARY A. FOR CHANGE WORK DIRECTLY PERFORMED BY THE UNDERSIGNED CONTRACTOR 1. Dared labor w/ labor fringes (Attach supporting detail estimates with man-hours and rates) $ - 2. Insurance and Labor Taxes $ - _ 3. Materials and Equipmerrt. Detailed quantitles attached. $ _ 4. Overhead & Fes (~ 15°~ $ Time Extension Requested 0 WOfIC1110 daV JC Constructors' Cost $ - or work to be perfom~ed by subcontractors, per proposals and detailed br~kdowna i. SUBCONTRACTOR NAME CATEGORY OF WORK AMOUNT Yanke CoMxots Electrical and control 1040.23 Ace Electrical Electrical $ 1,475.00 TOTAL SUBCONTRACTOR AMOUNT gNCLUDUVG SUB. OHaI~: $ 2, 515.23 3 CONTRACTORS COMMISSION ON TOTAL SUBCONTRACTOR AMOUNT (Q 5 PERCENT: $ 125.76 coNTRACroRS Bones c:osT ~ s.o~enaoo $ 39.61 C. TOTAL INCREASE OR DECREASE OF CONTRACT PRICE - (Ag+gS) $ 2,680.61 JC CONSTRUCTORS, INC. CONTRACTOR NAME _ Jim Cox PRINTED NAME ON PI~POSAL SIGNATURE/DATE Page 1, JCC WORK CHANGE DIRECTIVE No. 015 PROJECT: TERTIARY FILTERS PROJECT DATE OF ISSUANCE: November 17, 2009 EFFECTIVE DATE: November 17, 2009 OWNER: City of Meridian Project No. CONTRACTOR: 3C Constructors ENGINEER: CH2M HILL You are directed to provide a price quotation for the following change(s): Contractor shall provide and install (1) 1794TB3 item 7 and (1) 1794IF4I item 31 for the plant drain pump station see sheet SKE-4. Wire as shown on original construction issue set sheet I-15. All other additional work shown on replacement sheets (attached) Sl{E-1, SKE-2, SKE=3 and SKE-4 is a result of the ABS relay change and is the contractors responsibility to complete. Purse of Work Change Directive: The addition of an UO module for the. plant drain station. 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 in Contract Price: Method of determining change in Contract Times: ^ Unit Prices x Lump Sum ^ other 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. ^ Contractor's records ^ Engineer's records ^ Other 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. RECOMMEND by GINEER: i Mike La , (Autho " ignature) r~ AUTHORIZED by OWNER: By: (A orized ignature) C:\DOCUM>;'NfS AND SETTINGSWII.AVEYWIY DOCUMENTS\MAIL\OL TENB ATTACFIIvv1ENNT'S\w® 15.M)C ~! ' CHANGE PROPOSAL REQUEST --- ----- ..,,.,.. ~ ...,.. ~ .... ~.r~cv~ct, ~ nlv.. ~ Change Proposal ~ Meridian Tertiary Filters JG CONSTRUCTORS 162 W ~b 5.CONTRACT NO: B.PROPOSAL DA /(~ r~s~ DESCRIPTION OF CHANGE Impacts to the OF line from the drain MH to Filter #4 connection 'COST SUMNWRY A. FOR CHA1dGE WORK DIRECTLY PERFORdIED BY THE UNDERSIGNED CONTRACTOR 1. Direct labor w/ labor finger (Attach supporting detal estimates with man-hours and rates) $ 6,608.87 2. Insurance and Labor Taxes $ 1, 574.94 3. Materials and Equipment Detailed quarrtltles attached. $ 10,820.00 4. Overhead & Fee ®15% $ 2850 ~ • $ - Time Exterrsion Requested 0 working day JC Constructors' Cost $ 21,854.3$ For work to be performed by subcontractors, per proposals and defatled breakdowns iACe tlecvlc ICosts to repair the electrical will t>e forth coming I I TOTAL SUaCONiRACT~t AMOUNT (WCLUpING SUa. OH&P): $ _ 3 CONTRACTORS COMMISSION ON TOTAL SU~ONTRACTOR AMOUNT (!~ S PERCENT: $ _ coNTRACroRS ENO c~sr ~ s.ossnmo $ ~ 327.82 C. TOTAL INCREASE OR DECREASE OF CONTRACT PRICE - (A8+B5) $ 22,182.19 JC CONSTRUCTORS, INC. conrrnacTOR NAara Jlm Cox aRwrm aAl~ orv a+zoPOSAL srenrAru~ivATa Page 1, JCC WORK CHANGE DIRECTIVE No. 016 • PROJECT: TERTIARY FILTERS PROJECT DATE OF ISSUANCE: January 13, 2010 EFFECTIVE DATE: January 13, 2010 OWNER: City of Meridian Project No. CONTRACTOR: JC Constructors ENGINEER: CH2M HILL You are directed to provide a price quotation for the following change(s): Resolve conflicts with the filter overIlow pipeline from the drain manhole to the connection with the disc filters. Purpose of Work Change Directive: 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 in Contract Price X Unit Prices Lump Sum Other 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. RECOMME G Perrin o By: ~~~ (Authorized Signature) Method of determining change in Contract Times: ^ Contractor's records ^ Engineer's records ^ Other 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 Signature) P:\MERIDIANIDCITYOFl354337PLAN'I~TERTTA1tYFILTERS1SIx;1WORKCHANGIDIRECTlVES\WCD 16.DOC CHANGE PROPOSAL REQUEST "' ""~ Change Proposal # Meridian Tertiary Filters JC CONSTRUCTORS ~s2 ~ ~-A 1 b NO. IB.PROPOSAL DATE j/101 DESCRIPTION OF CHANGE ~~ Re-route electrical to the light pole at the dump station due to an elevation conflict with the OF line COST SUMMARY A. FOR CHANGE WORK DIRECTLY PERFORMED BY THE UNDERSIGNED CONTRACTOR 1. Direct labor w/ labor fringes (Attach supporting detaH estimates with man-hours and rates) 2. Insurance and Labor Taxes 3. Materials and Equipmerrt. Detailed quant(tfes attad~d. 4. OVerttead ~ Fee (r$ 15% Time Extension Requested 0 working day JC Constructors' Cost ~..~. For work to be performed by subcorrtraetors, per Proposals and detailed br~kdowrls suecoNTRACroR NAME CATEGORY OF WORK AMOUNT Ace Electrical Electrical 934.44 z TOTAL SUBCONn7ACTOR AMOUNT (Wt:LUpING SUB. OiiB~; 3 $ 934.44 OONTRACTORS COMMRRSION ON TOTAL.SUBCONTRACTORRMOUNT ® 5 PERCENT: $ 46.72 coNTRACroRS BoNO c~T a s.o~anooo $ ~ 14.72 C. TOTAL INCREASE OR DECREASE OF CONTRACT PRICE - (AB+Bb~ $ 995.88 Jc coNSTRUCr~aRS, INC. CONTRACTOR NAA(E Jim Cox PR1NT®NAMEONPROPOSAC SrONATr/RE/DA7T; Page 1, JCC ~ CHANOE PROPOSAL REQUEST .PROJECT Meridian Tertia Filters 2.CONTRACTOR JC CONSTRUCTORS 3.PROJECT NO. ~~ Change Proposal ~ ry S.CONTRACT NO: 6.PROPOSAL D bt DESCRIPTION OF CHANGE Revise filter control panels to operate pumps in hand position COST SUMMWRY A. FOR CHANGE WORK DIRECTLY PERFORlAED BY THE UNDERSIGNED CONTRACTOR 1. Direct labor w/ labor fiinges (Attach supporting detail estimates with man-hears ark rates? $ 2. Insurance and labor Taxes $ 3. Materials arxi Equipment Deta~d quantlties attached. $ 4. Overhead & Fee (~ 15% " $ $ Tims Extension Requested 0 w01'iCI11Q daV JC Gormsructors' Cost $ - - - - - r work to be performed by subcontractors, per proposal and dstatled br~kdowns ~. SUBCONTRACTOR NAME CATEGORY OF VYORK Ace Electrical Electrical 71.78 rarAL suecoNrRACTOR AMOUNT pNCLUetNG sue. aNaPl: $ 711.78 s CONTRACTORS COMMISSION ON TOTAL SUBCONTRACTOR AMOUNT ® s PERCENT: $ 35.59 coNTRACroRS BOND cosT ®s.o~sna~ ~ $ 11.21 C. TOTAL INCREASE OR DECREASE OF CONTRACT PRICE - (AB+Bb~ $ 758.58 JC CONSTRUCTORS, INC. CONIRACTORNAJI~ ' Jim Cox PRINTED NAME ON PROPOSAL SIONATTIRE/DATE Page 1, JCC CHANGE PROPOSAL REQUEST 1.PROJECT 2.CONTRACTOR 3.PRO,IECT NO. IiAeridian Ternary Filters JC CONSTRUCTORS ~~ 6.CONTRACT NO: . DESCRIPTION OF CHANGE Replace a section of utilldor lid with a section that has an acres door Reinforcing design by othe>>ys. a FCR CMANQE WORK DFRECTLY PLRRORIYIfD BY THE lAOD®iSIt3;NED CO~nRACTOR 1.Oin~Ct labor vr/ labor ~g~ (~~ SaAP~ng detep estimate& with man~hours and Tabes) 2 Ursueanoe and l~Or TaTtes 3. iNateriet~ and Egtdpment Detel>etl quen~es atteCfied. 4. OVarhead & Fee ~ 1696 Tbrre ETdaTTaion Requesbd O~day 3. For work to ba p~tornwd by am~corrtractpra, Per PIs and datatlad Co~wkdo+rna JC ConatructoTS• Coat Change Praposnl ~ RFP #1 5AL DATE 22~JuF08 1 TOTAL B[18DON~RACTORA~T. .....:.___µ:_:::_~ :::..:.::._:•:.:._~_ :::_:_ =.::::::~_ (91CYUONR~SpB:D}i6Pk`__..__.._.__:_- :•~.~::._:::_:_w.c_~ __:_:.:_:.._:~.. g .. CONTRACTORS COiaiS~l QM TOTAL'&T18CQNTRACiOR AMO{HQT ~ b PERCaNE ~ ~ . _ _ .. .... .. . ~ ._ .... ... _ : ........~ . . C. TOTAL BICREASE OR DECREASE OF CONTRACT PRICE - ~A8+B6) $ 5578.55 JC CON8TRUCTORS, INC. CQNTRACTOR NAPE Jbn Cox 4 i t • • f JC CONSTRUCTORS, INC. Change Proposal Regt~t# RFP;#9 ~~ Z2~.iul-09 Scope of chance: Replace a s®ction of utiiidor Iid with a section that has an acxes door Reinforcing design by others. 0 0 0 Description QueMfly Unft Labor AAa9erial Hnr/lhiit Hours SNnit Cam Door 1.00 ~ 0.00 9500.00 1500 Form, Bar, Pour, & Finish raw Ild seeHan 1.(10 ~ ~,~ ~.~ ~.~ • 1.00 0.00 50.00 550 R~ernove ~ haul oif e~dstlng 1.00 ob 8.00 6.00 350.00 5350 0.00 50 0.00 50 0.00 0.00 50 0.00 ~ 0.00 50 0.00 $0 0.00 50 0.00 80 r • Page 2 -, f , • • C7 Request for Pricing No. 001 Project: Terdiary Filters Project Date: (?6/15/09 To: JC Constructors From: City of Meridian 1305 East Columbia Road ~ 33 E Broadway, Ste 200 Meridian, ID 83642 Meridian, Idaho 83642 Attn: Rob Gu ott Clint Dolsb Subject: Type of Change: Reason for Change: Hatch in the Utilidor Owner requested Access for chemical feed point Location: Reference: Utilidor Description: Add a 2' x 2' hatch to the utilidor near the chemical injection point for the ferric feed system. Contactor shall PromP~Y Proms ~~ ~~ changes is the work that will not involve a change in the Contract Price or the Contract Tim. ENGINEER Daniel Avers. Project Manager CC: Clint Dolsby (City of Meridian) Trace Crane (City of Meridian) Tom Johnson (City of Meridian) s:~vo w~~,oi~~c~wwzP zerhery racer Project D~ and Coavtrmetida(2o08)VConstructan~At~c~~RFP°1RFP ool.dnc CHANGE PROPOSAL REQUEST ~_.J 1.PROJECT Tertiary Improvements 2CONTRACTOR JC CONSTRUCTORS 3.PROJECT NO. prey ~ O 5.CONTRACT NO: B.PROPOSAL DATE DESCRIPTION OF CHANGE Fill the existing basins and place filters on grade cosy suMMARY A. FOR CHANGE WORK DIRECTLY PERFORMED BY THE UNDERSIGNED CONTRACTOR 1. Direct latx~ wi labor frinees (Attach supporting de>au estimates with men-hours and rates) $ 2. Insurarxe and tabor Taxes $ 3. tdaterials erg E~,dpment. Detailed quer~Ittes attached. $ a. Ovemead IE Fee ~ t5°k $ $ Time Extwrtion Requested 0 tnrotlcirta day JC Corretruators' cost $ 6 799.62 1,620:39 9,803.40 2,733.51 - 20 956.92 B. Far work to be perfortrwd by subeontraetors. par proposals araI detalied breakdowns ~. CATEGORY OF WORK OUNT TOTAL S3JBCONTRACTOR AbtOUNT (MCLUDiNG Sly. OH6Px $ _ CONTRACTORS COAe99S10N ON TOTAL NTRACTOR AMOUNT 6 PERCENT: $ _ coNrRACTORSeoNOCOSr s.wenooo $ 314.35 C. TOTAL iNCREABE OR DECREASE OF CONTRACT PRICE - (ABA $ 21 71.27 JC CONSTRUCTORS. INC. conn>:acTOrrrva~ Jim Coz Pmnrr®nu~eoxarrDVOSac srcanwTU~ieaiTe Page 1, JCC JC CONSTRUCTORS, INC. Change Proposal R®quest # 0 Date: 0.lan-00 Scope of change: Fill the ebsting basins and place fliters on grade 0 0 Labor Material HrslUnit Hours $Nnit Cost Cut holes in bottom 6.00 ~ .0.00 40.00 $240 Remove and haul demo concrete 1.00 ob 3.000 3.00 50.00 $50 Place 6" of drain rock 26.00 0.150 3.90 15.00 $390 Place eo fabric 1500.00 sf 0.001 1.50 0.45 $675 Bade fill with n run 350.00 0.0~ 21.00 9.00 $3,150 Fns reds slab 1440.00 sf 0.003 4.32 $0 nsion board at rimeter 150.00 ff 0.020 3.00 1.00 $150 !4 Reber 9200.00. # 0.002 20.70 0.49 $4,499 Set u screeds 1440.00 sf 0.010 14.40 0.10 $144 Pour and finish 60.00 1250 75.00 9225 $5,535 Caulk rirrreter 150.00 ff 0.020- 3.00 1.00 $150 Pum concrete 60.00 0.00 9.51 $571 Deduct for metal walk wa and rail 1.00 Is 0.00 -10000.00 -$10000 Add two flttin s 2.00 ~ 5.000 10.00 1000.00 $2,000 Detailin and desi n 1.00 Is 12.000 12.00 $0 ui ment 0.00 $0 F~ccavator 2.00 da 0.00 700.00 $1400 Roller 1.00 da 0.00 250.00 $250 Mini ex 2.00 da 0.00 300.00 $600 0.00 $0 0.00 $0 Hours 171.82 Mat'I $9,803 • Page 2 • • Request for Pricing No. 003 Project: Tertiary Filters Project Date: 07/30/09 To: JC Constructors FY~om: City of Meridian 1305 East Columbia Road 33 E Broadway, Ste 200 Meridian, ID 83642 Meridian, Idaho 83642 Attn: Rob Gu ott Clint Dolsb Subject: Type of Change: Reason for Change: Filter Basin Modifications Owner requested Bring Filter 1 and 2 up to grade Location: Reference: Existing Filter Basins 1 and 2 Description: Provide pricing to bring the existing filter basins up to grade as shown in the attached sheets. Contractor shall promptly proceed with minor changes in the Work that will not involve a change m the Contract Price or the Contract Times. ENGINEER Mike Laved j ect Manager CC: Clint DoLsby (City of Meridian) Trace Crane (City of Meridian) Tom Johnson (City of Meridian) S:~Pablic Works~PrnjecmlCity~a~e~W WTP Teri~azy Fier Fmject Desi~ and Co~truct~2008)on~At~cLmeata\RFPIRFP 003.doc Filter Basin Modffic~tions Scoff of Work Filter Modification Notes: 1. Contractor shall breakout and remove three squaze feet of existing basin bottom in six equally spaced locations. 2 Contractor shall fill azea with clean drain rock to 6 inches above floor elevation 3. Contractor shall cover area with 6 foot square pad of woven geotextile over drain ' rock. 4. Contractor shall import, place in 8 inch lifts, and compact 98 °~ selective compaction per Section 31.23.23, Art. 3.03 to bottom filter pad at 2551.25 5. Construct Filter Pad to finish grade elevation 2552.25. Filter Fad shall be 1.0 foot larger all azound than filter footpriunt Locate Filters and Filter Pads as shown per attached Draft Filter Plan 20 foot clearance is desired from inside of .existing struchue to effluent side of filter face. 6. Construct pumping equipment and pump bases in accordance with original plan. Locate pump longitudinal centerlines as per attached Draft Filter Plan bo match proposed filter center lines. It is the intent of this modification to match the vertical centerline elevation of the pumps with the filter influent pipe centerline. Construct APCO Mode1144 2 inch or equal air/vacuum valve. Route air/vacuum valve pipe to filter influent trough and terminate 2 inches above maximum water level 7. Contractor to verify all piping and fitting arrangements per Draft Filter Plan. 8. Make pressure piping connections from pumps to filter per Draft Filter Plan and Draft Filter Section, as per attached. 9. Make overflow piping connections from filter per Draft Filter Plan and Draft Filter Section, as per attached. Combine filter overflow pipes.above grade, then route immediately underground before expanding to a 24 inch pipe. 10. Make 6 inch backwash connection from filter backwash outlet by rotating 90 degree DI flanged elbow 1 or 2 bolt holes to allow skewed backwash pipe arrangement Make additional DI fitting and piping conmections with flanged or mechanical joint ends at contractor option, to a 6 inch flanged stainless steel tapping sleeve as per attached. 11. Construct two azea drains as per attached in conformance with ISPWC standard drawing SD-b03 with finished grade at 2551.75. Connect azea drains to existing 8 inch structure drain piping with 6 inch AW WA C900 in accordance with Detail 1 on sheet M-01. Any fittings required, utilize DI. 12 Fill remainder of basin from 2551.25 to 2552.25 at structure perimeter and grade evenly to 2 azea drains with material conforming to section 321123 Aggregate Base Course and compact. • ~~ ~- ~~. .o. ,~ uw ,~,~ nroe~awo ~ouaas aNV Mnd ~ g • ~ ~ oaowa~ L~I1/ L ~fH111dAt1YLLb'dl ~ t a~w+x+m-vw+imoi ~ ~+~+ • TIIHWZM'J ~ a E ~ ~ _a c 4 ~° ~ ~ ~ _ ~ ~` h ~ ~ ~ ~ ~ ~ ~ ~ ~~ L7 ~ Q ~ Cii X ~ ~ ~~ j~1 ~ N ~ r d ~; s ~ ~ ~, J ~ ~ ~3 ~ ~ N ~ ~ ~ ~~ ~ ~ ~ ~~~~~ N ti t1. J~ C ~~ ~ '~ ~ ~ i~ ~~ ~~ ~~ ~u S C7 • • MERIDIAN CITY COUNCIL MEETING March 23, 2010 APPLICANT ITEM NO. 5F REQUEST Task Order 10134 with Parametrix for Five Mile Creek Pathway Design Services for aNot-to-Exceed of $67,346.00 AGENCY CITY CLERK: CITY ENGINEER: CITY PLANNING DIRECTOR: CITY ATTORNEY CITY FINANCE DEPT: CITY FIRE DEPT: CITY PUBLIC WORKS: 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 f ~JJ ~_J ENGINEERING .PLANNING .ENVIRONMENTAL SCIENCES 77G1 \V RIVERSIDE DRIVE, SUITE 201 BOISE, ID 837145044 T. 208.898.0012 F. 208.947.1655 ~vw~~~. pa ram etrix. com TRANSMITTAL • • To: Steve Siddoway Date: March 18, 2010 City of Meridian Project Number: Task Order 10134 33 East Broadway Avenue Meridian, ID 83642 Project Name: Five Mile Creek Pathway Design Services These are: ^ PER YOUR REQUEST Sent Vla: ^ U.S. MAIL ^ EXPRESS SECOND DAY ^ FOR YOUR INFORMATION ^ EMAIL ^ COURIER ^ FOR YOUR REVIEW AND APPROVAL ^ GROUND SERVICE ®HAND DELIVERY/PICK UP ^ FOR YOUR FILES ^ EXPRESS OVERNIGHT ^ INTEROFFICE MAIL ® FOR YOUR ACTION We are transmitting the following materials: Two (2) original copies of the Task Order for services related to the above referenced project signed by Parametrix. Comments: Thank you in advance for returning a fully executed copy of this Task Order for our files. Sincerely, , , ~~~.~ Cebelin Ramirez cc: PMX project file TASK ORDER NO. 10134 CITY OF MERIDIAN (CITY) AND PARAMETRIX (CONSULTANT) This Task Order is issued by City and accepted by the Engineer pursuant to the mutual promises, covenants and conditions contained in the Master Agreement between the above named parties dated March 1, 2007. CITY OF MERIDIAN FIVE MILE CREEK PATHWAY DESIGN SERVICES PURPOSE The Engineer's scope of services, time of completion and compensation shall be as set forth herein. Services shall generally be describes as Engineering Design Services per the Consultant's proposal dated 2/23/10. PROJECT SCOPE OF WORK Project Description The City of Meridian has developed a Pathways Master Plan to identify a network of pathways and connectivity that will enhance the community, increase mobility, and provide additional recreational opportunities. Key to the overall system is the Five Mile Creek Pathway. Segment H1 of the Five Mile Creek Pathway is approximately 4100 LF, and connects Fairview Avenue to Pine Avenue, starting opposite of the Lakes Avenue signal and running adjacent to an existing automotive yard. It then connects near Crossbill and runs along the east side of the creek through Sterling Creek HOA common areas. The path continues south along the creek through Danbury Fair HOA common areas until it reaches Pine Avenue. The City has received federal funding (CDBG administered through HUD), to construct this segment of the pathway. The pathway is intended to be a 10' wide multi-directional shared use asphalt path. No actual roadway crossings are anticipated within the scope of this segment. Parametrix, herein called the Consultant, will design the project and supply documentation in accordance with this scope of work. Civil Survey Consultants is a part of the project team under a subagreement to Parametrix and will provide survey and right-of-way/easement professional services. The Meridian Pathways Master Ptan design criteria and ISPWC specifications will be utilized for the design and construction documents. Construction is expected to occur in Spring 2011. Five Mile Creek Pathway Design Page 1 of 13 Project No. 10134 TABLE OF CONTENTS 1.0 ADMINISTRATION ......................................................................................3 1.1 Project Initiation .................................................................................................3 1.2 Progress Meetings ............................................................................................ 3 1.3 Project Management ......................................................................................... 3 2.0 PUBLIC INVOLVEMENT ............................................................................4 2.1 Stakeholder Coordination ..................................................................................4 2.2 Public Meetings .................................................................................................4 3.0 ALIGNMENT SURVEYING AND MAPPING ..............................................5 3.1 Field Survey ...................................................................................................... 5 3.2 Base Map Development ....................................................................................5 3.3 Easements ........................................................................................................ 5 4.0 DESIGN ....................................................................................................... 6 4.1 Preliminary Design ............................................................................................6 4.2 Design Review Meeting ....................................................................................7 4.3 Final Design ......................................................................................................7 4.4 Storm Water Pollution Prevention Plan (SWPPP) ............................................. 7 5.0 Environmental Evaluation .........................................................................7 6.0 Five Mile Creek Reclamation .................................................................... 8 7.0 Permits ........................................................................................................9 8.0 Geotechnical Services ..............................................................................9 9.0 Bid/Construction Assistance (Contingency) ........................................10 10.0 New Five Mile Creek Crossing (Contingency) ......................................10 • Five Mile Creek Pathway Design Page 2 of 13 Project No. 10134 1.0 ADfViIIVISTt~ATIOIV 1.1 Project Initiation Consultant will set up the project files and prepare for the kick-off meeting. The kick-off meeting will include key stakeholders and team members with the purpose of defining the project goals, process, and key milestones. Consultant will also develop the initial project schedule. Products and Deliverables a Kick-off meeting materials ® Project schedule Assumptions o Three members of the consultant team will attend the kick-off meeting • Meeting will be a maximum duration of one (1) hour 1.2 Progress Meetings Attend regularly scheduled progress/coordination meetings approximately every two weeks throughout the duration of the project. The purpose of these meetings will be to discuss work performed, key tasks to be completed, and identify potential project issues. Three (3) meetings are assumed to be conducted via conference call, and three (3) in person at the City. Products and Deliverables • Monthly Meetings Assumptions • Six (6) meetings are assumed • One (1) Consultant representatives will attend the progress meetings 1.3 Project Management Consultant will staff and manage a project team to provide project deliverables, prepare invoices, monitor budget and schedule, and coordinate with the City on a regular basis. Products and Deliverables • Monthly invoices and progress reports Assumptions • The project is expected to be no more than six (6) months in duration • Invoices will be sent to Parks and Recreation, attn: Elroy Huff (City Project Manager) Five Mile Creek Pathway Design Page 3 of 13 Project No. 10134 2.0 PUBLIC INVOLVEMENT All work under this section shall be coordinated with the City. 2.9 Stakeholder Coordination Consultant will coordinate with key stakeholders such as, but not limited to: homeowners association (HOA) Boards (2 meetings), Ada County Highway District (2 meetings), Parks and Recreation Commission (1 meeting), ,Meridian City Council (1 meeting), and Nampa and Meridian Irrigation District (2 meetings). This scope of work assumes up to eight (8) stakeholder coordination meetings will be required throughout the project. Products and Deliverables Meeting prep, attendance, and summaries Assumptions o One (1) Consultant representative will attend the meetings e Meetings will be an average duration of 1.5 hours (total of 12 hours of meeting attendance time) 2.2 Public Meetings Consultant will participate in two (2) public meetings (one meeting at project initiation and one at final design). The Parks and Recreation Commission or Meridian Council meeting, as described above, will be in open session, and will be considered a "public meeting." Consultant will provide information to the City for notification materials to inform the public of the meetings. Consultant will do the following for Consultant prepared displays: • Draft displays for review (assumed to be 4 displays at 24" x 36") Products and Deliverables ® Meeting display boards Assumptions • The general public meeting will also serve as the public hearing as required for the eight step floodplain decision process. o City staff will attend public meetings o City will create the stakeholder/public meeting mailing list Consultant will prepare all meeting notification materials and provide to City in PDF format. City will print, label, and mail postcard notices to all properties within 300-ft of proposed trail ® City will advertise the meetings as per public notice requirements ® Two (2) Consultant representatives will attend the meetings a Meetings are assumed to be two (2) hours long Five Mile Creek Pathway Design Page 4 of 13 Project No. 10134 • City will be responsible for securing the meeting facilities • City will be responsible fir costs associated with the rental of the meeting room, tables, and chairs (no costs anticipated) • Consultant will be responsible for providing refreshments 3.0 ALIGNMENT SURVEYING AND MAPPING 3.1 Field Survey Field surveys will be performed along the project corridor for use to prepare the design and easements. Field Surveying tasks shall iniclude the following: • Perform a minimal topographic survey along the defined corridor consisting of ground shots at the top of bank, fence/property line and the mid-point between at approximate 100 foot infi~rvals along the alignment and locate any visible obstructions such as trees, landscaping, driveways, culverts and other improvements along the alignment. No utilities will be located unless readily visible. • Conduct property surveys as needed to determine the existing properly boundary lines along the corridor. • Benchmarks will be established at approximately 500 foot intervals along the project alignment an pen~nanent objects outside the construction limits. Horizontal control points will be established at intervisible locations. Assumptions • No Digline utility paint locates shall be performed • This scope of work assui~nes NO potholes will be required 3.2 Base Map Develc-pment A topographic base map from field surveys will not be prepared. Survey points will be utilized in conjunction with the I;atest available aerial photography and mapping (provided by the City) for use during design. The aerial photography and mapping will be the background utilized for the plan sheets. Consultant will prepare a property line base map showing property boundary lines and horizontal and vertical control established for future project construction. Base map will show ties to existing Public Land Corners. Products and Deliverables • Property Base Map 3.3 Easements Consultant will prepare descripi:ions and exhibit maps for use in preparing permanent easement documents. Five Mile Creek Pathway Design Page 5 of 13 Project No. 10134 Products and Deliverables • Pathway/recreation easement Legal descriptions Assumptions • This scope of work does not include setting property pins, centerline alignment monumentation, Right-o1`-Way monumentation or PLSS corner monuments • No Record of survey is to be filed for this project • No more than ten (10) legal descriptions will be required • Consultant will provide preliminary title reports for unplatted Parcel No.s S1107120700, S1107131700 and S1107131714. 4.0 DESIGN Design submittals shall consist of four (4) hard copies and one (1) electronic pdf. 4. ~ Preliminary Desi~~n The pathway design will be developed as necessary to provide adequate information for construction of the new pathway and associated features. The design will consist of preparing alignment alternatives that follow the current Meridian Master Pathway Plan, as well as alternatives for interim connections that avoid properly owners that are not supportive of the project. The preliminary design plan set will be developed after an alignment is selected by the City. Products and Deliverables • Alignment alternatives will be shown on a roll plot • Preliminary construction plans (11" x 17" bond) • Construction Specifications • Opinion of Probable Construction Costs (submitted to City by June 2010 for use in grant applications and other budgeting activities) Assumptions • Up to four (4) property o~Nner meetings will be required to develop the alignment alternatives for the north and south ends of the pathway. Additional/new crossing ~f Five Mile Creek will not be required (see Task 9.0 Five Mile Creek New Crossing, Contingency). • Preliminary plan set will ~.;onsist of 15 sheets: o One (1) -Cover Sheet o One (1) -Typical ;section and Meridian Construction Notes o One (1) -Detail Sheet o Twelve (12) -Plan and Profile Sheets (1" = 40' for 11x17 sheets) Five Mile Creek Pathway Design Page 6 of 13 Project No. 10134 4.2 Design Review Meeting Consultant will attend a meetinct with the City to review and discuss the Preliminary Design documents. Products and Deliverables ® Attend review meeting and document comments 4.3 Final Design Preliminary design comments will be addressed and incorporated as appropriate to develop the final design. Products and Deliverables ® Final construction plans (15 sheets); signed and sealed. o Construction Specifications m Opinion of Probable Construction Costs 4.4 Storm Water Pollution Prevention Plan (SWPPP) Consultant will prepare a draft SWPPP based on Best Management Practices. The SWPPP will include a narrative and sediment and erosion control measures for the project. SWPPP items will be shown on the roadway plan sheets. Products and Deliverables • SWPP Report (3 copies) Assumptions ® Separate SWPPP sheets will not be required. All SWPPP items will be shown on the pathway plans. o The SWPPP will follow the format of the current (January 2010) general permit. This format may change prior to completion of the pathway project. Changes to the permit format may result in additional effort that will be negotiated under a supplemental agreement. 5.0 Environmental Evaluation Consultant will perform an environmental evaluation for the proposed project. The project is unlikely to be eligible to meet CFR 58.35 "Categorical Exclusion," as there is no existing official pathway in tf•tis location - adding a new pathway, even on the existing irrigation canal access road, is considered a change in use. Therefore, a NEPA EA is determined necessary. In addition, because of the location within the floodplain, the project will need to be compliant with 24 CFR Part 55.20, "Decision Making Process." This is an eight-step process to determine if practical alternatives are available, and includes requirernents for public notice and comment. Products and Deliverables ® Draft (for internal City re~riew) and Final (submitted to HUD) NEPA Environmental Assessment Checklist Five Mile Creek Pathway Design Page 7 of 13 Project No. 10134 • Agency concurrency lettE:rs • Public Notification (postcard format} of considering an action in the floodplain • Final notification (letter format) that no practicable alternatives are available, including why project must be in the floodplain, alternatives considered, and mitigation actions (if any;. Assumptions • Field work, including formal delineations, will not be required. For the EA worksheet, the status determination for all resources, except Floodplain Management; shall be assumed as "B," meaning that the project activity does not affect the resources under consideration. For all resources determined as status "B," compliance documentation will be obtained from existing available sources from the City or through agency Internet materials and mapping. o In the case of Floodplain Management, the Status Determination is assumed as "A" The Status Determination of "A" for Floodplain Management will require the HUD eight-step decision making process. It is assumed that no additional studies shall be performed as part of this process. It is assumed that any necessary public meetings shall be incorporated with public meetings as described in Task 2.2. o For the EA Checklist, only "Natural Resources" and "Other Factors, Flood Disaster Act" shall have ,an impact code of (3) "Potentially adverse." All other NEPA checklist element: shall be considered as (1) "No impact anticipated," or (2) "Potentially beneficial." • No new alignment alternatives shall be considered for purposes of the EA, alternatives shall be defined as technological alternatives that will minimize or reduce impacts. • The project will receive s~ Finding of No Significant Impact (FONSI) • The City will complete arty documentation associated with the Request for Release of Funds process. • The City will post all public notices in local printed news medium and to relevant federal, state, and local public agencies. The City will provide mailing list. • Postage will be provided by the City. 6.0 Five Il~ile Creek Reclamation Consultant will prepare a brief technical memo describing future opportunities and recommendations for restoration of Five Mile Creek. The technical memo will describe general restoration processes, ;activities, regulations, and fundingJgrant options. The memo is not intended to develop site specific restoration recommendations and plans. The purpose of the memo is to provide the City with information that may facilitate future development of restoration projects. Five Mile Creek Pathway Design Page 8 of 13 Project No. 10134 Products and Deliverables • Technical Memorandum Assumptions • One (1) meeting via conference call with the City and Consultant technical specialists will be required. 7.0 Permits The necessary permits for this project are anticipated to be the floodplain development permit and "no-rise" certification, and the EPA Notice of Intent (NOI). Consultant will prepare these permits as a part of this scope of services. The City will also need to obtain a license agreement with the Nampa and Meridian Irrigation District. Consultant will prepare a letter and plan documents for submittal to the City for review and transmittal to NMID. Products and Deliverables • Floodplain Development Permit • No-Rise Certification • EPA NOI (filed electronically via the NOI website) • Letter and plan package for City's submittal to NMID Assumptions HEC-RAS modeling and floodplain map revisions will not be required (see Task 9.0). • Clean Water Act Section 404 and 401 permits will not be required (see Task 9.0). 8.0 Geotechnical Services Consultant will conduct field explorations, laboratory testing, and prepare a report to provide information regarding the anticipated thickness of pavement sections necessary for the pathway (pedestrian traffic and occasional light duty pickups). The field exploration will be performed to evaluate geotechnical conditions and their influence on the project design and construction. The purpose of the field study will be to evaluate the nature of earth materials underlying the site and to ascertain their engineering properties. Six (6) representative samples (extending to at least 1 to 2 feet in depth). Laboratory testing will be performed on a collected soil sample to determine an appropriate pavement section based on the R-Value of the material tested. Two (2) R- Value tests will be performed. Consultant will prepare a report presenting the geotechnical analysis findings and conclusions. Products and Deliverables • Geotechnical Report Five Mile Creek Pathway Design Project No. 10134 Page 9 of 13 • Obtain license agreement from NMID. • Submit for SHPO approval for soil disturbance. Assumptions • Six (6) soil samples. • SHPO and NMID will provide appropriate approvals to conduct field explorations. 9.0 Bid/Construction Assistance (Contingency) Consultant will be on-call and available to the City to provide assistance throughout the bid and construction process. This task provides a contingency amount of $5,000 for the Consultant's effort. This task and contingency budget will only be used with prior authorization by the City. '10.0 New Five Mile Creek Crossing (Contingency) In the case that an additional or new crossing is required, the Consultant will prepare design and permit documents required to construct the crossing. Consultant will conduct HEC-RAS hydraulic modeling to determine if the no-rise certification can be satisfied with a standard culvert. Consultant will prepare the preliminary and final design plans and specifications for the culvert crossing and include the documents in the preliminary and final submittal packages. Consultant will also prepare the Clean Water Act Section 404 and 401 permits for submittal to the regulatory agencies by the City. This task provides a contingency amount of $9,000 for the Consultant's effort. This task and contingency budget will only be used with prior authorization by the City. Products and Deliverables Hydraulic modeling Crossing plan and detail sheets (2 sheets) Section 404 and 401 permit documents. Assumptions • This task assumes the no-rise certification can be satisfied with a standard culvert. Hydraulic modeling may indicate the need for a bridge. Bridge design is not a part of this scope of work. • Crossing can be accomplished with a standard vendor provided culvert (pre- cast box or plate arch). Structural design for the culvert will be provided by the vendor. • Wetland and/or hydraulic mitigation will not be required. • Nationwide permits will be issued and an individual permit will not be required. COMPENSATION The Not-To-Exceed amount for this Task Order No. 10134 is sixty-seven thousand three hundred forty-six dollars ($67,346.00). The hourly rate break down for services Five Mile Creek Pathway Design Page 10 of 13 Project No. 10134 and direct expenses is attached (Cost Summary) and by this reference made a part hereof. CITY OF MERIDIAN BY: -~ a ' ~/ TAMMY EERD, MAYOR Date: 3 ' ~3 - ~ ~ `.`~~~~~~;;r;rrrrrr ®pa.`4V Council Approval Date: ef' , ~~~ C~' ~~#POffq p ~~ ~~': Atte t: = ~ ~o - _ ~~AI~ JA CEE L , CITE CL ,~a,°~ = Approved as to Content '~ °~p ~Sr 1s~ ~ ~'~ ~J, ~q \®~ \``~~ ~''~',/, cC1~Fd~ ,.~~~ BY: KEIT S, URCHASING AGEN Dated: ~ _ ~ ~ - ~ ~~ Approved as to Form CITY ATTORNEY • PARAMETRIX BY: ~ ~ Date: 3 ~ ZO D Department Approval BY: NAME: TITLE: Dated: Five Mile Creek Pathway Design Page 11 of 13 Project No. 10134 • • CAST SUMMARY Al Parametrix Labor Labor Cate o Hours Rate Labor Cost 1 PE II 105 $170.00 $17,850.00 2 PEI 65 $125.00 $8,125.00 3 Planner II 10 $165.00 $1,650.00 4 Planner I 34 $110.00 $3,740.00 5 Tech 73 $95.00 $6,935.00 6 Admin 48 $65.00 $3,120.00 Subtotal 335 $41,420.00 Parametrix Labor Total $41,420.00 B1 Expenses Estimated Item Amount Unit Cost Estimated Ex ense 1 Printing ($) LS $440.00 $ 440.00 2 Mailing ($) LS $0.00 $ - 3 Misc ($) LS $1,200.00 $1,200.00 4 Add Alternate $ LS $14,000.00 $14,000.00 Parametrix Expenses Total $15,640.00 Parametrix Total $57,060.00 A2 Civil Survey Consultants Staff Hours Rate Labor Cost 1 PLS 42 $105.00 $4,410.00 2 GPS Surve Crew 36 $135.00 $4,860.00 Subtotal 78 $8,270.00 Civil Survey Consultants Total $9,270.00 A3 GeoTek Staff Hours Rate Labor Cost 1 Principal 0.5 $120.00 $60.00 2 Staff Professional 2 $92.00 $184.00 3 Field Professional 3 $84.00 $252.00 Subtotal 5.5 $496.00 GeoTek Labor Total $496.00 B3 Expenses Estimated Item Amount Unit Cost Estimated Ex ense 1 Testin $ LS $520.00 $ 520.00 GeoTek Expenses Total $520.00 Five Mile Creek Pathway Design Project No. 10134 Page 12 of 13 • • • GeoTek Total $1,016.00 PROJECT COST SUMMARY TOTAL PMX PROJECT LABOR COST TOTAL PROJECT DIRECT EXPENSE, ADD-ALTERNATE, ~ SUB COST $41,420.00 TOTAL PROJECT COST 926.00 $67 Five Mile Creek Pathway Design Project No. 10134 Page 13 of 13 • • MERIDIAN CITY COUNCIL MEETING March 23, 2010 APPLICANT ITEM NO. SG REQUEST Lease Agreement Between City of Meridian (Lessor) and American Harvest LLC (Lessee) AGENCY CITY CLERK: CITY ENGINEER: CITY PLANNING DIRECTOR: CITY ATTORNEY CITY FINANCE DEPT: CITY FIRE DEPT: CITY PUBLIC WORKS: 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: COMMENTS See Attached Date: Phone: Emailed: Staff Initials: Materials presented at public meetings shall become property of the Cffy of Meridian. CITY OF MERIDIAN AGREEMENT 4F LEASE THIS AGREEMENT made and entered into by and between the Cif of Meridian, an Idaho Municipal Corporafioa, by and through its Parks & Recreation Department, hereinafter called "Lessor", and American Hal'VC6t LLC, hereinafter called "Lessee". L LEASE: Lessor, for and in consideration of the rents, covenants, conditions and agreements hereinafter contained and agreed to be paid, kept and perfoffied by Lessee, does hereby lease and demise to Lessee approximately 77 acres of nsal property located on East Lake Hazel Road in Ada County, Idaho Identified as Parcel #51405212410 and depicted on Exhibit "A" attached hereto and incorporated herein, he~reinaftes referred to as "the property" or "lease premises II. TERM OF LEASE: The team of this lease shall be deemed to have commenced on January 1, 2010 and the initial term shall terminate on December 31, 2010. This lease shall automatically ~ renewed from year to year thereafter unless written notice of termination is given by either party to the other at least 30 days before the expiration of this lease or any renewal. IIL RENTAL: A. Lessee shall pay to Lessor a total annual I.e4s~ payment of $3,850 for the entire premises. The annual rent shall be due in fiill by November 15th each year. The annual rent and payment schedule shall be renegotiated if this Lease Agreement is renewed or extended beyond the initial lease term. B. Lessor shall pay the regular irrigation assessments and property taxes (if any) when due. Lessor will also promptly authorize exce~ water delivery if requested by Lessee. Lessee shall pay any water-use overage costs, if applicable Power and other utilities will be paid by Lessee. IV. DITCHES: Lessee agrees to clean and maintain in good repair or a condition similar to the outset of the lease, normal wear and tear excxpted, all ditches, laterals and drains situated upon the leased Premises in order that the maximum water benefit may be obtain~i and utilized. V. USE OF CHEMMICA-LS AND HAZARDOUS SUBSTANCES: A. Lessee shall not use, store, or dispose of any hazardous or toxic snbstancea as defined by applicable Federal m State laws and regulations upon the Property without prior • written notice to Lessor. Said notice shall identify the substance w be used, the area in which the substance is to be used, the manger in which the substance is to be stored and applied, and plans to dispose of any excess. Lessor has the option of refusing to consent to such use, storage or disposal of toxic substances. Lessee's failure to comply with such a decision shall constitute a default by Lessee. All hazardous or toxic mateaials shall be used strictly in accordance with all applicable laws, rules and ordinances and Lessee shall not allow any hazardous or toxic substance into the air, ground or water except when aIIowed by said laws and mgulations. Lessee shall also not cause or lmowingly suffer any "prohibited conduct' (as that term is defined by applicable Federal or State law now existing or as revised or amended hereafter) upon the Property. Lessee shall indemnify and hold Lessor harmless from any claim, liability, loss, cast or expense (mclnding but without limitation, attorney's fees) resulting from hazardous or toxic substances placed or used on the property by Lessee. B. Lessor hereby consents to Lessee's use of chemicals and fertilizers customarily used in farming and ranching operations in this area on the condition that such chemicals and fertilizers are used and stored properly and in accordance with law. Lessor has the right to inspect the pro~rty, after adegllAtP notice t0 Lessee, to d~elmine if Lessee IS properly using, storing, and dis~sing of chemicals and other hazardous substances. Other than chemicals and fertilizers wstomarily used in farming and ranching orations in this area, Lessor disclaims any lmowledge or information regarding the existence of toxic or hazardous substances on the property. VI. USE OF PREItrIISES: Lessee's use and occupancy of the leased premises shall ~ limited to farming operations. Farming operation shall include the pastaning of cattle and/or horses. Lessee shall not use or permit the use of the premises for any other purpose wiiho~ the express written consent of rlie Lessor. Lessee further agrees that they will not commit, permit nor suffer any damage to or waste upon the premises or any of the improvements or appurtenances situated or placed thereon by Lessor, or on Lessor's behalf. Lessee shall not permit nor suffer any lien, judgment or encumbrance to be entered against or filed upon the preemises or any improvements or fixtures thereon, and they hereby covenant to satisfy any such lien, judgment or encumbrance at their sole and separate expense, and in all respects fully to indemnify Lessor against all damages, legal cosh and charges, including attorney's fees nrasonably incurred, in any suit involving any liens, claims, judgments or enccmrbrances cause or suffered by Lessee with reespect to the premises or any pact thereof. VII. LESSEE OBLIGATIONS: A. Lessee shall provide and maintain all farming equipment necessary far conducting Lessee's farming operation pinsuant to this Leax. B. The Lessee shall ~ solely responsible for all ex~nses incurred in the Lessee's harvesting, storage and transportation of crops removed from the premises including I.AS$ Hpi7.E[.I.~ASB Ac~r, 2 damages caused by acts of God or unfores~n weather occuQences. C. Lessee shall be amble for weed control on leased property. D. Any property and/or equipment purchased by the Lessee for the purpose of this leap shall remain the pro~riy of the Lessee. E. Lessee shall file water use reports with the applicable iaigation distact ~. IlITDEMNIFICATION AND INSURANCE: Lessee shall ~ solely res~nsible for any farm and personal property placed or used by diem upon the premises. It is understood and agreed that Lessor makes no warranty or promise as to the condition, safety, usefulness or habitability of the premises and lessee accept the premises as is. Lessee further specifically indemnifies Lessor and holds Lessor harmless from any loss, liability, claim or action for damages or injury to lessee, or personal property, or their employees, agents, guests or business invitees arising out of or resulting from the condition of the premiers or any lack of maintenance or repair thereon. It is further understood and agreed the Lessee shall not be considered agents of Lessor in any manner or for any purse whatsoever in dreir use and ocxnpancy of the premises, and Lessee hereby agrees to indemnify and hold Lessor harmless from any loss, liability, claim or action from damages or injmries to persons or property in any way easing out of or resulting from the use and occupancy of the leased premises by lessee, its agents, employees, guests or business invitees. If any claim, suit or action is Sled against Lessor for any loss or claim described in this paragraph, Lessee, at Lessor's option shall defend Lessor and assume all costs, including attorney's fees, associated with the defense or resolution thereof, or indemnity Lessor for all such costs and fees inanred by Lessor in the defense or resolution thereof. In the event Lessee hires employees to work on premises, workers must be covered by worker's compensation insurance. A certificate of insurance shall be provided to Lessor. Lessee shall indemnify and save and hold harmless Lessor from and for any and all losses, claims, actions, judgments for damages, or injury to persons or property and losses and expenses caused or incurred by Lessee, its servants, agents employees, guests, and business invitees, and not caused by or arising out of the tartious conducx of Lessor or its employees. In addition, Lessee shall maintain, and specifically agrees that it will maintain, throughout the term of this Agreement, liability insurance, in which the Lessor shall be named an additional insured in the mi~mmum amount as specified in the Idaho Tort Claims Ad set forth in Title 6, Chapter 9 of the Idaho Code. The limits of ins~uance shall not ~ deemed a limitation of the covenants to i~emnify and save and hold harmless Lessor; and if lessor becomes liable for an amonm in excess of the insurance limits, herein provided, Lessee covenants and agrees to indemnify and save and hold harmless Lessor from and for ail such losses, claims, adaons, ar judgments for damages or liability to persons or property. Lessee shall provide Lessor with a Certificate of Insurance, oT other proof of insurance evidencing Lessee compliance with the requirements of this paragraph and file such prof of insurance with the Lessor. In the LAt~I3A7.8l.LEAS&AGRB~iT, 3 event the insurance minimums are changed, Lessee shall immediately submit proof of compliance with the changed limits. Evidence of all insurance shall be submitted to Meridian City Parks & Recreation Department, 33 East Broadway, Meridian, ID 83642. IQL. SURRENDER OF POSSESSION: Lessee agrees to surrender possession and occupancy of the premises peaceably at the termination of the lease and any renewal or extension. X. DEFAULT AND CANCELLATION: A. If Lessee is in breach or default of any of the terms, covenants or oonditioffi of this Agreement and fail or refuse m cone such breach ar default within ten (10) days of written notice thereof, this Agreement, and all tights of Lessee in and to the leased property, at Lessor's option, may ~ deemed terminated and forfeited without finther notice or demand. B. In the event of any default or breach of this Agreeme~ and Lessee's failrne or refusal to cure, as hereinbefore provided, Lessor may, upon three (3) days notice, enter i~rto and upon the premises, take possession then~f and expel Lessee thenefi'om, with or without process of law and without being guilty of trespass, and without prejudice to any and all other rights and remedies Lessor may have. In the event of rerentry by Lessor, Lessee shall be liable for any damages suffered by Lessor, its agents or employees, and any costs, including legal expenses and attorneys' few, incurred by Lessor in recovering the premises. C. Lessor's waiver on one or more axasion of any breach or default of any term, covenant or condition of this Agreement, including but not limited to L,e~or's acceptance, with or without demand, or any rental payments after the same have become delinquent, shall not be conshuerl as a waiver of any snbs~uent breach or default of the same or a different term, covenant or condition, nor shall such waiver operate to prejudice, waive, or affect any right or remedy Lessor may have ender this Agreement with respect to such subsequent default or beach by Lessee. D. Lessor's acceptance of rental from lessee after Lessee's default or breach or after the cancellation, termination or expiration of this Agr~ment, or any extension thereof, shall not operate to reinstate, renew, or exte~ the term of this Agreement or affect any notice to Lessee or operate as a waiver of Lessor's right to enforce the payment of rental then due or thereafter falling due. E. Lessee shall be liable to Lessor for aU damages and costs, including legal expenses and attorneys' fees, suffered or incurred by Lessor in the enforcement of any of the terms, covenants or conditions of this Agreement. XI. QUIET ENJOYMENT: Lessor hereby agrees that in consideration of Less performance of the terms and I.At~ HA~.I BA&E AGRH~IT, 4 conditions of this Agreement, Lessee may peaceably and quietly have and enjoy the said premises for the duration of this Agreement. XIL ASSIGNMENT, SUBLEASE OR TRANSFER: Lessee shall not assign, sublet or transfer the leased premises, or any porticm thereof, or cause or suffer any alterations thereto, other than as specified in this Agreement, without the express written consent of Lessor. ItiII. NOTICES: All notices to be given with respect to this Agreement shall be in writing addressed as follows: TO Lessee: TO Lessor: American Harvest LLC City of Meridian c% James A. Lowe Director, Parks & Recreation Department 1820 N. Firebrick Dr 33 Fast Broadway Kung, ID 83634 Meridian, ID 83642 Notice shall be either delivered or sent by registen~ or certified mail, postage prepaid, return receipt requested to the party to be notified at the address specified a~ve, or such other address as either party may designate in writing. Every notice shall be deemed to have been given at the time it is deposited in the United States mails, ar upon delivery to the party alcove specified, or their agent or legal repre~ntative. %IV. ALTERATIONS: Lessee shall not make, or gamut to be made, alterations on or to the premises with~t first obtaining City's written consent. Additions to, or alteratioffi of, the premises shall become at once a part of the real property and belong to City. Lessee shall keep the premises free from any lies arising out of any work performed for, materials furnished to, or obligations incurred by Lessee. XV. LESSEE'S IIVSPECTION OF PREMISES AND CONDITION UPON TERMIIITATION: Lessee acknowledges that Lessee has inspected the premises and does hereby accept the premises as being in good and satisfactory order, condition, and repair. Lessee agrees that upon termination of this Lease Agr~ment for any reason, including the expiration of its terms, Lessee shall surrender the premises to City in the same good condition as nceived, reasonable wear and tear, damage by fire, or act of God excepted. XVI. INSPECTION: Lessee shall permit City and City's contractors and employees, at any time, to enter the premises for the purposes of inspection for compliance with the terms of this Lease I.~ Hn~.I A~-~ AGRffi-n?nfr, 5 Agreement and for the exercise of City's rights, the posting of notices, and for all other lawful purposes. The parties shall supply each other with keys and any other instruments n~essary to allow mutual entry on the premises. Lessor shall make reasonable effort to contact Lessee prior to entry. XVII. APPROVAL BY CITY COUAICII,: This lease shall not be effective for any purpose whatsoever until it is approved by the resolution of the City Council and executed by the Mayor. By the granting of this lease, the City Council is not obligating itself, the City of Meridian, its officers ar agents, with regard to any other discretionary action relataug to development or operation of said premises. Such discretionary actions include, but are not limited to, the granting or rezomngs, variances, use permits, environnnental clearances, or any other governmental agency approval that is required by law. XVIII.POSSESSION: ff City, for any reason whatsoever, cannot deliver ~~ssion of the said premises to Lessee at the commencement of the said term, as heninbefore specified, this lease shall not ~ void or voidable, nor shall City be liable to Lessee for any loss or damage resulting therefrom; but in that event, there shall be proportionate deduction of rent covering the period between the commencement of the said term and the time when City can deliver ~ssession. • • This Agreement and the terms and conditions hereof shall apply to and are binding upon the heirs, legal representative, successors and assigns of the patties. A WITNESS WHEREOF, the parties hernto have subscribed their names this ~ day of 2010. For Meridian City Tammy eerd, Mayor For American. Harvest LLC A. Lowe ATTEST: ~~~~••~` •~ ~ ~~/®®,g ..~ ~ ~ ~r ~ Q ~ _~ wTTw:: ' ~Y~ raycee olman, City~Cl ~ '~ o LAK8HA7~[.LBASEAGRE®v1l~VT, ~'~~p~hur,V ~, ~, ~tt~~~~~````` STATE OF IDAHO ) ss. County of Ada ) 1 On this a3YPday of ~-'~o~~n 2A10, before me, a notary public in and for said state, personally appeared Tammy de Weerd and Jaycee L. Holman, known to me to be the Mayor and City Clerk of Meridian City, Idaho, who executed the within ins~imnent, and acknowledged to me that Meridian City executed the same. IN WITNESS WHEREOF, I have hereunto set my hand and affixed my official seal the day and year first above written .~ ~5~~~ , .n ., ---. N Public for o R at Y~~na ,Idaho My commission expires:~.'~ .~ao t ~ STATE OP IDAHO ) ss. County of Ada ) On this 1'~.day of 2010, before me, a notary public in and for state, personally appeared James A. Lowe known to me to be the person who executed the within instrument on behalf of Ameacan Harvest LLC, and acknowledged to me that they executed the same IN WITNESS WHEREOF, I have hereunto set my hand and affixed my official seal the day and year first above written. • .. ,r •;,,,,. . ,`s r' ~, ,,, - ., ~: ~sF.,°~ ~w~ , ; 6,• pn • 9~I n •~ ,~,+:~ c Notary Publi ~ Idaho Residing at Idaho My commission expires: ~l ~rQ LAt~HnzHa.I.ensgAGxn', 7 EXH191T °A° I.nI~,HA~.LBacE AGRSPd~]T, 8 • • • MERIDIAN CITY COUNCIL MEETING March 23, 2010 APPLICANT ITEM NO. SH REQUEST Resolution No. ~~ - -1('••~ Approving a Lease Agreement Between City of Meridian (Lessor) and American Harvest LLC (Lessee) AGENCY CITY CLERK: CITY ENGINEER: CITY PLANNING DIRECTOR: CITY ATTORNEY CITY FINANCE DEPT: CITY FIRE DEPT: CITY PUBLIC WORKS: 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: Emailed: Staff Initials: Materials presented at public meetings shall become property of the Cityof Meridian. COMMENTS See Attached Phone: CITY OF MERIDIAN RESOLUTION NO. 10- -1 ~ BY THE CITY COUNCIL: BIRD, HOAGLUN, ROUNTREE, ZAREMBA A RESOLUTION APPROVING A LEASE AGREEMENT BETWEEN THE CITY OF MERIDIAN (LESSOR) AND AMERICAN HARVEST LLC (LESSEE) FOR APPROXIMATELY 77 ACRES OF FARMLAND BEING HELD FOR A FUTURE PARK SITE LOCATED ON EAST LAKE HAZEL ROAD BETWEEN EAGLE ROAD AND LOCUST GROVE ROAD IN ADA COUNTY IDAHO; AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AND ATTEST SAID AGREEMENT ON BEHALF OF THE CITY OF MERIDL~N; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the City of Meridian has approximately 77 acres of land being held for a future park site located on East Lake Hazel Road between Eagle Road and Locust Grove Road in Ada County; and, WHEREAS, the property is currently outside of Meridian City Limits, is zoned for agricultural use, and is not currently needed for City purposes; and, WHEREAS, Idaho Code 50-1409 requires that any lease of city owned real property be authorized by Resolution of the City Council on such terms as maybe just and equitable. NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF MERIDIAN, IDAHO AS FOLLOWS: SECTION 1. The approximately 77 acres of real property described in the lease agreement between American Harvest LLC and the City of Meridian is not currently needed for City purposes. SECTION 2. That the terms of the agreement (attached hereto and incorporated herein) between American Harvest LLC and the City of Meridian aze just and equitable, and the same is hereby approved as to both form and content. SECTION 3. That the Mayor and City Clerk be, and they hereby aze, authorized to respectively execute and attest said Lease Agreement for and on behalf of the City of Meridian. SECTION 4. This Resolution shall be in full force and effect immediately upon its adoption and approval. ADOPTED by the City Council of the City of Meridian, Idaho, this ~ day of 2010. APPROVED by 2010. APPROVED: Mayor T~Crr~fiy de Weerd ~" the Mayor of the City of Meridian, Idaho, this ~ day of \\~~,,~~u u u u ~~,,,~ ®~ ~~ '~, `~ ~ ~`` ~ .~~ `~pRPORq~~0 ~~ ~ ~~~,T.i RESOLUTION FOR LEASE AGF LOCATED ON E. LAKE HAZEL olman, City Clerk .S HELD FOR A FUTURE PARK SITE AND LOCUST GROVE ROAD ~~,,,..... ~ - ,i\e MERIDIAN CITY COUNCIL MEETING March 23, 201 ~ APPLICANT ITEM NO. 5I REQUEST Resolution No. (l~ - "1 l S :Donating Surplus Computer Equipment to Meridian Boys 8~ Girls Club • AGENCY CITY CLERK: CITY ENGINEER: CITY PLANNING DIRECTOR: CITY ATTORNEY CITY FINANCE DEPT: CITY FIRE DEPT: CITY PUBLIC WORKS: 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 Mertdlan. COMMENTS See Attached CITY OF MERIDIAN RESOLUTION NO. ~ (~ - -1 l 5 BY THE CITY COUNCIL: BIRD, HOAGLUN, ROUNTREE, ZAREMBA A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MERIDIAN, H)AHO, SETTING FORTH CERTAIN FINDINGS AND PURPOSES TO DECLARE SURPLUS PROPERTY AND AUTHORIZING THE MAYOR OF THE CITY OF MERIDIAN TO DONATE COMPUTER EQUIPMENT TO THE MERIDIAN BOYS & GIRLS CLUB. WHEREAS, it is in the best interest of the City of Meridian to declare that certain computer equipment listed in Exhibit A hereto is surplus property, as these particular items are no longer needed or used by the City of Meridian; WHEREAS, the City of Meridian's purchasing policy allows surplus City property to be donated to charitable organizations when the value of the property in question is of nominal value, that is, valued at less than the cost of disposing of the property; WHEREAS, the cost of maintaining the computer equipment listed herein below until it were sold, if it could be sold, exceeds its value to the City of Meridian and would result in the unnecessary expenditure of City funds; and WHEREAS, the City of Meridian desires to donate the computer equipment listed herein below to the Meridian Boys & Girls Club, anon-profit charitable organization exempt from federal income tax under Section 501(c)(3) of the Internal Revenue Code, the stated mission of which is to inspire and enable young people, especially those from disadvantaged circumstances, to realize their full potential as productive, responsible and caring citizens; NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND COUNCIL OF THE CITY OF MERH)L~N, IDAHO, AS FOLLOWS: Section 1. That the Mayor and City Council hereby authorize and declare that the computer equipment listed in Exhibit A hereto is surplus property. Section 2. That the Mayor and City Council hereby authorize the conveyance of the computer equipment listed in Exhibit A, for no monetary consideration, to the Meridian Boys & Girls Club. /'~ ADOPTED by the City Council of the City of Meridian, Idaho, this Z~ day of 2010. --i~22 APPROVED by the Mayor of the City of Meridian, Idaho, this a~ day of 2010. APPROVED: ~~~~` .~ ~ ~~1®j~~i'EST: ~s'° F° 1 . ~ ~ n Mayor T de Weerd ~~ ~J ycee loran, City Clerk 9 ~O RESOLUTION AUTHORIZING DON~~T ~Q' ~~`~ COMPUTER EQUIPMENT TO MERIDI~ BIR~,~.'~LUB Page 1 of 7 ~~~~~m~n n~~`~~~~ EXHIBIT A Surplus CoYnpute~ Equipjnent RESOLUTION AUTHORIZING DONATION OF SURPLUS COMPUTER EQUIPMENT TO MERIDIAN BOYS & GIRLS CLUB Page 2 of 7 Asset Tag Number T e Brand Descri tion Serial Number 00136 Audio E ui ment Denon Stereo Double Cassette tape deck 7 1 1 76073 1 1 No Tag Audio Equipment Audio Technica Floor Micro hone No Serial No Tag Audio Equi ment Dictaphone Mode1220 No Serial No Ta Audio E ui ment Duro Cassette Eraser No Serial No Tag Audio Equipment GN Netcom Headset Dock No Serial No Tag Audio E ui ment Panasonic Cassette Play foot control No Serial No Tag Audio E ui ment Panasonic Cassette Transcriber WG11a002437 No Tag Audio Equi went Plantronics M10 headset No Serial No Tag Audio E ui ment Plantronics M10 headset No Serial No Tag Audio E ui ment Plantronics M10 headset No Serial No Tag Audio E ui ment Plantronics M10 headset No Serial No Tag Audio E ui ment Sony Microcassette recorder No Serial No Tag Audio E ui ment Sony Microcassette recorder No Serial No Ta Audio E ui ment Unknown Small Silver Micro hone No Serial 01310 Computer Panasonic ATXAE6 LX2 700X 0028714519 04551 Com uter MPC ClientPro 345 3860890-0001 04554 Com uter MPC ClientPro 345 3860893-0001 04557 Com uter MPC ClientPro 345 3860896-0001 04560 Com uter MPC ClientPro 345 3860899-0001 04562 Com uter MPC ClientPro 345 3860901-0001 04567 Com uter MPC ClientPro 345 3860906-0001 04570 Computer MPC ClientPro 345 3860909-0001 04571 Com uter MPC ClientPro 345 3860910-0001 04572 Com uter MPC ClientPro 345 3860911-0001 04577 Computer MPC ClientPro 345 3860916-0001 04581 Com uter MPC ClientPro 345 3860920-0001 04587 Computer MPC ClientPro 375 4103477-0001 04590 Com uter MPC ClientPro 375 4103480-0001 04591 Com uter MPC ClientPro 345 1881679-0001 04592 Com uter MPC ClientPro 375 4103481-0001 04593 Com uter MPC ClientPro 375 4103482-0001 04594 Computer MPC ClientPro 375 4103483-0001 04596 Com uter MPC ClientPro 375 4103485-0001 04613 Computer MPC ClientPro 375 4103489-0001 04623 Com uter MPC ClientPro 375 4103499-0001 04626 Com uter MPC ClientPro 375 4103502-0001 04627 Computer MPC ClientPro 375 4103503-0001 04632 Com uter MPC ClientPro 375 4103508-0001 04636 Com uter MPC ClientPro 375 4103512-0001 04637 Com uter MPC ClientPro 375 4103513-0001 04640 Com uter MPC ClientPro 375 4103516-0001 04642 Com uter MPC ClientPro 375 4103518-0001 04658 Com uter MPC ClientPro 345 3860907-0001 04684 Computer MPC ClientPro 375 4136139-0001 04701 Com uter MPC ClientPro 345 3860888-0001 RESOLUTION AUTHORIZING DONATION OF SURPLUS COMPUTER EQUIPMENT TO MERIDIAN BOYS & GIRLS CLUB Page 3 of 7 04702 Computer MPC ClientPro 345 3860889-0001 04712 Computer MPC ClientPro 365 4083791-0001 04721 Com uter MPC ClientPro 375 4174790-0001 05554 Computer MPC ClientPro 375 4103500-0001 04556 Com uter MPC ClientPro 345 3860895-0001 04559 Com uter MPC ClientPro 345 3860898-0001 04569 Computer MPC ClientPro 345 3860908-0001 04576 Com uter MPC ClientPro 345 3860915-0001 04583 Com uter MPC ClientPro 345 3860922-0001 04588 Computer MPC ClientPro 375 4103478-0001 04612 Com uter MPC ClientPro 345 3878504-0001 04614 Computer MPC ClientPro 375 4103490-0001 04625 Com uter MPC ClientPro 375 4103501-0001 04628 Computer MPC ClientPro 375 4103504-0001 04639 Com uter MPC ClientPro 375 4103515-0001 04644 Computer MPC ClientPro 375 4103520-0001 04645 Com uter MPC ClientPro 375 4103521-0001 00003 Deskto s RJM White Tower Com uter No Serial 00921 Desktops Coma White Deskto PC W 129DYSZC340 00922 Deskto s Coma White Deskto PC W 129DYSZC339 01548 Desktops MPC ClientPro PC 3494917-0001 04175 Deskto s Micron ClientPro PC 1980412-0001 04515 Deskto s MPC ClientPro PC 3538735-0001 04516 Desktops MPC ClientPro 325 3538732-0001 04518 Deskto s MPC ClientPro PC 3538729-0001 04558 Desktops MPC ClientPro 345 3860897-0001 04563 Deskto s MPC ClientPro 345 3860902-0001 04564 Desktops MPC ClientPro 345 3860903-0001 04565 Deskto s MPC ClientPro 345 3860904-0001 04573 Deskto s MPC ClientPro 345 3860912-0001 04585 Deskto s MPC ClientPro 345 3860924-0001 04617 Deskto s MPC ClientPro 375 4103493-0001 04635 Deskto s MPC ClientPro 375 4103511-0001 04711 Deskto s MPC ClientPro 365 4075277-0001 No Tag Deskto s RJM White Tower Com uter No Serial 00733 Monitor Acer White LCD monitor ET716020053300025eed 00 00800 Monitor Acer White 17" LCD monitor RTL170A031346003BY PY00 00827 Monitor Acer White 17" LCD monitor ET71602005337000D7E D00 00828 Monitor Acer White 17" LCD monitor RTL170A03134600BCB PY00 06146 Monitor Acer White 17" LCD monitor RTL170A03134600369P Y00 No Tag Monitor Acer White LCD monitor ET716020053300025BE D00 No Tag Monitor HP HP56 CRT Monitor (Dead) CN13236727 No Tag Monitor IBM 5150 Personal Computer No Serial No Tag Monitor IBM Personal Computer Display (serial) No Serial RESOLUTION AUTHORIZING DONATION OF SURPLUS COMPUTER EQUIl'MENT TO MERIDIAN BOYS & GIRLS CLUB Page 4 of 7 No Tag Monitor Micron CRT Monitor No Serial No Tag Monitor MPC Grey LCD Monitor F1760is006449 No Tag Monitor MPC LCD Monitor F1750i F71750iS017147 00223 Peripherals Compaq IPAQ Pocket PC 4G13DW3GXSGM 00356 Peri herals Coma PDA Dock 4G17DW3GC4F1 00360 Peri herals Coma PDA Dock 4G24KD54G4B0 01232 Peripherals Compaq IPAQ Pocket PC 4G16DW36D25N 01233 Peri herals Coma IPA Pocket PC 4G15BW36Y2J0 01577 Peri herals Com aq IPAQ Pocket PC 4G16DW36D1XT 01578 Peri herals Coma IPA Pocket PC 4G1GDW36D122 01579 Peri herals Coma IPA Pocket PC 4G17DW36POT7 01580 Peri herals Com aq IPAQ Pocket PC 4G17DW36POST 01581 Peri herals Coma IPAQ Pocket PC 4G17DW3GPOSP 03491 Peripherals Coma II'AQ Pocket PC 4G16DW3GN044 03976 Peri herals Com aq 3850 Pocket PC 4G28DW83MOJT 04716 Peripherals Dell Axim XS Pocket PC 41655078181 No Tag Peripherals Advent Com uter S Bakers 10-0066469 No Tag Peri herals Ambico Film Camera No Serial No Tag Peripherals Belkin USB Direct Connect No Serial No Tag Peri herals Coma PDA Dock 4G13DW3GXSGM No Tag Peripherals Compa PDA Dock 4G15BW36Y2J0 No Tag Peri herals Coma PDA Dock 4G16DW36D25N No Tag Peri herals Coma IPA Pocket PC 4G16DW36D1XT No Tag Peri herals Compaq PDA Dock 4G16DW3GN044 No Tag Peri herals Coma PDA Dock 4G17DW36POST No Tag Peripherals Com aq IPAQ Pocket PC 4G17DW3GC4F1 No Tag Peri herals Coma IPA Pocket PC 4G24DW33JODF No Tag Peripherals Com aq PDA Dock 4G28KD54F3KM No Tag Peri herals Coma 250w PSU J32920a4dj f2CS No Ta Peri herals Coma IPA Portable ke boazd No Serial No Tag Peri herals Compaq keyboazd No Serial No Tag Peri herals Coma PDA Dock No Serial No Tag Peri herals Coma PDA Dock No Serial No Tag Peri herals Dell PS2 Keyboard No Serial No Ta Peri herals Dell USB Mouse No Serial No Tag Peri herals Dell PDA Dock TW-00X400-70161-310- O l OK No Tag Peripherals Devent Speakers No Serial No Tag Peri herals Geo a ro- alm ke boazd No Serial No Tag Peri herals HP CD Writer 8200 Series 3892H009 No Tag Peripherals HP Digital Data Storage Drive IE13321367 No Tag Peripherals IBM PC Ke boazd No Serial No Tag Peri herals Intel D865GLC Motherboard BTLC43504639 AA C32156-406 No Tag Peri herals Intel D865GLC Motherboazd BTLC43504542 AA C32156-406 No Tag Peri herals Kensington Orbit Trackball for PC h0326003611 No Tag Peri herals MPC 15 Ke boazds No Serial No Tag Peripherals Palm M130 Pocket PC OOPYV9J21BK8 No Tag Peri herals Palm PDA Dock No Serial RESOLUTION AUTHORIZING DONATION OF SURPLUS COMPUTER EQUII'MENT TO MERIDIAN BOYS & GIRLS CLUB Page 5 of 7 No Tag Peri herals Targus stowaway portable keyboard A4TU2BQ 1 C 1 Q 1 No Tag Peri herals Unknown 4x Coax Network Cards No Serial No Tag Peri herals unknown PDA Dock No Serial No Tag Peripherals Varies 13 Computer Mice No Serial No Tag Peri herals Various 15 Ball Mice No Serial No Tag Peripherals Various 3 sets of computer s eskers No Serial No Tag Peripherals Micron PS2 Keyboard No Serial No Tag Phone AT&T Cordless Digital Answering System 7640 48898222135 00050 Printers HP ScanJet ADF SG94D11038 00316 Printers HP ScanJet ADF SG9461126B 00327 Printers HP DeskJet 970CSE Printer MY06S1FOXX 00439 Printers HP LaserJet 6MP USCB029475 00447 Printers Oki Microline 320 Printer No Serial 00952 Printers HP LaserJetP2015 CNB1P23886 01504 Printers H DeskJet 722C vs8681t085 01563 Printers HP DeskJet 952C MYOCE1Q2K9 01564 Printers H DeskJet 952C MY11V170G6 01565 Printers HP DeskJet 952c MYOCE1Q2J7 01583 Printers HP DeskJet 952C m c8150gb 01774 Printers OKI C5150 AE44009206A0 04043 Printers HP LaserJet 6L USHB812272 04070 Printers HP LaserJet 4 JPBK119060 04188 Printers HP Business Inkjet 2200 SG08F120P9 04197 Printers HP Business Inkjet 2200 SG060R110M1 04218 Printers Brother IntelliFax 4100 U6O298K3J751446 04230 Printers HP DeskJet 970Cse MYOSK121F2 04816 Printers Brother HL-2070N U6123OJSS724759 04830 Printers HP OfficeJet 9110 Printer CN48R71086 04847 Printers HP White DeskJet 882c MY922110CH 04850 Printers HP DJ 895CSE my9a31910q 04913 Printers HP Office Jet 7210 All-in- One Printer MY413MC8604 04931 Printers Oki c5100 Printer 1027327 04944 Printers HP PhotoSmart Printer mxoahldlvh 04946 Printers HP DeskJet 5550 MY2961K123 04948 Printers HP White LaserJet 2100TN USGR096804 04992 Printers HP DJ 880C MY92H160HM 04993 Printers HP HP OfficeJet 9110 CN46K6200J 00056 Printers HP DeskJet 842C CN08R1N313 No Tag Printers EPSON LQ-590 Printer FSQY112320 No Tag Printers HP 2 ac Power Ada tens C6409-60014/C4557- 60004 No Tag Printers HP White LaserJet 3000n CNTBL05297 No Tag Printers HP DJ 610CL THOSIIF2MH No Tag Printers Pitney Bowes 9700 Facsimili Image Cartridge No Serial 00338 Server/Networking Cisco Cisco 776M 0040F9-17B198 00931 Server/Networking Com Proliant DL320 8011000256 RESOLUTION AUTHORIZING DONATION OF SURPLUS COMPUTER EQUIPMENT TO MERIDIAN BOYS & GIRLS CLUB Page 6 of 7 00932 Server/Networking 3Com ISDN Lan Modem X1MD8J6000 04898 Server/Networking 3Com 24 Port Switch 72FF3A9AB4AA0 04974 Server/Networking Quest DSL Modem EXFB5130008498 04976 Server/Networking ActionTec DSL Gateway 54 Mps 13LXF41302264 No Tag ServerlNetworking 3Com Office Connect Ethernet Hub8 0200/7H3F023522 No Tag Server/Networking Cisco Cisco 678 DSL Modem FAB0435LZN0 No Tag Server/Networking Cisco Cisco 678 DSL Modem FAB052727UD No Tag Server/Networking Ether Engine 8 port switch A11026669 No Tag Server/Networking IBM 16 Port Switch 37586 No Tag Server/Networking Meanwell Server PSU No Serial No Tag Server/Networking none Data Transfer Switch No Serial No Tag Server/Networking Ramp Networks WebRam 700s 0040100E719F No Tag Server/Networking S eedStream Sort Ethernet Switch SS21051 E2102654 No Tag The Collector US NetCom/ Dialogic The Collector v3.0 VB632568 00416 T ewriters/Calculators Monroe 5140 Calculator 385290 00941 Typewriters/Calculators Monroe 7140 Calculator CJ020418 No Tag T ewriters/Calculators Canon MP21 calculator 60775440 No Tag T ewriters/Calculators IBM Electric T ewriter No Serial No Ta T ewriters/Calculators IBM Electric T ewriter No Serial No Ta T ewriters/Calculators ODHNER Electric Desk Calculator No Serial No Tag T ewriters/Calculators Olympia Manual T ewriter No Serial No Tag T ewriters/Calculators Ol is T ewriter No Serial No Tag Typewriters/Calculators Olympia T ewriter No Serial No Tag T ewriters/Calculators Televideo 920C PC No Serial No Tag T ewriters/Calculators Televideo 920C PC No Serial No Tag T ewriters/Calculators Xerox Electric Typewriter No Serial RESOLUTION AUTHORIZING DONATION OF SURPLUS COMPUTER EQUIl'MENT TO MERIDIAN BOYS & GIRLS CLUB Page 7 of 7 • REQUEST Mayor's Youth Advisory Council Update MERIDIAN CITY COUNCIL MEETING APPLICANT AGENCY COMMENTS CITY CLERK: CITY ENGINEER: CITY PLANNING DIRECTOR: CITY ATTORNEY CITY POLICE DEPT: CITY FIRE DEPT: CITY BUILDING DEPT: CITY PUBLIC WORKS: 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 Mertdian. March 23, 2010 ITEM NO. 6/~1 MERIDIAN CITY COUNCIL MEETING March 23, 201 ~ APPLICANT ITEM NO. 6B REQUEST City Council -Air Quality Board Update AGENCY COMMENTS CITY CLERK: CITY ENGINEER: CITY PLANNING DIRECTOR: CITY ATTORNEY CITY POLICE DEPT: CITY FIRE DEPT: CITY BUILDING DEPT: CITY PUBLIC WORKS: 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 meeflngs shall become property of the Cffy of Meridian. • • MERIDIAN CITY COUNCIL MEETING March 23, 2010 APPLICANT ITEM NO. 7A REQUEST Close Public Hearing/Comment Period and Consider Substantial Amendment to PY2008 Community Development Block Grant (CDBG) Action Plan AGENCY CITY CLERK: CITY ENGINEER: CITY PLANNING DIRECTOR: CITY ATTORNEY CITY POLICE DEPT: CITY FIRE DEPT: CITY BUILDING DEPT: CITY PUBLIC WORKS: 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: Emailed: Staff Initials: Materials presented at public meetings shall become property of the City of Mertdlan. COMMENTS See Attached N o ~~~~,ora~ ~~'~`n~ CoM Nn~~ eloSeG\ Phone: STAFF REPORT TO: FROM: SUBJECT: Hearing Date: Mazch 23, 2010 Mayor and City Council Matt Ellsworth, Associate City Planner I IAN: ii PY2008 Community Development Block Grant Action Plan Amendment, Public Hearing & Comment Period 1. SUMMARY DESCRIPTION OF APPLICANT'S REQUEST Several activities proposed for the 2008 Program Year (PY08) did not move forward according to predetermined timelines or came in under budget. In order to maintain compliance with federal timeliness requirements, the City proposes an amendment to the PY2008 CDBG Action Plan to reallocate these unused funds to new activities as follows: Fundy Fr~,m ~ - Funds To ~ . Project Amount Project Amount Habitat for $60,000.00 Senior Center $14,795.00 Humanity (Public Services) Code $11,000.00 Food Bank $18,271.96 Enforcement Senior Center $16,791.96 Housing $15,000.00 (Public Facilities) Authority Unallocated $275.00 Public Works $40,000.00 (Design) mO~T'AL , ~ $88,066.96 .TOTAL 88,066.96 Note: Activity summaries are available in exhibits 1 and 2. 2. SUNIMARY RECOMMENDATION Staff recommends the following: a. That Council close the public hearing and comment period that began on February 9, 2010; and b. That Council approve the amendment to the PY2008 CDBG Action Plan as described herein. 3. PROCESS FACTS Published public notices March 8, 2010 in the Valley Times and Idaho Statesman. A copy of this Amendment is available at the Senior Center, Library, City Hall, and online at: http://www. meridiancity. org_/planning. aspx?id=4418. PY2008 CDBG Action Plan Amendment March 23, 2010 -1- 5. EXHIBITS A. "Funds From" Activity Summary B. "Funds To" Activity Summary C. Public Services Activity Schedule, Meridian Senior Center D. 3C Tables 1) Senior Center Public Services 2) Senior Center Public Facilities (Revised) 3) Food Bank 4) Ada County Housing Authority 5) Infrastructure Design 6) Code Enforcement (Revised) PY2008 CDBG Action Plan Amendment March 23, 2010 -~- EXHIBIT A: "Funds From" Activity Summary y ~ ~ ~ Q ~ ~ m ~ u, ~ ~ 3 ,..... ~ `G 8 x ~ ~~ ~ ~v3 . ~'3 ~' _ s~. ~ ~ m w ~~ o N ~' 'o r=r ~' ~ ~'g o ~ aC v~ ~ ~ .. ~~ ~ ' o ~ } 0 0 ~w o ~ sy ~. '~ $ m® .~ y m~ n~ o m 53. ° ~ 3~ a ~ ° $ ~ o S ~. ° o ,~' '~ ~ cc v' ~ 0 3 ~ ~ `•° m ~ W `t~ ~~ ~ ~ ~ ~ o . , ~~ o ~~ m ~~ 3 ~ ~~ _~ tl} Q. ~ ~ ~ oN O ~ O _ l~f ~ +~i ~. o + + ~~ ~ ~ ~ $ ~ m S ~ ~ ~~ ~ ~ ~~LD m°' Q- ~ m~ ~a m ~~ ~~ ~ ' ~ 5 N O ~ ~ n ~ ~ffi ~ Q ~~j' O Q 7 ~ ~ ~ ~~ ~ a ~ ° ~v Op o V ~ jo ~ ~ O ~ O W ® p? ~~p . O Q3 y 3 ~ ~poj t0 ~ L' ~ ~ ~ (fl Cf O ~ ~ • W .p ~ ~ ~. ~ ~ ~ 0 ~ p~ O ~ C ~ p=-d ~ :Y 3 ~ y ~- ~' O ~ lD -~ O ~ C O PY2008 CDBG Action Plan Amendment Mazch 23, 2010 -s~- EXHIBIT B: "Funds To" Activity Summary Rroject/Activity Allvcatian Description To assist the Senior Center in public serv(ce activities for Senior Center (Public Services} $14,795A0 its members. Proposed activities included described in Exhibit C. To purchase food and supplies related to provision of Food Bank $18 271 96 services at the Meridian Food Bank. To provide homebuyer assistance (mortgage principal Ada County Housing Authoriil+ $15,000.00 buy down, downpayment, or closing cost) to eligible LMi purchasers. Public Works Infrastructure ~q0 000.00 To design water and sewer Iine replacement in residentlai Design parts of LMI area. PY2008 CDBG Action Plan Amendment March 23, 2010 -~- EXHIBIT C: Public Services Activity Schedule, Meridian Senior Center ART EDUCATION: Contact Carl Goodwin @ 888-6846_(Each Class will run three weeks a month. We will begin the classes in March 2010 and go thru July 2010) 1) Pastels: $10.00 per student, ($100 instructor fee. (Limit 10 people) Three classes: COST: $400 2) Watercolor: $21.00 per student, $100 instructor fee (Limit 10 people) Three classes: COST: $510 3) Acrylic: $30.00 per student, $100 instructor fee. (Limit 10 people) Three classes: COST: $600 4) Wood Pulp: $10.00 per student, $100 instructor fee (Limit 10 people) Three classes: COST: $400 5) Drawing: $15.00 per student, $100 instructor fee (Limit 10 people) Three classes: COST: $450 TOTAL COST FOR ART EDUCATIONAL CLASSES: $2,360 BLOOD TESTING: (Pending the Dr's office schedule, begin the blood testing in April 2010 and run through May 2010) Cholesterol screening would consist of: 1) CBC: Evaluation of weakness, Fatigue and cholesterol issues 2) CMP: Evaluation for diabetes, liver, and kidney functions 3) LIPIDS: Cholesterol and triglyceride evaluation 4) TSH: Detect thyroid function 5) UA: Evaluation of various symptoms' and illnesses 6) Hemoglobin Al C: Glucose testing Cost per individual: $100 (Limit 50 people) Contact: Zelda, Idaho Minor Emergency 514-4401 TOTAL COST FOR BLOOD TESTING: $5,000 MAMOGRAMS (DIGITAL) Pending on St. Luke's Mammogram schedule begin March 2010 and run thru April 2010) Cost per individual $117 (Limit 55 people) Contact: Gena: 706-5680 or Julie: 706-5684 St. Luke's Mammograms TOTAL COST FOR MAMOGRAMS: $6,435 SHIBA PROGRAM: We will begin this program March 2010, pending the schedule of our SHIBA contact) This is an on going program, once it is set up. Additional costs which may not be covered by the initial program $1,000 Contact: Genii: 334-4352 The remainder of the CDBG funding $1,996.96 we give permission to the City of Meridian to re-allocate to another organization which has applied for CDBG funding. If possible we would like this amount to go to the Meridian Food Bank, if they are on the grant listing. ****NOTE: The above given months assigned to each program can change if the instructor or provider wants them to occur in some other month. We understand that funds will not be released until the end of Feb. 2010 and need to be used by the end of Aug. 2010. PY2008 CDBG Action Plan Amendment March 23, 2010 -~- EXHIBIT D.1: Jurisdiction's Name: Priority Need: Project Title Table 3C Consolidated Plan Listing of Projects City of Meridian, Idaho Public Services Senior Center Public Services Description The City will provide Public Service assistance to the Meridian Senior Center to provide services ranging from health and wellness to recreation. Objective category: ®Suitable Living Environment ^ Decent Housing ^ Economic Opportunity Outcome category: ^ Availability/Accessibility ^ Affordability ®Sustainability Location/Target Area Citywide as applicable. Objective Number Project ID SL3.3 HUD Matrix Code CDBG Citation OS 24 CFR § 570.201(e) Type of Recipient CDBG National Objective Subreci Tent LMC Start Date Completion Date 03/16/2010 09/30/2010 Performance Indicator Annual Units # of individuals served 30 Local ID Units Upon Completion 30 Funding Sources: CDBG ESG HOME HOPWA Total Formula Prior Yeaz Funds Assisted Housing PHA Other Funding Total $14,795.00 $14,795.00 $14,795.00 The primary purpose of the project is to help: ^ the Homeless ^ Persons with HIV/AIDS ^ Persons with Disabilities ^ Public Housing Needs PY2008 CDBG Action Plan Amendment Mazch 23, 2010 -~i- EXHIBIT D.2: Jurisdiction's Name: Priority Need: Project Title Description Table 3C Consolidated Plan Listing of Projects City of Meridian, Idaho Public Facilities Senior Center Public Facilities (REVISED) The City will provide funding for the Meridian Senior Center to update their phone system. Objective category: ®Suitable Living Environment ^ Decent Housing ^ Economic Opportunity Outcome category: ^ Availability/Accessibility ^ Affordability ®Sustainability Location/Target Area 133 W. Broadway; Meridian ID 83642 Census Tract 010322, Block Group 2 Objective Number Project ID SL3.3 HUD Matrix Code CDBG Citation OS 24 CFR § 570.201(e) Type of Recipient CDBG National Objective Subreci Tent LMC Start Date Completion Date 03/16/2009 09/30/2009 Performance Indicator Annual Units # of individuals served 30 Local ID Units Upon Completion 30 Funding Sources: CDBG ESG HOME HOPWA Total Formula Prior Year Funds Assisted Housing PHA Other Funding Total $3,208.04 $3,208.04 $3,208.04 The primary purpose of the project is to help: ^ the Homeless ^ Persons with HIV/AIDS ^ Persons with Disabilities ^ Public Housing Needs PY2008 CDBG Action Plan Amendment March 23, 2010 -7- EXHIBIT D.3: Jurisdiction's Name: Priority Need: Project Title Table 3C Consolidated Plan Listing of Projects City of Meridian, Idaho Public Services Meridian Food Bank Description The City will provide Public Service support to the Meridian Food Bank for general services, food/supplies, backpacks for kids, etc. Objective category: ®Suitable Living Environment ^ Decent Housing ^ Economic Opportunity Outcome category: ^ Availability/Accessibility ^ Affordability ®Sustainability Location/Target Area Citywide as applicable. Objective Number Project ID SL3.3 HUD Matrix Code CDBG Citation OS 24 CFR § 570.201(e) Type of Recipient CDBG National Objective Subreci Tent LMC Start Date Completion Date 03/16/2010 09/30/2010 Performance Indicator Annual Units # of individuals served 600 Local ID Units Upon Completion 600 Funding Sources: CDBG ESG HOME HOPWA Total Formula Prior Year Funds Assisted Housing PHA Other Funding Total $18,271.96 $18,271.96 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $18,271.96 The primary purpose of the project is to help: ^ the Homeless ^ Persons with HIV/AIDS ^ Persons with Disabilities ^ Public Housing Needs PY2008 CDBG Action Plan Amendment March 23, 2010 _~_ EXHIBIT D.4: Table 3C Consolidated Plan Listing of Projects Jurisdiction's Name: Priority Need: Project Title City of Meridian, Idabo Affordable Housing Homeownership Assistance Description The City will provide funding for the Boise City/Ada County Housing Authority to provide direct .homeownership assistance to help LMI individuals purchase homes. Objective category: opportunity Outcome category: ^ Suitable Living Environment ®Decent Housing ^ Availability/Accessibility Location/Target Area Citywide as applicable. Objective Number Project ID DH 2.2 HUD Matrix Code CDBG Citation 13 24 CFR § 570.201(n) Type of Recipient CDBG National Objective Subreci Tent LMH Start Date Completion Date 03/16/2010 09/30/2010 Performance Indicator Annual Units Housing Units 1 Local ID Units Upon Completion 1 ® Affordability Funding Sources: CDBG ESG HOME HOPWA Total Formula Prior Year Funds Assisted Housing PHA Other Funding Total ^ Economic ^ Sustainability . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $15,000.00 $15,000.00 $15,000.00 The primary purpose of the project is to help: ^ the Homeless ^ Persons with HIV/AIDS ^ Persons with Disabilities ^ Public Housing Needs PY2008 CDBG Action Plan Amendment March 23, 2010 -9- EXHIBIT D.S: Table 3C Consolidated Plan Listing of Projects Jurisdiction's Name: Priority Need: Project Title City of Meridian, Idaho Public Facilities Infrastructure Design Description The City will use CDBG funding to design replacement water and sewer lines in the residential portion of the LMI area around Downtown Meridian. Objective category: ®Suitable Living Environment ^ Decent Housing ^ Economic Opportunity Outcome category: ^ Availability/Accessibility ^ Affordability ®Sustainability Location/Target Area Census Tract 010322, Block Group 1 Objective Number Project ID SL 1.1 HUD Matrix Code CDBG Citation 03J 24 CFR § 570.201(c) Type of Recipient CDBG National Objective Entitlement LMA Start Date Completion Date 03/ 16/2010 09/30/2010 Performance Indicator Annual Units Facilities 2 Local ID Units Upon Completion 2 Funding Sources: CDBG ESG HOME HOPWA Total Formula Prior Year Funds Assisted Housing PHA Other Funding Total $40,000.00 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $40,000.00 $40,000.00 The primary purpose of the project is to help: ^ the Homeless ^ Persons with HIV/AIDS ^ Persons with Disabilities ^ Public Housing Needs PY2008 CDBG Action Plan Amendment March 21, 2010 - 14) - EXHIBIT D.6: Jurisdiction's Name: Priority Need: Project Title Table 3C Consolidated Plan Listing of Projects City of Meridian, Idaho Sustainability of Suitable Living Environment LMI Area Code Enforcement (REVISED) Description The City will use CDBG funding to reduce deterioration of LMI neighborhoods through proactive Code Enforcement activities. Objective category: ®Suitable Living Environment ^ Decent Housing ^ Economic Opportunity Outcome category: ^ Availability/Accessibility ^ Affordability ®Sustainability Location/TargetArxc Census Tract 010322, Block Group 1; Census Tract 010322, Block Group 2; Census Tract 010321, Block Group 2 Objective Number Project ID SL 3.1 HUD Matrix Code CDBG Citation 15 24 CFR § 570.202(c) Type of Recipient CDBG National Objective Entitlement LMA Start Date Completion Date 03/16/2010 09/30/2010 Performance Indicator Annual Units Cases/Activities 2 Local ID Units Upon Completion 2 Funding Sources: CDBG ESG HOME HOPWA Total Formula Prior Year Funds Assisted Housing PHA Other Funding Total $9,000.00 $9,000.00 $9,000.00 The primary purpose of the project is to help: ^ the Homeless ^ Persons with HIV/AIDS ^ Persons with Disabilities ^ Public Housing Needs PY2008 CDBG Action Plan Amendment March 23, 2010 MERIDIAN CITY COUNCIL MEETING March 23, 2010 APPLICANT ITEM NO. 7B REQUEST Public Hearing -Solid Waste Advisory Committee (SWAG) Recommendations for Automatic Collection AGENCY CITY CLERK: CITY ENGINEER: CITY PLANNING DIRECTOR: CITY ATTORNEY CITY POLICE DEPT: CITY FIRE DEPT: CITY BUILDING DEPT: CITY PUBLIC WORKS: CITY SEWER DEPT: CITY PARKS DEPT: MERIDIAN SCHOOL DISTRICT: ADA COUNTY HIGHWAY DISTRICT: SANITARY SERVICE COMPANY CENTRAL DISTRICT HEALTH: NAMPA MERIDIAN IRRIGATION: SETTLERS IRRIGATION: IDAHO POWER: US WEST: INTERMOUNTAIN GAS: MERIDIAN POST OFFICE: OTHER: Contacted: Emailed: COMMENTS See Attached 1~-~o~cn n/1gde. -b Moves -Efl ~vl~ auto maw Col(ec+~oh ~~roposeo~ ~ ~~-In ~-In2. M Oct l'ri, Cq-h oi'1 o-F r~.rnovi~~ ~~ ~ l •Oo cx'~-a C0.Y\ ram 'bt.l `4-h2 -~~rS'~ ~b,1~ ~,nq c~-t cte. - n ~ ~~~ aoc,o ~p~ Jf?,~ Date: Phone: Staff Initials: Materials presented at public meetings shall become property of the City of Mertdlan. CITY OF MERIDIAN CITY COUNCIL PUBLIC HEARING SIGN-UP SHEET DATE March 23, 2010 PROJECT NUMBER ITEM # 7-B Solid Waste Advisory Committee PLEASE PRINT NAME a~ FOR I AGAINST I NEUTRALI C17Y OF LEGAL NOTICE CITY OF MERIDIAN PUBLIC HEARING CITY OF MERIDIAN SEEKS PUBLIC COMMENT ON RECOMMENDATIONS FOR AN AUTOMATIC COLLECTION SYSTEM The City of Meridian is considering the Solid Waste Advisory Committee recommendations for an Automatic Collection system for residential trash. As part of the City's effort to involve the public in the process, the City Council will be hearing public comment at the City Council meeting held at 7:00 pm. on March 23, 2010, in the City Council Chambers, Meridian City Hall, 33 East Broadway Avenue, Meridian, Idaho 83642. This will allow the public to comment on the City's consideration of changes to the solid waste collection system. Written comments may be submitted by mail to the Meridian City Clerks Office, 33 East Broadway Avenue, Meridian, Idaho 83642 up to the hearing date or you may e- mail your comments to clerk@meridiancity.org. Your e-mailed comments must have your name and a contact phone number included in the a-mail in order for your comments to be included in the public record. You may also appear at the March 23, 2010 City Council Meeting to submit your comments in person. Publish: March 8~' and 15~', 2010. Why can't customers purchase their own carts?? The only way to get the correct colors and sizes of carts would be to purchase them through SSC. Any thoughts of purchasing random types and sizes will fail since we will not know which is a recycling cart and which is a garbage cart. Assuming they are purchased through SSC there are three reasons why we don't want to do this: 1. The cost recovery time is too lone. The cost of each cart is $0.50 per month and the cost is about $55 (including taxes and delivery). This means that the payback period is at least 110 months, or 9 years and two months. It is very likely that the cart will break in this time period and the customer would be required in all cases to pay the replacement cost. When the cart breaks we will be at odds with the customer since we are likely going to be the ones breaking the cart and we will not take responsibility for replacement. Many who want to purchase their cart believe that they are going to save the current rental fee of $2.88/mo. but they will only save $0.50/mo. 2. A second rate structure would be reauired. There would need to be a rate structure for those with carts and those without. This would add a lot to the MUGS workload. Of the two carts that are at each home -one might be rented or two might be rented. 3. Trackine those that owned and those that rented would be onerous. SSC would need to know and track all of the serial numbers for all of the carts as to which are owned and which are rented. This can be done but it will require more staff at SSC and that cost would need to be added to the residential rate structure. C7 Automated Collection -Fully Automated Residents can only put out the trash that fits within the wheeled cart(s) provided by SSC, and are not allowed to use any personal trash cans. Pros: • Maximizes reduction of occupational injuries. • More efficient service. • Fully implements city-wide automated collection. • Maximizes return on investment for vehicles. Cons: • Does not allow for use of personal cans. • • General Discussion -Common Similarities Conversion from manual collection to partial/full automated collection Residents will receive an SSC wheeled cart of their choice of size for weekly trash service and a wheeled co-mingled recycling cart for bi-weekly recycling collection. Residents will have the option of acquiring additional SSC wheeled cart services for an additional fee, and paying the monthly trash rate for the largest cart size they have. A "Special Collection Service" will be implemented to remove items that exceed specified basic service weight and size guidelines. There will be an additional fee for this service, and customers will be required to call SSC to request this service as needed. Eliminates the use of trash bags without a container. Pros: • Brings fairness to waste disposal because residents pay based on the amount of trash they generate. • For a majority of residents, there will be no change to the base rate. • Fee structure allows residents to reduce their rate. • Encourages recycling/reuse/composting. • Co-mingled recycling program remains voluntary, with no penalties and no additional fees. • 65% of Meridian residences already use SSC wheeled trash carts. • May reduce injuries to trash collectors. • May meet potential future OSHA rules. • Reduces labor costs. Cons: • Adds additional fees for collection of excess waste. • Requires the remaining 35% of residences who currently use their own cans and bags to change to a service based on use of SSC supplied carts. • This may result in an increase in illegal dumping in commercial dumpsters, ditches, etc. • Wheeled cart storage concerns. • Increases MUBS workload. • Increases capital costs. r~ m N .L'' m N m m _W C -pO y ~ R ~ ~ m T m C rj m~m C t at-. ~ Q W C C C C C i' 'C ~~~~~ aQ.c.a~.~. ~. S~ n E eo N N N 0 0 0 m O m O ~p ~ Eh@~M000 ~ O 0 ~ ~ C4~<~tV N"- O ~w r ~ O O ~ a m o~ Eft E+9 dt Efl tft Kt ~ ~ + u~ ~rnrn c c c r d' i L z tC ~~ C O U N O U N N 0 N O a. 0 0 N ~ U c ~ ~_ ~ ~ > ~ W `~c O Q `O d ~i ~i ~i ~ m ~m ~v !~ mm=~ 8 ~~~~ .~ V V U ~~ C C C m ~ .~ ~ .~ ~ ~ C ~ ~ $ m~ nm ~ c c c > > ooo3U'i~im ~ mwmipipn'o r ~~~ ~ ~~ r ~ rnc`~oc~n UU . ~ 'c a CO v ~ ° ~ ~ a O f0 IV (O o ~ ~ n 3 ate. ~- ~ ~ 3 ~ V Eft Eft H m w p ~ ~U s ~~ m ~ H dt C ~ O qC1 U p J ~ ~ 3 = m tft t m LL ~ c 0 m U~ m s U ~ ~ m W D ~C ~ 3 ~~ E~ C ~ C ~ Y C = O L ENIi mU ~ C m O ,1.m- O ~ ~ U l6 C ~ ._ Y O Y H ~~~ tFWt~ p J C ~ ILL LL ~ U ¢ E E f7 O ~t ~ UUU ~. ~. ~ °o°o ~ O~~ .m.. T m m m m W ~~~L~LIl~LL~. EA C C Y _0 r O N C ~ ~ C tl t) C C ~ m m m w ~ ~ C N ~ U ~p l0 Eo a1 'o ip s ~~ ~~o °~ m p O ~ .~ ~ ~ ~ ~~U~UU ~ C O a'~o C f SWAC Public Input Tally as of March 15, 2010 Total number of emails received = 91 (The majority of emails addressed more than one item.) ~' Topic Times Mentioned Yard Waste Disposal Concerns 20 Thank You for Responding to Email 19 Rate Increase Concerns/Complaints 19 Supportive of New Program 18 Cart "Rental" Perception/Issues 16 Container Size -Too Large 13 Want to Purchase Cart 7 Pleased with SSC/Services Provided 6 Bi-Weekly Trash Collection 5 Container Size -Too Small 4 Glass Recycling 4 Weekly Recycling Collection 3 Want SSC to Reimburse for Cans 3 Need More Details About Program 3 Large/Bulky Item Disposal 3 Can't Use Own Cans 2 Dislike Loss of Unlimited Trash 2 Cart Storage Concerns/Issues 2 Encourage Composting 2 Hold a Public Meeting 2 Loss of Curbside Recycling Fund 2 Illegal Dumping 1 SWAC Meets at Inconvenient Times 1 Provide Recycling Incentives 1 C7 Automated Collection -Tag Allowance In addition to the SSC-provided wheeled cart, residents are allowed to use personal trash cans with placement of a paid tag on them. The tag is required for the canto be picked up. The tag is paid for before it is placed on the extra trash can. Tags will be for sale at City Hall, SSC, or possibly at Meridian businesses. Extra trash must be placed at the curb in a container, not a plastic bag; however, plastic bags may be placed inside the container. A weight limit of 50 pounds, and size restriction of no more than 35 gallons, is required on each additional container. The height of the trash cannot exceed the height of the additional container. Pros: • Customer has an option to use their own personal trash cans. Cons: • Contradiction ofservices -automated is not fully automated. • The tags must be purchased in advance of putting the additional trash at the curb, which can be a hassle to residents. • Slows down the collection process since the single driver will have to park at each residence using cans and manually dump the extra trash. • SSC drivers may suffer greater injury since the extra containers (being up to 50 Ibs) will have to be lifted by a single person, and at a higher level, to dump it into the taller wheeled carts for disposal. • Additional administrative overhead needed to administer program. • Page 1 of 1 Jaycee Holman From: Symantha Zeimet [syzeimet@sscwaste.com] Sent: Monday, March 22, 2010 11:10 AM To: Andrea Pogue; Jaycee Holman; Bill Nary; Charlie Rountree; Karie Glenn; Nancy Mann; Steve Cory ;Steve Sedlacek ;Steve Siddoway; Tom Barry Subject: FW: renting containers.... From: M&M Allen [mailto:allenhaus@gmail.com] Sent: Monday, March 22, 2010 1:05 PM To: swac@sscwaste.com Subject: renting containers.... Hello Committee! I hope we're not too late to address a concern we have re: the new automated system and bin rental. Like everyone else, we have tried to trim the fat out of our budget and have made an effort to save in all sorts of little ways. A few dollars a month does add up, especially year after year. We do not currently rent a garbage bin. Our bags are neatly by the curb every pick-up day. We don't mind the prospect of using a bin, but we would really prefer not to be forced to rent one -- and are guessing that we are not alone in this. Have you any solutions for folks like us? Thanks so much, The Allens "And ye shall know the truth, and the truth shall make you free." 3/22/2010 Page 1 of 1 Jaycee Holman From: Symantha Zeimet [syzeimet@sscwaste.com] Sent: Friday, March 19, 2010 4:02 PM To: Jaycee Holman Subject: FW: Customer request From: D Aragon [mailto:deejargon@yahoo.com] Sent: Tuesday, March 02, 2010 9:51 PM To: swat@sscwaste.com Subject: Custome request To Whom It May Concern: Many seniors and single-resident households have less than 32 gallons per week waste. Especially when we recycle and/or have yard services. Shouldn't we receive a price break or discount on waste collection? Personally, I sometimes only put my 32-gallon can out every other week. With high unemployment and sinking retirement funds every extra expense becomes a burden. Please consider this request at your committe meeting in March. Thank you for your consideration. Dolores Aragon Meridian, Idaho deejarQOn ~yahoo.com 3/22/2010 Page 1 of 1 Jaycee Holman From: Symantha Zeimet [syzeimet@sscwaste.com] Sent: Friday, March 19, 2010 4:04 PM To: Jaycee Holman Subject: FW: Curbside Recycling Benefits From: TODD LINDA ARENDS [mailto:arendstoddlinda@msn.com] Sent: Thursday, February 25, 2010 12:10 AM To: swat@sscwaste.com; supervisor@sscwaste.com Subject: Curbside Recycling Benefits Thank you so very much for providing the co-mingled recycle program! We used a similar program when we lived in Mesa, AZ. and it was very successful. Our issue/concern is that we have more co-mingled recycled items than residential trash on a weekly basis. Our suggestions would be: 1. Provide weekly co-mingled recycle (95-gallon wheeled cart), as opposed to the current bi- weekly service. 2. Provide additional carts (95-gallon wheeled cart) if necessary for the bi-weekly service. 3. Reduce the residential trash to bi-weekly and increase the co-mingled recycle to weekly. 4. Provide incentives to encouraged participation in the co-mingle recycle program. Thank you for your consideration in this matter! Kind Regards, Todd and Linda Arends 641 E Silver Torch St Meridian, ID. 83646 208-884-5438 3/22/2010 Page 1 of 1 Jaycee Holman From: Symantha Zeimet [syzeimet@sscwaste.com] Sent: Friday, March 19, 2010 4:03 PM To: Jaycee Holman Subject: FW: Recycling/Garbage Question From: summer ash [mailto:855.summer@gmail.com] Sent: Sunday, February 28, 2010 10:06 PM To: swat@sscwaste.com Subject: Recycling/Garbage Question Hi, I have a question regarding the Automated Collection that is upcoming in the Meridian area. In the newsletter you mentioned that we would soon be able to choose between two sizes for our garbage containers. I am wondering if you will be providing a separate container for yard waste. In Seattle and Sacramento they provide residents with two recycling containers...one for regular recycling and one for yard recycling. They would be picked up alternate weeks so they would have time to fill up. This also allows for people to use a much smaller garbage container, since the yard waste is going to compost and not going to the landfill with the trash. I do not know if this is in the works or has already been decided on, but thought I should mention it. Many of us could use a small container for trash, as long as our grass clippings were not added each week in the summer months. Thank you, Summer Ash Meridian 3/22/2010 Page 1 of 1 Jaycee Holman From: Symantha Zeimet [syzeimet@sscwaste.com] Sent: Friday, March 19, 2010 4:07 PM To: Jaycee Holman Subject: FW: Renting containers From: babcockk@cableone.net [mailto:babcockk@cableone.net] Sent: Thursday, February 18, 2010 1:09 AM To: swac@sscwaste.com Subject: Renting containers We are very disappointed with the thought that we will have to pay every month for waste container rental. Is there a purchase option? Forcing people to rent a container for their garbage when they already have their own containers seems very dictatorial and eventually a huge financial burden. We do understand that the automated pick up might need a particular type of container but a perpetual rental fee seems to be an unnecessary burden. Sincerely, Dale and Karen Babcock Msg sent via Cab1eONE.net MyMail - http://www.cableone.net 3/22/2010 Page 1 of 1 Jaycee Holman From: Symantha Zeimet [syzeimet@sscwaste.com] Sent: Friday, March 19, 2010 4:00 PM To: Jaycee Holman Subject: FW: Automated Collection From: bob black [mailto:bobbylocal1821@cableone.net] Sent: Friday, March 12, 2010 12:49 AM To: swat@sscwaste.com Subject: Automated Collection With this new automated collection process shall I assume that Meridian residents will have to rent an SSC wheeled cart instead of store bought waste containers? 3/22/2010 Page 1 of 1 Jaycee Holman From: Symantha Zeimet [syzeimet@sscwaste.com] Sent: Friday, March 19, 2010 4:00 PM To: Jaycee Holman Subject: FW: automated waste collection comment From: CRAIG ]ANELL BROWN [mailto:candjbrown@q.com] Sent: Friday, March 12, 2010 1:50 PM To: swat@sscwaste.com Subject: automated waste collection comment I am writing concerning the automated waste collection that is supposed to start thi We currently use our own trash cans, because of the rent fee charged to use the cart Sincerely, Janell Brown 3/22/2010 Page 1 of 1 Jaycee Holman From: Symantha Zeimet [syzeimet@sscwaste.com] Sent: Friday, March 19, 2010 4:03 PM To: Jaycee Holman Subject: FW: garbage carts From: DAVID & KERRY BUTLER [mailto:butlerdk3@msn.com] Sent: Friday, February 26, 2010 10:59 AM To: swac@sscwaste.com Subject: garbage carts when we all go to the wheeled cart later on, will we be paying $2.88 additional? Thanks, Kerry Butler 3/22/2010 Page 1 of 2 Jaycee Holman From: Symantha Zeimet [syzeimet@sscwaste.com] Sent: Friday, March 19, 2010 4:07 PM To: Jaycee Holman Subject: FW: My input: Automated Collection Update /'Talkin Trash" newsletter From: J. Cain [mailto:jcain2l@hotmail.com] Sent: Wednesday, February 17, 2010 5:26 AM To: swac@sscwaste.com Subject: RE: My input: Automated Collection Update / 'Talkin Trash" newsletter Hello Symantha, I don't mean free service. What I mean is, getting the new 35-gal. cart should not cost us anything, extra, beyond what we are already paying, in order to get and establish it's use. In other words, since it is required by SSC and not me, a "no fee" original issue of these small carts is entirely appropriate. They of course remain the property of SSC. Thank you again, for many years of excellent SSC service -- the best in the nation! Best wishes, Jim From: swac@sscwaste.com To: jcain2l@hotmail.com Subject: RE: My input: Automated Collection Update / "Talkin Trash" newsletter Date: Mon, 15 Feb 2010 18:17:28 -0500 Hello, Thank you far taking the time to contact the SWAC regarding your suggestions and concerns with the automated collection conversion. I have shared your email with the Committee. Unfortunately, we are unable to offer free service to Meridian residents. A lot of folks are worried about their rates increasing because of the new system. I think most Meridian residents will be pleased that their trash rates will stay the same or even ga down, depending on what size trash cart they choose. The proposed rate right now is a 95-gallon cart will cost the same as what people renting a cart pay now. The other cart sizes are less. (This is of course dependent on Council approving the proposed rates that SSC has drawn up.) Since you don't generate a lot of trash, you may be able to save a couple more dollars per month on your trash bill. SSC is actually going to have a smaller 35-gallon cart available to residents who generate little or no trash. The cart is not being advertised but will be recommended by the trash haulers themselves. (The haulers will tell SSC, SSC will contact the customers and offer them the smaller cart size.) Again, thank you for your input, 3/22/2010 Page 2 of 2 Symantha Symantha Zeimet Sanitary Services Company From: ]. Cain [mailto:jcain2l@hotmail.com] Sent: Saturday, February 13, 2010 5:01 PM To: swac@sscwaste.com Subject: My input: Automated Collection Update / 'Talkin Trash" newsletter Dear Friends: We already compost and recycle, so have a very, very small trash load for pick-up, or even NONE on some weeks. It is important to us long-time, poor, low-income users of this service to have the option of a NO- FEE CART, when and if the change is made to automated. That is, at minimum, a 64-gallon cart (or the smallest size that will be used) should be offered at NO CHARGE to existing customers. As a decade-long customer of Sanitary Services in Meridian, we do not feel that any additional charge for the change would be appropriate. Thank you, as a Committee, for the opportunity to provide these comments and input. Best regards, ]. Cain 241 W. Broadway Meridian Hotmail: Trusted email with Microsoft's powerful SPAM protection. Sign up now. Hotmail: Trusted email with powerful SPAM protection. Sign up now. 3/22/2010 Page 1 of 1 Jaycee Holman From: Symantha Zeimet [syzeimet@sscwaste.com] Sent: Friday, March 19, 2010 4:04 PM To: Jaycee Holman Subject: FW: Trash cans From: Ken & Nicole Cecil [mailto:kncecil@cableone.net] Sent: Thursday, February 25, 2010 12:50 PM To: swac@sscwaste.com Subject: Trash cans I would like to voice a complaint against charging for the trash cans. I'm all for the automated system in that it does take a physical burden off of the trash collectors. Their bodies go through abuse with lifting cans and other junk all day. However, I feel that the charging us rent to use the cans is just plain absurd! Our trash rates are already high and this will just add to it. As an example, the city of Idaho Falls only charges 9.00 for their trash collection rates. started using the recycle bins a couple of years ago because they were given free of charge. They went co- mingled and gave us this huge can, which I can say we fill up, and it is free of charge. Come on Meridian........stop trying to nickel and dime us for everything. Ken Cecil 3/22/2010 Page 1 of 1 Jaycee Holman From: Symantha Zeimet [syzeimet@sscwaste.com] Sent: Friday, March 19, 2010 4:04 PM To: Jaycee Holman Subject: FW: Concerns regarding automated trash pickup From: Comsa, Matt [mailto:matt.comsa@Simplot.com] Sent: Thursday, February 25, 2010 10:38 AM To: swat@sscwaste.com Subject: Concerns regarding automated trash pickup I received "Talkin Trash" with my bill yesterday with the notification regarding the automated trash pickup coming in late Spring. My concerns center around the pickup of one trash can and one recycle can. During Winter this is not an issue but once Spring comes I have a lot of garden trimmings and at times grass clippings that will in noway fit into a trash can along with my household trash, even with recyclable material in another can. How am 1 and others supposed to address this? Having a once in a while overflow sticker is not enough and I don't have the means to haul it to the dump. Other issues revolve around large boxes when a purchase is made. Normally I can set those out with the trash and they are picked up. Now, I am unsure what to do when this need arises. This whole change appears to be terribly inconvenient and disruptive. Thank you, Matt Comsa Meridian 3/22/2010 Page 1 of 1 Jaycee Holman From: Symantha Zeimet [syzeimet@sscwaste.com] Sent: Friday, March 19, 2010 4:05 PM To: Jaycee Holman Subject: FW: Carts From: M M DAMS [mailto:mdavis2192@q.com] Sent: Wednesday, February 24, 2010 4:00 PM To: swat@sscwaste.com Subject: Carts After the automated collection starts, will the bagged yard clipping still be collected? If we are using two or more wheeled carts, can the yard clipping be mixed with the other garbage? The newsletter "Talkin Trash!" says that both sizes will cost $2.88 per month, and then says that the larger cart will cost more than the smaller cart. What will be their respective costs? Also, I have noticed that the automated collection of the recycle carts are picked up from the street (not sidewalk), will all the automated collection be from the street? If that is correct, then customers should be reminded to place them in such a way as to not block newspaper a/o mailboxes. Martin Davis 2192 N. O'Conner Ave. Meridian, ID 83646-5392 e-mail: mdavis2192Cc~q.com 3/22/2010 Page 1 of 1 Jaycee Holman From: Symantha Zeimet [syzeimet@sscwaste.com] Sent: Friday, March 19, 2010 4:06 PM To: Jaycee Holman Subject: FW: Automated Collection Wheeled Carts. From: Brent DeSpain [mailto:bldespain@gmail.com] Sent: Saturday, February 20, 2010 10:41 AM To: swat@sscwaste.com Subject: Automated Collection Wheeled Carts. Your latest Talkin Trash! newsletter states that either size wheeled cart size can be rented for $2.88 per months, but the second article states that there will be a differential in price when full automated collection takes affect in the spring of 2010. So my question is will the rental price change or will the garbage collection fees change based on cart size? If the latter what is the typical differential? ~$5? ~$10? I am glad that you are taking these steps. We are avid recyclers and would love to reduce our garbage collection fees. Thanks for your time. Brent DeSpain bldespain ~gmail.com 208-991-2212 3/22/2010 Page 1 of 1 Jaycee Holman From: Symantha Zeimet [syzeimet@sscwaste.com] Sent: Friday, March 19, 2010 4:01 PM To: Jaycee Holman Subject: FW: Suggestions, Complaints, ~ Concerns From: Robert Duff [mailto:duff752@yahoo.com] Sent: Thursday, March 11, 2010 10:39 AM To: swat@sscwaste.com Subject: Suggestions, Complaints, & Concerns Hello, Solid Waste Advisory Committee, I have a couple of complaints and suggestions, so I will get the ugly over first. It is a disappointment to drive through unfinished subdivisions where the undeveloped properties have trash on vacant lots. A big part of this trash problem is from the developer not requiring the subcontractors to clean up after their portion of a home is built, i.e. plumber, hvac, finish trim worker and/or painter. Then because the weeds are not being kept under control, these same vacant lots collect what garbage blows around from collection day. (Our Boy Scouts and Cub Scouts cannot even keep up with the trash that blows onto the vacant lots next to Venable St. which is just north of Fast Eddy's on Ustick and next to Settler's Park. What an ugly scene.) Suggestion: in and around Seattle, Washington since the early 1990s, there is an ordinance that all garbage set out for collections is to be tied shut in some sort of trash bag so that the garbage does not blow away into someone else's yard. Even the garbage that is placed in the collection containers is to be tied shut in some sort of trash bag. This practice helps greatly in keeping the surrounding areas much cleaner and garbage free. Should a complaint arise about a neighbor, the waste company looks into it, and if the complaint is valid, the neighbor causing the trash mess is then fined. The waste company may even collect the fine on the next month's city bill. (It could be a $5.00 - $10.00 fine for each incident.) Another suggestion is that all garbage needs to be placed in collection containers. If garbage is being set to the side of the container, then the home owner needs to rent or buy a scond container. I am so disappointed in the inability of developers and some neighbors to keep their trashy mess under control; I hope these suggetions can help clean up Meridian and keep our city looking beautiful. Karen Duff 3/22/2010 Page 1 of 1 Jaycee Holman From: Symantha Zeimet [syzeimet@sscwaste.com] Sent: Friday, March 19, 2010 4:00 PM To: Jaycee Holman Subject: FW: Trash Pickup From: DAVE DURFEE [mailto:ddurf3@msn.com] Sent: Sunday, .March 14, 2010 9:52 PM To: swat@sscwaste.com Subject: Trash Pickup Hello- I have some concerns regarding the proposed automated pickup. During the winter months we usually have one garbage bag to dispose of which hardly justifies the large wheeled can that we have, but during the summer and fall between the grass from our yard and then the leaves, there is no way I can fit it into the wheeled cart each week. I don't know what you are expecting us to do with the excess that won't fit into the cart. Are you expecting us to rent more carts to dispose of our clippings and leaves, and if so will we have to rent them year around? Or are you wanting all of us to pay someone to mow our lawns and haul away our clippings so you don't have to? I would appreciate hearing from you concerning these issues. Thanks. Dave Durtee 3330 Sugar Creek Meridian The New Busy is not the old busy. Search, chat and a-mail from your inbox. Get started. 3/22/2010 Page 1 of 2 Jaycee Holman From: Symantha Zeimet [syzeimet@sscwaste.com] Sent: Friday, March 19, 2010 4:10 PM To: Jaycee Holman Subject: FW: February SSC At-A-Glance From: John Emery [mailto:john@johnremery.com] Sent: Tuesday, February 02, 2010 1:31 PM To: 'Symantha Zeimet' Subject: RE: February SSC At-A-Glance I know you don't get enough praise -mostly complaints so count me as a happy customer! O John From: Symantha Zeimet [mailto:syzeimet@sscwaste.com] Sent: Tuesday, February 02, 2010 9:31 AM To: John@JohnREmery.com Subject: RE: February SSC At-A-Glance Thanks for letting us know! It's nice to hear that some people like the new service! ;o) Symantha From: John R Emery [mailto:jremery@cableone.net] Sent: Tuesday, February 02, 2010 9:48 AM To: 'Symantha Zeimet' Subject: RE: February SSC At-A-Glance I rarely get so thrilled about city services but I LOVE the new recycling system! Just dumping it all in and wheeling it out to the curb every two weeks is hugely convenient. Way to go! John John R Emery John __JohnREmery.com From: Symantha Zeimet [mailto:listserve@sscwaste.com] Sent: Monday, February 01, 2010 10:13 AM To: Symantha Zeimet Subject: February SSC At-A-Glance SSC At-A-Glance Update for February 2010 ***************************************************************************** Upcoming Dates to Remember: 3/22/2010 Page 2 of 2 Presidents' Day - Monday, February 15. No interruption of trash and recycling collection services. Household Hazardous Waste Collection - Every Monday except major holidays from 12 Noon to 7:00 P.M. in the parking lot of Sanitary Services Company, 2130 W. Franklin Road (between Linder and Ten Mile). For more information, please call SSC at 888- 3999. ***************************************************************************** 64-Gallon Wheeled Trash Carts Are Now Available Have you wanted the convenience of renting a 95-gallon wheeled cart but thought they were too large, or do you currently rent a 95-gallon cart but would like a smaller size? SSC now has 64-gallon carts available for rent to Meridian residents. To help prepare for the possible conversion to automated collection later this spring, SSC is letting residents who currently rent a 95-gallon wheeled cart trade it for a smaller 64-gallon wheeled cart. The cost to rent either size cart is $2.88 per month at this time. Call SSC at 888-3999 to order a cart. ***************************************************************************** The Meridian Solid Waste Advisory Committee (SWAG) Takes On a New Role The SWAG will now serve primarily as a forum for citizen input. If you would like to contact the SWAG with suggestions, complaints, or concerns regarding solid waste collection and recycling in Meridian, please send an email to swac@sscwaste.com and the Committee will address your comments at their meetings. If you would like to attend a SWAG meeting, please contact the City Clerk's Office at 888-4433. ***************************************************************************** You are receiving these updates because you requested to be on our mailing list. If you choose not to receive future mailings, please respond to this e-mail and let us know you would like to be removed from our list. Symantha Zeimet Sanitary Services Company 3/22/2010 Page 1 of 1 Jaycee Holman From: Symantha Zeimet [syzeimet@sscwaste.com] Sent: Friday, March 19, 2010 4:03 PM To: Jaycee Holman Subject: FW: Thank you From: Steve Sedlacek [mailto:ssedlacek@sscwaste.com] Sent: Friday, February 26, 2010 4:33 PM To: 'Symantha Zeimet' Subject: FW: Thank you Please forward to members of the SWAC. Steve From: Randy Amidon [mailto:supervisor@sscwaste.com] Sent: Friday, February 26, 2010 10:43 AM To: ssedlacek@sscwaste.com Subject: FW: Thank you From: Thomas Fisher [mailto:winepep@yahoo.com] Sent: Wednesday, February 24, 2010 12:18 PM To: supervisor@sscwaste.com Subject: Thank you I would just like to take a minute of your time, if possible, to thank you not only for the service SSC provides my house but also your'Talkin Trash!' newsletter. Without this publication I would have no way of knowing how to safely dispose of items such as hazardous waste, auto fluids, etc. As a matter of fact I have had 2non-working television sets sitting in my garage for several months not knowing how to get rid of them. Your Spring issue cleared that up, informing me that I can take them to the Meridian lot on Monday. Please relay my appreciation to all of the workers at SSC. The ones I have dealt with have all been top- notchboth at home and at the SSC lot. Thank you again, Robert Fisher No virus found in this incoming message. Checked by AVG - www.avg.com Version: 9.0.733 /Virus Database: 271.1.1/2711 -Release Date: 02/26/10 00:34:00 3/22/2010 Page 1 of 2 Jaycee Holman From: Symantha Zeimet [syzeimet@sscwaste.com] Sent: Friday, March 19, 2010 4:01 PM To: Jaycee Holman Subject: FW: trash collection From: Corey and Tavia [mailto:tcflager@msn.com] Sent: Thursday, March 04, 2010 6:55 PM To: Symantha Zeimet Subject: Re: trash collection Symantha, Thank you for your quick response to my query. I thought I was only paying 2.71$ per month for my rented wheeled trash cart....which is what my bill shows? Unless your 16.32 is the garbage rate plus the rental rate...? Corey From: Symantha Zeimet Sent: Thursday, March 04, 2010 3:16 PM To: 'Corey and Tavia' Subject: RE: trash collection Hi Corey, Thank you for taking the time to contact the SWAC regarding the automated collection conversion. I have shared your email with the Committee. Currently, renting a wheeled trash cart is voluntary, and that's why there is a rental fee attached to it. When the conversion to automated collection occurs, the cart is included in the new trash rate because it is needed in order for SSC's trucks to collect the trash. Therefore, it will be included as part of your trash service, but will remain the property of SSC. If damage occurs to the cart, SSC is responsible for providing you with a new cart at no cost to you. Curbside recycling is included as part of your trash service, so there is no charge for the recycling cart. A lot of folks are worried about their rates increasing because of the new system. The rates should not increase. The proposed rate right now is a 95-gallon cart will cost nearly the same as what people renting a cart pay now. The other cart sizes will be less. Council has to approve this of course, but what SSC has proposed to the SWAC is not an increase in trash service rates. The fee structure recommendation was also discussed at the SWAC meeting, and the following rates were decided upon for recommendation to Council: $16.32 per month fora 95-gallon cart, $14.32 per month fora 65-gallon cart, and $12.32 per month fora 35-gallon cart. Please bear in mind that Council has the final decision on the rates, and can change them if they don't like them. hope this information helps alleviate some of your concerns. 3/22/2010 Page 2 of 2 Again, thank you for your input, Symantha Symantha Zeimet Sanitary Services Company From: Corey and Tavia [mailto:tcflager@msn.com] Sent: Wednesday, March 03, 2010 8:21 PM To: swat@sscwaste.com Subject: trash collection If the city of Meridian is converting to an automated system for trash pickup, does this mean that I can no longer put out trash outside of a rented container? If this is the case then why do I have to pay to rent the container when you are not allowing me to use my own trash cans? Currently Meridian users have the choice to use a rented container or their own, and if this choice is taken away, why would you assume that you could still charge for rent on a container? Thank you, Corey 3/22/2010 Page 1 of 1 C Jaycee Holman From: Symantha Zeimet [syzeimet@sscwaste.com] Sent: Friday, March 19, 2010 4:07 PM To: Jaycee Holman Subject: FW: Trash and recycle From: George,Helena FORTIER [mailto:fortiergh@msn.com] Sent: Thursday, February 18, 2010 2:47 AM To: syzeimet@sscwaste.com Subject: RE: Trash and recycle Thank you!!! From: syzeimet@sscwaste.com To: fortiergh@msn.com Subject: RE: Trash and recycle Date: Wed, 17 Feb 2010 23:13:43 -0500 Hello, Thank you for taking the time to contact the SWAC regarding your suggestions and concerns with the automated collection conversion. I have shared your email with the Committee, and I'm sure they will be discussed at next Tuesday's meeting. Thank you for your suggestion about lengthening leaf collection in the fall. I have been hinting to Steve that we need to increase the collection time, so hopefully your comments will help convince him! (I'll also be sure to mention it at the SWAC meeting!) Thank you for being such a concerned citizen. I always value your suggestions and appreciate your efforts to help make Meridian a better place for everyone. Symantha Symantha Zeimet Sanitary Services Company From: George,Helena FORTIER [mailto:fortiergh@msn.com] Sent: Wednesday, February 17, 2010 9:09 PM To: swac@sscwaste.com Subject: Trash and recycle H i, Thanks for your hard work!!! You really need to have fees for trash that will discourage so much trash and stimulate recycling. Then people will be shocked at how little trash they have and it will reinforce recycling. If you are wishy washy and overly apologetic people will do the same as always. Be forceful. Also, please consider a longer leaf pickup time. Two weeks is not long enough. I did as many leaves as I could in the two week period and then had two more weeks I had to put with trash as leaves had not fallen yet. Not all vehicles can hold leaf bags to transport elsewhere. For individuals to have to transport to Hidden hollow is a large waste of gasoline Thanks again. 3/22/2010 Page 1 of 3 Jaycee Holman From: Symantha Zeimet [syzeimet@sscwaste.com] Sent: Friday, March 19, 2010 4:02 PM To: Jaycee Holman Subject: FW: Grass clippings removal From: Mark Halley [mailto:markhalley7@gmail.com] Sent: Thursday, March 04, 2010 6:06 PM To: Symantha Zeimet Subject: Re: Grass clippings removal Thank you. Mark Halley On Mar 4, 2010, at 3:31 PM, "Symantha Zeimet" <syzeimet~a,sscwaste.com> wrote: Hi Mark, We're honestly not trying to soak the customers for money with this new program, and I'm sorry I don't have a better answer for you at this time. You can actually pack quite a bit of grass clippings into one cart, so you may be all right.... Symantha From: Mark Halley [mailto:markhalley7@gmail.com] Sent: Tuesday, March 02, 2010 1:42 PM To: 'Symantha Zeimet' Subject: RE: Grass clippings removal Thank you, that helps! Because we don't rent a cart now, that will be a new expense for us. And because of the volume of grass clippings, we'll need 1-2 additional carts. All that will be new expense to us. Will there be any offset from what we're currently paying for trash services since we'll be forced to pay for the carts & automated collection? Mark Halley (208)695-5451 From: Symantha Zeimet [mailto:swac@sscwaste.com] Sent: Tuesday, March 02, 2010 10:16 AM To: MarkHalley7Ca~gmail.com Subject: RE: Grass clippings removal 3/22/2010 Page 2 of 3 Hi Mark, Thank you for taking the time to contact the SWAC regarding the automated collection conversion. I have shared your email with the Committee. A lot of folks are worried about their rates increasing because of the new system. The rates should not increase. The proposed rate right now is a 9S-gallon cart will cost the same as what people renting a cart pay now. The other cart sizes will be less. Council has to approve this of course, but what SSC has proposed to the SWAC is not an increase in trash service rates. The fee structure recommendation is going to be discussed at the next SWAC meeting, which will be Tuesday, March 2 at 11:00. Once the SWAC has a recommendation to Council, I will publish the rates in the minutes. The rates that SSC is proposing are $16.33 per month fora 95-gallon cart, $14.32 per month fora 64-gallon cart, and $12.32 per month fora 35-gallon cart.. The SWAC will most likely accept these amounts and recommend them to Council. However, Council has the final decision on the rates, and can change them if they don't like them. Yard waste has been discussed at great length during the Advisory Committee meetings. For now, the Committee is recommending that yard waste can be placed in the wheeled carts along with your trash each week for collection. Residents will be given the option to rent additional 95-gallon carts at a cost of $2.00 per month, and yard waste could be placed in the additional container as well as trash. There has also been discussion of allowing extra containers with a tag placed on them for collection. There are plans to build a compost facility in Meridian in the future, but that is at least two years down the road. SSC will continue to have two weeks of free leaf collection in the fall as usual, so long as the leaves (branches, yard trimmings, garden trimmings, etc.) are in the paper lawn bags. The SSC Transfer Station also accepts yard waste at a reduced fee, so residents have that option if they are able to get it to the transfer station. Thank you for letting me know that the email link didn't work on the website! I went in and fixed it so hopefully it is working now. I hope this information helps alleviate some of your concerns. Again, thank you for your input, Symantha Symantha Zeimet Sanitary Services Company 3/22/2010 Page 3 of 3 From: Mark Halley [mailto:markhalley7@gmail.com] Sent: Monday, March 01, 2010 11:37 PM To: swac@sscwaste.com Subject: Grass clippings removal We live on a %-acre, & thrown-out our grass clippings along with our trash. At typical week is about 61awn bags of grass. With the pending change to acan-limited automated collection system, what options are being provided, other than paying for additional removal services? Also, FYI, the email link from your website incorrectly has the email as: swac o sscwate.com Thank you. Mark Halley (208) 695-5451 I am using the Free version of SPAMfighter. We are a community of 6 million users fighting spam. SPAMfighter has removed 17058 of my spam emails to date. The Professional version does not have this message. I am using the Free version of SPAMfi liter. We are a community of 6 million users fighting spam. SPAMfighter has removed 17058 of my spam emails to date. The Professional version does not have this message. No virus found in this incoming message. Checked by AVG - www.avg.com Version: 9.0.733 /Virus Database: 271.1.1/2717 -Release Date: 03/02/10 00:34:00 3/22/2010 Page 1 of 1 Jaycee Holman From: Symantha Zeimet [syzeimet@sscwaste.com] Sent: Friday, March 19, 2010 4:05 PM To: Jaycee Holman Subject: FW: Solid Waste Advisory Committee From: Robin Harris [mailto:rdhorchid@aol.com] Sent: Wednesday, February 24, 2010 9:45 PM To: swac@sscwaste.com Subject: Solid Waste Advisory Committee I was very pleased when the SSC went to the one recycle container for all the recycled trash. However, I see that it now has taken away all the money earned from recycling trash for the Curbside Recycling Program. This was a useful program for funding projects for the city. Hopefully, you can find another way to fund the program. Can you start a program that uses a different cart for yard waste? The trash dump makes money from making compost from yard and tree waste. This would cut down on a very large item in the trash waste going to the land fill. I do not understand why we cannot have a yard waste recycle program. A note about the conversion to the automated trash collection system to be implemented this spring. I do not like paying a fee for a container that will reduce expenses for SSC. We already pay for garbage collection. We should not have to pay for something that reduces expenses for the trash collection company. The expense of the wheeled carts should pay for themselves over the long haul. When the electric company changed out the electric meters we were not charged. Why should we pay for the wheeled carts? I have to purchase a larger cart because I have to put all of my summer yard waste in it. If I could put out my yard waste in bags or my trash cans I could use the 64 gallon cart instead of the 95 gallon cart. Thank You, Robin Harris 3/22/2010 Page 1 of 2 Jaycee Holman From: Symantha Zeimet [syzeimet@sscwaste.com] Sent: Friday, March 19, 2010 4:06 PM To: Jaycee Holman Subject: FW: Recycling should be collected weekly From: Jared Heiner [mailto:jaredheiner@yahoo.com] Sent: Monday, February 22, 2010 9:07 PM To: Symantha Zeimet Subject: Re: Recycling should be collected weekly Thanks for the tip. Maybe we'll get another bin. Our big recycling cart is full again as are our old rectangular recycling bins and our trash is only half full. Good thing recycling comes tomorrow. Our family of five (two adults and three children under 7) generates more recyclables than trash. If trash collection were only once every two weeks more people might be inclined to recycle instead of filling up their trash bins with things that could be recycled and kept out or our landfills. Jared Heiner From: Symantha Zeimet <syzeimet@sscwaste.com> To: Jared Heiner <jaredheiner@yahoo.com> Sent: Mon, February 22, 2010 7:54:18 AM Subject: RE: Recycling should be collected weekly Hi Jared, Thank you for taking the time to contact the SWAC with your suggestion for collecting recycling on a weekly basis and trash on a bi-weekly basis. I have shared your email with the Committee. The SWAC is meeting tomorrow so I'm sure your idea will be discussed as it is an option that hasn't been presented yet. It's wonderful to hear that you recycle so much! Meridian residents can get a second recycling cart (64-gallon or 95-gallon) for $2.00 per month. I'm sorry we have to charge a rental fee for the second cart, but we have to do so in order to cover our costs. If you are interested in a second cart, please call SSC at 888-3999 and we will have one delivered to you right away. Thanks again for sharing your ideas, Symantha Symantha Zeimet Sanitary Services Company 3/22/2010 Page 2 of 2 From: Jared Heiner [mailto:jaredheiner@yahoo.com] Sent: Saturday, February 20, 2010 2:11 AM To: swat@sscwaste.com Subject: Recycling should be collected weekly Since comingled recycling started my 95-gallon recylcing bin fills up much faster than my trash one does. The vast majority of our household waste qualifies to be recycled. Therefore the comingled recycling should be collected weekly and the trash biweekly. Or perhaps both should be collected weekly. My recycling bin is full at the end of a week and because it is not collected weekly I have to throw a lot of recycleables into the trash because I don't have anywhere else to put them. Jared Heiner 3/22/2010 Page 1 of 1 Jaycee Holman From: Symantha Zeimet [syzeimet@sscwaste.com] Sent: Friday, March 19, 2010 4:08 PM To: Jaycee Holman Subject: FW: solid waste collection From: SANDRA H]ERMSTAD [mailto:mhjermstad@msn.com] Sent: Friday, February 12, 2010 5:53 PM To: swat@sscwaste.com Subject: solid waste collection Dear sirs; We have taken advantage of your curbside recycling program. Because of its success, we only generate about 65 gallons per month of trash for the landfill. I see you are talking about renting 65 gallon containers for trash. This would be fine, but this is still more than I need or other people in the city. I think you need to have some provisions in your trash collection for people who do not generate trash. As a suggestion, maybe we could have color coded trash cans for weekly and biweekly collection. Then the people who generate trash can be picked each week. People who do not generate trash can be picked up biweekly, the same week as recycle trash. By having them color coded, your employees would know if the roll out is weekly or biweekly. Thank you Milton Hjermstad 3/22/2010 Page 1 of 2 Jaycee Holman From: Symantha Zeimet [syzeimet@sscwaste.com] Sent: Friday, March 19, 2010 4:05 PM To: Jaycee Holman Subject: FW: New Automated Collection From: Jim Hon [mailto:jhon@honsolutions.com] Sent: Wednesday, February 24, 2010 5:53 PM To: Symantha Zeimet Subject: Re: New Automated Collection Samantha Thank you very much for your kind and informative response. It clarifies quite a bit and I can now be very supportive of your changes. Jim On Wed, Feb 24, 2010 at 3:22 PM, Symantha Zeimet <swac o,sscwaste.com> wrote: Hi Jim, Thank you for taking the time to contact the SWAC regarding your suggestions and concerns with the automated collection conversion. I have shared your email with the Committee. Currently, renting a wheeled trash cart is voluntary, and that's why there is a rental fee attached to it. When the conversion to automated collection occurs, the cart is included in the new trash rate because it is needed in order for SSC's trucks to collect the trash. Therefore, it will be included as part of your trash service, but will remain. the property of SSC. Curbside recycling is included as part of your trash service, so there is no charge for the recycling cart. A lot of folks are worried about their rates increasing because of the new system. T'he rates should not be increased. The proposed rate right now is a 95-gallon cart will cost the same as what people renting a cart pay now. The other cart sizes are less. Council has to approve this of course, but what SSC has proposed to the SWAC is not an increase in trash service rates. Since your household doesn't generate a lot of trash, you may be able to save a couple more dollars per month on your trash bill. SSC is actually going to have a smaller 35-gallon cart available to residents who generate little or no trash. The cart is not being advertised but will be recommended by the trash haulers themselves. (The haulers will tell SSC, SSC will contact the customers and offer them the smaller cart size.) The fee structure recommendation is going to be discussed at the next SWAC meeting, which will be Tuesday, March 2 at 11:00. Once they SWAC has a recommendation to Council, I will publish the rates in the minutes. The rates that SSC is proposing is $16.33 per month fora 95-gallon cart, $14.32 per month for a 64-gallon cart, and $12.32 per month fora 35-gallon cart. The SWAC will most likely accept these amounts and recommend them to Council. However, Council has the final decision on the rates, and can change them if they don't like them. I hope this information helps alleviate some of your concerns. 3/22/2010 Page 2 of 2 Again, thank you for your input, Symantha Symantha Zeimet Sanitary Services Company From: Jim Hon [mailto:jhonna=.honsolutions.com] Sent: Wednesday, February 24, 2010 3:29 PM To: swacCcr~sscwaste.com Subject: New Automated Collection I have read through your meeting minutes for the last 3 meetings (Feb 2, Feb 9, Feb 16). Can I ask that you publish in your minutes the proposed new base monthly charges as I have only seen some proposed reductions if a user gets a smaller cart. I currently do not have a wheeled cart and generally only set out one 32 gal can. I am thus very concerned that the'new' rates could severely impact my costs. Naively, I would expect my monthly costs to be reduced for three reasons: -I output very little trash -Truck labor is cut in half, only one person is required. -I lose the "unlimited" pickup that I use maybe 6 times a year which generally consists of an extra 32 gal can. (I do note that the meeting minutes cover various methods and costs for handling'extra' waste) I, however; doubt that my monthly costs will be reduced and I am sure it is heavily justified maybe even to the point of stating that my bill will not go up as much as it would have should we keep the present system. Some cities handle extra' trash by having several unlimited pickups per year at no added charge. I note that you have proposed only one day. Jim Jim Hon HonSolutions Electronic Hardware Engineering. Consultation and Design jhon~a honsolutions.com www.honsolutions. com/resume.html Jim Hon HonSolutions Electronic Hardware Engineering. Consultation and Design jhonnoahonsolutions. com www.honsolutions.com/resume.html 3/22/2010 Page 1 of 1 Jaycee Holman From: Symantha Zeimet [syzeimet@sscwaste.com] Sent: Friday, March 19, 2010 4:05 PM To: Jaycee Holman Subject: FW: Questions From: lindajl5@q.com [mailto:lindajl5@q.com] Sent: Wednesday, February 24, 2010 8:03 PM To: swac@sscwaste.com Subject: Questions In the new Residential trash collection wheeled cart (95 or 64), do we put all of the trash that does not go in the recycling carts in the trash cart? Like grass clippings, cutup branches and yard work stuff. Is all this kind of trash just dumped into the cart or do we put the grass chippings and yard work stuff in a separate bag and then into the trash cart? Will there be something in the "Talking Trash" telling us what and how to get all the trash in one cart? All so when do we let SSC know what size of the wheeled cart that we want. We do not have a trash cart at this time. We do have the Recycling cart. Thank-You Linda Johnson 3/22/2010 Jaycee Holman From: Symantha Zeimet [syzeimet@sscwaste.com] Sent: Friday, March 19, 2010 4:07 PM To: Jaycee Holman Subject: FW: Board minutes -----Original Message----- From: Catherine Jones [mailto:kid8hart@me.com] Sent: Wednesday, February 17, 2010 11:26 AM To: swac@sscwaste.com Subject: Board minutes My goodness, you are being so accommodating to residents. I always thought that if I generated more than I could reasonably expect the collectors to pick up, that I had the responsibility to haul it to the dump myself and pay a fee at the dump. I recycle and compost as much as I can and only generate only one grocery bag of garbage each week. But, I realize families probably could not manage that. I really like the idea of composting and would support anything you do to encourage that. I recently saw a small "back door composter" that might be nice to offer at a reduced fee for those interested. An issue that I did not see addressed was electronic waste. Some education is probably needed to inform people about options for disposing of electronics. I think you do a wonderful job and I commend you for your service. I am truly impressed. Thank you Samantha for your information. Cathy Jones 1 Page 1 of 1 Jaycee Holman From: Symantha Zeimet [syzeimet@sscwaste.com] Sent: Friday, March 19, 2010 4:04 PM To: Jaycee Holman Subject: FW: Talkin Trash! From: Cindy Kaylor [mailto:cndy@steversk.homeip.net] Sent: Thursday, February 25, 2010 12:28 AM To: swac@sscwaste.com Subject: Talkin Trash! You must have an option to buy the wheeled carts instead of renting them. Obviously, you are just trying to raise our bills permanently. Thank you. Cindy Kaylor 3564 N. Summercrest Way Meridian, ID 83646 208-846-8684 3/22/2010 Page 1 of 2 Jaycee Holman From: Symantha Zeimet [syzeimet@sscwaste.com] Sent: Friday, March 19, 2010 4:04 PM To: Jaycee Holman Subject: FW: Talkin Trash! __ _ _ From: Cindy Kaylor [mailto:cindy@steversk.homeip.net] Sent: Thursday, February 25, 2010 1:27 PM To: Symantha Zeimet Subject: Re: Talkin Trash! Thank you for your response. I get it, but why can't we buy the carts for what they cost SSC instead of paying an increased rate forever to rent them? Thank you. Cindy Kaylor On Thu, Feb 25, 2010 at 9:45 AM, Symantha Zeimet <swac~a,sscwaste.com> wrote: Hi Cindy, Thank you for taking the time to contact the SWAC regarding the automated collection conversion. I have shared your email with the Committee. If you would like to read the Committee discussions, I have posted them online at www.sscwaste.com - I will continue to post approved minutes after each meeting. There are several reasons for the conversion. The Ada County Landfill is filling up at a very fast rate, automated collection will encourage recycling and thus reduce the amount of trash being sent to the landfill, and the EPA is going to require all collection to be automated sometime in the near future (to reduced injuries to trash haulers) so we will be forced to go automated when that regulation goes into effect. Currently, renting a wheeled trash cart is voluntary, and that's why there is a rental fee attached to it. When the conversion to automated collection occurs, the cart is included in the new trash rate because it is needed in order for SSC's trucks to collect the trash. Therefore, it will be included as part of your trash service, but will remain the property of SSC. Curbside recycling is included as part of your trash service, so there is no charge for the recycling cart. A lot of folks are worried about their rates increasing because of the new system. The rates should not increase. The proposed rate right now is a 95-gallon cart will cost the same as what people renting a cart pay now. The other cart sizes will be less. Council has to approve this of course, but what SSC has proposed to the SWAG is not an increase in trash service rates. I hope this information helps alleviate some of your concerns. Again, thank you for your input, Symantha Symantha Zeimet Sanitary Services Company 3/22/2010 Page 2 of 2 From: Cindy Kaylor [mailto:cindy~a~steversk.homeip.net] Sent: Thursday, February 25, 2010 12:28 AM To: swac(asscwaste.com Subject: Tallcin Trash! You must have an option to buy the wheeled carts instead of renting them. Obviously, you are just trying to raise our bills permanently. Thank you. Cindy Kaylor 3564 N. Summercrest Way Meridian, ID 83646 208-846-8684 3/22/2010 Page 1 of 1 Jaycee Holman From: Symantha Zeimet [syzeimet@sscwaste.com] Sent: Friday, March 19, 2010 4:02 PM To: Jaycee Holman Subject: FW: Automated Collection Update From: Cindy Kaylor [mailto:cindy@steversk.homeip.net] Sent: Thursday, March 04, 2010 6:50 PM To: Symantha Zeimet Subject: Re: Automated Collecfion Update Thanks Symantha, I appreciate it. Cindy Kaylor On Thu, Mar 4, 2010 at 3:09 PM, Symantha Zeimet <swac(u~sscwaste.com> wrote: Hi Cindy, The SWAC met on Tuesday of this week, and allowing residents to purchase their wheeled carts was a specific topic of discussion. After a lengthy discussion, it was determined that residents would not be able to purchase wheeled carts for the following reasons: Purchasing a cart from SSC for $50.00 would only save a customer 50 cents per month, thus making it take more than 8 years for the container to pay for itself, and in that timeframe, the container would most likely break and the customer would need to purchase a new one. The fee structure recommendation was also discussed at the SWAC meeting, and the following rates were decided upon for recommendation to Council: $16.32 per month fora 95-gallon cart, $14.32 per month fora 65-gallon cart, and $12.32 per month fora 35-gallon cart. Please bear in mind that Council has the final decision on the rates, and can change them if they don't like them. I just thought I'd pass that along to you, Symantha 3/22/2010 Page 1 of 2 • Jaycee Holman From: Symantha Zeimet [syzeimet@sscwaste.com] Sent: Friday, March 19, 2010 4:10 PM To: Jaycee Holman Subject: FW: Extra Expense From: P A KERN [mailto:pask@q.com] Sent: Monday, February 01, 2010 5:50 PM To: Symantha Zeimet Subject: Re: Extra Expense I can't make the meeting as I have a prior commitment, otherwise I would be there, but thanks for the information and your response. Patsy - Original Message --- From: Symantha Zeimet To: 'P A KERN' Sent: Monday, February 01, 2010 3:47 PM Subject: RE: Extra Expense Hello, It still isn't set in stone that Meridian is going to change to automated collection. The costs have not been determined yet, but those who opt for the larger carts will pay more than those who choose the smaller carts. SSC will provide a smaller 35-gallon cart to residents who do not generate much trash - it is not being advertised as yet because it is mostly for seniors. The price will be lower than the larger sized carts. The Solid Waste Advisory Committee (SWAG) is taking comments from the public, and they happen to be meeting tomorrow, so I'll pass your concerns along to them for consideration. The meetings are open to the public, so if you would like to attend it is at 11:30 tomorrow at the Meridian City Hall, Meeting Room A. (Go in the main doors and look to your right -you'll see the meeting room.) Lunch is provided. I've attached an agenda for you if you want to attend. The February utility bills will have the latest edition of Talkin Trash! in them. The newsletter gives more information about the Solid Waste Advisory Committee and the possible conversion to automated collection. I hope my answers helped a little. Unfortunately I don't have many answers at this time because the SWAG needs to discuss the program and make recommendations to the Council before the program will be approved. Thank you for letting me know about the email address problem, Symantha From: P A KERN [mailto:pask@q.com] Sent: Monday, February 01, 2010 5:29 PM To: swat@sscwaste.com Subject: Extra Expense 3/22/2010 Page 2 of 2 I do not have a need fora 64 or a 95 gallon wheeled cart & most certainly DO NO need the extra expense. I only put out a small garbage sack 2-3 times a month. What would be my cost to take my garbage to the collection spot on Franklin Road & would you ALLOW me to do this? I noticed you say "possible conversion to automated collection later this spring". Does this mean it might not happen? Since I am a senior citizen, living alone on a fixed income, another $3.00 a month may not seem like a lot to you but for me it's another $36.00/year that needs to come from somewhere. For your information, when I clicked on this email address given in the February 2010 update, it left out the s in swac@sscwa s te.com & returned the 1st message as a delivery failure. You might want to fix that. Please respond to my email address. Thank you. • • 3/22/2010 Page 1 of 2 Jaycee Holman From: Symantha Zeimet [syzeimet@sscwaste.com] Sent: Friday, March 19, 2010 4:10 PM To: Jaycee Holman Subject: FW: Extra Expense From: P A KERN [mailto:pask@q.com] Sent: Wednesday, February 03, 2010 5:17 PM To: Symantha Zeimet Subject: Re: Extra Expense Thanks, you're very patient....I guess I can't get used to people being so dishonest as to put their trash out after the collection & then say they were missed. Good idea to have the trucks recording this. So people on vacation can be excluded for nothing if it's 30 days or less. That seems fair as long as they let you know before hand. Thanks again. I'll try to stop bugging you. --- Original Message - From: ~mantha Zeimet To: 'P A KERN' Sent: Wednesday, February 03, 2010 3:11 PM Subject: RE: Extra Expense Your questions are very good ones! Bulky waste refers to items such as furniture, refrigerators, mattresses, etc. Yard waste is still atopic ofdiscussion - we kept dancing it around it yesterday, but decided we needed much more time to hash that out. Missed collection means someone calling and saying their trash wasn't picked up. Unfortunately, we have to charge that or we'll have some (hopefully not many) people that will put out their trash, have SSC collect it, and put out more trash and then call and say we missed them . Our trucks have the capability of recording which houses had trash out, so we'll know the dishonest folks versus the ones we actually may miss. when (if) we miss your trash and you had it set out in time, we will collect for free. The "no collection" is for people who leave for extended periods of time and want to turn off their service. (A lot of people go south for the winter and shut off their utilities.) There will be a minimum of 30 days to request SSC to "shut off' your trash collection service. I hope this helps clear up your questions, Symantha From: P A KERN [mailto:pask@q.com] Sent: Wednesday, February 03, 2010 4:55 PM To: Symantha Zeimet Subject: Re: Extra Expense Thanks for sending. Looks like no decision has been made however, I do have a couple of questions. Under "other potential changes" does the bulky waste 3/22/2010 Page 2 of 2 material changed mean that people can't put their grass clippings in the containers free of charge and what does a "missed collection" mean? #1 The customer will be charged if they don't put out their can or #2 there will be a $10 credit on our bill if they miss picking it up? Sorry to be so dense. With the "reduced 'No collection' monthly fee for people on vacation", it sounds like the 1st, which makes no sense. If they don't have to spend their time stopping to collect a can...automated or otherwise..it's unreasonaable to charge a fee, reduced or otherwise! ----- Original Message ----- From: ~mantha Zeimet To: 'P A KERN' Sent: Wednesday, February 03, 2010 2:37 PM Subject: RE: Extra Expense H i, I'm attaching the draft minutes from yesterday's SWAC meeting. They haven't been approved by the Committee yet, but it will give you an idea of what was discussed. Symantha From: P A KERN [mailto:pask@q.com] Sent: Monday, February 01, 2010 6:05 PM To: Symantha Zeimet Subject: Re: Extra Expense Hi, Thanks. I would appreciate the email update on the discussion. -- Original Message --- From: Svmantha Zeimet To: 'P A KERN' Sent: Monday, February 01, 2010 4:03 PM Subject: RE: Extra Expense Hi Patsy, Sorry you can't make it to the meeting. I forwarded your email to all of the members (with your name and email removed) so your concerns will be addressed. If you like, I can email you after the meeting to let you know what was discussed, and to let you know when the next meeting will be. Symantha 3/22/2010 Re: Small Trash Container Page 1 of 2 Jaycee Holman From: Symantha Zeimet [syzeimet@sscwaste.com] Sent: Friday, March 19, 2010 4:08 PM To: Jaycee Holman Subject: FW: Small Trash Container From: Thomas Kopke [mailto:tbkopke@msn.com] Sent: Friday, February 12, 2010 3:05 PM To: Symantha Zeimet Subject: Re: Small Trash Container Symantha, First of all thanks for your prompt reply! Since my thrash needs aze rather minor compazed to other households, I would prefer to convert to the smaller 65-Gallon container if in fact I'll save a couple dollazs per month when you convert to the automated system. When do you anticipate the conversation for us folks in Meridian? In closing, please put me on the list for the smaller container when the conversion takes place. Thanks, Tom Kopke From: Symantha Zeimet <swac a~sscwaste.com> Date: Fri, 12 Feb 2010 13:20:34 -0500 To: Thomas Kopke <tbkopke~a,msn.com> Subject: RE: Small Trash Container Hi Tom, Right now it is the same cost to rent as the 95-gallon, which is $2.88 per month. The costs between the two containers will be different by a couple of dollars after the conversion to automated collection. I hope that helps, Symantha From: Thomas Kopke [mailto:tbkopke@msn.rnm] Sent: Friday, February 12, 2010 1:13 PM To: swat@sscwaste.com Subject: Small Trash Container To Whom It May Concern, In yesterdays Statesman it was indicated that there would be a smaller 65# trash container available to those of us that would prefer this size. As soon as you determine the cost for this small unit I'd appreciate your sending me this information so that 3/22/2010 Re: Small Trash Container I can make a determination of the "value" of this unit compazed to the large unit. Thanks, Tom Kopke Meridian, Idaho Home: +1208.888.9630 Page 2 of 2 3/22/2010 Page 1 of 1 Jaycee Holman From: James/Dianna Krosschell [jimdikrosschell@gmail.com] Sent: Monday, March 22, 2010 10:39 AM To: clerk Subject: automatic collection system Good Morning It is my understanding that the system to be put into place will mean that all customers will have to choose between a 65 gal or 95 gal container. I will choose the 95 gal container, but I am wondering if there will be a discount for customer such as my wife and I. We only put out a 40 gal container now and it is hardly ever full, it would be nice to only have to put out the container on the days they pick up recycleables and for us to receive a small discount - 20% even though they will be picking up the trash only 50% of the time. Thank You James W Krosschell 208-884-8701 3/22/2010 Jaycee Holman From: Kml [kmlandjal@clearwire.net] ~5ent: Friday, March 05, 2010 7:16 PM To: clerk Subject: AUTOMATIC COLLECTION SYSTEM I am not going to pay $2.88 per month to rent a cart, if I have to pay that forever. I would rather use my garbage cans and save $34.66 a year. Now if the rent fee was charged until the cart was paid off. That would be fine. But $2.88 per month forever is way to much. I can not afford $2.88 every month forever. That is $172.80 after five years. At that price I could buy a new garbage can ever year and save money. I refuse to pay it. That is my input on the subject. Thank you, Kevin LaMothe 208-914-4308 • • 1 Page 1 of 2 Jaycee Holman From: Symantha Zeimet [syzeimet@sscwaste.com] Sent: Friday, March 19, 2010 4:03 PM To: Jaycee Holman Subject: FW: City of Meridian Automated Collection System Attachments: SWAC MEMO.doc From: KENNETH GEORGETTE MARSHALL [mailto:KENMARSHALL2005@MSN.COM] Sent: Saturday, February 27, 2010 9:27 PM To: swac@sscwaste.com; mayortammy@meridiancity.org; supervisor@sscwaste.com Subject: City of Meridian Automated Collection System All Concerned, I have included the following letter as a Word attachment. Thank you. To: Meridian Solid Waste Advisory Committee (SWAC) Meridian City Council From: Ken Marshall 1947 W Windchime Dr. Meridian, ID. 83646 208 855-4802 Date: 02/27/2010 Subject: Comments, feedback and suggestions in regards to the upcoming changeover to the Automated Collection System (ACS). Members of SWAG, Meridian City Council and fellow concerned citizens and neighbors of Meridian Idaho. First, I would like to commend the City of Meridian and SSC for taking a proactive approach in moving towards a more efficient ACS in regards to solid waste collection. I must ask how, in any resemblance to common sense and regards for the residents of this city and the customers of SSC, you can expect us to pay $34.56 a year for the "privilege" of renting a trash collection cart. In five years, this would amount to an expenditure of $172.80. That has to be one well- built piece of hardware to command that price. They are telling us that Gold is a wise investment; it would seem that these carts might also fit into that category. Instead, why not make the carts available for purchase by the residents of the city at your cost? Reveal to the residents of the city what the actual cost per cart is and make available the option of purchasing the cart outright. Another option is to reduce the monthly collection rate by the cost of the cart rental. I am sure we can bank on that reduction happening. 3/22/2010 Page 2 of 2 Finally, why not provide the carts free to the residents and customers that pay your salaries? In case you may not have read a paper or listened to a news broadcast in the past year, we are currently in the worse economic downturn since the great depression. Many economists believe that in fact it is much worse if adjusted to today's dollar value. Times are tough and are more than likely to get tougher. The last thing that we, the residents of this great city need is another cost hike in basic services. I challenge you to name one thing that has come down in price in the past year, sans gasoline, which is a controlled rip-off anyway. I have seen only increases in everything, and just one more increase is not going to help. Another question in regards to the changeover to the ACS has to do with yard waste. What will be the acceptable collection methods and more importantly, how much more will the residents be squeezed in the pocketbook? You know as well as I, that when there will be additional cost to have yard waste removed, there will be a significant increase in illegal dumping of this waste. Do not take actions that move this great city towards becoming just another suburban ghetto. Finally, you may say, it is only $2.88 a month. True, but consider the total cost listed above. It may not seem like much, but that could be another gallon of milk on the table or loaf of bread in the pantry. SSC, step up and show true leadership in reining in costs. This new system should save you money. Are any of those savings slated to be passed on to your customers? SSC, show some empathy for the residents of this city and the customers that keep you in business. Do the right thing. Consider one of the options listed above. Move forward with the ACS changeover BUT do not pass the cost of the carts that must be used to us. Meridian City Council, do likewise and negotiate with SSC to assist the residents of this great city. Sincerely, Ken Marshall 3/22/2010 Page 1 of 1 Jaycee Holman From: Symantha Zeimet [syzeimet@sscwaste.com] Sent: Friday, March 19, 2010 4:07 PM To: Jaycee Holman Subject: FW: Comments about automated collection From: Stephanie Martin [mailto:stephanie n_martin@yahoo.com] Sent: Wednesday, February 17, 2010 10:14 PM To: swac@sscwaste.com Subject: Comments about automated collection I've seen the latest meeting notes discussing automated trash collection and because those notes aze not complete I'm sure I do not have all the details but wanted to make a couple comments. My husband and I currently put out our own trash bin due to the fact that we have very little trash and do not want to pay for cart rental. In fact, we have just a small bin purchased at Home Depot that we stick out every other week, if that. The discussions seem to be leaning towazd automated collection and although I can see the necessity for this to improve production, increased prices to hide cart rental fees aze not a direction we'd like to see. Obviously the needs of the community aze most important and I'm sure we aze in the small minority of customers with limit trash volume but it would be unfortunate if other family's like ours were forced to make up for the cost of high trash volumes from other community members. And I do consider increased rates due to mandatory containers that we fmd unnecessary part of that. Thanks for making note. Stephanie Martin 2921 N. High Desert Way Meridian, ID 3/22/2010 Page 1 of 1 Jaycee Holman From: Symantha Zeimet [syzeimet@sscwaste.com] Sent: Friday, March 19, 2010 4:00 PM To: Jaycee Holman Subject: FW: Automated Collection From: Heidi Mikel [mailto:h.m.mikel@gmail.com] Scent: Friday, March 12, 2010 4:52 PM To: swat@sscwaste.com Subject: Automated Collection Dear Committee, I am writing in response to the notice that you are considering a conversion to automated residential trash collection in Meridian. We are strongly opposed to this. This will just be another increase in fees and a decrease in service for homeowners. We resent being forced to rent a garbage can each month just so that we can have garbage service. We have akeady experienced significant price increases to the sewer portion of our utility bill with the City of Meridian in the past year or so. It is irresponsible in the current economic climate to be taking on a program that will cost additional money. We appreciate your careful consideration of this plan before you. We strongly oppose this conversion! Sincerely, Dean & Heidi Mikel 2652 W. Cedar Grove St. Meridian, ID 83646 3/22/2010 Page 1 of 1 Jaycee Holman From: Symantha Zeimet [syzeimet@sscwaste.com] Sent: Friday, March 19, 2010 4:08 PM To: Jaycee Holman Subject: FW: Automated trash collection in-put From: R. C. Moreland [mailto:rcandpmoreland@msn.com] Sent: Thursday, February 11, 2010 11:22 PM To: swac@sscwaste.com Subject: Automated trash collection in-put Gentlemen: I quote a statement from the latest issuse Talkin Trash: "This new collection system will bring more options and more fairness to residents, as those who dispose of more trash will pay a higher fee"---how about more fairness to those who dispose of LESS trash? I am one of those residents who disposes of LESS TRASH rather than one who disposes of MORE TRASH. I currently use only one 30 gallon can and usually place it out for collection only every 2 weeks when the weather is cool. Of course, it can get a little stinky in hot weather, so in the summer time I do put it out every week. I would request one of the "unpublicized" 35 gallon size carts atone half the cost of the 65 gallon cart and be placed on an every-other-week collection schedule to correspond with my recycle pickup schedule. I could figure out a way to control the "stink" in hot weather if necessary. Thank you for this opportunity to provide my input and offer suggestions. R. C. Moreland 3/22/2010 Page 1 of 2 Jaycee Holman From: Symantha Zeimet [syzeimet@sscwaste.com] Sent: Friday, March 19, 2010 4:07 PM To: Jaycee Holman Subject: FW: Feb 16 SWAC meeting From: R. C. Moreland [mailto:rcandpmoreland@msn.com] Sent: Thursday, February 18, 2010 9:14 PM To: Symantha Zeimet Subject: Re: Feb 16 SWAC meeting Hello Symantha: Thanks for your response. Re: the idea of a public meeting--I think this would be a great idea. There are probably a number of residents who do not have computers or have just not made the effort to email their concerns, questions, or suggestions. Possibly with proper advertisement and notice, many residents might attend and express their thoughts in a meeting where they could get up and speak in person. As is often the case, one person's question or idea may be on the minds of several in the group. R. C. - Original Message ---- From: ~mantha Zeimet To: 'R. C. Moreland' Sent: Thursday, February 18, 2010 5:03 PM Subject: RE: Feb 16 SWAC meeting Hello, I'm glad you were able to attend the meeting and were able to benefit from it. I'm sorry that you didn't get more of a chance to participate at the meeting. It wasn't intentional - I promise! The Committee has been meeting for years, and there are rarely guests present, so I honestly think it was an oversight on their part, and not intentional. (I've passed along your email to them so hopefully they'll be more attentive to the guests next meeting.) I have been forwarding emails to the SWAC as I receive them, and while I admit that we haven't specifically addressed individual emails (the Committee tends to get off track as you noticed!) we have addressed their concerns in our discussions. I do like your idea of a public meeting and will suggest it to the Committee. Thanks for the suggestions, Symantha 3/22/2010 Page 2 of 2 From: R. C. Moreland [mailto:rcandpmoreland@msn.com] Sent: Thursday, February 18, 2010 6:36 PM To: swat@sscwaste.com Subject: Feb 16 SWAC meeting Hello Symantha: I attended the SWAC meeting this week and found it quite interesting. I was impressed with the thorough and detailed discussion of each of the items on the agenda by the committee and their attitude of "lets get this right". My eyes were opened to the fact that so many factors enter into the decisions for recommendations to the council. It was indicated that they had received "a ton" of emails from residents regarding all the coming changes, (I suspect mine were included) however because of time contraints, they did not get around to discussing them. Presumably this will be done at some future meeting? I was a little disappointed with the fact that we visitors were not given a specific opportunity to voice our input on the subjects under discussion, even though I did speak up a couple of times. Maybe this just want the proper time for that. Possibly we will have the opportunity at a future meeting when they get to the discussion of the emails you have received from residents? I am planning to attend and look forward to next week's meeting. R. C. Moreland 3/22/2010 Page 1 of 2 Jaycee Holman From: Symantha Zeimet [syzeimet@sscwaste.com] Sent: Friday, March 19, 2010 4:07 PM To: Jaycee Holman Subject: FW: SWAC meetings From: N. Mann [mailto:nmann@cableone.net] Sent: Thursday, February 18, 2010 10:48 PM To: 'Symantha Zeimet' Subject: FW: SWAC meetings Hi Symantha, Thought I would share this email with you. Have we opened a can of worms??!! Wish you were in Boise so we could go out for a glass of wine! When are you heading back this way? Nancy nmann(t~cableone.net 34 W. Claire St. Meridian, ID 83642 888-9560 (H) 368-9121 (P) From: R. C. Moreland [mailto:rcandpmoreland@msn.com] Sent: Thursday, February 18, 2010 8:04 PM To: nmann@cableone.net Subject: Re: SWAC meetings Hello Nancy: It is nice to hear from you. I can certainly understand that very much "visitor participation" could make it very difficult for the committee to accomplish the objective of getting through their planned agenda for the meeting within the available time. As Symantha mentioned in her reply to my email today, perhaps a public meeting would be a better forum for input from residents. I attended a meeting at SSC several months ago and there were probably over 100 residents there with questions and comments. With good advertisement and notice, and with more public awareness of the Automated Collection idea, I would bet there would be even more in attendance. The downside of a public meeting, however, might be too much input and put the committee into "overload" and make it much more difficult to arrive at recommendations to the council? Something to think about. I look forward to next week's meeting. Tuesday 2/23 at 3:00 pm, correct? R. C. 3/22/2010 Page 2 of 2 ----- Original Message ----- From: nmann~a cableone.net To: rcandpmorelandCa~msn.com Sent: Thursday, February 18, 2010 6:01 PM Subject: SWAC meetings Hello Mr. Moreland, Thank you for attending last weeks SWAC meeting at City Hall, I appreciate your comments and understanding of our challenges in converting to automated solid waste collection. This truly is a "work in progress" and is ten years in the making. For the first time in SWAC history we have visitors at our meetings! We will attempt to allow our visitors time to speak at future meetings. Of course, we have much to decide in a limited meeting time but will give our attention to you and others as time allows. Thank you, Nancy Mann SWAC Committee Chairperson Msg sent via CableONE.net MyMail - http://www.cableone.net 3/22/2010 Page 1 of 1 Jaycee Holman From: Symantha Zeimet [syzeimet@sscwaste.com] Sent: Friday, March 19, 2010 4:09 PM To: Jaycee Holman Subject: FW: Suggestion for upcoming meeting From: Cassandra Muehlberg [mailto:cmuehlberg@hotmail.com] Sent: Wednesday, February 10, 2010 4:08 PM To: swat@sscwaste.com Subject: Suggestion for upcoming meeting Just a thought, I know my household go a month without trash pickup using the co-mingled recycling program, especially with the 95 gallon wheeled cart. Fewer pick-ups could mean less dollars spent, just dont' know how you would organize it. Thanks for letting me share. Cassie Muehlberg Hotmail: Trusted email with Microsoft's powerful SPAM protection. Sian up now. 3/22/2010 Page 1 of 1 Jaycee Holman From: Symantha Zeimet [syzeimet@sscwaste.com] Sent: Friday, March 19, 2010 4:03 PM To: Jaycee Holman Subject: FW: automated trash system From: grizmtbirdlady@aol.com [mailto:grizmtbirdlady@aol.com] Sent: Monday, March 01, 2010 12:51 PM To: swac@sscwaste.com Subject: automated trash system Dear Committee members, I have a few concerns about the auto system. I have lived in Meridian for 27 years, and I have always been impressed with the fact that they had unlimited trash pickup. It keeps the trash out of neighborhoods and makes our city of cleaner environment. My concern is will there still be unlimited if you pay by the size of can. We have very little trash we put out each week, because we recycle, but occasionally we have yard waste, ie tree limbs, dead plants, etc that we put out. Will we have to pay extra for this? I can see making people who normally generate a lot of trash paying extra, but will it work? My other concern is, I am employed by a business in Meridian that has a dumpster. We already get dumped on by Meridian residents putting there stuff they don't want to put out for trash pickup in our dumpster. I can see a real problem if you are charged by the size of can. There will be a lot of people who will use the small can to save money and dump any extra on businesses. As a business we have had to pay for additional pickups because of the dumping now. What will happen when you start the new program? Why should businesses be stuck with this added cost? Please pass my concerned on to who it may concern, Thank you, Cindy Murphy 3/22/2010 Page 1 of 1 Jaycee Holman From: Symantha Zeimet [syzeimet@sscwaste.com] Sent: Friday, March 19, 2010 4:09 PM To: Jaycee Holman Subject: FW: recycling From: Glen Musser [mailto:musser3693@cableone.net] Sent: Wednesday, February 10, 2010 4:26 PM To: swat@sscwaste.com Subject: recycling When will we be able to include glass with our recycling? Also When our system for garbage goes to the automated service, will we be able to put out the large paper yard waste bags? If not a separate bin should be allowed just for this type of trash. Thank you. 3/22/2010 Page 1 of 2 Jaycee Holman From: Symantha Zeimet [syzeimet@sscwaste.com] Sent: Friday, March 19, 2010 4:06 PM To: Jaycee Holman Subject: FW: Excellent Job! From: Lori Newkirk [mailto:Lori_Newkirk@myfam.com] Sent: Friday, February 19, 2010 2:10 PM To: Symantha Zeimet Subject: Re: Excellent ]ob! Please don't worry about updating me on the coffee shop recycling idea. It's just something to throw into your arsenal of your waste reduction ideas. I'm fine disconnecting from the idea. If it works sometime in the future, great; if not, that's okay, too. Keep up the good workll Lori ---- Original Message --- From: ~mantha Zeimet To: 'Lori Newkirk' Sent: Wednesday, February 17, 2010 9:07 PM Subject: RE: Excellent Job! Hello, Thank you so much for your kind words -you added a huge smile to my hectic day! I passed your information along to the SWAG so they could hear some good feedback for their efforts (they haven't been getting much of that!) as well as consider an area that hasn't been covered. Thank you for your suggestion about recycling at the coffee shops. It is a very interesting idea, and something very well worth considering. I'll keep you posted on the coffee shop recycling idea, Symantha Symantha Zeimet Sanitary Services Company From: Lori Newkirk [mailto:Lori_Newkirk@myfam.com] Sent: Wednesday, February 17, 2010 9:52 PM To: swat@sscwaste.com Subject: Excellent ]ob! Hi, there! 3/22/2010 Page 2 of 2 I enjoyed hearing of the team behind the recycling improvements. Thanks for all your hard work) I thoroughly agree with your goal of residents paying according to the amount of their waste. It only makes sense, since you've made recycling so easy. Here's an idea that's been on my mind the last few years... Is it possible to set up recycling in coffee shops for customers in their 'dining rooms'? When I sit in a coffee shop then throw away my thick-paper cup and plastic lid on the way out, I always feel like we should be recycling those. I often bring my cup home, so I CAN recycle it. It seems we'd need a container for pouring out fluids before recycling. (Something like n spittoon?) Citizens are probably ready. Just a thought. God bless your work! Lori Newkirk, Homemaker 1327 N. Rutledge Ave Meridian, ID 83642 888-7006 3/22/2010 Page 1 of 1 Jaycee Holman From: Symantha Zeimet [syzeimet@sscwaste.com] Sent: Friday, March 19, 2010 4:03 PM To: Jaycee Holman Subject: FW: Mandatory Bins From: D Oldham [mailto:dsoldham2000@yahoo.com] Sent: Saturday, February 27, 2010 7:25 PM To: swat@sscwaste.com Subject: Mandatory Bins I will not be able to attend the meeting Tuesday as it is being held during working hours so I would like to voice my concerns via this a-mail. I believe each household in Meridian will be required to rent either a 65 or 95 gallon trash container starting later this spring. My wife and I do not fill the 35 gallon container we currently use. I don't believe we should be forced to rent a container we do not need. I have been told that we can't opt out of having our trash collected curbside and that we must pay to do so. Will we have an option to only have our collection every other week and be charged only for the days it is collected? We would appreciate if you would schedule meetings at a time that working couples can attend. Doug Oldham 4236 S Tindaris Ave Meridian, ID 3/22/2010 Jaycee Holman From: Symantha Zeimet [syzeimet@sscwaste.com] Sent: Friday, March 19, 2010 4:00 PM To: Jaycee Holman Subject: FW: Meeting Minutes -----Original Message----- From: Bill Nary [mailto:bnary@meridiancity.org] Sent: Thursday, March 11, 2010 6:05 PM To: Symantha Zeimet; Andrea Pogue; Charlie Rountree; Karie Glenn; Nancy Mann; Steve Cory ; Steve Sedlacek Steve Siddoway; Tom Barry Subject: RE: Meeting Minutes Just an FYI. I spoke to a gentleman today, David Oren that would like the committee to discuss that if personal trash cans are not allowed to be used that SSC compensate anyone who has recently purchased any. I explained to him the two recommendations that have been discussed as well. I told him I would share the request that he had. Bill Nary City Attorney/HR Director 33 E. Broadway Meridian, ID 83642 Legal - 208.898.5506 HR - 208.898.5503 Fax - 208.489.0480 Cell - 208.440.3881 -----Original Message----- From: Symantha Zeimet [mailto:syzeimet@sscwaste.com] Sent: Tuesday, March 09, 2010 2:24 PM To: Andrea Pogue; Bill Nary; Charlie Rountree; Karie Glenn; Nancy Mann; Steve Cory Steve Sedlacek Steve Siddoway; Tom Barry Subject: Meeting Minutes Hi Everyone, Here are the minutes from today's meeting. I will post them on the website with a disclaimer that they haven't been approved yet so they are subject to change. Symantha 1 Page 1 of 2 Jaycee Holman From: Jacy Jones Sent: Monday,-March 22, 2010 1:06 PM To: Jaycee Holman Subject: F1N: Public Hearing: Solid Waste Advisory Committee (SWAG) Recommendations for Automatic Collection Just one more comment O Jacy Jones Deputy City Clerk City of Meridian hones meridiancity.or~ 208-888-4433 ext. From: pappyscrapster scrap.[mailto:cannejamm@msn.com] Sent: Monday, March 22, 2010 1:03 PM To: Jacy Jones Subject: RE: Public Hearing: Solid Waste Advisory Committee (SWAG) Recommendations for Automatic Collection Dear Jacy. Very well, and thank you. Please forward my input to the SWAG meeting. Hope it's not to long winded.. In this case I only use the trash service on avg, once in any 2 month cycle, simple sorting/ recycling has made it possible to reduce my need for that service, "wanting to know if there is some method for citizens to get a break on their trash bill", if they are not using it? My main proposal to the City, a monitoring program which at first, could be implemented in a few different ways, IE, Driver could simply track which resident did not receive service, (check mark for now) on a clip board, or if a GPS system is being utilized, then simply input that address, that information would then be forwarded, (electronically) daily, bi-weekly, or monthly to the billing Dept. Down the road a simple bar code reader/scanner, could do this automatically, plus responsible use of the gathered data would be useful for the City's recycling boasting rights, could open some funding avenues to offset or actually fund the program?". I'm hopeful the City is interested in either leading the way on this, or at the very least, wanting to be a huge part in helping to find a solution, 20$ may not seem like much, unless you haven't got it" Savings and benefits not limited to the following, would include the obvious, reducing the consumption/ use of all resources normally used, fuel, maintenance, trucks, roads & staff, In general I see it as a long term win win, and would help to keep the current recycling trend in a forward moving posture. Any chance the Leaders could look into a cooperative solution for those who rarely use the trash service? Thank you Mr ]on Owsley Subject: RE: Public Hearing: Solid Waste Advisory Committee (SWAG) Recommendations for Automatic Collection Date: Mon, 22 Mar 2010 10:39:45 -0600 From: jjones@meridiancity.org 3/22/2010 Page 2 of 2 To: cannejamm@msn.com Good Morning, There is a public hearing tomorrow night at 7:00 pm here at City Hall. We have received almost 100 comments from other concerned citizens that the City Council will be provided so I highly recommend submitting a letter, attending the hearing, or both. You may submit any comments or questions to my a-mail address and I will forward it to the Council. Thank you sir and have a nice day. Jacy Jones Deputy City Clerk City of Meridian hones meridiancity.org 208-888-4433 ext. From: pappyscrapster scrap [mailto:cannejamm@msn.com] Sent: Sunday, March 21, 2010 7:28 PM To: Jacy Jones Subject: Public Hearing: Solid Waste Advisory Committee (SWAG) Recommendations for Automatic Collection Dear Mrs. Jacy Jones. I spoke to you on Fry 19,afternoon, I brought to your attention a question I had regarding the amount of refuse I have picked up, opposed to how much I'm billed, more to the point, I wanted to know if there was any relief for myself or others, as I only put out my refuse can once a month, you informed me about a meeting occurring the 23, and that if I wanted I could to add my question and that I could email in my that input, so it would be considered for said meeting, I need to be sure I'm emailing it to the right place/person, could you tell me where I'm to send that email. 861-8306 Thank you Jon Owsley The New Busy is not the old busy. Search, chat and a-mail from your inbox. Get started. The New Busy is not the old busy. Search, chat and a-mail from your inbox. Get started. 3/22/2010 Page 1 of 1 Jaycee Holman From: Symantha Zeimet [syzeimet@sscwaste.com] Sent: Friday, March 19, 2010 4:08 PM To: Jaycee Holman Subject: FW: Automated trash collection From: Erik [mailto:estim8r@cableone.net] Sent: Tuesday, February 16, 2010 7:12 AM To: swat@sscwaste.com Subject: Automated trash collection To Whom It May Concern: With the change to automated trash collection, I have a question regarding lawn bags that may contain yard debris such as lawn clippings, pruned branches, etc. Will those still be picked up at the same time as the carts; or will they be required to fit within the carts that will replace the standard garbage cans. I believe that it will be difficult to fit one week's worth of household waste in the can along with the yard waste that is created, especially during the heavy growing period. Any feedback or information would be greatly appreciated. Thank you, Erik Pearson EstimBr@cableone.net 3/22/2010 Jaycee Holman From: Symantha Zeimet [syzeimet@sscwaste.com] Sent: Friday, March 19, 2010 3:59 PM To: Andrea Pogue; Jaycee Holman; Bill Nary; Charlie Rountree; Karie Glenn; Nancy Mann; Steve Cory ;Steve Sedlacek ;Steve Siddoway; Tom Barry Subject: FW: Question for upcoming meeting about changes -----Original Message----- From: Erick & Liz Pew [mailto:thepews@mac.com] Sent: Thursday, March 18, 2010 10:35 PM To: swac@sscwaste.com Subject: Question for upcoming meeting about changes Hi, I just want to know what they are planning to do about the extra waste that is generated when you have more than your garbage can can hold. I am not talking about every week(at least I hope) but just once in a while. This is my main concern because it has been wonderful to have a way to get rid of the excess when we need to without being charged extra. I didn't take advantage of this but I know others did and so I know that the future doesn't hold the same kind of wonderful service, but I need to know that there is still going to be a way to address the extra waste issues, so here are my 2 main questions that I need answers to: 1. At the meeting I attended last year they said they would provide a way to buy tags that you could buy inexpensively on the Internet that we could put on extra bags of garbage to have them picked up? Are they still planning to do this? The time when it is the biggest issue is when we have extra yard waste especially in the spring and the fall and when we get oversized items that won't fit in the cans. 2. Next, will they provide several days several weeks apart, NOT just 1 DAY or 1 WEEK, when they would pick up extra garbage in the spring and the fall for FREE? Maybe in the spring it could be 1 or 2 weeks, but in the fall when plants die off at different times we would need several weeks that were spaced out such as 1 in late Oct and 2 in Nov at the beginning and the latter part. It was a good idea by the way to implement recycling first so we could get a better idea of how much we do recycle. If these two above items are being taken care of satisfactorily, then I won't need to come to next week's meeting, but if not then I need to know so I can attend. Thanks, Liz 1 Page 1 of 1 Jaycee Holman From: Symantha Zeimet [syzeimet@sscwaste.com] Sent: Friday, March 19, 2010 4:09 PM To: Jaycee Holman Subject: FW: question on automated collection From: Sandra Pickens [mailto:sanpickens@gmail.com] Sent: Wednesday, February 10, 2010 9:49 PM To: swac@sscwaste.com Subject: question on automated collection I received the "Talkin Trash" flyer and just had a question on the Automated Collection for later this spring. Are we all going to be required to have one of the 2 sized trash carts? We do not have a lot of trash & only have the recycle cart and use a bag for our other trash. Thanks Sandra 3/22/2010 Jaycee Holman From: Symantha Zeimet [syzeimet@sscwaste.com] Sent: Friday, March 19, 2010 4:03 PM To: Jaycee Holman Subject: FW: Automated Trash Collection in Meridian -----Original Message----- From: Scott M. Pook [mailto:spookyrunner@cableone.net] Sent: Saturday, February 27, 2010 10:05 PM To: swac@sscwaste.com Subject: Automated Trash Collection in Meridian SWAC members, Based off of the latest newsletter, it appears that Meridian will be going to an automated trash collection in the Spring of 2010. I have not seen too much mentioned about what is going to be done about grass clippings and yard debris collection. In a previous newsletter, it was mentioned that we should mulch to save room in the automated trash collection cans. I tried this one year and about killed my lawn. In the spring time, my lawn (and everybody else's in the area) produces large amounts of grass clippings. It is not uncommon for me to have 6 to 10 garbage bags of grass clippings per week for the months of April and May. Once it starts heating up, it usually goes down to about 2 to 3 bags which I could probably fit into one of the large trash receptacles with my regular trash but I am concerned with the first couple of months of Spring. Before moving to Meridian in 2000, I lived in Emmett and during the lawn mowing months they had a separate day for grass clipping collection. They would empty the plastic trash bags into the back end of a truck and leave the bags. Then they would take the grass clippings to a location for composting. Sincerely, Scott M. Pook 1 Jaycee Holman From: Symantha Zeimet [syzeimet@sscwaste.com] Sent: Friday, March 19, 2010 4:04 PM To: Jaycee Holman Subject: FW: feedback on recycling/trash -----Original Message----- From: Eric Rawlings [mailto:ericraw2001@yahoo.com] Sent: Friday, February 26, 2010 10:01 AM To: swac@sscwaste.com Subject: feedback on recycling/trash Hi I really like the co-mingled recycling bin vs. the old separation method. We recycle most of our disposed items and this makes it much easier and convenient to do so. However, we find that our bin fills up after only one week, whereas our trash bin, which now only gets a one or two white household-size trash bags in it, is mostly empty. Now, we will switch to the 64 gallon can when you switch to the automated collection process, but would you please consider collecting the recycleables once a week? thanks. Eric Rawlings 1 Page 1 of 1 Jaycee Holman From: RICK Reichert [ret187rick@msn.com] Sent: Friday, March 05, 2010 9:57 PM To: clerk Subject: Automated Waist Pickup My name is Rick Reichert and I live at 1864 N. W. 11th Ave., Meridian. I read through the minutes and saw one recommendation to charge $10 for a missed pick up. I am a widower and don't generate much waist for pick up. I could get along very well with a once a month pick up. That should become a discount. Other than yard waist for which there has, as yet, been no decision on how to manage it, would mean I would have to put out an empty container so the truck would stop and pick up that container and empty the nothing within it and take up that stop time so that I would not have to pay $10 for a missed pick up that I didn't need in the first place. Someone needs to give lesser use a very concerned thought. Thank You Rick Reichert 3/8/2010 Page 1 of 1 • • • Jaycee Holman From: DON ANNE REX [aderex@msn.com] Sent: Tuesday, March 09, 2010 11:25 AM To: clerk Subject: Automated garbage collection system public hearing Thanks for the notice. I will be out of town on March 23rd, but would like to let you know that I have attended earlier meetings about the change to automation. In my opinion, it would be a good move and I am in favor of making the change. It appears to be more efficient, safer, and would make the collectors job easier. Don Rex 1401 N Deep Creek Way Meridian, Id 208 887 5385. 3/9/2010 Page 1 of 1 Jaycee Holman From: Doug Rhinehart [lilrhino@gmail.com] Sent: Tuesday, March 09, 2010 10:19 AM To: clerk Subject: Automatic Trash I am writing to inform you of my position with regard to the automatic trash collection currently being considered. It is my experience that Boise residents are very unhappy with the type of service that automatic collection brings to the table. In reading the mayor's hotline, letters to the editor and other such public publications it is evident that hundreds of bins are passed up daily due to various reasons. I believe it is a benefit to our commuity to have manned trucks in order to ensure that ALL trash is removed. Skipped bins lead to trash in the streets and overflowing bins. I see no benefit to automation to anyone except the refuse hauler. I am also against any additional charges for removing overflow or larger bulk items. This is a valuable service that helps to keep our city clean. In Boise you see abandoned couches, mattresses, washers/dryers sitting next to or in front of garages. It is an eyesore brought about because of the policies of these refuse handling contracts. I urge you to keep Meridian above average in the way that it treats its patrons. We have a clean community and I think this new policy would do nothing to assist in keeping it that way, rather it would be detrimental. Thank you, Doug Rhinehart 2553 N Richter Ave Meridian, ID 83646 208 890 5476 3/9/2010 Page 1 of 1 Jaycee Holman From: Ben & Heather Rice [rites@itrevolution.com] Sent: Friday, March 05, 2010 6:56 PM To: 'Ben & Heather Rice'; clerk Subject: RE: Comments on automatic collection of waste Second copy to include phone number From: Ben & Heather Rice [mailto:rices@itrevolution.com] Sent: Friday, March 05, 2010 6:55 PM To: 'clerk@meridiancity.org' Subject: Comments on automatic collection of waste We currently enjoy the service we get from SSC. The kids watch for the trucks a chat with our guys many weeks. We like their emails and when we've had to call in for something it has been a very good experience. We like that we can leave out one can one week, and three if we have a heavy trash week. My wife and I want to strenuously voice our vote against the proposed plan of "automated" trash pickup. We have always been frustrated by companies and municipal agencies that attempt to charge us for improvement that are better for the company/agency. The wheeled trash bins are an example of this. Since it is so much better for the company, why is there a additional charge to us? It seems greedy, to have us pay for an service that SSC wants to provide for their ease and reduction of expense. I suppose the driving force of this effort is so ultimately they can reduce headcount, reduce liability insurance and other such expenses. Valid goals to be sure for a business, but we are not in favor of the change. If you go to automated, we'll lose the ability to throw away all our trash some weeks, our costs will go up, and we lose the personal contact with the guys. Next step will be along the lines of what they are trying in Britain right now, chips in peoples trash to measure how much they throw away, yet another invasion of privacy. If we are forced into accepting these bins, please make sure it is at no extra expense. In this environment, or any for that matter, we shouldn't have to pay for their cost reductions. Thanks, Ben & Heather Rice 208-888-6938 3/8/2010 Page 1 of 3 Jaycee Holman From: Ben & Heather Rice [rites@itrevolution.com] Sent: Friday, March 12, 2010 10:28 PM To: 'Symantha Zeimet'; clerk Cc: 'Ben & Heather Rice' Subject: RE: SWAC Meeting Minutes Symantha, while I have always appreciated your helpfulness and the service provided by SSC at our curb, I don't see how the rates below would be considered particularly good news. We currently pay $13.45 for all the trash we need to put out, and this new process that it appears we are going to be forced to accept, is going to jack the rate up, yet again to $16.32 a month. Let's take a look at the cost increases that have been assessed over the last 10 years: In February 2000, we paid $7.20 a month In February 2010 we are paying $13.45 a month for garbage collection on the same curb This represents an 87% increase in 10 years It works out to 6.45% increase on average every year -more than double that of inflation across the same period. While this change will ultimately lower costs for SSC, and limit our service, we are being told to pay and additional 21.3% -and that we should consider that good news? This would bring the overall increase in trash rates to an annualized rate increase of 8.5% over our 10 years here. In this time or any, rates of increase greatly in excess of inflation are hard to bear, and almost always tied to industries that have extensive government involvement. As always, my angst is directed at the process, the continued appropriations of our funds, and the proposed limitations of service, not at you. Have a great weekend. Ben and Heather Rice 888-6938 From: Symantha Zeimet [mailto:syzeimet@sscwaste.com] Sent: Friday, March 12, 2010 2:25 PM To: rites@itrevolution.com Subject: I2E: SWAC Meeting Minutes Hi Ben, I think I might have some good news for you. The fee structure recommendation was discussed at great length at several SWAC meetings, and the following rates were decided upon for recommendation to Council: $16.32 per month fora 95-gallon cart, $14.32 per month fora 65-gallon 3/15/2010 Page 2 of 3 cart, and $12.32 per month fora 35-gallon cart. Please bear in mind that Council has the final decision on the rates, and can change them if they don't like them. Have a nice weekend, Symantha From: Ben & Heather Rice [mailto:rices@itrevolution.com] Sent: Wednesday, March 10, 2010 10:41 PM To: 'Symantha Zeimet' Subject: RE: SWAC Meeting Minutes Thanks Symantha. Looks like yet more rate hikes are in being asked for when this goes into place, so it seems we're just being forced to pay for the labor and insurance cost reductions that SSC is implementing. Sigh... Ben From: Symantha Zeimet [mailto:syzeimet@sscwaste.com] Sent: Wednesday, March 10, 2010 1:41 PM To: vices@itrevolution.com Subject: RE: SWAC Meeting Minutes Hi Ben, That's a great question. There are a couple of reasons for the price difference. Right now the cart program is voluntary, so the price is based in part on what people will pay, whereas when the cart is mandatory for collection, the cost is embedded in the rate structure for SSC to break even on the cost. Another reason they cost more now is that SSC had to purchase lifting mechanisms for the back of their trucks in order to dump the carts, and part of the current cart rental goes to pay for that expense, whereas the new automated trucks do not require the special lifting mechanism. I hope that helps answer your question, Symantha From: Ben & Heather Rice [mailto:rices@itrevolution.com] Sent: Tuesday, March 09, 2010 10:57 PM To: 'Symantha Zeimet' Subject: RE: SWAC Meeting Minutes Samantha, how come having the option to buy the cart only saves 50 cents a month when it cost $2.88 to rent them monthly? "Allowing residents to purchase their wheeled carts was a specific topic of discussion. After a lengthy discussion, it was determined that residents would not be able to purchase wheeled carts for the following reasons: Purchasing a cart from SSC for $50.00 would only save a customer 50 cents per month, thus making it take more than 8 years for the container to pay for itself, and in that timeframe, the container would most likely break and the customer would need to purchase a 3/15/2010 Page 3 of 3 new one." Thanks! Ben From: Symantha Zeimet [mailto:listserve@sscwaste.com] Sent: Tuesday, March 09, 2010 2:48 PM To: Symantha Zeimet Subject: SWAC Meeting Minutes The minutes from today's SWAC meeting have been posted at www.sscwaste.com in the "What's New" section, listed under March 9, 2010. The Committee discussed the pros and cons of fully automated collection, tag allowance collection, and general similarities between the two collection systems. Please note that minutes have not been officially approved by the Committee yet, and are therefore subject to change. You are receiving these updates because you requested to be on our mailing list. If you choose not to receive future mailings, please respond to this a-mail and let us know you would like to be removed from our list. Symantha Zeimet Sanitary Services Company • • 3/15/2010 Jaycee Holman From: Symantha Zeimet [syzeimet@sscwaste.com] Sent: Friday, March 19, 2010 4:02 PM To: Jaycee Holman Subject: FW: question about automated system -----Original Message----- From: Keith Ricketts [mailto:rickettsk@mindspring.com] Sent: Wednesday, March 03, 2010 11:14 PM To: swac@sscwaste.com Subject: question about automated system To Whom It May Concern: Is there going to be a provision for people to purchase their own can under this system? It hardly seems fair that we are going to probably pay for that can you give us several times over if we stay in the community very long. Keith Ricketts 1 Page 1 of 1 Jaycee Holman From: Symantha Zeimet [syzeimet@sscwaste.com] Sent: Friday, March 19, 2010 4:08 PM To: Jaycee Holman Subject: FW: Green Waste Recycling and Disposal From: Schultz, Sandra [mailto:schultzs@uidaho.edu] Sent: Tuesday, February 16, 2010 3:35 PM ~To: swac@sscwaste.com Subject: Green Waste Recycling and Disposal Dear Committee members: I am interested to know if there has been any discussion between SSC and the City of Meridian regarding green waste recycling and disposal? Will customers be receiving a separate container for their green waste? If not, I am concerned that the amount of green waste generated on a weekly basis on an average residential property during the spring, summer and fall will not fit into the waste container intended for residential trash collection. Will customers be permitted to continue to put grass trimmings, clippings and leaves in trash bags in addition to their automated waste containers? Additionally, when can we expect that glass will also be added to the list of acceptable co-mingled recycling items? Having worked for a city in Southern California that was a pioneer in automated waste collection and co-mingled recycling prior to moving to Idaho just over a year and a half ago, as well as living in a city where automated waste, co-mingled recycling and green waste recycling has been the standard for many years, I am pleased to see that SSC and the City of Meridian are taking positive steps to encourage residents to reduce the amount of trash needlessly headed to landfills by participating in the co-mingled recycling program. I hope that at some point the program will be mandatory for all customers, residential and commercial, and that some additional thought is going into green waste recycling. I would like to know when and where the next SWAC meeting will be held. Thank you in advance for your reply. Sincerely, Sandy Schultz 2268 W. Dayton Drive Meridian 83642 • 3/22/2010 Page 1 of 1 Jaycee Holman From: Symantha Zeimet [syzeimet@sscwaste.com] Sent: Friday, March 19, 2010 4:06 PM To: Jaycee Holman Subject: FW: Automated Collection From: PAT and DON SECHLER [mailto:DPSECHLER@MSN.COM] Sent: Saturday, February 20, 2010 5:48 PM To: swac@sscwaste.com Subject: Automated Collection Dear Sirs, I have several comments and questions concerning this new automated waste collection program you intend to enforce on me in the very near future. First, I have a lot of very nice landscaping with trees and shrubbery, plus a 12'x12' garden that require periodic maintenance along with a fairly large grass yard. Typically during the summer and fall months, I produce a number of bags of waste from my property that, until now, I placed at curbside along with my house trash to be picked up by waste management. With this new automated collection program, am I to believe that I will no longer be able to place these bags of yard waste at curb side? Will I be required to place these bags of yard waste into these containers that I-will be forced to pay for? And if they don't fit, then what...will I be forced to take them to the landfill station myself and pay for it? Seems to me that I may lose incentive to maintain a nice and presentable yard if I have to take clippings and such to the dump every month. What is wrong with the current system? Why fix it if it isn't broke? Your new waste management system, at least to me, isn't needed. This is just another way of forcing more money out of our pockets for an unneeded and unwanted program. I'm sure other residents with even bigger yard management requirements will be even more concerned and upset than I. Please consider my comments and questions when deciding the future of my waste management concerns. I would appreciate a reply. Thank you. Don Sechler 2830 S. Simmental Ave. Meridian, ID 83642 Home: 888-2646 3/22/2010 Re: Automated Collection feedback Page 1 of 3 Jaycee Holman From: Symantha Zeimet [syzeimet@sscwaste.com] Sent: Friday, March 19, 2010 4:05 PM To: Jaycee Holman Subject: FW: Automated Collection feedback From: ].D. Sexton [mailto:jdsexton09@cableone.net] Sent: Wednesday, February 24, 2010 8:20 PM To: Symantha Zeimet Subject: Re: Automated Collection feedback So based on what I will probably use, my rate will go up. Another question that just came to mind, what happens when we have yard debris that exceeds our cart? Will the driver get out and put it in the truck? Will they leave it behind? Will we get some type of surcharge for excess garbage? Your working pretty late...have a good night. On 2/24/10 5:13 PM, "Symantha Zeimet" <syzeimet@sscwaste.com> wrote: HiJD, Sorry for missing some of your questions. Hopefully I can get them all answered this time. The fee structure recommendation is going to be discussed at the next SWAC meeting, which will be Tuesday, March 2 at 11:00. Once the SWAC has a recommendation to Council, I will publish the rates in the minutes. The rates that SSC is proposing are $16.33 per month fora 95-gallon cart, $14.32 per month fora 64-gallon cart, and $12.32 per month fora 35-gallon cart. The SWAC will most likely accept these amounts and recommend them to Council. However, Council has the final decision on the rates, and can change them if they don't like them. With automated collection, you fill your container(s) during the week and roll it to the curb on your regular trash day. A truck equipped with a mechanical arm lifts it from the street and empties its contents into the truck without the driver ever leaving the vehicle. This system is successfully being used in thousands of communities throughout the United States. What Are The Benefits of This New System? • You choose the size of trash and recycling container that best fits your needs. • Curbside recycling will be co-mingled, making it faster and easier to recycle. • The recycling cart is free, so the more you recycle, the less you throw away, thus saving you money. • Wheeled carts roll easily to the curb, and are durable to reduce tipping and spilling. • Consistency in containers helps neighborhoods look neater and cleaner. • No need to purchase trash cans. . Reduces injuries to SSC trash haulers. I hope that helps, 3/22/2010 Re: Automated Collection feedback Symantha From: J.D. Sexton fmailto:jdsexton09@cableone.net] Sent: Wednesday, February 24, 2010 7:04 PM To: Symantha Zeimet Subject: Re: Automated Collection feedback Page 2 of 3 Thanks for the response. You answered some of my questions but not all. I guess you are working on the other questions. However, you said in one part that the cost of the cart will be included in the "new trash rate" and in another part you state that "the rates will not be increased." Since I currently do not rent a cart, this implies that my rate will go up. For folks who are already renting carts, I assume that their rate will stay the same. As you put more information out to the public you may want and try to explain how the automated collection process will encourage recycling, I don't think I see the correlation. I am also interested in the EPA mandating automated collection, I would think that your industry would be raising somewhat of a fuss due to the costs involved. Since I haven't seen any red flags being raised by your industry I am guessing it goes back to the phrase; "what's in it for me7" I will enjoy reading your responses to my other questions. Thanks, JD On 2/24/10 3:15 PM, "Symantha Zeimet" <syzeimet@sscwaste.com> wrote: Hello, Thank you for taking the time to contact the SWAC regarding your suggestions and concerns with the automated collection conversion. I have shared your email with the Committee. Currently, renting a wheeled trash cart is voluntary, and that's why there is a rental fee attached to it. When the conversion to automated collection occurs, the cart is included in the new trash rate because it is needed in order for SSC's trucks to collect the trash. Therefore, it will be included as part of your trash service, but will remain the property of SSC. Curbside recycling is included as part of your trash service, so there is no charge for the recycling cart. A lot of folks are worried about their rates increasing because of the new system. The rates will not be increased. The proposed rate right now is a 95-gallon cart will cost the same as what people renting a cart pay now. The other cart sizes are less. Council has to approve this of course, but what SSC has proposed to the SWAC is not an increase in trash service rates. There are several reasons for the conversion. The Ada County landfill is filling up at a very fast rate, automated collection will encourage recycling and thus reduce the amount of trash being sent to the landfill, and the EPA is going to require all collection to be automated sometime in the near future (to reduced injuries to trash haulers) so we will be forced to go automated when that regulation goes into effect. 3/22/2010 Re: Automated Collection feedback I hope this information helps alleviate some of your concerns. Again, thank you for your input, symantha symantha Zeimet Sanitary Services Company From: J.D. Sexton fmailto:jdsexton09@cableone.net] Sent: Wednesday, February 24, 2010 2:55 PM To: swat@sscwaste.com Subject: Automated Collection feedback Page 3 of 3 You are asking for input from customers concerning the upcoming Automated Collection. Here are my thoughts based on what I know, which is admittedly not much. 1. Provide greater details about the program. 2. Are we going to have an option about having a wheeled cart? I don't mean by choosing a size. In other words, will I be able to participate if I only use trash cans? 3. Assuming I am required to participate with a wheeled cart, will they be at no cost? 4. If I am forced to pay for the cart is then my bill will go up approximately $2.88 per month (according to your news letter) where does the cost savings go? a. At $34.56 per year, the customers will pay for the carts, thereby recouping your costs. b. Since the employees will not be lifting any trash cans, there should be a reduction in workmen's compensation and disability insurance costs. c. Since the Automated Collection system should increase productivity, there is a possibility of reducing staff and thereby saving wages and compensation. So what I see so far is increased profits for your company, increased costs for me and no discernable benefits for me. This is not one of those win-win situations. So my bottom line is, tell me how this will make my life better. Thanks, JD Sexton 3/22/2010 Page 1 of 1 Jaycee Holman From: Symantha Zeimet [syzeimet@sscwaste.com] Sent: Friday, March 19, 2010 4:01 PM To: Jaycee Holman Subject: FW: Thoughts on Automated Collection From: Laura Smith [mailto:Ismith@barkingsoflware.com] Sent: Saturday, March 06, 2010 12:47 PM To: swac@sscwaste.com Cc: Alex Smith Subject: Thoughts on Automated Collectio Hello, I just wanted to say that you claim that this automated collection provides me, the resident, with more options and fairness. I disagree. You take away my right to use the cans I've already purchased and you'll impose a monthly fee to use the can you will mandate I use. This is does not provide more options, it provides less and it's not fair, as I already have shelled out money for my current cans. How about you purchase the cans I already have and allow me to purchase the can you will supply. I'd much rather pay a reasonable price for the can than rent it. -Laura Smith 208-936-4249 3/22/2010 Page 1 of 1 Jaycee Holman From: Symantha Zeimet [syzeimet@sscwaste.com] Sent: Friday, March 19, 2010 4:09 PM To: Jaycee Holman Subject: FW: wheeled carts From: Semptynest@aol.com [mailto:Semptynest@aol.com] Sent: Thursday, February 11, 2010 9:05 AM To: swat@sscwaste.com Subject: Re: wheeled carts Good Morning and thank you for answering our questions. because we still use our trash bags-so now we can change over to the 64 gal. trash cart, any time you want to deliver a 64 gal trash cart to our home would be find. thanks and have a great day Darlene Sprague 1802 W. Calcite Ct. Meridian, Id semp~t rnest ,~aol.com 3/22/2010 Page 1 of 1 Jaycee Holman From: Symantha Zeimet [syzeimet@sscwaste.com] Sent: Friday, March 19, 2010 4:09 PM To: Jaycee Holman Subject: FW: wheeled carts From: Semptynest@aol.com [mailto:Semptynest@aol.com] Sent: Wednesday, February 10, 2010 9:37 PM To: swac@sscwaste.com Subject: wheeled carts We just received our bill- on to Talkin Trash-why rent a 65 gallon trash or recycle cart- why can not we just purchase one? Renting cost $2.88 per month or $34.56 per year to rent How much would a 65 gal. trash cart cost to own? Our we renting a recycle cart now? In the long run thinking buying one would save us money and saving is our game, how about SSC, is saving your game? Please let us know. sincerely Yours Paul & Darlene Sprague semp~t rnest@aol.com 3/22/2010 Page 1 of 2 Jaycee Holman From: Symantha Zeimet [syzeimet@sscwaste.com] Sent: Friday, March 19, 2010 4:04 PM To: Jaycee Holman Subject: FW: Suggestion From: Lisa Stephenson [mailto:Imstephenson80@hotmail.com] Sent: Thursday, February 25, 2010 11:54 AM To: syzeimet@sscwaste.com Subject: RE: Suggestion Symantha, Thanks for your informative response. I was unaware there was adrop-off in Boise, could I bring glass there for recycling? If so could you please pass along the address? Thanks so much! N Lisa From: syzeimet@sscwaste.com To: Imstephenson80@hotmail.com Subject: RE: Suggestion Date: Thu, 25 Feb 2010 11:40:15 -0500 Hi Lisa, Thank you for taking the time to contact the SWAC regarding your suggestions and concerns about glass recycling. I have shared your email with the Committee. Unfortunately, there is no place for SSC to take glass for recycling, so we are not able to offer that service curbside, nor are we able to offer drop off locations like Boise has. We have met with ACRD several times and they are not willing to let us partner with them as they have with Boise. We honestly are continuing to look for possibilities because we know that Meridian residents want that service available to them. Again, thank you for taking the time to let the SWAC know your concerns, Symantha Symantha Zeimet Sanitary Services Company From: Lisa Stephenson [mailto:Imstephenson80@hotmail.com] Sent: Thursday, February 25, 2010 10:32 AM To: swac@sscwaste.com Subject: Suggestion Please find some way to accept glass for recycling. It is a terrible waste of a resource that is easily reused! I would be willing to pay a dollar a month more if I didn't have to throw it all away. 3/22/2010 Page 2 of 2 Good luck! Hotmail: Free, trusted and rich email service. Get it now. Hotmail: Powerful Free email with security by Microsoft. Get it now. 3/22/2010 Page 1 of 1 Jaycee Holman From: Symantha Zeimet [syzeimet@sscwaste.com] Sent: Friday, March 19, 2010 4:08 PM To: Jaycee Holman Subject: FW: automated collection From: AI Stewart [mailto:n2toys@hotmail.com] Sent: Friday, February 12, 2010 10:33 AM To: swac@sscwaste.com Subject: automated collection Just a comment... We have two of the large containers plus a large recycle bin. If I had to guess 1 would think that we are likely in the bottom 1/3 of customers when you look at how much trash we put out. My wife has MS, my son has diabetes and is suffering from kidney failure and heart disease. I am on Social Security and work part time. We use the large containers primarily for convenience. In summer we put one out more regularly because of the heat. In winter we put them out only about 1/3 or 1/4 of the time. Maybe there is a way to identify those that put out more trash using something other than container size. AI Stewart 1378 N Oak Creek Way 888-3429 3/22/2010 Page 1 of 2 Jaycee Holman From: Symantha Zeimet [syzeimet@sscwaste.com] Sent: Friday, March 19, 2010 4:05 PM To: Jaycee Holman Subject: FW: Automated Collection System From: stlomc@aol.com [mailto:stlomc@aol.com] Sent: Wednesday, February 24, 2010 5:29 PM To: swac@sscwaste.com Subject: Re: Automated Collection System Thanks for the info. . -Original Message- From: Symantha Zeimet <swac@sscwaste.com> To: stlomc@aol.com Sent: Wed, Feb 24, 2010 3:08 pm Subject: RE: Automated Collection System Hello, Thanks for the reminder! You raised a really good point that hasn't been addressed recently. We first started discussing automated collection last summer, and I guess we forgot that not everyone knows what we're talking about! With automated collection, you fill your container(s) during the week and roll it to the curb on your regular trash day. A truck equipped with a mechanical arm lifts it from the street and empties its contents into the truck without the driver ever leaving the vehicle. This system is successfully being used in thousands of communities throughout the United States. What Are The Benefits of This New System? . You choose the size of trash and recycling container that best fits your needs. • Curbside recycling will be co-mingled, making it faster and easier to recycle. . The recycling cart is free, so the more you recycle, the less you throw away, thus saving you money. • Wheeled carts roll easily to the curb, and are durable to reduce tipping and spilling. • Consistency in containers helps neighborhoods look neater and cleaner. • No need to purchase trash cans. • Reduces injuries to SSC trash haulers. I hope that helps, Symantha Symantha Zeimet Sanitary Services Company 3/22/2010 Page 2 of 2 From: stlomc@aol.com f mailto:stlomc@aol.com] Sent: Wednesday, February 24, 2010 2:47 PM To: swacCc~sscwaste.com Subject: Automated Collection System I've heard about the Automated Collection System, but nothing that I've seen defines it. What is the Automated Collection System? 3/22/2010 Page 1 of 1 Jaycee Holman From: Symantha Zeimet [syzeimet@sscwaste.com] Sent: Friday, March 19, 2010 4:08 PM To: Jaycee Holman Subject: FW: automated collection From: Jason Styba [mailto:jasonstyba@cableone.net] Sent: Monday, February 15, 2010 11:03 AM To: swat@sscwaste.com Subject: automated collection Please leave an option out there for people who buy their own personal trash cans to not have to pay extra for trash pickup, or at least lower the cost to compensate if 'renting' becomes mandatory for those on the city trash service. Also, what about giving people a credit if they recycle to help offset the extra cost of a mandatory wheeled cart rental? Also, the comingled recycle bins are not really any more convenient than the prior method, since we have to throw the items in a bin anyway and already had a system in place for sorting individually. It seems that the cost for what the individual easily did for years shouldn't be passed on to the sorting center and thus making our recycling efforts of no gain (i.e °no extra revenue to return to Meridian's Community Recycling Fund). -Crossroads Subdivision Resident 3/22/2010 Page 1 of 1 Jaycee Holman From: Symantha Zeimet [syzeimet@sscwaste.com] Sent: Friday, March 19, 2010 4:09 PM To: Jaycee Holman Subject: FW: Automated Trash Collection Feedback From: Tony & Vonda Teitenberg [mailto:tteitenb@q.com] Sent: Wednesday, February 10, 2010 8:23 PM To: swat@sscwaste.com Subject: Automated Trash Collection Feedback I wanted to give you some feed back on the automated trash collection. I am all for the idea of you converting your operation to automated trash collection. Although I am unclear on if there is going to be an increase in the fee you pay today. I don't think there should be since you will no doubt be saving on labor and ergonomic claims and you must already have the equipment on the trucks since you already have this in place for those with the wheeled carts. Seems your savings will offset the cost of having to buy more carts. Thanks, Tony Teitenberg 3/22/2010 Page 1 of 2 Jaycee Holman From: Symantha Zeimet [syzeimet@sscwaste.com] Sent: Friday, March 19, 2010 4:11 PM To: Jaycee Holman Subject: FW: February SSC At-A-Glance From: Hal Wallentine [mailto:hwallentine@cableone.net] Sent: Monday, February 01, 2010 3:54 PM To: Symantha Zeimet Subject: Re: February SSC At-A-Glance It sounds like we will all be required to switch to the automated collection sometime in the near future whether we want to do so or not. I am wondering if SSC is willing to pay us for the trash receptacles we now have?? I have three and two are in great condition. I thought not. How soon can we expect to have our bill increased by the cost of the wheeled cart??? And is our garbage fee going to increase also in addition to the fee for the cart??? Also, thanks for the monthly updates. Hal Wallentine -- Original Message ---- From: Symantha Zeimet To: Svmantha Zeimet Sent: Monday, February 01, 2010 10:12 AM Subject: February SSC At-A-Glance SSC At-A-Glance Update for February 2010 ***************************************************************************** Upcoming Dates to Remember: Presidents' Day - Monday, February 15. No interruption of trash and recycling collection services. Household Hazardous Waste Collection - Every Monday except major holidays from 12 Noon to 7:00 P.M. in the parking lot of Sanitary Services Company, 2130 W. Franklin Road (between Linder and Ten Mile). For more information, please call SSC at 888-3999. ***************************************************************************** 64-Gallon Wheeled Trash Carts Are Now Available Have you wanted the convenience of renting a 95-gallon wheeled cart but thought they were too large, or do you currently rent a 95-gallon cart but would like a smaller size? SSC now has 64-gallon carts available for rent to Meridian residents. To help prepare for the possible conversion to automated collection later this spring, SSC is letting residents who currently rent a 95-gallon wheeled cart trade 3/22/2010 Page 2 of 2 it for a smaller 64-gallon wheeled cart. The cost to rent either size cart is $2.88 per month at this time. Call SSC at 888-3999 to order a cart. ***************************************************************************** The Meridian Solid Waste Advisory Committee (SWAG) Takes On a New Role The SWAG will now serve primarily as a forum for citizen input. If you would like to contact the SWAG with suggestions, complaints, or concerns regarding solid waste collection and recycling in Meridian, please send an email to swat@sscwaste.com and the Committee will address your comments at their meetings. If you would like to attend a SWAG meeting, please contact the City Clerk's Office at 888-4433. ***************************************************************************** You are receiving these updates because you requested to be on our mailing list. If you choose not to receive future mailings, please respond to this e-mail and let us know you would like to be removed from our list. Symantha Zeimet Sanitary Services Company C 3/22/2010 Page 1 of 2 Jaycee Holman From: Symantha Zeimet [syzeimet@sscwaste.com] Sent: Friday, March 19, 2010 4:09 PM To: Jaycee Holman Subject: FW: Advisory Committee From: Hal Wallentine [mailto:hwallentine@cableone.net] ant: Thursday, February li, 2010 2:27 PM To: Symantha Zeimet Subject: Re: Advisory Committee Thanks for the update. Reading your statement, "it will be included as part of your trash service" jumps out at me to say that I perhaps won't be charged a separate fee for the cart but the trash service rate will be increased. In other words, I still expect to see the automated collection program to cost Meridian residents more money. Time will tell. Right?? Have a good day. Hal W. -- Original Message - From: Symantha Zeimet To: 'Hal Wallentine' Sent: Wednesday, February 10, 2010 8:18 PM Subject: RE: Advisory Committee Hi Hal, Thanks for taking the time to write down your concerns for the SWAC -your input was greatly appreciated. Currently, renting a wheeled trash cart is voluntary, and that's why there is a rental fee attached to it. When the conversion to automated collection occurs, the cart is included in the new trash rate because it is needed in order for SSC's trucks to collect the trash. Therefore, it will be included as part of your trash service, but will remain the property of SSCs. Curbside recycling is included as part of your trash service, so there is no charge for the recycling cart. A lat of folks are worried about their rates increasing because of the new system. I think most Meridian residents will be pleased that their trash rates will stay the same or even go down, depending on what size trash cart they choose. (This is of course dependent on Council approving the proposed rates that SSC has drawn up.) I hope this information helps! Thanks for all your great input, Symantha 3/22/2010 Page 2 of 2 From: Hal Wallentine [mailto:hwallentine@cableone.net] Sent: Tuesday, February 02, 2010 6:55 PM To: Symantha Zeimet Subject: Re: Advisory Committee Symantha, I appreciate the "special' invitation; however the time frame does not work for me. I will mention a few things that may be considered as the powers that be discuss automated waste collection: 1. It appears to me that there could be some savings generated with automated collection by the elimination of the manpower presently required. If this assumption is correct, why should the citizens have to pay a rental fee for the carts? 2. Assuming there is a valid reason for the rental fee, it is hoped that the savings would help to eliminate the need to increase the garbage collectiion fee. 3. In my previous message, I mentioned the possibility of SSC purchasing the trash cans which the citizens would not longer need if the automated system comes into play. I was joking about that possibility primarily because I know it would never happen. 4. Finally, I not completely against the automated system but I do fail to see the need to pay a rental fee for the cart and would also hope the City of Meridian does not feel a need to increase the collection fee again. It seems that every time we turn around they are increased water and sewer fees. We do not need anymore fees or increase in fees tossed at us. Thank you. Hal Wallentine --- Original Message - From: ~mantha Zeimet To: Hal Wallentine Sent: Tuesday, February 02, 2010 2:16 PM Subject: Advisory Committee Hi Hal, The Meridian SWAC is meeting next Tuesday from 2:00 - 4:00 at Meridian City Hall, and they asked me to invite you to attend the meeting. I am attaching the agenda so you can see what they will be discussing. The SWAC is very interested in your input, so I'm hoping that you can attend. Thank you, Symantha 3/22/2010 Page 1 of 1 Jaycee Holman From: Symantha Zeimet [syzeimet@sscwaste.com] Sent: Friday, March 19, 2010 4:05 PM To: Jaycee Holman Subject: FW: trash collection From: terri.l.williamson@att.net [mailto:terri.l.williamson@att.net] Sent: Wednesday, February 24, 2010 3:55 PM To: swat@sscwaste.com Subject: trash collection I would appreciate it if you would consider those families in Meridian who have vegetable and flower gardens. Are there options for families that include solid waste, recycling and another cart that is dedicated to green refuse? This could include lawn clippings, leaves, small branches, etc. We would appreciate some information and discussion regarding this. Thank you, Terri Williamson 3/22/2010 Page 1 of 3 • • Jaycee Holman From: Symantha Zeimet [syzeimet@sscwaste.com] Sent: Friday, March 19, 2010 4:04 PM To: Jaycee Holman Subject: FW: Automated trash collection From: William Woodward [mailto:bil12243id@yahoo.com] Sent: Thursday, February 25, 2010 12:39 PM To: Symantha Zeimet Subject: RE: Automated trash collection Dear Symantha, Thank you very much for your informative letter, and for passing on my ideas to the committee. Sincerely, William Woodward --- On Wed, 2/24/10, Symantha Zeimet ~syzeimet@sscwaste.com> wrote: From: Symantha Zeimet <syzeimet@sscwaste.com> Subject: RE: Automated trash collection To: "'William Woodward"' <bi112243id@yahoo.com> Date: Wednesday, February 24, 2010, 5:40 PM Hi William, Thank you for taking the time to contact the SWAC regarding your suggestions and questions with the automated collection conversion. I have shared your email with the Committee. Yard waste has been discussed at great length during the Advisory Committee meetings. Yard waste can be placed in the wheeled carts along with your trash each week for collection. For residents that have large amounts of yard waste, the SWAC is going to recommend to Council that it be collected as a "Special Collection Service" with a fee attached. If you would like to read the Committee discussions, I have posted them online at www.sscwaste.com - I will continue to post approved minutes after each meeting. SSC will continue to have two weeks of free leaf collection in the fall as usual, so long as the leaves (branches, yard trimmings, garden trimmings, etc.) are in the paper lawn bags. The SSC Transfer Station also accepts yard waste at a reduced fee, so residents have that option if they are able to get it to the transfer station. There are plans to build a compost facility in Meridian in the future, but that is at least two years down the road. 3/22/2010 Page 2 of 3 The last meeting of the SWAC dealt specifically with bulky item collection. The SWAC recommended the term "Special Collection Service" rather than "Bulky Waste Collection." The question of whether or not a charge should be implemented for bulky waste collection (sofas, washing machines, desks, etc.) was discussed at great length. Currently, this service is provided free of charge, except for items containing Freon. Other disposal options to residents include donating the items, disposing of the items at the SSC Transfer Station, or driving the item to the Ada County Landfill. The SWAC suggested changing the collection fees to a $20 charge for the first 10 minutes, and $20 for each 10 minute increment thereafter. This service would include yard waste and any other items that do not fit into the SSC-provided wheeled carts, and customers would be required to call SSC to request this service. The City Attorney is a Committee member, and he and his staff are revising the Meridian Solid Waste Ordinance, so I will be sure and mention your suggestion about wheeled cart storage at our next meeting. I hope this information helps alleviate some of your concerns. Again, thank you for your input, Symantha Symantha Zeimet Sanitary Services Company From: William Woodward [mailto:bil12243id@yahoo.com] Sent: Wednesday, February 24, 2010 1:49 PM To: swac@sscwaste.com Subject: Automated trash collection Dear Committee members, I'm writing in response to upcoming conversion to automated trash collection. I applaud moving toward a system that reduces the chance of injury to employees. I also think it makes sense to reduce trash going to local landfills. Currently, I recycle much of what used to go in the trash can, so the volume of garbage from my household has been much reduced. There is a problem during the growing season disposing of compostable waste. Currently, that waste must be mingled with garbage. I have mature plants and trees that require pruning throughout the growing season. I would like to be able to dispose of compostable waste separately from garbage waste. Perhaps we should consider a system where compostable waste could be disposed of separately from garbage. Grass clippings and shrubbery clippings, plus the occasional tree limb can take a great deal of space in a trash container. 3/22/2010 Page 3 of 3 I also have a concern regarding large items that will not fit into the automated trash containers. How will those be dealt with? I hope this new system does not result in people accumulating unsightly items on their property because there is no easy way to dispose of those things. Lastly, I would like a city ordinance passed requiring people to keep their trash and recycling containers out of sight from the street except on pickup day and the evening preceding it. Currently, our city is blighted with the sight of trash cans perpetually stored in front of people's homes and garage areas. It is very unsightly. If an ordinance is not passed, perhaps frequent reminders in the Talkin Trash newsletter would motivate some people to consider finding ways to hide their trash and recycling containers during most of the week. It would result in a more attractive city. Thank you, William Woodward 2243 W Chateau Dr Meridian, ID 83646 • • 3!22/2010 Page 1 of 2 Jaycee Holman From: Symantha Zeimet [syzeimet@sscwaste.com] Sent: Friday, March 19, 2010 4:09 PM To: Jaycee Holman Subject: FW: Meridian Automated Collection (Trash 8 Recycling) From: Fred T. Wyneken [mailto:fwyneken@gmail.com] On Behalf Of Fred T. Wyneken Sent: Thursday, February il, 2010 11:44 AM To: Symantha Zeimet Subject: Re: Meridian Automated Collection (Trash & Recycling) Hi Samantha: Indeed, that is good news! Actually, if the 35 gallon cart is offered, it would even be better than the 48 gallon size offered by Boise but either one would be a vast improvement. Sure appreciate your quick response and I look forward to hearing the final outcome. Thanks, Fred -- Original Message -- From: Symantha Zeimet To: 'Fred T. Wyneken' Sent: Wednesday, February 10, 2010 7:43 PM Subject: RE: Meridian Automated Collection (Trash ~ Recycling) Hi Fred, Thank you for taking the time to express your concerns to the SWAC regarding automated collection. I have passed along your comments to the Committee. Your points are very valid, and I have good news far you! SSC is actually going to have a smaller 35-gallon cart available to residents who generate little or no trash. The cart is not being advertised but will be recommended by the trash haulers themselves. (The haulers will tell SSC, SSC will contact the customers and offer them the smaller cart size.) Thank you for your feedback, Symantha Symantha Zeimet Sanitary Services Company From: Fred T. Wyneken [mailto:fwyneken@gmail.com] On Behalf Of Fred T. Wyneken Sent: Wednesday, February 10, 2010 4:34 PM To: swac@sscwaste.com Subject: Meridian Automated Collection (Trash & Recycling) Hello: 3/22/2010 Page 2 of 2 I'm sure there are many residents who have this concern about the new wheeled trash and recycling carts: They are HUGE! This poses a serious problem for storage in the garage. We simply don't have room to store two big carts in our 2-car garage, even the 64 gallon size, and our homeowner's association rules require these carts to be concealed from public view. We don't have a fence around our property so we must store them in the back of our house. This is a major issue that was apparently never considered in planning the automated collection program. Many residents are either single or just couples that simply do not generate enough trash or recycling to even begin to full the 64 gallon carts. My wife and I currently have our own single 32 gallon wheeled trash cart and we only put it out every other week at the most. And the 64 gallon recycling cart we have is only full and put out every 6 weeks because I must drag it from behind the house across the lawn to the curb. In the City of Buise, they implemented the automated program for both trash and recycling last year and they offer three sizes of carts for both the trash and mixed recycling: 95 gallon, 64 gallon, and 48 gallon. Residents have a choice as to which size to get for each type. Their trucks appear to have the same size arm as Meridian's recycling trucks, and the same truck in Boise picks up all three sizes of carts. I would strongly urge you to check with the City of Boise regarding the 48 gallon size and then do a survey in an issue of "Talkin Trash!" to see how many residence would prefer that size. I'll bit you would be surprised. That size could then be offered as an option for both the trash and recycling. These sizes are much more convenient to find room in the garage and they are far easlier for the elderly to wheel out to the curb. Thank you for considering this matter and we would appreciate a reply when a final decision is made on this third smaller size. Fred & Bonnie Wyneken 2158 S. Weimaraner Way Meridian, ID 83642 (208) 884-3231 3/22/2010 Page 1 of 1 Jaycee Holman From: Symantha Zeimet [syzeimet@sscwaste.com] Sent: Friday, March 19, 2010 4:03 PM To: Jaycee Holman Subject: FW: trash cart From: C YODER [mailto:misscaroline53@q.com] Sent: Saturday, February 27, 2010 8:21 PM To: swac@sscwaste.com Subject: trash cart My concern over trash carts is that most of the year I will barely fill the smaller size. But during the growing season I always have a lot of yard waste. Would it be better to just go with the larger size? Will there be the ability to put yard waste in trash bags in addition to the smaller cart? Thanks for answering my questions. Carolyn 3/22/2010 Page 1 of 1 Jacy Jones From: Dianna Green [pauliannagreen@gmail.com] Sent: Tuesday, March 23, 2010 9:15 AM To: clerk Subject: tonight's meeting considering Automatic Collection system Husband just out of hospital from major surgery, will miss the meeting. We aze thrilled with co-mingled recycling and aze looking forwazd to the automatic collection system for residential trash. We feel this will encourage folk to seriously consider recycling which is a win-win situation. Thank you for "listening"... Paul & Dianna Green 1520 W 1st St Meridian, ID 83642 (208) 888-9759 3/23/2010 Jacv Jones From: Erick & Liz Pew [thepews@mac.com] Sent: Monday, March 22, 2010 5:41 PM To: clerk Subject: Comments about Solid Waste Collection March 22, 2010 To Whom it May Concern, I already emailed a copy of these comments to the Sanitary Services Company and thought I would send this on to the City Council for the meeting on March 23. I am going to try and attend, but in case I can't make it I want these comments on record since it appears we are going to all be put on automated garbage pick-up. 1. At the meeting I attended last year they said they would provide a way to buy tags inexpensively on the Internet that we could put on extra bags of garbage to have them picked up. I DEFINITELY WANT TO PROPOSE THAT YOU MAKE THIS AN OPTION. The time when it is the biggest issue is when we have extra yard waste especially in the spring and the fall and when we get oversized items that won't fit in the cans. I for one would like this option because I can get a lot of waste from Fall clean-up from the garden and yard debris and some from the Spring as I prune to get ready for Summer. I simply don't have the area to compost everything I have to get rid of and I can't afford to hire someone every time to come and take it all away. Also, there are a few times when I can't see taking one item clear out to the dump just because it won't fit in a can now. If you don't allow for this option I am afraid that we will see people just dumping trash where we don't want it because they can't or won't go all the way to a dump just to get rid of 1 or 2 items that don't fit in a can. I believe that tagging extra garbage would make those who abused the system before at least think twice about what they put out. 2. Next, I would propose that you provide 1-2 weeks in the spring and especially in the fall when they would pick up extra garbage for FREE? Maybe in the spring it could be 1 or 2 weeks, but in the fall when plants die off at different times we would need several weeks that were spaced out such as 1 in late Oct and at least 1 and maybe 2 different weeks in Nov when we could leave out extra yard waste to be collected for free. Someone said they would still do that as long as it was in paper bags? But when you prune bushes it is hard to take the time to cut it all up to fit in one of those paper bags. They just need to be cut and bundled. Even that is a lot of work but not as bad. PLEASE consider this options. I realize that you are trying to save the Collectors backs and that is all good and that it would be simpler to just not worry about options, but the fact is that MERIDIAN IS STILL VERY RURAL, and it needs to be treated as such and if there is no way to have this extra yard waste picked up then there will be a lot of unhappy people and there could again be people who would just dump it where we don't want it. Thanks for your consideration. Liz Pew 895-0188 email---accounts@boisepews.us 1 Page 1 of 1 • • • Jaycee Holman From: Symantha Zeimet [swac@sscwaste.com] Sent: Thursday, March 25, 2010 7:10 AM To: Bill Nary; Charlie Rountree; Karie Glenn; Nancy Mann; Steve Cory ;Steve Sedlacek ;Steve Siddoway; Tom Barry; Jacy Jones; Jaycee Holman; Sheree Finch Cc: mayortammy; Keith Bird; David Zaremba; Brad Hoaglun Subject: FW: Automated trash pickup in Meridian Here's another email for your files. From: David McCuen [mailto:dmccuen@cheetah.com] Sent: Thursday, March 25, 2010 1:30 AM To: 'swac@sscwaste.com' Cc: David McCuen Subject: Automated trash pickup in Meridian To whom it may concern: I've been living in Meridian for 5 and a half years now, and I've always loved this ability to throw anything away. It just seems so purely American to me. Idaho... the last bastion of freedom! I've always bragged to my out of state friends about this (seriously). I used to live in California, and dealt with having to throw things away a little bit at a time in order to deal with the only-what-fits-in-your-garbage-can rule. Well, here we are, going the way of California! California! So, so sad. Please give us some kind of way to throw our trash away without having to drive 15 miles to the dump. That's all I can say. But this is such a big deal to me, it could be worth moving to a more freedom-loving town like Star or Emmet if necessary. Please make some kind of arrangement. Regards. David McCuen 1980 E. Comisky Ct. Meridian, ID 83646 3/26/2010 TE 10-005 MERIDIAN CITY COUNCIL MEETING March 23, 2010 APPLICANT DBSI Tanana Valley, LLC ITEM NO. 7C REQUEST Public Hearing - 18-month Time Extension to obtain the City Engineer's signature on the first Final Plat for Cavanaugh Subdivision - 465 E. Victory Road • • 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: COMMENTS RQQcOJ~ Date: Phone: Emailed: Staff Initials: Materials presented at public meetings shall become property of the Cffy of Meridian. VAC 10-001 MERIDIAN CITY COUNCIL MEETING March 23, 2010 APPLICANT Dave Evans Construction ITEM NO. 7D REQUEST Public Hearing -Vacation of the 20-foot public domestic water easement platted on Lots 45 and 46, Block 7 of Sundance Subdivision No. 5 for Settlers Crossing - NEC of Meridian Road and Ustick Road • • 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: Emailed: Staff Initials: Materials presented at public meetings shall become property of the City of Meridian. COMMENTS J~ Q~ ~Q Phone: MERIDIAN CITY COUNCIL MEETING March 23, 2010 TE 10-001 REQUEST Continued Public Hearing -Approval of an 18-month Time Extension to obtain the City Engineers signature on the Final Plat for Ambercreek Subdivision No. 2 SWC of W. McMillan Road and N. Meridian Road AGENCY COMMENTS APPLICANT Trilogy Development ITEM NO. 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: ~E q~'~~a o,~~,h J ~ ~ M ~ 0.~\~~~ 0~(1 19~, S ~ S~~Q' -R'~pJ~CJ~ 3 0.~ ~ ~ ~ R U OTHER: Contacted: Date: Phone: Emailed: Staff Initials: Matertals presented at public meetings shall become property of the City of Mertdlan. 7E FP 10-002 MERIDIAN CITY COUNCIL MEETING March 23, 2010 APPLICANT Church of Jesus Christ Latter-day Saints ITEM No. 7F REQUEST Final Plat approval of 1 buildable lot and 1 common lot on approximately 4.65 acres in an existing R-8 zoning district for Five Twelve Subdivision -west side of Stoddard, midway between Overland Road and Victory Road • • 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 Mertdlan. COMMENTS ~a~ MERIDIAN CITY COUNCIL MEETING March 23, 201 ~ APPLICANT ITEM NO. SA REQUEST Parks Department -Split Corridor Pump Station Update AGENCY COMMENTS CITY CLERK: CITY ENGINEER: CITY PLANNING DIRECTOR: CITY ATTORNEY CITY POLICE DEPT: CITY FIRE DEPT: CITY BUILDING DEPT: CITY WATER DEPT: CITY SEWER DEPT: CITY PARKS DEPT: MERIDIAN SCHOOL DISTRICT: ADA COUNTY HIGHWAY DISTRICT: SANITARY SERVICE COMPANY CENTRAL DISTRICT HEALTH: NAMPA MERIDIAN IRRIGATION: SETTLERS IRRIGATION: IDAHO POWER: US WEST: INTERMOUNTAIN GAS: MERIDIAN POST OFFICE: OTHER: Contacted: Date: Phone: Emailed: Staff Initials: Materials presented at public meetings shall become properly of the Cffy of Meridian. MERIDIAN CITY COUNCIL MEETING March 23, 2010 APPLICANT ITEM NO. SB1-Z REQUEST Legal Dept -Approval of New Beer/Wine/Liquor For Sunrise Bakery and Cafe Located at 805 N. Main St. & Approval of 2010-2011 Renewal AGENCY COMMENTS CITY CLERK: See Attached CITY ENGINEER: CITY PLANNING DIRECTOR: CITY ATTORNEY ~~~ ~a CITY POLICE DEPT: ~\~ k~ CITY FIRE DEPT: ,~ J CITY BUILDING DEPT: ~ J CITY WATER DEPT: ~ ~~ ~Lo 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 Mertdlan. Page 1 of 2 Jacy Jon®s From: Jaycee Holman Sent: Tuesday, March 23, 2010 4:58 PM To: Jacy Jones Subject: Fw: High Desert Harley-Davidson Please confirm you got this. Thanks. From: Tammy de Weerd To: RThomas665@aol.mm <RThomas665@aol.com> Cc: Jaycee Holman Sent: Tue Mar 23 16:36:46 2010 Subject: RE: High Desert Harley-Davidson Hi Bob, This is good background and clarifying information to have for tonight's meeting and is important to have included in the public record. I will forward this email to our City Clerk for inclusion in the Council's information. If you are able to join us to share this as well, you would be most welcome. As it is an item under consideration on the agenda I can not comment at this time. I appreciate the time you took to share this with us and hope you have been able to share it with the church as well as it might give them more information of the intent. Best wishes, ~ ~ >oz ~ ~ ~~ Tammy de Weerd Mayor, City of Meridian (;,~~;~~~~ Ii~~AI~~-~ €f~~<~ tdeweerd@meridiancity.org www.meridiancity. org (208) 489-0529 (208)884-8119 LinkedIn -Click Here Facetwok -Click Here From: RThomas665@aol.com [mailto:RThomas665@aol.rnm] Sent: Tuesday, March 23, 2010 4:25 PM To: Tammy de Weerd Cc: dthomas@highdeserthd.com Subject: High Desert Harley-Davidson Tammy, I would like to make you aware of a pending liquor license transfer in the city of Meridian. This licence is owned by a joint business to High Desert H-D ~i~~i2olo Page 2 of Z under the name of Thomas Entertainment LLC. We bought this license so that we could open a restaurant next to our Harley store in the new High Desert Market place building. I think we have mentioned this endeavor in a past meeting with you under the name Thunder Road Bar and GriII.To date we have over $250,000. in development cost towards this business. Liquor license ($150,000. ), architects ($50,000.), city Meridian permit fees and ACRD fees ($50,000.). Unfortunately do to the new banking regulations and internal changes with in Key Bank they changed the rules of the game when we went to term out our loan. Key required a new commercial real estate appraisal for the market place building before converting from construction loan to term loan. This appraisal went from $3.1 M to $1.3 M. $1,800,000. less than original appraisal. This striped our project of all tenant improvement money we had in it to build out this restaurant. In the mean time the ABC is pushing us to use or loose our liquor license. They gave us so many days to sell or place the license. This is the reason for the e- mail. We found a restaurant to lease the IiestauranMThelname'of tthe es9au ant in organized with the banks to build out the r Meridian is Sunrise Cafe. The Sunrise cafe is the best restaurant we could lease to because it is not a bar and will serve only limited alcohol. They will not serve on Sunday and will keep it to a two drink limit. In addition they close early so they are not open late. The transfer is before the city of Meridian but I guess there is an objection by a church pastor close by. We would appreciate any help you could give us towards this issue. We have a major highly respected restaurant and brewery in the city of Boise that is looking to work with us on building this restaura{ rest urant fo~uMend an todhave. I tax dollars to Meridian and would be a grea I know our Harley store has been a great asset to the city of Meridian in image and tax revenue. Please take this into consideration in transferring this license to the Sunrise Cafe. This would give us the additional time we will need with the banks and potential new partner on putting this restaurant together. Again, all your help is greatly appreciated. Sincerely, Bob Thomas President High Desert Harley-Davidson ~i~zi~nin 03/19/2010 17:32 2083434188 BRIAN DONESLEY Y.ieen9ed in Zdabo and Washington DONESLEY LAW OFFICE B~iA~T DONESLEX .ATTORI~"EY A~' L,A.W PAGE 01/02 s48 Norti! Avenue S post Once Box 419 Boise, Id~o 53701.0419 TelapLoaa+ (~ 343 3851 ~'tael~ptfle: (2ft8) 343.4158 dar~esleylasvQgwestmet DATE: Maa-ch 19, 2010 FLE,A,SE DELIVER ',l'~ FOLLOW~TG PAGES ~Q; • NAME= Mayon Tammy de 'Weerd Meridxatt City Council City of Meridian (20$) 888-4218 FRC)M: Brian Donesley ~: Alcohol Beverage License Application fox ItBcR Sunrise Meridian, Ise., dba Sunrise Bal~ory and Cafe MESSAGE: Attached is the letter from Brian I~onesley to 1ldayor Tamaoty de Wecrd ar~d the Meridiaaa City Council dated Maarclt 19, 20l 0. NUMBER OF k'AGES BEING TRANSMITTED (INCLUDING THIS PAGE): 2 ORICINA,I.OF TRANS1~tI'I'TED DOCUMENTS WILL ,_„_ WILL NOT,,,~_FULLOW BY U.S. MAIL coNFIDENTIp,LYTY rroTE The documents accomtpanying this telccopy transmission contain itaforimation for tlae law fmm of Erian Donesley which is co~tdential or p~tivileged, The ~irtfotmation is intended to be for the nsc of the mdsvidual or entity named on this transmuiasion sheet. If you are not the latended recipient, be aware that any disclosure, copying, distribution or uge of the contents of this telecopied infotxnation is pmhibitod. If you have received this telecopy in error, please notify us by telephone immediately so that we can arrange for the retrieval of the original documents at no cost to you. >~' ALL PAGES AItE NOT RECEIVED, PLEASE TELEPHONE (208) 343-3851. k'AX OPERATOR BC TIIVIE SENT: a.~,, 03/19/2010 17:32 2083434188 DONESLEY LAW OFFICE PAGE 02/02 • B~A~N DO1V'ESLEY I.Iloenacd in Xde6o and Waahtagtoa Mayor Tamuaay de Weerd Menidian City Council city of Meridian 33 E. Broadway Ave. Meridian, ID 83642 BxtIAN DO~TESLEY A.T'"Z'ORNEY ,A,~' LA,W March 19, x010 s48 Nortb Aveztne ~ Y^oat OlHce tiuac 4X9 Hoiee, Xdw~o 83701.0419 Tetepb~oaa: (Z08) 343.3851 ~'acetmila: {S08) 349-4X88 doaesleytaw(~tlveetnet By Facsimile: {ZD8) 888-4ai8 Re: Alcohol Bc~fcragc License Application for RBcR Sunrise Meridian, Inc., dba Sunrise Bakery and Cafe Honorable Mayor'fammy de Weerd: Meridian City Council: i A continuance of the Meridian City Council hearing on the Application for a City `~ of Meridian Liquor License on behalf of R&lt Sunrise Meridian, Inc., dba Sunrise Bakery and Cafe is requested. This request is based upon the fact that the objoction of Chuxah of the Harvest filed by letter dated March 18, ZO10 was not received frrnm the l7ffice of the City Clerk, City of Meridian, unti14:55 p.rn. on March 19, 2010 by these offices on behalf of Applicant. This was the first notice to Applicant of tote objection. Axtd, Mr. Donesley, attorney for Applicant, is out of state until 'l'uesday, March 23, 2010, the same date of the hearing, and will not have an oppr~rtunity to contact tlae objecting party, Church of the Harv®st, to discuss this matxex ix~ an effort to teach an understanding suffaientt to cause Church of the Harvest potentially to withdraw its objection. Such a coaversation may avoid further complication with respect to the liquor license application and would be in the best interests of all concerned. Requested is that the matter of the Application of a Liquor License by R&R Sunrise Meridian, Inc., dba Sunrise Bakery and Cafe be crontinued until the next riesling of the City Council. ctfully, &rian on~ )sD/bc ~ cc: Client {by email w/attachment) RBtR Sunrise Meridian, Inc. (by entail w/attachment) .~ .~'°-- ,~ Church of ; . _ h is 2010 ___ _~.._ .~~ llle ~~QS~ -~.~.. Marc ,. .^~ ^.~ Mayor Tammy de Weerd Meridian City Council 33 E Broadway Meridian,ID 83642 Dear Ms. Mayor and Meridian City Council: We are writing to express our concern about the recent request for a liquor license at the Sunrise Cafd located at 805 N Main St. Title 23 of the Idaho Statute states that "No license shalt be issued for any premises.... within 300 feet of any public school, church, or any other place of worship, ... except with the approval of the governing body of the municipality". Sunrise Caf6 is well within the 300 feet of our church building at 831 N Main St, and as the statute states would not be granted a license unless the city council explicitly approves it. Idaho statute recognizes the polar extremes between churches and schools and places where liquor can be served. Churches and schools exist to educate and make better citizens by developing better lifestyle choices. We also regularly work with those who are coming out of substance abuse lifestyles. It would seem from the stalirte that it would be the exception to the Wile for a governing body to approve a license in violation of that 300 feet barrier. We are a thriving church full of families, young adults and children and intend on making a positive imprint on our city and downtown. We do not see how having a liquor license virtually right next door could have any positive effects on our city, congregation, young people or our children. We do not wam this letter to be viewed adversarial as we highly value Sunrise Caf6 as a family restaurant and enjoy working together and sharing adjoining property. We recognize that this relationship will continue to grow and look forward to a mutually beneficial one. We iirtend this letter to be a gracious appeal to our governing authorities and look forward to your wise judgment and your protection, as we continue to work together in the future. Sincerely, (~~' W Mark Bryan r/ Chairman Board of Elders of Church of the Harvest 120 S Cole Goad, Boise, Idaho 8309 Phone(208)345-0981 Fag(208)343-4220 ~.cohar~estm~g • • MERIDIAN CITY COUNCIL MEETING March 23, 2010 APPLICANT ITEM NO. 8B3 REQUEST Legal Dept -Approval of New Beer License Application for Crawforfh Brothers 4 LLC, DBA Piehole located at 726 Main St. 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 meet(ngs shall become property of the City of Meridian. COMMENTS See AtFached ~Jec~ ©~ CO ~ ~e~r ~~ k ~eG~.J ~ q 1~~~ MERIDIAN CITY COUNCIL MEETING March 23, 2010 APPLICANT ITEM NO. 8B4 REQUEST Legal Dept -Service Agreement Between City of Meridian and St. Luke's Regional Medical Center for Wellness for aNot-to-Exceed of $13,760.00 Plus an Additional $30.00/Employee for Participation in Personal Wellness Profile AGENCY COMMENTS CITY CLERK: CITY ENGINEER: CITY PLANNING DIRECTOR: CITY ATTORNEY See Attached CITY POLICE DEPT: CITY FIRE DEPT: CITY BUILDING DEPT: CITY WATER DEPT: S~ 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: t i l t d t bli Staff Initials: ti h ll b rt f th Cit f M rtdl er s presen a pu c mee ngs s a ecome prope y o e y o e an. Ma a e St. Luke's Regional Medical Center, Ltd,, Service Agreement (Wellness) This Agreement is made as of September 1, 2009 (the "Effective Date") by and between St. Luke's Regional Medical Center, Ltd., an Idaho non-profit corporation ("SLRMC°) and The City of Meridian ("Client"). WHEREAS, SLRMC is a healthcare delivery system dedicated to improving the health of the population it serves. SLRMC's programs and services include Hospital and Physician Services, Occupational Health and Wellness Services, and, WHEREAS, Client, is a municipal corporation organized under the laws of the State of Idaho; and, WHEREAS, SLRMC and Client desire to work together to create a long term plan to improve the health and well being of Client's employees through workplace assessment, wellness screenings, health promotion services and occupational health services, including injury assessment, treatment and case management; NOW THEREFORE, in consideration of the recitals and mutual covenants, agreements, and inducements contained herein, the parties hereby agree as follows: I. Duties of SLRMC a. SLRMC will provide the services outlined in Exhibit "A° (the "Services°) attached hereto and incorporated by reference herein. b. SLRMC will designate a key contact in the Wellness/Health Promotion area to serve as liaison for the Services. c. SLRMC will coordinate all activities with the Client and services will be approved by the Client Wellness Committee. d. SLRMC will invoice Client on the 1 st day of each month for services rendered during the prior month. 11. Duties of Client: a. Client agrees to engage managerial support of the Services. b. Client will designate a key contact in the Wellness/Health Promotion area to serve as liaison for such Services. c. Client will pay each invoice within 30 days of receipt. d. Client agrees to designate St. Luke's Health Solutions, a division of SLRMC, as a preferred provider of Wellness/Health Promotion services to Client's employees. • SERVICE AGREEMENT -1 cuem~3s~a4ea 021910 1200 III. F®es/Compensation: a. Client agrees to pay for Services performed under this Agreement at rates identified on Exhibit gB°, which is attached hereto and incorporated by reference herein. Fees for Services not itemized in Exhibit B will be charged at SLRMC's standard rate in effect at the time services are performed. Said fees shall be those charged by SLRMC to other customers under similar circumstances. IV. R®quirem®nt of liability and other Insuranc® and ability of ®iither party to request certificates of insurance: a. SLRMC agrees to maintain in force during the term of this Agreement contractual general liability insurance sufficient to cover the obligations assumed under this Agreement; minimum limits of one million dollars ($1,000,000) per occurrence and three million dollars ($3,000,000) in the aggregate. This duty shall survive the termination of this Agreement. Such insurance shall be provided by insurance company {ies) acceptable to both parties and licensed to conduct business in the State of Idaho. b. A certificate of insurance verifying such coverage shall be made available to both parties at their request. Each party shall notify the other at least thirty (30) days in writing prior to cancellation, reduction or material change in coverage. In the event of insufficient coverage as defined in this paragraph or lapse of coverage by one party, the other party reserves the right to terminate this Agreement. c. Client agrees to maintain in force during the term of this Agreement contractual general liability insurance sufficient to cover the obligations assumed under this Agreement; minimum limits of five hundred thousand dollars ($500,000.00) per occurrence as required by law. This duty shall survive the termination of this Agreement. Such insurance shall be provided by insurance company (ies) acceptable to both parties and licensed to conduct business in the State of Idaho. V. Term of Contract: This Agreement shall be valid beginning on the Effective Date and expiring on September 30, 2010, unless earlier terminated in accordance with the terms set forth in this Agreement and may be renewed annually by the Agreement of both parties VI. CancellationITermination/Renewal Process: This Agreement may be terminated and cancelled with or without cause, without penalty, at any time, by the following methods. a. Annual Termination: This agreement shall automatically terminate at the end of each fiscal year (September 30~') and may be renewed by mutual written agreement of the parties. b. Termination by Agreement: In the event SLRMC and Client shall mutually agree in writing, this Agreement may be terminated on the teens and date stipulated therein. SERVICE AGREEMENT - 2 Clier~1381446.7 021910 1200 c. Termination for Specfic Breaches: In the event either party shall breach any provision of this Agreement, this Agreement may be terminated at the discretion of either party upon 60 days' prior written notice. • d. Optional Termination: In the event either party to this Agreement shall, with or without cause, at any time, give to the other at least 120 days' advance written notice, this Agreement shall terminate on the future date specfied in such notice. e. Failure to Appropriate Funds: In conformity with the provisions of Article VIII, Section 3 of the Idaho Constitution, in the event that the Client fails to make an annual appropriation of funds for the costs associated with this Agreement, Client may terminate this Agreement upon 30 days' prior written notice. Upon such termination of this Agreement, neither party shall have any future obligation hereunder except for. (a) obligations accruing prior to the date of termination, and (b) obligations, promises, or covenants contained herein which are expressly made to extend beyond the term(s) of this agreement. There shall be no other penalty for cancellation on either party. VII. Notice Provisions: Any notice required or permitted to be given by this Agreement shall be given post paid, first class, registered or certified mail, or by courier, properly addressed to the other Party at the respective address as show belowr. If to: St. Luke's Regional Medical Center 190 E. Bannock Street Boise, ID 83712 Attn: Employer Relations Department with a copy of any notice of default to: St. Luke's Regional Medical Center 190 E. Bannock Street Boise, ID 83712 Attn: General Counsel If to City of Meridian: • VIII. Access to Records: City of Meridian 33 East Broadway Avenue Meridian, Idaho 83642 Attn: City Clerk To the extent Section 952 of the Omnibus Reconciliation Act of 1980 (Public Law 96- 499) is found applicable to this Agreement, until the expiration of four years after the furnishing of service pursuant to this Agreement, both parties agree to make available upon written request to the Secretary of Health and Human Services, or upon request to the Comptroller General, or to any of their duly authorized representatives, this Agreement and books, documents and records that are SERVECE AGREEMENT - 3 021910 1200 cuer~t~ss~aae.7 necessary to certify the nature and extent of any costs of the services arising from this Agreement. Further, if SLRMC carries out any of its duties arising from this Agreement through a subcontractor with a value or cost of Ten Thousand Dollars ($10,000) or more over a 12-month period, with a related organization, such subcontract shall contain a clause to the effect that until the expiration of four years after the furnishing of such services pursuant to such subcontract, the related organization shall make available, upon written request to the Secretary of Health and Human Services, or upon request to the Comptroller General, or any of their duty authorized representatives, the subcontract and books, documents and records of such organization that are necessary to certify the nature and extent of such crosts. IX. Indemnification: intentionally omitt®d X. Non-discrimination: Neither party will discriminate in employment or provision of services with respect to age, race, color, religion, military status, sexual orientation and diagnosis, national origin, disability, source of payment or ability to pay. XI. Assignment provisions: This Agreement shall not be assigned or transferred without the express written consent of either party to the other. Xll. No Partnership or Agency: Nothing herein shall create, not be deemed to create, a partnership or an agency relationship between the parties and neither party is authorized to act on behalf of the other unless the other has agreed in advance in writing. In all matters pertaining to this Agreement, SLRMC shall be acting as an independent contractor, and neither SLRMC nor any officer, employee or agent of SLRMC will be deemed an employee of Client. The selection and designation of the personnel of in the performance of this Agreement shall be made by Client. XIII. Confiid®ntiality: During the course of this Agreement, Client and SLRMC may communicate certain information to each other, and/or the parties may come into contact with confidential proprietary information of each other, 'rts affiliates, members, subsidiaries, or of other agencies in the context of the relationship described herein. This information shall include, but not be limited to, individually identifiable medical information. Client and SLRMC shall: a. Treat all such information as proprietary and confidential whether or not identified as proprietary and confidential; b. Not disclose any such information or make available any reports, recommendations and/or work products which SLRMC produces for Client to any person, firm, or corporation, or use it in any manner whatsoever without the prior written consent of both parties. SERVICE AGREEMENT - 4 ctierre~3e~aae.7 o2i9ia i2oo c. Hold each other harmless, to the extent allowed by law, against any claims arising out of either parties disclosure of proprietary and confidential information to an unauthorized third party; and d. Promptly return any such information in its possession upon termination of this Agreement, or at written request of one to another. Both SLRMC and Client agree that in the event either party breaches or threatens to breach the provisions of this section, such breach or threatened breach would cause irreparable harm to the non-breaching party, and the non-breaching party would be entitled to injunctive and other equitable relief to prevent such breach or to remedy an actual breach. Such action my be good cause to terminate this Agreement without the necessary notice and waiting period. The obligations set forth in this paragraph shall survive the termination of this agreement. Business Associate Requirements. Client will make disclosures of Protected Health Information (PHI) only as necessary to perform its obligations under the Agreement. Obligations of Business Associate ("Cli®nt'~: a. Client agrees to use and/or disclose PHI only as permitted or required by the Agreement or required by law. b. Client agrees to use appropriate safeguards to prevent use or disclosure of PHI other than as permitted or required by the Agreement. c, Client agrees to report to any use or disclosure of PHI that is not permitted or required by the Agreement of which it becomes aware. d. Client agrees to require all its subcontractors and agents that create, receive, use, disclose or have access to PHI to agree, in writing, to the same restrictions and conditions on the use and/or disclosure of PHI that apply to Client. e. Client agrees to make available its internal practices, books, and records relating to the use and disclosure of PHI to the Secretary of the Department of Health and Human Services ("HHS") for purposes of determining compliance with the HIPAA Medical Privacy Regulation. f. Client agrees to make available, in less than 60 days of receiving a written request from, information necessary for to make an accounting of disclosures of PHI about an individual. g. Client agrees to make available, in less than 30 days of receiving a written request from, PHI necessary to respond to individuals' requests for access to PHI about them. SERVICE AGREEMENT - 5 CII®nt1~1448.7 021910 1200 h. Client agrees to incorporate, in less than 60 days of receiving a written request from, any amendments or corrections to the PHI in accordanoe with the HIPAA Medical Privacy Regulation. i. If feasible to do so, Client agrees to return to or destroy, within a specified number of days of the termination or expiration of the Agreement, and retain no copies of, the PHI, including such information in possession of the Client's subcontractors. j. SLRMC may terminate this Agreement if makes the reasonable determination that Client has breached a material term of the Agreement. XIV. Complianc®with Laws and Regulatory Ag®ncies: In performing the duties required under this Agreement, Client and shall comply with all applicable laws, ordinances, and codes of federal, state, and local governments, as well as Joint Commission on Accreditation of Healthcare Organization Standards. XV. Governing Law/V®nue/Choice of Law Provisions: This Agreement shall be governed by and shall be construed in accordance with the laws of the State of Idaho, regardless of its choice of law provisions. Any dispute, controversy or other claim arising out of this Agreement shall be resolved in the State of Idaho in the Fourth Judicial District Court of Ada County. The parties each agree that they are subject to the personal jurisdiction of the state and federal courts within the State of Idaho, and each waives the right to challenge the personal jurisdiction of those courts over it. XVI. Validity: If one or more of the provisions contained in this Agreement is held invalid, illegal or unenforceable in any respect by any court of competent jurisdiction, such holding will not impair the validity, legality, or enforcx~ability of the remaining provisions. XVII. Excluded Provider Warranty: Each party hereby represents and warrants that they are not and at no time have been excluded from participation in any federally funded health care program, including Medicare and Medicaid. The parties hereby agree to immediately notify each other, in writing, of any threatened, proposed, or actual exclusion from any federally funded health care program, including Medicare and Medicaid. In the event that either parry is excluded from participation in any federally funded health care program during the term of this Agreement that party is in breach of this Section, this Agreement shall, as of the effective date of such exclusion or breach, automatically terminate. XVIII. Merger Clause: This Agreement, including any incorporated exhibits, addendums, and attachments constitute the entire understanding of the parses with respect to its subject matter. This Agreement supersedes and terminates all prior or contemporaneous SERVICE AGREEMENT - 6 CI[etrt1381446.7 oai9io izoo representations, warranties, and agreements, written or oral, regarding the subject matter of this Agreement. Any modfic~tion to this Agreement must be in writing signed by both parties. XIX. Signature of Authorized Representatives: IN WITNESS WHEREOF, the authorized representatives of SLRMC and Client, having full authority to do so, agree to the terms and conditions of this Agreement and have executed this Agreement as of the Effective Date. Execution by the City of Meridian is acknowledgment that all necessary City Council approvals have been obtained. S1 B~ N. T'r ~., Client City of Meridian gy, ryy..` Name: Tammy Weerd Title: Mayor Date: 3 - a3 ' I, c~ a~~~,,,®F~~ ~ ~,,,~~~. ~``` ~ ~v T~ ''~ ATTEST: _ ~~~ ? 9 1 Jaycee L. I~'oJrPP~ leis? ~.~`~ ,, -~,, ~~~'' nrii ~~NN~~~~`~ • SERVICE AGREEMENT - 7 cner~~3s~41a.~ 021910 1200 Date: 1~ Y~1.~ ~ ~1 r !/V • • • Exhibit A S®rvices Provid®d Comprehensive Wellness Program The Comprehensive Wellness program provides Client with a cyst-efPeciive, convenient and comprehensive health program. The program guides Client through the phases of wellness relating to cultural acceptance, management engagement, health asssssments, program implementation, and measures of sum. The Comprehensive program occurs in 3 different phases. Each pha~ builds upon the previous to Increase participation, engagement and positive outcomes. Below are details far Years 1 & 2, with Year 3 to be developed after further evaluation and discussions. • ~ Cultural -Cultural Audits -Engage Senior Level Management in To be determined Assassrrrerrffi and -Employee Surveys ~mmuNcation to employees by mutual consent Senior Level -Management Interviews & initial -Develop wellness Comm(ttee of SLRMC and Management engagement -F_stabilsh goals and obJedlves Client E a ement -Devel S is Plan. Policy & -Evaluation of workplace poUdes that Implement pdicy dranges and moNtor To be determined Environmental allow for healthy environment and sucx.~s by mutual consent Ass~smeMs support behavior change. Componenffi of SLRMC and may indude smoking polides, healthy Clent food cho[c:es, flexible work schedules, eta Personal Wellness -Personal Wellness Profile (PWP) and -Personal Wellness Profile (PWP) and -Personal WeUn~s Profile !t< Health Health Screening Event- parddpation Health Screening Event partidpation Profile (PWP) and Screenings not mandatory nor heavily incentivized heaviy incentivized and cwmmuNcated Health Stxeening that in the future it will betted to benefit Event particpation plan design. fled to benefit design, ff mutually agreed upon by both ~. Assessment and -Review and assess current benefits -Create and provide a plan that makes To be detennlned Integration of Health plan design as it relates to preventive good business sense. by mutual consent beneflffi Plan Design services, rates, utilization, etc. -Educsrte employees through awareness of SLRMC and campaigns, brown bag sessions eta. on Client health care consumerism, healtil benefits plan/termtnology, Preventive screenings, self-care, managing their health care expenses by bring a smart consumer, etc. -Education needs to occur early and uenti titrou hoot the an ear Health Promotion -Set goals for year 1,2,and 3 -CommuNc:ate incentive for sux~ily To be determined Progn~ms -Two Incentive Campaigns achieving health measure outcomes for by mutual consent -Preventive Screening Promotion foAowing benefit plan year. of SLRMC and -Health Coaching Track 8~ report measureble criteria Client Track[ng of Health Behavior Change -lmpiemarrt targeted programming -Dedicated City of Meridian Call Line. -Educate employees on all resources available for health behavior dtanges. Incentives -Low-value rewards for partidpating in -Promote partldpation in this years -To be determined PWP/Health Screening and otiter health screening will result In some by mutual consent Incentive Campaigns incentive for nerd years health plan. of SLRMC and - Cordinue to build expectation among CUent employees that they will be positively rewarded for partldpation and sul outcomes by providing high value rewards for partidpation in health screenin and incentive s Metrics and -Metrics for partldpation In health - Heattit Scaeaning Data Comparison To be determined Outcomes screenings. -Program Particpation by mutual consent -IncentNe Campaign partid~tion, -Health data analysffi to determine of SLRMC and retention and successful completion impact. Clierd -Educational Class Survey Use modeling tool (PEER) to estimate cwt savings as It relates m health care datms, lost produdlviiy artd absenteeism. SERVICE AGREEMENT - 8 021910 1200 Gier~138144t1.7 Exhibit B Schedule of Rates Compr®h®nsive Wellness Program Personal Wellness Profile 1. Services include: o Personal Wellness Profile (PWP) o On-site Biometrics measures o On-site Laboratory tests HDL, LDL, total cholesterol, triglycerldes and gluco~ are evaluated o Personal Online Wellness Report for each partlcipant o Online Report incorporates links to helpful re~urces addressing coronary and cancer risk, nutrition, fitness, stress and more. o The Group Summary Report o The Execullve Summary Report o The Productilvity & Economic Benefits Report o The coordinal3on of Personal Wellness Profile and Health SrxeeNng events including supplies, staffing and snacks. o Follow-up with a Registered Nurse of those identlfled with an elevated risk for disease. Fees $30 per employee with a minimum of 1 SO $24 per employee spouse StefflnA 2. Services include: o Designated Wellness Coordinator, Nurse Educator and Dietician o The designated Wellness Coordinator will be responsible for the development, implementatlon, and evaluation of the Phase 1 programming recommendations including: • Cultural Assessments and Senior Level Management Engagement • Policy 8~ Environmental Assessments • Coordination and implementatlon of the Personal Wellness Profile iii Health Screenings • Assessment and Integrafion of Health benefits Plan Design • Development, implementation and evaluation of all Health Promotion Programs • Incentive recommendatjon and product research • Development and implementation of Metrics and Reporting outcomes • 20 hours per year of presentation time from Nun~e Educator or Dietician. F~ $8960 Health Coaching Program 3. Services Include: o Health Coaching empowers individuals to develop a personal WeAness Plan. Coaches focus on the individual needs of each employee and help them take control, set realistic goals, harness the strength to overcome obstacles and Inspire them to go beyond what they would accomplish without support Each coaching pn~gram includes a 1-hour initial meeting with six 3Q-minute weekly sessions. This includes tracking results of behavior modifltxifion to ensure program value. Fees $0 (Service provided at no charge from St Luke's) provided, how®ver, that SLRMC shall have the right to discontinue providing the Health Coaching Program ff h Is no longer providing services to Client under an agreement to provide occupational health services, though In that circumstance it would be agreeable to continuation of the Health Coaching Program upon amendment hereof to provide paymerrt of fees for that service In an amount mutually agreed between SLRMC and Client SERVICE AGREEMENT - 9 CBer-t1397448.7 021910 1200 Dedicated "City of Meridian" Health Une 4. Services include: • 24 hour Nurse Triage • Physician Referral • PWP 8~ Health Screening Follovwups Fees $2700 Incentive Program 18 2 Incentve programs are targeted intervention programs with the goal of positive behavior change. These morale- boosl3ng programs support a culture of health 8~ wellness, provide an opportunity for educalion as well as engaging individuals in behavior change process. The type of program provided will b® derived from outcomes of the PWP and Health screening and/or interest surveys. Programs can be facused on weight lass, improved fitness, nutritlon, healthy holiday habits, etc. These programs are web-bated and self- directed. They include team support, program materials and education, friendly competition and usuaAy include an incenti\re for successful completion. Fees $1050/each • • SERVICE AGREEMENT -10 cQem~ss~a4s.~ o2i~io iaoo • • • MERIDIAN CITY COUNCIL MEETING March 23, 2010 APPLICANT ITEM NO. SB5 REQUEST Legal Dept -Service Agreement Between City of Meridian and St. Luke's Regional Medical Center for Occupational Health Services AGENCY CITY CLERK: CITY ENGINEER: CITY PLANNING DIRECTOR: CITY ATTORNEY CITY POLICE DEPT: CITY FIRE DEPT: CITY BUILDING DEPT: CITY WATER DEPT: CITY SEWER DEPT: CITY PARKS DEPT: MERIDIAN SCHOOL DISTRICT: ADA COUNTY HIGHWAY DISTRICT: SANITARY SERVICE COMPANY CENTRAL DISTRICT HEALTH: NAMPA MERIDIAN IRRIGATION: SETTLERS IRRIGATION: IDAHO POWER: US WEST: INTERMOUNTAIN GAS: MERIDIAN POST OFFICE: OTHER: COMMENTS See Attached ~~ ~~ ~~ Contacted: Date: Phone: Emailed: Staff Initials: Materials presented at public meetings shall become property of the City of Meridian. St. Luke's Regional Medical Center, Ltd., Service Agreement (Occupational Health) This Agreement is made as of September, 2009 (the °Effective Date°) by and between St. Luke's Regional Medical Center, Ltd., an Idaho non-profit corporation (°SLRMC°) and The City of Meridian ("Client'). WHEREAS, SLRMC is a healthcare delivery system dedicated to improving the health of the population it serves. SLRMC's programs and services include Hospital and Physician Services, Occupational Health and Wellness Services, and, WHEREAS, Client, is a municipal corporation organized under the laws of the State of Idaho; and, WHEREAS, SLRMC and Client desire to work together to create a long term plan to improve the health and well being of Client's employees through workplace assessment, wellness screenings, health promotion services and occupational health services, including injury assessment, treatment and case management; NOW THEREFORE, in consideration of the recitals and mutual covenants, agreements, and inducements contained herein, the parties hereby agree as follows: I. Duties of SLRMC a. SLRMC will provide the services outlined in Exhibit "A" (the °Servicesa) attached hereto and incorporated by reference herein. b. SLRMC will designate a key contact in the Occupational Health services area to serve as liaison for the Services. c. SLRMC will invoice Client on the 1 st day of each month for services rendered during the prior month. 11. Duties of Cli®nt: a. Client agrees to engage managerial support of the Services. b. Client will designate a key contact in the Occupational Health servicros area to serve as liaison for such Services. c. Client will pay each invoice within 30 days of receipt. d. Client agrees to designate St. Luke's Ocx:upational Health, a division of SLRMC, as a preferred provider of occupational health services to Client's employees. • SERVICE AGREEMENT -1 cuer~~a~eo~o.a 021910 1200 III. Fees/Compensation: a. Client agrees to pay for Services performed under this Agreement at rates identified on F~chibit °B°, which is attached hereto and incorporated by reference herein. Fees for Services not itemized in F~chibit B will be charged at SLRMC's standard rate in effect at the time services are performed. Said fees shall be those charged by SLRMC to other customers under similar circumstanoes. IV. Requirement of liability and oth®r insurance and ability of eith®r party to request certificates of insurance: a. SLRMC agrees to maintain in force during the term of this Agreement contractual general liability insurance sufficient to cover the obligations assumed under this Agreement; minimum limits of one million dollars ($9,000,000) per occurrence and three million dollars ($3,000,000) in the aggregate. This duty shall survive the termination of this Agreement. Such insurance shall be provided by insurance company(ies) acceptable to both parties and licensed to conduct business in the State of Idaho. b. A certficate of insurance verifying such coverage shall be made available to both parties at their request. Each party shall notify the other at least thirty (30) days in writing prior to cancellation, reduction or material change in coverage. In the event of insufficient coverage as defined in this paragraph or lapse of coverage by one party, the other party reserves the right to terminate this Agreement. c. Client agrees to maintain in force during the term of this Agreement contractual general liability insurance sufficient to cover the obligations assumed under this Agreement; minimum limits of five hundred thousand dollars ($500,000.00) per occurrence as required by law. This duty shall survive the termination of this Agreement. Such insurance shall be provided by insurance company(ies) acceptable to both parties and licensed to conduct business in the State of Idaho. V. Tenm of Contract: This Agreement shall be valid beginning on the Effective Date and expiring on September 30~" 2010 unless earlier terminated in accordance with the terms set forth in this Agreement, and may be renewed annually by the Agreement of both parties. VI. CancellationPCerminatlon/Renewal Process: This Agreement may be terminated and cancelled with or without cause, without penalty, at any time, by the following methods. a. Annual Termination: This Agreement shall automatically terminate at the end of each fiscal year (September 30~') and may be renewed by mutual written agreement of the parties. b. Termination by Agreement: In the event SLRMC and Client shall mutually agree in writing, this Agreement may be terminated on the terms and date stipulated therein. SERVICE AGREEMEWT - ~ cnern~a~eo~o.a 021910 1200 c. Termination for Speck Breaches: In the event either party shall breach any provision of this Agreement, this Agreemen# may be terminated at the discretion of either party upon 60 days' prior written notice. d. Optional Termination: In the event either party to this Agreement shall, with or without cause, at any time, give to the other at least ninety (90) days' advance written notice, this Agreement shall terminate on the future date specified in such notice. e. Failure to Appropriate Funds: In conformity with the provisions of Article VIII, Section 3 of the Idaho Constitution, in the event that the Client fails to make an annual appropriation of funds for the costs associated with this Agreement, Client may terminate this Agreement upon 30 days' prior written notice. Upon such termination of this Agreement, neither party shall have any future obligation hereunder except for. (a) obligations accruing prior to the date of termination, and (b) obligations, promises, or covenants contained herein which are expressly made to extend beyond the term(s) of this Agreement, There shall be no other penalty for cancellation on either party. VII. Notice Provisions: Any notice required or permitted to be given by this Agreement shall be given post paid, first class, registered or cefified mail, or by courier, properly addressed to the other Party at the respective address as show below: If to: St. Luke's Regional Medical Center 190 E. Bannock Street Boise, ID 83712 Attn: Employer Relations Department with a copy of any notices of default to: If to City of Meridian: VIII. Access to Recorc8s: St. Luke's Regional Medical Center 190 E. Bannock Street Boise, ID 83712 Attn: General Counsel City of Meridian 33 East Broadway Avenue Meridian, Idaho 83642 Attn: City Clerk To the extent Section 952 of the Omnibus Reconciliation Act of 1980 (Public Law 96- 499) is found applicable to this Agreement, until the expiration of four years after the SERVICE AGREEMENT - 3 021910 1200 CUerrt1478010.4 furnishing of service pursuant to this Agreement, both parities agree to make available upon written request to the Secretary of Health and Human Services, or upon request to the Comptroller General, or to any of their duly authorized representatives, this Agreement and books, documents and records that are necessary to certify the nature and extent of any costs of the senricx3s arising from this Agreement. Further, if SLRMC carries out any of its duties arising from this Agreement through a subcontractor with a value or cost of Ten Thousand Dollars ($10,000) or more over a 12-month period, writh a related organization, such subcontract shall contain a clause to the effect that until the expiration of four years after the furnishing of such services pursuant to such subcontract, the related organization shall make available, upon written request to the Secretary of Health and Human Services, or upon request to the Comptroller General, or any of their duly authorized representatives, the subcontract and books, documents and records of such organization that are necessary to certify the nature and extent of such costs. 1X. Indemnification: intentionally omitted X. Non-discrimination: Neither party will discriminate in employment or provision of services with respect to age, race, color, religion, military status, sexual orientation and diagnosis, national origin, disability, source of payment or ability to pay. XI. Assignment provisions: This Agreement shall not be assigned or transferred without the express written consent of either party to the other. XII. No Partnership or Ag®ncy: Nothing herein shall create, not be deemed to create, a partnership or an agency relationship between the parties and neither party is authorized to act on behalf of the other unless the other has agreed in advance in writing. In all matters pertaining to this Agreement, SLRMC shall be acting as an independent contractor, and neither SLRMC nor any officer, employee or agent of SLRMC will be deemed an employee of Client. The selec#ion and designation of the personnel of in the performance of this Agreement shalt be made by Client. XIII. Confidentiality: During the course of this Agreement, Client and SLRMC may communicate certain information to each other, and/or the parties may come into contact with confidential proprietary information of each other, its affiliates, members, subsidiaries, or of other agencies in the context of the relationship described herein. This information shall include, but not be limited to, individually identifiable medical information. Client and SLRMC shall: a. Treat all such information as proprietary and confidential whether or not identified as proprietary and confidential; SERVICE AGREEMENT - 4 Cller-t9478010.4 021910 1200 b. Not disclose any such information or make available any reports, recommendations and/or work products which SLRMC producers for Client to any person, firm, or corporation, or use it in any manner whatsoever without the prior written consent of both parties. c. Hold each other harmless. to the extent allowed by law, against any claims arising out of either parties disclosure of proprietary and confidential information to an unauthorized third party; and d. Promptly return any such information in its possession upon termination of this Agreement, or at written request of one to another. Both SLRMC and Client agree that in the event either party breaches or threatens to breach the provisions of this section, such breach or threatened breach would cause irreparable harm to the non-breaching party, and the non-breaching party would be entitled to injunctive and other equitable relief to prevent such breach or to remedy an actual breach. Such action my be good cause to terminate this Agreement without the necessary notice and waiting period. The obligations set forth in this paragraph shall survive the termination of this Agreement. Business Associate Re4uir®m®nts. Client will make disclosures of Protected Health Information (PHI) only as necessary to perform its obligations under the Agreement Obligations of Business Associate ("Client': a. Client agrees to use and/or disclose PHI only as permitted or required by the Agreement or required by law. b. Client agrees to use appropriate safeguards to prevent use or disclosure of PHI other than as permitted or required by the Agreement. c. Client agrees to report to any use or disclosure of PHI that is not permitted or required by the Agreement of which it becomes aware. d. Client agrees to require all its subcontractors and agents that create, receive, use, disclose or have access to PHI to agree, in writing, to the same restrictions and conditions on the use and/or disclosure of PHI that apply to Client. e. Client agrees to make available its internal practices, books, and records relating to the use and disclosure of PHI to the Secretary of the Department of Health and Human Services ("HHS") for purposes of determining compliance with the HIPAA Medical Privacy Regulation. f. Client agrees to make available, in less than 60 days of receiving a written request from, information necessary for to make an accounting of disclosures of PHI about an individual. SERVICE AGREEMENT - 5 CQant1478010.4 021910 1200 g. Client agrees to make available, in less than 30 days of receiving a written request from, PHI necessary to respond to individuals' requests for access to PHI about them. h. Client agrees to incorporate, in less than 60 days of receiving a written request from, any amendments or corrections to the PHI in accordance with the HIPAA Medical Privacy Regulation. i. If feasible to do so, Client agrees to return to or destroy, within a specked number of days of the termination or expiration of the Agreement, and retain no copies of, the PHI, including such information in possession of the Client's subcontractors. j. SLRMC may terminate this Agreement if makes the reasonable determination that Client has breached a material term of the Agreement. XIV. Compliance with Laws and Regulatory Agencies: In performing the duties required under this Agreement, Client and shall comply with all applicable laws, ordinances, and codes of federal, state, and local governments, as well as Joint Commission on Accreditation of Healthcare Organization Standards. XV. Governing Law/10®nue/Choice of Law Provisions: This Agreement shall be governed by and shall be construed in accordance with the laws of the State of Idaho, regardless of its choice of law provisions. Any dispute, controversy or other claim arising out of this Agreement shall be resolved in the State of Idaho in the Fourth Judicial District Court of Ada County. The parties each agree that they are subject to the personal jurisdiction of the state and federal courts within the State of Idaho, and each waives the right to challenge the personal jurisdiction of those courts over it. XVi. Validity: If one or more of the provisions contained in this Agreement is held invalid, illegal or unenforceable in any respect by any court of competent jurisdiction, such holding will not impair the validity, legality, or enforceability of the remaining provisions. XVIi. Excluded Provid®r Warranty: F~ch party hereby represents and warrants that they are not and at no time have been excluded from participation in any federally funded health care program, including Medicare and Medicaid. The parties hereby agree to immediately notify each other, in writing, of any threatened, proposed, or actual exclusion from any federally funded health care program, including Medicare and Medicaid. In the event that either party is excluded from participation in any federally funded health care program during the term of this Agreement that party is in breach of this Section, this Agreement shall, as of the effective date of such exclusion or breach, automatically terminate. SERVICE AGREEMENT - 6 CUant1478010.4 021910 1200 XVtil. Merger Clause: This Agreement, including any incorporated exhibits, addendums, and attachments constitute the entire understanding of the partles with respect to its subject matter. This Agreement supersedes and terminates all prior or contemporaneous representations, warranties, and agreements, written or oral, regarding the subject matter of this Agreement. Any modfication to this Agreement must be in writing signed by both parties. XIX. Signatur® of Authorized Representatives: IN WITNESS WHEREOF, the authorized representatives of SLRMC and Client, having full authority to do so, agree to the terms and conditions of this Agreement and have executed this Agreement as of the Effective Date. Execution by the City of Meridian is acknowledgment that all necessary City Council approvals have been obtained. St. Luk`6'~l~egi~r~~l jNe~lic~l C®nt®r, Ltd., By: Name: Tito: ~ -,~J, ~DiJ 1~/I I" IT1~ IVI.IUI, Date: ~ Client City of Meridian By: Name: Tammy de eerd Title: Mayor Date: ~ - a 3 - ~~ ., ATTEST: ~ `~ '~y '' ~ Fo ycee L olman, City Clerk ~'~ ~~ ~' :,~'3~ GST 1St ,1 ~O `~.` '~~'~gc~nrty . `°P~`'~`` SERVICE AGREEMENT - 7 C1far~1478010.4 021910 1200 C • • Exhibit A S®rvices Provided Occupational Health Services: The Occupatlonat Health seMcs:s included below provide COent with a comprehensive program of testing, immuni~tlans, 24 hours Injury treatment and case management to assist Cient in managing expenses relating to worker health and on the job injuries. Case -Provision of an oaarpational health cx~se Continuation of Contlnuatlon of seMces Coordination r~ordlnator th serve as point of conffid for services Client, employee and surety/administrator -Case coordinator shaA be responsible to provide monitoring of Client employees' progress, arrange for treatrnents and procedures and communicate the necessary medical and return-to-work infomration to the Giant employee, Glierrt, and designated insurer. -Communicatlon with Client via phone, tax, pager, e-mail and in person to keep ail updated as to treatment plans, return to work sbat lee and °next ste ° Information. Injury Treatment -Provision of timely and appropriate Continuatlon of Continuatlon of seMcxei responsiveness to CIIenYs employee needs seMcas and offer appropriate treatrnent in an occupational medidne clinic headed by a physidan who spedalizes in occupational medidne -24 hour access to seMcas through locations linkages to ensure continuous cxtmmun[cation and support for after hour and emergency treatment Activity Status -Provision of actlviiy status reports to the Contnuaton of Contnuatlon of services Report employ, Client and designated seMcxrs surety/administrator. -Report shall outline diagnosis, treatmenrt, and activity restriction, as well as re~mmended follow-u care. Forms and -Provision of referral forms that can be given Contnuaton of Continuatlon of aervicx:s Irrformetion to a Client's employee prior to his/her seMcres appointment to expedite the case process handling. -Provision of education and written material on process for injury treatment, tnduding ffiIking point on designated provider, maps, etc. Other Services -Respirator CertHicatlons including Continuation of Contlnuatlon of seMtx3s Provided Respiratory Questionnaire Review, and seMcxe; Spirometry (as needed). -Medical Evaluation -Hepatitis A -Hepatts B -Teffinus / Di htheria Immunizations Additional Service -Provision of additional seMces as requested. Carrtlnuatlan of Gontlnuatlon of services as nested seMcxa3 SERVICE AGREEMENT - 8 021910 1200 Cllerrt1471?I010.4 • Exhibit B Schedule of Rates Occupational Health Services (Servir~s charged as provided) CURRENT SERVICES PROVIDED Injury Care Respirator Certifications: Respiratory Questionnaire Review Spirometry (as needed) Medical Evaluation "Hepatitis A 'Hepatitis B 'Tetanus /Diphtheria Immunization 'Immunization admin. Fee 'Prices subJect to annual adjustments. SERVICE AGREEMENT - 9 021910 1200 $16 $ 43 $ 60 $ 53 $ 54 $ 20 $18 Subject to WC fee schedule CUer-t1478010.4 • • REQUEST Finance Department -Purchasing Policy Discussion MERIDIAN CITY COUNCIL MEETING APPLICANT ITEM NO. $C1 AGENCY CITY CLERK: CITY ENGINEER: CITY PLANNING DIRECTOR: CITY ATTORNEY CITY FINANCE 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. March 23, 2010 City of Meridian Purchasing Policy CITY OF MERIDIAN PURCHASING POLICY Adopted: Resolution: Purpose• Commodities and services purchased in the public sector represent a direct cost to the taxpayer. Every purchase that City employees make is subject to public scrutiny. Competition and best value are the central principles of public procurement. The rules and regulations in this policy were developed to encourage competitive solicitation for sound value, guard against favoritism and profiteering and promote the interest of local economies by providing equal opportunities to compete for government business. I. DEFINITIONS A. Authorized Purchasing Personnel (APP): An employee authorized by the Department Director (of the Department for which the purchase is intended) to purchase goods and/or services for City. B. Back Door Selling: Vendors and prospective vendors going directly to City departments without notification and approval of the Purchasing Department. C. Formal and Semi-Formal Bid Documents: A set of documents, made available to bidders that may include an invitation to bid, instructions to bidders, bid form, general conditions, supplemental general conditions, special provisions, technical specifications, drawings, or other information necessary to adequately convey the characteristics of the item or service being sought. D. Project Manager (PM): A professional in the field of project management. They are accountable for accomplishing the stated project objectives and have the responsibility of the planning, execution, and closing of a project. Key project management responsibilities include creating clear and attainable project objectives, building the project requirements, and managing the cost, time, and scope constraint for projects. E. Capital Improvement Project (CIP): An addition or structure that enhances the value of a property, or a replacement or upgrade that extends the useful life of an asset. F. Change Order (CO): A component of the change management process, whereby changes from the agreed upon scope (limitations) of the project's work require a mutual agreement. A Change Order is work that is added to or deleted from the original scope of work of a contract, which alters the original contract amount and/or completion date. G. Consultant Services. Work rendered by either independent individuals or firms who possess specialized knowledge, experience, and expertise including but not limited to such areas as management, personnel, finance, accounting, planning and data processing ~ ~~ ~ ~ tr-e.~ Q~ y ~~,1 ~ ~ ~I ~ ~ ~ ~c City of Meridian Purchasing Policy H. Idaho Code (I.C.): Legal code of Idaho found in the Idaho state statutes. (This policy refers to several Idaho Statutes. See Appendix A for a list of all statutes that impact public purchasing). I. Professional Services: Work rendered by an independent contractor who has a professional knowledge of some department of teaming or science. This includes but is not limited to accounting and auditing, legal, education, engineering, architecture, and research. J. Public Purchasing: The purchasing or procurement of an item or a service for a Public Entity using public funds. K. Public Works Construction: Public works construction does not pertain only to those projects undertaken by the Public Works Department. Statute and this policy cover any construction, repair or reconstruction of any public work (including, but not limited to, buildings, pipelines, irrigation, drainage facilities, curbing, and numerous "specialty construction" types of work). See I.C. §54-1901 for further definition and types of work subject to the requirements of this policy. L. Purchasing Manager (PA): A professional within a company, business or other organization who is responsible for buying or approving the acquisition of goods and services needed by the company. A Purchasing Manager oversees the acquisition of materials needed for production, general supplies for offices and facilities, equipment, or construction contracts. M. Request for Proposal (RFP): A request for proposal is generally utilized in the acquisition of services or complex purchases. Requests for proposals are generally used for services and in cases where the need is known but the solution is not (examples: consulting engineers, architects, project manager, planning consultants). A RFP describes a problem or need in general terms and seeks a written response including pricing information, which describes the solution or means of providing the property requested by the request for Proposal. Price might be one of the evaluation criterions for proposals, but will not necessarily be the predominant basis for contract award. N. Specification: The term "specification" refers to a description of the characteristics or a commodity or service required. It is the explicit requirement furnished with a solicitation upon which a purchase order or contract is to be based. Specifications are written not to restrict bidding but to encourage open competition. The goal is to attract maximum reasonable competition. (See Section XV for allowable exceptions to formal bidding). O. Standard Operating Procedures (SOP): SOP's are the REQUIRED purchasing procedures for all City Departments to follow. P. Surplus Property: Personal property owed by the City where the cost of maintenance, transportation, storage, or other costs exceed the economic or useful life of the property. Q. Task Order Agreement (TOA): An agreement used to acquire supplies and /or services when the exact times and/or exact quantities of work are not known at the time of contract award. Task Order Contracts are used by buyers who cannot 2 City of Meridian Purchasing Policy determine the precise quantities of supplies or services they will require during the contract period. R. Work Change Directive (VNCD): A document for use in situations involving changes in the Work which, if not processed expeditiously, might delay the Project and add unnecessary expense to the project. These changes are often initiated in the field and may affect the Contract Price or the Contract Times. This is not a Change Order, but only a directive to proceed with Work that may be included in a subsequent Change Order. II. PURCHASING ETHICS AND VENDOR RELATIONSHIPS Every City employee has a personal responsibility to conduct government business in an ethical manner and assure the integrity of the City purchasing and procurement processes. Department Directors and Managers are responsible for adherence to City and State purchasing rules and regulations. A. Code of Ethics All City of Meridian employees responsible for procuring goods or services shall: 1. Follow the rules and regulations of the City of Meridian and the laws of the state of Idaho. 2. Avoid activities that would compromise or give the perception of compromising the best interests of the City. 3. Reduce the potential for any charges of preferential treatment by actively promoting the concept of competition. 4. Act as good custodians of public money by obtaining maximum benefit for funds spent. 5. Never solicit or accept money, loans, credits or prejudicial discounts, gifts or entertainment material in nature (generally exceeding $50), favors or services from your present or potential suppliers, which might influence or appear to influence purchasing decisions. B. Vendor Relationships Developing and maintaining good relationships with our suppliers is important. City personnel should work through the Purchasing Department for vendor communication (back door selling is forbidden by the City). Maintain and practice, to the highest degree possible, business ethics, professional courtesy, and competence in all transactions. Adhere to and protect the supplier's business and legal rights to confidentiality for trade secrets, and other proprietary information. C. Prohibitions The City has adopted the following state statutes in regard to purchasing prohibitions: 1. I.C. §67-5726 -Conflict of interest regarding the holding of contracts or selling to the City property or supplies by City employees unless award is made after 3 City of Meridian Purchasing Policy competitive bids. 2. I.C. §67-5726 -Prohibition regarding the influencing or conspiring to influence public purchasing decisions and contract awards. Attempts at influence may include kickbacks and bribes, peddling or payment of a fee, back door selling, hard-sell tactics, fraternization, or offering gifts to avoid following published procedures or gain advantages. 3. I.C. §67-5726 -Circumventing Purchasing Authorization -Prohibits efforts by employees to obtain products or services by avoiding the competitive process by splitting purchases, creating false emergency situations and non-use of City-wide contracts III. PURCHASING FORMS All City purchases will utilize the City universal purchasing forms, issued by the Purchasing Department, to increase consistencies and decrease formatting, completing, and review time. Purchasing Manager and Legal Department will establish City universal purchasing form templates (including but not limited to Task Order, Public Notification, Bid Specifications, RFP's, Change Order, Contract, Work Change Directive, Agreements, Supply Order, Maintenance/Parts Order) including formatting, content, and style. All employees are to download any forms needed from the Intranet to insure they have the latest forms available. Forms are not to be saved to individual employee computers. IV. PURCHASING AUTHORITY Each Department Director and/or Authorized Purchasing Personnel within the City shall have the authority to acquire goods or services, previously approved in their Department Budget, in accordance with the following guidelines: A. Goods and Services 1. Up to $10,000 All Department Directors and/or Approved Purchasing Personnel may purchase goods and/or services up to $10,000. If the item(s) is/are on contract then the purchase may be made though the vendor on contract. If not purchasing through a contract, employees are encouraged to obtain three (3) verbal or written quotes prior to purchase. The results shall be forwarded to the Accounts Payable Department at time of payment request. A purchase order is not required but can be issued by the Purchasing Department if requested by the Department or vendor. 2. $10,000 -Less Than $25,000 Department Director or designee authorization is required to approve purchases in the $10,000 to less than $25,000 range. Purchases in this range require a written quote or semi-formal bid process and must be accompanied by a signed purchase order from the Purchasing Manager (excluding dues, memberships and publications). Employees should request 3 quotes whenever possible. 4 City of Meridian Purchasing Policy 3. $25,000 but Less Than $50,000 Purchases in this range, in addition to prior liaison/Council approval, require Department Director or designee authorization ,and require semi-formal written bids in accordance with I.C. 67-2806(1) (please see Purchasing SOP's for process). Also required is the issuance of a signed purchase order from the Purchasing Manager. All semi-formal bids shall be issued by the Purchasing Manager. See Section IV. See I.C. 67-2803 for exclusions. 4. $50,000 or Greater Expenditures at this level, in addition to prior liaison/Council approval, require Department Director or designee authorization, and must go through the formal bid process in compliance with I.C. 67-2806(2) (please see Purchasing SOP's for process). Corresponding City Council Liaison must sign all purchase orders in this range if not approved through the formal Council Agenda. All formal Bids/RFP's will be issued by the Purchasing Manager. See Section V. See I.C. 67-2803 for exclusions. 5. Specialized Repair More than $25,000, Less than $50,000 Repair of specialized equipment that is NOT considered a °public work° as defined by statute may utilize semi-formal bidding. Examples of repair work that may qualify under this provision include supply well pumps, heavy rolling stock, previously sole-sourced process equipment and specialty wastewater equipment. Examples of repair work that would not qualify under this provision are passenger vehicles, office buildings, pipelines, and irrigation facilities. The Department Director or designee must secure approval from their City Council Liaison prior to proceeding with semi-formal bidding under this provision. B. Capital Improvement Projects(CIP) (including Public Works projects) 1. Up To $25,000 Projects less than twenty-five thousand dollars ($25,000) may not have to be semi- or formally bid (coordinate with the Purchasing Department to determine requirements). All projects in this range require a contract and purchase order issued and signed by the Purchasing Manager. 2. $25,000 To $100,000 Semi-forming bidding is required (See Section V). All projects in this range require prior Liaison/Council approval. A contract and purchase order issued by the Purchasing Manager is required. Please see Section V for approval requirements. 3. Greater Than $100,000 Formal bidding is required (See Section VI). All projects in this range require prior Liaison/Council approval. A contract and purchase order issued by the Purchasing Manager is required. (Please see Section VI for approval requirements). C. Increases (Change Orders) to Capital Improvement Projects (including Public Works projects) Department Directors and/or his/her designee have authorization to approve CIP change orders up to the Council approved budget and within the original approved 5 City of Meridian Purchasing Policy scope. All change orders must be written on the standard Purchasing Department form and be signed by the Department Directors and/or his/her designee and Purchasing Manager. Any change order that exceeds the Council approved budget or scope must go before Council for approval, be accompanied by a budget amendment and be signed by the Mayor and Purchasing Manager (please see the Purchasing SOP's for process). All change orders will be thoroughly detailed at the mandatory project/contract closeout presentation to Council. V. SEMI-FORMAL BIDDING All Bids, RFP's and written quotes will be created and released by the Purchasing Department with the assistance of the requesting department. Semi-Formal bidding MUST comply with I.C. 67-2806(1). Please see the Purchasing SOP's for process. A. Award of Bid (Lowest Cost). Semi-formal Invitation for Bids will be awarded to the lowest responsive and responsible bidder per the Purchasing SOP's. B. Awards Up To $50,000 and Within Council Approved Budget Bid awards up to $50,000 and within Council approved budgets are not required to go before Council for approval (see Purchasing SOP's for process). Contracts and purchase orders of $25,000 or less must be signed by the Purchasing Manager. All Contracts above $25,000 must be signed by the Mayor. C. Awards above $50,000 or Over Council Approved Budget Bid awards above $50,000 or over the Council approved project budget must go before Council for approval (see Purchasing SOP's for process). All contracts in this range must be signed by the Mayor. All Purchase orders must be signed by the Purchasing Manager and the corresponding Council Liaison. VI. FORMAL BIDDING Formal bidding is generally used for construction/CIP projects and tangible property where the expected cost will exceed $100,000. In addition to the Semi-Formal bidding procedure the request for bid MUST be advertised in the local paper. Formal bidding MUST comply with I.C. §67-2806(2). Please see the Purchasing SOP's for process. Award of Formal Bids A. Formal bids must go to Council for approval and award. Please see the Purchasing SOP's for process 1. City Council Action. The City Council may: a. Accept staff recommendation. b. Approve an alternate bid in accordance with state statute and City policy c. Defer action and request more information. d. Reject all bids and re-advertise. 6 City of Meridian Purchasing Policy e. After rejecting bids the City Council may, after finding it to be a fact, pass a resolution declaring that the purpose of the expenditure can be realized more economically by day labor, or the materials or supplies furnished at a lower price in the open market. Upon adoption of the resolution, it may fulfill the purpose of the expenditure in the manner stated without further compliance with competitive bidding requirements. B. All purchase orders in this range must be signed by both the Purchasing Manager and the corresponding Council Liaison. All contracts in this range must be signed by the Purchasing Manger and the Mayor. C. If no bids are received, the City may make the expenditure without further compliance with competitive bidding; requirements. This includes buying the material and supplies and/or having City employees do the work. D. Mistakes in Bids. Reference Idaho Code §54-1904 (B - E) for specific reasons for (and ramifications of) withdrawing a bid. E. Additional Requirements for Public Works Construction. 1. Public works contractors have additional requirements for construction projects: a. Must be bondable for performance and payment for specific license; b. Must have a valid Public Works license through the State of Idaho; c. Must have class of license specific to dollar value of project; d. Must satisfy additional insurance requirements as stated in the project specifications or bid documents; e. Hold certain specialty license, as required by State of Idaho. F. Tax Commission Requirements. 1. Within thirty (30) calendar days after Council awards a contract to a public works contractor, the Purchasing Department shall notify the state tax commission that the contract has been awarded and shall provide to the state tax commission the name and address of the prime contractor. See I.C. 54 1904A. 2. If material or equipment is purchased or supplied by the City of Meridian, who is exempt from sales and use taxes, for subsequent use or installation by a public works contractor, then the use by the contractor is subject to use tax. For example, if a contractor has a public works contract to build a structure using materials owned and supplied by the City, the contractor is the consumer of the materials and is subject to a use tax on their value. This tax falls directly upon the contractor and not the owner of the property. See Idaho Administrative Rules 35.01.02.12 VII. TAX COMMISSION REQUIREMENTS 1. Within thirty (30) calendar days after City awards a contract to a public works contractor, the Purchasing Department shall notify the state tax commission that the contract has been awarded and shall provide to the state tax commission the name and address of the prime contractor. See I.C. §54-1904A. 7 City of Meridian Purchasing Policy 2. If material or equipment is purchased or supplied by the City of Meridian, who is exempt from sales and use taxes, for subsequent use or installation by a public works contractor, then the use by the contractor is subject to use tax. For example, if a contractor has a public works contract to build a structure using materials owned and supplied by the City, the contractor is the consumer of the materials and is subject to a use tax on their value. This tax falls directly upon the contractor and not the owner of the property. See Idaho Administrative Rules 35.01.02.12 VIII. BID PROTEST A. Specifications: Protest of Bid/RFP specifications must be submitted to the City Clerks office, in writing, no later than 3 days prior to the bid opening. B. Award: Protests of award must be submitted to the City Clerks office, in writing, no later than 10 days after award posting or notification (whichever is earliest). IX. REQUEST FOR PROPOSAL A. Requests for Proposals (RFP's) may be used for services or software applications and must comply with the dollar limits set in I.C. §67-2806(1) & (2). Please see the Purchasing SOP's for process, B. Exceptions: Specific criteria are applicable to professional service contracts with design professionals (engineers, architects and landscape architects), construction managers, and professional land surveyors. These criteria MUST be adhered to and are described in Idaho Code §67-2320 State Government and State Affairs, Chapter 23, Miscellaneous Provisions, Professional Service Contracts With Design Professionals, Construction Managers And Professional Land Surveyors. C. Award: RFP's shall be awarded based on a list of criteria set out in the Request for Proposals (please see the Purchasing SOP's for process). X. REQUEST FOR QUALIFICATIONS A. Request for qualifications (RFQ) are typically used for professional engineering and architectural services. RFQ's are awarded on qualifications only and may NOT include pricing as part of the request or award per Idaho Code §67-2320 8 City of Meridian Purchasing Policy XI. DETERMINATION OF NEED TO CONTRACT A. A contract may be established as the result of a bid or a RFP. Agreements where someone is performing a service on City property require a purchase order or written contract issued by the Purchasing Department. B. The Purchasing Manager will review and sign all contracts. C. All contracts exceeding $50,000 shall be signed by the Purchasing Manager, Department Head/Project Manager and the contractor and placed on the City Council consent agenda (see Purchasing SOP's for process). The Mayor's signature, with City Clerk attestation to Mayor's signature, is required. D. The Purchasing Manager and City Attorney should be consulted on any decision made to declare a breach of contract due to failure to perform. XII. LEASES (Gifu as Lessee) A. The City may enter into lease agreements. If practical, the City is encouraged to use the competitive bidding process. Market conditions and the urgency of the City's needs are factors to be considered in determining whether to use a competitive bidding process. B. All leases exceeding $25,000 will be placed on the City Council consent agenda. If the Council requires discussion they may be pulled from the consent agenda and discussed in a department report. C. The City Attorney must review ALL lease agreements for legal form. D. The Purchasing Manager shall review all lease agreements for content. E. The Mayor must sign all lease agreements and City Clerk attest to Mayor's signature. F. A signed copy of every lease agreement must be retained in a central file in the Purchasing Department. G. Capital leases where the City will retain the property at the end of the lease must be appropriated and expensed for the full amount the first year of the lease. * Leases of City-owned property shall be governed by the provisions of I.C. §50-1409 XIII. RISK MANAGEMENT AND INSURANCE REQUIREMENTS A. Project Insurance. The Purchasing Department (in conjunction with Legal Department) is responsible for ensuring that all (City and vendor) insurance requirements are met before Conditional Notice to Proceed is issued to vendor. The 9 City of Meridian Purchasing Policy Purchasing Department shall maintain the insurance documentation and have available for audit upon request. XIV. EXCEPTIONS TO COMPETITIVE BIDDING A. Cooperative Bidding The Department may use the established state, federal, city, or county contracts to make purchases. The Division of Purchasing contract information is located at: http://www2.state. id. us/adm/purchasing/agyi nfo. htm In accordance with I.C. §67-2803(1) and §67-2807(1), departments may also piggyback on other city or county bids if the pricing is consistent with the original bid and the bid process followed I.C. Title 67. All bid documentation should accompany the purchase request. B. Emergency Purchasing Emergency Purchases must comply with I.C. §67-2808(1) which states that the Council must declare an emergency exists, (please see Purchasing SOP's for process). C. Sole Source Purchasing -Purchases under $50,000 Sole Source Purchases must comply with I.C. §67-2808(2) which states that the sole source procurement shall be published in the official newspaper of the City at least fourteen (14) calendar days prior to the award of the contract and/or PO (please see Purchasing SOP's for process). Examples of sole source purchases are as follows: • Where the compatibility of equipment, components, accessories, computer software, replacement parts, or service is the paramount consideration • Where a sole supplier's item is needed for trial use or testing • Purchase of video's, books, or other copyrighted materials • Purchase of property for which it is determined there is no functional equivalent • Purchases of public utility services D. Professional or Consultant Services -Contracts Less Than $25,000 Professional service contracts less than $25,000 may be entered into without formal bidding or a request for proposal. The Professional service contracts shall be drafted by the Purchasing Manager using the department universal template. The Approved Purchasing Personnel will coordinate with the Purchasing Department for required information to complete the form. Signatures from the Purchasing Manager and Mayor are required (and will be facilitated by Purchasing Manager) for execution. Consultant's work will be performed according to the consultant's methods without being subject to the control of the City. 10 City of Meridian Purchasing Policy Special conditions exist for professional service contracts/agreements with design professionals (engineers, architects and landscape architects), construction managers, and professional land surveyors. See I. C. §67-2320 E. Use of Correctional Industries The City can purchase Correctional Industry furniture and other goods or services without competitive bidding. The City may also utilize Idaho Department of Correction labor crews without competitive. bidding. F. Procurement of an interest in real property. I.C. §67-2803(5). G. Procurement of insurance. I.C. §67-2803(6). XV. CREDIT CARD USAGE This policy states the minimum guidelines required by law. Individual departments may establish more restrictive guidelines for usage. The City shall pay for only official business expenses that are directly related to conducting business for the City of Meridian. Expenditures must be reasonable and necessary to conduct City business. Each employee is expected to exercise good judgment in incurring travel expenses. The City is Tax Exempt and employees are responsible for ensuring that taxes are not charged on any purchase made. Detailed itemized receipts for ALL purchases must be submitted to the finance department within 14 days of expense or 7 days of return from travel, whichever is less. Use of a City issued credit card does not supersede the Purchasing Policy and is subject to the entire Purchasing Policy. CREDIT CARD ISSUANCE a. City of Meridian credit cards can only be obtained/applied for by the Department of Finance Management with the approval of the CFO. b. A controlled number of City of Meridian credit cards will be maintained by the finance department. c. The number of cards issued and active will be controlled by the finance department. XVI. SURPLUS PROPERTY A. Disposal. Surplus property will be disposed of in the manner that maximizes the value received by the City of Meridian in accordance with the following guidelines: (see Purchasing SOP's for procedures). All property disposal requests must be submitted 11 City of Meridian Purchasing Policy on the approved "Asset Information Form" and must be signed by the applicable Department Director. All employees of the City, including their spouses, dependents, or any person acting on the employee's behalf, are prohibited from acquiring surplus property form the City UNLESS the property is acquired through a competitive bid process, such as a public auction or sealed bid. B. The following guidelines determine the method used to dispose of property. 1. Nominal Value a. Item has a value of zero or less than what it would cost to dispose of the property. b. Dispose of item by donating to charitable organization that qualifies under Section 501(c) and 501(c)(19) of the Internal Revenue Service or to any state or local govemment pursuant to I.C §50-1405 or: c. Dispose of item at local refuse site or have it removed by outside party willing to pay for removal. 2. Less Than $1,000 Value a. Sell or transfer to another state or local govemment pursuant to I.C. 50-1405 without public advertisement or competitive bid or: b. Sell at public auction conducted by a licensed auctioneer or: c. Sell to the highest bidder in response to notice of public sale advertised for at least one week in a newspaper of general circulation. 3. Greater Than $1,000 Value a. Sell at public auction conducted by a licensed auctioneer or: b. Sell after receipt of sealed bids to the highest responsible bidder after notice of public sale. C. Exceptions. With approval from the City Council and the Mayor, items of greater than nominal value may be donated to 501(c)(3) and 501(c) (19) charitable organization or to the state or other local governments pursuant to I.C. §50-1405. See Purchasing SOP's for procedures. D. SURPLUS REAL PROPERTY Follow requirements of I.C. Title 50, Chapter 14. XVII. GREEN PURCHASING Green Purchasing Statement The City of Meridian will promote the purchase of recycled products and recycled materials provided that the products meet acceptable use and performance standards. All departments shall, whenever possible, practical and fiscally responsible, use recycled products and recycled materials to meet the 12 City of Meridian Purchasing Policy needs of the City. This policy is enacted to set an example, create demand, and foster market development for recycling products. Recycled Content Preference The City of Meridian should endeavor, whenever practical and fiscally responsible, to purchase products which contain, in order of preference, the following: 1. The highest percentage of recycled content of post-consumer recovered material, available in the marketplace; and 2. The highest percentage of "pre-consumer recovered material," available in the market place. Definitions of Recycled Content A. Post-consumer recovered materials. A finished material that would normally be disposed of as a solid waste, having completed its life cycle as a consumer item. Examples of post-consumer recovered materials include, but are not limited to; old newspapers, office paper, yard waste, steel, aluminum cans, glass, plastic bottles, oil, asphalt, concrete, and tires. B. Pre-consumer recovered materials. Material or by-products generated after manufacturing of a product is completed, but before the product reaches the end-use consumer. Examples of pre- consumer recovered materials include, but are not limited to; obsolete inventories of finished goods, rejected unused stock and paper wastes generated during printing, cutting and other converting operations. 13 City of Meridian Purchasing Policy Attachment "A" Idaho Statutes Regarding Purchasing, Contracting and Procurement Public Works Contractor Licensure Requirements I.C. §54-1903 (i) Exemptions to Public Works Contractor Licensure I.C. §54-1903 (i) & (k) Public Works Construction Bidding I.C. §67-2803 (2) & (3) Public Procurement of Goods and Services Bidding I.C. §67-2803 (2) I.C. §67-2805 (2) & (3) Purchasing By Political Subdivisions I.C. Title 67, Chapter 28 Exemptions to Public Procurement of Goods and Services Bidding I.C. §67-2803 (1) through (7) I.C. §67-2806 I.C. §67-2808 (1) Joint Purchasing Program I.C. §67-2807 (1) Penalties -Political Subdivisions/Public Officials I.C. §54-1914 (2) I.C. §54-1920 (2) I.C. §59-1026 Penalties -Contractors I.C. §54-1914 (1) I.C. §54-1920 (1) & (3) Related Statutes I.C. Title 54, Chapter 19: PUBLIC WORKS CONTRACTORS I.C. §67-2309: WRITTEN PLANS AND SPECIFICATIONS FOR WORK TO BE MADE BY OFFICIALS -AVAILABILITY I.C. §67-2320: PROFESSIONAL SERVICE CONTRACTS WITH DESIGN PROFESSIONALS, CONSTRUCTION MANAGERS AND PROFESSIONAL LAND SURVEYORS I.C. Title 50, Chapter 14: DISPOSAL OF SURPLUS 14 City of Meridian Purchasing Policy ,~ ~~ MAR 2 3 2010 CITY OF MERIDIAN PURCHASING POLICI~I~®FC~!E CITY CLERKS OFFICE Adopted: 3~a3~adlc7 Resolution: 1 C7 -1~ ~o Purpose• Commodities and services purchased in the public sector represent a direct cost to the taxpayer. Every purchase that City employees make is subject to public scrutiny. Competition and best value are the central principles of public procurement. The rules and regulations in this policy were developed to encourage competitive solicitation for sound value, guard against favoritism and profiteering and promote the interest of local economies by providing equal opportunities to compete for government business. I. DEFINITIONS A. Authorized Purchasing Personnel (APP): An employee authorized by the Department Director (of the Department for which the purchase is intended) to purchase goods and/or services for City. B. Back Door Selling: Vendors and prospective vendors going directly to City departments without notification and approval of the Purchasing Department. C. Formal and Semi-Formal Bid Documents: A set of documents, made available to bidders that may include an invitation to bid, instructions to bidders, bid form, general conditions, supplemental general conditions, special provisions, technical specifications, drawings, or other information necessary to adequately convey the characteristics of the item or service being sought. D. Project Manager (PM): A professional in the field of project management. They are accountable for accomplishing the stated project objectives and have the responsibility of the planning, execution, and closing of a project. Key project management responsibilities include creating clear and attainable project objectives, building the project requirements, and managing the cost, time, and scope constraint for projects. E. Capital Improvement Project (CIP): An addition or structure that enhances the value of a property, or a replacement or upgrade that extends the useful life of an asset. F. Change Order (CO): A component of the change management process, whereby changes from the agreed upon scope (limitations) of the project's work require a mutual agreement. A Change Order is work that is added to or deleted from the original scope of work of a contract, which alters the original contract amount and/or completion date. G. Consultant Services. Work rendered by either independent individuals or firms who possess specialized knowledge, experience, and expertise including but not limited to such areas as management, personnel, finance, accounting, planning and data processing City of Meridian Purchasing Policy H. Idaho Code (I.C.): Legal code of Idaho found in the Idaho state statutes. (This policy refers to several Idaho Statutes. See Appendix A for a list of all statutes that impact public purchasing). I. Professional Services: Work rendered by an independent contractor who has a professional knowledge of some department of teaming or science. This includes but is not limited to accounting and auditing, legal, education, engineering, architecture, and research. J. Public Purchasing: The purchasing or procurement of an item or a service for a Public Entity using public funds. K. Public Works Construction: Public works construction does not pertain only to those projects undertaken by the Public Works Department. Statute and this policy cover any construction, repair or reconstruction of any public work (including, but not limited to, buildings, pipelines, irrigation, drainage facilities, curbing, and numerous specialty construction" types of work). See I.C. §54-1901 for further definition and types of work subject to the requirements of this policy. L. Purchasing Manager (PA): A professional within a company, business or other organization who is responsible for buying or approving the acquisition of goods and services needed by the company. A Purchasing Manager oversees the acquisition of materials needed for production, general supplies for offices and facilities, equipment, or construction contracts. M. Request for Proposal (RFP): A request for proposal is generally utilized in the acquisition of services or complex purchases. Requests for proposals are generally used for services and in cases where the need is known but the solution is not (examples: consulting engineers, architects, project manager, planning consultants). A RFP describes a problem or need in general terms and seeks a written response including pricing information, which describes the solution or means of providing the property requested by the request for Proposal. Price might be one of the evaluation criterions for proposals, but will not necessarily be the predominant basis for contract award. N. Specification: The term "specification" refers to a description of the characteristics or a commodity or service required. It is the explicit requirement furnished with a solicitation upon which a purchase order or contract is to be based. Specifications are written not to restrict bidding but to encourage open competition. The goal is to attract maximum reasonable competition. (See Section XV for allowable exceptions to formal bidding). O. Standard Operating Procedures (SOP): SOP's are the REQUIRED purchasing procedures for all City Departments to follow. P. Surplus Property: Personal property owed by the City where the cost of maintenance, transportation, storage, or other costs exceed the economic or useful life of the property. Q. Task Order Agreement (TOA): An agreement used to acquire supplies and /or services when the exact times and/or exact quantities of work are not known at the time of contract award. Task Order Contracts are used by buyers who cannot 2 City of Meridian Purchasing Policy determine the precise quantities of supplies or services they will require during the contract period. R. Work Change Directive (WCD): A document for use in situations involving changes in the Work which, if not processed expeditiously, might delay the Project and add unnecessary expense to the project. These changes are often initiated in the field and may affect the Contract Price or the Contract Times. This is not a Change Order, but only a directive to proceed with Work that may be included in a subsequent Change Order. II. PURCHASING ETHICS AND VENDOR RELATIONSHIPS Every City employee has a personal responsibility to conduct government business in an ethical manner and assure the integrity of the City purchasing and procurement processes. Department Directors and Managers are responsible for adherence to City and State purchasing rules and regulations. A. Code of Ethics All City of Meridian employees responsible for procuring goods or services shall: 1. Follow the rules and regulations of the City of Meridian and the laws of the state of Idaho. 2. Avoid activities that would compromise or give the perception of compromising the best interests of the City. 3. Reduce the potential for any charges of preferential treatment by actively promoting the concept of competition. 4. Act as good custodians of public money by obtaining maximum benefit for funds spent. 5. Never solicit or accept money, loans, credits or prejudicial discounts, gifts or entertainment material in nature (generally exceeding $50), favors or services from your present or potential suppliers, which might influence or appear to influence purchasing decisions. B. Vendor Relationships Developing and maintaining good relationships with our suppliers is important. City personnel should work through the Purchasing Department for vendor communication (back door selling is forbidden by the City). Maintain and practice, to the highest degree possible, business ethics, professional courtesy, and competence in all transactions. Adhere to and protect the supplier's business and legal rights to confidentiality for trade secrets, and other proprietary information. C. Prohibitions The City has adopted the following state statutes in regard to purchasing prohibitions: 1. I.C. §67-5726 -Conflict of interest regarding the holding of contracts or selling to the City property or supplies by City employees unless award is made after 3 City of Meridian Purchasing Policy competitive bids. 2. I.C. §67-5726 -Prohibition regarding the influencing or conspiring to influence public purchasing decisions and contract awards. Attempts at influence may include kickbacks and bribes, peddling or payment of a fee, back door selling, hard-sell tactics, fraternization, or offering gifts to avoid following published procedures or gain advantages. 3. I.C. §67-5726 -Circumventing Purchasing Authorization -Prohibits efforts by employees to obtain products or services by avoiding the competitive process by splitting purchases, creating false emergency situations and non-use of City-wide contracts III. PURCHASING FORMS All City purchases will utilize the City universal purchasing forms, issued by the Purchasing Department, to increase consistencies and decrease formatting, completing, and review time. Purchasing Manager and Legal Department will establish City universal purchasing form templates (including but not limited to Task Order, Public Notification, Bid Specifications, RFP's, Change Order, Contract, Work Change Directive, Agreements, Supply Order, Maintenance/Parts Order) including formatting, content, and style. All employees are to download any forms needed from the Intranet to insure they have the latest forms available. Forms are not to be saved to individual employee computers. IV. PURCHASING AUTHORITY Each Department Director and/or Authorized Purchasing Personnel within the City shall have the authority to acquire goods or services, previously approved in their Department Budget, in accordance with the following guidelines: A. Goods and Services 1. Up to $10,000 All Department Directors and/or Approved Purchasing Personnel may purchase goods and/or services up to $10,000. Department Directors or designated purchasing personnel shall have the responsibility to determine what method of procurement is in the best interest of the City for purchases in this range. If the item(s) is/are on contract then the purchase may be made though the vendor on contract. If not purchasing through a contract, and if in the best interest of the City, employees are encouraged to obtain three (3) verbal or written quotes prior to purchase. If three quotes are obtained, the results should be forwarded to the Accounts Payable Department at time of payment request. A purchase order is not required but can be issued by the Purchasing Department if requested by the Department or vendor. 2. $10,000 -Less Than $25,000 Department Director or designee authorization is required to approve purchases in the $10,000 to less than $25,000 range. Purchases in this range require three (3) 4 City of Meridian Purchasing Policy written quotes or asemi-formal bid process and must be accompanied by a signed purchase order from the Purchasing Manager (excluding dues, memberships and publications). 3. $25,000 but Less Than $50,000 Purchases in this range, in addition to prior liaison/Council approval, require Department Director or designee authorization ,and require semi-formal written bids in accordance with I.C. 67-2806(1) (please see Purchasing SOP's for process). Also required is the issuance of a signed purchase order from the Purchasing Manager. All semi-formal bids shall be issued by the Purchasing Manager. See Section IV. See I.C. 67-2803 for exclusions. 4. $50,000 or Greater Expenditures at this level, in addition to prior liaison/Council approval, require Department Director or designee authorization, and must go through the formal bid process in compliance with I.C. 67-2806(2) (please see Purchasing SOP's for process). Corresponding City Council Liaison must sign all purchase orders in this range if not approved through the formal Council Agenda. All formal Bids/RFP's will be issued by the Purchasing Manager. See Section V. See I.C. 67-2803 for exclusions. 5. Specialized Repair More than $25,000, Less than $50,000 Repair of specialized equipment that is NOT considered a "public work" as defined by statute may utilize semi-formal bidding. Examples of repair work that may qualify under this provision include supply well pumps, heavy rolling stock, previously sole-sourced process equipment and specialty wastewater equipment. Examples of repair work that would not qualify under this provision are passenger vehicles, office buildings, pipelines, and irrigation facilities. The Department Director or designee must secure approval from their City Council Liaison prior to proceeding with semi-formal bidding underthis provision. B. Capital Improvement Projects(CIP) (including Public Works projects) 1. Up To $25,000 Projects less than twenty-five thousand dollars ($25,000) may not have to be semi- or formally bid (coordinate with the Purchasing Department to determine requirements). All projects in this range require a contract and purchase order issued and signed by the Purchasing Manager. 2. $25,000 To $100,000 Semi-forming bidding is required (See Section V). All projects in this range require prior Liaison/Council approval. A contract and purchase order issued by the Purchasing Manager is required. Please see Section V for approval requirements. 3. Greater Than $100,000 Formal bidding is required (See Section VI). All projects in this range require prior Liaison/Council approval. A contract and purchase order issued by the Purchasing Manager is required. (Please see Section VI for approval requirements). 5 City of Meridian Purchasing Policy C. Increases (Change Orders) to Capital Improvement Projects (including Public Works projects) Department Directors and/or his/her designee have authorization to approve CIP change orders up to the Council approved budget and within the original approved scope. All change orders must be written on the standard Purchasing Department form and be signed by the Department Directors and/or his/her designee and Purchasing Manager. Any change order that exceeds the Council approved budget or scope must go before Council for approval, be accompanied by a budget amendment and be signed by the Mayor and Purchasing Manager (please see the Purchasing SOP's for process). All change orders will be thoroughly detailed at the mandatory project/contract closeout presentation to Council. V. SEMI-FORMAL BIDDING All Bids, RFP's and written quotes will be created and released by the Purchasing Department with the assistance of the requesting department. Semi-Formal bidding MUST comply with I.C. 67-2806(1). Please see the Purchasing SOP's for process. A. Award of Bid (Lowest Cost). Semi-formal Invitation for Bids will be awarded to the lowest responsive and responsible bidder per the Purchasing SOP's. B. Awards Up To $50,000 and Within Council Approved Budget Bid awards up to $50,000 and within Council approved budgets are not required to go before Council for approval (see Purchasing SOP's for process). Contracts and purchase orders of $25,000 or less must be signed by the Purchasing Manager. All Contracts above $25,000 must be signed by the Mayor. C. Awards above $50,000 or Over Council Approved Budget Bid awards above $50,000 or over the Council approved project budget must go before Council for approval (see Purchasing SOP's for process). All contracts in this range must be signed by the Mayor. All Purchase orders must be signed by the Purchasing Manager and the corresponding Council Liaison. VI. FORMAL BIDDING Formal bidding is generally used for construction/CIP projects and tangible property where the expected cost will exceed $100,000. In addition to the Semi-Formal bidding procedure the request for bid MUST be advertised in the local paper. Formal bidding MUST comply with I.C. §67-2806(2). Please see the Purchasing SOP's for process. Award of Formal Bids A. Formal bids must go to Council for approval and award. Please see the Purchasing SOP's for process 1. City Council Action. The City Council may: 6 City of Meridian Purchasing Policy a. Accept staff recommendation. b. Approve an alternate bid in accordance with state statute and City policy c. Defer action and request more information. d. Reject all bids and re-advertise. e. After rejecting bids the City Council may, after finding it to be a fact, pass a resolution declaring that the purpose of the expenditure can be realized more economically by day labor, or the materials or supplies furnished at a lower price in the open market. Upon adoption of the resolution, it may fulfill the purpose of the expenditure in the manner stated without further compliance with competitive bidding requirements. B. All purchase orders in this range must be signed by both the Purchasing Manager and the corresponding Council Liaison. All contracts in this range must be signed by the Purchasing Manger and the Mayor. C. If no bids are received, the City may make the expenditure without further compliance with competitive bidding; requirements. This includes buying the material and supplies and/or having City employees do the work. D. Mistakes in Bids. Reference Idaho Code §541904 (B - E) for specific reasons for (and ramifications of) withdrawing a bid. E. Additional Requirements for Public Works Construction. 1. Public works contractors have additional requirements for construction projects: a. Must be bondable for performance and payment for specific license; b. Must have a valid Public Works license through the State of Idaho; c. Must have class of license speck to dollar value of project; d. Must satisfy additional insurance requirements as stated in the project specifications or bid documents; e. Hold certain specialty license, as required by State of Idaho. F. Tax Commission Requirements. 1. Within thirty (30) calendar days after Council awards a contract to a public works contractor, the Purchasing Department shall notify the state tax commission that the contract has been awarded and shall provide to the state tax commission the name and address of the prime contractor. See I.C. 541904A 2. If material or equipment is purchased or supplied by the City of Meridian, who is exempt from sales and use taxes, for subsequent use or installation by a public works contractor, then the use by the contractor is subject to use tax. For example, if a contractor has a public works contract to build a structure using materials owned and supplied by the City, the contractor is the consumer of the materials and is subject to a use tax on their value. This tax falls directly upon the contractor and not the owner of the property. See Idaho Administrative Rules 35.01.02.12 VII. TAX COMMISSION REQUIREMENTS Within thirty (30) calendar days after City awards a contract to a public works contractor, the Purchasing Department shall notify the state tax commission that 7 City of Meridian Purchasing Policy the contract has been awarded and shall provide to the state tax commission the name and address of the prime contractor. See I.C. §541904A 2. If material or equipment is purchased or supplied by the City of Meridian, who is exempt from sales and use taxes, for subsequent use or installation by a public works contractor, then the use by the contractor is subject to use tax. For example, if a contractor has a public works contract to build a structure using materials owned and supplied by the City, the contractor is the consumer of the materials and is subject to a use tax on their value. This tax falls directly upon the contractor and not the owner of the property. See Idaho Administrative Rules 35.01.02.12 VIII. BID PROTEST A. Specifications: Protest of Bid/RFP specifications must be submitted to the City Clerks office, in writing, no later than 3 days prior to the bid opening. B. Award: Protests of award must be submitted to the City Clerks office, in writing, no later than 10 days after award posting or notification (whichever is earliest). IX. REQUEST FOR PROPOSAL A. Requests for Proposals (RFP's) may be used for services or software applications and must comply with the dollar limits set in I.C. §67-2806(1) & (2). Please see the Purchasing SOP's for process, B. Exceptions: Specific criteria are applicable to professional service contracts with design professionals (engineers, architects and landscape architects), construction managers, and professional land surveyors. These criteria MUST be adhered to and are described in Idaho Code §67-2320 State Government and State AfiFairs, Chapter 23, Miscellaneous Provisions, Professional Service Contracts iN~th Design Professionals, Construction Managers And Professional Land Surveyors. C. Award: RFP's shall be awarded based on a list of criteria set out in the Request for Proposals (please see the Purchasing SOP's for process). X. REQUEST FOR QUALIFICATIONS A. Request for qualifications (RFQ) are typically used for professional engineering and architectural services. RFQ's are awarded on qualifications only and may NOT include pricing as part of the request or award per Idaho Code §67-2320 8 City of Meridian Purchasing Policy XI. DETERMINATION OF NEED TO CONTRACT A. A contract may be established as the result of a bid or a RFP. Agreements where someone is performing a service on City property require a purchase order or written contract issued by the Purchasing Department. B. The Purchasing Manager will review and sign all contracts. C. All contracts exceeding $50,000 shall be signed by the Purchasing Manager, Department Head/Project Manager and the contractor and placed on the City Council consent agenda (see Purchasing SOP's for process). The Mayor's signature, with City Clerk attestation to Mayor's signature, is required. D. The Purchasing Manager and City Attomey should be consulted on any decision made to declare a breach of contract due to failure to perform. XII. LEASES (Gifu as Lessee) A. The City may enter into lease agreements. If practical, the City is encouraged to use the competitive bidding process. Market conditions and the urgency of the City's needs are factors to be considered in determining whether to use a competitive bidding process. B. All leases exceeding $25,000 will be placed on the City Council consent agenda. If the Council requires discussion they may be pulled from the consent agenda and discussed in a department report. C. The City Attomey must review ALL lease agreements for legal form. D. The Purchasing Manager shall review all lease agreements for content. E. The Mayor must sign all lease agreements and City Clerk attest to Mayor's signature. F. A signed copy of every lease agreement must be retained in a central file in the Purchasing Department. G. Capital leases where the City will retain the property at the end of the lease must be appropriated and expensed for the full amount the first year of the lease. '` Leases of City-owned property shall be governed by the provisions of I.C. §50-1409 XIII. RISK MANAGEMENT AND INSURANCE REQUIREMENTS A. Project Insurance. The Purchasing Department (in conjunction with Legal Department and Department Project Manager) is responsible for ensuring that all (City and vendor) insurance requirements are met before Conditional Notice to Proceed is issued to vendor. The Purchasing Department shall maintain the insurance documentation and have available for audit upon request. 9 City of Meridian Purchasing Policy XIV. EXCEPTIONS TO COMPETITIVE BIDDING A. Cooperative Bidding The Department may use the established state, federal, city, or county contracts to make purchases. The Division of Purchasing contract information is located at: http://www2.state. id. us/ad m/p urchasina/aavi nfo. htm In accordance with I.C. §67-2803(1) and §67-2807(1), departments may also piggyback on other city or county bids if the pricing is consistent with the original bid and the bid process followed I.C. Title 67. All bid documentation should accompany the purchase request. B. Emergency Purchasing Emergency Purchases must comply with I.C. §67-2808(1) which states that the Council must declare an emergency exists, (please see Purchasing SOP's for process). C. Sole Source Purchasing -Purchases under $50,000 Sole Source Purchases must comply with I.C. §67-2808(2) which states that the sole source procurement shall be published in the official newspaper of the City at least fourteen (14) calendar days prior to the award of the contract and/or PO (please see Purchasing SOP's for process). Examples of sole source purchases are as follows: • Where the compatibility of equipment, components, accessories, computer software, replacement parts, or service is the paramount consideration • Where a sole supplier's item is needed for trial use or testing • Purchase of video's, books, or other copyrighted materials • Purchase of property for which it is determined there is no functional equivalent • Purchases of public utility services D. Professional or Consultant Services -Contracts Less Than $25,000 Professional service contracts less than $25,000 may be entered into without formal bidding or a request for proposal. The Professional service contracts shall be drafted by the Purchasing Manager using the department universal template. The Approved Purchasing Personnel will coordinate with the Purchasing Department for required information to complete the form. Signatures from the Purchasing Manager and Mayor are required (and will be facilitated by Purchasing Manager) for execution. Consultant's work will be performed according to the consultant's methods without being subject to the control of the City. Special conditions exist for professional service contracts/agreements with design professionals (engineers, architects and landscape architects), construction managers, and professional land surveyors. See I. C. §67-2320 10 ~• City of Meridian Purchasing Policy E. Use of Correctional Industries The City can purchase Correctional Industry furniture and other goods or services without competitive bidding. The City may also utilize Idaho Department of Correction labor crews without competitive bidding. F. Procurement of an interest in real property. I.C. §67-2803(5). G. Procurement of insurance. I.C. §67-2803(6). XV. CREDIT CARD USAGE This policy states the minimum guidelines required by law. Individual departrnents may establish more restrictive guidelines for usage. The City shall pay for only official business expenses that are directly related to conducting business for the City of Meridian. Expenditures must be reasonable and necessary to conduct City business. Each employee is expected to exercise good judgment in incurring travel expenses. The City is Tax Exempt and employees are responsible for ensuring that taxes are not charged on any purchase made. Detailed itemized receipts for ALL purchases must be submitted to the finance department within 14 days of expense or 7 days of return from travel, whichever is less. Use of a City issued credit card does not supersede the Purchasing Policy and is subject to the entire Purchasing Policy. CREDIT CARD ISSUANCE a. City of Meridian credit cards can only be obtained/appliedfor by the Department of Finance Management with the approval of the CFO. b. A controlled number of City of Meridian credit cards will be maintained by the finance department. c. The number of cards issued and active will be controlled by the finance department. XVI. SURPLUS PROPERTY A. Disposal. Surplus properly will be disposed of in the manner that maximizes the value received by the City of Meridian in accordance with the following guidelines: (see Purchasing SOP's for procedures). All property disposal requests must be submitted on the approved "Asset Information Form" and must be signed by the applicable Department Director. All employees of the City, including their spouses, dependents, or any person acting on the employee's behalf, are prohibited from acquiring surplus property form the City 11 City of Meridian Purchasing Policy UNLESS the property is acquired through a competitive bid process, such as a public auction or sealed bid. B. The following guidelines determine the method used to dispose of property. 1. Nominal Value a. Item has a value of zero or less than what it would cost to dispose of the property. b. Dispose of item by donating to charitable organization that qualifies under Section 501(c) and 501(c)(19) of the Internal Revenue Service or to any state or local govemment pursuant to I.C §50-1405 or: c. Dispose of item at local refuse site or have it removed by outside party willing to pay for removal. 2. Less Than $1,000 Value a. Sell or transfer to another state or local govemment pursuant to I.C. 50-1405 without public advertisement or competitive bid or: b. Sell at public auction conducted by a licensed auctioneer or: c. Sell to the highest bidder in response to notice of public sale advertised for at least one week in a newspaper of general circulation. 3. Greater Than $1,000 Value a. Sell at public auction conducted by a licensed auctioneer or: b. Sell after receipt of sealed bids to the highest responsible bidder after notice of public sale. C. Exceptions. With approval from the City Council and the Mayor, items of greater than nominal value may be donated to 501(c)(3) and 501(c) (19) charitable organization or to the state or other local governments pursuant to I.C. §50-1405. See Purchasing SOP's for procedures. D. SURPLUS REAL PROPERTY Follow requirements of I.C. Title 50, Chapter 14. XVII. GREEN PURCHASING Green Purchasing Statement The City of Meridian will promote the purchase of recycled products and recycled materials provided that the products meet acceptable use and performance standards. All departments shall, whenever possible, practical and fiscally responsible, use recycled products and recycled materials to meet the needs of the City. This policy is enacted to set an example, create demand, and foster market development for recycling products. Recycled Content Preference The City of Meridian should endeavor, whenever practical and fiscally responsible, to purchase products which contain, in order of preference, the following: 12 •• City of Meridian Purchasing Policy 1. The highest percentage of recycled content of post-consumer recovered material, available in the marketplace; and 2. The highest percentage of "pre-consumer recovered material," available in the market place. Definitions of Recycled Content A. Post-consumer recovered materials. A finished material that would normally be disposed of as a solid waste, having completed its life cycle as a consumer item. Examples of post-consumer recovered materials include, but are not limited to; old newspapers, office paper, yard waste, steel, aluminum cans, glass, plastic bottles, oil, asphalt, concrete, and tires. B. Pre-consumer recovered materials. Material or by-products generated after manufacturing of a product is completed, but before the product reaches the end-use consumer. Examples of pre- consumer recovered materials include, but are not limited to; obsolete inventories of finished goods, rejected unused stock and paper wastes generated during printing, cutting and other converting operations. 13 City of Meridian Purchasing Policy Attachment "A" Idaho Statutes Regarding Purchasing, Contracting and Procurement Public Works Contractor Licensure Requirements I.C. §541903 (i) Exemptions to Public Works Contractor Licensure I.C. §541903 (i) & (k) Public Works Construction Bidding I.C. §67-2803 (2) & (3) Public Procurement of Goods and Services Bidding I.C. §67-2803 (2) I.C. §67-2805 (2) & (3) Purchasing By Political Subdivisions I.C. Title 67, Chapter 28 Exemptions to Public Procurement of Goods and Services Bidding I.C. §67-2803 (1) through (7) I.C. §67-2806 I.C. §67-2808 (1) Joint Purchasing Program I.C. §67-2807 (1) Penalties -Political Subdivisions/Public Officials I.C. §541914 (2) I.C. §541920 (2) I.C. §59-1026 Penalties -Contractors I.C. §541914 (1) I.C. §54-1920 (1) & (3) Related Statutes I.C. Title 54, Chapter 19: PUBLIC WORKS CONTRACTORS I.C. §67-2309: WRITTEN PLANS AND SPECIFICATIONS FOR WORK TO BE MADE BY OFFICIALS -AVAILABILITY I.C. §67-2320: PROFESSIONAL SERVICE CONTRACTS WITH DESIGN PROFESSIONALS, CONSTRUCTION MANAGERS AND PROFESSIONAL LAND SURVEYORS I.C. Title 50, Chapter 14: DISPOSAL OF SURPLUS 14 MERIDIAN CITY COUNCIL MEETING March 23, 2010 APPLICANT ITEM NO. 8C1 Q REQUEST Amended onto the Agenda -Agreement for Independent Contractor Services with Lawn Co. for Landscape Maintenance Services AGENCY COMMENTS CITY CLERK: CITY ENGINEER: CITY PLANNING DIRECTOR: CITY ATTORNEY CITY FINANCE 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 Mertdlan. AGREEMENT FOR INDEPENDENT CONTRACTOR SERVICES THIS AGREEMENT FOR PROFESSIONAL SERVICES is made this 23`~ day of March , 2010, and entered into by and between the City of Meridian, a municipal corporation organized under the laws of the State of Idaho, hereinafter referred to as "CITY", 33 East Idaho Avenue, Meridian, Idaho 83642, and LAWN CO. ,hereinafter referred to'as "CONTRACTOR", whose business address is 2581 Wildwood St.. Boise. ID 83713. INTRODUCTION Whereas, the City has a need for services involving Landscape Maintenance Services; and WHEREAS, the Contractor is specially trained, experienced and competent to perform and has agreed to provide such services; , NOW, THEREFORE, in consideration of the mutual promises, covenants, terms and conditions hereinafter contained, the parties agree as follows: TERMS AND CONDITIONS 1. Scope of Work: 1.1 CONTRACTOR shall perform and furnish to the City upon execution of this Agreement and receipt of the City's written notice to proceed, all services and work, and comply in all respects, as specified in the document titled "Scope of Work" a copy of which is attached hereto as Exhibit "A" and incorporated herein by this reference, together with any amendments that may be agreed to in writing by the parties. 1.2 All documents, drawings and written work product prepared or produced by the Contractor under this Agreement, including without limitation electronic data files, are the property of the Contractor, provided, however, the City shall have the right to reproduce, publish and use all such work, or any part thereof, in any manner and for any purposes whatsoever and to authorize others to do so. If any such work is copyrightable, the Contractor may copyright the same, except that, as to any work which is copyrighted by the Contractor, the City reserves a royalty-free, non-exclusive, and irrevocable license to reproduce, publish and use such work, or any part thereof, and to authorize others to do so. 1.3 The Contractor shall provide services and work under this Agreement consistent with the requirements and standards established by applicable LANDSCAPE MAINTENANCE SERVICES - page 1 of 19 federal, state and city laws, ordinances, regulations and resolutions. The Contractor represents and warrants that it will pertorm its work in accordance with generally accepted industry standards and practices for the profession or professions that are used in pertormance of this Agreement and that are in effect at the time of performance of this Agreement. Except for that representation and any representations made or contained in any proposal submitted by the Contractor and any reports or opinions prepared or issued as part of the work performed by the Contractor under this Agreement, Contractor makes no other warranties, either express or implied, as part of this Agreement. 1.4 Services and work provide by the contractor at the City's request under this Agreement will be performed in a timely manner in accordance with a Schedule of Work, which the parties hereto shall agree to. The Schedule of Work may be revised from time to time upon mutual written consent of the parties. 2. Consideration 2.1 The Contractor shall be compensated on a Monthly basis as provided in Exhibit B °Payment Schedule" attached hereto and by reference made a part hereof for aNot-To-Exceed amount of $255, 145.00. 2.2 The Contractor shall provide the City with a monthly statement per the attached payment schedule, as the work warrants, of fees earned and costs incurred for services provided during the billing period, which the City will pay within 30 days of receipt of a correct invoice and approval by the City. The City will not withhold any Federal or State income taxes or Social Security Tax from any payment made by City to Contractor under the terms and conditions of this Agreement. Payment of all taxes and other assessments on such sums is the sole responsibility of Contractor. 2.3 Except as expressly provided in this Agreement, Contractor shall not be entitled to no receive from the City any additional consideration, compensation, salary, wages, or other type of remuneration for services rendered under this Agreement., including ,but not limited to, meals, lodging, transportation, drawings, renderings or mockups. Specifically, Contractor shall not be entitled by virtue of this Agreement to consideration in the form of overtime, health insurance benefits, retirement benefits, paid holidays or other paid leaves of absence of any type or kind whatsoever. 3. Term: 3.1 This agreement shall become effective upon execution by both parties, and shall expire upon (a) completion of the agreed upon work, (b) November 23, 2012 or (c) unless sooner terminated as provided below (d) upon failure of Council to appropriate funds for services in any given year, or unless some other LANDSCAPE MAINTENANCE SERVICES - page 2 of 19 method or time of termination is listed in Exhibit A. This Agreement shall terminate automatically on the occurrence of (a) bankruptcy or insolvency of either party, or (b) sale of Contractors business. 3.2 Contract Extensions: Two one (1) year extensions may be entered into if approved by City Council and contract is amended in writing and signed by both parties. 3.3 Non-Appropriation of Funds: If City Council fails to appropriate funds for this agreement for any fiscal year then this agreement will terminate, with no consequence to the City, at the end of September of the last year of appropriated funds. 3.4 Should Contractor default in the performance of this Agreement or materially breach any of its provisions, City, at City's option, may terminate this Agreement by giving written notification to Contractor. 3.5 Should City fail to pay Contractor all or any par of the compensation set forth in Exhibit B of this Agreement on the date due, Contractor, at the Contractor's option, may terminate this Agreement if the failure is not remedied by the City within thirty (30) days from the date payment is due. 3.6 This Agreement shall terminate automatically on the occurrence of any of the following events: a. Bankruptcy of insolvency of either party; b. Sale of Contractor's business; or c. Death of Contractor 4. Termination: If, through any cause, CONTRACTOR, its officers, employees, or agents fails to fulfill in a timely and proper manner its obligations under this Agreement, violates any of the covenants, agreements, or stipulations of this Agreement, falsifies any record or document required to be prepared under this agreement, engages in fraud, dishonesty, or any other act of misconduct in the performance of this contract, or if the City Council determines that termination of this Agreement is in the best interest of CITY, the CITY shall thereupon have the right to terminate this Agreement by giving written notice to CONTRACTOR of such termination and specifying the effective date thereof at least fifteen (15) days before the effective date of such termination. CONTRACTOR may terminate this agreement at any time by giving at least sixty (60) days notice to CITY. In the event of any termination of this Agreement, all finished or unfinished documents, data, and reports prepared by CONTRACTOR under this Agreement shall, at the option of the CITY, become its property, and CONTRACTOR shall LANDSCAPE MAINTENANCE SERVICES - page 3 of 19 be entitled to receive just and equitable compensation for any work satisfactorily complete hereunder. Notwithstanding the above, CONTRACTOR shall not be relieved of liability to the CITY for damages sustained by the CITY by virtue of any breach of this Agreement by CONTRACTOR, and the CITY may withhold any payments to CONTRACTOR for the purposes of set-off until such time as the exact amount of damages due the CITY from CONTRACTOR is determined. This provision shall survive the termination of this agreement and shall not relieve CONTRACTOR of its liability to the CITY for damages. 5. Independent Contractor: 5.1 In all matters pertaining to this agreement, CONTRACTOR shall be acting as an independent contractor, and neither CONTRACTOR nor any officer, employee or agent of CONTRACTOR will be deemed an employee of CITY. Except as expressly provided in Exhibit A, Contractor has no authority or responsibility to exercise any rights or power vested in the City and therefore has no authority to bind or incur any obligation on behalf of the City. The selection and designation of the personnel of the CITY in the performance of this agreement shall be made by the CITY. 5.2 Contractor, its agents, officers, and employees are and at all times during the term of this Agreement shall represent and conduct themselves as independent contractors and not as employees of the City. 5.3 Contractor shall determine the method, details and means of performing the work and services to be provided by Contractor under this Agreement. Contractor shall be responsible to City only for the requirements and results specified in this Agreement and, except as expressly provided in this Agreement, shall not be subjected to City's control with respect to the physical action or activities of Contractor in fulfillment of this Agreement. If in the performance of this Agreement any third persons are employed by Contractor, such persons shall be entirely and exclusively under the direction and supervision and control of the Contractor. 6. Indemnification and Insurance: CONTRACTOR shall indemnify and save and hold harmless CITY from and for any and all losses, claims, actions, judgments for damages, or injury to persons or property and losses and expenses and other costs including litigation costs and attorney's fees, arising out of, resulting from, or in connection with the performance of this Agreement by the CONTRACTOR, its servants, agents, officers, employees, guests, and business invitees, and not caused by or arising out of the tortuous conduct of CITY or its employees. CONTRACTOR shall maintain, and specifically agrees that it will maintain, throughout the term of this Agreement, liability insurance in the minimum amounts as follow: General LANDSCAPE MAINTENANCE SERVICES - page 4 of 19 Liability One Million Dollars ($1,000,000) per incident or occurrence, Automobile Liability Insurance One Million Dollars ($1,000,000) per incident or occurrence and Workers' Compensation Insurance, in the statutory limits as required by law. The City shall be named an additional insured on both General Liability and Automotive policies. The limits of insurance shall not be deemed a limitation of the covenants to indemnify and save and hold harmless CITY; and if CITY becomes liable for an amount in excess of the insurance limits, herein provided, CONTRACTOR covenants and agrees to indemnify and save and hold harmless CITY from and for all such losses, claims, actions, or judgments for damages or injury to persons or property and other costs, including litigation costs and attorneys' fees, arising out of, resulting from , or in connection with the performance of this Agreement by the Contractor or Contractor's officers, employs, agents, representatives or subcontractors and resulting in or attributable to personal injury, death, or damage or destruction to tangible or intangible property, including use of. CONTRACTOR shall provide CITY with a Certificate of Insurance, or other proof of insurance evidencing CONTRACTOR'S compliance with the requirements of this paragraph and file such proof of insurance with the CITY at least ten (10) days prior to the date Contractor begins performance of it's obligations under this Agreement. In the event the insurance minimums are changed, CONTRACTOR shall immediately submit proof of compliance with the changed limits. Evidence of all insurance shall be submitted to the City Purchasing Agent with a copy to Meridian City Accounting, 33 East Idaho Avenue, Meridian, Idaho 83642. 6.2 Any deductibles, self-insured retention, or named insureds must be declared in writing and approved by the City. At the option of the City, either: the insurer shall reduce or eliminate such deductibles, self-insured retentions or named insureds; or the Contractor shall provide a bond, cash or letter of credit guaranteeing payment of losses and related investigations, claim administration and defense expenses. 6.3 To the extent of the indemnity in this contract, Contractor's Insurance coverage shall be primary insurance regarding the City's elected officers, officials, employees and volunteers. Any insurance orself-insurance maintained by the City or the City's elected officers, officials, employees and volunteers shall be excess of the Contractor's insurance and shall not contribute with Contractor's insurance except as to the extent of City's negligence. The Contractor's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability. 6.4 All insurance coverages for subcontractors shall be subject to all of the insurance and indemnity requirements stated herein. 6.5 The limits of insurance described herein shall not limit the liability of the Contractor and Contractor's agents, representatives, employees or subcontractors. LANDSCAPE MAINTENANCE SERVICES - page 5 of 19 7. Notices: Any and all notices required to be given by either of the parties hereto, unless otherwise stated in this agreement, shall be in writing and be deemed communicated when mailed in the United States mail, certified, return receipt requested, addressed as follows: City of Meridian Purchasing Agent 33 E. Idaho Avenue Meridian, Idaho 83642 Lawn Co. Attn: Stephanie Hale 2581 Wildwood Boise, ID 83713 Ph. (208) 323-0234 Either party may change their address for the purpose of this paragraph by giving written notice of such change to the other in the manner herein provided. 8. Attorney Fees: Should any litigation be commenced between the parties hereto concerning this Agreement, the prevailing party shall be entitled, in addition to any other relief as may be granted, to court costs and reasonable attorneys' fees as determined by a Court of competent jurisdiction. This provision shall be deemed to be a separate contract between the parties and shall survive any default, termination or forfeiture of this Agreement. 9. Time is of the Essence: The parties hereto acknowledge and agree that time is strictly of the essence with respect to each and every term, condition and provision hereof, and that the failure to timely perform any of the obligations hereunder shall constitute a breach of, and a default under, this Agreement by the party so failing to perform. 10. Assignment: It is expressly agreed and understood by the parties hereto, that CONTRACTOR shall not have the right to assign, transfer, hypothecate or sell any of its rights under this Agreement except upon the prior express written consent of CITY. 11. Discrimination Prohibited: In performing the Work required herein, CONTRACTOR shall not unlawfully discriminate in violation of any federal, state or local law, rule or regulation against any person on the basis of race, color, religion, sex, national origin or ancestry, age or disability. 12. Reports and Information: 12.1 At such times and in such forms as the CITY may require, there shall be furnished to the CITY such statements, records, reports, data and information as the CITY may request pertaining to matters covered by this Agreement. LANDSCAPE MAINTENANCE SERVICES - page 6 of 19 12.2 Contractor shall maintain all writings, documents and records prepared or compiled in connection with the performance of this Agreement for a minimum of four (4) years from the termination or completion of this or Agreement. This includes any handwriting, typewriting, printing, photo static, photographic and every other means of recording upon any tangible thing, any form of communication or representation including letters, words, pictures, sounds or symbols or any combination thereof. 13. Audits and Inspections: At any time during normal business hours and as often as the CITY may deem necessary, there shall be made available to the CITY for examination all of CONTRACTOR'S records with respect to all matters covered by this Agreement. CONTRACTOR shall permit the CITY to audit, examine, and make excerpts or transcripts from such records, and to make audits of all contracts, invoices, materials, payrolls, records of personnel, conditions of employment and other data relating to all matters covered by this Agreement. 14. Publication, Reproduction and Use of Materiat No material produced in whole or in part under this Agreement shall be subject to copyright in the United States or in any other country. The CITY shall have unrestricted authority to publish, disclose and otherwise use, in whole or in part, any reports, data or other materials prepared under this Agreement. 15. Compliance with Laws: In performing the scope of work required hereunder, CONTRACTOR shall comply with all applicable laws, ordinances, and codes of Federal, State, and local governments. 16. Changes: The CITY may, from time to time, request changes in the Scope of Work to be performed hereunder. Such changes, including any increase or decrease in the amount of CONTRACTOR'S compensation, which are mutually agreed upon by and between the CITY and CONTRACTOR, shall be incorporated in written amendments which shall be executed with the same formalities as this Agreement. 17. Construction and Sewrability: If any part of this Agreement is held to be invalid or unenforceable, such holding will not affect the validity or enforceability of any other part of this Agreement so long as the remainder of the Agreement is reasonably capable of completion. 18. Waiver of Default: Waiver of default by either party to this Agreement shall not be deemed to be waiver of any subsequent default. Waiver or breach of any provision of this Agreement shall not be deemed to be a waiver of any other or subsequent breach, and shall not be construed to be a modification of the terms of this Agreement unless this Agreement is modified as provided above. LANDSCAPE MAINTENANCE SERVICES - page 7 of 19 19. Advice of Attorney: Each party warrants and represents that in executing this Agreement. It has received independent legal advice from its attorney's or the opportunity to seek such advice. 20. Entire Agreement: This Agreement contains the entire agreement of the parties and supersedes any and all other agreements or understandings, oral of written, whether previous to the execution hereof or contemporaneous herewith. 21. Applicable Law: This Agreement shall be governed by and construed and enforced in accordance with the laws of the State of Idaho, and the ordinances of the City of Meridian. 22. Approval Required: This Agreement shall not become effective or binding until approved by the City of Meridian. CITY OF MERIDIAN .~ ~~ BY: " TAMMY d WEERD, MAYOR Dated: ~3 - ~ 3 - a c~ I c7 Attest: Approved as to Content BY: KEIT A S, U HASING AGENT Dated: 3 Z Z' 1 U LAWN CO. .~ BY: Dated: 3'2 3 - r0 ~ ~ ~~ ~ ~~ U'~. GV F1 P ~j ~, ,~ ~~. ~ ~~~~ ~ ~, ~ `ST 1 ~ ~ . O +e`0~°' \0~~ Department Approval BY: NAME: _~3~ti ~' u TITLE: ~~ ~'~°'' Approved as to Form CITY ATTORNEY Dated: ~ Z~~tu LANDSCAPE MAINTENANCE SERVICES - page 8 of 19 Attachment A SCOPE OF WORK Landscape Maintenance Minimum Standards and Specifications Overview: The City of Meridian Parks and Recreation (Owner) believes that work being performed by qualified professionals will create a landscape that is healthy, resource efficient, sustainable, and cost efficient to manage. It is the Owner's expectation that the Contractor's proposal will comply with these professionally based minimum standards and spec cations. It should be the Contractor's expectation that the Owner will only consider awarding the contract to a Contractor whose bid shows compliance. The Contractor should also expect to be held to these standards and requirements throughout the course of the contract. The following standard outlines the scope of services and responsibilities required of the Contractor. The specifications outline the quantity and category of work required. This contract will commence the second week of March and run for 36 consecutive weeks each calendar year. The contract (not included here) provides definitions of terms and other contract requirements such as insurance and licensing standards, code enforcement, work authorizations, and compliance with laws. 1. GENERAL STANDARDS 1.1. GUARANTEE AND REPLACEMENT 1.1.1.Contractor shall replace, at no additional cost to Owner, any turf or plant materials damaged as a result of improper maintenance attention or procedures. Replacement material shall be of the same size and variety as the dead or damaged material. Replace plant material within two weeks of ident~cation of damage. Alternatives to size, variety and scheduling of replacement only by written permission of Owner. 1.1.2.Contractor is not responsible for losses, repair or replacement of damaged work or plant material resulting from theft, extreme weather conditions, vandalism, vehicular incidents (other than Contractor's vehicles) or the acts of others over whom they have no reasonable control. 1.1.3.Contractor shall inform Owner on a monthly basis of plant losses not covered by warranty and unrelated to the maintenance activities. Provide Owner with the cause of the plant loss, and provide recommendations for replacement along with pricing for replacement. 1.2. CONTRACTOR STAFF TRAINING AND EXPERIENCE 1.2.1.Contractor will provide staff able to pertorm work at the highest standards of horticultural excellence. Key staff shall have current knowledge of best management practices (BMP's) regarding: safety, hazardous materials spill response, plant health, pruning, integrated pest management, pesticide application, and Irrigation maintenance. 1.2.2.Contractor's personnel shall be identifiable with company logoed shirts at all times when working on city property. Additionally Contractor's personnel shall be subject to background checks. 1.2.3.A11 work shall be performed under the direct supervision of a Cert~ed Landscape Technician (CLT). LANDSCAPE MAINTENANCE SERVICES - page 9 of 19 1.2.4.A11 pesticide applications shall be performed by a Professional Applicator licensed the Idaho State Department of Agriculture. in addition staff performing the pesticide application shall be licensed as Professional Applicators licensed in the appropriate category (LS, OH and OI). License numbers will be provided to the Owner prior to award of contract. 1.2.5.A11 shrub pruning will be performed by, or under the direct supervision of an ISA Certified Arborist. There is no pruning of trees under this contract. 1.3. OWNER/CONTRACTORCOMMUNlCATION 1.3.1.Contractor to provide a supervisor to act on Owner's behalf regarding all matters pertaining to the performance of the Landscape Service. Contractor must notify Owner when the supervisor will be on vacation or other leave of absence and who will serve as a substitute. 1.3.2.Provide Owner with an emergency contact list identifying the names, pos(tions held, and phone numbers of key maintenance personnel. Provide mobile and/or pager numbers for the landscape maintenance manager and site supervisor. 1.3.3.Attend meetings and site inspections of the grounds as requested by Owner. 1.4. MAINTENANCE RECORD KEEPING 1.4.1.Contractorshail maintain a log of each application of fertilizer, pesticide (includes herbicides), and/or other chemicals. 1.4.2.Pesticide application records shall be kept in accordance with Idaho State Department of Agriculture. Records shall be kept by the Contractor on all pesticide (includes herbicide) applications far a minimum of seven (7) years. Such records shall be completed in accordance with all applicable laws and regulations and on forms as provided by ISDA: htto://wvvw.aori.state.id.us/index ~hg • The location where the pesticide or herbicide was applied. • The year, month, day, and time the pesticide or herbicide was applied. • Purpose of application. • The person or firm who supplied the pesticide or herbicide which was applied. • Trade name of the pesticide or herbicide which was applied, amount and concentration. • Method and rate of application. • The temperature and direction and estimated velocity of the wind at the time the pesticide or herbicide was applied. • The name and license number of the applicator. 1.4.3.Supply the Owner with written copies of chemical application records monthly. 1.5. LANDSCAPE SERVICE SCHEDULING 1.5.1.Establish aschedule for regular maintenance service days by area and submit to Owner for review. Contractor to review proposed schedules with owner at the regularly scheduled meetings and adjust as necessary to avoid conflicts. 1.5.2.A11 maintenance activities shall be performed Monday thru Friday from 7:00 AM to 4:00 PM. 2. SCOPE OF WORK 2.1. GENERAL PRACTICE GUIDELINES FOR MATERIALS AND EXECUTION 2.1.1.This document is intended as a benchmark of the Owner's minimum standards for maintenance, repair and improvements. However, the Owner respects the Contractor as a professional and as such, will take under consideration, any and all recommendations made by the Contractor. 2.1.2.Contractorshail furnish all labor, equipment, and materials necessary to complete the maintenance of turf and plantings, as specified herein. It is the intent of the Owner that this site be maintained in aresource-efficient, sustainable, and cost-effective manner. LANDSCAPE MAINTENANCE SERVICES - page 10 of 19 2.1.3.Maintenance shall consist of fertilization, pruning, mowing, irrigation, Integrated Pest Management (IPM), weed/insect/disease control, litter control and any other procedures consistent with good horticultural practice necessary to ensure normal, vigorous, and healthy growth of turf and landscape plantings. 2.1.4.When performing any work requiring subsurface excavation, Contractor shall take care to avoid damage to existing utilities and vegetation. Contractor shall contact DIGLINE INC. at 1.208.342.1583. 2.1.5.AII turf shall be mowed with professional quality mulch-mowing equipment 3. MATERIALS AND EXECUTION -INTEGRATED PEST MANAGEMENT, INSECTICIDE APPLICATIONS, AND WEED CONTROL 3.1. INTEGRATED PEST MANAGEMENT (IPM) 3.1.1.Owner strongly encourages environmentally sensitive maintenance practices. The principles of integrated pest management (IPM) shall be employed. The intent is to limit any insecticide or herbicide applications through healthy landscape management practices. 3.1.2.IPM is an approach to pest control that utilizes regular monitoring to determine if and when treatments are needed and employs physical, mechanical, cultural, biological, and educational tactics to keep pest numbers low enough to prevent unacceptable damage or annoyance. Additional treatments, such as pesticide applications, are made only when and where monitoring has indicated that the pest will cause unacceptable economic, medical, or aesthetic damage. 3.2. PEST MONITORING 3.2.1.Pest monitoring and inspections to include the following: 1. Contractor shall visually inspect all landscape areas once weekly from April through September to identify potential pest problems. Pest problems include insect, disease, and weed infestations. The presence of a pest does not necessarily mean there is a problem. 2. Contractor staff and city representative shall visually inspect all landscape areas once monthlyfrom April through September. 3. Cooperatively identify any area where non-chemical IPM control methods should begin. 3.2.2. Contractor ~ encouraged to provide proposals for renovations, replacements and other changes, along with associated budget recommendations. 3.3. INSECTICIDE APPLICATIONS 3.3.1.A11 insecticide applications shall be preceded by monitoring and positive pest identification. Submit these findings in writing to Owner prior to any pesticide application. 3.3.2.Under no circumstances will combination products be allowed (°weed and feed°, weed control + fertilizer, insect control + fertilizer, etc,). 3.3.3.Under no circumstances will regularly scheduled calendar-based applications be allowed without written prior approval of Owner. 3.3.4.Under no circumstances will preventative "blanket" applications be allowed without written prior approval of Owner. 3.3.5.Contractorshell price as an add alternate on turf areas: One application per site of ARENA .25G @ 31bs per 1000 sq ft. for the line items identified on the °Special conditions" sheet, column K, titled BILLBUG. 3.3.6.A11 pesticides must be EPA approved and applied by an Idaho Department of Agriculture licensed Professional applicator per the label directions and in accordance with the rules set LANDSCAPE MAINTENANCE SERVICES - page 11 of 19 forth by the ISDA. All chemicals used must have a MSDS filed with Owner. For complete information, reference: www.aari.state.id.us~ndex ahp 3.3.7.Contractor is responsible to verify that pesticides are appropriate for use with the respective plant materials. Contractor is responsible for any damages Incurred as a result of applications and shall repair or replace any such damage at no cost to Owner. 3.3.8.Monitor all turf areas for infestation of Billbug and other harmful insects. Advise Owner of presence and severity of infestations. 3.4. WEED CONTROL 3.4.1. All turt areas shall be treated 2 times annually with "Trimec Low Odor° herbicide to control emerged weeds. 3.4.2. Contractor must exercise caution as to avoid overspray of turf herbicide into tree wells or onto hardscapes. 3.4.3. Emerged weeds in shrub beds may be controlled mechanically or chemically with products containing "glyphosate" systemic herbicide. Under no circumstances will the use of contact herbicides be allowed. 3.4.4. The use of pre emergent herbicides is encouraged to reduce the frequency of post- emergent applications. 3.4.5. Control of weeds: Use cultural methods (mulch mow, fertilize, and Irrigate) to minimize weed growth on all turf. 4. MATERIALS AND EXECUTION -TURF MAINTENANCE 4.1. TURF MOWING 4.1.1.A11 turf will be mowed with professional quality mulching mower equipment. Pricing assumes that bagging and removing clippings will be required only when excessive leaf debris is present, turf is too long to mulch, or when moisture conditions are too high to allow effective mulching without substantial clumping of turf debris 4.1.2.Prior to each mowing remove all litter and debris from lawn areas. Turf areas shall be mowed per the schedule below and maintained at a height of no less than 1-1/2 inches and no more than 2-1/2 inches. Coordinate mowing schedules with Owner. Alternate mowing direction where feasible every mowing. Maintain a uniform lawn height free from scalping. 4.1.3.Fescue areas shall be mowed once in June and September at a height of 3 inches. 4.1.4.Mower wheels and blade decks are not permitted to encroach into tree wells. 4.1.5.Contractor is responsible for any damages incurred as a result of mower damage to trees and shrubs and must repair or replace any such damage at no cost to Owner. Properly maintain tree wells to minimize such damage. 4.1.6.Clippings will be swept or blown from hardscapes after each mowing. 4.2. TURF MOWING SCHEDULE MONTH TURF AREAS FESCUE January WA February N/A March Two moorings April Weekly moorings LANDSCAPE MAINTENANCE SERVICES - page 12 of 19 May Weekly mowings June Weekly mowings 1 mowing July Weekly mowings August Weekly mowings September Weekly moorings 1 mowing October Three moorings November N/A December N/A NOTE: Base Contract price includes 32 moorings per the mowing schedule. Schedule of 32 moorings may be altered per Owner request or as required by climatic conditions. 4.3. TURF EDGING AND TRIMMING 4.3.1.Mechanicallytrlm all landscape turf edges every mowing. Edges include all lawn perimeters and tree wells in lawn areas. Clean debris from hardscapes and non-turf landscape areas; remove larger debris. 4.3.Z.Trim all lawn areas that cannot be reached by a mower every mowing. Areas to be trimmed include any lawn adjacent to poles, signs, bollards, trees, walls and all other obstacles. Perform trimming to the same height as mowing. Clean debris from hardscapes and non- turf landscape areas; remove larger debris. 4.3.3.Contractor is responsible for any damages incurred as a result of trimmer and edger damage to trees and shrubs and must repair or replace any such damage at no cost to Owner. Properly maintain tree wells to minimize such damage. 4.4. TURF FERTILIZATION 4.4.1.Turf areas shall be fertilized with granular type fertilizers. Fertilizers that contain iron are not allowed. 4.4.2.Fertilize landscape turf areas with "1Nil-Grow Workhorse Gold" slow release fertilizer as required to provide vigorous deep rooting and a healthy green appearance. 4.4.3.Submit a fertilizer schedule with application rates per site and application times with your proposal and immediately prior to performing the work. 4.4.4.Approved fertilizer schedule must include three applications per year, no less than one pound of nitrogen per thousand square feet per application, and no more than four pounds of nitrogen per thousand square feet applied annually. 4.5. TURF CRABGRAS CONTROL 4.5.1.Apply °Dimension" pre-emergent herbicide to all turf areas at label rate in mid May. 4.6. TURF AERATING AND DE-THATCHING 4.6.1.There is no aeration or de-thatching in this contract. 5. MATERIALS AND EXECUTION -TREES, SHRUBS, VINES, GROUNDCOVER MAIINTENANCE 5.1. TREES, SHRUBS, VINES AND GROUNDCOVER FERTILIZATION LANDSCAPE MAINTENANCE SERVICES - page 13 of 19 5.1.1.Shrubs, vines and groundcovers: Fertilize in March or April with slow-release, °bridge° or natural-organic fertilizer. Use 1-2-2 nutrient ratio (N-P-K), or similar, per manufacturer's recommended rates (not to exceed 5-10-10). 5.1.2.Perennials: Fertilize in June with same fertilizer used above per manufacturer's recommended rates. 5.1.3.Ornamental grasses: Fertilize In September with turf fertilizer approved in turf section above. Fertilize per manufacturer's recommended rates. 5.2. SHRUBS, VINES AND GROUNDCOVER WEED, PEST AND DISEASE CONTROL 5.2.1. Control of Weeds: Use cultural methods (mulch, proper pruning, and proper irrigation) to encourage plant health and growth and discourage weeds. Keep planter beds and tree wells free of weeds and debris. Groundcovers are to be trimmed so they meet but do not grow over walkways or outside any of the planters. 5.2.2. The use of systemic herbicides containing °Glyphosate° as an active ingredient is permitted in shrub beds. The use of products containing 2,4D in shrub beds is not permitted. 5.2.3. Use of pre-emergent herbicides is permitted. Contractor shall submit pre-emergent product and rate to owner for approval prior to applications. 5.2.4. Control of Insects and Diseases: The control of pests and diseases on shrubs, vines and groundcovers are not included in this contract. If after proper pest monitoring and identification the use of pesticides is required provide owner with a written proposal for consideration. 5.3. TREES, SHRUBS, VINES AND GROUNDCOVER PRUNING 5.3.1. Pruning must only be performed by trained personnel in accordance with accepted horticultural practices. Prune to enhance the natural growth and shape of plant materials and intended function of the planting. Plantings are designed to grow together and to the edges of the beds to minimize weed infestation and maximize water conservation. Shearing is only permitted for formal hedges. Prune back branches as needed when interfering with walks, buildings, signage, fire control utilities, site lighting, security/safety visibility, site lighting, and vehicular circulation. Prune dead and broken branches as frequently as required. 5.3.2. Tree pruning is not in this contract, some leeway is granted to remove low hanging limbs that may interfere with mowing operations and/or pedestrian access. Prune just outside the branch collar in accordance with accepted horticultural practices. 5.3.3. Replace plant materials that are disfigured or damaged due to improper pruning at no additional cost to Owner. 5.3.4. Prune all plantings (not including trees) once on a rotational basis appropriate to site, need, season and plant species. Discuss significant pruning work with Owner prior to work beginning. 5.3.5. Cut to ground and remove debris of all Day Lilies one time per season. This shall occur in autumn just prior to the final service day. 5.3.6. Periodically inspect and adjust tree staking and guying to prevent damage to the cambium layer. Remove guys and stakes as soon as trees are established and self-supporting (generally two years or less). 5.3.7. Basil suckers shall be removed by pruning, no herbicides are allowed for sucker control. 5.3.8. Should the services of an ISA-cert~ed arborist be required for tree pruning, the City is to be contacted far evaluation and input. This is considered an additional service. 6. MATERIALS AND EXECUTION -GENERA! AREA MAINTENANCE LANDSCAPE MAINTENANCE SERVICES -- page 14 of 19 6.1. LEAF AND BRANCH REMOVAL 6.1.1.Keep walks, plazas, planting beds and lawn areas free of leaves and branches each week. 6.1.2.Leaves shall be mulch mowed when leaf fall is not excessive and turf health is not adversely affected. 6.1.3.In autumn, leaf removal shall occur at each visit. 6.1.4.Excessive branch and debris cleanup from storm damage is not included in the contract work and is considered an additional service at Owner's request. 6.2. LANDSCAPE DEBRIS REMOVAL 6.2.1.Remove and dispose of all landscape debris, the use of on site dumpsters for disposal of landscape debris is not permitted. 6.3. LANDSCAPE TRASH REMOVAL 6.3.1.Remove all trash from landscaping beds, turf areas and parking lots to an approved trash container onsite on a weekly basis. For large amounts of trash, or if there is no approved trash container onsite, Contractor shah haul it away for appropriate disposal. 6.4. MULCH REPLACEMENT 6.4.1.Muich replacement is not included in this contract. 6.5. OTHER AREA MAINTENANCE 6.5.1.The maintenance of water features and fountains is not included in this contract. 6.5.2. Restroom cleaning shall consist of sweeping, mopping, cleaning sinks, cleaning toilets, trash disposal and paper replenishment (see special condition sheet for location and frequency). Owner to provide all janitorial equipment and supplies. 7. MATERIALS AND EXECUTION -IRRIGATION SYSTEMS 7.1. GENERAL IRRIGATION SYSTEM OPERATION 7.1.1.Contractor is responsible for providing a staff completely trained and familiarized with the setup, monitoring and maintenance of the irrigation system at Owner's sites. 7.1.2.Contractor is responsible for understanding the capacities and capabilities of the irrigation system and ensuring that system modfications do not cause landscape water demand to exceed the hydraulic capacity of the system. 7.1.3.Contractorwdl establish appropriate time intervals for each valve zone in the irrigation systems and adjust during the operating season as necessary. 7.1.4.Adjustments should be based on local evapo-transpiration (ET) data as much as possible. 7.1.5.Operate systems only during night hours. Daytime operation is permitted only when inspecting or testing the system, after fertilizer application, for new installations and during extreme temperatures. 7.1.6.Run times shall be sufficient to allow for saturation of the root zone without run off. This may require "cycle and soak" scheduling in spray zones. Allow adequate run times in drip irrigation zones. 7.1.7.Contractorwdl manage all irrigation systems for peak efficiency and water conservation. Check for proper water application rates by inspecting soil mo(sture and health of plant materials on a weekly basis. Adjust the irrigation frequencies as required to correct over or under watering. LANDSCAPE MAINTENANCE SERVICES - page 15 of 19 7.1.8.Contractorshail manage irrigation schedules so that irrigation is applied more deeply, but less frequently, rather than small amounts on a daily basis. 7.1.9.Contractorsnd Owner will work in collaboration during water supply shortages and under drought conditions to develop an Irrigation strategy that best preserves and protects the site's landscape investment. 7.2. IRRIGATION SYSTEM MONITORING 7.2.1.In'igation system monitoring and inspections to include the following: 1. Visually inspect all irrigated landscape areas once weekly from April through September to Identify potential leaks as evidenced by water related plant stress, surtace water or erosion, broken or damaged equipment, and paved surfaces or building walls/windows affected by irrigation spray. 2. Visually inspect the operation of all irrigation valve zones once monthly from April through September to identify coverage problems, misdirected nozzles, broken or damaged equipment, hadscape or building overspray, pressure problems and system leaks. 3. Irrigation repairs that do not exceed $125.00 may be performed without prior approval. Irrigation repairs that exceed $125.00 shall be approved in advance. The city reserves the right to perform irrigation repairs. Contractor shall submit a list of repairs, time and materials used with an invoice for payment of said repairs 7.3. IRRIGATION SYSTEM MAINTENANCE WINTERIZATION AND RE-ACTIVATION 7.3.1.Run-off of water from irrigation systems into or onto streets, sidewalks, stairs, or gutters is not permitted. Immediately make adjustments, repairs, or replacements required to correct the source of the run-off. 7.3.2.CIean and adjust heads, nozzles and valves as required. Clean drip irrigation valve strainers as required. Properly prune plantings and remove sod and debris affecting head performance from all zones once during the months of April and May. Properly prune plantings and sod or debris affecting access to valves, and communicate to the city any valve boxes which have settled during the winter shutdown months. 7.3.3.The City is responsible for winterization of sprinkler systems. 7.3.4.The City is responsible for spring start-up and initial adjustments of sprinkler systems. 7.3.5.The Clty is responsible for backflow testing, pump startup, maintenance and operation. 7.4. IRRIGATION SYSTEM REPAIR AND RENOVATION 7.4.1.Irrlgation on sites that are referred to as City-managed (see special conditions sheet) wiU be the responsibility of the Owner, including programming, adjustments and repairs. The contractor shall not be held liable for damage to plant material due to improper soil moisture. 7.4.2.A11 repairs to the system shall be identical to the original installation, unless approved othenroise in advance by the Owner. If a change to the installation will result in lower future maintenance costs, less frequent breakage, or an increase in public safety, request authorization to make the change from the Owner. Replacement of system components shall be the same manufacturer and model as original equipment, or better as authorized by Owner. 7.4.3.The following repair activities are considered additional services: 1. Troubleshooting and repair of controller components. 2. Damage by other than Contractor vehicles. 3. Pedestrian or vandalism damage. 4. Special event damage. 5. Construction related damage by other than Contractor's activities. 6. Storm related damage. LANDSCAPE MAINTENANCE SERVICES - page 16 of 19 7. Product failure. 7.4.4. Provide the following repair or replacement work at no cost to Owner: 1. Damage due to Contractor maintenance actNities. 2. Damage due to work by Contractor's construction activities. 3. Inform Owner when shutting off the systems during emergencies. i_ANDSCAPE MAINTENANCE SERVICES - page 17 of 19 ~ W a °~ $ ~ 8 ~ c ~ ~ v * a ~ + + a m ~ 3 z ~ ~ ~ ' ~ ~ O ` ~ ~ H g s g ~ ~~ ~U ~ ~„ ~ v Z ~ ~ ~ g ~ tU U~ UU U U Z ~ W ~ L -. V V V O a ` " ` V U ~ ~ N N N N ~ Z W LL ~ ~.~ ~ B ~ ~ z z Q ~ !L et 1 L LL . l to v t L ~ '~ a e ~ i ~ 3 ~ ~ ° ~S ~ om ~ ~ ~ ~ ~ ~ , ~ .C t/~ y .. y O ~ v ~ ~ ~ ~ Q ~ W .c~ ~ ~d. tsg ~ ~ ~W U ~ ~ ,~=~ ° ~-° ~ L ~ ~ = ° ~° ~ z ~ ~ r ~ ~ ~ ~ ~ R ® c ~ ~ ~ mm ~ ~ ~ ` ~ ~ ` m ~ ~ ~ F- W ~ e ~ ~o yy W o y~ S~ g ~ E~$ g E ~ ~' ~ -~~ ~ ~ c c m ~ W ~ '~ E E~ ~ 3 ~ To gg m m Z O oQ W j ~y W c ~ c m~ m `' ~ W Q U ~ ~ Z ~ .~ W P ~ W F- P VJ tl1, u'l J P ~ o~ U W P W 0 y o ~ .. ~ _ ~ ~ i~ ~~ ~g a~ ~ Z~~ v3i ~ ~Z o ~ g N ~ u~ N op ~ 2c 1 I~ V! T~1' ~i ~w G vI v° P ~ P ~ ~ ~ W s -~j` 7 e m ~"" J O p c w = =~ o E 3 v ~ 0 ~_ ~ ~ 3 - a m ° a e ~ c ° e ° c ~. e• s ~ ~ ~ ~~ ° ~,q ~ N $ - ~ ° ~ O. U ~p U= .0 G0~ C m m ~p CU c'~r C t~ ~ ~°N ~~' ~ N # '~0 (~t .~1 At ~ g ~ W .~ d1 ~ G = OC U= (/~ ~ W 0. m F- m ° m 5 ~ z oi.~ =m `a`~ c~c~~ ~~ ~3 3 t~ ~' u~'. ' u -~. i 4'. 0 00 . a°a `~ a 3 ~ ~ ~ P NFf d'O< °I~ COOf O P PNI' PP 9~ PP t[~ P lO1 P ~O P D P Of P O N P N NNI N +f Q NN ~< N fl N {~ N CD N ~ pQ t'7 H l ® ~ P P P P' P P N P P P P P N N N P P P P P P P P P P P P N N l'7 y d f01 LANDSCAPE MANdTENANCE SERVICES - page 18 of 19 Attachment B PAYMENT SCHEDULE A. Total and complete compensation for this Agreement shall not exceed $255,145.00. Totals are fora 36 week period. Year four and year five must be approved by Council and modified by written amendment executed by both parties. YEAR ONE 2010 DESCRIPTION WEEKLY est TOTAL Price Code 1 Maintenance Price Code 2 Maintenance Bill Bu Control TOTAL YEAR ONE MAINTENANCE . $2,120.00 $76,320.00 $180.56 $6,500.00 $1,400.00 $84,220.00 YEAR TWO 2011 Price Code 1 Maintenance Price Code 2 Maintenance Bill Bu Control TOTAL YEAR TWO MAINTENANCE $2,120.00 $76,320.00 $180.56 $6,500.00 $1,400.00 $84,220.00 YEAR THREE 2012 Price Code 1 Maintenance Price Code 2 Maintenance Bill Bug Control TOTAL YEAR THREE MAINTENANCE $2,183.61 $7$,610.00 $185.97 $6,695.00 $1,400.00 $86,705.00 OPTIONS The following year four and five options may only be performed following a written amendment to this contract si ned b both arties and a roved b Ci Council. YEAR FOUR 2013 OPTION Price Code 1 Maintenance Price Code 2 Maintenance Bill Bug Control TOTAL YEAR FOUR MAINTENANCE $2,249.11 $80,968.00 $191.53 $6,895.00 $1,400.00 $89,263.00 YEAR FIVE 2014 OPTION Price Code 1 Maintenance Price Code 2 Maintenance Bill Bug Control TOTAL YEAR FIVE MAINTENANCE $2,249.11 $80,968.00 $191.53 $6,895.00 $1,400.00 $89,263.00 LANDSCAPE MAINTENANCE SERVICES - page 19 of 19 MERIDIAN CITY COUNCIL MEETING March 23, 2010 APPLICANT ITEM NO. $C2 REQUEST Resolution No. 1(> - -l1 b :Adopting the Revised City of Meridian Purchasing Policy AGENCY COMMENTS CITY CLERK: CITY ENGINEER: CITY PLANNING DIRECTOR: CITY ATTORNEY See Attached CITY FINANCE DEPT: CITY FIRE DEPT: CITY BUILDING DEPT: CITY WATER DEPT: ~ CITY SEWER DEPT: 4 ~J ~~ ~~ 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. CITY OF MERIDIAN RESOLUTION NO. I~ - -l 1 to BY THE CITY COUNCIL: BIRD, HOAGLUN, ROUNTREE, ZAREMBA A RESOLUTION ADOPTING A REVISED PURCHASING POLICY FOR THE CITY OF MERIDIAN; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the Mayor and City Council have authority over the operations, policies and procedures of the City of Meridian; and WHEREAS, on April 18, 2006, the City Council of Meridian adopted a Purchasing Policy for the City of Meridian; and WHEREAS, the City Council may amend policies from time to time as necessary to incorporate changes as needed. NOW THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF MERIDIAN CITY, IDAHO: Section 1. That the revised City of Meridian Purchasing Policy be adopted, a copy of which is attached to this Resolution and incorporated herein by this reference. Section 2. That this Resolution shall be in full force and effect immediately upon its adoption and approval. 3 '~ ADO//PIED by the City Council of City of Meridian, Idaho this ~ day of Qn~- , 2010. APPROVED by the Mayor of the City of Meridian, Idaho, this ~ day of 2010. APPROVED: \\`~~,~„-11~~rA#',~T~~ de Weerd ATTEST: ~.~`~~~`~~ ~ ,®'~°~°h ~~'=; TF~ By: ~l,L Jaycee .Holman, City (perk 9 ,~~ ' r~s~• Q~.~' ..f ~ ~ RESOLUTION ADOPTING A REVISED PURCHASING POLICY FOR THE CITY OF MERIDIAN MARCH, 2010-1 OF 1 • • • MERIDIAN CITY COUNCIL MEETING March 23, 2010 APPLICANT 11 ITEM NO. ~ OA REQUEST Ordinance No. 10 - I LI y '1 :Making the Violation of Posted Signs Prohibiting Smoking an Infraction AGENCY CITY CLERK: CITY ENGINEER: CITY PLANNING DIRECTOR: CITY ATTORNEY CITY FINANCE 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: COMMENTS See Attached J ~-\ ~~~~ Date: Phone: Emailed: Staff Initials: Materials presented at public meetings shall become property of the City of Meridian. CITY OF MERIDIAN ORDINANCE NO. 10 -1 `-~ y ~I BY THE CITY COUNCIL: BIRD, HOAGLUN, ROUNTREE, ZAREMBA AN ORDINANCE AMENDING TITLE 6, CHAPTER 3, SECTION Z OF THE MERIDIAN CITY CODE, REGARDING DISORDERLY CONDUCT; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, it is recognized that the smoking of tobacco and tobacco products is hazardous to the health of both smokers and nonsmokers who are exposed to smoking; and WHEREAS, the City Council of the City of Meridian finds that empowering owners of premises within the City of Meridian to choose to prohibit smoking will serve the public health, safety, and welfare; NOW, THEREFORE, BE IT ORDAINED BY THE MAYOR AND COUNCIL OF THE CITY OF MERIDIAN, IDAHO: Section 1. That Title 6, Chapter 3, of the Meridian City Cade is amended to read as follows: 6-3-Z: DISORDERLY CONDUCT: A. Qualifying Behavior: It shall be a violation of this section for any person to conduct himself or herself in a violent, noisy, or riotous manner, or in any way which commits a breach of the peace of another person(s), and/or to conduct himself or herself in a manner that endangers the health and safety of another person(s); and a violation of this section shall also include, but shall not be limited to, the following: 1. Accosting other persons within twenty-five (25) feet of a bank, automatic teller machine, or bill payment drop-box, for the purpose of begging or soliciting alms. 2. Occupying, lodging or sleeping in any building, structure or place, whether public or private, or any automobile, truck, railroad car or other similar vehicles or equipment without the permission of the owner or person entitled to the possession or in control thereof. 3. Using any motor vehicle, motor home, travel trailer, as a residence upon any public street (highway) and/or alley way or upon any other premises under the ownership andlor control of a government subdivision of the state. 4. Loitering, prowling or wandering upon the private property of another, without lawful business, permission or invitation by the owner or the lawful occupants thereof. • DISORDERLY CONDUCT ORDINANCEAMENDMENT- SMOKING ON FRIVATE OR PUBLIC PREMISES PAGE 1 OF 3 5. Loitering or remaining in or about school grounds or buildings, without having any reason or relationship involving custody of or responsibility for a pupil or student, school authorized functions, activities or use. 6. Wilfully fleeing or attempting to elude a peace officer after being lawfully ordered to stop by an identified peace officer. 7. Lighting a cigarette, cigar, wipe, or any tobacco product, or refi>sing to extinguish same, on ang~ublic or private premises where smoking_is prohibited. Such prohibition shall be indicated by means of a posted sign. that: (al reads "no smoking," describes the premises as "smoke-free," or contains the international no smoking symbol: f b~ uses letters at least one inch 1 ") in height; and (c) is conspicuous, legible, unobscurai, and placed at a height and location easily seen and read bYpersons entering or within the posted area. Persons violating this section shall be guilty of an infraction and shall be subject to a fine of fifty dollars $SOZ B. Misdemeanor: Except as otherwise specified herein, any~ person violating this section shall be guilty of a misdemeanor. Section 2. That all ordinances, resolutions, orders, or parts thereof or in conflict with this ordinance are hereby voided. PASSED by the City Council of the City of Meridian, Idaho, this a'3 day of 2010. APPROVED by the Mayor of the City of Meridian, Idaho, this ~ day of 2010. APPROVED: ~~ Tammy de rd, Mayor ATTEST: \`~0~~~ ~ ~~~/'SSIy 4i~~. ~;. Fo Jaycee City Clerg ~~~~ ~ ~~' ~. ~ ~® ,~ ~''~~, covo~ ~ ~~.~: ~~~h~~ i n i n n N`i~~~ DISORDERLY CONDUCT ORDINANCE AMENDMENT - SMOKINCi ON PRIVATE OR PUBLIC PREMISES PAGE 2 OF 3