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Home My WebLink About2010-06-08�EIDFZ IAN,�- �J CITY COUNCIL WORKSHOP MEETING AGENDA Tuesday, June 08, 2010 at 6:00 PM 1. Roll -Call Attendance X_ David Zaremba X Brad Hoaglun X_ Charlie Rountree X Keith Bird X Mayor Tammy de Weerd 2. Pledge of Allegiance by Troop #174 Sunnybrook Ward 3. Adoption of the Agenda Adopted 4. Consent Agenda Approved A. March 23, 2010 City Council Pre -Council Meeting Minutes B. May 26, 2010 Special City Council Meeting Minutes C. June 1, 2010 City Council Pre -Council Meeting Minutes D. Community Development Block Grant (CDBG) Subrecipient Agreement with Meridian Development Corporation for a Not - to -Exceed Amount of $55,000.00 E. Personal Services Agreement for transcription services for the Meridian Historic Preservation Commission F. Professional Services Agreement with Larry Limm for Marketing Consultation Services Not -To -Exceed $2,100.00 G. Task Order #10162A for Meridian Wastewater Treatment Plant Blower Replacement with CH2M Hill for a Not -To -Exceed Amount of $60,695.00 Pursuant to the Master Agreement Approved by City Council April 13, 2010 H. Task Order #10010 with CH21VI Hill (Master Agreement Dated 4- 13-2010), for Engineering Design Services of the Ground Meridian City Council Meeting Agenda — Tuesday, June 08, 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. Reservoir #2 Project for a Not -To -Exceed Amount of $165,613.00 I. Task Order #10022 for Meridian Wastewater Treatment Plant Facilities Plan with CH2M Hill for a Not -To -Exceed Amount of $399,920.00 Pursuant to the Master Agreement Approved by City Council April 13, 2010 J. Final Order Granting an 18 Month Time Extension for Bridgetower Crossing Subdivision No. 14 (TE 10-015) K. Findings of Fact and Conclusions of Law for Approval: RZ 09- 006 Southridge West Commercial by Cabra Creek, LLC Located at the Northeast Corner of S. Ten Mile Road and W. Overland Road: Request for Rezone of 9.33 Acres From the R- 8 Zoning District to the C -C Zoning District L. Resolution No. 10-726: A Resolution of the Mayor and the City Council of the City of Meridian to Amend the Text of the City of Meridian Comprehensive Plan to Integrate Text Changes Associated with the Concurrent Map Amendment and Adding Text to Clarify and Define Fire Station and School Sites; to Update Old Text in the Recreation and Park Section of the Plan (Chapter VI and VII) and Incorporate Language Regarding the East 3rd Street Alignment as Recommended by the Meridian Planning Department; and Providing an Effective Date M. Resolution No. 10-727: A Resolution of the Mayor and City Council of the City Meridian Amend the Future Land Use Map of the 2002 Comprehensive Plan by Replacing the Public/Quasi-Public Designation with a New Civic Designation; Changing the Future Land Use Designations for Current and Former Churches and Hospitals that are Designated Public/Quasi-Public; Adding New Symbols to the Legend for Future Facilities (i.e., Schools, Parks, Fire Stations, Transit Stations); Incorporating the Land Use Designations of the Ten Mile Interchange Specific Area Plan; Removing the Water and Sewer Line Designations; Updating the Roadways Designated as Entry Way Corridors; and Removing the Roadway Classifications by City of Meridian Planning Department; and Providing an Effective Date N. Resolution No. 10-728: A Resolution of the Mayor and City Council of the City of Meridian to Amend the Future Land Use Meridian City Council Meeting Agenda — Tuesday, June 08, 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. Map of the 2002 Comprehensive Plan for 60.74 Acres Known as Southridge West Commercial by Cabra Creek, LLC Located on the Northeast Corner of S. Ten Mile Road and W. Overland Road, Meridian, Idaho from Medium High Density Residential (MHDR), Medium Density Residential (MDR), Green Space and Park Land (PARK) and Mixed Use Commercial (MUC) to Mixed Employment (ME) O. Resolution No. 10-729: A Resolution Vacating of a Portion of the Public Utility, Irrigation, and Drainage Easements on the Interior Lot Lines of Lots 43-45, Block 32, Bridgetower Crossing Subdivision No. 12 and Lots 15-17, Block 36, Bridgetower Crossing Subdivision No. 11; and Vacate a Portion of the Public Domestic Water and Sewer Easements on Lots 15-17, Block 36, Bridgetower Crossing Subdivision No. 11, Located in the Southwest Corner of W. McMillan Road and N. Linder Road, in the Northeast % of Section 35, Township 4 North, Range 1 West, Boise Meridian, City of Meridian, Ada County, Idaho; and Providing an Effective Date 5. Items Moved From Consent Agenda 6. Department Reports A. Planning Department: Franklin Road Design - Median and Access Discussion with Staff and Property Owners B. Parks and Recreation Department: Strategic Planning Focus C. Mayor's Office: Community Liaison Update D. Multiple Department Report: City Wide Capital Improvement Plan E. Public Works Department: Enterprise Fund Capital Improvement Plan Update/Backflow Update F. Mayor's Office: City Scholarship Program Update Vacated G. Clerks Office: Approval of New Beer and Wine License Application for The Griddle Located at 2310 E. Overland Rd. #132, Pending Meridian Fire Department Approval Approved with direction for Clerk to hold the license until Fire Department gives Clerk their approval Meridian City Council Meeting Agenda — Tuesday, June 08, 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. H. Planning Department: Rails with Trails 1. Planning Department: City Energy Plan Update Directed to bring back with a Resolution on June 22, 2010 J. Public Works: Budget Reallocation for Well 28 Pumping Facilities Construction for a Not -to -Exceed Amount of $180,000.00 Approved (amended onto agenda) K. Public Works: Budget Amendment for Sewer Line Replacements for a Not -to -Exceed Amount of $125,000.00 Approved (amended onto agenda) 7. Community Items/Presentations A. Community Development Block Grant (CDBG) Activity Prioritization: Discussion of Activities for Use of PY2010 CDBG Funds Anticipated at $274,368.00 8. Ordinances A. Ordinance No. 10-1449: An Ordinance of the City of Meridian Granting Annexation and Zoning for 5.63 Acres of Land Located at the Northeast Corner of S. Ten Mile Road and W. Overland Road Meridian, Idaho More Commonly Known as Southridge West Commercial by Cabra Creek, LLC from RUT to M -E (Mixed Employment District) Approved B. Ordinance No. 10-1450 (First Reading): City of Meridian Solid Waste Ordinance 9. Other Items A. Executive Session per Idaho State Code 67-2345 (1)(c) - To Conduct Deliberations Concerning Labor Negotiations or to Acquire an Interest in Real Property, Which is Not Owned by a Public Agency B. (f) - to consider and advise its legal representatives in pending litigation (amended onto agenda) Into Executive Session at 10:58 p.m. Out of Executive Session at 11:34 p.m. Adjourned at 11:34 p.m. Meridian City Council Meeting Agenda — Tuesday, June 08, 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. Meridian City Council Meeting Agenda — Tuesday, June 08, 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. CITY COUNCIL WORKSHOP MEETING AGENDA Tuesday, June 08, 2010 at 6:00 PM 6 . 02 e. Al'\ 1. Roll -Call Attendance ✓ttDavid Zaremba ✓ Brad Hoaglun —� Charlie Rountree Keith Bird _,Mayor Tammy de Weerd el 2. Pledge of Allegiance 1 ,atv v/ 3. Adoption of the Agenda Cid ✓ 4. ConsentAgenda A. March 23, 2010 City Council Pre -Council Meeting Minutes B. May 26, 2010 Special City Council Meeting Minutes C. June 1, 2010 City Council Pre -Council Meeting Minutes D. Community Development Block Grant (CDBG) Subrecipient Agreement with Meridian Development Corporation for a Not - to -Exceed Amount of $55,000.00 E. Personal Services Agreement for transcription services for the Meridian Historic Preservation Commission F. Professional Services Agreement with Larry Limm for Marketing Consultation Services Not -To -Exceed $2,100.00 G. Task Order #10162A for Meridian Wastewater Treatment Plant Blower Replacement with CH2M Hill for a Not -To -Exceed Amount of $60,695.00 Pursuant to the Master Agreement Approved by City Council April 13, 2010 H. Task Order #10010 with CH2M Hill (Master Agreement Dated 4- 13-2010), for Engineering Design Services of the Ground Meridian City Council Meeting Agenda — Tuesday, June 08, 2010 Page 1 of 4 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. Reservoir #2 Project for a Not -To -Exceed Amount of $165,613.00 I. Task Order #10022 for Meridian Wastewater Treatment Plant Facilities Plan with CH2M Hill for a Not -To -Exceed Amount of $399,920.00 Pursuant to the Master Agreement Approved by City Council April 13, 2010 J. Final Order Granting an 18 Month Time Extension for Bridgetower Crossing Subdivision No. 14 (TE 10-015) K. Findings of Fact and Conclusions of Law for Approval: RZ 09- 006 Southridge West Commercial by Cabra Creek, LLC Located at the Northeast Corner of S. Ten Mile Road and W. Overland Road: Request for Rezone of 9.33 Acres From the R- 8 Zoning District to the C -C Zoning District L. Resolution No. Proposed # 10-726: A Resolution of the Mayor and the City Council of the City of Meridian to Amend the Text of the City of Meridian Comprehensive Plan to Integrate Text Changes Associated with the Concurrent Map Amendment and Adding Text to Clarify and Define Fire Station and School Sites; to Update Old Text in the Recreation and Park Section of the Plan (Chapter VI and VII) and Incorporate Language Regarding the East 3rd Street Alignment as Recommended by the Meridian Planning Department; and Providing an Effective Date M. Resolution No. Proposed # 10-727: A Resolution of the Mayor and City Council of the City Meridian Amend the Future Land Use Map of the 2002 Comprehensive Plan by Replacing the Public/Quasi-Public Designation with a New Civic Designation; Changing the Future Land Use Designations for Current and Former Churches and Hospitals that are Designated Public/Quasi-Public; Adding New Symbols to the Legend for Future Facilities (i.e., Schools, Parks, Fire Stations, Transit Stations); Incorporating the Land Use Designations of the Ten Mile Interchange Specific Area Plan; Removing the Water and Sewer Line Designations; Updating the Roadways Designated as Entry Way Corridors; and Removing the Roadway Classifications by City of Meridian Planning Department; and Providing an Effective Date N. Resolution No. Proposed # 10-728: A Resolution of the Mayor and City Council of the City of Meridian to Amend the Future Meridian City Council Meeting Agenda — Tuesday, June 08, 2010 Page 2 of 4 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. Land Use Map of the 2002 Comprehensive Plan for 60.74 Acres Known as Southridge West Commercial by Cabra Creek, LLC Located on the Northeast Corner of S. Ten Mile Road and W. Overland Road, Meridian, Idaho from Medium High Density Residential (MHDR), Medium Density Residential (MDR), Green Space and Park Land (PARK) and Mixed Use Commercial (MUC) to Mixed Employment (ME) O. Resolution No. Proposed # 10-729: A Resolution Vacating of a Portion of the Public Utility, Irrigation, and Drainage Easements on the Interior Lot Lines of Lots 43-45, Block 32, Bridgetower Crossing Subdivision No. 12 and Lots 15-17, Block 36, Bridgetower Crossing Subdivision No. 11; and Vacate a Portion of the Public Domestic Water and Sewer Easements on Lots 15-17, Block 36, Bridgetower Crossing Subdivision No. 11, Located in the Southwest Corner of W. McMillan Road and N. Linder Road, in the Northeast '/4 of Section 35, Township 4 North, Range 1 West, Boise Meridian, City of Meridian, Ada County, Idaho; and Providing an Effective Date 5. Items Moved From Consent Agenda 6. Department Reports ZA. Planning Department: Franklin Road Design - Median and Access Discussion with Staff and Property Owners /B. Caleb Hood Parks and Recreation Department: Strategic Planning Focus / Steve Siddoway v C. Mayor's Office: Community Liaison Update Luke Cavener D. Multiple Department Report: City Wide Capital Improvement Plan VE.Finance, Parks, Fire, Police, and IT Departments Public Works Department: Enterprise Fund Capital Improvement Plan Update/Backflow Update 3 Warren Stewart/Rich Dees V F. Mayor's Office: City Scholarship Program Update Robert Simison (Request to Vacate) JCC I Meridian City Council Meeting Agenda — Tuesday, June 08, 2010 Page 3 of 4 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. G. Clerks Office: Approval of New Beer and Wine License Application for The Griddle Located at 2310 E. Overland Rd. #132, Pending Meridian Fire Department Approval Clerks Office y -C_ C�''�c3'� 31 H. Planning Department: Rails With Tr it Planning Department: City Energy Plan Update Pete Friedman Please Amend the following two items onto the Agenda: J. Public Works: Budget Reallocation for Well 28 Pumping Facilities Construction, for a Not -to -Exceed Amount of $180,000.00 06,,. ( f K. Public Works: Budget Amendment for Sewer Line d Replacements for a Not -to -Exceed Amount of $125,000.00 elihi 7. Community Items/Presentations A. Community Development Block Grant (CDBG) Activity Prioritization: Discussion of Activities for U e Af PY 10 CDBG Funds Anticipated at $274,368.00 X "f4"jur 8. Ordinances A. Ordinance No. Proposed # 10-1449: An Ordinance of the City of Meridian Granting Annexation and Zoning for 5.63 Acres of Land Located at the Northeast Corner of S. Ten Mile Road and W. Overland Road Meridian, Idaho More Commonly Known as Southridge West Commercial by Cabra Creek, LLC from. RUT to M -E (Mixed Employment District) % i3l;;1 B. Ordinance No. Proposed # 10-1450: City of Meridian Solid Waste Ordinance �S 7-- ��C,•,`�, 87� 9. Other Items A. Executive Session per Idaho State Code 67-2345 (1)(c) - To Conduct Deliberations Concerning Labor Negotiations or to Acquire an Interest in Real Property, Which is Nox Owned by a Public Agency1J Fuc A&� 6�fi lc� �6 �l 3 � Meridian City Council Meeting Agenda Tuesdt, June 08, 2010 ge 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 Citv Council Workshop Meeting June 8, 2010 A meeting of the Meridian City Council was called to order at 6:00 p.m., Tuesday, June 8, 2010, by Mayor Tammy de Weerd. Members Present: Mayor Tammy de Weerd, President David Zaremba, Keith Bird, Brad Hoaglun, and Charlie Rountree. Others Present: Bill Nary, Jaycee Holman, Pete Friedman, Matt Ellsworth, Jeff Lavey, Mark Niemeyer, Tom Barry, Clint Dolsby, Caleb Hood, Steve Siddoway, Stacy Kilchenmann, Tracy Basterrechea Johnson, and Dean Willis. Item 1: Roll -call Attendance: Roll call. X David Zaremba X Brad Hoaglun X Charlie Rountree X Keith Bird X Mayor Tammy de Weerd De Weerd: Okay. I will go ahead and get tonight's meeting underway. I appreciate all of you joining us here tonight. For the record, it is Tuesday, June 8th, at 6:00 o'clock. We will start tonight's meeting with roll call attendance. Item 2: Pledge of Allegiance by Troop #174 Sunnybrook Ward De Weerd: Item No. 2 is our Pledge of Allegiance. Tonight we will be led in the pledge by Troop 174 from the Sunnybrook Ward and we have leading us Andrew Bishop, Brandon Novak and Jeremiah McCorby. I'm sorry, Jeremiah, if I messed up your name. If you will come forward all rise and join us in the pledge. (Pledge of Allegiance recited.) De Weerd: And if I could present you with a pin each. If you will just come forward. Thank you for leading us tonight. Item 3: Adoption of the Agenda De Weerd: Okay. Our next item, Item No. 3 is adoption of the agenda. Hoaglun: Madam Mayor? De Weerd: Mr. Hoaglun. Hoaglun: A couple of items to note on the agenda before we adopt it. Under the Consent Agenda, Item 4-L, that resolution number is 10-726. 4-M is resolution number 10-727. And 4-N is resolution number 10-728. And 4-0 is resolution 10-729. Also, Meridian City Council Workshop June 8, 2010 Page 2 of 85 under Department Reports, Item 6. Item F, the city scholarship program update, there is a request to vacate that. We'd also like to add under Item 6, Department Reports, two items for Public Works, J and K, budget reallocation for Well 28 pumping facilities in a not to exceed amount of 180,000 dollars. And a budget amendment for sewer line replacements in a not to exceed amount 125,000 dollars. And, then, under Item 8, Ordinances. 8-A, that ordinance number is 10-1449. 8-13 is ordinance number 10-1450. And under Item 9-A that is Executive Session, that will be per Idaho State Code 67- 2345(1)(c) and (f) for tonight. And with that, Madam Mayor, I move we adopt the amended agenda. Zaremba: Second. De Weerd: I have a motion and a second. Mr. Nary, if you will, for clarification, under Item 9-A, define what (f) is. Nary: (f) is for potential litigation. De Weerd: Thank you very much. Okay. With that motion and second to approve the adoption of the agenda as amended, all those in favor say aye. All ayes. Motion carried. MOTION CARRIED: ALL AYES. Item 4: Consent Agenda A. March 23, 2010 City Council Pre -Council Meeting Minutes B. May 26, 2010 Special City Council Meeting Minutes C. June 1, 2010 City Council Pre -Council Meeting Minutes D. Community Development Block Grant (CDBG) Subrecipient Agreement with Meridian Development Corporation for a Not to Exceed Amount of $55,000.00 E. Personal Services Agreement for transcription services for the Meridian Historic Preservation Commission F. Professional Services Agreement with Larry Limm for Marketing Consultation Services Not -To -Exceed $2,100.00 G. Task Order #10162A for Meridian Wastewater Treatment Plant Blower Replacement with CH2M Hill for a Not -To -Exceed Amount of $60,695.00 Pursuant to the Master Agreement Approved by City Council April 13, 2010 Meridian City Council Workshop June 8, 2010 Page 3 of 85 H. Task Order #10010 with CH2M Hill (Master Agreement Dated 4- 13-2010), for Engineering Design Services of the Ground Reservoir #2 Project for a Not -To -Exceed Amount of $165,613.00 I. Task Order #10022 for Meridian Wastewater Treatment Plant Facilities Plan with CH2M Hill for a Not -To -Exceed Amount of $399,920.00 Pursuant to the Master Agreement Approved by City Council April 13, 2010 J. Final Order Granting an 18 Month Time Extension for Bridgetower Crossing Subdivision No. 14 (TE 10-015) K. Findings of Fact and Conclusions of Law for Approval: RZ 09- 006 Southridge West Commercial by Cabra Creek, LLC Located at the Northeast Corner of S. Ten Mile Road and W. Overland Road: Request for Rezone of 9.33 Acres From the R- 8 Zoning District to the C -C Zoning District L. Resolution No. 10-726: A Resolution of the Mayor and the City Council of the City of Meridian to Amend the Text of the City of Meridian Comprehensive Plan to Integrate Text Changes Associated with the Concurrent Map Amendment and Adding Text to Clarify and Define Fire Station and School Sites; to Update Old Text in the Recreation and Park Section of the Plan (Chapter VI and VII) and Incorporate Language Regarding the East 3rd Street Alignment as Recommended by the Meridian Planning Department; and Providing an Effective Date M. Resolution No. 10-727: A Resolution of the Mayor and City Council of the City Meridian Amend the Future Land Use Map of the 2002 Comprehensive Plan by Replacing the Public/Quasi-Public Designation with a New Civic Designation; Changing the Future Land Use Designations for Current and Former Churches and Hospitals that are Designated Public/Quasi-Public; Adding New Symbols to the Legend for Future Facilities (i.e., Schools, Parks, Fire Stations, Transit Stations); Incorporating the Land Use Designations of the Ten Mile Interchange Specific Area Plan; Removing the Water and Sewer Line Designations; Updating the Roadways Designated as Entry Way Corridors; and Removing the Roadway Classifications by City of Meridian Planning Department; and Providing an Effective Date N. Resolution No. 10-728: A Resolution of the Mayor and City Meridian City Council Workshop June 8, 2010 Page 4 of 85 Council of the City of Meridian to Amend the Future Land Use Map of the 2002 Comprehensive Plan for 60.74 Acres Known as Southridge West Commercial by Cabra Creek, LLC Located on the Northeast Corner of S. Ten Mile Road and W. Overland Road, Meridian, Idaho from Medium High Density Residential (MHDR), Medium Density Residential (MDR), Green Space and Park Land (PARK) and Mixed Use Commercial (MUC) to Mixed Employment (ME) O. Resolution No. 10-729: A Resolution Vacating of a Portion of the Public Utility, Irrigation, and Drainage Easements on the Interior Lot Lines of Lots 43-45, Block 32, Bridgetower Crossing Subdivision No. 12 and Lots 15-17, Block 36, Bridgetower Crossing Subdivision No. 11; and Vacate a Portion of the Public Domestic Water and Sewer Easements on Lots 15-17, Block 36, Bridgetower Crossing Subdivision No. 11, Located in the Southwest Corner of W. McMillan Road and N. Linder Road, in the Northeast % of Section 35, Township 4 North, Range 1 West, Boise Meridian, City of Meridian, Ada County, Idaho; and Providing an Effective Date De Weerd: Item 4 is our Consent Agenda. Hoaglun: Madam Mayor? De Weerd: Mr. Hoaglun. Hoaglun: Under the Consent Agenda as noted, Item 4-L is resolution 10-726. 4-M is resolution 10-727. 4-N is resolution number 10-728. And 4-0 is resolution number 10- 729. And with those, Madam Mayor, I move approval of the Consent Agenda and for the Mayor to sign and Clerk to attest. Zaremba: Second. De Weerd: I have a motion and a second to approve the Consent Agenda. If there is no discussion, Madam Clerk, will you call roll. Roll -Call: Bird, yea; Rountree, yea; Zaremba, yea; Hoaglun, yea. De Weerd: All ayes. Motion carries. MOTION CARRIED: ALL AYES. Item 5: Items Moved From Consent Agenda De Weerd: Okay. There were no items moved from the Consent Agenda on No. 5. Meridian City Council Workshop June 8, 2010 Page 5 of 85 Item 6: Department Reports A. Planning Department: Franklin Road Design - Median and Access Discussion with Staff and Property Owners De Weerd: So, we will move to Item 6-A under Department Reports and begin tonight's Department Reports section with our Planning Department. Hood: Thank you, Madam Mayor, Members of the Council. Quite a few items on Departments Reports tonight, so I will try to make this brief, but it's an important topic, as are the other ones. As you know, in June of 2007 the city adopted the Ten Mile Interchange Specific Area Plan, in addition to refining and reevaluating the future land use designations in that area, the plan also outlined the roadway network plan that will compliment those future land uses and achieve the desired character for the area. The plan indicates in a narrative description and lays out some particular cross-sections for the roadways in that area. On the screen you can see three. There is actually five that are shown in the plan. Sections A and B are the ones that are mentioned in the text of the plan for the arterial network. C through E are for the collector roadways. The plan also identifies Franklin Road between Black Cat and Linder, a two mile stretch, as a four lane parkway with landscape medians and limited access points. I have shown a different cross-section, although it's consistent with the street section B as shown here. This is -- this is actually a rendering that ACHD put together in one of their flyers that was sent out to the property owners after the medians and bike lanes were added at the request of the city. Creating the Ten Mile plan, the city and HGR, our consultants, did send out postcards and letters and e-mails to those that we had e-mail addresses for the charrette and the other public involvement processes that we were going through in 2006 in compiling this plan. Consistent with the plan and as requested by the city, ACHD has designed the Franklin - Ten Mile - Linder roadway widening project with the landscaped center medians. And, then, they have also put into their design plans curb returns for the future roadway network collectors, it would be sticky in this one mile section where this roadway with the E label and this one with the D cross-section shown there, they are actually putting curb returns in there for the future extension of those roadways with their projects. ACHD is currently in their right of way phase of that one mile road widening project and are -- with construction planned for 2012. There are multiple property owners along Franklin Road that have signed a letter, dated May 25th, objecting to those medians and requesting time of the Council this evening. This area is comprised of both annexed and county zoned property. Some of the properties intensely developed and some properties are currently undeveloped. I do have an aerial with the -- with the property owners overlaid. I know there is at least a few that I have seen so far this evening here, but I thought this would help to put them in context when someone makes a point, that we can relate that back to the general vicinity. I imagine those that do speak will go through some of the reasons they are opposed to those center medians. I do want to take just a minute, though, to run through some of the reasons that we believe that the medians should be part of this road widening project. The Ada County Highway District is going to install the ultimate complete street Meridian City Council Workshop June 8, 2010 Page 6 of 85 section, including the medians, with the project in 2012. If they are not installed with the roadway project, staff is not aware of any practical mechanism to require the installation of the center medians in the future with development and as I noted on the north side of Franklin particularly, a majority of those properties are already annexed, so we don't have that mechanism to require it through annexation and zoning or a development agreement in the future. After the Ten Mile interchange opens, Franklin Road traffic volumes are expected to -- to significantly increase and medians will be needed for efficient traffic movement along that roadway. Long term access management provisions for Franklin Road will be in place immediately and the city and ACHD will not have to restrict access further in the future, so we won't have to go back to any properties that redevelop out here or new businesses that come in and restrict their accesses once they get used to those access points in the future. Installation would be consistent with the city's plans and code. I mentioned the Ten Mile Specific Area Plan. City code also limits the amount of driveways on arterial roadways, which Franklin Road is. And left turn movements become more difficult and dangerous. I mentioned the -- the higher traffic volumes, obviously, when the Ten Mile interchange opens and those left turning movements, particularly out of a site, are the ones that become the most dangerous and medians would prohibit that in a lot of places, except for those that are -- they are intended. I mentioned having the collector network also being part of the plan. This is then -- that roadway network and this particular area overlaid on the aerial so you can see kind of that loop road and the circulation pattern that is envisioned for this area. Of course, the red roads there aren't there today, there is nothing there. It is just a plan. But at the same time we do have a plan in place for circulation in this area. I do want to point out that some of the larger vehicles that use -- that are used to turning out there today can be accommodated through some of the design -- through some design elements in this project, making wider turning radii at u -turn locations. ACHD has, at least in the plan that we most recently saw, added some additional width to the shoulder near Ward Avenue, which is where the -- this is Joint School District bus barn here -- have added some area to that bike lane and stripe that out a little bit and has -a little bit of extra pavement, so realizing that those vehicles have a larger turning radius than most, that can be accommodated through design. Staff believes that managing access along Franklin Road by installing medians is in the long term in the best interest of the city and we would recommend that they stay as part of the ACHD road widening project. That's the presentation that I have and if there are any questions I'll try to answer them. De Weerd: Thank you, Caleb. Council, any questions at this point? Hoaglun: Madam Mayor, if I might ask Caleb a question. You just talked about -- this precedes my time on the Council, so my apologies for trying to get up to speed on this in this location, but Ward Avenue you just mentioned about increasing the turning radius for right turn coming off of Franklin or -- because there would not be a left turn at that location; is that correct? Hood: Madam Mayor, Councilman Hoaglun, I'm sorry, I should have specified that. That would be west bound on Franklin, they are adding some extra pavement to that far northernmost lane, so turning right into the site would have a little bit of extra pavement, Meridian City Council Workshop June 8, 2010 Page 7 of 85 so they don't swing so wide when they turn northbound onto Ward Avenue. But you're correct, it would -- the left in and out of that on Ward is restricted by the proposed median. Hoaglun: Then, Caleb, if a bus or an SSC truck is coming down where they normally turn left, there is no -- there is not enough turning radius at that intersection at Linder to be able to make a u -turn like cars would be able to do. Does that mean they will have to come down -- if they are coming from the west, either go up Pine or -- Pine would be it. And, then, come down to make the right turn? Is that -- is that the plan? I mean without a u -turn capability with those buses, we are throwing a lot of traffic somewhere else. Hood: Madam Mayor, Councilman Hoaglun, I can try to answer that. I don't -- first point or question about not being enough turning radius in that section I haven't evaluated, so what's there now isn't being touched with this current roadway widening project. But don't know that it couldn't accommodate a u -turn today. I don't know that. And maybe the -- maybe ACHD can answer that. I don't know how it was designed. The second part of your point or question, you could go up to Pine, obviously. You could also make a right out of the site and go through the new intersection that's being constructed right now at Franklin and Ten Mile and that one will be a very wide intersection with dual lefts and, again, u -turn accommodating there. I don't know if they have had a school bus in mind. Again, that's something for ACHD when it gets down to -- I don't know what the design turning radius is for a school bus or a fire truck, for that matter, or large vehicles. A lot of the movements that I see, you know, obviously, this is kind of the far reaches westerly of Meridian, so most of the vehicles are trying to get to or come from the east to the west of this site. And certainly the interchange and overpass there will help a lot of the traffic movements and flow -- if you're coming from north Meridian you could turn earlier and come down Pine and come further south on Linder to turn right on Franklin, you just have right movements. Yeah, it's a little bit different than what you potentially do now, but -- but it's not unheard of and we don't think it's -- the trade offs for having to go half a mile around the block versus safety and efficiency of the roadway network are what we are trying to balance here. Hoaglun: Okay. Thank you. De Weerd: Any other questions from Council? Okay. All right. How many in the audience are here for this item? Okay. This isn't listed as a public hearing, but we would like to hear from you, if you will try and keep it so the comments are on point and not redundant. We have a long agenda ahead of us. So -- please. If you will, please, state your name and address for the record. Miller: Madam Mayor, Brad Miller, Van Auker Properties, 3084 East Lanark in Meridian. I appreciate the time that you have given us to discuss this situation here. You might say it's a little bit late in the game for us to come forth with this, but we did -- at Van Auker Properties did address the gentleman from HGR when he came to town and was conducting all these charrettes and things and you might be interested to know I Meridian City Council Workshop June 8, 2010 Page 8 of 85 obtained a copy of the -- the stake holders analysis of what -- his evaluation and his only comment in regard to Ronald W. Van Auker, developer, is under the comment section it says: Cranky industrial developer. That might fit -- that might fit the bill, but we don't want to be -- another reason I say that is because Ron's not here tonight. We don't want to be cranky industrial developers, but it's interesting, I started receiving telephone calls several weeks ago from property owners along Franklin Road saying that the ACHD appraiser had come by and met with them to appraise their properties for this road widening and had mentioned the medians. None of these property owners had ever even heard of the plan for land -- or for a median island there along Franklin Road. I told them that there had been a discussion that we had opposed it and they wanted to get together. So, we got together and talked about that and drafted the letter which you received. Every land owner, other than -- and David Turnbull and I are pretty good friends and we talked about this briefly via e-mail and I can't say he's opposed, but every land owner that I have met along Franklin Road is opposed to this median. It's premature. Engineering warrants are not even close to being met there. The existing tenants and property owners there will be damaged. We have -- Caleb, can you put up that -- can I see that one right there on this thing? Hood: Yeah. Miller: Is it possible? Okay. Let me -- we own -- is that showing up? We own this property right here, which is approximately -- it's a little bit less than 40 acres. Right here in the corner we have got -- it's two acres that we bought later. We bought the original property in 1979. We zoned it light industrial in the '80s and we bought this little two acre parcel here. I have one tenant in there by the name of Northwest Auto Transport, they drive the big auto transport trucks. I went over and talked to him about the median here and he said it will -- it will create serious problems for him. I have talked to the school district. They signed the letter. If you look at where the medians -- where. they say the median is going to be right along here, well, the school buses come out here right now, so we are going to have a hundred school buses, some of which probably go west now, but the majority of them go east and so we are going to have a hundred school buses come here and make u -turns. We are going to have my auto transport guy come here and make a u -turn. We are going to have all the trash trucks come out and make u -turns. It doesn't make any sense. It just doesn't make any sense. And you go back to our property here and our development opportunities are taken away. We have no access to that property, other than right -in, right -out. So, the property we have owned since 1979, if we want to go and develop that property now, we don't have any access. So, I think the future access points were right in this area and right in this area. So, in order for me to get access to a full signalized, full access to a signalized intersection, I have to go across Walt Morrow's property. How am I going to do that? Or I have got to go through Jerry Bowers' property or whatever this property is here, the Franklin - Ten Mile, LLC, property, how am I going to do that? So, I have no full access points to my property right there, which eliminates the industrial development opportunities. So, you say we are going to -- we are going to widen the intersection and we are going to allow for u -turns. Well, we bring in 53 foot tractor trailers -- we do warehouse buildings. How are they going to get in there? How are they going to make Meridian City Council Workshop June 8, 2010 Page 9 of 85 u -turns at the intersection? It's an impossibility. At some point when these interconnections are in, then, it makes sense to put the medians. Right now it makes no sense. One of the arguments that I just despise -- I have been, as you know, at dozens and dozens and dozens of these meetings, testified at dozens and dozens -- one of the arguments I just despise is when property owners get up and say my property value is going to be diminished. It's going to be hurt. Well, this is a case where that is true. Most of the time it's not. This is a case where that is true. Who would buy our property or who would want to build on our property if there is a right -in, right -turn -- right -in, right -out only. It just doesn't make any sense. If you look at -- if you look at -- so, you say, well, we won't have the opportunity to do it again. When you look at Overland Road -- look at between Eagle Road and Meridian Road on Overland Road, I think that functions fine. I think it functions great. You got the turn lanes out in the middle, you have got two lanes going both directions, it makes sense. Why do we want to put the median down the middle? Because it looks pretty, because we are going to have trees there? To me, warehouse buildings where tenants occupy the building and employ people and generate tax base, that's pretty to me. We can put trees on our property, we can do all that, but let's allow commerce to take place along Franklin Road. Let's allow trucks and vehicles to get in and out. Let's allow employees, let's allow school buses, let's allow trash vehicles to get in and out. Let's not restrict them, because we want to have a pretty parkway there. It just doesn't make any sense to me. I think that's about it. I know there is some other people that want to speak, but I appreciate your consideration on this and at some future point it might make sense to put those in, but right now it just doesn't make a lick of sense and by looking at this one diagram here, the approximate median locations, I mean you can see it just doesn't make any sense. It's not warranted and I don't know why we are even considering it. Thank you very much. De Weerd: You know, Brad, I did not hear Caleb say one word about it being there because it was going to be pretty. Miller: I didn't understand. Didn't hear what? De Weerd: I didn't hear Caleb mention anything about why those center medians should be in there, because it should look pretty. That has nothing to do with this. Miller: That's not accurate. Because we went through the same thing on Overland Road with that whole Jim Jewett project and I heard -- and Caleb did not say anything about pretty, but in the past I have heard because it's going to be pretty. I have heard that a lot. De Weerd: Okay. He noted the things in the study and some of the justification and it's not that I disagree with you on some of your other points, but, you know, what I would like to dispel is those are not in there because we want pretty. We have a lot of experience with these center lanes and the havoc it causes for our safety services. We spend a lot of time and resources with accidents because of those center turn lanes. So, I just wanted to dispel the pretty thing, is that is not the reason that those were Meridian City Council Workshop June 8, 2010 Page 10 of 85 placed in there in our plan. Now, one of my questions is earlier this year -- I think it's just been a number of months, where we had people along Ten Mile in the south of Franklin come in and ask for additional access points. We did ask that there be a study, that we also approach the property owners on Franklin anticipating some of this need for dialogue. Have we progressed anywhere on that study and moving forward to where access points could be? Hood: Madam Mayor, Council, yes, the -- ACHD, Gary Inselman, signed a letter dated May 19th for the Brighton property that -- it says Steve Smith on this, but the Smith Brighton property for HGR and there are some access points that -- I don't know if ACHD's consented to, but they find that the work done by ACHD -- HGR does warrant some access points related -- some of those were on Ten Mile, some of those were on Franklin. The one I guess that is most pertinent per this discussion is there was a left -in to the site from Franklin approved at 660 feet east of Ten Mile. So, that would be somewhere -- this isn't to scale, but it would be somewhere in here they did allow a left into the Brighton site. And, then, the full access, Madam Mayor, just to continue that, you know, in general accordance with the plan at 1,180 feet east of Ten Mile. So, in this general location, too. A left -in somewhere -- 660. I'm not exactly sure. But that was a detailed analysis that HGR did and I don't know how many man hours they invested in that, but it certainly was a comprehensive traffic analysis based on land uses that are consistent with the Ten Mile plan and we worked with Brighton on coming up with some of those assumptions that they used in traffic generation. Miller: But with all due respect, it was all conceptual. There is no actual development planned there. It's all conceptual, which is not reality. De Weerd: So, did they consult any of the uses or even the owners to the north of Franklin or were they just working with the Brighton piece? Hood: Madam Mayor, it was -- HGR was under contract with Brighton. Now, this is going to be just hearsay, but I do understand that Brighton did approach other property owners in this area to go in and do a joint study and nobody, for whatever reason, joined them in that. So, it was particularly for the southeast corner of that intersection in the Brighton property. Miller: That issue will be addressed by a subsequent speaker on the participation on that traffic study. De Weerd: Okay. Thank you, Brad. Any other questions for Brad? Bird: I have none. Rountree: None. Miller: Thank you again for the time. Meridian City Council Workshop June 8, 2010 Page 11 of 85 Bird: Thank you, Brad. De Weerd: If you will, please, state your name and address for the record. Sedlacek: Madam Mayor, Members of the Council, my name is Steve Sedlacek, Sanitary Services Company, 2130 West Franklin in Meridian. De Weerd: Thank you. Sedlacek: Thank you for the time tonight. I guess I wanted to just say we are a developed property, obviously. We serve the City of Meridian. We have about 10,000 truck trips a year coming out of our facility on Franklin. Don't erase it. I'm going to mark it up, too. Caleb, could you put up that slide that shows the colored roadways, says A, B, C, D and E on it? Yes. We are right here near letter B. My whole understanding through this whole thing was that there would be -- we would gain a signalized access by have -- by using the Meridian School District's road to the west of us and that would become signalized. Now, maybe that's too close to Linder. So, I never commented on the medians, thinking I was just going to pull out to the western edge of my property and, then, hit Franklin and turn left. Well, it turns out that that's road D here and that road D is actually on the western side of the Meridian School District, on the eastern side of Walt Morrow's property. So, I don't have any access to it. So, now, I have no access to turn left on Franklin. Eighty percent of my truck trips turn left. So, that's 8,000 trips a year. If I don't turn left, I'm going to right and there is no way I'm going to turn left -- or pull a u -turn. at Ten Mile in a trash truck. And we also have 2,000 class A vehicles a year, which are tractor trailer rigs with 48 foot trailers. And those are all heading north to the landfill. So, they will have to go to Pine and, then, turn right and go down Pine, so the -- as Councilman Hoaglun mentioned, they will be -- we will be diverting traffic to a different location. It's going to be onto Pine or somewhat onto Cherry. That will occur Monday through Thursday. The Friday routes that we run will be -- we turn right on Friday. So, anyway, there is no impact on Fridays. What concerns me is -- you know, if this dashed road were available to me -- and I think that's called -- I can't read the legend there, Caleb. It's a potential possible roadway. That could get me to Linder. Is that right? Hood: Yes. That's correct. Sedlacek: So, I'm not super confident that I'm going to get that. I don't know what it takes to get that, but that would -- that would help. And my comment, I guess, would be -- I don't mind doing Meridians. I understand -- or medians. I know they are for safety. We need them on Eagle Road. I don't know that we need them on Franklin yet. I understand if we do them now they are in and that's -- that can be good for safety, but without the ancillary road to my north, I can't get out and it's just going to -- it's going to cost -- you know, my trucks get really bad gas mileage and it's going to cost me tens of thousands of dollars a year and it's going to increase my fuel consumption, air pollution, all that kind of stuff. So, there were some -- if this were done to here where you have the medians put in, plus the other ancillary roadways -- I'm not sure how to do that, but Meridian City Council Workshop June 8, 2010 Page 12 of 85 that would be a solution that would be great for us. To do one without the other puts me in a bit of a box. So, I hope we could do them all together and not one at a time. And I know there is a lot of other people to comment, so if you have any questions for me will answer them or sit down. De Weerd: I guess just a question for Pete or Caleb. When the bus barn and SSC came in I believe I recall a conversation about having access there at some point for the amount of vehicles and that would be coming and going. Do you recall was that considered during this plan? Friedman: Madam Mayor, I don't recall that during the Ten Mile planning process and when SSC came in predates my involvement with this, so I couldn't give you any kind of an answer on that. I can certainly check it out for you. But I don't have an answer tonight. De Weerd: Okay. Thank you. Any questions for Mr. Sedlacek? Thank you. Sedlacek: Thank you. De Weerd: Good evening. If you will, please, state your name and address for the record. Bartlett: Madam Mayor and Council, my name is Kelly Bartlett. I am the owner of KB Fabrication and Welding. Owner and president. 1970 West Franklin Road. And I see this at this time and came to comment as it's a very real situation for us. Like the trash people who just spoke prior to us, we -- can I get that other map, please? And we are positioned are right in this area right here and we have three properties that all use the same access and road off of Franklin. We have Raco. We have KB Fabrication and Welding. We have Graylock Cabinets here in the front of us. We have numerous trucks daily that come in and out of there bringing us steel supplies and these are big, big trucks. They are hauling thousands -- you know, an 80 -- probably to a hundred thousand pounds of steel. There are 24 tires. They are pushing a hundred feet long in length. It's always been our plan that when they got the Ten Mile interchange done that most of these trucks do come from Salt Lake and they also come from Nampa and when they get to Ten Mile interchange in now these trucks are having to go all the way through town and, then, work their way onto Franklin to get over to where we are at. So, we were excited to see the Ten Mile go in, which would allow these trucks to get off here and, then, come down to Franklin to be able to access into our property here. If we had these of medians put in right here, it would be different for this trucker to come down here, being the size that they are, and find somewhere over in this area to do a u - turn to get back on this median -- to get on the other side of the median so that they can turn into our property and we have literally trucks daily coming and going with product, as does Raco, as does Greylock Cabinets, they have semis and that come in with all their wood and supplies and I and Raco -- we are both manufacturers of steel products and they are mainly a manufacturer of grey type material and they build handlers and they bring big cranes in to load this stuff onto their low boys in order to -- to transport it. Meridian City Council Workshop June 8, 2010 Page 13 of 85 So, our concern is how these trucks are going to get access into our place and not cause disruption as it's been stated in traffic, but I just really see a real potential problem given the situation where we are developed, we are a landlocked property, we do not have access to Ward Street or Ward Avenue. That -- my understanding that is owned by the trash people and the bus people, so we do not have access to that road. So, pretty much this -- this in and out is all that we have to access our property to bring this stuff in and out. So, I would ask that in doing this that we would be taken into consideration. I understand the reason why you do it and I understand why, but I'm just saying where we are already developed, we are here, I can see maybe future depending on the growth -- you know, the benefits, possible, from it, but given our situation it's really going to cause a real huge disruption of trying to tell people from out of town who are not familiar with this area, hey, you got to come down this road and now you have to turn -- do a u -turn, 180, to get back over to try to get on the right side of the lane to get in and out of our property. Thank you for your time. De Weerd: Thank you. You all are very efficient. Roberts: Madam Mayor, Members of the Council, Dave Roberts, 744 East Kaibab Trail Drive, Meridian. I am one of the owners of the 40 acre parcel on the northeast corner, right here, of Franklin and Ten Mile, and speaking on behalf of my partners Mike Schuler, Burke Jones, and John Ferguson as well. When the Ten Mile interchange specific area plan was developed and approved in '87, you know, one of the comments that I made to the city staff was that the city was acting as a developer, was determining the market, was doing the land use planning and design and determining all the end uses of all these properties in this area. My concern was unless one developer owned all these properties, that there is really no way to make that happen and there is really no way to insure that the roads are built where they are drawn on the plan and the real mix of uses would be the ultimate uses. An example of this was when I testified on the May 22nd City Council meeting and the gentlemen before me have so eloquently said, Van Auker's property and every property east of my property to Linder are already annexed in the city and they are already zoned industrial. In this -- in the north, the Ten Mile Interchange Area Plan Van Auker's property is high density residential. All the properties east of that are mixed employment. And I spoke at that time that the likelihood of that happening is nil and, really, the Comprehensive Plan doesn't have a lot of -- of weight, since they are already annexed in the city, they are already zoned industrial, there is not a lot of vary on those properties. Now, we fast forward almost exactly three years later and Brighton Corp comes in with a -- on the southeast corner, they are right across the street on Franklin from me, just south right here, and they have no development application before the city, but somehow they convince the city to write a letter on their behalf to request specific access points that are changing the original plan. I'm not sure how this occurs with the governmental planning process or the Comprehensive Plan change process, but no doubt you guys had letters from the city and from Gary Inselman that was just referred to with ACHD, regarding those accesses. All this is based on Brighton's traffic engineer, doing a development plan for Brighton's benefit. How does this affect my property? In 2007 -- Caleb pointed out the 660 foot mark. As you look at my property we have Ten Mile coming across the corner, with a Meridian City Council Workshop June 8, 2010 Page 14 of 85 triangle piece that's potentially unusable. And we have a very small area to access on Franklin. Originally in 2007 ACHD had approved a full access at that 660 foot mark. They had also approved a full access at 660 down here and, then, they had a signalized intersection at 1,330 feet that was either right on this border or -- or on Callen's property. Now, what does the city recommend, that this shouldn't be a full access at 660, that it should be a three-quarter access, which is a left -in, right -in, right -out and the graphic that was attached to the letter has no access to my property at all on the northern side in the most logical place that access would be. Now, this was all done without notification to us and I think everybody would agree that it significantly impacts the value of my property. The other thing that's strange with the traffic engineer's plan is my property is on the going home side and so now we have got all the property going home, but it's okay to stack them up on the left-hand side and slow that traffic down to get into Brighton's property on the south. The other property that was affected is to the east of Brighton is the Calnon property. That was originally on their property, but somehow with HGR's traffic plan it's better to have that one hundred percent on Brighton property. So, that intersection has now magically moved to 1,180 feet, not at 1,330 feet, so it's one hundred percent on Brighton's property. So, it's damaged that as well. Some of my frustration comes from my understanding of what a comprehensive plan is and how it's used by the city in its long range planning. My understanding was confirmed during the May 22nd, 2007, City Council meeting when staff presented this plan. Part of the testimony that Anna Canning gave -- and I will quote -- I have a package of the transcript if you'd like. But the quote from Anna -- and it was regarding another intersection on Ten Mile, was: And, again, this is -- although it's more specific than our current Comprehensive Plan, this is just a vision document. It's not set in stone where these locations are and there is certainly opportunity for those agencies to coordinate their needs and find out the appropriate location for that intersection. Apparently that's not true, because the city is now requesting very specific access points for very specific developers on their location without disregard to any of the properties and also not only of the access points, but determining the traffic movements as well by placing the median the length of Franklin Road prior to any of this land being developed, the city is again not only on our property, but dictating all the accesses right now before it's developed and even when some of this industry is already developed. I left the City Council meeting in May of 2007 thinking that all these accesses would ultimately be determined during the development process, during the approval process, during the public hearing process, and everything else. Not like this. We are shocked that this median is being placed and we are shocked that the city has -- has -- seems to have favored one developer over somebody else to specifically change their access points. Thank you and I will stand for questions. De Weerd: Council, any questions? Rountree: Madam Mayor? De Weerd: Mr. Rountree. Meridian City Council Workshop June 8, 2010 Page 15 of 85 Rountree: Mr. Roberts, we earlier heard about a study that -- and you mentioned that -- between -- or with HGR, Brighton, on their parcel to south of you. Were you approached by them to work with future access that might benefit you as well? Roberts: We were approached by them, but were -- right now that's a farm, we are not ready to develop, and we really didn't think it would have value, because when we did have -- did come up with a plan, we'd have to have another traffic study to -- to -- with real development and real plans that were going to be built to determine the traffic and we felt that a concept plan really wasn't -- wasn't accurate and wasn't needed. Rountree: Thank you. De Weerd: Any other questions? I will say that we haven't seen this study come back, so this City Council and the city hasn't adopted anything. What we would like to see and what we told Brighton then, which is probably why he contacted you, is we want to see an access plan that addresses all the different properties, because I agree with much of what has already been said, is we have an industrial use, we have a freight corridor that is very valuable, and we are going to have to figure out how to move trucks in and out of that area. With also the caveat is Ada County Highway District, their responsibility is to move traffic and our responsibility is to -- to see that traffic moves safely and efficiently, that it doesn't put people at risk. That's a lot of things to balance as well to protect the property values. But it all has to work together. We would love to see all the property owners' work together to figure out these access points. We have an ordinance right now that says access should be at the -- the half mile on major roadways, primarily on highways, but this is an alternative to 1-84 when it's closed. We will have a lot of traffic along here. So, we will need the property owners to work together to figure out where these access points should be and how to give access to those whose access it doesn't fall on. So, even though Brighton was the only one that did it, they came in, they said we don't know what the land use will be, but we want to address these access needs and we are willing to fund a study to do that. So, alls I can say is, you know, they did what we asked them to, they asked other property owners if they would like to participate or be a part of it and that is what we asked them to do. Roberts: Again, Madam Mayor, I appreciate that and I just want to correct one thing. You said that you haven't seen the study or have not seen Brighton's access request? De Weerd: I haven't and I just asked Councilman Rountree, we -- have we -- has staff brought it in front of us? Hood: Madam Mayor, there was a presentation given by David Turnbull and Miguel Legarreta from HGR, but they didn't hand you the study, they summarized it with a PowerPoint presentation, but they didn't hand you the actual study itself, but they did summarize that for you and that was three, four, five months ago, something like that now. Bird: Madam Mayor? Meridian City Council Workshop June 8, 2010 Page 16 of 85 De Weerd: Mr. Bird. Bird: I remember doing that, but we never give any approval or anything of it at that time or, you know, said it was died in the wool and to send the letters in favor of it or something. Hood: Madam Mayor? If I may, Madam Mayor, to Council Bird's point, we requested that ACHD do a detailed analysis of that traffic impact study that HGR did for Brighton. That's, essentially, what the letter said was please look at this with a fine toothed comb and you tell us if access is justified or not for this potential development. Along those lines if land uses do change from what were evaluated on the traffic study, a reevaluation of those access points, if that's what the justification is, is it's all based on the land uses that are consistent with the Ten Mile plan and they need additional access, because the land uses are so intense and consistent with the plan. So, if it changes significantly, they do have to go back and look at their traffic analysis in more depth to re -justify, if you will, those access points. Roberts: And, Madam Mayor, I have included in there copies of the letters from the city to ACHD and the ACHD response and Caleb described that well, is the city did, in fact, request for ACHD to look at these and consider moving these access points on behalf of Brighton where they requested and, in fact, on May 19th Gary Inselman responded back and did, in fact, move those access points to the locations in the plan. So, that has been done and is the process and Gary Inselman on the end -- it not only affects the Franklin project here, it also affects the Ten Mile project that is currently under construction and changing access points on that project that's currently in process and he requests for the city to cooperate with him on changing those construction plans. On the other item, doing a develop plan, again, that is great. For right now this -- this is farm property and so the city is now going to compel us to go spend 40,000 dollars for a traffic study for this that doesn't seem to be right or appropriate at all when it's farm ground. De Weerd: Again, you know, I can go back to my recollection and I must admit as I get older it gets worse, but I don't think we approved. What we did do is we said that study should go to the transportation agencies for their consideration, because I certainly know that not one of us sits here and think we know anything about transportation and we have to rely on our transportation agencies, as they do with us on the land use in general and how it needs to work together, and that is one of the goals of the Ten Mile Area Specific Plan is to marry up the land use and the transportation, so that you don't have some of the challenges that we have out on Eagle Road and other parts of our community with the conflicting motions with traffic and the land uses. I don't disagree with you that there needs to be a look at that and that is also what we said that night is we hope that this will take into consideration the other properties as well, not just this one. Meridian City Council Workshop June 8, 2010 Page 17 of 85 Roberts: I hope so, too, and whether it was the intent or not, the results were pretty powerful from that letter, so -- because they have now changed them, so -- De Weerd: Okay. Thank you. Roberts: Thank you. De Weerd: Additional comments? Morrow: Walt Morrow. 2340 West Franklin Road here in Meridian. As one of the co- founders of Linder Industrial Park in 1979, 1980, the concept of that industrial park was to provide goods and services for the city with both access to rail. The five lane road concept was developed in the early '80s and adopted as a policy in the late '80s, so we could move goods and services around Meridian and to the west, east, north and south in an efficient manner. Part of the problem with medians -- medians were never considered as part of that program. The center lane was considered to be for turning movements. On occasion in winter -times a storage place for snow, an access bypass for emergency vehicles. Could be used for a three and two situation if you had traffic going in morning and evening directions, like have been used in other communities. But in order to serve those functions it has to be an open -- an open lane. With respect to alternate routes for Interstate 84, we have that alternate route during the evenings due to construction on overpasses and those types of things recently and on a two lane Franklin Road and it's worked well. Somewhat noisy, particularly late at night, but so be it, that's the price. Part of my problem with this is -- and somebody on your staff has subdivided my property with a highway through the back. Our access to rail has not been discussed here this evening, but if somebody's going subdivide my property and put a highway across the back, it precludes me from using a rail spur for a potential user that I may have. That's part and parcel of what the design of the light industrial park was to take advantage of that rail frontage, so that if spurs were needed they could be placed on the properties. So, those things need to be taken into consideration also. With respect to -- to the center medians, the problem with those is -- is that if they are full medians, such as in some of the areas around St. Luke's, it takes away stacking distance for the turning movements and one of the problems at St. Luke's now is at high peak usage times of the day, if they're there, there is not enough stacking room for the turning movements, because we have these beautiful Bomanite medians that somebody forced to be built along that road, not taking into consideration getting folks in and out of the various businesses and in that case St. Luke's. Those same kinds of problems can exist in any of the development where you're putting in medians that don't really serve a function, other than trying to direct traffic, but not giving stuff stacking room for major turning areas. It seems to me that we are talking about the concept that was talked about in terms of u -turns. A lot of what happens in terms of truck traffic in these types of areas is they are not 53 foot trailers, but they are doubles with short boxes or triples, those people can't make u -turns at the end of a -- of a median. So, it seems to me that what needs to happen is -- is that this needs to be rethought in terms of what the real uses and how things actually work, as opposed to what a study says on paper may work and it seems that we ought to be taking the input of the owners who Meridian City Council Workshop June 8, 2010 Page 18 of 85 are going to be developers of those properties and are simply waiting for the right time, the right economy, and as we all know, those things have been tough. But at some point in the future these things will all develop out and they will develop out quickly and as Steve has talked about, there is SSC, the school district, the rest of those properties could end up with the same type of vehicular uses as the ones that exist now and that's a lot of loading to try to restrict with medians at this point. Any questions? Rountree: Madam Mayor? De Weerd: Mr. Rountree. Rountree: How come you didn't try to use the technology? Bird: Yeah. Morrow: The technology here? No, Mr. Rountree, I'm not allowed to touch computer stuff. Rountree: I was just waiting for that, Walter. Morrow: What, me using the technology? Bird: I thought you'd do a diagram for us. Morrow: That won't happen any time soon. De Weerd: You know, I will note, Walt, the medians that you referred to on Eagle Road -- are traffic safety commission would be the first to say those are the best things that ever happened, because we have not had an accident and -- a serious property accident since those went in. So, I know that there are multiple things that a roadway needs to accommodate, but the safety aspects of those ugly things -- and I think they are ugly. I don't want trees there either to make them pretty, Brad. But I -- they have increased the public safety aspect a hundred fold. Morrow: Madam Mayor, you can accomplish the same thing without full lane width median. You can accomplish that as they have done on Eagle Road with a 12 inch wide barrier to jump across or in some cases there is a two foot wide barrier. But it still leaves the lane usable. De Weerd: Oh, yeah, I agree with you on that. Morrow: And the stuff that Bomanite makes the lane not usable and my suspicion is that it won't be a very long period of time before we will see front end loaders and those kinds of things in there taking those out, so that we can stack vehicles and my point would be is that we can do a much better job with medians accomplishing what we want Meridian City Council Workshop June 8, 2010 Page 19 of 85 and still utilize the center and we put the medians in once we have the development in terms of the property. So, that's as I see it. De Weerd: Thank you. Morrow: You're welcome. Anything further? Thanks. Bowers: I am Dorothy Bowers. 2740 West Franklin. I have lived there 62 years. I have seen many, many changes. It used to be Highway 30 before they put the interstate in. But, anyway, we moved our business out there, because Meridian wanted to expand. They wanted to go everywhere. And we love it. We love to have our business out there. But don't push the median on us when we can only go towards Nampa. Thank you. De Weerd: Any further comment? Okay. Council? Rountree: Madam Mayor, not to make excuses and not to make a long story, but I will. Not the excuses. But we are kind of caught in a situation that's most unusual for a city. That's when a road comes before development happens. This is the second time we have faced this in a number of months, but the first time that I can remember in 20 plus years that it's ever happened. On the occasion we addressed it earlier, the same thing. Facility. Brand new. Essentially no development through part of it. And a median concept in the Ten Mile Interchange Area Specific Plan. Keep in mind that plan is visionary. It is not cast in concrete. It's goes beyond five years, it goes beyond ten years, it goes beyond 20 years in term of what could be out there, what might be desirable to be out there. In this specific area that's encompassed by that plan there are entitlements and, Brad, you identified those. Even those areas are identified in that plan as high density residential, they, in fact, have an industrial entitlement. So, we are caught in what's there now, what may been there now conceptually, and how to plan for a new road when it's ag land. The plan calls for the medians. The plan calls for the medians for several reasons, but from our perspective we don't want another Eagle Road. We spent way too much taxpayer's money trying to pull out a vehicle, putting out fires, and trying to save lives. I believe you're right, we have a situation where it's most unusual for us where we have a road before we have development. In the previous situation where we addressed this, we went the direction of -- we can envision that in the future, as the plan works it itself -- and as Mr. Roberts indicated, the development occurs and basically drives the land uses with consistency with the plan of what comes, that in the future a median may very well be necessary, but let's plan for it now. We would like it now, because we really don't want to have to pay for it in the future. If we don't have it now, then, we do accommodate those folks that have activities, businesses, needs in the area and for a long time. We have to remember, again, that that plan was developed in a time that we had not faced ever in terms of growth -- double digit growth. We are now in a time that we have not experienced before either in a recession, near depression situation, and, essentially, no growth and we are all having to rethink what's going to happen in Meridian, because things have really slowed down and I think you all in the development field understand that things are going to be slow Meridian City Council Workshop June 8, 2010 Page 20 of 85 for quite awhile. So, I appreciate you coming forward, because the time is right for this to be rethought. My thinking is that we do accommodate for medians. At some point in time -- and probably not in my lifetime -- it's going to be necessary, but it's better that it's accommodated now and not having to take out things that might be developed there in the future, as opposed to putting in something too narrow that won't accommodate something in the future. What we did on Overland was just that. Let's build the typical section in such a way that in the future when we approach an Eagle Road situation in terms of cost and property damages, accidents, deaths, we can put in those safety features and, hopefully, with the help of ACHD or, hopefully, by ACRD. I hope there is nobody from ACHD here -- Bird: There is. Rountree: Oh, way in the back. Well, I might offend you, but I don't mean to. They are struggling, too, with the ability to accommodate needs and -- and we really appreciate that they are coming to Meridian and building roads before we have development, don't get me wrong, but it makes it difficult. It makes it very difficult to plan for a 20 year window conceptually and that gets to the point that was raised about Brighton. They brought a conceptual plan to ACHD about access at such point in time as they develop that property, depending on what the market's driving them to, that concept plan may be very different. They may be on the hook to have to change those access points. But at least they are going to get them in for the concepts that they have right now. But my position, Madam Mayor, is that we -- we do something similar to what we did on Overland and work with ACHD in such a way that we can accommodate future u -turn movements at various locations, that we can accommodate signalized intersections and that we can accommodate a raised median and not necessarily a planted median, but a raised median for safety purposes in the future. Do that now and hope that we get -- and somebody said -- who was it? Walter. Development -- develop out quickly. I hope that's true. We will talk about that later. Anyway, that's where I'm coming from. Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: I agree with what Charlie says. I feel that we need to be able to access these properties from going east, as well as going west. This is industrial. They are already there. We have got jobs there, which we are thankful for. Have the road wide enough that later days, beyond my time, if they need -- if it gets to the point they need a median, then, they can do a median, as they build out they know where they need signalized cross -access and stuff like that. Right now let's just make sure we get a wide enough road to accommodate all that and make sure these properties can still be accessed on the north from going east or west. Zaremba: Madam Mayor? De Weerd: Mr. Bird. Meridian City Council Workshop June 8, 2010 Page 21 of 85 Zaremba: I think there were some very fine points raised this evening. When I first heard that we were going to have this discussion, I actually was a little surprised, because I -- I thought that all the property owners had participated in the Ten Mile area plan. So, understand that may not have been the case or that you felt that the situation was being handled. I'm in favor of medians a lot of places. I think there are places where they make a great deal of sense. Certainly Eagle Road is a good example. I have been involved in the steering committee that will try and change the access plan along Fairview where we are also having a lot of accidents and try that, but I do understand that this area is unique. If you look at much of Fairview, Cherry Lane through Meridian, what is along that roadway is retail and restaurants and stuff. Same thing with Eagle Road. Hospital, but mostly retail and restaurants. That's a different kind of traffic than industrial and we have precious little industrial area in Meridian to begin with. We are trying to have a balance of everything in Meridian and we don't have a lot of industrial. Having the railroad there makes this a perfect place to be industrial and between a major arterial, Franklin and the railroad, and -- and I do think we need to reconsider in this location whether the medians -- particularly raised medians are appropriate or how many gaps there need to be in them or something if they are going to be there at all. When the Ten Mile interchange is open there is going to be a lot more traffic on Franklin Road and, actually, a lot more of it will be the industrial traffic. That's going to be a big convenience and in order for that to work I think the left turns need to be available. Otherwise, that interchange doesn't really benefit that industrial area and I'd just -- as I say, while I'm very much in favor of medians and the safety that they provide, certainly of retail areas I can see this as being an excellent place for an exception. Certainly until it's developed out and we may decide at sometime maybe we do have to do medians, but my thinking at the moment would be let's prepare for them, but not put them in. Hoaglun: Madam Mayor, just a quick comment. You know, this is the fun part of public service where, you know, when growth happens and we are playing catch up and people are going, well, why didn't they plan for this. How come this isn't happening? It's a mess. And, then, now when things slow down and we are planning ahead and people are going, well, why are you doing that, what do we need that for. You're wasting resource in building that. But this is a situation where we are trying to look ahead and plan for -- for the traffic that will be there. And, Mayor, you said something think was -- was absolutely correct and that is the property owners out there now need to be talking amongst yourself and giving us some good ideas on how we can plan for that area and where those intersections might be. And I know there are ideas that you have for your property, maybe not full-blown concepts, but if there is a way we can get folks working together and give us a better idea, so when that time comes that we do have to do something, things are lined up properly and we aren't having to shuffle things around at more expense and we can accommodate the growth that will happen out there and it will happen, it's just a matter of when and not if. But I think, Mayor, when you talked about having property owners do that, I think that's great, because that's -- that's what we need, we need your input on that, not just, no, we are just going to do our thing, which I -- looking at the group that talked to us, I don't -- I don't get that feeling at Meridian City Council Workshop June 8, 2010 Page 22 of 85 all. You folks have been developing and doing property development in Meridian for a long time and want to see the best thing for this community, as we do. So, that's the good side of it. The good ideas that you guys have to make that happen, love to hear it, and see what we can do down the road and see what we can do in the meantime as this -- as this traffic increases, but what do we need to do versus what can we put off and do later and take a look at. De Weerd: Yes. Morrow: Madam Mayor, if I might. Walt Morrow. If I might suggest, you know, in this process one thing that's become clear is -- is that none of us as property owners -- and in one meeting we had there were 13 of us there -- we had been notified by the city that -- of a certain event and the fact was is not one of the 13 had ever received any notification. A large part of what we are talking about could be done out of the Council's time and out of the Council chambers, if we, as property owners, were included in the process. Many of these things were surprises to us, the over -- and we are zoned light industrial, but to find out part of the Van Auker property was for a high density and other types of uses and none of us even knew that that existed at the time and that the city had done that. In some cases in terms of the Ten Mile interchange, I was told by Anna that I wasn't invited to have input into that, because I was at the half mile section line away from the intersection, so, therefore, they didn't give any us of notification that were that way. So, it would seem to me that a whole lot of this could be prevented if the city and its staff were incorporating the property owners in committee meetings and -- such as Hoaglun indicated and these things could be worked out for the most part long before it got to the City Council under these circumstances. So, that's my comment and my observation as to what's gone on and why we are here tonight. Thank you. De Weerd: Thank you. Well, I guess, Caleb, what do you need from the Council tonight? Hood: Madam Mayor, I don't necessarily need anything, but based on the discussion that you just had, I think it would probably be appropriate to send a letter over to ACHD requesting that they remove the medians. This project is designed and they are in the right-of-way phase now, but I could draft a letter for your signature or the Council's signature, you know, essentially, asking them to delay the construction, but to accommodate potentially future -- future installation of these medians and ask them maybe to evaluate it as a -- you know, a time to time basis after this area develops or something like that I can work up a letter, but I think that would be appropriate to send over to ACHD to ask them. But that ball is pretty much in their court. I mean it's really their call. They have it designed. Like I said, they are in the right of way phase with construction in 2012. So, we would be at their -- I won't say mercy, but we are at their discretion to -- to pull those from the plan now, because it is in the design plan. But that's what I would recommend. De Weerd: Craig, did you have any comments on what you need from us at this point? Meridian City Council Workshop June 8, 2010 Page 23 of 85 Herndon: Craig Herndon, project manager with the Ada County Highway District. Mayor, Council, thanks for your comments this evening. In regards to the project and the status that we are at, it would be -- and I'm taking a stab at this of trying to represent them, but it would be a preference not to delay the project. During the right of way process there are changes that will need to occur and some updates to those plans that will have to occur. Removing the medians from the project is not necessarily a large issue in getting those out. There is cost to it, but taking those out could be done without delaying the project. De Weerd: Craig, I think the suggestion was more delaying the installation of the medians than delaying the project. Herndon: Madam Mayor, unfortunately, the way I had taken it or thought I had heard the comment was to delay the project, so I apologize. In regard to how those medians would go in or could go in in the future, that's definitely something we would have to look at and discuss with the city in regard to how those would get funded and how -- you know, what process to get those put in eventually. The width that we have out there for a center turn lane, according to the plan, is 12 feet. The medians that were planned in there were going to be nine foot wide. So, we have the width out there for the lane part of the plan, it's just how those medians would get installed at some point in the future. De Weerd: So, in the interim it could be a center turn lane? Herndon: Madam Mayor, when -- the interesting part of it was is when the original plans were designed it had no medians in it and, then, we had the request to put the medians into it. So, the medians were added. So, taking the medians back out would not necessarily change the road cross-section as it is. De Weerd: Okay. Good. Thank you so much for your clarification and, you know, would like to find out from your perspective, Craig, on how best to move forward in incorporating access points and circulation in this area, particularly, I guess in that whole corridor from Linder to Black Cat, because of the increased traffic. If our staff can work with you and as well as the property owners in looking at a more comprehensive access points plan, that -- that would be ideal. So, when those medians did go in you can answer some of the key points of how do you get these large semis and buses, garbage trucks in and out of those areas and connect them without restricting their access? Herndon: Madam Mayor, I guess a way to answer that would be to -- that is definitely something that can be looked at. As we go through -- originally the medians would have restricted those movements, but if Council's choice is not have those put in right now, then, that's a deviation from, you know, your adopted Ten Mile Specific Area Plan and my only concern in doing that is that at some point when those medians have to go in, as the Council has stated a plan for them and get them in, the issue is not necessarily at that point with the property owners, it's with their tenants that have put their offices or businesses on those properties that when the medians suddenly are Meridian City Council Workshop June 8, 2010 Page 24 of 85 placed out into the road, then, those are the ones that are coming through and, you know, are not happy with that type of restriction. So, it's one of those that if we make sure that -- or, you know, find some ways through discussion between staff that, you know, people realize that these medians will eventually go in, so that we don't get that back lash to ACHD or to the city, I mean that's -- that's one of the concerns that I have is to make sure that we -- we do that. De Weerd: In a timely fashion. Hood: Madam Mayor, if I could maybe just chime in on that. We have -- I have had discussions with ACHD traffic on that and being proactive in looking at access points, rather than reacting to develop as it comes in. I don't know that we are going to be able to do that on an area wide scale. We can certainly look at it and have best case scenarios. There are a lot of assumptions that go into that, though. I mean we are assuming certain land uses at certain densities and intensities. If there is changes in that, then, the justification for some of those access points change. We also looked at hiring a consultant to -- just to ballpark a figure for us and it was somewhere around a hundred thousand dollars. I think it was around a hundred thousand dollars for somebody to do that analysis, use the land uses that were identified in the Ten Mile area and come up with a specific area plan and we thought wasn't a very good use of funds for the city to fund a plan to do that. But we can work with ACHD staff and look at it. It's going to be more of a guide, though, than saying this is where an access point -- ACHD does have a policy as well for access points, so we certainly can still work amongst our staff, I just wanted to say those wheels are turning, we just don't know the best way to really approach that to be proactive in this whole area as these property develop, but we are working on it. De Weerd: After that discussion you can come back with a recommendation that would be appreciated. Options. Thank you, Craig. Herndon: Thank you. Council, thank you. De Weerd: Thank you all for being here this evening and if we could -- if we don't have your contact information on that letter -- I don't remember if that letter gave addresses. If you could collect those and get those to our staff, so we can keep you involved in this process. Thank you. Zaremba: Madam Mayor, for the record, Brad Miller from the audience said he would take care of that. I don't know if it was heard. B. Parks and Recreation Department: Strategic Planning Focus De Weerd: Thank you. Item 6-B is our Parks and Recreation Department, the strategic planning focus, and the primary reason for this workshop tonight. Meridian City Council Workshop June 8, 2010 Page 25 of 85 Hoaglun: And, Madam Mayor, as Steve's coming up and they are getting everything ready to go on that, just for the baseball fans out there, tonight was Steven Strasburg's debut for the Washington Nationals against the Pittsburgh Pirates, through seven innings, Washington is ahead four two. Strasburg has struck out 13. Pretty good. De Weerd: Thank you. Hoaglun: My son text me. De Weerd: I know. I'm going what are you doing over there. Zaremba: I didn't see a radio earphone or -- you're getting signals. Hoaglun: How is that for an intro, Steve? We are talking about recreation. Siddoway: As long as it's on recreation. That's a nice transition. Madam Mayor, Members of the Council, I'm pleased to be here tonight and it's, actually, quite an honor to be able to bring my -- some of my staff forward and recognize them publicly with you and with members of the audience that are here tonight. To talk a little bit about some of the many things that we do to add value to this community, which we all care about. The focus of tonight is the strategic focus of our department. Our mission in life as a department, as stated in our mission statement, is to enhance the community's quality of life for the citizens of Meridian by providing well designed and property maintained parks and recreational opportunities for all citizens. We fit into the overall mission and vision of the city in a variety of ways and I don't need to read the whole thing to you, but I have highlighted some sections within the City of Meridian overall mission that I think apply directly to us as a department. This is our current park system map and that map has been growing over the last several years. We have an expanding park system. The geographic distribution of our parks is improving and we have those varieties of park types available to the citizens of the community. Our largest and most well known currently is the Meridian Setters Park, our one park that's deemed regional. We have four parks that are deemed community parks at Heroes, Tully, Storey and Bear Creek. And, then, others that are smaller in size for neighborhood parks, mini parks, as well as a future parks. We currently have 189 acres of developed park land, 143 of that is in the regional and community parks by and far our largest category of parks. There are 44 acres in neighborhood parks, a quarter of an acre or three-quarters of an acre in mini parks and one and a half in special use areas. We have over 15 acres of other landscape maintenance that we take care of as a city and about 48,000 lineal feet of pathway that we maintain. And I will get into more of the details on that a little later. Our current level of service, which is a statistic that gets a lot of attention and for good reason with the Commission or the Council and always wondering where we are at, we are currently at two and a half acres per thousand of the developed park land. Now, we have 179 acres out there that we own of undeveloped park land and that sits in -- we are counting in that Kleiner Park, even though we technically don't currently own it, but we know it's coming, so we count that in there. We have the 77 acres down south, 30 acres of the Borup property, and, then, a small neighborhood park that's still future -- Meridian City Council Workshop June 8, 2010 Page 26 of 85 William Watson. Thank you. But if all of that park land were developed today at that -- at our current population, we would have 4.9 acres per thousand. If we met population projections of a hundred thousand in approximately ten years at 2020 and everything were developed out, we would still be at 3.7 acres per thousand. There is some interest in knowing, you know, how much we currently own if it were developed, factored into our level of service. If -- if the CIP has -- that will be presented to you later tonight, so I'm not going to dwell on it in detail right now, were developed which is not, for example, developed out the 77 acres, we -- and we still grew in population to a hundred thousand, we would be at 2.9 acres per thousand. This graph shows you the trend since the 1980s on -- on park land that's developed within the City of Meridian. See it starting out there at about 20 acres in the '80s and, then, in the mid '90s it starts to increase and, then, in the last decade has -- has grown from about 40 acres to the 189 that we have today. This is an older view of our staff and I'd like to -- actually, if Rachel would stand up for just a second. I want to recognize Rachel. Rachel does a lot for our department behind the scenes and not just doing things like helping put together presentations like this, but the grand openings that you have been to, the newsletters that you have seen and, then, I'm sure you know Janice Smith, who sits at our front counter and is the public face, if you will, for our department. As our administrative staff, we do a fantastic job and I want to acknowledge her efforts on our behalf. We have in the parks division nine and a half year around, full-time employees. The half is a part-time employee that's with us year around. Twelve seasonal maintenance workers. Six splash pad attendants. On the recreation staff we have a small year around staff of three, with 18 coming on as seasonal recreation leaders for summer camps and related items in the summer and other times throughout the year, nine score keepers and an office assistant that's seasonal in the summer. The two administrative assistants are Rachel and Janice, as I mentioned, as well as myself. So, total we have got only 15 and a half year around employees, pretty bare bones, I think, for what we do. At our peak season we have quite a large number if you count all of our seasonals and everything, 61 and a half employees and that doesn't include the 20 independent contractors that we contract with for teaching the classes. You have seen this slide a number of times, so I don't need to dwell on it, but the intent of tonight is to show you how we fit into the cogs that are the strategic plan of the city, being strategic growth, economic excellence, services meeting demand, stewardship of the public trust, and organizational excellence. And we will try and show you some of the ways that we have helped accomplish that mission of the city. Under key to growth, economic excellence, we are working very hard to provide a quality park system and amenities, diversity in type and location in order to meet public recreational needs and provide a catalyst to economic development. Julius M. Kleiner Park is a great example of one that's coming that we are working very hard on that will not only be a great addition to the city for its recreational value, but will also be great in terms of its catalyst attributes as toward economic development. Mike Peter was here earlier. I don't think he's still here. But wanted to recognize him as one of the trustees of the park trust. The Centennial Park improvements are something that we are working on right next to the community center downtown. You're familiar with the community development block grant process and we have got improvements that are going in in the next couple of weeks there and including some unique play features that aren't found in any of our other parks and I have a Meridian City Council Workshop June 8, 2010 Page 27 of 85 picture of it on our coming up slide. On Settlers Village Square phase two, we are working on the partnership that was presented to you a month or so ago to try and investigate tennis feasibility as an indoor option. The south Meridian regional park, which we are very grateful that we were able to acquire that land last year, a fantastic bargain, and will certainly help us to meet our level of service goals. We are also working, as an example, on community center ADA upgrades, through one of the grants that has been allocated. I want to spend just a moment and give you an update of Julius M. Kleiner Park, but before I do, you know, there is -- I want to take just a moment and, Elroy, would you stand up for just a second? Elroy -- most of you know Elroy. Elroy is our park superintendent and there is probably any number of slides that I can plug Elroy into in terms of acknowledging him, because he wears many, many hats. But Elroy has been working hard, staying up late -- sit down. Thanks. He has done so much towards Julius M. Kleiner Memorial Park project in recent months trying to get the specifications out for all the decisions that have to be made for what gets built in the -- in working with the -- the consultant team and now with the design team, that I just wanted to thank Elroy for his many efforts, but particularly in relation to Kleiner Park and I also acknowledge that he doesn't do alone, there are many — many, many that help behind the scenes. Since we last gave a specific update to Council on Kleiner Park back in January or February, several things will have been accomplished. We accomplished the DA modification, which you're aware, and that was to City Council. We finished the annexation of the property. The CZC has been into the planning department and approved. I wanted to let you know the artist selection for the park has been made with help and input from the arts commission and Amber Conger, who did the sculpture out in front of City Hall, has actually been selected to work on the three obelisk structures that are kind of landmark art pieces within the park and Thomas J. Warren, who is a nationally renowned sculpture out of Rogue River Oregon, has been selected as the sculpture to work on the sculpture of Julius M. Kleiner and his work is phenomenal. In the director's report in the commission -- parks commission agendas we send out, that report actually has a link to their website noted and if you ever have a chance to get on and look at some of his work, it's truly remarkable. The construction team selection has been going on in the last month and we now have that team selected, with prime contractors on board for all of the various disciplines within the park and because of the nature of this not being a publicly funded project, we are actually able to do a unique structure where they are now functioning as part of the design team prior to the design being at a hundred percent to bring in value engineering ideas and get that -- those projects to the finish line. We have been involved, as you know, with the ACHD hearings on this matter and, fingers crossed, I believe that we should receive final approval of those at our meeting tomorrow. We have heard back from the Center Cal attorneys yesterday that they approved the proposed language and clarifications from ACHD staff and that seems to be on track. The Senior Center, we are actively working on an agreement for -- the maintenance analysis is something that we brought forward to you in January. I would like to take just a second, though, and acknowledge Rita Cunningham from the finance department. Is Stacy here? There is Stacy in the back. So -- and Mike work directly with -- De Weerd: Mike, you can stand up, too, now. Meridian City Council Workshop June 8, 2010 Page 28 of 85 Siddoway: Yeah. I had another one for him to stand up, but he can stand up twice. So, Mike -- this winter we -- there was a lot of work done on analysis of all of our parks and maintenance and hours and costs and the Kleiner Park enhancement that you will be receiving with the budget process is -- is based on a very detailed analysis that was done with the finance department's help. We do have the ground breaking schedule. I think everyone should have received a couple of e-mails on this already. I understand that July 6 is the date that we will be presenting budget presentations, that we will be taking a break between 1:00 and 3:00, as I understand, and inviting you out to the site and Eugene Kleiner and his son Mike Kleiner plan to be here and invite you to join us in the ground breaking for that park. Moving onto other items. Colin, if you would stand up for just a second. Colin, as you know, is the -- the energy and the vision behind the special events that we put on and, again, we acknowledge the fact that he doesn't do it alone, there is lots of help from park maintenance staff and others, but Colin owns this and he owns it well and makes things happen. Thanks, Colin. Moving night in Meridian started last week and continues through the summer every Friday night in June, July and August. We have got a great lineup of movies and we hope some night when it's -- the weather is good and raining a little less than it was last Friday night, that you might come out and stop by and join us at the park. It's truly a remarkable experience and think I reported back to you last fall that at the NRPA conference in Salt Lake City last fall they were showing a movie night on the screen and as I walked in to see what they were talking -- doing, they were handing out flyers and I sat down and I looked at the flyer and it was a picture of Meridian and they were using us as an example of a successful program for others to follow nationwide and I thought that was pretty remarkable. We do other events. The Barn Sour run is later this month. The Fourth of July celebration in conjunction with Meridian Speedway and I'll acknowledge Councilman Bird for his help in getting items put together in that agreement to move us forward there. Christmas in Meridian and the tree lighting. We are actually going to add a new event this year. We are looking at possibly doing a celebration -- a play with an organization called Kaboom in September and we look forward to expanding our -- our special events for the city. We also support city beautification efforts to maintenance of right-of-way landscaping, the projects like we were talked about earlier. But public art projects, such as the -- the art that's going into the Ten Mile interchange. This is a photograph here. One of our big goals, if you will, is to develop an interconnected pathway system. We recently completed a pathways master plan update and that was brought forward to Council through the planning department. We coordinate those pathways with planning department for both CDBG projects and development process. The 8th Street pathway phase two, we had bid openings on that -- was it last week, Elroy? Or, no, it was a pre-bid meeting. Pre -app. So, that one is out to bid. The pre- bid this week and those bids are coming in soon. Both the -- the extension of the Bud Porter Pathway, which was the first priority on the commission's priority list, and the Fothergil pathway extension, which ties into it, are also both under contract and starting their work. This is our pathways network map and I don't think I need to spend a lot of time there. But this is where I wanted to give you an update on the pathways. Actually, sent Mike out and he and Roger, I think, wheeled off all of the pathways that we could find. And I was astounded, quite frankly, at the -- at some of the numbers. We currently Meridian City Council Workshop June 8, 2010 Page 29 of 85 have in our system about approximately 48,000 lineal feet of pathway. About 24,000 or half of that is in our parks directly and the other half of that is other pathways, like the Bud Porter, that we maintain. Everyone thinks of the Bud Porter first, because it's the most well known, and that's a mile of it, but there is another three and a half miles out there that we currently maintain and are in charge of. Now, we also tried to do our best measuring of other pathways that are out there that aren't yet connected into the system and there is more of those, another 64,000 lineal feet, for a total of 112,000, but that's -- if those numbers are right, that's 21 miles of pathways out there today and, you know, those are based on real measurements and we do need to ground truth this with some GIS, so I don't want you to get too married to these exact numbers, but this gives you an idea, you know, it's more than a mile of pathway that's out there. There is a very disconnected but growing system that's out there for us to build off of. Allison, if you would, please, stand. Allison is in charge of our activities, the activity guides that come out three times a year, all the classes that are in them, all the coordination of all those contractors that run those classes and holding events that are in the community center. She also coordinates the Teen Activities Council and you see growth and just improved classes and good feedback from the people that take those classes and, thank you, Allison, for the things you do to make that run. You know, if Allison is ever sick or, you know, something happens, you know, there is no -- there is no backup, so she's not allowed to get sick. Kaptein: Or have kids. Siddoway: Or have kids. Not in the program. De Weerd: After all of that do you want them? Siddoway: After summer camp she may be deterred. But the community center gets a lot of use and that's one of the things I wanted to report to you tonight. We have invited other organizations in, like the AARP Tax Aid. The census did in their training there this spring. We this year held for the first time winter break and spring break camps during those weeks that the kids were out of school. It's used four to five nights a week, with up to three classes per night, plus daytime classes that are available for toddlers and moms and things. In those activity guides and in the classes that are held there are several old favorites that continue on from guide to guide, such as art classes and dance classes. We also have several new programs this year, such as children's theater, yoga classes, zumba fitness, and preschool sports, chess and others. The Teen Activities Council is the -- what we did to replace the after school program at Meridian Middle School and we talked about this last year at our strategic focus and we made the decision, then, to change our focus from the after school program to an after -- an evening monthly activity for teens. We have had over 200 participants in those programs this year. I think it's been a success and we were able to reach more kids through this than we did through the after school program and at less of a cost. It is a subcommittee of the Mayor's Youth Advisory Council and you have actually heard monthly updates from them on a lot of those activities and I think they are excited to be a part of it and we are grateful to have them to help us plan and carry them on. This Meridian City Council Workshop June 8, 2010 Page 30 of 85 shows you some of the numbers and the growth that we have seen in the activity guide enrollments through May 26th of this year, so we just 2010 looked small, but it's because we are just entering into our busy time. But we have seen growth in those programs over the last five years and continue to do so. Another thing that we do is monitor and update the CIP. Our goal has been and continues to be to get to that level of service of four acres per thousand and if we base that on future population of a hundred thousand, we need 400 acres and so that's our goal. We won't get there with the current CIP, so -- but we started with a plan that got us there, found that we couldn't afford it, and, then, we scaled back. So, we will talk more about that later, but we know that we are working towards that goal and we are making headway. We worked hard to market the city's parks and recreation services out to the community and tell our story, let people know what we do. I have a traveling PowerPoint that we take out frequently to organizations across the community when invited and we hear a lot that, well, I'm really glad that you made this presentation, it's -- you do so much more than I realized, you know, and you hear that a lot. We also work a lot on -- on new stories and with the Mayor city's news through the Mayor's office in providing stories to go into that on a quarterly basis, as well as our annual newsletter and, then, a copy of our brochure has been provided each of you tonight and we use that at all the events we go to to help get information out to the public. We have been very successful in the past year in attracting and being awarded grant projects. We have in the CDBG program currently upgrades to the community center for the ADA, the Centennial Park improvements, the Five Mile Creek path design, and the 8th Street pathway, all of which are currently underway. Through the energy efficiency conservation block grant we have funds for the Fothergil pathway connection, which is also underway and, then, the Bridgetower pathway design, which we hope to begin this fall. One of the items that I wanted to bring the Council tonight is we have an existing position that was our recollection site supervisor Craig Farrall held that position, as you may remember. With the change in the -- from the after school program to the Teen Activities Council and other changes and knowing the high load that we currently have for -- for projects I would like to take that existing position and reclassify it into a project manager type position. This will not be a new position, not a new staff person, but a change to an existing position that is currently vacant. We do have a workload backlog with a lot of projects underway that we could use to help with to move projects forward in an efficient manner and, hopefully, see that it's not just a current workload, but we also know that other things are coming. We have ongoing needs for pathways coordination and master plan implementation and we don't have anyone currently that can own that. This position could own that. We need to do a better job of coordinating with staff reports, giving comments on development applications, making sure that our needs are met in regards to pathways specifically and other park -related items. We need someone who can look out for GIS support for our department and this could be someone that can do that, as well as help us to coordinate the partnerships. I did a -- I don't think this is all the projects, but we don't have a project management staff currently, but we have many current projects and many of these have been listed, but there are others as well. The 8th Street pathway, Bud Porter extension, Fothergil, Five Mile Creek, Centennial Park upgrade, pathway master plan amendments tennis partnership, changes to the MYB and PAL partnerships, dog park task force, Ten Mile, Heroes Park phase three, Meridian City Council Workshop June 8, 2010 Page 31 of 85 maintenance building concept plans, and the Kleiner Park coordination, which is a large item of its own. It's hard to touch all these in any given week with the current staff and reclassifying this position would help us to move these forward in a more timely manner. We also know that there are upcoming projects that we could use the help for. We have an annual allocation of pathway projects that we will need to implement. We anticipate future CDBG projects. We have got potential projects coming for Storey Park development, and Borup design and development, 77 acre park design, neighborhood park coordination, Rails to Trails. Settlers Village Square, two additional upcoming phases. Bridgetower pathway. It's time to do a new park system master plan and this could help with that. Other future partnerships and Williams Watson Park is also coming in at some point. We have the existing position. We'd like to reclassify it and use this person to help us with not only these projects, but the other things related to the pathways coordination and GIS and partnerships as noted on the previous slide. And I would -- I would seek your -- your feedback as to if you would see that as a good thing. I can either pause here for a feedback on that specifically -- shall I do that and just ask Mayor and Council at least for your thoughts. De Weerd: Council, any comments? Steve and I have talked about it and, you know, with the considerations that he brought in front of you, that I certainly supported this request to Council. Zaremba: Madam Mayor, I would just comment it sounds reasonable to me. Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: Have you discussed it with the liaison? De Weerd: The liaison was just going to make comment. Rountree: Brad Hoaglun was going to -- Bird: Yeah. I know. That's what I -- I think it's probably a position you need to fill, even in these dire times, when we don't need to add any expenses, but -- but we are not adding any expenses, evidently. We are just replacing Craig's job description. Siddoway: Yeah. And it is a reclassification, so it's a slightly higher classification. Bird: That's what -- I knew that. Yeah. Siddoway: And we talked about that. Bird: I have no problem with hit. Meridian City Council Workshop June 8, 2010 Page 32 of 85 Hoaglun: Madam Mayor and Steve, I was just going to say, you know, you might talk about -- there was discussion past budget cycles about a forester or tree specialist -- can't remember the name of it. Siddoway: The arborist. Hoaglun: The arborist. Thank you. Versus this project manager. So, you might -- as you get into that -- if that is your next slide, mention -- Siddoway: We do have the need for both and the arborist would be a separate position and is a separate need, but -- but we are tying that one to the Kleiner Park and still would not intend to fill that position until Kleiner Park is coming on line. It's a good -- De Weerd: I'm sorry, Steve. Just to get clarification on the other ones from your Council liaison. Hoaglun: Yeah. That is something we talked about and no problems there. Just looking down the road as parks grows and expands, there are other needs, but certainly the project manager one is something that -- to fulfill that vacancy is something that we should definitely move forward with as soon as possible. De Weerd: If there is no -- okay. Siddoway: We will move forward with that as soon as possible I think is what I will take away from that. The Meridian urban forestry, we have a growing number of trees in our system. We have talked about this before. We had the enhancement for this last year, we withdrew pending the work on Kleiner Park. You can see that we -- with the new park in the last year, we are now over 2,000 trees in the existing system. Kleiner Park alone will add another approximately a thousand trees to that number. I know another related item of interest to Council is how we are doing on the downtown tree replacements. We have put together this slide to try and help -- help show that. You can see the past years up to the current -- from 2002 on with the number of tree boxes replaced. You can see that in the last two years we have stepped that up quite a bit from one, two boxes a year up to seven and eight boxes year. There is still a large number to be replaced, though. So, we are making headway. We are doing somewhere in the neighborhood of, you know, five to ten a year in the current cycle and -- but there are a total of 69 or -- left to be done, a total of 96 existing tree boxes in the downtown area. So, that is the progress that is being made and we have made -- we have stepped up our efforts and at replacing more in the last couple of years since I have been here. Bird: Madam Mayor? De Weerd: Mr. Bird. Meridian City Council Workshop June 8, 2010 Page 33 of 85 Bird: Steve, before you go any farther, what are we -- what are we paying for -- to replace those boxes. Re -doing. Do you remember? Siddoway: Elroy, do you have any of those numbers off the top of your head? Huff: Madam Mayor, Members of the Council, when we first started out we were in one or two learning how to do those and design them. We were in a couple thousand dollars for one of those holes to be replaced. When we got into that real busy high construction time in this valley, those prices went up. We have been as high as 3,500 per hole and we are right in that range right now. Siddoway: Does that include the irrigation? Huff: Yeah. That's complete. Siddoway: And that includes that -- we, as a department, actually construct the tree well frames and Terry Whipple, our fabricator, actually constructs those to help save us money. That's part of why the numbers are so low. Bird: That's part of the 3,500 dollar figure in cost, isn't it? Siddoway: Yeah. Bird: Is labor and stuff figured in that? Siddoway: I don't think his labor is. Huff: Yeah. That might not be. Siddoway: That would be the contractor amount. Huff: That contractor amount is there. The frames we just wanted that out of the budget and -- Bird: You don't figure his -- that steel and his wages in the cost of per redo? Huff: That's not -- his wages are not included in the 3,500, but the steel is. Bird: The steel is? Huff: Yeah. Bird: Okay. Meridian City Council Workshop June 8, 2010 Page 34 of 85 Huff: Those frames generally cost -- they were about 200 dollars before we first started using this frame. They were about 425 dollars per frame, which we have done for less than a hundred. Bird: Yeah. Thank you. I just couldn't -- I couldn't remember the figures on it. Siddoway: Any questions on the downtown trees? Garrett, have you -- Garrett Wright joined our team last December and I don't know if -- I think everyone had -- has had at least one chance to meet Garrett, but Garrett has taken on our sports leagues and has stepped right in and does a fantastic job at dealing with the -- all of the issues that surround building of, you know, a multiple sport league. And I want to thank you, Garrett, for joining our team and for just the way you have come right on board and taken ownership of this. We have several sports. Softball. Have both -- three divisions. Coed, men's, and the girls fast pitch. Basketball. We have both men's and women's. Volleyball we have coeds and women's. Dodge ball, which was added a couple of years ago. We have an open league and coed. And, then, flag football. We actually hope to add this fall for our first time and Garrett's run a football program before and we look forward to that. And, in addition, as requested by Council, we continue to track our resident and nonresident participation. This shows -- this slide shows you by the numbers some of the growth that we have been seeing in our sports leagues. Each different color represents a different sport, but -- for each year and they are stacked on top of each other to give you an overall participation by number of teams. You can see that in 2009 and '10 we are already well ahead of where we were just last year. In relation to that, I know there has been at least some questions about the field usage for our softball fields and whether they are vacant or whether they are full. So, thought I would bring you the numbers of our use of the existing softball fields this spring. Over the spring season there were a total of 742 game times available for use and 696 of the game times were filled. That's 90 percent full. We, basically, have 11 -- 11 game slots on any night. So, having 90 -- 94 percent fill rate leaves only 46 times not used, which is, basically, four days and that's a Monday through Friday schedule. They aren't -- we haven't included Saturdays and Sundays. But of those 46 open times, 22 of them are in the day before memorial weekend -- Memorial Day weekend or the Fourth of July weekend, which aren't very popular for holding games, so if you subtract those out, we have only got two days left available for rain out games, which we need based on the -- the weather we have been having this -- this spring. But you can see there the use by the Meridian Parks and Rec in the blue. Other team reservations in the red and, then, the unused game times that are in the yellow color. So, any questions about our use of the existing fields? Hoaglun: Steve, I just wanted to comment to you, this shows a priority need for -- for more fields, I mean especially if population continues to grow, their use is popular, where ever you go it's full. Parking lots are full and you go watch a game and you got to wait for that first league to leave to find a place to park for the next one, which is great, we love it, challenges with that, though, but definitely have to keep pushing forward on that, which I know you guys are. Meridian City Council Workshop June 8, 2010 Page 35 of 85 Siddoway: Yes. We hope to. Thank you. Any other questions? We have -- you might guess, we have also seen the same kind of increased use of gym usage and if you look at that yellow bar -- part of the bar, you know, we are not even through with this year and we have already -- still got dodge ball to go, which is right on the top of 2009 and '10 bar and -- but that yellow one, which spring volleyball, is double the size and probably -- maybe even a little more than double, Garrett, from the previous year? We have seen this tremendous interest in growth in that and we are having a very difficult time finding gym space for the -- the demands that we have for the program. I think that you will agree that we strive to provide high quality maintenance of our existing parks. I'm so pleased to hear comments that we have the best parks in the state, the best parks in the valley, that people love to come to our parks, because they are so well maintained and beautiful. Also to help meet services meet demand, we support private nonprofit youth sports programming through activities, through Meridian Youth Baseball, PAL and others as well in our parks through various partnerships. Moving on. We strive to create a safe environment for all of our employees and we have implemented in the last year a monthly safety training program for our maintenance staff and that's been held regularly and Mike -- you got to stand before, but this is the one that I was going to have you stand and be acknowledged on, so Mike -- Mike has implemented these -- these safety training and, you know, when I was talking to the Mayor a week or so ago, I made a comment that we are a seven day a week operation and that we have -- we have weekend supervisors now and things like that and she seemed surprised and so I wanted to make sure everyone was aware that, you know, Saturdays and Sundays are our busiest times for shelter reservation and the cleanup we have to do and so we do have, as staff, here seven days a week and Mike's our foreman and he runs those crews and schedules the staff that are out there and he's recently gone through function based assignment process to help us be more efficient with the assignment of our existing crew and I just want to acknowledge Mike for his efforts there. Thanks, Mike. We strive to provide timely training and professional development opportunities for our staff to make sure that they are trained and keep their certifications up and current. We are working with legal and, Bill, I want to acknowledge Emily. It's still ongoing, but we continue to work on an update to our parks and recreation ordinances. We are very cognizant of customer service and I mentioned Janice is our front line, but Hillary is our seasonal at the front desk this summer as well and we all strive and, hopefully, you have the sense that we strive to treat all customers as if they were family. It's also very important to us that not only are our employee's safe, but the public is safe in using our facilities. The splash pad opened last week. We have our splash pad attendants hired and on staff, there is daily monitoring of the splash pad. We have also assigned to Brad Day, a monthly inspection of all of our playground equipment and that is now -- is going on and being documented. We coordinated as we can with the police department on CPTED issues for the designs and have been doing so quite extensively on the Kleiner Park. We strive to use our departmental resources lightly and one of the things that does stretch our resources is partnerships and we seek partnerships. I know the Mayor encourages us to seek partnerships and at any given time and they don't all pan out, but we are seeking forward and at least working on the development of partnerships regularly. We are committed to being accountable for every dollar that we spend, only asking for things Meridian City Council Workshop June 8, 2010 Page 36 of 85 that we need and ask that all personnel monitor expenses and insure that the taxpayer interests are protected. One way we do that is with volunteers. This is a story that I think's worth telling. Last -- or I guess it was two months ago now, but in April, which had both Arbor Day and Earth Day in them, we have had multiple groups seeking to do volunteer projects, planting trees and related things within parks and we had almost 700 volunteer hours for our department in April alone. We put some hours over the last four years and some dollar values reflected by volunteer hour rates from independentsectonorg, which has specific to Idaho numbers and every dollar that is saved through volunteer efforts is a dollar that we don't have to spend as a city and so we are grateful to receive those volunteer efforts and Colin in his re -division of duties, he actually is coordinating our volunteer efforts this year in a way that we have never been able to do before and that's great. I just want to -- I'm not going to read this whole slide, I just want to say that we don't -- we haven't forgotten the public input survey and the things that we do strategically, we try to think about what the demands are on the city. That playground are the number one reason why people come. There has been -- for -- there has been a lot of feedback that our special events, our parks, and our programs are all excellent or good. Flag football was a program requested in the public input survey and that we hope to implement this fall. And, then, new amenities that came out strong in this survey a couple of years ago was the dog park and frisbee golf and we are trying to address those needs. We have some commission members here. Treg Bernt is our -- our newest member of the commission and you may remember appointing him a couple months ago. Michael Martin and Phil Liddell. Do we have any others here? So, three of our parks commissioners and I want to recognize them. They set some commission -wide goals that I thought were worth mentioning. The new dog park sits at the top of that list for them. They want to investigate the feasibility of a BMX facility, focused on the Borup property concept plan, which, as you know ties into that desire for a dog park. They have a strong focus on pathways plan implementation and we -- twice a year we go on pathway tours and their fifth priority is to locate for us the new park and shop and help us in those efforts. We have three committees -- subcommittees of that commission that are very active and meet every month. It's interesting when I first started these committees were almost not meeting and now it's almost always more than once a month that they are -- that they are meeting. They held a meeting today, just before -- just before this on the parks amenities and the signs committee. Recent accomplishments. We are going to do recent accomplishments and challenges and, then, we are done and we can move on to other agenda items. Hoaglun: Steve, before you get to recent accomplishments, if you'd go back one slide. Siddoway: Yes, sir. Hoaglun: Just -- I don't recall you mentioning it, but the new parks maintenance shop is something I think Council will be -- be discussing in the future and a need that's out there that we going to have to plan for and whatnot, so I just wanted to draw their attention to that, that that's coming down the pike and it's one you can put off for awhile, but there will be a time when we won't be able to ignore it that much longer, so -- Meridian City Council Workshop June 8, 2010 Page 37 of 85 Siddoway: Yeah. And we were budgeted through enhancement this current fiscal year to do a concept plan. We have been working on that and you will see in our CIP presentation that we are anticipating that coming online in the next couple of years. We also received an enhancement this year for the addition of disk golf courses and 18 holes split between two parks, we have nine holes in Settlers Park, nine holes Bear Creek, both are the winter disk golf courses, so as to not conflict with our softball, baseball, and other sports activities in the summer. But those are in. I can tell you I'm already getting e-mails, you know, why do they have to come down, can't they be up. mean they are very popular and people love them and we are hoping to get another nine holes in Kleiner Park that could be up year around. Gordon Harris Park shelter was recently completed last month. There is a photo of it there on the top. It's a unique shelter. I love it. As you look at it I think you will see that it has a unique look and is quite attractive and has become one of our new, very popular shelters to reserve. That strange looking contraption to the right of it is the -- the Neos 360 play structure and that's -- that's the element that's going into Centennial Park and it's being funded through the CDBG grant in addition to a park shelter -- a picnic shelter that will be next to it there as well. Neos is going in first. It's actually -- I think they were pouring concrete for it today and should be up in the next couple of weeks and the bid for the -- the shelter -- let's see, has the bid opening already been had? Monday. Monday is the bid opening on the shelter and those improvements are coming to Centennial Park soon. Look forward to having that. It should be a very fun and unique element to make that unlike any other. What it does, just so you know, those little orange and purple pods that you kind of see on the posts have a circle that lights up in different colors and you can play yourself, you can play against somebody and it's kind of like Lakimol with lights, if you will. You know, the lights light up and you have to touch it and there is high ones and low ones and they are all around you going on and off and there is a -- there is different games you can play and that purple post structure that's off to the side actually allows you to select which game you want to play and with summer camp that's going to be there in the community center right adjacent to it, we think this will be incredibly popular with the kids that are part of that program all summer long. The gaming tables have been a goal of the commission and the committee for quite awhile and we are pleased to say that two gaming tables with checkers or chess boards have been installed, one in Centennial Park and one in Generations Plaza and are available to the public. Heroes Park phase three is also a very recent accomplishment and I was there the day -- we haven't done a grand opening and we won't until the Public Works finishes the water demonstration portion of this, but the playground elements and the pathway elements are in. I was there a month ago when the -- the caution tape came down and the kids swarmed from the neighborhood and it was just amazing to see them come out, even without official groundbreaking as soon as it came down they just swarmed and there was kids all over that playground and loving it and I had several parents come up to me and thank me for what we have been able to do there with the city. We have implemented some city wide recycling programs for printer cartridges and cell phones and we are using that to help raise some funds, it's just kind of minimal, but some funds that will help us go back towards parks. We have done new downtown banners. Hopefully you have seen in the last week the new summer banners that have gone up around downtown with the help of MDC and we have the Meridian's Promise Meridian City Council Workshop June 8, 2010 Page 38 of 85 banners and the winter banners, so we now have three separate banners that will be interchanged over the course of the year in the downtown area. We received several awards, the Nickelodeon Parents Picks for best park in the Boise area was given to Settler's Park and Adventure Island playground last summer. At the IRPA conference we received the outstanding facility and parks special use award for Settlers Village Square phase one and as you may have heard at the AIC conference coming up this month, we have just received notice that the same project, we will also be receiving a city achievement award. Challenges. We have plenty, but as you know with development down and revenues are down and we have to respond to that, thus cutting back our CIP and knowing, you know, in advance that we won't meet our goals, but we can still do much to move toward them. But at the same time with fees being down this term that we have talked about before called stay -cations that a lot of people are staying home and we have actually seen increased use of our parks in this down economy with people choosing to stay home and recreate here. Those economic challenges are impacting -- or can impact pay to play recreation, although we seem to be -- still be seeing an increase in registrations. There is also, you know, new challenges coming with, you know, fees for gym space for us and related issues. Perhaps challenges isn't the right word, but there is certainly a lot going on that has to be done for -- well, challenge is the right word. Getting ready for Kleiner Park, you know, it's wonderful, but it -- there is a lot going on there, as well as the efforts with the dog park task for Borup. We are locating -- working to locate the new maintenance facility site, as Councilman Hoaglun said. Oh, we have got that one in there twice. And, then, the project management need, which we talked about earlier. And, then, the growing lack of gym and field space for our growing sports program and needing to find ways to address that. So, those are some of the challenges that we are faced with and with that I'm going to stop and thank you for your time and invite any other questions or comments. De Weerd: Thank you, Steve. Council, any questions? Comments? Steve, I would like to thank you and your staff for being here and you do a lot for our community. You put a great face on it and we appreciate all you do and certainly for the commission. Certainly you have stepped up and as Steve noted spent considerably more time than you did a couple of years ago and greatly appreciated the accomplishments, the energy, and the momentum that's been created with the commission and engaging our community. So, thank you for your service to our community. It's greatly appreciated. Siddoway: Thank you very much. Zaremba: Thank you. C. Mayor's Office: Community Liaison Update De Weerd: Okay. Luke. Item No. 6-C. Oh, you know, Luke, before you start, there was a comment in our 6-A that if -- on the public record and I didn't want to get into it at that time, but as I was sitting there I think that it needs to be noted on the public record. One of the people said he was not allowed to participate in the Ten Mile area specific plan and for the public record we had numerous public charrettes, public hearings, there Meridian City Council Workshop June 8, 2010 Page 39 of 85 was an opportunity for any member of the public to comment and so I should have said it then, but I do want -- because we do have people that read these minutes, I think it's worth noting that the public can participate at any point and we encourage that. With that said, hi, Luke. Cavener: Good evening, Madam Mayor, Mr. President, Members of Council. It's been awhile since I've had the opportunity to come before you and give you a community liaison update for, but I'll maybe begin my comments with echoing on what the Mayor said. I'm in a very unique position in that oftentimes people will come and say something to me that for whatever reason they don't feel they want to waste your time with or bother you, so I hear a lot of those things and by and large the biggest comment that I hear is what a great job our community does in making people aware of events that are going on. I have even been accused of us promoting things too much and take that as a compliment. If someone is upset that we have promoted something too much, that's great, that means that we are doing a good job of getting the word out. That's why I think there is more opportunities to approach new audiences and do a better job, but I wanted to share that with you just based on the Mayor's previous comments. So, a lot has been accomplished since the last time that I spoke. One of my favorite parts of these Council meetings has been when our youth have been able to come before you and share what they have been doing in the youth council and with TAC and so I won't spend very much time on talking about that, but I will let you note that we will be sending four members of our youth council to the AIC convention next week. That is the must attend event for them. They are excited about it and I know they are just thrilled to have the opportunity -- De Weerd: There is five to -- Cavener: Unfortunately, we planned to send five and I received notice today that our news and communications coordinator for next year, Carson Douglas, is going to be having a root canal next week and so he will be unable to attend. We will be sending four. In addition, the youth council will be picking up and staying active this summer. They have a planning session scheduled for July where they will actually map out what next year will look like. I am pleased to report that the Meridian Chamber of Commerce has approached us and want to be involved in this as well. I find that as a unique opportunity to build a partnership to benefit our youth of the community. Lots have been going on in our neighborhoods. I know that a lot of you have heard the events going on related to Settlers Park and Cedar Springs. We continue to work with that neighborhood to find parking solutions. We made some changes there recently in conjunction with ACHD and while it's by no means a perfect solution, by and large the bulk of the neighborhoods have appreciated what's been done and look forward to see what other avenues are available to help reduce the amount of parking in their neighborhood. I have had a lot of correspondence this spring with our golf course and with the residents that surround that golf course. By and large the residents and the neighbors that surround the course have been very pleased with the new management and the things that they have done to beautify the course and to make sure that the nature and the wildlife that live on the course are able to coexist with our golfers. We Meridian City Council Workshop June 8, 2010 Page 40 of 85 have also done other outreach events, such as our town halls related to automated collection. We have had one last month. We will be having two more, one tomorrow night, one next week. It's been -- I shared this in our staff meeting today in outreach to inform people about this, I have gotten the response that hasn't this already happened, why are we talking about this. I didn't know that I needed to be more informed. I received post cards. I have heard the PSAs on the radio. I have seen the information on the website. I didn't realize that it hasn't already started, that it won't start until July. And I still let them know that it's a great opportunity to come have dialogue with SSC and to speak with the city about things that are on their mind. Part of my monthly dialogue has been with our seniors at the Meridian Senior Center. Steve touched on it during his report that they are excited and eager to move into their new facility in Kleiner Park and begin whatever processes that are needed for them to raise the funds to put the amenities in their building that they will need to have. I know that they have amazing plans to turn it into an event center where people can get married or have corporate retreats and whatnot and I think the backdrop of Kleiner Park will be an excellent location for that. Something new that has sprung up -- no pun intended -- since we last spoke -- is an outreach from a group to create a community garden in Meridian. What I found fairly unique about this is they weren't looking to say to the city create a community garden for us, it was a group saying we want to have a community garden in Meridian, we want to have a presence. What can the city do to help us. And really appreciate that they weren't looking to have the city do something for them, just to assist them with answering questions about what is legal and to guide them through the planning process. What's really been unique is over the course of three months they had three different locations where they were planning to have this park. They really wanted to have it in downtown. I know at one point they were exploring having it near the golf course and when Westside Bible Church on Fairview next to Sonic stood up and said we have two acres that we'd like to make available to you free of charge, just really worked, it had great access for the people that wanted to use that, so right now the group is about 16 people. They had a planting event last week that received some news coverage from Channel 6. 1 think the story is supposed to run tomorrow night. And it's been a great process to watch this group of people really come together, some friends, some strangers, to create a community garden. The crops that come from this, half will be delivered to the Meridian Food Bank, so they can provide produce for the Food Bank and the other half will be split amongst the group that are developing the garden. Other community updates, things that have been going on is through our office we have launched another new outreach program called this week in Meridian, which is a video update that allows people to know what's going on in Meridian. So, this update we are -- to steal a line from SSC, we are talking trash and we are educating people about the town hall meetings and providing some of the answers to the frequently asked questions that we received and this will be an ongoing weekly video project and our hope is that we can use different staffs from amongst the city to help brand the city and expose our community to the people that work at City Hall that really work for our citizens, as far as it's been a unique opportunity to really showcase different aspects of the city and I look forward to working with other departments to make that a total success. Since we last spoke, the organization -- the Meridian Downtown Business Association is dissolved. There was a feeling amongst a very small core group that Meridian City Council Workshop June 8, 2010 Page 41 of 85 there wasn't enough participation amongst the downtown businesses to make it a viable group and they felt that they were really focusing on events and not really focusing on driving business downtown and so at that point they chose to dissolve. Since then other area business owners have come together to try and find a way to reform this organization and it's surprising sometimes it takes something to go away before it can be rebuilt again and I'm excited to see what the ideas and plans these businesses have to reenergize what's going on in downtown Meridian. One of the big events that the Downtown Business Association put on every year was a play in the plaza event. The business owners, Corkscrew, All American Insurance and D.L. Evans Bank didn't want that event to go away. So, just because the organization dissolved, they had come together with the efforts to do promotions, to do sponsorships and are continuing to offer free live music down in Generations Plaza, they have continued to partner with restaurants like Flat Bread and Pie Hole to have food and beverages available to people who want to come and enjoy that. We have had two, believe it or not, Meridian Business Day events since the last time we spoke. One last winter, the second one last week. Our meeting last week was actually one of our lower attended, we only had about between 250 and 300 people, but the feedback that we got this time was a ways and means better and above than what we received for every event. People really felt that the event was well ran, the variety of speakers that we provided and we continue to offer a great value for our businesses and having dialogue with all of our speakers who are presented, they felt that one of the reasons why there was lower attendance this year is more people had things to do, they have more work to do, and I take that as a good thing. I would much rather have people that have work and jobs that they are going to have to attend than to come to our event. The group that planned this event that I helped participate with are active and excited about having the fourth one sometime in September and this time we are going to wipe the slate clean and have a whole new list of speakers. So, anyone who has participated in Meridian Business Day before won't have the opportunity to do this, we are going to open it up for new people and we are actually going to allow our participants to vote, so they will be the ones that will be deciding these area topics that I want to hear, these are the speakers who I want to have involved and I look forward as we move closer to keep you updated and at the very least you should stop by for a free lunch from one of our Meridian businesses. Coffee with the Mayor is another event that our office has done and Shelly does a great job of putting these on. These are events that I think partially through our past success, in addition to our communication efforts, have become more and more popular and it's not only a great opportunity to interact with our Mayor, with our Councilmen, our department directors, but to network and in these trying economic times it's a great opportunity to find new business. So, I think with that that's kind of the super fast cliff notes version, but I wanted to give you a sprinkling of some of the things that are going on. On a quick side note, I really need to thank all the departments in the City of Meridian, it's -- a day doesn't go by that I'm not bothering or bugging a department director or staff with an issue or an inquiry and I'm just so appreciative of how every time and in every instance staff and directors are willing to take time out of their busy schedule and they have got lots going on, to walk me through the process, so that I can work with citizens to keep them educated. So, I'd just really like to thank them all. And with that I will stand for questions. Meridian City Council Workshop June 8, 2010 Page 42 of 85 De Weerd: Thank you, Luke. Any questions? Rountree: Madam Mayor? De Weerd: Mr. Rountree. Rountree: Luke, you indicated that the group had landed a two acre parcel for their community garden? Cavener: Correct. Rountree: Again, where is that located? Cavener: It's -- Westside Bible Church is on Fairview. It's in between -- Bird: It's right by the Chevron. Cavener: By the Chevron. It's behind the church. Rountree: Oh. Okay. Cavener: And the church has agreed to lease it to this group for a year for a dollar. They assisted with putting in a water path into their well. Tamarack Landscape came in and piled up all the land. They received some donations from Idaho Power and from some other organizations to provide soil, hay, and a few tools. So, it's been really amazing to watch them be very active in literally 90 days. Actually, a little less than that. Rountree: So, how much of that two acres are they going to be able to use? Cavener: My thoughts in looking at it on Saturday is probably 15, 20 percent. They want to start very small, because they don't want to spread themselves too thin. Rountree: I might have another location for you. Cavener: Excellent. De Weerd: Great. Any other questions or comments? Zaremba: Thank you. De Weerd: Thank you, Luke. Cavener: Thank you. You all have a nice evening. Meridian City Council Workshop June 8, 2010 Page 43 of 85 D. Multiple Department Report: City Wide Capital Improvement Plan De Weerd: Okay. 16-D is regarding our city wide Capital Improvement Plan. So, multi- departmental. General Fund. Kilchenmann: General Fund. What we are going to present to you today is the work of several months and much agony, but it's a process -- I'm going to briefly -- I'm going to introduce the process to you and briefly tell you what we went through and kind of what we have and where we would like to go in the future. So, I have prepared capital improvement plans before for the city and they have -- you know, we have published them and they are on our website, but they have kind of been just a list of everything we'd like to do ever and, then, some funding information. So, what we have done now is we have tried to present you with something that we realistically think we can fund. So, we actually started this right before Jack left and, then, we stopped so we could make sure he didn't miss any of it. But it started with each department, each General Fund department prepared individually a list of projects that they felt were necessary or equipment -- capital kind of projects they needed to do and that list was 95 million dollars. So, at the same time in Finance we were working on a revenue projection and it was not 95 million dollars, in fact, it was much less than 95 million dollars. So, we started -- we started with a ten year scope and we are going to try to do each capital project year by year for ten years and the scope was too big, so what we did was we went down to details -- a five year detail, each project year by year, and, then, we just did the second five years with the project, we didn't try to split them into years. So, each department went back and they worked with their individual list and reduced them considerably and, then, we all sat down in the same room and under the Mayor's direction and mediation, we managed to work together to prioritize the list and get it into kind of a manageable level, which is the one you have, and it's an ever changing document, it's changed like 12 times in the last 24 hours, so the one I handed out to you is the last -- it's the latest iteration. We also considered additional operating costs, which you will find in the column to the very right-hand side, I haven't entered it into the financing projection yet, but some of the projects, like fire stations, have pretty significant operating costs and we wanted to include those in our plan. So, where we ended up and where we are now is we have gone from a 95 million dollar capital improvement plan to a 40 million ten year capital improvement plan. The basic way we did the revenue -- I did the revenue is we said General Fund will have revenue available for capital, about a million dollars a year. We already had 1.7 million dollars in the public safety fund. We considered that. We considered use of rural fire revenues over the ten year plan, about 4.6 million. Using the unrestricted fund balance, we have got 8.3 million and, remember, our fund balance right now is about between 17 and 18 million. Use of impact fees, 13.4 million. Impact fees are projected at a pretty modest level. What I projected for next year was just about what we are doing this year. So, not -- not a real high rate of growth in that projection. We ended up -- we get to the very end of the ten years, we have about 1.6 million that would be unfunded and which, essentially, would come out of fund balance, so that would increase our fund balance level -- or our unrestricted fund balance level to about ten million. And, then, we have Meridian City Council Workshop June 8, 2010 Page 44 of 85 3.5 million in addition to operating that over ten years would slowly be adding to our base. So, in the schedule we prepared, the one that's very small print and legal size, it's year by year,each project, so 2011 is what is in the budget now, hopefully, for now. And, then, each year projected out. And, then, we have prepared schedules that show if you summarize the five years and just list it by department, same for the second five years and, then, for the entire ten years. So, kind of where we want to go with this is, of course, to give you an opportunity to ask the departments' questions and I think we want to get to the point where we actually formally adopt this capital improvement plan. We will probably do that toward the fall, because we want to do it before we started on the next year's budget. By formally adopt I don't mean to commit yourself for ever and ever, but that this is an unchanging document, because that's, obviously, not going to happen with a long term plan, but just kind of that we start a formal process of looking ahead for our capital improvement plan and not just looking at our annual budget every year. So, before you ask questions -- or the departments do their presentations, are there any questions about the process? Okay. Who wants to be first? I know Steve's already. Okay. Lavey: Madam Mayor, Mr. President, Council, our list is the shortest so I'll go first. think this process started over a year ago. It wasn't just a couple months ago. And this -- I mean we got into the point of replacing carpets in buildings and painting walls and everything else and so that's kind of what made it into the 95 million and, then, we reduced it from there. I have a real short list and it's the reoccurring items that have been on there for years. The first one is replacement of our fleet vehicles. As you know on our police cars, we drive them 24 hours a day and significant wear and tear is produced and we have been really good about replacing those vehicles, but we haven't been so good about replacing the administrator's and sport vehicles, so what was normally costing us about 200,000 dollars a year has cost us about 300,000 dollars a year now to replace. The training -- police training center and indoor range is still on here. The building expansion, we have talked about that for several years now. We have pushed that back for several years, simply because there is no real money to finance that, so that's been pushed back, but it's still included. And, then, the ever growing need of an animal shelter as we get evicted off of the current property and those are my four items and I would entertain any questions that you have. De Weerd: Thank you. Any questions at this point, Council? Bird: I have none. De Weerd: Okay. Thanks. Niemeyer: Madam Mayor, Members of Council, my list is the longest list, I guess Jeff jumped up here first, because he has the shortest, but I can blame everything on Chief Anderson, so -- I adopted his CIP. As you look through this, one of the things that the chief and I talked about is the replacement versus the refurbishing fire engines. As you know, a fire engine is not a cheap piece of equipment. We believe we can do a good mix of refurbish versus replacement to keep those costs down. As you recall, the Meridian City Council Workshop June 8, 2010 Page 45 of 85 refurbishment gets us roughly five to ten years, just depending on where. So, it extends the life of that fire engine and, then, at some point needs to be replaced. You can also see that we do have three stations projected. Obviously, that's going to be based upon growth and demand. So, that may shift as Stacy alluded to, to be pushed back if we need to. Unfortunately, when you build a station we know that the minimum staffing levels dictate how many people we have to hire and so that is a big expense. We will not push for those stations unless the demand and the projection indicates. As you can see also with Station 6, that is anticipating the growth that the Ten Mile interchange -- depending on what we see out there, that will also dictate the ladder truck versus the fire engine. So, we will have to just wait and see how that progresses. You can also see in there we do have a -- I think we have water tender twice. I'm going to have to get together with Stacy on that, but we do have a replacement for a water tender 31, that is our portable 3,000 gallon water tank trunk that we will continue to need in the future for those rural areas where we have no hydrant and water supply out in our rural district. So, with that I'll stand for any questions. I know it's a pretty long list. Hoaglun: Madam Mayor and Chief, it is cheaper than the police department, though, by -- Niemeyer: Thank you for noticing that Hoaglun: -- three hundred and some thousand, but -- and on the aerial truck planned for Station 6, that operating cost, that includes a driver and another person or what's included in that operating cost? Niemeyer: As far as the operating cost goes, that would be a four man engine -- or truck company. We have four people that are required to operate an aerial apparatus, so that would be four people on each shift, so 12 people total. De Weerd: Thank you, Mark. Niemeyer: Thanks, Mayor. Siddoway: I get the overachievement award. I actually put together a little PowerPoint. Hoaglun: I'm a little nervous. This one shows 40 slides, too, at the bottom. Siddoway: We started off this process saying, you know, last year if we were to establish a capital improvements plan that met all of our goals, developed out everything that we currently own, and met all the goals of the current CIP, including rec and other things, what would that look like and we did that version. It was 50 million, believe, of the 95, and unrealistic. We had to get down to about 13 million and cut deeply in order to -- to balance what we expected to have available in terms of revenues. So, what is in our proposed CIP for 2010 to 2011, we have 500,000 in pathway connections with an annual allotment of a hundred thousand in each of the five years as a commission priority. We have a maintenance shop, which was alluded to Meridian City Council Workshop June 8, 2010 Page 46 of 85 earlier. Fund balance total of 1.9 million dollars, one a half million from -- for the construction, 300,000 for land, 105,000 for construction documents and we have outgrown our existing shop and those funds would get us a new site. Settlers Village Square phase two is in there and with a half million from our impact fee fund. We really only had two 500,000 dollar items, but we -- in the projections we only have one half million, so we have proposed to allocate it toward this. One item that ought to be discussed, possibly in future discussions around this, is we already know that the phase two -- if we were to build our own version of Settlers -- of the remaining tennis courts in Settlers Village Square, we have the construction documents already, we have the cost estimates for it at 1.3 million dollars. Right now we are only showing a smaller amount of 500,000, assuming that we reduce that amount and put that towards this partnership. But that's a big if, you know, that they would have a lot of funds to raise. So, we may want to put in the full 1.3 million in order to have in the plan that we would build our phase as originally planned if the partnership is unsuccessful. Recreation center has been in the CIP for years and it's always been about five to seven years out and in the current CIP that was adopted in 2006 before I was here, there is a ten million facility and all funded in General Fund. I don't really see that happening in the next ten years. So, what I have -- and, actually, in the version it was a 15 million dollar facility, kind of like what you see on the lower left-hand corner. That is not going to happen without some kind of a serious partnership and to meet our needs for space, we really need a field house and we could take that 15 million dollar rec center and cut it -- you know, take 90 percent of that out, leave ten percent, which would be 1.5 million, and do a field house with gym space and meet some of our immediate needs. So, that 1.5 million dollar field house is in there in place of the ten to 15 million dollar rec center. Kleiner Park improvements. There is a total of 160,000 in. One of -- it was in two 80,000 dollar allotments, the first of which was originally proposed to be in this year in our budget, but a balancing, we have actually taken that out of our request for this year and -- but it still shows up in the CIP, so that we can request them on an as needed basis once we identify actual needs in that park. Storey Park development is also in the first five years for the undeveloped parcel and trying to get a plan in place to aid our discussions with the speedway, looking at replacing the restrooms that are out there and outdated and those are eligible for a 50/50 split between General Fund and park impact. The Borup property construction is in the next five years that, of course, will be -- the timing of that will be determined on development and utilities coming to the site, but there is a General Fund amount for the planning construction docs and, then, a larger amount from the park impact fund for the actual construction of the park, which is a guess, without currently having a plan, but is based on previous per acre cost in other community parks. For the 77 acres in south Meridian, we only have in here well development on the site in the concept plan. We have to develop a well on the site in the next five years or else we risk losing our water rights on that -- on that property. But the actual park development has been postponed to outside the scope of this ten year CIP. We have also included one neighborhood park, assumed to have donation for land irrigation and green up, which would match our approximate contribution at Renaissance Park. Rails to Trails, we didn't actually know it was going to show up in my CIP, but it probably makes sense. I think this was seen as a fund balance I think, Meridian City Council Workshop June 8, 2010 Page 47 of 85 Mayor, a million dollars was thrown out as a place holder that it was meant to say whatever is left available in that fund balance could go toward this item; is that correct? De Weerd: Yes. It's a place holder. Siddoway: Uh-huh. So, here is a summary of all those based on the different funds. Now, what's in the second five years -- Zaremba: You didn't dwell on that very long. Siddoway: Well, we can go back there. Zaremba: Give me another 30 seconds. Thank you. Siddoway: A total of just under ten million dollars -- Zaremba: Okay. Siddoway: -- in there. And it's through General Fund, park impact fees, and fund balance. The pathway connections in the second five years, again, we have an annual allotment continuing for 100,000 dollars each year. I don't know if the version you have still has the -- a phase one development of the 77 acres. Actually had Stacy zero that out and take that out. So, I think you may have the line with the word in it, but it is zero in there for a reason. It was withdrawn. The third phase of that Settlers Village Square project, which builds the actual village square on the corner, is in the second five years. A second neighborhood park with just donation of land assumed is also in that second five years. And, then, a land acquisition amount split between General Fund park impact fees. So, this will be our summary for the second five years, totaling about 13 million dollars and getting us to where we needed to be to meet the balancing goals and available funds. So, with that I will stand for any questions. De Weerd: Thank you, Steve. Siddoway: Oh, I'm sorry, you know what, that raises the question of what's out. I almost forgot I had a couple of additional slides, because that's a lot that's in, right? So, what are we not doing? Well, we are not doing that -- the recreation aquatic center that's been talked about for 15 million dollars. We have replaced that with the 1.5 million dollar field house. We are not doing the multiple phases of the 77 acre development. We are not proposing to do the overflow parking lot expansions at Settlers and Heroes Parks. Not proposing to do the Bud Porter pathway landscape improvements that we had in last year's draft, although a scaled down version could still be done with one -- one or more of those annual allotments. We have taken out the tennis court improvements out of the CIP for both Bear Creek and Gordon Harris. Taken out the community center for Settlers Village Square. Taken out the 8th Street Park restrooms and in order to meet our level of service goals we would need to acquire and develop an additional 30 acre park in the next ten years, if we meet population Meridian City Council Workshop June 8, 2010 Page 48 of 85 projections. We also removed three neighborhood parks, two of which were assumed to be donated, one that was to be purchased and, then, we traded out the specific connections for the Meridian pathways master plan that -- which were about three to five hundred thousand a year in the original version, for that 100,000 dollar annual allotment. So, that gives you a summary of what we are -- what we are not doing of some of the things that have been talked about as we -- as we cut things out of the larger CIP, the original one. So, with that I'll stand for additional questions. De Weerd: Thank you, Steve. Any questions, Council? Rountree: Madam Mayor? De Weerd: Yes, Mr. Rountree. Rountree: Just two suggestions, at least on the spreadsheets that we have for the south Meridian 77 acre development and on the south Meridian 77 acre well development, and the deadline of the recreation center, again, it ought to be renamed to field house to the -- Siddoway: On the spreadsheet? Rountree: On the spreadsheet. Siddoway: Okay. So, where is Stacy? We get that on the spreadsheets. Okay? Rountree. Thank you. De Weerd: Okay. Council, so as Stacy had mentioned, we are not asking for action by Council, we wanted to get this to you. You have time to digest it. Feel free to contact any of our directors with additional questions. Oh, yeah, we have IT's side. And some of you share that, you know, this has fiscal reality to it and we appreciate the team approach in trying to bring about something that is realistic and doable. Nary: Madam Mayor, Members of the Council, I'm here on behalf of the IT enhancements that are in the CIP and as you can see they are pretty consistent. We are talking about hardware replacement, software replacement, computer replacements over the next five years. What you don't see on there we had had originally and taken out, so we could do a little more work, is the fiber enhancement. I know we have had discussions about that, we know it's an important project, but getting that coordination with the different agencies has really been a task. So, we didn't feel as the -- both the Mayor, as well as the senior management to have it in your CIP when right now we don't have a real number or realistic project in the books or on task. So, there certainly may be in the future this coming back. If you recall, all of these IT portions of the CIP came out of the study we did a couple of years ago and the recommendations out of that consultant study, which included the fiber being done, but we are going to do a little more work on that and we will bring that back and Terry will be talking to ACHD and Meridian City Council Workshop June 8, 2010 Page 49 of 85 some of the other providers around town that we may be able to partner and we may be bringing those back either in a piecemeal fashion or bring that back as part of your CIP in the future. But other than we have pretty much consistent standard replacements over time. We are still in a five year replacement on computers and, then, the hardware and software that goes with that, as well as the other IT hardware, so -- other questions? Rountree: Madam Mayor? De Weerd: Yes, Mr. Rountree. Rountree: And not for Bill. Just a comment. I want to express my appreciation to the directors and Mayor for doing this. At least we have place holders and identified projects that can utilize those funds that stay in accounts for a lot of years and if people are asking, well, why are you doing that, why don't you lower my taxes, then, we can at least say this is what we are planning for. If that's not appropriate for the vision for the city, then, maybe we can adjust these as we go through the public process. But up until now we just had a wish list and as we go through these and if they all make sense to us, then, I think we endorse them in the process and, then, we do have that map, if you will, and guidance and/or leadership where those monies will go in the future. I really appreciate it. It's a great effort. De Weerd: It was a team effort and I think the directors have scars to prove it. And they are singing Kumbaya now. Any wrap up remarks, Stacy? Kilchenmann: I just -- is everybody agreeable that we -- that you take time to look at these and, then, we do a little longer presentation of it, like in the fall, kind of a more formal adoption? We also were waiting for an RFQ for the firing range, so we will have kind of a better cost on that and, then, a couple other things we can iron out. Bird: You bet. Kilchenmann: Before you know it's the Fourth of July and, then, it's Christmas, so -- we will bring it back. Thank you. Bird: And the older you get, the faster it goes. E. Public Works Department: Enterprise Fund Capital Improvement Plan Update/Backflow Update De Weerd: Thank you, Council. And thank you, directors. Okay. Our next item is keeping in the theme of the Capital Improvement Plan, we have the Enterprise Fund in front of you as well. Barry: Good evening, Madam Mayor, Members of the Council. Meridian City Council Workshop June 8, 2010 Page 50 of 85 De Weerd: And another overachiever. Barry: Oh, thank you. Tonight we have two presentations for you. Unfortunately, there is a little bit of an error on the agenda and it looks like on the agenda that this was a single item, but, actually, we have two presentations. One on the Enterprise Fund, Capital Improvement Plan update, and, then, a second on our back flow prevention program. Mr. Warren Stewart, our engineering manager, is going to provide a brief presentation on the Enterprise Fund and Capital Improvement Plan, but as I introduce him I do want to say that I'm grateful for him joining our staff. He joined our staff about a year ago and has done wonderful things in our engineering division. He has brought about quite a few changes that have been very noticeable and have helped propel our department forward. One of the most notable ones is one that he will be speaking with you this evening about and that is developing a very robust five year capital improvement program plan. So, without further adieu I will ask him to come up and give him an opportunity to explain to you all the things we have done and, then, I will -- I and he will be around for questions as it relates to the overall capital plan. De Weerd: I will say he cleans up very nicely, too. Stewart: Thank you, Madam Mayor, Members of the Council. And also, Tom, for those remarks and pardon me for the glasses, but I will need them to be able to see my notes. Tonight I'm hoping to give you sort of an overview of the capital improvement planning process that we have gone through in the development of the binder which you have before you, which is our five year Capital Improvement Plan. As you know we currently provide -- oh, they actually have names on them. That's correct. Rountree: They are probably all different, too. Stewart: I hope not. We currently provide this capital planning in the four areas listed on the slide that you have before you now. Although transportation is primarily in coordination with ACHD and ITD. We hope that in the future multi -modal projects, as well as street lighting in these unlighted areas of town will be a part of the capital planning process. However, the document that you have before you tonight only considers water, wastewater and reclaimed water projects in the Enterprise Fund. Now, that didn't work. Well, it's there, but it's the wrong color. There we go. It all of a sudden changed color on me. There we go. I just have to learn how to use the technology. It is my hope the information we share with you will shed some light on how we put together the capital improvement plan. It will also highlight some of the changes that we have made, some of the challenges that we currently face, and some of the improvements that we intend to make in the future. The document that you have before you is a major guide not only for the engineering department, but for the entire city as we move forward to build future infrastructure. It should also -- it should also serve as an important communication coordination tool and a confidence building tool for the department and staff. Although the engineering department has been responsible for the actual preparation of the document, many other departments and divisions have been involved in providing information and also support in putting this together and I Meridian City Council Workshop June 8, 2010 Page 51 of 85 want to publicly thank them for their help and for their effort. There is several steps in the evolution of the capital plan. In the next few minutes I want to spend some time explaining how we go through these steps. And, again, some of the challenges that we currently face and some of the things that we are going to be doing to make improvements. We will also take some time to discuss not only the planning phase for the Capital Improvement Plan, but also the execution phase of -- and delivering these projects to the city. There are many factors that influence identification of projects, as you can see from this list. One of the first things that we do in identifying potential projects is use the master plans that have been created for the city. These master plans establish current demands, future demands, and also help provide guidance in meeting those future demands. One of the other things -- or a couple of the other things that help us in establishing or identifying projects is system operation and system modeling. Many of the capital improvement projects come to us as we received comments from our operation staff on things that are working and things that need to be improved and we also have had several opportunities to identify improvements in capital projects through modeling that we do on the system. Coordination with both external and internal agencies have also helped to identify projects. The fire department and the engineering department have worked together on several occasions to find fire protection deficiencies and change those or improve those with capital improvement projects. We also coordinate with ACHD, ITD, DEQ, and EPA regarding necessary capital improvement projects. Coordination of these projects can be challenging, but Meridian's citizen's benefit with lower unit costs and fewer traffic delays. Infrastructure, inspection, age, and material can also potentially identify projects. The addition on the TV truck last year, as you can see from this photo, has helped us to identify many capital projects which we will be addressing with future projects as -- that we identify and this is actually a pipe that had tree roots growing in it, one of our collection systems. We are also working with the consultants this time to produce revised master plans for the water system, the wastewater collection system, the wastewater treatment plan -- or plant and our reuse program and we hope next year to be able to complete a master plan for the SCADA system for the city. These master plans will be important and key documents in helping us to identify future capital projects and incorporate them in our five year plan. Plan estimating. This is one of the areas where we have our greatest challenge. We have many tools that we can utilize in estimating projects. One of the things that we do is -- a lot of times is to look at past projects, similar projects that we have completed and try and glean information from those projects to help us develop project cost estimates for future projects. One of the challenges that we have ran into -- as a city we have commonly in the past bid these projects in a lump sum basis, which limits the information that we have. So, one of the changes that we will be implementing that should help us in establishing better cost estimates in the future is to be changing to a line item bidding process where we can, then, take the information and the uni-cost information from a project, put it into a database and recall that information when we need it for future projects. Master plans also not only help identify capital projects, but they include -- many of them include actual projects estimates for the projects that they have shown. One of the problems that we have in this case, though, is a lot of those projects that they identify and the costs that they associate with them, those projects are sometimes five years and more out in the future and as we have Meridian City Council Workshop June 8, 2010 Page 52 of 85 seen, the economy can dramatically change the accuracy of those estimates and that's always a challenge for us is to be able to take those estimates and, then, figure out how to bring them up to current costs. So, that's -- although that's a useful tool in these master plans, it can be somewhat of a challenge to make sure that they are accurate. We are also using industry standard reference material for estimating through BSU, a project estimating course. And not only was that course beneficial to them in helping them to learn some of the techniques and some of the processes to putting together a cost estimate, it also provided with some reference materials, some industry standard reference material that has been very helpful. Again, one of the things that we have discovered, though, is although that's helpful, it's national information and doesn't necessarily accurately take into account Treasure Valley costs. So, we have to make sure when we utilize that reference material that we were checking and that we are ground truthing it with information that's closer to the Treasure Valley. Other factors that include -- influence our project estimates are the timelines of the projects, weather, and the complexity of these projects. One of the other things that we -- that we always have to keep in mind or that causes us challenges in some of these projects. For instance, our well projects and our recent project which will be starting construction of our water source facility, our water tank, is the fact that some of these do not have sites identified when the projects are budgeted and we have to make a general estimate of what the site development costs will be and, as you know, sometimes those site development costs can vary dramatically. They can be very simplistic in some cases, in other cases they can involve a lot. For instance, of the things that has come up and that we are addressing and dealing with in the water tank project is the fact that it's -- we wanted it near a discharge point, so we could flush the tanks, but that also puts us in a situation where we are in a flood plain and we are having to deal with the issues that come along with that and that means that there is additional costs that we are having to accommodate in our budgeting. To help us improve the accuracy of our cost estimating we are working to develop a standardized process for cost estimating. One of the things that you will -- you don't see in this version of the capital plan that you will see next year is another form which will, essentially, act as a minimum standard that we will utilize to establish project cost estimates. That will mean that each project that we bring forward will have a minimum level of work and steps in the process to establish that budget and to insure its accuracy. Prioritizing projects is kind of the next step. In the past projects have -- we have considered or when project managers were establishing cost estimates they looked at the items of the list that you see here on the page and they used kind of a common sense approach to establish whether there was a high, medium, or low priority on a project and that's worked fairly well. In the future, however, we will be implementing a rating criteria, again, which all projects will be measured and each one of these projects that we come up with will have a rating. We can, then, take this rating, along with a little common sense and create a numerical priority for all the projects that we have and I think this will allow us to have a much less subjective process and improve our ability to prioritize projects. Scheduling is one of the challenges that we have had. Currently we don't have any kind of a formal schedule -- scheduling software or scheduling process and this is one of the things that we intend to change. Each project manager has just worked diligently to insure that each task is completed as they come up. We are currently establishing a formalized process for Meridian City Council Workshop June 8, 2010 Page 53 of 85 developing these schedules and this process will include, if approved by the Council in 2011, the purchase of project management software, which will help us to establish project schedules, so that we can track key project tasks from the very beginning of the design phase to the project completion. One of the things that it will also allow to do, not only will we be able to establish, you know, kind of a task schedule on these projects, but we also intend to develop a financial schedule on projects that will allow us to track budget expenditures throughout the entire process. So, we will actually have two schedules and in next year's binder you will actually see that as one of the forms as well. There will be a project schedule and there will be a financial schedule that will month by month not only keep us on track of the task, but keep us on track financially. These tools will be a great help as we move forward, because they will allow us the opportunity to recognize quickly when a project is beginning to slip behind schedule and take steps to get it back on schedule fast. Document preparation is the next step and that's, basically, what you have before you today and we have touched on some of the forms and other information that's included in there. If you have got summaries, project descriptions, maps, locating the different projects that have been identified. Hopefully there is going to be a lot of valuable information in there, but -- and we have also talked about several forms that will be added in the future. One of the key tools in allowing us to develop the binder that you have before you is the access database. The database and the procedures that have been put into place improve the data entry consistency and content, because all Public Works divisions will be using the same database to prepare their capital projects when they come to the engineering department. This has also helped us to identify which individuals will be making the data entry. The use of the access database will allow us the ability to search and find valuable information more quickly. This is going to be critical in the development of KPIs that we want to have for the future. These key performance indicators are going to be key mechanism in helping us to identify future improvements, which we hope to make and we also hope to include these in a dashboard presentation that will be presented to you in the future. Once the planning phase has been completed, it's time to execute the plan. Project design is the first stage in execution of a plan and begins with the selection of a consultant. The process has been improved by the adoption of the new purchasing policy and by a RFQ process which we went through earlier this year, which allowed us to develop a new master consultants list for work over 25,000 dollars. That being said, there is still a lot of room for improvement and we are working with the purchasing department to accomplish that. The project management software that we discussed earlier will also greatly aid in this process. Next step in the execution is the actual bidding of the project. Excuse me. As one of the members of my staff put it, it used to be fast and loose, now it's slow, but safe. Safe is a good thing. But we are working with the purchasing department to also improve the speed at which we are able to go through this process and still remain safe. Engineering and purchasing have been working together to improve not only the bid documents, but the specifications, so that we can reduce liability and insure alignment with state statutes. For some of the projects the new purchasing policy will also help to reduce the time it takes to get from contractor selection to an actual notice to proceed. Project -- as you can see from this list there are a lot of steps involved in the construction of a project and it can be very challenging for the project managers, not only to keep all of these things taken care of on one Meridian City Council Workshop June 8, 2010 Page 54 of 85 project, but to do this for several projects all at the same time and there is currently no uniform or consistent process for tracking these tasks. This is one of the other reasons that we are seeking to get some project management software for the next fiscal year. So, it will allow us to do a better job of tracking these various tasks and keeping on top of them. Also to address this situation, many of the project managers have been attending project management classes at BSU and, in fact, some of them are actually seeking certification as project managers through the program at BSU. Implementation of a consistent and comprehensive project management process is one of the key goals that we have in the engineering department in the future. Whether or not we get the software that we are requesting or not, this will be one of the things that we will focus on. We will find a way, if we have to create these -- these tools from Access or Excel or whatever the case may be. But we are hopeful that we can find a more comprehensive tool to do that. Project closeout. That's one of the most overlooked I think capital project management tasks. In the consulting world where I came from, it is widely recognized that the longer a project stays active the more the budget will creep. So, it is also typical or easy, once we get to sort of the substantial completion stage of a project, to turn our attention and focus in other directions. So, one of the things that we will be trying to do, especially through the utilization of schedules and setting deadlines will be to insure that these projects are closed out in a timely fashion and I hope that that will help to eliminate some of the budget creep that can take place. There is one feature of the new purchasing policy that will also affect this close out process and that is the addition of a close-out presentation that each project manager will be required to make to the Council and to the Mayor and I think this is a great idea, it's an opportunity for them to not only come before you and give an accounting of the financial information on a project, but also how the overall project went. But as you can imagine there is some project managers who are less excited about that opportunity than others, not because of the quality of their work, but simply because -- because coming before you guys can be somewhat intimidating. But I do think it will be a good experience for them and it will allow them the opportunity to explain to you the things that took place that may have required changes. In summary, I hope that the information that I have shared with you tonight, as well as the document that you have before you will be informative and useful and that you will find that document to be a good tool for you. We have used the document to prepare the enhancements that have gone to Finance that you will actually see coming forward as part of the budge process I think in the next month. Public Works and the engineering department have been busy making -- making changes and creating tools to improve our capital planning process and we are committed to doing this in the future. We realize that this is really meant that the minute you get one process improvement in place you need to start looking for other areas and other things that you can do to change it and we are committed to that process. I'm committed to that process and I know my staff is committed to that process in making continual improvement and continual changes and I think you will see that this document will evolve as the years go forward and it will become even more useful and more valuable and that it will allow us to do an even better job of the things that we do in providing infrastructure for the city and with that said I will stand for your questions. De Weerd: Thank you. Council, any questions? Meridian City Council Workshop June 8, 2010 Page 55 of 85 Bird: I have none. Hoaglun: Madam Mayor, just a quick question. Warren, on the project management class that they have been taking at BSU, I'm assuming that -- that they are either reimbursed or that's part of the education process. Is it required of them to attend and we are paying for those fees or are they paying that out of their own pocket? Stewart: It is not required for them to attend. It is not part of the normal BSU curriculum or course work, it's part of their -- I don't know what the actual official term is. They have a -- basically a division that provides training for professional organizations and this is one of their training opportunities. So, we have actually -- you know, our project managers have signed up and paid for a training class and, then, attended that training class. So, we have reimbursed them -- or we don't actually reimburse them, we pay for that out of the training budget. Hoaglun: Thank you. De Weerd: Okay. Any other questions? Thank you very much. Stewart: Thank you. De Weerd: I think there is -- as you all realize this -- going to be a digestion period. Barry: Of course. Thank you, Madam Mayor. We are not actually looking for your formal adoption of the plan, we -- De Weerd: Well, that's good. Barry: -- present this to you tonight just for informational purposes in advance of those -- the budget hearings that are coming up. So, you can see kind of what we are looking forward to over the next five year period. As you see, Mr. Stewart has his work cut out for him and has bitten off quite a bit and we are -- De Weerd: Very impressive. Barry: It is. And we are very, very proud of what he's done in the division and also looking forward to many, many more great things that he's outlined for us. If you have no further question on that topic, I'd like to introduce Rich Dees to discuss the next topic on the back flow prevention program. Mr. Dees, as you know, has accepted the deputy director position, so we are currently looking for a replacement for utility operations manager, so congratulations again, Rich, on that. Rich is going to talk to you about a seemingly straight forward topic, unfortunately, there is a lot of fingers and spines and thorns on this particular issue and so what we have decided to do as a department is to break it down into a couple of different presentations, tonight being the first. And what we seek after tonight's presentation is some direction from the Council and certainly Meridian City Council Workshop June 8, 2010 Page 56 of 85 you, Madam Mayor, to tell us what direction initially we should, essentially, take as a result of the presentation, because depending upon that choice will -- that will dictate what the next presentation will look like. So, we have chunked this out into pieces, the first one being tonight the first installment of back flow prevention and with that, Mr. Dees, if you want to take it away for us. Rountree: Madam Mayor, before Rich starts, could we have a few minutes break? We have been -- our ears and our eyes have been pretty heavy for the past hour and a half, two hours, and as an adult learner I've about had it, so I need a break. De Weerd: Yes, we will take a break for ten minutes. Recess: (9:29 p.m. to 9:38 p.m.) De Weerd: Okay. We will reconvene this meeting and turn it over to you, Rich. Dees: Madam Mayor, Members of the Council, thank you very much. Are you all ready for another couple hours? Is that what -- Rountree: Only if you want us to walk out. Dees: Now, I know this is a gecko and, you know, we are not trying to copy a national insurance company or anything like that, but we are the original gecko people. This is the Tokay gecko and Tokay is a program you use to watch over back flow things, so just to let you know. By the way, we have some staff here from the water division and they really wanted to come up here and present to you tonight, but they said, no, no, no, you go up and do it instead and I reluctantly am up here instead of them, so -- yeah. Right. Meridian back flow history starts in 1981 and you can see -- I can step through this very quickly. It was City Code Chapter -- Title 9, Chapter 3, details, responsibilities. It was modified during a City Council session on the 3rd of May of 2005 and 2005 is when a little bit of confusion started to creep into the program, but we instituted a rebate program for assembly testing and repair and it's been funded through the budget process as you have seen each year. Before -- and, in fact, it still is in the ordinance that the customer has responsibility to get their devices tested at their expense, yet we pay for it. So, we have an ordinance problem right away that we need sorted out and that's going to be one of the things we are going to talk to you about. Now, back flow conditions. Just a real quick education and back flow. There are three major conditions for back flow. One is called back syphonage and you can appreciate what this is. You could take a garden hose and throw it in a puddle of water and, then, turn the water -- start to turn it down, it will actually siphon back into the water supply. Back pressure back flow is when one pressure side is higher than the other. For example, pressure irrigation is higher than the supply that we are giving the homeowner and it goes back into the system. And a cross -connection there is another problem for back flow. Our dilemma is that we have a problem with dual connected systems and this is what we are going to ask you to talk to us about or help us with this evening. Several systems were grandfathered in years ago, because they existed prior to the addition of pressurized Meridian City Council Workshop June 8, 2010 Page 57 of 85 irrigation. Well, I will tell you what a dual connection system is in just a second. We don't know the location of all these dual connected systems, but we know they are out there. We are not now reimbursing the testing for the systems, because it's against our ordinance to do so. Our ordinance says you cannot have a dual connected system. And it might be difficult -- and this is one of the big dilemmas, to allow -- disallow dual connected systems, because we have installed meters in our history to allow the sprinklers to come on using a dual connected system. So, we have got kind of a convoluted thing going on in our community. Here is the ordinance. I would be -- we don't have to read the entire ordinance. It's written by a lawyer, oddly enough. Sorry. At least one lawyer. It says that no subdivision building or lot or parcel of land located within that subdivision -- which subdivision building lot or parcel of land has a common landscape sprinkler irrigation system being supplied landscape irrigation water from a source other than the city domestic water system, shall be allowed to also connect its landscape sprinkler system to the city domestic water system as a secondary source of the shoulder season. What that really means is that we disallow the customers to hook up not only to pressurized irrigation, but also to our domestic water supply. The part that we are having a little trouble with, which we will emphasize later on, it says it may be allowed one joint use system per community. And that word may is what seems to be causing all the problems. This joined use connection should only be used to provide irrigation water during the time when the common landscape irrigation system has no supply of water, like when the irrigation runs out, they use domestic water to water their lawns. Here is a real quick education. This is allowed. This shows you a single point connection where the sprinklers are run by a pressurized irrigation system. You see the WW down at the bottom is the water meter, which goes to the home and the domestic water lines on the bottom. The pressurized water line also goes up to the community meter, as you can see, and whenever the pressurized irrigation drops off, the sprinkler system can be served with water from our system when the homeowners association allows it. So, we allow this -- this single point connection here. Here is another one. This is also allowed. This is simply with no pressurized irrigation. This is just like my neighborhood. I don't have pressurized irrigation. So, I have a water meter that comes to my house and I have a pressure vacuum breaker that goes and serves my sprinkler system. The third type is not allowed. This is where we have a cross -connection. You can see where the pressurized irrigation is crossed with the water coming in from the water meter. This is a direct connection from pressurized irrigation to our system. There is no protection at all. In fact, there is no pressure vacuum breaker, there is nothing, it's just a flat cross -connection. Here is also a thing that's not allowed. There is a back flow prevention device between the pressurized irrigation system and our domestic water line. However, it's not a common pressurized irrigation system, this is an individual one. This is a homeowner or just an individual plot someplace. This is what's specifically not allowed in our ordinance. Although engineering -wise and technically this will work, as long as that RP device is okay. This is also not allowed. Here is where the customer has an RP device that he wants water in the shoulder season and his homeowner association may shut off the big water supply that supplies the pressurized irrigation, so there is two RP devices involved, except the homeowners association controls that one on the top left and so it prevents the irrigation company, if you will, from providing domestic water to the irrigation lines, so the homeowner says, Meridian City Council Workshop June 8, 2010 Page 58 of 85 well, I still want to water my lawn, so I'll put an RP in to water my lawn from our domestic water. This is what can happen when an irrigation system goes a little bit crazy. This actually happened almost a year ago today. It was in Eagle. It was a boil water advisory in effect for an Eagle subdivision. It had happened that -- well, tell you what happened on June 12th. What happened was is somebody installed an RP device backwards and contaminated about a hundred homes and one of the things that exacerbated the problem was is there was a pressure difference between the pressurized irrigation system and the domestic water supplies. The pressurized irrigation system actually fed the domestic supply. That's something we would really not like to happen. This is what some of the other communities are doing about cross - connections and dual connections. First of all, Kuna water allows it. They say, yes, you can do it as long as you have got an approved back flow assembly installed. Nampa water does not allow it. It says no matter what -- they are like us, they say no matter what you can't do it. United Water does allow it. This is sort of a sampling throughout the different communities. There is some reasons to allow for dual connections. First of all, it gives customers the option of good customer service. If a customer wants to water his lawn during the shoulder season, he can do it whenever he wants to with a dual connected system. He simply turns the water on and when the irrigation system goes off and switches a few valves and away you go. It does provide us with additional revenue. We are certainly selling water whenever they are using our water and those fees could be charged to the customer -- you know, those fees we could collect and increase our revenues somewhat. It's -- this is an older version of the slide show. How did we do that? Anyway, we have allowed it in the past. What that means is that it has been allowed in the past, because of the -- of the folks who were there grandfathered in, so they allowed -- we allowed that to happen in the past. So, there are people out there that have these dual connected systems. Other agencies in the valley allow for dual connections and it does allow for a standard approach to all customers. It does increase customer satisfaction. We have had a lot of requests for dual connect systems and we have denied them thus far. Here is the cons for allowing dual connections. Increased risk for contamination of potable water system. The more dual connections you have, the more opportunity we have to contaminate our water supply. It's an increased work load and cause for cracking the back flow devices. That Tokay software that I mentioned earlier is a software that tracks everybody's back flow device in the city. Well, if you add another, you know, four or five hundred, that's four or five hundred more we have got to monitor. In times of severe drought or disaster like it says, this -- this dual connection is sort of -- reduces our ability to control wasteful water usage, domestic supplies, and so it does -- conservation is by default restricted if the dual connection system remains. Certainly does increase our enforcement efforts if we had a dual connection system. This is a challenge with our current ordinance. This is one of the things we are going to ask you to -- if we can change. That little section there where it says it may be allowed one joint use for point of connection, people are interpreting that word may to mean, okay, we can do it. We may be allowed to do it. So, allow us to connect it dually, why are you on our backs. Get off our backs and let us do it. Here is our recommended change. Just a few words. The same ordinance, it says will be allowed only one joint use point of connection, instead of several. It really defines it. There can be only one and that's if it's a joint use connection. These are our Meridian City Council Workshop June 8, 2010 Page 59 of 85 recommendations that we'd like you to consider this evening. We would not like you to consider using dual connection, except as specified in the ordinance. We would like you to modify the ordinance to allow only one common dual connection in a neighborhood. Certainly we would like to continue to enforce all city ordinances related to back flow with recommended modifications. That is generating about a hundred extra turn offs a month, by the way, for that -- just for that action. We'd like to continue to send out our annual testing reminder notices on approved systems. We do that on every system that we know about, we send out a reminder notice saying it's time to get your back flow preventer tested. These are the next steps that we'd like to initiate. First of all, bring the modified ordinance back to you for approval and, then, begin discussion on the other considerations related to the back flow prevention program and these are the other considerations. This is where part two sort of gets involved. We have to have part one in place before we can go to do part two and three, if there is a part three. Back flow testing repair, reimbursement program needs to be looked at hard -- very very hard. We are spending quite a bit of money to repair and test back flow systems in our communities. Our fee collection process is not real clear. We'd like to tighten that up. We want to make sure we are collecting fees for illegal connections and illegal taps. We may have to consider staffing changes if we change our procedures in the back flow system, because right now one person is monitoring several thousand devices in our system. We are having some issues with the customer -- with testers who are providing services to our customers. We don't test the systems, we provide them a list. We provide our customers a list of people who are certified testers to go out and examine their systems. We had a meeting with all those folks at the first of the year. We brought them into the room and said these are our expectations. That said, they are still out there trying to drum up business. Obviously, they are -- one person wants to get more than the other and so there is a lot of competition there for that service, so we want to streamline that process a little bit. Those are what we'd like you to consider this evening. First of all, just allow us to change that ordinance to tighten it up, so that we do not allow dual connections, except for the joint system on a community and once that's in place, then, we can talk about these other considerations at a future meeting. I'll answer any questions you have. De Weerd: Council, any questions? Hoaglun: Madam Mayor, quick -- Rich, I'm trying to think of a system -- a community system where their pressurized irrigation through the domestic water supply, the water we provide, but at the same time if there are wells on the property that they use, is that -- Dees: Common problem. Hoaglun: Okay. Dees: It's also not allowed. Excuse me. The same problem can exist. We don't know what the domestic -- their well can do. Maybe it's a shallow -- we don't have a clue if it's Meridian City Council Workshop June 8, 2010 Page 60 of 85 tested or not tested, good or bad or indifferent. So, it's the same problem. It is not allowed. Hoaglun: Okay. But do we know what the extent of that is out there -- Dees: We know there is a few. We don't know how many, but we know there is a few. We have one particular individual I think came before you asking to have that very thing done just not too long ago. Rountree: Madam Mayor? De Weerd: Yes. Rountree: On the one joint connection, who is responsible on the city side of that meter to provide the right size delivery pipe, so it can serve whatever size that joint community might be? Is that something the city would have to take on or is that something that the developer or the neighborhood would take on? Dees: Madam Mayor, Members of the Council, Councilman Rountree, that's something the developer would put in place. In other words, he would say, you know what, I need a four inch line to serve this -- this community and that's what we put in. We wouldn't put that in, but they would -- they will have to size it for whatever they are going to provide. Rountree: And they would put it in? Dees: Yes, sir. Rountree: And we would meter it accordingly? Dees: Yes, sir. Rountree: Okay. Dees: But they will buy the meter when it's put in and that's part of the charge. Rountree: Yeah. Yeah. Zaremba: Madam Mayor? De Weerd: Mr. Zaremba. Zaremba: On the grandfathered ones, do we know where they are or were they just allowed and nobody made a record of them? Meridian City Council Workshop June 8, 2010 Page 61 of 85 Dees: They were just allowed and nobody made a record. We are sleuthing them out slowly, very slowly, as time goes on, but it takes time. We don't know where they all are. Our guys are getting pretty good at it, though. They can spot them pretty well. In fact, they have spotted at lot of them here just recently, especially when sprinklers first turn on you can spot which ones are which and it's -- how they do it I'm not real sure, but we are sleuthing them out. There is quite a few out there. We have a divining rod. Yeah, those work. Rountree: I know a guy who can help you witch them if you want. Question on the back flow testing and repair. I understood that we paid for the testing. I did not understand that we paid for the repairs. Do we pay for all repairs? Dees: No. We pay up to a certain amount. It depends on the size of the service. I think mine is 50 bucks. I have a five -eights inch or three-quarter, five -eights inch service, that's 50 dollars at a maximum allowed for both testing and repair. If I have any repairs I need on my back flow preventer, that 50 bucks has to cover not only testing, but to repair that. If there is more than that, then, it might be -- Rountree: Okay. De Weerd: Anything further, Council? Dees: We are just looking to make sure that you're okay with us changing that ordinance to allow one single connection. Rountree: Madam Mayor, I guess from what Rich says and what's going on around us, I don't -- I don't like it, but I think it's consistent with what the market's providing, so I would say, yeah, clear up the may to when it can happen and how it's going to happen. That's me. I don't know about the rest of -- Bird: I don't disagree. Hoaglun: I feel the same way. Rountree: And I agree with these other considerations. I think we need to talk about how much we going to spend and if there is violations, what kind of fees can we collect. Dees: Indeed. Zaremba: Madam Mayor? De Weerd: Mr. Zaremba. Zaremba: I would also consider is -- just back on the grandfathered systems, they have been operating that way for quite awhile. Can we now put a deadline on them. Meridian City Council Workshop June 8, 2010 Page 62 of 85 Dees: We feel we can and that's going to be one of the things we will bring back to you. We will send letters out to those we know about and say you have got maybe a month of 30 days, 45 days, whatever, to put in a preventer or cut -- sever the line. Sever the connection, one of the two. And that's one of the considerations we will bring back to you and I agree, we can -- I think we can. I think we can. I think we can tell them, no, it's time, we made the choice not to allow you to do that anymore and now you have to change. Zaremba: Call it a grace period. There has been a long grace period. Dees: It's been a long grace period for some. De Weerd: Well, thank you, Rich. Dees: Thank you. De Weerd: Tom, anything you want to add? Barry: No, Madam Mayor, other than to say it will be a bit of a different transition to now go back to some of the community members who have been grandfathered and inform them that they have to, on their expense, transition their system to meet our ordinance. Particularly since we have, in some cases, as I'm informed, allowed in the past those connections and enabled them by placing meters -- separate on those connections. So, we -- just so the Council understands, we will be going back under this direction to remove those meters and that that may create some discord with some in our community, so -- Rountree: We are not there yet. Hoaglun: Madam Mayor and Tom, what we are looking at in our ordinance and going through that process -- so, this -- this irrigation season will probably be ended before all of this gets completed, I would assume, so -- Barry: That could certainly be -- you know, we could work on a timeline that the Council describes for us in which we could not implement these changes until a date certain, which is after the irrigation system and, thus, giving people, you know, essentially, a six month period to come into compliance. So, we could certainly work around that, unless Council wants to see this done more urgently. Hoaglun: Thank you. Barry: Okay. Thank you. F. Mayor's Office: City Scholarship Program Update De Weerd: Thank you. Okay. Item F was vacated. Meridian City Council Workshop June 8, 2010 Page 63 of 85 G. Clerks Office: Approval of New Beer and Wine License Application for The Griddle Located at 2310 E. Overland Rd. #132, Pending Meridian Fire Department Approval De Weerd: Item 6-G. Holman: Madam Mayor, Members of the Council, this is another one of the beer and wine license applications that we didn't want to have to have it wait for two more weeks, since we don't have a third meeting. So, instead of putting it on the Consent Agenda, we actually put this on the regular agenda, so we could possibly request, I guess, a motion that has some conditions in it and Chief Niemeyer has actually more information on what they are waiting for with this location. Niemeyer: Madam Mayor, Members of the Council, this is a -- the Griddle at 2310 East Overland Road. Chief Silva went out to do an inspection of the facility. There is three issues that we have at this facility. I think we can get those done if you make a motion to grant with approval with these conditions. At issue is at the rear of the facility there is a secondary egress exit. They have since put a wall up, creating a hallway, and behind that wall is the exit, so you cannot see the exit sign, cannot see the door and so what we are asking them to do is move the exit sign to where it is visible from all patrons within the business there. Also, that door does not have any panic hardware, which is a code requirement, so that if we do have a fire in that building people don't have to stumble for a door knob, they hit the panic hardware. So, the three conditions would be to post the suite number on the rear door, so we can identify the address on the back side of the building. Move the exhibit sign on the east wall to provide a visual and also provide panic hardware on the east exit door. Chief Silva does have a follow-up inspection with the occupant owners. So, those would be the three conditions that we could request. Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: Mark, what is the time limit on the re -inspection? Niemeyer: When I talked to Joe today he said about two weeks. This is something that the business owner calls us back to arrange that re -inspection once they have completed the three things. He believes we can do that within the next two weeks. Bird: And when is the liquor license? Holman: Madam Mayor, Members of the Council, Councilman Bird, the liquor license -- everything is ready to go on it, except for your approval and those three conditions, so didn't realize that it might be two weeks out. Niemeyer: I think that's the max that -- Meridian City Council Workshop June 8, 2010 Page 64 of 85 Holman: The max? Niemeyer: -- Joe gave me when I talked to him about this. Rountree: Madam Mayor? Bird: Wouldn't -- yeah. Go ahead. Rountree: I guess I have a little problem that we are holding a beer and wine license over somebody's head that's a violation of code. If they are in violation of building code and fire code and fire safety, we ought to see some kind of a fine or a ticket, not hold up an application for some other function, but I guess that's just me. We have got enough leverage other places, why are we doing it with the beer and wine license? Bird: Madam Mayor? De Weerd: Yes. Bird: You took the words out of my mouth, Charlie. But, I'll tell you what, I can't believe we know a code violation like that, life safety code violation in a restaurant, where you have got gas utility, chances of fire more than the average retail outlet, and we don't put a violation on it? I'm like Charlie, why are we holding the wine and beer license over their head? This is a code violation, it's nothing less than that. We shouldn't have to hold a beer and wine license over their head. Let's get it taken care of. Nary: Madam Mayor? De Weerd: Mr. Nary. Nary: Madam Mayor, Members of the Council, the clerk's office, legal, the various departments came to you about two years ago on this very issue that we find occupancy issues when we inspect for these purposes, we find code compliance issues, and so we got directions from the Council a couple years ago saying we are not going to issue these until they come into compliance, so that we can make sure they get done. Obviously, you all know a beer and wine or a liquor license is of great value to the businesses and we could cite them and go through that process and go to court and spend a few months, but they are also, then, going to be serving alcohol at the same location and there is some time. This is much more of an immediate impact. So, understand it seems like a disconnect, but many times -- and I don't know that in this particular instance -- my assumption is this particular instance it wasn't discovered because of the beer and wine application, it may have been discovered on a routine inspection that the change had occurred, but this was the direction you folks gave us a couple years ago, to make sure they are in compliance with all conditions of the city before we would issue them a license. Meridian City Council Workshop June 8, 2010 Page 65 of 85 Bird: But -- Madam Mayor? Bill, I agree with you a hundred percent and nothing in my opinion's wrong with this, but, let me tell you something, we have got -- we have got three -- two people and engine companies out inspecting. Now, let me tell you something -- and it's supposed to be done on a yearly basis. I know -- I know we had never -- we were way behind and now I think we have got them all and maybe we can get around to it. But this is such a code violation that it isn't even -- I mean it's horrible. don't care -- the beer and wine license don't mean a thing to me. If they have a fire in there, they got a wall built in the exit door and, like you said, it don't have a panic on it and you're in smoke and stuff, do you think you're going to find it? Absolutely not. In massive fires the most deaths are found at the doors. I could give them the license, but let's put a time limit on the code and close them down on -- close their business down. That will do more than no beer or wine license. Niemeyer: Madam Mayor, Councilman Bird, we do do that. We are out doing inspections annually now. I do believe we are completely caught up on the business. So, when we find these violations we do give them notice that it needs to be fixed and, then, we set a reschedule to come back and make sure that that does get fixed, so we are out doing that today. Bird: Madam Mayor, can I -- De Weerd: Yes. Bird: Bill, is there a legal limit how long we have to give them on something severe like this? Nary: Madam Mayor, Members of the Council, I mean I think the intent of the fire department and the fire marshal -- I mean we have discussed it, I mean in trying to allow businesses reasonable time periods, because of -- we get to that. I mean a couple of weeks -- I understand you're saying perfectly clear, but I think I'd have to trust the fire marshal to be comfortable that there is still enough evacuation opportunity there that one door that's defective is not significant enough to close the business. So, again, understand the disconnect you're feeling about the license, but, again, many times the license is the greatest motivator these people have and shutting them down isn't necessarily -- I mean that's certainly going to be a greater motivator than anything else and we have certainly done that in circumstances where we felt like safety was compromised, we have shut the power off of facilities because of that and this particular one I never had a discussion with Deputy Chief Silva, so I don't know, but my assumption is that he felt there was enough of a risk to make them comply, but not enough of a risk to make them close down. But, again, we were under the direction that we are not going to issue anything for folks until they get to compliance, whether it's CO's or whatever. Bird: I remember when that was done. Madam Mayor? De Weerd: Mr. Bird. Meridian City Council Workshop June 8, 2010 Page 66 of 85 Bird: If we are done with discussion, I move we approve the beer and wine license for the Griddle and make sure that within two weeks the violations of life safety is taken care of. If not, a violation be filed. Holman: Madam Mayor, Members of the Council, may I ask a question? De Weerd: Not unless I have a second. Hoaglun: Second. De Weerd: Okay. Now discussion. Thank you. Holman: Madam Mayor, Members of the Council, Councilman Bird, am to give them the license tomorrow or do we hold -- Bird: As far as I'm concerned give them the license. Holman: Okay. Bird: Just make sure they come within two weeks. That's my opinion. Nary: We have no means to revoke it if they don't. We can only cite them for the fire violations, but we can't revoke that license and that's the reason why we have held them. Bird: I'll tell you what, in Idaho State Code you can close them if they are life safety. can tell you that's the only exit they have got in there. I have been in that place too many times. Nary: And, like I said, Councilman Bird, that was the only reason why we have held these, is because we don't have any means to revoke this license under our code currently if they don't comply. We can cite them, but we can't revoke it. If that's your direction, that's fine. I just want to be sure that's clear. Hoaglun: Question, Madam Mayor, to the maker of the motion. Then, what I heard your motion was that to approve the new beer and wine license to the Griddle pending the approval of fire department, they have got to get those three things done before they receive that beer and wine license. Bird: Well, yeah, that will be fine with me. Let's just get the thing -- violation taken care of. And you're probably right, Bill. We don't have nothing to hammer them with if we don't keep it. De Weerd: Okay. So, we have clarity on that motion? Meridian City Council Workshop June 8, 2010 Page 67 of 85 Zaremba: One more clarification. De Weerd: Mr. Zaremba. Zaremba: The clerk would hold the license and not hand it to them until the fire chief says it's okay; is that correct? Bird: That's fine. Holman: Madam Mayor, Members of the Council, Councilman Zaremba, when we have done this in the past, what I have done is I have gotten the Mayor's signature tonight and, then, I hold the license without my signature or city stamp on it until fire would notify us that those three violations are done, they are in compliance, and, then, I sign and we release. Zaremba: If that's the intent of the motion I'm with it. De Weerd: Okay. Any further discussion? 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. H. Planning Department: Rails with Trails De Weerd: Okay. Next item is Item H. Ellsworth: Madam Mayor, Members of the Council, on this agenda item I am here before you to provide a brief update on a project that staff has been working on and for this agenda item by staff I'm now referring totally to the planning, but there is an inter- departmental working group comprised of representatives from the Parks and Recreation Department, Public Works, Planning Department, as well as the Mayor's office, to take a look a multi -use pathway paralleling the railroad tracks. As you may recall, this has been contemplated for quite awhile in the city's Comprehensive Plan, it was also incorporated into the pathways master plan that the city originally adopted back in 2007. This segment of pathway is somewhat unique as to compared to some of the other ones that the city has around town in two very important ways. The first of which is that a very limited potential for this pathway to be implemented through the development process as was fairly common around town when development occurs. The other unique quality of this project is that there is a difference stake holder involved and that is Union Pacific. So, when the city initially approached them set up dialogue, give or take a year ago, Union Pacific's response was what you put in front of us so far isn't quite enough for us to actually give you a response. Why don't you go back, collect some more information, tell us exactly what you're trying to do, and, then, come back Meridian City Council Workshop June 8, 2010 Page 68 of 85 and that way we can engage in that dialogue. So, to that end the city has moved forward in developing information on materials. Huge hats off to Tim over in Public Works, he's been working extremely hard through this working group on a PowerPoint presentation that basically can orient folks about the project, what it seeks to achieve, so on and so forth. The city also retained the services of Alta Planning and Design, you may remember from the master pathways plan, to prepare, essentially, a concept plan analysis and refined alignment study for this -- this proposed project and it has identified central constrained areas and goes into greater level of detail than just one line on a map at 30,000 feet. The study in fatal flaws analysis concluded several things, two of which were, one, there is more than enough room in most locations -- this is a wide corridor and it looks from -- from their expert view, like this should be a viable project, essentially. Number two -- and this comes back to the fatal flaws component of it, is that inter -jurisdictional buy -in may be a challenge, so you can read between the lines there, there is a high level of communications that still has to go on and there is one time a stake holder that they might be a little bit new at this sort of thing, so we need to work hard to bring them on board. The city further has commissioned the same consultants to prepare corridor renderings in order to help tell the story both to that -- that primary stake holder, as well as other potential partners. So, just some examples. You can see the amount of lift in between the railroad tracks off to the right of the screen there and the fence that's to the right of the proposed pathway. Two more concept drawings, again, the cross-section here spells it out again fairly clearly on the typical cross-section exactly how much width we are talking about. Again, this is just the northern half of the right of way that's pictured here. So, again, the purpose of the presentation tonight is to introduce you to this project, to make you aware of staffs efforts to date and seek Council's permission to continue moving this project forward. So, with that I welcome your questions and comments. De Weerd: Thank you, Matt. Any questions from Council? Bird: Madam Mayor? De Weerd: Yes, Mr. Bird. Bird: Matt, what kind of investment are we looking at to move forward with it? Ellsworth: Madam Mayor, Members of the Council, Councilman Bird, as part of the fatal flaws analysis I do recall a refined cost estimate. I don't have the numbers right here in front of me, so that that's something that I can follow back up with you -- Bird: No problem. Ellsworth: -- if you guys want. Hoaglun: Madam Mayor? The line out here is being leased by another entity from Union Pacific? Do they enter into the equation at all, the lessee, or is it just Union Pacific that we have to deal with? Meridian City Council Workshop June 8, 2010 Page 69 of 85 De Weerd: We would be dealing primarily with Union Pacific. They have made it clear that it would be their decision, but certainly we would want to bring Watco or Treasure Valley Railroad into the discussion as a stake holder, certainly, and someone that we hope to work closely with. Bird: Yeah. Hoaglun: Thank you. Zaremba: Madam Mayor? De Weerd: Mr. Zaremba. Zaremba: Are we discussing with neighboring jurisdictions that this might be a continuing path that goes beyond the borders of Meridian? I mean it sounds to me like this is something we could all do together and -- De Weerd: Part of the strategy is to work with the potential stake holders and others that have an interest through compass and our neighboring cities to gain the political support and show broad interest and support for this project. Zaremba: That would be cool. De Weerd: Mr. Rountree. Rountree: Madam Mayor. First observation is that the renderings opposite the path, which would be on the other side of the right of way are not near weedy enough. Second observation is that I don't see anything and I have not heard anything about -- or seen a cross-section or typical section of what the pathway and intersections with the major corridors that it crosses looks like and how that would be handled. Nor have I heard any discussion or seen anything of how rail spurs that currently exist and those may come in the future would be handled. To me those are pretty significant fatal flaws, if you will, particularly from a safety standpoint. Ellsworth: Madam Mayor, Members of the Council, Councilman Rountree, I can't speak to the issue of rail spurs. I can say that in Meridian pathways master plan there is a discussion of roadway crossings, there is a very high level analysis of what traffic volumes would need to be to constitute different source treatments. Again, falling back on the expert, Tim Kerns has indicated that he's going to push really, really hard for some sort of a dedicated crossing to Eagle Road. He said that point blank unsafe. But I think as far as the strategy is concerned, the thought was to engage the primary stake holder in a dialogue to see if it's worth coordinating with ACHD and to allow that -- you know, some of those design questions be answered further along in the process. Rountree: Thank you. Meridian City Council Workshop June 8, 2010 Page 70 of 85 De Weerd: Councilman Rountree, there was a very detailed analysis of the corridor identifying where the bottlenecks -- certainly the huge challenges might be. There has been some initial contact with various stake holders in terms of Ada County Highway District, the irrigation district -- again, it's all on initial comments, nothing in depth at this point. But, again, we wanted to get this in front of you first to make sure that we are all on the same page as we would, then, move forward on next steps. Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: I got a dumb question. What's the 16 inch sewer line doing in there? Hoaglun: That wasn't so dumb, Councilor. I was going to ask the same question. De Weerd: I think that's re -use water line. Barry: Mr. Bird that is a rendering that shows the potential for reclaimed water line in that corridor. We figured if we were going to enter into conversation with Watco or UP, that we'd try to test what sort of limits that easement restriction might have and one of the thoughts there also was that if we ended up being able to viably locate the reclaimed water facility, the contributions for the improvements to that pathway section would be in partnership with the Enterprise Fund. Bird: Well, that isn't sewer line, though. You're not putting sewer down there Barry: But reclaimed water would be -- Bird: Well, I know it comes out in sewer line, but -- Barry: Right. It's still in the Enterprise Fund, because it's still part of the wastewater utility, so -- Bird: Okay. Thank you. De Weerd: And kind of for the same purpose of the pathway. This is a pristine corridor that connects for seven miles and what a great opportunity not to move people, but infrastructure that can open up new services to our citizens. Bird: Twenty years ago that path was pretty good pheasant hunting between here and Nampa. Rountree: It still is. Bird: It still is, but -- Meridian City Council Workshop June 8, 2010 Page 71 of 85 De Weerd: It's legal. I guess it's not annexed, so it is legal, although no one would like it done behind their fence. Rountree: So, are you looking for direction on -- De Weerd: Yes. Rountree: I think moving forward is the right thing to do. Make sure we look at the fatal flaws and put a finer point on some of what it's going to cost to overcome them. De Weerd: Yeah. And I think at the first place is to make sure Union Pacific is agreeable to continue discussion, because, then, that could kill it immediate and so we want to make sure we are ready to move forward if they are. Zaremba: Madam Mayor? De Weerd: Mr. Zaremba. Zaremba: I don't know whether Union Pacific -- whether it's a question of desire or not, but I believe there are such pathways other places that this would not be their first request, so it is -- whatever obstacle they throw up, somebody must have overcome them at some point. De Weerd: I think they will look at throwing up obstacles and we are trying to anticipate what they might be, have ready answers and examples to share with them, so they are more favorable to our request. Okay. With that said, we will start rolling this forward. Thank you. Barry: Thank you. I. Planning Department: City Energy Plan Update De Weerd: Thank you, Matt. Okay. Pete, City Energy Plan update. Friedman: Thank you, Madam Mayor, Council Members. In front of you, you have the hard copies of our energy efficiency and conservation strategy and, as you know, this was funded through our energy efficiency conservation block grant. This energy efficiency conservation strategy identifies 31 actions for the city to undertake over a ten year period. Some of those can be considered in future budgets. However, seven of them are the projects that are being funded through the grant and are about ready to kick off. Steve mentioned earlier the Fothergil pathway that is under design and has since putting together a big report July. The second one we will be undertaking is the installation of the -- at least the procurement of the turbo blowers for the wastewater treatment plant and I understand that we will probably be able to step that out and have that move forward at least towards the purchase within about six to eight weeks or at Meridian City Council Workshop June 8, 2010 Page 72 of 85 least get the procurement process started on that. Following that we will probably be looking at the switch out of the light switches and motion sensors for the fire stations and replacement of the lightening at the wastewater treatment plant, maybe by fall getting them onto that and, then, we will be moving onto the police department re- commissioning and, then, ultimately finishing up with the street light LED replacement and, then, finally, the design of Five Mile pathway between Ten Mile and Linder. So, this, as I say, lays out some more immediate projects and, then, kind of highlights in a very general manner the remaining 24 actions. Some could be accomplished by in- house staff, others would be brought to Council over the next few years with budgets and so forth and we also will be folding parts of this into the Comprehensive Plan. I imagine this will be a living document that no doubt will probably evolve and mature as time goes on and some of our energy challenges face us in the future. So, it's our first step in pulling together a complete strategy for the city and be energy efficiency. De Weerd: Well, I guess, Pete, what I would like to see and I believe that Warren mentioned it earlier in his comments about capital improvement plans and street lighting straight, I do think we need to take a look at this, work with capital improvement plans of both -- both the General Fund and Enterprise Fund where appropriate and, again, make sure that these are captured and that it is constrained as well. Friedman: Madam Mayor, Council Members, as you know, one of the projects will be the demonstration project, replacing those existing street lamp elements with the LEDs from 1-84 up to Fairview along Main Street. So, that will be our demonstration project. And, then, in my discussions with Public Works staff, I think what -- one of the things we will be doing is in terms of looking at their development standards to incorporate higher efficiency light elements into the Public Works standards for street lighting. So, that's yet another one of the actions in here and, then, again, coordinating with Public Works in trying to get those -- there is two different types, there is LED and there is another type of elements that they have been looking at incorporated in the streetlights. De Weerd: Okay. Zaremba: Madam Mayor? De Weerd: Mr. Zaremba. Zaremba: This is kind of a side thing, but somewhere I read about streetlight fixtures that actually have solar collecting, I guess I'd say or power generating ability. Of course, with solar, unless you have batteries it doesn't -- doesn't help you to collect solar during the day and run a light at night, but they do use them -- they are not necessarily self sustaining and not connected to the grid, what they are is they are connected to the grid and during the day they put more energy into the grid, so that, essentially, you're selling -- selling electricity to the power company and, then, at night the light uses energy out of the grid at a much cheaper time and I don't know whether that pencils out or not, but it sounded like an intriguing concept to me. Meridian City Council Workshop June 8, 2010 Page 73 of 85 Friedman: Madam Mayor, Council Zaremba, Council, I haven't heard of that one, but one of our local companies -- in fact, the Mayor and I met with one of their representatives a number of months ago, actually has developed a streetlight that is totally solar generated, they were actually able to place those kinds of lights in areas that are off the grid and I don't know the engineering behind it, but that's one of the products that they are developing and, again, working with Public Works if there is areas, you know, where we have challenges with lighting and so forth, certainly it's one of -- one avenue worth exploring. There is a lot of interesting things coming out in the whole realm of solar and power generation and net metering and all of that. Rountree: Madam Mayor? De Weerd: Mr. Rountree. Rountree: We have seen this in bits and pieces and it appears to be a well pulled together document. I would like some time to go through it. I believe this would be used for the application or part of the application process, correct, for the grant? Friedman: Madam Mayor, Council Member Rountree, Council, that's true. This is the -- we are now in the implementation stage, actually. We have been awarded the balance of our grant funds, so now I'm working with each one of the respective departments and purchasing to move forward on implementing those seven projects that were identified within here. Rountree: My question is should the city not just silently adopt this, but, actually, endorse it by motion and have it signed -- have a cover letter and sign it? What's appropriate? Friedman: Madam Mayor, yeah, if it's the Council's preference to adopt this as the city's energy conservation strategy you can do that. Sign it. We would transmit it to DOE. Parts of it already have been. The long range aspect of it was sort of a value added element of it. The seven projects that are in -- as I call it the short-term strategy, have been transmitted to DOE and by the award of the balance of the grant they have, by de facto accepted, but I certainly would be able to transmit this to them and say here is our strategy that was a result of the funding that we did receive. So, that's a great idea. De Weerd: Okay. If you would like to us to bring that back -- Nary: Madam Mayor? Madam Mayor, Members of the Council, we could bring a resolution on the 22nd for the Council to approve and that would be a part of the attachment that Mr. Friedman could set. Rountree: Is that timely enough? Yeah. I think that would be good and give us time to look through it and I guess if there are comments or concerns, to get back to you soon, so maybe we can get some corrections or addendums or -- if we do put any cover letter we can make some clarifications as need be. Meridian City Council Workshop June 8, 2010 Page 74 of 85 Friedman: That's fine. I would be happy to work on anything you send my way. As you have indicated, you have seen this in a couple of iterations before. Rountree: Different iterations, yeah. Friedman: Yeah. De Weerd: Okay. We will bring it back on the 22nd, then. Rountree: Thank you. J. Public Works: Budget Reallocation for Well 28 Pumping Facilities Construction for a Not -to -Exceed Amount of $180,000.00 K. Public Works: Budget Amendment for Sewer Line Replacements for a Not -to -Exceed Amount of $125,000.00 De Weerd: Thank you. Okay. Item 6-J, Public Works -- J and K. If you're presenting these -- two different people or you can present them all at once. Dolsby: Madam Mayor, Members of the Council, we have two separate budget amendments that I will talk about together. They are both taking advantage of a savings that we had in the land acquisition for the ground reservoir when we acquired the land a few months ago. We acquired it at a much lower price than we had originally anticipated, so we had some savings that we have already utilized for a budget amendment that was presented in April, but we wanted to further utilize the funds for these two opportunities. First is for a Well 28 pumping facility. We are requesting an 180,000 dollar budget amendment. This amendment will help to fund to drill the well deeper. We wanted to drill the well deeper to explore opportunities, find better water, down on a deeper well and just to find out more about the system and to research several different opportunities associated with the well and also we request to put in an on site hypochloric generation system and replace the chlorine storage, which has a higher initial capital cost, but over the life cycle of the well it will save upwards of 300,000 dollars that we would spend in chlorine storage cost. This second budget amendment is for 125,000 transfer from the ground reservoir to sewer line replacements, which will be used for deteriorated sewer lines in the system to repair or replace those lines that have been identified through our collection system trust that we acquired last year. And with that I will stand for any questions. De Weerd: Council, any questions? Bird: I have none. De Weerd: Okay. Meridian City Council Workshop June 8, 2010 Page 75 of 85 Zaremba: Do we need a motion? De Weerd: Yes, we do. Zaremba: Madam Mayor? De Weerd: Mr. Zaremba. Zaremba: I move that we approve the budget reallocation of Item J and the budget amendment of Item K. Rountree: Second. De Weerd: I have a motion and a second. Any discussion? Madam Clerk, will you call roll. Roll -Call: Bird, yea; Rountree, yea; Zaremba, yea; Hoaglun, yea. De Weerd: All ayes. Motion carried. MOTION CARRIED: ALL AYES. Item 7: Community Items/Presentations A. Community Development Block Grant (CDBG) Activity Prioritization: Discussion of Activities for Use of PY2010 CDBG Funds Anticipated at $274,368.00 De Weerd: Okay. Item 7 is our Community Items on our CDBG. Ellsworth: Madam Mayor, Members of the Council. I'm going to fast forward the presentation here to the current agenda item. Yeah. Thank you. So, we are -- we are initiating a process to prepare next year's CDBG action plan. As you will recall, the action plan is a requirement of the Department of Housing and Urban Development in order to secure that annual entitlement. HUD has allocated those funds in the amount of 274,368 dollars to Meridian for the next program year, which begins on October 1st. So, I'm before you this evening seeking Council's take on the priority activities to include in that plan. A brief program overview. The program tends to adopt community development needs, of course. It's to develop viable urban communities, provide decent, safe and suitable housing and the high level national objectives are to benefit persons of low, moderate income, to address urban blight, and to meet urgent need. That urgent need category is one of the national objectives, it's not something that's generally applicable here due to the interpretation of it. But other considerations in addition to Council's input this evening that are going to feed into the action plan draft activities that are identified for next year. HUD does mandate a minimum of 70 percent Meridian City Council Workshop June 8, 2010 Page 76 of 85 expenditure on those LMI activities. The primary focus of this program is to be on residential low and moderate income, so that's -- that's the way that they -- that they address that requirement. There is some additional funding caps, 20 percent of the annual allocation can go towards planning and administration. Public services, which as you will recall, include the Food Bank this year, included some assistance to the Boys and Girls Club that is capped out at 15 percent. A side note is that those public service activities can also benefit low moderate income populations, those are not mutually exclusive. It can be a little bit -- a little bit confusing until you really dive in and take a look at it. One of the factors at play coming up, especially next program year is the update of the city's consolidated plan and the consolidated plan is a longer range general direction setting document, it's also required by the Department of Housing and Urban Development. It has a five year time span to it. The city's initial consolidated plan was approved by the Department of Housing and Urban Development in 2008, it covers program years 2007 through 2011, looking down the road and also looking to fill some holes in our existing plan, we are going to initiate the update to that plan beginning next year. But where I am going with this is it's a rather larger undertaking, there is a lot of different pieces to that puzzle and staff is going to be awfully busy updating that plan and making sure that the city can continue to receive those fundings into the future. So, as it applies to next year's action plan, unless staff receives direction otherwise this evening, staff feels that it's probably most appropriate to try to limit the overall number of activities in order to decrease the administrative leg work. What we are finding as we really get into these projects is that in a lot case in a lot of ways there is the same amount of leg work that goes into a two to three thousand dollar project as there is that goes into a 200,000 project. So, we could really allow staff to focus on that consolidated plan update by picking a couple of top priorities, going in that direction, and wrapping up the plan in that manner. So, the activity ideas that I will get to here in just a second were generated from several different sources. I contacted the city department directors on May 3rd to get their take and request their assistance in identifying potential uses of funds. I also reached out past recipients and other interested organizations that have approached me about the program. Again, those contacted earlier last month per our citizen participation plan. The city also held a pre - draft public meeting on May 26th, 2010, it was advertised in the Valley Times. E-mailed -- it was advertised over e-mail and for a change we actually had a turn out at that meeting, which was encouraging, it wasn't just me hanging out by myself and waiting for something to happen, so it was kind of nice. In addition, there are past commitments. The city is currently spending funds on designing public facilities improvements. We will get to that again in a second, but just to remind you, there is an expectation on the part of the Department of Housing and Urban Development that if a community spends funds designing a public facility that they move that project forward to construction within a reasonable time frame. So, to dive in, the activities that were proposed include continued assistance through the Meridian Food Bank, they have, frankly, been one of the city's strongest partners as a sub recipient thus far, so certainly including -- or continuing that assistance to them was thrown out as a possibility. Affordable housing. In the past we have worked with the Boise Ada County Housing Authority to meet that objective. This year we were approached in addition by Neighborhood Housing Services, also located in Boise, but their jurisdiction is broader than that, so without Meridian City Council Workshop June 8, 2010 Page 77 of 85 going into the intricacies of who is providing the service before you this evening is affordable housing and we are trying to determine where that falls on the list of priorities here. Proposed during the public meeting on May 26th was the possibility of using CDBG funds for some sort of foreclosure prevention and educational counseling, something along those lines. Brief side note on that. Staff did not receive any actual proposals that spells out exactly what that would look like. Similarly, homelessness prevention is another issue that was discussed at the public meeting, people suggested taking another look at Catch or something similar. When we took a look at that in the past, the restrictions that apply to CDBG make it somewhat more limited than what they do over in Boise, but it's still something that we could potentially consider down the road in the future. They also talked about a shelter as a substantial longer term goal, but for purposes of next year's CDBG action plan, the amount of funding that's available doesn't necessarily lend itself to a project of that magnitude. So, that might be another one to keep in mind if we draft the consolidated plan coming up here next year for a down -the -road priority. I was also approached by the community garden folks who Luke mentioned in his presentation earlier this evening. Their overall dollar amount was relatively small compared to some of the other possible projects that we could pursue, but, nonetheless, that's in here and I was interested in Council's take to see where that shakes out as a possible use of CDBG funds. In addition, a familiar project to City Council, Five Mile Creek, segment H-1, pathway construction, and that is the project I alluded to earlier, it's currently under design. Parametrics is working diligently on that. It parallels Five Mile Creek between Pine and Fairview and if we need to go into additional detail on that project we certainly can. Another activity that we have been funding in years past is code enforcement in the low moderate impact area surrounding downtown. We have worked with the police department and the code enforcement folks to identify a process through which we can provide for reimbursement to the city for that targeted proactive code enforcement that goes on in the eligible area. So, what's worked well with us in the past -- while I'm pausing for a second, if there is any questions that I can answer I would be happy to do so. Hoaglun: Madam Mayor. Quick question back flow meters in LMI areas? De Weerd: Nice try. Matt, code enforcement, does that include Ellsworth: Madam Mayor, Council, Councilman Hoaglun, not that I'm aware of. Hoaglun: It's a safety issue, health and safety issue, so, you know. Ellsworth: Something we could take a closer look at if you like. Hoaglun: Just throwing it out there. Zaremba: Madam Mayor? De Weerd: Mr. Zaremba. Meridian City Council Workshop June 8, 2010 Page 78 of 85 Zaremba: Not that we need to be adding to the list, but I guess a question about whether they might qualify. Is it Allumbaugh House? I'm trying to think of the -- Bird: Yeah. Allumbaugh. Zaremba: Am I saying it right? Meridian makes a contribution to that. Could this -- could this fund help with Meridian's contribution there? And, then, also Meridian Cares -- is that the right name? For the months -- and the water department's billing, if we attempt to help somebody, I mean they have to go through a vetting process to qualify for that, so they clearly would be low moderate income people that apply for Meridian Cares. I just -- I don't want to -- I don't want to get into deciding each individual one, but we have a process for doing that and just could this contribute money into Meridian Cares? Ellsworth: Madam Mayor, Members of the Council, Council Member Zaremba, in response to the first proposed activity, that's something that I would need to research a little bit more closely, the Allumbaugh House. I believe it would be an eligible use of funds, but I'm reluctant to speak off the cuff without diving in and making sure I'm giving the accurate answer. My first inclination is that it would probably detract from public services, if I had to guess, so to translate that would be money that would not be available for the Food Bank or some other of those public service type projects. But, in any event, that's something that I can definitely research, especially depending on where it falls on the overall list of priorities. It's -- I included another category on my spreadsheet here, so that's now something in one of those rows. In response to Meridian Cares, that's one that in the past we discussed at the suggestion of Stacy in finance, take a look at it and it may require some tweaking of exactly what the requirements are to be eligible for that assistance, but that's another one that I think would be an eligible CDBG project, so there is some pros there, it's a great service and it's something that we can certainly take a look at. The cons are that it's somewhat difficult to peg an exact dollar amount that's going to go along with that, again, it may require the revision of some of the eligibility criteria that the city uses now. We may have to tighten the screws on it if that's the direction that we go. So, other elements to consider, but those are both very good suggestions and, like I said, they are on the list here, we can see where they play out with you out of the rest of the city's priorities. De Weerd: Tom has a comment? Barry: Madam Mayor, Councilman Zaremba, I just wanted to point out on the Meridian Cares program, as much as I support that program, it is not fully utilized to date and so we actually have funds left over in the program that we financed, and so I just hate to see CDBG funds go to finance that program when it's already underutilized. So, I think we have some work to try to get that program more heavily utilized and through awareness and those kinds of things and, then, perhaps we can come back in revisit it with CDBG funds, but at this point it would seem like there might be higher priorities for those funds. Meridian City Council Workshop June 8, 2010 Page 79 of 85 Zaremba: Absolutely. Thank you. Ellsworth: And, Madam Mayor, Members of the Council, to -- again, to reiterate that concern the staff identified earlier, when we start getting into those two or three thousand dollar projects, just so that the -- the Council is aware, staff is going to be spread rather thin with this consolidated plan update in the first place and starting to pepper the city with projects of that size is somewhat concerning from where we are sitting. Of course, we will do anything that we can with the direction that we are given, but that's another consideration to keep in mind. De Weerd: I think it's significant size, just not what was budgeted for. So, it all depends on what the definitions of that is or are. Rountree: Madam Mayor? De Weerd: Yes, Mr. Rountree. Rountree: I think Matt's looking for priorities in the list of activities or other activities. don't need any other activity, there is plenty given your preamble to this. My number one would be Food Bank. My number two would be Five Mile, because we have already committed to that and we talked about doing this in the past. My third would be code enforcement. This affects that. I like the idea of the human safety and health in the LMI area and it relates to water quality, potable water, and irrigation systems, so I think there is a real opportunity there to maybe accomplish a couple things. De Weerd: Steve, did you have a comment? Siddoway: Madam Mayor, Members of the Council, I was just going to mention along the same vein as the Meridian Cares program that in parks we have a care enough to share program that funds low to moderate income folks that want to participate in summer camps, classes, things like that. Our request toward that fund are increasing. We currently still have funds that go towards it. I would just put that out there for possible discussion, maybe, in future years, because if I were choosing this year between that or File Mile Creek, I would choose File Mile Creek, but just to get that on the radar. We can track that over the next year and see where we are at a year from now. Bird: Madam Mayor? De Weerd: Mr. Bird: Bird: Matt, I would concur with Charlie on Food Bank number one and Five Mile Creek number two. Get that out. And, then, after that there is, you know, code enforcement and some other things, whatever we need, but I think those two are very, very important to continue with. Meridian City Council Workshop June 8, 2010 Page 80 of 85 Ellsworth: Thank you. Hoaglun: Madam Mayor and Matt, I like the list that Charlie laid out there. I did want to ask about affordable housing. Don't we already use some CDBG funding with Sage Resources for purchases of homes or are we using another pot of money for that, that they -- I'm trying to remember. It's been awhile since we had that presentation, but -- Ellsworth: Madam Mayor, Members of the Council, Councilman Hoaglun, I'm not aware of any -- any affordable home ownership assistance that's being provided through Sage. Sage has been involved in administering CDBG funds through the city that was prior to the city obtaining the entitlement city status, so those funds filtered through Department of Commerce through the state and states, then, administer those for us. The affordable housing assistance we have provided in the past has been through Ada County Housing Authority and they do, you're absolutely correct, provide down payment, closing costs, and related assistance to -- to allow low moderate income home buyers who may not otherwise be able to afford a home in Meridian, to get out and do so. Another side note, that's probably HUD's favorite activity that the city is currently engaged in, Department of Housing and Urban Development, and right now that is the housing component of the city's CDBG programs, so -- so, staff, again, would be somewhat inclined to recommend including at least some amount of money to continue toward that objective in next year's plan, but, again, it will all be back before you guys and in the form of the draft coming up here in a couple of weeks. Hoaglun: Yeah, I kind of like that, because it meets some goals of taking houses, getting people that might not be able to get into one into one, taking up excess in the market -- I mean there is lots of benefits, renovating neighborhoods and if they like it they can assist with money, so -- Ellsworth: So, was that a vote for -- Hoaglun: I would like to throw that into the list that Councilman Rountree had thrown out there as something that should be considered. De Weerd: And, you know, I guess I would like to make a pitch more for the foreclosure prevention and a lot of that is -- if you look at the Food Bank and Five Mile Creek, those are going to serve a lot more people and so will the foreclosure prevention serve more than the affordable housing piece, because you can only do such a few people with the down -payment and closing costs assistance. But, you know, it's kind of that teach them to fish type of concept is you can touch a lot more people with an education component. That's my two cents worth. Bird: Madam Mayor? De Weerd: Mr. Bird. Meridian City Council Workshop June 8, 2010 Page 81 of 85 Bird: I think that's a great, great concept, but the horror stories I tell, I hear the foreclosure things are quite hard to get the banks and stuff to work with you, unless you want to pay them completely off and take a new deal. So, I don't, know, I think helping somebody get into a new home might be a little better approach now than the foreclosure, while I hate to see anybody get foreclosed on. Ellsworth: Madam Mayor, Members of the Council, Councilman Bird, one possible compromise solution to consider again, but foreclosure prevention was discussed as a possible activity idea and no tangible proposal came before me. Thus far anyway. I know that there is an awful lot of informational materials out there that are available and an eligible use of the city's administrative allocation, that 20 percent of the overall allocation could be to print some additional ones, to do what we can to get the available resources out there and available within the community to point them in the direction we need to go in to obtain the services that are already available. De Weerd: Thank you, Matt. Ellsworth: Another follow up consideration of foreclosure prevention is I'm fairly sure the only way that we could really do that, other than information distribution would be through public services. So, the next question, Mayor, is foreclosure prevention versus the Food Bank versus other -- other services that we are currently providing. De Weerd: I think the Food Bank would win. Mr. Zaremba. Zaremba: Just to chime in with the rest, I think my priorities would be Food Bank assistance, Five Mile Creek, code enforcement and affordable housing would be my top four and including the ones that I suggested earlier, would be farther down on the list than those four. The only adjustment to that is I don't think we have sorted through what the wonderful gift from the Chinese artists is going to mean. They have given us -- donated some art for us to auction off for the benefit of the Food Bank and the Boys and Girls Club and the senior center and if -- I'm not sure we have clarified whether it means all the art they left here or selected pieces, but those are valuable pieces of art that may provide us with some sizable contributions and I just think we need to throw that into the mix here someplace. De Weerd: Well, I think it's a whole different ball of wax, but on that -- Zaremba: We gave a lot to the Food Bank through the art program, we might use that money differently from this grant. De Weerd: We don't want to be the middle man. I think that the best way to deal with that gift is to let the three organizations deal with it and so we can talk about that. Zaremba: No. That makes sense. That's fine. De Weerd: Okay. I'm not getting into selling art. Meridian City Council Workshop June 8, 2010 Page 82 of 85 Zaremba: Okay. Ellsworth: Well, Madam Mayor, Council Members, Council Member Hoaglun and as well as Mayor de Weerd, if you care to weigh in on your favor activity up on screen there? Hoaglun: Matt, you know, I like Charlie's list that he had, but I did want to have that affordable housing component on that list. I mean if I had to rank them, if I remember, Food Bank was one. We are already into the Five Mile Creek pathway construction and we need to keep going with that. Hoaglun: I'd say affordable housing and code enforcement. De Weerd: Me, too. Ellsworth: I apologize, Mayor, was that concurrence? Okay. Very good. Well, I appreciate that. What I heard was, of course, Food Bank, Five Mile Creek, code enforcement and affordable housing also up there as another priority. So, if this were an agreement there, those would be the instructions that I will keep in mind as we are drafting next year's plan and looking forward to preliminary prioritization over the next several weeks. Staff will prepare the draft action plan, get it out for public review. I'm shooting for the 18th to get it out where we need to have it for the public to come by and take a look. Coming up on June 27th -- or 22nd, excuse me, would be an additional public hearing to present the draft plan, to open the minimum 30 day public comment period that's required by -- by federal regulations, as well as a citizen participation plan, following up to that meeting on August 3rd, at which time we could close the public hearing, Council can consider any input received on the draft plan during the public comment period and if this Council is so inclined, to take action on the plan and, then, we can go ahead and forward the adopted plan to the Department of Housing and Urban Development for their review on August 11th, give or take a week before the deadline there to get that to them for them to consider it. Item 8: Ordinances A. Ordinance No. 10-1449: An Ordinance of the City of Meridian Granting Annexation and Zoning for 5.63 Acres of Land Located at the Northeast Corner of S. Ten Mile Road and W. Overland Road Meridian, Idaho More Commonly Known as Southridge West Commercial by Cabra Creek, LLC from RUT to M -E (Mixed Employment District) B. Ordinance No. 10-1450 (First Reading): City of Meridian Solid Waste Ordinance Meridian City Council Workshop June 8, 2010 Page 83 of 85 De Weerd: Thank you, Matt. Okay. We move to Item No. 8 under Ordinances. I would ask the city clerk to, please, read Item A and B, Ordinance 10-1449 and 10-1450, with the notation that on 10-1450 it's the first reading. Holman: Thank you, Madam Mayor. City of Meridian Ordinance No. 10-1449, an ordinance AZ 09-010, Southridge West, Cabra, for annexation of a tract of land situated in the northeast one quarter of Section 23, Township 3 North, Range 1 West, Boise Meridian, Ada County, Idaho, as described in Attachment A and annexing certain lands and territory situated in Ada County, Idaho, and adjacent and contiguous to the corporate limits of the City of Meridian, as requested by the City of Meridian, establishing and determining the land use zoning classification of said lands from RUT to ME, Mixed Employment District, in the Meridian City Code, providing that copies of this ordinance shall be filed with the Ada County assessor, the Ada County recorder, and the Idaho State Tax Commission, as required by law, and providing for a summary of the ordinance and providing for a waiver of the reading of the rules and providing an effective date. Holman: This is the first reading of City of Meridian Ordinance No. 10-1450, an ordinance repealing Title 4, Chapter 1, Meridian City Code, related to title, purpose, and intent, definitions, compulsory use required, enforcement authorities, franchise agreement, bond, rules and regulations, solid advisory commission established, fees, collection of solid waste and recyclable materials, special collection services and specific collection standards, prohibitions, nuisance declared, penalty, severability, and providing an effective date. De Weerd: Thank you. You have heard these two ordinances read by title only. Since Item 8-13 is the first reading, I would ask Council for a motion to approve Item 8-A. Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: I move we approve Ordinance No. 10-1449 with suspension of rules. Rountree: Second. De Weerd: I have a motion and a second to approve Item 8-A. If there is no discussion, Madam Clerk, will you call roll. Roll -Call: Bird, yea; Rountree, yea; Zaremba, yea; Hoaglun, yea. MOTION CARRIED: ALL AYES. Nary: Madam Mayor? De Weerd: Yes. Meridian City Council Workshop June 8, 2010 Page 84 of 85 Nary: Madam Mayor, Members of the Council, I just wanted to make you aware of the reason we did first reading on the solid waste ordinance is that in the number of iterations we have had of this ordinance, two sentences got dropped from Section 4-1- 10, subsection F, that were how the automated collection process is done, so we will reinsert those and put it on your next agenda for second and third reading for approval. Item 9: Other Items A. Executive Session per Idaho State Code 67-2345 (1)(c) - To Conduct Deliberations Concerning Labor Negotiations or to Acquire an Interest in Real Property, Which is Not Owned by a Public Agency B. (f) - to consider and advise its legal representatives in pending litigation De Weerd: Thank you. Okay. Item 9-A is an Executive Session. I would entertain a motion to adjourn. Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: I move we go into Executive Session as per Idaho State Code 67-2345(1)(c) and (1)(f). Rountree: Second. De Weerd: I have a motion and a second to adjourn into Executive Session. Madam Clerk, will you call roll. Roll -Call: Bird, yea; Rountree, yea; Zaremba, yea; Hoaglun, yea. De Weerd: All ayes. MOTION CARRIED: ALL AYES. EXECUTIVE SESSION: (Into at 10:58 p.m. and out of at 11:34 p.m.) De Weerd: --come out? Rountree: So moved. Zaremba: Second. Meridian City Council Workshop June 8, 2010 Page 85 of 85 De Weerd: All those in favor say aye. All ayes. Motion carried. MOTION CARRIED: ALL AYES. Rountree: Move to adjourn. Bird: Second. De Weerd: All those in favor? Thank you. All ayes. MOTION CARRIED: ALL AYES. MEETING ADJOURNED AT 11:34 P.M. (AUDIO RECORDING ON FILE OF THESE PROCEEDINGS) MAYOR MY de WEERD ATTEST: C JA CEE rl /rte/ Za ID DATE APPROVED CITY CL Fo 9 SEAL DATE: S4wwQ To ' SIT TO SENT TO NOTES "Mu" STAFF AGENCY APPLICANT ,man City C !TATE: June 8, 2x10 ITN U R: 4C PR CT NUERS rrEM'nTLE: Community Development Block Grant (CDBG) SubrecIpient Agreement with Meridian Development Corporation for a Not -to -Exceed Amount of $55,003.00 CLERKS OFFICE SAL ACTION- DATE: CT H DATE: F. MAILEV T© SENT Tia ' SENT T© None wnw" STAFF AGMY APPLICANT SUBRECIPIENT AGREEMENT FOR USE OF PY07 COMMUNITY DEVELOPMENT BLOCK GRANT FUNDS THIS AGREEMENT is entered into this 1 flay of April, 2010, by and between the City of Meridian ("City"}, a municipal corporation organized under the laws of the State of Idaho, and the Meridian Development Corporation, an urban renewal agency as established under Chapter 20, Title 50, Idaho Code ("Subrecipient"). WHEREAS, City is an entitlement community, and as such has applied for and received funds from the United States Government under Title I of the Housing and Community Development Act of 1974, Public Law 93-383, i.e. Community Development Block Grant ("CDBG") funds; and WHEREAS, Subrecipient is the urban renewal agency for the City, charged with increasing the economic vitality within the urban renewal area boundary and creating opportunities to live, work, and play Downtown; and WHEREAS, City and Subrecipient wish to enter into a cooperative agreement for the investment of CDBG funds from Program Year 2007 (PY07) during Program Year 2009 (PY09) ; NOW, THEREFORE, it is agreed by the parties hereto as follows: I. STATEMENT OF WORK A. Purpose. Subrecipient agrees that it shall use City's PY07 CDBG funds in the amount of fifty- five thousand dollars ($55,000) to reduce the spread of slum and blight in the designated Urban Renewal Area in a manner identified in Subrecipient's Urban Revitalization Strategy. Specifically, Subrecipient will use CDBG funds to design streetscape improvements associated with the Meridian Road/Main Street Split Corridor Phase 2 Roadway Project, which generally includes the Meridian Road/Main Street corridor from Franklin Road to Fairview Avenue in Downtown Meridian ("public facilities'). Subrecipient shall be responsible for administering its PY07 CDBG funds in a manner satisfactory to City and consistent with any and all standards required as a condition of providing these funds. B. National Objective. Subrecipient agrees to, and shall, utilize PY07 CDBG funds to retain consultant services to design public facilities as described herein. Such activity shall contribute to addressing slums and blight on an area basis, as defined in 24 CFR § 570.208(b)(1). Subrecipient recognizes that, as public facility design does not in and of itself address slums and blight, the stated National Objective will not be met until the public facilities are fully constructed. For this reason, Subrecipient further agrees to, and shall, secure funding for, and certify completion of, the construction of the streetscape improvements designed with the PY07 CDBG funds granted hereunder in conjunction with the associated roadway project, construction and completion of which is currently programmed for 2013. Subrecipient acknowledges that completion of both the design and the construction of the public facilities PY07 SUBRECIPIENT AGREEMENT - MERIDIAN DEvELopmENf' CORPORATION PAGE I of 13 .� shall be material provisions of this Agreement and conditions of City's grant of PY07 CDBG funds to Subrecipient. If the public facilities designed with PY07 CDBG funds provided under this Agreement are not completely constructed within six months of completion of the Split Corridor Roadway project, Subrecipient shall repay to City any and all funds provided to Subrecipient under this Agreement, whether or not such failure is or may be attributable to any act or omission by Subrecipeint. C. Levels of accomplishment. This project will provide Subrecipient funds to retain consultant services for the design of streetscape improvements for construction with the Meridian Road/Main Street Split Corridor Phase 2 Roadway project. This activity will not be complete, however, until the National Objective identified in I.B is accomplished by full construction of improvements designed with CDBG assistance. D. Documentation. Prior to committing funds to this project, Subrecipient shall provide the following documentation to City: 1. The date of designation of the blighted area and its boundaries; 2. A description of the conditions which qualified the area at the time of its designation in sufficient detail do demonstrate how the area met the criteria for such designation; 3. A description of the activity showing how it addresses a condition which led to the decline of the area; E. Staffing not funded. Subrecipient agrees that no CDBG funds will be utilized for staffing. F. Performance Monitoring. City will monitor the performance of Subrecipient against goals and performance standards required herein. Substandard performance as determined by City will constitute non-compliance with this Agreement. If action to correct such substandard performance is not taken by Subrecipient within fourteen (14) days after being notified by the City, Agreement suspension or termination procedures will be initiated. G. Time of Performance. Services of Subrecipient under this Agreement shall start on or before April 1, 2010 and shall be completed by September 30, 2010. The term of this Agreement and the provisions herein shall be extended to cover any additional time period during which Subrecipient remains in control of CDBG funds or other assets, including program income. H. Progress Updates. Subrecipient shall provide design updates to City related to the use of CDBG funds during project coordination meetings scheduled monthly between City, Subrecipient, and Ada County Highway District. II. ADMINISTRATIVE REQUIREMENTS A. Uniform administrative requirements. Subrecipient shall comply with applicable uniform administrative requirements, as described in 24 CFR § 570.502. PY07 SUBRECIPIENT AGREEMENT - MERIDIAN DEVELOPMENT CORPORATION PAGE 2 of 13 B. Financial Management. 1. Budget. Subrecipient agrees that it shall use City's PY07 CDBG funds in the amount of fifty-five thousand dollars ($55,000) to design streetscape improvements associated with the Meridian Road/Main Street Split Corridor Phase 2 Roadway Project. City may require a detailed budget breakdown, and Subrecipient shall provide such information in a timely fashion, and in the form and content prescribed by City. 2. Supplementation of other funds. Subrecipient agrees to utilize funds available under this Agreement to supplement, rather than supplant, funds otherwise available. 3. Accounting Standards. Subrecipient agrees to comply with 24 CFR §§ 84.21 through 84.28, and further agrees to: adhere to the accounting principles and procedures required therein, utilize adequate internal controls, and maintain necessary source documentation for all costs incurred. 4. Cost Principles. Subrecipient shall administer its program in conformance with OMB Circular A-122, "Cost Principles for Non -Profit Organizations." These principles shall be applied for all costs incurred, whether charged on a direct or indirect basis. 5. Subrecipient Orientation Workshop. Subrecipient agrees to meet with City's CDBG Program Administrator prior to submitting the first draw request to City. City will not process draw requests unless and until the Subrecipient attends this meeting. C. Records and reports. 1. Records to be maintained. In addition to specific records mentioned in this Agreement, Subrecipient shall maintain all records that are pertinent to the activities to be funded under this Agreement, including, but not limited to, those required by the Federal regulations specified in 24 CFR § 570.506, and: a. Full descriptions and records of each activity undertaken; b. Records related to activities meeting the National Objectives; c. Records required to determine the eligibility of activities for CDBG funding; d. Records required to document the acquisition, improvement, use or disposition of real property acquired or improved with CDBG assistance; e. Records documenting compliance with the fair housing and equal opportunity components of the CDBG Program; f. Financial records, as required by 24 CFR §§ 84.21 through 84.28 and 570.502; g. Other records necessary to document compliance with 24 CFR Part 570, Subpart K, PY07 SUBRECIPIENT AGREEMENT - MERIDIAN DEVELOPMENT CORPORATION PAGE 3 OF 13 except that Subrecipient does not assume City's responsibilities under 24 CFR § 570.604 and part 52. 2. Records retention. Subrecipient shall retain all records pertinent to the expenditures incurred under this Agreement for a period of five (5) years after the termination of all activities funded under this Agreement. If, prior to the expiration of the five-year period, any litigation, claims, audits, negotiations or other actions begin that involve any of the records cited, such records shall be retained until completion of the actions and resolutions of all issues, or the expiration of the five-year period, whichever occurs later. 3. Closeout. Subrecipient's obligation to City shall not end until all closeout requirements are completed. Activities during this closeout period shall include, but shall not be limited to: making final payments, disposing of program assets (including the return of all unused materials, equipment, unspent cash advances, program income balances, and accounts receivable to City), and determining the custodianship of records. Notwithstanding the foregoing, the terms of this Agreement shall remain in effect during any period that the Subrecipient has control over CDBG funds, including program income. In no case shall closeout occur prior to full construction of public facilities designed with PY07 CDBG funds provided under this Agreement. 4. Audits and inspections. All Subrecipient records with respect to any matters covered by this Agreement shall be made available to City, HUD or its agent, or other authorized �. federal officials, at any time during normal business hours, as often as deemed necessary, to audit, examine, and make excerpts or transcripts of all relevant data for purposes of investigation to ascertain compliance with the rules, regulations and provisions stated herein. Any deficiencies noted in audit reports must be fully repaired by Subrecipient within thirty (30) days after receipt of such report by Subrecipient. Failure of Subrecipient to comply with the above audit requirements will constitute a violation of this Agreement and may result in the withholding of future payments. Subrecipient hereby agrees to have an annual agency audit conducted in accordance with current City policy concerning audits and as applicable, OMB Circular A-133. D. Reporting and Payment Procedures. 1. Records of competitive process. Subrecipient shall provide to City all documentation regarding the competitive process through which design consultant services are selected. 2. Environmental documentation. Subrecipient shall provide to City all documentation regarding environmental and historical analyses as required by Section IV before funds shall be committed under this agreement. 3. Program Income. The activities governed by this agreement are not anticipated to generate program income. Any change to the activities described herein that will generate program income shall require an amendment to this agreement. 4. Indirect Costs. Indirect costs are not eligible for CDBG funding. PY07 SUBRECIPIENT AGREEMENT - MERIDIAN DEVELOPMENT CORPORATION PAGE 4 OF 13 5. Payment Procedures. City will pay to Subrecipient or to Subrecipient's selected design consultant funds available under this Agreement based upon information submitted by Subrecipient and consistent with any approved budget and City policy concerning payments. In addition, City reserves the right to liquidate funds available under this Agreement for costs incurred by City on behalf of Subrecipient. 6. Draw requests. a. It is expressly agreed and understood that the total amount to be paid by City under this Agreement shall not exceed fifty-five thousand dollars ($55,000.00). Drawdowns for the reimbursement of eligible expenses shall be made as invoices are submitted to Subrecipient by design consultant and subsequent payment/draw down requests are submitted by Subrecipient to City as described herein. b. Subrecipient shall submit draw requests to City within two (2) weeks after receipt of invoices for design services. Draw requests shall include the following: 1) Draw Request Form; 2) Invoice from design consultant with sufficient detail to explain and justify requested amount. Work claimed/tasks completed on each invoice must be consistent with progress updates provided during monthly project coordination meetings. 5. Funds transfer. Pursuant to 24 CFR § 570.503(b)(7), upon expiration of this Agreement, Subrecipient shall transfer to City any CDBG funds on hand at the time of expiration and any accounts receivable attributable to the use of CDBG funds. E. Use and Reversion of Assets. The use and disposition of real property and equipment under the Agreement shall be in compliance with the requirements of 24 CFR Part 84 and 24 CFR §§ 570.502 through 570.504, as applicable. III. EMPLOYMENT AND LABOR CONDITION REQUIREMENTS A. Civil Rights Act. Subrecipient agrees to comply with Title VI of the Civil Rights Act of 1964 as amended, Title VII of the Civil Rights Act of 1968 as amended, Section 104(b) and Section 109 of Title I of the Housing and Community Development Act of 1974, Section 504 of the Rehabilitation Act of 1974, the Americans with Disabilities Act of 1990, the Age Discrimination Act of 1975, Executive Order 11063, and the Executive Order 11246 as amended by Executive Order 11375 and 12086. B. Nondiscrimination. Subrecipient agrees to comply with the non-discrimination in employment and contracting opportunities laws, regulations, and executive orders referenced in 24 CFR § 570.607, as revised by Executive Order 13279. The applicable non-discrimination provisions in Section 109 of the HCDA are also applicable. Subrecipient will not discriminate against any employee or applicant for employment or services because of race, color, creed, r` religion, ancestry, national origin, sex, disability or other handicap, age, marital status or status with regard to public assistance. Subrecipient will take affirmative action to insure that all PY07 SUBRECIPIENT AGREEMENT - MERIDIAN DEvELoPMENr CORPORATION PAGE 5 OF 13 employment practices are free from such discrimination. Such employment practices include but are not limited to the following: hiring, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff, termination, rates of pay or other forms of compensation, and selection for training, including apprenticeship. C. ADA section 504. Subrecipient agrees to comply with Federal regulations pursuant to compliance with Section 504 of the Rehabilitation Act of 1973, (29 U.S.C. § 706) which prohibits discrimination against the handicapped in any Federally -assisted program. City shall provide Subrecipient with any guidelines necessary for compliance with that portion of the regulations in force during the term of this Agreement. D. Notifications. 1. Notice to workers. Subrecipient will send to each labor union or representative of workers with which it has a collective bargaining agreement or other agreement or understanding, a notice, to be provided by the agency contracting officer, advising the labor union or workers' representative of Subrecipient's commitments hereunder, and shall post copies of the notice in conspicuous places available to employees and applicants for employment. 2. Solicitations for employment. Subrecipient will, in all solicitations or advertisements for employees placed by or on behalf of Subrecipient, state that it is an Equal Opportunity or Affirmative Action employer. E. Prohibited Activity. Subrecipient is prohibited from using funds provided herein or personnel employed in the administration of the program for political activities; sectarian, or religious activities; lobbying, political patronage, and nepotism activities. I. Political activities. Subrecipient agrees that no funds provided, nor personnel employed under this Agreement, shall be in any way or to any extent engage in the conduct of political activities in violation of the Hatch Act (Title V, Chapter 15, U.S.C.). 2. Religious activities. Subrecipient agrees that funds provided under this Agreement will not be utilized for religious activities, to promote religious interests, or for the benefit of a religious organization in accordance with the Federal regulations specified in 24 CFR § 570.2006). F. Labor standards. Subrecipient agrees to comply with the requirements of the Secretary of Labor in accordance with the Davis -Bacon Act as amended; the provisions of Agreement Work Hours and Safety Standards Act; the Copeland "Anti -Kickback" Act (40 U.S.C. §§ 276a, 276c, and 327); and all other applicable Federal, state and local laws and regulations pertaining to labor standards insofar as those acts apply to the performance of this Agreement. Subrecipient shall maintain documentation which demonstrates compliance with the hour and wage requirements of this part. Such documentation shall be made available to City for review upon request. Subrecipient further agrees that all Contractors engaged under contracts in excess of $2,000.00 for construction, renovation or repair of any building or work financed in whole or in part with assistance provided under this Agreement shall comply with Federal requirements PY07 SUBRECIPMNT AGREEMENT - MERIDIAN DEVELOPMENT CORPORATION PAGE 6 OF 13 ,...� pertaining to such Agreements and with the applicable requirements of the regulations of the Department of Labor, under 29 CFR Parts 1, 3, 5 and 7 governing the payment of wages and ratio of apprentices and trainees to journey workers; provided, that if wage rates higher than those required under the regulations are imposed by state or local law, nothing hereunder is intended to relieve Subrecipient of its obligation, if any, to require payment of the higher wage. G. Section 3 of the Housing and Urban Development Act of 1%8. 1. Compliance. Compliance with Section 3 of the Housing and Urban Development Act of 1968, as amended (12 U.S.C. § 1701) ("Section 3"), the regulations set forth in 24 CFR Part 135, and all applicable rules and orders issued thereunder prior to the execution of this Agreement, shall be a condition of the Federal financial assistance provided under this Agreement and shall be binding upon City, Subrecipient and any of Subrecipient's subrecipients and/or subcontractors. Failure to fulfill these requirements shall subject City, Subrecipient and any of Subrecipient's subrecipients and subcontractors, their successors and assigns, to sanctions. 2. Subcontract language. Subrecipient further agrees to include the following language in all subcontracts executed under this Agreement: "The work to be performed under this Agreement is a project assisted under a program providing direct Federal financial assistance from HUD and is subject to the requirements of Section 3 of the Housing and Urban Development Act of 1968, as amended (12 U.S.C. § 1701). Section 3 requires that to the greatest extent feasible opportunities for training and employment be given to low and very low income residents of the project area and Agreements for work in connection with the project be awarded to business concerns that provide economic opportunities for low and very low income persons residing in the metropolitan area in which the project is located." 3. Employment of low- and very -low-income persons. Subrecipient further agrees to ensure that opportunities for training and employment arising in connections with a housing rehabilitation (including reduction and abatement of lead-based paint hazards), housing construction, or other public construction projects are given to low and very -low income person residing within the metropolitan area in which the CDBG-funded project is located; where feasible, priority should be given to low and very low income persons within the service area of the project or the neighborhood in which the project is located, and to low and very low income participants in other HUD programs; and award contracts for work undertaken in connection with a housing rehabilitation (including reduction and abatement of lead-based paint hazards), housing construction, or other public construction project are given to business concerns that provide economic opportunities for low and very low income persons residing within the metropolitan area in which the CDBG-funded project is located; where feasible, priority should be given to business concerns which provide economic opportunities to low and very low income residents within the service area of the neighborhood in which the project is located, and to low and very low income participants in other HUD programs. H. Conflicts of Interest. Subrecipient agrees to abide by the provisions of 24 CFR §§ 84.42 and PY07 SUBRECIPIENT AGREEMENT - MERIDIAN DEVELOPMENT CORPORATION PAGE 7 OF 13 570.611in, which include, but are not limited to, the following: 1. Code of Conduct. Subrecipient shall maintain a written code or standards of conduct that shall govern the performance of its officers, employees or agents engaged in the award and administration of Agreements supported by Federal funds. 2. Contract selection. No employee, officer or agent of the Subrecipient shall participate in the selection, or in the award, or administration of, a contract supported by Federal funds if a conflict of interest, real or apparent, would be involved. 3. Self-interested contracts and nepotism. No persons who exercises or have exercised any functions or responsibilities with respect to CDBG-assisted activities, or who are in a position to participate in a decision-making process or gain inside information with regard to such activities, may obtain a financial interest in any Agreement, or have a financial interest in any contract, subcontract, or agreement with respect to the CDBG-assisted activity, either for themselves or those with who they have business or immediate family ties, during their tenure or for a period of one (1) year thereafter. For purposes of this paragraph, a "covered person" includes any person who is an employee, agent, consultant, officer, or elected or appointed official of City, the Subrecipient, or any designated public agency. I. Lobbying. Subrecipient hereby certifies that: 1. No Federal appropriated funds have been paid or will be paid, by or on behalf of it, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal Agreement, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal Agreement, grant, loan, or cooperative agreement; 2. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal Agreement, grant, loan, or cooperative agreement, it will complete and submit Standard Form -LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions; 3. Subrecipient will require that the following language of paragraph (d) of this certification be included in the award documents for all sub -awards at all tiers (including subcontracts, sub - grants, and contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly: "This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by 31 U.S.C. § 1352. Any person who fails to file the required certification shall be subject to a civil penalty of not let less that $10,000 and not more than PY07 SUBREcIPIENT AGREEMENT - MERIDIAN DEVELOPMENT CORPORATION PAGE 8 of 13 10-N, $100,000 for each such failure." IV. ENVIRONMENTAL CONDITIONS A. Air. and Water. Subrecipient specifically agrees to comply with the following regulations insofar as they apply to the performance of this Agreement: 1. Clean Air Act, 42 U.S.C. §§ 7401, et seq. 2. Federal Water Pollution Control Act, as amended, 33 U.S.C. §§ 1251, et seq., relating to inspection, monitoring, entry reports, and information, as well as other requirements specified in said Act, and all regulations and guidelines issued thereunder. 3. Environmental Protection Agency (EPA) regulations pursuant to 40 C.F.R. Part 50. B. Flood Disaster Protection. In accordance with the requirements of the Flood Disaster Protection Act of 1973 (42 U.S.C. § 4001), Subrecipient shall assure that for activities located in an area identified by FEMA. as having special flood hazards, flood insurance under the National Flood Insurance Program is obtained and maintained as a condition of financial assistance for acquisition or construction purposes (including rehabilitation). Subrecipient shall allow enough time for City to conduct necessary review prior to anticipated transaction date by providing City with location/address of subject properties as early as practicable. C. Lead -Based Paint. Subrecipient agrees that any construction or rehabilitation of residential structures with assistance provided under this Agreement shall be subject to HUD Lead -Based Paint Regulations, 24 CFR Part 35, implementing Title X of the Housing and Community Development Act of 1992. These regulations revise the CDBG lead based paint requirements under 24 CFR § 570.608. Such regulations pertain to all CDBG-assisted housing and require that all owners, prospective owners, and tenants of properties constructed prior to 1978 be properly notified that such properties may include lead-based paint. Such notification shall point out the hazards of lead-based paint and explain the symptoms, treatment and precautions that should be taken when dealing with lead-based paint poisoning and the advisability and availability of blood level screening for children under seven. The notice must also point out that if lead-based paint is found on the property, abatement measures may be undertaken. The regulations further require that, depending on the amount of Federal funds applied to a property, paint testing, risk assessment, treatment and/or abatement may be conducted. D. Historic Preservation. Subrecipient agrees to comply with the Historic Preservation requirements set forth in the National Historic Preservation Act of 1966, as amended (16 U.S.C. § 470) and the procedures set forth in 36 CFR Part 800, Advisor Council on Historic Preservation Procedures for Protection of Properties, insofar as they apply to the performance of this Agreement. In general, this requires concurrence from the State Historic Preservation Officer for all rehabilitation and demolition of historic properties that are fifty years or older or that are included on a Federal, state or local historic property list. V. GENERAL CONDITIONS PY07 SUBREcipmNT AGREEMENT - MERIDIAN MvEI.oPMENT CORPORATION PAGE 9 of 13 A. Notices. All notices required to be given by either of the parties hereto shall be in writing and be deemed communicated when personally served, or mailed in the United States mail, addressed as follows: City of Meridian Attn: CDBG Program Administrator 33 E. Broadway Avenue Meridian, Idaho 83642 Meridian Development Coordination Attn: Administrator 33 E. Broadway Avenue Meridian, ID 83642 Either party may change its authorized representative and/or address for the purpose of this paragraph by giving written notice of such change to the other party in the manner herein provided. B. Compliance with laws. Subrecipient agrees to comply with HUD regulations concerning CDBG funds, including, but not limited to, 24 CFR Part 570. Subrecipient also agrees to comply with all other applicable Federal, state and local laws, regulations, and policies governing the funds provided under this Agreement. C. Independent Contractor. Nothing contained in this Agreement is intended to, or shall be construed in any manner, as creating or establishing the relationship of employer/employee between the parties. Subrecipient shall at all times remain an independent Contractor with respect to the services to be performed under this Agreement. City shall provide no benefits or insurance coverage whatsoever to Subrecipient and/or to its agents. D. Indemnity. Subrecipient, and each and all of its employees, agents, contractors, officials, officers, servants, guests, and/or invitees, and all participants in Subrecipient's programming, shall hold harmless, defend and indemnify City from and for all such losses, claims, actions, and/or judgments for damages or injury to persons or property and/or losses and expenses caused or incurred by Subrecipient and/or its employees, agents, contractors, officials, officers, servants, guests, and/or invitees, and participants in its programming, and other costs, including litigation costs and attorneys' fees, arising out of, resulting from, or in connection with the performance of this Agreement by Subrecipient and/or Subrecipient's employees, agents, contractors, subcontractors, officials, officers, servants, guests, invitees, participants, and/or volunteers and resulting in and/or attributable to personal injury, death, and/or damage and/or destruction to tangible or intangible property. E. Workers' Compensation. Subrecipient shall provide Workers' Compensation Insurance coverage for all employees involved in the performance of this Agreement. F. Insurance and bonding. Subrecipient shall carry sufficient insurance coverage to protect Agreement assets from loss due to theft, fraud and/or undue physical damage. Further, Subrecipient shall comply with the bonding and insurance requirements of 24 CFR §§ 84.31 and 84.48. G. Grantor Recognition. Subrecipient shall publically recognize the role of City in providing PY07 SuBRECIPIENT AGREEMENT - MERIDIAN DEVELOPMENT CORPORATION PAGE 10 OF 13 services under this Agreement. H. Amendments. The parties hereto may amend this Agreement at any time provided that such amendments make specific reference to this Agreement, and are executed in writing, signed by a duly authorized representative of each party, and approved by City's governing body. Such amendments shall not invalidate this Agreement, nor relieve or release either party from its obligations under this Agreement. City may, in its discretion, amend this Agreement to conform with Federal, state or local governmental guidelines, policies and available funding amounts, or for other reasons. If such amendments result in a change in the funding, the scope of services, or schedule of the activities to be undertaken as part of this Agreement, such modifications will be incorporated only by written amendment signed by both parties. I. Termination. 1. Notice of termination. Either party may terminate this Agreement by, at least 30 days before the effective date of such termination, giving written notice to the other party of such termination and specifying the effective date thereof. 2. Partial termination. Partial terminations of the Scope of Service as set forth herein may only be undertaken with the prior approval of City. 3. Work completed. In the event of any termination for convenience, all finished or unfinished documents, data, studies, surveys, maps, models, photographs, reports of other materials prepared by Subrecipient under this Agreement shall, at the option of City, become the property of City, and Subrecipient shall be entitled to receive just and equitable compensation for any satisfactory work completed on such documents or materials prior to the termination. 4. Termination for convenience. In accordance with 24 CFR § 85.44, suspension or termination of the Agreement, in whole or in part, may occur for convenience. 5. Termination for material noncompliance. In accordance with 24 CFR § 85.43, suspension or termination of the Agreement, in whole or in part, may occur if Subrecipient materially fails to comply with any term of this Agreement, which shall include, but shall not be limited to, the following: a. Failure to comply with any of the rules, regulations or provisions referred to herein, or such statutes, regulations, executive orders, and HUD guidelines, policies or directives as may become applicable at any time; b. Failure by Subrecipient to fulfill in a timely and proper manner its obligations under this Agreement; c. Ineffective or improper use of funds provided under this Agreement; or d. Submission by the Subrecipient to City reports that are incorrect or incomplete in any PY07 SuBRECIPIENT AGREEMENT - MERIDIAN DEVELOPMENT CORPORATION PAGE 11 OF 13 material respect. 6. Penalty for material noncompliance. In addition to suspension or termination of this Agreement and/or any other remedies as provided by law, including, but not limited to, the recuperation of actual monetary damages, upon a finding of material noncompliance, City may declare Subrecipient ineligible for any further participation in City CDBG programming. In the event there is probable cause to believe Subrecipient is in noncompliance with any applicable rules or regulations, City may withhold up to fifteen (15) percent of said Agreement funds until such time as Subrecipient is found to be in compliance by City, or is otherwise adjudicated to be in compliance. J. Assignment. Subrecipient shall not assign or transfer any interest in this agreement without prior written consent of City; provided, however, that claims for money due or to become due to Subrecipient from City under this Agreement may be assigned to a bank, trust company, or other financial institution without such approval. Notice of any assignment or transfer shall be furnished promptly to City. K. Subcontractors. 1. Monitoring. Subrecipient will monitor all subcontracted services on a regular basis to assure contract compliance. Results of monitoring efforts shall be summarized in written reports and supported with documented evidence of follow-up actions taken to correct areas of noncompliance. . 2. Subcontract content. Subrecipient shall cause all provisions of this Agreement in their entirety to be included in and made a part of any subcontract executed in the performance of this Agreement. 3. Selection Process. Subrecipient shall undertake to insure that all subcontracts entered into in the performance of this Agreement shall be awarded pursuant to any applicable provisions of the City Purchasing Policy and/or local, state, or federal laws. 4. Documentation. Executed copies of all subcontracts shall be forwarded to City along with documentation concerning the selection process. L. No contractual impediments. Subrecipient certifies and agrees that no contractual or other disability exists which would prevent compliance with these requirements. M. Severability. If any provision of this Agreement is held invalid, the reminder of the Agreement shall not be affected thereby and all other parts of this Agreement shall nevertheless be in full force and effect. N. Entire Agreement. This Agreement contains the entire agreement of the parties and supersedes any and all other agreements or understandings, oral or written, whether previous to the execution hereof or contemporaneous herewith. PYO% SUBRECIPIENT AGREEMENT - MERIDIAN DEVELOPMENT CORPORATION PAGE 12 OF 13 O. Non -waiver. Failure of either party to promptly enforce the strict performance of any term of this Agreement shall not constitute a waiver or relinquishment of any party's right to thereafter enforce such term, and any right or remedy hereunder may be asserted at any time after the governing body of either parry becomes entitled to the benefit thereof, notwithstanding delay in enforcement. P. Approval required. This Agreement shall not become effective or binding until approved by the respective governing bodies of both City and Subrecipient. IN WITNESS WHEREOF, the parties shall cause this Agreement to be executed by their duly authorized officers to be effective as of the day and year first above written. Corporation M. STATE OF IDAHO ) 11 '' ) ss: County of .1 LL L, ) I HEREBY CERTIFY that on this day of ft 2010, before the undersigned, a Notary Public in the State of Idaho, personally appearedLarr.WLipschultz, known to me to be the person who executed the said instrument, and acknowledged to me that he executed the same. IN WITNESS WHEREOF, I have hereunto set my hand and affixed my official seal, the day and year in thi0A first above en. OTAX), Notary Publicfor Idaho # 40040 Residing at� . Idaho `.Pus �O My Commission Expires:, jj4 /6 16 CITY: ` ••y ATE OI' ��' City of Meridian By: T de W Attest: 31 1 a I* Jays SEAL City Clerk PY07 SUSRECIPIENT AGREEMENT - MERIDIAN DEVELOPMENT CORPORATION PAGE 13 OF 13 Alen City � AGREEMENT FOR PERSONAL SERVICES MERIDIAN HISTORICAL PRESERVATION COMMISSION THIS AGREEMENT FOR PROFESSIONAL SERVICES is made this I day of June , 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 Elysia-Rose Nary hereinafter referred to as "INDEPENDENT CONTRACTOR", whose address is 2140 N. Todd Way, Meridian, ID 83646. INTRODUCTION Whereas, the City has a need for services involving transcribing historical minute books of the City of Meridian into the Meridian Historical Society database, and WHEREAS, the Independent Contractor is 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 Scope of Services: 1.1 INDEPENDENT CONTRACTOR shall perform and furnish to the City the following services: Transcribe historical minute books of the City of Meridian into the Meridian Historical Society database as assigned by Lila Hill. The work may be performed on a flexible schedule as coordinated with Lila Hill with no minimum number of hours per week. The work may be performed until completed or the number of hours worked reaches the not to exceed amount. The work shall be performed in the office of the Historical Preservation Society or other suitable location in Meridian City Hall. 1.2 All documents, drawings and written work product prepared or produced by the Independent Contractor under this Agreement, including ,..� without limitation electronic data files, are the property of the City. AGREEMENT— page 1 of 5 1.3 The Independent Contractor shall provide services and work under this Agreement consistent with the requirements and standards established by Lila Hill and the Meridian Historical Preservation Society. 2. Consideration 2.1 The Independent Contractor shall be compensated on an hourly basis at a rate of $7.25 per hour, not to exceed $1,000.00 or 138 hours. Independent Contractor shall submit a monthly invoice certifying the number of hours worked to the Department of Finance by the last day of each month worked. 2.2 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 Independent Contractor under the terms and conditions of this Agreement. Payment of all taxes and other assessments on such sums is the sole responsibility of Independent Contractor. 2.3 Except as expressly provided in this Agreement, Independent 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, or transportation. Specifically, Independent 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. Independent Contractor: 3.1 In all matters pertaining to this agreement, INDEPENDENT CONTRACTOR shall be acting as an independent contractor, and INDEPENDENT CONTRACTOR will not be deemed an employee of CITY. Independent Contractor has no authority or responsibility to exercise any rights or power vested in the City. The selection and designation of the personnel of the CITY in the performance of this agreement shall be made by the CITY. 3.2 Independent Contractor shall determine the method, details and means of performing the work and services to be provided by Independent Contractor under this Agreement. Independent Contractor shall be responsible to City only for the requirements and results specified in this Agreement and, except as expressly provided in this Agreement, AGREEMENT— page 2 of 5 shall not be subjected to City's control with respect to the physical action or activities of Independent Contractor in fulfillment of this Agreement. 4. Indemnification: INDEPENDENT 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 INDEPENDENT CONTRACTOR and not caused by or arising out of the tortious conduct of CITY or its employees. 5. 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 Elysia-Rose Nary 2140 N Todd Way Meridian, ID 83646 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. 6. Assignment: It is expressly agreed and understood by the parties hereto, that INDEPENDENT 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. 7. Discrimination Prohibited: In performing the Services required herein, INDEPENDENT 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. AGREEMENT— page 3 of 5 8. Compliance with Laws: In performing the scope of services required hereunder, INDEPENDENT CONTRACTOR shall comply with all applicable laws, ordinances, and codes of Federal, State, and local governments. 9. Changes: The CITY may, from time to time, request changes in the Scope of Services to be performed hereunder. Such changes, including any increase or decrease in the amount of INDEPENDENT CONTRACTOR'S compensation, which are mutually agreed upon by and between the CITY and INDEPENDENT CONTRACTOR, shall be incorporated in written amendments to this Agreement. 10. Termination: If, through any cause, INDEPENDENT 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 r-. INDEPENDENT CONTRACTOR of such termination and specifying the effective date thereof at least fifteen (15) days before the effective date of such termination. INDEPENDENT CONTRACTOR may terminate this agreement at any time by giving at least sixty (60) days notice to CITY. 11. Advice of Attorney: Each party warrants and represents that in executing this Agreement. It has received independent legal advice from it's attorney's or the opportunity to seek such advice. 12. 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. 13. 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. 14. Approval Required: This Agreement shall not become effective or binding until approved by the City of Meridian. AGREEMENT— page 4 of 5 ~`;ITY OF MERIDIAN 13Y:*00P�,&4'er TAMMY EM, MAYOR Elysia-Rose Nary, A minor child BY: (OS`�.N��r ul,�- AGREEMENT- page 5 of 5 �0 � � �� 1 PROFESSIONAL SERVICES AGREEMENT with LARRY LIMM for MARKETING CONSULTATION SERVICES This PROFESSIONAL SERVICES AGREEMENT with LARRY LIMM for Tprje, MARKETING CONSULTATION SERVICES ("Agreement") is made this -6, day of May, 2010 ("Effective Date"), by and between the City of Meridian, a municipal corporation organized under the laws of the State of Idaho, on behalf of the Mayor's Anti -Drug Coalition ("MADC") and Larry Limm, an individual person whose address is 5080 Baylor Lane, Meridian, Idaho ("Consultant"). MADC and Consultant may hereinafter be collectively referred to as "Parties." WHEREAS, the mission of the MADC is to work collaboratively within the community to implement innovative, sustainable prevention strategies to achieve its vision of freeing our community from the destructive effects of substance abuse; and WHEREAS, the MADC seeks to further its mission by working with Consultant to develop and implement marketing strategies to attract new members to MADC and foster community support for MADC; NOW, THEREFORE, for good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged and agreed, and in consideration of the mutual promises and covenants herein contained, the Parties agree as follows: I. SCOPE OF SERVICES. A. Marketing objectives. Consultant shall develop and implement marketing strategies designed specifically to attract new members to MADC, develop and increase community support for MADC, retain current MADC members, and cultivate long-term sustainability of MADC. B. Target audience. The marketing strategies Consultant develops shall be designed to advance the enumerated marketing objectives as to both the local community generally, as well as local youth specifically. C. Social networking.,. Consultant shall develop and implement a strategy for utilizing Internet technology and' social networking websites to advance the enumerated marketing objectives. D. Branding. Consultant shall provide to MADC professional branding and promotional products and materials, which shall include at least one (1) promotional brochure, one (1) signature PowerPoint template, one (1) digital letterhead template, and one (1) digital newsletter template. E. Promotional materials. Consultant shall develop print and digital materials promoting MADC events and programs, on an as -needed basis, to include at least three (3) MADC events and/or programs. PROFESSIONAL SERVICES AGREEMENT - LARRY LIMM FOR MADC PAGE 1 Of 6 F. Monthly commitment. In the performance of the services described herein, Consultant shall commit to MADC three (3) hours of labor per month, which labor is valued at the rate of three hundred dollars ($300.00) per hour. II. COMPENSATION. A. Compensation structure. MADC shall compensate Consultant for one (1) hour of labor provided each month for the term of this Agreement, which term shall be from March 2010 through September 2010. Consultant shall donate to MADC two (2) hours of labor monthly for the term of this Agreement. B. Total compensation. MADC shall make monthly payment to Consultant for services rendered pursuant to this Agreement, at the rate of three hundred dollars ($300.00) per month, for a term of seven (7) months, in a total amount not to exceed $2,100.00. This amount shall constitute full compensation for any and all services, costs, and expenses related to this Agreement. C. Method of payment. Consultant shall provide MADC with a completed W-9 form and an invoice for services and/or deliverables provided, which City shall pay within thirty (30) days of receipt. MADC shall not withhold any federal or state income taxes or ,..� Social Security tax from any payment made by MADC to Consultant under the terms and conditions of this Agreement. Payment of all taxes and other assessments on such sums shall be the sole responsibility of Consultant. III. TIME OF PERFORMANCE. A. Deadline. By 5:00 p.m. on Friday, September 24, 2010, Consultant shall complete the tasks enumerated in Section I of this Agreement, and shall deliver to MADC the completed promotional and marketing products and materials further enumerated in Section I. This deadline may be changed by written agreement of the Parties. B. Time of the essence. Consultant acknowledges that services provided under this Agreement shall be performed in a timely manner. The Parties acknowledge and agree that time is strictly of the essence with respect to this Agreement, and that the failure to timely perform any of the obligations hereunder shall constitute a breach of, and a default under, this Agreement by the party so failing to perform. IV. CREATION, INTEGRITY, AND OWNERSHIP OF VIDEO PIECE. A. Intellectual property rights. MADC warrants that it is authorized and entitled to promote and advertise the City of Meridian and MADC and agrees to hold Consultant harmless of and from any copyright infringements arising out of or in any way caused or connective with the use of these names in marketing or promotional materials or efforts. Artwork and other deliverables, including, but not limited to, templates, logos, images, PROFESSIONAL SERVICES AGREEMENT - LARRY LIMM FOR MADC PAGE 2 Of 6 ^ and/or graphics, designed and/or created by Consultant for MADC shall be the property of MADC upon delivery of same to MADC, and shall not be used by Consultant in any other project or context without written permission of MADC. It is recognized by the Parties that MADC may use, copy, reproduce, reprint, display, distribute, and/or broadcast the promotional and marketing materials created by Consultant an unlimited number of times and via various media, including, but not limited to, in written or electronic correspondence, at public and private meetings and venues, and/or via Internet, television, or other electronic transmission or reproduction. B. Limited edition. Consultant warrants and represents that the promotional and marketing materials created pursuant to this Agreement have never heretofore been used, created, published, or copied and that Consultant is the sole creator of such materials, their components, and the design and creation thereof, inclusive. C. Subcontracting or assignment of obligations. Consultant shall not subcontract or assign any of his obligations under this Agreement that require or that may require his professional or creative talent or expertise. Consultant may subcontract or assign obligations that do not require his professional or creative talent or expertise, provided that any subcontractor or assignee shall be bound by all the terms and conditions of this Agreement. D. MADC to approve prior to distribution. Consultant shall obtain the approval of MADC prior to the release or distribution of any text, graphic, information, or other content via electronic means, including the Internet, e-mail, or social networking website. MADC shall timely provide review and, as appropriate, provide to Consultant MADC's approval or feedback regarding same prior to the release or distribution thereof. Following MADC's review and approval, Consultant shall not be held responsible for inaccurate information or content. V. INDEMNIFICATION, WAIVER, AND INSURANCE. A. Indemnification. Consultant shall indemnify, save, and hold harmless the City and any and all of its employees, agents, volunteers, and/or elected officials from any and all losses, claims, and judgments for damages or injury to persons or property, and from any and all losses and expenses caused or incurred by Consultant, its servants, agents, employees, guests, and/or business invitees while on MADC's and/or City's premises or while fulfilling Consultant's obligations under this Agreement. B. Waiver. Consultant waives any and all claims and recourse against MADC and/or City, including the right of contribution for loss and damage to persons or property arising from, growing out of, or in any way connected with or incident to Consultant's performance of this Agreement, whether such loss or damage may be attributable to known or unknown conditions, except for liability arising out of concurrent or sole negligence of MADC, City, or the officers, agents, or employees thereof. PROFESSIONAL SERVICES AGREEMENT — LARRY LIMM FOR MADC PAGE 3 of 6 VI. TERMINATION AND COMPLAINT. A. Termination for cause. If either Parry determines that the other has failed to comply with any term or condition of this Agreement, violated any of the covenants, agreements, and/or stipulations of this Agreement, falsified any record or document required to be prepared under this Agreement, engaged in fraud, dishonesty, or any other act of misconduct in the performance of this Agreement; or if either Party willfully or negligently defaults in, or fails to fulfill, its material obligations under this Agreement, the other Parry shall have the right to terminate the Agreement by giving written notice to the defaulting party of its intent to terminate, and shall specify the grounds for termination. The defaulting party shall have seven (7) days after receipt of such notice to cure the default. If the default is not cured within such period, this Agreement shall be terminated upon mailing of written notice of such termination by the terminating party. 1. Default by MADC. In the event of termination for non-performance or default by MADC, MADC shall compensate Consultant for work actually completed by Consultant prior to the date of written notice of termination, and any additional services and materials actually performed or supplied prior to the date of written notice of termination, less payments of compensation previously made, not to exceed the total amount of compensation allowed hereunder. �.., 2. Default by Consultant. In the event of termination for non-performance or default by Consultant, all finished and unfinished materials, designs, graphics, plans, and/or any and all other work products prepared and submitted or prepared for submission under this Agreement shall, at MADC's option, become the property of MADC. Notwithstanding this provision, Consultant shall not be relieved of any liability for damages sustained by MADC attributable to Consultant's breach of this Agreement. MADC may reasonably withhold payments due until such time as the exact amount of damages due to MADC from Consultant is determined. B. Non -waiver of breach. Except as otherwise expressly stated in this Agreement, waiver of any breach or default of any provision of this Agreement shall not be construed as a waiver of a breach of the same or any other provision hereof. VII. GENERAL PROVISIONS. A. Response not guaranteed. Consultant does not guarantee public response to the promotional or marketing strategies and/or materials described herein; nor is Consultant responsible for the actions or performance of service providers including but not limited to those related to MADC's or any third party's website, server, television, radio, print, or publishing entity. B. Relationship of Parties. It is the express intention of Parties that Consultant is, and shall at all times relevant hereto be, an independent contractor and not an employee, agent, joint venturer, or partner of MADC or City. Nothing in this Agreement shall be PROFESSIONAL SERVICES AGREEMENT - LARRY LIMM FOR MADC PAGE 4 of 6 '^ interpreted or construed as creating or establishing the relationship of employer and employee between Consultant and MADC or City or between Consultant and any official, agent, or employee of MADC or City. Both parties acknowledge that Consultant is not an employee of MADC or City. Consultant shall retain the right to perform services for others during the term of this Agreement. C. Compliance with law. Throughout the course of this Agreement, Consultant shall comply with any and all applicable federal, state, and local laws. D. Non-discrimination. Throughout the course of this Agreement, Consultant shall not discriminate against any person as to race, creed, religion, sex, age, national origin, sexual orientation or any physical, mental, or sensory handicap. E. Entire Agreement. This Agreement constitutes the entire understanding between the Parties. This Agreement supersedes any and all statements, promises, or inducements made by either party, or by agents of either party, whether oral or written, whether previous to the execution hereof or contemporaneous herewith. The terms of this Agreement may not be enlarged, modified or altered except upon written agreement signed by both Parties hereto. F. Costs and attorneys' fees. If either party brings any action or proceedings to enforce, �..� protect or establish any right or remedy under the terms and conditions of this Agreement, the prevailing parry shall be entitled to recover reasonable costs and attorneys' fees, as determined by a court of competent jurisdiction, in addition to any other relief awarded. G. Agreement governed by Idaho law. The laws of the State of Idaho shall govern the validity, interpretation, performance and enforcement of this Agreement. Venue shall be in the courts of Ada County, Idaho. H. Cumulative rights and remedies. All rights and remedies herein enumerated shall be cumulative and none shall exclude any other right or remedy allowed by law. Likewise, the exercise of any remedy provided for herein or allowed by law shall not be to the exclusion of any other remedy. I. Interpretation. Words of gender used in this Agreement shall be held and construed to include any other gender, and words in the singular shall be held to include the plural and vice versa unless the context otherwise requires. The Agreement and the captions of the various sections of this Agreement are for convenience and ease of reference only, and do not define, limit, augment or describe the scope, context or intent of this Agreement or any part or parts of this Agreement. J. Severability. If any provision of this Agreement is found by a court of competent jurisdiction to be illegal, invalid, or unenforceable, the remainder of this Agreement shall not be affected. PROFESSIONAL SERVICES AGREEMENT - LARRY LIMM FOR MADC PAGE 5 of 6 K. Successors and assigns. All of the terms, provisions, covenants and conditions of this Agreement shall inure to the benefit of, and shall be binding upon, each party and their successors, assigns, legal representatives, heirs, executors, and administrators. L. Notice. Any and all notice required to be provided by either of the Parties hereto, unless otherwise stated in this Agreement, shall be in writing and shall be deemed communicated upon mailing by United States Mail, addressed as follows: Consultant: MADC: Larry Limm City of Meridian 5080 N Baylor Lane Attn: Elisha Figueroa, MADC Meridian, ID 83646 1401 E. Watertower Ave. Meridian, Idaho 83642 Either party may change its address for the purpose of this paragraph by giving written notice of such change in the manner herein provided. M. City Council approval required. The validity of this Agreement shall be expressly conditioned upon City Council action approving the Agreement. Execution of this Agreement by the persons referenced below prior to such ratification or approval shall not be construed as proof of validity in the absence of Meridian City Council approval. IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the day of May, 010. CONSULTANT: STATE OF Idaho ) I ss: County ofl3.lJ� ) I HEREBY CERTIFY that on thisj_ day oft i 2010, before the undersigned, a Notary Public n the State of Idaho, personally appeared Larry Limm, known to me to be the person who executed the said instrument, and acknowledged to me that he executed the same. IN WITNESS WHEREOF, I have hereunto set my hand and affixe y official seal, the day and year in this certificate first Notary Publi for IdW ) (Residing at r'LA-; �c , Idaho lil�! ��nmission Expires: Z M O MADC• .�`� o�'O1�rF BY: �''� Attest. Tammy de, erd, Mayor = SEAL aycee olman, City Clerk City of Meridian PROFESSIONAL SERVICES AGREEMENT — L '#, F �QQ `\�PAGE 6 of 6 '��!!lI1111 Ill�ttt`` Medfflan City COWMil Afeetfng DATE: Jure 8, 2010 ITEM NUMBER: 4Q PROJECT NUMBER: ff.8! TITLE: Task Order # 10162A for Meridian Wastewater 'treatment Plant Blower Replacement with CH2M Hill for a'Not-To-Exceed Amount of $60,695.00 Pursuant to the Master Agreement Approved by City Council April 13, 2010 MEETING NOTES _ J _ /6 i l DATE: E-MAMED TO SENT TO SENT TO Wns INffIAL3 STAFF AMUCY APPUCANT 0( �` N A' � � -do e` ENDIAN� Public I D A H O Works Department TO: Mayor Tammy de Weerd Members of the City Council FROM: Clint Dolsby, P.E. Assistant City Engineer DATE: May 26, 2010 Mayor Tammy de Weerd Chy Council Membersi Keith Bird Brad Hoaglun Charles Rountree David Zaremba SUBJECT: TASK ORDER #10162A FOR MERIDIAN WASTEWATER TREATMENT PLANT BLOWER REPLACEMENT WITH C112M HILL FOR A NOT TO EXCEED AMOUNT OF $60,695.00 PURSUANT TO THE MASTER AGREEMENT APPROVED BY CITY COUNCIL APRIL 13, 2010 (June 8, 2010 Consent Agenda) RECOMMENDED ACTION A. Move to: Approve the Task Order with CH2M HILL, the most qualified firm to provide engineering services for the Meridian Wastewater Treatment Plant Blower Replacement, in an amount not to exceed $60,695.00; and 2. Authorize the Mayor to sign the agreement II. DEPARTMENT CONTACT PERSONS Clint Dolsby, Asst. City Engineer (Project Manager) 489-0341 Warren Stewart, PW Engineering Manager 489-0350 Tom Barry, Director of Public Works 489-0372 III. DESCRIPTION A. Background The Public Works and Planning Departments have been working to acquire grant funding from the Department of Energy and Idaho Power for energy efficiency Page 1 of 3 improvements at the Wastewater Treatment Plant. Recently, the Planning Department secured a $175,000 grant for energy efficiency improvements at the Wastewater Treatment Plant. This grant plus an estimated $115,000 grant from Idaho Power and the budget amendment that was approved at the April 27, 2010 Council meeting will fund the design and construction of the turbo blowers and energy efficiency improvements that are estimated to save more than $4,000 a month in energy costs. B. Proposed Project Air for the aeration basins at the Wastewater Treatment Plant is provided by three multi -stage blowers located in the blower building. The replacement of the multi- stage aeration basin blowers with high efficiency turbo blowers and aeration system efficiency improvements has the potential to save several thousand dollars per month. This task order will retain the engineering services of CH2M HILL to produce design documents, perform submittal review, coordinate the development of record drawings and work with Idaho Power and DOE to implement the grant funding the City has acquired for the installation of the high-speed turbo blowers at the Meridian WWTP. C. Consultant Selection CH2M HILL was chosen because of the firm's experience with the design and installation of turbo blowers. C112M HILL was also recently chosen as a qualified firm to provide consultant services for WW Collection and Treatment Engineering and they hold a Master Agreement for services over $25,000. IV. IMPACT A. Strategic Impact: This project supports the Public Works Mission and Vision for emphasizing financial stewardship and environmental sustainability. The proposed improvements are responsive, innovative, and increase operational efficiencies while saving the City several thousand dollars a month in energy. B. Service/Delivery Impact: The improvements will reduce the power consumption of the Wastewater Treatment Plant through the installation of more efficient blowers and aeration efficiency improvements. C. Fiscal Impact: Project Costs Consultant Agreement Total Cost Page 2 of 3 $60,695.00 $60,695.00 V. VI Project Funding Meridian WWTP Blower Replacement (3590-96101) $60,695.00 Total Funding $60,695.00 Construction Grant Funding Idaho Power Grant $112,000.00 Department of Energy Grant $175,000.00 Total Grant Funding $287,000.00 ALTERNATIVES A. The City could defer the turbo blowers and aeration basin air efficiency improvements until FY2011 as originally planned. However, the Department of Energy Grant must be spent within a year and a half from acquisition, Public Works may run into time constraints to complete this project if it is deferred to FY2011. This would also delay realization of the energy savings and operational improvements until FY2011. TIME CONSTRAINTS Council's approval will allow completion of design this summer. Once this effort is completed, the bidding process can begin for construction of the improvements. LIST OF ATTACHMENTS A. Task Order No. 10162a Approved for Council Agend Page 3 of 3 PURCHASING AGENT 33 E. Broadway Ave, Meridian, ID 83642 Phone: (208) 888-4433 x 417 Fax: (208) 887-4813 TASK ORDER NO. 10162A Between CITY OF MERIDIAN AND CH2M HILL This Task Order is issued by City and accepted by the Engineer pursuant to the mutual promises, covenant and conditions contained in the Master Agreement between the above mentioned parties dated April 13, 2010. Meridian WWTP Blower Replacement Task Order 10162A PAGE 1 OF 10 Project Understanding The City plans to replace the existing multi -stage aeration blowers located at the Meridian Wastewater Treatment Plant (WWTP) with two high-speed, turbo blowers. This new, more efficient blower system will significantly reduce the power requirements at the WWTP. In addition, a new dissolved oxygen (DO) control system is planned as part of this expansion. The City has already completed a significant amount of work in developing this project. The City has worked with Idaho Power to receive assistance in funding this Project. The Department of Energy has also provided a grant to assist with this purchase. A primary goal of this project is to have the retrofit complete and in operation by October 2010. Scope of Work CH2M HILL will perform tasks for the development of design documents for the installation of the high-speed, turbo blowers at the Meridian WWTP. This scope of work presents the tasks associated with assisting the City of Meridian with replacement of their existing multistage aeration basin blowers with two more efficient, 200 -HP turbo blowers. Design assumes that the new high efficiency blowers will be housed in an existing blower room, and powered from the existing plant power distribution system. The blower room structure will not be modified for blower installation beyond construction of new equipment pads for blower mounting. The plant electrical distribution system will not be modified beyond provision of a new power distribution panel, or new branch circuit breakers, to feed the blowers. CH2M HILL will also provide assistance during the construction phase of the project, providing submittal reviews and attending progress meetings with the City and Contractor. CH2M HILL will complete record drawings once the installation is complete and accepted by the City. Task 1—Project Management 1.1 Staff Management and Task Coordination Project management will consist of supervising project staff, holding consultant staff coordination meetings, documenting meeting decisions and action items, and assigning activities to team members. 1.2 Monitor Project Progress Monitor project progress, including work completed, work remaining, budget expended, schedule, estimated cost of work remaining, and estimated cost at completion. Monitor project activities for potential changes, anticipate changes when possible, and with City approval, modify project tasks, budgets, and approach. 1.3 Invoices PAGE 2 OF 10 Prepare and submit a monthly billing. Prepare invoices for services performed on a monthly basis, including a brief summary of work completed. 1.4 Project Quality Control Perform project quality control reviews of all deliverables on this project. Senior technologists will be involved in the work tasks and perform necessary reviews at deliverable milestones. 1.5 Schedule Evaluation An evaluation of the anticipated project schedule will be prepared for the 60% design and 90%design submittals to the City. The schedule evaluation will include the remainder of design tasks to be completed, bid and award, equipment delivery (if long lead time), and construction schedule. Task 1 Assumption: None Task 1 Deliverables: • Estimated Project Schedule (60%, and 90% design submittals) Task 2—High-Speed, Turbo Blower Sizing Review 2.1 Blower Sizing Review This task shall review the CITY's evaluation and associated size of high efficiency blowers required to replace the existing aeration basin blowers located at the CITY's WWTP. The analysis assumes that the control of the system will not change from its current mode of operation. Installation of a different control system is beyond the scope described herein. CITY may have the option of modifying air flow by controlling the variable frequency drives of the new high efficiency blowers. This operation would also be a manual operation and not driven by any new control devices. Task 1 includes one site visit by mechanical and electrical engineers (two CH2M HILL staff total). Task 2 Assumption: • CITY to furnish future influent flow and load projections and historical influent flow/load, process control data, and blower sizing evaluations (as Microsoft Excel® electronic files if applicable). Task 2 Deliverable: • Correspondence detailing engineering review in electronic format PAGE 3 OF 10 Task 3—Coordinate with Idaho Power and Review ESCOR Proposal Assist City of Meridian with the coordination of grant funding available from Idaho Power. Task 3 assumes 2 meetings with Idaho Power and one CH2M HILL staff member. It also includes a review of their power and cost calculations. CH2M HILL will review the Roots Control System proposal (ESCOR proposal) to determine its applicability for the Meridian WWTP. Coordination requirements between this control system and the blower installation will be presented. Task 3 Assumptions: • CITY to furnish historical power consumption data along with Idaho Power proposal, as Microsoft Excel® electronic files if available. • CITY to furnish ESCOR proposal Task 3 Deliverables: Memorandum detailing review of Idaho Power requirements and ESCOR Proposal (sent to CITY electronically) Task 4—Develop Bid Package 4.1 Preliminary Engineering Report A Preliminary Engineering Report summarizing the preliminary design effort will be prepared in accordance with IDAPA 58.01.16, Wastewater Rules and submitted to IDEQ. CH2MHILL will submit the draft report to the City for review. Review comments will be incorporated and two copies will be submitted to IDEQ Boise Regional Office for review and approval. As per a discussion with IDEQ, the Preliminary Engineering Report will be submitted together with the Contract Documents once the design is complete. 4.2 75% Design Documents Preparation CH2M HILL will produce approximately 75% complete drawings and specifications. Specifications will be prepared using C112M HILL standard specifications including CH2M HILL standard front end specifications. A project review meeting will be held following the City's review of these documents. 4.3 Final Fix -up and Contract Documents Preparation CH2M HILL will provide final fix -up of the drawings and specifications based on the City's comments from the previous Subtask. Bid documents, in the form of and one set of electronic files and 4 sets of printed documents (drawings printed at half-size), will be delivered to the City. Electronic bid documents will be delivered in Portable Document Format (PDF). 4.4 Agency Approval CH2M HILL will deliver a stamped set of the final bid documents to IDEQ for agency review and approval. It is assumed that any necessary changes to the contract documents, as required by IDEQ's review comments, would be effected by addendum during the bid phase of the PAGE 4 OF 10 project. It is noted that the IDEQ review period may be as much as 42 calendar days from the time of submission to the agency. 4.5 Project Review Meetings Four copies of 75% complete project documents will be provided for the owner's review and comment. Project review meetings will be conducted for each submittal. Owner's Comments will be incorporated into the project documents. Task 4 Assumptions: • Site visit to investigate the modifications required and as -built existing conditions. Effort is 6 hours for two staff members (12 hours total). • Development of piping modifications and connection details required for connecting the new equipment to the existing piping. • CITY will provide base map for drawing sheets, in CAD format if available. C112M HILL will transfer to design drawings. • CH2M HILL will develop 3 drawings: Mechanical Plan/ Details, Electrical Plan, Electrical Details. • Drawings will be prepared in Microstation using C142M HILL CAD standards • C112M HILL will provide blower specification and related sections (See Specification List below). • CH2M HILL will develop a project narrative for submittal to the Idaho Department of Environmental Quality (IDEA). As discussed with IDEQ, this will be submitted along with the final documents to IDEQ to meet the Preliminary Engineering Report requirements. • CITY will provide all bid forms, general conditions and legal portion of the Bid Package. • Technical specifications will be based on C142M HILL master specifications, conforming to Construction Specification Institute (CSI) MasterFormat 2004 (49 - division format). • City will provide written comments on 75% design submittals in a timely manner. • City will file all required permit applications and pay associated fees. • Structural modifications will not be required as part of the bid package. Task 4 Deliverables: PAGE 5 OF 10 • 75% Design (PDF of half size drawings, Microsoft Word® files of specifications) • Final Design (PDF of half size drawings and one reproducible half size set, Microsoft Word® files of specifications) • Project Narrative to Accommodate IDEQ Preliminary Engineering Report Task 5—Services During Bidding and Construction Provide engineering services during bidding including responding to questions from potential bidders and developing addenda if necessary. Task 4 will also include review of bids and a recommendation for award to the CITY. • During the Construction phase of the project, CH2M HILL will provide the following tasks: • Submittal review for the blower system • Attend up to 5 progress meetings during construction • At the completion of the project, record drawings will be completed for the blower installation (PDF of half size drawings and one reproducible half size set along with CAD files available for the City). An allocation up to 76 hours has been established for this task. This level of effort may or may not represent the actual level of effort required by the CITY. If more hours are needed, an amendment to this agreement will be required. Task 5 Assumption: • None Task 5 Deliverables: • Two addenda and Bid Review (provided in the appropriate electronic form) • Technical specifications will be based on CH2M HILL master specifications, conforming to Construction Specification Institute (CSI) MasterFormat 2004 (49 - division format). • Record Drawings will be prepared in Microstation using CH2M HILL CAD standards • City will file all required permit applications and pay associated fees. PAGE 6 OF 10 CITY OF MERIDIAN 2M ILL d BY: TAMMY de RD, MAYOR Y: Ro d J. Fe ringer Dated: A u-,,— cS a© Dated: / OF ?A&%, Attest: FO JAYCE . HOLMAN, CITY CLERK SEAL �o Tel Approved as to C ntent IF, c�ST is, • 1 Ortment Approval KEIfpvAWfTV, PU ING AGENT ,o,+++'+++� +e�st�rrrr TITLE: Dated: �O' TJ �! Dated: Shgllb PAGE 8 OF 10 Compensation Level of Effort The task level of effort estimates are summarized in the following table. CH2M HILL has developed this level of effort estimate based on the work plan presented herein and assumptions stated previously. The fees will be billed as time and material, and will not exceed the total amount below without prior approval by the City. Level of Effort Task Description Total Task 1 Project Management $9,206 2 High-speed turbo blower sizing review $4,025 3 Coordinate with Idaho Power and Review ESCOR proposal $1,724 4 Develop Bid Package $35,683 5 Services during Bidding and Construction $10,057 Summary - All Tasks $60,695 Schedule The schedule is listed below: • Notice to Proceed (NTP) — Date to be determined • Delivery of Task 2 and Task 3 memorandums and project review meeting with City - 2 weeks after NTP • Delivery of 75% design documents - 4 weeks after preliminary design project review meeting • Delivery of 100% bid documents to City — 2 weeks after 75% design project review meeting • Delivery of agency review set to IDEQ (including Preliminary Engineering Report) - 1 weeks after 100% design project review meeting PAGE 7 OF 10 Attachment A — Specification List SectionI Section Title No. City I CH2M HILL Responsible Responsible DIV 00 PROCUREMENT AND CONTRACTING REQUIREMENTS X 0241 00 GENERAL REQUIREMENTS X DIV 01 GENERAL REQUIREMENTS 01 11 00 SUMMARY OF WORK X X 01 31 13 PROJECT COORDINATION X X 01 29 00 PAYMENT PROCEDURES X 01 88 15 SEISMIC ANCHORAGE AND BRACING X X 01 31 19 PROJECT MEETINGS X X 01 33 00 SUBMITTALS PROCEDURES X X 01 32 00 CONSTRUCTION PROGRESS DOCUMENTATION X X -014533 SPECIAL INSPECTION, OBSERVATION, AND TESTING X X 01 50 00 TEMPORARY FACILITIES AND CONTROLS X 01 50 00 TEMPORARY FACILITIES AND CONTROLS X X 01 91 14 EQUIPMENT TESTING AND FACILITY STARTUP X 01 77 00 CLOSEOUT PROCEDURES X X 01 78 23 OPERATION AND MAINTENANCE DATA X X DIV02 TECHNICAL SPECIFICATIONS, DIVISIONS 02 0241 00 THROUGH X DIV02 EXISTING CONDITIONS 0241 00 DEMOLITION X DIV 03 CONCRETE 03 63 00 CONCRETE DOWELING X 036200 NONSHRINK GROUTING X DIV 05 METALS 05 05 23 WELDING X 05 50 00 METAL FABRICATIONS X 01 88 15 SEISMIC ANCHORAGE AND BRACING X DIV 09 FINISHES X 09 90 00 PAINTING AND COATING X DIV 11 EQUIPMENT 4442 10.01 SECONDARY TREATMENT BLOWER SYSTEM X DIV 40 05 15 PIPING SUPPORT SYSTEMS X 40 27 00 PROCESS PIPING—GENERAL X PAGE 9 OF 10 07 92 00 JOINT SEALANTS X 40 05 15 PIPING SUPPORT SYSTEMS X 22 05 48 VIBRATION ISOLATION AND SEISMIC CONTROLS FOR PLUMBING AND EQUIPMENT X 15099 EXPANSION CONTROL FOR PIPING X 40 27 01 PROCESS VALVES AND OPERATORS X 40 42 13 OR 22 07 00 PROCESS PIPING INSULATION OR PLUMBING PIPING INSULATION X 22 30 00 PLUMBING EQUIPMENT X DIV 26 ELECTRICAL 26 05 01 ELECTRICAL X 26 05 33 RACEWAY AND BOXES X 26 27 26 WIRING DEVICES X 26 05 70 ELECTRICAL SYSTEMS ANALYSIS X 26 05 26 GROUNDING AND BONDING FOR ELECTRICAL SYSTEMS X 26 24 16 PANELBOARDS X PAGE 10 OF 10 Ewen City Coca DATE: June 8, 2010 # NUMBER: 4 PROJECT NgMBER: ISM TITLE Task Order #10010 with CH2M Hill (Master Agreement Gated 4-13-2010), for Engineering Design Services of the Ground Reservol� #2 Project for a Not -To -Exceed Amount of $165,613,00 MENET tTES n AA DATE: E-MAILED TO, SENT 70 SENT TO NOTES IRMALS STAFF AGENCY APPLICANT C E IDIAN16., Public IDA Works Department TO: Mayor Tammy de Weerd Members of the City Council FROM: Clint Worthington, P.E. DATE: May 17, 2010 Mayor Tammy de Weerd City Council Members: Keith Bird Brad Hoaglun Charles Rountree David Zaremba SUBJECT: TASK ORDER 10010 WITH CH2MHILL (MASTER AGREEMENT DATED 4-13-2010), FOR ENGINEERING DESIGN SERVICES OF THE GROUND RESERVOIR #2 PROJECT FOR A NOT -TO -EXCEED AMOUNT OF $165,613.00 (NEXT AVAILABLE CONSENT AGENDA) I. RECOMMENDED ACTION A. Move to: 1. Approve Task Order 10010 with CH2MHILL for Ground Reservoir #2 Engineering Design Services for a not -to -exceed amount of $165,613.00 and approve the expenditure of $100,000 in FY 2010. 2. Authorize the Mayor to sign the agreement. II. DEPARTMENT CONTACT PERSONS Clint Worthington, Staff Engineer (Project Manager) 489-0349 Kyle Radek, Asst. City Engineer 489-0343 Warren Stewart, PW Engineering Manager 489-0350 Tom Barry, Director of Public Works 489-0372 III. DESCRIPTION A. Background The Meridian water system currently has 2.5 million gallons of available storage that is provided by a 0.5 million gallon elevated tank and a 2 million gallon ground -level tank with booster pumps. According to the Water Master Plan Update of 2006, the City needs to begin design and construction of a 2 million Page I of 3 IV gallon storage facility in 2010. When combined with the City's existing 2.5 million gallon storage capacity the proposed 2 million gallon storage facility, along with additional planned supply wells, will provide enough system -wide storage capacity to satisfy the anticipated peaking and fire fighting requirements through 2025. B. Proposed Project This task order will provide the City of Meridian with engineering design services for a 2 million gallon storage reservoir and booster pumps. The reservoir and boosters will be located on the recently purchased property near the intersection of Locust Grove and Victory along Ten Mile Creek. Included with the construction of the reservoir and booster pump station, a pathway and landscaping will be constructed along Ten Mile Creek. C. Consultant Selection The consultant was chosen from the recently selected professional engineering services roster due to their familiarity with the project scope and quality of the service they have provided in the past for the City. IMPACT A. Strategic Impact: Design and construction of the reservoir and booster pumps will ensure the City meets the strategic objective to develop infrastructure and programs to effectively provide uninterrupted water supply and fire suppression. B. Service/Delivery Impact: The reservoir will provide water storage that will increase the redundancy and robustness of the City's water system and decrease our dependence on instantaneous pumping capacity. The reservoir will provide flows at peak and emergency periods. It will provide the instantaneous pumping capacity equivalent to several wells. D. Fiscal Im Impact: Project budget for FY 2010 is $100,000. We are requesting the budgeted $100,000 this fiscal year and will request the remaining $65,613 early in the 2011 fiscal year. Project Design Costs Consultant Agreement Not -to -exceed $165,613 2010 Portion $100,000 2011 Portion $65,613 Page 2 of 3 Project Funding Ground Reservoir (3490-96107) Fiscal Yr 2010 $100,000 Ground Reservoir (3490-96107) Fiscal Yr 2011 $2,000,000 VI. TIME CONSTRAINTS The design of the reservoir and booster pump station has an expected completion date of October of 2010 with construction beginning in early 2011. Council's approval of this task order allows the design to be substantially complete in fiscal year 2010 and ready for construction in 2011. The above schedule keeps the budget and project completion rate on track with the Capital Improvements Plan. VII. LIST OF ATTACHMENTS A. Task Order 10010 with CH2MHILL for Ground Reservoir #2 Engineering Design Services. Approved for Council Agenda: to Page 3 of 3 E IDIAN TASK ORDER NO. 10010 Between CITY OF MERIDIAN AND CH2M HILL PURCHASING MANAGER 33 E. Idaho Ave, Meridian, ID 83642 Phone: (208) 489-0416 Fax: (208) 887-4813 This Task Order is issued by City and accepted by the Engineer pursuant to the mutual promises, covenant and conditions contained in the Master Agreement between the above mentioned parties dated April 13, 2010. Ground Reservoir #2 Task Order 10010 Project Understanding The City plans to construct a new potable water storage reservoir and booster pump station on the parcel of land approximately 800 feet south of East Victory Road and immediately east of South Locust Grove Road. It is expected that the above -grade reservoir will have a storage capacity between 2 and 3 million gallons. The reservoir will be constructed of welded steel. The design of the new booster pump station is expected to be similar to the pump station located adjacent to the existing Ustick Reservoir. The pump station will house the following systems and components: booster pumps; chlorination equipment; mechanical, electrical, and plumbing systems; level sensor instrumentation and booster pumps SCADA controls; and standby generator. Planning will also be included for a future well to be constructed on the site adjacent 11 MAY 2010 PAGE 1 OF 15 to the pump station. The pump station will be designed for future expansion to include the well house. Site work for the project is expected to include the following construction: distribution and supply piping on the reservoir site; excavation and fill; finished grading; access roadway; sidewalks; site drainage; fencing; and minimal landscaping. The site design will also include a new asphalt path for pedestrians and bicyclists. The path will be located on the north side of Ten Mile Creek and will be designed in accordance with the recommendations of the Meridian Pathways Master Plan (dated January 2010). It us our understanding that the proposed site is currently unincorporated but that the City will annex the property, and that the project will therefore be designed according to City planning & zoning requirements (as opposed to Ada County requirements). It is also our understanding that the City owns all property associated with this project, and that no rights-of-way or easements will be required. A topographic survey and a geotechnical field exploration will be performed so that the planned facilities can be properly designed and located on the site. A geotechnical evaluation of the site will be performed to gather site-specific subsurface information and collect soil samples for classification and laboratory testing. The site will also be surveyed for wetlands or other sensitive areas. These sensitive areas will be delineated on the final site plan, and the contractor will be required to take necessary steps to protect these areas. The proposed location of the reservoir and pump station is located in the floodplain of Ten Mile Creek; the project is therefore required by the Federal Emergency Management Agency (FEMA) to perform a flood analysis to evaluate impacts associated with the reservoir and pump station construction. A hydraulic model will be produced based on existing modeling to be furnished by FEMA. CH2M HILL understands that the City has contacted the US Army Corp of Engineers (USACE) to determine if they would have interest in funding a portion of the project. Since the USACE has not responded at the time of the preparation of this scope, CH2M HILL has assumed that the USACE will not be involved in the project. This task order would need to be amended to include any project changes or impacts associated with USACE involvement in the project. Scope of Work CH2M HILL will perform the tasks for the design of the new reservoir and booster pump station as outlined below. Task 1—Project Management 1.1 Staff Management and Task Coordination Project management will consist of supervising project staff, holding consultant staff coordination meetings, documenting meeting decisions and action items, and assigning activities to team members. 11 MAY 2010 PAGE 2 OF 15 1.2 Monitor Project Progress Monitor project progress, including work completed, work remaining, budget expended, schedule, estimated cost of work remaining, and estimated cost at completion. Monitor project activities for potential changes, anticipate changes when possible, and with City approval, modify project tasks, budgets, and approach. 1.3 Invoices Prepare and submit invoices for services performed on a monthly basis, including a brief summary of work completed. 1.4 Project Quality Control Coordination and facilitation of project quality control reviews of all deliverables on this project. Senior technologists will be involved in the work tasks and perform necessary reviews at deliverable milestones. 1.5 Opinions of Probable Costs. An opinion of probable construction cost will be prepared at each of the preliminary design and 90% design submittals to the City. 1.6 Schedule Evaluation An evaluation of the anticipated project schedule will be prepared at each of the preliminary design and 90% design submittals to the City. The schedule evaluation will include the remainder of design tasks to be completed, bid and award, equipment delivery (if long lead time), and construction schedule. Long lead items will be identified for possible pre -purchase. Task 1 Assumptions: Duration of design phase for this Task Order assumed to be 6-7 months. Task 1 Deliverables: • Opinions of Probable Cost (at Preliminary and 90% design submittals) • Estimated Project Schedule (at Preliminary and 90% design submittals) Task 2—Preliminary Design of Reservoir and Booster Pump Station 2.1 Site Visit CH2M HILL will conduct one site visit to take photographs of the existing site and to generally become familiar with the site and topography. CH2M HILL will rely on the City for any as -built information regarding buried utilities. 2.2 Hydraulic System Modeling Coordination It is our understanding that the City will perform all necessary hydraulic modeling required. CH2M HILL will coordinate with City personnel regarding the system 11 MAY 2010 PAGE 3 OF 15 hydraulic parameters that will be needed in order to complete the remaining subtasks listed below. These parameters are expected will include, but may not necessarily be limited to, the following: • Maximum and minimum reservoir filling rate • Maximum reservoir drafting rate • Desired normal operational water level in the reservoir • Minimum water level in the reservoir during maximum demand • Overflow elevation • Turnover rate of reservoir during average demand • Pumping pressures and flow rates • Pressure zone boundaries • Operational preferences on pump configuration and sizes CH2M HILL will coordinate with the Nampa & Meridian Irrigation District regarding a permit for a discharge to Ten Mile Creek on the proposed site. It is our understanding that the discharge will be used only for pump -to -waste flows and for emergency overflow from the reservoir. 2.3 Prepare Preliminary Drawings and Specification List CH2M HILL will prepare a preliminary site plan showing the approximate location and size of the reservoir and booster pump station. The site plan will also show preliminary design concepts for major distribution and supply piping and major site construction features such as access road, sidewalks, fencing, and pedestrian path. A preliminary floor plan of the booster pump station will also be prepared showing the schematic layout of major mechanical equipment and piping components. CH2M HILL will prepare a preliminary list of specifications that will be used for the final design of the reservoir and pump station. 2.4 Project Meetings Following the City's review the deliverables for Task 2, CH2M HILL will participate in a project review meeting with the City to discuss the recommendations made in the preliminary design deliverables and the City's review comments. This project review meeting will form the basis of understanding for the final design effort for the project. All key decisions regarding site layout, facility layout, and major equipment are expected to'be confirmed before or during this project review meeting. Task 2 Assumptions: • A maximum of 2 CH2M HILL personnel will attend the site visit. • Up to 2 CH2M HILL personnel will attend the project review meeting. • The reservoir will be constructed of welded steel; no additional analyses will be conducted for alternate tank materials. • CH2M HILL will not be in attendance at public outreach meetings. • The deliverable document for Task 2 may precede the deliverables for Task 5 in order to meet the overall design schedule desired by the City. Task 2 Deliverables: 11 MAY 2010 PAGE 4 OF 15 • Preliminary drawings and project specifications list • Project review meeting notes in electronic format Task 3—Geotechnical Site Evaluation CH2M HILL will perform a geotechnical site exploration to gather site-specific subsurface information and collect soil samples for classification and laboratory testing. The field exploration at the site will consist of two shallow soil borings and one deeper soil boring. The shallow borings will be advanced, one each, at the anticipated reservoir location and at the anticipated booster pump station location. The deeper boring will be advanced at the anticipated reservoir location. The shallow soil borings will be advanced using hollow -stem auger drilling methods, to auger refusal or to a depth of approximately 15 feet, whichever is shallower. The deeper soil boring will be advanced using hollow -stem auger drilling methods, to auger refusal or to a depth of approximately 40 feet, whichever is shallower. It is assumed that all of the boring locations can be accessed by a truck -mounted drilling rig. Standard Penetration Testing and split -spoon soil sampling will be performed at 2.5 - foot intervals to a depth of 10 feet, and at 5 -foot intervals thereafter, in order to evaluate the soil relative density and consistency. A CH2M HILL geotechnical engineer or engineering geologist will oversee the work of a subcontracted driller, will log the borings, and will make field characterizations of the samples. If ground water is encountered in any of the borings, the depth to the water surface will be noted in the field logs. A limited laboratory testing program will be performed on collected soil samples in order to evaluate index properties of the soil. If rock is encountered within the depth of the proposed construction, or if very weak or problematic soils are encountered, additional testing may be recommended (at additional cost). CH2M HILL will perform engineering analysis to develop recommendations for site seismic classification, presumptive allowable bearing pressures, lateral earth pressures, and construction issues. A brief geotechnical engineering technical memorandum will be prepared for internal CH2M HILL use in designing the facilities on site. Final borehole and test pit logs and an exploration location plan will be included in the report. If additional rock coring or laboratory testing is recommended based on actual subsurface conditions encountered, authorization will be sought prior to performing either of these activities. Task 3 Assumptions: • In subsurface investigations, the actual characteristics may vary significantly between successive test points and sample intervals and at locations other than where observations, explorations, and investigations are made. Because of the inherent uncertainties in subsurface evaluations, changed or unanticipated underground conditions may occur that could affect total project cost or execution. If conditions change that 11 MAY 2010 PAGE 5 OF 15 require additional exploration and analysis, the scope and budget will be adjusted by amendment to add these additional services. Installation of a test well or monitoring well is not included in this scope of work. Task 3 Deliverables: None Task 4 --Site Survey 4.1 Topographic Survey of Reservoir and Pump Station Site CH2M HILL will contract with Critigen to perform a field survey of the proposed site in order to determine existing field conditions, including surface features, non -buried utilities, and utilities marked by Idaho DigLine. The final internal product of the site survey will be a digital terrain model (DTM) and a site base map with 1 -foot contours. Horizontal and vertical control locations of the proposed geotechnical exploration points (borings) will be collected, and these locations will be staked so that the adjacent buried utilities can be marked by Idaho DigLine for buried prior to drilling operations. 4.2 Topographic Survey of Ten Mile Creek CH2M HILL will contract with Critigen to perform a survey of the adjacent Ten Mile Creek in order to obtain the data necessary to complete the flood modeling effort described in Task 5. The survey will provide a maximum of 11 creek cross sections that will be used in conjunction with the site base map described in the previous subtask. Task 4 Assumptions: • The site survey will be performed using real-time kinetic (RTK) global positioning system (GPS) equipment. • A maximum of 4 control points will be set or identified for construction survey control. • The site survey will be limited to the area of approximately 4.0 acres (the limits of the proposed property), with the following exceptions: • The cross section of Ten Mile Creek will be surveyed along a maximum of 11 distinct lines extending away from the creek centerline in both directions to the approximate extents of the 500 -year flood plain, along with bridge and culvert geometry at South Locust Grove Road. • The site survey will be tied into at least two existing FEMA reference markers • Underground utilities will be located by Idaho DigLine prior to the survey. • CH2M HILL cannot be held responsible for non-performance, inaccuracies, or omissions of Idaho DigLine utility locates. Task 4 Deliverables: The site base map will be made available to the City upon request. 11 MAY 2010 PAGE 6 OF 15 Task 5—Ten Mile Creek Flood Analysis and Modeling The proposed location of the reservoir and booster pump station is located in the floodplain of Ten Mile Creek (see Exhibit 1). Potential flood impacts associated with the reservoir and pump station will be assessed using standard flood analysis and modeling. As part of the flood analysis, hydraulic models will be produced using existing data to be furnished by FEMA or the City of Meridian, limited site-specific topographic information, and direct communication with Meridian (and potentially Ada County). Exhibit 1; FEMA Flood Insurance Rate Map (FIRM) of Area of Interest for Flood Analysis Results from the flood analysis will be summarized in a brief technical memorandum (TM) that will be used to iteratively guide the reservoir design. The technical memorandum will contain the basic hydraulic information that might ultimately be required by Meridian and FEMA to initiate revision of the flood boundaries (map revision) shown in the flood insurance rate map (FIRM). After the project has been constructed, C112M HILL anticipates the City of Meridian may be required by FEMA to request a map revision by submitting a Letter of Map Revision (LOMR). Consistent with the City's request that services during construction be included in subsequent phases of work, preparing the LOMR that would rely on post -construction as -built data is beyond the scope of services of this agreement. However, C112M HILL can provide such services during a future task order as requested by the City. 5.1 Obtain and Evaluate FEMA Effective Model to Establish a Corrected Effective Model CH2M HILL will obtain and review the current Effective Model provided by FEMA. The Effective Model is assumed to be the HEC -RAS model revised to reflect the LOMR effective 11 MAY 2010 PAGE 7 OF 15 jg nnoRv QTY" iAN ZtlPlEx 20MN Yob Annudow" (IMY-0 FbMpW MM 1% annul dn"" 0MY-0 A-dway Ten Mile Creek EM Choft �e Area of Interest for Flood Analysis REVIS AREA MAP e"LE 1-.4W ADA COUNTY PAWL OW UNIN RPORATED AMAS FIRM 2r 1 ROOMMVJR"=RAIEW § ZOWX 30 29 ADA COUNn, m WAHp AND ZONEX 24CORPORATM ARKS PANEL26SOFIn + r' ursaasa�c li uwracnEr�a® F Iw AIL U 7 M V' YAFMIYlt MMtOMpN hAn18n..p.p N�w,p Aeso- Results from the flood analysis will be summarized in a brief technical memorandum (TM) that will be used to iteratively guide the reservoir design. The technical memorandum will contain the basic hydraulic information that might ultimately be required by Meridian and FEMA to initiate revision of the flood boundaries (map revision) shown in the flood insurance rate map (FIRM). After the project has been constructed, C112M HILL anticipates the City of Meridian may be required by FEMA to request a map revision by submitting a Letter of Map Revision (LOMR). Consistent with the City's request that services during construction be included in subsequent phases of work, preparing the LOMR that would rely on post -construction as -built data is beyond the scope of services of this agreement. However, C112M HILL can provide such services during a future task order as requested by the City. 5.1 Obtain and Evaluate FEMA Effective Model to Establish a Corrected Effective Model CH2M HILL will obtain and review the current Effective Model provided by FEMA. The Effective Model is assumed to be the HEC -RAS model revised to reflect the LOMR effective 11 MAY 2010 PAGE 7 OF 15 July 7, 2008 as indicated on the FEMA website. Results from the Effective Model will be compared to published Base Flood Elevations (BFE's) to ensure that the LOMR was recorded properly and is consistent with city and county floodplain administrator records. Hydrologic and hydraulic modeling parameters will be checked for accuracy and consistency with published values in the Flood Insurance Study (FIS) and documentation associated with the LOMR effective July 7, 2008. Necessary changes will be applied to the Duplicate Effective model and this resulting model will be considered the Corrected Effective Model. If results match within 0.1 feet, the model will be considered a Duplicate Effective model. If any discrepancies greater than 0.1 feet are noted, CH2M HILL will discuss the noted discrepancies with the City and the Ada County floodplain administrator and establish a plan for addressing the noted differences to develop a Corrected Effective Model. 5.2 Collect Existing Conditions Data So that the Effective Model accurately reflects topographic and structural information specific to the project site, additional topographic survey data will be collected. Specifically, the following cross-section and structural data will be collected as a sub -task to the larger site topographic survey (see also subtask 4.2): Up to 2 cross-sections upstream from the property. • Up to 5 cross-sections within the property. Up to 3 cross-sections downstream from the property. • 1 culvert (South Locust Grove) downstream from the property. Given the published FEMA maps, it appears that effective cross-sections are located upstream and downstream from the project site, so no additional cross- sections (beyond the number listed above) will be collected from those areas so that modifications to the Effective Model are minimized. 5.3 Create HEC -RAS Existing Conditions Model CH2M HILL will update the Corrected Effective Model to reflect current conditions using the topographic survey data gathered as part of Task 4. Specifically, CH2M HILL will update cross section information and/or culvert dimensions that are collected as part of the topographic survey collection effort. 5.4 Create HEC -RAS Proposed Conditions Model CH2M HILL will update the Existing Conditions Model to reflect proposed site conditions. Up to three Proposed Conditions Models will be developed. Specifically, CH2M HILL will modify the existing conditions digital terrain model (DTM) to represent grading changes associated with the proposed development of the reservoir and booster pump station. The existing DTM model and site map will be generated as a part of Task 4. The Proposed Conditions Models will include two different scenarios reflecting different on-site modifications. The scenarios are summarized below: Scenario 1 - On-site re -contouring with no changes to the South Locust Grove Road culvert. 11 MAY 2010 PAGE 8 OF 15 • Scenario 2 — On-site re -contouring with larger capacity box culvert (or similar structure to be determined) at South Locust Grove Road. Grading concepts may include primarily floodplain re -contouring to increase conveyance to the extent that construction of the proposed reservoir and pump station results in no or minimal changes to BFEs. As such, grading or proposed changes to the channel or banks will not be performed unless necessary to complete the reservoir and booster pump station project. If it is determined that revisions to the channel or banks are necessary, CH2M HILL will discuss the findings with the City and establish a plan for addressing the issue. Addressing revisions to the channel alignment or profile are considered beyond the scope of services of this agreement. Results from the flood analysis will be summarized in the technical memorandum. The memo will summarize the model results from the Effective and Existing Conditions models, as well as the preferred Proposed Conditions scenario. A figure depicting the 100 -year, and 500 -year floodplain boundaries for the preferred proposed conditions scenario will also be included. 5.5 Flood Analysis Stakeholder Facilitation CH2M HILL has assumed that the City will take the leadership role to coordinate with various stakeholders regarding the flood analysis results and potential impacts. Such stakeholders may include Ada County, FEMA, and other City departments. CH2M HILL will not be providing stakeholder facilitation services under this subtask. Task 5 Assumptions: • Ada County may need to jointly review this hydraulic study project because the applicant is the City of Meridian. • There is an existing, accessible HEC -RAS model that FEMA relied on to publish the FIRM. • There are existing, accessible HEC -RAS models that formed the basis of the 2008 and 2009 LOMR's in the project vicinity. These models can be spliced into the FEMA HEC -RAS model with minimal complication. • The City will provide guidance for the design and construction of a pedestrian path as it relates to site grading and floodplain grading for the Proposed Conditions model. • Meridian's Floodplain Development Permit will be administered internally outside of this scope of services. Task 5 Deliverables: • Flood analysis technical memorandum (final hydraulic report and work map can be provided under a subsequent task order if required for City documentation or for if a FEMA LOMR is required). 11 MAY 2010 PAGE 9 OF 15 Task 6—Final Design 6.1 Preliminary Engineering Report A Preliminary Engineering Report summarizing the preliminary design effort will be prepared in accordance with IDAPA 58.01.08, Idaho Rules for Public Drinking Water Systems, and submitted to IDEQ. The report will reflect any key decisions made at the project review meeting at the conclusion of Task 2. The Preliminary Engineering Report may include the following sections: • Existing System • Location • Size • Water Quantity • Storage • Operating Pressure • Hydraulic Analysis • Sources of Water • Sewage • Treatment Wastes • Monitoring Results • Community Systems • Potential Contamination • Flooding • Additional Information It is noted that not all of the above sections will be applicable to this project, and will be characterized as such in the report. Furthermore, some of the sections will simply refer to the City's water master plan for applicable information. CH2MHILL will submit the draft report to the City and to IDEQ Boise Regional Office for review and approval. 6.2 90% Design Documents Preparation CH2M HILL will advance the design of the project and will incorporate comments from the City from the previous Subtask in order to produce approximately 90% complete drawings and specifications. A project review meeting will be held following the City's review of these documents, as outlined in Subtask 6.4. 6.3 Final Fix -up and Contract Documents Preparation CH2M HILL will provide final fix -up of the drawings and specifications based on the City's comments from the previous Subtask. Bid documents, in the form of and one set of electronic files and 4 sets of printed documents (drawings printed at half-size), will be delivered to the City. Electronic bid documents will be delivered in Portable Document Format (PDF). 11 MAY 2010 PAGE 10 OF 15 6.4 Project Review Meetings Four copies of 90% complete project documents will be provided for the City's review and comment. A project review meeting will be conducted following the City's review of the submittal. Owner's Comments will be incorporated into the project documents. Estimated Sheet Lists The list below provides an estimate of the drawing sheets to be included in the final design phase. 1 Location Map and Index to Drawings 2 Civil and Architectural Legends 3 General Structural Notes 4 Statement of Special Inspections — 1 5 Statement of Special Inspections — 2 6 Statement of Special Inspections — 3 7 Mechanical Legend 8 Electrical Legend 9 Site Location and Grading Plan 10 Path Plan and Details 11 Landscaping and Irrigation Plan 12 Yard Piping Plan 13 Reservoir Foundation Plan and Notes 14 Reservoir Roof Plan 15 Reservoir Section and Column Details 16 Reservoir Piping Encasement and Support Sections 17 Reservoir Details 18 Structural Details 19 Pump Station Architectural Plans and Elevations 20 Pump Station Arch/Struct Sections and Details 21 Pump Station Piping Plan and Sections 22 Reservoir and Pump Station Mechanical Details 23 Pump Station Electrical Site Plan and 1 -line Diagrams 24 Pump Station Electrical Process Plan 11 MAY 2010 PAGE 11 OF 15 25 Pump Station Electrical Facility Plan 26 Pump Station Electrical Details and Diagrams 27 Pump Station Electrical Details and Diagrams Task 6 Assumptions: • Prior to the start of the final design task, the City will provide CH2M HILL with all information available on existing utilities located on the proposed site. • The City will annex the property; all design will be performed according to City planning and zoning requirements (not Ada County requirements). • The City will coordinate all of the requirements and comments from internal City departments and division (Parks and Recreation, Planning and Zoning, etc.) and provide such requirements and comments to CH2M HILL. • The City will perform all necessary coordination with Nampa & Meridian Irrigation District and will pay directly for any license agreement fees related to the project. • The City will provide CH2M HILL with the manufacturer's name and model for the required remote terminal unit (RTU) to be used for the City's SCADA system. CH2M HILL will specify the requested RTU and will show controls wiring terminating at this location. The City will contract separately with a third party to program the system after the contractor has installed all necessary systems and wiring. • The new pedestrian and bicycle bike path will be located on the north side of Ten Mile Creek and the limits of the design will be from the east side of South Locust Grove Road to the east property boundary. • Design of a new, enlarged culvert at South Locust Grove Road is not included in this scope of work. However, if the flood analysis indicates that a larger culvert would be an effective flood mitigation option, the scope and budget for the design of a new culvert could be added by amendment to include this task at the City's request. • CH2M HILL will show locations of wetlands and other sensitive areas on the final site plan. The selected contractor will be responsible for preparing the storm water pollution prevention plan (SWPPP) and for determining necessary measures to protect the identified sensitive areas. • Since all key decisions regarding site and facility layout, materials of construction, and major equipment will be confirmed at the time of the preliminary design submittal, it is assumed that comments received from the City on the 90% submittal will be of a minor nature that will not require significant redesign. • Technical specifications will be based on CH2M HILL master specifications, conforming to Construction Specification Institute (CSI) MasterFormat 2004 (49 -division format). • Drawings will be prepared in Microstation using CH2M HILL CAD standards. 11 MAY 2010 PAGE 12 OF 15 • City will provide compiled written comments on the 90% design submittal in a timely manner. • City will file all required permit applications and pay any associated fees. • This scope of work is for the outlined design services only. Services during the bid period and engineering services during construction (submittal review, responding to RFI's, construction observations, record drawings, etc.) will be included in a separate task order. Task 6 Deliverables: • One electronic copy (PDF) and four printed copies of the Preliminary Engineering Report, delivered to both the City and IDEQ • One electronic copy (PDF) and four printed copies of the 90% drawings and specifications • Meeting notes from 90% project review meeting, delivered in electronic format • One electronic copy (PDF) and four printed copies of final bid set drawings and specifications, delivered to both the City and IDEQ 11 MAY 2010 PAGE 13 OF 15 Compensation Level of Effort The task level of effort estimates are summarized in the following table. CH2M HILL has developed this level of effort estimate based on the work plan presented herein and assumptions stated previously. The fees will be billed as time and material, and will not exceed $100,000.00 without prior approval by the City. NON -APPROPRIATIONS CLAUSE CH2M HILL acknowledges that the City only has $100,000.00 budget for this project for the fiscal year ending September 30, 2010 and cannot guarantee any further funds will be allocated to this project. It is CH2M HILL's sole responsibility to only incur fees up to the $100,000.00 limit of this agreement. If additional funds are allocated for the fiscal year 2011 (October 1, 2010 — September 30, 2011) and the City approves a contract amendment, the remainder of the tasks listed below may be completed. Level of Effort Task Description Total Task 1 Project Management $14,466 2 Preliminary Design of Reservoir & Booster Pump Station $29,131 3 Geotechnical Site Evaluation $15,062 4 Site Survey $8,216 5 Ten Mile Creek Flood Analysis & Modeling $24,757 6 Final Design $73,981 Summary - All Tasks $165,613 Task totals listed above include all CH2M HILL labor and subcontractor expenses. Preliminary Schedule The preliminary design schedule is listed below. This estimated schedule has been developed independent of the funding limitations listed above in the Non - Appropriations Clause. CH2M HILL and the City acknowledge that the schedule may need to be adjusted if the $100,000 funding limit is reached prior to the end of the 2010 fiscal year (September 30, 2010). • Notice to Proceed (NTP) — Date to be determined • Delivery of Preliminary Design documents - 10 weeks after NTP • Delivery of Preliminary Engineering Report to City and IDEQ — 3 weeks after Preliminary Design review meeting 11 MAY 2010 PAGE 14 OF 15 • Delivery of 90% design documents - 10 weeks after Preliminary Design review meeting • Delivery of 100% bid documents to City - 2 weeks after 90% design project review meeting • Delivery of agency review set to IDEQ - 2 weeks after 90% design project review meeting CITY OF M TAMMY de JAYCEE4. HOLMAN, CITY CLER Approved by Council: CI -12M BY: Mark Bowen Vice President Dated: 02 .� ORA TF -• a ; SEAL = �® Approved s to 70;te7t '�q COUNTY • `impartment Approval / �rrrntrr}ri n1j°�,, 1 BY: d BY: KEIT"FATT6, lbURPWASING AGENT TITLE: l.�/ Dated: , � '/6 (/ D Dated: 6ZL /' a 11 MAY 2010 PAGE 15 OF 15 Mon*dlan City CouncO-WedW CiE IDIAN16., P111JI1C IDAHO Works Department Mayor Tammy de Weerd CNy Council Membertr Keith Bird Brad Hoaglun Charles Rountree David Zaremba TO: Mayor Tammy de Weerd Members of the City Council FROM: Clint Dolsby, P.E. Assistant City Engineer DATE: May 28, 2010 SUBJECT: TASK ORDER #10022 FOR MERIDIAN WASTEWATER TREATMENT PLANT FACILITIES PLAN WITH C112M HILL FOR A NOT TO EXCEED AMOUNT OF $399,920.00 PURSUANT TO THE MASTER AGREEMENT APPROVED BY CITY COUNCIL APRIL 13, 2010 (June 8, 2010 Consent Agenda) I. RECOMMENDED ACTION A. Move to: 1. Approve the Task Order with CH2M HILL for Engineering Services for the Meridian Wastewater Treatment Plant Facilities Plan, in an amount not to exceed $399,920.00; and 2. Authorize the Mayor to sign the agreement. II. DEPARTMENT CONTACT PERSONS Clint Dolsby, Asst. City Engineer (Project Manager) 489-0341 Warren Stewart, PW Engineering Manager 489-0350 Tom Barry, Director of Public Works 489-0372 III. DESCRIPTION A. Background The most recent Wastewater Treatment Plant Facility Plan Update (completed in August 2007) recommended the construction of a separate treatment train at the Page I of 3 west end of the plant for plant expansion when the flows reached 7 million gallons per day. Since that time Public Works has deviated from the August 2007 Facility Plan Update and undertaken extensive optimization efforts at the plant to increase capacity in an effort to postpone the construction of the new treatment trains. These efforts will be captured in the Facility Plan. Public Works has achieved capacity gains at the Wastewater Treatment Plant, at a minimal cost, and plans to continue optimization efforts to get the most out of our existing plant before construction of the separate treatment trains commences. B. Proposed Project The facility plan will recognize the optimization efforts that have been completed and are ongoing. The plan will provide a path forward regarding lower phosphorus limits and other key issues including sustainability initiatives. Additionally, the Facility Plan will fulfill IDAPA 58.01.06—Wastewater Rules, §410—Facility and Design Standards for Municipal Wastewater Treatment or Disposal Facilities—Facility Plans for meeting wastewater treatment needs until 2030, taking into consideration conditions envisioned to build -out of the planning area. The facility plan will include a capital improvement plan through 2016 and identify preferred wastewater and biosolids treatment and disposal options. C. Consultant Selection The consultant, CH2M HILL, was selected through a formal Request for Qualifications. The City received three outstanding submittals from well qualified consultants. The proposal from CH2M HILL was ranked by all reviewers and received the best overall score. IV. IMPACT A. Strategic Im acct: This project supports the Public Works Mission and Vision for utilizing closed - looped systems to recycle and/or reuse 80% of the waste stream utilizing water reclamation, co -generation and nutrient recycling while emphasizing financial stewardship and environmental sustainability. B. Service/Delivery Impact: The Wastewater Treatment Plant Facility Plan will provide a roadmap for plant growth for the foreseeable future. It will not only address issues such as sustainability, phosphorus, nitrogen, and biosolids management alternatives, it will analyze how different initiatives interact with each other and recommend a path forward. C. Fiscal Impact: Page 2 of 3 VA VI. VII. Project Costs Consultant Agreement $399,920.00 Total Cost $399,920.00 Project Funding Meridian WWTP Facilities Plan (3500-55090) $399,920.00 Total Funding $399,920.00 ALTERNATIVES A. The City could defer the Wastewater Treatment Plant Facility Plan until fiscal year 2011 or later. However, without a clear path forward on several outstanding issues at the Wastewater Treatment Plant, it would be more challenging to develop future capital improvement plans and implement projects at the plant. TIME CONSTRAINTS Council's approval will allow this critical project at the Wastewater Treatment Plant to be initiated this fiscal year. LIST OF ATTACHMENTS A. Task Order No. 10022. Approved for Council Agenda Page 3 of 3 • CH2MHILL AW (�E IDIADA N�-- CH2M HILL 322 East Front Strete Suite 200 Boise, ID 83702 Tel 208.345.5310 Fax 208.345.5315 PURCHASING AGENT 33 E. Broadway Ave, Meridian, ID 83642 Phone: (208) 888-4433 x 417 Fax: (208) 887-4813 TASK ORDER NO. 10022 Between CITY OF MERIDIAN AND CH2M HILL This Task Order is issued by City and accepted by the Engineer pursuant to the mutual promises, covenant and conditions contained in the Master Agreement between the above mentioned parties dated April 13, 2010. Meridian Wastewater Treatment Facility Plan Task Order 10022 PAGE t OF 29 Project Understanding The City of Meridian needs to develop a comprehensive wastewater treatment facility plan in order to effectively plan for and deliver treatment services in the future in relation to growth and development and evolving regulatory requirements. This plan is to be prepared in accordance with the Idaho Administrative Procedure Act (IDAPA), IDAPA 58, Title 01, Chapter 16, more commonly referred to as IDAPA 58.01.16—Wastewater Rules. Section 410 of the Wastewater Rules lists the requirements and contents for Facility Plans. Scope of Work The Scope of Services includes the following main tasks: • Task 1—Kickoff and Vision Alignment Workshop • Task 2—Initial Technical Analyses • Task 3—Alternatives Development Workshop • Task "pen House/Focus Group Meeting • Task 5—Alternatives Development • Task 6—Alternatives Evaluation Workshop • Task 7—Draft Facilities Plan Documents • Task 8—Draft Preliminary Financial Plan • Task 9—Public Open House and Formal Hearing • Task 10—Final Facilities Plan Documents • Task 11—Final Preliminary Financial Plan • Task 12—Project Management A detailed description of the objectives, activities, assumptions and deliverables is provided below for each task. Task 1— Kickoff and Vision Alignment Workshop Objective The objective of the workshop is to charter the Consultant and City wastewater facilities planning team so that consensus on project scope, schedule, and responsibilities is obtained. Another goal will be to develop non -monetary criteria that will be used in subsequent evaluations of alternatives, with those criteria and weightings being in alignment with the Public Works Department's vision statement. PAGE 2 OF 29 Description Consultant will prepare workshop materials (PowerPoint and handouts) and facilitate the workshop. It is anticipated that the morning session would focus on project kickoff and afternoon on establishing and weighting non -monetary criteria appropriate for the City and in alignment with the Public Works Department vision statement. Candidate criteria could include: • Permittability • Permit compliance risk • System reliability • Operational flexibility • Adaptability/phasing opportunity • Ancillary environmental benefits or impacts • Sustainability (e.g., minimize carbon footprint and energy consumption) • Public acceptance • Social impacts Consultant will prepare draft text defining candidate criteria prior to the workshop. It is anticipated that no more than five or six criteria will be established (i.e., some of the criteria above overlap and can be consolidated). Consultant also will prepare a technical memorandum summarizing the discussion and outcomes of the workshop. Assumptions The Kickoff and Vision Alignment Workshop will be a 5 to 6 -hour meeting, including a working lunch, and will be facilitated by Consultant. Deliverables • Workshop materials (PowerPoint and handouts). • The discussion and outcome of the workshop will be included in draft and final technical memorandum (electronic .pdf format). Task 2—Initial Technical Analyses This task involves a number of subtasks are included within as listed below and described in the following sections. 2.1 Collect, compile and review data and documents 2.2 Flows and loads 2.3 Initial CIP/budget review 2.4 Evaluation of existing treatment facilities 2.5 Development of treatment criteria Subtask 2.1—Collect, Compile and Review Data and Documents Objective PAGE 3 OF 29 �-� (--a -46 RECEIV,,--q JUN 0 8 2010 CITY OFCWERQ, -- CITY CLERKS OFFICE WrE�IAN- IDAMO Ca 'tal Improvements Plan FY 2011 - FY2020 Meridian Parks & Recreation June 8, 2010 E40I T SENT TO SENT TO DATE: STAFF AGENCY APPLICANT � Haws 0 z 0 cuU co 0 0 U c .0 U O 0 U 0 U 0 O U) cu U) N O 0 U U T- 00 U) cu cu (D U) cu cu 0 L. CL c 0 CL U) N U) C/) =c U O N (L) O > CL N ca L-- U� (:Y) O W cu O O 4-0 0-0 UO 4-0 Uo r., Cl) oL cu a� E 0 cn W, a) c a) cn a) U a) cn0 ca 4-- 0 0 cu c .E L 0 cn E 0 0 a� L L 0 ca LA KTJI 73 ,� LO . 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CM CU O U O O L cn cn =3 O cm C: .0_ `�' C:Q E C� O . — �p cn O co s-- O O 0 O -- ' — p O -� � O � O cn � cn cn O m C: C:O O 0 p m� CM cn � ._ cn 0 cn cn cn O .— �..+ OD cn E O — V �C: 0 E4- 0 C: O U O`. > C� O � CU U O L O p c6 L. m 0. LL U Cn .0 C) ca. 0 0 0 0 MML Ab, MM t C�WE IDIAN,----%-" Energy Efficiency & Conservation Strategy Promoting energy efficiency, energy independence, and fiscal and environmental stewardship Overview The City of Meridian Energy Efficiency Meridian's and Conservation Strategy (EELS) mission, vision, - and ongoing _ The City of Meridian Energy Strategy Overview _ In an effort to improve the energy efficiency, transparency, accountability, initiatives were _ and innovation of local government, the City of Meridian decided to prepare incorporated into an Energy Efficiency and Conservation Strategy (EECS). This EECS - outlines the City of Meridian's long-range plans to integrate energy the energy - efficiency and energy independence, sustainability, resource conservation, _ environmental stewardship, improvements in air quality, and reductions in planning process. _ greenhouse gasses into the everyday operations of City government. These factors will _ _ As part of the Energy Strategy, the City's mission, vision, and ongoing be integral in _ initiatives were incorporated into the energy planning process. These factors directing policy will be integral in directing policy options and for implementing the City's current and future energy projects. Moreover, they will help to guide and options and - centralize the energy planning process. As a result, these principles are implementing the _ outlined at the beginning of the document and should be considered _ throughout the Strategy as a whole. The City's common mission, vision, and City's current and initiatives are as follows: future energy - Mission: - Meridian is a vibrant community whose mission is to be a premier city to projects identified _ live, work, and raise a family. in the Strategy. _ Vision: These principles The City of Meridian's vision for 2025 is to continue to be a safe, attractive, _ will help to guide and inviting community that is full of diverse activities. Meridian delivers - quality service, planning, and fiscal responsibility with open spaces, strong and centralize the _ partnerships, and various educational opportunities. Culture, unique business ventures, and an abundant choice of jobs make Meridian not just a energy planning",, _ destination, but a lifestyle. — nrneccc AIMIA Focus Areas/Initiatives: Work together as City Departments with the common goal of economic excellence, guiding growth, ensuring services meet demand, organizational excellence, and stewardship of the public trust. 11Page ^' IzTIt 1 � City of Meridian Energy Efficiency & Conservation Strategy Overview Promoting energy efficiency, energy independence, and fiscal and environmental stewardship Current Successes The City of Meridian recently built the new City Hall as a high- performance green building that meets national benchmarks for design, construction, and operation. The building achieved a silver certification under the Leadership in Energy and Environmental Design (LEED) rating system. What prompted the EECS? The EECS emerged as a result of federal funding through the Energy Efficiency and Conservation Block Grant (EECBG) program administered by the Department of Energy (DOE). What was the Planning Process? The City of Meridian decided to pursue the goals of the EECBG program through a planning process that prioritizes funding and energy savings, while meeting federal requirements. The City engaged in a visioning and analysis process to make these goals a reality. The City Council was periodically debriefed and consulted for direction on steps forward during the planning process. This allowed a system of internal checks and balances, policymaker buy -in and stakeholder ownership in the Strategy's final outcomes. Will the Strategy be Incorporated into Existing Plans? In order to ensure planning coordination and integration, the City intends to align this Strategy with ongoing planning efforts. Many of the goals identified by this Energy Strategy will be aligned with the mission, vision, and initiatives identified in the City's Comprehensive Plan, Development Code, operational policies and other long-range planning operational documents. Was There Regional Coordination? The policies, programs, and energy vision identified in this Strategy should be used to shape the changing energy goals that define the region. Agency coordination will help to ensure regional acceptance and verification of adjacent energy-related policies and plans. This Strategy will be submitted to the State Office of Energy Resources to ensure statewide dissemination of the City's energy innovation, as well as ongoing projects and policies. What are the Guiding Energy Obiectives? Through the planning and coordination process of the Energy Strategy, key objectives were identified by City staff and approved by the City Council that are meant to guide the City in its future decisions toward improving energy efficiency and conservation. The City's Energy Objectives are: 1. Reduce energy-related expenses in City facilities 2. Promote energy efficient land use patterns and/or construction practices 3. Reduce waste generated in City facilities Are there Supporting Policies and Programs? A number of policies and programs are outlined in this Strategy that target sustainable building practices, long-range energy and cost savings and the conservation of resources. Each of these programs and policies should be pursued for implementation and adoption to launch City sustainability efforts. 21 °..y=& e City of Meridian Energy Efficiency & Conservation Strategy r-� -- Promoting energy efficiency, energy independence, and fiscal and environmental stewardship Overview How Will Funds be Leveraged? Many projects identified in this Energy Strategy can be supplemented by local utility incentives or federal and state funding opportunities. Moreover, the cost savings from improving the energy efficiency of government operations can be re -invested in new energy projects and policies. How will the City Measure Progress? Annual and quarterly reporting of energy-related savings will demonstrate the success of the City's ongoing energy-related projects and programs. Additional projects will be implemented over time to continue the success and benefits of the Energy Strategy. Maintaining an energy baseline from year to year will enable the City to track changes in energy costs and the benefits of implementing projects. What is the Implementation Timeline? -- Seven prioritized energy efficiency projects have been identified for application of EECBG funds. These projects symbolize the beginning steps toward achieving the City's long- range energy goals. As part of this Strategy, a broad inventory of energy efficiency projects and programs, as well as a provisional timeline for completion of these goals, is also included in the EECS. Project cost estimates have been obtained for some of the projects in the Energy Strategy. This will allow quick implementation when additional funding becomes available. These efforts will guide the City towards accomplishing current goals and setting the framework for implementation of future energy projects. Transportation Adak Energy rocurement Greenhouse Gas Emissions _ Water Solid Waste Understanding and managing energy efficiency and Greenhouse Gas (GHG) emissions from all sources requires experience and projectiprogram implementation within many disciplines 3 1 P a g e I�Z I City of Meridian Energy Efficiency & Conservation Strategy 1-1 Project cost estimates have been obtained for some of the projects in the Energy Strategy. This will allow quick implementation when additional funding becomes available. These efforts will guide the City towards accomplishing current goals and setting the framework for projects. The Strategy Promoting energy efficiency, energy independence, and fiscal and environmental stewardship The Energy Efficiency and Conservation Strategy for the City of Meridian is a living document that should change with the City's needs and technological innovations. This document includes a comprehensive list of future energy projects that demonstrate the City's long-range commitment to energy efficiency. This Energy Strategy outlines goals that distinguish the City of Meridian as a leader and proponent of energy efficiency, sustainability and resource conservation The Energy Strategy The City of Meridian, Idaho developed this Citywide Energy Strategy as a guide for achieving both short-range and long-range objectives for energy efficiency, the reduction of greenhouse gas emissions, and the creation of sustainable jobs. Short-range energy goals will be achieved by allocating existing EECBG funding towards approved projects that will begin the process of accomplishing these goals. A comprehensive list of future energy projects is included in this report that demonstrates the City's long-range commitment to energy efficiency. The energy-related projects, programs, policies, and implementation measures identified in the planning process of this Strategy will facilitate The City of Meridian's long-range energy success. The purpose of the Energy Strategy closely follows the requirements of the EECBG program to: 4 Characterize current energy use in the City 4 Identify practical projects and programs that will best achieve energy goals for analysis and inclusion as part of the City's long-range energy strategy _►'. Meet EECBG funding and documentation requirements Define metrics to assess project potential including: Jobs created • Energy saved Installed capacity Greenhouse gas emissions reductions Cost estimates and savings Other funds leveraged _ Develop appropriate methodologies and templates for monitoring progress Identify projects that are most appropriate for the EECBG allocation and projects that are more appropriate for competitive grants, utility payback programs, incentives, etc. 41 (� City of Meridian Energy Efficiency & Conservation Strategy n n I Promoting energy efficiency, energy independence, and fiscal and environmental stewardship Climate Protection The City of Meridian recognizes the potential impacts of global warming and the effects that local action can have on improving the world's climate. Existing scientific and economic information suggests that global climate change can be impacted by increasing greenhouse gas emissions. As a result, by taking action at the local level, municipalities can work to reduce these emissions to help prevent future environmental, social and economic threats. As part of the energy planning process, the City conducted or will conduct the following activities: 1. Analyzed current GHG emission levels produced by all City -owned assets 2. Estimated potential GHG emission reductions that could result from specific City actions 3. Identified policies and programs that could further enhance future GHG emission reductions 4. Implemented an Energy Strategy that will function as an Energy Action Plan to guide emission reductions 5. Will monitor and implement progress and results of implementing energy projects and programs By taking these actions, the City of Meridian has begun the process of shaping its long- range energy goals that could help to prevent climate change. These actions will require the City to outline energy projects, programs and polices, follow-through with certain actions, determine the success of this energy strategy, continue the process of identifying and updating its energy goals, and work towards meeting specific targets that make it a leader in climate protection. As part of the long-range goals identified in this Energy Strategy, the City of Meridian has the potential to reduce GHG emissions by 5,720 MTCO2 over the next ten years. These reductions symbolize the beginning of Meridian's ongoing effort to work towards slowing climate change. - =00 -. -.am W. 0 RR Electricity Gas Natural Gas Greenhouse (Kilowatt (Gallons) (Therms) Gas Emission Financial* Hours ) (MTCO2 ) 32,500 12,589,590 25,000 5,720 $954,058 'savings to be added to the table include the savings and economic benefits generated by the implementation of various programs and policies 5 1 P a g e am IntM_Y� City of Meridian Energy Efficiency & Conservation Strategy Climate Change 1 Promoting energy efficiency, energy independence, and fiscal and environmental stewardship If iR I x The Energy Strategy Planning Process The following flowchart outlines the planning process that was followed to produce the City of Meridian EECS. 1. The City of Meridian Baseline Energy Inventory was conducted which outlined current consumption and cost parameters -� across City facilities as part of the City's Fiscal and Environmental Stewardship Program. 3. A brainstorming session was conducted with representatives from various departments and disciplines including the City Mayor. The goal of the session was to brainstorm a wishlist of energy-related projects and programs that were desirable to citv staff and oolicvmakers. Success indicators and key energy measures were developed as part of the matrix to provide a consistent and measurbale approach to evaluating energy projects The City Council approved the project prioritization process and agreed on high potential projects to fund through the EECBG program. The remaining projects move to the top of the priotiy list and the remaining projects are considered according to success indicators. 2. The principles identified in the Fiscal and Environmental Stewardship program were used to create guiding Citywide Energy Objectives. These objectives were used to evaluate current projects and programs as well as guide future energy decision- making efforts. A project matrix was created that evaluated identified projects and programs against key measurement goals such as energy and costs savings, greenhouse gas emmission reductions, jobs created, and payback periods. The projects were evaluated, measured, and prioritized according to potential energy savings, project costs, and feasibility measures. Nine key projects were identified to expend current funding. Other projects were prioritized to target future competitve funding 0000rtunities. Verified projects and the Strategy are submitted to the DOE to continue the funding process. -� Annual progress reports are provided to ensure ongoing success and verification. Each of the steps outlined in the above chart is discussed in the subsequent sections of the Strategy. the Energy Strategy Planning Process is provided on the following page. 61 The City of Meridian Energy Efficiency & Conservation Strategy Promoting energy efficiency, energy independence, and fiscal and environmental stewardship 1EZ The Energy Strategy Planning Process Diagram E IDIAN '�" fDAH6 L Comp A] • • 1' - •• tltiiity Plans Stater Pians Fe, derai A is & E3ilts pomp OPP— Enhanceair quality • ••• • • and reduce bills.. Select Subset of Projects for submittal to DOE Submit to DOE abbreviated ttract Strategy and Specific Projects Meridian Energy Efficiency & Conservation Strategy Promoting energy efficiency, energy independence, and fiscal and environmental stewardship Baseline Energy Inventory To better understand existing energy consumption, the City analyzed their energy baseline consumption for the year 2008. The energy baseline analysis was conducted before the onset of the EECBG program, as part of the Citywide Environmental and Fiscal Stewardship Initiative. These steps analyzed the most current annual energy use information that was available including seasonal variations and monthly cost fluctuations. The energy baseline included a compilation of all available energy costs and energy measures across each of the assets owned and operated by the City of Meridian. Energy use was calculated for Kilowatt hours, thermal units, and fuel consumption. In many cases, buildings or specific City -owned assets used both Kilowatt hours and therms. In order to represent a common equivalent energy unit, each of these energy measurements was converted to British Thermal Units (BTU's) to calculate the total energy consumption for each building or asset. To effectively categorize energy use by business class or department, the City's assets were split into sector classifications as shown above. The Energy Sector Classifications for the City of Meridian were organized and agreed to by City staff and the City Council. Baseline energy use data helped to identify the facilities with high existing energy use. The buildings or facilities that represented high comparable energy consumption were considered for further evaluation in the project or program evaluation process. After the energy baseline was calculated for all energy sectors, an Energy Baseline Scorecard was created to provide a graphic representation of the City's 2008 energy use. The City of Meridian Energy Baseline is provided on the following page. The full energy baseline calculations and template are provided in the Appendix. The City of Meridian consumed 82,673 million BTU's (MBTU) in 2008. The City's MBTU consumption is equivalent to 13,522,793 kilowatt hours of electricity, 235,503 therms of natural gas, and 102,750 gallons of fuel. The total annual energy cost to operate the City in 2008 was approximately $1,421,969. This cost is equivalent to $19.47 per capita based on 2008 population estimates. The City's highest consuming energy assets are its wastewater treatment plant, vehicle fleet, and the City water facilities. m , City of Meridian Energy Efficiency & Conservation Strategy Baseline Energy -- By creating an energy baseline that includes all City assets, Meridian will be able to annually update their energy consumption and track fluctuations in energy cost and usage over time. Comparing the energy use of ` City facilities JON from year to year will permit energy re of the costs and benefits dC. o� d 8O 8O 8O 88 0 0 8 OO O O O O O O O O O O g,nlew ` -� o NIL A � tom. O U jF�.i"�•�yl Ki U �,} O N W cco N Zi CIO 3~ Promoting energy efficiency, energy independence, and fiscal and environmental stewardship Success Indicators and Objectives The City of Meridian identified a series of objectives that would guide their decisions for current and future energy projects and programs. Through this approach, success indicators and evaluation measures were integrated into the Strategy's goals and outcomes. The energy objectives for The City of Meridian were developed by City staff based on current energy demands, ongoing City projects, and the desire to set sustainable goals. The objectives were then approved by the City Council on November 3, 2009. The City of Meridian energy objectives helped to evaluate specific energy-related projects or programs identified for the current funding opportunity. These objectives can also be used to evaluate future project and programs over time. These objectives were used in the project matrix as a key measure that would help to evaluate other projects. Yet, it is important to recognize that as energy needs and opportunities change, the objectives can also change to align with future needs. Particularly, shifts in technology, funding, or project opportunities may motivate these changes. If energy objectives change, policymaker approval should occur. The City of Meridian Energy ObjectOW. • Reduce energy-related expenses in City facilities • Promote energy efficient land use patterns and/or construction practices • Reduce waste generated in City facilities 10 1 P a g e I�Z I City of Meridian Energy Efficiency & Conservation Strategy Objectives Local energy objectives should not be static; they should change over time with shifts in technology and current funding or project opportunities. This approach will help to shape evolving success indicators that guide decision - 1 L Brainstorming In order to analyze a large number of potential projects, a planning -level analysis was created that estimated metrics such as project costs and savings, payback periods, and additional funding sources. This approach provided a relative comparison of project costs, benefits, and general feasibility. Promoting energy efficiency, energy independence, and fiscal and environmental stewardship Project Brainstorming In order to encourage City departments and staff to bring reality to potential energy efficiency projects, department heads and staff were encouraged to brainstorm any projects or programs they would like to pursue through the EECBG program. A project brainstorming session was conducted on October 28, 2009 that outlined the projects and programs that would be analyzed as part of the Energy Strategy. Representatives from Idaho Power, the Meridian Downtown Development Corporation (MDDC), Vengaworks, and the Mayor attended the meeting. In total, thirty two project ideas and fifteen program or policy ideas were submitted for consideration as part of the energy planning process. To begin ranking and analyzing the initial list of projects that were envisioned in the brainstorming session, a project matrix was created that included all the measures required by the DOE as part of the EECBG funding, as well as additional metrics such as City energy objectives, anticipated project costs and savings, payback periods, and additional funding sources. The matrix provides a planning -level analysis that measures the costs and benefits of each project or program to prioritize them for current and future funding opportunities. The list of projects in the project matrix that were evaluated for their energy, cost, and environmental benefits is shown on pages 13 and 14. In many cases, the City departments or staff that suggested certain projects had cursory cost estimates or concepts of energy savings posed by the projects. In these cases, the available project information was populated into the matrix. The projects that did not have initial cost or energy information were estimated based on engineering and planning -level analysis. Some key project considerations included environmental, historical, or implementation issues that could delay the quick and efficient use of the funding. These issues were highlighted in the matrix in order to flag them for comparison against other projects that may not have similar issues. This process of planning -level project analysis was an effective method of comparing different projects for funding prioritization. It provided a base -level analysis for an array of projects that had potential for energy savings. When future funding opportunities become available, this process should be repeated. The programs and policies identified in the brainstorming process were separated from the projects. The identified programs and policies are recommended as part of the City's procedural approach to improving energy efficiency of its day-to-day operations. Example policy options and associated reference materials are provided in the Strategy that will facilitate successful implementation. Example policy or program options should be tailored to meet the City's specific priorities and needs Meridian Energy Efficiency & Conservation Strategy Promoting energy efficiency, energy independence, and fiscal and environmental stewardship Project Prioritization After the initial list of projects and programs was compiled, a project prioritization analysis was conducted. As part of this analysis, all available information regarding the projects was compiled and populated into the matrix, including any project constraints that would hinder the quick and successful completion of the project. After compiling appropriate information for each of the projects, an internal team of professionals, engineers, electricians, planners, and energy consultants balanced and prioritized the projects. The projects that were costly, had limited foreseeable savings, or posed significant obstacles were moved to the bottom of the list. The projects that provided quick payback, significant energy or cost savings, and fit into the City's long-range energy vision were moved to the top of the list. A high-level analysis of 16 projects that had significant energy and cost savings potential was then conducted including a detailed compilation of measures for each project. The information that was obtained for each of these projects included: 0 Existing energy use 40 Approximate investment 0 Potential energy saved 0 Potential costs saved Estimated jobs created or retained 40 Associated GHG emissions reduced 0 Additional funding opportunities (funds leveraged) After the high-level analysis of the 16 proposed projects, eight projects were chosen to compete for application of the EECBG funding. One additional project was identified to apply any remaining funding from the allocation. Projects will be funded consecutively and balanced according to project incentives and budget offsets. The prioritized projects were approved by the Meridian City Council on November 18, 2009. The matrix with the 16 high-level projects is shown on the following page. The 9 prioritized projects are outlined in detail later in the Strategy. I 0111 THE BASIC PROJECT PROJECTS PRIORITIZATION PROCESS to COMPAREl' 121 I� I , City of Meridian Energy Efficiency & Conservation Strategy ,r\ Prioritization Projects identified in an initial brainstorming session were included in the time. I City's Energy •� Strategy. This ^` provides a list of O'\ long-range projects that can be pursued over time. I Promoting energy efficiency, energy independence, and fiscal and environmental stewardship Programs & Policies _ Sustainable Initiatives, Programs and Adopting energy Policies initiatives, A main goal of the City of Meridian Energy strategy is to develop policies and programs programs and that will help make Meridian healthy, vibrant, cohesive, and sustainable for many _ generations into the future. Many of these initiatives will be considered as part of the policies will help implementation process to facilitate the City's energy progress. Where feasible, the — specific initiatives outlined in this Strategy will be measured to help identify the City's to further _ progress toward achieving GHG reductions. Initiatives that are difficult to measure with _ available resources should still be recognized as key efforts towards sustainability. enhance long- _ Numerous energy initiatives, programs and policy options were identified during the range energy brainstorming process that will facilitate energy efficiency, and sustainability. In many cases, the initial costs associated with energy programs and policies are generally and sustainability _ minimal. Yet, these initiatives, programs and policies can require a significant level of _ stakeholder and policymaker support to ensure successful implementation. Outcomes of goals. These the specific energy-related initiatives will hinge on policymaker sponsorship and the feasibility of each specific action, steps are In many cases, the conceptual premise of identified energy initiatives is detailed in the operational — Strategy. When available, materials to help launch these programs are provided in the — Appendix. The final content of these programs and policies will be outlined in detail by efforts that will City staff and approved by City Council to guarantee applicability and effectiveness. — Target dates have been identified for initiating each of the energy programs and enhance the _ policies. The 10 -Year Action Plan outlines the anticipated periods of attainment. Meridian's City Council will direct the years of attainment for each specific initiative as part everyday — of the adoption of the Energy Strategy. If goals will not be met for certain initiatives, the _ dates will be modified and re -adopted by City Council as necessary. Where feasible, execution of City many of these programs and policies should be considered for integration into the City's — associated planning or operational documents and procedures to ensure their long-range staff duties and success. _ governmental The City of Meridian Energy Programs & Policies: _ — processes. —o Conservation and/or Sustainability Chapter in Comprehensive Plan — _ FY 2012 Consequently, Update the City's Comprehensive Plan to include a chapter, element, or section on citywide sustainability, conservation, and/or energy stewardship. This effort will require a significant sustainable _ amount of planning, public involvement, and integration of the City's vision. This element or component of the Comp Plan should include a clear definition of sustainability and/or initiatives — conservation and the goals that define the City's commitment to promoting sustainability/conservation in all aspects of everyday City operations. Specific policies covered — programs or in this section may include a green building program, sustainable agriculture, as well as _ economic sustainability. Metrics may be created that measure success for each of these programs. This component will help to guide future regulatory decision-making so that — sustainability becomes a key consideration. A sample Sustainability Chapter for a Comprehensive Plan is provided in the Appendix. >[ l oNRCO..M», M_y s.r.a..e 151 City of Meridian Energy Efficiency & Conservation Strategy Programs & Policies Promoting energy efficiency, energy independence, and fiscal and environmental stewardship IDAHO i Downtown Multi -Media Energy Efficiency Display - FA (Future Action) Assemble a multi -media display in downtown Meridian to showcase the City's efforts towards energy efficiency and sustainability. The display could present the City's current efforts to reduce GHG emissions and the cost and return on investment for energy projects and programs. The display would function as an advertisement of the City's efforts towards economic stewardship and providing innovative service to its residents. Form a Citywide Energy Committee - FY 2010 Formulate an energy committee of energy specialists, policymakers, and community stakeholders in Meridian that tracks energy opportunities and possible advancements for the City of Meridian. The Committee should meet regularly to consider the issues of conservation, sustainability, energy efficiency, and renewable energy opportunities. Additional tasks may include exploring renewable or energy saving technologies, or monitoring the City's energy projects or programs. This committee would seek incentives for the City to sustain and prolong their current efforts and investments in promoting energy efficiency and sustainability. Create a Revolving Fund for Energy Efficiency Grants, Loans, or Private Financing of Renewable Energy Projects - FA (Future Action) Create a tax-free or incentivized government revolving fund that could be used to help compile and finance future energy projects. Opportunities for the fund could include applying funding towards public-private partnership energy projects, or investing project incentives or funding matches that can be used for future energy projects. Caveats could be created to require that allocations be applied towards renewable energy projects, or projects that have a minimum payback period. Purchasing Policy for Conservation Fixtures - FA (Future Action) Update City purchasing policies to encourage the replacement of traditional fixtures with energy efficient or resource conserving fixtures. Purchasing guidelines could include fixtures such as light bulbs, low -flow showerheads and faucets, waste reducing towel dispensers, products that use renewable materials, or any other energy or resource conserving products available. A sample sustainable practices policy is provided in the appendix. Purchasing Policy for Sustainable Products - FY 2010 Update City purchasing policies to encourage the purchase of traditional disposable materials (i.e. paper or styrofoam) with more resource conserving products such as biodegradable, renewable or natural cups, plates, napkins, paper towels and any other frequently used products. Evidence of compliance with this policy could be required in all quarterly or annual departmental performance reports. A sample sustainable purchasing policy is provided in the appendix. Retain an Energy Monitoring System Specialist - FA (Future Action) Create an energy specialist staff position in a City of Meridian department that would monitor energy-related savings, update plans, and Depending on the City's current financial abi retained internally. ONHCOMPAM City of Merio'k Promoting energy efficiency, energy independence, and fiscal and environmental stewardship Programs & Policies P Hire an Energy Performance Contractor- FA (Future Action) In order to provide a system of checks and balances of the City's energy usage to maintain financial stewardship, the City may consider hiring an energy performance contractor to monitor future energy usage. The contractor could be used to monitor and report on the benefits — associated with EECBG and other energy projects, future energy programs and policies, and the ongoing efforts of staff to enhance intemal energy conservation. This would permit a method of annually updating the Energy Strategy and a way to track energy funding opportunities. Change Public Works Standards to include Efficient Street Lighting - FA (Future Action) Update the public works development standards to accommodate new street light that are more energy efficient. A sample revised lighting standard recommendation is provided in the appendix. Change UDC Requirements to Support Landscaping Efficiency - FA (Future Action) _ Update and adopt uniform development code (UDC) requirements or a new City ordinance that sets minimum standards for landscaping efficiency and encourages additional levels of landscaping efficiency through development incentives or reduced costs. Updating the UDC would require a significant planning effort with coordination from the parks departments as well as approval and adoption by the City Council. Sample efficient landscaping code requirements and efficient landscaping ordinances are provided in the appendix. Develop System to Monitor and Track City Energy Use - FA (Future Action) As part of this Energy Strategy, the City has created a template for tracking their current energy baseline. This can be updated annually to monitor the overall energy use of City assets. In addition to this effort, the City would like to develop a template that can be used to measure and assess large energy fluctuations in specific facilities, as well as provide a system of energy control to limit over -usage of energy, especially during peak usage periods. This system could be created and maintained by a future energy monitoring specialist or energy intern at the staff level. 17�<s h"Z2 Y City of Meridian Energy Efficiency & Conservation Strategy Programs & Policies Promoting energy efficiency, energy independence, and fiscal and environmental stewardship Ten Mile Road Conservation Corridor- FY 2011 The area around the Ten Mile Interchange is planned as a vibrant center for intensive employment, retail and mixed use development. In addition to being designated a business enterprise corridor, the area has potential to serve as a model for energy efficient development and conservation. This could occur through a number of initiatives. One is the City's partnership between the Idaho Transportation Department and the City to install a reclaimed waste water system to be used for irrigation for the interchange and street landscaping as well as for private development. Another initiative would be to provide incentives to encourage future construction to employ building design and construction standards to LEED or other energy saving standards. The Energy Committee should focus on the area in order to fully articulate the energy saving and conservation opportunities for future development. In order to initiate a large scale effort that involves regional energy and urban planning, direction from the Citywide Energy Committee, Planning and Zoning Commission, and the City Council would be crucial as well as guidance by the US Green Building Council and CNU. Involving regional members, stakeholders, land owners, and agencies will facilitate the implementation of this energy planning area. This policy may be considered for incorporation into the conservation or Sustainability Chapter of the Comprehensive Plan as well as integrated into future land use planning or zoning guidelines. o Compost Facility - FA (Future Action) According to the EPA, yard trimmings and food residuals together constitute nearly 26% of the municipal solid waste stream. Composting offers the benefits of resource conservation and the creation of useful organic waste that can be used for landscaping fertilization. In an effort to harness these benefits, the City will work to institute a compost facility for the benefit of conservation and environmental stewardship. A compost facility, housed at the Waste Water Treatment Plant, could be developed in partnership with the City's solid waste contractor Sanitary Services Company (SSC) to create the most effective operation possible. 0.1 181 °Naw $ - i"".wl City of Meridian Energy Efficiency & Conservation Strategy .4N Promoting energy efficiency, energy independence, and fiscal and environmental stewardship Funding Sources Additional Fundinq Sources In order to further leverage the current funding allocation, additional funding sources have been identified in the Strategy for some of the projects analyzed. In some cases, the utility incentives cover a large portion of the costs for these projects. Each of the eligible projects and their potential funding sources is presented below. In some cases, general funding opportunities suggest qualification for the associated projects, but each agency or funding program should be consulted before project implementation. It will be up to the City to pursue additional funding sources for each project during implementation. r-ner Pro eut5 ano rotenpal runaing sources: - • • 1 - • • -.11 Me I. •... Retro -Commission Police Building Idaho Power — up to $16,000 incentive Change out Light Switches to $40 Idaho Power match per sensor Motion Sensors in Fire Stations Efficient Equipment Replacement (variable speed Idaho Power - $60 per horsepower or up pumps, etc.) to $25,000. Change out Lighting at Wastewater Treatment Plant Idaho Power— $6,174 incentive Employ Digester Gas for Building Heating at Wastewater Idaho Power Bundle Incentives- up to Treatment Plant 30% to 70% of project cost Wind Energy Conversion Facilities on Public Buildings Rural Energy for America Program Install Micro Turbines for IDEA Drinking Water Revolving Loan Electricity Generation at Fund and Planning Grant Program; Wastewater Treatment Plant USDA RD Bio -energy Program Waste Water Treatment Plant Ener Efficient Blowers to 70%; IDEQ Drinking Water Revolving and Planning Grant Program Public -Private Wind Turbine Project Rural Energy for America Program WWTP Struvite Production IDEQ Drinking Water Revolving Loan Fund and Planning Grant Program Potable Water Storage Idaho Power incentive for minimizing usage during peak loads 191Page >ut I ,� .e City of Meridian Energy Efficiency & Conservation Strategy One of the goals of this Energy Strategy is to identify a series of projects that qualify for additional funding sources beyond the current DOE allocation. Numerous projects can be leveraged by utility and federal grant matches to increase their; economic advantage, EECBG Projects Promoting energy efficiency, energy independence, and fiscal and environmental stewardship Seven key projects have been identified in this Strategy that will apply for funding of the EECBG program. One surplus project was also identified to expend any remaining budget. A detailed summary of these projects and their energy metrics must be submitted to DOE. The adjacent project descriptions and energy EECBG Projects Retro -Commission Police Building The purpose of this project is to retro -commission the City of Meridian Police Building. The project will include; retro -commissioning of the building's mechanical and electrical systems to optimize performance with a focus on operational improvements, lighting control strategies, demand controlled ventilation, and installation of a building automation systems to help improve building operation and reduce energy costs. The cost for the project was estimated at $120,000. According to Energy Star estimations, energy efficiency retrofits can save up to 20% of a building's energy use. These savings could result in a reduction of 80,000 kWh and 2,500 therms per year and an annual cost reduction of $8,000 to $9,000. This would achieve a cost payback of 13 to 14 years with decreased maintenance costs. This project would result in a 47 metric ton reduction in GHG emissions. This project meets the City's objectives for: 1) Reducing energy-related expenses in City facilities 2) Promoting energy efficient land use patterns and or construction practices It is anticipated that retro -commissioning of the police building will be complete within two years of activity approval. LED Street Light Conversion Corridor The purpose of this project is to replace existing street lights with more efficient LED lighting on Meridian Road from Franklin to Fairview and from 1-84 to Fairview Ave. corridors. The cost for the project was estimated at $133,000 for both corridors including installation of poles. According to the lighting manufacturer, LED lighting retrofits can save up to 50% of current lighting costs. These savings would result in a reduction of 75,000 kWh and an annual cost reduction of $6,000. This project is expected to result in a 31 metric ton reduction in GHG emissions. The LED Street Light Conversion Corridor project meets the City's objectives for: 1) Reducing energy-related expenses in City facilities 2) Promoting energy efficient land use patterns and or construction It is anticipated that street lighting replacement will be complete within one to three years of activity approval. 201 .ONE W—y """"' City of Meridian Energy Efficiency & Conservation Strategy Promoting energy efficiency, energy independence, and fiscal and environmental stewardship E E C B G Projects Change Light Switches to Motion Sensors in Fire Stations The purpose of this project is to replace old light switches in all fire station buildings with new motion detector light switches. A total of 105 switches were identified. The cost for the project was estimated at a little under $90 per switch for a total of $9,000. According to Idaho Power estimates, motion sensors can result in a 1 -to 3 -year payback. These savings could achieve a reduction of 50,000 kWh and an annual cost reduction of $3,500. This project is expected to result in a 21 metric ton reduction in GHG emissions. This project meets the City's objectives for: 1) Reducing energy-related expenses in City facilities 2) Promoting energy efficient land use patterns and or construction practices It is anticipated that motion sensor lighting replacements will be complete within one to two years of activity approval. Bike & Pedestrian Pathwav Construction The purpose of this project is to construct and design pathways to increase connectivity and reduce vehicle miles traveled (VMT) for pedestrians and bicyclists in Meridian. This project includes construction of Fothergill path to an existing pathway network, a connection of 270' long by 10' wide and design of the Five mile path segment 'E', which connects Linder Road to Ten Mile Road for a length of 1.06 miles. The cost for the project was estimated at $8,500 for the Fothergil Path and $57,000 for the Five Mile path for a total of $65,500. According to average commuter travel miles estimated by the Community Planning Association of Idaho (COMPASS) and US Census estimates for population and percentage of walking and other commuters, improved connectivity could increase walking and biking commutes by 0.75% of the labor force. This would result in a potential savings of 46,000 vehicle miles or 2,500 to 3,000 gallons of fuel and an annual cost reduction of approximately $6,500 to $8,000. This project is expected to result in a 26 metric ton reduction in GHG emissions. This project meets the City's objectives for: 1) Promoting energy efficient land use patterns and or construction practices It is anticipated that construction of Fothergil Path will be complete within three years of activity approval. The design of the Five Mile Path could be completed within two years of activity approval. IoNICOMMW 1-1 211 e City of Meridian Energy Efficiency & Conservation Strategy EECBG Projects Promoting energy efficiency, energy independence, and fiscal and environmental stewardship f N Turbo Blowers at the Wastewater Treatment Plant (WWTP The purpose of this project is to purchase and install two new turbo blowers at the Wastewater Treatment Plant (WWTP). Public Works currently operates a total of approximately 230 horsepower for pumps, 800 horsepower for blowers, and 3.25 horsepower for clarifiers. The cost for the project was estimated at $300,000. $175,000 of the project will be covered by the City with the remaining cost covered by a grant from Idaho Power. The installation of these turbo blowers could result in a potential yearly savings of 970,000 kWh and an annual cost reduction of approximately $48,000. This project is expected to result in a 407 metric ton reduction in GHG emissions. This project meets the City's objectives for: 1) Reducing energy-related expenses in City facilities 2) Promoting energy efficient land use patterns and or construction practices Lighting at Wastewater Treatment Plant (WWTP) The purpose of this project is to replace 68 existing light fixtures at the WWTP with newer more efficient lighting. The cost for the project was estimated at $16,000 by a lighting contractor. According to Alloway Lighting estimates, new lighting at the WWTP could result in a potential yearly electricity savings of 70,000 kWh to 80,000 kWh and an annual cost reduction of approximately $5,000 to $6,000. This project is expected to result in a 29 to 33 metric ton reduction in GHG emissions. This project meets the City's objectives for: 1) Reducing energy-related expenses in City facilities 2) Promoting energy efficient land use patterns and or construction practices Surplus Budget Project Based on the contingency of preliminary project estimates combined with anticipated project incentives for the eight projects identified above, surplus budget may be available from the EECBG allocation to finance one additional project. Any remaining budget from the EECBG allocation will be applied to the following project: Video Conferencing Pilot Project for Fire Stations The purpose of this project is to install video -conferencing capabilities at the fire station to decrease automobile travel between city facilities. This would include video installation in 1 to 2 buildings as a pilot project, depending on budget opportunities. The total cost for the project was estimated at $20,000. This project could result in an annual savings oft 3,000 vehicle miles and an annual cost reduction of approximately $2,025. This project is expected to result in a 7 metric ton reduction in GHG emissions. This project meets the City's objectives for: 1) Reducing energy-related expenses in City facilities 2) Promoting energy efficient land use patterns and or construction practices 22 I��"„ :� City of Meridian Energy Efficiency & Conservation "�I '`1 ^, Promoting energy efficiency, energy independence, and fiscal and environmental stewardship Future Projects Future Enerqv Proiects A list of future projects and programs not funded by the EECBG allocation has been developed as part of the EECS process. A Ten Year Energy Action Plan has been created for both projects and programs to identify clear measurable goals that will help to improve the City's energy efficiency in the long-term. In many cases, timeframes in the Action Plan have been identified for projects that suggest the earliest possible attainment. In these cases, subsequent years were also highlighted to show a range of time to complete the project. The City will attempt to achieve each project in the most feasible timeframe possible, depending on current funding opportunities and other City priorities. Collaborative Enerqv Proiects A few of the projects identified by the City of Meridian would be collaborative energy efforts that would work towards enhancing the region's energy future. These projects were identified during the project brainstorming period, but were not analyzed in detail due to the scope and available information for these projects. These are considerable efforts that the City has undertaken to enhance their regional leadership in energy efficiency and sustainability. The following collaborative projects would represent key steps towards enhancing the region's Energy Future: Public -Private Wind Turbine Project ONRCGMMW Yui Sa6W.e This was a conceptual project introduced by Idaho Power that would include a lease to own investment opportunity for a regional wind farm. The project would be a pilot program with private regional investment and a local utility partnership that would include contracts to purchase wind turbines with payback on investments. This project would require a significant level of private investment to make it feasible 23 City of Meridian Energy Efficiency & Conservation Strategy By identifying and executing appropriate programs, policies, and projects that can facilitate a more efficient City government, enhancements in government transparency, energy efficiency, and long-range sustainability will guide The City of Meridian in the future. Promoting energy efficiency, energy independence, and fiscal and environmental stewardship Benefits -Savings Lonq-Range Enera and Cost Opportunities The projects analyzed as part of this Strategy are anticipated to save energy, reduce GHGs, and leverage funds to the maximum extent possible. Over the period identified in the Ten Year Energy Action Plan, significant energy savings can be attained, resulting in cost reductions for the City of Meridian. During this period, energy costs can be expected to inflate, which would increase the actual cost savings. For this assessment, a 3% annual increase in cost is assumed. In order to present the potential energy savings and cost opportunities assessed in this Strategy, the long-range packaged energy and costs savings were calculated for all projects assessed. It should be noted that some projects, as well as all programs and policies, were not assessed due to data limitations. As this information becomes available, the 10 -year savings projections can be updated to represent the complete potential for energy savings. The table below provides a summary of the expected outcomes associated with all of the proposed projects over a ten year period. Natural Gas Gas Electricity Greenhouse (Kilowatt Gas Emission Financial* (Gallons) Hours) (Therms) (MTCO2) 'Savings to be added to the table include the savings and economic benefits generated by the implementation of various programs and policies The 10 year savings shown above is equivalent to: Annual GHG emissions from 1,100 cars CO2 emissions from the electricity use of 743 homes for one year Carbon sequestered annually by 1,220 acres of pine forests GHG emissions avoided by recycling almost 2,000 tons of waste instead of sending it to the landfill CO2 emissions from 643,000 gallons of gasoline consumed 25 HZZ � � " City of Meridian Energy Efficiency & Conservation Strategy lir-idia► City Cou�i o r y Y i LL n V a) v cu 0 T Q O O In N as N O c0 8 y o •a �� -�� p C N •O O N 0 A-1.(0 �_ N Z t Y ,} ami 9 { 5 -d µ �{ `� N =3v f0 Y a) 0 /� LL aNi y 0 0 " > / ► y n � In t `- m r 0 lC 6 vi m M ao rn o c al rfl N c r- o iU N p c L 0 d D1 �E 2 a o c d a t N Z N �p� m~ N U N N .0 _ CL mo 0 Q N >+ N o zo_ 0 LL LL D N C p �o rn� fa oc d0)O t Kaci E a� w;CL N a o 0 t o O c n c�W d> aoc ON C) m wC_OcmaiO ) y�•�t�C«N o UO 0 3N»cOrE LX C�yc O 02 8 N v =rao 0a> o o 0 `' 3om:E c NQ 0 ,00 CL O Oo 0 Nd 0cOa zo ma a a O Q.V :3 'aN � 0 Nm3aoo c=O Em N vo xa LLO Co Ea O C �c 'C N o�0 oN O p7 O 2) a) N Y U E E LL N U) .2 m O —a 0 n ° -O ` 0>.C Z —oNW m(1j C0O � vi6 fD 0 3 to '" 2 O O) 0 3 �.V Z aO �'3 }, ya CL wg W u) n a� p M 0 al au c a� O N 2 " X 30 r- (a � � �F O O N o O ?r,:3 — LL N as +�.a �F�-0r ��o .0 O inv N = 6R? 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Q M r O aNimEE a cm V m m > c0 U m Ck U ti O x Lu � ca O U > O O 0 O _ 0 NOMN 0 f/1 O MO N V ll •- V- %- r N a�oleIVle�� a J :tr CL IZ a 0 O O . a co c O OD r F OFE N� m N 3 3 � 22 N U N a O O C O X i v N W 0 � c a0. V. a+ r m M V 0 � o � U �- M r O V m Ck U ti O x Lu � U > O .. cc C 9 f/1 zi � J ll 9 a � o ° a J :tr O� IZ a 7 0 09 R In V It C_ O �n ti h o k l O O . O OD r r m N 22 N a O O O X W 0 C � a0. V. a+ r O M V � M r O V m Ck U O x Lu � U > O .. cc C 9 9 � d a J O� IZ a ci 0 09 v k l O . r N V a0. O � M r m z � > O � a IZ 0 v In O _ i0 Q f- O J ` a v � O IDIAN.0-10-��iE- PLlb11C IDAHO Works Department TO: Mayor Tammy de Weerd Members of the City Council FROM: Clint Worthington, P.E. Staff Engineer DATE: 6/2/2010 Mayor Tammy de Weerd City Council Members: Keith Bird Brad Hoaglun Charles Rountree David Zaremba SUBJECT: BUDGET REALLOCATION FOR WELL 28 PUMPING FACILITIES CONSTRUCTION FOR A NOT -TO -EXCEED AMOUNT OF $180,000.00. (NEXT AVAILABLE CONSENT AGENDA) I. RECOMMENDED ACTION A. Move to: Approve the budget amendment for Well 28 Pumping Facilities Construction in a not to exceed amount of $180,000.00; and 2. Authorize the Mayor to sign the amendment. 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 Page I of 3 489-1349 489-1343 489-1350 489-1372 III. DESCRIPTION A. Background Construction of Well #28 was budgeted for fiscal year 2010 in accordance with the City's Water Master Plan Update of 2006 prepared by CH2MHILL. The well has been drilled and the balance of the project has been bid. The low bid was $351,105. An additional $180,000 will be needed to complete the project. The project has exceeded our original budget amount on account of the addition of advanced technology pertaining to water disinfection and an expanded knowledge of the City's hydrogeology through deeper test well drilling. B. Proposed Use of Funds The additional funding will allow complete construction of the pumping facilities for Well 28. This additional funding is needed due to increased cost associated with the drilling of a deeper test well and the addition of on-site hypochlorite generation equipment to the pumping facilities design. Hydro Logic originally envisioned an 800 -foot deep test well with three piezometers. With the approval of the Public Works Director, the depth of the test well was ultimately increased to approx. 1,300 feet with seven piezometers. This additional depth more than doubled the scope of work and difficulty, owing to more complicated construction, sealing, development and sampling. However, increasing the depth of the test well provided a valuable opportunity to the City. There has been an emerging realization that there may be ground water geochemistry challenges on the south side of town. Also, the City is in the process of conducting a hydrogeologic framework study of the aquifer system relied upon for municipal supply. The increased depth of the test well has provided valuable information. As a result of the increased depth, a total of six (6) potential target aquifers were pierced and located. On-site hypochlorite generation was also added to the pumping facilities design as an alternative to the storage of bulk chlorine. On-site hypochlorite generation equipment provides a means to process sodium hypochlorite for water disinfection using electricity, salt and water. This process offers the following advantages: 1. Increased safety 2. Reduced costs after initial investment is recouped (Approx. 3 year payback) with a 15 year savings of approximately $300,000 3. Consistent solution strength 4. No hazardous chemicals On-site generation allows sodium hypochlorite to be produced and allocated based on the amount of flow from the well. Production and allocation based on flow provides for more accurate disinfection dosing and increased operational safety by eliminating the storage and handling of large amounts of liquid chlorine. IV. IMPACT A. Strategic Impact: 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 financial stewardship. B. Service/Delivery Impact: Page 2 of 3 Currently, there are no water supply wells in the upper pressure zone (zone 5). The addition of a new well to provide water supply to this zone was indentified as a priority in our 2006 Water Master Plan update prepared by CH2MHILL. When complete, well 28 will supply 3.6 mgd (million gallons per day) to this pressure zone meeting demands for water distribution and fire flow. C. Fiscal Impact: Proiect Costs: Design Services $124,406.00 Test Well and Production Well Drilling $391,306.00 Pumping Facilities Bid Amount (Not -to -exceed) $351,105.00 Contingeno $38,183.00 Final Costs $905,000.00 Project Funding Enterprise Fund for Well #28 (3490-96166) $725,000.00 Budget Amendment Required (3490-91000) $180,000.00 D. Funding Sources: This requested will be funded entirely from an existing 2010 budget. The $180,000 will come out of 3490-91000 that was approved in the FY2010 budget for the land acquisition of the water reservoir property in south Meridian. This was a savings that the Public Works Department realized on the land acquisition for the reservoir. This will result in a zero net increase to the FY2010 budget. V. LIST OF ATTACHMENTS A. Budget Approved for Council ell 18 Pumnine Facilities Construction Page 3 of 3 ate Aro,/- Ho w �, d r f D u? >r G � Q ®t J City Meridian Posted Budget Transactions to No VF dvcn frcE� Effective Date Fund Code Department Code G/L Code Transaction Description Increase Decrease Budget Version 10/1/2005 60 3490 91000 Water#6 land for fill station 100,000.00 Original 10/1/2006 60 3490 91000 carryforward from FY2006 100,000.00 Original 10/1/2007 60 3490 91000 FY08Budget-CF-Capital Outlay - Lanf 0.00 Original 10/1/2007 60 3490 91000 FYE07 Budget Carryforward 100,000.00 Original 10/1/2008 60 3490 91000 FY09 Carryforward Actual 78,775.56 Revised 10/1/2008 60 3490 91000 FY09-Enh#9-Land and Easement acqu 50,000.00 Original 4/30/2009 60 3490 91000 Land for Reservoir 274,000.00 Revised 10/1/2009 60 3490 91000 Bdgt Tfr:FYIOBudgetCarryforward-Reverse 402,775.56 Revised 10/1/2009 60 3490 91000 FY10-Enh#3-Ground Reservoir 500,000.00 Original 10/1/2009 60 3490 91000 FY2010 Carryforward 402,775.56 Original 1/6/2010 60 3490 91000 FYI CF Adj -Land 402,775.56 Revised Report Total 2,008,326.68 402,775.56 FY2006 $ 100,000.00 Land acq for remote fill station for water trucks. Future plans for site may include a satalite office FY2009 $ 50,000.00 Funding for land easements or land acquisitions for water facilities FY2009 $ 274,000.00 Budget amendment to move money from Water Building to Land Acq FY2010 $ 500,000.00 Land acq for reservoir $ 924,000.00 Date: Page: a� cr C Z O Q U O 0 W CW E C :- y- N 0.9 � o VLO N L rn c C N N N CL � o •L cc O O N N t N Co a� C: c) Co :3 U O N U 0 L fa O E a) co o (a U O U � c cm car.. N 3 N O Q..r N CM C .Q N j c -B O U (D . a c U) O (D L N L X- C (L � L (B N -C Q c (p N O ._ O O � m to > > U U U O O !O O 7 CL CL U c O- CL M �- 11 M m Y "•' L L - � O C w U 'a 'O C 22 c� �Q o LE m O - c Y oo U U � LO U N cC) c �U OL =O _ CL 3 o mCc T� O C m Q = U C Y Il N Q U w U m 0 rn c c m 0 O 0' O O U R d a` a` H d d 3 tOL� G ) 8 C •� � c -91 0 c $ 86co A d c cy 419 £ o (D -0.M0 4) C) C ct m C 0 C 3 o8.a S 8 C c p AN)� 3v N.a N C ='w jxC X v0 V a7 W N t tm N 0 3O M 'r 0 0 O 8 8 0 O 01 N co ate„ o' 0 0 c O E Q m rn v 00 , Z W e= CO) O00 VU Q � O ~ F Z LU O 000 LL V U a � N L rn c C N N N CL � o •L cc O O N N t N Co a� C: c) Co :3 U O N U 0 L fa O E a) co o (a U O U � c cm car.. N 3 N O Q..r N CM C .Q N j c -B O U (D . a c U) O (D L N L X- C (L � L (B N -C Q c (p N O ._ O O � m to > > U U U O O !O O 7 CL CL U c O- CL M �- 11 M m Y "•' L L - � O C w U 'a 'O C 22 c� �Q o LE m O - c Y oo U U � LO U N cC) c �U OL =O _ CL 3 o mCc T� O C m Q = U C Y Il N Q U w U m 0 rn c c m 0 O 0' O O U R d a` a` City Coundl,e"n at- June 8;01 Q PROJECT K N DRi ITEM TI : Amended onto the Agenda; Public Works: Budget Amendment for Sewer Line Replacements for a Not-towExceed Amount of $125,000.00 MEED NOTES CLERKS 4t'MEF#AAL ACnON ` 'o _0 rt S s � `n o c 0 0 0 p O C O C> o ca 0. ID 0- n o g Q. y v CD G) 0) a 0 °1 0 O CD (7 (D O. CD CD CL 7 CL �nGG) n O O 0O O O '. O (D O O 7 (D -n CD j 2 (g n N 0) D) O N CL Q- 0 ov,000U) 2 o w d 0 C o 0 -03 0 0 (D = (D N y *C O m 5.0 CD �. CO)0 � CD 0� CD Ly (D O O CD O �• O fD CD O• :3 OL (D (a@ CD ,-* CD = O (D 0 (D fD 'HT1 � O N O n 0 o CD o n O a) CD Q- � 3 CD O O (7 ^� . O- N CD O CD r: (D .O fD CD 7 (Q 3 CD W C G) C) al C?" 0 r-0 m v D z W i1 rt S s � o c c1 O p O C O C> o O C O �, C r1 p Cs ry ; c In v� C t-• 1 ' T J n (�iEN DIAN�- Public IDAHO Works Department TO: Mayor Tammy de Weerd Members of the City Council FROM: Roxanne Holland, E.I.T. DATE: June 3, 2010 Mayor Tammy de Weerd CRY Ceandli Meseberss Keith Bird Brad Hoaglun Charles Rountree David Zaremba SUBJECT: REALLOCATION OF FUNDS FROM CAPITAL OUTLAY -LAND TO SEWER LINE REPLACEMENTS FOR A NOT TO EXCEED AMOUNT OF $125,000 I. RECOMMENDED ACTION A. Move to: 1. Approve the Line Item Reallocation Request for a not to exceed amount of $125,000 from Capital Outlay - Land to Sewer Line Replacements; and 2. Authorize the Mayor to sign the Request. II. DEPARTMENT CONTACT PERSONS Roxanne Holland, Staff Engineer 489-0347 Clint Dolsby, Asst. City Engineer 489-0341 Warren Stewart, PW Engineering Manager 489-0350 Tom Barry, Director of Public Works 489-0372 III. DESCRIPTION A. Background The Capital Outlay - Land fund is used for the acquisition of land for water system expansion, including wells and reservoirs. Public Works recently purchased a parcel of land for the placement of a water reservoir. Due to the current economic conditions, the City was able to purchase this land for much Page I of 2 H,6r� 1017d 0"'O"t 917t 10 ��,0CIO, 00o �fUr tl3 J'! bucI9ET F dr ). Nof "0,0))Af'FC/ less than anticipated. , money that was /06,000 A° ,�d 0','0 planned for land acquisition is now available for other worthy projects. Wastewater Treatment Plant Staff have identified several sewer lines that are deteriorated and need rehabilitation and/or replacement. Many of these lines require repair beyond point repairs typically done by Wastewater Operations and 6-0,000 Maintenance. The lines that are severely deteriorated will need slip lining and/or replacement, which requires professional engineering services and DEQ approval. r' ° ° `� ' 0 0 0 B. Proposed Use of Funds 3 The transfer of funds from Capital Outlay - Land to Sewer Line Replacements will allow Public Works to hire a consultant to complete the design work in Fiscal Year 2010, review construction plans and obtain DEQ approval. Completion of f` design work now will allow for construction on the deteriorated lines to be bid and completed in early Fiscal Year 2011. The Line Item Reallocation will result in a zero net increase in the Public Works d o06 0 v budget. i 6 f R V IV. ALTERNATIVES A. The City could defer design services for the replacement of the numerous sewer lines identified by Wastewater Staff. Delaying the design, and consequently the replacement, of the deteriorated lines could be more costly in the long run. Many of the sewer lines identified require immediate attention in order to avoid catastrophic failure of the line. If a sewer line collapses, an emergency repair would be needed which could be very costly. V. TIME CONSTRAINTS Council's approval of the Line Item Reallocation Request will allow Public Works to begin the design phase immediately and complete the line replacements in the fall. VI. LIST OF ATTACHMENTS A. G500 — Line Item Reallocation Request Approved for Council Agenda: Date Page 2 of 2 City Of Meridian Posted Budget Transactions Effective Date Fund Code Department Code G/L Code Transaction Description Increase Decrease Budget Version 10/1/2005 60 3490 91000 Water#6 land for fill station 100,000.00 Original 10/1/2006 60 3490 91000 carryforward from FY2006 100,000.00 Original 10/1/2007 60 3490 91000 FY08Budget-CF-Capital Outlay - Lam 0.00 Original 10/1/2007 60 3490 91000 FYE07 Budget Carryforward 100,000.00 Original 10/1/2008 60 3490 91000 FY09 Carryforward Actual 78,775.56 Revised 10/1/2008 60 3490 91000 FY09-Enh#9-Land and Easement acqu 50,000.00 Original 4/30/2009 60 3490 91000 Land for Reservoir 274,000.00 Revised 10/1/2009 60 3490 91000 Bdgt Tfr:FYIOBudgetCarryforward-Reverse 402,775.56 Revised 10/1/2009 60 3490 91000 FYI O-Enh#3 -Ground Reservoir 500,000.00 Original 10/1/2009 60 3490 91000 FY2010 Carryforward 402,775.56 Original 1/6/2010 60 3490 91000 FYI CF Adj -Land 402,775.56 Revised Report Total 2,008,326.68 402,775.56 FY2006 $ 100,000.00 Land acq for remote fill station for water trucks. Future plans for site may include a satalite office FY2009 $ 50,000.00 Funding for land easements or land acquisitions for water facilities FY2009 $ 274,000.00 Budget amendment to move money from Water Building to Land Acq FY2010 $ 500,000.00 Land acq for reservoir $ 924,000.00 Date: Page: E 0 V C� ra L. rim - .O U 0 Q fu A, El O ,--i O N one 0 0 0 .� 0 Q� 0 U L.. Q •- 4 -Jo . - t2 L 4� O cn .0 4J U� (2) :.ice a. O 0 Q '> 4-J 00 p U o to T -I Q M O v 0 U F ---I L.L. N f� 4) .0 •- - C) 4-'� fa U ru F. '— U r C: u 0 4--' a Q o 4) C� Q) Q r V) ■� V .c W > z � Q .0) O 4-J o E Ln > n E cn E o w E o6 o H 06 o >`- • O V) O a� a� n. _ .> -0z Cu -04-J, E (1) u Q a Q)4 -j E u o W w O U > p � �' ro M W O 0 C: H Q� > p > - [o •� Q) 0 J p 4-J [a . [a Cu (1) ro — Q� N r�3 4--J H C:E 4--j u -0 x Q)•0 V Q) �... ro c :D O Z 0 4-d x � Ln.v p ._ O r� C O fa ._ (n E E Q) &-j m >, - ,v 4� x . 1_ Q > cnQ) E a, U � •, O - O M U ._ aE 0 co � C- f U •- =3 O U. 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N 00 01)N V) V) 4) 4) (1) D C: C: 0 � � Q Q tftunn City Cts - t DATE, Jury 8,010 #TQM R: , A P T ITEM 77TLE: Ordinance No. /0 ' /` q 9 An Ordinance of the City of Meridian Granting Annexation and Zoning for 5.63 Acres of Land Located at the Northeast Comer of S. Ten Mile Road and W. Overland Road Meridian, Idaho. More Commonly Known as Sovthridge West Commercial by Cobra Creek, LLC from RUT to M -E (Mixed Employment District) MEET*4 NOTO C R" 4F WE M44L ACIMM DATE: E4011 D TO SENT TO SENT TO NOTES INITIALS STA" A09NCY APPLICANT ADA COUNTY RECORDER J. DAVID NAVARRO AMOUNT .00 BOISE IDAHO 06/10/10 09:59 AM DEPUTY D- Allen III I'II II'II'II)lII'I'III'I'III II'll RECORDED -REQUEST OF Cily of Meridian 119053546 CITY OF MERIDIAN ORDINANCE NO. U BY THE CITY COUNCIL: BIRD, HOAGLUN, ROUNTREE, ZAREMBA AN ORDINANCE (AZ 09-010 SOUTHRIDGE WEST - CABRA) FOR ANNEXATION OF A TRACT OF LAND SITUATED IN THE NORTHWEST % OF SECTION 23, TOWNSHIP 3 NORTH, RANGE 1 WEST, BOISE MERIDIAN, ADA COUNTY, IDAHO, AS DESCRIBED IN ATTACHMENT "A" AND ANNEXING CERTAIN LANDS AND TERRITORY, SITUATED IN ADA COUNTY, IDAHO, AND ADJACENT AND CONTIGUOUS TO THE CORPORATE LIMITS OF THE CITY OF MERIDIAN AS REQUESTED BY THE CITY OF MERIDIAN; ESTABLISHING AND DETERMINING THE LAND USE ZONING CLASSIFICATION OF SAID LANDS FROM RUT TO M -E (MIXED EMPLOYMENT DISTRICT) IN THE MERIDIAN CITY CODE; PROVIDING THAT COPIES OF THIS ORDINANCE SHALL BE FILED WITH THE ADA COUNTY ASSESSOR, THE ADA COUNTY RECORDER, AND THE IDAHO STATE TAX COMMISSION, AS REQUIRED BY LAW; AND PROVIDING FOR A SUMMARY OF THE ORDINANCE; AND PROVIDING FOR A WAIVER OF THE READING RULES; AND PROVIDING AN EFFECTIVE DATE. BE IT ORDAINED BY THE MAYOR AND THE CITY COUNCIL OF THE CITY OF MERIDIAN, COUNTY OF ADA, STATE OF IDAHO: SECTION 1. That the following described land as evidenced by attached Legal Descriptions herein incorporated by reference as Exhibit "A" are within the corporate limits of the City of Meridian, Idaho, and that the City of Meridian has received a written request for annexation and re- zoning by the owner of said property, to -wit: Cabra Creek, LLC. SECTION 2. That the above-described real property is hereby annexed and re -zoned from RUT to M -E (Mixed Employment District), in the Meridian City Code. SECTION 3. That the City has authority pursuant to the laws of the State of Idaho, and the Ordinances of the City of Meridian to annex and zone said property. SECTION 4. That the City has complied with all the noticing requirements pursuant to the laws of the State of Idaho, and the Ordinances of the City of Meridian to annex and re -zone said property. SECTION 5. That the City Engineer is hereby directed to alter all use and area maps as well as the official zoning maps, and all official maps depicting the boundaries and the zoning districts of the City of Meridian in accordance with this ordinance. ANNEXATION — SOUTHRIDGE-WEST CABRA (AZ 09-010) Page 1 of 3 SECTION 6. All ordinances, resolutions, orders or parts thereof in conflict herewith are hereby repealed, rescinded and annulled. SECTION 7. This ordinance shall be in full force and effect from and after its passage, approval and publication, according to law. SECTION 8. The Clerk of the City of Meridian shall, within ten (10) days following the effective date of this ordinance, duly file a certified copy of this ordinance and a map prepared in a draftsman manner, including the lands herein rezoned, with the following officials of the County of Ada, State of Idaho, to -wit: the Recorder, Auditor, Treasurer and Assessor and shall also file simultaneously a certified copy of this ordinance and map with the State Tax Commission of the State of Idaho. SECTION 9. That pursuant to the affirmative vote of one-half (1/2) plus one (1) of the Members of the full Council, the rule requiring two (2) separate readings by title and one (1) reading in full be, and the same is hereby, dispensed with, and accordingly, this Ordinance shall be in full force and effect upon its passage, approval and publication. PASSED BY THE CITY COUNCIL OF THE CITY OF MERIDIAN, IDAHO, this day of U--*\ A— , 2010. APPROVED BY THE MAYOR OF THE CITY OF MERIDIAN, IDAHO, this 11 /day of _ �� , 2010. = i,1hL'1L 0 ` L'OUNT( ANNEXATION — SOUTHRIDGE-WEST CABRA (AZ 09-010) Page 2 of 3 STATE OF IDAHO, ) ss: County of Ada ) On this 47 day of �, �Nhr_�L , 2010, before me, the undersigned, 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, respectively, of the City of Meridian, Idaho, and who executed the within instrument, and acknowledged to me that the City of Meridian executed the same. IN WITNESS WHEREOF, I have hereunto set my hand and affixed my official seal the day and year first above written. 00196000 •. �,•51CA Jp,�•• (SEAL) !y�?, $O .,' • •: rE OF 19��• ••.me* N TA Y PUB IC F IDAHO RESIDING AT: tMa In MY COMMISSION EXPIRES: ANNEXATION - SOUTHRIDGE-WEST CABRA (AZ 09-010) Page 3 of 3 NOTICE AND PUBLISHED SUMMARY OF ORDINANCE PURSUANT TO I.C. § 50-901(A) CITY OF MERIDIAN ORDINANCE NO. 10- 14 4 9 PROVIDING FOR ANNEXATION AND ZONING ORDINANCE An Ordinance of the City of Meridian granting annexation and zoning for a tract of land situated in the East One Half of the Northwest % of Section 23, Township 3 North, Range 1 West, Boise Meridian, Ada County, Idaho, more particularly described in Attachment "A". This parcel contains 5.63 acres more of less. Also, this parcel is SUBJECT TO all easements and rights-of-way of record or implied. As surveyed in attached exhibit `B" and is not based on an actual field survey. A full text of this ordinance is available for inspection at City Hall, City of Meridian, 33 East Broadway Avenue, Meridian, Idaho. This ordinance shall become effective on the 1 q fb day of dune ,2010., O '> C yridi Mayor and City Councilv- By: Jaycee L. Holman, Cit First Reading:June- Q Adopted after first reading by s §50-902: YES X _ NO Second Reading: Third Reading: the Rule as allowed pursuant to Idaho Code STATEMENT OF MERIDIAN CITY ATTORNEY AS TO ADEQUACY OF SUMMARY OF ORDINANCE NO. 10- 14 40j The undersigned, William L.M. Nary, City Attorney of the City of Meridian, Idaho, hereby certifies that he is the le al advisor of the City and has reviewed a copy of the attached Ordinance No. 10- I �{ of the City of Meridian, Idaho, and has found the same to be true and complete and provides adequate notice to the public pursuant to Idaho Code § 50-901A (3). DATED this day of 2010. William. L.M. Nary City Attorney ORDINANCE SUMMARY - SOUTHRIDGE WEST - CABRA (AZ 09-010) Exhibit A — Annexation & Rezone Legal Descriptions & Exhibit Maps 4efton ' �.o91a6 .'gg�Description Cabra Creek, LLC 5..63 Acres February 11, 2010 yier : Paged of 2 +J �i 1HE LANA GROUP, INC. EXHIBIT "A" A tract of land for annexation purposes situated in the Northwest One Quarter of the Northwest One Quarter of Section 23, Township 3 North; Range 1 West, Boise Meridian, Ada County, Idaho, described as follows: BEGINNING at a brass cap monumenting the Northwest Corner of said Section 23, from which a 5/8 -inch steel pin mbnumenting the West one -sixteenth Corner common to said Section 23 and Section 14, Township 3 North, Range 1 West, Boise Meridian, bears South 89"15'27" East a distance of 1,326.21 feet; Thence following the northerly line of said Section 23, South 89'15'27" East a distance of 301.75 feet to a point; Thence leaving the northerly line of said Section 23, South 37°00'03" West a distance of 149.62 feet to a point; Thence South 13°11'58" West a distance of 166,51 feet to a point, Thence South 14°01'47" East a distance of 273.94 feet to a point; Thence South 26"09'07" East a distance of 330.77 feet to a point; Thence South 13'10'43" West a distance of 138..68 feet to a point; Thence South 05920'23" West a distance of 201.34 feet to a point; Thence South 01*24'08" West a distance of 111,80 feet to a point; Thence North 21°46'52" West a distance of 332.62 feet to a point; 'Thence North 21°08'47" West a distance of 14189 feet to a point; Thence North 34"11'02" West a distance of 215.76 feet to a point; Thence North 89°0341" West a distance of 48.00 feet to a point on the westerly line of said Section 23 and the centerline of South Ten Mile Road; Thence following the westerly line of said Section 23 and the centerline of said South Ten Mile Road, North 00'56'19" East a distance of 675.06 feet to the POINT OF BEGINNING. AT LflY,iet pr A�rui/rdYn • Sin AkrYYiq . Ciar/Eg 1Nniug • CaIrGY/Jf 1r0,W;*# CDS EAjr1111Y1; • G 10M C XAV.VA1kd1 BY 361 Canyon C:rc.t Drive, 1 w;n Valls, Idaho 83301 Pz08-733-4041, F208-733-4045 • X w.nccjntidg lYl;nc.Ma C;:\2009\109146\,1dmi"\i rima\I:abra C:rttk\1.091201 109116 ,%nnc%AiitlBcxonc tkx February 11, 2010 I" err a j Page 2 of 2 ' ..W go IHH IAND GROUP, INC The above-described tract of land contains 5..63 acres, more or less, subject to any existing easements or rights-of-way. Attached hereto is Exhibit "B" and by this reference is made a part hereof. Prepared By: THE LAND GROUP, INC. 462 E., SHORE DRIVE EAGLE, IDAHO 83616 208-939-4041 208-939-4045 {FAX 0 a ta 2459 0 �� Og S� Ir 1,i&*,mpsAiW1WM • U* PAMWA3.0W Egierr1j1g • Ge/f Conrn hrgelwo d- E*Awdq • GrrfWr Caww•nimhoa 261 Canon Crcst Drive,' win Falls, Idaho 83301 1)208-733-4011, F20733-1045 0 ww%y ihclarg4,,mWinacnm ('rt\2009\109116\.%drain\I cgals\l abra Cra:k\I.091201 109146 Anncs•lmlltczont drx 18 14 22 T 23 s! �o �w a z Situated in a portion of the NW 1/4 of the NW 114 of Section 23, Township 3 North, Range 1 West, B M. Ada County, Idaho 2009 FOUND BRASS CAP NW CORNER SECTION 23 5.63 AC i S8915'27"E 1326 21' a, 301.75' 102446' — —— POUND 5/8' STEEL P,723 S3700'o3"W W. 1/18 CORNER _ 14982' N89'03'41'W 4800' FOUND BRASS CAP 22 V—'W 1/4 SECTION 23 23 ENGINEER/SURVEYOR THE LAND CODUR. M 106d SUMPt�...�. nA?'J-W ib 1 au Nu N 11180' Legend 0 BRASS CAP 5/8" STEEL PIN • CALCULATED PONT ANEWATION BOUNDARY LINE -- — SECTION UNE PROJECT INFORMATION Rezone Exhibit Cabra Creek, LLC City of Meridian Scale: V ■ 200' 2-11-10 109148 Exhibit T Madden City CouncH Moodng PATE June 8, 2010 ITIEM NUMBER: 9 PROJECT NUMBER: ITEM TITLE; Executive Session { r Idaho State Code 67-2345 (1 ) (c) - To Conduct Deliberations Concerning Labor Negotiations or to Acquire an Interest in Real Property, Which is Not Owned by a Public Agency. MEETING NOTES CLERKS OFFS FXAL AC770M Meridian City Pre -Council Meeting June 3, 2010 The Meridian City Pre -Council meeting was called to order at 12:00 P.M. on Thursday, June 3, 2010, by President Councilman Zaremba. Members Present: Tammy De Weerd, Keith Bird, David Zaremba, Charlie Rountree and Brad Hoaglun. Staff Present: Jacy Jones, Bill Nary. Item 1. Roll -call Attendance: Roll call. X David Zaremba X Brad Hoaglun X Charlie Rountree X Keith Bird X Mayor Tammy de Weerd Item 2. Adoption of the Agenda: Hoaglun: I move approval of the agenda. Zaremba: Second. De Weerd: A motion and a second to adopt the agenda. All those in favor say aye. ALL AYES. MOTION CARRIED. Item 3. Executive Session per Idaho State Code 67-2345 (1)(f) — To Consider and Advise its Legal Representatives in Pending Litigation: Bird: I move we go into Executive Session as per Idaho State Code 67-2345 (1)(f). Hoaglun: Second. De Weerd: A motion and a second to adjourn into Executive Session. Roll Call Vote: Bird, aye; Rountree, aye; Hoaglun, aye; Zaremba, aye. ALL AYES. MOTION CARRIED. Meridian City Council Special Meeting June 3, 2010 Page 2 of 2 Executive Session: (Into Executive Session at 12:02 p.m. and out of Executive Session at 1:50 p.m.) Zaremba: I would entertain a motion to come out of Executive Session. Rountree: So moved. Hoaglun: Second. Zaremba: We have a motion and a second to come out of Executive Session. All those in favor say aye. ALL AYES. MOTION CARRIED. Rountree: Move to adjourn. Hoaglun: Second. Zaremba: A motion and a second to adjourn. All those in favor say aye. ALL AYES. MOTION CARRIED. MEETING ADJOURNED AT 1:50 P.M. (AUDIO ON FILE OF THESE PROCEEDINGS) APPROVED: J ATTESTED: JAYCE %/Zz//D DATE APPROVED OF ME�gj0��y�i''% PUR,q ' HOLMAN, 5ITY C ERK REAL NIP //"I"Nl!!I! 11511t\\\\ , IDIAN I IDAHO CITY OF MERIDIAN SPECIAL MEETING AGENDA Thursday, June 3, 2010 at 12:00 p.m. City Council Chambers 33 East Broadway Avenue, Meridian, Idaho 1. Roll -call Attendance: David Zaremba Brad Hoaglun Charlie Rountree Keith Bird Mayor Tammy de Weerd 2. Adoption of the Agenda 3. Executive Session per Idaho State Code 67-2345 (1)(f) - To Consider and Advise its Legal Representatives in Pending Litigation Meridian City Special Meeting Agenda —June 3, 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. I CITY OF MERIDIAN SPECIAL MEETING AGENDA Thursday, June 3, 2010 at 12:00 p.m. !a., \ City Council Chambers 33 East Broadway Avenue, Meridian, Idaho 1. Roll -call Attendance: David Zaremba Brad Hoaglun _ Charlie Rountree _ Keith Bird Mayor Tammy de Weerd 2. Adoption of the Agenda 00acOu n i ZCkre�n-6Ck_ 3. Executive Session per Idaho State Code 67-2345 (1)(f) - To Consider and Advise its Legal Representatives in Pending Litigation A3 t �r c1 l R (w Yv- re e. - ► S ( Ic s-0 Meridian City Special Meeting Agenda — June 3, 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 DATE: June 3, 2010 ITEM NUMBER: 3 PROJECT NUMBER: ITEM TITLE: Executive Session per Idaho State Code 67-2345 (1) (f) - To Consider and Advise its Legal Representatives in Pending Litigation MEETING NOTES exec E � ;) = o a © exec Act �c�v�ned CLERKS OFFICE FINAL ACTION DATE' ' E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS