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HomeMy WebLinkAbout2002 03-26Meridian City Council Meeting March 26, 2002 The regularly scheduled meeting of the Meridian City Council was called to order at 6:30 P.M. on Tuesday, March 26, 2002, by Mayor Robert Corrie. Members present: Robert Corrie, Cherie McCandless, Bill Nary, Tammy de Weerd, and Keith Bird. Others Present: Brad Watson, Mike Worley, Sam Johnson, Ken Bowers, Stacy Kilchenmann, and Will Berg. Item 1. Roll-call Attendance: X Tammy de Weerd X Bill Nary X Cherie McCandless X Keith Bird X Mayor Robert Corrie Corrie: I will open the Meridian City Council Regular Meeting Tuesday, March 26, 2002, at 6:30 P.M. in the City Council Chambers. Mr. Clerk, roll call attendance please. Item 2. Adoption of the Agenda: Corrie: Okay. Council the second item on the agenda is the adoption of the agenda. Bird: Mr. Mayor. Corrie: Mr. Bird. Bird: I move that we approve the agenda as noticed. Corrie: Okay. McCandless: Second. Corrie: Motion made and second to approve, adopt the agenda as noticed. Any further discussion? Hearing none, all those in favor of the motion say aye. MOTION CARRIED: ALL AYES Item 3. Consent Agenda: A. Ashford Greens No. 6 Storm Water Drainage Easement: Corrie: Item Number 3 is the Consent Agenda. We have one item on the Consent Agenda, Ashford Greens No. 6, Stormwater Drainage Easement. Meridian City Council Meeting March 26, 2002 Page 2 Bird: Mr. Mayor. Corrie: Mr. Bird. Bird: I move we approve the Consent Agenda as noted. Nary: Second. Corrie: Okay. Motion made and second to approve the Consent Agenda as noted. Any further discussion? Hearing none, roll call vote Mr. Berg. Roll call: De Weerd, aye; Nary, aye; McCandless, aye; Bird, aye. MOTION CARRIED: ALL AYES Item 4. Department Reports: A. Accounting Department – Stacy Kilchenmann: 1. Budget Manual: Corrie: Okay. Item Number 4 is Department Reports. Item A, Accounting Department, Stacy Kilchenmann, finance report. Stacy? Kilchenmann: Mayor and Council. The first item that we’re going to discuss tonight is to go through the budget development process just briefly and see if you have any questions. Then there are a couple of dates that you will need to consider and that we will need to set and have some discussion about. Does everybody have their budget development manual with them? Does nobody have their budget development manual? (Inaudible discussion amongst Council Members) De Weerd: I have the papers. Kilchenmann: That’s the – Bird: That’s the financial one. I don’t have the budget one. (Inaudible discussion amongst Council Members) Kilchenmann: Okay. I’ll just briefly go through it, discuss each item, and see if you have a question. What we did this year is we actually did a manual to give to each Department Head or other people in the department that will be working on the budget that have the specific written instructions and an examples attached. Then we also Meridian City Council Meeting March 26, 2002 Page 3 have given them on Excel format that they can email back to us the actual form that they will fill out. The forms on the development manual are just examples. The first page, it starts out and we actually have a budget mission this year. I’ll read you the mission. The mission of the budget is to help decision-makers to make informed choices about the provision of services and capitol (inaudible) and to promote stakeholder participation in the process. That’s kind of our overall mission that we’re adopting. Then we talk briefly about that we’re using the program based budgeting approach and that we’re incorporating out Strategic Planning process. The next page, it has all the different forms and attachments that need to be completed. For the departments, theirs are in red so they can clearly see the things that they will have to complete. Then there are things that accounting will have to complete. Each department will be responsible for a mission statement, which everybody has, after the Strategic Planning then they will give a current organization chart. Then we’re going to have a section that will be a little broader than we’ve had in the past, it will be financial information. We’re going to have the percentage of the City’s budget, source of funding, the staffing expenditures, and the FY 2001 audit report. We’ll do that graphically. It will be a little better snapshot to look at, do a pie graph or a pie chart. Then there's a new section that the departments do it's called -- it has kind of a corny name. It's called budget dollars at work but it will be their highlights for their department for the past year. It probably will be related to the Strategic Plan. They will present that to you and expand on it when they actually do their physical presentations in front of you. Then we’ll have some historical financial data that we’ll provide that will be similar or the same that you’re used to seeing. Then we have what we call maintenance of current operations, or the base budget, which last year was the first year we developed that. That will have several components. Of course, it will be the budget as it is right now. Then we will remove all one-time expenditures. We will remove all capital outlays. Then we’ll add the inflation or we’ll give you a recommended inflation rate that accounting will develop and Human Resources will provide a recommended cost of living increase. They’ll probably also, during their presentation, she’ll make a Mayor increase, but you won't see that. Obviously, you have to decide on that at a later date. We’ll have non-standard adjustments, which will be those items for example if somebody has a Lease Contract and the lease is structured so that each year it increases. We’ll put those kind items into effect. Because this was the first year we did the base budget if somebody really mis-estimated or some line item is really out of whack, then we’ll go in at this time and adjust it. In the form that they need to turn in, we actually have a form for that that will document why we’re making the change. You know we’re changing to from so that we have a record of that that we can go back and look at. Then we also have a form if they want to re-allocate a line item, like a major re- allocation. Those are basically just so we can document that and keep track of it. Then we’ll have a section on revenue projections. The departments will provide, there's a form for them to account for any anticipated revenue changes. In this area a goal that - - I don’t know if we’ll get it done this summer but I’m going to start working on it. We need to start doing a five-year revenue forecast. That’s going to be a fairly big project because we’ll need to get a lot of input from the various departments so we can tie all our growth into Building Permits and increase in water and sewer. We need to study the sales tax revenue we’re going to get from the state. That should be one Meridian City Council Meeting March 26, 2002 Page 4 comprehensive big plan. Then we can update that every year. That should be-- ideally we should present that -- all these forms should go into a finished product that we have available for the public. That’s why (inaudible) some of these additional graphs on City funding and pie charts and so forth to make it a more interactive public kind of document. That revenue forecast I think would be really helpful. You know do some graphing and talk about why we expect revenue to increase or decrease. Then the last section will be the capital project carry forward. That’s something that accounting will do. We’ll wait a little longer than we have historically, right to the end so we can maybe get a better estimate of how much is going to be left from the project. The other item that we need to work on is we need a Capital Improvement Plan for the whole City. We should have a five or six year capital projection. We should get each fund and we should have each year what we anticipate spending so that you can take that, move it around, look in the future, and have it done five years out in the future. That’s something else I’ll work on and at least get a rough draft of that and get it started. Those are the basic areas that the development manual covers. The calendar, I’m just going to go over the calendar briefly. We have given the manual out, in February with instructions and Reta has already emailed all the FY 2003 budget forms out. She has emailed out all the departments a list of their existing positions and so forth. Then we set a deadline of March that anybody that had a new position that they were developing had to have it into Pauline so that Pauline could go through the job description, make sure everything was there and she could develop a salary range for that position. For example, that new IS position has gone through Pauline and will go out -- she’ll do a market survey and come back with a range. By the end of the month, by the 31st , she’ll have those all back to the departments so that when they request those positions they’re accurate. They’re projecting what they’re going to need instead of making a guess. Then on April 30th , we’re asking the departments to give us their budget enhancements back. Those are all the new things that they’re going to be asking for. In the form where we do the budget enhancements, we changed the form a little bit. We have four questions. The first question is what issues or challenges will be addressed by this enhancement, which should sound familiar because that will be right from the Strategic Plan. List the long-term program goals that will be addressed to this request. Three, what annual measurable objective are you addressing in this enhancement? Then four describe the method of financing the request. That should include if there's going to be fee income or grants or if we have to provide matching income et cetera. That should tie right into the Strategic Plan. Sometime during the month of April your department should be contacting each of their liaisons to kind of go over your priorities, talk about the enhancements, educate you, and take you on tours, generally do a good marketing job. We’ve talked about that in staff meetings. I think everybody really has a good understanding of how important that is that you really be on board and that you understand what they’re asking for. Then starting in about mid May -- we’ll probably actually start this sooner. We’ll probably start this month. We will start meeting with each department individually to go over their base budget and help them go through those forms that are new if they need to make increases or decreases. We’ll start our work of removing one-time items, removing capital et cetera, getting inflation numbers. The end of May the revenue projections are due from the treasurer and we also want the capital replacement items back to us from the department. That’s Meridian City Council Meeting March 26, 2002 Page 5 kind of a separate process that they’ll need to go through. We have already sent them their current asset listing so they’re suppose to be doing an inventory making sure that that list is accurate. Then when they make their requests, they should show what they’re requesting and what they’re replacing. That will be available to you in the budget book. May 30th HR will give us their recommended personnel increases and cost of living increases. We’ll probably have her come in at that time and give you a short presentation on that too so you’re on board. You have plenty of time to ask questions or if you need any additional information from her. Then June 30th will be the first draft to you. Then we have July where we need to decide what two days you want to choose to do the budget hearings and the budget setting. That’s the date that you need to come up with. You’ll probably want to talk about that and decide. Let me know what dates would be good. We should probably try to do it maybe around the second week. How that goes with vacation planning, but -- if you could get back to me maybe by the end of April on that one. Then the rest of the dates are just statutory dates you know, certifying the tax levy and publishing the appropriation et cetera. One other thing that we need to do, or that you need to do, is you need to come up with a process to incorporate reporting and renewing of the Strategic Plan each year because you want to probably coordinate that with the budget. In other words, you have to get the feedback on the performance measures, what was obtained, what updates are going to be made. You should have that -- it should coincide with the budget hearings. Ideally, that document should be able to be incorporated in the final budget document that you can release to the public. I know John Luthy had talked to about doing that. He mentioned something about having that committee because you really need somebody that’s going to be responsible for getting departments to turn in their performance measures. I can tell you from experience it is not a very pleasant job. It's quite a bit of work to get the feedback back and to roll that up into a document, not as critical this year because we don’t probably have anything to report on. It will be critical next year so we want to get that mechanism in place before we go into the 2004 budget-reporting period. Are there any questions on what I’ve said so far? De Weerd: Mr. Mayor. Corrie: Mrs. de Weerd. De Weerd: Stacy, I think the format that you have for your budget, again continues to improve every year. It's very comprehensive this year. I guess, on the Capital Improvement Plan, I know parks has finally got theirs accomplished. I think police and fire are not too far out. Are you? You are far out? Kilchenmann: He’s close. (Inaudible discussion amongst Council Members) De Weerd: You guys are close because I believe we had that on our agenda for next month, on our workshop agenda. Is that achievable? Meridian City Council Meeting March 26, 2002 Page 6 (Inaudible discussion amongst Council Members) De Weerd: Good. The general fund will be one issue. Then we have the capital improvement with the enterprise fund. I don’t know where we’re at, if you’ve started working on -- I know you have plans but it's just developing it into one big one. Is that a doable chore? Watson: Council Member de Weerd, Mayor and Council. The plans we have are the ones that we have developed from previous plans done by consultants in past years. The Water System Master Plan will be final this summer, late this summer. It lists some capital improvement scenarios. We will be negotiating with the consultant to do the wastewater side soon but that will be a year process. The one thing -- the Wastewater Treatment Plant is not that hard to stage the projects out and time them with population projections. The water and sewer systems, it's really hard to slot those into a year because it depends on where the growth is. They’re largely reactionary. Running a water line to Summer’s Funeral Home for example wasn’t expected. The Ten Mile Franklin Road area maybe or maybe not. I guess I’m just couching my comments. We can put together a plan very easily but to take that five years down the road and say we’re not going to spend money on anything else is maybe a little bit erroneous. De Weerd: I think as we realize in all plans they should be updated annually so a lot of those things -- yes what you do there are things that are just not foreseen. With an annual look and examination I think all of our Capital Improvement Plans have to start rotating on that kind of a schedule anyway, once we get an overall one together. Also, I think -- one thing -- what I meant was, the Boise City Council President -- we kind of went through the Boise budget process. One thing they do -- not only do their departments prioritize their capital, or enhancement requests, but then they get together and it's probably something that should be done at the Mayor’s staff meeting and they prioritize the City’s list. I think that is ideal. Kilchenmann: In our process we are requiring that they prioritize but that concept of -- it's called a budget team or an executive team or a -- it's very common in municipal governments to have some kind of team. It might not necessarily include -- well it just depends on the size and the structure of the particular City. That they do meet with the Mayor and they prioritize between themselves. It's in a step toward the presentation of a Mayor’s budget to the Council, more of the development of the budget and presentation to the Council. That is something that is considered a best budget practice and come up over and over again. De Weerd: Mr. Nary mentioned you’re talking about two different things. I think we really are. Nary: Mr. Mayor may I? I think what you’re talking about Stacy is an interim process that occurs throughout the entire year. There is a budget team that does that. I think what Council Member de Weerd is talking about is prior to the introduction of the budget every department head participates in the prioritizing of all the capital projects. Meridian City Council Meeting March 26, 2002 Page 7 Kilchenmann: The latter is what I am talking about. Where you have like – Nary: That’s not a team. It's the entire -- it's every Department Head. Kilchenmann: Oh. (Inaudible) Nary: There's a separate budget team that does -- Kilchenmann: That develops the budget? Oh, I know what you’re talking about. Nary: --does meet periodically to talk about changes in the budget. Again, (inaudible). Kilchenmann: Right. Nary: So, I think we’re – Kilchenmann: I was referring to the one that does it at the end. Boise does have that kind of checkmate process. I’m referring to the one that does it at the end of the process that prioritizes. Nary: Right, in the summer. It's not a team of certain individuals. It's all the Department Heads. Kilchenmann: Right. Different cities, depending on their size, it may be a higher level than every department head then but it is a common practice. De Weerd: I would like to see if we could incorporate that. I also like your justification sheet on each enhancement. To build in the what if, if we don’t get this, you know this could happen. I would prioritize this over maybe something that is an on going process that might have to take a back seat. You know, those kinds of things. It's kind of in there but if that can be built in a little bit stronger -- Kilchenmann: Sure. De Weerd: The what if scenarios. I think that would be another important angle to look at something at. One other thing I would like to see, as you look at the historical data in establishing your base budget and those kind of things -- I know this last year was difficult to measure to by. There's going to be some adjustments going on this year. At some point, I would like to see if your office can start looking at a process or a program on recognizing departments that are fiscally conservative and how they would benefit from those kind of savings in the sense of there are some cities -- I don’t know if our neighboring cities do this at all. There are some cities that if a department has a certain amount of savings they get a certain percentage of that that they can use towards a capital project or you know a project of their choosing. I think that is an incentive to be Meridian City Council Meeting March 26, 2002 Page 8 fiscally aware of how you’re spending and maybe heighten their awareness of spending habits. Kilchenmann: That’s another best budget practice that’s pretty common in municipal governments. What I can do is I can put together some examples of models that are used from actual cities and how they work. I mean, those programs I think are good and most cities report good response but they have to be very carefully managed to make sure that the department is not skimping on things that they really need to be done. It is a common practice. I’ll put together some examples for you and present that to you. De Weerd: Okay. Thank you. I really appreciate -- when I read through your book that it was very comprehensive and looks like the departments will know a lot more about what we’re looking for before they step out in front of us. That certainly is the preferred way to do it. Kilchenmann: Yes. There are a lot of changes that we need to make. I mean, I think this is just the beginning. There are a lot more steps and things that we need to include. 2. Finance Report: Kilchenmann: The last thing on the financial statements, skipping here totally to a new subject. There's really not anything notable except in the enterprise fund statements, which are on Page 3 and 4 for wastewater and water. I know they’re really tiny. I didn’t have Reta here to help me do this. I had to do it all by myself. We made a major structural change in the way we’re reporting water and wastewater. I think it's a movement towards the requirements of Gasby 34. What we’ve done is tried to separate the money we get that’s by ordinance or statute that’s to be used for the operation and maintenance of the plant or the service from and keep it and it's revenue source, show those separately. Show the money that is just for construction and the cost of that construction separately. You’ll see on your statement now it says water operations and maintenance. Then it will have a financial statement. Then there's another category, water construction and they have a financial statement. In the water operations, we have the utility billings and some interest earnings. In water construction, we have like the latecomer’s revenue and the assessment fee revenue. We need to take that a step further and start showing you the fund balance so you can look at the balance available for construction. You can see how it changes, decreases, increases et cetera. We need to add that on there too. We have allocated the cost of MUBS and Public Works Administration between these two departments. They’re half in water and half in the sewer plant. They still have their own individual statements but we make an allocation because Brad has to do that anyway to calculate the fees. We decided to do it on the statements themselves. I think it's more representative of those two operations. It gives us a little better feel of a little better cost accounting so those two statements are different. Does anybody have any questions on that? I think it's an evolutionary process because we haven't done a lot of this kind of accounting or Meridian City Council Meeting March 26, 2002 Page 9 reporting before. It will probably keep changing. If anyone has any suggestions, be sure to please let me know. I’ve used the two minutes up that the police allocated to me for my presentation. Corrie: Thank you, Chief. De Weerd: Mr. Mayor. Corrie: Mrs. de Weerd. De Weerd: For budget hearing dates, maybe we can all bring our calendars to the workshop and we can set a date at the workshop? The Strategic Plan update, what kind of a policy we want as far as that. Stacy brought that up. The Mayor has given all of us a draft of the whole plan. Please take a minute – (Inaudible discussion amongst Council Members) De Weerd: Please take some time to really take a look at that. They do want to get it out so we can officially act on it. I thought it was appropriate that Council read it. We haven't really seen what the departments have written. We want to make sure that they’re -- I know John Luthy had mentioned that each department’s work was sacred but if it's something that’s way out there that Council would never even think to fund at any point, those kind of discussions probably would be needed. I saw it in all the police stuff so you know we really need to take a close look at that. (Inaudible discussion amongst Council Members) De Weerd: All kidding aside, I just think -- I know several staff has kind of mentioned that some concerns that they want to make sure that we’re on board with them if not all the way at least got a foot up there. Kilchenmann: One more thing I have to add. I would strongly suggest that the budget people not be responsible for getting their performance measures done because they kind of coincide in timing and they’re both bog jobs. De Weerd: I thought that was in your job description. Bird: Yes. Kilchenmann: It's not. (Inaudible discussion amongst Council Members) Corrie: Comment noted. Okay, anything further? Any questions or comments? Bird: I have none. Meridian City Council Meeting March 26, 2002 Page 10 Corrie: I think that when the Department Heads are standing before us it's also known as the firing line just as a happy time. Okay. Thank you Stacy. B. Public Works Department – Gary Smith: 1. White Drain Sewer Trunk Permanent and Temporary Construction Easement – John Kennedy: Corrie: Public Works, Gary Smith. Brad. Watson: Thank you Mr. Mayor and Council Members. The first item on here was originally discussed February 5th . It was continued or tabled until March 19th and I wasn’t prepared last week so it's back up. At that time, we had a proposed revision to a Sewer Easement for the White Drain Sewer Trunk Project for Mr. Kennedy’s property. I have subsequently met with Mr. Kennedy, I think three times since February 5th , the third of which was earlier this afternoon. The issue was a revision to the easement in which compensation was requested whereas the original easement was donated. I think Mr. Kennedy and I have come to an agreement on this that doesn’t involve any direct compensation. We’ve discussed some alternate alignments that are shown on the screen up above. We need to prepare some revised easements and submit those to him for his signature. Again, this was just a conversation we had this afternoon. Mr. Kennedy is here tonight if he wants to confirm my understanding. I think that would be good. Then we will proceed to get this easement wrapped up and back to you for your approval. We’re actually looking at several different proposals now. The third of which is, or could be necessitated by the approval of Baldwin Park to the north of this property and the location of this stub street. With that I would welcome any questions or if you want to hear from Mr. Kennedy -- Corrie: Mr. Kennedy, would you like to make a comment on what your discussions were? Kennedy: Once again I would like the Council to know that I’m terribly hard of hearing. I went over this with Brad this afternoon and he explained to me what the proposal is. I have no objection to the change that he shows here and what the proposal that’s there. It will vacate one piece of land and take another piece for the right-of-way through there. It doesn’t appear to be anything that will cause a hardship on my part so I am in agreement with what he had shown here. Corrie: Okay. Thank you Mr. Kennedy. Okay Brad. Watson: Thank you. We’ll go ahead and get that wrapped up and back to you. Corrie: Okay. 2. White Drain Sewer Trunk – Award of Construction Contract: Meridian City Council Meeting March 26, 2002 Page 11 Watson: The second item is the White Drain Sewer Trunk award of contract. I had written this memo Thursday with the hopes that we could get this evaluated by the City attorney by the end of the week. I was unaware that he was going to be on vacation this week. He stopped by my office Friday afternoon to review some additional information that had been requested from Thueson Construction, it was a very cursory review, and he had to run. He has recommended that this be tabled until next Tuesday night. With that, I would answer any questions you might have. Corrie: Council, any objections to that? Bird: No, I have none. Corrie: Okay, that will be fine Brad. 3. Latecomers Agreement Request from Jackson’s Food Stores: Watson: Thank you. The third item – (Inaudible discussion amongst Council Members) Watson: The third item is a request for a Latecomer’s Agreement from Jackson’s Food Store. There should be a copy of a memo in your packets by Bruce Freckleton from last week. Okay. This particular -- this is a request for the reimbursement of the water line in Eagle Road and Magic View Drive that was constructed in 95, possibly into the Spring of 96. The applicant is requesting reimbursement of a percentage, a latecomer’s percentage of nearly 42,000 dollars. As Bruce states in here, anything that would be in the eligible latecomer area has already built and as he said the opportunity for collecting, any of these latecomer’s fees with the Building Permit has long since passed. There's probably something more to this, what precipitated this request just now coming in. That pipe has been in the ground for many years prior to this request. I guess Bruce doesn’t actually have a recommendation on here. Nor do I but I guess I’ll entertain any discussion you might have on this. If there are any questions, I’ll try to answer them. Bird: Mr. Mayor. Corrie: Yes Mr. Bird. Bird: When this was brought out was there discussion with Jackson’s regarding a latecomer’s fee? If there was at that time, it should have been drawn up. We have no way of recouping, as Bruce’s letter states. I don’t see how we could enter into a Latecomer’s Agreement at this point. It's just another one of those latecomer things that gets everybody fouled up. I don’t see how we could enter into one when everything is all, the Building Permits and everything has been taken care of. I certainly don’t Meridian City Council Meeting March 26, 2002 Page 12 believe that it's up to us to pay for it. If we can't get it out of the Building Permits then there's not doing it once we get the fees and stuff in then it will be our responsibility. Until we get them on board, we’re not going to be able to so, I would say not to it. Corrie: Brad? Watson: Councilman Bird, Mayor, and Council Members. All I know is what Bruce has briefed me on and that there was never ever a request for a Latecomer’s Agreement until this year after that pipe had been in the ground for five to six years. Bird: Yes. Watson: There's a letter in here, which probably should have came along with your packets. Maybe it did. Bird: From who? Watson: From Pinnacle Engineering. Bird: No. (Inaudible discussion amongst Council Members) Watson: It says we are requesting on behalf of Jackson’s Food Store and it's dated -- Hubble I’m sorry – dated February 25, 2002. Bird: Mr. Mayor. Corrie: Mr. Bird. Bird: Brad, I just don’t see any way that we can enter into a Latecomer’s Agreement at this point. There's no way of collecting it. Why would he have a latecomer’s? If the City wants to go pay 41,000 I guess you can pay 41,000 but you don’t have no way of collecting it from anybody else. I don’t think we enter into it. Watson: I would agree that the existing Building Permits out there would never have been aware that this fee was contemplated. Bird: No. Watson: I guess or in existence at the time, they pulled their Building Permit. Corrie: You certainly don’t want to go back now. Bird: You can't go back and collect, can you? Meridian City Council Meeting March 26, 2002 Page 13 Nary: I don’t think so. Bird: I think it's nil and void. Corrie: Any other comments from the Council? Same feelings here? Just for the record, I would entertain a motion for the denial of the request. Bird: So moved. Corrie: Okay. Is there a second? McCandless: Second. Corrie: Motion been made and second to deny the request from Jackson’s Food Stores for a Latecomer’s Agreement. Any further discussion? Nary: Mr. Mayor. Corrie: Mr. Nary. Nary: I don’t think the outcome is going to be any different but do we need to at least give Jackson’s the ability to come and discuss it. I mean, or Hubble Engineering if they think there's some grounds. I don’t know that it's going to be different but I don’t know that it's very fair based on their letter to simply deny it if they want to have some opportunity -- I don’t know what their letter says. Does it say they want to come and talk to us? (Inaudible discussion amongst Council Members) Nary: I mean, I agree with Mr. Bird. I don’t know that we can but if they somehow think that they can, and think there's some reason they want to come and talk to us I don’t certainly have a problem with that. Corrie: My understanding this is Pinnacle Engineering that asked for it, not Jackson’s. Nary: Right. Bird: Well, they’re representing them. Corrie: I know they are but --. Watson: It was Hubble Engineering. Corrie: Hubble, I’m sorry. Meridian City Council Meeting March 26, 2002 Page 14 Watson: David Bailey. It just says we are requesting that the City of Meridian enter into a Water Latecomer’s Agreement in accordance with section 9-1-13. The details of this request are as follows. We believe this meets the letter and intent of the code. In the end it just says please, contact me if you have questions or need additional information, period. There's not a request for an audience but we can certainly invite them if you’re - - Nary: Well, I guess my thought is, if we’re going to deny it, then I guess we need to communicate that back to them. If they felt some compelling need to come and talk to us again, I guess they could. Watson: Okay. Nary: I guess that’s fine as long as they -- I guess there's no time limit. You can ask seven years later, you can ask for it so (inaudible). (Inaudible discussion amongst Council Members) Bird: Yes. Watson: Okay. (Inaudible discussion amongst Council Members) Corrie: Any further discussion? Okay. All in favor of the motion say aye. MOTION CARRIED: ALL AYES Corrie: Give that information, if they want to come back, they certainly can (inaudible). Watson: Okay. Thank you Mr. Mayor. 4. White Drain Sewer Trunk – Crossing and Easement Agreement with Settlers Irrigation District: Watson: The fourth and final item that I have is a Crossing and Easement Agreement with Settler’s Irrigation District for the White Drain Sewer Trunk. Hopefully that got into your packets. This was coordinated through our consultant, Keller and Associates. There's one thing that is a bit troubling within that agreement. It's on Page 3, the third full paragraph down under section three. Talking about the construction must be between November 1st and March 15th . Our consultant contacted their attorney, Scott Campbell and he said well that’s what all our agreements have to say, but the Superintendent of the district can amend that if he so chooses. I talked to them, to our consultant late this afternoon and that’s what he told me. He hadn’t received anything from Settler’s. I don’t have -- there's no urgency on this so if you have a – Meridian City Council Meeting March 26, 2002 Page 15 Corrie: Mr. Bird. Bird: Brad, I’m sure you feel the same way. I would want Mr. Nichols to look this over. I can't see signing any agreement that had -- you know when they can state that in there, that is a court-upheld deal regardless. I mean some Superintendent might tell you different but if it gets right down to the nitty-gritty, this is what tells you. I’m not for signing anything that has specific dates unless Mr. Nichols looks at it and says okay. (Inaudible discussion amongst Council Members) Corrie: Okay. (Inaudible discussion amongst Council Members) Corrie: Yes. (Inaudible discussion amongst Council Members) Bird: Just bring it back. Corrie: You can bring it back to us. Bird: Have Mr. Nichols look that over. Watson: We’re setting a date or anything though. I’ll just put it back on the agenda when I have it worked out? De Weerd: Yes. Bird: Yes. Watson: Okay, thank you. Corrie: Thank you Brad. C. Fire Department – Chief Bowers: 1. Fire Truck Bids / Awards: Corrie: Fire Department. Mr. Bowers, excuse me Chief Bowers. Bowers: Good evening Mayor Corrie and City Council Members. A while back, we advertised for a new fire engine. Four manufacturers came and picked up specs from us with only one returning the bid. The bid from Pierce Manufacturing was 311,871 dollars. In our budget line item for that truck, we had only put in there 300,000 for the budget line item. Going through the bid, by eliminating some extra equipment that we Meridian City Council Meeting March 26, 2002 Page 16 had ordered for it and paying for the chassis when it's complete, we were able to drop the price down to 300,747. By talking -- we had talked this over with the Rural Commissioners on a Monday night meeting. I put together this letter, sent it to Will Berg to get it on City Council agenda, and sent it to Rich Green the Chairman. He called me and wanted to meet with me Monday stating that he did not think we should pay for the chassis when it was complete. We should wait until the truck is completely done before we pay anything. At that point, I told him that we would lose the 4,464 dollars on that. At that time he stated that possibly would be able to work something out with the company but he didn’t think we needed to pay for the truck at all, the chassis at all. That way it would give us a little bit of leverage of getting the truck built. We had purchased many trucks from Pierce Manufacturing. Also, all the departments around us have purchased Pierce in the past, in the past years. I have never heard of a problem with Pierce not coming through on their contract or not building the truck that we wanted them to build – *** End Of Side One *** Bowers: -- in the future if there was any problems. I’m not quite sure what we would be gaining if we don’t pay for the chassis and taking the 4,464 dollar deduction. I came to you City Council people to get an idea which way you guys would head, act or have me go to the Rural Commissioners and talk to them. I figured that if we were over 300,000 I didn’t think 747 was too far to be over 300,000 because we do have some money still in our fire truck fund. My question is what would the City Council like for me to do with this? Bird: Mr. Mayor. Corrie: Okay, Mr. Bird. Bird: Chief, I think that the last truck we bought, we paid up front at the chassis -- Bowers: Yes we did. Bird: -- and we had no problems with it. I don’t understand why we don’t want to save the money myself. This is a very well known firm that has built quite a few trucks for us. I believe, and we just discuss in here that we could probably offer them 299 five with the five-year warranty on the transmission and they would probably accept our purchase order. Bowers: Yes I would like to keep that five-year warranty if we could Mr. Bird. Bird: I think we need to. Bowers: Each truck comes with a two-year warranty but if you ever have any problems with a transmission, you’re going to spend that in just a drop in the bucket to get it there. Meridian City Council Meeting March 26, 2002 Page 17 Bird: Then I think that either you or the Mayor need to call and say hey we’ll send you a purchase order for 299 five with a five year warranty and we’ll pay at the completion of the chassis and go from that. Bowers: Sure. Bird: I think they would buy it. Corrie: I do too. Kenny you have not talked with the other two commissioners yet? Bowers: Mayor Corrie and City Council Members I have not at this time. All I heard from was Chairman Green. Corrie: Okay. Nary: Mr. Mayor. Corrie: Mr. Nary. Nary: Kenny, in looking at the letter here from Pierce I didn’t notice that set off for the warranty but I would agree with you that I think it does make sense to have the five year warranty. Which of these other things that were included of these deductions did we want to accept to get the price down? It looked like one of them was the payment of the chassis up front. If we’re going to pay for the entire truck up front, I assume that’s the whole thing. That includes that 4,400 savings but there's another about 2,000 that’s saved if you pay it up front. Pay it when it's picked up would be paying it up front anyway. 1750 drive out. Which one of those -- did all of those deductions -- they were at 297758. Bowers: In the past Mr. Nary we have had the company drive the truck out here. We would do the final test pumping of it and would not accept the truck until we have pump tested it here in the past deal. Then we were paying for the rest of the truck so the 1750 would still be in there because they would drive it out here. Nary: Okay. Bowers: You would probably want to keep the 745-performance bond on that. The 2,000 dollars would be if we paid the truck completely off as we went back and picked it up. Speaking with Bill Nichols, he said it would be better probably if we would have them drive it back here. That way if anything happened from there to here it was still their truck. If it got involved with a wreck or caused a problem somewhere along, it would still be their truck and not ours. Meridian City Council Meeting March 26, 2002 Page 18 Nary: But if we’re talking about pre-paying, if we’re talking about pre-paying up to the chassis price and then the remaining afterwards? Okay so we’ll be getting the benefit of the 4,400-dollar savings – Bowers: Yes. Nary: -- not the 5,100-dollar savings in addition? Bowers: Correct. Nary: So that would be the only one off of the base price we’re talking about. Bowers: And what we did we took out some equipment Bill. We took out some equipment some – a task force tip nozzle and different things that come with the truck we will purchase that at a later date. Nary: Okay, thank you. Corrie: Kenny and I also talked that if rural does not want to pay the money we’ll just take all the fees and they’ll still charge him the regular fee for not paying them. We can’t get that kind of return on our money by not paying. Bird: Well we’re ridiculous. Our interest would not – on 144,000 wouldn’t even come close to that 4,000-dollar savings. If it wasn’t for getting it out here and testing it and stuff, we would (inaudible) ahead. The way the interest rates right now are to pay up front, offer them 285,000, and pay it up front. That isn’t smart on our part because we might have a truck that gets wrecked on the way out or something like that but it’s ours at that point. Not to pay that chassis, when it’s done and say the 4,400 that’s not being very prudent. De Weerd: Mr. Mayor. Corrie: Ms. de Weerd. De Weerd: Kenny and I talked about this. He did only talk to one Rural Commissioner. I feel that if the rural Commission feels strongly about it the Rural Commission can pay for that portion of it. It’s been the practice of the city to pre-pay and capture these savings. It’s like Council Member Bird said it’s only prudent that we continue to do so. We’ve never had a reason not to do that so I don’t see any good reason to deviate from how we normally operate. I think we do need to allow that to be a door up to the rural. If they feel very strongly about that that the rural could absorb that cost and we can bring it back. I think that this Council will stay with the process that we’ve used in the past. Bird: Mr. Mayor. Meridian City Council Meeting March 26, 2002 Page 19 Corrie: Mr. Bird. Bird: Actually with our percentage, the city is saying a percentage of this truck fund or purchase would cover that pre-pay on the – or the chassis pay. We would be okay on that. I just think that we need to just offer a PO for that and pre pay it. I think they’ll buy it. Corrie: I think they will too. Any discussion? It seems like the Council’s all agreed on it. I will entertain a motion then on – De Weerd: Mr. Mayor. Corrie: Ms. de Weerd. De Weerd: I move that we approve the purchase of the new fire engine with Pierce Manufacturing, Inc. in the total of 299,500 dollars with a five year warranty on the transmission. Ask that the Mayor or the Chief to contact Pierce to see that this would be acceptable terms to them, to go ahead and purchase the truck and have the Mayor sign and Clerk attest. Bird: One second. That includes pre-pay the chassis. De Weerd: And to pre-pay the chassis. Bird: I will second that. Corrie: Motion been made. Any further discussion on it? Nary: Mr. Mayor. Corrie: Mr. Nary. Nary: Do we need to have some contingency or I guess is the Chief going to bring it back if they won’t accept that 299,500 with the five years? Bird: Yes. De Weerd: Yes if that’s not acceptable. Bird: Then he and the Mayor can arm wrestle. De Weerd: Are you good at that? Corrie: I thought I was but I haven’t had a chance yet. Any further discussion? Roll Call vote Mr. Clerk. Meridian City Council Meeting March 26, 2002 Page 20 Roll Call: Bird, aye; Nary, aye; de Weerd, aye; McCandless, aye. MOTION CARRIED: ALL AYES Corrie: Kenny we’ll get together and we’ll make a phone call. Bowers: Thank you Mayor and Council. I have one other quick item. Corrie: Yes go ahead. Bowers: Real quick. This Friday -- you saw a flyer in your box -- we are having a graduation for our three new fireman. I hope all three of them passed their test this week. We will have graduation at 1:00 here. Right here. Thank you for all the participation you guys did Friday on our loss of one of our family members. I appreciate it. Corrie: Thank you. De Weerd: Mr. Mayor. Corrie: Ms. de Weerd. De Weerd: I know I shared this with Kenny but it’s truly impressive that the culture in the Fire Station and the way they really step up and help each other out. Friday was very impressive what they did for a fellow fire fighter and his family. I just really would like to commend your department for how you approach that. Bird: Mr. Mayor. Corrie: Mr. Bird. Bird: Let me add one other thing for it being a very close friend of the Gould family. It’s not so much Friday what they did but I don’t know if people realize that all those fire fighters donate their time to cover Mike’s shifts for him so that he would be paid while the baby was in the hospital and stuff. I think that is true and even afterwards. I think that is just great. Some of the things in the foyers I’ve seen in within the city I know that this goes on throughout the city for all departments. It’s just nice to say that our city people are like that. I certainly appreciate it. Corrie: Very good. Thank you Kenny. Item 6. Public Hearing: MI 01-001 Request for a Street Name Change from East First Street to Main Street from Cherry Lane / Fairview Avenue south to East Central Drive or Overland Road: Meridian City Council Meeting March 26, 2002 Page 21 Corrie: Item Number 6 this is a Public Hearing request for a Street Name Change from East First Street to Main Street from Cherry Lane and Fairview Avenue south to East Central Drive or Overland Road. At this time, I will open the Public Hearing and have staff comments first. Any comments? Chief? Is there anyone from the audience who would like to issue testimony? With that being said I would – have the Council any discussion on public record on the hearing? Bird: I have none. Corrie: Okay hearing none – De Weerd: Mr. Mayor I guess I would just like to note in the P&Z recommendation they talk about the double signs. We did reconfirm that with ACHD that that was doable and so it doesn’t seem like there’s any obstacle as far as that. They have recommended that it runs through to Corporate Drive and I feel very comfortable with that recommendation. That’s a good starting point for the Meridian Kuna Road or Highway 69. I appreciate the work that they did and feel they have a very good recommendation. Do we have a Public Hearing on this? Corrie: We just now did and there’s nobody – Bird: We have to close it. De Weerd: I move we close the Public Hearing. Bird: I second it. Corrie: Motion made and second to close the Public Hearing. All those in favor of the motion say aye. All ayes motion carried. MOTION CARRIED: ALL AYES Corrie: Okay (inaudible) recommendation of Planning and Zoning. De Weerd: Mr. Mayor. Corrie: Ms. de Weerd. De Weerd: I move we approve the request for name change from East First to Main Street from Cherry Lane / Fairview Avenue south to East Central Drive. To approve the recommendation by the Planning and Zoning Commission as it stands. Bird: I second that. Corrie: Motion been made and seconded. Is there any further discussion? Meridian City Council Meeting March 26, 2002 Page 22 Nary: Mr. Mayor. Corrie: Mr. Nary. Nary: And I don’t have any disagreement with the Planning and Zoning Commission’s recommendation. I thought it was excellently done this time. De Weerd: Were you on it? Nary: Yes. I was going to make note that Mr. Nichols did remind us back in February that as part of this we do need to designate if it would be Main Street North or North Main and South Main. It’s just something we need to decide it doesn’t matter to me. Just to make a motion it probably needs to include that. Bird: You’re right. De Weerd: I think it should just be North Main. Nary: I believe all the other streets in the city are north or south. Bird: There’s some – yes. Nary: So it would be awkward if it were the only street that had the direction on the end of the name in first instead of the front. Corrie: Good point. Bird: Yes. Corrie: There’s northwest Eighth and North eighth. Bird: Yes but that all starts at Cherry Lane. Then you have south that starts at Overland. Nary: I think the (inaudible) the mid point was Franklin. Corrie: The mid point was Franklin (inaudible). North and south is from Franklin. De Weerd: Just North Main. Nary: So North Main. De Weerd: The maker of the motion will say North Main. Corrie: Any other discussion? Meridian City Council Meeting March 26, 2002 Page 23 De Weerd: Does second agree. Bird: Yes I agree. I’m trying to turn my computer off. Corrie: All right any further discussion? Hearing none, roll call vote Mr. Berg. Roll Call: Bird, aye; Nary, aye; de Weerd, aye; McCandless, aye. MOTION CARRIED: ALL AYES Corrie: Since that is the end of the agenda I would remind everyone that – does everybody know that Gary’s mother had passed away. Bird: Yes, Gary. Corrie: We have a meeting at 5:30 Tuesday at the Police Station and then we have a 6:15 Executive Meeting before the 6:30 meeting Tuesday. McCandless: Mr. Mayor. Corrie: Mrs. McCandless I’m sorry. McCandless: We’re to meet over at the new station right? Corrie: Yes the new station right. (Inaudible discussion amongst Council members) Bird: Is the Chief serving hotdogs, hamburgers, or what? McCandless: Yes. Bird: Are you barbecuing hamburgers that night? Worley: I would but your schedules kind of short you have to be back by 6:15. Bird: It don’t take me long to eat though. Worley: I see. (Inaudible discussion amongst Council members) Corrie: Any – yes Mr. Berg. Meridian City Council Meeting March 26, 2002 Page 24 Berg: Thank you Mr. Mayor I’m sorry. Just to point out that we do have a meeting with ACHD at noon on Monday so don’t forget that. Hopefully we’ll be going paperless next Tuesday so the staff I’m sure will get all their comments in by Thursday. McCandless: Mr. Mayor. Corrie: Ms. McCandless. McCandless: Just for information I will not be here on Monday. I’ll be out of town. Corrie: Okay anything else? Hearing none I’ll entertain a motion to adjourn. De Weerd: (Inaudible). McCandless: Second. Corrie: Motion made and second to adjourn all those in favor say aye. MOTION CARRIED: ALL AYES Corrie: At 7:35. MEETING ADJOURNED AT 7:35 P.M. (TAPE ON FILE OF THESE PROCEEDINGS) APPROVED: / / ROBERT D. CORRIE, MAYOR DATE ATTESTED: WILLIAM G. BERG, JR., CITY CLERK