Loading...
HomeMy WebLinkAbout2010-10-12 Workshop�jQE IDIAN�-AHO CITY OF MERIDIAN CITY COUNCIL SPECIAL MEETING AGENDA Tuesday, October 12, 2010 at 5:00 p.m. City Council Chambers 33 East Broadway Avenue, Meridian, Idaho 1. Roll -call Attendance: X David Zaremba X Brad Hoaglun X Charlie Rountree X Keith Bird X Mayor Tammy de Weerd 2. Adoption of the Agenda Adopted 3. Executive Session per Idaho State Code 67-2345(1)(f) — To Consider and Advise Its Legal Representatives in Pending Litigation Into Executive _Session at 5:02 p.m. Out of Executive Session at 6:06 p.m. Adjourned at 6:06 p.m. Meridian City Council Pre -Council Meeting Agenda — Tuesday October 12, 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. r CITY OF MERIDIAN CITY COUNCIL SPECIAL MEETING AGENDA Tuesday, October 12, 2010 at 5:00 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 adee_ �/ / C,15 3. Executive Session per Idaho St/ate Code 67-2345(1)(f) — To Consider and Advise Its Legal Representatives in Pending Litigation l� C� Meridian City Council Pre -Council Meeting Agenda — Tuesday October 12, 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 Pre -Council Meeting October 12, 2010 A Pre -Council meeting of the Meridian City Council was called to order at 5:00 p.m., Tuesday, October 12, 2010, by Mayor Tammy de Weerd. Members Present: Mayor Tammy de Weerd, Charlie Rountree, Keith Bird, Brad Hoaglun and President David Zaremba. Item 1: Roll -call Attendance: Roll call. X David Zaremba X Brad Hoaglun X Charlie Rountree X Keith Bird X Mayor Tammy de Weerd (Audio Recording malfunction.) Item 2: Adoption of the Agenda. Item 3: Executive Session per Idaho State Code 67-2345(1)(f) — To Consider and Advise Its Legal Representatives in Pending Litigation Into Executive Session at 5:02 p.m. Out of Executive Session at 6:06 p.m. Bird: Madam Mayor? de Weerd: Mr. Bird. Bird: I move we come out of Executive Session. Rountree: Second. de Weerd: Motion and second to come out of Executive Session. All those in favor say aye. All ayes. Motion carried MOTION CARRIED: ALL AYES. de Weerd: Could I have a motion to adjourn? Bird: Madam Mayor, I move we adjourn the pre -council meeting. Rountree: Second. de Weerd: All ayes. Meridian City Council Special Meeting October 12, 2010 Page 2 of 2 MOTION CARRIED: ALL AYES. de Weerd: We are adjourned. MEETING ADJOURNED AT 6:06 P.M. 'IQ / aof / C)1C) DATE APPROVED E IDIAN*,----- IDAHO CITY COUNCIL WORKSHOP MEETING AGENDA UPDATED AGENDA Tuesday, October 12, 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 3. Adoption of the Agenda Adopted 4. Consent Agenda Approved A. Approve Minutes of September 28, 2010 City Council Pre - Council Meeting B. Approve Minutes of September 28, 2010 City Council Regular Meeting C. Acceptance Agreement for Display of Artwork by William Gardoski in Initial Point Gallery D. Acceptance Agreement for Display of Artwork of Jerry Kencke in Initial Point Gallery E. Personal Services Agreement Between Powerhouse Fitness, Inc. and the City of Meridian for Kettlebell Classes F. Personal Services Agreement between Kristy Swinney and the City of Meridian for Massage Therapist Services G. Professional Services Agreement with Craig Hoyt for Mayor's Anti -Drug Coalition Website Design and Development Services for a Not -to -Exceed Amount of $2,500.00 Meridian City Council Meeting Agenda — Tuesday, October 12, 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. H. Professional Services Agreement with M.D. Willis for Transcription Services I. Contract Extension with Billing Document Specialists for Lock Box Processing of Utility Billing Statements and Invoices J. Approval of Street Light Maintenance Agreement with Crossfield Subdivision Homeowners Association K. Findings of Fact, Conclusions of Law for Approval: PP 10-001 for Spurwing Greens by Spurwing Greens, LLC Located North of Chinden Boulevard, Approximately 1/4 Mile East of Black Cat Road and West of Spurwing Subdivision Request: Preliminary Plat Approval for 214 Residential Building Lots and 16 Common Lots on Approximately 86.66 acres in an R-2, R-8 and R-15 Zoning District L. Findings of Fact, Conclusions of Law for Approval: VAR 10- 001 for Spurwing Greens by Spurwing Greens, LLC Located North of Chinden Boulevard, Approximately 1/4 Mile East of Black Cat Road and West of Spurwing Subdivision Request: Variance to UDC 11 -6C -3B.4 to Exceed the Maximum Cul-de- sac Length Allowed in a Residential District for Block 24 M. Findings of Fact, Conclusions of Law for Approval: RZ 10-001 for Fast Eddy's Ten Mile Station by ST Investments Located Southeast Corner of N. Ten Mile Road and W. Pine Avenue Request: Rezone of 5.90 acres from C -N (Neighborhood Business) to C -C (Community Business) Zoning District N. Findings of Fact, Conclusions of Law for Approval: CUP 10- 007 for Fast Eddy's Ten Mile Station by ST Investments Located Southeast Corner of N. Ten Mile Road and W. Pine Avenue Request: Conditional Use Permit for a Fuel Sales Facility, Convenience Store with a Drive-Thru and a Vehicle Washing Facility on Approximately 1.89 acres in a proposed C -C (Community Business) Zoning District O. Final Order for Approval: TE 10-019 for Seyam Subdivision by Ronald Van Auker Located North Side of E. Franklin Road, Approximately 1,200 Feet east of N. Eagle Road Request: 18 - Month Time Extension to Obtain the City Engineer's Signature on the Final Plat Meridian City Council Meeting Agenda — Tuesday, October 12, 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. P. Final Order for Approval: TE 10-020 for Centre Point Subdivision No. 2 by Blue Marlin Investments, LLC Located on the Northwest Corner of East Ustick Road and North Eagle Road Request: 18 -Month Time Extension to Obtain the City Engineer's Signature on the Final Plat Q. Order of Conditional Approval of Final Plat: FP 10-007 for Commercial North by Brighton Properties, LLC Located East Side of North Linder Road, Approximately 1/4 Mile North of West McMillan Road Request: Final Plat Approval for One (1) Commercial Lot on Approximately 1.48 Acres in a C -G Zoning District R. Resolution No. 10-748: Community Development Block Grant (CDBG) Program Year 2010 Annual Action Plan Revisions S. Resolution No. 10-749: A Resolution of the Mayor and City Council of the City of Meridian amending the text of the City of Meridian Comprehensive Plan regarding Mixed Use Land Use Designations Contained in Chapter VII 5. Community Items/Presentations A. Public Comment - Ordinance No. 10-1459: Prohibiting Sale, Possession and Use of Synthetic Cannabinoid Products ("Spice") Approved B. Ordinance No. 10-1457: "Kassy's Law" - Prohibiting Texting While Driving Approved 6. Items Moved From Consent Agenda 7. Department Reports A. Economic Development: Strategic Plan Update B. Boise Valley Economic Partnership Update with Clark Krause Vacated C. Fire Department: Authorization for Purchasing Manager to Sign Purchase Orders for the Refurbishment of Fire Engines 32 and 39 Which Have Been Approved in the 2010-2011 Budget Approved Meridian City Council Meeting Agenda — Tuesday, October 12, 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. D. Public Works Department: Strategic Plan Update Motion made and passed to Approve Conceptual Plan E. Public Works Department: Overview of Public Works Street Lighting Standards F. Legal Department Report: Amended City Policy for Vehicles Usage G. Legal Department Report: New City Policy for Leave Without Pay Discussion 8. Ordinances A. Ordinance No. 10-1460: An Ordinance of the City of Meridian for Annexation of a Parcel of Land Located on the Southwest Corner of W. Ustick Road and N. Linder Road, Known as the Ada County Paramedics Linder Station (AZ -10-001) Approved B. Ordinance No. 10-1461: An Ordinance Amending Title 11 of the Meridian City Code Regarding Portable Classroom Standards as Codified at Title 11, Entitled The Unified Development Code Approved C. Ordinance No. 10-1462: An Ordinance Amending Title 1, Chapter 7, Section 5 of the Meridian City Code Regarding Days of the City Council Meetings; and Providing for an Effective Date Approved Adjourned at 9:43 p.m. Meridian City Council Meeting Agenda — Tuesday, October 12, 2010 Page 4 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. E IDIAN--- IDAHO CITY COUNCIL WORKSHOP MEETING AGENDA AMENDED AGENDA , O(D 11v7 Tuesday, October 12, 2010 at 6:00 PM 1. Roll -Call Attendance ✓ David Zaremba Brad Hoaglun Charlie Rountree% Keith Bird Mayor Tammy de Weerd 'v 2. Pledge of Allegiance \--'3. Adoption of the Agenda --"-4. Consent A9 enda A. Approve Minutes of September 28, 2010 City Council Pre - Council Meeting B. Approve Minutes of September 28, 2010 City Council Regular Meeting C. Acceptance Agreement for Display of Artwork by William Gardoski in Initial Point Gallery D. Acceptance Agreement for Display of Artwork of Jerry Kencke in Initial Point Gallery E. Personal Services Agreement Between Powerhouse Fitness, Inc. and the City of Meridian for Kettlebell Classes F. Personal Services Agreement between Kristy Swinney and the City of Meridian for Massage Therapist Services G. Professional Services Agreement with Craig Hoyt for Mayor's Anti -Drug Coalition Website Design and Development Services for a Not -to -Exceed Amount of $2,500.00 Meridian City Council Meeting Agenda — Tuesday, October 12, 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. H. Professional Services Agreement with M.D. Willis for Transcription Services I. Contract Extension with Billing Document Specialists for Lock Box Processing of Utility Billing Statements and Invoices J. Approval of Street Light Maintenance Agreement with Crossfield Subdivision Homeowners Association K. Findings of Fact, Conclusions of Law for Approval: PP 10-001 for Spurwing Greens by Spurwing Greens, LLC Located North of Chinden Boulevard, Approximately 1/4 Mile East of Black Cat Road and West of Spurwing Subdivision Request: Preliminary Plat Approval for 214 Residential Building Lots and 16 Common Lots on Approximately 86.66 acres in an R-2, R-8 and R-15 Zoning District L. Findings of Fact, Conclusions of Law for Approval: VAR 10- 001 for Spurwing Greens by Spurwing Greens, LLC Located North of Chinden Boulevard, Approximately 1/4 Mile East of Black Cat Road and West of Spurwing Subdivision Request: Variance to UDC 11 -6C -3B.4 to Exceed the Maximum Cul-de- sac Length Allowed in a Residential District for Block 24 M. Findings of Fact, Conclusions of Law for Approval: RZ 10-001 for Fast Eddy's Ten Mile Station by ST Investments Located Southeast Corner of N. Ten Mile Road and W. Pine Avenue Request: Rezone of 5.90 acres from C -N (Neighborhood Business) to C -C (Community Business) Zoning District N. Findings of Fact, Conclusions of Law for Approval: CUP 10- 007 for Fast Eddy's Ten Mile Station by ST Investments Located Southeast Corner of N. Ten Mile Road and W. Pine Avenue Request: Conditional Use Permit for a Fuel Sales Facility, Convenience Store with a Drive-Thru and a Vehicle Washing Facility on Approximately 1.89 acres in a proposed C -C (Community Business) Zoning District O. Final Order for Approval: TE 10-019 for Seyam Subdivision by Ronald Van Auker Located North Side of E. Franklin Road, Approximately 1,200 Feet east of N. Eagle Road Request: 18 - Month Time Extension to Obtain the City Engineer's Signature on the Final Plat Meridian City Council Meeting Agenda — Tuesday, October 12, 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. P. Final Order for Approval: TE 10-020 for Centre Point Subdivision No. 2 by Blue Marlin Investments, LLC Located on the Northwest Corner of East Ustick Road and North Eagle Road Request: 18 -Month Time Extension to Obtain the City Engineer's Signature on the Final Plat Q. Order of Conditional Approval of Final Plat: FP 10-007 for Commercial North by Brighton Properties, LLC Located East Side of North Linder Road, Approximately 1/4 Mile North of West McMillan Road Request: Final Plat Approval for One (1) Commercial Lot on Approximately 1.48 Acres in a C -G Zoning District R. Resolution No. Proposed # 10-748: Community Development Block Grant (CDBG) Program Year 2010 Annual Action Plan Revisions S. Resolution No. Proposed # 10-749: A Resolution of the Mayor and City Council of the City of Meridian amending the text of the City of Meridian Comprehensive Plan regarding Mixed Use Land Use Designations Contained in Chapter VII 5. Community Items/Presentations .✓ Public Comment - Ordinance No. Proposed # 10-1459: Prohibiting Sale, Possession and Use f Synthetic Cannabinoid Prod c s pice") v%'ll ►�at2c( f {re , C Ordinance No. 10-1457: "Kass 's Law" - Prohibiting Texting While Driving 6. Items Moved From Consent Agenda 7. Department Reports A. Economic Development: Strategic Plan Update B. Boise Valley Economic Partnership Update with Clark Krause a Staff Requests to Vacate this Item from the Agenda aFac��t C. Fire Department: Authorization for Purchasing Manager to Sign Purchase Orders for the Refurbishment of Fire Engines 32 and 39 Which Have Been Approved in the 2010-2011 Budget��� D. Pyhlic Works Department: Strategic Plan Update� / C-6� Meridian 0y eon Me�tinenda — Tuesd Octobe6 r 12, 2010 Page `3"�f 4 � -- AII materials presented aeetings 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. Shod E. Public Works Department: ,Ove iew of Public Works Street Lighting Standards �,-✓t F. Legal Department Report: Amended City Policy for Vehicles Usage 3i ll Ai G. Legal Department Report: New City Policy for Leave Without Pay Discussion 8. Ordinances / A. Ordinance No. Proposed # 10-1460: An Ordinance of the City of Meridian for Annexation of a Parcel of Land Located on the Southwest Corner of W. Ustick Road and N. Linder Road, Known as the Ada County Paramedics Linder Station (AZ -10- 001) 1c,616#- B. Ordinance No. Proposed # 10-1461: An Ordinance Amending Title 11 of the Meridian City Code Regarding Portable Classroom Standards as Codified at Title 11,E titled The Unified Development Code kJ'v C. Ordinance No. Proposed # 10-1462: An Ordinance Amending Title 1, Chapter 7, Section 5 of the Meridian City Code Regarding Days of the City Counc' Meetin s; and Providing for an Effective Date at� Ut u-- Jai ott N �J::� Meridian City Council Meeting Agenda — Tuesday, October 12, 2010 Page 4 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. Meridian Citv Council Workshop Meeting October 12, 2010 A Council meeting of the Meridian City Council was called to order at 6:05 p.m., Tuesday, October 12, 2010, by Mayor Tammy de Weerd. Members Present: Mayor Tammy de Weerd, President David Zaremba, Charlie Rountree, Keith Bird, and Brad Hoaglun. Others Present: Bill Nary, Jaycee Holman, Anna Canning, Mark Niemeyer, Bill Johnson, Jeff Lavey, John Overton, Tom Barry, Tim Curns, Brenda Sherwood, Bruce Freckleton, 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: Thank you for your patience in our late start. I will go ahead and welcome you all to tonight's meeting. It is Tuesday, October 12th. For the record it is five minutes after 6:00. We will start tonight's meeting with roll call attendance. Madam Clerk. Item 2: Pledge of Allegiance de Weerd: Item No. 2 is our Pledge of Allegiance. If you will all rise and join us in the pledge. (Pledge of Allegiance recited.) Item 3: Adoption of the Agenda de Weerd: Okay. Item No. 3 is adoption of the agenda. Hoaglun: Madam Mayor? de Weerd: Mr. Hoaglun. Hoaglun: On tonight's agenda in the Consent Agenda, Item 4-R, that resolution number is 10-748 and number 4-S is resolution number 10-749. Under Item 5, Community Items/Presentations, 5-A is Ordinance No. 10-1459. Under Item 7, Department Reports, 7-B, staff is requesting that this be vacated from the agenda tonight and under Item 8, Ordinances, 8-A is Ordinance No. 10-1460. 8-B is Ordinance No. 10-1461. And 8-C is Ordinance No. 10-1462. With those changes, Madam Mayor, I move adoption of tonight's agenda. Meridian City Council Workshop October 12, 2010 Page 2 of 63 Rountree: Second. de Weerd: I have a motion and a second to adopt the agenda as stated. All those in favor say aye. All ayes. Motion carried. MOTION CARRIED: ALL AYES. Item 4: Consent Agenda A. Approve Minutes of September 28, 2010 City Council Pre - Council Meeting B. Approve Minutes of September 28, 2010 City Council Regular Meeting C. Acceptance Agreement for Display of Artwork by William Gardoski in Initial Point Gallery D. Acceptance Agreement for Display of Artwork of Jerry Kencke in Initial Point Gallery E. Personal Services Agreement Between Powerhouse Fitness, Inc. and the City of Meridian for Kettlebell Classes F. Personal Services Agreement between Kristy Swinney and the City of Meridian for Massage Therapist Services G. Professional Services Agreement with Craig Hoyt for Mayor's Anti -Drug Coalition Website Design and Development Services for a Not -to -Exceed Amount of $2,500.00 H. Professional Services Agreement with M.D. Willis for Transcription Services I. Contract Extension with Billing Document Specialists for Lock Box Processing of Utility Billing Statements and Invoices J. Approval of Street Light Maintenance Agreement with Crossfield Subdivision Homeowners Association K. Findings of Fact, Conclusions of Law for Approval: PP 10-001 for Spurwing Greens by Spurwing Greens, LLC Located North of Chinden Boulevard, Approximately 1/4 Mile East of Black Cat Road and West of Spurwing Subdivision Request: Preliminary Plat Approval for 214 Residential Building Lots Meridian City Council Workshop October 12, 2010 Page 3 of 63 and 16 Common Lots on Approximately 86.66 acres in an R-2, R-8 and R-15 Zoning District L. Findings of Fact, Conclusions of Law for Approval: VAR 10- 001 for Spurwing Greens by Spurwing Greens, LLC Located North of Chinden Boulevard, Approximately 1/4 Mile East of Black Cat Road and West of Spurwing Subdivision Request: Variance to UDC 11 -6C -3B.4 to Exceed the Maximum Cul-de- sac Length Allowed in a Residential District for Block 24 M. Findings of Fact, Conclusions of Law for Approval: RZ 10-001 for Fast Eddy's Ten Mile Station by ST Investments Located Southeast Corner of N. Ten Mile Road and W. Pine Avenue Request: Rezone of 5.90 acres from C -N (Neighborhood Business) to C -C (Community Business) Zoning District N. Findings of Fact, Conclusions of Law for Approval: CUP 10- 007 for Fast Eddy's Ten Mile Station by ST Investments Located Southeast Corner of N. Ten Mile Road and W. Pine Avenue Request: Conditional Use Permit for a Fuel Sales Facility, Convenience Store with a Drive-Thru and a Vehicle Washing Facility on Approximately 1.89 acres in a proposed C -C (Community Business) Zoning District O. Final Order for Approval: TE 10-019 for Seyam Subdivision by Ronald Van Auker Located North Side of E. Franklin Road, Approximately 1,200 Feet east of N. Eagle Road Request: 18 - Month Time Extension to Obtain the City Engineer's Signature on the Final Plat P. Final Order for Approval: TE 10-020 for Centre Point Subdivision No. 2 by Blue Marlin Investments, LLC Located on the Northwest Corner of East Ustick Road and North Eagle Road Request: 18 -Month Time Extension to Obtain the City Engineer's Signature on the Final Plat Q. Order of Conditional Approval of Final Plat: FP 10-007 for Commercial North by Brighton Properties, LLC Located East Side of North Linder Road, Approximately 1/4 Mile North of West McMillan Road Request: Final Plat Approval for One (1) Commercial Lot on Approximately 1.48 Acres in a C -G Zoning District R. Resolution No. 10-748: Community Development Block Grant (CDBG) Program Year 2010 Annual Action Plan Revisions Meridian City Council Workshop October 12, 2010 Page 4 of 63 S. Resolution No. 10-749: A Resolution of the Mayor and City Council of the City of Meridian amending the text of the City of Meridian Comprehensive Plan regarding Mixed Use Land Use Designations Contained in Chapter VII de Weerd: Item No. 4 is our Consent Agenda. Hoaglun: Madam Mayor? de Weerd: Mr. Hoaglun. Hoaglun: Under Item 4 1 have noted for the Consent Agenda 4-R, that resolution number is 10-748. And 4-S is resolution number 10-749. And with those, Madam Mayor, I move approval of tonight's Consent Agenda and that the Mayor be authorized to sign and Clerk to attest. Rountree: 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 carried. MOTION CARRIED: ALL AYES. Item 5: Community Items/Presentations A. Public Comment - Ordinance No. 10-1459: Prohibiting Sale, Possession and Use of Synthetic Cannabinoid Products ("Spice") de Weerd: Item No. 5 under Community Items/Presentations, we will accept public comment on ordinance -- proposed Ordinance 10-1459. 1 will ask for introductory remarks from staff before that happens. Mr. Nary, are you opening this or is Chief Lavey? Nary: Madam Mayor, I think it's -- I think it's me first. The ordinance I have just handed out to you -- and if there is other members of the public that want a copy of it, this is the same one that was on discussion for last week with one very small change. In the section of 6-3-11, unlawful sale or possession of illegal smoking products, in the definition section of illegal smoking products number two, it says any substance whether described as tobacco, herbs, incense, spice, or any blend thereof, which when smoked or ingested, mimics the effects of a controlled substance regardless of whether the substance is marketed for the purpose of being smoked or ingested and this one tonight Meridian City Council Workshop October 12, 2010 Page 5 of 63 now has a -- an additional word or, which includes any of one or more of the following chemicals and the following chemicals A through H -- or A through G were what was identified by the state board of pharmacy as a now -- a scheduled substance. The concern was in reviewing that that without having that connection of whether to say and/or or that it might be unclear to a court whether or not both were required to show both effect, as well as the chemical product. So, the intent here is to make sure that it's clear that whether it's the product that causes that type of -- that type of response or it contains these chemical products, either one of those things is sufficient for it to be a violation of this ordinance. So, it's a fairly small change. We wanted to make sure that it was clear. Other than that, this is the same one you have had in front of you, the same whereas clause is the same, other conditions in the -- of -- that we discussed as to what is prohibited by this ordinance, so it is properly in front of you for adoption if you wish. de Weerd: Thank you, Mr. Nary. Any questions for our city attorney at this point? Rountree: I have none. Bird: I have none, Mayor. Hoaglun: Madam Mayor, one quick question for Bill. Under section three, the ordinance, if adopted tonight, becomes effective immediately or -- Nary: Yes, it is. Yes. You can pass it with three readings combined under the state code. So, you can pass it tonight if you wish. Hoaglun: Okay. Thank you. Bird: Madam Mayor? de Weerd: Mr. Bird. Bird: Bill, it don't go until we publish it, does it? Nary: That's correct. Under the -- under the state code it's required -- it has to be published. Our publishing date would be Monday in the Valley Times, so it would be effective as of Monday. Hoaglun: Madam Mayor? de Weerd: Yes, Mr. Hoaglun. Hoaglun: Question for Mr. Nary. In this ordinance that we handed out, that section three, the other one said immediately -- effective immediately upon its passage and publication. This just says upon its passage. Is it -- should it be passage and publication under section three? Meridian City Council Workshop October 12, 2010 Page 6 of 63 Nary: Madam Mayor, Members of the Council, Council Member Hoaglun, it makes no difference either way. I think probably just in redoing that that got messed up. It still has to be published regardless, so -- Hoaglun: Okay. Great. Thank you. de Weerd: Okay. Chief, do you have comments? Or lieutenant? Overton: Madam Mayor, Members of the Council, as we spoke about last week, you have before you the ordinance that we have been working on for some time that mimics a lot of language in the board of pharmacy emergency rule that was passed and is in front of the governor to be signed. As we discussed previously -- and I have been working on this since June of this year, we have done quite a bit of research on this. This isn't something that we are rushing to judgment on. Part of the research had to do with discovering why it was important that 13 other states, as well as 17 countries, as well as the United States military, had already outlawed these substances. It's also important to note that we are not even the first community in Idaho to outlaw these substances, that at least two cities and it looks like at least two counties that have already outlawed all of the Spice and Spice -type products. In doing the research, one of the most important things we found was even though it's been marketed and it's been talked about a lot as an incense product or a product used in aroma therapy, we all know what's really going on and the honest truth is kids and young adults are getting these products and they are smoking them and they are ending up in emergency rooms, they are ending up on calls for service that fire, police, and paramedics are having to respond to. It's having effects on these youth and on these young adults far more sever than a lot of other drugs we see on the street that are already illegal as well. And I would open it up to any questions or I would be available for any questions after -- at the end of the public hearing. de Weerd: Thank you, lieutenant. Any questions at this point? Bird: I have none, Mayor. Zaremba: Madam Mayor? de Weerd: Mr. Zaremba. Zaremba: This may be back for Mr. Nary again. Paragraph C-2 where it says the illegal smoking product would this -- you have a list of described as -- tobacco, herbs, incense, spice, or any blend thereof. Would that also cover -- or maybe it's the or section with the list of chemicals that covers the salts iteration of that apparently is coming, what is it, Ivory Wave or something like that, that -- I want to make sure we are not allowing anybody to exclude something by making a list that doesn't include it. Meridian City Council Workshop October 12, 2010 Page 7 of 63 Nary: Madam Mayor, Members of the Council, Council Member Zaremba, what is listed in here is what the pharmacy board has determined to be a controlled substance. Zaremba: So, the list of chemicals will cover -- Nary: Yes. Zaremba: Even if they call it ketchup. Nary: Right. That is -- the name is irrelevant. It really is the list of chemicals. Now, other things that, again, may evolve I don't know, but this list is exactly what the pharmacy board has -- has now created as a controlled substance. Zaremba: Thank you. de Weerd: Okay. Thank you. I did have -- we had a sign-up sheet in the back. We have two names on here. When I call your name and note for the public record how you signed up, if you would like to provide testimony at that time, I would invite you forward. Steve de Angelo signed up against. And I will apologize if I said your last name wrong. If you will, please, state your name and address for the public record. de Angelo: My name is Steven de Angelo. My address is 132 East Idaho Avenue, Meridian. de Weerd: Thank you. de Angelo: I have looked over the law on the internet that was posted on the website and I don't -- obviously, it's not the latest edition. A couple of things I don't understand is why the city is getting involved in something that the state is already involved in. Okay? All we need is a couple more days and this law will take effect when the governor signs it and I don't understand why the city has to take -- has to go ahead and supplant the -- what the state is trying to do. The other thing I have an issue with is one of the clauses where it says other synthetic cannabinoids and derivatives. Okay. You have a whole list of specific compounds and, then, basically, you're saying everything else that we might decide is -- is part of this group. Okay? In looking over some of the language it says smoked or ingested. Okay? As was stated before, a lot of this is, basically, sold as aroma therapy and some people actually do use it as aroma therapy, so if somebody is using it as aroma therapy, that's not being smoked, and it's not being ingested. Okay? To my understanding, would that make it legal or illegal at that point in time? So, I think there is some questions that I have about the law and the enforcement and I just want the City Council to consider that -- to my understanding at this point in time it's still a legal substance, okay? Yes, there have been people going to emergency rooms, but, you know, from what I have read 85 people have gone to emergency rooms and thousands upon thousands of these have been sold and I think even any prescription drug or over-the-counter drug would have the same type of Meridian City Council Workshop October 12, 2010 Page 8 of 63 people going to a hospital for the improper use of the product. So, I just want the Council to take everything into consideration. de Weerd: Thank you. I appreciate that. And we will answer those at the -- at the tail end. Doug Campbell signed up against. If you will, please, state your name and address for the record. Campbell: My name is Doug Campbell. I reside at 1573 West Loretta Street. de Weerd: Thank you. Campbell: In Meridian. I'm actually glad that you guys are holding this, because the board of pharmacy didn't do anything close to this. Basically, what they had was a room where six of us I think could possibly even fit in it and I think I need to just tell you guys something that a lot of you guys might not understand on how they made a decision. Basically, I have the same concerns that the gentleman had before; I just don't know why the city is making a move on it when the state is already going to sign it into law on Friday. But, like I said, I do appreciate that fact that you guys did consider public comments, because they virtually didn't. The board of pharmacy actually didn't even have any facts to make the decision that they came out with that, basically, is going to turn thousands -- and not just hundreds, thousands of people into criminals in the stroke of a pen. Okay? All they had was scare tactics. They jumped on the conclusion of 11 states have banned this substance, so we should jump on the band wagon, but failed to recognize the fact that in all 11 to 13 states new products have already hit the shelves and are being sold to the public. They didn't -- they didn't say any of that, they didn't even address it, and I think -- I think that it's irrational to make a decision based off of a fact of when they know they can't even control it. The main reason why I came up here today is to say I'm not -- I'm not a Spice user, I'm not for it or against it. Do I want my kids on Spice? Absolutely not. But the main reason why I'm here is because I just want to educate individuals like yourselves -- when is it going to stop when we realize that incarcerating people and using a stick instead of a carrot to handle these situations -- what kind of results are we going to get? You know, it's not the solution. Education is the solution to these problems. It's not -- it's not banning substances, making them illegal, when they are only going to be pushed into a black market and they are going to be happy to deliver these products to our kids. In that market they don't ID people. They have -- they play by no rules. There is no business hours. There is no -- there is no regulation in it. And the state had a rare opportunity to regulate an industry and to make -- and make education the forefront of battling this whole thing that we are talking about today and they chose on the side of a policy that's done nothing but failed for almost a hundred years and the reason why I'm here today -- and I'm nervous, but the reason I'm here today is I'm just going to challenge all of you, we need to look for new ideas, new solutions, because south of the freeway is not the solution for our kids, education is, and that's what I wanted to say on record. de Weerd: Thank you, Mr. Campbell. I only had two names that signed the sheet. Is there anyone else who would like to provide testimony on this item? Okay. Mr. Nary -- Meridian City Council Workshop October 12, 2010 Page 9 of 63 or I guess lieutenant, do you want to answer or address some of the comments that have been made, in particular I'll ask Mr. Nary to address the one on why do we need something if the state is already doing something. But I believe you were at the board of pharmacy as well and we have -- we have considered is this something in particular we need to address at the local level or wait until the state level does something in order to enforce it. So, lieutenant. Overton: Madam Mayor, Members of the Council, I'll leave the -- the complete legal jargon to the city attorney. If I can address some of the first points that were brought up. The first point I'd like to address is the comment that Spice is being used as an aroma therapy product. In order to really research this we had to determine what an aroma therapy product was and the problem with calling Spice or any other synthetic products aroma therapy is aroma therapy in its true sense does not use any synthetic products. Aroma therapy only uses products that are called essential oils. They are all derived naturally from natural herbs, such as lavender, juniper, some other natural leaves, to get those. They are not used with synthetic chemicals that are in whatever form of plant material. So, this really is not an aroma therapy product by any definition of the word. Another issue that was brought up had to do with how we deal with new products. Well, obviously, we want to do the best research we could and when we went down to Phoenix in July to do that research and talk to most of the states that now have a law against Spice, we discovered that they passed laws with one or two of these chemicals listed, not the eight that we have listed here. I sat on the committee with the board of pharmacy. I was in on a conference call with the board of pharmacy when it was passed. I sat in a committee with the office of drug policy working on this very issue and we discussed that we needed to draft something that was very comprehensive that contained all of the substances that were known today and we are prepared for any new derivative of these substances that comes out tomorrow, because we know there are people out there that are very creative and next week or next month they might come out with a ninth substance that mirrors all of these and the qualities that they have, but is not one of these ones on the list. The third subject that was brought up was education. You know, I wish education by itself was all we needed to do. If education was all we needed to do, then, we wouldn't have to arrest people for DUI's. But it's not. can tell you right now my full-time job is a police officer, but I spend a great deal of time on the Mayor's anti drug coalition working very hard on education and prevention and we are going to attack this, not just from an enforcement perspective, but education and prevention is a great part of that and it starts with we have put this presentation in the hands of every principal in every high school and middle school in this valley. We have put it out to every employee at the city. We have put it out to every member of our police department to try to educate them on what this product is and how dangerous it can be. So, I totally agree with you on the power of education and we are going to do everything we can, along with enforcement, to try to get that job done. de Weerd: And, lieutenant, I guess I would add to it. You have been on a speaking circuit and until you went to a number of those places, many of these symptoms have been presented in the emergency rooms. I know our medical personnel have been seeing it, they didn't know what it was, and so those -- those are things that are Meridian City Council Workshop October 12, 2010 Page 10 of 63 observations that have been brought into this decision process as well. Additional testimony? Yes, please. No, I would like you to ask it on the record. I will ask for your name and address as well, please. Ciccarello: My name is Mark Ciccarello and my address is 506 South Bideville Avenue. de Weerd: Thank you. Ciccarello: Can I just like ask -- de Weerd: You can -- yes. Ciccarello: Okay. Most of you all probably know who I am. A couple things that I think are being said are a very skewed perspective. Let me point out an example. He said aroma therapy products specifically are all natural and don't contain synthetics. A, does that mean that they can't contain synthetics or that they don't? de Weerd: And -- Ciccarello: Another one -- de Weerd: Okay. if you will just ask them all and, then, we will have -- Ciccarello: Okay. Sure. I just wanted to make sure they can be answered. de Weerd: Sir, first, since I don't know who you are and you're assuming we do, can you tell us. Ciccarello: I own Herbal Scents in this town. de Weerd: Okay. Thank you. Ciccarello: And, then, part of my store is -- the product that we sell is Spice products. de Weerd: Okay. Thank you. Ciccarello: So, anyways -- and it's not a fact that all aroma therapy is natural oils and only that. That's not even close. And so I'm not sure exactly where the information came from, but it's just -- he felt like it was fun to say or something, because it's not true and I can prove it factually. Secondly, the tactic of -- you know, the whole premise was the health and safety of our public. Well, let's talk about it. How about this? Idaho state owns liquor, the right to sell it. You want to talk about real danger, you know about it. DUI's. You don't make it illegal, do you? No, you don't. You regulate it. Right? And we have penalties involved if you break the law. From a manufacturer perspective, to selling it, to drinking under age or drinking it, you know, of age, but driving on it, right? So, you know, the whole public health safety concern agenda, it doesn't quite sit with Meridian City Council Workshop October 12, 2010 Page 11 of 63 me as like anything that has legitimacy, because I see tobacco and alcohol -- and it's like beating a dead horse, but it's true, it's legal and everybody is okay with it, nobody is saying, oh, by the way, alcohol puts 750,000 people in the ground every year, you know, let's go for alcohol. No. But we are talking about Spice that you say is really dangerous. If you can tell me one Spice instance directly that's killed somebody, because that would be dangerous; right? Someone dying from it? I would like to hear it. Explain to me the dangerous side effects. This is the ones that I have heard. Nausea. Vomiting. This is from misuse, by the way. Not proper use. Which I have never heard of any side effects. Vomiting. Nausea. High blood pressure. Unconsciousness. Heart palpitations. How many of those that I just now mentioned do alcohol make happen? Nausea. Yeah. You could throw up when you drink alcohol. If you drink too much and abuse it. But it's not illegal, but it's definitely regulated. Same way with unconsciousness. What happens when you drink too much and throw up and you pass out. Well, why do you pass out? Because you got too drunk and your liver stops working and the blood flow stops to your brain and you pass out. That's dangerous. We know for a fact that that's dangerous. Alcohol kills. Tobacco kills. Please explain to me how does Spice kill? Now, if they want to reference it to marijuana, let's talk about pot. Give me one incidence where pot directly has killed any person on this planet. One example of where pot directly killed. It hasn't happened in Idaho, unless you have records that show otherwise. So, if they are going to refer to pot as being bad and illicit, sure, we understand that pot is illegal, you know, for whatever reasons. There is lots of debates on why pot's illegal. But, you know, I'm not here to defend pot or defend misuse of anything, I'm just saying the agenda that was driven by the office of drug policy, by Sharon Burke, was that this is a danger to society and we should stop it. Well, there is a lot of things that are dangerous that we are not stopping, so why pick on Spice? Why? Because it's the newest epidemic out there that people say. Eighty-five incidences in seven months in 20 hospitals. Guess what, that's less than one person going to the hospital a month. Six hundred and five go to the hospital a month in the state of Idaho for alcohol. Which one is more of an epidemic? Which one is worse for you, alcohol, ran by the state of Idaho, or Spice? And we have actually told the state that we would be willing to regulate and set rules and enforcement that we already do without your guys' interference at all. We have done it already. We have taken the steps. Name one store that sells to minors. But minors get it. Yeah. They get alcohol, too. Again, they regulate and have penalties. Do the same with us. Criminalize it -- well, it's another epidemic about to happen. I'm not going to make it happen. It's just a fact. It goes underground. Kids are going to get it, just like Doug said. No regulations, no one cares, the drug dealers will sell it to whoever they want to. If you have got money, they have a product. Ten year old? I won't sell to ten year olds -- de Weerd: Sir, I respect your opinion, but your time is up. Ciccarello: Okay. de Weerd: Additional testimony? It's not a debate. You can't say it in the audience either. Council, any questions? Meridian City Council Workshop October 12, 2010 Page 12 of 63 Nary: Madam Mayor? de Weerd: Mr. Nary. Nary: Madam Mayor, Members of the Council, I was going to answer the other question you had asked that the person had posed about why would we need an ordinance if the state's going to act. The state pharmacy board has classified these products -- these A through G, these chemical products as controlled substances now. There is a little bit of disconnect between how that, then, becomes a law to, then, make it illegal and so our desire is for the state legislature to clarify that and when they come into session to add this to the list of other controlled substances that are regulated by law enforcement. Spice and the other products of that type currently get there through a -- sort of a couple of leaps and our concern was that that little gap that exists puts it in the court's hands to determine if it's clearly notice to the public that this product and -- or these chemical products are illegal. So, rather than -- rather than enter into that debate over whether it is covered or not covered, whether the state code is sufficient or not sufficient, we wanted to make it clear that it's illegal here in Meridian. If the state passes a state statute that does the same thing as this, there is a sunset clause in our ordinance, the intent of us is, then, to come back and repeal it. Our only concern is wanting to make sure that we could follow and our law enforcement could follow what is -- appears to be the desire of the state and if it is the desire of this Council to make sure it's clearly to possess it, to sell it, to use it in the City of Meridian is against the law. de Weerd: Thank you for that clarification. Lieutenant, a couple of -- I guess needed areas for clarification were brought up, if you could respond. Overton: Madam Mayor, Members of the Council, obviously, at some point we are going to need to agree to disagree, but on the aspect of aroma therapy, there are two major organizations in the United States that organize aroma therapy and the people who are under them and both of them state right in their organizational bylaws that they frown upon the use of any synthetic ingredients. I used them as the source. I don't make it up. Didn't create it as I came here. I also went to shops in Meridian that specialized in the acts of aroma therapy using essential oils and asked them what products they use and they explained in detail and showed me on the shelf the aroma therapy essential oils that they use in their practice in our city. Again, I didn't make it up. Didn't need to. There are places in this city that do that every day. So, we disagree. That's okay. It won't be the first time. I'm certainly not here to try to debate any other drug and I certainly don't think that we need to reach a threshold -- I hope we don't that we have to have somebody die from Spice before we take action. I'd answer any question you have. de Weerd: Thank you. Any other questions from Council? Rountree: I have none. Meridian City Council Workshop October 12, 2010 Page 13 of 63 Bird: I have none. de Weerd: Okay. Any further comments from staff? Okay. Council, in front of you is the proposed ordinance. What is your desire? Rountree: Do we have to have that read to act on it? de Weerd: Madam Clerk, if you will, please, read this ordinance by title only. Holman: City of Meridian Ordinance No. 10-1459, an ordinance of the City of Meridian adding a new section to Title 6 of the Meridian City Code, relating to the possession and sale of products containing synthetic cannabinoids -- I'm sure I didn't say that right -- known or sold under product name such as Spice and K2 and providing an effective date. de Weerd: Thank you. You have heard this ordinance read by title only. Is there anyone who would like to hear it read in its entirety? Okay. Council? Rountree: Madam Mayor? de Weerd: Mr. Rountree. Rountree: Question for Bill. Then, for the record, does it need to be stated that this is the first through the third reading? Nary: Yes. Madam Mayor, Members of the Council, Councilman Rountree, yeah. This is to approve this ordinance tonight and you're going to ask -- it has to -- three-quarters of the Council has to approve waving the other reading rules under the state code and passing it in one reading rather than three, as the state code dictates. But you're allowed to do that as long as at least three of you vote that way. Rountree: Madam Mayor? de Weerd: Mr. Rountree. Rountree: I move that the City of Meridian approve Ordinance 10-1451 -- excuse me. 59, waiving the third reading requirement and with suspension of rules. Bird: Second. de Weerd: I have a motion and a second. Any discussion? Hoaglun: Madam Mayor, just a quick comment. I think there was some interesting points brought up tonight. I listened to them carefully. In my mind there is definitely a difference between use of a product and misuse of a product. When someone consumes alcohol, if it's one beer, most people don't become drunk on one beer. When Meridian City Council Workshop October 12, 2010 Page 14 of 63 you're using a synthetic product, such Spice or whatever it may be called, there are changes -- physical changes that the result may not be good for that person, usually not good, and I have found it interesting -- I think it was Mr. Campbell said, you know, he doesn't want his kids on Spice. I mean that tells me something. I don't want my kids on Spice, because it changes -- using it once that's a use and when there is an effect that's negative, we don't want that in this community. Now, misuse of a product, whether it's alcohol, prescription drugs, that is a problem, but that's a problem of a different sort. And so in my mind I separate these two into two different products and that's why I'm going to support this ordinance. de Weerd: Thank you. Any other comments? Hearing none, 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. B. Ordinance No. 10-1457: "Kassy's Law" - Prohibiting Texting While Driving de Weerd: Item 5-13 is Ordinance 10-1457. Kassy's Law. If, Madam Clerk, you will, please, read this ordinance by title only. Holman: Thank you, Madam Mayor. City of Meridian Ordinance No. 10-1457, Kassy's Law, an ordinance repealing Title 7, Chapter 1, Section 9, of the Meridian City Code regarding impounding a vehicle, and replacing with a new Title 7, Chapter 1, Section 9, regard texting while driving and providing an effect date. de Weerd: You have heard this ordinance read by title only. Is there anyone who would like to hear it read in its entirety? Council, just for the record, at our agenda setting meeting on Friday we discussed the reading of this ordinance and the meaning it has in our community, because of some of the unfortunate events that have happened. It is because of that that Councilman Zaremba brought up its significance and one of the reasons that we are considering this ordinance today is the unfortunate death of one of our citizens. You know I'm an emotional Mayor. We did call the family on this to get permission to call it Kassy's Law. We wanted to make sure that it has significance and that it isn't forgotten why we are considering it. We have received a number of awards this summer in terms of being a best place for families, a best place for young people, a best place to live. We want to maintain that and be proactive and do what is in our power to assure that we have a safe environment for our families and our children. I appreciate the leadership of our police department, of those that have spent a lot of time in considering this and bringing forth to City Council what we feel is right for Meridian and we certainly have appreciated the involvement of the families that have been impacted by some things that could have been prevented. So, we want to -- we want to Meridian City Council Workshop October 12, 2010 Page 15 of 63 thank Kassy's family for being here this evening and just like in the last ordinance, these are not silver bullets, they are not the one and only thing that are going to protect us, change us, save us. It's going to take a community to continue the fight, the education, the diligence of getting that message out to make sure that we are a community that values our families and our youth and we do what's right for our community. So, Council, any questions, any comments? Rountree: I have none. Hoaglun: Madam Mayor? de Weerd: Mr. Hoaglun. Hoaglun: Question for Mr. Nary. This is also one now that -- is this a waiver of the three reading rules for this one? Because we did discuss it -- we have had it under discussion. Mr. Bird: We read it. Hoaglun: We read it. Nary: Madam Mayor, Members of the Council, Council Member Hoaglun, you actually -- you have had this on your agenda both for discussion on a first reading last week. The only addition was the addition you directed and there is a whereas clause related to Ms. Kerfoot and the circumstances as to why the name was attached to this ordinance. So, there really is no substantive change to the ordinance, other than what you have already discussed. So, really this is the second and third reading that you would be agreeing to combine to approve it if you want to approve it tonight. Hoaglun: Thank you. de Weerd: Any other comments or questions? Rountree: Madam Mayor? de Weerd: Mr. Rountree. Rountree: I move that we approve Ordinance 10-1457, Kassy's Law, prohibiting texting while driving, with the waiver of the three reading requirement and suspension of rules. Bird: Second. de Weerd: I have a motion and a second. Any discussion? Rountree: I think you said it all. Thank you. Meridian City Council Workshop October 12, 2010 Page 16 of 63 de Weerd: 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. de Weerd: I would ask if the Cathermans have any comments. I'm sorry. I started it. apologize. Catherman: Just wanted to say thank you to all of you, to the police department, to the city youth council, who put in a lot of hours in doing everything that they had done. Great advocates and my family and I just really appreciate this. It means a lot to us that you would do this and my family thanks you. It means lot to me, but because of Kassy other people will be able to have their children. Thank you. de Weerd: Thank you. Bird: Thank you, Liz. de Weerd: We appreciate your leadership and the family, you know, our hearts certainly go out to you, but we have appreciated your diligence and your continued effort to keep this in the forefront. So, thank you for being here tonight. Item 6: Items Moved From Consent Agenda de Weerd: Okay. Council, there were no items moved from the Consent Agenda. Item 7: Department Reports A. Economic Development: Strategic Plan Update de Weerd: Item 7 under Department Reports, we will start with our economic development strategic plan update with Brenda Sherwood. Sherwood: Madam Mayor, Members of the Council, I just wanted to say thank you for allowing me this opportunity to come in and present to you where we are at in my strategic plan and for the essence of time, so that I can finish my presentation before you finish listening, I'm going to give you just a brief glimpse into what I have been working on. Of course our mission -- we know this one. Meridian's economic excellence ongoing mission is to be a vibrant and caring community, creating a premier place to live, work, and raise a family. Fundamental to this mission is a strong and diverse business community that is built for business and designed for living. Just to give you an overview of some of the things that I'm going to talk to you about and so you can see the layout, we are going to start with each slide, the goals and objectives, Meridian City Council Workshop October 12, 2010 Page 17 of 63 go into the economic excellence initiatives. Discuss some of the action items and some of our accomplishments. We will go into next steps. And, then, of course, I put on here measurable outcomes. I would like to present these to you as a way to measure some of the performance. I know in economic development many times the activities that we do we refer to as ghost activities. So, ultimately, I would like for each of you to hold me accountable for some of the outcomes that we will be initiating. Then, of course, we will have the timeline and, then, we will kind of open it up for some questions. I have a little help this evening. Some of our goals and objectives -- these are really the cornerstones of economic development and these are things that you're all very much aware of. We talked a little bit about this in the past. But, first of all, we would like to revitalize the comprehensive and directional business retention and expansion program. Our BR&E efforts. Develop industries in the CORE and lay a foundation for our future clusters. Foster entrepreneurial and technology innovation and attract a new diversified business or businesses rather. So, we are talking right now about our business retention and expansion program. I think many of you know that this is something that I hold very dear to my heart. It's something that the Mayor and I have put a lot of our focus into for several reasons. Number one, we all know that 80 percent of most of the jobs that are created in a community are created in that community by the companies that are already located in the community. So, that's one of our big reasons of focusing on that business retention and expansion. Also when we talk a little bit about attraction, companies right now as we move out of the recession, are looking at approximately one to two percent in profits or a rise in profits yearly. So, right now hunting after that elephant, although we will continue to do that, we are really going to focus on expanding those companies that are here in our community. And, then, finally, something that say all the time to a lot of my companies, there is approximately 3,500 businesses here in the City of Meridian and so I say to each of you -- and I say to each of the companies, what would it take for you to create just one job and what that could do for the future of our jobs. So, going on a little bit to our key elements. The first one is one that we really have to be thankful for. We have to demonstrate to the business community that we appreciate their contribution to the local economy. We are coming out of this recession and the companies that have been here have been a strong part of creating those jobs when a lot of other companies had to close. So, we thank them for holding the stability in our economic development. Next, of course, we also want to facilitate the expansion of growing firms and assist them in using programs aimed at helping them become more competitive. This is that hat that I put on on a daily basis to help companies access the resources that they need, so that they continue to -- continue to grow. The next thing what we are doing is looking at creating, attracting, and maintaining a competitive work force through identified needs. We are actually creating a survey right now in conjunction with several partners. The idea behind this is that we can capture a variety of the needs of the businesses here in the community, but also identify some of the issues. We all know that workforce development comes up on a regular basis, so I'm actually working right now with the Department of Labor, I'm working with several of the colleges, CWI. We are working with Stevens Henager, with University of Phoenix, so that when we do go in and do these interviews we are able to capture what those workforce needs are. We are looking at what skill sets do they look for, what education they look for, and what accreditations that they are looking for that maybe we don't have Meridian City Council Workshop October 12, 2010 Page 18 of 63 on our docket right now at some of the colleges. And, then, the next one, of course, proactively identify and resolve issues before they reach a critical point. Naturally that is something that we want to continue to do as a city that's easy to do business in. And, then, of course, through some of the business and retention surveys, what we'd like to do is develop future strategic plans and workforce based on some of that activity. I know that when many of you joined us when the sight selectors came in and they asked what is the value added, what are some of the things that the companies are doing now that we can use as sort of a marketing piece for our area and we talked about how many lab spaces are here per capita. Those are the things that we would like to be able to identify. The next thing, of course, we are going to celebrate the successes. You know that right now we are doing a lot of video. We are taping some of our CEOs, talking to them about what their successes have been and we want to be able to celebrate those, celebrate the companies that were able to stick through the recession, continue to create jobs. Just to talk a little bit about some of those accomplished tacks. I have been trying to, like I said, keep a measurement and the first one, of course, is I've had 177 one-on-one business meetings. This is prior to us putting together our survey and our structures research -- or business retention survey platform. I have attended 63 organizational meetings, many of those being BVEP meetings, Department of Labor, an array of different companies or organization meetings where we have created some strong collaborations. We have coordinated a systematic business visitation program with the Meridian Chamber of Commerce. We have divided this by industry. Like concentration will be primarily on health services, manufacturers, corporate headquarters, software technology and we are giving the Chamber of Commerce some of the service oriented things, such as tourism and the service industry. These are already industries that they focus on. Once again as I have mentioned before, we developed this comprehensive survey. Many of you know that when I first got here finding out what the companies were that were in our municipality, what they were doing, what products that they were offering -- took a lot of digging. So, this comprehensive survey, as I mentioned, we are going to be working with the Department of Labor to identify education needs. The Department of Commerce to look at what structures, incentives, programs that could work for some of the companies that are still here. CWI has been a part of it. Joint School District No. 2, they just sent me some interview questions today, so that we could capture what some of the needs are in K through 12 as well. Syringa Networks. We want to explore what some of the needs for broadband infrastructure are. And, then, of course, Meridian Chamber has also had some input into this survey. I don't want this to be one of those surveys that comes out and we look at this data and we put it aside. I want this to be the foundation for us as we build into our next level of our strategic plan. We have had several of the colleges here in our area talk to us about that they will actually analyze and do feasibility with the results that we get from these surveys. The next thing we developed a spreadsheet of incentive programs and examples to provide companies about the available resources, so while we are out there we can address some the issues, some of their needs. Our next step -- now, you look at this you probably say, okay, we developed and maintain an up-to-date inventory of existing businesses categorized by industry and I have to tell you this is not complete, it's actually something that has been an ongoing process, but in the state of Idaho we do not have business licenses, so finding that comprehensive Meridian City Council Workshop October 12, 2010 Page 19 of 63 list has not been an easy task for me and so on the weekends when you wonder what I'm doing, I am usually typing in -- we collected a -- a list from the Secretary of State, we collected a list from the Department of Labor, not conclusive lists, usually it's the LLC, maybe it's the company that doesn't have an address for a phone number and, then, at the library, actually, going back to old school, we were able to find a program called USA Reference -- Reference USA and there we can dig in and find out who the executives are. So, that has been a big process. I have looked into software and putting it together we probably saved about 25,000 dollars, because the software that will deliver those lists usually start there. We are in the process right now of finalizing the BR&E, the business retention and expansion survey. Once, again, as I mentioned before, we are going to capture workforce development needs, potential targets, such as supply chains. We are identifying ambassadors and I'll talk a little bit more about that during attractions, to represent Meridian and we are also looking, as I mentioned, at broadband infrastructure needs. And, then, of course, we are going to review city procedures and most of these interviews will -- or, actually, the survey itself will be completed October 29th, 2010. We have developed a business retention letter, informing the businesses of the structured visitation program and those will begin in November 2010 and they are going to end in 2011, analyzing those interviews we anticipate around August of 2011 and further develop -- we are further developing our business assistance resource dashboard, as I have talked to many of you about, and that would be placed on our website and I will talk a little bit more about our website as well. Measurable outcomes. Once, again, we are looking at interviewing, surveying at least 20 percent of the businesses in the target industries. They will be interviewed over a two year plan or a two year period of the strategic plan. That's approximately eight to ten visits per month from our office. However, the Chamber has said that they are going to target the same, so we could -- should be able to double that with the assistance of the chamber. Meridian economic excellence. We will annually track increased job revenues, jobs created, permits, to try and just get a feel for where the trends are moving and how we are doing and gauge some of our progress. Our timeline is small down there. We are going to -- I, actually, will be presenting to you again February 8th, 2011, so we will create that baseline and, then, update it annually. The next thing we are working on the CORE. The CORE is a big part of Meridian and we want to, basically, just start launching some new programming through that. The key elements of that, we are retaining and strengthening the existing business clusters and maybe growing some of the companies that would be potential emergency -- or emerging clusters. Excuse me. We are going to target industries that provide income stability and a range of different jobs to diversity the economic base. We have been identifying those through many of our CEO roundtables, so as the plan was that we originally stated was that we would -- we would target some of the suppliers. We are expanding leadership across the supply chains and industry clusters, with a focus of increasing the value added activity. This kind of goes into the next one where we are looking at potential collaborations. When we had the site visits come out -- or site selectors come out, one of the things that they did ask us, they said what was that added value to the CORE. And so these are the collaborations that we are now pulling together. And, then, of course, create meaningful engagements between private companies, public sector, and higher education. It's a great opportunity to sit at a table Meridian City Council Workshop October 12, 2010 Page 20 of 63 with a number of CEOs, the University of -- or Idaho State University. They would have killed me on that one. And, then, of course, having the city -- no. The city at the table as well. CORE activities. Some of the accomplished tasks that you're going to be seeing -- we have aligned collaboration with the Center for Advanced Energy Studies at the Idaho National Lab. Now, this is not because we are going to open up into the energy arena. The reason behind that is we are looking at the structure of how they are have -- how they are combining the collaborations with some of the universities and getting the technology to transfer out of the universities. So, INL is kind -- has been sort of a leader in showing us how to create that platform. We have developed an alliance with the Idaho Technology Council with Jay Larsen, so that we can have one voice to promote the regional technologies. We have a partnership right now with the Boise Angel Alliance. As we all know, one of the biggest issues facing some of these companies is being able to identify available funding. So, right now we are looking at ways that we can create a new funding program. CORE is actually concentrating on the regional focus as well and they have been participating in BVEP and BVEP, Boise Valley Economic Partnership, is, actually, out doing a lot more promoting of the CORE as well. We recently finalized all the membership and marketing materials and they are getting ready to launch the CORE membership drive. Some of our next steps, as I mentioned before, the membership campaign is a big piece of it. We have a lot of companies that are interested in being members. Each of those stake holders that sit at the board have an array of different companies that they are going to talk to about becoming active in the CORE and we will combine that a lot with some of our surveys and business visits. We are going to continue to explore that regional opportunity. I know that most of you know that we had -- we have had some hurdles creating a TEA, a targeted employment area. The reason that we have had that issue is because our census tracks are very large, so when we look at the different areas we have to actually have 11.35 unemployment within one of those tracks to determine that it would be TEA. We hit about 11.1, because, unfortunately, because those census tracks are so large it has both a higher and lower income and job statistics within that. So, we are not quite hitting that 11.35, but we are going to continue to explore that. de Weerd: And, Brenda, that's important, because it brings the investment threshold in half. Instead of a million dollar investment, it can be 500,00 and that's significant. Sherwood: And that's a significant piece because the people that are utilizing the programs are usually looking at that 500,000 dollar investment and, honestly, if you could do a 500,000 dollar investment and a one million dollar investment and come out with the same return, you would probably go for that 500,000. So, it's very important for us to try and identify that TEA. We are exploring a loan fund of Angel Investors targeted towards health sciences and technology, so they will create an actual Angel fund for those technologies. Earl Sullivan right now is working with a company that's working with the Boise Angel Alliance. So, there is a need for it out in the CORE. We have identified potential partnerships through business retention surveys or we are going to be identifying those potential partnerships. We are looking at developing collaborative training programs directed towards the businesses that are in the CORE. One of the things that we find at the CEO roundtables are oftentimes opportunities or courses that Meridian City Council Workshop October 12, 2010 Page 21 of 63 ISU offers, are things that some of the companies are actually saying, hey, there is deficiency here. So, those collaborations can kind of drive our workforce in the future. And, then, of course, based on feasibility results, things that we draw from, our surveys, we will identify -- able to identify new industry collectors. Measurable outcomes. Once, again, we are looking at number of businesses retained or expanded as a result of the assistance program and increase in the number of jobs added by local businesses because of direct financial assistance provided by the cluster, an increase in foreign investment and export sales, and the number of buyer -supplier connections made through this clustering program. Our timeline, we have created a baseline. We are going to -- as I mentioned before at -- on February 8th, 2011 we will give you, basically what the baseline is, what it is right now as we do that research and, then, each year we will continue to update that, so you have an idea of what direction the economy and the activity is going in the CORE. The next piece is fostering entrepreneurial and technology or technological innovations. This is a big piece. What we are really looking at here is building on the wealth of creative innovative ideas in the region by looking at creating a Meridian entrepreneurial center. This becomes important for a couple reasons. Number one, naturally we have a very creative community. We have an innovative community. We are seeing -- when I talked to the Secretary of State we have seen an increase in the applications for new businesses. But also as people lost their jobs and they couldn't move to another state or find a job in another state, what they did was started looking at their own opportunities and creating their own firms. Most economists will tell you in the future -- or in the past during the recession it was much easier for someone to pick up and leave because they were able to sell their home and go somewhere else. It's not quite that easy. So, we have some great innovation that's coming out of this. Although the recession has its negatives, there is some things that come out of this that are positive and we know that some of the greatest companies have actually been born out of recession. Kind of like that small little company called Microsoft. Another thing that we are excited about is engaging the -- the school districts. Not only do you want to engage the colleges, but we are looking at engaging K through 12 and Joint School District No. 2 is very excited about partnering with us on this program, because, of course, when you look at entrepreneurial -ship, you're looking at creating this innovative workforce with -- and creating an entrepreneurial mind set. Accomplished tasks. We are really at our early stages. We have developed a leadership team through the Mayor's workforce advisory council with some of our local entrepreneurs. We have aligned this partnership with higher education, University of Phoenix, Stevens Henager, CWI, Joint School District No. 2 and, of course, MDC, the ground floor. Our next steps -- we are looking to adopt a paradigm for entrepreneurial platform, identify a thing called funding, and, then, build leadership committed to providing mentoring services. Once, again, measurable outcomes. We are really looking at that successful completion of a small business and entrepreneurial center, hoping that our open should be by spring of 2012. We will look at how many numbers of entrepreneur's and assisted business start-ups we have helped. Document results of work with financial institutions on loan programs. And the number of seminars and workshops conducted by this program. So, the last piece, of course, is our business attraction and recruitment. The key elements here -- we are not going to take that approach of a buckshot -- shooting it out hoping something comes Meridian City Council Workshop October 12, 2010 Page 22 of 63 back. We are developing a more targeted business attraction strategy focused on specific industries. We are also going to target identified suppliers and complimentary businesses to the existing businesses that are already here in the municipality. And, then, we are going to partner with Meridian's Ambassadors program to create partners for marketing and open new opportunities. Some of the accomplished tasks. We have distributed marketing information about Meridian to about 26 different site selectors and commercial relocation consultants. I would say a good half of those are companies and site location specialists that I worked with in Chicago and those continue to build here as well. We have contacted and followed up on about 28 leads that come in from a variety of resources, whether it's the state, BVEP, or site selectors from Chicago. We, of course, align our efforts with BVEP and the Idaho Department of Commerce and our response to requests have been expedited through a single point of contact. We have updated that marketing material, the database of available properties, spreadsheet of incentive programs and a timeline of the city's development process. Now, I have to tell you I always look for the good when we get to this round table, but it's not just me, it's actually -- I have been blessed to work with a wonderful team and Anna has been fantastic about helping us create those timelines. Pete as well. Bruce -- I'm continually calling Bruce at the last minute he's producing a lot of information about our Public Works and some of the water information. So, really, we couldn't do this without our team. And, then, last I'd like to talk about our Ambassadors program. This is something that we have put together where we actually worked with the companies that are already here in Meridian that have had a great experience in Meridian and want to talk about that as well. I think each of you when we had the site selectors come in we had Earl Sullivan there, one of the CEOs from a company that's already here. When they come in they don't want to talk to us about how wonderful our municipality is, because they know we are going to say it's fantastic. What they want to do is talk to the CEOs, the HR directors, so we have a nice comprehensive list of different CEOs that are willing to go out and do that. Another piece that we have asked some of those Ambassadors to do is to take some of our marketing materials. These are companies that are going all over the U.S., all over the world, and so they are out there marketing our -- our information as well. And as you might know or as I'm sure you have heard, I joined Micro 100 at the International Manufacturing and Technology Show. So, we will talk a little bit about that. So, maybe we will go back. So, let's talk a little bit -- let's go back and talk about -- sorry -- our Ambassadors program. This was a great partnership. It was probably one of the best experiences I had and I just don't want to pass over this, because Dale is really a great partner. He's had a great experience here in Meridian and so for the both of us it was great experience for me to learn more about his business and him to learn about more of the things that we are doing here. If anything it was an incredible marketing campaign while we were there. I actually spent time at his booth handing out materials about Meridian and it was very interesting, because not only was he introducing me to the CEOs, but people were coming up and saying you're from the Mayor's office? Really. Keep in mind that manufacturing is kind of a dying industry and so there was a lot of -- a little bit of hardship that was there. So, they thought that it was really just incredible to hear that someone was there from the city, from the Mayor's office, that were there -- that was there that with Micro 100 to support their company. Not only that, Dale gave access to all of his distributors, they have our Meridian City Council Workshop October 12, 2010 Page 23 of 63 information. In addition I talked to two CEOs that are actually interested in expanding out west, but I was also -- I had the opportunity to talk to a couple CEOs that looked at the area and we talked about some of the things that they needed and why they didn't relocate here, so -- the next step -- we are developing a new website designed specifically for economic development and business resources and it's also going to be a lead generator. We did this so that we could get Meridian's economic development out on a national level. Number two, some of the research that I have done in Illinois, we looked at where a variety of our leads came in and, obviously, our website was one of our number one generators. Number three -- unfortunately some of the companies when we interviewed them they said to us when they have to go through a city website it kind of spells out sort of bureaucracy and so they are really thrilled when they see -- imagine that -- when they see that here is a website that's designed especially for them and what it does is create this -- this friendly business environment. So, we are right now working on that. I also have the content that we are writing on and being reviewed by several site selectors, real estate developers, and relocation specialists. And, then, we will be ready to launch the new website come November. It's going to be www.opportunitymeridian.org. In addition to that, some of next steps -- we are also going to work with planning to create a TIS, a database of available properties with detailed information about the site itself, whether it's infrastructure or something. And, then, we wanted to get the website launched and, then, we will go into our direct mail campaign. Measurable outcomes. We have a database of targeted industries that we have been putting together. A number of leads obtained from target sector events and trade shows. All of those we are keeping track of. The number of leads obtained from direct mailing and web entries and businesses relocated to the following -- or from the follow up from efforts, including the number of jobs and direct investment. And, then, naturally site visits by new companies. Now, ultimately with the measurables, I think at the end of the day we all know that at the end of the year we will look at how many jobs have been created and how much investment has been made in the community as well. So, those are measurables that we will keep track of as well. Any questions? This is just kind of brief overview, so if there is any questions that you have. de Weerd: Council, any questions? Bird: Just a great report. Hoaglun: Madam Mayor? de Weerd: Mr. Hoaglun. Hoaglun: A quick question, Brenda. Sherman: Sure. Hoaglun: A couple years ago I remember seeing a Department of Commerce website and I don't know if they are still operating now because of the budget cuts, what have you, but you could take a state -- parcel of state land and click on that -- in fact, the one Meridian City Council Workshop October 12, 2010 Page 24 of 63 I used for example was Water Tower Lane was a state area and it gave you all the demographics of within one, five, and ten mile radius, a breakdown of population, of different things. Are they still running that? Sherman: The Gem State Prospector. Hoaglun: Yes. Sherman: They did -- they did actually have some cutbacks. It still has some of those elements to it, but it's not as robust as I think it was several years ago. They will be linked over to our website. Hoaglun: And to follow up on that, is -- with our website what type of things do you envision in that? Is it something like that? Is it something different? I mean can you just real briefly kind of -- Sherman: Yeah. No. You're right. I should touch base on it. We are using it, as I mentioned before, for two purposes. Number one for attraction. It will generate leads. One of the things that we have that is kind of a commodity that lots of people call for is comparison of what it costs to do business in different states here in the west. So, when they want that information what they will have to do is log in, put in their e-mail, and this will, number one, generate those leads. It will also supply them with all of that demographic information that all site selectors need. As much information as we can put on there and that's why I mentioned a lot of the site selectors and real estate consultants that I have worked with in the past have kind of been helping me, directing me towards what information needs to be on there. In addition, though, we are also using it for our business retention efforts. We are going to have sort of a dashboard of services, references, resources. One of the things -- this is kind of an example of something that recently came up, but there is an allocation of funding through the federal government for bonding. We won't discuss any names of where this would house, but we had about 85 million dollars from the federal government for bonding and, unfortunately, when I started talking to a company about it, they said can you give me a little bit more information. So, I went to the authority that did the bonding and there wasn't a bit of information on that. So, I really want to make sure that we stay on top of that. Ultimately I had to go to the Illinois finance authority to get that information for the company. So, we want to make sure that they are aware of some of the new programs that are coming out, especially through the stimulus. Hoaglun: Thank you. Sherman: Sure. Rountree: Madam Mayor? de Weerd: Mr. Rountree. Meridian City Council Workshop October 12, 2010 Page 25 of 63 Rountree: Brenda, you just made me think of a question. Prior to your employment when we were talking about expanding or creating the office in the Mayor's office for economic development, one of the things we were concerned about was did we and were we going to provide enough resources for you to do your job. It appears to me that you have leverage about everything you can and put together a pretty good strategic approach. Are there things that you're lacking that would help springboard some of these things? Not saying that you're going to get them, but, you know, if we don't know, we don't know, so -- Sherman: Councilman Rountree, Madam Mayor, Members of the Council, we are leveraging all the resources that I do have. As I mentioned, me kind of typing in that database of companies, it is a 25,000 dollar investment. I think -- honestly, I think that we have a fantastic foundation and if something comes up that I think is viable and that we need, I will come back to each of you, so I'm glad you put that out there. But, otherwise, we actually have the website itself came out of some of our marketing money and so I think that will be a big push as we start targeting other states. But I'm content with what we have right now. So, thank you, I do appreciate you asking that. Rountree: Thank you. Zaremba: Madam Mayor? de Weerd: Mr. Zaremba. Zaremba: As usual I have kind of a sideways question. Thank you for your presentation. And I will pick up on one small thing and that is the census tracks -- and this may even be a question better answered by Planning Director Canning, but Matt Ellsworth when he was talking about community development block grants used to bring that subject up as well. We have a depressed area that needed help and the census track not only divided that in half, but included, as you say, areas that didn't need help and he was having trouble getting that done. How often are the census tracks changed and can we have any influence over how they are drawn or -- how do we help fix that subject in several areas. Sherman: Councilman Zaremba, Members of the Council, Madam Mayor, actually, in Illinois what we did is we looked at blocks. They can actually break out the census tracks in blocks. It's really -- we'd have to work with the census bureau. We'd have to work with the state to see if that would be a possibility. But working in those blocks within the larger census tracks that could be an opportunity. But that would take a lot of advocacy. de Weerd: And that advocacy has started. Sherman: It has started, yes. Meridian City Council Workshop October 12, 2010 Page 26 of 63 de Weerd: We have started it through the CORE, Earl Sullivan, Brian Ballard, I met with Lieutenant Governor Brad Little on exactly that topic and to gain an advocate hopefully open with the Department of Labor to look at just how we can go about breaking it into the blocks. Zaremba: Great. Thank you. Sherman: Any other questions? Rountree: I have none. de Weerd: All right. Thank you. Sherman: Thank you so much. B. Boise Valley Economic Partnership Update with Clark Krause Vacated C. Fire Department: Authorization for Purchasing Manager to Sign Purchase Orders for the Refurbishment of Fire Engines 32 and 39 Which Have Been Approved in the 2010-2011 Budget de Weerd: Okay. Our next item is Item 7-C under our fire department. Chief Niemeyer. Niemeyer: Madam Mayor, Members of Council, thank you for allowing us to come before you tonight. I will throw out a disclaimer. I do not have a fancy PowerPoint. was in jury selection all day and got out at 5:30. de Weerd: Did you make it? Niemeyer: That's funny you ask. I was driving back to City Hall realizing my relationship with Chief Lavey needs to improve even more, because it didn't help tonight. Yes, I'm going to be attending a seven day trial, so -- de Weerd: Wow. Niemeyer: Yeah. Rountree: Lucky you. de Weerd: You didn't go in there and say I love cops? Niemeyer: I tried. I tried everything. I claimed to be the fire chief and they didn't bite on that either, so -- Meridian City Council Workshop October 12, 2010 Page 27 of 63 Zaremba: You thought everybody should be hanged no matter what they are doing? Niemeyer: Yeah. Nothing helped. Nothing seemed to help. So, to get to what we are here for tonight is to talk about and inform you of where we are at in the process on our two engine refurbs that we put in for last year into the budget process into which Council approved the refurb of Engine 39, which is a 1993 Pierce Dash. It currently has about 118,000 miles on it. And also the refurbishment of Engine 32, which is a 2000 Pierce Dash and it has roughly 122, 123 thousand miles on it currently. To give you an idea of how we got to the point where we are at today and what you have before you tonight, in looking at the history of the fire department they had set up an apparatus committee to get members of the department involved in the process and as I look at that I certainly supported that idea, because I think when you get the members involved they understand the process a whole lot better. Not only going through the checks and balances and separating needs from desires, but also understanding the budgetary process as well, so that we are insuring that we are staying fiscally responsible as we do this. It also is part of succession planning, which I am differently in favor of. So, for this project itself I -- we had a good mix of administration and folks from the line. Chief Johnson was the project manager on this. In addition to that, we had Perry Palmer, who is in the back of the room. Perry has taken over our part-time on call group as you recall. From the field we had Captain Ken Welborn, Captain Lance Smith, and Captain Justin Winkler and, then, we also had three young guys, as I call them that we brought in just so they could see the process and how it worked. So, I felt very comfortable with that. I can tell you the committee began its work in August. They worked extremely well, extremely efficient. I was informed throughout the entire process -- and I do want to take the time to thank the committee for their work. They dove into it and looked at all options and made sure that what we were doing was the right thing to do for the city, both as far as the apparatus that we were looking at getting in place and also being fiscally responsible, so that we were separating those desires from the needs. So, what I'd like to do is bring Chief Johnson up to educate you and inform you on how the process went and the details of where we are today and, then, certainly at the end of that we are happy to answer any questions. Johnson: Madam Mayor, Members of the Council, first off, good evening and, Chief Niemeyer, thanks for introducing and all the kind words you said about our committee, but you forgot Captain John Overton was also an integral part of our committee. And the nice thing about all the captains -- it sounds like we should have drivers on there, but all the captains have recently been promoted in the last three to five years, so they are the guys that have been driving these rigs for years. So, bringing them onto the committee was a great help. Perry, he's got a wealth of knowledge, having designed apparatus and stuff, so it was pretty -- pretty good having his knowledge to help us. Some of the things we looked at initially was how much time are we expecting to get out of the apparatus after we refurbish it. You know, average life span of a fire engine is about 20 years and started looking at about 1993, it's sitting right close, but if we go through and do a good refurbish on it we might get ten, 12 years out of it. That could be a stretch, but looking at it being in reserve status most of that time we probably can -- can do that and the city would -- as fast as we have grown, we haven't been able to Meridian City Council Workshop October 12, 2010 Page 28 of 63 build our reserve fleet up to where Kenny Bowers -- oops, there is another one we forgot, Mark. Kenny was on the committee as well and we started looking at -- you know, he wasn't comfortable -- if we had a rig go down, we only got one reserve, if that one goes down, something breaks, now we have no reserve apparatus. So, we got to build those reserves up. So, we convened and one of the first things we did is we put together our list of ideas. All committee members walked around both the engines, wrote down notes, things that we thought we wanted to do, things we needed to have done to make them match, so that we could have as uniform of apparatus as possible. So, we went around and did that and we set up a meeting, we had a representative from Pierce from their refurb plant in Weyauwega, Wisconsin, come out and he went through everything with us and said, yeah, you can do that, no, you can't do that and educated us on what we needed to do to meet current NFPA standards and if we had to bring our engines up to the new EPA standards, which if any of you deal with the new diesel engines specs and stuff like that could be quite a cost. Well, the nice thing he said is, no, we don't have to do that. So, we sent a list back and he sent one quote back on each of the apparatus and they came in way over budget. So, we sat down as a committee and crossed out a bunch of things and moved them into the options item and there was some that we flat took off the table, said, you know, that doesn't make economic sense, so we took them off. He sent back a quote, it was still a little higher than what I really wanted to see, because one of the first things that -- if you look on Engine 39 on page three it says there will be an incoming electrical inspection, incoming chassis inspection and road test. Well, I have got a rig that's getting close to 20 years old, I don't know how much wiring Meridian fire has done, so I don't know if they have got to put a new wiring harness in and just to throw out a cost estimate on a wiring harness for a fire truck, it's about 30,000 dollars. So, I wanted to make sure in our initial project that we had that 30,000 dollar buffer, so that we didn't have to come back and ask for money or say, you know, we made a mistake, we need to make changes. So, we have that built into our plan at this point in time. So, he sent it back, we looked at it, said, yeah, these are things that we can actually live with. And some of the big ones that we did is air-conditioning on the cab on Engine 39. Engine 32 already has it, so -- I'll go through Engine 39, just some basics. One of the things the guys noted is it doesn't stop as well as the newer rig. So, the only fix to that is putting a new front axle under it and getting some disk brakes on the front of it to improve the stopping, make it safer to operate on the city streets. One of the other big things we did is it currently has a thousand gallon steel tank. All of our other -- or most of our other apparatus has gone to a 750 gallon poly tank, so dropping the tank size down, it will make it easier for the guys to not only get the hose off the back of the rig, but it will lighten the load up, also making it safer and also easier on our streets, because there isn't a fire truck made that really meets the true definition of a legally weighted fire truck out there once we are fully loaded. They push the envelope. So, if we can cut down the water, especially on these, it makes it safer and gives us a little bit more lifetime. We looked at turning the cab doors. If you're familiar with Engine 39, it's got the doors that open -- it's currently a four door cabin, but they open up towards the back, instead of the side. We looked at adding that cab. It wasn't going to work. It was a 50,000 dollar bill to change those doors, so it doesn't allow us to put the EMS compartment in there like our other engines, but we have come up with other options. So, that's some of the stuff we have done Meridian City Council Workshop October 12, 2010 Page 29 of 63 there. We have added the hydraulic ladder rack to the side, so it matches all of our others and gives us the more compartmentation on the passenger side of the apparatus. And, then, the last real big thing we have done to this is the paint job and we have spec'd in there the new Meridian scheme of the paint job with the red and black. So, that's the -- (Audio and data system failure for three or four minutes.) Rountree: -- hopefully, that's not the same trademark that is on 35? Johnson: Unfortunately -- Councilman Rountree, Madam Mayor, Members of the Council, unfortunately, it is Meritor is the trademark, but I also wanted to let you know that all the other engines is Meritor as well, so -- Rountree: Maybe this one will work? Johnson: I hope so. You know, it's like anything else, you can get -- get a bad Allison transmission, you can get a bad Chevy pickup, a good Chevy pickup next time out, so we will keep them and keep right on task with the -- just in case we do have those problems. Niemeyer: If I could real quick, Madam Mayor, Members of the Council, Councilman Rountree, I can tell you I am happy to report that we have not had further brake issues on Engine 35. We discovered something, we got together with Pierce on that issue, and we believe we now have it resolved. We haven't had any further issues on that. Rountree: That's good to know. Zaremba: Madam Mayor? de Weerd: Mr. Zaremba. Zaremba: Clearly, a lot of effort has been put into this and I appreciate it and just for comparison purposes, maybe off the top of your head, compare this refurbishment and getting many more years use out of them to what it would cost to buy two new ones. Johnson: You would be looking at between 460 and 500 thousand dollars per new rig to get a custom. Zaremba: So, this is a significant savings? Johnson: Significant savings, as well as being able to pull these both off and have them back by next July, August time frame, we are saving about three months as well. Zaremba: Cool. Meridian City Council Workshop October 12, 2010 Page 30 of 63 Hoaglun: Madam Mayor? de Weerd: Mr. Hoaglun. Hoaglun: Bill, just -- I'm curious and I don't know if you can quantify it, but you talked about that the engines have to be upgraded. You looked at it and said, okay, it needs this, this, this, but, then, there are new standards. How much does that -- you go, okay, there is new standards. How much does that add to an engine? Is there -- is that something you can say, well, it costs X amount because of the change in standards or -- Johnson: Yeah. We can -- I can quantify a little bit on the new motors with the diesel emission standards, put a price tag at about 15,000 dollars per engine just on the emissions. When you add in new requirements for the striping -- the striping in on here, we don't have to do it, I'm looking at some striping just to make it safer on the back end of the apparatus, but that's a 2,000 dollar bill. I mean it just kind of continually goes up and up and up, so -- Hoaglun: And to follow up, you know, I know these are Pierce fire engines, Pierce is a single source manufacturer. You know, you go in and they say, oh, yeah, here is what it's going to cost and you said it was higher than expected, but -- and you work at it and you have to whittle down. Are there other ways to do this, to have -- have it refurbished? I know -- not that I'm recommending it, but is there a way to kind of get some competition where you kind of get them to say sharpen your pencils a little bit, fellows, and make this happen, so -- Johnson: The short answer is you might be able to on the front end save the cost, but what you would see happening I'm afraid is on the back end, change orders -- oh, we didn't know how that was designed, we don't have the drawings, we don't have the wiring schematics, so on the back end they would get us with the prices. Hoaglun: Okay. Thanks. Niemeyer: If I could add to that, Madam Mayor, Members of the Council, Councilman Hoaglun, I think the other answer to that is that we look at that when we do look at purchasing new. Certainly as a fire chief I'm not necessarily married to Pierce, it has been a good reliable engine and so we add that into the equation when we look at new apparatus, but it's not the only apparatus out there and so through our capital improvement plan that you all have been made aware of, we have tried to balance the refurbishment with buying new and trying to balance that out, so we are being fiscally responsible. We know that these refurbishment engines aren't going to last forever, so we do have to have a plan in place, so when we go to look at a new engine that will certainly be something that we look at. de Weerd: Okay. Anything further from, Council? Meridian City Council Workshop October 12, 2010 Page 31 of 63 Bird: Madam Mayor? de Weerd: Mr. Bird. Bird: I would move that we authorize purchasing -- the purchasing manager to sign the purchase orders for the refurbishment of fire trucks 32 and 39 for an estimated total of 480,000 dollars. Zaremba: Second. de Weerd: It wasn't 480,000, was it? Johnson: No. We had a total of 400,000 to work with initially. It's about 380 -- Bird: Three hundred and eighty thousand. Zaremba: Second agrees. de Weerd: I remained very calmly when I asked that I want you to know. Niemeyer: Good, because I saw my career just -- de Weerd: That was going in your evaluation. So, the corrected amount? Bird: Three hundred and eighty thousand. de Weerd: Thank you. And second -- Zaremba: Second agrees. de Weerd: Thank you. 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. de Weerd: Thank you. Johnson: Thank you. D. Public Works Department: Strategic Plan Update de Weerd: Okay. Item 7-D is our Public Works Department Strategic Plan update. Mr. Barry. Meridian City Council Workshop October 12, 2010 Page 32 of 63 Barry: Thank you, Madam Mayor, Members of the Council. I don't have a presentation for you this evening, because as you know we have been before you two other occasions and have been given presentations on both, so trusting you will recall the information shared at that -- at those meetings, we don't have anything new to add, other than to go through the strategic plan and I'm here to stand for questions on the plan. You have known that we have talked about this off and on since July of this year. I do want to point out in your books as you currently have two minor clarification changes that are pretty straight forward. The first one appears on page 20 of 56. If you will look down at B08, objective B08 on page 20 and under activities, bullet D as in dog, it says replace inefficient and unnecessary, we want to take out the words and unnecessary. That was an oversight. Apologize about that. And, then, lastly, if you will go to page 48, there is another simple change. It looks like everyone is there, so objective WW9 is actually, unfortunately, a repeat that's already been included in the doc. So, we would strike WW9 and, then, of course, the ones after that would just be renumbered. So, those are the only two changes and I apologize for those. Lastly, was informed by at least one Council member that there may have been a page inadvertently missed in production. That's page 23. And should you -- should others find that page missing, there is nothing changed significantly on that page from the last time we spoke, but I did want to make sure that everyone had that page. It looks like I'm getting nods from everyone except Mr. Rountree. Rountree: I have the old page. Barry: Okay. This is the new page. All right. Thank you. So, with that, that's all we have with regard to changes. I certainly do appreciate your time and attention on this and, as you know, this has been a huge undertaking for our department and our staff and I do want to recognize, again, the contributions of each of the staff on our senior leadership team that has helped make this document come to life and have worked hard to try to identify those objectives over the next five years that will lead our department towards the attainment -- one step closer, if you will, or five years closer, to the attainment of our overall vision and certainly appreciate our liaisons of the past, both our current liaison Councilman Zaremba and the last two liaisons we have had, which have helped to mature the idea and thoughts with regard to moving this document to reality. So, you have had plenty of time, I believe, to look at this document and do I appreciate the comments in the past that you have provided for us. So, as you know, we did try to address your issues and changes -- through changes, as well as comment and dialogue in a couple of documents that were distributed earlier. With that I'll stop and just ask -- I know that you may have questions or comments or advice for us and we'd certainly be interested in receiving that. So, to that end I will pause and turn the time over to you for questions and input. de Weerd: Thank you, Tom. Council, any comments, further questions? Rountree: Madam Mayor? Meridian City Council Workshop October 12, 2010 Page 33 of 63 de Weerd: Mr. Rountree. Rountree: I still have some questions or concerns about some of these and, you know, it's really -- it's not an issue with Public Works, it's an issue -- are these things that the City Council wants to move forward with. There is a number of them that I have got tagged. Tom and I have talked about them and Tom had addressed some, if not most of them, in the memo of August 31st and, though, I appreciate the effort, there is still things that I at least want to bring out and either add some things or possibly request that some of these particular activities be deferred or be restructured in terms of the language. If you would like, I can go through them. If you don't want to hear them, let me know and you can take action on them. So, if it's the Council's pleasure I will go through. Zaremba: Go forward. Hoaglun: Yes. Rountree: Okay. I would take your attention to page 33 and it's engineering objective seven. If it stays in I believe external support should include parks, because there is a discussion about pathways and that sort of thing. My personal feeling is that I'm not sure how necessary this is. I believe that we know how much impact fees are created and/or delivered to. It's the development of fiscal accountability report. We know what the impact fees are, because we actually deliver those to ACHD. And beyond that it's a matter of what you want to throw into an algorithm to generate and how you cleave out the portion that's Meridian's with gas tax, sales tax, tire sales, battery sales, et cetera, et cetera. And it becomes an us against ACHD. I don't want to go there. I think we have made great strides in developing our relationship there with ACHD. I have already indicated to ACHD that they need to do a better job of accounting and that sort of thing. Whether they do that I don't know, but I guess that's just my thought on that particular one. I don't know what the rest of the Council feels. The next one engineering nine, develop street standards, designs, and maintenance standards. Again, that's a charter of ACHD. All of the county residents, including the residents of the City of Meridian at one point in time agreed that was going to be ACHD's responsibility. We certainly need to cooperate and coordinate with them as they develop those. I don't think it's our job, necessarily, to develop those. If the direction here is to enlighten ACHD as they work on these kinds of things from Meridian's standpoint, I'm okay with that. But it -- when you read this it doesn't take me there. Engineering ten, I would suggest some additions there and I believe that we need to add COMPASS as an external support. I think we need to add an activity which is the coordination with COMPASS and I say that, because we have spent in the past a fair amount of dollars with COMPASS on the development of GIS, GIS systems and databases. I have to assume that we have taken advantage of all of those. If we haven't, we need to and I think we need to insure our activities are done in such a way as the databases are compatible, so we don't have to recreate something that they may have created. Likewise, they can take stuff we have created and we don't have to pay an additional fee to COMPASS to do something. So, I'd just point that out. Engineering objective 13, promote the optimization of traffic Meridian City Council Workshop October 12, 2010 Page 34 of 63 operation. Again, my comment about ACHD that, in fact, is their responsibility. I read with interest the response in the memo and I agree with what's said in the memo, but what's said here is that Meridian is going to do analysis and I don't believe that's our job. The analysis I believe is ACHD's job. I think we provided input on areas that we have concern and let them do the analysis. Again, my concern is the expenditure and, first off, of having that expertise on staff, I don't think we need a traffic engineer on staff. We have got engineers on staff to do the engineering that we need do as a city, but ACHD has a whole plethora of traffic engineers and those kinds of folks that can do the analysis. So, to me that's something that needs to be modified. Increase street lighting in city limits and, actually, Tim and I have sat down and gone over the standards and you have done a heck of a job, particularly when he told us how he did it in the past. It's pretty scary and, Tim, you did a great job. And I was going to ask you this question in your next presentation, but I will ask this now, because the first activity is development -- develop improvement standards and to me that implies that we will undertake and fund an effort to improve stuff that's not particularly good. I agree that we might be wanting to install lights and by that definition equals improvement, but are we also looking at modifying and rehabilitating street lighting that is currently there? Curns: Councilman Rountree, Madam Mayor, Members of the Council, the improvement standards are actually -- I guess you could say that first item there is done in that -- in that the improvement standards are not only something that is for the development community, so they know what to do to design the lights that go in with development, but it is also what we would use if we get to the point of installing lights ourselves or upgrading systems, so -- Rountree: I'm okay with that. Thank you. My next comment is on engineering objective 15, the development of City of Meridian multi -modal transportation improvement plan. One of the activities is actually conducting studies. I'll go back to transportation planning is the role of COMPASS. Our planning staff is doing transportation planning. ACHD is doing planning for roadways, they are also doing other planning that they are probably not really chartered to do, but they are. VRT is doing transit planning and, in fact, this next year will be doing a Meridian specific transit plan in coordination and cooperation with the City of Meridian and that's based on their master plan for public transportation in the Treasure Valley. So, my concern is that this item ought to be -- again, to recognize those entities have the lead. We have the responsibility to provide staff and/or whatever political effort is needed in the cooperation and coordination of these things as they are done, but I do not believe it's the city's responsibility to do them in terms of developing them. Kind of like too many cooks in the kitchen sort of a deal. My next one is environmental five and Tom and I talked about this yesterday a little bit. Some of the changes they have made in here that we talked about earlier were great changes in terms of -- and I will take the business license one -- kind of initially was like we are going to slam dunk this thing, now it's written in terms we are going to evaluate it, we are going to look at the pros and cons, we will study a lot of things and we are going to look at a lot of things, hopefully not study them in great depth and, then, bring some recommendations. The way this particular objective is written is kind of like we are going to do all this stuff and at the end of it we are going to do an evaluation of Meridian City Council Workshop October 12, 2010 Page 35 of 63 doing that or not doing it. To me an evaluation is that, and in terms of performance measures that are listed, it's all about putting a plan in place and I don't know that we have done the go, no go test yet. So, I think that one needs to be rewritten. It's not that disagree with the concept of this, because it's a good idea, but I believe we need to make the decision before we have already contemplated what -- developing a plan. If it's a go, then, hat -- one of the performance measures is if it's determined, then, this is what we will do. That's it. You have taken a lot of comments that I scribbled down and that Tom and I scribbled down together and I think you have done a fine job of putting something together. I have no problem with moving forward with the strategic plan with those comments that I have made, either the Council give them direction on what we are going to do with them or possibly delay those particular activities -- those particular items until such time as they are resolved with the Council. I don't have any -- let you guys discuss my comments and your comments as well. de Weerd: Council -- well, do you want to respond, Tom, or do you want to get other Council's impressions? Barry: I think I would be interested in the other Councils' impression at this point in time and I guess I'm looking for themes and it's easy to change specifics and if there are objectives that the Council feels wholly should be removed, then, we certainly want to make sure that we are moving in a direction that the Council has set for the community and the city. So, we don't object to that. It might be helpful at this point in time to get as many of the comments we can from the Council and, then, maybe we -- I would be in a better position to respond sort of holistically to the plan and any modifications that might need to be made to it. de Weerd: Okay. Any other comment from other Council Members? Zaremba: Madam Mayor? de Weerd: Mr. Zaremba. Zaremba: I appreciate the comments made by Councilman Rountree and, essentially, agree with all of them. I would just frame the discussion about those that relate to ACHD and some of the other transportation agencies as not taking over their responsibilities or spending more taxpayer money on something they are already spending money, but I do feel that there are a number of areas where Meridian should have an attitude or an opinion -- I guess I'll express it that way -- that we can take to those agencies that benefit Meridian and I see a number of these items as being directed at not necessarily Meridian having a competing plan with ACHD or the other agencies, but making sure we have input to them and I know the agencies are generally generous about asking, but when they ask they want the answer the next week and can see the value in establishing our positions ahead of time and being ready to answer those questions and maybe even taking some of those answers to them before they ask, in which case as long as it's phrased in such a way that we aren't looking to ACHD Meridian City Council Workshop October 12, 2010 Page 36 of 63 like we are trying to take over ACHD and the other agencies, I do think it's important for us to develop what is best for Meridian and be able to take it to them. de Weerd: And if I can take that maybe another step as well, because I think engineering seven and nine are probably somewhat related to me and my desires to be more proactive, instead of reactive. We have a pathways master plan that -- that needs to coordinate with a bicycle plan and a regional pathways plan and how does that all connect and how do we ultimately fund it and I have asked that of -- particularly of Tom and planning and parks to work together to come back with that, so as we are looking to implement it, various funding opportunities are considered in putting that plan together, because, I'm sorry, I don't think that our general tax -- our General Fund is going to be necessarily the funding point of this. So, it's how are we going to start leveraging what funds are out there and we need to put together more of a Comprehensive Plan in that regard. Same with city street design. One thing that we found with TLIP or whatever acronym is out there being used, is it's -- it's all fine and good, we -- in our Comprehensive Plan we have put some gateway entries -- entry corridors into our plan, we want these certain things, they write TLIP, they write a lot of what local governments want out of their funding piece, so if we don't get funding dollars for that under what every other community in the state of Idaho use to fund what they want their roadways to look at, because, essentially, what ACHD has done is put that onus to the communities. So, what are our funding options and do we want those corridors to look a particular way. Do we want greenbelts or streets trees and all this treatment and, if so, who is going to pay for it? Again, I will come back and say our General Fund is not going to be that funding source. So, we need to be proactive looking at it now and saying what are those funding sources and if that funding source is ultimately at ACHD as part of those road dollars, we need to have that conversation -- the electives need to have that conversation with their electives. Our concern has been -- is ACHD is creating policy, we comment back, and more often than not that -- those comments aren't even responded to and so we have to have -- start having that dialogue at the staff levels to identify what we need to have at the discussion at the elected level and I don't know if what I just said is actually part of both seven and nine, I anticipate I am to blame and I will take full responsibility. Hoaglun: Madam Mayor, just to comment on that. You know, what I heard Councilman Rountree talk about and what talk about are different things. Where I see his concern about we are going to be doing this and it's going to be separate and I hear yours is we need Public Works to be dialoguing with these, because there are going to be some differences when they set a street standard and our goal is a little bit different and we aren't going to go out and take over -- what I saw Councilman Rountree -- or heard him say and what I read as well was that we are going to be doing this, as opposed to ACHD and, then, when I listen to you what it sounds like is they have their standards and what we need to do is go in and talk to them and make sure that if we want something above that we have staff that's communicating with that -- or different, not necessarily above, but different to what their standards are, we need to have staff be conversant in that and also working to identify funding if ACHD says, no, we are not going to fund that, that's a whole other component. So, I get what you say. It -- to me it Meridian City Council Workshop October 12, 2010 Page 37 of 63 didn't -- it doesn't come out in this document, but what -- and I agree with what you say, mean we need to have staff in that dialogue representing our interests and working with ACHD to identify those things and identify funding sources and other areas that -- where we may be coming up short. But I don't think that was what this was saying here. de Weerd: And I understand that. I think I probably read it with a different view, because of my involvement. I think we are all saying the same thing and where there might be differences is what I had asked Tom to really respond to. Rountree: I appreciate that. And I fully understand what you're saying, Mayor, but the problem I have with that is -- I mean what part of no don't we understand? So, what's the point of putting staff, who we have given them criteria, working with staff, who the Ada County Highway board has given criteria, that they won't -- that they don't come together. And you hit the point I would make that needs to be done is that we, as an elected body, need to work with their elected body to resolve this issue. All I have heard to date from the elected body down in Garden City is we are not going to do any of these things that you would like to do with respect to non -roadway design features. You want landscaping, if you want this, that, or the other thing that's not, for lack of a better term, pavement, then, you're going to do it on your dime and I guess -- I hate to disagree with what you're saying, we have got -- but we have to resolve that, not -- don't think staff can resolve it. I'm sorry. I don't want to put them in that situation. de Weerd: And neither do I. But I will tell you our staff should dialogue staff to staff, have worked through a number of items that I think because of those relationships and because there is more to it -- they have seen things kind of siloed and only from their perspective, we are bringing costs back to them saying this shouldn't be our cost either. So, we have to have some conversations and they need to -- to find where that common ground is that they can make decisions at the staff level and identify where those differences are that the conversation needs to be at the elected level and it's not exact science. It really is a dialogue and it is efforts that are extraordinary and I think that that's what this -- these objectives are trying to capture and that won't be an exact science either. Rountree: No. de Weerd: Other comments or any other items from Council that you would like Tom to respond to? Bird: Madam mayor? de Weerd: Mr. Bird. Bird: I don't know how to say this politely, but I'm not always polite. This strategic plan, while I think we need strategic plans, what I see in this is bureaucracy building that we are going to -- that we got one department that's going to take care of the financial analyst, which I think states that. You said the treasurer is in charge of that. Going to Meridian City Council Workshop October 12, 2010 Page 38 of 63 take care of the roadway and I have yet to see one penny come into our revenue from transportation. I just -- I -- you know, I appreciate everybody that works for us and everything, but I just -- I just can't buy this. It's -- I see a lot of new employees and I don't think our enterprise people -- funds should be paying for transportation, landscaping, doing stuff that parks, police, HR, that's what they are charged to do and we are going to do it here. de Weerd: Mr. Bird, if I could respond, what you see in front of you is probably more detailed than you have ever seen before. No, there is no probably about it. This is probably a lot of the things that are typically in a position of accountability description that you never see. What our Public Works Division and department and divisions have really done is put more detail and vision into working the plan and we had a workshop with City Council and City Council told our directors work your plans. This is the plan and this is telling -- it's taking you through step by step what the actions are and what -- the overlap. What I was very proud of in this plan is that they have recognized that they are not siloed, that most every single thing that Public Works does has interactions with other departments and vice -versa. No one has really captured that, Mr. Bird, and, you know, what each of our directors have started to do is identify those areas that there is overlap and there is assigned responsibility for being a participant and completing those tasks. So, you will probably be getting more detail than you have ever gotten, because you typically don't see the action pieces of it, because it is operational side and if you don't want to see that, I will accept it, I will give the feedback, but what we were proud of was you're going to see a full implementation plan and I think it's pretty cool. So, it is more detailed than you are legislatively asked to do, but I think it's great to be able to show you the whole -- the whole enchilada. You got it. If you don't want to eat it, don't, but -- or we could just show you the casserole and you can look at it and tell me it's pretty. Bird: We hope. de Weed: And you get that every -- every year and these are our -- this is a plan and this plan will change and this plan will change from your directives on what you decide to fund or not. And, again, Mr. Bird, this is -- this is just more detail than you have ever asked for and really are required to have. But I think they wanted to be totally transparent and show you what they envision from getting their strategic plan implemented and that vision created, which is usually what you just see. And I hope that explains it. I just want you to know why you're seeing more than you ever have. Rountree: Madam Mayor, I don't disagree with the detail. I think it's great. My comments probably might seem picky and, you know, that I'm anti what you're doing and I'm not. What I'm trying to do is -- I look across the spectrum here and I look out there and in five years the spectrum here might be totally different and there might be one or two of your department heads out there that are just chucking away at this thing and . they have got contractors working on something and they have got somebody studying this and they got somebody studying that and they come up to this body and they say, well, here is what we have been doing and we have spent 20, 30, 40 thousand Meridian City Council Workshop October 12, 2010 Page 39 of 63 dollars doing it or 150 or 250 thousand dollars doing it and this body with glazed eyes says why did you spend that kind of money on that. Where did you get the authority to do that? Well, it was in the budget. Well, yeah, probably was, but it's a matter of this document needs to communicate what it is you're going to do and it needs to communicate back to us that we understand what it is you're going to do and that's the problem with detail. And you gave me the detail and I looked at it in detail, as you're well aware, to the point of helping build the clock. de Weerd: And usually he doesn't like to build the clock. Rountree: And I don't like to do that much. But I will do it to get it right from my perspective. I don't want you guys to get set up in a trap like that. I have been there and it's not fun. It's not fun at all. So, that's where I'm coming from is to make this understandable, not only to your folks, but it -- you know, you can -- I can give it to -- don't like to use the wife test, but I can take it home and have my wife read it and have her come away with some understanding what the intent is or any other person that is not probably as familiar with the kind of work you do that we are. Okay. So, like the one in environment. You know, I don't have a problem going to the plan. What I have a problem with is the way it's organized, the word-smithing. When I read it it sounds like it's already greased, here it comes, guys, and the end result -- and your measure is we are going to give you a plan. Well, that's not where I want to go. I want it thoughtfully analyzed, I want to know the pros and cons, because I know we have some options there and the options of do we do it or don't we do it or how we do it or how we don't do it are there for us and I want -- I want to understand those completely as the regulations apply at the point in time you do the evaluation and, then, I will be fully informed to make the next decision. Charge forward with the plan, based on your recommendations, or with these constraints that we might apply that are within our purview. That's all I'm asking. Again, so you don't lead your staff astray, go build a plan, bring the plan back here and we are scratching our head why did we spend money to build a plan. de Weerd: And I do think it's fair to say, you know, any one of these that with the funding and the next steps, they will be back and that's going to be important. Rountree: That's great. That's great. I mean that's what we need. We need the education. Hoaglun: And, Madam Mayor, if I might chime in on that. You know, what you did on DF -5, a business license, I think Councilman Rountree mentioned earlier that was a good rewrite, because it was taking us someplace we didn't want to go earlier, but, yeah, now you're giving us -- going to give us the information that we need to make an informed decision on, okay, what should we be doing, should we be doing this. What are the alternatives and that sort of thing. That's great. That came out just perfect on my end of thinking on that. Also just a caveat, if you will. You know, adoption of the strategic plan for Public Works, when it comes down to crunch time with budgets and whatnot and we say, you know what, here is all you have. You know, as department Meridian City Council Workshop October 12, 2010 Page 40 of 63 head you may have to make the tough decision -- I know sometimes you got priority one, priority one, priority one. Well, some priority one may have to get cut and you come and say, well, it's in the strategic plan, we have got to fund it. Well, got to and do we have it -- so, just so you know that that may -- doesn't necessarily mean it's going to truly happen. I mean we will sympathize, but it may be, well, you got to make the tough decisions, so -- Barry: I have several comments, but I want to make sure that the Council's had their opportunity to comment. Zaremba: Madam Mayor? de Weerd: Mr. Zaremba. Zaremba: I will add one further comment and some of it's already been said. I look at the strategic plan and, first, I think it's phenomenal. It certainly is fine work and good work. I take it as a living document and many of the elements are we think something needs to be studied. We have gotten to a point in the growth of the city where we need to spend a little time and money deciding what the next step is and the next step is not necessarily defined, but the fact that a study should be made is defined and what that study is going to look at and, again, I compare it to even my first experience in understanding what Public Works was when I was on the Planning and Zoning Commission. Our Public Works Department's been in firefighting mode for as long as I can remember and this step of putting together a thought of, okay, where are we now and how do we decide where we are going to go next, I think some fine work and -- fine thinking and excellent work went into it, again, with the caveat that many of them are, well, okay, let's study this and get the facts and decide what the next is or isn't and, again, I see it as a living document. As you do those studies you may say, oh, something else came up or here is a good reason not to do this or whatever and I do expect to hear those things back and -- and, again, it ultimately comes down to whether something is going to be funded, but if we don't do these studies, then, we don't have the knowledge to know whether it's something that better be funded. As I comment on the firefighting mode, there are a lot of things that I just gut instinct think could be identified that if we spend a little bit of money now we'd save a lot of money ten years from now and I won't be on the Council ten years from now I'm sure, but we want the people of the future to look back and say, okay, you guys went off in the right direction at least. de Weerd: Well -- and certainly you will have -- you will have any of these that want -- need a study, that need to be funded you will see in front of you. I guess it's kind of a heads up that it could be coming your way and a great opportunity to say before you ever put this in front of us for funding these are things that we want considered before we would fund that next step. So, it's a great opportunity for dialogue. And I guess just one other thing is because these seats will come and go, it's important for our community -- and I think our citizens should demand it, is that we have a vision that doesn't change every time these seats change, that money isn't wasted, and there is Meridian City Council Workshop October 12, 2010 Page 41 of 63 still that opportunity to change that vision as well. But it gives some continuum and some -- it does set a vision more firmly in place, so if you get someone with an agenda and they -- they can't necessarily turn the community upside down because of it. So, another reason I think that the plan went into the detail it did to give that opportunity, again, and when a new face comes on these will, I imagine when our directors do their jobs, they will put that vision in front of them and say this is where we have gone, this is what we are invested in, and this is where we are going and it gives them just another tool to bring that person up to speed. So, I -- enough said. I will turn this over to Tom. Barry: Thank you, Madam Mayor and thank you, Council Members. I do want to acknowledge and let you also know that I highly value all of your input and while there is disagreement on the dias and there is maybe disagreement between myself and some of you, I respect the dialogue and your opinions greatly and I know staff does that as well. And I believe many of you know that by sitting in my staff meeting with the staff and hearing their comments and hearing them value your opinions. Without this dialogue this document would not be as strong as it and without continued dialogue it will not grow in strength either. This is our first attempt at a strategic plan, a document that represents a five year time horizon our department looking forward in marching toward our vision that we set with the Council. It's 56 pages with over 75 different strategic objectives. It's really monumental for our department, in my opinion, for our city. It may be difficult at first touch or maybe second and third to comprehend or embrace many of the challenges we set for ourselves, but each one of them is tied back to the very foundations of the Council focus areas that have been established by each of you and your predecessors for those of you who weren't a part of that process. I see this document as an opportunity on many fronts to update antiquated service levels. I also see it as a major opportunity to prepare for the dialogue we have not yet had in many cases with other service providers who have a great deal of influence and input on how our community will mature and grow into the future. I think that this document overall provides better oversight, accountability, and influence to those service providers and will achieve a better service level of those providers who provide it to us. Now, that does not mean it has to come at the cost of sacrificing coordination, relationships, partnerships, collaboration, or any of those things. On the contrary, I think that we need as a department to implant this plan by working in cooperation and collaborations with the other agencies who are represented throughout this document, whether they be internal divisions and department to the city or external agencies at the state, federal, or local or district levels. I think by building and sustaining these mutually beneficial partnerships that we will improve the overall quality, the value, and the service level of those agencies and those will have a very direct and positive impact on our community for years and years to come. We want in this document to influence the input that we believe we should have, whether it be a Public Works or planning or finance or any other level, we want to influence the input by these agencies who have direct input in our community as we mature our identity and improve upon the shared services and resources that we take advantage of each and every day. We want to be able to ask questions and enter dialogue and at this point in time we don't have information to do that in a lot of cases and that's what we'd like to acquire. Yes, we have made some changes to the strategic plan that involve analyzing certain types of projects, programs, Meridian City Council Workshop October 12, 2010 Page 42 of 63 and services and we think that those are good improvements. There are other areas where we did not analyze it, because we have the answer and the answer is we are obligated either by regulatory requirements or some other initiatives or Council initiatives, for that matter, to pursue a course of action that has been prescribed for us maybe not in detail, but in principle or philosophy. One of those is the comprehensive surface water program. That is a program that has been financed three separate times by the Council and most recently in the last budget it's been financed with an FTE and money to go ahead and move forward on developing the program. So, we feel at this point in time on that particular issue that there is not anymore to study. Mr. Kyle Radek has presented three different top -- or three different presentations to the City Council on flood plain management, National Flood Insurance program requirements, a municipal storm water, service requirements under the EPA for NPDES phase two and other areas and so that was also followed up by a budget presentation given by Molly Mangerich, our new environmental program manager. So, we feel like we have been making that progress and for the last two and a half years or so we have pursued at least that particularly -- particular objective to the point where we do want to develop a formal program. We did include in the objective, as you might recall, a component that says evaluate the impact of not having a program, because we were asked directly by the City Council, well, what happens if just we decide not to do the program? So, we will answer that question for you. But that wasn't interpreted by us at the time as being whether or not we are going to do it or not going to do it, but what would happen if we don't. We will give you that answer. So, there was some clarification and that's what's great about this dialogue is to clear up those areas of maybe a misunderstanding or more lack of knowledge or those kinds of things. You know, we have identified or narrowed, essentially, this document into what has been at this point in the dialogue, boiled down to concerns regarding six different initiatives out of 75 and I think that's fantastic. I mean if -- if we can -- the staff will look at that as a great achievement for ourselves. We are proud of that and we have certainly got plenty to do in this document and move forward. Certainly, the Council could say -- take those off the table and bring something back that's more palatable for you or you could, alternatively, take any course of action, including we don't want to address that at all, period, until the next addition of the strategic plan. I think that in some of those cases that would be sad and I think that we would miss some opportunities over the next several years in the pursuit of our goals to improve service level quality and overall value, particularly as it relates to the coordination of those agencies that we rely heavily on for becoming and maintaining ourselves as a premier city. Mr. Bird, I'm -- I appreciate your comments about the plan and I think that it's unfortunate that you perceive it that way and if I can be of -- if I can make myself available to you to help you through some of that and maybe you might not be interested in that, but I would certainly be interested in having an opportunity to change your mind and particularly about the things that -- or impressions you have about the document, because I feel that myself and the staff will -- that wasn't the intent, certainly wasn't ever conceived on any level on our part and so invite you at anytime to talk with us and I'll pull the strategic leadership team together and have a conversation. We want everyone to be comfortable with it. Bird: Madam Mayor? Meridian City Council Workshop October 12, 2010 Page 43 of 63 de Weerd: Mr. Bird. Bird: Tom, I will get with you and I should have got with you before this, but -- and think there isn't an employee that I -- that could say that I haven't been behind in every way down the deal and I'm not knocking any employee, so, yeah, I will get with you and talk to you. I just can't buy it right now. Barry: Understand. Thank you, Mr. Bird. In any event, I think I covered most of the points I wanted to make. I don't know if there is additional question or comments by the Council. I would be happy to entertain that. de Weerd: Council, any further questions? Rountree: I have none. Bird: I have none, Mayor. Zaremba: Madam Mayor? de Weerd: Mr. Zaremba. Zaremba: As I say, I understand that this is a living document and that even the comments will be -- that have been made tonight will be considered and some adjustments made, but I would like to make the motion that the Council -- what's the right word? Approve, I guess, the direction and the trust of where the strategic plan is going. That doesn't mean we approve every word in it, because we know as a living document some of that needs to be able to change as it goes along, but I would like to be able to say to the Public Works Department at a boy and, yes, take this direction. That's the motion. de Weerd: Okay. I have a motion to approve -- is that conceptually or approve -- Zaremba: I didn't use the word conceptually, but -- de Weerd: Okay. Do I have a second? Hoaglun: Second. de Weerd: Okay. I have a motion and a second to approve conceptually the strategic plan for Public Works that is in front of you. Do we have any discussion? Rountree: Madam Mayor? de Weerd: Mr. Rountree. Meridian City Council Workshop October 12, 2010 Page 44 of 63 Rountree: I don't know if the maker of the motion would be specific in terms of the conceptual and I don't have a problem with the concept. I did identify six objectives, only four of which I just have any -- I have issues with. I think here is a couple that are just a matter of adding a couple of words. I don't get a sense that that would be too difficult to do, nor make them go someplace. I think the other four probably could be certainly made acceptable to me with some wording change, but for right now there is four in there that I just -- I can't -- I have trouble even conceptually having staff spend their time on some of those issues where there is bigger issues that we as elected officials need to resolve before they get going. So, if the maker of the motion would include Engineering Objective 7, 9, 13 and 15 to be held for further rewrite and that Objective -- Engineering Objectives 10 and Environmental Objective 5 either have additional words or rewrite per the direction I gave. Hoaglun: Madam Mayor, I was just going to offer this up. Would it be we approve conceptually with further refinement of those items identified by the Council? Does that -- or do you want to be more specific than that, Councilman Rountree? Rountree: No. That would be fine. We have identified them, so -- Zaremba: And I think that's good wording. I was kind of stumbling around. I was thinking that those items would be addressed, specifically the ones that Councilman Rountree had brought up, but, yes, they -- if we want to specifically mention them in the motion as ones that need to be adjusted and that conceptually go ahead with the rest of them, that's fine with me. Rountree: I'm okay with resolving the issues of those mentioned as sufficiently -- Zaremba: Yeah. Okay. Rountree: -- specific enough for me. Zaremba: So, let me start the motion from scratch, then. de Weerd: So -- wait. Just procedurally, you're withdrawing your first motion? Zaremba: I'm withdrawing my first motion. Hoaglun: Second agrees. de Weerd: Thank you. Zaremba: Yes. de Weerd: Just want to keep you on the straight and narrow. Meridian City Council Workshop October 12, 2010 Page 45 of 63 Zaremba: Thank you. I move that we approve the conceptual strategic plan with the specific knowledge that the six items identified by Councilman Rountree will have further work before they are considered approved. That's it. Hoaglun: Second. de Weerd: Okay. I have a motion and a second. Any further discussion? Rountree: Madam Mayor, just for staff and Tom as well, it may appear that I'm contrary, but I'm not contrary, I'm really tickled that we have got something that's specific, as opposed to a nebulous approach, particularly in your line of work where you're dealing with specifics all the time. So, I think it's great that -- I know how hard it is to get to where you got and I appreciate the effort it must have taken and all the sitting and fretting and maybe coaxing and coercing that might have gone on to get there, but I think you have -- I think you have got a strong document and I support it. de Weerd: Thank you. Okay. If there is no further discussion, Madam Clerk, will you call roll. Roll -Call: Bird, nay; Rountree, yea; Zaremba, yea; Hoaglun, yea. de Weerd: Okay. Three ayes. Motion carried. MOTION CARRIED: THREE AYES. ONE NAY. de Weerd: Thank you. I'm going to call a five minute recess or a ten minute recess. We have been here since 5:00. RECESS: (8:40 p.m. to 8:51 p.m.) E. Public Works Department: Overview of Public Works Street Lighting Standards de Weerd: Okay. I'll call this meeting back to order. We are on 7-E, the Public Works Department overview of street lighting standards. Hi, Tim. Rountree: Tim, you're a brave soul. de Weerd: I see that you have been left here on your own. Curns: I have been ditched. Rountree: Yeah. de Weerd: You have been ditched. Meridian City Council Workshop October 12, 2010 Page 46 of 63 Curns: All right. Madam Mayor, Members of the Council, I have put together a short presentation this evening on street lighting standards, maybe because it became apparent to me over the budget hearings that there is a lot of interest in this area, so I just wanted to make sure that everybody knew exactly what was going on with street lighting standards and where we came from and where we went with it and so on and so forth. So, with that I'm just going to go over, first of all, why do we even have streetlights briefly. What we have out there -- what the old standards were, some problems we had with those standards and what the new standards are. So, the purpose of street lighting is pretty simple, it's all about visibility and as you can see visibility is fundamental to safety, especially traffic safety. Dark roads are barely uncomfortable for drivers and they discourage both pedestrians and cyclist use and think what best sums it up is a quote here that I pulled from the Minnesota Department of Transportation that to attain a level of visibility -- the purpose is to attain a level of visibility which enables a motorist and pedestrian to see quickly, distinctly and with certainly all significant detail and they go on to say nearly all aspects of traffic safety involve visibility and it doesn't take long once you get out of town to realize on a dark road that it's not very easy to see what's going on, unless it's directly in front of your headlights. So, with that, what do we have out there right now? We are approaching about 4,000 streetlights in total that we have some level of responsibility for. The majority of those are the shoebox lights. We have about 3,000 of those and those are in the lower left-hand corner. That picture should look familiar of what you see in most of the neighborhoods around here. We have about 300 -- we pay, by the way, on those -- our electricity and we maintain those. They are city owned, which we get through the development process. And, then, we have about 350 lights that we call -- refer to as day lights and those are -- come to us from Idaho Power and you see in that middle picture on the bottom Idaho Power mounts those on their own poles, they completely maintain them, and we just pay electricity on them and it can be very handy for us. We have about 200 signal luminaries, which in the lower right-hand corner, I'm not talking about the traffic signal that stops traffic, but the light on top and so when ACHD does an intersection we get -- we inherit what's on top there for maintenance and electricity. And, of course, we have some decorative lighting downtown that you see on the right- hand side there, which is the standard that was created by Meridian Development Corporation for the downtown redevelopment area. So, at any rate, the old standards -- we have -- and I'll separate these out into both the design side of things and the construction side of things, so design standards -- our old standard was shoebox lights 102, 150 watt lights. They were spaced by a COMPASS method, which involved measuring the width of the street and kind use typical locations to place street lighting. The city also determined the locations when a subdivision was, basically, in construction already, we would be asked to tell the developer where are we suppose to put lights. And, then, on the construction side of things we simply utilized the Idaho Standards for Public Works Construction, which we call ISPWC and we didn't have any city supplemental standards, so that was just the ISPWC. So, a few problems that we noticed with these standards. First of all, on the design side of things, the spacing by that method I described with COMPASS is an arbitrary spacing. It's, essentially, not based on any standard engineer practice for locating streetlights. Also, the layout provided by the city, which is a little bit contrary to how we do the water and sewer side Meridian City Council Workshop October 12, 2010 Page 47 of 63 of infrastructure where the developer's consultant uses our standards and specifications to figure out where all the pipes are going to go. So, with street lighting it's kind of the opposite way where we told them where it was going to go. And, then, we also have inconsistency in the models of the pictures and the poles that were out there, because we didn't have a city specification saying, you know, this type of fixture or approved equals that we make sure we have a bunch of similar products, we know how they are going to perform, if we are going to go out and do maintenance we don't have to have our maintenance contractor have a whole slough of different parts on hand or have to order things specially. And, then, in consulting with our electrical inspectors discovered that there was some installation issues that were both costing taxpayers money and also we were sending kind of a bad message and an example that I put there in that picture you can see the leaning street light pole, one in particular being the direct burial method for street lighting poles where you, essentially, just dig a hole and plop a street light in it and they -- a lot of them end up looking like that one there and so we have to come back later and fix those, which is about anywhere between a hundred and two hundred bucks just to have somebody go out and figure out what to do with it and it also sends a bad message to people, because it says, you know, this is just something we don't pay a lot of attention to. So, these are some of the things that we look to address in upgrading standards. So, the new standards -- we were looking for something that -- in the design side of things looking for something that was based upon a standard engineer practice that is what is commonly used throughout the United States and if you look to the -- the AASHTO roadway lighting design guide -- AASHTO being the American Association of State Highway and Transportation Officials, which is a mouth full. Their design guide is very widely used throughout the country, in fact, it's the most widely used. It's produced by a panel of experts from across the United States, it gives a lot of different perspectives on it and it provides flexibility in lighting levels. It's a design guideline, so it's meant to cover the whole gamut of situations from lighting in, you know, small town America to Broadway in Manhattan. So, in looking at those standards we -- we can go really brightly, we can go really dark, depending on what kind of usage you expect on a particular kind of arterial or collector roadway and for Meridian as being an urban and suburban community made sense to look at the lower end of the spectrum, which is what we did, went with the lower end of the recommended lighting level. And that's important, because in that second to the last bullet there it's defendable. Now, the standard is based on something that's common engineering -- commonly used engineering practice. It's defendable, firstly and foremost, in court if something happens, if there is a crash and someone wants to know why was this lit the way it was, we have something to refer back to that's a nationally recognized standard, as opposed to something that was arbitrary and it's also defendable in the development community, if the developer asks why do I need to put this in at a particular spacing, we have something to fall back on and, lastly, what we changed in this process is now this design is something that the development consultant includes with the packet design submittal that we get with all of the infrastructure and that way it's actually stamped by a professional engineer and comes in and can be tracked in the same method that water and sewer is tracked. And then -- so, that's the design side of things. On the construction side of things I have created a brief supplemental specification to the ISPWC. It's not uncommon to see this. The city of Boise did it and, then, actually, got Meridian City Council Workshop October 12, 2010 Page 48 of 63 some of those things incorporated into ISPWC. The city of Nampa has one. So, it's fairly common. What we looked at was, firstly, not allowing direct burial poles anymore, which was that example that I gave you a little bit earlier, and changing the pole type on the larger roads, the thoroughfares, to a roadway type pole that you see in the lower right-hand corner there, it actually is what ACHD uses, it's what ITD uses, and you see them pretty much all over the country. They are a very commonly used light and, then, they look a little bit different than the shoebox just in that they get the light out into the roadway and they are also more durable. And so, lastly, we also -- in the city supplemental specification addressed some of the issues from the inspectors, such as fusing and those kind of things as well. Rountree: Madam Mayor? de Weerd: Yes. Rountree: Tim, you're using the word thoroughfares. Do you have a definition for that, if it's going to be a standard or guideline, it would be an arterial or major arterial or something that's definable in the language of transportation? Curns: Councilman Rountree, Madam Mayor, Members of the Council, I used that word here just to make things a little bit simpler and it didn't work out that well. In the standards we don't use the word thoroughfare, we use arterial and collector. Rountree: Okay. Curns: I just wanted to use thoroughfares to kind of represent and say it's on those streets that aren't just your local neighborhood streets with low traffic volumes. Hoaglun: And, Madam Mayor and Tim, if we get some of those arterials that are part of a development, a developer does have an option to have, you know, bronze, as opposed silver -- I mean if they want it to look -- you know, that might stand out in a very nice neighborhood where you're going that's out of place. Is that an option? Curns: Councilman Hoaglun, we have a system set up where about the developer -- if they are looking for a certain kind of feel with their development, we allow them to use a decorative style pole. We set up an agreement with them, which, actually, it was on the Consent Agenda tonight where we say, okay, this is a type of pole that you got to realize we -- it's hard for us to do maintenance on, so they inherit the maintenance cost and we still provide the electrical cost for that. Right now the way the standards are written, though, is for the arterial specifically, but larger volume streets, that's not something that is allowed, just because -- and I don't think a lot of developers would want to do this anyhow, but in order to have the proper height inside the pole you'd have to have a really big, expensive, decorative pole to do that and, then, we would be asking them to maintain something along an arterial, too. So, usually, it -- right now the way the standards are written it's something that we do internally to the development with their local streets and within the business park of the residential neighborhood. Meridian City Council Workshop October 12, 2010 Page 49 of 63 Hoaglun: All right. Thanks. de Weerd: Okay. Curns: Onto the last bit here. I just wanted to show you some examples from -- I just chose some pictures real quick on different urban, suburban areas in the west that -- about the same size as Meridian. You can see the top example there is from Auburn, Washington, and the bottom one there is from Hillsboro, Oregon, and you can see these are pretty standard type of roadway poles that they require their -- using their roadway projects and, then, the last couple example there, that one is from Folsom, California, and the bottom one there is from here -- actually here, which is over on Curtis Road and believe Orchard as well has these stile of mast arm lights that are used for arterials. Then, they have some variation in them. Ours is probably the first one. And so with that, any questions? And, then, I also wanted to mention, too, with the update of this standard that got us looking at some of the other Public Works standards, both on the construction side and the design side and so we are in the process of actually combining a lot of our checklists and are standards and things and we want to put it in one manual, so that we have something that we can give to the development community, so it's clear exactly what we need to do for water, sewer, streetlights and this will be a part of that -- a part of that technical standard and so you will be hearing more about that later. Bird: Madam Mayor? de Weerd: So, Tim, do you set the standard or are we looking at the standard -- for example, Councilman Hoaglun mentioned the height of the lights on the Ten Mile interchange. I haven't seen them yet, but -- have you? Curns: Madam Mayor, I have. Are you talking about the ones that are right in the interchange, the really tall -- Hoaglun: Really tall. Curns: -- really tall lights? Those are a type that ITD uses on an interchange and it's a way to throw light all over the place. de Weerd: We are not going to have very happy neighbors in the county around there. We can already hear the phone calls. Curns: It's a lot of light. de Weerd: Do we not have any input in that? Maybe Councilman Rountree is better -- Rountree: You know, I don't know what their flexibility is. That is an interstate highway, so it's governed by AASHTO design guidelines and standards and just because of their Meridian City Council Workshop October 12, 2010 Page 50 of 63 vulnerability to tort claims and those kinds of things they don't vary from those very much, so I would guess that they don't have much allowance in terms of height and the shed of light that has to be done. I do know that those lights are very directed in terms of its going down, but when you're on the rim looking out, you're going to see that glowing interchange right there, because it's going to be well lit, particularly that SPUI, because there are a lot of unfamiliar moves for the traveling public in this particular area anyway. So, it might be that at some point in time some of the lights might be able to be removed, but my guess is that -- you know, it never hurts to ask, but I kind of know what the answer is going to be. Hoaglun: And I was just going to say, Madam Mayor, Tim, Council Members, when looked at -- when I noticed those driving down Franklin I thought, wow, those are tall and, then, I started looking at the -- at the interchange and freeway, they have the same style of lights, but they aren't quite as high. So, that might be -- that was built many years ago now in comparison, so the standards have changed in terms of heights -- it depends on how many -- you know, how much area they have to cover with the light and that sort of thing I'm sure. So, that's just one of those things we may hear about down the road, because it's -- de Weerd: guaranteed. Hoaglun: -- in their living room. Rountree: The interchange itself is quite high, just because of the design type. I mean it's probably got 17 foot of clearance, it's probably got in excess of 12 foot depth of the deck and, then, on top of that it's got the light standards. So, yeah, they are up there a ways. de Weerd: Do you want a binder of pictures to see how that puppy -- Rountree: I understand you have got some. de Weerd: -- went together? I would be more than happy to show you the brag book. Mr. Bird. Bird: Tim, did you -- have you discussed -- seeing how this also affects development -- developers, have you talked to any of the developers or builders or anything like that? Curns: Councilman Bird, I have talked to some of the developers. Kind of mixed feelings about it. Certainly some of these things, I will be frank, add cost to the development and that's the primary concern. Interestingly enough, some of the developers that -- I just was talking to Touchmark of Treasure Valley last week who do business outside the valley, this is nothing new for them, so they are kind of already used to this treatment. And I want to -- I want to also note that with these new standards it's kind of a learning curve with this, too, and so we are being very careful with the development community and being flexible in terms of getting these on board Meridian City Council Workshop October 12, 2010 Page 51 of 63 and if there is anywhere that, you know -- I discussed this with Councilman Rountree -- can't make a standard for everything, so -- for every situation. So, if there is a case with a developer who says this doesn't look like it works here or can I do something less than this, we are always willing to entertain that and have that discussion with them. Bird: Follow up. I received two e-mails from developers and I printed it off and they are still sitting by the computer. So, I will forward them on to you and I would appreciate it if you would reply to the -- the developers with their -- answer their questions. Curns: Absolutely. Bird: Thank you. Rountree: Madam Mayor, just a comment of Keith's concern. That's something Tim and I talked about, but he enlightened me on how our current standard is and I was surprised that, again, the city provides that design to the developers at this point and they do it with a rather crude method, which in some cases actually generates more lights than are actually needed based on our new standards. So, there is some good side to that as well in terms of cost to the developers and it doesn't hurt to point that out. Bird: And, Madam Mayor, one of the -- one of their concerns was the footage between on stuff, so if you will answer it I'd appreciate it. Curns: Absolutely. Bird: I'm sorry I didn't bring them with me to give to you. de Weerd: Any other comments or questions? Curns: What I'd like to just ask as follow up is usually with these kinds of technical standards and specs -- we haven't ever done this, I don't believe, with water and sewer. don't generally bring those for adoption, but I would like to ask, however, though, is if the Council at this point with what I have given you, are you comfortable with the direction that we have gone with these street lighting standards? Rountree: Madam Mayor and Tim, you know what I think about it. I think it's good that we have something that's defendable and defensible. And I also like your words in your presentation that we are open to flexibility and we are open to suggestions to keep the cost down, yet still provide for the safe movement of vehicular traffic and pedestrians, particularly in neighborhoods and commercial areas. Zaremba: Madam Mayor? de Weerd: Mr. Zaremba. Meridian City Council Workshop October 12, 2010 Page 52 of 63 Zaremba: I would add that I think having this new standard and, again, you're willing to work with people and make sure it works, but having the standard in the first place is a signal to the developers and to the citizens that we aren't just making this up as we go along and it -- when we had our discussion it sounds like that was the previous plan, we made it up as we went along and I think this is an excellent move that will give developers who are competitors with each other the knowledge that nobody's being treated better than anybody else is and I think it's a good move. Thank you. Bird: Madam Mayor? de Weerd: Mr. Bird Bird: I agree with what -- Councilman Rountree. We got to watch what the costs are and be very fair and, you know, not do one with one and one to the other and I agree with the standard and everything, but I also think we have to be -- recognize that it's tough out there and costs can stop projects and stop business coming to town. Rountree: Madam Mayor, one final comment, I guess, that kind of wraps up what Tim was saying about how they will apply these is that I think we need to get away from the word standard and use the word guideline, because, in fact, that's exactly what the Green Book is or the AASHTO design guidelines. It's not a design standard. And that in itself implies there is some flexibility here. What we want to accomplish is this and that's the safety issue, so -- Hoaglun: And, Madam Mayor, just to chime in on this -- and I like the fact that surrounding communities are also using the AASHTO standards or guidelines, that these guidelines are something that they will be familiar with if they are coming from another community or a company that's installing, they are familiar with it, because they already do it in another place and it's easily done here, so -- which I think long term that helps in the cost aspect. It's not something different, but it's something familiar, so that's good. de Weerd: Okay. Any action required on this? I think it's just guidelines. Curns: No action. de Weerd: But appreciate the update. Zaremba: Consensus of approval. Bird: Thanks, Tim. Curns: Thank you all. Bird: I will forward those in the morning. Meridian City Council Workshop October 12, 2010 Page 53 of 63 Curns: Okay. Hoaglun: And, Tim, the young ladies from Centennial High School were taking copious notes during your presentation. F. Legal Department Report: Amended City Policy for Vehicles Usage G. Legal Department Report: New City Policy for Leave Without Pay Discussion de Weerd: You might just e-mail them the presentation and they can share it with their teacher. Okay. Mr. Nary is next up for 7-F and G. Nary: Thank you, Madam Mayor, Members of the Council. You know, technology is a great thing, as you know, besides being able to keep up with your meeting and looking up the code if necessary, and things like that, you can look up other stuff. They just had the first Chilean miner be able to be rescued and taken out of the mine just a minute ago. Rountree: Oh, really? Nary: It was live on the internet. The Chilean miners that had been trapped for almost two and a half months. Anyway -- de Weerd: What are you doing over there? Nary: Technology is a great thing. You can do lots of things. You can multi -task and do many things. Anyway, Madam Mayor, Members of the Council, I have two policies tonight for you to review and comment and let me know what your thoughts are. On the first one is 6.2.1, which is use of city vehicles. This originally started as a policy change to eliminate the practice of texting while driving. That, obviously, took a different turn in creating an ordinance for texting while driving, so since it's an ordinance now it doesn't necessarily have to be in policy, but we still wanted to send a message that even internally that texting while driving is not acceptable. This is a lot simpler, because it's a policy, than what the ordinance has to say, but, basically, we could -- we felt comfortable to be able to say in our ordinance what it is and, then, don't text and drive. Some of the other -- the only other really clean-up thing in reviewing the - the policy that -- the current city policy says city vehicles can only be used for city business and no other purpose, but we have assigned vehicles that we assign people to take home, we have assigned vehicles that people take home for work purposes and they have on occasion stopped at the grocery store or pick up milk or get lunch or something like that on their way home. You go to this late meeting and you drive through the drive-thru, then, that's probably not city business -- we know folks are doing that. We felt that from a department standpoint they can deal with that as they do now. When complaints come or concerns about how the city vehicles are used, trust me, people will call and Meridian City Council Workshop October 12, 2010 Page 54 of 63 tell us when people are driving 26 miles an hour in a 25 or at the grocery store for more than ten minutes or sitting in a restaurant for more than an hour. So, we felt from a department level that we could handle those types of things and really just need to make it simple, that they are for city business and that those that have an assigned vehicle can you use them in a limited fashion, they are going to use their discretion and the departments are going to regulate that. That was the only real significant change. think it just made it clear. I think the other thing that it made clear is the employees are responsible to make sure that we know if their license is suspended or if they are not supposed to drive, they are responsible to do that. We have two policies that cover that same point. This one is specifically to driving. We have a different policy required that any employee who is arrested or cited for any offense that prohibits them from doing their job, then, they are supposed to advise us that they can't be doing that. It doesn't necessarily mean everybody is going to -- it doesn't mean that it has any impact, many times we can address those things, but we need to know about it and they are required to tell us. Bird: Madam Mayor? de Weerd: Yes. Bird: Bill, on the driver's licenses, this brings up a point that -- if you're expired are you legal then? Nary: Yes. You can -- if you have an expired license in the state of Idaho, you can you can still drive a car. You are subject to being cited for it, but you also can renew you can renew your driver's license as part of the process of doing that and, then, still have a citation. Bird: But you're still -- our insurance would still be covered and everything? Nary: Yes. Our insurance covers you. Bird: I just wanted to clarify that, because I'm famous for going a year and forgetting what year I have to renew. Nary: One of the things that I think the -- the way the policy read was it sounded -- it appeared to us that you had to constantly go get a new driver's license updated with human resources. We take everybody's driver's license photocopy when they start work and, then, they are required to keep it updated with us and this is, I think, just making clear that it's their responsibility to do that, so -- Bird: Okay. Rountree: Madam Mayor? de Weerd: Mr. Rountree. Meridian City Council Workshop October 12, 2010 Page 55 of 63 Rountree: I'm not sure -- five reads a little difficult to me and, then, I would further state in my opinion I would like to -- us go all the way on this and not allow the use of cell phones while driving in -- while the vehicle is in motion period. Flat out. Bird: Amen. Nary: Madam Mayor, Members of the Council, Council Member Rountree, we did discuss that. I mean it was a concern of both yours and the Council as a whole. I think that -- and Lieutenant Overton maybe has an opinion. I know Chief Lavey did. There are -- there are business reasons that our police officers use their phones while driving. Because of that, the chiefs concern was that if we made them all hands free, then, we need to -- then we are going to have to purchase hands-free devices for every vehicle and it's sometimes problematic with police because of the radio, the MTD, and their walkies -- they have lots of other things going on. So, the chief was just concerned about trying to do that and do business. We don't have, really, any problems in the fire department, they don't -- they don't use cell phones while they are driving by the driver, so that's never an issue. We do with parks and occasionally we do with Public Works occasionally, and I think their departments, again, were concerned, they are doing business, so if we want to get in the business of buying Bluetooths for every city phone, we could do that, too, but it's just an additional expense. We felt, again, it's something that we can police internally on how they are getting done. We don't have -- at least to the credit of all the departments and their safety measures and driving safety, we have not had a number of incidents where our folks are getting in collisions, because they are using the phone. We have had people hitting us because they were using the phone, but not many incidents of our folks doing that. Rountree: Well, I understand that and I understand that there are some business needs for the cell phone. We have a lot of shoulders and I can't imagine that -- you know, unless it's a national or a state or significantly high level emergency, why any of our employees can't pull off the side of the road if they have got to use a cell phone. That's my position. If we can't change this I would like at least to discourage the use of cell phones while operating a vehicle and, quite frankly, if they are involved in an accident while they are on a cell phone, I think there should be some liability on the part of them. don't think the city should accept that liability. I guess that's kind of where I'm coming from. And just a side note and I just got to say this, because I just went through this. It seems to me this idea of having to get driver's licenses is a real punishment. I'll tell you what, if you haven't been to the DMV on Benjamin recently, go. It's a real experience. It's absolutely unbelievable. First off, they have put a parking lot in front of all the entrances to the building that you can barely get two cars down the drive lane and they got parking on both sides of the drive lane, so you're dodging people walking through the parking lot, pulling in and out of parking spaces on either side. Then, to your pleasure when you go in there you get to get a ticket and I don't need a new driver's license today, but I'm going to need it here shortly, so I thought I'd try to get one. I was 47th in line for a driver's license and it was standing room only for all of the stuff that goes on there and I mean they handle all kinds of things. It's crazy. Just had to say it. Meridian City Council Workshop October 12, 2010 Page 56 of 63 So, that's punishment if they -- you know, if they have got to go through that. Nary: I would totally agree. Sometimes centralizing services makes a lot of sense and sometimes centralizing services is less service and having gone there myself recently, it is very challenging. Council, if you'd like, I can take this back to our group, we can discuss that further on at least discouraging or is there a way that we can, you know -- I just want to make sure we don't hinder our operations. I know that's why Council Member Rountree doesn't want to do that and I just want to make sure before I bring you a final that we are not going to do that or what's better language that we can do that. So, we don't want our -- I would totally agree, our purpose is to not be driving down the road and talking on a phone, whether it's hands free or not, in general not to do it. Hands free is a little bit safer, but still we just don't want to impact operation. Let me talk with our group again and see if there is a way we can word that a little bit better. Bird: Madam Mayor? de Weerd: Mr. Bird. Bird: I think this is great and I'm like Charlie, I wish five was -- we could put cell phones on the list, but after talking to the chief and a couple of the other officers, once in awhile when they are on calls out they have to -- they are calling back to the people or something like that, so they do have -- and they can't pull over, because they are on an emergency run, so -- and I think the chief would agree with that. Lieutenant Overton would -- you know, if they -- if there was any way they could get rid of them they would be glad to, but you can't. Nary: Thank you, Council. The next one is a leave without pay -- Zaremba: Madam Mayor? Nary: Oh. Zaremba: Bill, before you go on. de Weerd: Mr. Zaremba. Zaremba: I just wanted to chime in that I agree with what's been said. I have a great deal of discomfort with what would be the end result if one of our city vehicles did get in an accident while the driver was on the phone. On the other hand, I can see that, for instance, with Public Works and some of the other departments, we used to have to put a radio in every car. Or at least other municipalities did, so that they could communicate -- I mean everybody in the parks department had radios in their car, everybody in Public Works had radios in their car. We don't have to do that now that there are cell phones. It substitutes for that method of communication and makes purchasing the vehicles cheaper. So, I can see some need. But, I agree, working it would limit the use. It certainly should not be open season on driving anywhere you Meridian City Council Workshop October 12, 2010 Page 57 of 63 want, talking as long as you want, you know, and I -- I don't know whether this is helpful, but I might say if you're on the phone for more than two minutes, then, you need to pull over or I don't know whether that, even, is enforceable, but it seems to me the long conversations are where people start to get into trouble with their driving. Rountree: Madam Mayor, I have one other thing. What are the consequences? Or do you typically put them in your policy? Is that somewhere else? I mean if you're -- if you don't report your license is suspended, if you don't wear your seat belt, if you -- are there consequences? Nary: All violations of the city policy handbook are subject to discipline, up to and including termination, obviously, depending on the degree of severity. Rountree: That's covered in the preamble? Nary: Yes. Rountree: Okay. Nary: Other comments? Oh. de Weerd: I guess to Council, some of our -- our staff have vehicles that they always have to drive in and so if -- if a policy like that is desired, then, we are going to have to provide hands free at some point, because I don't know -- I know our fire personnel all have city vehicles. I do -- Nary: And I think that's the balance -- Madam Mayor hit it right on the head. And that was the balance we were trying to address was things like -- again, like the fire truck doesn't use it, but the deputy chiefs do in responding to incidents and things like that. They can't always pull over. But I know that Council Member Rountree even talking about responding to an emergency, I mean that's different than -- than just a routine business. So, let me talk with our group again, because, really, I think the ones that are probably more impacted or could be impacted is the Parks Department, because I don't really know the level of them using it while they are operating a vehicle. And Public Works. I know Mr. Dees asked in regards to the texting on whether or not the system they use for their radio read for water turnoff, if that would be impacted and the way he described to me how it works really isn't a texting, it's not a hand-held device, it's very similar to the data terminals that are used in police cars and it really wasn't what was being addressed in our ordinance. But he was just concerned that -- not wanting to make sure our folks -weren't going to be violating a city ordinance. But we will go back and talk to those departments to make sure what -- what their operations are and how we can best fit that in, because I understand the concern is safety, the concern is making good judgment for folks and trying to give them some guidance and policy as to what those safety measures they should be -- should be addressing, but we will take that back and we will work on it and, then, we will bring it back to you in the future. The other item is leave without pay. This one's a little different. We don't have a policy like Meridian City Council Workshop October 12, 2010 Page 58 of 63 this. What we have been finding is occasionally it's sporadically in different departments, we have had folks that, essentially, have run out of leave for a variety of reasons, yet have other needs to want to take leave and their department is having to make that decision operationally can I afford to have this person gone. We are not paying them, but yet can I afford to have them gone. They wanted some guidance to help drive what -- what that should look like. Why should people be using leave without pay. So, we had a subcommittee of directors to discuss that and to try to figure out what it's for. What we didn't want to do was to allow abuse to occur. We have people that use -- the intention of this policy is to address people that have a genuine need and don't have leave to cover it. We came back to certain circumstances you don't have leave and you find out you have to go and help your parents move into a nursing home or you have to go and assist at some type of family emergency of some sort. Those are the kind of things that people don't anticipate. So, if they don't have vacation that may be a fairly normal reason or they don't have sick leave, because it's not a sick leave qualifying type of event. So, we wanted to create some standards for when a person should have leave without pay, what standard the director would have to make in making that decision to allow it to occur and so, basically, our policy statement here is fairly long, because we try to capture those different things. We wanted to make it clear from the outset -- and why the first sentence in the policy, that leave without pay is not a right or entitlement for anybody, that it's clear that it is a discretion of the department on whether to allow it. That, first, people who use unauthorized leave without pay -- and circumstances of this happening -- and it happens occasionally now -- each month finance reports to my department who is on leave without pay, so that we can verify that the reasons are legitimate, whether it's Family Medical Leave or something else -- they have Family Medical Leave, they may have some other type of leave that qualifies, but they just want us to be able to verify that for the department. We have folks who, for lack of a better word, aren't very responsible of keeping track of their own time and so this policy tells employees you're responsible to know how much vacation you have and how much sick time you have, because what's happening to some of our supervisors is that an employee will call in and say I'm sick today or my child is sick today or I have to take a sick leave day today for whatever reason and they haven't kept track of their time and they don't find out until the supervisor finds out at the time they are approving their time sheet, that they don't have any sick leave. So, a week and a half ago when you didn't come to work now you're on leave without pay status. This is to tell employees that's your responsibility. It's not your supervisor's responsibility to keep track of your time, it's yours, so if you call in and you don't have sick time and you're calling in sick, then, that's subject to discipline. Now, anticipation is the first time that happens it's probably a warning, don't do that again, keep track of your time better, this is not something we want to allow to have happen to become a habit for people. If it goes on beyond that, obviously, they would take more significant measures, but that's another thing we were trying to address in this policy, we put in the policy statement it's not a substitute for vacation leave and it's not an extension of their time. We want to make sure folks aren't abusing it by saying, you know, I have got this vacation, I could take one -- some people can afford -- not me, but some people can afford to not get paid a day or two here and there, so we wanted to make sure that those folks didn't abuse the system, that's not what they are supposed to be doing. So, our -- the fourth sentence Meridian City Council Workshop October 12, 2010 Page 59 of 63 down it says leave without pay is intended to be used for unforeseen circumstances the employee could not have reasonably anticipated in advance. We felt that the directors -- that that's what it should be for. These things -- we recognize things happen and as an employer we want to be responsive to that, but it's for that situation. It's not because I'm on my vacation and I'm having a great time and I want to stay for two more days. That's not really a good reason. The employees will be required to exhaust all their vacation leave before they can go to leave without pay. We have had people wanting to do that and we have had to -- we have had to address that occasionally where they want to save their vacation and take leave without pay now. We don't think that's appropriate and so we want to make sure it's clear that that's not allowed. Or your sick leave, if it's -- if the person's ill we have had situations where they want to save their sick leave a little bit and take some leave without pay. Again, we don't want allow that. The leave without pay should be when you have no other leave available to you. Hoaglun: Madam Mayor? Bill? Nary: Yes, sir. Hoaglun: Question. This is probably covered under something else, but a National Guard, if they are in the reserves and they get called up, is that a completely different standard, or do they go onto leave without pay and, then, do we require them to use their vacation time and sick leave before or is this a different -- different category? Nary: Different category entirely. We have a military leave policy. We actually allow employees, if they are -- occasionally this happens. A few years ago we passed a policy that if, for example, they get called up, if you don't get called up to active duty to a war zone there are occasions where somebody, depending what job they have, could actually be making less money being called up to the guard than they were making here. Our policy says we will cover that gap, so they won't lose any pay while there and they can also remain, if they are called up. Sometimes their medical benefits are a little more difficult to access. They are available, but they are not always easy to use. So, they can still remain on our insurance plan, they just still have to pay their premiums, but they can remain on our insurance plan while they are on active duty, so that they have a better access to medical. So, it's covered elsewhere. Hoaglun: Okay. Thank you. Nary: Again, short -- the intent was short duration, not a substitute for other leave -- got a typo in there. To allow for -- the FMLA policy, again, it's another separate policy, we wanted to make sure that -- because sometimes you will have leave without pay status for FMLA. That's governed by a completely different policy and a different law. So, then, when you get down to the guidelines and procedures -- oh, here is another typo. Hate that. Part-time temporary seasonal employees. Those folks don't receive benefits currently. They can't take time off any other way than leave without pay. So, we felt that was the department's discretion. So, if they can afford to have that person as a part-time employee gone for a week, because they are going to go on vacation with Meridian City Council Workshop October 12, 2010 Page 60 of 63 their family or whatever, that's fine, that's the only way they can take time off is leave without pay. So, then, the rest when it's a regular full-time employee it has to be asked for in advance, they have to exhaust all their leave, the request must be reviewed and it can only be for one week at a time. We want to curb this action -- if they have a need that takes longer than that, they can get up to three in a calendar year. The other thing that's -- that's in the policy is that it does impact their accruals. And here is a different discussion that we had and we will probably have this discussion in the future in a different context. Finance's original concern when we went into discussion of this is what is those employees' status in regard to their benefits if they are on leave without pay. Our current agreement with Blue Cross says every 40 hour a week employee is covered under our policy. Well, if you have leave without pay, then, theoretically you don't have benefits. Well, finance doesn't want us to dock benefits for two hours or four hours or things like that, but they did feel -- and the group felt that if you're on leave without pay you shouldn't accrue the same vacation and sick leave while you're gone. So, it does address that. That you, basically, get a reduction in your accruals, but finance feels at this time we need to address that. Now, we will probably be addressing that in the future as to is there a difference -- is there a need for an employee to have employees that work more than 19 and a half hours, which is what a part-time employee is under the PERSI rules or 40 hours. And we will have that discussion in the future and if there is a desire to look at that differently we will bring that back to you. But we will probably get there at some point, but right now finance did not feel that we wanted to start trying to dock people and pay -- having them pay more benefits if they are gone for a week here or a week there, because from tracking we are going to spend more money trying to track that than we are, probably, going to recoup. And the last one on here, if an employee is on leave without pay status on the day before or after a city holiday, they will not receive pay for the holiday either and that was more in another check system. We have had folks that, again, they could afford not to work for a day or two and, then, they decide I'm going to stretch my holiday one way or the other. Felt that probably wasn't appropriate and this is just more of a fail safe to tell folks if you're going take a leave without pay you don't get paid for a holiday at the same time. Or we have had situations where people have been on leave without pay and, then, they get paid for the holiday and are on leave without pay on both sides and that doesn't make much sense. So, we decided to require -- to include that in the policy. Again, the last section is just as an employee -- the employee's responsible to know if they have adequate sick leave or vacation leave before they ask for it and if they -- if they go into the negative -- if they go -- it's a leave without pay status, then, they are responsible for it and they are subject to discipline for it. Question? de Weerd: Questions from Council? Zaremba: Madam Mayor? de Weerd: Mr. Zaremba. Meridian City Council Workshop October 12, 2010 Page 61 of 63 Zaremba: It's not specifically on this policy, but the question comes to mind in the sick leave policy is it the employee that has to be sick or can they take sick leave as their child is sick? Nary: Council Member Zaremba, they can take sick leave -- if they are providing care for their child or their spouse -- their child is in the home or their spouse, they can take sick leave for that. Zaremba: Okay. Thank you. Nary: If they have to go to the doctor, same reason, they can take sick leave for that. de Weerd: Okay. Anything further? Nary: I will clean up the typos and bring it back as a resolution. Thank you. Item 8: Ordinances A. Ordinance No. 10-1460: An Ordinance of the City of Meridian for Annexation of a Parcel of Land Located on the Southwest Corner of W. Ustick Road and N. Linder Road, Known as the Ada County Paramedics Linder Station (AZ -10-001) B. Ordinance No. 10-1461: An Ordinance Amending Title 11 of the Meridian City Code Regarding Portable Classroom Standards as Codified at Title 11, Entitled The Unified Development Code C. Ordinance No. 10-1462: An Ordinance Amending Title 1, Chapter 7, Section 5 of the Meridian City Code Regarding Days of the City Council Meetings; and Providing for an Effective Date de Weerd: Thank you. Item 8-A, B, C are ordinances 10-1460, 10-1461, and 10-1462. 1 will ask our City Clerk to read these three ordinances by title only. Holman: Madam Mayor, City of Meridian Ordinance No. 10-1460, an ordinance AZ 10- 001, Ada County Paramedics, Linder Station, for annexation of a parcel of land lying in the northeast one quarter, northeast one quarter of Government Lot 1, of Section 2, Township 3 North, Range 1 West, Boise Meridian, Ada County, Idaho, as described in Attachment A and annexing certain lands and territories 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 R-1 to C -C, Community Business 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 Meridian City Council Workshop October 12, 2010 Page 62 of 63 providing for a summary of the ordinance and providing for a waiver of the reading rules and providing an effective date. Holman: City of Meridian Ordinance No. 10-1461, an ordinance amending Title 11 of the Meridian City Code regarding portable classroom standards as codified at Title 11, entitled the Unified Development Code of the Meridian City Code and providing for a waiver of the reading rules and providing an effective date. Holman: City of Meridian Ordinance No. 10-1462, an ordinance amending Title 1, Chapter 7, Section 5 of the Meridian City Code regarding dates of City Council meeting and providing an effective date. de Weerd: Thank, you. You have heard the reading of these three ordinance. Is there anyone who would like to hear them read in their entirety? Seeing no one jumping up and down to hear them -- Bird: Madam Mayor? de Weerd: Mr. Bird. Bird: I move we approve ordinance number 10-1460 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. De Weerd: All ayes. Motion carried. MOTION CARRIED: ALL AYES. de Weerd: 8-B. Bird: Madam Mayor? de Weerd: Mr. Bird. Bird: I move we approve Ordinance No. 10-1461 with suspension of rules. Hoaglun: Second. de Weerd: I have a motion and a second to approve item 8-B. Seeing that there is no discussion, Madam Clerk, will you call role. Meridian City Council Workshop October 12, 2010 Page 63 of 63 Roll -Call: Bird, yea; Rountree, yea; Zaremba, yea; Hoaglun, yea. de Weerd: All ayes. Motion carried. MOTION CARRIED: ALL AYES. de Weerd: Item 8-C. Bird: Madam Mayor? de Weerd: Mr. Bird. Bird: I move we approve ordinance number 10-1462 with suspension of rules. Hoaglun: Second. de Weerd: I have a motion and a second to approve Item 8-C. If there is no discussion, can we have roll call, please. Roll -Call: Bird, yea; Rountree, yea; Zaremba, yea; Hoaglun, yea. de Weerd: All ayes. Motion carried. MOTION CARRIED: ALL AYES. de Weerd: We are at the end of our agenda. Do I have a motion to adjourn? Rountree: So moved. Bird: Second. de Weerd: All those in favor say aye. All ayes. MOTION CARRIED: ALL AYES. MEETING ADJOURNED AT 9:43 P.M. (AUDIO RECORDING ON FILE OF THESE PROCEEDINGS) ( C / c2j� / 'moo YOR T DATEAPPROVED C q 4AYITY CLERK - "s I ' f, 0 Vt' Meridian City Council Meeting DATE: ITEM NUMBER: 4A PROJECT NUMBER: ITEM TITLE: Approve Minutes of September 28, 2010 City Council Pre -Council Meeting MEETING NOTES a.,rf�q, CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS Meridian City Council Meeting DATE: ITEM NUMBER: 4B PROJECT NUMBER: ITEM TITLE: Approve Minutes of September 28, 2010 Rgular City Council Meeting MEETING NOTES CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS / Meridian City Council Meeting DATE: ITEM NUMBER: 4C PROJECT NUMBER: ITEM TITLE: Acceptance Agreement for Display of Artwork by William Gardoski in Initial Point Gallery MEETING NOTES CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS /0/(3 3 0n R' "a\ 40 She re e Co � aSk ACCEPTANCE AGREEMENT: DISPLAY OF ARTWORK IN INITIAL POINT GALLERY, MERIDIAN CITY HALL This ACCEPTANCE AGREEMENT: DISPLAY OF ARTWORK IN INITIAL POINT GALLERY, MERIDIAN CITY HALL ("Agreement") is made this JQ_ day of _cz%be>t —, 2010 ("Effective Date"), by and between the City of Meridian, a municipal corporation organized under the laws of the State of Idaho ("City"), and William Gardoski, an individual person whose address is 1620 E. 2 %z Street, Meridian, Idaho 83642 ("Artist"). (City and Artist may hereinafter be collectively referred to as "Parties.") WHEREAS, the City desires that public art will be a component of Meridian City Hall and to that end, the Meridian Arts Commission issued the Call to Artists attached hereto as Exhibit A, seeking proposals for the display of artwork in Initial Point Gallery, an art gallery on the third floor of Meridian City Hall, the address of which is 33 E. Broadway Ave., Meridian, Idaho ("Initial Point Gallery"); WHEREAS, in response to the Call to Artists, Artist did submit a proposal, comprised of the materials attached hereto as Exhibit B ("Proposal"), for the display of artwork in Initial Point Gallery; WHEREAS, on December 3, 2009, the Meridian Arts Commission ("Commission") reviewed the responses to the Call to Artists, selected Artist's work for display based on the Proposal, and recommended to the Meridian City Council that Artist's artwork, as depicted in the Proposal, be displayed in Initial Point Gallery; WHEREAS, at its regular meeting on January 19, 2010, the Meridian City Council adopted such recommendation and directed the Commission to work with Artist to establish a display of Artist's artwork in Initial Point Gallery; and WHEREAS, the Parties acknowledge that Meridian City Hall is primarily a place of public business, that Initial Point Gallery is a public place, and that while the City seeks to encourage artistic expression and public dialogue, the City must simultaneously ensure that Meridian City Hall is a place where citizens, employees, and visitors of diverse ages and perspectives feel welcome and comfortable; NOW, THEREFORE, for good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged and agreed, and in consideration of the mutual promises and covenants herein contained, the Parties agree as follows: I. SCOPE OF SERVICES. Artist shall personally deliver to Initial Point Gallery, on October 8, 2010, at 9:00 a.m., or at such time and date as is mutually agreed-upon by the Artist and the Gallery Curator, approximately twelve to fifteen (12-15) framed paintings, which pieces shall substantially conform to the description of such artwork set forth in Exhibit B hereto. Artist shall be responsible for hanging such artwork on October 1, 2010 at the direction of the Gallery Curator; shall allow the display of such work in Initial Point Gallery from October 8, 2010 to November 5, 2010 in accordance with sem, the terms of this Agreement; and shall be responsible for removal of such artwork on November 5, 2010, at 9:00 a.m., or at such time and date as is mutually agreed upon by the Artist and the Gallery Curator. ACCEPTANCE AGREEMENT INITIAL POINT GALLERY DISPLAY PAGE 1 of 6 II. COMPENSATION AND SALE OF ARTWORK. A. No compensation. Artist shall display his artwork in Initial Point Gallery at the pleasure of the Meridian City Council. City shall not provide compensation to Artist for services, work, and/or any activity undertaken pursuant to or related to this Agreement. B. Sale of artwork. Artist may, at the direction of and in the manner established by the Gallery Curator, passively offer the artwork on display in Initial Point Gallery for sale. No price shall be displayed on or be proximate to any piece on display in Initial Point Gallery. City personnel shall not facilitate in any way the sale of Artist's work; any transaction related to the sale of artwork shall be handled solely by Artist. Artist acknowledges the Commission's request that Artist voluntarily donate to the Commission twenty percent (20%) of proceeds from any artwork sold due to its display in Initial Point Gallery. Upon the sale of a piece of artwork on display in Initial Point Gallery, Artist may remove such artwork from the Gallery, provided that Artist replaces the removed piece with another piece of artwork within twenty-four (24) hours of such removal. Artist shall coordinate the removal, replacement, and/or substitution of any and all artwork with the Gallery Curator prior to such activity. III. TIME OF PERFORMANCE. Artist shall provide services described in this Agreement in a timely manner, as described herein. ,...,� Artist acknowledges and agrees that time is strictly of the essence with respect to this Agreement, and that the failure to timely perform any of the obligations hereunder shall constitute a default of this Agreement. IV. INSTALLATION. A. Coordination with Curator. Prior to the installation, removal, replacement, and/or substitution of the display in Initial Point Gallery or any portion or component thereof, Artist shall coordinate any and all such activity with the Gallery Curator. B. Inspection of display. Prior to or after installation, the Gallery Curator and/or the City may inspect and/or review the artwork proposed by Artist for display in Initial Point Gallery to ensure compliance with all criteria set forth in the Call to Artists attached hereto as Exhibit A, and the Application and Acknowledgements Form attached hereto as Exhibit C, as well as to ensure that such artwork may be safely and appropriately displayed in Initial Point Gallery. If the Gallery Curator or the City concludes that the display or any portion or component thereof does not meet the criteria set forth in Exhibits A and C, does not reflect artwork as described and depicted in the Proposal set forth in Exhibit B, or cannot be safely and/or appropriately displayed in Initial Point Gallery, the Gallery Curator or the City may require the immediate removal of such artwork from Initial Point Gallery. Further, the Gallery Curator or the City may require the immediate removal of such artwork from Initial Point Gallery where such removal serves the best interest of the City. ACCEPTANCE AGREEMENT INITIAL POINT GALLERY DISPLAY PAGE 2 of 6 V. DISPLAY. A. Original artwork. Artist warrants that any and all artwork provided by Artist for display in Initial Point Gallery shall be, and is, original work conceived and created by Artist. B. Photographs of artwork. City may photograph the artwork displayed in Initial Point Gallery, as City may desire for purposes of advertising, marketing, and public information. Where practicable and to the extent of City's authority, Artist shall be acknowledged on each such photograph to be the creator of the original subject thereof, provided that photographic reproductions of artwork shall not be identified as or represented to be the finished artwork. C. Use of Artist's name. Artist hereby conveys to City permission to use Artist's name for purposes of advertising, marketing, and public information, without violation of Artist's rights of privacy or any other rights Artist may possess under this Agreement, provided that City shall not use Artist's logo, if any, for any purpose without the express, written permission of Artist. D. Use of City's name. City hereby conveys to Artist permission to use City's name for purposes of advertising, marketing, and public information, without violation of City's rights of privacy or any other rights City may possess under this Agreement, provided that Artist shall not use City's logo for any purpose without the express, written permission of the Mayor's Executive Assistant. E. Removal of artwork by City. City shall have the right to remove Artist's artwork from public display at any time and for any reason. Such removal may be temporary or permanent in nature. Where such artwork is or is intended to be removed from public display for longer than forty-eight (48) hours, City shall notify Artist in the manner set forth herein. While it is intended that Artist's artwork will be displayed in Initial Point Gallery for the period set forth herein, this period may be shortened by City for any reason, without notice to the Artist. F. Removal of artwork by Artist. Artist shall coordinate with the Gallery Curator the removal, replacement, and/or substitution of any and all artwork prior to such activity, whether such activity is necessary due to the sale of a piece or for any other reason. G. Simultaneous display. City may elect to display the work of more than one Artist or Organization in Initial Point Gallery at any time, at the City's sole discretion. The manner and arrangement of the display(s) in Initial Point Gallery shall be determined by the Gallery Curator. VI. INDEMNIFICATION. WAIVER, AND INSURANCE. A. Indemnification. Artist shall, and hereby does, indemnify, save, and hold harmless the City and any and all of its employees, agents, volunteers, and/or elected officials from any and all losses, claims, and judgments for damages or injury to persons or property, and from any and all losses and expenses caused or incurred by Artist, his servants, agents, employees, guests, r"*N and/or business invitees. ACCEPTANCE AGREEMENT INITIAL POINT GALLERY DISPLAY PAGE 3 of 6 B. Waiver. Artist shall, and hereby does, waive any and all claims and recourse against City, including the right of contribution for loss and damage to persons or property arising from, growing out of, or in any way connected with or incident to Artist's performance of this Agreement, whether such loss or damage may be attributable to known or unknown conditions, except for liability arising out of the tortious conduct of City or its officers, agents or employees. C. Insurance is Artist's responsibility. City shall not provide insurance to cover loss, theft, or damage of artwork displayed in Initial Point Gallery or to cover any activity undertaken by Artist in the furtherance of Artists' rights or obligations described herein. Insurance of the artwork; of the Artist's person, property, or interests; and/or of the Artist's employees or agents shall be the sole responsibility of Artist. Artist shall obtain all necessary insurance as may be required in order to protect Artist's insurable interests for its rights and obligations described within this Agreement, including, but not limited to, liability insurance, automobile insurance, worker's compensation insurance, and/or insurance of the artwork to be displayed in Initial Point Gallery. Artist shall bear any and all risks of, and actual, loss of, theft of, and/or damage to the artwork prepared for, transported to, transported from, installed or hung in, and/or displayed in Initial Point Gallery. VII. TERMINATION. A. Termination for cause. If City determines that Artist has failed to comply with any term or condition of this Agreement, violated any of the covenants, agreements, and/or stipulations of this Agreement, falsified any record or document required to be prepared under this Agreement, engaged in fraud, dishonesty, or any other act of misconduct in the performance of this Agreement; or if either Party willfully or negligently defaults in, or fails to fulfill, its material obligations under this Agreement; the other Party shall have the right to terminate the Agreement by giving written notice to the defaulting party of its intent to terminate, and shall specify the grounds for termination. The defaulting party shall have twenty-four (24) hours after receipt of such notice to cure the default. If the default is not cured within such period, this Agreement shall be terminated upon mailing of written notice of such termination by the terminating party. B. Termination without cause. City may immediately terminate this Agreement for any reason at any time without prior notice to Artist. C. Termination upon death or incapacity of Artist. This Agreement shall automatically terminate upon the death or incapacity of Artist. D. Non -waiver. A waiver of any breach or default of any provision of this Agreement shall not be construed as a waiver of a breach of the same or any other provision hereof. ACCEPTANCE AGREEMENT INITIAL POINT GALLERY DISPLAY PAGE 4 of 6 VIII. GENERAL PROVISIONS. A. Relationship of Parties. It is the express intention of Parties that Artist is an independent party and not an employee, agent, joint venturer, or partner of City. Nothing in this Agreement shall be interpreted or construed as creating or establishing the relationship of employer and employee between Artist and City or between Artist and any official, agent, or employee of City. Both parties acknowledge that Artist is not an employee of City. Artist shall retain the right to perform services for others during the term of this Agreement. B. Compliance with law. Throughout the course of this Agreement, Artist shall comply with any and all applicable federal, state, and local laws. C. Non -Discrimination. In fulfilling or exercising any right or obligation under this Agreement, Artist shall not discriminate against any person as to race, creed, religion, sex, age, national origin, sexual orientation or any physical, mental, or sensory disability. D. Entire agreement. This Agreement constitutes the entire understanding between the Parties. This Agreement supersedes any and all statements, promises, or inducements made by either party, or agents of either party, whether oral or written, and whether previous to the execution hereof or contemporaneous herewith. The terms of this Agreement may not be enlarged, modified or altered except upon written agreement signed by both parties hereto. E. Agreement governed by Idaho law. The laws of the State of Idaho shall govern the validity, interpretation, performance and enforcement of this Agreement. Venue shall be in the courts of Ada County, Idaho. F. Cumulative rights and remedies. All rights and remedies herein enumerated shall be cumulative and none shall exclude any other right or remedy allowed by law. Likewise, the exercise of any remedy provided for herein or allowed by law shall not be to the exclusion of any other remedy. G. Severability. If any provision of this Agreement is found by a court of competent jurisdiction to be illegal, invalid, or unenforceable, the remainder of this Agreement shall not be affected. H. Successors and assigns. Artist shall not subcontract or assign any of Artist's obligations under this Agreement that require or that may require his artistic talent or expertise. Artist may subcontract or assign obligations that do not require his artistic talent or expertise. All of the terms, provisions, covenants and conditions of this Agreement shall inure to the benefit of, and shall be binding upon, each party and their successors, assigns, legal representatives, heirs, executors, and administrators. I. Notice. Any and all notice required to be provided by the Parties hereto, unless otherwise stated in this Agreement, shall be in writing and shall be deemed communicated upon mailing by United States Mail, addressed as follows: ACCEPTANCE AGREEMENT INITIAL POINT GALLERY DISPLAY PAGE 5 of 6 mm - William Gardoski 1620 E 2 A Street Meridian, Idaho 83642 (208) 887-3768 wski45@msn.com GgU= Curator: Dwight Williams Meridian Arts Commission 33 E. Broadway Ave. Meridian, Idaho 83642 (208) 887-6473 dwightpaints@gmail.com QW. Emily Kane, Deputy City Attorney City of Meridian 33 E. Broadway Ave. Meridian, Idaho 83642 (208) 898-5506 ekane@meridiancity.org Any party may change its respective address for the purpose of this paragraph by giving written notice of such change in the manner herein provided J. City Council approval required. The validity of this Agreement shall be expressly conditioned upon City Council action approving the Agreement. Execution of this Agreement by the persons referenced below prior to such ratification or approval shall not be construed as proof of validity in the absence of Meridian City Council approval. IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the / Sf day of October, 2010. ARTIST: William Gardoski STATE OF IDAHO ) ss: County of ) I HEREBY CERTIFY that on this i S+day of_bo/y&r2010, before the undersigned, a Notary Public in the State ofldaho, personally appeared Witllvn GardosK 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 this&e tiN 0 E • certificate first above written. Notary Publicjor Idaho Residing atp �T, I 0 M Commission Ex ices: X30 Ii CITY OF MERIDIAN: BY: Tadinty de W yor �ME/�jO/q,,,/'`, Attest: ` Jaycee H an, City Clerk _ SEAL AccBtrrANcE AQRwmwq r .�� 0 INMAL POWT GALLERY DISPLAY �'i 9Q T is',. 0011 ,4/111111111 1%1\\ Y ,OT.4Alo� PACE 6 of 6 Exhibit A Meridian 1 Commission Call for Artists: 2010 INITIAL POINT GALLERY SERIES OVERVIEW: The Meridian Arts Commission (MAC) seeks proposals for the 2010 Initial Point Gallery Series, a series of one-month exhibitions in Initial Point Gallery. Initial Point Gallery is located on the third floor of Meridian City Hall (33 E. Broadway Avenue, Meridian, Idaho), and is open to the public during City working hours. Initial Point Gallery provides 120 feet of total wall space -60 feet on either side of a generous space; featured artists or organizations must be prepared to fill all or half of the gallery with their works. MAC requests that artists voluntarily donate to MAC 20% of proceeds from works sold due to their display in Initial Point Gallery. ELIGIBILITY: The 2010 Initial Point Gallery Series is to be comprised of professional -quality, ready -to -hang, two-dimensional, original art that is conceived and created by artists who live or work in Idaho's Treasure Valley. Artwork on paper must be under glass or acrylic. No piece will be displayed which: cannot be safely hung using the gallery's system; requires unusual maintenance, handling, or security; or is disruptive or likely to offend the sensibilities of the general public. Each piece to be displayed will be evaluated for its compliance with these general requirements. Selected artists or organizations will be asked to enter into an Acceptance Agreement with the City setting forth specific conditions of display. Please note that applicants whose proposals are accepted for exhibition may re -apply every other year. PROPOSAL REQUIREMENTS: Artists or organizations wishing to display work in the 2010 Initial Point Gallery Series must provide the following materials and information to MAC in order to be considered for selection. y Completed, signed Application 8 Acknowledgements form; Biography of the artist or informational statement regarding organization; Letter of intent; Five (5) digital images representational of the works proposed for display, on a CD (for organizations, please ensure that each image is of a different artist's work); and $35 gallery maintenance fee (nonrefundable). Details and forms are available at the City's website, http://www.merldianclty.org or by a -mail request to macomeridiancity.org. Materials submitted for consideration cannot be returned. DEADLINE; All proposals must be received by MAC by 5:00 p.m. on Friday, November 20, 2009. SELECTION PROCESS: The selection of art for the 2010 Initial Point Gallery Series will be made by MAC. MAC will notify a selected artist or organization that their work has been chosen for display in Initial Point Gallery by letter sent U.S. Mail. in reviewing eligible proposals or portfolios, the following factors will be considered: • Quality of work; Appropriateness of subject and concept for a functioning government workplace; • Consistency with City policy and community values; and • Contribution to aesthetic and cultural atmosphere of Meridian City Hall. RESOURCES PROVIDED UPON SELECTION: The City of Meridian will provide selected artists/organizations with the following resources: • Skilled, experienced volunteers to assist with hanging and taking down each piece of artwork; • Track system for hanging art, using wires that are attached to hooks; • Space for artist information and/or an information board; and • Publicity of the exhibit through local media and other informational forums. .CONTACT MAC: By mail: Meridian Arts Commission Attn: 2010 Initial Point Gallery Series 33 East Broadway Avenue Meridian ID 83642 By a -mail: mac@meridiancity.org Exhibit B r-� Meridian Commission Application Et Acknowledgments: 2010 INITIAL POINT GALLERY SERIES ARTIST/ORGANIZER CONTACT INFORMATION: Check one: 0I am submitting this form as an individual artist. O I am submitting this form on behalf of an organization. Artist/Org. Name: !A, h;Yj. 4 !z a. -do rk ; Organizer name: E-mail address: Mailing Address: Physical Address: Phone numbers: APPLICATION OVERVIEW: Check one: Oil/we propose to fill one half of Initial Point Gallery with artwork. 0 I/we propose to fill the entire Initial Point Gallery with artwork. Number of pieces: /;L r /s' Average size of pieces: a 6 x 12 i &�r- APPLICATION MATERIALS: IYCompteted, signed Application R Acknowledgements Form I, Biography of artist or informational statement regarding organization, no longer than one 8Ys x 11" page; e A letter of intent, describing: Artist/Organization's vision for and/or theme of the primed display, • Number, dimensions, prices, and medium or media utilized in the works to be displayed; • Any publicity that the Artist/Organization plans to undertake if selected; and/or • Any atypical issues or challenges regarding hanging or display of the works proposed for display. 1 Up to five digital images representational of the artist's/organization's work on a CD, resolution of 300 dpi at a minimum size of 5x7', in .jpg format. Please name each image file with artist's last name or organization name and the title of the work (e.g.: name.title. jpg). Materials submitted will not be returned. Damaged or non- compliant CDs and/or images will not be considered. Images will not be accepted via e-mail. I $35 gallery maintenance fee, check made payable to the Meridian Arts Commission. This fee is nonrefundable. HANGING INFORMATION: Initial Point Gallery is equipped with a track system for hanging exhibits. Artwork displayed in the gallery will be hung from cables using hooks, and therefore must be equipped with one D ring on the back of the frame, or two D rings on the side rails on the back of the frame, as illustrated below. Wires or eyehooks may not be used for hanging, and clip frames are not allowed. The D -rings should be approximately a quarter of the distance of the total frame height from the top fo the frame, in order to avoid slanting away from the wall. Appuu 1oN AND AcKmowLEDGEmENTs - 2010 INMAL PoiNT GAu ERY SERIES PAGE 1 OF 2 TBE ARTIST Bill Gardoski was born in 1945. and lives with his wife of 33 years in Meridian Idaho. Art has been an important part of his life since he was old' enough to hold a pencil, but until a.di ling medical problem in 1992 that resulted in the amputation of a leg, the . world of art'was sidelined for the reality: of earning a living.. He turned. down a chance in 1965 to attend the prestigious Art Center School of Automotive Design in LA. He now paints fulltiimc. . Bill has worked as an Auto Body Repairman, Policeman; Long Haul Truck Driver,'and served six years. in the US Arany; :dischargedas Staff Sgt: Entirely self taught, he uses oil on canvas ekelusively, utilizing only eleven colors, miring all. other colors from these. . Bill's work would be better described as."yllustration.with oils" as. opposed to "oil painting". With photo realism. being his final goal.. Working usually in the middle -of the night, most of hiswork deals with mechanical . subjects' of some kind, as he puts. it "the great machines man has Ynade" focused mostly on Railroad, Aviation,`Automotive and M Trine arts although Old Barris, Lighthouses* and aLandscape can be found lurking in his stu *.&Realism . d'macliines are his primary interest is art: Being reasonably priced; most painpngs are sold within a short time of completion, and , some even before being;finished. His work is showcased in Schrader's. Railroad :Catalog,; Historic Rails. Catalog;, and online . Y . , at'A,-Trains:com. . A large ;percentage of his art is commissionworn lits :original paintings. and prints are ' ' sought a1%;world wide;,:.and his. railroad :prints aide' in every country on the globe; In 2000 the. Western Idaho Fair purchased loris painting of file Boise Depot, slid his work has earned•many fust place esti peoples choice awards: et fans `and exhibitions:: `: He has comntnisspn .work hanging at tfie CaldwelY Depot; as well as the. Meridian Library; : . and iigi:almost ah' -the states iii tlus'.courrtry. Bill is a juried:member. of "'Tile American Soci of Aviation Artists" and tort 2004 Aviation work depictiag:F-4 Phantoms &om: The USS Coral Sea was Jutted tato the exlu'bit,at'the .Naval Aviation Musseum. in PensAW14-Florida as' one.of 50 painting :chosen to.hang there. for a year; and has° just finished lus,fiist iniaiional commission for a Gentleman in'Swederi:< Bill's work is no t "cranked. out" for money; as the paintings will take from weeks :to months tofinish, they are done wlen he is totally: satisfied with them, in details, colors,... and tecliiiical com�eciness: My goal inmy art is to make people aware of the beauty and power of the' inventions, vehicles and devices man has xnade to bring us Exhibit C i"r% ACKNOWLEDGMENTS: I, Elia a ..►�cLa hereby acknowledge the following stipulations and agree that if my/my organization's art work is selected for display at Initial Point Gallery, such display shall occur subject to these general terms and conditions, as well as subject to other specific terms and conditions that shall be set forth in a separate, written Acceptance Agreement between myself and the City of Meridian. I specifically acknowledge that: +'J A. Before my work wilt be displayed in Initial Point Gallery, I will be required to enter into an Acceptance " Agreement with the City of Meridian establishing the specific terms and conditions of the display of the particular works displayed. B. If my work is selected for display in Initial Point Gallery, the City of Meridian and its agents will " exercise professional care in handling and securing all artwork displayed in Initial Point Gallery, but cannot and will not assume liability for any loss or damage. C. Any insurance of the art work displayed in Initial Point Gallery shalt be the sole responsibility of the artist. The City of Meridian shall not provide insurance to cover loss, theft, or damage of artwork in Initial Point Gallery. WD. WD. While art work displayed in Initial Point Gallery may be passively offered for sale by means of an Informational table, board, or handout as provided or allowed by the City of Meridian, no piece displayed in Initial Point Gallery may have a visible price tag. itE. While it is intended that each exhibit in Initial Point Gallery will be displayed for a one- to two-month period, this period may be shortened by the City of Meridian for any reason, without notice to the artist or organization. 9� F. The City may display the work of more than one artist or organization in initial Point Gallery at any time, at the City's sole discretion. G. Art work submitted for display in Initial Point Gallery must be original works conceived and created by the artist (or by artist members of the organization) submitting this application. AH. Meridian City Hall is primarily a place of public business and Initial Point Gallery is a public place. The City seeks to encourage artistic expression and public dialogue, but must simultaneously ensure that City Hall is a place where citizens, employees, and visitors of diverse ages and perspectives feel welcome and comfortable. To this end, only artists and art work meeting the eligibility standards described in the Call, for Artists and following the terns set forth in the Acceptance Agreement shall be displayed in Initial Point Gallery. I do acknowledge and understand each and all of the foregoing stipulations and do agree to these general terms and conditions. Signature: '-+ Print name: �i V I r 4wL*1 42 40L d a s 6l, j Date: To propose an exhibition in Initial Point Gallery, please submit this form, completed in full, with the required materials and fee, via U.S. mail, to: Meridian Arts Commission Attn: Initial Point Gallery 33 East Broadway Avenue Meridian ID 83642 Thank you for your intiRresti APPUCATION AND AcKNowLEDGEmem - 2010 INMAL PoiNT GALLERY SERIFS PAGE 2 of 2 Meridian City Council Meeting DATE: ITEM NUMBER: 4D PROJECT NUMBER: ITEM TITLE: Acceptance Agreement for Display of Artwork of Jerry Kencke in Initial Point Gallery MEETING NOTES CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS 3 6�--I Q) ,,ckf C- ma 1 d - 91-1 w \\I \ ams [,Pe-(- PAIC (,p ACCEPTANCE AGREEMENT: e_N% DISPLAY OF ARTWORK IN INITIAL POINT GALLERY, MERIDIAN CITY HALL r1 This ACCEPTANCE AGREEMENT: DISPLAY OF ARTWORK IN INITIAL POINT GALLERY, MERIDIAN CITY HALL ("Agreement") is made this Irday of QGftlo-Cr , 2010 ("Effective Date"), by and between the City of Meridian, a municipal corporation organized under the laws of the State of Idaho ("City"), and Jerry Kencke, an individual person whose address is 675 N. 8th East, Mountain Home, ID 83647 ("Artist"). (City and Artist may hereinafter be collectively referred to as "Parties.") WHEREAS, the City desires that public art will be a component of Meridian City Hall and to that end, the Meridian Arts Commission issued the Call to Artists attached hereto as Exhibit A, seeking proposals for the display of artwork in Initial Point Gallery, an art gallery on the third floor of Meridian City Hall, the address of which is 33 E. Broadway Ave., Meridian, Idaho ("Initial Point Gallery"); WHEREAS, in response to the Call to Artists, Artist did submit a proposal, comprised of the materials attached hereto as Exhibit B ("Proposal"), for the display of artwork in Initial Point Gallery; WHEREAS, on December 3, 2009, the Meridian Arts Commission ("Commission") reviewed the responses to the Call to Artists, selected Artist's work for display based on the Proposal, and recommended to the Meridian City Council that Artist's artwork, as depicted in the Proposal, be displayed in Initial Point Gallery; WHEREAS, at its regular meeting on January 19, 2010, the Meridian City Council adopted such recommendation and directed the Commission to work with Artist to establish a display of Artist's artwork in Initial Point Gallery; and WHEREAS, the Parties acknowledge that Meridian City Hall is primarily a place of public business, that Initial Point Gallery is a public place, and that while the City seeks to encourage artistic expression and public dialogue, the City must simultaneously ensure that Meridian City Hall is a place where citizens, employees, and visitors of diverse ages and perspectives feel welcome and comfortable; NOW, THEREFORE, for good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged and agreed, and in consideration of the mutual promises and covenants herein contained, the Parties agree as follows: I. SCOPE OF SERVICES. Artist shall personally deliver to Initial Point Gallery, on October 8, 2010, at 9:00 a.m., or at such time and date as is mutually agreed-upon by the Artist and the Gallery Curator, approximately twenty (20) framed photographs, which pieces shall substantially conform to the description of such artwork set forth in Exhibit B hereto. Artist shall be responsible for hanging such artwork on October 8, 2010 at the direction of the Gallery Curator; shall allow the display of such work in Initial Point Gallery from October 8, 2010 to November 5, 2010 in accordance with the terms of 1101` this Agreement; and shall be responsible for removal of such artwork on November 5, 2010, at 9:00 a.m., or at such time and date as is mutually agreed upon by the Artist and the Gallery Curator. ACCEPTANCE AGREEMENT INITIAL POINT GALLERY DISPLAY PAGE I of 6 II. COMPENSATION AND SALE OF ARTWORK. A. No compensation. Artist shall display his artwork in Initial Point Gallery at the pleasure of the Meridian City Council. City shall not provide compensation to Artist for services, work, and/or any activity undertaken pursuant to or related to this Agreement. B. Sale of artwork. Artist may, at the direction of and in the manner established by the Gallery Curator, passively offer the artwork on display in Initial Point Gallery for sale. No price shall be displayed on or be proximate to any piece on display in Initial Point Gallery. City personnel shall not facilitate in any way the sale of Artist's work; any transaction related to the sale of artwork shall be handled solely by Artist. Artist acknowledges the Commission's request that Artist voluntarily donate to the Commission twenty percent (20%) of proceeds from any artwork sold due to its display in Initial Point Gallery. Upon the sale of a piece of artwork on display in Initial Point Gallery, Artist may remove such artwork from the Gallery, provided that Artist replaces the removed piece with another piece of artwork within twenty-four (24) hours of such removal. Artist shall coordinate the removal, replacement, and/or substitution of any and all artwork with the Gallery Curator prior to such activity. III. TIME OF PERFORMANCE. Artist shall provide services described in this Agreement in a timely manner, as described herein. Artist acknowledges and agrees that time is strictly of the essence with respect to this Agreement, and that the failure to timely perform any of the obligations hereunder shall constitute a default of this Agreement. IV. INSTALLATION. A. Coordination with Curator. Prior to the installation, removal, replacement, and/or substitution of the display in Initial Point Gallery or any portion or component thereof, Artist shall coordinate any and all such activity with the Gallery Curator. B. Inspection of display. Prior to or after installation, the Gallery Curator and/or the City may inspect and/or review the artwork proposed by Artist for display in Initial Point Gallery to ensure compliance with all criteria set forth in the Call to Artists attached hereto as Exhibit A, and the Application and Acknowledgements Form. attached hereto as Exhibit C, as well as to ensure that such artwork may be safely and appropriately displayed in Initial Point Gallery. If the Gallery Curator or the City concludes that the display or any portion or component thereof does not meet the criteria set forth in Exhibits A and C, does not reflect artwork as described and depicted in the Proposal set forth in Exhibit B, or cannot be safely and/or appropriately displayed in Initial Point Gallery, the Gallery Curator or the City may require the immediate removal of such artwork from Initial Point Gallery. Further, the Gallery Curator or the City may require the immediate removal of such artwork from Initial Point Gallery where such removal serves the best interest of the City. ACCEPTANCE AGREEMENT INrrIAL POINT GALLERY DISPLAY PAGE 2 of 6 V. DISPLAY. A. Original artwork. Artist warrants that any and all artwork provided by Artist for display in Initial Point Gallery shall be, and is, original work conceived and created by Artist. B. Photographs of artwork. City may photograph the artwork displayed in Initial Point Gallery, as City may desire for purposes of advertising, marketing, and public information. Where practicable and to the extent of City's authority, Artist shall be acknowledged on each such photograph to be the creator of the original subject thereof, provided that photographic reproductions of artwork shall not be identified as or represented to be the finished artwork. C. Use of Artist's name. Artist hereby conveys to City permission to use Artist's name for purposes of advertising, marketing, and public information, without violation of Artist's rights of privacy or any other rights Artist may possess under this Agreement, provided that City shall not use Artist's logo, if any, for any purpose without the express, written permission of Artist. D. Use of City's name. City hereby conveys to Artist permission to use City's name for purposes of advertising, marketing, and public information, without violation of City's rights of privacy or any other rights City may possess under this Agreement, provided that Artist shall not use City's logo for any purpose without the express, written permission of the Mayor's Executive Assistant. ,,."N E. Removal of artwork by City. City shall have the right to remove Artist's artwork from public display at any time and for any reason. Such removal may be temporary or permanent in nature. Where such artwork is or is intended to be removed from public display for longer than forty-eight (48) hours, City shall notify Artist in the manner set forth herein. While it is intended that Artist's artwork will be displayed in Initial Point Gallery for the period set forth herein, this period may be shortened by City for any reason, without notice to the Artist. F. Removal of artwork by Artist. Artist shall coordinate with the Gallery Curator the removal, replacement, and/or substitution of any and all artwork prior to such activity, whether such activity is necessary due to the sale of a piece or for any other reason. G. Simultaneous display. City may elect to display the work of more than one Artist or Organization in Initial Point Gallery at any time, at the City's sole discretion. The manner and arrangement of the display(s) in Initial Point Gallery shall be determined by the Gallery Curator. VI. INDEMNIFICATION, WAIVER, AND INSURANCE. A. Indemnification. Artist shall, and hereby does, indemnify, save, and hold harmless the City and any and all of its employees, agents, volunteers, and/or elected officials from any and all losses, claims, and judgments for damages or injury to persons or property, and from any and all losses and expenses caused or incurred by Artist, his servants, agents, employees, guests, and/or business invitees. ACCEPTANCE AGREEMENT INITIAL POINT GALLERY DISPLAY PAGE 3 of 6 B. Waiver. Artist shall, and hereby does, waive any and all claims and recourse against City, including the right of contribution for loss and damage to persons or property arising from, growing out of, or in any way connected with or incident to Artist's performance of this Agreement, whether such loss or damage may be attributable to known or unknown conditions, except for liability arising out of the tortious conduct of City or its officers, agents or employees. C. Insurance is Artist's responsibility. City shall not provide insurance to cover loss, theft, or damage of artwork displayed in Initial Point Gallery or to cover any activity undertaken by Artist in the furtherance of Artists' rights or obligations described herein. Insurance of the artwork; of the Artist's person, property, or interests; and/or of the Artist's employees or agents shall be the sole responsibility of Artist. Artist shall obtain all necessary insurance as may be required in order to protect Artist's insurable interests for its rights and obligations described within this Agreement, including, but not limited to, liability insurance, automobile insurance, worker's compensation insurance, and/or insurance of the artwork to be displayed in Initial Point Gallery. Artist shall bear any and all risks of, and actual, loss of, theft of, and/or damage to the artwork prepared for, transported to, transported from, installed or hung in, and/or displayed in Initial Point Gallery. VII. TERMINATION. A. Termination for cause. If City determines that Artist has failed to comply with any term or condition of this Agreement, violated any of the covenants, agreements, and/or stipulations of this Agreement, falsified any record or document required to be prepared under this Agreement, engaged in fraud, dishonesty, or any other act of misconduct in the performance of this Agreement; or if either Party willfully or negligently defaults in, or fails to fulfill, its material obligations under this Agreement; the other Party shall have the right to terminate the Agreement by giving written notice to the defaulting party of its intent to terminate, and shall specify the grounds for termination. The defaulting party shall have twenty-four (24) hours after receipt of such notice to cure the default. If the default is not cured within such period, this Agreement shall be terminated upon mailing of written notice of such termination by the terminating party. B. Termination without cause. City may immediately terminate this Agreement for any reason at any time without prior notice to Artist. C. Termination upon death or incapacity of Artist. This Agreement shall automatically terminate upon the death or incapacity of Artist. D. Non -waiver. A waiver of any breach or default of any provision of this Agreement shall not be construed as a waiver of a breach of the same or any other provision hereof. ACCEPTANCE AGREEMENT INITIAL POINT GALLERY DISPLAY PAGE 4 of 6 VIII. GENERAL PROVISIONS. A. Relationship of Parties. It is the express intention of Parties that Artist is an independent party and not an employee, agent, joint venturer, or partner of City. Nothing in this Agreement shall be interpreted or construed as creating or establishing the relationship of employer and employee between Artist and City or between Artist and any official, agent, or employee of City. Both parties acknowledge that Artist is not an employee of City. Artist shall retain the right to perform services for others during the term of this Agreement. B. Compliance with law. Throughout the course of this Agreement, Artist shall comply with any and all applicable federal, state, and local laws. C. Non -Discrimination. In fulfilling or exercising any right or obligation under this Agreement, Artist shall not discriminate against any person as to race, creed, religion, sex, age, national origin, sexual orientation or any physical, mental, or sensory disability. D. Entire Agreement. This Agreement constitutes the entire understanding between the Parties. This Agreement supersedes any and all statements, promises, or inducements made by either party, or agents of either party, whether oral or written, and whether previous to the execution hereof or contemporaneous herewith. The terms of this Agreement may not be enlarged, modified or altered except upon written agreement signed by both parties hereto. ,.� E. Agreement governed by Idaho law. The laws of the State of Idaho shall govern the validity, interpretation, performance and enforcement of this Agreement. Venue shall be in the courts of Ada County, Idaho. F. Cumulative rights and remedies. All rights and remedies herein enumerated shall be cumulative and none shall exclude any other right or remedy allowed by law. Likewise, the exercise of any remedy provided for herein or allowed by law shall not be to the exclusion of any other remedy. G. Severability. If any provision of this Agreement is found by a court of competent jurisdiction to be illegal, invalid, or unenforceable, the remainder of this Agreement shall not be affected. H. Successors and assigns. Artist shall not subcontract or assign any of Artist's obligations under this Agreement that require or that may require his artistic talent or expertise. Artist may subcontract or assign obligations that do not require his artistic talent or expertise. All of the terms, provisions, covenants and conditions of this Agreement shall inure to the benefit of, and shall be binding upon, each party and their successors, assigns, legal representatives, heirs, executors, and administrators. I. Notice. Any and all notice required to be provided by the Parties hereto, unless otherwise stated in this Agreement, shall be in writing and shall be deemed communicated upon mailing by United States Mail, addressed as follows: ACCEPTANCE AGREEMENT INITIAL POINT GALLERY DISPLAY PAGE 5 of 6 Artist: Jerry Kencke 675 N. 8h East Mountain Home, ID 83647 (208) 580-0026 jkencke@aol.com Gallery Curator: Dwight Williams Meridian Arts Commission 33 E. Broadway Ave. Meridian, Idaho 83642 (208) 887-6473 dwightpaints@gmail.com C Emily Kane, Deputy City Attorney City of Meridian 33 E. Broadway Ave. Meridian, Idaho 83642 (208) 898-5506 ekane@meridiancity.org Any party may change its respective address for the purpose of this paragraph by giving written notice of such change in the manner herein provided. J. City Council approval required. The validity of this Agreement shall be expressly conditioned upon City Council action approving the Agreement. Execution of this Agreement by the persons referenced below prior to such ratification or approval shall not be construed as proof of validity in the absence of Meridian City Council approval. IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the day of O(,Mb V' , 2010. ARTIST: ) ss: County of _Aaa- ) I HEREBY CERTIFY that on this 1 -Nay of 66106,er" , 2010, before the undersigned, a Notary Public in the State of Idaho, personally appeared Jerry Kencke, 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 L �� certificate first above written. IOTA*r o' blic for Idaho ? * N� es mg at S , IdahO Commission Expires: 26 zo AVD LIG CITY OF MERIDIAN: .g...��8 0 f,1) , BY: / tt�•LC.� Tammy de rd, Mayor ,..r.� Attest: "'L Jaycee H(Znan, City Clerk SEALZZ /,.. -I 1 ��� yQ G.ST 1ST . ,Q ��• ACCEPTANCE rnAi Potty I GALLERY DISPLAY �CDUNTY ' `�_\```` PAGE 6 of 6 IN Exhibit A 7 Meridian Commission Call for Artists: 2010 INITIAL POINT GALLERY SERIES OVERVIEW: The Meridian Arts Commission (MAC) seeks proposals for the 2010 Initial Point Gallery Series, a series of one-month exhibitions in Initial Point Gallery. Initial Point Gallery is located on the third floor of Meridian City Hall (33 E. Broadway Avenue, Meridian, Idaho), and is open to the public during City working hours. Initial Point Gallery provides 120 feet of total wall space -60 feet on either side of a generous space; featured artists or organizations must be prepared to fill all or half of the gallery with their works. MAC requests that artists voluntarily donate to MAC 20% of proceeds from works sold due to their display in Initial Point Gallery. ELIGIBILITY: The 2010 Initial Point Gallery Series is to be comprised of professional -quality, ready -to -hang, two-dimensional, original art that is conceived and created by artists who live or work in Idaho's Treasure Valley. Artwork on paper must be under glass or acrylic. No piece will be displayed which: cannot be safely hung using the gallery's system; requires unusual maintenance, handling, or security; or is disruptive or likely to offend the sensibilities of the general public. Each piece to be displayed will be evaluated for its compliance with these general requirements. Selected artists or organizations will be asked to enter into an Acceptance Agreement with the City setting forth specific conditions of display. Please note that applicants whose proposals are accepted for exhibition may re -apply every other year. PROPOSAL REQUIREMENTS: Artists or organizations wishing to display work in the 2010 Initial Point Gallery Series must provide the following materials and information to MAC in order to be considered for selection. • Completed, signed Application Et Acknowledgements form; Biography of the artist or informational statement regarding organization; Letter of intent; • Five (5) digital images representational of the works proposed for display, on a CD (for organizations, please ensure that each image is of a different artist's work); and • $35 gallery maintenance fee (nonrefundable). Details and forms are available at the City's website, http://www.meridiancity.org or by e-mail request to mac@meridiancity.org. Materials submitted for consideration cannot be returned. DEADLINE: All proposals must be received by MAC by 5:00 p.m. on Friday, November 20, 2009. SELECTION PROCESS: The selection of art for the 2010 Initial Point Gallery Series will be made by MAC. MAC will notify a selected artist or organization that their work has been chosen for display in Initial Point Gallery by letter sent U.S. Mail. In reviewing eligible proposals or portfolios, the following factors will be considered: • Quality of work; • Appropriateness of subject and concept for a functioning government workplace; • Consistency with City policy and community values; and • Contribution to aesthetic and cultural atmosphere of Meridian City Hall. RESOURCES PROVIDED UPON SELECTION: The City of Meridian will provide selected artists/ organizations with the following resources: • Skilled, experienced volunteers to assist with hanging and taking down each piece of artwork; • Track system for hanging art, using wires that are attached to hooks; • Space for artist information and/or an information board; and • Publicity of the exhibit through local media and other informational forums. '" ONTACT MAC: By mail: Meridian Arts Commission Attn: 2010 Initial Point Gallery Series 33 East Broadway Avenue Meridian ID 83642 By e-mail: mac@meridiancity.org Exhibit B Meridian Commission Application Et Acknowledgments: 2010 INITIAL POINT GALLERY SERIES ARTIST/ORGANIZER CONTACT INFORMATION: Check one: XX I am submitting this form as an individual artist. ❑ 1 am submitting this form on behalf of an organization. Artist/Org. Name: Jerry Kencke - Jerry Kencke Photography Drganizer name: Jerry Tt Lindy Kencke E-mail address: JKencke®aol.com Mailing Address: 675 N. 8 East Mountain Home ID 83647 Physical Address: Same .Phone -numbers: Day: 208-580,0026_ Evening: same .CeU: NIA APPLICATION OVERVIEW: Check one: ❑ I/we propose to fill one half of Initial Point Gallery with artwork. ❑ I/we propose to fill the entire Initial Point Gallery with artwork. XX We can do either half or the whole gallery space, depending on when. Number of pieces: 20-30 Average size of pieces: varies 16x-20 to24x36 to 30x40 -AP.P.UCAT ON -MATERIALS: X Completed, signed Application it Acknowledgements Form X Biography of artist or informational statement regarding organization, no longer than one 81/2 x 11"page; X A letter of intent, describing: • Artist/Organization's vision for and/or theme of the proposed display; • Number, dimensions, prices, and medium or media utilized in the works to be displayed; • Any publicity that the Artist/Organization plans to undertake if selected; and/or • Any atypical issues or challenges regarding hanging or display of the works proposed for display. X Up to five digital images representational of the artist's/organization's work on a CD, resolution of 300 dpi at a minimum size of 5x7", in . jpg format. Please name each image fite with artist's last name or organization name and the title of the work (e.g.: name.title. jpg). Materials submitted will not be returned. Damaged or non- compliant CDs and/or images will not be considered. Images will not be accepted via a -mail. X $35 gallery maintenance fee, check made payable to the Meridian Arts Commission. This fee is nonrefundable. HANGING INFORMATION: Initial Point Gallery is equipped with a track system for hanging exhibits. Artwork displayed in the gallery will be hung from cables using hooks, and therefore must be equipped with one D ring on the back of the frame, or two D rings on the side rails on the back of the frame, as illustrated below. Wires or eyehooks may not be used for hanging, and clip frames are not allowed. The D -rings should be approximately a quarter of the distance of the total frame height from the top of the frame, in order to avoid slanting away from the wall. APPI ICATnN ANn Ac..KNnWI FnrFAAFNTS - M10 WrnAI PniNT GAI I FRY SFRIFi PAGF 1 OF 7 ferry Kencke N Photography 675 N. 8th East Phone: (208) 580-0026 Mtn Home, ID 83647 Email: JKenckeaaol.com www,JerryKenckePhotography.com 19 October 2009 Meridian Arts Commission Attn: 2010 Initial Point Gallery Series 33 East Broadway Avenue Meridian ID 83642 REF: Letter of Intent for 2010 Initial Point Gallery Series Vision / Thgmg My love of Idaho and its rich history of western life are what I try to portray with my art. I would like to present a collection of work that reflects both our western roots and the tremendous variety of our land. My proposed title: IDAHO IS ... Old Time Western, Basque, Desert, & Mountains Art Work Description: I do fine art photography, ,and produce my images using archival. processes.. I consider presentation to be a critical component of my art. So I do my own matting and, framing, often making finely finished, hand-crafted -frames .from -old -woods 1 _have handsel d. a_anticipatexiisplaying.20 —:3.0 pieces, with sizes ranging from approximately 16x20 to 24x36 to 30x40. Pricing varies from $200 to $1,500 P blici : Email announcements and direct mail art postcards to clients Hanging 1 Displgy Issues: none. We have done.public displays of my work at both St Alphonsus and,. St Luke's' campuses. We. can hang either one-half or the whole gallery depending on when we display. I appreciate the significant planning and work you have done to make this offering available to the artist community. If selected, I would be honored to participate in the Initial Point Gallery. p' Sincerely, n Jerry Kencke - Photographer A lifelong resident of Idaho with summers spent roaming the hills of the South Fork of the Boise River, Jerry attended Boise schools, and graduated from Mountain Home High School. He majored in Botany at BSU when it was a two- year college. Being a practical person with a young family, Jerry became a master electrician. His skill and reputation earned him the respect and trust of the local fanning and ranching community. He understands the soul of this independent community and has watched as commercialism and crowding infringe on the beauty of nature and change forever the way of life for so many. His love of the outdoors sparked his interest, and for over 30 years he has used his camera to capture the fading life scenes he has come to cherish. Jerry's award-winning work has appeared in juried exhibitions throughout the Northwest and promoted conservation efforts. He has done commissioned work for the Mountain Home City Hall and Chamber of Commerce, Mountain Home Air Force Base, and regional businesses. His credits include first place in photography in the 2006 and 2005 Wallowa Valley Arts Festivals, the Commemorative Poster for the 2004 and 2002 Three Island Crossing and the Boise City Arts Commission's Public Art Collection. His work currently hangs in the Idaho State Governor's office. Jerry Kencke - Artist Statement I consider myself a "mid -road conservationist", seeking to preserve and conserve with my camera, portraying often -fading life scenes and the natural beauty of my surroundings. I work in 35 mm and medium format, creating images using only natural light. I have captured the dusty excitement of local rodeos, life of Basque sheepherders, nature's unexpected beauty in the lines, patterns and shadows of this rugged land, and the flowers that offset the harshness. I try to record the often fleeting essence of Nature's drama that exists in those brief moments of "perfect light" and present the beauty of western life around us, helping all of us to see its truth before it is gone. I also do my own custom matting and hand -craft my frames for a one -of -a -kind presentation that incorporates the framing as part of the art. Almost all of my finished and framed pieces are printed and matted with archival materials and U.V. protected glass. www.JerryKenckePhotography.com LA r� Ch =r CD CD a 0 3 (D 0 CD x co CL to (D� ,A,,,�,..,,,,,,,,.JerryKenckePhotography Exhibit C ACKNOWLEDGMENTS: Jerry Kencke , hereby acknowledge the following stipulations and agree that if my/my organization's art work is selected for display at Initial Point Gallery, such display shall occur subject to these general terms and conditions, as well as subject to other specific terms and conditions that shalt be set forth in a separate, written Acceptance Afire ment between myself and the City of Meridian. I specifically acknowledge that: A. Before my work will be displayed in Initial Point Gallery, I will be required to enter into an Acceptance Agreement with the City of Meridian establishing the specific terms and conditions of the display of the particular works displayed. B. if my work is selected for display in initial Point Gallery, the City of Meridian and its agents will exercise professional care in handling and securing all artwork displayed in Initial Point Gallery, but -cannot and -will-not assume tiarbility for any toss or damage. -C. Any insurance of the art work displayed in Initial Point Gallery shalt be the sole responsibility of the artist. The City of Meridian shall not provide insurance to cover loss, theft,' or damage of artwork displayed in Initial Point Gallery. D. While art work displayed in Initial Point Gallery may be passively offered for sale by means of an informational table, board, or handout as provided or allowed by the City of Meridian, no piece displayed in Initial Point Gallery may have a visible price tag. -E. -While it is intended that each exhibit in initial Point Gallery will be displayed for a one- to two-month period, this period may be shortened by the City of Meridian for any reason, without notice to the artist or organization. - F. The -City -may -display the -work-of Tam than -one -artist -or Organization In Initial -Point gallery at any time, at the City's sole discretion. G. Art work submitted for display in Initial Point Gallery must be original works conceived and created by the artist (or by artist members of the organization) submitting this application. H. Meridian City Hall is primarily a place of public business and Initial Point Gallery is a public place. The City .seeks to encourage artistic expression and public dialogue, but must simultaneously ensure that City Halt is a place where citizens, employees, and visitors of diverse ages.and perspectives feel welcome and comfortable. To this end, only artists and art work meeting the eligibility standards described in the Call for Artists and following the terms set forth in the Acceptance Agreement shall be displayed in Initial Point Gallery. 1 I do acknowledge and understand each and all of the foregoing stipulations and do agree to these general terms and conditions. /% i I Signature: Date: Print name: Jerry Kencke To propose an exhibitibii In initial Point Gallery, please submit this form, completed in full, with the required materials and fee, via U.S. mail, to: -Meridian Arts -Commission Attn: Initial Point Gallery 33 East Broadway Avenue Meridian ID 83642 Thank you for your interest! APPI I[ATIAN ANn Ar.KNnwI FnrFMFNTS - 7010 INITIAI PAINT GA1 I FRY SFRIFS PArF 7 nF 7 Meridian City Council Meeting DATE: ITEM NUMBER: 4E PROJECT NUMBER: ITEM TITLE: Personal Services Agreement Between Powerhouse Fitness, Inc. and the City of Meridian for Kettlebell Classes MEETING NOTES CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS 10-13 10.'L-� -1-0 3110-ee 60 4a Z - Com► t� � 9v� PERSONAL SERVICES AGREEMENT BETWEEN THE CITY OF MERIDIAN AND POWERHOUSE FITNESS, INC. THIS AGREEMENT, effective the day of October, 2010, 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 POWERHOUSE FITNESS, INC., 2025 E Kentucky Drive, Nampa, Idaho, 83686. 1. Scope of Services: POWERHOUSE FITNESS, INC., shall perform all services, and comply in all respects, as specified in the document titled "Scope of Services" a copy of which is attached hereto as Exhibit "A" and incorporated herein by this reference, together with any amendments that may be agreed to in writing by the parties. 2. Time of Performance: This agreement shall be effective from October 1, 2010, and shall expire no later than September 30, 2011 unless earlier terminated or extended. 3. Indemnification and Insurance: POWERHOUSE FITNESS, INC., 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 caused or incurred by POWERHOUSE FITNESS, INC., its servants, agents, employees, guests, and business invitees, and not caused by or arising out of the tortious conduct of CITY or its employees. POWERHOUSE FITNESS, INC. will provide services to the CITY and shall be liable for all acts of their employees while upon the premises of the CITY. The CITY will further indemnify POWERHOUSE FITNESS, INC., for any losses, claims, actions, or acts by the CITY, its agents or employees, taken in furtherance or related to the services received from POWERHOUSE FITNESS, INC. 4. Independent Contractor: In all matters pertaining to this agreement, POWERHOUSE FITNESS, INC. shall be acting as an independent contractor, and neither POWERHOUSE FITNESS, INC., nor any officer, employee or agent of POWERHOUSE FITNESS, INC. will be deemed an employee of CITY. The selection and designation of the personnel of the CITY in the performance of this agreement shall be made by the CITY. 5. Compensation: POWERHOUSE FITNESS, INC., shall be compensated for Kettle Bell Classes pursuant to and specified in attached Exhibit "A." For the purposes of contact for compliance with this Agreement POWERHOUSE FITNESS, INC. may deal exclusively with: Human Resources Director City of Meridian 33 E. Broadway Meridian, ID 83642 Personal Services Agreement — page I of 4 6. Method of Payment: POWERHOUSE FITNESS, INC. will be paid at the rate as specified in the Scope of Services as referenced in Article 1 above. POWERHOUSE FITNESS, INC. shall be responsible to provide an accounting of services provided. POWERHOUSE FITNESS, INC. will be paid within thirty days (30) of providing the City with an invoice. 7. Notices: Any and all notices required to be given by either of the parties hereto, unless otherwise stated in this agreement, shall be in writing and be deemed communicated when mailed in the United States mail, certified, return receipt requested, addressed as follows: City of Meridian POWERHOUSE FITNESS, INC. 33 E. Broadway Avenue Attn: Linda Cowan Meridian, Idaho 83642 2025 E Kentucky Dr Nampa, ID 83686 208-880-8457 Either party may change their address for the purpose of this paragraph by giving written notice of such change to the other in the manner herein provided. 8. Attorney Fees: Should any litigation be commenced between the parties hereto concerning this Agreement, the prevailing party shall be entitled, in addition to any other relief as may be granted, to court costs and reasonable attorneys' fees as determined by a Court of competent jurisdiction. This provision shall be deemed to be a separate contract between the parties and shall survive any default, termination or forfeiture of this Agreement. 9. Time is of the Essence: The parties hereto acknowledge and agree that time is strictly of the essence with respect to each and every term, condition and provision hereof, and that the failure to timely perform any of the obligations hereunder shall constitute a breach of, and a default under, this Agreement by the party so failing to perform. 10. Assignment: It is expressly agreed and understood by the parties hereto, that POWERHOUSE FITNESS, INC. shall not have the right to assign, transfer, hypothecate or sell any of its rights under this Agreement except upon the prior express written consent of CITY. 11. Discrimination Prohibited: In performing the Services required herein, POWERHOUSE FITNESS, INC. shall not discriminate against any person on the basis of race, color, religion, sex, national origin or ancestry, age or disability. 12. Reports and Information: At such times and in such forms as the CITY may require, there shall be furnished to the CITY such statements, records, reports, data and information as the CITY may request pertaining to matters covered by this Agreement. 111-�N 13. Audits and Inspections: At any time during normal business hours and as often as the CITY may deem necessary, there shall be made available to the CITY for examination all Personal Services Agreement — page 2 of 4 of POWERHOUSE FITNESS, INC.'S records with respect to all matters covered by this Agreement. POWERHOUSE FITNESS, INC. shall permit the CITY to audit, examine, and make excerpts or transcripts from such records and to make audits of all contracts, invoices, materials, payrolls, records of personnel, conditions of employment and other data relating to all matters covered by this Agreement. 14. Publication, Reproduction and Use of Material: The CITY shall have unrestricted authority to publish, disclose and otherwise use, in whole or in part, any reports, data or other materials prepared under this Agreement that are property of the CITY. POWERHOUSE FITNESS, INC. does use material prepared and copyrighted for their use in furtherance of this Agreement and contain proprietary information that derives separate individual economic value to POWERHOUSE FITNESS, INC. Those documents may not be reproduced without the express written consent of POWERHOUSE FITNESS, INC. Documents that are restricted by this condition must be clearly marked and identified by POWERHOUSE FITNESS, INC. to claim this exclusion. Said proprietary materials shall remain the property of POWERHOUSE FITNESS, INC. and utilization of such proprietary materials by the CITY outside of this Agreement or ongoing beyond the term of this Agreement would require a separate licensing agreement to be entered into by the parties. 15. Compliance with Laws: In performing the scope of services required hereunder, POWERHOUSE FITNESS, INC. shall comply with all applicable laws, ordinances, and codes of Federal, State, and local governments. 16. Changes: The CITY may, from time to time, request changes in the Scope of Services to be performed hereunder. Such changes, including any increase or decrease in the amount of POWERHOUSE FITNESS, INC.'S compensation, which are mutually agreed upon by and between the CITY and POWERHOUSE FITNESS, INC. shall be incorporated in written amendments to this Agreement. 17, Termination: For Cause: If, through any cause, POWERHOUSE FITNESS, INC., 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, the CITY may immediately terminate this agreement with notice to POWERHOUSE FITNESS, INC. An accounting pursuant to this agreement can then occur to assure that proper payments or credits are accomplished. Without Cause: 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 POWERHOUSE FITNESS, INC. of such termination and specifying the effective date thereof at least sixty (60) days before the effective date of such termination. POWERHOUSE FITNESS, INC. may also terminate this agreement at any time by giving at least sixty (60) days notice to CITY. Personal Services Agreement — page 3 of 4 In the event of any termination of this Agreement, all finished or unfinished documents, data, and reports prepared by POWERHOUSE FITNESS, INC. under this Agreement shall, at the option of the CITY, become its property, and POWERHOUSE FITNESS, INC. shall be entitled to receive just and equitable compensation for any work satisfactorily complete hereunder. Notwithstanding the above, POWERHOUSE FITNESS, INC. shall not be relieved of liability to the CITY for damages sustained by the CITY by virtue of any breach of this Agreement by POWERHOUSE FITNESS, INC., and the CITY may withhold any payments to POWERHOUSE FITNESS, INC. for the purposes of set-off until such time as the exact amount of damages due the CITY from POWERHOUSE FITNESS, INC. is determined. This provision shall survive the termination of this agreement and shall not relieve POWERHOUSE FITNESS, INC. of its liability to the CITY for damages. 18. Construction and Severability: If any.part of this Agreement is held to be invalid or unenforceable, such holding will not affect the validity or enforceability of any other part of this Agreement so long as the remainder of the Agreement is reasonably capable of completion. 19. 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. The parties also understand that POWERHOUSE FITNESS, INC. has existing Agreements with the CITY that are not incorporated under this Agreement. The CITY may contract with POWERHOUSE FITNESS, INC. to perform other functions not included in the Scope of Services of this Agreement. Any such contemporaneous agreements shall also be in writing and substantially similar to this Agreement. 20. 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. 21, Approval Required: This Agreement shall not become effective or binding until approved by the City of Meridian. CITY OF MERIDIAN POWERHOUSE FITNESS, INC. BY: BY: A 604 TAMM WEERD, MAKQlt0F­-, LINDA COWAN Attest: �_i_AA A -k-A.- J.o EAL L aycee olman, City Clerk $"' Personal Services Agreement — page 4 CbUNIN w��"��� EXHIBIT A Scope of Services Duties: Kettle Bell Class Instructor to perform duties two days per week, Mondays and Wednesdays 12:00pm-12:50pm, unless otherwise specified and mutually agreed upon by both parties. Kettle Bell Class Instructor to provide Kettle Bells. Kettle Bell Class Instructor duties to be performed on the 3rd Floor of Meridian City Hall in Room # 306 unless otherwise mutually agreed upon by both parties. Compensation: $7.35 per person per class. Instructor has the right to terminate class if student participation falls below 6 students/participants. Exhibit A Meridian City Council Meeting neTl=- ITEM NUMBER: 4F PROJECT NUMBER: ITEM TITLE: Personal Services Agreement between Kristy Swinney and the City of Meridian for Massage Therapist Services MEETING NOTES CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS OrkqAo S A rry PERSONAL SERVICES AGREEMENT BETWEEN THE CITY OF MERIDIAN AND KRISTY SWINNEY THIS AGREEMENT, effective the day of October, 2010, 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 KRISTY SWINNEY, 1517 Euclid Avenue, Boise, ID 83706. 1. Scope of Services: KRISTY SWINNEY shall perform all services, and comply in all respects, as specified in the document titled "Scope of Services" a copy of which is attached hereto as Exhibit "A" and incorporated herein by this reference, together with any amendments that may be agreed to in writing by the parties. 2. Time of Performance: This agreement shall be effective from October 1, 2010, and shall expire no later than September 30, 2011 unless earlier terminated or extended. 3. Indemnification and Insurance: KRISTY SWINNEY 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 caused or incurred by KRISTY SWINNEY, its servants, agents, employees, guests, and business invitees, and not caused by or arising out of the tortious conduct of CITY or its employees. KRISTY SWINNEY will provide services to the CITY and shall be liable for all acts of their employees while upon the premises of the CITY. The CITY will further indemnify KRISTY SWINNEY for any losses, claims, actions, or acts by the CITY, its agents or employees, taken in furtherance or related to the services received from KRISTY SWINNEY. 4. Independent Contractor: In all matters pertaining to this agreement, KRISTY SWINNEY shall be acting as an independent contractor, and neither KRISTY SWINNEY nor any officer, employee or agent of KRISTY SWINNEY will be deemed an employee of CITY. The selection and designation of the personnel of the CITY in the performance of this agreement shall be made by the CITY. 5. Compensation: KRISTY SWINNEY shall be compensated for Massage Therapist services pursuant to and specified in attached Exhibit "A." For the purposes of contact for compliance with this Agreement KRISTY SWINNEY may deal exclusively with: Human Resources Director City of Meridian 33 E. Broadway Meridian, ID 83642 6. Method of Payment: KRISTY SWINNEY will be paid at the rate as specified in the Scope of Services as referenced in Article 1 above KRISTY SWINNEY shall be Massage Therapist Personal Services Agreement — page 1 of 5 responsible to provide an accounting of services provided. KRISTY SWINNEY will be paid within thirty days (30) of providing the City with an invoice. 7. Notices: Any and all notices required to be given by either of the parties hereto, unless otherwise stated in this agreement, shall be in writing and be deemed communicated when mailed in the United States mail, certified, return receipt requested, addressed as follows: City of Meridian Kristy Swinney 33 E. Broadway Avenue 1517 Euclid Ave Meridian, Idaho 83642 Boise, ID 83706 Either party may change their address for the purpose of this paragraph by giving written notice of such change to the other in the manner herein provided. 8. Attorney Fees: Should any litigation be commenced between the parties hereto concerning this Agreement, the prevailing party shall be entitled, in addition to any other relief as may be granted, to court costs and reasonable attorneys' fees as determined by a Court of competent jurisdiction. This provision shall be deemed to be a separate contract between the parties and shall survive any default, termination or forfeiture of this Agreement. 9. Time is of the Essence: The parties hereto acknowledge and agree that time is strictly of the essence with respect to each and every term, condition and provision hereof, and that the failure to timely perform any of the obligations hereunder shall constitute a breach of, and a default under, this Agreement by the party so failing to perform. 10. Assignment: It is expressly agreed and understood by the parties hereto, that KRISTY SWINNEY shall not have the right to assign, transfer, hypothecate or sell any of its rights under this Agreement except upon the prior express written consent of CITY. 11. Discrimination Prohibited: In performing the Services required herein, KRISTY SWINNEY shall not discriminate against any person on the basis of race, color, religion, sex, national origin or ancestry, age or disability. 12. Reports and Information: At such times and in such forms as the CITY may require, there shall be furnished to the CITY such statements, records, reports, data and information as the CITY may request pertaining to matters covered by this Agreement. 13. Audits and Inspections: At any time during normal business hours and as often as the CITY may deem necessary, there shall be made available to the CITY for examination all of KRISTY SWINNEY'S records with respect to all matters covered by this Agreement. KRISTY SWINNEY shall permit the CITY to audit, examine, and make excerpts or transcripts from such records and to make audits of all contracts, Massage Therapist Personal Services Agreement — page 2 of 5 invoices, materials, payrolls, records of personnel, conditions of employment and other data relating to all matters covered by this Agreement. 14. Publication, Reproduction and Use of Material: The CITY shall have unrestricted authority to publish, disclose and otherwise use, in whole or in part, any reports, data or other materials prepared under this Agreement that are property of the CITY. KRISTY SWINNEY does use material prepared and copyrighted for their use in furtherance of this Agreement and contain proprietary information that derives separate individual economic value to KRISTY SWINNEY. Those documents may not be reproduced without the express written consent of KRISTY SWINNEY. Documents that are restricted by this condition must be clearly marked and identified by KRISTY SWINNEY to claim this exclusion. Said proprietary materials shall remain the property of KRISTY SWINNEY and utilization of such proprietary materials by the CITY outside of this Agreement or ongoing beyond the term of this Agreement would require a separate licensing agreement to be entered into by the parties. 15. Compliance with Laws: In performing the scope of services required hereunder, KRISTY SWINNEY shall comply with all applicable laws, ordinances, and codes of Federal, State, and local governments. 16. Changes: The CITY may, from time to time, request changes in the Scope of Services to be performed hereunder. Such changes, including any increase or decrease in the amount of KRISTY SWINNEY'S compensation, which are mutually agreed upon by and between the CITY and KRISTY SWINNEY, shall be incorporated in written amendments to this Agreement. 17. Termination: For Cause: If, through any cause, KRISTY SWINNEY, 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, the CITY may immediately terminate this agreement with notice to KRISTY SWINNEY. An accounting pursuant to this agreement can then occur to assure that proper payments or credits are accomplished. Without Cause: 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 KRISTY SWINNEY of such termination and specifying the effective date thereof at least sixty (60) days before the effective date of such termination. KRISTY SWINNEY may also terminate this agreement at any time by giving at least sixty (60) days notice to CITY. . In the event of any termination of this Agreement, all finished or unfinished documents, data, and reports prepared by KRISTY SWINNEY under this Agreement Massage Therapist Personal Services Agreement — page 3 of 5 shall, at the option of the CITY, become its property, and KRISTY SWINNEY shall be entitled to receive just and equitable compensation for any work satisfactorily complete hereunder. Notwithstanding the above, KRISTY SWINNEY shall not be relieved of liability to the CITY for damages sustained by the CITY by virtue of any breach of this Agreement by KRISTY SWINNEY, and the CITY may withhold any payments to KRISTY SWINNEY for the purposes of set-off until such time as the exact amount of damages due the CITY from KRISTY SWINNEY is determined. This provision shall survive the termination of this agreement and shall not relieve KRISTY SWINNEY of its liability to the CITY for damages. 18. Construction and Severability: If any part of this Agreement is held to be invalid or unenforceable, such holding will not affect the validity or enforceability of any other part of this Agreement so long as the remainder of the Agreement is reasonably capable of completion. 19. 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. The parties also understand that KRISTY SWINNEY has existing Agreements with the CITY that are ,--,, not incorporated under this Agreement. The CITY may contract with KRISTY SWINNEY to perform other functions not included in the Scope of Services of this Agreement. Any such contemporaneous agreements shall also be in writing and substantially similar to this Agreement. 20. 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. I,--, 21. Approval Required: This Agreement shall not become effective or binding until approved by the City of Meridian. CCTV OF MERIDIAN Massage Therapist Personal Services Agreeihtnt-_1M& 4 of 5 /—%-, EXHIBIT A Scope of Services Massage Therapist will perform duties one day per month with the option to add additional day if required, unless otherwise specified and mutually agreed upon by both parties Massage Therapist duties to be performed during the hours of 10:00 a.m. and 2:00 p.m., unless otherwise specified and mutually agreed upon by both parties Massage Therapist duties to be performed on the 3rd Floor of Meridian City Hall in the Human Resources Department, unless otherwise specified and mutually agreed upon by both parties. Compensation $12.00 per person for each 15 minute massage. Exhibit A Meridian City Council Meeting DATE: ITEM NUMBER: 4G PROJECT NUMBER: ITEM TITLE: Professional Services Agreement with Craig Hoyt for Mayor's Anti -Drug Coalition Website Design and Development. Services for a Not -to -Exceed Amount of $2,500.00 MEETING NOTES CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS Qrkq%yxai 4-o Slieree_ CO"ie-A +o c • HogliPi- er - ac( 4 PROFESSIONAL SERVICES AGREEMENT with CRAIG HOYT for WEBSITE DESIGN AND DEVELOPMENT SERVICES This PROFESSIONAL SERVICES AGREEMENT with CRAIG HOYT forBS DESIGN AND DEVELOPMENT SERVICES ("Agreement") is made this 11.+1 day o 10 ("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 ("MARC") and Craig Hoyt, an individual person whose address is 761 S. Tennyson Way, Boise, Idaho ("Contractor"). MADC and Contractor 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 Contractor to design and develop an MADC website that will promote organizational sustainability and accessibility; 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. Contractor shall design, develop, and deliver to MARC a complete, fully functional, attractive, organized, and interactive website that will promote MADC; provide information to the public regarding MADC's objectives, activities, meetings, accomplishments, and contact information; and provide resources for individuals and communities seeking to address substance abuse issues and effects. U. COMPENSATION. A. Total compensation. The total payment to Contractor for all services rendered hereunder shall be two thousand five hundred dollars ($2,500.00). This amount shall constitute full compensation for any and all services, costs, and expenses related to this Agreement. B. Method of payment. Contractor shall provide MADC with invoices for services and/or deliverables provided, which MARC 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 MARC to Contractor under the terms and conditions of this Agreement. Payment of all taxes and other assessments on such sums shall be the sole responsibility of Contractor. C. Payment schedule. Contractor shall be paid five hundred dollars ($500.00) upon Contractor's completion of each Phase as described below. PROFESSIONAL SERVICES AGREEMENT - CRAIG HOYT FOR MARC PAGE 1 of 6 III. TIME OF PERFORMANCE A. Phase 1. By 5:00 p.m. on Friday, June 4, 2010, Contractor shall complete the following tasks: 1. Design, layout and preparation 2. Review existing website 3. Review comparable websites 4. Design creative concepts 5. Design full sitemap 6. Design site pages and site features 7. Review graphic versions 8. Prepare final design B. Phase 2. By 5:00 p.m. on Friday, August 27, 2010, Contractor shall complete the following tasks: 1. Develop data and content 2. Gather, generate, and integrate content for information pages 3. Review content drafts 4. Finalize all website content 5. Integrate necessary user data into system 6. Complete programming of site functionality C. Phase 3. By 5:00 p.m. on Friday, September 10, 2010, Contractor shall complete the following tasks: 1. Quality Assurance Testing 2. Upload site files to web server 3. Compatibility testing 4. Fine tuning of website 5. Make website available to public D. Phase 4. By 5:00 p.m. on Wednesday, September 15, 2010, Contractor shall complete the following tasks: 1. Basic Site Optimization 2. Keyword research 3. Meta tag integration (titles, description, key words) E. Phase 5/final deadline. By 5:00 p.m. on Wednesday, September 15, 2010, Contractor shall complete all services and shall deliver to MADC all deliverables enumerated in Section I of this Agreement. This deadline may be changed only by written agreement of the Parties. F. Time of the essence. Contractor 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. PROFESSIONAL SERVICES AGREEMENT - CRAIG HOYT FOR MADC PAGE 2 Of 6 rte. 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 Contractor 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 designed and/or created by Contractor for MADC shall be the property of MADC upon delivery of same to MADC, and shall not be used by Contractor in any other project or context without written permission of MADC. B. Limited edition. Contractor warrants and represents that the design, text, and graphics created pursuant to this Agreement have never heretofore been used, created, published, or copied and that Contractor is the sole creator of such materials, their components, and the design and creation thereof, inclusive. C. Subcontracting or assignment of obligations. Contractor 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. Contractor 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. MARC to approve prior to distribution. Contractor shall obtain the approval of MADC prior to the release or distribution of any text, graphic, information, or other MADC website content. MARC shall timely provide review and, as appropriate, provide to Contractor MADC's approval or feedback regarding same prior to the release or distribution thereof. Following MADC's review and approval, Contractor shall not be held responsible for inaccurate information or content on MADC's website. V. INDEMNIFICATION, WAIVER. AND INSURANCE. A. Indemnification. Contractor 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 Contractor, its servants, agents, employees, guests, and/or business invitees while on MADC's and/or City's premises or while fulfilling Contractor's obligations under this Agreement. B. Waiver. Contractor 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 Contractor'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 - CRAIG HOYT FOR MARC PAGE 3 of 6 VI. TERMINATION AND COMPLAINT. A. Termination for cause. If either Party 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 Party shall have the right to terminate the Agreement by giving written notice to the defaulting party of its intent to terminate, and shall specify the grounds for termination. The defaulting party shall have 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 MARC. In the event of termination for non-performance or default by MADC, MADC shall compensate Contractor for work actually completed by Contractor 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 any payments of compensation previously made, not to exceed the total amount of compensation allowed hereunder. 2. Default by Contractor. In the event of termination for non-performance or default by Contractor, 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 MARC. Notwithstanding this provision, Contractor shall not be relieved of any liability for damages sustained by MADC attributable to Contractor's breach of this Agreement. MARC may reasonably withhold any payment due until such time as the exact amount of damages due to MADC from Contractor 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. Contractor does not guarantee public response to the deliverables described herein; nor is Contractor 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 or server. B. Relationship of Parties. It is the express intention of Parties that Contractor 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 interpreted or construed as creating or establishing the relationship of employer and employee between Contractor and MADC or City or between Contractor and any official, agent, or employee of MADC or City. PROFESSIONAL SERVICES AGREEMENT - CRAIG HGYT FOR MADC PAGE 4 of 6 Both parties acknowledge that Contractor is not an employee of MARC or City. Contractor 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, Contractor shall comply with any and all applicable federal, state, and local laws. D. Non-discrimination. Throughout the course of this Agreement, Contractor 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 party 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, ,.••.r interpretation, performance and enforcement of this Agreement. Venue shall be in the courts of Ada County, Idaho. IL 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. 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: PROFESSIONAL SERVICES AGREEMENT - CRAIG HOYT FOR MADC PAGE 5 of 6 Contractor: Craig Hoyt 761 S. Tennyson Way Boise, Idaho 83709 MADC: City of Meridian Attn: Elisha Figueroa, MADC 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. 1+VI. 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 tK day of Aprii, 2010. Ocwbw� CONTRACTOR: STATE OF Idaho ) ) ss: County of — ) I HEREBY CERTIFY that on this 3qwof ;21 4P Craig H 2010, before the undersigned, a Notary Public in the State of Idaho, personally appeared Craig Hoyt, known to me to be the person who executed the said instrument, and acknowledged to me that he executed the same. E. Af �.• 0, 'tp•.••••..,�'•.IN WITNESS WHEREOF, I have hereunto set my hand and affixed 1 ,tyOTAR �my official seal, the day and year in this certificate first above written. A *16 PUBLIC' F •y�°9TF•OF I'Di,.0'' Residing atNotary hr�%'�r�'�a ,Idaho '•'111"' My Commission Expires: d MADC: BY: .l*� Tammy de; erd, Mayor Of SER/p�''�.,��, City of Meridian �� q AL Attest: = ' $M Jaycee lman, City Clerk y �Usr s� , : i PROFESSIONAL SERVICES AGREEMENT — CRAIG HOYT FOS I�IiaiIS�,�,t PAGE 6 of 6 Meridian City Council Meeting DATE: ITEM NUMBER: 4H PROJECT NUMBER: ITEM TITLE: Professional Services Agreement with M.D. Willis for Transcription Services MEETING NOTES CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS f'0 - t3 I©� I j Orta Incl -V Shure- - q� AGREEMENT FOR PROFESSIONAL SERVICES THIS AGREEMENT, made this i_ day of Oni cbe y— , 2010, by and between the City of Meridian, a municipal corporation organized under the laws of the State of Idaho, hereinafter referred to as "CITY", whose address is 33 East Broadway Avenue, Meridian, Idaho 83642, and M. D. Willis, Inc., hereinafter referred to as "Contractor", whose address is 1695 E. Comisky, Meridian, Idaho, 83642 PREMISES: A. Whereas, as part of its records, CITY desires to produce minutes and verbatim transcripts of hearings; and, B. Whereas, CONTRACTOR is in the business of providing stenographic services to public bodies, and others who need verbatim transcripts; and C. Whereas, CITY and CONTRACTOR desire to enter into an agreement whereby CONTRACTOR would furnish stenographic services to the CITY. NOW, THEREFORE, the parties hereto agree as follows: 1. Scope of Services: CONTRACTOR shall perform all the necessary services provided under this agreement in connection with taking minutes and testimony at hearings in proceedings before the Meridian City Council and the Meridian City Planning and Zoning Commission. CONTRACTOR agrees to attend four 3) regular City Council meetings each month, and two (2) regular scheduled Planning and Zoning Commission meetings each month, and at those meetings, to transcribe the proceedings as to produce minutes and verbatim transcripts. CONTRACTOR will furnish to the City Attorney and the Planning Department, within two working days following a given meeting, a rough draft of the transcript. A final transcript shall be furnished to the City Clerk's office with a copy thereof, within five working days following the meeting. In the event CITY requires additional stenographic services beyond the six monthly meetings set forth above, CONTRACTOR agrees to provide such additional services provided that CONTRACTOR receives not less than two days notice prior to such meeting or meetings. 2. Contractor Non -Attendance — Emergency: In the event that an emergency or some other event not within CONTRACTOR'S control prevents CONTRACTOR from attending one of the meetings herein, CONTRACTOR'S attendance at that meeting shall be excused and CONTRACTOR shall prepare the minutes/hearing record from audio tapes furnished by the City Clerk. In that event, CONTRACTOR shall not be paid the meeting attendance fee but will be compensated for the actual transcription. Agreement for Stenographic Services FY09 — page 1 of 5 CONTRACTOR shall notify the City Clerk as soon as possible regarding the emergency and reason for non-attendance. 3. Time of Performance: The services of CONTRACTOR are to commence on the 1St day of October, 2010 and continue through the 30`h day of September, 2011, unless terminated or renewed. 4. Compensation: CITY shall pay to CONTRACTOR the sum of TWENTY DOLLARS ($20.00) per hour (rounded to the nearest one-half hour) per meeting attendance by CONTRACTOR and further shall send an e-mail attached document transcription attachment and produce an original transcript, one copy thereof, and one Microsoft Word formatted electronic copy upon request at SIX DOLLARS ($6.00) per page based upon single spaced with margins of not more than one inch each on all sides on an 81/2" x 11" page with the font to be Arial 12 pitch. 5. Method of Payment: CONTRACTOR will invoice the City of Meridian Accounting Department at 33 East Broadway Avenue, Meridian, Idaho 83642 directly for all current amounts earned under this Agreement at the end of each month. The CITY will pay all invoices no later than the 15th day of the month following delivery of the Invoice to CITY. 6. 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 33 E. Broadway Avenue Meridian, Idaho 83642 M. D. Willis, Inc. 1695 E. Comisky Meridian, Idaho, 83642 Either party may change their address for the purpose of this paragraph by giving written notice of such change to the other in the manner herein provided. 8. Attorney Fees: Should any litigation be commenced between the parties hereto concerning this Agreement, the prevailing party shall be entitled, in addition to any other relief as may be granted, to court costs and reasonable attorneys' fees as determined by a Court of competent jurisdiction. This provision shall be deemed to be a separate contract between the parties and shall survive any default, termination or forfeiture of this Agreement. Agreement for Stenographic Services FY09 — page 2 of 5 9. Time is of the Essence: The parties hereto acknowledge and agree that time is strictly of the essence with respect to each and every term, condition and provision hereof, and that the failure to timely perform any of the obligations hereunder shall constitute a breach of, and a default under, this Agreement by the party so failing to perform. 10. Subcontracting: None of the services covered by this agreement shall be subcontracted without the prior written consent of the CITY. CONTRAACTOR shall be fully responsible to CITY for the acts and omissions of subcontractors, and of persons either directly or indirectly employed by them, as CONTRACTOR is for the acts and omissions of person directly employed by CONTRACTOR. 11. Assignment: It is expressly agreed and understood by the parties hereto, that CONTRACTOR shall not have the right to assign, transfer, hypothecate or sell any of its rights under this Agreement except upon the prior express written consent of CITY. 12. Discrimination Prohibited: In performing the Services required herein, CONTRACTOR shall not discriminate against any person on the basis of race, color, religion, sex, national origin or ancestry, age or disability. 13. Duplication, Reproduction and Use of Material: No material produced in whole or in part under this Agreement shall be subject to copyright in the United States or in any other country. The CITY shall have unrestricted authority to publish, disclose and otherwise use, in whole or in part, any reports, data or other materials prepared under this Agreement. 14. Termination for Cause: If, through any cause, CONTRACTOR, its officers, employees, or agents fails to fulfill in a timely and proper manner its obligations under this Agreement, violates any of the covenants, agreements, or stipulations of this Agreement, CITY shall thereupon have the right to terminate this Agreement by giving written notice to CONTRACTOR of such termination and specifying the effective date thereof at least fifteen (15) days before the effective date of such termination. In such event, all finished or unfinished documents, data, maps, studies, surveys, drawings, models, photographs and reports prepared by CONTRACTOR under this Agreement shall, at the option of CITY, become its property, and CONTRACTOR shall be entitled to receive just and equitable compensation for any work satisfactorily completed hereunder. Notwithstanding the above, CONTRACTOR shall not be relieved of liability to CITY for damages sustained by CITY by virtue of any breach of this Agreement by CONTRACTOR, and CITY may withhold any payments to CONTRACTOR for the purposes of offset until such time as the exact amount of damages due CITY from CONTRACTOR are determined. This provision shall survive the termination of this Agreement and shall not relieve CONTRACTOR of its liability to CITY for damages. Agreement for Stenographic Services FY09 — page 3 of 5 CITY understands and acknowledges that CONTRACTOR has the right to terminate due to cause instigated by CITY. In that situation, CONTRACTOR would have the same rights as CITY identified herein. 16. Independent Contractor Status: Both the CITY and CONTRACTOR agree that the relationship created by this agreement is that of independent contractor and not that of employee and employer. CONTRACTOR is responsible for the payment of any taxes, including, but not limited to, all federal, state and local personal and business income taxes, sales and use taxes, other business taxes and license fees, arising out of the activities of the CONTRACTOR. CONTRACTOR is responsible to keep in force all necessary public liability insurance and vehicle insurance with carriers which are satisfactory to CITY, and shall hold the CITY harmless from all claims, demands or suits arising out of the performance of services under this agreement. 17. Insurance: CONTRACTOR will supply CITY with proof of insurance general liability and vehicular liability insurance limits of not less than FIVE HUNDRED THOUSAND DOLLARS ($500,000). 18. Construction and Severability: If any part of this Agreement is held to be invalid or unenforceable, such holding will not affect the validity or enforceability of any other part of this Agreement so long as the remainder of the Agreement is reasonably ,,..� capable of completion. 19. Option to Renew: CITY shall have the option to renew this agreement for successive one year periods provided that CITY notifies CONTRACTOR no later than thirty (30) days before the end of this agreement and any extension or renewal thereof, of CITY'S exercise of such option. 20. 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. 21. Applicable Law: This Agreement shall be governed by and construed and enforced in accordance with the laws of the State of Idaho, and the ordinances of the City of Meridian. 22. Approval Required: This Agreement shall not become effective or binding until approved by the City of Meridian. Agreement for Stenographic Services FY09 - page 4 of 5 IN WITNESS WHEREOF, the parties have herein executed this Agreement and made it effective as hereinabove provided. DATED AND SIGNED this 28th day of September, 2010. CITY OF MERIDIAN B���+ Tammy de Verd, Mayor Attest: MER/pv,9 Jaycee 10 Holman, City Clerk = SEAL I fill) 110o M. D. WILLIS, INC. BY: Nn im-JMik, M. Dean Willis, President Attest: Eil en Willis, Secre Agreement for Stenographic Services FY09 — page 5 of 5 Meridian City Council Meeting DATE: ITEM NUMBER: 41 PROJECT NUMBER: ITEM TITLE: Contract Extension with Billing Document Specialists for Lock Box Processing of Utility Billing Statements and Invoices MEETING NOTES CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS "Y,q l via, -11 iffigs" "t ®ILLINYDZYMINSPEW ISTS CUSTOMER SERVICE AGREEMENT RENEWAL with City of Meridian THIS AGREEMENT is made by and between BILLING DOCUMENT SPECIALISTS, hereafter referred to as .BDS, located at 915 Main Street, Suite 300, Caldwell, Idaho 83605, a corporation organized under the laws of the State of Idaho. and City of Meridian, hereafter referred to as CLIENT. This renewal amends the original agreement dated 10/1/06 and will extend services through 9/30/11. This agreement shall be subject to the following outlined, terms and conditions: Summary of Services: LIW 88sm �% HUNG DOCUMENT SPIVNISTS ^, CIN HVING MOMENT SPECIALISTS By signing below the Client will accept the extension of the services as detailed for the next fiscal year October 1, 2010 to September 30, 2011 at the unit pricing proposed in this notice. At the end of this period, the agreement may be renewed with reviews by both parties. The agreement may be terminated by either party with. 120 day written notice. The signatures below indicate acceptance of the agreement. CY Inbound Set up with Credit Card Payments N/C N/C IVR Automated phone payments BDS will program a dedicated phone number for Client's customers to call Inbound ( VPS ) to check balances, leave messages and or make credit card payments. This Per call for balances and messaging is a touch and voice activated system. Import files and posting of payment without payment transactions $0.25 $0.25 to the Admin web Site details by customer search and reporting the same as all other payment services. 3 Per call payment transaction $1.50 $1.50 Some Client are passing on the per transaction fee to the customers. BI:)S advised the user that the fee will apply and totals the amount due. The fees are separated from the payments in the import file so that only the amount due is post to the account. i i 1 I I Quote Cali Campaign Manager (CCM) Client uploads a WAV file via the Admin Website & a list of phone Outbound Set up N/C N/C numbers Monthly Minimum $5.00 $5.00 Client sets the date and times for the calls to be placed. No responses are Per outbound call $0.10 $0.10 requested from the receipt ant of the call. A report is generated for total numbers, spoke to a human, voice message, no answers or hand ups. Shutoff Reminder System ( SRS ) Outbound Set Up N/C N/C Client submits a data file with shutoff data, account numbers, names, Monthly Minimum $5.00 $5.00 balances and phone numbers. To comply with the lied Flag regulations Per outbound Call $0.15 $0.15 the script will ask for confirmation that the person is in fact the name or names on the account. Upon confirmation the data from the file will be put into the proper places in the script include amount due. Then allow the option to make a phone payment, at which time all VI'S ) services 4pply By signing below the Client will accept the extension of the services as detailed for the next fiscal year October 1, 2010 to September 30, 2011 at the unit pricing proposed in this notice. At the end of this period, the agreement may be renewed with reviews by both parties. The agreement may be terminated by either party with. 120 day written notice. The signatures below indicate acceptance of the agreement. CY —7, M HVING DOCUMENT XCIAL ISTS Acceptance for: Signature Date 10 -1 Z '` 10 Please Type or Print Authorizing Party Name Acceptance for: Billing Document Specialists Signature Date: 09/09/2010 4 It Meridian City Council Meeting DATE: ITEM NUMBER: 4J PROJECT NUMBER: ITEM TITLE: Approval of Street Light Maintenance Agreement with Crossfield Subdivision Homeowners Association MEETING NOTES CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS 1©-11 to -IL-1 -- lnal 1L on 9vl 4u+ o, Cq� E AHPublic IDIANt_�- Works Department TO: Mayor Tammy de Weerd Members of the City Council FROM: Tim Curns, Transportation and Utility Coordinator DATE: September 28, 2010 Mayor Tammy de Weerd City Council Memberfe Keith Bird Brad Hoaglun Charles Rountree David Zaremba SUBJECT: APPROVAL OF STREET LIGHT MAINTENANCE AGREEMENT WITH CROSSFIELD SUBDIVISION HOMEOWNERS ASSOCIATION I. RECOMMENDED ACTION A. Move to: 1. Approve the street light agreement with the Crossfield Subdivision Homeowners Association; and 2. Authorize the Mayor to sign the agreement Il. DEPARTMENT CONTACT PERSONS Tim Curns, Transportation and Utility Coordinator 489-0342 Warren Stewart, PW Engineering Manager 489-0350 Tom Barry, Director of Public Works 489-0372 III. DESCRIPTION A. Background The Crossfield development is located off of Ustick Road, between Linder and Meridian Roads. The third phase of the development has installed the required street lighting using non-standard, decorative street lights. Since Idaho Power will not provide basic maintenance of decorative lights, the City requires a standard maintenance agreement with the homeowners association. This agreement provides for maintenance of the street lights by the Homeowners Association with electrical costs to be paid by the City. 1 of 2 IV. IMPACT A. Strategic Impact: This agreement with the Homeowners Association protects the City from the higher costs of maintaining decorative street lights while providing flexibility to the developer. These benefits further the goal of the Public Works Department to increase street lighting in Meridian in a fiscally responsible manner. B. Service/Deliver Im act: This agreement provides for the installation of 7 new street lights for the development. C. Fiscal Impact: The annual electrical cost to the City for the decorative street lights in phase 3 of the Crossfield subdivision is approximately $210. The FYI budget for street lighting electricity is $ 271,844 and takes into account the projected increase in the number of street lights from new development. This agreement equates to approximately $145 of annual savings to the City, since the City is not providing maintenance. V. ALTERNATIVES Council may choose not to approve the agreement and require the developer to install the City's standard street lights. This would result in a slight increase in cost to the City for electrical and maintenance costs. VI. TIME CONSTRAINTS Council's approval will allow the developer to satisfy the street lighting conditions of the development agreement and City code. A street light agreement must be in place before certificates of occupancy will be issued. VII. LIST OF ATTACHMENTS A. Street Light Agreement Approved for Council Agenda. 3a /d arren Ste , Engineermg Manager D e 2 of 2 CITY OF MERIDIAN STREET LIGHT AGREEMENT This Street Light AGREEMENT is made and entered into between the CITY OF MERIDIAN, hereinafter called CITY and CROSSFIELD SUBDIVISION HOMEOWNERS ASSOCIATION, hereinafter called HOA, pertaining to the street lights in Phase 3 of the Crossfield development in Meridian, Idaho. For good and valuable consideration, the receipt of which is hereby acknowledged, the parties agree as follows: 1. The developer has provided 7 street light poles, concrete pole bases, fixtures, bulbs, and components to the development known as Crossfield in Meridian, Idaho. The parties acknowledge that the 7 street light poles and appurtenances were specially ordered items, not of a standard type used in Meridian, Idaho. 2. HOA, or it's assigns, agree to replace, repair and provide any required maintenance of any of the above mentioned street lights, and/or appurtenances thereof, that may hereafter be broken, damaged, or deteriorated, or require maintenance, at its own expense; and it is further agreed that HOA, or its heirs, successors and assigns, shall keep the lights operational at all times, it being understood by the CITY that bulbs, and/or ballast, do burn out and that the CITY will allow reasonable time to replace them. It is agreed that the CITY will authorize and pay for the electrical service to be supplied to the 7 street lights located in Crossfield in the usual and customary manner. 4. It is agreed that the CITY, because Idaho Power Company will not maintain the bulbs and ballast or provide any maintenance, will enter into a Schedule 40 Agreement with Idaho Power Company, and not a Schedule 41 Agreement, which in proper cases provide that Idaho Power Company would provide maintenance, bulbs, and ballast. It is also agreed that lighting served under the Schedule 40 Agreement must be controlled by a photo electric device of the "fail off' type. STREET LIGHT AGREEMENT Pagel of 3 EQ This AGREEMENT shall be binding on the homeowners association of the Crossfield subdivision, its heirs, successors and assigns, and the CITY OF MERIDIAN. Dated this 2 day of /r% , 20�_. CITY OF MERIDIAN, a municipality and Political subdivision of the State of Idaho B y ammy de Weerd, Mayor ATTEST: EAL = aycee 9blman, City Clerk M Approved by City Council on: Crossfield Subdivision Homeowners Association, An Ykdl o corporation Barton, STREET LIGHT AGREEMENT Page 2 of 3 STATE OF IDAHO, ) . ss. County of Ada, On this Q day of _ alck;4 /1 , 20_t , before me, the undersigned, a Notary Public in and for said State, personally appeared TAMMY DE WEERD and Jaycee Holman, known to me to be the Mayor and City Clerk 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. ***see* SEAL •• t1ES •• SEAL q Orb STATE OF ,) ss. County of Ada—,) NQTARY PUBNC FOR IDAHO RE DING AT I --t t C, n t D MY COMMISSION EXPIRES 0 On this �V day of _ 20 D ,before me, the undersigned, a Notary Public in and for said State, personally appeared COREY BARTON, known to me to be the president of the CROSSFIELD SUBDIVISION HOMEOWNERS ASSOCIATION, an Idaho corporation, and who executed the within instrument on behalf of said corporation, and acknowledged to me that said corporation executed the same. IN WITNESS WHEREOF, I have hereunto set my hand and affixed my official seal the day and year first above written. SEAL • 1G %O: ••'q�'E OF�i�• STREET LIGHT AGREEMENT Ada L LAils- NOTARY PUBLIC FOR IDAHO RESIDING AT Na MM . T.p MY COMMISSION EXPI .p -S - ( b Page 3 of 3 Meridian City Council Meeting DATE: ITEM NUMBER: 4K PROJECT NUMBER: ITEM TITLE: Findings of Fact, Conclusions of Law for Approval: PP 10-001 for Spurwing Greens by Spurwing Greens, LLC Located North of Chinden Boulevard, Approximately 1/4 Mile East of Black Cat Road and West of Spurwing Subdivision Request: Preliminary Plat Approval for 214 Residential Building Lots and 16 Common Lots on Approximately 86.66 acres in an R-2, R-8 and R-15 Zoning District MEETING NOTES CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS Meridian City Council Meeting DATE: ITEM NUMBER: 4L PROJECT NUMBER: ITEM TITLE: Findings of Fact, Conclusions of Law for Approval: VAR 10-001 for Spurwing Greens by Spurwing Greens, LLC Located North of Chinden Boulevard, Approximately 114 Mile East of Black Cat Road and West of Spurwing Subdivision Request: Variance to UDC 1 1- 6C -3B.4 to Exceed the Maximum Cul-de-sac Length Allowed in a Residential District for Block 24 Findings in the PP 10-001 Project Folder MEETING NOTES CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS Meridian City Council Meeting DATE: ITEM NUMBER: 4M PROJECT NUMBER: ITEM TITLE: Findings of Fact, Conclusions of Law for Approval: RZ 10-001 for Fast Eddy's Ten Mile Station by ST Investments Located Southeast Corner of N. Ten Mile Road and W. Pine Avenue Request: Rezone of 5.90 acres from C -N (Neighborhood Business) to C -C (Community Business) Zoning District MEETING NOTES CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS tom, -��)cc4 -Pike- - E'- ma�ied Meridian City Council Meeting DATE: ITEM NUMBER: 4N PROJECT NUMBER: ITEM TITLE: Findings of Fact, Conclusions of Law for Approval: CUP 10-007 for Fast Eddy's Ten Mile Station by ST Investments Located Southeast Corner of N. Ten Mile Road and W. Pine Avenue Request: Conditional Use Permit for a Fuel Sales Facility, Convenience Store with a Drive-Thru and a Vehicle Washing Facility on Approximately 1.89 acres in a proposed C -C (Community Business) Zoning District MEETING NOTES Findings in the RZ 10-001 Project File CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS 0- to r — -9VA Meridian City Council Meeting DATE: ITEM NUMBER: 40 PROJECT NUMBER: ITEM TITLE: Final Order for Approval: TE 10-019 for Seyam Subdivision by Ronald Van Auker Located North Side of E. Franklin Road, Approximately 1,200 Feet east of N. Eagle Road Request: 18 -Month Time Extension to Obtain the City Engineer's Signature on the Final Plat MEETING NOTES CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS r ` VCjf-C}- f tle 'C,` n'1ciIEC( ille-�c 9�1 Meridian City Council Meeting DATE: ITEM NUMBER: 4P PROJECT NUMBER: ITEM TITLE: Final Order for Approval: TE 10-020 for Centre Point Subdivision No. 2 by Blue Marlin Investments, LLC Located on the Northwest Corner of East Ustick Road and North Eagle Road Request: 18 -Month Time Extension to Obtain the City Engineer's Signature on the Final Plat MEETING NOTES CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS (p-tN C-kc(%V-103 �ro,e�+ to .fie( Meridian City Council Meeting DATE: ITEM NUMBER: 4Q PROJECT NUMBER: ITEM TITLE: Order of Conditional Approval of Final Plat: FP 10-007 for Commercial North by Brighton Properties, LLC Located East Side of North Linder Road, Approximately 1/4 Mile North of West McMillan Road Request: Final Plat Approval for One (1) Commercial Lot on Approximately 1.48 Acres in a C -G Zoning District MEETING NOTES CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS (D"Iy 1O -10 _____- 1©-(� 0V-kq1VX01 ,n1�jeC -Fife. - C- aia1 e o, 4-L2, H . Wa_v-d 12 9i-1 Meridian City Council Meeting DATE: ITEM NUMBER: 4S PROJECT NUMBER: ITEM TITLE: Resolution No. 10 --1 `['i : A Resolution of the Mayor and City Council of the City of Meridian amending the text of the City of Meridian Comprehensive Plan regarding Mixed Use Land Use Designations Contained in Chapter VII MEETING NOTES 4-r CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS to -/4 l V-\ -?ry64 ale. - e+ 9✓1 ADA COUNTY RECORDER J. DAVID NAVARRO AMOUNT .00 13 BOISE IDAHO 10/13110 01:01 PM DEPUTY Lisa Batt III IIIIIII'IIII'lll'IIIII'lll'I'll �II RECORDED -REQUEST OF 110096264 Meridian City CITY OF MERIDIAN RESOLUTION NO. "I BY THE CITY COUNCIL: BIRD, HOAGLUN, ROUNTREE, ZAREMBA A RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF MERIDIAN, AMENDING THE TEXT OF THE CITY OF MERIDIAN COMPREHENSIVE PLAN REGARDING MIXED USE LAND USE DESIGNATIONS CONTAINED IN CHAPTER VII; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, on August 6, 2002, the City of Meridian Comprehensive Plan was adopted by Meridian City Council Resolution no. 02-382; and, WHEREAS, the Meridian City Planning Department recommends correlative text revisions to the Mixed Use Land Use Designations; and, WHEREAS, the Mayor and City Council held a hearing on September 28, 2010 regarding Mixed Use Land Use Designations; and, WHEREAS, the Mayor and City Council have provided all requisite notices and hearings, and have complied, and will hereafter comply, in all respects with the requirements of the Idaho Local Land Use Planning Act for amendment of the Comprehensive Plan; NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF MERIDIAN, IDAHO AS FOLLOWS: SECTION 1. That the Mayor and City Council hereby amend the City of Meridian Comprehensive Plan by updating the definitions of the Mixed Use Land Use Designations contained in Chapter VII, between pages 100-107 of the Plan. Pursuant to Idaho Code § 67- 6509(c), a copy of the amended Comprehensive plan, with this Resolution, shall be kept on file in the office of the City Clerk. SECTION 2. That the text of the Meridian Comprehensive Plan, at it relates to Mixed Use Land Use Designations contained in Chapter VII shall be amended as follows: Mixed Use. In general, the purpose of this designation is to provide for a combination of compatible land uses within a close geographic area that allows for easily accessible services for residents and the workers. The uses can be mixed vertically, such as a building with retail on the ground floor and offices above, or horizontally, such as a healthcare center with a mix of doctor offices, pharmacy, beauty salon, assisted care facilities, and apartments. Mixed use areas tend to have higher floor area ratios (less area devoted to parking), open space, and COMPREHENSIVE PLAN AMENDMENT —MIXED USE LAND USE DESIGNATIONS — CPA 10-001 — Page 1 of 13 interconnected vehicular and pedestrian networks. A Mixed Use designation is typically used to identify a key area within the city which is either infill in nature or situated in a highly visible or transitioning area where innovative and flexible designs are encouraged. The intent of this designation is to promote developments that offer functional and physical integration of land uses while allowing developers a greater degree of design and use flexibility. Mixed Use areas are typically developed under a master or conceptual plan; during an annexation or rezone request, a development agreement will typically be required for developments with a Mixed Use designation. There are five sub -categories of the Mixed Use designation that are used throughout the city: Neighborhood, Community, Regional, Interchange, and Non -Residential. This section further describes the purpose, intent and development standards for these sub -categories. In addition, there are three sub -categories of the Mixed Use designation that are solely used in the Ten Mile Interchange Specific Area: Commercial, Residential and Lifestyle Center. The sub- category definitions of Mixed Use in the Ten Mile Interchange Specific Area are different than those in this document and are not subject to this section. For detailed descriptions of the land use designations in the Ten Mile area, go directly to the Ten Mile Interchange Specific Area Plan. For the purposes of the Mixed Use section, the City identifies five different land use types: 1) commercial [includes retail, restaurants, etc.]; 2) office; 3) residential; 4) civic [includes public open space, parks, entertainment venues, etc.]; and, 5) industrial. All development in Mixed Use areas fall within one of these five categories. Industrial uses are typically discouraged in residential mixed use areas. However, some industrial uses may be compatible and appropriate in Mixed Use — Regional (MU -R), Mixed Use — Non Residential (MU -NR) and Mixed Use — Interchange (MU -I) areas. The onus is on the developer to demonstrate the appropriateness of industrial uses, if they are proposed as part of a Mixed Use development. In reviewing development applications, the following standards will serve as general guidelines in all Mixed Use areas: • Residential densities should be a minimum of 6 dwellings/acre. • Where feasible, higher density and/or multi -family residential development will be encouraged, especially for projects with the potential to serve as employment destination centers and when the project is adjacent to US 20/26, SH -55, SH -16 or SH -69. • A conceptual site plan for the entire mixed use area is required. • In developments where multiple commercial and/or office buildings are proposed (not residential), the buildings should be arranged to create some form of common, usable area, such as a plaza or green space. • A transitional use and/or landscaped buffering is required between commercial and existing low- or medium -density residential development. • A mixed use project should include at least three types of land uses. Exceptions may be granted for smaller sites on a case-by-case basis. • Community -serving facilities such as hospitals, churches, schools, parks, daycares, civic buildings, or public safety facilities are expected in larger mixed use developments. COMPREHENSIVE PLAN AMENDMENT —MIXED USE LAND USE DESIGNATIONS — CPA 10-001 — Page 2 of 13 • Supportive and proportional public and/or quasi -public spaces and places including but not limited to parks, plazas, outdoor gathering areas, open space, libraries, and schools are required. Outdoor seating areas at restaurants do not count towards this requirement. • All mixed use projects should be directly accessible to neighborhoods within the section by both vehicles and pedestrians. • Street sections consistent with the Ada County Highway District Master Street Map are required within the Unified Development Code. • Because of the existing small lots within Old Town, development is not subject to the Mixed Use standards listed herein. Mixed Use -Neighborhood (MU -N). The purpose of this designation is to assign areas where neighborhood -serving uses and dwellings are seamlessly integrated into the urban fabric. The intent is to avoid predominantly single -use developments by incorporating a variety of uses. Land uses in these areas should be primarily residential with supporting non-residential services. Non-residential uses in these areas tend to be smaller scale and provide a good or service that people typically do not travel far for (approximately one mile) and need regularly. Employment opportunities for those living in the neighborhood are encouraged. Connectivity and access between the non-residential and residential land uses is particularly critical in MU - N areas. Tree -lined, narrow streets are encouraged. Developments are also encouraged to be designed according to the conceptual MU -N plan depicted in Figure VII -3. VII -3. Mixed Use — Neighborhood Concept COMPREHENSIVE PLAN AMENDMENT —MIXED USE LAND USE DESIGNATIONS — CPA 10-001 — Page 3 of 13 In reviewing development applications, the following standards will serve as general guidelines in MU -N areas: • Development should comply with the general guidelines for development in all Mixed Use areas. • Residential uses should comprise a minimum of 40% of the development area at densities ranging from 6 to 12 units/acre. • Non-residential buildings should be proportional to and blend in with residential buildings. • Unless a structure contains a mix of both residential and office, or residential and commercial land uses, maximum building size should be limited to a 20,000 square -foot building footprint. For the development of public school sites the maximum building size does not apply. • Supportive and proportional public and/or quasi -public spaces and places such as parks, plazas, outdoor gathering areas, open space, libraries, and schools should comprise a minimum of 10% of the development area. Outdoor seating areas at restaurants do not count towards this requirement. • Where the development proposes public and quasi -public uses to support the development above the minimum 10%, the developer may be eligible for additional residential densities and/or an increase to the maximum building footprint. Sample uses appropriate in MU -N areas would include: townhouses, multi -family developments, neighborhood grocer, drug stores, coffee/sandwich/ice-cream shops, vertically integrated buildings, live -work spaces, dry cleaner/laundromat, salons/spas, daycares, neighborhood -scale professional offices, medical/dental clinics, gift shops, schools, parks, churches, clubhouses, public uses, and other appropriate neighborhood -scale uses. Appropriate zoning districts include: TN -R, TN -C, L -O and R-15. In certain MU -N areas there is a Neighborhood Center (N.C.) overlay designation. In these areas the City seeks to create a centralized, pedestrian -oriented, identifiable and day-to-day, service-oriented focal point for neighborhood scale development. Like other designations, the N.C. areas shown on the Future Land Use Map are conceptual only and intended to identify a maximum walking distance from the core of the neighborhood center of 1/4 mile. Neighborhood Centers that straddle or are centered on one or more principal or minor arterials should adhere to a similar design and recognize access control measures as established by the Ada County Highway District and City Code. Neighborhood Centers should serve as public transit locations for future park-and-ride lots, bus stops, shuttle bus stops and/or other alternative modes of transportation. Neighborhood Center developments are encouraged to be designed according to the conceptual neighborhood center plan depicted in Figure VII -4. The grid street pattern within the neighborhood allows traffic to disperse, eases congestion, slows traffic, and is safer for residents. COMPREHENSIVE PLAN AMENDMENT —MIXED USE LAND USE DESIGNATIONS — CPA 10-001 — Page 4 of 13 Figure VII -4. Neighborhood Center Concept Diagram [Nott This fWw* npnwsaU ora eonosrt fora W#Woft*4 C•Onter. tt M not Mite WOO ys the 604F NEIOHDORHOOD CENTER CoNCErrr DIAGRAM po"Wb toyaut. OOW Mym" Oun oentonn to the 0"n/erio will be wnelAned.] t.ow DO WNV r"W" +t (c3 anit+hore) • Ik atll� GOMrator Oust 1 1 OD E E Q E3wnantarY El El 11 1""'1 P""t : Oebool j McAtum Rseidentiel (3.O units! ) .r. El cn-gu _10 11 �--��--N��si,l�YoehooA%w�tirr ri�sV I (> wtltshcn) �►.! 1 1J [L1 to j future trsnett 0LOP v nclsl nD AMIWI street OfAoe sr wish Dnwiq tLeeGlentlsl � Meilwn I)MO tgr KNOW - w In addition to the general standards for the MU -N designation, the following standards will be used in reviewing development applications in all MU -N areas with an N.C. overlay: • Four specific design elements should be incorporated into a Neighborhood Center development: a) street connectivity, b) open space, c) pathways, and d) residential density that is eight (8) dwelling units per acre or more. • Most blocks should be no more than 500' to 600', similar to Old Town or Heritage Commons; larger blocks are allowed along arterial streets. • Reduced travel lane widths are encouraged. • The design should provide an interconnected circulation pattern that is convenient for automobiles, pedestrians, and transit. • The centers should offer an internal circulation system that connects with adjacent neighborhoods and regional pathways, connecting to and integrated with the larger street and pathway system. • Developments should provide neighborhood accessible commercial services that do not force residents onto arterial streets. COMPREHENSIVE PLAN AMENDMENT —MIXED USE LAND USE DESIGNATIONS — CPA 10-001 — Page 5 of 13 • Developments should provide a variety of housing choices and types. • Housing within developments should be arranged in a radiating pattern of lessening densities from the core. • Alleys and roadways should be used to transition from dissimilar land uses, and between residential densities and housing types. Mixed Use -Community (MU -C). The purpose of this designation is to allocate areas where community -serving uses and dwellings are seamlessly integrated into the urban fabric. The intent is to integrate a variety of uses, including residential, and to avoid mainly single -use and strip commercial type buildings. Non-residential buildings in these areas have a tendency to be larger than in Mixed Use—Neighborhood areas, but not as large as in Mixed Use – Regional areas. Goods and services in these areas tend to be of the variety that people will mainly travel by car to, but also walk or bike to (up to three or four miles). Employment opportunities for those living in and around the neighborhood are encouraged. Developments are encouraged to be designed according to the conceptual MU -C plan depicted in Figure VII - 5. Figure VII -5. Mixed Use – Community Concept Diagram COMPREHENSIVE PLAN AMENDMENT —MIXED USE LAND USE DESIGNATIONS — CPA 10-001 — Page 6 of 13 In reviewing development applications, the following standards will serve as general guidelines in MU -C areas: • Development should comply with the general guidelines for development in all Mixed Use areas. • All developments should have a mix of at least three land use types. • Residential uses should comprise a minimum of 20% of the development area at densities ranging from 6 to 15 units/acre. • Non-residential buildings should be proportional to and blend in with adjacent residential buildings. • Vertically integrated structures are encouraged. • Unless a structure contains a mix of both residential and office, or residential and commercial land uses, maximum building size should be limited to a 30,000 square -foot building footprint. For community grocery stores, the maximum building size should be limited to a 60,000 square -foot building footprint. For the development ofun blic school sites the maximum building size does not apply. • Supportive and proportional public and/or quasi -public spaces and places including but not limited to parks, plazas, outdoor gathering areas, open space, libraries, and schools that comprise a minimum of 5% of the development area are required. Outdoor seating areas at restaurants do not count towards this requirement. • Where the development proposes public and quasi -public uses to support the development above the minimum 5%, the developer may be eligible for additional residential densities and/or an increase to the maximum building footprint. Sample uses appropriate in MU -C areas would include: All MU -N categories, community grocer, clothing stores, garden centers, hardware stores, restaurants, banks, drive-thru facilities, auto service station, and retail shops, and other appropriate community -serving uses. Appropriate zoning districts in the MU -C include: TN -R, TN -C, C -C, L -O, R-15 and R-40. In certain MU -C areas there is a Neighborhood Center (N.C.) overlay designated. In these areas the City seeks a centralized, pedestrian -oriented, identifiable and day-to-day, service- oriented focal point for neighborhood scale development. Like other designations, the N.C. areas shown on the Future Land Use Map are conceptual only and intended to identify a maximum walking distance from the core of the neighborhood center of 1/4 mile. Neighborhood Centers that straddle or are centered on one or more principal or minor arterials should adhere to a similar design and recognize access control measures as established by the Ada County Highway District and City Code. Neighborhood Centers should serve as public transit locations for future park-and-ride lots, bus stops, shuttle bus stops or other alternative modes of transportation. Neighborhood Center developments are encouraged to be designed according to the conceptual neighborhood center plan depicted in Figure VII -3. The grid street pattern within the neighborhood allows traffic to disperse, eases congestion, slows traffic, and is safer for residents. COMPREHENSIVE PLAN AMENDMENT —MIXED USE LAND USE DESIGNATIONS — CPA 10-001 — Page 7 of 13 Figure VII -4. Neighborhood Center Concept Diagram [Nolo: Th,i, Beare repa"am one sonorpL for e NslRhb*O%W Csnler. It Is wt MWWW so the 0* NEWHBOKHOOD CENTER CONCErr DIA&KAM po"OW bwm 00W bwa that ooarwm to the Low Danft ysi/wigel {c3 unk+lsore) ti eNN iiOMiGtOr Zitllet i 1 OD l EJ ® 0 Eiwnattsry Me1N+m RssYsrttirt u w�wrj 0p�r EIR pp++��--------��Noi�M�oeUotM Cw►tor��isW unkslswe) to —re vend& •top ' � r; v Cors vquralsi j Arts�el9tr.et � v Otfiou or High Dsneity rwww tial s Mealwn PWWft Residsn" In addition to the general standards for the MU -C designation, the following standards will be used in reviewing development applications in all MU -C areas with an N.C. overlay: • Four specific design elements should be incorporated into a Neighborhood Center development: a) street connectivity, b) open space, c) pathways, and d) residential density that is eight (8) dwelling units per acre or more. • Most blocks should be no more than 500' to 600', similar to Old Town and Heritage Commons; larger blocks are allowed along arterial streets. • Reduced travel lane widths are encouraged. • The design should provide an interconnected circulation pattern that is convenient for automobiles, pedestrians, and transit. • The centers should offer an internal circulation system that connects with adjacent neighborhoods and regional pathways, connecting to and integrated with the larger street and pathway system. COMPREHENSIVE PLAN AMENDMENT —MIXED USE LAND USE DESIGNATIONS — CPA 10-001 — Page 8 of 13 • Developments should provide neighborhood accessible commercial services that do not force residents onto arterial streets. • Developments should provide a variety of housing choices and types. • Housing within developments should be arranged in a radiating pattern of lessening densities from the core. • Alleys and roadways should be used to transition from dissimilar land uses, or residential densities. Mixed Use -Regional (MU -R). The purpose of this designation is to provide a mix of employment, retail, and residential dwellings and public uses near major arterial intersections. The intent is to integrate a variety of uses together, including residential, and to avoid predominantly single use developments such as a regional retail center with only restaurants and other commercial uses. Developments should be anchored by uses that have a regional draw with the appropriate supporting uses. For example, an employment center should have support retail uses; a retail center should have supporting residential uses as well as supportive neighborhood and community services. The standards for the MU -R designation provide an incentive for larger public and quasi -public uses where they provide a meaningful and appropriate mix to the development. The developments are encouraged to be designed according to the conceptual MU -R plan depicted in Figure VII -6. Figure VII -6. Mixed Use — Regional Concept Diagram Residential (where permitted) locates near amenities with attractive setting Connected individual vehicle circulation system Vehicle & pedestrian connections to neighborhoods No more than 50% of primary frontage is occupied by parking and vehicular access Buffers and storm water treatment integrates into the design Fully connected pedestrian system Open space focal points Treatment of parking lots along street edge secondary street Gateway sign & featureE at intersection Pedestrian connection to intersection COMPREHENSIVE PLAN AMENDMENT —MIXED USE LAND USE DESIGNATIONS — CPA 10-001 — Page 9 of 13 In reviewing development applications, the following standards will serve as general guidelines in MU -R areas: • Development should generally comply with the general guidelines for development in all Mixed Use areas. • Residential uses should comprise a minimum of 10% of the development area at densities ranging from 6 to 40 units/acre. • Retail commercial uses should comprise a maximum of 50% of the development area. • There is neither a minimum nor maximum imposed on non -retail commercial uses such as office, clean industry, or entertainment uses. • Where the development proposes public and quasi -public uses to support the development, the developer may be eligible for additional area for retail development (beyond the allowed 50%), based on the ratios below: o For land that is designated for a public use, such as a library or school, the developer is eligible for a 2:1 bonus. That is to say, if there is a five -acre library site, the project would be eligible for ten additional acres of retail development. o For active open space or passive recreation areas, such as a park, tot -lot or playfield, the developer is eligible for a 2:1 bonus. That is to say, if the park is 10 acres in area, the site would be eligible for 20 additional acres of retail development. o For plazas that are integrated into a retail project, the developer should be eligible for a 6:1 bonus. Such plazas should provide a focal point (such as a fountain, statue, and water feature), seating areas, and some weather protection. That would mean that by providing a half -acre plaza, the developer would be eligible for three additional acres of retail development. Sample uses, appropriate in MU -C areas would include: All MU -N and MU -C categories, entertainment uses, major employment centers, clean industry, and other appropriate regional - serving uses. Appropriate zoning districts include: TN -C, C -G, R-15 and R-40. Mixed Use - Non -Residential (MU -NR). The purpose of this designation is to set-aside areas where new residential dwellings will not be permitted, as residential uses are not compatible with the planned and/or existing uses in these areas. For example, MU -NR areas are used near the city's waste water treatment plant and where there are mining, heavy industrial or other hazardous operations. The City envisions a wide variety of non-residential land uses may occur in MU -NR areas. Employment opportunities, professional offices, warehousing, flex buildings, and storage uses as well as retail uses are envisioned. Developments are encouraged to be designed similar to the conceptual MU -NR plan depicted in Figure VII -7. COMPREHENSIVE PLAN AMENDMENT —MIXED USE LAND USE DESIGNATIONS — CPA 10-001 —Page 10 of 13 Figure VII -7. Mixed Use — Non -Residential Concept Diagram In reviewing development applications, the following standards will serve as general guidelines in MU -NR areas: • No new residential uses will be permitted (existing residential will be allowed to remain and expand accessory structures). • Development is not required to comply with the general guidelines for development in all Mixed Use areas. • All developments should have a mix of at least two types of land uses. • Where mixed use developments are phased, a conceptual site plan for the entire mixed use area is encouraged. • In developments where multiple commercial and/or office buildings are proposed, the buildings should be arranged to create some form of common, usable area, such as a plaza or green space. • A transitional use is encouraged on the perimeter of the MU -NR areas between any existing or planned residential development. • Community facilities such as a hospital, school, park, daycare, civic building or public safety facilities are encouraged in larger developments. COMPREHENSIVE PLAN AMENDMENT —MIXED USE LAND USE DESIGNATIONS — CPA 10-001 — Page 11 of 13 • All retail and service commercial components of projects should be directly accessible to neighborhoods within the section by both vehicles and pedestrians. • Street sections consistent with the Ada County Highway District Master Street Map are required. • There is neither a minimum nor maximum imposed on non -retail commercial uses such as office, food service/restaurants, industry or warehouse uses. Sample uses, appropriate in MU -NR areas would include: employment centers, professional offices, flex buildings, warehousing, industry, storage facilities and retail, and other appropriate non-residential uses. Appropriate zoning districts include: C -G, C -C, L -O, I -L and I -H. Mixed Use -Interchange (MU -I). The purpose of this designation is to call -out areas where construction of future SH -16 interchanges is likely to occur, and to acknowledge that this land will have a high degree of visibility. These areas will be served by highway interchange ramps and restricted local access. There are three interchange areas located at US 20-26, Ustick Road, and Franklin Road, that differ from the other Mixed Use categories in that a much stronger emphasis will be placed upon gateway elements and traffic flow/trip generation factors when reviewing new land use applications. Uses in these areas will need to be compatible with the impacts of a freeway interchange. However, these areas are not intended for high volume retail or uses that are better suited in neighborhood centers or commercial areas. The intention is to protect the immediate vicinity of the interchange from traffic conflicts and shift the high traffic -generating uses away from the immediate vicinity of the interchange. In reviewing development applications, the following standards will serve as general guidelines in MU -I areas: • Land uses within the MU -1 areas and adjacent to the SH -16 corridor should be carefully examined for their potential impacts on existing and designated neighborhood centers and commercial activity areas. • A traffic impact study may be required for larger developments in these areas. • Vehicular access points should be prohibited near interchange ramps. Future uses should be planned to integrate with a frontage/backage road type circulation system. • Any new development at or near MU -1 areas should promote a nodal development pattern where buildings are clustered, off-street parking is screened in the rear of the parcel and, where practical, development is inter -connected with adjoining parcels. • The SH-16/US 20-26 interchange will be one of only two regional gateways to the City of Meridian for travelers coming from north of the Boise River (the other being Linder Road). As such, buildings, landscaping, and other design features at this interchange need to reflect Meridian's heritage, quality, and character. • Design of the SH-16/US 20-26 interchange and the adjoining land uses must give special consideration to the more scenic and environmentally sensitive area on the north side of US 20-26. The more intensive land uses should be sited on the south side of US 20-26. COMPREHENSIVE PLAN AMENDMENT —MIXED USE LAND USE DESIGNATIONS — CPA 10-001 — Page 12 of 13 Regional ridesharing, park-and-ride and transit transfer facilities are strongly encouraged within the SH-16/US 20-26 MU -I area. The MU -I area at Ustick Road, west of SH -16, should minimize retail and auto -oriented services and transition rapidly from the interchange to the more rural, low density character intended along the county line. Examples of uses include middle or high schools, post office or library branches, office uses, row house/patio home developments, athletic clubs, etc. The following types of appropriate uses and themes are envisioned at the three interchange locations along SH -16: • US 20-26: Commuter Services, Technology/Research, Business Park • Ustick Road: Educational, Civic, Light Retail, Residential • Franklin Road: Trucking and Freight, Light Industrial, Hospitality SECTION 3. That this Resolution shall be in full force and effect immediately upon its adoption and approval. ADOPTED by the City Council of the City of Meridian, Idaho, this 1�, day of APPROVED by the Mayor of the City of Meridian, Idaho, this 19 day of APPROVED: Mayor Ta de Weerd , ATTEST: ,���yOFMEROp�9 F o By: _ Jaycee L. olman, City Clerk - $�+ AL -7 OM N 'f'p r isl q COMPREHENSIVE PLAN AMENDMENT —MIXED USE LAND USE DESIGNATIONS — CPA 10-001 — Page 13 of 13 Meridian City Council Meeting DATE: ITEM NUMBER: 4R PROJECT NUMBER: ITEM TITLE: Resolution No. tl� ` 1 b Community Development Block Grant (CDBG) Program Year 2010 Annual Action Plan Revisions MEETING NOTES kxr CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO SENT TO SENT TO NOTES INITIALS STAFF AGENCY APPLICANT 10 ' I N In - I L1 --- ti r lq � ►-tel ac+o,-� r' � a. � 4 r� � ►-t r 1eSD 1 Y f)c+ior -PIC,-V1 �n LC SC,,,-AcKe, C B C-1 -Po Idt y- CITY OF MERIDIAN RESOLUTION NO. -�q 2 BY THE CITY COUNCIL: BIRD, HOAGLUN, ROUNTREE, ZAREMBA A RESOLUTION APPROVING SUBMISSION OF THE COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM YEAR 2010 ACTION PLAN AS REVISED TO THE UNITED STATES DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT; AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AND ATTEST THE SAME ON BEHALF OF THE CITY OF MERIDIAN; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, it is necessary that an annual action plan be submitted to the United States Department of Housing and Urban Development ("HUD") in order to receive Community Development Block Grant ("CDBG") funding for the Program Year of 2010; and WHEREAS, the City held a public hearing on the Program Year 2010 Action Plan on August 10, 2010, and held a public comment period on the draft application materials from June 22, 2010 to August 10, 2010. WHEREAS, with the Adoption of Resolution No. 10-736, the City approved the Program Year 2010 Action Plan on August 24, 2010 and forwarded it to HUD for review and comment; WHEREAS, HUD reviewed the Program Year 2010 Action Plan, provided comments and requested revisions to the 2010 Action Plan in a letter to the City dated September 17, 2010; WHEREAS, the City revised the Program Year 2010 Action Plan in accordance with the comments provided by HUD, and this resolution is intended to SUPERSEDE and REPLACE Resolution No. 10-736; NOW THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF MERIDIAN CITY, IDAHO: Section 1. That the Revised Program Year 2010 Action Plan and its certification documents, copies of which are attached hereto as EXHIBIT A and incorporated herein by reference, be, and the same hereby are, approved as to both form and consent. Section 2. That this Resolution supersedes Resolution No. 10-736. Section 3. That the Revised Program Year 2010 Action Plan attached hereto replaces the Action Plan approved by the City of August 24, 2010. Section 4. That the Mayor and the City Clerk be, and they hereby are, authorized to respectively execute and attend the certifying documents for the Program Year 2010 Action Plan for and on behalf of the City of Meridian. Section 5. That this Resolution shall be in full force and effect immediately upon its adoption and approval. RESOLUTION APPROVING REVISED CDBG DOCUMENTS —Page I OF 2 ft ADOPTED by the City Council of City of Meridian, Idaho this �_ day of � C -,k* (Z , 2010. �qf APPROVED by the Mayor of the City of Meridian, Idaho, this I day of ATTEST: Jaycee 13 Holman, City Clerk APPROVED: Mayor Ta y de Weerd i � :ill Alli / i FM \ OW SEAL ON RESOLUTION • �\��.�. RESOLUTION APPROVING REVISED CDBG DOCUMENTS —Page 2 OF 2 October 12, 2010 MEMORANDUM TO: Mayor De Weerd and City Council FROM: Lori Den Hartog CC: Anna Canning Caleb Hood RE: PY 2010 CDBG Action Plan Revisions BACKGROUND The City adopted the Program Year 2010 (PY10) CDBG Action Plan on August 10, 2010 and the adopting Resolution 10-736 on August 24, 2010. The Plan was then forwarded to HUD for review. UPDATE On September 21, 2010, staff received a letter from HUD requesting some additions and revisions to the City -adopted Action Plan. The letter directs the City to submit a revised Action Plan to HUD by October 17, 2010. Until HUD approves the PY10 Action Plan, the City cannot access CDBG funds for the current program year (October 1, 2010 — September 30, 2011). The letter and comments from HUD are included as Attachment 1. All of the requested changes are minor and are not substantive; therefore, staff is making no presentation before the Mayor and City Council regarding these changes. In addition, the proposed resolution is a consent agenda item. Based on HUD's comments and a review of the City -adopted PY2010 Action Plan, staff proposes the following changes: Change: Added additional narrative on Page 15 identifying why the City is not specifically addressing the priority housing needs of elderly persons, frail elderly persons, persons with disabilities, persons with HIV/AIDS, and persons with alcohol or other substance abuse problems. The narrative primarily addresses that the City partners with local government Planning Department . 33 E. Broadway Avenue Meridian, ID 83642 01a..... 7A4 44A CC44 C..., r3A0 000 G0CA ........ Page 2 agencies and non -profits which do provide these supportive housing needs and that the City's formula grant is relatively small and prioritized to meet the identified needs of the City. Reason: HUD identified that the City needed additional narrative and to explain the reasons the City was not proposing to address these specific needs. Change: Added item #6 on Page 16 addressing Impediments to Fair Housing. Reason: The FHEO Seattle Regional Office requested that the City identify what actions we are taking to address Fair Housing Impediments every year. Change: Minor modifications to Table 3C for the LMA Infrastructure Replacement (Fall -Back activity). Reason: HUD requested corrections, and the corrections were made as HUD identified. Other HUD Comments: HUD's first comment requested a percentage calculation in our description of the distribution of funds geographically. The percentage was included in the original submittal on Page 14, and staff has requested that if any other clarifications are necessary, that HUD provides those. HUD also commented that the City needed to provide additional narrative regarding our monitoring plan. After further discussions, via e-mail with HUD staff, they agreed that the original submittal was sufficient. ACTION REQUESTED That City Council approve Resolution -1 revising the PY2010 CDBG Action Plan as described herein. NEXT STEPS Staff will forward the revised PY2010 Action Plan back to HUD to consider and (hopefully) approve so that the City can secure the next round of CDBG funding. Page 3 Attachment 1: Letter & Comments from HUD on PY2010 Action Plan ,ptAENTDFh 400 Southwest Sixth Avenue, Suite 700 U.S. Department of Housing and Portland, OR 97204-1632 P a�* ��I�I� * N� Urban Development (971) 222-2610 Region X Portland Field Office FAX (971) 222-2670 0 1111111 Community Planning & Development Division BAN DE"" - September 17, 2009 Lori Den Hartog CDBG Administrator City of Meridian Planning Department 33 East Broadway Meridian, ID 83642 Dear Ms. Den Hartog: SUBJECT: City of Meridian 2010 Annual Action Plan We are providing the enclosed review comments to provide feedback to the city on its Annual Action Plan for Program Year 2010. They summarize our review of the city's Plan to meet the requirements at 24 CFR Part 91. The Annual Action Plan was received by the due date of August 16, 2010. Our review revealed a very organized and easy to read Annual Action Plan. This expedited the review process and we encourage the city to continue to use this format in future submissions. While the submission was detailed, it did not provide all of the information required by the regulations. Our review comments should be used to assist the city in clarifying the current Plan. Please submit a revised Annual Action Plan within 30 days of the date of this letter. Your cooperation and oversight of the CDBG program which benefits low- and moderate -income residents in Meridian is sincerely appreciated. We look forward to working with the city to meet the goals of its 2010 Annual Action Plan. Please contact Murrianna Thomson, CPD Representative, at 971-222-2621 or via email at Murrianna K.Thomson@hud.gov should you have questions regarding the CDBG program. Sincerely, � C(, b & IL 0 V' A 17 Doug Carlson, Director Community Planning and Development Enclosure cc: C. Caleb Hood, Planning Manager www.hud.ggv/oreaon Page 4 Comments on the City of Meridian, Idaho's Annual Action Plan Program Year 2010 Community Development Block Grant Program (CDBG) COMMUNITY PLANNING AND DEVELOPMENT The following narrative contains the results of HUD's review of the Annual Action Plan for the city of Meridian. ➢ Please note that any comments in bolded italics and marked with an arrow are to be addressed by the city As an appendix to our comments, we are enclosing a copy of HUD's Annual Action Review Checklist for the city's use when responding. If the information in question has been included in the city's Annual Action Plan and HUD was unable to locate that information, please indicate the page or pages where we may find the missing information. General Comments The city of Meridian's Annual Action Plan for the year 2009 was submitted on time. The discussion of citizen participation efforts was included in the Annual Action Plan as required. Action Plan 24 CFR 91.220 The Standard Form -424 was provided and signed by the appropriate official. Resources The information provided by the city was sufficient to satisfy the requirements in this section. Activities 24 CFR 91.220(d) The information provided by the city was sufficient to satisfy the requirements in this section. Page 1 of 5 Page 5 Comments on the City of Meridian, Idaho's Annual Action Plan Program Year 2010 Community Development Block Grant Program (CDBG) Outcomes 24 CFR 91.220(e) The information provided by the city was sufficient to satisfy the requirements in this section. Expenditure Limits The administrative cap and the public service cap for CDBG funds was not exceeded. Geo Fraphic Distribution 24 CFR 91.220(f) The information provided by the city did not include an estimate of the percentage of funds it plans to dedicate to target areas. ➢ Please revise the narrative on geographic distribution to include an estimate of the percentage of funds the city plans to dedicate to the proposed target areas Affordable Housing Goals 24 CFR 91.220(g) The information provided by the city was sufficient to satisfy the requirements in this section. Public Housing 24 CFR 91.220(h) This section is not applicable to the city of Meridian. Homeless and Other Special Needs Activities 24 CFR 91.220(1) The city was to include narrative indicating if supportive housing activities were being undertaken to address the priority housing needs of persons who are not homeless (elderly, frail elderly, persons with disabilities, persons with HIV/AIDS, persons with alcohol or other substance abuse problems). Please provide additional narrative addressing the supportive housing needs mentioned above. If no supportive housing activities are being undertaken to address the housing needs of persons who are not homeless (see above), please state this fact (and why not) in a brief narrative added to this section of the Annual Action Plan. Page 2 of 5 Page 6 Comments on the City of Meridian, Idaho's Annual Action Plan Program Year 2010 Community Development Block Grant Program (CDBG) Other Actions 24 CFR 91.220(k) The information provided by the city was sufficient to satisfy the requirements in this section. Program Specific Requirements 24 CFR 91.220(L) CDBG The funding allocated for each activity equals the total grant amount. HOME This section is not applicable to the city of Meridian. American Dream Downpavment Initiative This section is not applicable to the city of Meridian. HOPWA This section is not applicable to the city of Meridian. Mo itoring 24 CFR 91.230 The Action Plan was to describe the steps/actions being taken to ensure compliance with program requirements, including requirements involving the timeliness of expenditures. ➢ Please provide narrative responding to this requirement Certifications 24 CFR 91.225 Our review included ensuring the completeness and accuracy of required certifications. All certifications were in order. Page 3 of 5 Page 7 Comments on the City of Meridian, Idaho's Annual Action Plan Program Year 2010 Community Development Block Grant Program (CDBG) Tables We have comments only on the following activities. Project Title: Five Mile Creek Pathway, Segment H.1 As this activity is meeting the CDBG National Objective of LMA, the city is reminded to keep in the activity file as part of the documentation the followings: • Boundaries of the service area (map and or physical description) • Documentation that the area is primarily residential (e.g. zoning map) • Income characteristics of households in the services area (Census data) Project Title: Meridian Food Bank Should the city assist the food bank with a purchase of a truck to pick up and transport food, we suggest the city read Chapter 4 of "Playing by the Rules" prior to purchasing it and review 24 CFR 570.207(b)(1)(iii) below: Furnishings and personal property. The purchase of equipment, fixtures, motor vehicles, furnishings, or other personal property not an integral structural fixture is generally ineligible. CDBG funds may be used; however, to purchase or to pay depreciation or use allowances (in accordance with OMB Circular A-21, A-87, or A-122, as applicable) for such items when necessary for use by a recipient or its subrecipients in the administration of activities assisted with CDBG funds, or when eligible as fire fighting equipment, or when such items constitute all or part of a public service pursuant to 24 CFR 570.201(e). Also, please review the OMB Circulars mentioned in 570.201(e) above. If after review, the city proceeds with assisting the Meridian Food Bank with the purchase of a truck, the city is reminded that as a public services activity, the total amount expended for this activity is subject to a 15% cap. Your current proposed budget will not exceed the 15% cap, based upon the revised CDBG award for your 2010 Program Year. If the truck will be used by the food bank for any other use besides that stated in the 2010 Action Plan, the city is reminded that only the costs associated with the proposed activity can be charged. All other uses will have to be documented as covered by other funding sources. 1 Basically CDBG, Chapter 6, page 6-3 Page 4 of 5 Page 8 Comments on the City of Meridian, Idaho's Annual Action Plan Program Year 2010 Community Development Block Grant Program (CDBG) This same information applies to the computers the food bank is considering purchasing with the CDBG funds. Proiect Title: LMA Infrastructure Replacement (Fall -Back Activity) This activity is neither a Public Services nor a Planning and Capacity Building project and as such, will not be subject to spending caps. Please refer to the CDBG Desk Guide, pages 2-22 to 2-32 and 2-75 to 2-76. This activity is a Public Facilities project. Please refer to the CDBG Desk Guide, pages 2-11 to 2-17, especially the National Objectives for Public Facilities on page 2-15 under L/M Income Area Benefit that references page 3-7 of the same guide. Please ensure the appropriate LMA documentation is in the activity file, when it is started. Please note the following changes to Table 3C for this activity: ➢ The HUD Matrix Code should be 03J ➢ The CDBG Citation should be 24 CFR 570.201(c) ➢ The National Objective should be LMA ➢ Please clarify Units - 600 - households? BOISE STATE FIELD OFFICE The plan is good at identifying resources beyond the CDBG allocation to the city, but it lacks detail on how non-CDBG resources impact the community. Use of CDBG resources seems well thought through. Overall, the plan seems well written and for a new entitlement community, it is a good FY 2010 Action Plan. PUBLIC HOUSING SEATTLE REGIONAL OFFICE We have no comments on the plan. FHEO SEATTLE REGIONAL OFFICE We are requesting that in all subsequent Annual Plans, the grantee include a description of the geographic areas of the jurisdiction (including areas of minority concentration) in which it will direct assistance during the ensuing program year and providing the rationale for the priorities for allocating investment geographically. Also, we are requesting the grantee to identify actions it will be taking to address Fair Housing impediments. The grantee must identify actions to address Fair Housing impediments every year. Page 5 of 5 EXHIBIT A Revised Community Development Block Grant (CDBG) PY2010 Action Plan Meridian City Council Meeting DATE: ITEM NUMBER: 5A PROJECT NUMBER: ITEM TITLE: Public Comment - Ordinance No. % y — &22 : Prohibiting Sale, Possession and Use of Synthetic Cannabinoid Products ("Spice") MEETING NOTES CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS -TO k yx CITY OF MERIDIAN CITY COUNCIL PUBLIC COMMENT SIGN-UP SHEET DATE October 12, 2010 ITEM # PROJECT NUMBER Ordinance No. 10-1459 PROJECT NAME Prohibiting "Spice" Products PLEASE PRINT NAME FOR AGAINST NEUTRAL ECEIVE OCT 12 2010 CITY OFG4fE Z_, - r-%. CITY OF MERIDIAN ORDINANCE NO. I C ` '15 -I BY THE CITY COUNCIL: BIRD, HOAGLUN, ROUNTREE, ZAREMBA AN ORDINANCE OF THE CITY OF MERIDIAN ADDING A NEW SECTION, TO TITLE 6 OF THE MERIDIAN CITY CODE, RELATING TO THE POSSESSION AND SALE OF PRODUCTS CONTAINING SYNTHETIC CANNABINOIDS, KNOWN OR SOLD UNDER PRODUCT NAMES SUCH AS "SPICE" AND "K2"; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, pursuant to Idaho Code, Title 50, Chapter 3, the City of Meridian has the authority to enact ordinances not inconsistent with the laws of the state of Idaho to preserve public health, maintain the peace, and promote the general welfare of the City; and WHEREAS, in Meridian and surrounding areas, a mixture of herbal and spice plant products laced with synthetic cannabinoids are being marketed, sold, and used as a smoking product under names including, but not limited to, "Spice," "K2," "Black Mamba," and "Blue Pearl," even though they are labeled as incense that is "not for human consumption"; and WHEREAS, this product is often referred to as "synthetic marijuana" because the ingredients are designed to mimic the active ingredient THC found in marijuana; and WHEREAS, this product is becoming increasingly popular and available in retail stores not regulated by the Board of Pharmacy, including tobacco shops, bars, pool halls, and convenience stores, some of which are accessible to persons particularly vulnerable to drug abuse, such as minors, probationers, and parolees; and WHEREAS, synthetic marijuana products are known to cause hallucinations, blurred vision, elevated blood pressure, rapid heart rate, nausea and vomiting, seizures, and loss of consciousness; and WHEREAS, the Drug Enforcement Administration has labeled this product a "drug and chemical of concern," approximately 13 states have banned the sale and possession of synthetic marijuana, and the Idaho Board of Pharmacy has adopted an emergency rule classifying the product as a Schedule II controlled substance; and WHEREAS, the City Council of the City of Meridian seeks by this ordinance to ensure that the prohibitions contained herein are enforceable by the Meridian Police Department in the interim period between the effectuation of the Board of Pharmacy rule and such time as the Idaho legislature acts to designate this product in Idaho Code as an illegal Schedule II drug; NOW, THEREFORE, BE IT ORDAINED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF MERIDIAN, ADA COUNTY, IDAHO: Section 1. That a new section of Title 6, Chapter 3, Meridian City Code, Section 11, shall be, and hereby is, enacted to read as follows: SYNTHETIC CANNABINOIDS/"SPICE" ORDINANCE PAGE 1 OF 4 Section 6-3-11: UNLAWFUL SALE AND POSSESSION OF ILLEGAL SMOKING PRODUCTS: A. It shall be unlawful for any person to use, possess, purchase, or attempt to purchase any illegal smoking product. B. It shall be unlawful for any person to sell, offer to sell, give away, deliver or publicly display for sale any illegal smoking product. C. For purposes of this section, the following terms shall be defined as follows: PERSON: an individual, corporation, partnership, wholesaler, retailer, and any licensed or unlicensed business, including a clerk, manager, or owner of a business; 2. ILLEGAL SMOKING PRODUCT: Any substance, whether described as tobacco, herbs, incense, spice, or any blend thereof, which, when smoked or ingested, mimics the effects of a controlled substance, regardless of whether the substance is marketed for the purpose of being smoked or ingested, or which includes any one or more of the following chemicals: a. CP 47,497 and homologues: 2-[(1R,3S)-3-hydroxycyclohexyl]-5-(2-methyloctan-2- 10-11.1 yl)phenol) b. HU -210: [(6aR, lOaR)-9-(hydroxymethyl)-6,6-dimethyl-3-(2methyloctan-2-yl)- 6a,7, l 0, l 0a-tetrahydrobenzo [c] chromen- l -o 1)], also known as 6aR-trans-3 -(1,1- Dimethylheptyl)-6a,7, l 0, l 0a-tetrahydro-1 -hydroxy-6,6-dimethyl-6H- dibenzo [b,d]pyran-9-methanol c. JWH-018: 1 -pentyl -3 -(1-naphthoyl)indole, also known as Naphthalen- l-yl-(1- penttlindol-3-yl)methanone d. JWH-073: 1-butyl-3-(1-naphthoyl)indole, also known asNaphthalen-l-yl-(1- butylindol-3 -yl)methanone e. JWH-200:1-[2-(4-morpholinyl)ethyl]-3-(1-naphthoyl)indole f. JWH-081: 1-pentyl-3-(4-methoxy-l-naphthoyl)indole, also known as 4- methoxynaphthalen-1-yl- (1-pentylindol-3-yl)methanone g. JWH-250: 1-pentyl-3-(2-methoxyphenylacetyl)indole, also known as 2-(2- methoxyphenyl)-1-(1-pentylindol-3-yl)ethanone h. Other synthetic cannibinoids or derivatives, salts, isomers, or salts of isomers with similar chemical structure and pharmacological activity as the substances defined above. SYNTHETIC CANNABINOIDS/"SPICE" ORDINANCE PAGE 2 OF 4 D. Any person in violation of this ordinance shall be guilty of a misdemeanor. E. If the Idaho Legislature adopts a statute enacting criminal penalties for the possession, sale or delivery of any illegal smoking product as defined by this ordinance, then upon the effective date of such state statute, this ordinance shall no longer be deemed effective. However, a violation of this ordinance occurring prior to the effective date of such state statute may be prosecuted after the effective date of the state statute. F. If any provision of this ordinance shall be held to be invalid by a court of competent jurisdiction, then such provision shall be considered separately and apart from the remaining provisions of this ordinance, which shall remain in full force and effect. Section 2. That all ordinances, resolutions, orders, or parts thereof or in conflict with this ordinance are hereby voided. Section 3. That this Ordinance shall be in full force and effect immediately upon its passage. PASSED by the City Council of the City of Meridian, Idaho, this 12th day of October, 2010. APPROVED by the Mayor of the City of Meridian, Idaho, this 12th day of October, 2010. APPROVED: Tammy de` eerd Mayor ATTEST: 0� MlisoER TFo cee lman City Clerk - $EAL - tilt I[ n SYNTHETIC CANNABINOIDS/"SPICE" ORDINANCE PAGE 3 OF 4 NOTICE AND PUBLISHED SUMMARY OF ORDINANCE PURSUANT TO I.C. § 50-901(A) CITY OF MERIDIAN ORDINANCE NO. 10- 1 q" PROVIDING FOR A NEW PROVISION OF THE MERIDIAN CITY CODE PROHIBITING THE USE, POSSESSION, PURCHASE, SALE, OFFER, GIVEAWAY, DELIVERY OR PUBLIC DISPLAY OF PRODUCTS CONTAINING SYNTHETIC CANNABINOIDS An ordinance of the City of Meridian adding a new section, Section 6-3-11, to Meridian City Code, relating to the possession and sale of products containing synthetic cannabinoids, known or sold under product names such as "Spice" and "K2." The full text of this ordinance is available for inspection at City Hall, City of Meridian, 33 East Broadway, Meridian, Idaho. This ordinance shall become effective upon its passage and publication. Ci of f4e'Aan,,,,� Mayor City Council BY: Jaycee Holman, City Clerk First Reading: e)GroVy-N,- a _ ao t o Adopted after first reading by suspension of the Rule as allowed pursuant to ^ Idaho Code § 50-902: YES-- NO Second Reading: Third Reading: STATEMENT OF MERIDIAN CITY ATTORNEY AS TO ADEQUACY OF SUMMARY OF ORDINANCE NO. 10- /q" The undersigned, William L.M. Nary, City Attorney of the City of Meridian, Idaho, hereby certifies that he is the legal advisor of the City and has reviewed a copy of the attached Ordinance no. 10- (4 �q 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 c3 day of (DC.kL , 2010. I., e7 - .-- William. L.M. N City Attorney SYNTHETIC CANNABINOIDS/"SPICE" ORDINANCE PAGE 4 of 4 Meridian City Council Meeting DATE: ITEM NUMBER: 5B PROJECT NUMBER: ITEM TITLE: Ordinance No. 10-1457: "Kassy's Law" - Prohibiting Texting While Driving MEETING NOTES CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS ��-1� T CITY OF MERIDIAN ORDINANCE NO. BY THE CITY COUNCIL: BIRD, HOAGLUN, ROUNTREE, ZAREMBA "KASSY'S LAW' AN ORDINANCE REPEALING TITLE 7, CHAPTER 1, SECTION 9 OF THE MERIDIAN CITY CODE, REGARDING IMPOUNDING OF VEHICLES; AND REPLACING WITH A NEW TITLE 7, CHAPTER 1, SECTION 9, REGARDING TEXTING WHILE DRIVING; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, Kassandra Lou "Kassy" Kerfoot, a 2009 graduate of Meridian High School, died on December 29, 2009, at age 18, due to injuries sustained in an accident that occurred because she was texting while driving and lost control of her vehicle, and the Mayor and City Council of the City of Meridian seek to recognize in this terrible loss an opportunity to educate drivers on the dangers of texting while driving and prevent similar tragedy in our community; WHEREAS, in recent years there has been a proliferation of drivers who choose to use cellular telephones or other wireless electronic devices to write, send, and/or read text -based communications while driving motor vehicles; WHEREAS, distractions caused by such devices, including the act of texting while driving significantly impair drivers' reaction time, increase crash risk, and has in fact resulted in traffic accidents, injuries, and deaths within the City of Meridian, particularly among less experienced drivers; WHEREAS, the City Council of the City of Meridian deems it to be in the best interest of the health, safety and welfare of its citizens to prohibit drivers within the City limits from engaging in text messaging while driving in order to improve roadway safety for all vehicle operators, passengers, bicyclists, pedestrians, and other road users; and WHEREAS, by the passage of Idaho Code section 49-1819, effective July 1, 2010, the Idaho legislature expressly preempted municipal code provisions regarding towing of vehicles; NOW, THEREFORE, BE IT ORDAINED BY THE MAYOR AND COUNCIL OF THE CITY OF MERIDIAN, IDAHO: Section 1. That Title 7, Chapter 1, Section 9 of the Meridian City Code is hereby repealed, and shall be replaced with "Kassy's Law," to read as follows: 7-1-9: TEXTING WHILE DRIVING PROHIBITED: Texting while operating a motor vehicle while such vehicle is in motion shall be prohibited. A first and/or second violation of this section shall be an infraction, punishable by a fine of seventy-five dollars ($75). A third and/or subsequent violation of this section shall be a TEMNG WHILE DRIVING ORDINANCE PAGE 1 OF 2 misdemeanor, punishable by a fine of up to three hundred dollars ($300), or by imprisonment in the county jail for up to ninety (90) days, or both such fine and imprisonment. "Texting," as it is used in this section, shall be defined as engaging in the review, preparation, and/or transmission of a typed or pictorial message via a wireless, handheld device. This definition shall not include: the use of a voice -operated or hands-free device to review, prepare, and/or transmit a message without the use of either hand except to activate, deactivate, or initiate a feature or function of such voice -operated or hands-free device; the use of any device to dial a telephone number, initiate a telephone call, and/or verbally communicate; or the use of a mobile data terminal by law enforcement, fire, or emergency medical personnel while acting in the course and scope of their duties. "Wireless, handheld device" as it is used in this section, shall be defined as an electronic device which communicates or transmits a typed or pictorial information by electromagnetic waves or radio frequency and which is designed to be held or used by, or is actually held or used by, a human hand or hands. This term shall include, but shall not be limited to, cellular telephones, satellite telephones, pagers, computers, mobile messaging devices, tactile texting devices, personal electronic devices, personal digital assistants, and/or any device with two or more such capabilities. Section 2. That all ordinances, resolutions, orders, or parts thereof or in conflict with this ordinance are hereby voided. K00) 2010. Section 3. That this ordinance shall be effective on November 1, 2010. PASSED by the City Council of the City of Meridian, Idaho, this 12th day of October, APPROVED by the Mayor of the City of Meridian, Idaho, this 12th day of October, APPROVED: Tammy de NVrd Mayor ATTEST: o s aycee I61man SEAL City Clerk - 9 001) t `f TEXTING WHILE DRIVING ORDINANCE PAGE 2 OF 2 Page 1 of 2 Jacy Jones From: Peggy Gardner Sent: Friday, October 08, 2010 2:57 PM To: 'tlnloanboy@gmail.com' Cc: Robert Simison; Jacy Jones; Tammy de Weerd; David Zaremba; Brad Hoaglun; Keith Bird; Charlie Rountree Subject: RE: Text Ordinance Dear Mr. Nicholson, Thank you for taking time to send an email in regarding banning texting while driving. Your opinion is,important to us. We will make sure this information is added to the record of public comments. Thanks again, Peggy Gardner Administrative Assistant to Mayor Tammy de Weerd City of Meridian 33 E. Broadway Avenue Meridian, ID 83642 Phone 489-0529 ........ From: meridian apps@meridiancity.org [mai Ito: meridian_ apps@meridiancity.org] Sent: Friday, October 08, 2010 1:45 PM To: Tammy de Weerd; Charlie Rountree; David Zaremba; Keith Bird; Brad Hoaglun; Peggy Gardner Subject: Text Ordinance Request for Mayor and Council Name Tony Nicholson Last Nicholson Name Email tlnloanboy@gmail.com Address Street 4167 N. Montelino Way Address City Meridian State Idaho zip 83646 Code Subject Text Ordinance Message Dear Council, After hearing the lastest news regarding the banning of texting as a safety issue with distracted driving both here and in Twin Falls, I have to respond as a life long citizen of this State. While I understand that your elected officials trying to keep the city safe, I believe this ordinance is waste of taxpayer money. I travel for the 10/11/2010 Page 2 of 2 U.S. Government all over this valley and see distracted driving all the time. I'm ,.� forbidden to talk/text/email on my cell phone while working per government regulations and I must note there are many other Idaho State statues that cover this and thus a ban is not needed. For example, if a driver is not paying attention, reaching to get their coffee or even spilling it on themselves or in our case texting/reading and hit someone or something, it would fall under inattentive driving. As you can see, we don't need more laws to keep us safe, we need the ones we have enforced. I'm also concernced that we/you our elected officials are lawing us to death, just as we are with taxes. I'm pretty sure that in my daily driving, I violate many laws that I don't even know about whether federal, state or local. As you can see I feel you are creating undo burden on people, laws that just don't make sense and really are unenforceable, plus I feel that you are violating my ability to live freely in my own country. I moved here because I like Meridian and the central location of it to the valley, but I think you have many other things on your plate to work out rather than this which is already covered. As another note to this, if this passes, then you will have to redo all the other sign ordinances for businesses as they are a distraction to drivers too, might as well put in the ban that you can't play your radio in the car, turn your heater on or mess with your windshield wipers as these are distractions too. At some point, we as citizens have to take responsibility for ourselves and parents have to take responsibility for their kids and teach them as I do mine. Thanks for your time. 10/11/2010 Page 1 of 2 Jacy Jones SCA INED From: Peggy Gardner Sent: Thursday, October 07, 2010 2:43 PM To: 'jhon@honsolutions.com' Cc: Tammy de Weerd; Charlie Rountree; David Zaremba; Keith Bird; Brad Hoaglun; Robert Simison; Jacy Jones Subject: RE: Driving while Texting Ordinance Dear Mr. Hon: Thank you for taking time to send an email regarding banning texting while driving. Your opinion is important to us. We will make sure this information is added to the record of public comments for the next City Council meeting. Thanks again, Peggy Gardner Administrative Assistant to Mayor Tammy de Weerd City of Meridian 33 E. Broadway Avenue Meridian, ID 83642 Phone 489-0529 From: meridian apps@meridiancity.org [mailto:meridian apps@meridiancity.org] Sent: Thursday, October 07, 2010 2:23 PM To: Tammy de Weerd; Charlie Rountree; David Zaremba; Keith Bird; Brad Hoaglun; Peggy Gardner Subject: Driving while Texting Ordinance Request for Mayor and Council Name James Hon Last Hon Name Email jhon@honsolutions.com Address Street 2541 W Torana Dr Address City Meridian State Id Zip 83646 Code Driving Subject While Texting .� Ordinance Message Dear Mayor and Council Members While I sympathize to the grieving family with the death of their daughter and I cannot begin to understand the horror that they have gone 10/8/2010 Page 2 of 2 through, I must ask all of you to carefully study the texting while driving ban that you �.--.. are considering. My main fear is that while your motives are honorable, there are unintended consequences to your actions and one may be that my own safety will be reduced by passage of this ban. I direct you to a recent article, that I fully suspect that you read, in the Idaho Statesman: http://www.idahostatesman.com/2010/10/05/1367329/texting-ban-may-be-teens- legacy.html And I especially point your attention to this paragraph: "A recent study released by an arm of the Insurance Institute for Highway Safety found that in three states that had imposed such bans - California, Louisiana and Minnesota - accidents had increased." This may be associated to people hiding the fact that they continue to text resulting in drastically reducing their attention to the road. Beyond this, I adhere to the following: 1) Difficulty in tracking differences in traffic laws between cities. 2) The basic inability to legislate common sense and behavior. I should end by stating that I never have nor never will text while driving. The activity is just stupid to try to do while driving. But a law may actually increase the hazards. Sincerely Jim Hon 10/8/2010 Peggy Gardner recorded a phone call with a concerned citizen, John Longhurst, in regards to the texting ban ordinance. A summary of his comments are typed below. We will save a copy of the conversation if needed in the future. Comments: There are already laws in place that address things like texting while driving such as the inattentive driving laws. You can receive a ticket for doing any activity that takes the attention away from driving. A law to ban texting while driving seems excessive, what's next; a law to outlaw eating while driving, doing nails or hair while driving, or engaging in a conversation. A law to ban texting just says that as a society we are not disciplined. He is unsure that it will solve any problems. The inattentive driving law needs to be enforced without developing new ones. He feels that we already have enough laws. People are ticketed for things they do not even know are laws restricting. He feels that he is losing his freedoms. He would like a response to some of his concerns and is open- minded to having a discussion. RECEIVE OCT 0 5 2010 CITY 0FOW-! - CITY CLERKS OFFICE Page I of 3 Jacy Jones From: Melinda Croswell [melcros@cableone.net] Sent: Saturday, October 02, 2010 11:01 PM To: clerk Cc: mayortammy Subject: Texting While Driving I would like to express an opinion about the texting while driving ban the Meridian City Council is considering. I am AGAINST the ban. Texting while driving is very well covered under the current Inattentive Driving law (49-1401(3)) which reads: Inattentive driving shall be considered a lesser offense than reckless driving and shall be applicable in those circumstances where the conduct of the operator has been inattentive, careless or imprudent, in light of the circumstances then existing, rather than heedless or wanton, or in those cases where the danger to persons or property by the motor vehicle operator's conduct is slight. Every person convicted of inattentive driving under this section shall be guilty of a misdemeanor and may be sentenced to jail for not more than ninety (90) days or may be fined not more than three hundred dollars ($300), or may be punished by both fine and imprisonment. This code quite clearly covers texting and driving if it causes the person to drive inattentively. If texting while driving causes an operator to be inattentive then there is already a law to cover it. Or does the fact that a citation is written under a Meridian City code instead of an Idaho State code mean the city of Meridian gets more revenue from the ticket? ,.-.� Also, is the science accurate? Some studies find that outlawing texting while driving does nothing to reduce the number of crashes. In fact, some studies find that the crashes increase after the laws are passed because people try to hide that they are texting and then become distracted. 10/4/2010 .10�. Page 2 of 3 http://abcnews.p-o.com/Technology/texting-drivinp, bans -make -roads -safer -stud //stoly? id=11744804 If a police officer responds to a crash his interview of the subjects involved in the crash should be able to determine if texting while driving contributed to the crash. If that happened then writing the cite under 49-1401(3) (Inattentive Driving) should be quite effective in curbing the further texting while driving behavior. If an officer sees a vehicle that is not being driven correctly and pulls it over he should also be able to determine through talking with the driver (coupled with his training and experience) if the driver is texting. He should be able to articulate, in court, the reason for the stop, his observations, and the driver's admissions in court. With all due respect to Chief Lavey, I think he is selling his officers short. I am confident in their abilities to conduct an investigation in the field and determine if texting was a factor in the behavior they saw. Additionally, there are unanswered questions: Will this law be a "primary violation" where an officer can pull someone over if they see the person texting? Or will it be like the seatbelt law where they need another reason to pull the person over. And what if the officer pulls me over and I was dialing my phone and not texting? Will he take my word for it because I truly do not text and drive, but I do sometimes dial and drive. Will texting itself be prima facie evidence of a violation. or will the texting need to be believed to have caused some other errant behavior? If some other behavior is needed then why not just use the code that fits that behavior (ie, failing to maintain lane, following too closely, inattentive driving)? Do we really need yet another traffic law on the books? Again, I have faith in the officers of the Meridian Police Department to know the state codes, and city ordinances, for driving and to enforce the ones that are already on the books as they relate to texting. I am a Meridian resident and am writing this to express my OPPOSITION to a new law banning texting while driving when there is already a law on the books that covers this behavior if it causes a problem. Incidentally, my husband agrees with me and we are both registered voters. I am happy to discuss this matter with anyone who wishes to contact me. Sincerely, 10/4/2010 Page 3 of 3 Melinda Croswell 914-0922 Zip Code 83646 10/4/2010 Jacy Jones �'—`,Zrom: Michael Schneider [mSchneider@adaweb.net] sent: Monday, October 04, 201011:42 AM To: clerk Subject: Study: Crashes Rise Following Texting Bans: Top News Stories at Officer.com This isn't written testimony, but rather just some information to consider. Thanks, Mike. http://www.officer.com/online/article.jap?siteSection=l&id=54712 Mike Schneider 1443 N. Haven Cove Ave. Meridian, ID 83642 208)887-4828 Study: Crashes Rise Following Texting Bans (Officer.com) Page l of 2 Study: Crashes Rise Following Texting Bans Posted: September 29th, 2010 10:09 AM EDT BY JEFF GELLES The Philadelphia Inquirer Could state bans on texting be boosting accident rates? That was the disturbing suggestion of a study presented Tuesday at a highway -safety conference, and it closely followed separate research estimating that drivers' texting caused 16,000 fatalities from 2001 through 2007. The surprising finding came from the insurer -sponsored Highway Loss Data Institute, whose researchers examined crash data from four states -- Washington, Louisiana, Minnesota, and California -- in the months before and after they enacted texting bans. Rather than reduce collision losses, bans on texting appeared to trigger a small uptick in crashes in three of the four states, said Russ Rader, a spokesman for the industry group and its parent group, the Insurance Institute for Highway Safety. The researchers said the study raised a question: If the laws simply didn't help, why was there a rise in crashes? Adrian Lund, president of the institutes, said the problem may be that drivers are suffering a dual distraction -- first by the texting itself, and second by attempts to avoid being noticed. "Clearly drivers did respond to the bans somehow," Lund said in a statement. "What they might have been doing was moving their phones down and out of sight when they texted, in recognition that what they were doing was illegal." Rader said the data showed a particular rise in crashes among young drivers -- the same 18- to 24 -year -olds who surveys show "are most likely to text while driving" whatever state laws decree. New Jersey and about 30 other states have banned texting while driving, and proposals are pending in Pennsylvania. The industry's methodology drew a sharp response from Secretary of Transportation Ray LaHood, who wrote in a blog entry that the study "created a cause and effect that simply doesn't exist" and ignored the role of effective enforcement. LaHood said the portion of fatalities linked to distraction rose from 10 percent in 2005 to 16 percent in 2008 before stabilizing last year. "That leveling off coincided with our national anti -distracted driving campaign, other public education efforts, and an increasing number of state anti -distracted driving laws," he said. A study published last week in the American Journal of Public Health put stark numbers on the risks of texting, which it said had apparently contributed to "an alarming rise in distracted driving fatalities." The study by University of North Texas researchers estimated that texting caused 16,000 U.S. r� fatalities from 2001 to 2007 in crashes that "increasingly involved male drivers driving alone in collisions with roadside obstructions in urban areas." McClatchy -Tribune News Service htty://www.officer.com/vublication/t)rinter.ist)?id=54712 10/4/2010 10. Study: Crashes Rise Following Texting Bans (Officer.com) Page 2 of 2 ......................... Printable version may be for personal use only. Content may not be duplicated, re -used or otherwise replicated without expressed, written consent from Officer. com and/or the original author/source. Visit Officer.com daily for the latest industry news, commentary, features and more. httn-//www nffieer rnm/n»hliratinn/nrinter.icn?id=5471 ?. 10/4/2010 /1011111 Page 1 of 1 Jacy Jones From: Peggy Gardner Sent: Tuesday, October 05, 20101:21 PM To: 'warrendavid95@yahoo.com' Cc: Tammy de Weerd; clerk Subject: RE: Texting Ban Dear Mr. Warren: Thank you for taking time to send an email in support of banning texting while driving. Your opinion is important to us. We will make sure this information is added to the record of public comments. Peggy Gardner Administrative Assistant to Mayor Tammy de Weerd City of Meridian 33 E. Broadway Avenue Meridian, ID 83642 Phone 489-0529 From: meridian_apps@meridiancity.org[mailto:meridian_apps@meridiancity.org] Sent: Tuesday, October 05, 2010 12:46 PM To: Tammy de Weerd; Charlie Rountree; David Zaremba; Keith Bird; Brad Hoaglun; Peggy Gardner Subject: Texting Ban Request for Mayor and Council Name David Warren Last Name Warren Email warrendavid95@yahoo.com Address Street 3719 S. Brigham Ave. Address City Meridian State ID Zip Code 83642 Subject Ban ng Message I just want to say I am 100% in favor of the ban on texting while driving. Please pass this ordinance as soon as possible to make our streets safer. Thank you 10/5/2010 /-\ Page 1 of 1 Jacy Jones From: Peggy Gardner Sent: Tuesday, October 05, 2010 11:20 AM To: Tammy de Weerd; Brad Hoaglun; Charlie Rountree; David Zaremba; Keith Bird Cc: clerk; Robert Simison Subject: Texting Donna Anders Donna Anders called to let you know she is in full support of the ban on texting while driving. Phone 887-5394 (Jacy can you make sure this gets added to the record?) Peggy Gardner Administrative Assistant to Mayor Tammy de Weerd City of Meridian 33 E. Broadway Avenue Meridian, ID 83642 Phone 489-0529 10/5/2010 Page 1 of 1 Jaycee Holman From: Jon F Diggs gonbo_d@yahoo.com] Sent: Tuesday, October 05, 2010 5:03 PM To: clerk Subject: Meridian City Council Meeting Input I applaud and support your efforts to outlaw texting while driving. My only disappointment is that it does not go far enough. I would encourage you to look at the possibility of including all forms of electronic distraction - Cell phones, laptops, electronic tablets (like Kindle), in -dash LCD monitors to watch movies while you drive, ad infinitum. This may sound a bit silly, but it has or will happen. I would call it'Elecronic Distracted Driving' (EDD). I would also make the fines attention -getting and progressive. No call, message, or whatever is so important as to endanger other drivers or yourself. I consider this behavior as INSANITY. Color me old fashion, but I believe the number one job of city and state givernment is public safety. The biggest threat I face in my life, on a daily basis, is distracted drivers. They are the terrorists that worry me most. Thank you for your concern and action. Keep up the good work. Jon F Diggs Meridian, ID 10/5/2010 Page 1 of 1 Jacy Jones From: Karen Anderson [karenand04@gmail.com] Sent: Monday, October 04, 2010 3:27 PM To: clerk Subject: Texting Ban Hello! A friend of mine stated I could call and voice my opinion on the texting ban after seeing my post of the link from ktvb's website about how Meridian could be the second ID town to pass the ban. I hope this passes. I was in traffic yesterday and watched as a woman was texting on her phone while the light was green holding up at least 7 cars behind her. When she did realize the light changed, she almost ran a red light. Please, please, please do what you can to get this texting ban passed. Our church family lost a dear young lady (Megan Bartley) due to an inattentive driver. We don't need any more lives taken because someone (young or old) decides a text message is more important than paying attention behind the wheel. Thank you for taking the time to read my email! Karen Anderson Meridian Resident 10/4/2010 Jacy Jones From: Peggy Gardner Sent: Tuesday, October 05, 2010 1:23 PM To: 'Karendaliman t@hotmail.com' Cc: Tammy de Weerd; clerk; Robert Simison Subject: RE: Text Banning Dear Ms. Dallman: Thank you for taking time to send an texting while driving. Your opinion make sure this information is added comments. Peggy Gardner Administrative Assistant to Mayor Tammy de Weerd City of Meridian 33 E. Broadway Avenue Meridian, ID 83642 Phone 489-0529 email in support is important to to the record of Page 1 of 1 of banning US. We will public From: meridian_apps@meridiancity.org[mailto:meridian_apps@meridiancity.org] Sent: Tuesday, October 05, 2010 12:22 PM To: Tammy de Weerd; Charlie Rountree; David Zaremba; Keith Bird; Brad Hoaglun; Peggy Gardner Subject: Text Banning Request for Mayor and Council Name Karen Dallman Last Dallman Name Email Karendallman@hotmail.com Address Street 3025 W Forecast St Address City Meridian State ID Zip Code 83642 Subject Text Banning Message I hope you make it a law not to text and drive hopefully one day no phone while driving. I have almost been hit so many times from people not paying attention to their driving because they are texting. So I hope you do the right thing for all the people of Meridian and vote it through since the state can't or won't do it. Thanks 10/5/2010 age 1 of 2 Jacy Jones From: Tammy de Weerd Sent: Monday, October 04, 2010 5:27 PM To: Kenneally, Lynn Subject: RE: Texting While Driving Ordinance Dear Ms. Kenneally, Thank you for your comments. They will be included as part of the public record on this topic. City Council will consider this ordinance on Tuesday evening if you should have an interest to be involved in the process. Best wishes, 0702 �� Tammy de Weerd Mayor, City of Meridian CVE IDIAN tdeweerd@meridiancity.org www.meridiancity.org (208)489-0529 (208) 884-8119 LinkedIn — Click Here Facebook — Click Here From: Kenneally, Lynn [mailto:Lynn.Kenneally@wgint.com] Sent: Monday, October 04, 2010 1:52 PM To: mayortammy Subject: Texting While Driving Ordinance Dear Mayor Tammy de Weerd: I was very pleased to hear that the City of Meridian is considering passing an ordinance tomorrow against texting while driving. Not only am I currently writing a paper on this issue for my English class at BSU, but I have also been a near victim of a teenage texter. While driving in Meridian one afternoon, a car drifted into my lane. I honked to get his attention, then looked in at the driver and saw that he was driving with his knees, texting with both hands, and just occasionally glancing up at the road. I was infuriated. I proceeded to yell at him and even though he couldn't hear what I was saying, he immediately dropped his phone, put both hands on the steering wheel, and started paying attention to the road. I can only hope this caused him to think twice about doing it again, but I fear that illusion is just my way of maintaining my sanity. As a 10 year resident of Meridian and a daily commuter to downtown Boise, I would feel much safer knowing that my city is taking a vested interest in my life and in the lives of its citizens. I can only hope that our State Legislatures will follow suit in the near future and enact similar laws to protect us statewide. Why should we continue to allow people to text while driving when this has resulted in multiple accidents and deaths? According to University of Utah psychologist, David Strayer, "texting while driving results in impairment levels double that of drunk driving". We have strict laws in place against drunk driving, 10/5/2010 age 2 of 2 including suspending offenders licenses, so why is there such a debate against passing laws to protect people against a negligence that has double the risk. Let's not be more worried about people's rights than their lives. I hope that you and the City Council will pass this ordinance tomorrow. Thank you for your consideration! Sincerely, Lynn Kenneally, PHR Office Services Coordinator URS Phone: (208) 386-5789 Fax: (208) 386-5040 Lynn.Kenneally@wgint.com 10/5/2010 'IN Jacy Jones From: Peggy Gardner Sent: Monday, October 04, 2010 4:43 PM To: 'sckgl@aol.com' Cc: clerk Subject: RE: Texting While Driving Ban Dear Mr. Cagle, Thank you for taking time to send an email voicing your support and concerns over the proposed texting ordinance. We will add your comments to the official record of the meeting. Peggy Gardner Administrative Assistant to Mayor Tammy de Weerd City of Meridian 33 E. Broadway Avenue Meridian, ID 83642 Phone 489-0529 From: meridian_Apps@meridiancity.org [mailto:meridian_apps@meridiancity.org] Sent: Monday, October 04, 2010 2:02 PM To: Tammy de Weerd; Charlie Rountree; David Zaremba; Keith Bird; Brad Hoaglun; Peggy Gardner Subject: Texting While Driving Ban Request for Mayor and Council Name Scott Cagle Last Cagle Name Email sckgl@aol.com Address Street 2659 N. Santee PI Address City Meridian State ID Zip 83646 Code Texting Subject While Driving Ban Message Mrs Mayor and Councilmen, I wholeheartedly support a texting while driving ban in Meridian. As a retired California Police Officer with 30 years on the job once cell phones became available I could see the changes in driving behavior. On several occasions I stopped a suspected intoxicated driver who was weaving over lane lines to discover that they were merely talking on a cell phone. Texting requires taking your eyes off the road and definately divides your attention. I also believe a total cell phone usage ban for juveniles while driving is appropriate. Juveniles are still learning how to drive and they are vastly overrepresented in all injury and fatal car accident statistics. 10/5/2010 Page 1 of 1 age 1 of 1 Jacy Jones From: Wendy Murray [crazycroppermom@hotmail.com] Sent: Sunday, October 03, 2010 5:51 PM To: clerk Subject: City Texting Ban As a citizen of Meridian, I am IN FAVOR of the proposed ban on texting within the City of Meridian. I have seen too many close calls involving people who are texting while operating vehicles. In addition, I would also suggest the City look at requiring headsets for verbal cell phone communication while driving. Sincerely, Wendy Murray 5412 N Beaham Ave. Meridian, ID 83646 208-884-1501 10/4/2010 age 1 of 1 Jacy Jones From: zach potts [zach_potts@yahoo.com] Sent: Wednesday, October 06, 2010 6:08 PM To: clerk Subject: Text ban My name is Zachary Potts, I recently returned from a long deployment to Pakistan. I would just like to thank the city of Meridian for trying to get this ban passed and I really hope that it goes through. It is a serious safety hazard, it has made me exceedingly nervous to drive since I have been back, countless time I have had people weaving around in the lanes as if they were drunk in the middle of the day only to look over and see that they are texting... or talking on the phone. This is certainly a step in the right direction, and I am proud to have chosen to live in the great city of Meridian. Thank you 10/7/2010 Meridian City Council Meeting nATE- ITEM NUMBER: PROJECT NUMBER: ITEM TITLE: Items Moved From Consent Agenda MEETING NOTES CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS Meridian City Council Meeting DATE: ITEM NUMBER: 7A PROJECT NUMBER: ITEM TITLE: Economic Development: Strategic Plan Update MEETING NOTES CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS yor s Economic Excellence 2010 — 2012 Strategic Initiatives October 12, 2010 1 D T ti to Meridians Economic Excellence ongoing mlossion is • • i i be a vl*brant and caring commun it creating a premier ace to ive, wo andralse a am . un amenta tor this �r n an lverse uslness communitlsasto that �s.ul t for Living. - ----- ---- Iac DT i � 3 a Presentation Overview /3sM737- !?S ::i`-.�' �..,;<.. { ' =�/. Vii`#<: f„".✓ i Economic Excellence C' �l�'I'C'l/Ij)17t#'/II �()t"ldt'f'Olf)f1LF,i o ��C'()lFfi7171C" Goals and Objectives Revitalize a Comprehensive and Directional BusinessRetention &Expansion Program (BR&E) Develop Industries in the CORE and Lay Foundation for Future Clusters Foster Entrepreneurial &Technological Innovation Attract New Diversified Businesses 1 Business Retention &Expansion Program r Kev Elements etention xpansion Program _ usiness . 10 177 Cine -on-One Business Meetings 63 Organizational M---eetings provide companies with available resources Usiness Retention &Expansion Program Next Steps Develop & maintain an up-to-date inventory of existing businesses categorized by industry Finalize BR&E Survey that will capture; workforce development needs, potntial targets such as supply chains, identify `Ambassadors' to represent Meridian, infrastructure needs, Review City procedures by October 29, 20 10. IDIAN.._.. Business Retention &Expansion Program Measurable Outcomes plan. (Approximately 8-10 visits per month from Economic Excellence Office) Develop '00 Kev Elements Industries THE Retain and strengthen existing business cluster base and support the growth of potential emerging clusters Target industries that provide income stability and a range of jobs to diversify the economic base Expand leadership across the supply chains of industry clusters with a focus on increasing value-added activity Explore potential partnering opportunities during BR&E visits for the purpose of identifying potential collaborations Create meaningful engagements between private companies, public sector and higher education TDIAN �_.... IN 110 COR Acti'Ovities Accomplished Tasks, µ� Aligned Collaboration with Center for Advanced Energy Studies (CAES) at INL Developed Alliance with Idaho Technology �x . Council. for "one voice" to promote regional technologies Partner with Boise Angel Alliance CORE concentrating on regional focus and participating in BVEP Finalized membership &marketing materials Preparing a CORE Membership Drive Idaho Nationol Laboratory Develop Industries in The CORE Key Elements Build upon the wealth of creative, innovative ideas in the region by creating a Meridian Entrepreneurial Center focused around a mentoring program. Engage (K-12) to develop a highly i educated and innovative workforce with a V creative entrepreneurial mindset Grow our local economy by providing businesses with the tools, training and resources they need to be successful in today's marketplace Foster Entrepreneurial & Technological Innovation Accomplished Tasks: Developed a Leadership Team through the Mayor's Workforce Advisory Council & local entrepreneurs Aligned Partnership with Higher Education (University of Phoenix, Stevens Henager, CWI, Joint School District No. 2, and MDC/Ground Floor) I�DIA N -- Entrepreneurial Innovation 0 Measurable Outcomes. Successful completion of the Small Business and Entrepreneurial Center (open by Spring 2012) Number of entrepreneurs (a) assisted and (..b) business startups Documented results of work with financial institutions on loan programs Number of Seminars and Workshops conducted by program .......... Business Attraction Key Elements: Recruitment Develop a more targeted business attraction strategy focusing on specific industries Target identified suppliers and 40 complimentary businesses to our existing businesses — build on our core competencies Partner with Meridian's `Ambassador's' Program to create partners for marketing and open new opportunities IDIAN —. Business Attraction & Recruitment Cmplished Tasks: Distributed marketing information about Meridian to 26 site selectors and commercial relocation consultants Contacted andfollowed u on 28 ea s INEX` �. �. i h BVEP, IDOC is ,, Align efforts w t z`� 3 '?� R h a singlepoint of contact; updated dated es onse to re uests ex edited f available properties; spreadsheet o marketing materials database o it ' s development process. programs; timeline of the C Created a lest of 'Ambassadors' to represent Meridian while traveling to trade shows and outside of the State. Invite CEOs to discuss the benefits of Join business in Meridian when potential prospects visit the community. y Joined Micro 100 Tool at the Internationa Technology l��anu g and Show facturin Work with planning to create a GIS database of available properties with detailed information on infrastructure. '0 Direct Mail Campaign DIAN] -- R INS WN, WIN �� IMEM ME usiness Attraction Recrui*tment :< <,� .� ��� ����Measurable Outcomes KIM, ��� `�� ���F{ � fi �Database of targeted industries # of leads obtained from target sector events &trade shows of leads obtained from direct mailing &web inquiries rN Business relocated due to follow-up from efforts, including number of jobs and direct investment Site visits by new businesses IndusMal Proclucts & Services Comments or Questions? Thank you CDT...... �� Meridian City Council Meeting DATE: ITEM NUMBER: 7B PROJECT NUMBER: ITEM TITLE: Boise Valley Economic Partnership Update with Clark Krause MEETING NOTES CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS Meridian City Council Meeting DATE: ITEM NUMBER: 7C PROJECT NUMBER: ITEM TITLE: Fire Department: Authorization for Purchasing Manager to Sign Purchase Orders for the Refurbishment of Fire Engines 32 and 39 Which Have Been Approved in the 2010- 2011 Budget MEETING NOTES CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS C � E IDIAN*: tDAHU CITY OF MERIDIAN SOLE SOURCE FORM Requisition Number: 11-01 d- it D 2, PURCHASING AGENT 33 East Broadway Avenue Meridian, ID 83642 Phone: 208-888-4433 Fax: 208-887-4813 Date: 10-5-2010 Item or Service: Refurbishment of Engines 32 and 39 Sole Source: Item is available from only one vendor. Item is one -of -a kind item and is not sold through distributors. Manufacturer is a sole distributor. ❑ Sole Brand: Various vendors can supply the specified model & brand, and Competitive bids will be solicited for the brand requested. Refer to instructions on 2nd page for completion. JUSTIFICATION: (Attach additional pages if needed) Pierce Manufacturing was the original manufacturer of Engine 32 and 39. All components from the chassis up were assembled and or fabricated on site. Major components such as the engine, pump, transmission, and transaxles were provided by suppliers with which Pierce manufacturing has working relationships and in-house specialists. As the original sole source manufacturer, Pierce, has access to the original specifications, plans, and wiring diagrams. All of these place Pierce in a unique position to provide a completed product that is as good as or better than the original. In fact Pierce Manufacturing was the sole source refurbishment contractor for Engine 38 in 2007, which has proven reliable. The department has received sufficient service from these existing units, that it has confidence in the company's ability to deliver a quality product CERTIFICATION: I am aware of the requirements set forth in the City's Purchasing Policy & Procedures Manual for competitive bidding and the established criteria for justification for sole source/sole brand purchasing. I have gathered technical information and have made a concerted effort to review comparable/equal equipment. I hereby certify as to the validity of the information and feel confident that this justification for sole source/sole brand meets the City's criteria and is accurate. ,i Council L Approval: Pi Z_4� In addition the City of Meridian fleet has standardized on Pierce Engines to provide uniform driver training, pump controls and operations to assist when crews are assigned to various apparatus which in turn enhances public safety. Meridian Fire and Rescue Meridian, Idaho 2000 Pierce Dash Pumper 11670TR Engine 32 Maintenance and Refurbishment Pierce Midwest Refurbishment Center 816 Commercial Avenue Weyauwega, WI 54983 920-867-2142 Date: September 21, 2010 modified 10-04-2010 Quote is good for 90 days QUALIFICATIONS Pierce Manufacturing, Inc., located in Appleton, Wisconsin, is truly a leader and innovator in the fire apparatus industry. The Pierce Refurbishment Center has achieved the very same reputation for fire apparatus repair and refurbishing. Located 30 miles west of Appleton in Weyauwega, Wisconsin, the Pierce Refurbishment Center facility is dedicated exclusively to the refurbishing and repair of all makes and models of fire apparatus. Pierce Manufacturing has produced fire apparatus for over 50 years and has been refurbishing apparatus for more than 30 years. The 40,000 square foot Refurbishment Center has 16 well-equipped bays staffed by 52 certified, highly skilled mechanics. Fabrication and refinishing is done at the main manufacturing facilities to assure our customers the same fine quality that new Pierce apparatus is famous for. WELDING REQUIREMENTS Pierce Manufacturing follows American Welding Society D1.1-96 standards for structural steel welding. All aluminum welding will be done to American Welding Society and ANSI D1.2-96 requirements for structural welding of aluminum. Flux core arc welding shall use alloy rods, type 7000, American Welding Society standards A5.20- E70T1. SINGLE SOURCE MANUFACTURER Pierce Manufacturing is a single source apparatus manufacturer. The definition of single source is a manufacturer that designs and manufactures their products using an integrated approach, including the chassis, cab and body being fabricated and assembled on the bidder's premises. The warranties relative to the chassis and body design (excluding component warranties such as engine, transmission, axles, pump, etc.) will be from a single source manufacturer and not split between manufacturer (i.e. body and chassis). ISO COMPLIANCE Pierce Manufacturing operates a Quality Management System under the requirements of ISO 9001. These standards sponsored by the "International Organization for Standardization (ISO)" specify the quality systems that are established by the manufacturer for design, manufacture, installation and service. A copy of the certificate of compliance Number 32454 is included with this proposal. WARRANTY Pierce Manufacturing, Inc. warrants all new components and repairs to existing components to be free from defects in materials and workmanship per the enclosed warranty policy. TERMS Payment is to be made, in full, upon completion and final acceptance at Pierce Manufacturing, Inc. Page 2 of 17 SHIPPING PRECAUTIONS All of the following will need be completed before shipping your apparatus to Pierce Manufacturing for Refurbishment or Repair. Failure to complete the listed items below will result in additional cost to the fire department. • All water tanks, foam tanks, pumps, all inlets and discharge plumbing, all drains, and any other plumbing are to be completely drained prior to being driven or flat -bedded. • Strip down all loose equipment unless arranged with Pierce prior to shipping in order to make the repair process easier and to eliminate the potential for lost equipment while the unit is being refurbished or repaired. • All loose or potentially loose items should be taped or strapped to ensure they do not come loose during transit. INSPECTION Following inspections will be performed before the removal of any components and before any disassembly. A detailed inspection report will be forward to the fire department for disposition. Additional repair costs will be open: subject to inspection and written approval by the fire department. • Incoming Electrical inspection • Incoming Chassis Inspection and Road test • Incoming Pump Test • Incoming Body Inspection and Weld Cracks Inspections are required to verify working components before they are removed. SHORELINE AUTO -EJECT Relocate the existing shoreline auto -eject from the exterior of the cab driver's side over the front wheel to the inside step well on the driver's side. CAB LIFT SYSTEM The cab lift cylinders and electric pump will be fully inspected and tested for proper operation. A detailed inspection report will be forward to the fire department for disposition. Additional repair costs will be open: subject to inspection and written approval by the fire department. AUTOMATIC TIRE CHAINS One (1) pair of "On Spot" automatic tire chains will be provided at the rear. System will be electric over air operated with switch on cab instrument panel. System may be engaged at speeds up to 25 mph and operated at speeds up to 35 mph. Page 3 of 17 FRONT SUSPENSION Replace the front suspension with the following. Front springs will be a heavy-duty, taper leaf design, 54.00" long by 4.00" wide, with a ground rating of 19,000 lb. Kaiser spring pins will be provided with double figure-eight grease grooves and a layer of electroless nickel plating, 1.0 mil thick around the entire pin. The bushing that holds the spring pin in place will also have a grease groove. SEAT BELTS (red) All seating positions in cab and crew cab will have red seat belts. CAB AND CREW CAB DOORS The cab and crew cab doors windows and latches will be repaired and serviced to like new condition. • Adjust and lubricate all door latches, any defective components will be replaced with new. • Adjust and lubricate window regulators, any defective components will be replaced with new. • New window track lining and weather stripping will be supplied. • All cab and crew cab doors will be properly adjusted for fit and operation to include new door stay straps. DOOR SEALS Replace the cab and crew cab door weather seals with double automotive type rubber seals around the perimeter of the door to ensure a weather tight fit. FRONT BUMPER EXTENSION Remove the existing front bumper and replace with the following front bumper extension matching the same size and layout of 20589TR The hose boxes will also be the same size and capacity as 20589TR. MFD E-35 BUMPER A one (1) -piece, ten (1) gauge, 304-2B type polished stainless steel bumper, a minimum of 10.00" high, will be attached to a bolted modular extension frame constructed of 50,000 psi tensile steel C channel mounted directly behind it to provide adequate support strength. The bumper will be extended 19.00" from front face of cab. Page 4 of 17 HOSE TRAY (center) A hose tray, constructed of aluminum, will be placed in the center of the bumper extension. The tray will have a capacity as the tray on unit 20589TR. Black rubber grating will be provided at the bottom of the tray. Drain holes are also provided. HOSE TRAY (left side) A hose tray will be placed in the left side of the extended bumper. The tray will have a capacity as the tray on unit 20589TR. Black rubber grating will be provided at the bottom of the tray. Drain holes are also provided. DISCHARGE OUTLET (Front) There will be one (1), 1.50" gated discharge outlet, with a swivel, piped to the driver's side on top of the front bumper extension. Plumbing will consist of 2.00" piping and flexible hose according to the design requirements of the chassis. A fabricated weldment made of black iron pipe will be used in the plumbing where appropriate. A 2.00" full flow ball valve controlled at the pump operator's panel will be used in the outlet plumbing. Automatic drains will be provided at all low points of piping. GRAVEL PAN A gravel pan, constructed of bright aluminum treadplate, will be furnished between the bumper and cab face. The gravel pan will be properly supported from the underside to prevent flexing and vibration of the aluminum treadplate. TOW HOOKS Reuse the two existing tow hooks. SPEAKER Reinstall the existing speaker recessed into the front bumper on the right side to match 20589TR MECHANICAL SIREN, (Auxiliary) Reinstall the existing Federal Q2B siren mounted on top of the new bumper deckplate between the two (2) boxes on the driver's side to match 20589TR. AIR HORNS Reinstall the existing air horns recessed into the front bumper one (1) each side of the Page 5of17 center tray inside the frame. STAINLESS STEEL CAB DOOR JAMBS Install stainless steel edging on the cab and crew cab door jambs to protect the cab door opening edges. STAINLESS STEEL REAR BODY EDGING Install stainless steel edging on the rear exterior corners of the body and lower inside edge of the rear step area. BRIGHT ALUMINUM TREADPLATE All exterior, bright, aluminum treadplate will be replaced with NFPA 1901 compliant, slip -resistant material. To include: • Catwalks • Running boards • Front bulkhead • Tailboard • Beavertail lining • Rear cab wall • Aluminum treadplate panels above pump panels • Walkway and front sheet area REAR TAILBOARD Modify the rear tailboard substructure and install a new aluminum treadplate rear step matching 20589TR with the 8" full rear step area. DOOR. ROLL UP REAR COMPARTMENT Replace the rear body compartment roll up door with a new Gortite roll up door with an anodized satin finish, double faced, aluminum construction and manufactured by A&A Manufacturing (Gortite). Lath sections will be an interlocking rib design and will be individually replaceable without complete disassembly of door. Between each slat at the pivoting joint will be a PVC inner seal to prevent metal to metal contact and prevent dirt or moisture from entering the compartments. Seals will allow door to operate in extreme temperatures ranging from plus 180 to minus 40 degrees Fahrenheit. Side, top and bottom seals will be provided to resist ingress of dirt and weather and be made of Santoprene. All hinges, barrel clips and end pieces will be nylon 66. All nylon components will withstand temperatures from plus 300 to minus 40 degrees Fahrenheit. Hardened plastic will not be acceptable. A polished stainless steel lift bar will be provided for opening door. Lift bar will be located at the bottom of door and have latches on the outer extrusion of the door's frame. Page 6of17 A ledge will be supplied over lift bar for additional area to aid in closing the door. Door will be constructed from an aluminum box section. The exterior surface of each slat will be flat. The interior surfaces will be concave to provide strength and prevent loose equipment from jamming the door from inside. To conserve space in the compartment(s), the spring roller assembly will not exceed 3.00" in diameter. A roll -up door that retracts below the compartment ceiling (garage door style) will not acceptable. A heavy-duty magnetic switch will be used for control of "open compartment door" warning lights. All mechanical components of the door will be warranted to be free from defects in materials and workmanship for the lifetime of the vehicle. All parts covered under this warranty will be to the original owner. HARD SUCTION HOSE STORAGE Remove the existing hard suction troughs and storage compartment on the driver's side catwalk, plug all holes. The new LED rear upper warning light will be mounted on an aluminum treadplate box match the passenger's side. The suction hose will now be relocated to the existing hydraulic ladder rack. The two (2) aluminum pike poles will be moved to the front of the rack with the folding ladder and the two (2) hoses mounted to the upper section of the rack. VALVE OVERHAUL All discharge, tank fill, tank to pump and auxiliary inlet valves will be removed from the adjacent piping to facilitate cleaning and allow bench rebuilding. The valve seals and ball will be removed and carefully inspected for wear or abnormal operation. New seals and O -rings will be installed per manufacturer's recommendation, including a new stainless steel ball. The valves will be reinstalled and dynamically tested for internal and external leakage. OUTLET BLEEDERS, SWING STYLE HANDLE CONTROL All drains will be updated to the new swing handle design. A.75" bleeder valve will be provided for each outlet 1.50" or larger. Automatic drain valves are acceptable with some outlets if deemed appropriate with the application. The valves will be located behind the panel with a swing style handle control extended to the outside of the side pump panel. The handles will be chrome plated and provide a visual indication of valve position. The swing handle will provide an ergonomic position for operating the valve without twisting the wrist and provides excellent leverage. Bleeders will be located at the bottom of the pump panel. They will be properly labeled Page 7of17 identifying the discharge they are plumbed in to. The water discharged by the bleeders will be routed below the chassis frame rails. ANODE, INLET A pair of replaceable sacrificial 0.75" magnesium anodes will be provided in the water pump to protect the pump from corrosion. One (1) will be placed in the inlet side of the pump and the other in the discharge side of the pump. FRONT and REAR SUCTION VALVES The existing front and rear suction manual valves will be replaced with an electrically operated valve with an electric control at the pump operator's panel. The control will be momentary to allow the valve to be gated for ease of operation. Indicator lights will be provided to show if the valve is open or closed. HOSE REEL Relocate the hose reel from the driver's side of the cargo area to the passenger side. FOAMPRO SYSTEM Replace the FoamPro 2001 control panel gauge on the pump operator's panel. GREEN COMMAND LIGHT Remove the green command light from the cab roof area, plug holes and metal finish for complete repaint. ALL EMERGENCY WARNING AND DOT LIGHTS WILL BE UPDATED TO LED LIGHTS AS FOLLOWS: DIRECTIONAL (Front) Front turn signals to be Whelen 600 series LED full populated amber lamps housed in chrome bezels. The turn signals will be housed in the same common bezel as the front warning light and be located above the headlights. In addition to the front facing directional, a Weldon, Model: 9186-8560-20, marker/turn indicator will be provided on each side of the cab. LIGHTS, FRONT ZONE LOWER One (1) pair of Whelen model 60*02F*R, flashing "Super" LED lights will be installed on the cab face above the headlights, in a common bezel with the directional lights. The color of these lights will be red Super LED/red lens. These lights will meet or exceed NFPA front lower zone requirements. Per NFPA, these lights will be activated by a switch in the cab. Page 8of17 STEP LIGHTS All cab and body step lights will be changed to Ri-Tar, Model M27HW2 Super LED, step lights. The new LED step lights on the apparatus will be illuminated per the current edition of NFPA 1901. REAR FMVSS LIGHTING The rear stop/tail and directional LED lighting will consist of the following: Two (2) Whelen model 60R00XRR red LED stop/tail lights. Two (2) Whelen model 60A00TAR amber LED arrow turn lights. Two (2) Whelen, Model: 60J000CU backup lights will be provided. Each light will be installed separately at the rear without a flange. Four (4) red reflectors will be provided. A Weldon, Model 23882-2600-00, license plate bracket will be mounted on the driver's side above the warning lights. A Weldon, Model 9186-23882-30, step lamp will illuminate the license plate. LIGHTING BEZEL Two (2) Whelen, model CAST4V, four (4) light aluminum housings will be provided for the rear stop/tail, directional, scene lights and warning. REAR ID/MARKER DOT LIGHTING The three (3) identification lights located at the rear will be installed per the following: As close as practical to the vertical Centerline. Centers spaced not less than six (6) inches or more than twelve (12) inches apart. Red in color. All at the same height. One (1) Truck Lite model 1505OR LED ID bar The outside clearance lights located at the rear will be installed per the following: To indicate the overall width of the vehicle. At least one (1) each side of the vertical Centerline. All at the same height. As near the top as practical. To be visible from the rear and the side. Four (4) Ri-Tar red Model M27 LED lights LIGHT. INTERMEDIATE There will be one (1) pair, of Truck -Lite, Model: 60115Y, amber, LED, turn signal, marker lights furnished, one (1) each side, horizontally in the rear fender panel. Page 9of17 A stainless steel trim will be included with this installation. PERIMETER SCENE LIGHTS, CAB There will be a Truck -lite, model 44042C, 4.00", LED, grommet mount weatherproof light provided for each cab door. Lighting will be designed to provide illumination on areas under the driver, officer, and crew cab riding area exits, which will be activated automatically when the exit doors are opened, by the door jam switch and by the same means as the body perimeter lights. The lighting will be capable of providing illumination at a minimum level of two (2) foot-candles on ground areas within 30.00" of the edge of the apparatus in areas which personnel climb in or out of the apparatus or descend from the apparatus to the ground level. PERIMETER SCENE LIGHTS, BODY There will be a total of four (4) Truck -Lite, Model 44042C, LED lights provided on the apparatus. Each light will consist of a 4.00" weatherproof LED light, rubber mount, and pigtail kit. The lights will be mounted in the following locations: Two (2) lights will be provided under the rear step area. One (1) light will be provided each side under the pump panel running boards. The lighting will be capable of providing illumination at a minimum level of two (2) foot-candles on ground areas within 30.00" of the edge of the apparatus in areas designed for personnel to climb onto the apparatus or descend from the apparatus to the ground level. The lights will be activated by a cab and crew cab door switch and a switch on the instrument panel. LIGHTBAR One (1) 82.00" Whelen, Model: Freedom LED lightbar will be mounted on the cab roof. This lightbar will include the following: Two (2) red flashing forward facing LED modules. Two (2) clear flashing forward facing LED modules. Two (2) red flashing front corner LED modules. One (1) red flashing driver side facing LED module. One (1) red flashing officer side facing LED module. One (1) switch located in the cab on the switch panel will control this lightbar. Page 10 of 17 The lens color will be clear. All clear lights will be deactivated when the parking brake is applied. SIDE ZONE LOWER LIGHTING Four (4) Whelen model 60*02F*R flashing "Super" LED lights will be located at the following positions: Two (2) lights, one (1) each side on the front cab corner - red Super LED/red lens each side. Two (2) lights, one (1) each side rear body fender panel - red Super LED/rd lens each side. The lights will be controlled by a lighted switch on the cab instrument panel. These lights will be installed in chrome bezels. REAR ZONE LOWER LIGHTING Two (2) Whelen model 60*02F*R flashing "Super" LED warning lights will be located at the rear of the apparatus, required to meet or exceed the lower level optical warning and optical power requirements of NFPA. The color of these lights will be red Super LED/red lens. One (1) switch in the cab on the switch panel will control these lights. These lights will be installed in the CAST 4 bezel. REAR SCENE LIGHT Replace the existing rear Whelen model 73 rear scene light with a Whelen, Model 7000ELZR Gradient LED scene light WARNING LIGHTS (Rear of Hose Bed) Two (2) Whelen L31H*FN LED warning beacons will be provided at the rear of the truck, located one (1) each side. These lights will be activated by a lighted switch on the instrument panel. The color of the lights and domes will be red LED on the driver's side and amber LED on the passenger side. CORROSION and SMALL DENTS Metal finish and repair all minor body and cab corrosion and any small dents prior to repainting the complete exterior of the apparatus body and cab. Additional major corrosion and / or accident damage repair costs will be open: subject to inspection and written approval by the fire department. Page 11 of 17 CAB TWO-TONE The cab will be two-tone, with the upper section painted Upper cab black #101 along with a shield design on the cab face and lower section of the cab red #80. Two tone to match existing scheme. BODY PAINT COLOR Single color RED # 80 PAINT, COMPARTMENT_ INTERIOR The compartment interior will be painted with a gray spatter finish for ease of cleaning and to make it easier to touch up scratches and nicks. BODY PAINT COLOR and SCHEME to MATCH ORIGINAL The exterior custom body will be metal finished and repainted to include hosebed, crosslays, cargo area and exterior of pump hose. PAINT - BODY and CAB The exterior custom cab and body painting procedure will consist of a seven (7) step finishing process as follows: 1. Manual Surface Preparation - All exposed metal surfaces on the custom body will be thoroughly cleaned and prepared for painting. Surfaces that will not be painted include all chrome plated, polished stainless steel, anodized aluminum and bright aluminum treadplate. Each imperfection on the exterior metal surface will be removed or filled and then sanded smooth for a smooth appearance. All seams will be sealed before painting. 2. Chemical Cleaning and Treatment - The aluminum surfaces will be properly cleaned using a 4 -phase, high pressure and high temperature acid etching system. All steel surfaces will be properly treated using a 3-phase, high temperature, cleaning/phosphatizing system. Surfaces are chemically cleaned to remove all dirt, oil, grease and metal oxides to ensure the subsequent coatings bond well. An ultra pure water final rinse of 25 parts per million solids or less, will be applied to final rinse all metal surfaces at the conclusion of the metal treatment process. This final rinse ensures all chemical residues are removed and that no minerals, (salts), from the water dry onto the metal surface and remain under the primers and topcoats. These salts can lead to blistering and under film corrosion. 3. Primer/Surfacer Coats - A minimum of two (2) mil dry, (.002), of two component urethane primer/surfacer will be hand applied to the chemically treated metal surfaces to provide a strong corrosion protective base coat and to smooth out the surface. The primer is a high solids and low VOC paint. 4. Hand Sanding to Ultra Fine Finish The primer/surfacer coat is lightly sanded with mild abrasive paper to an ultra smooth finish. This hand finish process is critical to produce the smooth mirror like finish in the topcoat. Page 12 of 17 5. Sealer Primer Coat A two- (2) component sealer primer coat is applied over the sanded primer to again build toward the final smooth finish. This layer of primer sealer also gives additional corrosion protection. 6. Topcoat Paint Two (2) coats of an automotive grade, two component acrylic urethane paint are applied to provide the lasting beauty and durability. The acrylic urethane topcoat contains a clear coat resin chemistry that creates the high gloss and depth of image. This type of topcoat provides the best resistance against acid rain and other more common chemicals. 7. Clearcoat - Two (2) coats of an automotive grade two (2) component urethane will be applied. Lap style doors will be clear coated to match the body. Roll -up doors will not be clear coated and the standard roll -up door warranty will apply. A cyclic corrosion test, (General Motors test GM -9540), of 40 cycles will be required before making changes to the exterior coating process. Exterior coating systems, (excluding the undercarriage components), must achieve a 1/16 or less maximum creep from the scribe for aluminum and an 1/8 or less maximum creep from the scribe for galvanneal after 40 cycles in the General Motors GM -9540 test. Each batch of color topcoat, together with the finish painted vehicle, is tested for precise color match. Visual color match will be checked following ASTM D-1729, (American Standard Testing Methods), procedures using CIE, (International Commission on Illumination), D75 Northern Daylight light source. Instrumental color match will follow ASMT D-2244 procedures with a maximum delta E of 1.0 for whites, 1.4 for yellows, blues, greens and 1.5 for reds. All removable items such as brackets, compartment doors, door hinges, trim, etc. will be removed and painted separately to insure paint behind all mounted items. Body assemblies that can not be finish painted after assembly will be finish painted before assembly. PAINT - ENVIRONMENTAL IMPACT Contractor will meet or exceed all current State (his) regulations concerning paint operations. Pollution control will include measures to protect the atmosphere, water and soil. Controls will include the following conditions: - Topcoats and primers will be chrome and lead free. - Metal treatment chemicals will be chrome free. The wastewater generated in the metal treatment process will be treated on-site to remove any other heavy metals. - Particulate emission collection from sanding operations must have a 99.99% efficiency factor. - Particulate emissions from painting operations will be collected by a dry filter or water wash process. If the dry filter means is used, it must have an efficiency rating of 98.00%. Water wash systems will be 99.97% efficient. - Water from water wash booths will be reused. Solids will be removed mechanically on a continual basis to keep the water clean. Page 13 of 17 - Paint wastes are disposed of in an environmentally safe manner. They are used as fuel in kilns used in the cement manufacturing process - thereby extracting energy from a waste material. - Empty metal paint containers will be cleaned, crushed and recycled to recover the metal. - Solvents used in clean-up operations will be collected, recycled on-site, or sent off-site for distillation and returned for reuse. Residue from the distillation operation will be used as fuel in off-site cement kilns. WARRANTY - PAINT AND CORROSION Limited Warranty Except as provided below, and provided the vehicle has been placed in service within 60 days after delivery to the original purchaser as established by our original invoice, for a period of one (1) year after. Pierce Manufacturing Inc. ("Pierce") warrants to the user that its cab and body are free of blistering, peeling, bubbling, or any other adhesion defect caused by defective manufacturing methods or paint material selection for exterior surfaces of the cab and body of the vehicle. This limited warranty will apply only if the vehicle is properly maintained and used in service which is normal to the particular vehicle. Normal service means service which does not subject the vehicle to stresses or impacts greater than normally result from the careful use of the vehicle or chassis. If the buyer discovers a defect or nonconformity it must notify Pierce in writing within 30 days after the date of discovery. This limited warranty is not transferable by the first user, and is applicable to the vehicle in the following percentage costs of warranty repair, if any: Months Adhesion Blistering Bubbling Corrosion Cracking Gloss Color Retention 0 to 12 100% 100% 100% 100% 100% 100% 100% This limited warranty applies only to cab and body exterior paint REFLECTIVE BAND, LETTERING and GRAPHICS All graphics, lettering and reflective bands are to match the newest current apparatus 20589TR FINALIZATION and DETAILING Prior to delivery the entire vehicle will be washed to include the interior and exterior. All fluid levels will be checked on topped off if needed. The vehicle will be fully fueled. COST: $ 137,462.00 Page 14 of 17 OPTIONS: COMPARTMENT LIGHTING Replace all body compartment lights with AMDOR, LED strip lights. The strips will be centered vertically along each side of the door framing. Opening the compartment door will automatically turn the compartment lighting on. Cost: $ 4,912.00 CHEVRON/INVERTED "V" STRIPING ON REAR WALL DIAMOND GRADE All vertical surfaces of the rear aluminum treadplate will be replaced with smooth aluminum sheet and covered will chevron stripping. There will be alternating inverted "V" chevron striping located on the rear wall of the apparatus to include the rear bulkheads. The striping will consist of the following colors: The first color will be Diamond grade RED The second color will be Diamond grade YELLOW The size of the striping will be 6". Cost: $ 1,321.00 Retrofit TAK-4 on Dash 2000 SUSPENSION, FRONT NON DRIVE AXLE 19,500 POUNDS The existing front axle will be removed and a front Oshkosh TAK-4TM independent suspension will be provided in its place with a minimum ground rating of 19,500 pounds. The independent suspension system has been designed to provide maximum ride comfort. The design will allow the vehicle to travel at highway speeds over improved road surfaces, and at moderate speeds over rough terrain with minimal transfer of road shock and vibration to the vehicle's crew compartment. Each wheel will have torsion bar type spring. In addition, each front wheel end will also have energy absorbing jounce bumpers to prevent bottoming of the suspension. The suspension design will be such that there is at least 10.00" of total wheel travel and a minimum of 3.75" before suspension bottoms. The torsion bar anchor lock system allows for simple lean adjustments, without the use of shims. One can adjust for a lean within 15 minutes per side. Anchor adjustment design is such that it allows for ride height adjustment on each side. The independent suspension was put through a durability test that simulated 140,000 miles of inner city driving. Page 15 of 17 Upper and lower control arms will be used on each side of the axle. Upper control arm castings will be made of 100,000 -psi yield strength 8630 steel and the lower control arm casting will be made of 55,000 -psi yield ductile iron. The center cross members and side plates will be constructed out of 80,000 -psi yield strength steel. Each control arm will be mounted to the center section using elastomer bushings. These rubber bushings will rotate on low friction plain bearings and be lubricated for life. Each bushing will also have a flange end to absorb longitudinal impact loads, reducing noise and vibrations. There will be nine (9) grease fittings supplied, one (1) on each control arm pivot and one (1) on the steering gear extension. The upper control arm will be shorter than the lower arm so that wheel end geometry provides positive camber when deflected below rated load and negative camber above rated load. Camber at load will be zero degrees for optimum tire life. The kingpin bearing will be of low friction design and be sealed for life. Toe links that are adjustable for alignment of the wheel to the center of the chassis will be provided. The wheel ends must have little to no bump steer when the chassis encounters a hole or obstacle. The steering linkage will provide proper steering angles for the inside and outside wheel, based on the vehicle wheelbase. The axle will have a third party certified turning angle of 45 degrees. Front discharge, front suction, or aluminum wheels will not infringe on this cramp angle. FRONT NON DRIVE AXLE WARRANTY The Oshkosh TAK-4TM system will have a three (3) year parts and labor warranty. Cost: $ 34,996.00 WHEELS The existing front tires will be mounted on Alcoa 22.50" x 9.00" polished aluminum disc wheels with a ten (10) stud, 11.25" bolt circle. The existing rear tires will be mounted on new Alcoa 22.50" x 8.25" polished aluminum disc wheels with a ten (10) -stud 11.25" bolt circle. Page 16 of 17 LUG NUT COVERS Chrome plated lug nut covers will be installed on all lug nuts. Cost: $ 6,101.00 DOORS SIDE COMPARTMENTS "D-2" and "P-2" Change the lift up body compartment doors on "D-2" and "P-2" to double door, vertically hinged lap style with double panel construction. Doors will be a minimum of 1.50" thick with a full interior panel. To provide additional door strength, a "C" section reinforcement will be installed between the outer and interior panels. Doors will be provided with a closed cell rubber gasket around the surface that laps onto the body. A second heavy-duty automotive rubber molding with a hollow core will be installed on the door framing that seals onto the interior pan, to ensure a weather -resisting compartment. All compartment doors will have polished stainless steel continuous hinge with a pin diameter of .25", that is bolted or screwed on with E -Zinc plated fasteners. All door lock mechanisms will be fully enclosed within the door panels to prevent fouling of the lock in the event equipment inside shifts into the lock area. Doors will be latched with recessed, polished stainless steel "D" ring handles and Eberhard 106 locks. To prevent corrosion caused by dissimilar metals, compartment door handles will not be attached to outer door panel with screws. A rubber gasket will be provided between the "D" ring handle and the door. Cost: $ 2,210.00 12 VOLT TELESCOPING LIGHTING Two (2), Whelen PFA2 Pioneer LED, 12 volt floodlights will be provided on a Fire Research model LTP-540-DCO-TW, side mount, top raise pole with top wire. The LED flood light will use a Havis Shield KR -PLA adapter bracket with a switch to mount each light. Remove the two (2) existing Nightfighter and replace these lights in the same locations. The lights will be wired to the "Do Not Move Truck" light in the cab. Switching will be controlled on each light. Cost: $ 3,431.00 Page 17 of 17 Meridian Fire and Rescue Meridian, Idaho 1993 Pierce Dash Pumper E-7867 Engine 39 Maintenance and Refurbishment Pierce Midwest Refurbishment Center 816 Commercial Avenue Weyauwega, WI 54983 920-867-2142 Date: September 20, 2010 modified 10-04-2010 Quote is good for 90 days QUALIFICATIONS Pierce Manufacturing, Inc., located in Appleton, Wisconsin, is truly a leader and innovator in the fire apparatus industry. The Pierce Refurbishment Center has achieved the very same reputation for fire apparatus repair and refurbishing. Located 30 miles west of Appleton in Weyauwega, Wisconsin, the Pierce Refurbishment Center facility is dedicated exclusively to the refurbishing and repair of all makes and models of fire apparatus. Pierce Manufacturing has produced fire apparatus for over 50 years and has been refurbishing apparatus for more than 30 years. The 40,000 square foot Refurbishment Center has 16 well-equipped bays staffed by 52 certified, highly skilled mechanics. Fabrication and refinishing is done at the main manufacturing facilities to assure our customers the same fine quality that new Pierce apparatus is famous for. WELDING REQUIREMENTS Pierce Manufacturing follows American Welding Society D1.1-96 standards for structural steel welding. All aluminum welding will be done to American Welding Society and ANSI D1.2-96 requirements for structural welding of aluminum. Flux core arc welding shall use alloy rods, type 7000, American Welding Society standards A5.20- E70T L SINGLE SOURCE MANUFACTURER Pierce Manufacturing is a single source apparatus manufacturer. The definition of single source is a manufacturer that designs and manufactures their products using an integrated approach, including the chassis, cab and body being fabricated and assembled on the bidder's premises. The warranties relative to the chassis and body design (excluding component warranties such as engine, transmission, axles, pump, etc.) will be from a single source manufacturer and not split between manufacturer (i.e. body and chassis). ISO COMPLIANCE Pierce Manufacturing operates a Quality Management System under the requirements of ISO 9001. These standards sponsored by the "International Organization for Standardization (ISO)" specify the quality systems that are established by the manufacturer for design, manufacture, installation and service. A copy of the certificate of compliance Number 32454 is included with this proposal. WARRANTY Pierce Manufacturing, Inc. warrants all new components and repairs to existing components to be free from defects in materials and workmanship per the enclosed warranty policy. TERMS Payment is to be made, in full, upon completion and final acceptance at Pierce Manufacturing, Inc. Page 2 of 24 SHIPPING PRECAUTIONS All of the following will need be completed before shipping your apparatus to Pierce Manufacturing for Refurbishment or Repair. Failure to complete the listed items below will result in additional cost to the fire department. • All water tanks, foam tanks, pumps, all inlets and discharge plumbing, all drains, and any other plumbing are to be completely drained prior to being driven or flat -bedded. • Strip down all loose equipment unless arranged with Pierce prior to shipping in order to make the repair process easier and to eliminate the potential for lost equipment while the unit is being refurbished or repaired. • All loose or potentially loose items should be taped or strapped to ensure they do not come loose during transit. INSPECTION Following inspections will be performed before the removal of any components and before any disassembly. A detailed inspection report will be forward to the fire department for disposition. Additional repair costs will be open: subject to inspection and written approval by the fire department. • Incoming Electrical inspection • Incoming Chassis Inspection and Road test • Incoming Pump Test • Incoming Body Inspection and Weld Cracks Inspections are required to verify working components before they are removed. AIR CONDITIONING A high performance air conditioning system will be furnished inside the cab and crew cab. The air conditioning system will perform as follows: In 100 degree Fahrenheit ambient temperature with 50 percent relative humidity and at maximum compressor speed, the cab and crew cab will cool down to 75 degrees Fahrenheit within 30 minutes. Actual test results of the air conditioning system, verifying this performance requirement, will be submitted at delivery. A 19.1 cubic inch compressor will be installed on the engine. A combination condenser/evaporator with a BTU rating sufficient to meet the performance specification will be installed on each side of the cab roof. Page 3 of 24 There will be air flow outlets located in the following locations: - Two (2) in the ceiling, just above the driver and the officer - Six (6) in the crew cab, mounted in ceiling, positioned to maximize cooling The evaporator units will have an adequate BTU rating to meet the performance specifications. The air conditioning system will have adjustable air outlets incorporated into the cab ceiling at both the driver, officer, and crew cab positions. The air conditioner refrigerant will be R -134A, installed by a certified technician. INTERIOR CAB INSULATION The cab and crew cab walls will be insulated with 2.00" insulation where possible and the roof with 1.00" insulation to aid in cooling. The insulation will be covered with a vinyl liner or a metal panel painted to match the interior. An additional red warning light will be installed to the side of the exterior air conditioning housing. The light will match the upper zone lighting package to meet NFPA requirements. FRONT AXLE Replace the existing front axle and suspension with the following: The front axle will be a reverse "I" beam type with inclined king pins. It will be a MeritorTM axle, Model FL -943, with a rated capacity of 18,000 lb. The turning angle will be 45 degrees or greater. A viewing window will be provided on each side of the axle for checking the oil level. FRONT SUSPENSION Front springs will be a heavy-duty, taper leaf design, 54.00" long by 4.00" wide, with a ground rating of 19,000 lb. Kaiser spring pins will be provided with double figure-eight grease grooves and a layer of electroless nickel plating, 1.0 mil thick around the entire pin. The bushing that holds the spring pin in place will also have a grease groove. BRAKES The service brake system will be full air type by MeritorTM Page 4 of 24 Front brakes will be EX225 Disc Plus, disc type with automatic pad wear adjustment and 17.00" ventilated rotors for improved stopping distance. TIRES Front tires will be Michelin 315/80R22.50 radials, 20 ply "all position" XZA-1 tread. WHEELS The new front tires will be mounted on steel disc wheels, 22.50" x 9.00" with a ten (10) stud, 11.25" bolt circle. MUD FLAPS FRONT and REAR New mud flaps with a Pierce logo will be installed behind the front and rear wheels. CAB REUPHOLSTER Reupholster the following items with 46 ounce, leather grain vinyl resistant to oil, grease and mildew with color to match existing. • Headliners • Cab door Panels • Instrument panel (Dashboard) CAB and CREW CAB INTERIOR UPHOLSTERY The cab and crew cab interior upholstery will be light gray in color matching the color and pattern of 20589TR. INTERIOR CAB PAINT The cab interior will be brush painted light gray to match 20589TR SEAT BELTS (red) All seating positions in cab and crew cab will have red seat belts. DRIVER SEAT Reupholster the existing driver's seat with Imperial 1200 material, color to match the seats in job 20589TR MFD-35. OFFICER SEAT Reupholster the existing officer's seat with Imperial 1200 material, color to match the seats in job 20589TR MFD-35. REAR BENCH SEAT Remove the existing rear bench seat and ship back with completed unit. REAR FACING P.S. OUTBOARD SEAT Reupholster the existing rear forward facing outboard seat with Imperial 1200 material, color to match the seats in job 20589TR MFD-35. Reinstall this seat in the rear facing passenger side outboard position. Page 5 of 24 REAR FACING D.S. OUTBOARD SEAT Reupholster the existing rear forward facing outboard seat with Imperial 1200 material, color to match the seats in job 20589TR MFD-35. Reinstall this seat in the rear facing driver side outboard position. SCBA BRACKETS New "Smart Dock" "Hands Free" SCBA bottle brackets will be installed in the existing seat backs. One (1) on the officer seat, two (2) on the rear facing crew seats. Total of three (3) new Smart Dock SCBA brackets. CAB DOORS and WINDOWS The cab door windows and latches will be repaired and serviced to like new condition. • Adjust and lubricate all door latches, any defective components will be replaced with new. • Adjust and lubricate window regulators, any defective components will be replaced with new. • New window track lining and weather stripping will be supplied. • All cab doors will be properly adjusted for fit and operation to include new door stay straps. DOOR SEALS Replace the cab door weather seals with double automotive type rubber seals around the perimeter of the door to ensure a weather tight fit. ENGINE BRAKE The existing exhaust brake will n be removed and a new engine Jacobs Brake installed as follows: A Jacobs Engine Brake is to be installed with the controls located on the instrument panel within easy reach of the driver. The driver will be able to turn the engine brake system on/off and have a high, medium and low setting The engine brake will be installed in such a manner that when the engine brake is slowing the vehicle the brake lights are activated. The ABS system will automatically disengage the auxiliary braking device, when required. Page 6 of 24 FRONT BUMPER EXTENSION Remove the existing front bumper, center hose tray and modify to match as close as possible 20589TR MFD E-35. The steel structure will be reused as is. The hose boxes will also be the same size and capacity as 20589TR. BUMPER A one (1) -piece, ten (1) gauge, 304-2B type polished stainless steel bumper, a minimum of 10.00" high, will be attached to the existing steel structure. HOSE TRAY (center) A hose tray, constructed of aluminum, will be placed in the center of the bumper extension. The tray will have a capacity as the tray on unit 20589TR. Black rubber grating will be provided at the bottom of the tray. Drain holes are also provided. HOSE TRAY (left side) A hose tray will be placed in the left side of the extended bumper. The tray will have a capacity as the tray on unit 20589TR. Black rubber grating will be provided at the bottom of the tray. Drain holes are also provided. DISCHARGE OUTLET (Front) There will be one (1), 1.50" gated discharge outlet, with a swivel, piped to the driver's side on top of the front bumper extension. Plumbing will consist of 2.00" piping and flexible hose according to the design requirements of the chassis. A fabricated weldment made of black iron pipe will be used in the plumbing where appropriate. A 2.00" full flow ball valve controlled at the pump operator's panel will be used in the outlet plumbing. Automatic drains will be provided at all low points of piping. GRAVEL PAN A gravel pan, constructed of bright aluminum treadplate, will be furnished between the bumper and cab face. The gravel pan will be properly supported from the underside to prevent flexing and vibration of the aluminum treadplate. TOW HOOKS The existing front chrome tow hooks will be reused as is. Page 7 of 24 SPEAKER Reinstall the existing speaker recessed into the front bumper on the right side to match 20589TR AIR HORN Reinstall the existing air horn recessed in the front bumper on the left side of the center tray. AIR HORN ADDITIONAL Provide one (1) additional air horn recessed into the front bumper on the right side of the center tray, one (1) each side of the center tray inside the frame. AIR HORN CONTROL The air horns will be actuated by two (2) foot switches only, one (1) located on the officer's side and one (1) on the driver's side. MIRRORS Remove the existing mirrors, plug weld all holes and install the following mirrors. One (1) Ramco, Model 6000-PCHR, polished aluminum mirror will be mounted on each of the cab doors. The mirrors will be 9.25" x 13.50", with a convex section. The mirror head will have a highly polished aluminum finish. Ensure visibility to be at least as good as current. The flat glass in each mirror will be heated and adjustable, with remote controls that are convenient to the driver. The convex section in each mirror will be heated and adjustable, with remote controls that are convenient to the driver. PASSENGER SIDE BODY MODIFICATIONS The passenger side body compartments will be modified to match the compartment height of the driver's side with three (3) new compartments total. Two (2) full height compartments with full height lap style doors will be provided, one (1) in front of the rear wheels and one (1) behind the rear wheels. One (1) center compartment with two (2) vertically hinged lap style doors will be provided. A hydraulic ladder rack will be installed. DOORS. SIDE COMPARTMENTS Three new hinged compartment doors located on the passenger's side body will be lap style with double panel construction. Doors will be a minimum of 1.50" thick with a full Page 8 of 24 interior panel. To provide additional door strength, a "C" section reinforcement will be installed between the outer and interior panels. Doors will be provided with a closed cell rubber gasket around the surface that laps onto the body. A second heavy-duty automotive rubber molding with a hollow core will be installed on the door framing that seals onto the interior pan, to ensure a weather -resisting compartment. All compartment doors will have polished stainless steel continuous hinge with a pin diameter of .25", that is bolted or screwed on with E -Zinc plated fasteners. All door lock mechanisms will be fully enclosed within the door panels to prevent fouling of the lock in the event equipment inside shifts into the lock area. Doors will be latched with recessed, polished stainless steel "D" ring handles and Eberhard 106 locks. To prevent corrosion caused by dissimilar metals, compartment door handles will not be attached to outer door panel with screws. A rubber gasket will be provided between the "D" ring handle and the door. HYDRAULIC LADDER/SUCTION HOSE RACK The existing ground ladders and two (2) 6" hard suction hoses will be mounted above the right side of the hose body in a specially designed swing -down cradle. This cradle will be electric/hydraulic operated. The system design will have been life cycle tested for at least 14 years of dependable service. The existing ground ladders, one (1) 35' three section, one (1) 14' and one (1) 10' folding ladder along with one (1) pike pole will be reused on the new ladder rack. One (1) additional aluminum tube, painted job color for a pike pole will be provided. There will be a total of two (2) paint aluminum tubes for the pike poles on the ladder rack. The two (2) 6" hard suction hoses from the driver side catwalk will be mounted on the new hydraulic rack. An independent hydraulic pump powered by a 12 -volt electric motor will operate the hydraulics. Operation of the hydraulic system for the ladder rack by an engine -powered pump will be totally unacceptable. The hydraulic pump and reservoir will be accessible from the ground through a stainless steel inspection door. The ladder rack will incorporate two hydraulic rotary actuators, one each located inside the front compartment and the rear compartment. The actuators will be completely enclosed within each compartment to eliminate any pinch points while operating the ladder rack. Lifting arms will be attached outside the compartment body to the front and Page 9 of 24 rear actuator. A center -lifting arm built into the compartment space is unnecessary and is unacceptable. The rack can be designed in certain situations to provide lifting capabilities up to 500lbs. The maximum height of the rack from the ground in the lowered position will be no more than 47.00". The electric control panel will have a master switch on/off switch, an actuation switch, an operation indicator light and operation instructions. The electric controls will be located in such a manner to allow the operator full view of the area into which the ladders will be lowered. Two (2) air operated safety locks will be furnished to securely maintain the ladder bracket assembly in the travel position. These air operated safety locks will be controlled from the ladder rack control panel. Ladders will be secured to the brackets with two (2) locks retaining the roof ladder and the extension ladder. The locks will be such that when the roof ladder is removed, the clamps can be moved a half turn to hold the extension ladder in place. LADDER RACK INTERLOCK AND NOT STOWED INDICATOR LIGHT An interlock will be provided to prevent operation of the ladder rack unless the apparatus parking brake has been activated. A steady red indicator light will be located on the cab instrument panel and illuminated when the hydraulic ladder rack is not in the stowed position. The light will be labeled "Ladder Rack". In addition, the "Do Not Move Apparatus" light located in the cab will be activated when the hydraulic ladder rack is not in the stowed position. LIGHTS, FLASHING, HYDRAULIC LADDER RACK Flashing amber lights facing the front and rear will be provided on the ladder rack and activated whenever the rack is in the down position. DRIVER'S SIDE BODY MODIFICATIONS The driver side body compartments will be modified to match the new hydraulic ladder rack compartment on the passenger side with three (3) new compartments total. Two (2) full height compartments with full height lap style doors will be provided, one (1) in front of the rear wheels and one (1) behind the rear wheels. One (1) center compartment with two (2) vertically hinged lap style doors will be provided. DOORS, SIDE COMPARTMENTS Three new hinged compartment doors located on the passenger's side body will be lap style with double panel construction. Doors will be a minimum of 1.50" thick with a full Page 10 of 24 interior panel. To provide additional door strength, a "C" section reinforcement will be installed between the outer and interior panels. Doors will be provided with a closed cell rubber gasket around the surface that laps onto the body. A second heavy-duty automotive rubber molding with a hollow core will be installed on the door framing that seals onto the interior pan, to ensure a weather -resisting compartment. All compartment doors will have polished stainless steel continuous hinge with a pin diameter of .25", that is bolted or screwed on with E -Zinc plated fasteners. All door lock mechanisms will be fully enclosed within the door panels to prevent fouling of the lock in the event equipment inside shifts into the lock area. Doors will be latched with recessed, polished stainless steel "D" ring handles and Eberhard 106 locks. To prevent corrosion caused by dissimilar metals, compartment door handles will not be attached to outer door panel with screws. A rubber gasket will be provided between the "D" ring handle and the door. HARD SUCTION RACK Remove the hard suction troughs from the driver's side catwalk area and plug existing mounting holes. New treadplate will also be provided later in this quote. REAR BODY MODIFICATIONS The existing rear upper horizontal compartment will be deleted. The rear vertical wall will be moved back approximately 10" to be even with the lower body compartment. A new vertical rear body wall will be fabricated flush with the existing body wall. The lower compartment will be modified to be higher into the area that had the horizontal compartment One (1) new Gortite, satin finished, roll up door will be provided on the new larger compartment. Access steps to the hosebed will be provided. New water tank grating approximately 10" longer will be provided. New adjustable hosebed dividers will be provided approximately 10" longer. A new black vinyl hosebed tarp with rear flap will be provided. Page 11 of 24 PULL-OUT ADJUSTABLE HEIGHT TRAY There will be one (1) slide out adjustable tray with 2.00" sides and a capacity of 250 pounds provided. Capacity rating will be in the extended position. Slides will be equipped with ball bearings for ease of operation and years of dependable service. Tray location will be in the new larger rear body compartment. Automatic locks will be provided for both the "in" and "out" positions. The trip mechanism for it will be located at the front of the tray for ease of use with a gloved hand. Tray will be adjustable up and down within the compartment. PULL-OUT TRAY There will be one (1) slide out floor mounted tray with 2.00" sides and a minimum capacity of 250 pounds provided. Capacity rating will be in the extended position. Automatic locks will be provided for both the "in" and "out" positions. The trip mechanism for it will be located at the front of the tray for ease of use with a gloved hand. Tray location will be in the new larger rear compartment REAR UPPER HANDRAIL Rear the rear upper hosebed handrail to make loading and unload hose easier. Supports will be installed under the hosebed grating to secure the side sheet. Install a new handrail below the hosebed level to aid in accessing the top of the truck. BRIGHT ALUMINUM TREADPLATE All exterior, bright, aluminum treadplate will be replaced with NFPA 1901 compliant, slip -resistant material. To include: • Catwalks • Running boards • Front bulkhead • Tailboard • Beavertail lining • Rear cab wall • Aluminum treadplate panels above pump panels CROSSLAY MODIFICATION The existing crosslays will be modified, making two (2) beds for 1 3/" hoses both beds Page 12 of 24 double stacked. The rear cross divider will move forward increasing the space in the cargo area. BACKBOARD STORAGE The existing backboard compartment will be relocated to be hinged on top of the new crosslay area. WATER TANK The 1000 gallon existing steel water tank will be replaced with a new poly tank. Booster tank will have a capacity of 750 gallons and will be constructed of polypropylene plastic by United Plastic Fabricating, Incorporated. The capacity is reduced because of material thickness difference, physical size will be the same as the existing. Tank joints and seams will be nitrogen welded inside and out. Tank will be baffled in accordance with NFPA Bulletin 1901 requirements. Baffles will have vent openings at both the top and bottom to permit movement of air and water between compartments. Longitudinal partitions will be constructed of .38" polypropylene plastic and will extend from the bottom of the tank through the top cover to allow for positive welding. Transverse partitions will extend from 4.00" off the bottom of the tank to the underside of the top cover. All partitions will interlock and will be welded to the tank bottom and sides. Tank top will be constructed of .50" polypropylene. It will be recessed .38" and will be welded to the tank sides and the longitudinal partitions. Tank top will be sufficiently supported to keep it rigid during fast filling conditions. Construction will include 2.00" polypropylene dowels spaced no more than 30.00" apart and welded to the transverse partitions. Two (2) of the dowels will be drilled and tapped (50" diameter, 13.00" deep) to accommodate lifting eyes. A sump that is 8.00" long x 8.00" wide x 6.00" deep will be provided at the bottom of the water tank. Sump will include a drain plug and the tank outlet. Tank will be installed in a fabricated cradle assembly constructed of structural steel. Page 13 of 24 Sufficient crossmembers will be provided to properly support bottom of tank. Crossmembers will be constructed of steel bar channel or rectangular tubing. Tank will "float" in cradle to avoid torsional stress caused by chassis frame flexing. Rubber cushions, .50" thick x 3.00" wide, will be placed on all horizontal surfaces that the tank rests on. Stops or other provision will be provided to prevent an empty tank from bouncing excessively while moving vehicle. Mounting system is approved by the tank manufacturer. WATER TANK WARRANTY The tank will have a lifetime warranty. If the tank manufacturer determines that the tank problem has rendered the truck out -of - service, the tank manufacturer will dispatch a service technician WITHIN 48 HOURS (2 DAYS) to repair the tank (This time period is for the United States and Canada only). PUMP OVERHAUL, WATEROUS The Waterous CMUYBX-1500 water pump will be rebuilt as follows: The master drain assembly and connecting tubing will be removed, and set aside for servicing. The pump drive unit and drivelines will be removed. The pump body will be split and the lower portion of the pump body, along with the impeller assembly, will be removed for bench service. The upper and lower pump halves will be carefully cleaned and inspected for abnormal wear on the stripping edges or other damage. Any damage to the center case will be identified in writing and forward to the fire department with a parts and labor estimate if replacement is needed. An entirely new impeller assembly will be installed, to include new impellers, wear rings, impeller shaft and seals/gaskets. Standard packing is included. The pump body will be reassembled following the manufacturers tightening sequence and fastener torque specifications. The pump drive unit and driveline will be reinstalled. The driveline and drive unit will be serviced, including oil change in the drive unit and greasing of the U - joints. The master drain valve and connecting tubing will be reinstalled. The transfer valve will be removed from the pump body, checked for movement, and operation. The transfer valve will be disassembled, cleaned and inspected for abnormal wear or damage. The transfer valve will be reassembled with all new seals and gaskets. The valve will be installed into the pump body and re -checked for proper operation. Page 14 of 24 The pump master drain valve will be replaced with new, and reinstalled on the pump. The connecting link and drain tubing will be reconnected and the valve will be checked for smooth operation and proper sealing. The pump will be dynamically tested for leaks and to insure the performance meets the manufacturers flow and pressure standards. The transfer valve, and any indicators, will be checked for correct operation within the manufacturers operating parameters. A Pierce Manufacturing pump certification will be provided when the work is complete. RELIEF VALVE OVERHAUL The relief valve body will be removed from the pump body, thoroughly cleaned and inspected for pitting and other evidence of wear. Small imperfections will be sanded or honed to reduce the size and allow smooth operation. The control, (pilot), valve will be removed from the operators panel. The control will be disassembled, flushed and inspected to insure all passages are clear and clean. New O -rings, seals and gaskets will be installed per the manufacturer's recommendations. The control and relief valve will be re -installed and tested to assure proper operation per the manufacturers and NFPA standards. VALVE OVERHAUL All discharge, tank fill, tank to pump and auxiliary inlet valves will be removed from the adjacent piping to facilitate cleaning and allow bench rebuilding. The valve seals and ball will be removed and carefully inspected for wear or abnormal operation. New seals and O -rings will be installed per manufacturer's recommendation, including a new stainless steel ball. The valves will be reinstalled and dynamically tested for internal and external leakage. OUTLET BLEEDERS, SWING STYLE HANDLE CONTROL All drains will be updated to the new swing handle design. A.75" bleeder valve will be provided for each outlet 1.50" or larger. Automatic drain valves are acceptable with some outlets if deemed appropriate with the application. The valves will be located behind the panel with a swing style handle control extended to the outside of the side pump panel. The handles will be chrome plated and provide a visual indication of valve position. The swing handle will provide an ergonomic position for operating the valve without twisting the wrist and provides excellent leverage. Bleeders will be located at the bottom of the pump panel. They will be properly labeled identifying the discharge they are plumbed in to. The water discharged by the bleeders will be routed below the chassis frame rails. ANODE, INLET A pair of replaceable sacrificial 0.75" magnesium anodes will be provided in the water pump to protect the pump from corrosion. One (1) will be placed in the inlet side of the pump and the other in the discharge side of the pump. Page 15 of 24 FRONT SUCTION VALVE The existing front suction manual valve will be replaced with an electrically operated valve with an electric control at the pump operator's panel. The control will be momentary to allow the valve to be gated for ease of operation. Indicator lights will be provided to show if the valve is open or closed. PIERCE PUMP CERTIFICATION Pierce pump certification to the same standards as the third party UL test but no 3rd party witness will be issued. ALL EMERGENCY WARNING AND DOT LIGHTS WILL BE UPDATED TO LED LIGHTS AS FOLLOWS: DIRECTIONAL (Front) Front turn signals to be Whelen 600 series LED full populated amber lamps housed in chrome bezels. The turn signals will be housed in the same common bezel as the front warning light and be located above the headlights. In addition to the front facing directional, a Weldon, Model: 9186-8560-20, marker/turn indicator will be provided on each side of the cab. LIGHTS, FRONT ZONE LOWER One (1) pair of Whelen model 60*02F*R, flashing "Super" LED lights will be installed on the cab face above the headlights, in a common bezel with the directional lights. The color of these lights will be red Super LED/red lens. These lights will meet or exceed NFPA front lower zone requirements. Per NFPA, these lights will be activated by a switch in the cab. STEP LIGHTS All cab and body step lights will be changed to Ri-Tar, Model M27HW2 Super LED, step lights. The new LED step lights on the apparatus will be illuminated per the current edition of NFPA 1901. REAR FMVSS LIGHTING The rear stop/tail and directional LED lighting will consist of the following: Two (2) Whelen model 60ROOXRR red LED stop/tail lights. Two (2) Whelen model 60A00TAR amber LED arrow turn lights. Two (2) Whelen, Model: 60JOOOCU backup lights will be provided. Each light will be installed separately at the rear without a flange. Page 16 of 24 Four (4) red reflectors will be provided. A Weldon, Model 23882-2600-00, license plate bracket will be mounted on the driver's side above the warning lights. A Weldon, Model 9186-23882-30, step lamp will illuminate the license plate. LIGHTING BEZEL Two (2) Whelen, model CAST4V, four (4) light aluminum housings will be provided for the rear stop/tail, directional, scene lights and warning. REAR ID/MARKER DOT LIGHTING The three (3) identification lights located at the rear will be installed per the following: As close as practical to the vertical Centerline. Centers spaced not less than six (6) inches or more than twelve (12) inches apart. Red in color. All at the same height. One (1) Truck Lite model 1505OR LED ID bar The outside clearance lights located at the rear will be installed per the following: To indicate the overall width of the vehicle. At least one (1) each side of the vertical Centerline. All at the same height. As near the top as practical. To be visible from the rear and the side. Four (4) Ri-Tar red Model M27 LED lights LIGHT, INTERMEDIATE There will be one (1) pair, of Truck -Lite, Model: 60115Y, amber, LED, turn signal, marker lights furnished, one (1) each side, horizontally in the rear fender panel. A stainless steel trim will be included with this installation. PERIMETER SCENE LIGHTS. CAB There will be a Truck -lite, model 44042C, 4.00", LED, grommet mount weatherproof light provided for each cab door. Lighting will be designed to provide illumination on areas under the driver, officer, and crew cab riding area exits, which will be activated automatically when the exit doors are opened, by the door jam switch and by the same means as the body perimeter lights. The lighting will be capable of providing illumination at a minimum level of two (2) foot-candles on ground areas within 30.00" of the edge of the apparatus in areas which personnel climb in or out of the apparatus or descend from the apparatus to the ground level. Page 17 of 24 PERIMETER SCENE LIGHTS, BODY There will be a total of four (4) Truck -Lite, Model 44042C, LED lights provided on the apparatus. Each light will consist of a 4.00" weatherproof LED light, rubber mount, and pigtail kit. The lights will be mounted in the following locations: Two (2) lights will be provided under the rear step area. One (1) light will be provided each side under the pump panel running boards. The lighting will be capable of providing illumination at a minimum level of two (2) foot-candles on ground areas within 30.00" of the edge of the apparatus in areas designed for personnel to climb onto the apparatus or descend from the apparatus to the ground level. The lights will be activated by a cab and crew cab door switch and a switch on the instrument panel. LIGHTBAR One (1) 82.00" Whelen, Model: Freedom LED lightbar will be mounted on the cab roof. This lightbar will include the following: Two (2) red flashing forward facing LED modules. Two (2) clear flashing forward facing LED modules. Two (2) red flashing front corner LED modules. One (1) red flashing driver side facing LED module. One (1) red flashing officer side facing LED module. One (1) switch located in the cab on the switch panel will control this lightbar. The lens color will be clear. All clear lights will be deactivated when the parking brake is applied. SIDE ZONE LOWER LIGHTING Four (4) Whelen model 60*02F*R flashing "Super" LED lights will be located at the following positions: Two (2) lights, one (1) each side on the front cab corner - red Super LED/red lens each side. Two (2) lights, one (1) each side rear body fender panel - red Super LED/rd lens each side. The lights will be controlled by a lighted switch on the cab instrument panel. Page 18 of 24 These lights will be installed in chrome bezels. REAR ZONE LOWER LIGHTING Two (2) Whelen model 60*02F*R flashing "Super" LED warning lights will be located at the rear of the apparatus, required to meet or exceed the lower level optical warning and optical power requirements of NFPA. The color of these lights will be red Super LED/red lens. One (1) switch in the cab on the switch panel will control these lights. These lights will be installed in the CAST 4 bezel. WARNING LIGHTS (Rear of Hose Bed) Two (2) Whelen L31H*FN LED warning beacons will be provided at the rear of the truck, located one (1) each side. These lights will be activated by a lighted switch on the instrument panel. The color of the lights and domes will be red LED on the driver's side and amber LED on the passenger side. HAND HELD LIGHT There will three (3), customer supplied hand held 12 volt lights mounted by Pierce. Location to be determined at a later date. CORROSION and SMALL DENTS Metal finish and repair all minor body and cab corrosion and any small dents prior to repainting the complete exterior of the apparatus body and cab. Additional major corrosion and / or accident damage repair costs will be open: subject to inspection and written approval by the fire department. CAB TWO-TONE The cab will be two-tone, with the upper section painted Upper cab black #101 along with a shield design on the cab face and lower section of the cab red #80. Two tone to match existing scheme. BODY PAINT COLOR Single color RED # 80 PAINT. COMPARTMENT INTERIOR The compartment interior will be painted with a gray spatter finish for ease of cleaning and to make it easier to touch up scratches and nicks. BODY PAINT COLOR and SCHEME to MATCH ORIGINAL The exterior custom body will be metal finished and repainted to include hosebed, Page 19 of 24 CHEVRON/INVERTED "V" STRIPING ON REAR WALL DIAMOND GRADE All vertical surfaces of the rear aluminum treadplate will be replaced with smooth aluminum sheet and covered will chevron stripping. There will be alternating inverted "V" chevron striping located on the rear wall of the apparatus to include the rear bulkheads. The striping will consist of the following colors: The first color will be Diamond grade RED The second color will be Diamond grade YELLOW The size of the striping will be 6". Cost: $ 1,321.00 BODY FENDER CROWNS Stainless steel fender crowns will be provided around the rear wheel openings. A rubber welting will be installed between the body and the crown to seal the seam and restrict moisture from entering. A dielectric barrier will be provided between the fender crown fasteners (screws) and the fender sheet metal to prevent corrosion. Cost: $ 797.00 WHEELS The new front tires will be mounted on Alcoa 22.50" x 9.00" polished aluminum disc wheels with a ten (10) stud, 11.25" bolt circle. The existing rear tires will be mounted on new Alcoa 22.50" x 8.25" polished aluminum disc wheels with a ten (10) -stud 11.25" bolt circle. LUG NUT COVERS Chrome plated lug nut covers will be installed on all lug nuts. Cost: $ 6,101.00 MECHANICAL SIREN, (Auxiliary) A new Federal Q2B siren will be mounted on top of the new bumper deckplate between the two (2) boxes on the driver's side to match 20589TR. Cost: $ 3,758.00 FRONT SUCTION SWIVEL The existing front suction outlet at the front bumper will be modified to include a swivel on top of the new bumper extension as follows: The front suction will have a chromed 6.00" swivel with National Standard hose threads and a long handle chromed plated cap. Page 23 of 24 The swivel will have a rough smooth chrome finish. Cost: $ 2,394.00 TELESCOPIC PIPING DELUGE GUN The existing deluge riser piping will include an 18.00" Task Force Model XG18 Extend - A -Gun extension. This extension will be telescopic to allow the deluge gun to be raised 18.00" increasing the range of operation. A position sensor will be provided on the telescopic piping that will activate the "do not move vehicle" light inside the cab when the monitor is in the raised position. The existing monitor and tips will be reused. Cost: $ 4,700.00 12 VOLT TELESCOPING LIGHTING Two (2), Whelen PFA2 Pioneer LED, 12 volt floodlights will be provided on a Fire Research model LTP-540-DCO-TW, side mount, top raise pole with top wire. The LED flood light will use a Havis Shield KR -PLA adapter bracket with a switch to mount each light. Remove the two (2) existing Nightfighter and replace these lights in the same locations. The lights will be wired to the "Do Not Move Truck" light in the cab. Switching will be controlled on each light. Cost: $ 3,431.00 Page 24 of 24 Meridian City Council Meeting DATE: ITEM NUMBER: 7D PROJECT NUMBER: ITEM TITLE: Public Works Department: Strategic Plan Update MEETING NOTES Cv- no CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS Public Works Department Strategic Plan 2010 -2015 Revisions Summary Below are revisions made to the Public Works Strategic Plan document that was originally submitted to City Council for approval on July 13, 2010. The following revisions are listed in order as they appear in the document. 1. Introductory Text Changes: a. Added two sentences to the end of the "Purpose and Intent" section that addresses the distinction between control and influence regarding PW's stewardship of its Strategic Objectives. b. Reorganized the last paragraph of the "Interpreting the Strategic Plan" section. c. Added a new Title to the Council Focus Areas section, a new first sentence, and an ending paragraph addressing changes in Council membership. d. Added a few clarifying words to the "Periodic Review and Revision Section." AD —1: Revised to add HR, Planning, ACHD & SSC to External Supports BO — 6: Revised to add "Enterprise -wide" and strike "Department -wide" in Objective BO — 8: Added, "e) Eliminate unnecessary vehicles" under Activities and deleted "and unnecessary" from Activity d) BO — 9: Added, "and potential cost -savings" after "usefulness" in Performance Measure a) BO —10: Re -titled to "Develop and implement a centralized Public Works contract management system. Added Legal to External Supports. CON — 2: Re -titled to "Improve the City's capital construction inspection process for Standards, Warranties, and Repairs" DS —1: Added new a) under Activities: "Evaluate the need for and/or provision of these services" ENG — 7: Moved objective to Environmental Division, ENV — 5. Added to Activities, "e) Evaluate the impact of not doing" ENG — 8: Renumbered as ENG — 7 ENG — 9: Renumbered as ENG — 8. ENG — 9: Changed title of objective. ENG —10: Renumbered as ENG — 9 ENG —11: Renumbered as ENG —10. ENG —11: Added Meridian Development Committee to External Support ENG —12: Renumbered as ENG —11 ENG —13: Renumbered as ENG —12 ENG —14: Renumbered as ENG —13 ENG —14: Re -titled to "Promote the optimization of traffic operations within the City limits" and modified Objective Summary to emphasize focus on collaboration and partnership building with outside agencies. Added ACRD, ITD, Police and Citizen Committees to External Supports. ENG —15: Renumbered as ENG —14 ENG —16: Renumbered as ENG —15 ENG —16: Changed title to specify, "City of Meridian" multi -modal improvement plan. Added Parks, C.O.M.P.A.S.S. & Valley Ride Transit to External Supports. Added additional activity "a" under Activities. ENG —17: Renumbered as ENG —16 ENG —18: Renumbered as ENG —17 ENG —19: Renumbered as ENG —18 ENV — 5: Rewritten to be more of a program development tool with evaluative components instead of its current emphasis on developing a utility. WW -5: Priority Level changed from a "2" to a "1" WW -6: Renumbered as WW — 7 WW -7: Renumbered as WW - 8 WW -8: Renumbered to WW — 5 WW — 8: Elevated priority level to Priority 1. Added Environmental and SSC to External Support WW -9: Repeat of WW — 5 and therefore deleted WW —10: Renumbered as WW — 9 WW —11: Renumbered as WW —10 WW —12: Renumbered as WW —11 WA —12: Re -titled WA -12 to, "Develop a program to manage Public Works' Radio Frequency operations". Add Police, Fire & Parks to External Support. Add Activity e) "Coordinate with Emergency..." MERIDIAN PUBLIC WORKS DEPARTMENT 4 t amix t vi Lai :1 k TABLE OF CONTENTS INTRODUCTION.................................................................2 ADMINISTRATION DIVISION.................................................10 BUSINESS OPERATIONS DIVISION..........................................16 CONSTRUCTION DIVISION....................................................22 DEVELOPMENT SERVICES DIVISION........................................24 ENGINEERING DIVISION.......................................................29 ENVIRONMENTAL DIVISION..................................................39 WASTEWATER DIVISION......................................................43 WATER DIVISION............................................................... 50 1of56 j `_.� PW Strategic Plan 200-2015 Public Works Department Strategic Plan: 2010-2015 INTRODUCTION The City of Meridian has experienced rapid growth over the past two decades; tripling its population between 1990 and 2000 and then doubling its population between 2000 and 2008. Like many City Departments, the Public Works Department has struggled to keep pace with growth let alone adequately plan for the future. To date, the Public Works Department consists of 8 Divisions and 14 Sections and currently serves a population of more than 75,000 customers. Until now, the Department had not operated with a Strategic Plan. In an effort to more proactively define the scope and course of Public Works' projects, plans, and services, the Department committed to developing a multi-year strategic plan. Representing over a year's worth of work by the staff and management of the Public Works Department, this Plan attempts to identify, prioritize, and organize the efforts of the Department over the next 5 years and attempts to align the Plan's outcomes with community goals and objectives identified by the Meridian City Council. PURPOSE AND INTENT This Public Works Strategic Plan will serve as a roadmap for Departmental success. It will also serve as a tool to communicate the Department's intentions to the community, focus the direction of our financial resources and employees, and ensure that our short-term goals and objectives are met in a timely fashion to ensure attainment of our Departmental Vision. This Plan also defines specific results that are to be achieved, outlines a course of action for achieving them, and details measurements to ensure the outcomes of those results. Additionally, this Plan will ensure that the most important Departmental priorities are identified, communicated, and achieved with direction and effective planning so that all may know what is expected and how to achieve success. The Department will be diligent in focusing its efforts on strategic objectives that it can control and influence within the scope of its Mission, Vision, and Values. To the extent that the scope of a particular strategic objective is expanded beyond the Public Works Department, the Department will work collaboratively with all other departments/stakeholders involved to achieve the best outcome for the City of Meridian. BACKGROUND Recognizing the need for improved communication, coordination, and collaboration across all levels of the Public Works Department, in addition to adopting a more purposeful and proactive administrative approach, staff began the process of redefining the Department's business strategy in 2008 — a process that involved five important steps. First, a Department -wide SWOT Analysis was conducted in February of 2008 to quickly assess organizational integrity and efficacy. Secondly, a Strategic Leadership Team (SLT) was chartered within the Public Works Department in April of 2008. Because it was critical that every sector of the organization be represented, the SLT was purposefully comprised of a team of leaders from each area of the Public Works Department. Working as a team also provided leaders in the organization an opportunity to learn about each others' functional areas, concerns, frustrations, objectives and needs. This approach also presented a unique opportunity to understand how one work group's actions impacted or influenced another work group within the organization and overall Departmental success. Thirdly, using the information gained from the SWOT Analysis, the SILT worked to update the Department's Mission and Vision Statements. Review of the then existing Mission and Vision Statements revealed an update was needed. This exercise was critical to ensure that subsequent tasks were aligned with the primary goals and objectives of the Department. Revisions were made to both the Department's Vision and Mission Statements which follow: 2 of 56 03 PW Strategic Plan 2010-2015 Mission Statement: The Mission of the Public Works Department is to anticipate, plan and provide exemplary public services and facilities that support the needs of our growing community in an efficient, customer -focused and financially responsible manner. Vision Statement: By the year 2030, the Public Works Department is a fully accredited, strategically positioned Department that has modern and reliable facilities, emphasizes financial stewardship and environmental sustainability, and is accessible and responsive to our customers' needs. • Our staff is technically proficient, our information is centralized, our processes are streamlined and automated, and we leverage cutting edge technology to provide expedient single -contact customer service. • We employ aggressive conservation strategies to reduce demand on resources and promote sustainability by utilizing efficient and alternative energy sources, carbon neutral operations, a zero emissions fleet, and a water management district to recycle and redistribute reclaimed wastewater. • We produce and treat our own chlorine -free drinking water from a variety of sources that is distributed through an efficient and regionally inter -connected delivery system. • We have a comprehensive surface water program and are Class 4 members of the National Flood Insurance Program Community Rating System which enable us to conserve and protect our natural resources and property. We maintain 24 miles of rehabilitated Riparian and Wetland corridors that enhance our natural environment, improve stormwater quality, help control flooding, and serve as pathways for people and habitat for wildlife. • Our Wastewater Treatment Plant is self-sustaining, utilizing closed -looped systems to recycle and/or reuse 80% of the waste stream utilizing water reclamation, co -generation, and nutrient recycling. • At least 50% of our buildings are Built Green and LEED Certified, and 50% of new land Development projects utilize Low Impact Development Standards. • Meridian residents travel between home and work, school, shopping, recreation, and other destinations using their choice of several modes of surface transportation safely and without excessive delay. We determine the look, fit, and feel of our streets and pathways. We guide funding methods and programming of transportation capital improvement projects. We determine road maintenance and construction standards and schedule work in conjunction with other city activities to ensure minimal inconvenience to residents. • Our customers understand the functions of the PW Department, value our sustainable approach to managing our community's resources and waste products, and openly support the programs, projects, and services we provide. Fourthly, the SLT initiated a process to review and evaluate the Public Works Department's organizational structure. The review was intended to take a critical look at the roles, responsibilities, and reporting structure of the staff within the Department and to determine if improvements could be made with modification to the organizational structure. On October 6, 2008, the Public Works Department was officially reorganized. The reorganization provided the following benefits: 1) Reduced functional area redundancy and overlap 2) Developed clearer roles and responsibilities 3) Closed gaps in service area and delivery 4) Improved the span of control 5) Established employee succession pathways 6) Identified training and growth opportunities for staff 7) Improved management oversight of functional areas 8) Reduced operating costs and inefficiencies 3 of 56 PW Strategic Plan 2010-2015 ��� " The new organizational structure (Attachment A) capitalizes on the strengths of emerging leaders within the organization, challenges existing staff to take on more responsibility and accountability, ensures essential public works functions are addressed, organizes Departmental work to allow for focused improvement, and ensures alignment of staff resources with current organizational needs and opportunities. Once the correct personnel resources were redistributed within the Department, staff committed to developing a long-range Strategic Plan to ensure attainment of the Departmental Vision. Finally, the SLT began its work to identify the tasks and timelines necessary to move the organization toward its new vision. Without this critical piece, the vision of the Department would have no chance of being realized. The result of the Team's efforts is this document — our 5 -Year Departmental Strategic Plan. THE STRATEGIC PLANNING PROCESS Strategic planning is one of the most important responsibilities of the leadership of any organization. It is the activity that ensures a clear vision is developed for the organization, that appropriate strategic objectives are developed to achieve the vision, that appropriate resource deployment decisions are made to achieve the strategic objectives, and that measures are put into place that ensure attainment of those objectives within the specified time. Just six months after implementation of the Departmental Reorganization, the Public Works SLT reconvened to tackle the important work of developing a Departmental Strategic Plan. The Team's broad goals of the Strategic Plan included: • Identifying key Departmental initiatives and priorities • Coordinating Departmental and City Council strategic objectives • Identifying and prioritizing Departmental resources (financial, capital, and personnel) needed for attainment of the strategic objectives • Establishing completion dates and performance measures for the strategic objectives • Acquiring approval by the Mayor and City Council of the Strategic Plan • Incorporation of the strategic objectives into annual staff work plans The SLT met generally bi-weekly for nine months. The Team's approach was to develop a Strategic Plan that would ultimately define and connect the daily activities of the staff through an identifiable pathway to attainment of the Departmental Vision and ultimately the City Council's vision. In part, the Plan's intent is to help staff understand how the activities of their job align with the attainment of the Departmental vision. While the Department's vision targets a time 20 years into the future, this first edition of the Strategic Plan accounts for the first five years of that timeframe. Upon adoption of this plan, the SLT will focus its efforts on developing detailed Annual Work Program Plans. These Plans will break down the objectives from the 5 -Year Strategic Plan into more manageable activities for the year. Performance assessment activities at all levels will ensure attainment of prescriptive tasks and objectives. Annual employee performance evaluations will be tied to performance of stated goals. Organizational performance targets will be developed and workgroups will be measured against them to assess progress of the Plan. Data collection, benchmark comparisons, established performance targets, and historical trends will help to determine and ensure positive progression toward attainment of the Department's vision. From the performance data, the Department can make adjustments to processes, policies, staff performance, and overall priorities through an adaptive management process. This cycle repeats itself to incorporate a continuous review and process improvement component under an improved data -focused management approach (Figure 1). 4 of 56 U'�� � PW S�tegic Plan 2010-2015 �;r� wwwdpl�RESOURCE ALLOCATION: City Mission Budget Council • Financial • Personnel • Capital & Vision Initiatives Policies • Maintenance *Operating PW DEPARTMENT ADAPTIVE RESOURCE UTILIZATION: MANAGEMENT •Policies •Procedures •Roles Mission/Vision/Values I I • Responsibilities It The Public Works 4 PERFORMANCE Department STRATEGIC REPORTING Strategic Planning INITIATIVES Audits Process PW SWOT Realizing Our Vision Analysis "** PERFORMANCE DEPARTMENTAL Benchmarks -04' ASSESSMENT I STRATEGIC PLAN Personnel100*/ *440ANNUAL WORK Ate Evaluations PROGRAM Internal Reviews PLANS Staff Feedback Loop INTERPRETING THE STRATEGIC PLAN Figure 1 The Strategic Plan is segmented and presented by Division within the Public Works Department. Each Division's purpose, area of responsibility, and overarching goal is presented. The Plan uses the following terms: • Goals: the overall aims to which the Department aspires and that require a number of objectives to achieve. • Objectives: measurable achievements through which the organization seeks to achieve its goals. • Strategies: tactical actions needed to achieve the objectives. • Activities: one or several actions that are required to realize the attainment of the strategy. • Performance Measures: a metric that best measures the outcome or effectiveness of the strategy, goal or objective. Each divisional objective is identified by number and title. Some objectives may be completed in a few months while others are multi-year commitments and may extend beyond the 5 -year Plan horizon. A priority number is given to each objective to aid in Strategic Objectives comprehension of its importance or to suggest that that objective's Cost Range Scale: timing must come prior to another's. There are three priorities: 1 = highest, 2 = moderate, 3 = low priority. An estimated cost presented as $ = Less than $50,000 a range, in today's dollars, is identified to encourage an understanding $$ = $51,000 — $150,000 of the financial commitment needed to execute the completion of the $$$ = $151,000 — $500,000 objective (Figure 2). This cost range does not include personnel costs, $$$$ = $501,000 — $1,000,000 only outside labor and materials/supplies. Each strategic objective SSSS$ = Greater than $1.000,000 identifies a Divisional lead, the Division responsible for executing and completing the objective, other Divisions within Public Works that may need to support or contribute Figure 2 toward the completion of the objective, and external support — either outside Departments or Divisions or even other agencies and jurisdictions. A summary of each objective is presented to communicate the overall intent of the objective and to facilitate clear understanding of its importance and relevance in the overall Plan. Broad-based activities are enumerated which becomes the basis of work tasks to be carried out by staff at various levels in the organization as specified in the work program plan. Finally, each objective contains one or more performance measures used to determine the effectiveness of the overall objective as well as a completion date targeting the point in time when all activities should be fulfilled and the entire objective accomplished. 5 of 56 ' PW Strategic Plan 2010-2015 PLAN RELATIONSHIP TO COUNCIL FOCUS AREAS The Public Works Strategic Plan is not only aligned with, but is built upon the foundation of the City Council's Strategic Focus Areas. As such, each strategic objective has been correlated to one or more City Council Focus Areas. These five Focus Areas were identified by the Meridian City Council to direct the efforts of the City's Executive Team. For the purposes of this Public Works Strategic Plan, each Council Focus Area was numbered and lettered and then each strategic objective incorporated the Focus Area number for which the objective attempted to support or meet. The Council Focus Areas numbering system is presented below: I. Economic Excellence 1A. Create a sustainable economic base through diversified and targeted business and industry growth. 1B. Make a commitment to provide a high quality of life. 1C. Expand the capabilities of our workforce through the support of education and training opportunities. 1D. Diversify the economic opportunities within the comprehensive plan Il. Strategic Growth 2A. Be responsive, innovative and opportunistic in planning for growth, improving response times, coverage, and ways of doing business. 2B. Find alternative funding sources and operational efficiencies. 2C. Plan for infrastructure needs and strategic resource development. III. Services Meet Demand 3A. Meet the current demands for services, while proactively planning and preparing for future needs. 3B. Follow-up with appropriate programs, policies, ordinances, and resolution to meet those demands. IV. Organizational Excellence 4A. Enhance employee skills and opportunities for succession through training, coaching and mentoring. Positive reinforcement of job performance will result in a work environment that makes employees partners in the success of the City. 4B. Use information technology to enhance staff's ability to respond efficiently and effectively. 4C. Promote the mission and demonstrate City values at all times. Demonstrate our commitment to our core values through our actions. 4D. Positioning the city to have the staff resources to achieve strategic growth and maintain quality of service V. Stewardship of the Public Trust 5A. Demonstrate financial responsibility - accountable to City of Meridian stakeholders to encourage fiscal conservatism and to ensure that all financial transactions of the City are transparent and defendable. 5B. Participate in, and accountability to, public involvement, outreach, and collaborative partnerships to improve the trust, support, and confidence of our community in our stewardship. 5C. Develop a system for providing consistent, understandable, accurate, and complete information regarding city records and access to city information. It is important to note that any changes in City Council composition or resulting from modification to Council policies, strategies, plans, focus areas/objectives, budget initiatives, etc. will undoubtedly drive changes to the content and implementation of this Strategic Plan. 6 of 56 PW Strategic Plan 2010-201514'' STAFF REVIEW: Although developed and assembled by the members of the Public Works Strategic Leadership Team, the Strategic Plan was distributed Department -wide for review and comment. In fact, over the course of development of the Plan, at least three separate opportunities were presented to the staff for comment. This process strengthened the resulting document and helped to engage and empower staff to become involved in the strategic planning process and to contribute in shaping the overall direction of each of their workgroups. IMPLEMENTATION: Developing a Strategic Plan is just one of many important steps in moving an organization in a purposeful direction. For this Departmental Strategic Plan to be successful, it will have to be accepted and embraced by all staff. Managers will need to consistently and continually communicate the intent and benefits of the Plan. They will need to incorporate its content into the daily activities of the staff, and ensure that attainment of its goals and objectives are met both individually and organizationally (Figure 3). Figure 3 is a model that portrays the hierarchy of information, knowledge, and skills needed to convert operational tasks into achievement of long-range goals. While the activities of this Strategic Plan's objectives will be incorporated into annual staff work plans, those activities are not the only strategic elements associated with the Department's aspirations for excellence and continuous improvement. The means by which those strategic objectives are carried out are just as important as the ends. We refer to the "means" as the way or method by which the activities Figure 3 are accomplished and the "ends" as the final product or completion of an objective. To ensure that this Strategic Plan does not become a task list that is output -oriented rather than outcome -based, we have incorporated the City's CARE Values — values that define how staff is to provide quality service to our customers, how managers will provide positive development of our staff, and includes values that promote accountability, respect and excellence organization -wide. C.A.R.E. Values • Customer Service - We will respond to customers (both internal and external) in a genuine, positive, and timely manner. Interactions will be solution oriented, where staff meets and exceeds expectations by listening to customers and following through on their requests. We provide our best for the community we serve. o Timeliness — Respond to requests in a timely manner. o Smile — Smile and present an open, polite, and approachable personable. o Composure — Maintain composure under difficult circumstances. o Information — Share information regarding the customer's concern. o Honesty — Be honest regarding what you can do in accordance with City guidelines o Listening — Listen patiently and then summarize your conversation to make sure you fully understand the concern. o Solutions — If you cannot assist the customer, advise them who will address their concern, and route the concern to the appropriate person. o Follow-up — Follow-up with customers. 7 of 56 PW Strategic Plan 2010-2015 • Accountability - We understand our role in the organizational team, know our jobs, and accept that each of us is responsible for our own work, choices, and actions. o Accept responsibility for your actions o Actively participate as a team member o Assistance — Assist co-workers when appropriate o Collaboration — Collaborate with others to achieve common goals o Mentoring — Be a positive mentor to those who have less experience — share your knowledge o Enjoy your job and do it well o Legal/Ethical — Make legal and ethical decisions consistent with City guidelines, rules, policies, and procedures. o Update — Provide accurate and current information regarding: work progress and deadlines, expectations and priorities, and accomplishments. o Education — Develop personal knowledge through continued training and education on current trends and practices. Provide these opportunities to your staff as appropriate. o Order — Maintain workplace and/or city property in working order. o Reporting — Promptly report supply needs, defective or malfunctioning equipment, and/or damage to City property. o Accept — Accept challenging new tasks. o Attitude — Bring a positive attitude to work. • Resoect - We will be trustworthy and courteous. We acknowledge and accept people with diverse opinions and backgrounds. o Treat people as you would want to be treated. o Acknowledgment — Acknowledge another's presence even if you can't help them right then. o Fairness — Treat all customers and co-workers fairly and equally. o Politeness — Speak politely and listen to what that person has to say. o Communicate — Communicate with enthusiasm, empathy, and patience. o Gossip — Respect people's privacy — do not gossip or pass information of a confidential nature. o Respect City policies by understanding and taking ownership in those policies. • Excellence - We will be professional beyond the parameters of the job while being creative, innovative, flexible, and adaptable to community needs. o Demonstrate ability to be creative, innovative, and flexible. o Creativity — Think outside the box to solve problems (solutions -oriented problem solving). o Challenge — Meet new challenges and be open to change. o Initiative — Take initiative to start and/or recommend projects. o Improvement — Increase efficiency as well as effectiveness by looking for ways to improve processes. o Feedback — Provide feedback regarding proposed changes. o Adapt — Make personal adjustments to accommodate changes in your work environment. o Acknowledge exemplary behavior and performance In addition to embracing the City's CARE Values in their everyday work, staff at all levels of the organization will embrace a more strategic management or oversight approach in an effort to become more anticipatory and proactive in identifying, preventing, and/or overcoming organizational problems instead of incessantly treating symptoms. This approach adopts a more scientific way at looking at and resolving organizational challenges and will help staff avoid the pitfalls of supposition and emotional decision making (Figure 4). While this transition could take some time, the benefits of methodically moving the organization to reduce ambiguity and variability should yield tremendous benefits and bring about a more focused and purposeful organization. 8 of 56 ¢ s - PW Strategic Plan 2010-2015 ; Our Management Approach: Incorporates Data -Driven Decision Making, Statistical Process Control, Continuous Process Improvement, and Adaptive Management Data -Driven Decision Making (3DM): refers to the systematic collection and analysis of various types of data, including input, activity, process, output, outcome and satisfaction data, to guide a range of decisions to help improve the success of an organization or operation. Statistical Process Control (SPC): refers to the application of statistical methods and procedures to analyze the variability of a process in an effort to achieve and maintain a state of predictability or statistical control (stability) to ensure that it operates at its full potential. Continuous Process Improvement (CPI): a method and belief that an organization must constantly measure and evaluate the effectiveness of its programs, plans, projects, processes, and services in a never ending effort to discover and eliminate the main causes of problems. Adaptive Management (AM): a structured, iterative process involving step -wise evolution of a flexible management system in response to feedback information actively collected within an organization. Utilization of 3DM, SPC, CPI, and AM: 1) Enables a SCIENTIFIC APPROACH to solving organizational challenges; 2) Helps managers maintain FLEXIBILITY in their decisions by monitoring and adjusting as needed, knowing that uncertainties exist; 3) Helps focus on fixing CAUSES instead of treating symptoms; 4) Improves UNDERSTANDING of systems and processes to achieve management objectives and outcomes; and 5) Ensures that the right ACTION will be taken to improve progress towards desired outcomes. Figure 4 PERIODIC REVIEW & REVISION: This Public Works Departmental Strategic Plan should be considered a dynamic or "living" document — one that is subject to continual modification with the intent to adapt it to changes in the City's operating environment. To that end, this Strategic Plan will be evaluated periodically in alignment with the strategic planning process identified in Figure 1. Through evaluation and feedback, the Department and its staff will be offered opportunities to reflect on their accomplishments and adjust to meet new challenges. This adaptive management component to strategic planning will ensure improved organizational effectiveness, attainment of Departmental performance targets, and ultimately the achievement of the Departmental Vision. 9of56 a'", PW Strategic Plan 2010-2015 �3" ADMINISTRATION DivisiON The Administration Division implements policy, guides strategic initiatives, and provides overall management of all technical, operational, financial and administrative services within the Department, as well as, provides effective leadership, oversight, and support to each Division. In addition, the Administration Division provides community outreach to educate the community and also its stakeholders about the life -essential services our OBJECTIVE: AD-1Become a fully accredited department recognized by the American Public Works Association Priority: 1 Estimated Cost: $ Completion Date: June 2013 Council Focus Area(s): Divisional Lead: Administration Divisional Support: All External Support: Mayor, Council, Legal, Finance, SSC American Public Works Association, HR, Planning, ACHD Obiective Summary: Obtaining accreditation will improve departmental standardization and professionalism, increase transparency and improve teamwork and efficiencies while reducing redundancies, legal liabilities and costs and at the same time instill confidence in the community that national standards for Public Works services will be met. Activities: a) Establish accreditation team and accreditation manager that will plan meetings, organize documents and track deadlines b) Conduct level of effort analysis including a review of the Public Works Best Management Practices Manual to identify applicable chapters and requirements for accreditation c) Conduct fiscal impact and cost -benefit analyses for accreditation and obtain Council approval for incorporation into the budget d) Complete the American Public Works Self -Assessment document and submit application and registration fees to American Public Works Accreditation Committee e) Coordinate and schedule American Public Works Association accreditation hearing and audit f) Follow up to assure accreditation is achieved and remains current Performance Measure(s): a) File completed accreditation application by June 2011 b) Attain full accreditation by June 2013 OBJECTIVE: Develop a comprehensive marketing and outreach program Priority: 1 Divisional Lead: Administration Estimated Cost: $ Divisional Support: All Completion Date: December 2011 External Support: Mayor's Office Council Focus Area(s): 313, 4C, 56, 5C Objective Summary: This objective seeks to improve the Public Work's Departmental visibility within the community to promote greater understanding, value and support from our Community, recognizing that attainment of the Public Works Department strategies, goals and objectives are materially influenced by the community's attitude and understanding of the importance of the services we provide. Activities: a) Develop a communication and outreach plan to identify key messages and appropriate strategies for delivery to customers and other target audiences b) Develop and maintain a dynamic, informative and user—friendly website that is an information resource for the community and staff c) Develop a cohesive and professional image for the Public Works Department that is reflected in the outreach materials that each Division distributes to the public d) Create and distribute a quarterly newsletter that highlights current Departmental projects and events e) Establish a working relationship with the local school district to schedule classroom presentations at different schools throughout the year f) Identify and utilize multiple, effective communication vehicles in which to keep the public informed g) Plan and execute fun and informative events during Public Works Week, attend/sponsor science fairs, provide guest speakers for target audiences and site tours Performance Measure(s): a) Draft plan developed by August 2011 b) Final Plan adopted by December 2011 11 of 56 gym,, ,�,% PW Strategic Plan 2010-2015 � p • : �DfloojEvaluate and anticipate departmental needs and challenges Priority: 1 Estimated Cost: $ Completion Date: June 2013 Council Focus Area(s): 2A, 2C, 3A, 5A Divisional lead: Administration Divisional Support: All External Support: Human Resources Objective Summary: Forecast future needs and challenges to prepare and position the organization to anticipate and embrace those needs. Activities: a) Once every five years, perform a department -wide Strengths, Weaknesses, Opportunities and Threats Analysis (SWOT) of the overall condition of the organization to better understand areas for growth potential/improvement b) Use results of the Strengths, Weaknesses, Opportunities and Threats Analysis (SWOT) to modify the Departmental Strategic Plan Performance Measure(s): a) Strengths, Weaknesses, Opportunities and Threats Analysis (SWOT) is performed every 5 years b) Results are analyzed and used to make department -wide modifications • : . Personnel, performance and evaluation improvements Priority: 1 Estimated Cost: $ Completion Date: October 2011 Council Focus Area(s): Divisional lead: Administration Divisional Support: All External Support: Mayor, Human Resources Objective Summary: To ensure staff performance is aligned with Departmental strategies and with the City's long-range goals and initiatives. Activities: a) Develop annual work plans that align staff efforts with Departmental priorities as identified in the Department's Strategic Plan b) Work with the Human Resources Department to revise and develop anew Annual Performance Evaluation document Performance Measure(s): a) Annual work plan template developed by January 2011 b) All Public Works employees have annual work plans beginning October 2011 c) 85% or better score on Employee Satisfaction Survey in appropriate areas 12of56 R)OStrategic Plan 2010-2015 • : Create and implement an employee incentive program Priority: 2 Divisional Lead: Administration Estimated Cost: $ Divisional Support: All Completion Date: June 2012 External Support: Mayor, Council, Human Resources Council Focus Area(s): 1C, 4A, 4C, 4D, 5A Objective Summary: Dedicating efforts to establishing a comprehensive employee incentive program will help to attract, recognize and retain our most valuable assets - our employees. Activities: a) Work with the Human Resources Department and Mayor's Office (and Council as needed) to develop strategies geared toward promoting staff recognition and rewards, developing performance improvement incentives, encouraging professional growth, and bolstering retention b) Evaluate classifications, compensation and workloads and make recommendations to Human Resources, Mayor and to Council c) Work with staff and other Directors to explore incentive ideas and implementation strategies d) Evaluate causes for employee dissatisfaction, morale concerns or termination and develop appropriate remedies for these concerns Performance Measure(s): a) A comprehensive incentive program is in effect by January 2012 b) 90% of our employees are retained through the implementation of a comprehensive employee retention program c) 85% or better score on Employee Satisfaction Survey in appropriate areas Develop succession and/or mentorship plans for all positions within the Public Works Department Priority: 2 Estimated Cost: $ Completion Date: December 2013 Council Focus Area(s): 4A, 4D Divisional Lead: Administration Divisional Support: All External Support: Mayor, Human Resources Objective Summarv: Creating an environment where our managers proactively encourage their staff to increase their training and knowledge and grow their careers is essential to ensuring the long-term efficacy of our organization. Investment in this area will promote staff morale and efficiencies as well as elevate technical and organizational knowledge throughout the Department and prepare staff for future growth opportunities. Activities: a) Identify key Departmental personnel likely to retire within a five-year time horizon b) Work with said personnel to revise job descriptions, develop applicable standard operating procedures and training guides, assess certification requirements and knowledge, skills, and ability needs for replacements c) Work with potential retirees to identify, train, and mentor suitable internal candidates for succession d) Develop a succession and mentorship plan for all positions subject to vacation by retirement Performance Measure(s): a) Every Public Works position has an updated job descriptions by September 2011 and annually thereafter b) An internal training/mentoring program is developed and in use by December 2014 c) 85% or better score on Employee Satisfaction Survey in appropriate areas ,■ I of 56 s ■ p�i,:. PW Strategic Plan 2010-2015 Establish important and collaborative partnerships with outside agencies Priority: 2 Estimated Cost: None Completion Date: Ongoing Council Focus Area(s): 5B Divisional Lead: Administration Divisional Support: All External Support: Objective Summary: The purpose of this objective is to develop strategic alliances, gain support for initiatives and long-range planning strategies and expedite attainment of the Departmental Strategic Objectives. Activities: a) Participate in regulatory meetings b) Develop & sustain relationships across community boundaries with Local, State and Federal agency representatives c) Attend and present at professional seminars, workshops and courses d) Participate in and/or take leadership roles in professional organizations locally, regionally, state-wide and nationally Performance Measure(s): a) The City of Meridian Public Works Department is considered a well respected, regional leader and partner with interfacing agencies b) Department staff participates in at least two technical presentations per year at professional conferences c) At least three members of our Engineering, Water & Wastewater staff serve on technical organizations • : Develop and implement safety programs and strategies across the Public Works organization Priority: 2 Estimated Cost: $ Completion Date: Ongoing Council Focus Area(s): 1A, 16, 1C, 36, 4D, 5A, 5B Divisional Lead: Administration Divisional Support: All External Support: Safety Committee, Human Resources Obiective Summary: Maintaining a comprehensive safety program will help to attain zero loss of employee life or limb and will protect the public, our property, and reduce our legal and financial liabilities while ensuring compliance with State and Federal Employment and Safety Laws. Activities: a) Initiate a program that provides safety training on a routine basis b) Periodically review and update the Public Works Safety Manual c) Initiate a "block" training system that provides relevant and required safety training regularly to all employees that is consistent with the American Board of Certification Standards Performance Measure(s): a) Safety manual is complete by December 2010 and updated regularly b) Zero reports of life/limb loss or property c) 85% or better score on Employee Satisfaction Survey 14 of 56 PW Strategic Plan 2010)15 • : 1 Implement a Public Works Emergency Response Plan Priority: 2 Estimated Cost: $ Completion Date: Ongoing Council Focus Area(s): 3A, 36, 41), 5A Divisional Lead: Administration Divisional Support: All External Support: Objective Summary: The purpose of this objective is to ensure that the Department is prepared for emergencies and to prevent or minimize disruptions to the City's critical utility services. Activities: a) Identify likely emergencies and develop Standard Operating Procedures to address such emergencies b) Conduct/update a Vulnerability Assessment at least once every five years c) Train appropriate staff annually on emergency preparedness and emergency response plans d) Coordinate efforts with the City-wide Emergency Management committee e) Participate in and support the Idaho's Water/Wastewater Agency Response Network (IDWARN) program Performance Measure(s): a) A comprehensive PW response plan is adopted and appropriate training for emergency responses is department -wide b) Maintain active participation in Idaho's Water/Wastewater Agency Response Network (IDWARN) 15 of Kr;a �'i' PW Strategic Plann 2010-2015 F • : I I Integrate an asset management system into all operational areas Priority: 1 Estimated Cost: $ $ Completion Date: December 2014 Divisional Lead: Water Divisional Support: Wastewater, Engineering External Support: Objective Summary: Because of the size of our infrastructure and the community we serve, it is necessary that we maintain our records related to asset and maintenance management using systems that allow for rapid recall and quick deployment of accurate information. With a comprehensive asset management system, we can provide a vehicle to document maintenance and purchasing activities as it relates to infrastructure repair and asset tracking so managers can make data driven decisions. Activities: a) Implement an Infrastructure Management System using the Hansen Asset Management software package b) Prepare an inventory of the potable water infrastructure c) Establish a record of potable water infrastructure condition d) Build an asset driven maintenance program for potable water system e) Predicatively replace equipment based on failure rates and life cycle costs Performance Measure(s): a) Our standards are developed and are better than the industry median according to American Water Works Association benchmarking as baseline by December 2012 b) Maintenance program metrics meet or exceed American Public Water Works Association national benchmarking standards by October 2013 c) Warehouse standard practice guidelines are established and comply with standards set by our auditors by December 2014 d) Failure rates are measured and translated into repair costs. Repair costs are in line with life cycle costs estimates by July 2013 OBJECTIVE: WA- 2 0 Update the Backflow Prevention Program Priority: 1 Estimated Cost: $$$ Completion Date: June 2011 Council Focus Area(s): Divisional Lead: Water Divisional Support: External Support: Legal Objective Summary: We currently have an aggressive backflow prevention program. Because the program is expanding rapidly, we must ensure operational costs do not exceed program benefits. Activities: a) Review contractor payment schedules with what the market is charging for similar services b) Assess if the City of Meridian wants to continue paying for private party assembly testing and repair c) Design a backflow program that meets regulatory requirements and offers protection to the citizens d) Modify backflow ordinance Performance Measure(s): a) Have 100% of all known backflow assembly units tested annually. Meet standard by July 2010 b) Write new ordinance. Be complete by January 2011 s1 56 PW Strateg�an 2010-2015 • e • Establish and implement customer service standards department -wide Priority: 1 Estimated Cost: $ Completion Date: December 2012 Council Focus Area(s): 5B Divisional Lead: Business Operations Divisional Support: All External Support: Objective Summary: This objective will ensure that customer satisfaction is a top priority within our Department for both our internal and external customers. Activities: a) Design survey instruments and implementation process agencies. b) Implement customer satisfaction surveys with internal and external customers and evaluate results c) Conduct ongoing training and exercises with staff to keep customer service atop priority Performance Measure(s): a) Customer service standards have been defined and implemented by December 2011 b) Annual survey results show an improvement of 25% or improved customer satisfaction score by December 2012 • = • Incorporate performance measurement, monitoring and reporting processes department -wide Priority: 1 Estimated Cost: $ Completion Date: June 2013 Council Focus Area(s): 1C, 2A, 41), 5C Divisional Lead: Business Operations Divisional Support: All External Support: Objective Summarv: Measuring, monitoring and reporting on our performance will ensure that the Department is keeping pace with industry standards, maintaining fiscal responsibility, and challenging itself to think smarter and work more efficiently. Activities: a) Identify appropriate performance measurement tools, benchmarks and regional and national standards. b) Begin tracking performance and develop trends utilizing established tools, benchmarks and regional and national standards. c) Set performance goals d) Establish practical reporting mechanisms and develop annual reports. e) Utilize data to adaptively manage for results by evaluating performance gaps and establishing appropriate corrective action strategies to close gaps. f) Evaluate applicability and effectiveness of performance measurement and benchmarking tools. g) Utilize the performance reporting information to review and revise annually the Department's Vision, Mission and Strategic Plan as part of the adaptive management process. Performance Measure(s): a) Identify appropriate measurement tools, benchmarks and establish measurement December 2012 b) Performance measurement report template developed by March 2013 c) Begin performance monitoring by June 2013 ■, „"., - 1 _of 56 I fig,=, PW $trate plan 2010-2015 • = . • Analyze and reconcile department financials Priority: 1 Estimated Cost: $ Completion Date: Annually Council Focus Area(s): 1A, 1D, 2A, 46, 5A, 5B Divisional Lead: Business Operations Divisional Support: All External Support: Finance Obiective Summary: This objective will allow the Public Works department to demonstrate financial responsibility and accountability to the City of Meridian stakeholders, reflecting fiscal conservatism and ensuring that all financial transactions of the department are transparent and defendable. Activities: a) Regularly review reports to evaluate solvency of fund b) Develop strategies and make recommendations to close funding gaps c) Develop multi-year financial plans to establish long-term economic stability of fund d) Assist in development of Capital Improvement Plan e) Monitor and update the 5 year financial forecasting model f) Evaluate rates and adjust as necessary to allow for appropriate capital financing (no less than once a year) g) Develop/adjust reserve accounts and evaluate strains on fund h) Work with Executive team to set priorities for upcoming fiscal year budget i) Prepare and maintain budget books for Public Works Executive Staff j) Prepare budget presentation for City Council meetings and hearings k) Optimize the budgeting process including enhanced information sharing by working with the finance and purchasing department to develop standard operating procedures 1) Implement any changes to the SOP for budgeting and establish a process for making these changes Performance Measure(s): a) Department budget is prepared accurately and submitted on time annually b) Fund reporting methodology has been defined and is being utilized by June 2011 c) Utility rates & capital project improvement plans are reviewed annually and appropriate adjustments are made • : : • Define the roles and responsibilities of the Building Maintenance Section Priority: 1 Estimated Cost: $ Completion Date: September 2011 Council Focus Area(s): 26, 2C, 46, 4C, 5A, 5B Divisional Lead: Business Operations Divisional Support: Building Maintenance External Support: Purchasing, City Hall Obiective Summary: Our objective is to be responsive, proactive and financially responsible in providing maintenance services. The goal of the Maintenance Section is to provide excellent customer service that is cost conscious and well managed. Activities: a) Define current work processes and workflow b) Establish SOPS to document processes, service level expectations, and timelines c) Fully utilize case management providing reports to administration d) Evaluate other tracking and reporting applications for a more robust and transparent system that can include financial and inventory tracking e) Continually perform evaluation of work processes and make recommendations for improvement Performance Measure(s): a) Work standards and priorities have been defined by September 2011 b) Goals for each performance standard are met. 18of56� PW Strategic Plan 2010-2015 �; OBJECTIVE: • Incorporate continuous process improvement into department -wide procedures Priority: 2 Estimated Cost: $ Completion Date: Ongoing Council Focus Area(s): 2A, 3A, 46, 4D, 5C Divisional Lead: Business Operations Divisional Support: All External Support: IT Objective Summary: Our objective is to identify, evaluate, and incorporate innovative strategies that improve organizational efficiencies and effectiveness, minimize resource needs and costs, and advance service areas or delivery capabilities. Activities: a) Identify process inputs and outputs b) Define measurement benchmarks and goals c) Evaluate the process technology for completion, tracking, quality assurance and reporting d) Perform a cost -benefit analysis if necessary e) Ongoing monitoring and evaluation of processes and technology Performance Measure(s): a) Processes are regularly evaluated and modified in accordance with evaluation results b) Corrective action plans in place for significant deviations to plan/goal c) Performance targets are established for key performance measures • : Integrate all areas of Public Works into a Enterprise -wide government software system Priority: 2 Estimated Cost: $ Completion Date: September 2013 Council Focus Area(s): 4B Divisional Lead: Business Operations Divisional Support: All External Support: I.T., Planning Obiective Summarv: An integrated system will enhance communication, minimize redundancy, enhance staffs ability to answer customer questions and provide more timely information to citizens, as well as, give Managers the ability to measure and monitor performance. Activities: a) Participate with the Meridian Information System (MIS) Committee in the selection, purchase and implementation of the Enterprise -wide software system b) Develop a road map for the program, including roll-out dates, training courses, and ongoing help resources c) Identify and train the appropriate staff on the use of system. Document training for record in personnel files. d) Prepare current data for transition to new system e) Deploy software system Performance Measure(s): a) Complete software system fully installed by December 2012 b) All staff has been trained and software has been integrated into daily functions by September 2013 c) User acceptance d) All deliverables met as defined and scheduled. 19 of 56At '•`. PW Strategic Plan 2010-2015 OBJECTIVE: BO -7 Implement processes department -wide to become compliant with the city-wide Records Retention Policy Priority: 2 Estimated Cost: $ Completion Date: December 2011 Council Focus Area(s): 413, 5C Divisional Lead: Business Operations Divisional Support: All External Support: Clerks Objective Summary: Our objective is to ensure that all applicable documents are correctly stored in electronic version in compliance with the Clerk's Records Retention Policy. Activities: a) Work with the Clerks Office to create a comprehensive records retention policy b) Establish software and equipment needs for department to aid with compliance c) Provide training for staff on new software, equipment and policy compliance d) Assign priority schedules for scanning current and past documents e) Periodically review policy with the Clerks Office to update and ensure department -wide compliance with local and State retention requirements Performance Measure(s): a) PW Department has a Records Retention policy that is adhered to in conjunction with the Clerk's Office December 2011 • : : • Reduce the environmental impacts of the Public Works vehicle fleet Priority: 2 Divisional Lead: Business Operations Estimated Cost: $$ Divisional Support: All Completion Date: Ongoing External Support: Council Focus Area(s): 113 Obiective Summary: The objective will help us reduce fuel consumption, increase fuel efficiency and decrease greenhouse gas emissions from all Public Works vehicles. Additionally, the goal of this objective is to reduce fuel costs, staff time, travel time, carbon footprint and vehicle maintenance costs. Activities: a) Strongly promote carpooling and no -idling and other "smart" driving practices b) Create a work order routing system that levels the work loads for staff using city vehicles by utilizing GIS/GPS technology and the enterprise software c) Adhere to established guidelines for vehicle maintenance and replacement d) Replace inefficient ehicles with more fuel efficient and environmentally friendly models within a fiscally responsible price point e) Eliminate unnecessary vehicles Performance Measure(s): a) Inefficient and unnecessary vehicles are identified by December 2011 b) A work order routing system has been implemented by December 2012 c) A 3% reduction in travel time has been realized through a work order routing system and workload leveling efforts by December 2013 d) Replace inefficient and unnecessary vehicles with more fuel efficient and environmentally friendly models on an ongoing basis as opportunity presents itself and budget permits. ' 20 of 56,,_. fix.; PW Strategic Plan 2010 2015 OBJECTIVE: : • Evaluate the City's need for a vehicle maintenance program Priority: 3 Estimated Cost: $ Completion Date: December 2015 Council Focus Area(s): 5A Divisional Lead: Business Operations Divisional Support: All External Support: Objective Summary: To determine if a centralized vehicle maintenance program will benefit the City of Meridian financially while providing better control of fleet maintenance costs. Activities: a) Improve tracking for all vehicle expenses for vehicle maintenance and repair b) Evaluate consolidation of licensing, Insurance, and emission testing c) Survey comparable/regional cities to determine best practices, costs and insights to their respective vehicle maintenance programs d) Prepare a cost benefit analysis report to evaluate outside costs of maintenance vs. in house costs Performance Measure(s): a) Cost benefit analysis has been performed to determine the usefulness and potential cost -savings of a new city wide vehicle maintenance program by December 2015 b) Targeted cost -savings are realized c) Internal customers view change as an improvement • : : • Develop and implement a centralized Public Works contract management system Priority: 3 Estimated Cost: $ Completion Date: December 2014 Council Focus Area(s): 46, 41) Divisional Lead: Business Operations Divisional Support: All External Support: I.T., Finance, Purchasing, Legal Objective Summary: A centralized contract management system will localize all contract information allowing for more effective project management and communication between the Engineers and the Finance and Purchasing Departments. Activities: a) Dedicate staff to evaluating possible contract management software solutions and prepare a recommendation b) Define the parameters to be utilized in system c) Identify and train appropriate staff on the use of system. Document training for personnel files d) Coordinate the use and training of system with other departments such as Finance and Purchasing e) Modify workflows to make system part of the process not an additional work step where possible Performance Measure(s): a) A dynamic contract management system has been selected and implemented department wide by June 2014 b) All staff trained and software being utilized by December 2014 21 of PW Strategic Plan 2010-2015 � The Construction Division of Public Works provides construction -related oversight services to ensure reliable capital facilities while maintaining financial stewardship of public funds. We provide project management, constructability reviews, and project inspections to ensure assigned projects are coordinated and constructed adhering to local, state and federal standards, environmental guidelines, and best management practices. • : • Successfully complete city-wide capital improvement projects Priority: 1 Estimated Cost: $ Completion Date: January 2016 Council Focus Area(s): 2C, 3A, 4A, 413, 4C, 5A, SC Divisional Lead: Construction Divisional Support: Administration External Support: Parks, Police, Fire, Purchasing Objective Summary: To coordinate, through the construction division, the capital projects for Public Works, Parks and Recreation, Police, and Fire departments to review their completed five year capital improvement plans. The five year capital improvement plans should identify and prioritize work to anticipate, plan, and provide public services and facilities that support the needs of the growing community and ensure modern and reliable facilities. Activities: a) Identify construction projects to be managed by the construction division b) Acquire assigned capital improvement projects from the departments c) Execute capital improvement projects from the award of agreement through acceptance d) Deliver relevant capital improvement projects on time and within budget e) Identify and develop performance measurement tools for capital improvement projects f) Develop project closeout reports g) Develop and document standard operating procedures and forms with purchasing department relating to project construction from award of agreement to acceptance h) Develop and document standard operating procedures and forms with other City departments to plan and coordinate the construction of capital improvement projects i) Develop and document standard operating procedures and forms for capital improvement pre -construction meetings Performance Measure(s): a) Capital improvement plans shall be acquired from other departments, and projects to be managed shall be identified by the beginning of each fiscal year b) Ninety percent of capital improvement projects assigned to the construction division are delivered within the budgeted year that they are planned c) Performance measurement tools are developed and a manpower assessment completed by January 2016 d) The difference between planned and actual construction costs of capital improvement projects will be less than 15 percent on average per project e) Standard operating procedures developed and documented with City departments by January 2016 • : • Improve the City's capital construction inspection process for Standards, Warranties, and Repairs Priority: 2 Estimated Cost: $ Completion Date: January 2016 Council Focus Area(s): 4A, 41) Divisional Lead: Construction Divisional Support: Engineering, Water, Development Services, Wastewater, Environmental External Support: Parks, Police, Fire Objective Summary: This objective will provide uniform construction inspection on all capital improvement projects to ensure consistencies in the adherence of project documents and city standards Activities: a) Review Inspector Handbook with the construction and engineering groups annually for potential updates b) Develop and document the process of construction document distribution to the inspectors c) Develop and document a standard operating procedure for constructability review through the design phase of all capital improvement projects to reduce potential change orders d) Develop an inspection skills assessment program to identify potential training to ensure inspectors are knowledgeable in all areas of their work e) Clarify roles of Public Works Inspectors f) Develop and document standardized inspection forms and procedures Performance Measure(s): a) Inspector Handbook is updated as required b) Standard operating procedures developed and documented by January 2016 c) Inspection skills training assessment program developed and documented by January 2016 23 of 56 -2015 PW Strategic Plan 2010 The Development Services Division ensures that all new land development and building projects within the City are designed and constructed in accordance to all adopted codes and regulations to ensure that the environments that we live, work, and play in are safe and sustainable. Annually offset costs of service while remaining regionally competitive with other Treasure Valley jurisdictions Priority: 1 Estimated Cost: $ Completion Date: Ongoing Council Focus Area(s): 3A, 5A Divisional Lead: Development Services Divisional Support: Business Operations External Support: Obiective Summary: The purpose of this objective is to analyze the City's costs of providing Land Development and Building Services, and ensuring that all costs of service are offset while remaining comparable to the rest of the region, and always being mindful of the impacts that any changes may have on future revenue streams. Activities: a) Evaluate the need for and/or provision of these services b) Identify the City's costs of providing Land Development Services c) Identify the City's costs of providing Building Services d) Identify appropriate regional benchmarks e) Review fee structure from regionally identified jurisdictions f) Annually evaluate and make necessary adjustments to Development Services Fees to offset costs of service, and be financially prepared for re -investment in capital infrastructure g) Annually evaluate and make necessary adjustments to Building Services Fees to offset costs of service, and be financially prepared for re -investment in capital infrastructure Performance Measure(s): a) Conduct annual regional comparison of development fees by January 1st each year b) Rates cover cost of service and are within 10% of regional average • : Capital project review Priority: 1 Estimated Cost: $ Completion Date: Ongoing Council Focus Area(s): 2A, 2B, 5A Divisional Lead: Development Services Divisional Support: Engineering External Support: Obiective Summary: The purpose of this objective is to ensure consistency between public and private development, as well as preventing costly expenses from change orders. Activities: a) Establish a new proactive procedure that sends all new Capital Projects through the review processes established in the Development Services Division b) Review projects for consistency between public and private projects as well as consistency with state and local standards c) Establish project review priorities, timelines and standard operating procedures Performance Measure(s): a) All capital projects have received their initial review through the Development Services Division within 5 -business days of submittal i 25 of 56 .�;. n�. PW egic Plan 2010-2015 • ° Evaluate and implement e-commerce capabilities for Building Services Priority: 1 Divisional Lead: Development Services Estimated Cost: $ Divisional Support: Business Operations Completion Date: September 2010 External Support: Finance, I.T. Council Focus Area(s): 36, 413, 4D Obiective Summary: The purpose of this objective is to evaluate and implement an e-commerce system in Building Services to facilitate instant 24/7 financial exchange of business transactions. This would include on-line credit/debit card connectivity and functionality within our web page as well as over the counter. Activities: a) Evaluate system providers b) Identify any budgetary impacts, and if necessary take proposal to Council c) Set-up accounts and deploy new system with Finance Department d) Train internal staff on the operation of the e-commerce system e) Reach out to customers and educate them on the new system f) Evaluate efficacy of selected system and procedures, and make adjustments where necessary Performance Measure(s): a) An e-commerce system is in place, providing another option for payment to our customers by June 2010 • e DS -4 Building Services software upgrade Priority: 1 Divisional Lead: Development Services Estimated Cost: $$$ Divisional Support: Business Operations Completion Date: December 2011 External Support: I.T., City -Wide (all departments) Council Focus Area(s): 413, 4D, 5C Obiective Summary: The purpose of this objective is for Building Services to obtain external resources to perform an upgrade to the existing Building Services software platform that will deploy up to date technology that will help increase efficiencies for both the Building Services staff and our customers. Activities: a) Perform a business workflow analysis to create a software requirements document b) Using the requirements document, evaluate software packages with a focus on an enterprise solution c) Develop budgetary needs assessment for proposal to City Council d) Secure necessary funding e) Identify and train staff on the use of the software and provide documentation of training for personnel files f) Deploy new software Performance Measure(s): a) Software upgrade fully implemented by December 2011 b) All staff trained and fully competent by December 2011 26of56'� PW Strategic Plan 2010-2015 �f Evaluate a business license/registration program for the City of Meridian Priority: 1 Divisional Lead: Development Services Estimated Cost: $ Divisional Support: Administration Completion Date: June 2012 External Support: Mayor, City -Wide (all departments) Council Focus Area(s): 1A, 16, 2B, 1C, 2C, 2D, 2E, 3E Objective Summary: The purpose of this objective is to evaluate a license/registration program in the City of Meridian to ensure that business' within the city are legitimate and providing the minimum requirements of Public Works, Building Life Safety, Police and Fire Life Safety, and the Unified Development Code. Activities: a) Survey other Idaho municipalities as a benchmark for similar programs and methodologies b) Develop situational analysis framework to determine feasibility of a business license/registration program c) Collaboratively refine framework with other departments d) Prepare finding report and recommendations for presentation to City Council e) Present proposal to City Council Performance Measure(s): a) Benchmarking survey completed by January 1, 2011. b) Situational analysis framework complete by March 1, 2011 c) Situational analysis framework collaboratively refined by January 1, 2012 d) Finding report completed by March 1, 2012 e) Proposal presented to City Council by June 1, 2012 • : Evaluate and implement wireless connectivity for field inspection team Priority: 2 Divisional Lead: Development Services Estimated Cost: $ Divisional Support: Construction, Inspectors Team Completion Date: December 2011 External Support: I.T. Council Focus Area(s): 2A, 46, 4D, 5C Obiective Summary: The purpose of this objective is to increase efficiencies by providing instantaneous communication of inspection results from our Building Services field inspection team back to the office and to contractors via the use of a wireless connectivity interface with the new building software platform. Activities: a) Prepare system requirements document defining needs of a wireless field system focusing on seamless integration with building services software b) Evaluate software packages with focus on meeting software requirements c) Identify hardware needs for field personnel based upon software requirements d) Develop budgetary needs assessment for proposal to City Council e) Secure necessary funding f) Identify and train staff on the use of the hardware/software and provide documentation of training for personnel files g) Deploy new system Performance Measure(s): a) Field Inspection team is utilizing wireless connectivity for the communication of inspection results by December 2011 27 of 56 PW Strategic Plan 2010-204 0 : Promote sustainable growth practices and initiatives within the community Priority: 2 Divisional Lead: Development Services Estimated Cost: $ Divisional Support: Administration, Environmental, Completion Date: December 2012 Engineering Council Focus Area(s): 16, 1C, 2C, 3A, 4C External Support: Mayors Office Objective Summary: The purpose of this objective is to fulfill the City's vision of a high quality of life while being mindful of our ever changing environmental needs by taking advantage of new technologies and advancements in building science while prioritizing energy efficiency and Carbon Dioxide (CO2) emissions reductions. Activities: a) Work with developers, builders, colleges and local public utilities to research new and emerging green building technologies b) Our Development Analyst staff will investigate these technologies and methods of development with an approach of minimizing the impacts to land, water, and air c) Continue working with developers, builders, colleges and local public utilities to evaluate and initiate an incentive plan in order to reduce energy costs d) Development Services staff will be trained and certified for "Green", Low Impact Development (LID), and Leadership in Energy and Environmental Design (LEED) building practices e) We will commit to continuously learning more about renewable, reusable and recyclable resources f) Educate, promote and incentivize the use of green building technologies Performance Measure(s): a) Research 5 new green building technologies by December 2010 b) Initiate an incentive plan to reduce energy costs by December 2011 c) Sustainable growth practices and initiatives are being followed d) Green Development Practices such as, Leadership in Energy and Environmental Design (LEED) buildings, impervious surfaces, Low Impact Development (LID), and reuse, are tracked and reported on annually e) Annual year over year growth of such practices is 3% by December 2012 • : Evaluate community master planning & incentive opportunities Priority: 3 Divisional Lead: Development Services Estimated Cost: $ Divisional Support: Executive Completion Date: March 2012 External Support: Mayor, Council, Planning Council Focus Area(s): 1A, 113, 2A, 2C, 3A, 313, 4D Obiective Summarv: The purpose of this objective is to maintain a close partnership with the Planning Department for the development of a Master Plan that enables the City to be able to stimulate development with a more strategic approach by using incentive tools. Activities: a) Work with the Planning Department to identify and map priority or opportunistic growth areas within and adjacent to the City b) Develop a rating system to classify each area and develop or adjust fees structures, incentives, connection charges, reimbursement agreements, etc. to promote growth in priority areas c) Work with the Mayor's Office, City Council, associated City Departments, the Community Liaison, and external organizations to identify and overcome obstacles and challenges to achieve economic vitality and stimulate economic development/redevelopment in priority industry sectors d) Work with the Planning Department to develop and adopt policies and ordinances to implement Low Impact Development Performance Measure(s): a) Evaluation conducted by December 2010 b) List of 5 tools/incentives are identified/recommended by December 2010 c) Ordinances, policies and standards to incorporate incentives are developed by December 2011 d) Development incentive tools are provided to development community by March 2012 28 of 56 ,f d „ , +! PW Strategic Plan 2010-2015 ;z ENGINEERING DivisiON The Engineering Division consists of technical and administrative staff that work collaboratively to plan, design, build, map, and provide operational support for the Public Works infrastructure required to meet the needs of our growing community. Through master planning and the development of a five-year Capital Improvement Plan we are able to prioritize and build water and sewer infrastructure in a financially responsible manner. We provide technical assistance to achieve Meridian's vision of transportation inrn.nvPniPnrP to thp tr upl na r tthlir: • : Develop a five-year Capital Improvement Plan for the Public Works Department Priority: 1 Estimated Cost: $ Completion Date: December 2011 Council Focus Area(s): 2C, 3A, 5A Divisional Lead: Engineering Divisional Support: Water, Wastewater, Environmental External Support: Purchasing, Finance Objective Summary: This objective is directed to the Public Works Department's mission requirements to plan and provide public services and facilities that support the needs of our growing community and ensure modern and reliable facilities while maintaining financial stewardship. To accomplish this, the Engineering Division must continuously develop and refine plans for capital improvements. To the same end the Engineering Division must continuously develop and improve the methods for delivering the construction of the capital improvements on-time and within budget. Activities: a) Review current capital improvement planning process with engineering and finance staff to understand the current process and identify strengths and weaknesses b) Work with the Master and Facility Plan updates in a coordinated effort to prioritize projects and identify schedules c) Develop and document standardized process for creating the capital improvement plan & estimation process d) Develop and document standardized process for a monthly tracking report for capital improvement dollars e) Develop and document standard operating procedures between Public Works and the Purchasing and Finance Departments to coordinate work of the departments f) Review capital improvement plan and move projects that are related to operations into an operations plan Performance Measure(s): a) A revised five-year capital improvement plan is completed by February 15` each year b) 85% of capital projects are delivered within the budgeted year c) Difference between planned and actual costs of capital improvements is less than twenty percent • : Update the Sewer Master Plan Priority: 1 Estimated Cost: $$$ Completion Date: March 2011 Council Focus Area(s): 2C, 3A, 5A Divisional Lead: Engineering Divisional Support: Wastewater External Support: Objective Summary: The development and maintenance of a Master Plan is essential to meet the department's mission to plan and provide public services and facilities that support the needs of our growing community and ensure modern and reliable facilities while maintaining financial stewardship. It serves as a roadmap and guides strategic programming of capital improvements. The purpose of this objective is to anticipate and plan for the development of the sewer collection system and to identify priority areas for development. Activities: a) Prepare and advertise a request for proposals b) Evaluate proposals and select a consultant c) Provide consultant with internal documentation required for the Master Plan Update d) Use revised Master Plan to identify priority areas for development in the service area e) Use revised Master Plan to adjust the capital improvement plan accordingly f) Use revised Master Plan to identify potential operational improvements Performance Measure(s): a) Master Plan encapsulates detailed system needs over a five-year period and evaluates general system needs over a twenty-year period b) Master Plan is completed and approved by the Idaho Department of Environmental Quality by December 2010 �. 3056 PW Strategicn 2010-2015 %� • : Update the Wastewater Facility Plan Priority: 1 Estimated Cost: $$$ Completion Date: June 2011 Council Focus Area(s): 2C, 3A, 5A Divisional Lead: Engineering Divisional Support: Wastewater External Support: Objective Summary: The development and maintenance of a Wastewater Facility Plan is essential to meet the department's mission to plan and provide public services and facilities that support the needs of our growing community and ensure modern and reliable facilities while maintaining financial stewardship.. It serves as a roadmap and guides strategic programming of capital improvements. The purpose of this objective is to anticipate and plan for the development of our wastewater treatment plant facility. This will include upcoming National Pollutant Discharge Elimination System (NPDES) Permit limits, a plan to recycle 80% of the waste stream, and odor control at the facility. Activities: a) Prepare and advertise a request for proposals b) Evaluate proposals and select a consultant c) Provide consultant with internal documentation required for the Facility Plan Update d) Acquire appropriate property in accordance with the Facility Plan recommendations e) Use revised Facility Plan to adjust the capital improvement plan accordingly Performance Measure(s): a) Facility Plan encapsulates detailed system needs over a five-year period b) Facility Plan evaluates general system needs over a twenty-year period c) Facility Plan completed and approved by the Idaho Department of Environmental Quality by April 2011 • : Update, calibrate, and maintain the Sewer Collection System Model Priority: 1 Divisional Lead: Engineering Estimated Cost: $$ Divisional Support: Wastewater, Business Operations Completion Date: March 2011 External Support: Council Focus Area(s): 2C, 3A, 4C, 5A Objective Summary: The purpose of this objective is to develop greater understanding of the Department's existing sewer collection system and its attributes to allow the Engineering Division to better plan for the future system. This effort will include gathering system data through record drawings, global positioning system surveys, rainfall monitoring, up dating model attributes, and model calibration through flow monitoring. A sewer modeling extension for the geographic information system (GIS) to integrate the existing sewer system with the modeling needs will be purchased and employed. Maintenance will include adding future layers, and keeping it up to date as new infrastructure is added to the system. Activities: a) Purchase the selected sewer modeling software identified for fiscal year 2010 b) Obtain training on the sewer modeling software c) Transfer current model information into new model d) Evaluate and update model information e) Maintain up-to-date information for calibration of the sewer model f) Perform field testing and data updates to calibrate the new sewer model Performance Measure(s): a) Collection system model is completed by December 1, 2010 b) Model is calibrated to reflect field conditions within +/-10% c) Model is capable of projecting peak and future flows 31 of 56 PW Strategic Plan 2010-2015 • : Update the Water System Master Plan Priority: 1 Divisional Lead: Engineering Estimated Cost: $$$ Divisional Support: Water Completion Date: March 2011 External Support: Council Focus Area(s): 1A, 16, 2C, 3A Objective Summary: The development and maintenance of a Water Master Plan is essential to meet the department's mission to plan and provide public services and facilities that support the needs of our growing community and ensure modern and reliable facilities while maintaining financial stewardship.. It serves as a roadmap and guides strategic programming of capital improvements. The purpose of this objective is to anticipate and plan for the development of the City's water supply and distribution system. Activities: a) Prepare and advertise a request for proposals b) Evaluate proposals and select a consultant c) Provide consultant with internal documentation required for the Master Plan Update d) Use revised Master Plan to identify priority areas for development in the service area e) Use revised Master Plan to adjust the capital improvement plan accordingly f) Use revised Master Plan to identify potential operational improvements Performance Measure(s): a) Master Plan encapsulates detailed system needs over a five-year period b) Master Plan evaluates general system needs over a twenty-year period c) Master Plan is completed and approved by the Idaho Department of Environmental Quality by December 2010 • : Update, calibrate, and maintain the Water Supply and Distribution Model Priority: 1 Divisional Lead: Engineering Estimated Cost: $ Divisional Support: Water Completion Date: March 2011 External Support: Council Focus Area(s): 2C, 3A, 4C, 5A Obiiective Summary: The purpose of this objective is to develop greater understanding of the City's existing water supply and distribution system and its attributes to allow the department to better maintain and improve the current system, and plan for the future system. This effort will include verifying system data through record drawings, global positioning system surveys, and service calls, updating model attributes, and calibration through flow tests. A water modeling extension for the geographic information system to integrate the existing water system with the modeling needs will be purchased and employed. Maintenance will include keeping information up to date as new infrastructure is added to the system. Activities: a) Purchase the selected water modeling software identified for fiscal year 2010 b) Obtain training on the new water modeling software c) Transfer current model information into new model d) Evaluate and update model information e) Run model in steady state condition f) Perform field testing and data updates to calibrate the new water model Performance Measure(s): a) Water model is completed by September 2010 b) Model is calibrated to reflect field conditions within +/-10% c) Model is capable of producing automatic pumping and demand reports d) Model is capable of projecting emergency, peak, and future demands 32 of 56� " PW Strategic Plan 2010-2015 �� OBJECTIVE: Develop a financial accountability report for Meridian's transportation system Priority: 1 Divisional Lead: Engineering Estimated Cost: $ Divisional Support: Administration Completion Date: December 2014 External Support: Planning, ACHD, ITD, Council Focus Area(s): 2A, 213, 2C, 3A, 36, 5A, 513 Utility Coordination Council Obiective Summary: The purpose of this objective is to determine whether Meridian has received infrastructure improvements & services in proportion to the funding contributed to ACHD through impact fees and Meridian's share of user fees. Activities: a) Identify sources of information regarding the Ada County Highway District finances and utilize for the creation of a spreadsheet of estimated funding b) Create a spreadsheet of estimated funding the Ada County Highway District has received from Meridian in the last ten years • Impact fees (through City and directly from developers) • Property taxes • Highway Users Fund • Other identified sources c) Create a spreadsheet to summarize estimated value of new construction and maintenance services delivered over the past 10 year period, inclusive of administrative, overhead, design, right-of-way, and construction costs d) Create a spreadsheet to summarize estimated value of new construction, projects and maintenance to be delivered to Meridian over a five-year period, inclusive of administrative, overhead, design, right-of-way, and construction costs e) Report findings internally, annually f) Report on Meridian transportation needs in terms of needed increases in impact fees to Mayor's Office and Council g) Identify alternative funding mechanisms for procurement of funding for pathways, multi -modal, and sidewalk needs (Could be a new strategy to identify potential funding mechanisms by ordinance/taxing district/impact fees for non- Ada County Highway District covered multi -modal facilities) Performance Measure(s): a) Transportation financial accountability report published yearly and presented to City Council starting fiscal year 2012 = Provide ample water supply to our customers in perpetuity Priority: 1 Divisional Lead: Engineering Estimated Cost: $$$ Divisional Support: Water, Administration Completion Date: June 2012 External Support: Council Focus Area(s): 1A, 113, 2C, 3A Objective Summary: The Public Works Department is committed to working to understand and protect the City's water supply resource and to expand and leverage the City's water rights portfolio to ensure ample supply of water for the foreseeable future. The purpose o1 this objective is to ensure that the City will always have ample water supply to serve our customers at reasonable prices. Activities: a) Develop a plan to protect existing water rights that includes a proof of beneficial use analysis, hydrogeoligic framework study, we monitoring and a source of supply analysis b) Complete a future water rights needs assessment c) Develop a plan for the acquisition of new water rights d) Consolidate and organize water rights portfolio e) Complete Future needs Water Rights Application f) Actively participate in committees and forums with the Idaho Department of Environmental Quality, the Idaho Department of Wz Resources, and the Environmental Protection Agency to promote the City's best interests for rule-making and rule interpretation g) Complete a Water Supply Master Plan h) Complete and implement a source water protection ordinance Performance Measure(s): a) Water rights portfolio is organized and defensible b) Complete water supply master plan by December 2011 c) Complete hydro geologic framework study by June 2011 d) Complete future water rights needs assessment by April 2012 33 of 56,, t; PW Strategic Plan 2010-2015 ` Develop a City of Meridian multi -modal transportation improvement plan Priority: 3 Divisional Lead: Engineering Estimated Cost: $ Divisional Support: Executive Completion Date: December 2014 External Support: Planning, Parks, ACHD, COMPASS, Council Focus Area(s): 1A, 16, 2A, 26, 2C, 3A, 36, 5A, 5B Valley Ride Transit, Idaho Transportation Department Objective Summary: This objective is directed to the vision of Meridian residents traveling to their destinations using their choice of several modes of surface transportation safely and without excessive delay. This work will include assessing problems with current transportation infrastructure in relation to the Public Works Department's vision and identifying probable solutions. Further, the Public Works Department must work to refine planning processes both externally and internally and find opportunities for optimizing current resources, helping leaders focus on key issues, and help identify and utilize alternative sources of funding. Activities: a) Review current regional multi -modal transportation plans (Valley Regional Transit & COMPASS) to insure proper coordination and identify potential partnerships. b) Conduct area studies to identify roadways and intersections with greatest current delay, predicted delay, and safety issues that can be corrected by capital improvement projects. Develop documents to communicate findings (maps, tables, etc) c) Facilitate citizen input and involvement for pathway/pedestrian improvements. Develop forums and document input d) Utilize a transportation task force to refine and prioritize transportation improvements internally. Create a document to outline the results (Meridian Transportation Improvement Plan) e) Create a master multi -modal plan that ties existing City documents into one overall plan (in-house or through a consultant) f) Pursue Meridian Transportation Improvement Plan priorities with external agencies g) Identify and pursue alternative funding sources for multimodal improvements h) Design and administer construction of pathway improvements i) Collaborate with Planning, Mayor's Office, and other local agencies to communicate funding needs to State and Federal elected officials Performance Measure(s): a) Multi -modal Transportation Improvement Plan published and used for external agency prioritization by 2014 and is updated annually with changing needs b) Citizens and elected officials are informed of Transportation Improvement Plan funding challenges during annual updates • = Research alternatives to chlorinated drinking water Priority: 3 Estimated Cost: $ Completion Date: June 2013 Council Focus Area(s): 113 Divisional Lead: Engineering Divisional Support: Water External Support: Objective Summary: The purpose of this objective is to determine the feasibility of alternatives to chlorine for providing safe drinking water to the citizens of Meridian. Activities: a) Provide a summary report from research of technology for providing a residual disinfectant without the use of chlorine b) Benchmark other utilities that are employing alternatives to chlorine c) Complete a cost benefit analysis of the alternatives to chlorinated drinking water Performance Measure(s): a) Feasibility report is completed by June 2013 b) Report includes industry benchmarks c) Report includes a cost/benefit analysis �. 37 of 56 PW Strategic Plan 2010-2015 OBJECTIVE: Optimize scheduling for transportation and utility projects Priority: 3 Divisional Lead: Engineering Estimated Cost: $ Divisional Support: Executive Completion Date: January 2013 External Support: Planning, Ada County Highway Council Focus Area(s): 2A, 213, 2C, 3A, 36, 5A, 513 District, Idaho Transportation Department, Utility Coordination Council Obiective Summary: The purpose of this objective is to minimize road closures or other transportation disruptions while enabling the execution of the capital improvement plans of City offices and external entities. Activities: a) Review other agency work plans for opportunities to include City capital improvement projects and convey opportunities to City project managers b) Attend Ada County Highway District, Idaho Transportation Department, and Utility Coordination Council meetings to communicate City utility project intentions. Distribute updated coordination reports c) Coordinate development projects to optimize timing with City and other agency projects d) Develop cooperative agreements with the Ada County Highway District and the Idaho Transportation Department e) Track budgetary savings or coordination and cooperative agreements and create annual summary f) Review City and the Ada County Highway District policies on night work and other work expedition practices • Identify and implement possible practices Performance Measure(s): a) All City capital improvement and maintenance projects are reviewed for possible inclusion in five-year work plan projects by capital improvement plan completion b) City's capital improvement and maintenance projects and schedules are published and distributed to external agencies upon capital improvement plan completion c) Cost savings of cooperative agreements are documented beginning in fiscal year 2011 • Ensure continuous department -wide ordinance/policy/procedure updates Priority: 3 Estimated Cost: $ Completion Date: Annually Council Focus Area(s): 313, 5C Divisional Lead: Engineering Divisional Support: All External Support: Obiective Summary: Ongoing review will ensure that ordinances, policies, procedures, and specification documents are up to date with changes in business practices and within the parameters of additional regulations. Activities: a) Establish matrix of documents that the Engineering Division is responsible to develop and maintain b) Establish a document control plan that assigns responsibility to monitor and control the development and maintenance of documents with periodic reviews c) Prioritize reviews based on organizational needs and/or outside influences such as interagency requirements, regulatory changes, etc d) Keep up to date on regulatory changes e) Meet regularly with work sections to keep informed of changes and assign tasks related to updates f) Obtain recommended updates from work group, submit for approval and perform follow up g) Establish process to develop and maintain standard operating procedures for entire Department Performance Measure(s): a) Engineering documents accurately reflect current practices b) Engineering documents are reviewed and supported by other divisions or departments involved c) Engineering documents are reviewed, supported, and approved by City Council where appropriate d) 25% of appropriate ordinances, policies, procedures, and specifications are updated each year .38 of 56 17 PW Strallftic Plan 2010-2015 ` 'Adwh1h, ENVIRONMENTAL DivisiON The Environmental Division develops and oversees Citywide Environmental programs based on City Values and Federal, state and local regulatory requirements to ensure the City operates in an environmentally responsible and sustainable manner for the benefit of current and future residents. The Division applies and promotes sustainable policies and procedures in order to foster environmental quality, economic vitality and social benefit in the program component Ke : Develop an Environmental Program Plan Priority: 1 Estimated Cost: $$$ Completion Date: December 2012 Council Focus Area(s): 2C, 3A, 5A Divisional Lead: Environmental Divisional Support: All External Support: Purchasing Objective Summary: This objective supports the vision to enhance the natural environment, improve storm water quality and ensure modern and reliable facilities. The goal of this objective is to plan, fund, and develop a program, policies and capital improvements that meet the vision of the city and the obligations of the Environmental Division. Activities: a) Develop a list of areas where we can enhance or protect the natural environment within the city b) Develop a list of regulatory requirements for the Environmental Division c) Identify costs and appropriate funding methods d) Develop an optimal lighting system plan for City buildings e) Evaluate the feasibility of utilizing alternative energy sources for city facilities f) Coordinate a household hazardous waste and education program with the Sanitary Service Company and document the results and process g) Develop a ground water and well head protection program h) Develop an air pollution prevention program for the City starting with the air permit for the wastewater treatment plant Performance Measure(s): a) Fill Environmental Program Manager position by August 2010 b) Environmental Program Plan in place by December 2012 OBJECTIVE: ENV -2 Initiate an Environmental Protection Agency approved Pretreatment Program that supports National Pollutant Discharge Elimination System Permit requirements and secure approval for this program Priority: 1 Divisional Lead: Environmental Estimated Cost: $$ Divisional Support: Wastewater Completion Date: January 2012 External Support: Council Focus Area(s): A, 16, 1D, 2A, 2C, 3A, 36, 5A, 56 Objective Summarv: The Environmental Division's pretreatment program is an integral part of the wastewater treatment process. Citizens in the community rely on the completeness of the Environmental Division's program to protect them from environmental harm. It is important that the Division have an Environmental Protection Agency approved pretreatment program that will stand the scrutiny of citizens and regulators alike. Activities: a) Initiate and maintain a pretreatment program that supports anew Public Owned Treatment Works National Pollutant Discharge Elimination System Permit and residential grease disposal program over the next five years b) Negotiate National Pollutant Discharge Elimination System Permit parameters that support a reasonable and enforceable community pretreatment program Performance Measure(s): a) Receive program approval from the Environmental Protection Agency by January 2011 40of56 �, PW Strategic Plan 2010-2015 i - �,� Develop a Stream Restoration Master Plan Priority: 1 Estimated Cost: $$ Completion Date: October 2012 Council Focus Area(s): 113, 5B Divisional Lead: Environmental Divisional Support: Engineering External Support: Legal, Treasure Valley Clean Cities Coalition Objective Summary: Preserve, protect and enhance the riparian and wetland corridors to a natural and sustainable habitat which will provide for safe flood water conveyance and improved water quality. The Environmental Division's vision includes maintaining 24 miles of rehabilitated wetland corridor. The Environmental Division has currently rehabilitated 700 feet. A plan must be developed and executed in order to move toward the Environmental Division's vision. The goal of this objective is to develop and execute a plan that results in funded restoration projects and maintenance or protection programs. Activities: a) Research and document the historical significance of local streams b) Foster community support through public outreach, education, and stewardship programs c) Develop a list of target areas for restoration projects d) Categorize types of restoration projects e) Identify costs and appropriate funding methods f) Develop incentives to encourage stream restoration by private enterprise g) Identify methods of land conservation to preserve riparian corridors (conservation easement, purchase, etc.) h) Develop a stream maintenance program involving city staff and community volunteers i) Develop and enforce stream protection codes j) Develop procedures for working with irrigation districts. Performance Measure(s): a) The Stream Restoration Plan is completed by October 2012 b) The Environmental Division gains the City Council and citizen's support with regard to stream restoration c) By 2015, the City has projects restoring streams at an average of 4,000 linear feet per year OBJECTIVE: ENV -4 Obtain and maintain membership in the National Flood Insurance Program (NFIP) Community Rating System (CRS) Priority: 2 Divisional Lead: Environmental Estimated Cost: $ Divisional Support: Engineering Completion Date: December 2012 External Support: Federal Emergency Management Council Focus Area(s): 1A, 16, 5B Agency, Idaho Department of Water Resources Objective Summary: Part of the Environmental Division's vision is to become class 4 members of the Community Rating System. This will help give property owners a quality floodplain administration program and save them money on flood insurance premiums. The goal of this objective is to apply for and secure membership in this program. Activities: a) Complete a program assessment with the Idaho Department of Water Resources and the Federal Emergency Management Agency (FEMA) to identify deficiencies b) Correct program deficiencies that are identified c) Submit application to Community Rating System program for review and approval d) Actively participate in the Community Rating System Performance Measure(s): a) Class 4 membership in the Community Rating System program by December 2012 41 Pof 56 lan PW Strategic Plann 2010-2015 OBJECTIVE: ENV -S Establish a Comprehensive Surface Water Protection Program Priority: 1 Estimated Cost: Unknown Completion Date: September 2013 Council Focus Area(s): 1A, 1B, 1D, 2A, 2C, 3A, 313, 5A, 5B Divisional Lead: Environmental Divisional Support: Engineering External Support: Mayor's Office, Finance, IDEA, EPA Objective Summary: This objective establishes the framework of the Comprehensive Surface Water Protection Program (CSWPP) which includes the following components: a) Storm water management as required by the EPA through the National Pollution Discharge Elimination System; b) Floodplain management as required by FEMA through the National Flood Insurance Program (NFIP); and c) our municipal obligation to provide oversight and management for Meridian's 24 miles of streams and riparian resources. The CSWPP will ensure the City is meeting the regulatory requirements of the Clean Water Act and FEMA's National Flood Insurance Program (NFIP) in an environmentally sustainable manner. The goal of this objective is to provide sustainable funding, staffing, and documentation to implement the program. Activities: a) Identify City of Meridian's obligations to develop and sustainably maintain a Comprehensive Surface Water Program b) Identify future costs and appropriate sustainable funding methods for the CSWPP including analysis, comparison and evaluation of comparable cities' efforts and programs. c) Foster political and public support for the CSWPP via outreach, education, presentations, tours, and public involvement opportunities d) Develop CSWPP with the following components: a. Component a: Develop Implementation Plan for the Stormwater Program establishing the framework of the NPDES program, including permit requirements, program administration, environmental outcomes, education, compliance and enforcement b. Component b: As part of the Floodplain Management program; develop needs assessment and implementation plan to meet application criteria to become a Class 4 rated city within NFIP's Community Rating System c. Component c: Develop partnerships, funding opportunities, and volunteer -based stewardship organizations to assist in repairing, restoring and maintaining 24 miles of Meridians' streams and riparian resources e) Evaluate the impact of not doing Performance Measure(s): a) Comprehensive Surface Water Protection Program Plan completed by December 2011 b) Comprehensive Surface Water Program in place by December 2013 c) Apply to National Flood Insurance Program to become a "Class 4" rated city by 2013 d) Begin restoration activities on targeted area(s) of Meridian streams and riparian resources; with support of stakeholders and development of ongoing stewardship program(s) by 2013 ■ 42 of PW Strategic Plan 2010-2015 F, The Wastewater Division operates and maintains an advanced wastewater treatment facility, nearly a dozen lift stations, and over 400 miles of sewer lines located throughout the city. Wastewater that flows into our treatment facility is processed to safeguard the health of our citizens, employees, and environment. OBJECTIVE: WW -1 Develop and employ strategies to comply with the National Pollutant Discharge Elimination System Permit Priority: 1 Estimated Cost: $$ Completion Date: January 2013 Council Focus Area(s): 2A, 2B Divisional Lead: Wastewater Divisional Support: Engineering External Support: Objective Summary: The new National Pollutant Discharge Elimination System permit will be complex and replete with many limits that will be costly and difficult to meet. The goal is to negotiate the least restrictive permit possible where we can achieve 100% compliance at all times. The results of the negotiation should be integrated into the facility plan. Activities: a) Use facility plan to guide Environmental Protection Agency response b) Establish an aggressive plan to reduce Inflow and Infiltration to reduce flows to the treatment facility Performance Measure(s): a) Continued compliance with the current 7.0 million gallon per day discharge limit until the new permit is issued b) New National Pollutant Discharge Elimination System permit has been negotiated and compliance is being met by January 2013 IMMIM Institute a comprehensive collections system maintenance program Priority: 1 Divisional Lead: Wastewater Estimated Cost: $$$ Divisional Support: All Completion Date: December 2014 External Support: Council Focus Area(s): 3A, 3B, 4D, 5A, 5B Objective Summary: Considering our treatment plant capacity is limited physically and by discharge permit requirements, inflow and infiltration into the sanitary sewer collection system must be reduced. These measures will preclude constructing additional infrastructure until required by growth within the City. By conducting appropriate maintenance and repair activities maximum life can be anticipated out of our high value in -ground infrastructure located throughout the City. Activities: a) Institute a Capacity Management Operations and Maintenance program which includes elements of: b) Inspection. c) Cleaning. d) Testing. e) Lift station maintenance and repair. f) Institute a sanitary sewer collection line repair program Performance Measure(s): a) Operational and maintenance parameters are compared with the industry median according to American Water Works Association benchmarking baseline by January 2011 b) Capacity maintained in accordance with growth within the City c) Inflow and infiltration values are less than 10% of total flow by December 2014 d) Sanitary sewer overflow's are measured monthly and exceed national American Water Works Association benchmarking standards by July 2012 44 of 56� �PW Strategic Plan 2010-2015 Integrate an asset management system into all operational areas Priority: 1 Divisional Lead: Wastewater Estimated Cost: $$ Divisional Support: Water, Engineering Completion Date: December 2014 External Support: Council Focus Area(s): 1C, 2A, 2C, 3A, 413, 4D, 5A, 5C Obiective Summary: Because of the size of our infrastructure and the community we serve, it is necessary to maintain our records related to asset and maintenance management using a system that allow for rapid recall and quick deployment of accurate information. With a comprehensive asset management system, we can provide a vehicle to document maintenance and purchasing activities as it relates to infrastructure repair and asset tracking that will allow managers to make data driven decisions. Activities: a) Implement an Infrastructure Management System (IMS) using the Hansen Asset Management software package b) Prepare an inventory of the Wastewater Division's infrastructure c) Establish a record of the infrastructure condition d) Build an asset driven maintenance program for wastewater treatment facility and collection system e) Predicatively replace equipment based on failure rates and life cycle costs Performance Measure(s): a) Our standards are developed and our performance is better than the industry median according to American Water Works Association by December 2012 b) Maintenance program metrics meet or exceed American Water Works Association national benchmarking standards by October 2013 c) Warehouse standard practice guidelines are established and comply with standards set by our auditors by December 2014 d) Failure rates are measured and translated into repair costs. Repair costs are in line with life cycle costs estimates by July 2013 Investigate alternative methods of wastewater treatment to reduce nitrogen and phosphorous loadings into our receiving stream Priority: 1 Divisional Lead: Wastewater Estimated Cost: $$ Divisional Support: Engineering Completion Date: December 2014 External Support: Council Focus Area(s): 2A, 2C, 3A, 3B, 5A Obiective Summarv: Nitrogen and Phosphorous are two constituents that will be more strictly regulated in our next discharge permit. We need to investigate now to determine the best course of action to comply with the more stringent requirements. Activities: a) Investigate struvite harvesting and chemical precipitation for phosphorous b) Investigate side stream treatment of centrate flows and/or installation of primary sludge fermentation to reduce total nitrogen and supplement the biological nutrient removal process c) Develop a plan for meeting ultra low phosphorous limits d) Integrate the results of the investigation into the facilities plan Performance Measure(s): a) Total nitrogen concentration in our effluent is measured and the concentration is less than 10 mg/I on average by December 2014 b) Phosphorus concentration in our effluent is measured and the concentration is less than 1 mg/I by January 2014 4of 56 PW Strategicc Plan 2010-2015 • : Institute a comprehensive Bio -solids Program Priority: 1 Divisional Lead: Wastewater Estimated Cost: $$ Divisional Support: Environmental, Engineering Completion Date: December 2013 External Support: SSC Council Focus Area(s): 2A,213 Objective Summary: The investigation of alternatives for the proper disposal of bio -solids and other residuals is essential to ensure we are gaining beneficial use of our treatment byproducts. Activities: a) Investigate alternative methods for bio -solids management b) Investigate alternative uses for bio -solids including composting and land application c) Integrate the bio -solids management program with the facilities plan d) Investigate alternative to reduce land fill costs e) Update the bio -solids management plan and receive approval from the Environmental Protection Agency and the Idaho Department of Environmental Quality Performance Measure(s): a) 25% of the waste stream is recycled and/or reused by December 2012 b) The Environmental Protection Agency and the Idaho Department of Environmental Quality have approved our revised bio -solids management plan by December 2012 c) Polymer costs are decreased by 40% per dry ton by December 2013 Increase efficiencies at the Wastewater Treatment Plant Priority: 1 Divisional Lead: Wastewater Estimated Cost: $$$ Divisional Support: Engineering Completion Date: December 2014 External Support: Council Focus Area(s): 2C, 3A, 3B, 4C, 4D, 5A, 5B Objective Summarv: The wastewater treatment facility is one of the largest consumers of energy within the City of Meridian. The treatment process is also one of the highest users of expendable materials such as chemicals. Additionally, the treatment facility produces several byproducts that can be recycled and reused in a beneficial manner within the community. It is therefore fiscally responsible for us to investigate the activities of the wastewater facility to discover opportunities for energy efficient operations such as co -generation that emphasize environmental sustainability. Activities: a) Investigate the feasibility and viability of installing energy efficient equipment such as Turbo Blowers and initiate other energy efficiency measures such as the optimization of the air flow in the aeration basins to realize energy efficiencies at the plant b) Initiate an energy reduction program for carbon emissions, solids recycling, water conservation and household hazardous waste collection c) Identify alternative energy sources to minimize conventional energy needs d) Investigate methods to capture available energy sources from our processes and byproducts e) Integrate the results of the study effort into the facilities plan Performance Measure(s): a) Energy consumption is reduced by 30% with respect to kilowatt hours we use currently by January 2012 b) Bio -solids are used beneficially for any use other than land filling by December 2014 46 of 56 � PW Strategic Plan 2010-2015 Initiate an Individual Training & Education Plan (ITEP) for the Wastewater Division Priority: 2 Estimated Cost: $ Completion Date: March 2013 Council Focus Area(s): 4A, 4B, 4D Divisional Lead: Wastewater Divisional Support: Executive External Support: Human Resources Objective Summary: Our employees must complete a myriad of tasks every day at varying skill levels. We must be able to determine that our employees are able to conduct our business and that they are qualified to complete the task. Additionally, we must develop a roadmap to help each employee and supervisor fully understand what is necessary to maintain required skills and what it takes to progress and advance in our industry. An Individual Training and Education Plan allows for the identification of skills required, a listing of skills needed for advancement, and certification of achievements for each individual employee. The plan measures performance as well as provides training and documentation of training received by each individual employee. Activities: a) Using American Boards of Certification guidelines to develop a list of relevant skills and training for each individual job classification b) Establish a minimum required skills list for each job classification c) Establish a skills and training list for each employee that relates to their particular job requirements d) Establish a procedure to track skills gained, relevant training, and earned certifications Performance Measure(s): a) Skill progress of all employees is measured and each employee has achieved the minimum skills within six months of employment by December 2012 b) Individual Training and Education Plan reviews are conducted and measured. Each employee has reviewed their Individual Training and Education Plan at least annually with their supervisor by March 2013 • : Increase automation of the Wastewater Treatment Plant and Collection System Priority: 2 Estimated Cost: $$ Completion Date: December 2014 Council Focus Area(s): 3A, 313 Divisional Lead: Wastewater Divisional Support: Engineering External Support: Obiective Summarv: With the increasing complexity of our treatment processes and lean staffing levels in our organization, it is necessary we use automation to manage our processes so they can be more accurately controlled and allow us to gain efficiencies in operation. Automation of the wastewater treatment plant and collection system will allow the City to more reliably track operations, identify problems, and respond to emergencies. A dynamic automation scheme will provide optimized operations through an analytical process and focus operator intervention at local and remote sites when anomalies occur. Activities: a) Integrate the results of the automation efforts with the facilities plan b) Integrate statistical process control concepts into automation schemes c) Provide a method for remote access to SCADA where people can observe metrics and operators can alter operations remotely Performance Measure(s): a) A study is completed and opportunities for automation improvements are identified and prioritized by January 2011 b) All statistically tracked elements of the treatment process are maintained within three standard deviations of statistical norm by December 2014 of 56 nli PW Strategic Plan 2010-2015 "� , Institute a comprehensive Bio -solids Program Priority: 1 Divisional Lead: Wastewater Estimated Cost: $$ Divisional Support: Engineering Completion Date: Decem 013 External Support: / Council Focus Area(s): 2A, 2B Duplicate of WW -5 Obiective Summary: The investigation o ernatives for the proper disposal of bio- s and other residuals is essential to ensure we are gaining beneficial use of our tre ent byproducts. Activities: f) Investigate alternative methods for bio -solids manage g) Investigate alternative uses for bio -solids including c os and land application h) Integrate the bio -solids management program ' the facilities i) Investigate alternative to reduce land fill s j) Update the bio -solids management and receive approval from the Envi ental Protection Agency and the Idaho Department of Environmental ity Performance Measure(s): d) 25% of the wast earn is recycled and/or reused by December 2012 e) The Enviro ntal Protection Agency and the Idaho Department of Environmental Quality have appr d our revised bio -s ' management plan by December 2012 f) mer costs are decreased by 40% per dry ton by December 2013 Renumber to: WW -9 • : Strengthen infrastructure security Priority: 3 Estimated Cost: $$ Completion Date: July 2012 Council Focus Area(s): 3A, 3C, 4C, 5A, SC Divisional Lead: Wastewater Divisional Support: Administration External Support: I.T. Obiective Summary: As city officials, we need to provide reasonable safeguards to keep unauthorized people from negatively impacting our utilities. Security enhancements must accompany our increase in vulnerability caused by population and associated infrastructure growth. Activities: a) Fence or electronically protect all our property b) With Information Technology's support, implement cyber security measures on all SCADA communications c) Install camera systems at strategic points throughout the infrastructure d) Place security system on same platform as used in City Hall Performance Measure(s): a) System integrity is tested semiannually and a baseline passing score is established by January 2012 b) At least two security drills are performed a year in conjunction with security education for all employees by July 2012 48 of 56j � PW Strategic Plan 2010-2� Renumber to: WW -10 Institute statistical process control in the Wastewater Division Priority: 3 Estimated Cost: $$ Completion Date: December 2014 Council Focus Area(s): 3A, 3C, 4C, 5A, 5C Divisional Lead: Wastewater Divisional Support: Business Operations External Support: Objective Summary: With statistical process control we can use statistical analysis to detect variation in our operations and make process changes to optimize our systems to reduce waste and gain efficiency. Statistical process control uses metrics and statistics to predict operating set points and smooth out operational excursions. Activities: a) Establish operational parameters and control limits b) Keep operating parameters within three standard deviations of predicted norm c) Produce trending charts to display effectiveness of treatment processes d) Establish performance prediction methodology Performance Measure(s): a) Using American Water Works Association benchmarking as baseline, our standards are developed and our performance is better than the industry median by December 2014 b) Energy consumption and other consumables related to process operation is measured and the results are within 5% of manufactures predictions of energy consumption by December 2014 c) Operational parameters are displayed and the results are compared with American Water Works Association national benchmarks by August 2012 d) Laboratory testing is compared and exceeds the regulated minimum acceptable results by July 2011 Renumber to: WW -11 • : Nurture digester gas reuse programs Priority: 3 Divisional Lead: Wastewater Estimated Cost: $ Divisional Support: Engineering Completion Date: December 2013 External Support: Council Focus Area(s): 2A, 213, 2C, 3A, 3B Objective Summarv: We need to capitalize on the efforts to take advantage of the technology to reduce and reuse products generated within the wastewater treatment plant. Technology is making it possible to collect and efficiently reuse our digester gas an as effective alternative fuel source. Activities: a) Investigate emerging technologies aimed at reusing treatment plant by-products b) Encourage demonstrations from vendors willing to show how their processes can be integrated into our operation Performance Measure(s): a) 30% of the digester gas produced is beneficially used by September 2011 b) Carbon Monoxide (CO) emissions are reduced by at least 10% from current levels by December 2013 c) Program is documented and included in the facilities plan by December 2011 49 of 56r� '411, 'r1, PW Strategic Plan 2010-2015 WATER DivisiON The Water Division produces and distributes clean, safe drinking water to more than 75,000 customers at the lowest price possible. The Division also ensures that water necessary for fire fighting is available on demand through the maintenance of integrated well field and storage reservoirs. • : Develop an in-house routine and emergency repair program Priority: 1 Divisional Lead: Water Estimated Cost: $$ Divisional Support: Completion Date: February 2012 External Support: City Council Council Focus Area(s): 1A, 1B, 2A, 4A, 4D, SA, SB Objective Summary: When routine or emergency underground repairs are required, we respond by engaging outside contractors. As the system ages and expands, we find it increasingly apparent that we need the ability to respond quickly to customers on a 24-7 basis, and make necessary repairs when situations arise. Additionally, as members of the Idaho Water - Wastewater Agency Response Network, we are limited in our ability provide mutual aid or assistance. Activities: a) Develop an in-house underground repair program b) Obtain and maintain excavation equipment such as a dump truck and a rubber tire loader with hoe c) Provide training to employees to safely operate equipment Performance Measure(s): a) Track response time from initiation of underground repair to completion and compare to internal goals for responding to customer issues. Our standard is to respond to emergencies in less than 30 minutes from notification. Be able to reach our goal by January 2012 b) Compare and report costs of using in-house people and equipment with contractors performing the same activities. Complete study by February 2012 • : Initiate an Individual Training and Education Plan (ITEP) for the Water Division Priority: 2 Estimated Cost: $$ Completion Date: March 2013 Council Focus Area(s): 4A, 4B, 4D Divisional Lead: Water Divisional Support: External Support: Human Resources Objective Summary: With the number of employees we have on staff and the myriad of tasks employees must complete every day, we must be able to quickly and accurately determine that we are sending people with current qualifications into the field to conduct our business. Additionally, we must develop a roadmap to help each employee and supervisor fully understand what is necessary to maintain required skills and what it takes to advance in our industry. ITEP allows for complete documentation of employee training received, certifications achieved, skills required and developed, as well as training and skills needed for advancement. Activities: a) Establish a training and skills list for each employee that relates to their particular job requirements b) Using American Boards of Certification guidelines develop a list of relevant training and skills for each individual job classification c) Establish a minimum required skills list for each job classification d) Establish a procedure to track relevant training, skills gained, and earned Continuing Education Units Performance Measure(s): a) Skill progress of all employees is measured and each employee has achieved the minimum skills within six months of employment by December 2012 b) ITEP reviews are conducted and measured. Each employee has reviewed their ITEP at least annually with their supervisor by March 2013 52 of 56 PW Strategic Plan 2010-2015 �, Institute Statistical Process Control (SPC) in the Water Division Priority: 2 Divisional Lead: Water Estimated Cost: $$ Divisional Support: Completion Date: December 2014 External Support: Council Focus Area(s): 3A, 3C, 4C, 5A, 5C Obiective Summary: With Statistical Process Control we can use statistical analysis to detect variation in our operations and make process changes to optimize our systems thus reducing waste and gaining efficiencies. Statistical Process Control uses metrics and statistics to predict operating set points and smooth out operational excursions. Activities: a) Establish operational parameters and control limits b) Keep operating parameters within predicted norms c) Produce trending charts to display the effectiveness of processes d) Establish performance prediction methodology Performance Measure(s): a) Using American Water Works Association (AWWA) benchmarking as a baseline, our standards are developed and are better than the industry median by December 2014 b) Energy consumption and other consumables related to process operation is measured and the results are within 5% of manufactures predictions of energy consumption by December 2014 c) Operational parameters are displayed and the results are compared with American Water Works Association national benchmarks by August 2011 d) Testing is compared and exceeds the regulated minimum acceptable results by July 2011 Enhance and protect water quality Priority: 2 Divisional Lead: Water Estimated Cost: $$$$ Divisional Support: Engineering Completion Date: January 2014 External Support: Council Focus Area(s): 1A, 16, 3A, 4A, 4D, 5A, 5B Objective Summary: We currently have a program in-place to protect water quality. Customers and regulators are insisting that we provide the best water possible at all times. Our industry state of the art is constantly increasing and those we serve expect that we keep pace. The quality of the drinking water that we provide is affected by operator education, water chemistry, disinfection practices and frequency of flushing. When conducting our vulnerability assessment for water, we discovered the need to be vigilant and watchful for inappropriate or unauthorized work activities on or around our infrastructure in order to protect to our drinking water and physical assets. We also need to be aware of our responsibility to protect all water resources within our service area. Activities: a) Perform flushing operations throughout the year b) Develop a well drilling ordinance to better suit our ability to manage the aquifers in our area c) Install chlorine analyzers at all well sites to monitor chlorine injection, providing alarms and safe guards from equipment malfunctions d) Review feasibility of on-site chlorine generation stations, replacing the current sodium hypochlorite systems to enhance safety e) Develop a Source Water Protection program f) Craft a ground water protection ordinance g) Initiate a Storm Water Protection Program Performance Measure(s): a) Monitor and display the results of the flushing operation and schedule. Achieve a Nephelometric Turbidity Unit (NTU) rating of no more than 15 on initial flush. Be able to meet standard by January 2013 b) Monitor system pressures to keep entire system at least 40 PSI. Meet standard by January 2011 c) Maintain chlorine residual at each well site to no more than 4.0 PPM. Meet standard by January 2011 53 of 56 i,"- PW Strategic Plan 2010-2015��, OBJECTIVE: WA- 7 Develop a robust preventative maintenance and replacement program for all aspects of our water infrastructure Priority: 2 Divisional Lead: Water Estimated Cost: $$$ Divisional Support: Completion Date: December 2013 External Support: Council Focus Area(s): 1A, 16, 2A, 2C, 3A, 36, 4A, 46, 4D, 5A, 513, 5C Objective Summary: Our dynamic operation is made up of many pieces that are required to successfully perform their individual functions so they can be linked together as a complete system supporting our customers. Successful system integration is enhanced when preventative and corrective maintenance activities are quickly and accurately completed and reported in a comprehensive program, so management attention can be focused in an economically efficient manner. Programs that need formalizing include valve exercising, hydrant maintenance, meter testing, well maintenance and distribution system maintenance. Activities: a) Establish hydrant Preventative Maintenance Program parameters and develop it into an operations manual b) Develop a ten year water meter inspection, repair, and replacement program c) Formalize valve maintenance program into an operations manual, including depicting operating standards d) Establish a schedule for inspection activities and preventative maintenance of pumping operations Performance Measure(s): a) Fire hydrant Preventative Maintenance Program exceeds American Water Works Association national benchmark parameters by December 2013 b) A comprehensive valve maintenance program manual that meets or exceeds American Water Works Association benchmarking standards is completed and implemented by July 2012 • : Strengthen infrastructure security Priority: 2 Divisional Lead: Water Estimated Cost: $$$ Divisional Support: All Completion Date: July 2014 External Support: Council Focus Area(s): 3A, 3B, 4D, 5A, 5B Objective Summary: As city officials, we need to provide reasonable safeguards to keep unauthorized people from negatively impacting our utilities. Security enhancements must accompany our increase in vulnerability caused by population and associated infrastructure growth. Activities: a) Fence or electronically protect all our property. b) With the City of Meridian Information Technology Division support, implement cyber security measures on all SCADA communications c) Install camera systems at strategic points throughout the infrastructure d) Place security system on same platform as used in City Hall (The Lenel Security System) Performance Measure(s): a) System integrity is tested semiannually and a baseline passing score is established by January 2013 b) At least two security drills are performed a year in conjunction with security education for all employees by July 2013 of 56 DPW Strategic Plan 2010-2015 • : Meet constantly more stringent regulatory requirements under the Safe Drinking Water Act Priority: 2 Estimated Cost: $$$$ Completion Date: December 2011 Council Focus Area(s): Divisional Lead: Water Divisional Support: External Support: Environmental Protection Agency Objective Summary: While we meet all the current regulatory requirements for drinking water in our community, the Environmental Protection Agency (EPA) and the Idaho Department of Environmental Quality (IDEQ) are continuously applying more rigorous requirements on water purveyors. That means we need to keep pace with regulatory issues and plan for tighter regulations. Activities: a) Meet with regulators frequently and through discussions understand emerging regulatory trends b) Maintain memberships in national water related organizations c) Generate appropriate Capital Improvement Plans (CIP's) to correct for system deficiencies caused by more stringent regulations d) Identify and integrate programs to improve regulatory requirements e) Develop strategies to improve water regulatory requirements Performance Measure(s): a) Monitor and display all regulated parameters for 100% compliance. Maintain compliance immediately b) Measure Capital Improvement Plan progress against completion estimates. Our standard is that Capital Improvement Plans be completed within 10% of the estimated scheduled time and be able to meet standard by December 2011 • : Increase efficiencies within the Water Division Priority: 2 Estimated Cost: $$$ Completion Date: December 2011 Council Focus Area(s): 2A, 2B Divisional Lead: Water Divisional Support: Business Operations, Engineering External Support: Objective Summary: While statistical process control can identify where improved operations can be made, other programs to implement the changes are necessary to actually gain the efficiencies. This set of initiatives can make the delivery of water more reliable, safer, and cost effective. Activities: a) Perform a study to account for water not sold or used for an authorized use b) Install chlorine analyzers c) Perform a Division energy audit d) Enhance SCADA (Supervisory Control and Data Acquisition) to provide for automatic operation that balances loads throughout the various pressure zones Performance Measure(s): a) Through increased measurement accuracies, discover and reduce unaccounted water to less than 2%. Have program in-place by December 2011 b) Maintain chlorine residuals at well sites to 0.1 Parts per Million (PPM). Meet standard by April 2010 c) Reduce power consumption 2% per year. Use 2008 and 2009 as a baseline. Achieve reduction by December 2011 ssofs6 + ���° PW Strategic Plan 2010-2015 '�� • : Improve communications systems division -wide Priority: 2 Estimated Cost: $ Completion Date: December 2012 Council Focus Area(s): Divisional Lead: Water Divisional Support: Business Operations External Support: I.T. Objective Summary: The two-way radios used by the Water and Wastewater Divisions are currently point-to-point devices. To work, each radio must be able to transmit to another radio and receive signals along the same path. They city has grown and the range of the radios are reduced because of the obstructions created from buildings and trees. The result is that reliable point-to-point communications in some areas is no longer possible. Additionally, the growth has virtually reduced the operations of our handheld radios to less than one quarter mile. Radios are used to conduct daily business and are essential in emergency situations. Finally, interoperability with public safety departments like police and fire is impossible with our current system. Activities: a) Install a radio repeater for use by our utilities b) Investigate methods to achieve interoperability c) Consider an interface unit so utilities and public safety people can communicate d) Investigate replacing current radios with 700 MHz units Performance Measure(s): a) Track maintenance and repair costs of radio system. Compare results to budgeted amount. Manage program to be within 5% of budgeted amount. Achieve standard by October 2012 • : Develop a program to manage Public Works' Radio Frequency operations Priority: 3 Estimated Cost: $$$ Completion Date: December 2012 Council Focus Area(s): 16, 2A, 4C, 5A, 5B Divisional Lead: Water Divisional Support: Wastewater, Executive External Support: Police, Fire & Parks Objective Summarv: As we increase the complexity of our operations, we are moving toward wireless communications technologically. The new technology allows employees to interface with our data systems in near real time and pass information without the use of telephone lines or hard -wired desktop personal computer interfaces. We also have many automatic reporting devices that communicate with a central hub to monitor remote operations and allow for operator interaction when anomalies occur. The communications is possible through a myriad of radio frequency devices operating on many different frequency bands. Because of the wide use of Radio Frequency devices, coordination between City Departments, equipment suppliers, and regulators is becoming increasingly necessary. Activities: a) Develop Radio Frequency usage strategy that includes user operations and integration practices for efficient use of spectrum as well a providing for a robust data exchange program b) Provide for systematic installation of Radio Frequency devices that meet operational standards c) Provide for interoperability between agencies d) Provide license management functions e) Coordinate with emergency responders to ensure linkage and operations between Public Works radio's and emergency responders radios are in-place. Performance Measure(s): a) Our standards are developed and are better than the industry median according to AWWA benchmarking as baseline by January 2012 b) Operational parameters are displayed and the results are compared with AWWA national benchmarks by August 2011 c) System pressures are consistently maintained above 40 PSI by December 2012 d) Fleet vehicles are equipped with laptops and air cards by December 2010 e) Standards are established for SCADA Radio Frequency equipment upgrades buy July 2012 ; -■ 56 of ■ x"` PW Strategic Plan 201t?12015 Meridian City Council Meeting DATE: ITEM NUMBER: 7E PROJECT NUMBER: ITEM TITLE: Public Works Department: Overview of Public Works Street Lighting Standards MEETING NOTES CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS Meridian City Council Meeting DATE: ITEM NUMBER: 7F PROJECT NUMBER: ITEM TITLE: Legal Department Report: Amended City Policy for Vehicles Usage MEETING NOTES CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS CITY OF MERIDIAN STANDARD OPERATING POLICY AND PROCEDURE NUMBER 6.2.1 SUBJECT: USE OF CITY VEHICLES PURPOSE: To identify the guidelines and policy for the use of City vehicles by authorized employees as identified within this policy. POLICY: As needed to perform the required functions of the job, an employee may be issued a City vehicle or be allowed to use a City vehicle. All vehicle operations shall follow the guidelines as outlined within this policy. AUTHORITY & RESPONSIBILITY: Department Directors or designees shall ensure that all drivers are properly licensed, insured, and that they operate City vehicles in a safe and professional manner. GUIDELINES I. A copy of the employees' valid driver's license shall be placed in their employee file. Employees are responsible to provide information to Human Resources if their driver's license is suspended or invalid for any reason. If the employees' license is suspended or invalid that employee cannot drive a City vehicle until they provide proof that their license is reinstated and valid. II. Anyone operating or riding in City vehicles must wear their seat belts when the vehicle is in motion. III. City vehicles are to be used solely for City business purposes. IV. City vehicles that are assigned to personnel for use off duty may be used for limited personal use. V. Drivers of City vehicles are prohibited from manipulating any handheld phone device, except for speaking on the phone, while the vehicle is in motion. (Don't text and drive) VI. Any abuse or misuse of City vehicles is subject to disciplinary action, up to and including termination. Meridian City Council Meeting DATE: ITEM NUMBER: 7G PROJECT NUMBER: ITEM TITLE: Legal Department Report: New City Policy for Leave Without Pay Discussion MEETING NOTES \V/ CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS CITY OF MERIDIAN STANDARD OPERATING POLICY AND PROCEDURE NUMBER 4.10 SUBJECT: LEAVE WITHOUT PAY (LWOP) PURPOSE: To clarify the use of Leave Without Pay (LWOP) POLICY: Leave Without Pay (LWOP) is not a right or entitlement for any City employee. Unauthorized LWOP is subject to discipline up to and including termination. Employees are expected to use the provided vacation leave and sick leave appropriately so that LWOP does not occur. LWOP is not appropriate as a means to gain additional vacation leave or a substitute for excessive use of sick leave. LWOP is intended to be used for unforeseen circumstances that the employee could not have reasonably anticipated in advance. Employees will be required to exhaust all vacation leave or sick leave, as appropriate, prior to the use of LWOP. Sick Leave cannot be used as a substitute fro vacation leave. LWOP is for a short duration, up to one work week of the employee for any given request. LWOP is allowed for FMLA purposes pursuant to the City's FMLA policy and is not regulated by this policy. AUTHORITY & RESPONSIBILITY: Human Resources and Payroll are responsible to monitor LWOP and report violations to the Department Director of the specific employee. Human Resources may request the employee provide any necessary documentation to substantiate the leave request. Failure to provide the requested proof may be cause for discipline. GUIDEKINES AND PROCEDURES Part time, Temporary, Seasonal Employees All part time, temporary, or seasonal employees are eligible to request and receive Leave Without Pay. LWOP is at the discretion of the Department Director or designee. Regular Full time Employees A form shall be made available by Human Resources. All approved leave shall be submitted on the form and the form shall be returned to Human Resources. If an employee has exhausted all accrued vacation leave, or sick leave if applicable, and needs additional time for unforeseen circumstances they must request LWOP from their immediate supervisor with an explanation of the need for LWOP and the duration. The request must be reviewed and approved by the Director or their designee. LWOP can only be approved for one (1) work week at a time. Employees shall not be allowed to have LWOP exceed three work weeks or the equivalent number of days per calendar year. If the LWOP is approved then the employees' pay is reduced by the amount of hours of LWOP that is granted. LWOP will cause the employees' vacation and sick accruals to be reduced for that pay period. Each request for LWOP that meets or exceeds 50% of the employees' workweek will result in a loss of accrual of both vacation and sick leave of two (2) hours of each leave. If an employee is on LWOP status on the day before or after a City holiday then they will not receive pay for the holiday either. Unauthorized Leave Without Pay Employees are responsible to know whether they have adequate sick leave or vacation leave for any request for leave. Employees that use leave that hasn't been accrued at the time shall be subject to discipline. Using LWOP when it is not approved is subject to discipline up to and including termination. Meridian City Council Meeting DATE: ITEM NUMBER: $A PROJECT NUMBER: ITEM TITLE: Ordinance No. I () - I L4 ((�(D : An Ordinance of the City of Meridian for Annexation of a Parcel of Land Located on the Southwest Corner of W. Ustick Road and N. Linder Road, Known as the Ada County Paramedics Linder Station (AZ -10-001) MEETING NOTES CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS (--pec p rot ed <�- �0 -'ptar) 7v� ADA COUNTY RECORDER J. DAVID NAVARRO AMOUNT .00 BOISE IDAHO 10/13/10 01:01 PM DEPUTY a Ban III IIIIIIIIIIIIIIIIIIIIIIIIIIIIiII III RECORDEDD—REQUEST OF 110E196265 Meridian City CITY OF MERIDIAN ORDINANCE NO. (oiNkD BY THE CITY COUNCIL: BIRD, HOAGLUN, ROUNTREE, ZAREMBA AN ORDINANCE (AZ 10-001 ADA COUNTY PARAMEDICS LINDER STATION) FOR ANNEXATION OF A PARCEL OF LAND LYING IN THE NE '/, NE !/ (GOVERNMENT LOT 1) OF SECTION 2, 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 R-1 TO C -C (COMMUNITY BUSINESS 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 Description 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: Ada County. SECTION 2. That the above-described real property is hereby annexed and re -zoned from R-1 to C -C (Community Business 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 — ADA COUNTY PARAMEDICS LINDER STATION (AZ 10-001) 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 12 miday of , 2010. APPROVED BY THE MAYOR OF THE CITY OF MERIDIAN, IDAHO, this _2tqay of(�}-� , 2010. MAYOR, de V�EERD ATTEST: ��.�`.� OrR/p�''%,. •� C%��up�oRq -9y • ice' .T F a JAYCE . HOLMAN, CITY CLERK AL 0 ANNEXATION - ADA COUNTY PARAMEDICS LINDER STATION (AZ 10-001) Page 2 of 3 STATE OF IDAHO, ) ss: County of Ada ) On this _jD_ day of 0r -4.v -,e , 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. ,smog, jo •. - (SEAL); m N PUBLI �� FOR HO RESIDINGAT: �iS�;•p�JK1.1G�Q►o�• MY COMMISSION EXPIRES:,j ,r\q ��01 '•'.97'E OF �•' ••••••m ANNEXATION — ADA COUNTY PARAMEDICS LINDER STATION (AZ 10-001) Page 3 of 3 A. Legal Description TEALEY'S LAND SURVEYING Project No.: 3408 Date: July 1, 2010 187 E. yah Street • Garden Ckr, I faho 83714 (409) 305 -MM Fax (408) 388-N98 DESCRIPTION OF ANNEXATION FOR ADA COUNTY EMS A parcel of land lying In the NE 1/4, NE U4 (Government Lot 1) of Section 2, T.3N., RAW., B.M., Ada County, Idaho, and more particularly described as follows: BEGINNING at the Northeast comer of said Section 2, marked by a brass cap; thence along the East One of said Section 2 South 00001'00" East 480.69 feet to a point; thence at right angles South 89°59'00" West 45.00 fest to a point on the West right-of-way Nne of North Linder Road; thence South 5803473" Wast 25.36 feet to a point on the Northeasterly line of Tumble Creak No. 4 SubdMelon as on file in Book 81 of Plata at Pages 8722 & 8723 In the Olf ce of the Recorder for Ada County, Idaho; thence along said Northeasterly line North 33°2537" West 530.05 feet to a point on the South right-of-way line of West Ustick Road; thence North 00°45'06" East 57.00 feet to a point on the North Ons of sale Section 2; thence along said North line South 89014'55" East 357.30 feat to the POINT OF BEGINNING. Said parcel of land contains 2.58 Acres (112,598 square feet), more or less. BYREVI ��ppprVA�, JUL 07 20p MERIDIAN PUBLIC WORKS DEPT. B. Exhibit Map ANNEXATION EXHIBIT FOR ADA COUNTY EMS A PORTION OF THE NE 1/4 NE 1/4 (GOVER"NT LOT 1), SECTION 2. UK. R.M. 9.Y.. AOA COUNTY, IDAHO V4 CORNER 35 WEST WTICK ROAD S 89.14'55• E 357.30' 35 36 2 N 00.45.05' E r. 2 I 57.00' 5 09 • M'S5' E 278.05, \ S 44.37'57• E 49.84• 45' \\� \ %` 4(j� AREA IN ANNEXATION �� Ty 2.58 ACRES (112,598 Sq Ft.) r \ y pP \ I�f I8 N. S 56.34'23` w • `�, 25.36' -S. \\ 50 100 200 SCALE IN FEET 1. S I0' 3408-annm.dn 07-01-10 14&59 Jftx o � N VNi CORNER IV S 89.59'00' W 45.00' TEALEY'8 LAND SURVEYING UAV "o i"RT GAMM MY. 0. W14 :os-aNasx NOTICE AND PUBLISHED SUMMARY OF ORDINANCE PURSUANT TO I.C. § 50-901(A) CITY OF MERIDIAN ORDINANCE NO. 10-_j4 (o 0 PROVIDING FOR ANNEXATION AND ZONING ORDINANCE An Ordinance of the City of Meridian granting annexation and zoning for parcel of land lying in the NE %, NE '/ (Government Lot 1) of Section 2, Township 3 North, Range 1 West, Boise Meridian, Ada County, Idaho, more particularly described in Attachment "A". This parcel contains 2.58 acres more of less. Also, these parcels are 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 ord' ' shall become effective on the _ day of 2010. City`qdi*n �) �" ., 11 Mayor an City Council By: Jaycee L. Holman, City Clerk ^ FirstReading: 1 1 u Adopted after first reading by suspension of the Rule as allowed pursuant to Idaho Code §50-902: YES_ NO Second Reading: ---- Third Reading: STATEMENT OF MERIDIAN CITY ATTORNEY AS TO ADEQUACY OF SUMMARY OF ORDINANCE NO. 10 - The undersigned, William L.M. Nary, City Attorney of the City of Meridian, Idaho, hereby certifies that he is the legal advisor of the City and has reviewed a copy of the attached Ordinance No. 10--j LjjgC) _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 13 day of DCA"' 4C , 2010. Ww �- ," William. L.M. Nary City Attorney ORDINANCE SUMMARY — ADA COUNTY PARAMEDICS LINDER STATION (AZ 10-001) Meridian City Council Meeting DATE: ITEM NUMBER: $B PROJECT NUMBER: ITEM TITLE: Ordinance No. An Ordinance Amending Title 11 of the Meridian City Code Regarding Portable Classroom Standards as Codified at Title 11, Entitled The Unified Development Code MEETING NOTES CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS To Fran To S+CArIk VIQI 91, CITY OF MERIDIAN ORDINANCE NO. Q BY THE CITY COUNCIL: BIRD, HOAGLUN, ROUNTREE, ZAREMBA AN ORDINANCE AMENDING TITLE 11 OF THE MERIDIAN CITY CODE REGARDING PORTABLE CLASSROOM STANDARDS AS CODIFIED AT TITLE 11, ENTITLED THE UNIFIED DEVELOPMENT CODE, OF THE MERIDIAN CITY CODE; AND PROVIDING FOR A WAIVER OF THE READING RULES; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the Unified Development Code is the official zoning ordinance for the City of Meridian and provides an opportunity to better support the Comprehensive Plan and provide a tool that is relevant and contemporary to the needs of the City; and, WHEREAS, the City Council of the City of Meridian deems it to be in the best interest of the health, safety and welfare of its citizens to incorporate changes to the Unified Development Code within the City of Meridian to provide for orderly growth and development and to carry out the policies of Meridian's Comprehensive Plan; NOW, THEREFORE, BE IT ORDAINED BY THE MAYOR AND COUNCIL OF THE CITY OF MERIDIAN, IDAHO: Section 1. That Title 11, Unified Development Code, of the Meridian City Code is amended to read as follows: 11-4-3-14: EDUCATION INSTITUTION: F. Portable classrooms (temporary and permanent): The site plan for all education institutions shall include the location of any future portable classrooms (temporary and/or permanent), that are the use shed! feqt&e eendifienal use appr-evak. 1. A temporary portable classroom shall be an accessory use valid for a maximum period of four (4) years from the date of issuance of a certificate of occupancy a. Temporary portable classrooms that meet the standards as set forth in subsection 4 shall require a certificate of zoning compliance approval but shall not be subject to design review. b. Temporary portable classrooms that do not meet the standards as set forth in subsection 4 shall require a conditional use permit but shall not be subject to design review. 2. Prior to the termination of the four (4) year permit the applicant may request to convert a temporary portable classroom to a permanent portable classroom UDC ORDINANCE AMENDMENT FOR PORTABLE CLASSROOM STANDARDS — October, 2010 Page 1 of 3 i^'*-, a. Permanent portable classrooms that meet the standards as set forth in subsection 4 shall require a certificate of zoning compliance and design review approval b. Permanent portable classrooms that do not meet the standards as set forth in subsection 4 shall require a conditional use permit and design review ap rp oval 3. Upon termination of the four (4) year permit the temporary portable classroom approval shall be null and void and the applicant shall remove the structure immediately. 4. Standards: 41. The portable classroom shall not be located in the front yard of the principal school structure. b2. The portable classroom shall not be located in any required yard. 0. The placement of the portable classroom shall not reduce the number of required off street parking spaces. d4. The portable structures shall comply with the building code in accord with title 10 of this code. e. Exterior colors of the portable classrooms shall be compatible with the color of the pnmM school building. f. The roofing material on the portable classrooms shall be of a finish that emits a minimal amount ofare. z Where the portable classroom is located within two hundred feet (200') of a street and is visible from such a street, the portable classroom shall be screened from view of the street with a minimum of one (1) evergreen tree per fifteen feet (15') of lineal structure The tree shall be a minimum of six feet (6') in hei t. Section 2. That all other provisions of Title 11 as they relate to the Unified Development Code remain unchanged. Section 3. 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 on 011[1a UDC ORDINANCE AMENDMENT FOR PORTABLE CLASSROOM STANDARDS — October, 2010 Page 2 of 3 PASSED by the City Council of the City of Meridian, Idaho, this 0 day of F c�v be 4 .2010_ APPROVED by the Mayor of the City of Meridian, Idaho, thisd y of 2010. ATTEST: APPROVED: TAMMY, WEERD, MAYOR OF m HOLMAN, CITY CLERK SEAL 90q rtsz• ''���''% CDi1NTY • �dP,.`���• UDC ORDINANCE AMENDMENT FOR PORTABLE CLASSROOM STANDARDS - October, 2010 Page 3 of 3 Meridian City Council Meeting DATE: ITEM NUMBER: $C PROJECT NUMBER: ITEM TITLE: Ordinance No. /0-/(/ iDo? : An Ordinance Amending Title 1, Chapter 7, Section 5 of the Meridian City Code Regarding Days of the City Council Meetings; and Providing for an Effective Date MEETING NOTES CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS to-ly lJ "TO P V-Ck- �- TO S i CITY OF MERIDIAN ORDINANCE NO. I O "Lqq,_�Wa-- ^ BY THE CITY COUNCIL: BIRD, HOAGLUN, ROUNTREE, ZAREMBA AN ORDINANCE AMENDING TITLE 1, CHAPTER 7, SECTION 5 OF THE MERIDIAN CITY CODE, REGARDING DAYS OF THE CITY COUNCIL MEETINGS; AND PROVIDING AN EFFECTIVE DATE. WHEREAS the City Council determines the frequency and the agenda for City Council meetings; and WHEREAS the City Council has a need to meet four (4) times a month; and NOW, THEREFORE, BE IT ORDAINED BY THE MAYOR AND COUNCIL OF THE CITY OF MERIDIAN, IDAHO: Section 1. That Title 1, Chapter 7, Section 5 of the Meridian City Code is amended to read as follows 1-7-5: CITY COUNCIL MEETINGS: A. Time And Place Of Regular Meetings: 1. The regular meetings of the city council shall be held at Meridian city hall at 33 East Broadway Avenue, by the mayor and city council on the firsts third, and fourth Tuesdays of each month at seven o'clock (7:00) P.M. of said days. When necessary the city council shall hold land use hearings at these meetings. 2. The city council shall also meet on the second Tuesday of each month in a workshop format beginning at six o'clock (6:00) P.M. Land use hearings will not be held at these workshops unless an urgent need exists to require it. Workshops may be held in a more informal manner than a regular meeting. 3. If a Tuesday meeting or workshop of any month is a holiday, city election, primary or general election, the meeting shall be held the Wednesday evening following at the same hour and place. B. Manner Of Conducting Meetings: There is hereby adopted by the city for the purpose of establishing rules and regulations for the conduct of meetings, the clerk's duties and the mayor's duties in relation to council meetings, the most current edition of "Robert's Rules Of Order (Revised)". C. Open Meetings: Meetings of the city council shall be open to the public pursuant to Idaho Code section 67-2341 et seq. D. Canceling And Rescheduling Of Meetings: Upon the affirmative vote of one-half (1/2) plus one of the members of the full council, a regularly scheduled meeting may be postponed to a n different date and time, or may be canceled. If a quorum of the council is not available prior to the start of a meeting then the meeting shall be canceled without a vote. Whenever any meeting is postponed, rescheduled, or canceled the city clerk will endeavor to diligently provide notice to the public as soon as practicable. (Ord. 10-1440, 1-19-2010, eff. 2-1-2010) Section 2. That all ordinances, resolutions, orders, or parts thereof or in conflict with this ordinance are hereby voided. Section 3. That this ordinance shall be effective on and after November 1, 2010. PASSED by the City Council of the City of Meridian, Idaho, this � day of O , 2010. APPROVED by the Mayor of the City of Meridian, Idaho, this /'; day of 2010. APPROVED: MAYOR ATTEST: CITY cLJkRK = gEAL O r-� 9 T iso 1` O'Z' Coo, n