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2011-05-17
E IDIAI~T~-- i©AHO CITY COUNCIL REGULAR MEETING AGENDA Tuesday, May 17, 2011 at 7:00 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 (Pg. 1) 3. Community Invocation by Gordon Slyter with Treasure Valley Worship Center (Pg. 1-2) 4. Adoption of the Agenda (Pg. 2) Adopted 5. Proclamation A. Proclamation for National Public Works Week (Pg. 2-5) B. Amended onto the Agenda: Proclamation by Brad Miller Regarding the 10-Mile Interchange (Pg. 5-6) 6. Consent Agenda (Pg. 6-7) Approved A. Approval of Agreement with Ada County Highway District for Adjustments of Water Valve Lids in Conjunction with Overlay Projects B. Findings of Fact and Conclusions of Law for Approval: MDA 11-003 Meridian Vision by Kevin McElroy Located at Northeast Corner of N. Meridian Road and E. Carmel Drive Request: Amend the Existing Development Agreement (Instrument No. 107067262) to Include a New Site Plan and New Elevations Moved to Item No. 8 C. Final Order for Approval: FP 11-002 Barletta Subdivision by Russell Hunemiller Located on the Northeast West Side S. Ten Mile Road, Midway Between W. Tasa Drive and W. Overland Meridian City Council Meeting Agenda -Tuesday, May 17, 2011 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. Road Request: Final Plat Approval Consisting of Two (2) Building Lots and Two (2) Common Lots on Approximately 5.80 Acres of Land D. Final Order for Approval: TEC 11-002 Pinebridge Subdivision by BW Meridian, Inc. Located South of E. Fairview Avenue, East of N. Locust Grove Road and West of N. Eagle Road and North of E. Commercial Street Request :Two (2) Year Time Extension on the Preliminary Plat to Obtain the City Engineer's Signature on the Final Plat 7. Community Items/Presentations A. Annual Update by Ada County Assessor Robert McQuade (Pg. 7- 13) B. Presentation by Marj Dougherty of the Lunaria League Regarding the 2011 Garden Tour and Featuring of Seven Meridian Properties (Pg. 13-15) C. Sanitary Services Company (SSG) and Solid Waste Advisory Commission (SWAG) Joint Report: Discussion Regarding Resurrecting the Recycling/Household Waste Revenue Program (Pg. 15-20) Motion made to send positive feedback to SWAG regarding resuming the Recycling/Household Waste Revenue Program and request that they bring their recommendations on the operation of the program back to City Council at a future date. 8. Items Moved From Consent Agenda 6B. Findings of Fact and Conclusions of Law for Approval: MDA 11-003 Meridian Vision by Kevin McElroy Located at Northeast Corner of N. Meridian Road and E. Carmel Drive Request: Amend the Existing Development Agreement (Instrument No. 107067262) to Include a New Site Plan and New Elevations (Pg. 20-21) Continued to June 7, 2011 City Council Meeting 9. Action Items A. FP 11-003 Waverly Place by Mountain West Entrust IRA FBO Robert Mortensen IRA Located 2510 Magic View Drive Request: Final Plat Approval of 25 Building Lots and Three (3) Meridian City Council Meeting Agenda -Tuesday, May 17, 2011 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. Common / Other Lots on 4.9 Acres of Land (Pg. 20-22) Approved 10. Department Reports A. Mayor's Office: Request for Proposal (RFP) Discussion Regarding Old City Hall (Pg. 22-25) B. Human Resources Department: Discussion on Committee Review and the Mayor and Council Compensation (Pg. 25-28) C. Parks & Legal Departments Joint Report: Discussion Regarding Temporary Use Permits and Special Events (Pg. 28-43) D. Parks Department: Budget Amendment for Parks Maintenance Facility Property in the amount of $540,000.00 (Pg. 43-44) Approved E. Parks and Legal Departments Joint Report: Purchase and Sale Agreement Between the City of Meridian and Arthur Berry for the Purchase of Approximately 5.45 Acres of Bare Land for a Not-to-Exceed Amount of $840,000.00 (Pg. 44-45) Approved F. Public Works Department: Budget Amendment for Inventory Control Specialist (Pg. 45-49) G. Public Works Department: Discussion on Possible Amendment for a Geographical Information System (GIS) Technician Resulting in a Savings in Personnel Costs of $21,934.00 (Pg. 49-52) H. Clerks Office: Approval of New Beer and Wine License for Ustick Chevron LLC dba Fast Eddys Ten Mile Located at 750 N. Ten Mile (Pg. 52-53) Conditional Approval Granted Pending Applicant Receiving the Certificate of Occupancy for the Location 11. Future Meeting Topics (Pg. 53) 12. Other Items A. Item Amended: Executive Session per Idaho State Gode 67-2345 (1) (d)(f) - (d) To Consider Records That Are Exempt From Disclosure as Provided In Chapter 3, Title 9, Idaho Code; Meridian City Council Meeting Agenda -Tuesday, May 17, 2011 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. and (f)To Consider and Advise its Legal Representatives in Pending Litigation (Pg. 53-54) Into Executive Session: 9:42 p.m. Out of Executive Session: 10:59 p.m. Meeting Adjourned: 11:00 p.m. Meridian City Council Meeting Agenda -Tuesday, May 17, 2011 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. • • ~ tin Ma 1l 2011 Meridian Ci Council Mee ' ' Cit Council was called to order at 7:00 p.m., Tuesday, May A meeting of the Meridian y 17, 2011, by Mayor Tammy de Weerd. amm de Weerd, Brad Hoaglun, David Zaremba, Keith Bird Members Present. Mayor T y and Charlie Rountree. ' Jac Jones Anna Canning, Rich Dees, Warren Stewart, Tom Others Present. Bill Nary, y , cott Colaianni Kenn Bowers, Brenda Sherwood, Steve Siddoway, Barry, Kyle Radek, S Y Colin Moss, Robert Simison, 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 ' oin to call this meetin to order. I got this new toy. It took me eight De Weerd. I m g g g ' a or the final) ave me a gavel, so I have to use it. Welcome to the years being M y y Y g ' 'meetin . We a reciate ou being here. Elvis, you, too. For the record it City Council g pp Y is Tuesda Ma 17th at 7:00 o'clock. We will start with roll call attendance. Y~ Y Item 2: Pledge of Allegiance De Weerd: Item No. 2 is our Pledge of Allegiance. If you will all rise. (Pledge of Allegiance recited.) 3: Communi Invocation by Gordon Slyter with Treasure Valley Item tY Worship Center Weerd: Item No. 3 is our community invocation. Tonight we will be led by Pastor De n SI er. He with the Treasure Valley Worship Center. If you will all loin us in the Gordo yt nit invocation or take this as an opportunity for a moment of reflection. Thank commu y you for joining us. I er: You're welcome. Thank you. A cardinal tenant of our faith is a belief in the S Yt urrection and I see that demonstrated tonight. There is Elvis. Okay. Oh, God and res our Father we thank ou for the opportunity to be among friends in our City Hall. That Y is such a blessin . We pray, Lord, your blessing here tonight, your guidance, your g wisdom. We ra that the rinciples of -- that you have given to us -would guide the pY p decisions that are made. Principles of justice and honesty, respect, decency, com assion nei hborliness, and love. We pray, Lord, that our community would p g Meridian City Council May 17, 2011 Page 2 of 54 continue to be a great place to live, to raise a family, and we ask your blessing on all the proceedings here tonight. Thank you. We pray through Christ our Lord, amen. Item 4: Adoption of the Agenda De Weerd: Thank you. Item No. 5 -- or 4 is adoption of the agenda. Hoaglun: Madam Mayor? De Weerd: Mr. Hoaglun. Hoa lun: A couple of items to note, we have got an addition on Item 5, proclamations. 9 We are going to have a 5-D, which is a proclamation by Brad Miller regarding the Ten Mile Interchange. Item 6, the Consent Agenda, 6-B, we have a request to continue this item to June 7th, so we will move that from the Consent Agenda, 6-B, will be removed. And under Item 12, other items we do have an Executive Session per Idaho State Code 67-2345(1)(4) and (1)(f). It had said (e) in this, but (1)(d} is to consider records that are exempt from disclosure and we will want to make that note that we will have Executive Session considering 67-2345(1)(4} and (f). With that, Madam Mayor, I move .adoption of the agenda with those changes. Rountree: Second. De Weerd: I have a motion and a second adopt the agenda as changed. All those in favor say aye. All ayes. Motion carried: MOTION CARRIED: ALL AYES. Item 5: Proclamation A. Proclamation for National Public Works Week De Weerd: Item 5 under Proclamations, we do have a proclamation here that Iwill -- dare Icome down there to read it. Have to walk by Elvis. Well, I will go ahead and read this proclamation, then, turn it over to our director and, Mr. Barry and Mr. Radek, could explain what you have in store this week. Okay. Whereas Public Works services provided in our community are an integral part of a citizen's everyday life, and whereas having supporters and informed citizens is vital to the efficient operation of Public Works systems and programs, such as water, sewer, and solid waste collection, and whereas the health and comfort of this community greatly depends on these facilities and services and whereas quality facilities, as well as their planning, design, and construction is vitally dependent upon the efforts and skill of Public Works official, and whereas dedicated and qualified personnel to staff our Public Works Department understand the importance of the work they perform, therefore, I, Mayor Tammy de Weerd, to the City of Meridian, do hereby proclaim the week of May 15th, 2011, as National Public Works Week in our City of Meridian and call upon all citizens and civic Meridian City Council May 17, 2011 Page 3 of 54 ' c uaint themselves with the issues involved in providing our Public organizations to a q ' nd to reco nize the contributions which Public Works officials make Works services a g ur health safet comfort, and quality of life. I signed it this day of May every day too y, 17th, 2011. Congratulations. ou Madam Ma or. Since 1960 the American Public Works Association Barry. Thank y Y rin National Public Works Week and across the nation about 28,000 has been sponso g American Public Works Association celebrate this week to energize and members of the in their communities about the importance of Public Works in their daily educate those ' ortunit real) for all of us to build awareness of the programs, the lives. Its an opp y, y, . 'ects and the services that Public Works professionals -- not Just in this plans, the prof ' but in communities all across the nation, provide each and every day to community, lit of life of those we serve. This is our third year in the City of enhance the qua y ' ' bratin National Public Works Week and this year we stepped it up yet Meridian cele g . ' ave been able to work with our Public Works -- other Public Works again. We h ' I consultants desi n en ineers, and contractors and have acquired 15 professiona s, g g for this ear's event who collectively helped to raise or contribute 5,000 dollars sponsors y this event. This week's activities include community presentations that have toward s un esterda and will continue throughout the week. Tonight we have the already beg y y , , , tion. Tomorrow ni ht we have a VIP tour of our facilities. On Thursday night proclama g v an o en-to-the- ublic event called the Public Works Expo that will take place we ha e p p on the laza from 4:00 to 7:00 p.m. that we will have music, food, a lot of fun out here p ntered activities. There will be a bird house building opportunity there. Of family ce urse the kids will have to et building permits in order to construct those, but, in any co g on Saturda we also have the Public Works Poop Scoot. This is our third annual even, Y t fun run-walk event and what's really cool this year about that event is tha 3K artici ation has sur ed to over 50 this. year and in addition we have been able to raise p p g . ollars b our s onsors who are contributing on behalf of the public -- the City of 2, 700 d y p . . ' ian Public Works De artment, 2,700 dollars that will go to the Meridian Food Merid p . So we are real) excited about that. We have a lot of fun, exciting events and Bank Y we a reciate the ublic's continued support of our activities. Lastly, I just want to pp p mention that K le Radek standing to my right, assistant city engineer for Public Works, Y has been the committee chair and has done a phenomenal Job this year in putting ether and leadin the events of this week and I could not have done this -- we could tog g . not have done this without K le's passion, energy, and drive and commitment to this Y . ro'ect and it's with his leadership that we were able to celebrate and to bring about the pJ wareness that we seek for the community of these events. So, Kyle, I want to turn it a over to you. I knowyou have afewwords. Radek: Thank ou. First of all, the expo will take place rain or shine. We have a plan B Y . if it's rainin so come, don't be afraid of the weather. We are going to be inside the 9, .. . lobb and in Conference Rooms A and B if it's raining. Second of all, if I Just said Y thanks Tom it would be a great example of me taking credit for what other people have done, The staff of Public Works, engineers, administrative assistants, development anal sts -- eve bod involved -- water operators, they are the people that are going to y rY Y make this Public Works Week happen and make all the events special. The theme for Meridian City Council May 17, 2011 Page 4 of 54 this week's events is Public Works serving you and your community. The theme speaks to the never endin effort of Public Works professionals to bring their community the g , hi hest ualit --the hi hest possible quality of life. Meridian Public Works Department g q Y g understands and a reciates the cooperative relationships that we enjoy with elected pp officials like the ones here, that enable all of us to serve our customers and our nit to ether. So in reco nition of this cooperative effort, we would like to commu y g g resent our Cit Council Members and our Mayor with a 2011 National Public Works p y Week coin. The ur ose of the coin is to commemorate the event, acknowledge pp . contributions to Public Works Week and of Public Works service in Meridian and to foster the s irit of team work and sense of common purpose in the Public Works p De artment. So Madam Mayor, Council Members, I would like to present you with p these coins. De Weerd: Cool. Radek: Councilman Zaremba. Zaremba: Thank you. Radek: Councilman Rountree. Rountree: Thanks, Kyle. Radek: Madam Mayor. De Weerd: Thank you, Kyle. Radek: Councilman Hoaglun. Hoaglun: Thank you. Radek: Councilman Bird. Bird: Thank you very much, Kyle. Radek: And thank ou very much for the support you give the Public Works Y De artment. You are truly a member of our team and we are glad to have ateam -- p eo le like ou on our team to help serve the citizens of this community and we hope to p p Y see you at our events. De Weerd: Thank ou. Hey, Tom, can you turn that back around. Now, I would like to Y sa our Public Works Department has traditionally been one of those that you hope you y don't hear from the citizens on. It s that buried infrastructure that certainly by getting no calls ou know they are doing their job well, because you get a call very quickly when a y toilet backs u or you have one of those -- the disasters of that service not working. p Public Works has actually had so much enthusiasm to educate the public as far as what Meridian City Council May 17, 2011 Page 5 of 54 ' he have in their lives that the have actually made Public Works look fun and impact t y Y ' not real) the word I have ever associated with Public Works before. So, that s y tulations to ou and our team and we look forward to participating in this week's congra y Y activities. B. Amended onto the Agenda: Proclamation by Brad Miller Regarding the 10-Mile Interchange erd: Oka .Item No. 5-B. Before I invite Elvis to the podium, I would like to read De We y -mail that kind of was the invitation to getting our guest here tonight. This was from the e Miller aka Elvis to m self re arding the Ten Mile interchange and it was dated Brad Y g . ober of 2004. Tamm , I have been thinking about my lack of faith in getting the Ten Oct Y Mile interchan a constructed in less than seven to eight years and I think I need to 9 ow a little faith in our abilities to accomplish this huge challenge. Here is what I m sh Y willin to do. If ou are able to get the interchange constructed and open for traffic on or g y fore Janua 1st 2012, I will appear at the next City Council meeting after the ribbon be ry . tin -- thus toda -- dressed as Elvis and apologize to you and the City Council for cut g y m lack of faith. In the event that you are no longer serving as Mayor, I will appear at a Y m de Weerd location of our request dressed as Elvis and I will acknowledge that Tam y Y hank is ueen of the world and I am nothing. Could be fun. Thanks for all you do. I t q ou're doin a reat 'ob, Brad. So, with that introduction, Mr. Miller, please, come y g g 1 forward. She's swooning again. Miller: Madam Ma or, Members -- Members of the Council. My name is Elvis, aka Y , Brad Miller of Van Auker Properties, aka The King. You can call me The King. That s hat I call m self. I was oin to wear red tonight, but I have been a little bit bloated. I w Y g g couldn't fit into m outfit. Then, I thought I would wear white, but Councilman Zaremba Y , borrowed that outfit from me, because he said his wife has a thing for Elvis. So, I m here in official ca acit to ublicly apologize to Mayor Tammy de Weerd, each of the p Y p ouncil Members for lackin the faith in your ability to get the interchange opened and C 9 erational b Janua 1, 2012. And, furthermore, Tammy, you are queen of the world op y rY , and I am nothin .Now, if it's okay with you I would like to leave before the 70 and 80 g ear old women mob me and before this polyester burns into my skin anymore. Are Y . there any questions from the Mayor and Council? ' Brad we a reciate ou bein here tonight and seeing a man of De Weerd. No. But, pp Y 9 his word. Miller: You're very welcome. My children who are here, three of them, are very embarrassed by this. De Weerd: You just had to point out that they were your children, uh? Miller: But their mother told them they needed to come. Meridian City Council May 17, 2011 Page 6 of 54 ' hank our kids for 'oining you tonight, too. Parents De Weerd: Well, we would like tot y J , in . You can ~ust ask my kids. Of their dad. It s sometimes can be very embarrass g 1 -- the wa we did have a dedication today of the Ten usually dad, you know. Well by y, ' I o en Ma 25th, weather permitting. Certainly the Mile interchange and it will official y p Y x ected Bela s, but this has been a long awaited event in weather has made some une p Y ou can see there are some people who thought it was our community and as y -- ou ' ible feat but I would say that our community stepped up y impossible -- an imposs , want to come up. friend of mine and I took video of this occasion to send Turnbull. Brad Miller is a former ' u should all be rateful that he didnt show up impersonating to his wife Camille and yo g ' 'hiss eedo as his etrified kids have been witness to before. Mark Spitz in p p ut Elvis in this message. Thank you for being here tonight, De Weerd. We are glad he p David. Also at the dedication. Turnbull: That was great. Thank you. De Weerd: It was. Rountree: Thanks, David. ' sa that our communit stepped up in a big way to make this De Weerd. But I will y Y ossible. It was because our citizens stepped up and allowed their interchange project p ' rd that we are here today celebrating a pretty major event for our voices to be hea ' live in an absolute) awesome community and we are constantly community. So, we Y reminded of that. So, indeed, a great day. Item 6: Consent Agenda A royal of A reement with Ada County Highway District for A. pp g Ad'ustments of Water Valve Lids in Conjunction with Overlay 1 Projects C. Final Order for A proval: FP 11-002 Barletta Subdivision by p . Russell Hunemiller Located on the Northeast West Side S. Ten Mile Road Midwa Between W. Tasa Drive and W. Overland Y Road Re uest: Final Plat Approval Consisting of Two ~2) q Buildin Lots and Two (2) Common Lots on Approximately g 5.80 Acres of Land D. Final Order for Approval: TEC 11-002 Pinebridge Subdivision b BW Meridian, Inc. Located South of E. Fairview Avenue, y nd East of N. Locust Grove Road and West of N. Eagle Road a f E. Commercial Street Request :Two (2) Year Time North o Extension on the Preliminary Plat to Obtain the City Engineer's Meridian City Council May 17, 2011 Page 7 of 54 Signature on the Final Plat De Weerd: Okay. Item 6 is our Consent Agenda. Hoaglun: Madam Mayor? De Weerd: Mr. Hoaglun. Toned earlier there is a request to move Item 6-B and so we can Hoaglun. As ment . ved from the Consent Agenda, Item 8. And with that change, move that to items mo a royal of the Consent Agenda and authorize the Mayor to sign Madam Mayor, I move pp and Clerk to attest. Rountree: Second. and a second to a rove the Consent Agenda as changed. De Weerd. I have a motion pp All those in favor say aye. All ayes. Motion carried. MOTION CARRIED: ALL AYES. -A is an annual u date by our Ada County Assessor Robert De Weerd. Item 7 p McQuade. Thank ou so much for joining us tonight. Y Rountree: Let's do roll call onthe -- ' r I 'ust was so excited to get onto our Ada County Assessor's De Weerd. Oh, I m so ry ~ re ort. Okay. Roll call on the Consent Agenda, please. p Roll-Call: Bird, ea; Rountree, yea; Zaremba, yea; Hoaglun, yea. Y De Weerd: All ayes. Motion carried. MOTION CARRIED: ALL AYES. Item 7: Community ItemslPresentations A. Annual Update by Ada County Assessor Robert McQuade De Weerd: Thank you for joining us. The leasure is all mine, Madam Mayor, but while I was sitting there, McQuade. p --when Elvis walked in someone came up to me and said this is going to be a someone follow. It real) is. If ou don't mind, I will just leave this stuff here and real tough act to Y Y .But ma be I better ive a little explanation. That was quite a performance. go home y g ' al briefin to ou and the information might be good. I sought -- as I This is my annu g y e to ether -- not onl Meridian, but other communities, I have expected was putting thes g Y Meridian City Council May 17, 2011 Page 8 of 54 it to be pretty bad, but I'm finding out that, really, the news has been much worse than it really is and there is just a real sigh of relief when I hit the numbers. What I want to do is just divide my presentation into two pieces of, if I could. I will briefly go over some of the numbers that I think are really necessary to get started on the budget and to give you a feel of what's going on in the single family residential market, the real estate market. Then, I want to just give you my impression of where we have been in the last five years and -- as the real estate market. We all kind of know, but I think when we start looking at the numbers it just really is eye popping and I think that's the only way you can really say that. We are sending our assessment notices out May 27th. That's about a week later than we normally do, but it's tied to the Memorial Day weekend. Memorial Day, for those of you who haven't been counting, my employees have, but they let me know that Memorial Day is a week later, so the assessment notices are going out a little bit later. A couple of numbers .here. The total market value of Meridian is 5.9 billion dollars. That's off five percent. That's the market value. That's not what you're going to be levied in taxes, it's just if you look at all of the property -- personal property, real property, commercial property in Meridian, added it up, it comes out to just about six billion dollars. The important number is the taxable value. That is the market value less the exemptions, primarily homeowners exemptions and the taxable value, this is what you would levy against, is four and a half billion dollars. And that's down three -- just a little bit less than four percent from last year's 4.6 billion. The homeowners exemption is 92,000 this year. That's down from 101 from the previous year and that's a nine percent decrease. That's all mandated by statute. When they took the school M&L off of the property tax in 2006 they brought the land into the homeowners exemption, they now call it the homestead exemption, and indexed that to the Idaho Housing Index and as the index was going up the market -- the value of the homeowners exemption -- homestead exemption went up. Three years ago it was 104,000, last year it was 101,000, and it's going to be 92,000 this year. So, those of us that have seen values dropping it really is not going to make a bi difference ou still g ,Y get about the same in real terms the homeowners exemption. The resident property -- and this is just to talk about what's been going on in real estate to give you a feel of -- at least what the assessor's office sees going on over here. The single family residential parcel is 30,900 and that's just about a half a percent more than the previous year, 30,700, and that's just about the way it's been all over the county, just very slight -- ve , rY very slight increase in the number of residential parcels. Now, this is the market value, it's not the taxable value, but the market value of single family residential parcels, it's 3.9 billion and that's off about seven and a half percent from last year's 4.3 billion. Probabl . Y one of the most interesting numbers, of course, is what has happened to single famil Y residential over here and the medium decrease for all of Meridian is a decrease of about ten and a half percent. So, it's gone down. That is not as bad as it was last year. Last year was 14 and a half, so we are seeing -- it seems to be decay seems to be slowing down from what -- to put this in perspective throughout the county, north Boise is off about six and a half percent. Meridian --all of Meridian ranges from eight to 12 percent decrease. That 12 percent decrease is in northwest Meridian. The Boise bench is off 15 percent and we do have one -- Garden City is actually -- the median decrease is at minus 20 percent. They have been hit by far the hardest this year. The commercial market value is one billion, eight hundred and eighty million dollars and that's up sli htl 9 Y Meridian City Council May 17, 2011 Page 9 of 54 from the one billion eight hundred and fifty-six million from last year and the median decrease of improved existing is about five and a half percent. I want to talk about the new construction roll in a moment -- for a moment. We just talked about what the taxable value is. That's what you will levy against, but also you get to increase the budget by the new construction, you get to take last year's levy times the new construction, so this number is real important to you, because that's what you could increase your budget if you wanted to and a lot of taxing authorities do just that. Your taxable value for the new construction is 96 million. So, we take last year's levy times 96 million and you could add that dollar amount to your property tax budget. That's down almost 23 percent over last year's 124 million. In 19 -- or 2007 your new construction was 680 million dollars, so it's down considerably. But 23 percent -- that's one of the smallest decreases in growth of all of the different taxing authorities, the cities, the school districts, and the county as a whole. So, you're really doing pretty well there. New construction -- you have 600 new units, about a 16 and a half decrease from last year's 700 units. The commercial, the taxable value is 35 and a half million dollars, and that's almost 27 percent less than last year's 48.9 million. Now, this number here is the new subs change of status and this is just the land that's been subdivided or properties that have had a change of status, such as going from ag to residential or something. This is really important. It is 6.6 million dollars, that's a 74 percent decrease from last year's 25 million dollars and in the context of that to the county, it's 55 percent is typical in the county, where yours is 74. So, it really shows up here, but I think a lot of it is a function -- you were just booming in 2004, '5, '6, in '7, things were just really going well. Your early renewal is off a little bit. It's off about 17 percent from last year's 76 million and the tax burden, that's who is paying the property tax, residential or commercial and residential property owners are picking up 58 percent, commercial is 42 percent and that's just a little bit more favorable -- the commercial -- and I don't have the numbers with me, but I know commercial is picking up a little more the tab, maybe just about one percent, so probably commercial is 43 percent and residential is maybe 57 percent, something like that. Now, if I could just close with just a couple of comments of where the market has gone -- the residential real estate market. We talked about your subdivision lots being down -- change of status. The peak subdivision loss -- this is in Ada county. In 2005 we had 8,200 more single family residential lots being platted in subdivisions. 2010 we saw 1,000. And this year we have 266. So, we might even have fewer new residential parcels than what we had last year. I talked about the -- the change in -- single family residential is down about ten and a half percent. Let me just give you a little bit of history of where we have been since 2005. 2005 saw an increase of median value of single family residential, six and a half percent over 2004. 2006 we saw an 18 percent increase and I remember the people were just going ballistic, how could that be, 18 percent. Actually, I think MLS was about 20 percent. The next year we had 18 percent again. That was 2007. 2008 we really started to see the slow down. We had a one percent increase and, then, 2009 was a 12 percent decrease. Fifteen percent decrease last year. And this year we are looking at 11 percent decrease. I'd like to -- to look at MLS. That number there was -- they are very independent than what my people are doing. I have a great deal of respect for what the appraisers in the Ada county assessor's office do and I feel that we are real close to what the values are. But I do like to have that independent source, it's Meridian City Council May 17, 2011 Page 10 of 54 MLS. Curiosity got me to looking what was the highest median selling price for single family residential in MLS. That is 242,000 dollars in 2006. March 2011 that 242,000 statistic has changed to 137,000 dollars. The last time we had that in Ada county was in 2001. So, we are back to the 2001 prices. It's interesting. The land values are what really drove this -- on of my appraisers termed it it was just chaos in the market in 2005 and 2006. I went back and I found a parcel that sold in 2005 -- September 23rd of 2005 for 76,000 dollars. Just a bare lot. Two months later, November 21st, that bare lot sold for 126,000 dollars. And two months after that July -- or January 16th that same lot sold for 153,000 dollars. So, it went from 76 to 153 thousand dollars in just four months and nothing was done to it. That Ithink is -- really gives you an indication of what was going on. I have got other parcels. I come up with a dozen parcels -- land parcels that sold in 2000 -- 2005 and I will just give you an example of one. A dozen just like this. July 8th, 2005, the parcel sold for 50,000 dollars. Twenty days later -- two weeks, not months -- at 20 days later that same parcel sold for 75,000 dollars. A 50 percent increase in just two weeks. Like I says, I have got a ton of parcels like that. Well, that parcel that went from 76,000 to 153,000, I looked at the assessment on that parcel. The people who bought that in January of 2005 still own that parcel and they have actually. put a house on that parcel. We have an assessment on that lot, that 153,000 dollar lot, that's 44 000 dollars. And I feel that's probably a very accurate description of the value and that just -- it really is representative of most of the .land. So, that's what brought the land down. I just want to close with -- I think I see some signs of improvement going on out there. New construction seems to be quite well. The first quarter MLS statistics in new construction has new construction up 16 percent for the sales price on single family residential and one reason new construction is doing so well is the land values are down, it actually is possible to go in and put a house on that. If you have had a parcel of land that sold for, you know, 75,000 dollars and it was just 25 -- or 50,000 before that, it was really tough to go in and build a house and make any profit on that at all. So, new construction has started to turn around. Secondly, we have a four and a half month inventory on single family residential, that's 150,000 dollars or less. That's really a good sign. That means it is really a seller's market. I had a real estate symposium in my office the other day and one of the participants, a real estate -- a residential real estate broker here in town, he had commented that he has seen multiple offers above asking price, eight to ten multiple offers and that's just really the sign of strength. Now who is buying this? It's certainly just not your people looking for their starter home, because you just can't get money anywhere. Money is just almost impossible. In Thursday's Wall Street Journal there was an article that the fact that banks just aren't lending, people just can't qualify is what's holding this down. But investors with cash -- the are Y paying cash for the parcels and that's what's really been driving this. Just to give you a feel of what it's going to take to get back to where we were, if you use a three and a half percent annual appreciation rate on residential property and that's in the index of '87 through 2009, that three and a half percent for us, that 242,000 parcel, that's 135,000 today. It's going to take 17 years to get back to where we were. So we have got a ways to dig out, but that wouldn't be assuming there is linearity there and I'm not going to go out on a limb in saying that it's going to take 17 years. It's just to give us a feel of what's going on and we could see another real estate boom again. Who knows what's going to be going on out there. But I think we are seeing signs of improvement right Meridian City Council May 17, 2011 Page 11 of 54 now. Certainly the deceleration is decreasing and I think that's -- that's really -- really good. Madam Mayor, Members of the Council, that's my message for 2011. De Weerd: Thank you. Any questions for Mr. McQuade? Zaremba: Madam Mayor? De Weed: Mr. Zaremba. Zaremba: Thank you very much. I always look forward to your report. It's always interesting. And I may have missed this and the answer may have been the figure that you were talking about that dropped 70 percent and other cities dropped about 55 percent. But -- I don't know if this was related or not, but my real question is a year or so ago the legislature .passed something that said that even commercial property, if it wasn't developed yet, could be appraised at farm value or something like that. I forget -- I'm not quoting it exactly, but something like that happened and is that having a very big impact? McQuade: I don't recall that. The only thing that -- I don't really recall that -- that legislation. Zaremba: Anything that would be close to that? May not be remembering -- McQuade: The only thing that comes to mind that was passed last year in the legislature was if there was -- and I don't think this is what you're talking about, but if there was -- if there was some residential property that had at one time been ag and went back to ag, you would --that it would affect the new construction, but I don't think that's what you were talking about. We really do just have to look at the use of the property at the time Zaremba: And in that case the way it's zoned makes a difference. McQuade: Yes. That's correct. Zaremba: Okay. De Weerd: That is what he was talking about. McQuade: Okay. Zaremba: Thank you. Hoaglun: Madam Mayor? De Weerd: Mr. Hoaglun. Meridian City Council May 17, 2011 Page 12 of 54 Hoaglun: I wanted to find out, Bob, if auctions -- how much of an impact do the have? Y In our neighborhood last month there was an auction, formerly a 300,000 dollar house and it went for 90,000. Are there enough auctions to impact values and does that -- is that skewing things outthere orwhat's yourthoughts on that? McQuade: Madam Mayor, Councilman Hoaglun, yes, that really plays a roll and it depends on where you are. We do appraisals by neighborhood. If we have a neighborhood where let's say there were ten sales, nine of the sales were arm's len th g transactions, one distressed sale, we will go with the arm's length transactions. But if you just reverse that with nine distressed sales, we would give all the wei ht to the 9 distressed sales or if it was early in the year, it was an arm's length transaction, but if there was four at the latter part of the year that were distressed sales we would ive g those --those more weight. In fact, I was just in a meeting today where we were talkin 9 about some standards nationally, the standards say that if the distressed sales make u p 20 -- at least 20 percent of the market they have to be considered. The north end in Boise where we are looking at a 50 percent --not north end in Boise, but the bench over by Vista and Overland, that area, where we are looking at a 15 percent decrease in median value, that is because of the distressed sales -- tons of them over there. Hoaglun: Okay. Thank you. De Weerd: Mr. Zaremba, I guess House Bill 645, which is what was passed -- not this legislative session, but the one before, had the major hit to our communit rimaril last Yp Y year and since that already transpired we -- we don't anticipate another big one. That was when tax value of land that was valued as development land converted back to agricultural land. The new construction number that we of last ear, Mr. McQuade's 9 Y office gave us a value of 144 million dollars in May and that was reduced b almost 20 Y million dollars because of that house bill. The annexation number was nine million and it was reduced to five million. So, almost by 40 percent. So, you know, it was substantial, but, again, I think we took the. greatest loss last year, you should not see those same impacts this year. So, with that -- McQuade: Madam Mayor, just to tag onto what you just said, there was one communit . Y that their new construction roll actually went negative by about 15 million dollars because of what you have just described. De Weerd: Wow. Zaremba: Thank you, Madam Mayor, that was what I was thinking of and I'm lad to g hear that it had a short-term effect and won't happen every year. De Weerd: Well, short -- it's all relative. I guess there is a cumulative effect. Zaremba: Compounds over the years. That's true. De Weerd: Yes. Meridian City Council May 17, 2011 Page 13 of 54 Zaremba: Thank you. De Weerd: Any further questions? Bird: I have none, Mayor. De Weerd: Okay. Well, thank you for joining us this evening. McQuane: It's my pleasure. I really look forward to our annual visit and really enjoyed our visit earlier this year. I got a lot out of it. De Weerd: Yes. Thank you for coming by. McQuane: Have a nice evening. It's nice to talk to you. B. Presentation by Marj Dougherty of the Lunaria League Regarding the 2011 Garden Tour and Featuring of Seven Meridian Properties De Weerd: Thank you. You, too. Okay. Our next item we have a presentation on an upcoming 2011 garden tour. I'm very excited to hear about it, since it looks like some of that has shifted to Meridian. Dougherty: Finally. Finally. De Weerd: If you will -- Dougherty: I'm a volunteer. I'm the co-chair of the 2011 Idaho Botanical Garden Tour, which historically rotates throughout the Treasure Valley, the North End, Bench, West End of the valley, and it hasn't been out here for three years and when it was there was only one home in Meridian, the rest were in Eagle. So, this year, since I got to be the chair this year, I wanted to target Meridian, so that we could try to educate the youn er . 9 generations that are living in subdivision-type homes in ways that they can landscape and enhance their -- their homes through beautiful gardens. So, the garden tour --this is the 25th anniversary of the Idaho Botanical Garden Tour. For that anniversary we have ten -- and I think you have the brochure in front of you. Those are validated pa . Y tickets that we are giving you and your family to attend. This year we have ten private homes, seven of them are in Meridian, three are in Eagle, and they sort of run the gamut. We have very large acreages, they are anywhere from five acres to maybe the Carnahans are probably close to somewhere around 15 acres of fully landsca ed p gardens and we have also got at this end from the Cherry Lane area up over to Meridian Greens we have smaller gardens, which are really good examples for people that want to learn how to turn a. little postage stamp lot into something really beautiful. For the 25th we have got music and art in every garden this year. So, garden number one has Opera Idaho singing all day. In the garden number nine in Meridian Greens we Meridian City Council May 17, 2011 Page 14 of 54 ' 'Iharmonic la in all day. The Michael Denard -- Judge have members of Boise Phi p y g d blue rass so we have blue grass all day at his place over in Denard, he wante g , reall varied t e of music and, then, we have an artist doing Spurwing. So, we have a y Yp . ide in the arden, as well as we have a blacksmith from Arbors, Plein Aire, painting outs g will be hammerin out a garden gate. And we have Ada Gates, and Gardens that 9 that will be Garvin . So, we have a little bit of variety of different County Woodworkers g well. So we invite ou all to come and attend that day. It will kinds of visual arts as Y all da to et throu h the whole tour. It will probably take you an hour probably take you y g g throu h the Carnahans, which is sort of our middle of the road base and a half to get g are oin to be uttin on a fundraiser for the Botanical Gardens on garden. They g g p g ' We ex ect about 250 eople to attend that. And, then, we expect Friday night. p p . here around 1500 eo le to attend the garden tour and usually how this occurs somew p p d u in the car -- or cou les do or loads of women and they car pool is families loa p p round and o from arden to garden. So, we don't have any traffic issues, in case you a g g , be wonderin . Actuall ,the gardens in -- the gardens in Meridian, we don t might g Y ' ' an traffic issues. We have a few in Eagle, but not here, so -- so, we wanted anticipate y aware but I know that Dou and Meredith Carnahan have sent you an a-mail you to be g ou aware of the event and ask you to help us promote it, so -- I belong to the to make y ria Lea ue which is a fundraising organization, and so far we have raised about Luna g , 00 dollars 80 000 of that we have given to the Botanical Gardens and the 100,0 , inin 20 000 we ive rants to local communities for horticulture endeavors and rema g g g rants for scholarshi s for these community gardens that are popping up everywhere to g p feed the hungry and anything .horticultural related. De Weerd: That's excellent. Yes, I did get the Carnahans and we will be putting it on cebook and Tweetin about it and so we will do what we canto help spread the word Fa g to let eo le know that this is coming up in our own community. Council, do you have p p any questions? Hoa lun: Madam Mayor, no question, but just to put in a plug for it. Over the years my g . wife has dru me --well, drug --dragging is not a good word, because I enjoy it. g Dougherty: Once you get there. Hoa lun: Yeah. Once I et there it's great, but we have done over the years several of g g these and it's reat to see these yards. I guess my only hesitation on doing it is 9 because m wife is a master gardener and, then, it gives her ideas and that creates Y work, so -- Dougherty: And bills, right? Hoa lun: -- that's the down side. But it really is a great thing to benefit the Idaho g Botanical Garden and the yards and gardens that you guys choose each year are uni ue fun, I alwa s see something different. So, it's -- it's a great thing to do, so It's q Y really worth your time. Meridian City Council May 17, 2011 Page 15 of 54 u hert : I think eve one will enjoy it if you -- if you attend. Dog y rY Hoaglun: Yeah. sband and I are ve excited to join you this year and so we look De Weerd. Well, my hu ry forward to it. Dou hert :Good. Well, thank you very much for your time. g Y De Weerd: Well, thank you. Maybe even on the 10th. No guarantee. Dou herty: I hope that you will all make it on the 10th. 9 C. Sanitar Services Company (SSG) and Solid Waste Advisory Y Commission (SWAG) Joint Report: Discussion Regarding Resurrecting the RecyclinglHousehold Waste Revenue Program De Weerd: Okay. Item 7-C. Steve. Sedlacek: Madam Ma or, Members of the Council, this is a great day in Meridian. Y De Weerd: Yes, indeed. Sedlacek: And I of some ood news for you tonight. I have got a memorandum I have g g ut to ether I think ou have it electronically in your packets, dated today May 17th. p g Y The issue before us is -- we are -- well, we converted to a commingled recycling system in October 2009 and at that time we were paying ten dollars a ton to get rid of that material. So when we, then, converted the waste collection to automated collection we ad~usted the rate to account for the fact that we were paying to get rid of this stuff. And 1 as soon as we did that the markets changed completely and we are no longer paying, the are a in us for it. As a matter of fact, last month we were paid 55 dollars a ton Y pYg for material. So we are now back to where we once were in 2007, where the material now is worth enou h to pay for the household hazardous waste program and give g mone back to the cit . So, tonight I wanted to talk to you about a formula to share that Y Y revenue. The -- I uess the problem with this new system is we could swing back to g a in for it a ain where we have to get rid of it. The old way we collected with source PYg g . se arated materials, we knew we could always sell that material for something and gain p d revenue from it, because it was all clean and source separated. With commingle rec clin the markets are more volatile, so we have gone from paying ten dollars a ton Y 9 to receivin 55. We could go back to paying ten. So, the question before the Solid g Waste Commission was, well, who is going to accept the risk of the down side and in the ast it alwa s was whoever took the upside took the down side and that was the p Y cit .Now when we switched over we knew we would pay and so Sanitary Service took Y -- for the burden of paying for that for six or seven months and I have got the the costs the ro ram are in table two of that memorandum. So, we were paying five -- we were pg Meridian City Council May 17, 2011 Page 16 of 54 ' nd dollars a month and now we are up 14,000 dollars a month. losing five or six thousa ' ' swin . So I have been talking to the Solid Waste Commission So, it s been quite a g , . Clear) the cit in 2000 -- year 2000 -- Ron Anderson specifically was about this issue y Y ut the fact that if there was excess revenue it should be going back to very adamant abo ' how the rate structure was structured. So, the recommendation that I -- the city. Thats that I ave to the Solid Waste Commission last month was that we do or the proposal g ' One is -- if ou see table one in your memorandum there, that's a the following Y he rate structure but that's what our costs are, how much carts cost and breakdown oft , nd franchise fees and those kinds of things and one of the line items is sales tax a ' household hazardous waste. We put that 20 cents per house per month in recycling ause we thou ht we were oing to be paying for this program forever. Of there, bec g g course as soon as we put it in there, okay, we didn't have to pay for it anymore, so -- n a the first ste of m recommendation is that we put that 20 cents up in the base a yw Y, p Y rate for Sanita Services and keeps us still 40 some cents less than the city of Boise s rY rate. And then that leaves -- what do we do with the revenue after household haz ste collection and Iwould -- m recommendation was that the city get 80 percent of wa Y hat and Sanita Service ets 20 and there is no great science knowing what the right t ry g formula is. There isn't a ri ht formula. The question is, you know, how long would it be g -- if we one ative again how long will it go, how deep will it go, will we be paying more g g than ten dollars a ton to et rid of it or will this surge in price continue for a year or five 9 ears or five months. I don't know. No one knows that and so at -- under that formula Y t 100 000 at the current reimbursements that we are getting, the city would get in abou , dollars a ear in revenue that could go back to city projects and reconstitute the fund Y , that was eliminated when we switched to the commingled recycling. So, tonight I m t in to find out if ou'd like to peruse that formula or tweak it. Can I get a reaction from rY g Y ou if ou love it or ou hate it. Also, obviously, if you do want to reinstitute the y Y Y rec clin fund we will need to put more stringent sort of guidelines on how the money is Y g sent. I think some of the money in the past has been a little bit loosely spent. I mean p . it's all been well intended, but we need to make sure we can track how the money is spent and verify that it was spent accurately. De Weerd: Steve, wasn't some of the discussion also looking at kind of benefactor type of ro rams that would be more formally defined and that would be in terms of the pg . com ostin program that had been and talked about and we are having a pilot coming p g u between SSC and Public Works and kind of on what we do with our yard waste, p which has been a bi question. We had the extra week pickup this year and we took full g advanta a of it. But I think something like that should be considered in -- and we know 9 this is a commodit . I mean today there might be extra, tomorrow you might be in the Y hole. So, understanding the highs and lows of a commodity market, which is what drives this, but the composting program I believe that SWAC also talked about the Arts Commission and that it would be -- or that's what my understanding -- that's the report I heard. But that the Arts Commission -r something along recycled with public art. So, those would be two programs would be associated with this kind of an effort that could be also public education as well. Meridian City Council May 17, 2011 Page 17 of 54 or I think the first question is do you want to reinstitute a Sedlacek. Madam May , where the cit enerates a fund of money and, then, the question, formula between us y g ou s end it and certainly recycle commodities -- or recycle art then, would be how do y p om ostin that's rec cling. I believe state law requires that the money or absolutely c p g, Y . hion -- since it comes from our recycling fund it should go into a be used in a fas 'vit as o osed to oin into the general fund or something like that. recycling acts y, pp g 9 De Weerd: Composting is definitely a recycling activity. tel . So I think the Solid Waste Commission, then, would be tasked Sedlacek. Absolu y , f the rules what would an appropriate expenditure be and I'm Just -- I m not a with one o votin member of the Solid Waste Commission, so -- but certainly that message can go 9 back to them. De Weerd: Comments from Council? Rountree: Madam Mayor? De Weerd: Mr. Rountree. Rountree: Certainly the --the opportunity that Steve gives us is a very generous one. ~ lieve that this is mone that could go to SSC and it could be utilized to capitalize their be Y --their business or a bonuses or whatever. But they are making this offer to the city. pY . hink we ou ht to certain) take a serious look at this, reconstituting the formula and It g Y . the fund. I don't disa ree with the comment the Mayor said is that maybe we ought to g look at a different wa of utilizing those funds and the -- the composting recycling Y com onent has alwa s been an issue, it was a tremendous and probably still is an issue p Y with automated collection and I think it would be a great idea to focus some of those funds in startin to look at concepts and utilize the money to do some preliminary g , research and tans and possibly utilize the funds to see if there arent some grants p . available out there to finance the pilots protect, if you will, and ultimately maybe do somethin across the valley that we can utilize the yard waste and the recyclable waste g . . local) and the solid waste coming out of the wastewater treatment facility and that sort y of thing. De Weerd: Well --and we have that project that we will be piloting and so we will know more about it after for that and we have a great example of the recycled public art that we have in Centennial Park that was part of one of our first Old Town clean-up efforts, which was ve exciting. So, we, hopefully, will have some examples of what you can look back at. Any other questions, comment? Hoa lun: Madam Ma or. Steve, a quick question about what is -- what's driving the g Y rec cled market ri ht now? Is it the U.S.market? Is it foreign markets? This is a big Y g 'um in -- as we heard from the assessor, yeah, things aren't going down anymore, but J p we are certain) not shooting upward. So, I was lust kind of curious if there was Y anything out there and what was driving that market. Meridian City Council May 17, 2011 Page 18 of 54 Ma or Members of the Council, and Councilman Hoaglun, I believe Sedlacek. Madam y , '' Princi all China robabl buying steel from us and cardboard and its foreign markets. p y p Y So as Ion as the are oing great, you know, that market is good. paper. g Y g ka . And then 'ust a comment, Madam Mayor. Like Councilman Hoaglun. 0 y ~ J 'eve that's a enerous 80-20 split allows us to accumulate some funds Rountree, I bell g ' ur solid waste committee would be a good place for them to look at and I think o ' s or come u with ideas for recommendations to bring back to us and recommendation p om ostin and was that we have discussed in the past. It's certainly a we like the c p g y . . and see if there is an hin else out there that might be worthwhile to utilize good start Yt 9 those funds for. So, I think that's a good idea. Bird: Madam Mayor? DeWeerd: Mr. Bird. Bird: I too a ree and I think SSC is very generous with the 80-20 split. I also agree g . ith Steve that the -- our rules and regulations for getting the money needs to be a little w ' ter. While we did a lot of ood, some wasn't so good. Not to the -- not because of stric g SWAC or an hin , but I think we just need to take a close look at what we are --where Yt g the mone is oin . I wholeheartedly think that the SWAC committee can come back Y 9 g with something and I would be definitely in favor of it. DeWeerd: Mr. Zaremba. Zaremba: Madam Ma or, thank you. Two comments. The first is a question probably Y directed at our attorne Mr. Nary. I'm in favor -- I'm supportive of the proposed Y , residential rate structure and the way that reformulates it. Since the bottom line doesn t Chan a what is bein char ed overall, is there any reason to have a public hearing g g g ~~ about that? It would seem to me we can wave a magic wand and say it s done. Na Madam Ma or, Members of the Council, I will have to talk with the Finance ~ Y De artment. I don't know if that split -- or how that formula was done was memorialized p . in a resolution back in 2000. Because there is no change in the fee, no public hearing is necessa If the memorialize that in some fashion, then, we should probably do the rY Y same. A ain, 'ust to make sure it's on the record. But, otherwise, no public hearing is g 1 necessary. Zaremba: Great. Thank you. Nary: Steve would knowthe answer. Zaremba: And -- I'm sorry. Meridian City Council May 17, 2011 Page 19 of 54 ' 'Iman Zaremba I can sa that the -- the breakdown is how Sanitary Sedlacek. Counci Y ' down its costs and how we came up with the rate. That rate was not Services breaks -- a breakdown isn't resented to the public, for example, or shown to presented to p finance necessarily. ka . So if we didn't a rove it piecemeal, we just approve the bottom line, Zaremba. 0 y pp , ain as I sa ou can make -- wave a magic wand and change the formula, as then, ag y y long as the bottom line doesn't change. Sedlacek: Right. Zaremba: Works for me. The other was -- and I wish I could remember where I was and who I was talkin with, but somebody within the last few weeks I was talking to 9 . about com ostin and that kind of a program and they told me that there is a mayor p 9 com ostin ro ram oin on north of Parma and I know one of the issues that our p 9p g g 9 Public Works director has told me with us doing a program is that if we are trying to make it a break even kind of a thing or even a money maker, the uses for it -- the eo le who would bu our product are pretty well saturated in this region. Whoever p p Y . was tellin me about the Parma -- or the program north of Parma said they are selling 9 eve hin the can produce to Japan and apparently the Japanese are willing to come ~ g Y , over here and bu it and ship it to Japan. I know it s a country that doesn t have much Y natural resources of their own. Islands. So, let me dust throw that in. I wish I could remember who told me about the program, but I just wanted somebody to know that there may be a market if we go outside of the area. Sedlacek: Councilman Zaremba, Members of the Council, I think that's part of the pilot is to delve further into the markets and we do -- for example, with our grass clippings that we et at the transfer station, to a dairy farm -- I don't know if it's the same one. g There are dai farmers that are doing a lot of composting, they have got a lot of rY . manure and ou add some grass to it and some other things and you have got some Y rett nice com ost. It is very very heavy. The transportation cost for that would be p Y p fair) hi h but if someone is willing to pay that, (wouldn't -- you know, we ship a lot of Y g~ . thin s overseas, we can ship that, too. They send us commodities, you know, clothing 9 and tennis shoes and we send them back metal and cardboard. Zaremba: And I ho a they clean the containers before they put new shoes and send p them back again. Sedlacek: Hopefully someone will clean the container out. De Weerd: Oka . Anything further from Council? So, do -- Mr. Nary, do we need a Y motion? Na Madam Mayor, Members of the Council, yeah, a motion would probably be a ro riate. That way you have at least something on the record to look back at. pp p Meridian City Council May 17, 2011 Page 20 of 54 Rountree: Madam Mayor? De Weerd: Mr. Rountree. ve that we send a ositive response to SWAC in regard to reestablishing Rountree. Imo p cle fund and direct SWAC to explore options for the utilization of the solid waste recy that fund and bring a recommendation back to City Council. Bird: Second. I have a motion and a second. Any discussion? Okay. Madam Clerk, will De Weerd. 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, Steve. Sedlacek: Thank you very much. Item 8: Items Moved From Consent Agenda 6B. Findings of Fact and Conclusions of Law for Approval: MDA 11-003 Meridian Vision by Kevin McElroy Located at Northeast Corner of N. Meridian Road and E. Carmel Drive Re uest: Amend the Existing Development Agreement q . Instrument No.107067262) to Include a New Site Plan and New Elevations De Weerd: Oka . The item moved from the Consent Agenda, Item B, has been Y re uested to continue this item to June 7th. Mr. Nary, do we need a motion? q Na :Madam Ma or, we do need a motion to move that to June 7th. I think it was ry Y inadvertent to put it as Item 8. We probably should have just done it earlier. De Weerd: Okay. Hoaglun: Madam Mayor? De Weerd: Mr. Hoaglun. Hoa lun: I move that we move MDA 11-003, Meridian Vision, to the June 7th agenda. g Meridian City Council May 17, 2011 Page 21 of 54 Bird: Second. ion and a second under Item 8-B, which was the Item B moved De Weerd. I have a mot enda to a rove moving this to the June 7th meeting. Madam from the Consent Ag pp Clerk, will you call roll. Roll-Call: Bird, ea; Rountree, yea; Zaremba, yea; Hoaglun, yea. Y De Weerd: All ayes. Motion carried. MOTION CARRIED: ALL AYES. Item 9: Action Items A. FP 11-003 Waver) Place by Mountain West Entrust IRA FBO Y . Robert Mortensen IRA Located 2510 Magic View Drive Re uest: Final Plat Approval of 25 Building Lots and Three (3) q Common 1 Other Lots on 4.9 Acres of Land .Under Item 9-A is an action item for FP 11-003. I will ask for staff De Weerd. Okay comments at this time. Thank ou Madam Ma or, Members of the Council. This is a final plat for Canning. y Y Place and the lat consists of 25 building lots and three common or other lots Waverly p res of land. It is current) zoned R-8 and is located at 2510 Magic View Drive. on 4.9 ac Y ve an a-mail from the a licant stating that they are in agreement with the We do ha pp ort and conditions of a royal and to our knowledge there are no outstanding staff rep pp issues before Council. With that I'll answer any other questions you may have. De Weerd: Thank you. Council, any questions for staff? Bird: I have none. Rountree: I have none. Weerd: Is the a licant here this evening? Do you have any comment? Okay. The De pp comments are that -- that there are no comments, other than their letter that they have -- the a ree with staff recommendation. Council, any questions? I would enter a Y 9 motion. Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: I move we approve FP 11-003, Waverly Place. Meridian City Council May 17, 2011 Page 22 of 54 Hoaglun: Second. De Weerd: I have a motion and a second to approve Item 9-A. If there is no discussion, Madam Clerk. Roll-Call: Bird, yea; Rountree, yea; Zaremba, yea; Hoaglun, yea. De Weerd: All ayes. Motion carried. MOTION CARRIED: ALL AYES. Item 10: Department Reports A. Mayor's Office: Request for Proposal (RFP) Discussion Regarding Old City Hall De Weerd: Thank you. Item 10-A is a request -- or a report from the Mayor's office, our economic development coordinator. Brenda. Sherwood: Great. Madam Mayor, Members of the Council, thank you so much for giving me this opportunity to come in and have this discussion with you today. I just wanted to give you a brief update on one of the projects that I have been working on. As all of you know, we recently put out an RFP for the old city hall and I do have an eligible candidate. The candidate is looking to create an entrepreneurial think tank co- op. The candidate and their team has been educating entrepreneurs and their independent coach and consultant and what's really neat about the fact that it's a co-op is that it won't be just one organization under the old city hall, it will be several. So, under this umbrella there will be several organizations that will help with a variety of entrepreneurial services, such as a web-based business or helping them create their marketing plan or business plan. In addition, there is also a woman's business center that is also looking to locate within that umbrella. So, basically, what it would be is kind of like what we have done with Meridian Business Day, but it would be every day. So, what does this mean for Meridian? Well, first of all, you know, we currently have an empty building that's sitting there and what it would mean is that we would have several organizations in the city hall that would bring more people to the downtown area, something that we are looking to do and if you have been at the Meridian Urban Market you have seen that it's quite a vibrant community if you give them someplace to go. And so it would mean that there would be more people downtown that would be shopping at our shops, that would be eating at our restaurants, but also I think that each of you know what's been near and dear to my heart and to the Mayor's heart is that we grow our businesses. You know, I quote this all the time and I say to you that almost 80 percent of the businesses that are created in a municipality are created by the companies that are already there and right now you're seeing that nearly 60 percent of those companies are companies that are either start-ups or they are companies that are less than three years old. When jobs have been so scarce, a lot of people are turning to start their own business and right now that entrepreneurial piece is a piece that we Meridian City Council May 17, 2011 Page 23 of 54 could really add onto and it's something that I think is a necessary piece within our larger economic development vision. Excuse me. So, anyway, right now -- and I know that each of you might ask me, well, what about the ground floor and the ground floor I think it will only enhance it, because currently when I first went over and talked with them, the tenants that are in the ground floor, they are kind of disrupted by programming. So, this would be an array of different forums that would help small businesses. So, those people that would come to those forums would now be exposed to the space that we have in the ground floor. So, those are --that's kind of what we are thinking about right now. What are our next steps? Well, because what we are doing, right now we are having the building assessed to find out what it would cost to get it fixed for a tenant. Now, I'm not talking about cosmetics at all. The candidate that came in was very happy with the fact that they would do some painting and get the carpets cleaned. I'm talking about structural. At this point we might think that a coolant, one of the units for air-conditioning is out, but, otherwise, you know, there doesn't seem to be -much more than that. Now, the tenant has, of course, come up with an amount that they'd like to pay to lease the building and I don't have to tell you, but the director of budget has been overseeing this every moment with me and so one of the things, of course, that we don't want to do is accrue any debt. So, we'd like it to be able to self- sustain itself. So, we might have some tenant improvements at the beginning and that's just, you know, the larger items, but it should be offset by what the lease would pay. So -- and it is a three year lease, so that's what we are looking at this point. As I said to you before, I in no way want to accrue any debt with this, we want it to be self- sustaining, and we want it to balance. So, what I'm coming to you tonight is to kind of throw that before you. If this is something where budget and our procurement office and myself could negotiate with this candidate, so that it would self-sustain itself or -- but it could beself-sustaining, is this something that I could pursue. De Weerd: Council, questions? Zaremba: Madam Mayor? De Weerd: Mr. Zaremba. Zaremba: Yes. Sherwood: Councilman Zaremba, Madam Mayor, thank you. Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: Great idea, Brenda. The only thing I would be cautioned about is to make sure in our lease that we are competitive with the private market, too. We are not here to undercut the private market. But in the same token we need to get something in that building. So, I think it's a great idea, kid. Meridian City Council May 17, 2011 Page 24 of 54 Sherwood: Okay. Councilman Bird, thank you so much. Hoaglun: Madam Mayor? DeWeerd: Mr. Hoaglun. Hoaglun: Brenda, when will the -- the review of the building be completed? When will we know if we have some HVAC system updating -- I don't know if plumbing or how the roof is, lighting --what's the time frame forthat? Sherwood: Councilman Hoaglun, Madam Mayor, Members of the Council, we actually have been reviewing it at this point and from what our maintenance has seen it was the air-conditioning unit. So, actually, we'd really like to move this forward, so within the next couple weeks I should have the final budget. Hoaglun: Okay. DeWeerd: I think there was air-conditioning, there was a plumbing issue, there is some roof concerns, but at what levels we are not sure yet. I think what Brenda needs is direction from Council to -- to pursue that, to authorize the appropriate people to go in and assess the building and, then, to work to negotiate the agreement with -- through legal and our purchasing office. Hoaglun: Thank you, Madam Mayor, Brenda. I was trying to remember -- do we have funds set aside for that yet? For -- or does that follow under the general city hall budget? I was just trying to remember and I can't recall, so I -- it's one of those things that if we have to pay 30,000 dollars for an upgrade or something, where are we getting money and so that's a question I have and we can go into that. The other one I had was on tenant improvements with a three year lease I mean that that be something that we can work out those improvements. Hopefully, they are not significant, but be incorporated so we recover those costs within that three year time frame, et cetera, so -- De Weerd: And it won't be anything different than what we already did with the congressional office, with the tenant improvements make sure that the lease did cover those costs and so there wasn't any expense to the taxpayer. Hoaglun: And I guess the other thing I'm thinking of is, you know, we are becoming a landlord and -- but I assume since we are leasing to someone if they want to put signage and all that stuff, they have to go through the planning process and comply with all our ordinances and whatnot, even though it's a city, but we have to do it, they would have to do it. That's -- DeWeerd: Absolutely. Meridian City Council May 17, 2011 Page 25 of 54 Sherwood: Yes. That's exactly how the umbrella will work for that co-op. They will be responsible. Hoaglun: I just have lots of questions, but it doesn't mean I'm opposed to it, I just -- we just have to make sure we have got all our I's dotted and T's crossed. De Weerd: Questions are good. There is a line item budget, as you will see in the upcoming budget. We are starting to work through our Public Works Department and building facilities manager or position to do some assessments of city-owned buildings and start putting them on a more routine building maintenance program, so we never get to a point on our buildings that they are leaking or they are going to cost more when we are reacting, rather than being proactive, and they will be working to get our buildings onto some kind of a schedule, so -- Rountree: Madam Mayor? De Weerd: Mr. Rountree. Rountree: It's great. Let's move forward and get the thing evaluated and put together some kind of proposal and bring it back. De Weerd: Okay. Sherwood: Thank you, Councilman Rountree. Thank you. Any other questions? De Weerd: Thank you. Sherwood: Wonderful. Thank you so much. B. Human Resources Department: Discussion on Committee Review and the Mayor and Council Compensation De Weerd: Item 10-B is our HR. So, I will turn this over to Mr. Nary. Nary: Thank you, Madam Mayor, Members of the Council. Every election cycle our city ordinance requires that we form a committee made up of former Council members, commission members, and citizens to evaluate the compensation for both the Mayor and the City Council positions and, then, I -- what I do is select some people that I have the time and the opportunity to do this and, then, bring them back to you and if it's -- if those names are satisfactory and that's sufficient, then, we will begin meeting here in the next few weeks. We have five people that have agreed to serve. Chris Kline with Edward Jones Investment. Chris has been a member of this committee ever since we instituted this process, so his institutional knowledge I think would be very valuable. Clint Shifflet -- is he the vice-president of -- of the bank, Bank of the Cascades I think, and he's the current president of the Chamber as well. Clint did serve on the last time we did this two years ago. Joe Borton, former Council member, also a local business Meridian City Council May 17, 2011 Page 26 of 54 owner here in Meridian. Dr. Tom Hammand, yet another local business person, he's also a Member of our historic preservation commission, has been for a number of years, and Tom Sauer, he's a local citizen, lives in the Tuscany area and has become involved in a variety of city committees. He doesn't serve in any commissions currently. He's on our board of adjustment. But other than he's been more involved in -- he's come to the SWAC a number of times as we instituted the solid waste recycling program and -- and he's been involved in some of these other city committees and things like that and he was very interested in serving. So, those are the five people that we have agreed to serve. If you'd like me to get other additions we could certainly do that. If you have concerns about any of those, please, let me know. Otherwise we would like to go forward, if that's sufficient for you. De Weerd: Council, any questions? Rountree: Madam Mayor? De Weerd: Mr. Rountree. Rountree: My concern is, one, the last time we did this -- I know the committee met and they did a great job and, then, as a Council we said we were not going to raise any salaries. It seems to me that given the current economic status and the most recent survey that I have seen arraying us against other cities in the valley, my position probably wouldn't change. So, I would hate to see these folks go through this exercise yet again and for the result of us not wanting to move forward with pay increases. So, guess I would ask for a sense of the Council if -- if we got back what we got the last time, which I suspect we will get something similar back this next time, with a recommendation to bump up the salaries abit --and it wasn't a lot. Whether or not we would move to approve them, so -- as opposed to putting these folks through the process one more time. Bird: Madam Mayor? De Weerd: Just to respond, it is -- it is something that is in our ordinance and I believe that is something that Mr. Nary, as he convenes this group, that that -- that sentiment and past discussions are brought into -- to theirs. It is -- it's similar to our impact fee committee and we are required that the impact fee committee meet and hear all the information that what Council does with the input from those groups is certainly your prerogative. But Mr. Nary I'm sure will share some of the past conversations with them. Mr. Bird. Bird: Same. My view hasn't changed a bit from last time, but I do realize that it's something in our ordinance that we have to -- I believe have to go through, as the Mayor stated. If Mr. Rountree wants a consensus, I absolutely have not changed from two years ago with the economic times like they are -- De Weerd: Mr. Bird, can you talk into your mike. Meridian City Council May 17, 2011 Page 27 of 54 Bird: With the economic times like they are I don't believe that this is the time to be giving us elected officials a raise. Take care of our employees. Hoaglun: Madam Mayor? DeWeerd: Mr. Hoaglun. Hoaglun: Yeah. My feeling is the same on that. And I can understand the committee needing to meet in establishing a historical record -- recommendations and taking that salary survey, if they will, to say, okay, this is where we think you should be, but I'm of the same feeling, that, well, where ever we should be, we are not going to go there, but if they come back with a decrease I think we'd have to seriously consider that, but I -- looking at the recently published surveys that I have seen, I don't think that will occur, but I'm comfortable what we are doing right now and looking at the climate and economic times. We have to hold tight, like we do on a lot of things. So, make do with what we have. Zaremba: Madam Mayor? DeWeerd: Mr. Zaremba. Zaremba: I will chime in in support of what has already been said. When we went through the cycle the last time I was advocating that the City Council president be bumped a little bit, even if nobody else was. I have now been that president for a year and a half and I don't believe that the exercise is any different than being a normal councilman. There is an extra meeting or two, but I would not even advocate for bumping the president at this time. On the other hand, if the committee came back with a huge raise, we'd look even better turning that down. De Weerd: Okay. I think Mr. Nary has his --his sense. Rountree: Madam Mayor, I think just as long as the committee understands where it might go and that's important to me, because their time is valuable -- Bird: That's right. Rountree: -- and I think we got a sense the last time was that they were somewhat dismayed that there wasn't action taken on their good work, so -- and it wasn't expressed to them that there might be a rejection, so -- at least at this point you can give them a sense of where we are coming from. Nary: Madam Mayor, Members of the Council, I will certainly do that and I think because some of these members have served on this group before, I think they get that. Rountree: Okay. Meridian City Council May 17, 2011 Page 28 of 54 Nary: So, I do think it's an important exercise, even if it is --even if the recommendation is to leave it the same, I think we need to at least -- we need to do this -- this check each election year to make sure we are staying current and being fair. So, thank you. We will go forward. C. Parks & Legal Departments Joint Report: Discussion Regarding Temporary Use Permits and Special Events De Weerd: Okay. 10-C is our Parks Department and our Legal Department to discuss TUPs. Nary: Thank you, Madam Mayor, Members of the Council. I get to kick off this discussion, but I'm going to turn the majority of it over to Steve and Colin. If you recall, a few months we had a request for a waiver of fees and at that time and that discussion the Council's direction was for the Parks and Legal to go back and evaluate our temporary use permit ordinance and evaluate whether a different exception or a different type of variance, for lack of a betterword, be granted for other types of groups. Currently for temporary use permits the only ones that don't require that is school fundraising activities -- and remember the lengthy discussion we had about car washes and candy sales and those types of things -- and, then, 501(c) qualifying groups. So, basically, nonprofit organizations or nonprofit groups, like the Chamber of Commerce, like a lot of local churches, a lot of charities, all qualify. So, we met with the clerk's office and my office and the parks department to discuss that and, to be honest, Council, it -- we couldn't find another logical break point to create another exception that we didn't feel -- other than, essentially, swallowing the rule completely and creating an exception for everybody. The concern we had was the -- the legitimate legal concern that we would become very arbitrary in what would really be a qualifying group. Right now. those -- those two very narrowly construed groups cover a majorit of the t es of Y Yp requests that we get and as we talked through it as a group --and that's why we didn't turn most of this over to Steve and Colin, we found that the way it's actually being administered is probably as fair and defendable as any practice that we have and to, then, open that up to, essentially, trying to carve out another exception we felt realistically would defeat that purpose and pretty much grant all exceptions to everyone and we didn't think that was really the intent or the desire. So, the recommendation from legal is to not create a new exception, but I think Steve and Colin can explain how they go through this process and give you all a comfort level that we are really truly administering it to the best advantage of the groups that come forward, so that they --we can use the parks as they are intended and, then, as that discussion evolved there is a couple of things that Steve and Colin will want to talk about that we probably need some direction to help craft as we see a lot of change in what people want to do activities in the parks and what way they want to present those. But our recommendation was not to create another exception. We felt it was too risky and very shaky to try to carve out another exception that really wouldn't have I guess a safe ground for defending that, but we felt comfortable that what we were doing now was probably the best defendable Meridian City Council May 17, 2011 Page 29 of 54 position we have and with that I will turn it over to Steve and Colin to talk about how they do this. Siddoway: Madam Mayor, Members of the Council, thank you and I want to thank Bill Nary and legal staff, as well as the clerk's office staff for the follow-up meetings that we have had since, then. What we have for you is three slides that really I think drill down to the main points that we think need some -- either some clarification to you or some feedback from you. You know, they are, first, you know, what is a special event that requires a TUP. Second, what about this idea of the overnight camping and when is it appropriate. And, third, you heard from the barbecue folks .when they were here, a desire to charge admission for events and we need to talk about that as well. So, with that basic introduction I'm going to turn the discussion of the slides over to Colin, he can update you on how we administer current policies and the current questions we have for you. Moss: Thank you, Madam Mayor, Members of the Council. And so the first slide that we have here is just basically, what Bill presented -- or gave you an introduction on, basically, how we decide if a reservation at a park is a special event and so there is three basic things. The first one -- I probably should have rearranged these a little bit, because -- I mean the first one -- I mean number three is -- you look at is an event at a park going to require city services above and beyond what we typically provide for a shelter reservation and so that means, you know, city -- our parks department staff, that means police department, fire department, you know, needing to get involved and so that's the first thing that we look at and one really easy way for us to determine that is we have established maximums for every picnic shelter at our parks and so -- and we have established those maximums based on the amount of room that's in the picnic shelter based on the amount of parking that's available at a park, other variables, and so if there is going to be an event that's there that's -- we know is going to exceed that number, that pretty much triggers the need for a temporary use permit, because it's definitely going to require more services than what we typically plan for and so the one thing that was -- we had thought about putting in here, but didn't was one thing that we used to kind of use as a guide is whether the event is advertised as open to the public to attend. One of the things that we have kind of run into there is that there is lots of church organizations that like to have their picnics and things like that in the park and so, you know, my question to them has been, well, is your picnic going to be open to the public and they say, well, you know, it's open to our congregation, which I guess is technically the public and so, you know, using that formula, even though they might only get 30 people to come to their picnic, we have required them to go through the temporary use permit process and so we have kind of backed off from that a little bit and so knowing that an event like a church picnic, for example, might not have more than the maximum capacity to shelter, we said, okay, we will go ahead and just let you reserve the picnic shelter like a normal reservation and, then, if it gets to the point where it's exceeding what you think it's going to be or if it's exceeded -- if it gets into the realm of needing a temporary use permit, then, we will go down that temporary use permit process. And so we no longer use open to the public, you need a TUP, not open to the public you don't need a TUP. That's not really a cutoff point at this point. And so, you Meridian City Council May 17, 2011 Page 30 of 54 know, when it's a private event --most private events don't --don't need it, but there are some private events that are so large -- like a Scentsy company picnic or a Power Engineers company picnic where they have three, four, five hundred people all showing up at a particular park and they have just got so many activities and things going on that it just feels like a special event and so we want to make sure that we know what's going on. And, then, the other one is a pretty easy breakpoint is right now we have an alcohol permitting system with our reservations and so if you wanted to have your reservation and have alcohol at your reservation you would have to get an alcohol permit through the parks and recreation department, but many of these events want to have alcohol somewhere else besides the shelter. They want to set up a beer garden or what have you and so our basic rule of thumb has been if you want to have alcohol anywhere besides the shelter and so we have had that for softball tournaments before where they want to be able to have alcohol around by the softball fields and so we have allowed that, but they have to get a temporary use permit, so that our police department knows where alcohol is going to be consumed in the park. And with that Iwould --for this first topic I would like to, you know, make it open for comments about how we determine special events in parks. De Weerd: Any questions, Council? Mr. Zaremba. Zaremba: Madam Mayor, just -- on the last subject of alcohol, is there any distinction between whether they are giving it away or selling it? Moss: There is -- I mean there is definitely a distinction as far as the permits that they need to get. As far as whether they need a temporary use permit, there is no distinction. But if they are just -- if they are getting a temporary use permit of -- so, for example, we have a guy that runs a softball tournament every March at Tully Park and he wants -- he wants to have the players have the ability to bring their open alcohol and consume the alcohol around the softball fields. He just needs to get a temporary use permit and let us know that he's doing that. If an event wants to come and have --and sell alcohol, then, we would need to have a business provide a liquor catering permit and submit that to the city clerk's office and so, you know, when there is a business who has a state liquor license --when there is a business like that involved, then, they would have to get a liquor catering permit through the clerk's office. So, as far as the need for a temporary use permit, there is really -- it doesn't matter -- it doesn't matter who is providing the alcohol, we just need to have the temporary use permit regardless if there is alcohol there. Hoaglun: Madam Mayor? De Weerd: Mr. Hoaglun. Hoaglun: Colin, if someone -- if -- let's say a family reunion was coming and they sa , . Y oh, we want to reserve this and the picnic shelter they want to reserve, it's a capacit of Y 60 and they say, oh, well, it looks like we will have a hundred members of the famil , . Y extended family there, then, under this they would require the permit, but if they say, oh, Meridian City Council May 17, 2011 Page 31 of 54 can we reserve two shelters and they happen to be thrifty, then, it's back to a regular event. Moss: Sure. And there is really not that many instances where that is --where we have that capability. And so, for example,. at Settler's Park shelter two and three are right next to each other. Shelter two's maximum capacity is set atone hundred, shelter three is at fifty and so if somebody had apark -- a permit for -- or if somebody wanted to have a party of .150 people, we would require both shelter two and three to be reserved and so, you know, same could go for Tully Park where the large shelter and the small shelter are near each other, but, you know, shelters that are -- that are by themselves, like the neighborhood parks, for example -- the neighborhood parks we typically never allow events that exceed the maximum capacity, just because the parking -- or the maximum capacity of the shelter is based on the parking at all the picnic shelters at all the neighborhood parks in particular, whereas the rest of them they are -- at the bigger parks they are based more upon, you know, how much seating there is in the shelter and things like that. Hoaglun: So, Madam Mayor, just to throw something else out there, for neighborhood night out, if it's a neighborhood park and it's -- a lot of folks walk there, because it's within their neighborhood, the capacity of the shelter will be exceeded, although they bring -- Moss: Right. Hoaglun: --their tents and different things, well, where does that fall? Moss: Well, National Night Out is definitely adifferent -- a different story, because there are so many people that walk there and I guess I can say that that's maybe an exception to the rule, just because, you know, that is a city sponsored event that the Meridian Police Department applies for a temporary use permit for National Night Out and covers all of the neighborhood parks that are going to be hosting a National Night Out event and so in that case, you know, that's probably the one exception that I can think of. Hoaglun: Okay. Thank you. I don't envy your job, by the way. De Weerd: Any other questions? Okay. Moss: Okay. And, then, with that we will just move on to --like Steve said, there are -- there are really two main conditions for --for special events that we wanted to discuss. The first being the overnight camping and these are two things that, you know, we wanted to discuss, because with the --with the growth in requests for special events, in addition to Kleiner Park coming online next year, we are just getting a lot more requests for special events to be able to do -- be able to camp overnight, as well as charge admission to their events. And so we just want to make sure we have some clear direction from Council as to what -- what should be permissible and what shouldn't and Meridian City Council May 17, 2011 Page 32 of 54 so on overnight camping, right now what we allow is if you have amulti-day event and you need -- you're leaving a lot of your event stuff out in the park, tents and vendors and things like that, we -- we actually try to really encourage people to provide some security overnight and so in that case, you know, the Renaissance Fair is probably the best example right now of what -- of an event that's gone multi-days, they -- we allow, you know, six to eight people to stay in the park overnight and take shifts providing security and so -- but what -- what has been requested is that additional individuals, instead of just security, are able to stay overnight and so -- you know. And so there is different kinds of events that -- and individuals might. need to stay on site, even though they are not necessarily providing -- providing security. The best example is for the gentleman who was in front of you a couple weeks ago about the barbecue events that's being proposed in Kleiner Park, they would like to be able to have their cooks stay in Kleiner Park overnight, so that they can cook throughout the night sothat --obviously, it takes a long time to be able to cook their -- to cook their meat and so that's -- that's one example. We wanted to -- to just write down some guidelines, though, of how we want to allow overnight camping, because I think it's -- we have gotten the impression that that's something that we want to allow, it's just we want to kind of put some side bars on when and where we are going to allow it. So, some of the guidelines that I just wrote down here are we only want to allow overnight camping when it's necessary for the successful operation of a special event and so we don't want to just allow anybody and everybody to be staying overnight at a park and also, you know, with special event underlined, we would only allow overnight camping in a park with -- in conjunction with a temporary use permit. and so you wouldn't be able to just stay if you, you know, reserve the picnic shelter for the evening time block one day and the morning time block the next day. So, let's see, camping would be limited only to individuals who have a need to stay on site during the event and so we would just do our best to make sure the number of people who are camping is reduced to the people who really do just need to stay there for that event. Three. We want to make sure that -- that park quiet hours are adhered to. The park -- the times the park is typically closed is a half hour after sunset and so a half hour before sunrise and so we would expect anybody staying in the park at those times would stay quiet so as to not bother surrounding houses. We would prohibit alcohol consumption during overnight camping, even for -- even for events that have alcohol approved during the event, we would say alcohol consumption is approved up until the end time of the event that day or until the park typically closes a half hour after sunset. And, then, we also wanted to have a little bit of control over the location with where people are going to be camping and so, you know, that maybe just the parking lots, that may be just in a certain area in the grass, depending on whether or not we want to allow tent camping versus RV camping and so I would just like to, then, leave this open to -- for discussion with the question at the bottom being sports tournaments, we have had -- well, for several years now we know that we have had RV -- or RV campers staying at Settler's Park, especially during the Dairy Days tournament, but I know during other tournaments that are going on there and so under the current rules that we have drafted that would still --that would not be allowed and so we want to get Council's opinion on when camping should be allowed, RV camping versus tent camping, and where it should be allowed, so I will leave it open I suppose to discuss that. Meridian City Council May 17, 2011 Page 34 of 54 Siddoway: Madam Mayor? De Weerd: Mr. Siddoway. Siddoway: Madam Mayor, Members of the Council, the -- probably the best example is the Dairy Days tournament in -- where we -- in recent experience we have had probably between two and five or six RVs that show up for -- for that event and are there for the weekend. You know, they haven't caused a problem, other than limiting parking availability at movie night that night, but, you know, it's one of those things where we have talked -- we have talked with MYB, encouraged not to happen, but we haven't also taken a proactive stance on chasing them out of the park, we haven't gotten the police involved, they are only there on the weekends when there is not a lot of, you know, staff resources and -- but because we know it's there on a limited basis and there is at least -- I have heard some desire to allow for some stays at tournaments, because I know people like to do that, go to the tournament and stay close to the fields, I thought this would be a good discussion to say do you want us to run them off, would you -- would you like us to allow it on a limited basis. We have the ability to allow it if the Council desires or we can just say if it's not part of your TIP and absolutely necessary, you need to be somewhere else and so I would seek your -- your desires on how you would like us to implement that. Rountree: Madam Mayor? De Weerd: Mr. Rountree. Rountree: It seems to me if it's just a nonregulated situation, either through a special events permit or whatever, though it's not problematic now, it will be as use of the park increases. I also see it -- if we didn't have RV parks in our community or adjacent to our community, I would say, then, we ought to be a little more open to it, but we have some very nice ones in our community that are available to people. We have a number of hotel spaces that I'm sure could be utilized during those events. So, to me -- I don't want to put the city in competition with -- with the folks in business in the city that are providing places for folks to stay in town. I don't disagree with the idea of providing for it with special events where those people need to be on site, whether it's security or they have to be there to -- to make the event work, to me that's part of the special event or the temporary use permit or whatever. By doing that at least you know how many, you know where, you have established some rules for them to follow, the police will know how many, where, and the rules they are to follow, so there can be some enforcement and part of that temporary use permit can be so they know how they need to act when they are staying there, so they clean up after themselves so it doesn't become an issue for waste removal or whatever, but parked in a spot that we have coordinated with other activities that might be in the park, so you don't want them parking in spots that might impact movie night. There is lots of places in most of the parks where people can be accommodated for that. To me this idea that for sporting events at your convenience you can come and park and camp in Meridian's park and it might only be two or three now, but as people see that happening it's going to be more and more and more -- we Meridian City Council May 17, 2011 Page 35 of 54 have a critical problem at tournaments with parking. We have neighborhoods out there that aren't real happy with parking during game days. So, I think we need to put all of that in the mix and come out with some kind of a solution. I think we need to be really cautious as we move forward with what we do allow and what we don't allow, because, again, as the use in the parks grow and you guys both have seen the park usage just sky rocket, it's a problem that we don't necessarily want to .encourage. Siddoway: Uh-huh. Rountree: As far as special events go, I think, you know, that's all tied up in the event. Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: I agree with Charlie a lot of along the lines, but the thing I see in RV parking is most of these teams -- young teams that come in in RVs don't pull a car behind it, so they could go down here and camp overnight, but they still got to park there during the day when we need the parking space. So, I can't see where it's hurting them to stay overnight. On the special events like your barbecues and stuff, they need people to stay there. In fact, you wouldn't want their equipment just left there. It's a touchy situation. I don't have the right -- I don't have the answer right now, but I can tell you that in following the little bit of baseball that I followed with my grandsons, most ball fields do allow RV parking at theirtournaments. Zaremba: Madam Mayor? De Weerd:. Mr. Zaremba. Zaremba: As we .have talked about this before, I have only been visualizing RVs and assuming that they would -- whatever we decide they would be in the parking lot. Something you said as you were describing this earlier made me believe that we are also talking about allowing tent camping and people that would set up with a hibachi and, you know, all their tables and chairs and I'm not as thrilled about that. An RV is self contained, when it goes away it goes away. Tents would do damage to the grass. Hibachi's would do damage to the grass and other stuff, so I -- to me I would want to make a distinction.. I want to go forward with the discussion about RVs, I would like to say no tents. De Weerd: I guess it just emphasizes the need for a clear policy and not something that's arbitrary and certainly don't want to put all the pressure on our parks director on what is allowed and what isn't. You can have RV parking that has tables and their camp stove next to it and takes up more than one parking spot as well. Then you have kids that are in -- in the RV at night and do they run through the park and who is that kid, do they belong with the RV, do they not --again, it gets really subjective and so I think what staff is hoping for is some comments that if they need to come back with clear olic p Y Meridian City Council May 17, 2011 Page 36 of 54 recommendations certainly they can do so, but it's hard once you open up that door, as Councilman Rountree has pointed out, where do you draw the line and maybe, Steve, you have been successful in doing it up to this date. What is the criteria that you have been using? Siddoway: For tents specifically or -- De Weerd: No. I don't think anyone wants tents. For the RVs in any situation other than tied to the event. So, if they are doing it for the baseball fields, again, parking is at a premium and I can't see us turning into a campground during tournaments. Moss: Madam Mayor, Members of the Council, Ijust -- I guess just regarding tent camping --and the only reason I mentioned that in my -- you know, my initial comments was that, you know, that's something that's been requested before and so -- we have never allowed it before, but we just want to make sure that we make that clear and so that I just want to make sure that we are bringing up all the -- you know, all the issues that has come up with overnight camping to have a clear policy moving forward. Siddoway: Madam Mayor and, Colin, for the Renaissance Fair, my preference would be the self-contained RVs, but did they not have a tent with theirs, because they didn't have an RV? That may be the only example I think that they may have used a tent. Moss: I think you may be right. Yeah. Siddoway: So, my preference clearly is for the RVs --the guys that were on security for the Renaissance Fair didn't have one available, they requested a tent. They were allowed to do that. I think they broke it down the next morning before the event happened, so it did not interfere or look like there was a tent set up in the park during the day. Regarding how it's administered, I mean, really, we have been -- number one is key, that, you know, it's -- it's only been permitted when it's necessary for the successful operation of a special event and limited to those individuals that are necessary to be part of that. The sports tournament one is an idea that has come up and what I would say is if that's something we want to allow on a limited basis, I would want to control it better, I would want to work with MYB, set a designated area and limit the number. Either that or just a no tolerance policy and we ask them to leave. But if we designated, you know, the --aback portion of the eastern -- or, sorry, western parking lot closest to the fields, Icould -- I could see something that -- like that happening on a limited basis, but we would just have to be clear as to what the limited number would be allowed on a first come, first serve basis and beyond that they would have to be somewhere else. Hoaglun: Madam Mayor? De Weerd: Mr. Hoaglun. Meridian City Council May 17, 2011 Page 37 of 54 Hoaglun: Question. Is a tournament -- baseball, softball tournament considered -- is that a special event or is that just a reserved event? Moss: Madam Mayor, Members of the Council, Councilman Hoaglun, right now we do not require temporary use permits for -- for sports tournaments. The only exception being the softball tournaments that request alcohol to be at the fields and so MYB has never submitted a temporary use permit. We have never felt it was necessary, because, you know, the very definition of a temporary -- the temporary use in our code is that, you know, it's altering the typical use of a park and that's exactly what the park was built for, so -- and so we have never required a temporary use permit for sports tournaments. Siddoway: Madam Mayor, Councilman Hoaglun, may I -- one thing I would say is -- I haven't got a good read on whether there is a desire to do this or to cut it off, but if there is a desire to accommodate it, I could -- I could see a scenario where we tell MYB, look, no overnight camping unless you pull a TUP for the overnight camping, because that is a use that's atypical of the park. Yes, we have an agreement with you for the --for the MYB fields, you do have the ability to run the tournaments. If you would like to have overnight parking associated with that, we would like you to get a TUP and, then, through that TUP process the police, fire, ourselves could all be notified and we could use that to designate the areas and limit the numbers. Hoaglun: One thing I heard in this discussion, Madam Mayor and Steve, is kind of a little bit of an apples and oranges thing. One, we are talking about overnight camping and -- and I think Councilman Rountree laid it out pretty good, for a special event and temporary use permit you can control it, you know who is going to be there, how long they are going to be there, the rules that the police department knows going in. You have sports tournaments, you don't know how many is going to be there, how long they are going to be there, et cetera, et cetera. But that's where -- and that would be for overnight camping and I like that. The other part, though, I think is the fact that someone pulls their RV into the parking lot the morning of the games and the use it for the team to come in between games to rest up, be in the shade and different things like that, to me that's not camping, it's a use and, then, it's a matter of, okay, are we going to say no RV parking, because of the parking situation, which I don't think we are ready to go there. We know we have parking problems when there is high use, but that's entirely a different issue. So, I just want to be sure we are not talking about limiting parking of RVs during the game when it's not an overnight stay, so -- so that's -- it's not camping per se, so we are just -- I'm -- for sports tournaments, yes, I feel that we don't need them to camp overnight unless there is a special event and a temporary use permit associated with that function, so -- De Weerd: Yeah. I think more the concern has been the after dark presence. Siddoway: So, Madam Mayor, if we were to allow the daytime parking, but no overnight stays -- I kind I heard Councilman Bird suggesting that, you know, these are allowed elsewhere and some support for that, so I just want to -- I don't know if there is a Meridian City Council May 17, 2011 Page 38 of 54 consensus, but if there is I just want to -- it sounds like the closest one may be not to do it, but -- Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: Clarify for me, Steve, is I don't -- you pull your RV in -- when is the parking the most critical, during the day during the game, am I right? Siddoway: Correct. Bird: You pull your RV in -- Brad had avery -- very, very good point. A lot of people bring their RVs so the kids between games and stuff can go in, get something cold to drink, sit in a nice air-conditioned RV or whatever to get cooled off and stuff. Nighttime the parking lots usually aren't very full, are they? Siddoway: After movie -- other than movie night, yes. Bird: You're talking about one night a week. Siddoway: Yes. Just the Friday night of Dairy Days tournament. Yes. Bird: And I realize that most tournaments do run Friday and Saturday in baseball. Like I said earlier, it's a touchy situation. But if you're -- I can't see if -- if you're going to allow them to come in there and park during the day why you can't allow them during the night. And it's not that I'm a hundred percent in favor of having. them park overnight period. Or even be there. De Weerd: I guess, you know, our ordinance says our parks are closed at dusk and that would be the reason why. It's that and it's inviting people into the park after dark and should they be there or not. I mean it's closed. And I guess that's --that's what it comes down to the special permission is sought through the TUP and there is buy off by the police, fire, and parks department that it makes sense and they are now aware that someone is going to be there after dark. I guess those are the delineators forme. Moss: Madam Mayor, Members of the Council, I guess the other thing to throw out there is that, you know, unless we want to make a specific exception for Meridian Youth Baseball, I think Councilman Hoaglun is exactly right, that, you know, if we are going to allow overnight camping I think the best way to do it is to make sure that it's in conjunction with a temporary use .permit, so that. we can have some say over the conditions for when it -- how many -- where it's allowed and how many. The only issue that -- if we allow it -- if we -- you know, if we take out number one and take out number two and say it's allowed for special events, I mean we would essentially be opening it up for any multi-day event for not just the people who have to be there, but for anybody who is associated with the event, anybody who is coming in from out of town and so the Meridian City Council May 17, 2011 Page 39 of 54 Renaissance Fair, for example, they originally wanted a lot of people to stay there overnight, because they have got performing groups coming in from out of town and they would -- they really wanted to stay in the park, but we limited it to just security personnel. And a Renaissance Fair type event, if we, you know, allowed -- like I said, unless we wanted to make some specific exclusion for Meridian Youth Baseball to be able to have RV camping, we would really be opening the door for allowing any event to have anybody stay in the park. I mean, you know, we could limit the number, of course, but it wouldn't just be limited to sports tournaments is what I'm trying to say. De Weerd: Well -- and, then, I think you need to get an RV so you can be the camp host. Moss: That actually sounds like a lot of fun. Rountree: Madam Mayor? De Weerd: Mr. Rountree. Rountree: I get the sense that we are here tonight because the parks and recreation folks seem to think we want something different than what's been going on. My opinion is that Steve and staff has done an excellent job interpreting the tools they have and as far as I'm concerned they can continue to do that. I do not want to change their mode of operation, I don't want to give them direction that I either do or don't want RV parking. You have used your discretion in allowing it at times and not allowing it at others. I'm comfortable with that. I think if it's working for you, let's not figure out how to break it for you. Siddoway: Okay. Rountree: Okay? Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: I wholeheartedly agree. If it becomes a problem that -- but I don't see it has. I mean I can name you quite a few campers that have stayed at Fuller Park for baseball tournaments and to my knowledge --and you talk about limited parking -- Zaremba: Madam Mayor? De Weerd: Mr. Zaremba. Zaremba: I can agree with the consensus that appears to be being built here. I just would change one thing and that is if you have written policies or it's just mental policies or whatever, I would change the word camping to RV parking. My sense is that Meridian City Council May 17, 2011 Page 40 of 54 camping to me implies tents and whatever your olic is I think it should . .. p Y be for or against or limiting or quantifying RV parking and my opinion would be there shouldn' t be any tent camping. Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: I think we need to take the short version of our le al attorne and . g y dust leave it alone. Like Mr. Rountree said, leave it alone. Siddoway: Madam Mayor, we have been loin our best to administer this. g Like I say, we do have the tool to make determinations at a department level. We will contin ue to do so and we just -- we wanted to bring forward and let ou know how Y we were managing that based on our internal criteria. I sense that there is some ener -- g al a comfort level with that and I would say we will just continue to do so. We alw ays have the ability to change this, because they are internal olicies and if we -- if w p e have an issue come up, we would be happy to change this in the future. Oka ? We do have one last i y tem. We only have three slides. We thought we were oin to be done a little 9 g quicker, so this is the last one. Moss: Madam Mayor, Members of the Council, the last issue is whether or not event organizers should be able to charge admission into their events and so at the to pofthe slide is our current philosophy, which is basically -- our hiloso h has been p p y the parks are open to the public and they should stay that way and that if an event wants to have -- if an event organizer wants to have activities, that the can certain) do tha Y y t and they can charge for some of those activities, but they cannot ro a off or fence off or s ' p ection off an area of the park and charge admission for somebod to enter that ar Y ea of the park. And so, you know, work grounds up until now have been ou know a br Y acelet system where, you know, if you have all the activities inside the event area are fre e, then, you charge -- you have a booth and you char a for bracelets an bod th g y y at has a bracelet can participate in the activities, anybody who doesn't have a bracelet can still browse the events, but they can't do anything until the o bu a bracelet. An Y 9 Y d so, you know, obviously, we can have food vendors who char a admission we can g have, you know, vendors who sell lots of different thin s that can char a for their 9 g goods and services, but we have never allowed an event organizer to -- to char a admission g and so this is something that's come up with a couple different events in the ast tha . , p t we have not allowed, it s coming up more regularly now and so we want to et so g me clear direction on that. I wrote up, you know, kind of a draft hiloso h of what -- p p y what it could look like if we do want to decide to charge admission. One note that ou y know, dust in doing some research on the topic, Boise Parks and Recreation -- I talked wi th Ginger Jewell there, who is their special event coordinator and their hilo p sophy on special events is the same as our current one is. They do not allow an s ecial events to ch y p arge admission to the park and so Arts in the Park, you know, their movie ni ht ro ram beer fest g p g ,any other big event that you could think of in --that occurs in Boise is the same way that we do it where people can browse the event the y can walk Meridian City Council May 17, 2011 Page 41 of 54 through and not have to spend a dime if the don't want to but if Y they want buy any goods or participate in something, then, the event or anizer has the o i . g pt on to change admission for those things. So, with -- Siddoway: To follow up on that, one of the reasons wh this is before Y .you is because when the barbecue presentation was made he -- he mentioned to Council tha t he would like to fence off a portion of Kleiner Park, have a booth, re uire an admission -- q of like a donation to the Meridian Food Bank or if they don't do that then the have y to, you know, pay to get in and, then, they would also pa se aratel for the food tha Y p Y t they would buy. I m uneasy about the idea of fencing off part of the ark and I real) -- I like p y the .idea of having the park open to anyone that wants to walk throu h. I'm fine with g them charging for the meals and charging for the food and the can have a -- ou know Y Y , a ticket booth and they can sell wrist bands or they do that thin ,but I'd reall like the g Y park to stay open to the public to just wonder through as they wish. So, I know that was an important point to him as he presented that and really wanted to control that area and fence it off. So, we have tried to put some thought into how we ma want to do -- Y may be able to do that if the Council wants to. But our current philoso h -- like I sa p Y Y, we verified that it does match how Boise requires their special events to run and it's the one I'm currently most comfortable with. But we would seek your -- your feedback. I believe Savor Idaho that was trying to come to Kleiner Park also was wantin to fence g off a portion of the park like they do at the Botanical Garden and charge admission. Moss: We had a request from the Knitting Factory to host concerts in the ark and p charge admission. The Renaissance Fair wanted to have an evening pla and char e Y g admission to get into -- to get into the seating area, essentially, and so those are the kinds of requests that we have had and so -- Siddoway: We seek your direction. Moss: Exactly. Nary: Madam Mayor? De Weerd: Mr. Nary. Nary: Madam Mayor, Members of the Council, as you can imagine one of the bi est 9g concerns about that is the liability and recreational use immunity that we have by allowing free access to the park goes away. When you charge to enter the area you no longer have that immunity available to you, which means that liability either is absorbed by the city or absorbed by the event. Now, I'm sure some of the events would be ha ppY to absorb that or would get insurance for that, but as we all know that's -- that alwa s . Y sounds great on paper, it doesn t necessarily work out that great in the realit . . Y Someone at an event gets injured significantly and they are going to look to the cit Y first, we are going to try to pass that off to the vendor, we are going to negotiate with insurance company, we are going to be -- it's problematic and, again, the -- you know, think the -- as we discussed this today, you know, I think the policies the park has tried Meridian City Council May 17, 2011 Page 42 of 54 to -- helps avoid I think the public's perce tion that I a for thi p p y spark and now I got to pay to walk into this space and I know there certaint are eo le y p p that would have concerns from the public about having to pay just to enter an area of the park, whereas we don t have anybody that has an issue about havin to a for -- g p y pay to purchase items or pay to purchase food or those kinds of thin s. But the liabilit . , , g y certainly is the -- isthe most significant concern that we have and so that's wh it's in fron y tof you. De Weerd: I guess, Mr. Nary, the only -- the onl situation I could s Y ee the fencing makes sense is when you are serving alcohol and havin it a beer arden or g g whatever, so you can better control, you have checked the ID of the peo le in that section and that p they are allowed, under the catering permit, to be drinkin alcohol. In that r g egard I would imagine just for their liability they would need to do somethin like that. g Nary: Madam Mayor, Members of the Council, yeah, I mean there is two wa s of loin Y g it and you re absolutely right, Madam Mayor, a majorit of circumstances that we see . Y they will fence off an area that's a beer garden, everyone that enters that area has to be 21, they check IDs, they don't allow the alcohol to leave the area. In talkin with m . g Y staff -- and I dont know if Colin got that same discussion with Boise arks but the p ~ y have a large event in the Boise parks now called the beer fest and the allow eo le in . Y p p it and they wrist band everybody. So, if you're, you show an ID, ou bu a wrist band ., Y Y , now you re eligible to have beer. The entire area is where the beer is contained, but children are allowed in that area, so you can bring your family, but ou et a wrist band . Y g , they don t. So, you can certainly do it either way. It's certainly easier to contain from a beer garden standpoint from the vendor's perspective that may be the safest. The h Y ave tried that in Boise, I think the beer fest -- I think last year was either the first or second year, so they have only done it a few times, but they have been able to olice it . ~ p that way. So you can do it either way, which you re exactly right, I mean ou want to . Y make sure its contained, controlled, IDs are checked, it doesn't leave the area and those kinds of things. It's little different than they have in the Boise arks. Our arks . p p dont allow alcohol except with a shelter permit. Boise parks allow alcohol eve here . ., . , ~ in the park. So, it s not prohibited to have alcohol in the park anywa . So it's a little bit Y of difference there dust the way their ordinances are set up versus ours. But, an a Yw Y, they do it two different ways, so there is -- but both ways you want to make sure it's controlled. Siddoway: Are there any reservations among Council, Mayor, with the current philosophy staying where it is? Rountree: I have none. Siddoway: Okay. De Weerd: Mr. Zaremba. Zaremba: Everybody is shaking their head, but I'll say it out loud, I think the current policy is fine. Meridian City Council May 17, 2011 Page 43 of 54 Siddoway: Okay. We will indicate that -- we will kee en ' p forcing that policy and communicate that to the special event organizers whoa roach us. pp Zaremba: Madam Mayor? De Weerd: Mr. Zaremba. Zaremba: I would add to that for some future thinkin -- if we continue to g get a lot of requests for people who want to have an event that the can control the entrance to i Y t by charging, we may at sometime want to have an event center that we could sa y, okay, we have a place where you can do that. You cant do it in eve ark but here is an rY p , event center and you rent it for two, three, four days. Just somethin to ut on the list g p for future capital. Siddoway: Down the road. Put that on the wish list. De Weerd: Yeah. Wish. Dream. Moss: Thank you. D. Parks Department: Budget Amendment for Parks Maintenance Facility Property in the amount of $540,000.00 De Weerd: Thank you. Okay. Steve, you're the next two items. Siddoway: I will try to make this fairly brief, Mayor and Council. I believe the first item on the agenda is the budget amendment; correct? And, then, the second item is the purchase and sale agreement. So, I will take them in that order. About 11 months a o g in June of 2010 we began our search formally for a new maintenance buildin facilit . g Y site. We worked with Colliers International, identified multiple locations, narrowed those down to five and, then, down to three. Worked through some conce t tannin and pp g reached a top choice. We have been in negotiations with that --that top choice site, it's at Locust Grove and Lanark, with frontage on Locust Grove Lanark and Nola. The site is 5.45 acres per the assessor's office. We have been working with the owner Mr. Arthur Berry and have negotiated a purchase and sale agreement with them in the amount of 830,000 dollars. We have 300,000 dollars currently budgeted in our land acquisition account. We need an additional 530,000, plus 10,000 for due dili ence g process and closing costs, so you have a budget amendment before you for 540,000 and I will stand for any questions. De Weerd: Thank you. Council, any questions? Bird: I have none. Rountree: Madam Mayor? Meridian City Council May 17, 2011 Page 44 of 54 De Weerd: Mr. Rountree. Rountree: I move that we approve the budget amendment re uest for amou q nt not to exceed 540,000 dollars. Bird: Second. De Weerd: I have a motion and a second to a rove this. An discussion? pp y Madam Clerk. Roll-Call: Bird, yea; Rountree, yea; Zaremba, yea; Hoa lun ea. g ~Y De Weerd: All ayes. Motion carried. MOTION CARRIED: ALL AYES. E. Parks and Legal Departments Joint Report: Purchase and Sale Agreement Between the City of Meridian and Arthur Berr y for the Purchase of Approximately 5.45 Acres of Bare Land for a Not-to-Exceed Amount of $840,000.00 De Weerd: Okay. Steve. Siddoway: Madam Mayor, the next item is the purchase and sale a reement. as 9 , negotiated with Mr. Arthur Berry and his partner Doug Tamura. We were successful in receiving original signatures and the deputy city clerk has that toni ht available for g signature. If approved tonight we have a 30 day due diligence period built in to move before closing and we are lined up with -- ready to perform that due dili ence be innin g g 9 tomorrow and I will stand for any questions. De Weerd: Council, any questions? Rountree: I have none. De Weerd: Okay. Rountree: Madam Mayor? De Weerd: Mr. Rountree. Rountree: I move that we approve the purchase and sales a reement between Cit of g y Meridian and Arthur Berry for the purchase of bare land and authorize the Ma or to si n Y g and the Clerk to attest. Bird: Second. Meridian City Council May 17, 2011 Page 45 of 54 De Weerd: I have a motion and a second to ap rove this item. If there is n p o discussion, Madam Clerk. Roll-Call: Bird, yea; Rountree, yea; Zaremba, yea; Hoa lun, ea. 9 Y De Weerd: All ayes. Motion carried. MOTION CARRIED: ALL AYES. Siddoway: Thank you. De Weerd: Thank you. Zaremba: Madam Mayor? De Weerd: Mr. Zaremba. Zaremba: While Mr. Siddoway is still available, I understand that this evenin he . 9 attended the first basketball games in what was formerly the inline skate ark in Heroes p and I dust wondered how that went. Siddoway: I was there tonight, Madam Mayor and Members of the Council. It was their first night of having the PAL basketball program in the new basketball standards that we installed over the last couple of months. It was fantastic. There was -- eve one of the rY six courts were in use. They had, you know, four games back to back lined u and the p park was full. So, it was fantastic to see. They pulled it off in short notice. I will re ort p that they did provide the 8,000 dollar check as promised to Council before we proceeded with the construction and that's been applied to finance. So, it was nice to see it kick off tonight. Zaremba: Thank you. F. Public Works Department: Budget Amendmentfor Inventor Y Control Specialist De Weerd: Okay. Next the item is under Public Works. Hi, Rich. Dees: Madam Mayor, Members of the Council, good evening. I don't know if that will stay there or not. There it is. It's just a bolt. That's all it is. I don't have the clicker thing, so -- Anna? I don't have the clicker things on there, can you ive me the -- ah. g no. There they are. Thank you. Nary: You know, parks only had three slides, just so you know. Dees: Thank you, Mr. Nary. I only have 110. Meridian City Council May 17, 2411 Page 46 of 54 De Weerd: You only have a hundred; right? Dees: No. You know, the chief of police --there it is. The chief of olice accused us of p having 40 slides. I only have six this evening. I undershot a little bit. So can ou tell -- Y oh, he left. Hoaglun: Thought you had 40. Dees: It's just a bolt. That's all it is. I was going to do a uiz and ask ou how much q Y you think that bolt costs, but I will tell you in the interest of time. It's about 20 bucks. It's a 20 dollar bolt. It's pretty expensive for a bolt, not very bi , 'ust a little thin but as 9 1 g, Paul Harvey said, now for the rest of the story. Invento control s ecialist is what we ry p are asking you to approve this evening. The amendment you have before ou is a -- Y not only a no cost amendment, but its also going to be a cost savin s amendment when 9 we get all through with it. We are asking you to convert a vacant services coordinator position in water to an inventory control specialist position. It won't re uire an bud et q Y g changes whatsoever and, again, as I say, it's a cost savin s amendment. There it is. g We do have a need for an inventory control specialist. We don't have an ade uate Y q control over the inventory we have. Inventory is scattered all over the de artment. It's p everywhere in cubby holes, it's in lean-tos, it's in buildings, but it's certain) not Y organized. Spare tracking doesn't really exist in anything that we have. The condition is unknown. We had a motor the other day, we had to o ut it into a clarifier. It was g p brand new we thought. Been sitting around for about five ears. When we ut it in we Y p found out it didn t work. We had to go replace it again. So, the motor condition was unknown. It was sitting in an open lean-to for storage, so it wasn't ro erl stored. We p p Y make a lot of duplicate purchases and we have a lot of obsolete items. Our )ants are p very new, our equipment is new, and so we have a lot left over, we just flat don't need, but it's still stacked up and you can see some of the pictures there. There is no financial accountability, which is not a good thing. The parts you see in the ictures ran a from p g dust a few dollars to over 2,500 dollars apiece in those two pictures ou see there. We Y have got tens of thousands of parts in different locations scattered throu hout our 9 department. One of the things that we did is we looked around and tried to fi ure out . 9 what kind of guidance do we have for inventory control. Wh do we need invento Y ry control? Who says we need inventory control? The -- the American Public Works Association best management practices says inventory control is somethin ou need if 9Y you want to maintain good asset management. It requires a robust system, so that we can control what we have and how we spend it and when we get it. We actual) went . Y and dust like Mr. McQuade did, we got an independent contractor to sa will ou come Y Y and assess and try to figure out what we need for inventory control, the did it was . Y , Brown and Caldwell, and they confirmed that we did, indeed -- we do indeed need to have an inventory control system in place within the city. Certain) within ublic works Y p department. So, our request this evening is pretty simple, we want to convert a vacant services coordinator position to an inventory control specialist and, then we want to move that position over to the business operations manager, because it doesn't do 'ust wat ~ er or wastewater, it does the entire Public Works department. So, it encom asses a p Meridian City Council May 17, 2011 Page 47 of 54 lot of things, not just those two divisions. The benefit are -- should be obvious. If not we will go over them very quickly. It certainly enables us to implement our re air c cle p Y business model. We have a model that tells us how we should re air thin s. You p 9 talked about maintaining the old city hall today, you talked about establishin a PM g program. Well, in order to implement programs like that you need to have a ood g inventory control system right at the core, so you can know where the parts are to do that. It establishes a stock control activity, certainly centrally mans es our su lies and g pp inventories and it capitalizes our purchasing power. We are not takin advanta a of 9 g that fact that we can buy less expensively than most people can, but we don't take advantage of that at all. It reduces waste and certainly in efficiencies and unnecessa ry duplication. Our stock control system is modeled after the Indust leaders of stock ry control, so have picked the best of the best and that's how we have crafted our s stem Y that we want to implement. As I mentioned it s dust a bolt, 20 bucks. We have of a 9 hundred of these in stock. We don't really need any, because we can et these bolts g downtown at a local market within 15 to 30 minutes, so we can let someone else store it for us, yet we have a hundred of these. Now, how did we get a hundred of them? Nobody did anything wrong. It wasn't because people were t in to do somethin ryg g incorrectly -- we needed the bolts. We had a problem. So, people ordered. the bolts. They didn't order just three if they needed three, they ordered -- well, let's see we need two more for spares and so they bought five and, then, when they of the five in the . g Y may have misplaced them, so they had to do it again and they put them in one of those cubby holes that you saw in the pictures. They were misplaced. The don't cost too . Y much, so they didn t raise any red flags certainly when we were bu in bolts, 20 dollars Y9 apiece times five, not much money, it's a typical invoice. We didn't use the rinci le of p p economic order quantities. If we did need 50 bolts for a particular project, we certain) Y didn t order 50 bolts or think, well, let s see, do we get a break if we order 60? That wasn't even part of the equation. So, it was just a bolt after all and we didn't real) do Y anything incorrectly. We did exactly what we have been doing for the last number of years. In fact, this has been happening for a number of years and we are not uni ue. It . q turns out in many cities, as we found out from our contractor, throu hout the state 9 , throughout the nation, they have the same problem. So, our problem is not uni ue to . q the City of Meridian at all, but we would certainly like to fix it and as Paul Harve would . Y say, that is the rest of the story. We want to make sure that we don't bu too man of Y Y those and although we are talking about just a bolt here this evenin costin 20 bucks 9 g multiply that times tens of thousands of items costing more than 20 dollars and now you're talking about a fairly large investment that we have laying out there that we need to get our arms around and that's the reason we want to start an invento control ry program and, in fact, hire an inventory manager. Do you have any questions? Bird: Madam Mayor? DeWeerd: Mr. Bird. Bird: Just a statement. Rich, I agree wholeheartedly with you. We should have little or no inventory. The only inventory we should have if somethin if it's a Ion lead item and g g they --with pumps and stuff like that they are pretty available local) . I would -- I would Y Meridian City Council May 17, 2011 Page 48 of 54 think if we had over five percent of our assets in inventory we are too high. A good inventory person can safe us money. We thought we got a lot of waste out there that we are going to have to throw to a junk from the looks of the pictures you took. I'm in favor of it. Also we need to make sure that it's done right and it's kept up to date and somebody don't get lackadaisical and you say buy right, well, if you only -- if you need fifty and you buy sixty, you're not buying right I don't think. Buy what you need, because every month that they sit on there is costing you money. It's cash flow. Zaremba: Madam Mayor? De Weerd: Mr. Zaremba. Zaremba: Thank you. I think it's an excellent idea. I -- in having the thought presented, having control of our inventory is important. I agree with Mr. Bird that 'ust in time 1 purchasing is a good idea, but we need to know what inventory we have to begin with, be able to use that up if possible. The mind expands into thinking, okay, who else needs this. Many of our departments really just have office equipment, but, then, the Parks Department and the Police Department and the Fire Department have a lot of spare parts and inventory and other stuff. So, I wonder whether this ought to be kind of a city-wide position or are you assuming -- or rather -- let me put it a different way. Would it be possible that the person that reports to Public Works would have the time to handle four other --three other departments as well? Dees: Madam Mayor, Councilman Zaremba, it depends. We think for the first little while it's going to take one person a great deal of time to get their arms around just what we have in Public Works. We talk internally about expanding this citywide, but we think initially we are going to have to .concentrate on what we absolutely know is -- needs to be fixed and that's going to take some time and we'd certainly like to take the opportunity to take that time and find out what it's going to take. Can we do it? Well, software wise we already own the software. Hanson software has it and does it. We already own it. It will certainly take care of the entire city. Hanson has that capabili . tY No problem whatsoever. Do we have the band width, if you will. With one person to do the entire city, I don't know the answer to that question, but certainly it is somethin we g absolutely should look at. Rountree: Madam Mayor? De Weerd: Mr. Rountree. Rountree: By your pictures and knowing full well a good share of your invento is also rY roaming around the streets in the back of pickups, do you have space to centrally warehouse these and distribute these items, given the state that you have shown us in your pictures that they are spread around in the various departments in various buildings and, again, on your mobile platform. So, is that something you have looked at and where are you going to do that? How are you going to do that? Meridian City Council May 17, 2011 Page 49 of 54 Dees: Madam Mayor, Councilman Rountree, the answer --.the short answer is yes. We would like to establish, if you will, a small warehouse, one at wastewater and one at water initially. There are spaces there. We certainly want to secure them -- clean them up, secure them so people can't just start randomly pulling and pushing, but there are spaces there and right now more than adequate to take care of the inventory that we should have now. As it grows centrally warehoused items make a lot of sense. Certainly something here in City Hall for the -- I know John -- John's working on some stuff for us now for City Hall for the paper products, having that centrally located and centrally dispatched with paper products just inside the city will save us a ton of money. So, it might make sense later on to centrally locate everything. Rountree: Thank you. DeWeerd: Mr. Hoaglun. Hoaglun: Madam Mayor, my comment was going to be a motion if we are ready for that. Bird: Go ahead. Hoaglun: Madam Mayor, I move approval of the budget amendment for Public Works that would move the vacant services coordinator position into an inventory control specialist that would report to the business operations manager. Zaremba: Second. De Weerd: I have a motion and a second to approve the item in front of you. Any discussion? Madam Clerk. Roll-Call: Bird, yea; Rountree, yea; Zaremba, yea; Hoaglun, yea. DeWeerd: All ayes. Motion carried. MOTION CARRIED: ALL AYES. Dees: Madam Mayor, Members of the Council, thank you. G. Public Works Department: Discussion on Possible Amendment for a Geographical Information System (GIS) Technician Resulting in a Savings in Personnel Costs of $21,934.00 De Weerd: Okay. Our next item is Item 10-G, also Public Works. Good evening, Warren. Meridian City Council May 17, 2011 Page 50 of 54 Stewart: Good evening, Madam Mayor, Members of the Council. It's ' good to be with you. I may not speak quite as eloquently or as humorous) as Rich does but h Y opefully, I can get the information to you. Tonight -- De Weerd: And how much did you pay him for that? Nary: Maybe he should have Doug come stand u here p Stewart: Maybe. Yeah. Where is the little box that I usual) hit. Oh. Ok ' y ay. Don t need it. I m here tonight seeking your approval for an enter rise fund bud et amen p g dment that will essentially take our halftime GIS position to a full time osition. p In order to accomplish this the Public Work Department will be eliminatin a funded but u ' g nfilled development analyst position within development services. The overall r esult of this amendment will be the elimination of a halftime FTE within the Public . Works Department. This will result in a decrease of almost 30,000 dollars to our ov erall budget this year and moving forward. This change will enable the Public Works D epartment to meet the current GIS workload, as well as support the GIS Ian cit ide. p yw The Development Services analyst -- excuse me -- the develo ment anal st o ' ' ' p y p sition within Development Services is being eliminated for the time bein because h .. , , g, t e economic conditions haven t warranted filling that position. Recent statistics that I heard both from Development Services and also from a BCA meetin that I recent) atten ' . . , g y ded, indicate that this summer they anticipate both construction and develo ment to ' p be similar to what it was last year. So, we don't anticipate a rest increase in that need. .. 9 The need for additional -- the additional half time Public Works GIS resource is du e to seve ra I things. One, GIS technology and software has created an o ortunit for im r pp y p ovements and also for increased utilization of GIS data and that reco ninon and realiz ' g anon has increased the need or the requests, both internally and external) for GIS informati Y, on. Also the recent implementation of Arc SDE, Hansen, Accella Info-Swim In - . fo Water, and the vital valve turning software, along with additional GPS software and user support have added to the work load of the GIS staff within Public Works. There is als 0 a growing list of data layers to be maintained. Currently the Public Works De artment GIS team m p aintains 33 data layers in the GIS system and that continues to increase. The real significance of this additional work -- or the im ortance of this addition p al work is it allows the city -- the rest of the city staff to make better and more informed deci i sons as we move forward. Although the need for the additional GIS ersonnel resources is p due to the increased workload within Public Works, the ro osed bud et amendm p p g ent is in alignment with the city-wide GIS plan and Public Works has also s ent some time . p coordinating and working with the IT department, as well as the cit -wide GIS team in y insuring that the amendment that you are -- that you see before ou toni ht is in . Y g alignment with that plan and is supported by the city-wide GIS team. Man of the task . y s and deliverables as you may know that are identified in the cit -wide ro ram have Y p9 Public Works elements and we anticipate working collaborative) with the GIS team cit Y Y wide in order to see those projects come to a successful com letion and we know that p these resources will be utilized in that way, but they will also be utilized to basicall sans the curt Y fy ent need that we have within the Public Works De artment. And with p that I will stand for any questions. Meridian City Council May 17, 2011 Page 51 of 54 De Weerd: Council, any questions? Bird: I have none, Mayor. Rountree: I have none. Hoaglun: Madam Mayor? De Weerd: Mr. Hoaglun. Hoaglun: I move that the budget amendment be a roved movi pp ng the vacant development analyst position into the full-time GIS technician osition. p Rountree: Second. De Weerd: I have a motion and a second. An discussion? Seein non Y g e, Madam Clerk. Roll-Call: Bird, yea; Rountree, yea; Zaremba, yea; Hoa lun ea. g ~Y De Weerd: All ayes. Motion carried. MOTION CARRIED: ALL AYES. De Weerd: Okay. Our next item -- Rountree: Madam Mayor, before we leave that topic -- and I know the Public Work s guys are about ready to leave, but --and this is for Bill as well. As ou move towards a Y more robust system or maybe you can do it now, it would be interestin in a worksho . g p for some of the folks up here that arent familiar with what GIS can do to do to real quick and simple demonstration of Public Works, Plannin ,Finance and all the folks .. g that are utilizing it and the kinds of information they can access to make their 'obs easier. Hopefully you re near there or maybe you already are there. I know I worked with Anna on some things and it's -- it's the wave of the future, if we are oin to do it g g and we are doing it, we need to continue it, as opposed to just bein a database it is an ., 9 , information system. So, it s how you manipulate that data to make the information and that's what's neat about that. So, you guys might want to et to ether and do a 15 9 9 minuter on how the various departments are using it with a demonstration. Canning: Madam Mayor, may I ask a quick question? Yeah. I'm over here on this side. De Weerd: Who said that. Meridian City Council May 17, 2011 Page 52 of 54 Canning: Madam Mayor, Members of the Council, would ou like that in con'un ' Y ~ coon with the presentation on the GIS plan itself or would ou like us to save that for our Y y budget hearings? Rountree: However -- my preference is however it works with ou. If it's easier then Y , then, fine. Canning: Okay. We will figure out something, then. Thank ou. Y H. Clerks Office: Approval of New Beer and Wine License for Ustick Chevron LLC dba Fast Eddys Ten Mile Located at 750 N. Ten Mile De Weerd: Appreciate your comments. Okay. Under 10-H, our Clerk's Office. Y ou have in front of you the need for approval of a new beer and wine license for our upcoming Chevron. Jones: Thank you, Madam Mayor, Members of the Council. The a licant for the . pp se licenses is still working with Development Services to obtain the certificate of occu an for that I p cy ocation, so what we would like to request is a conditional a royal for those pp licenses and if you re okay with that, for the Mayor to o ahead and si n that toni h 9 g gt and, then, Mrs. Holman will obtain -- or, excuse me, provide her si nature to those g permits once the C of 0 is obtained by the applicant. De Weerd: Okay. Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: I move we approve the new beer and wine license for Ustick Chevron LLC loin business a ~ ~ '~ ~ ~ g s Fast Eddy s at Ten Mile, l50 North Ten Mile, and with the condition that it s signed and will be given out on -- when we get the certificate of occu anc . p Y Rountree: Second. De Weerd: I have a motion and a second to approve this conditional to a royal of the . pp certificate of occupancy. Any discussion? Bird: I have none. De Weerd: Madam Clerk. Roll-Call: Bird, yea; Rountree, yea; Zaremba, yea; Hoaglun, ea. Y De Weerd: All ayes. Motion carried. Meridian City Council May 17, 2011 Page 53 of 54 MOTION CARRIED: ALL AYES. Item 11: Future Meeting Topics De Weerd: Okay. Are there any items to consider under futur ~ e meeting topics. Bird: I have none. Item 12: Other Items A. Item Amended: Executive Session er Idaho State Code p 67-2345 (1) (d)(fi~ - (d) To Consider Records That Are Exem t Fr p om Disclosure as Provided In Chapter 3, Title 9, Idaho Code• and (fi~To Consider and Advise its Legal Representatives in Pending Litigation De Weerd: Okay. Item 12 is an Executive Session. Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: I move we go into Executive Session as per Idaho State Code 67-2345(1)(c) and ~~)~fl~ Hoaglun: (1)(d). Bird: (1)(d). I'm sorry. (1)(d). Hoaglun: And (1)(fl. Bird: And (1)(fl. Hoaglun: Second. De Weerd: I have a motion and a second to adjourn into Executive Session. Ma dam Clerk, will you, please, call roll. Roll-Call: Bird, yea; Rountree, yea; Zaremba, yea; Hoa lun, ea. 9 Y De Weerd: All ayes. Motion carried. MOTION CARRIED: ALL AYES. EXECUTIVE SESSION: (9:42 p.m. to 10:59 p.m.) Meridian City Council May 17, 2011 Page 54 of 54 De Weerd: Motion to come out of Executive Session. Rountree: So moved. Zaremba: Second. De Weerd: All those in favor say aye. All ayes. Motion carried. MOTION CARRIED: ALL AYES. De Weerd: Do I have a motion to adjourn? Rountree: So moved. Hoaglun: Second. De Weerd: All those in favor. MOTION CARRIED: ALL AYES. De Weerd: We are adjourned. MEETING ADJOURNED AT 11:00 P.M. (AUDIO RECORDING ON FILE OF THESE PROCEEDINGS) ~i '7 MAYOR MY De WEERD DATE APPR ATTEST: JAY E L ~~~r l ~,• i , , ~. ',. ? i t -a c~ t~ . R °~. ;~ , ~,.._~ r "~ °~~ ,, .,~- . ~ fi"f ~ , ~,, ~.:~ ~_ ,~ r ~ j.. .A <, J ~, i ~ ~s `., , ~ 5` ,A , `y'