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HomeMy WebLinkAbout2011-10-25E IDIAN~ ~ o ~ H ~, CITY COUNCIL REGULAR MEETING AGENDA Tuesday, October 25, 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 by Scout Tripp 62 with the United Methodist Church 3. Community Invocation by Pastor Tim Pusey of Valley Shepherd of the Nazarene 4. Adoption of the Agenda Adopted 5. Proclamation A. Proclamation for Cyber Security Awareness Month (Pg. 2-3) 6. Consent Agenda (Pg. 4-5) A. Approval of New Liquor License for EI Tenampa Inc., dba EI Tenampa Located at 906 N. Main St. B. Approval of New Liquor License for Public House LLC dba R&R Public House Located at 1626 S. Wells Ave. Suite 115 C. Recreational Pathway Easement Between John and Shannon Uriona and the City of Meridian Regarding Five Mile Creek Pathway Segment H1 D. Recreational Pathway Easement Between BW Meridian, Inc. and the City of Meridian for Five Mile Creek Pathway Segment H1 E. Water Main Easement for Scentsy North Phase #1 Meridian City Council Meeting Agenda -Tuesday, October 25, 2011 Page 1 of 3 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. F. Approval of Award and Authorization for Mayor to Sign the Valley Regional Transit Coop Agreement for aNot-To-Exceed Amount of $100,541.00 7. 8. 9. 10 G. Award of Bid and Agreement for Turbo Blowers Installation to Ewing Company for aNot-To-Exceed Amount of $178,800.00 H. Approval of an Interface Agency Agreement for Access to Certain County Computerized Records (VPN) with Ada County for aNot-To-Exceed Amount of $3,000.00 I. Approval of a No Cost Data Transfer Agreement Between Ada County and the City of Meridian for Delivery of Certain County Computerized Data Elements Items Moved From Consent Agenda Department Reports A. Mayor's Office: Mayor's Youth Advisory Council (MYAC) Update (Pg.5-6) Action Items A. Public Hearing: MDA 11-010 Meridian and Amity by Hawkins Companies Located West Side of S. Meridian Road, Midway Between W. Amity Road and W. Harris Street Request: Amendment to the Development Agreement to Extend the Time Allowed for the Agreement to be Signed and Returned to the City Approved (Pg. 6-9) Continued Department Reports A. Mayor's Office: Resolution No. 11-812: A Resolution of the Mayor and the City Council of the City of Meridian Reappointing John Nesmith to Seat 3 and Creg Steele to Seat 4 of the Meridian Parks Commission Approved (Pg. 9-10) B. Police Department: Budget Amendment for The Drug Free Community Grant for aNot-to-Exceed Amount of $124,634.00 Approved (Pg. 10-11) C. Planning Department: Meridian Split Corridor Letter to Ada County Highway District (ACRD) (Pg. 11-14) Meridian City Council Meeting Agenda -Tuesday, October 25, 2011 Page 2 of 3 All materials presented at public meetings shall become property of the City of Meridian. Anyone desiring accommodation for disabilities related to documents and/or hearing, please contact the City Clerk's Office at 888-4433 at least 48 hours prior to the public meeting. D. Planning Department: Community Development Block Grant (CDBG) Resident Housing Survey (Pg. 14-17) 11. Future Meeting Topics 12. Amended onto the Agenda: Executive Session Per Idaho State Code 67-2345 (1)(b)(d)(f): (b) To Consider The Evaluation, Dismissal Or Disciplining Of, Or To Hear Complaints Or Charges Brought Against, A Public Officer, Employee, Staff Member Or Individual Agent, Or Public School Student, (d) To Consider Records That Are Exempt From Disclosure As Provided In Chapter 3, Title 9, Idaho Code, And (f) To Consider And Advise Its Legal Representatives In Pending Litigation Into Executive Session at 7:39 p.m. Out of Executive Session at 10:10 p.m. Adjourned at 10:10 p.m. Meridian City Council Meeting Agenda -Tuesday, October 25, 2011 Page 3 of 3 All materials presented at public meetings shall become property of the City of Meridian. Anyone desiring accommodation for disabilities related to documents and/or hearing, please contact the City Clerk's Office at 888-4433 at least 48 hours prior to the public meeting. Meridian City Council Workshop October 25, 2011 A meeting of the Meridian City Council was called to order at 7:00 p.m., Tuesday, October 25, 2011, by Mayor Tammy de Weerd. Members Present: Mayor Tammy de Weerd, Brad Hoaglun, David Zaremba, Keith Bird and Charlie Rountree. Others Present: Bill Nary, Jaycee Holman, Pete Friedman, Caleb Hood, Bill Parson, Rich Dees, John Overton, Mark Niemeyer, Steve Siddoway, Luke Cavener, 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 De Weerd: Thank you. All for -- oh, it's just now 7:00 o'clock. Thank you for all being here. We will just go ahead and go right into our regular meeting. For the record it is Tuesday, October 25th. It's 7:00 o'clock. We will start tonight's meeting with roll call attendance. Item 2: Pledge of Allegiance by Scout Troop 62 with the United Methodist Church De Weerd: Item No. 2 is our pledge. Tonight we are going to be led in the Pledge of Allegiance by Troop No. 62. They are sponsored by the Meridian Methodist Church and I would invite our scouts to come forward and they will give us instruction at that time. Please come forward. And, boys, I will ask you to stay up here after the pledge. I have a pin that I would like to give to each of you. (Pledge of Allegiance recited.) Item 3: Community Invocation by Pastor Tim Pusey of Valley Shepherd of the Nazarene De Weerd: We always enjoy being led in the pledge by youth leaders. So, thank you for joining us. Item No. 3 is our community invocation. Tonight we will be led by Pastor Tim Pusey with Valley Shepherd Church of the Nazarene. If you will all join us in the community invocation or take this as an opportunity for a moment of reflection. Welcome. Pusey: Thank you. Let's pray. Heavenly Father, we thank you for this day. We thank you, Father, for this community of Meridian and for your many blessings upon us and Meridian City Council October 25, 2011 Page 2 of 18 we thank you for these the leaders of our community who serve us and we pray your blessing upon them. We pause at the beginning of this meeting to seek your wisdom and your grace and to ask that such wisdom would prevail over this meeting tonight, that you would guide and lead those who are making decisions and we would pray, too, Father, that you would teach us how to love and care for one another and that you would help us always to be mindful of the needs of those around us and for all you do we give you thanks and praise, amen. Item 4: Adoption of the Agenda De Weerd: Thank you. Item No. 4 is adoption of the agenda. Hoaglun: Madam Mayor? De Weerd: Mr. Hoaglun. Hoaglun: A couple items to note on tonight's agenda. Under Item 10, Continued Department Reports, 10-A is resolution number 11-812. And also we need to add an Item 12, which is an Executive Session per Idaho State Code 67-2345(1)(b),(1)(d) and (1)(f). And with those, Madam Mayor, I move adoption of the agenda as amended Rountree: Second. De Weerd: I have a motion and a second to adopt the agenda as amended. All those in favor say aye. All ayes. Motion carried. MOTION CARRIED: ALL AYES. Item 5: Proclamation A. Proclamation for Cyber Security Awareness Month De Weerd: Item No. 5 is a proclamation. Tonight we have with us Tim Thoreson. I will ask you to join me at the podium. Thank you for being here. Thoreson: Thank you. De Weerd: I will go ahead and read this. Whereas we recognize the vital roll that technology has in our daily life and in the future of our nation and whereas critical sectors are increasingly reliant on information systems to support emergency response systems, utilities, financial services, energy, tele-communications, transportation, utilities, and healthcare -- have I missed anything? Thoreson: That's a lot. Meridian City Council October 25, 2011 Page 3 of 18 De Weerd: And whereas internet users enter information infrastructure face an increasing threat of malicious cyber attacks, loss of privacy from spyware and ad ware and significant financial and personal privacy losses due to the identity left and fraud and whereas maintaining the security of cyber space is a shared responsibility in which each of us has a critical role and awareness of computer security essentials will improve the security of Meridian and the state of Idaho's information infrastructure and economy and whereas the U.S. Department of Homeland Security, the multi-state information - Share -and Analysis Center ---#hat was good -- and the NationaF Association of State - Chief Information Officers and the National Cyber Security Alliance have declared October as National Cyber Security Awareness Month, therefore, I, Tammy de Weerd, Mayor of the City of Meridian, do hereby proclaim that Cyber Security awareness month is here in October 2011 in Meridian, Idaho, and urge all citizens to learn about cyber security and put that knowledge into practice in their homes, schools, workplaces and businesses and I will present this to you and thank you for joining us and see if you have any comments. Thoreson: I do. Thank you very much. De Weerd: Okay. Thank you. Thoreson: Wow, that's quite a proclamation. You know, the internet has come a long way since AI Gore invented it and we have certainly all come to rely on it a great deal. My name is Tim Thoreson, as the Madam Mayor said, and I'm with the Texas Engineering Extension System. We primarily work with police and firefighters, but we won a contract with the Department of Homeland Security to do online cyber security courses and I brought our catalog -- I got a copy for all the Council Members and the police chief and the fire chief and I guess I'm going to spend a little time at a meeting with the police chief that's coming up, a safety meeting, and go over some cyber security things and I have got some resources here, too, to go through. I wanted to talk on this real quickly about the cyber security courses that we offer, because we are really proud of them and they are free, which is always good, because he doesn't like free. And they are in three tracks. One for -- one for everybody, which is your nontechnical. One for IT professions and one for business managers. And you get a DHS certificate -- like I said, you have to go online for the website that's on the top, maybe even the web master can put it on there, because the City of Meridian is so advanced in recognizing cyber security month and taking time to do that and I was really glad when the opportunity came up, because I could work from home and do these courses and I can take those federal homeland security dollars that go to Texas and bring them to Meridian, Idaho, and spend them here. So, it's a great resource and I'm hoping that we can all take advantage of it, because free is always good, so -- De Weerd: Free is great. Thoreson: Free is great. So, thank you very much. Meridian City Council October 25, 2011 Page 4 of 18 Item 6: Consent Agenda A. Approval of New Liquor License for EI Tenampa Inc., dba EI Tenampa Located at 906 N. Main St. B. Approval of New Liquor License for Public House LLC dba R&R Public House Located at 1626 S. Wells Ave. Suite 115 C. Recreational Pathway Easement Between John and Shannon Uriona and the City of Meridian Regarding Five Mile Creek Pathway Segment H1 D. Recreational Pathway Easement Between BW Meridian, Inc. and the City of Meridian for Five Mile Creek Pathway Segment H1 E. Water Main Easement for Scentsy North Phase 1 F. Approval of Award and Authorization for Mayor to Sign the Valley Regional Transit Coop Agreement for aNot-To-Exceed Amount of $100,541.00 G. Award of Bid and Agreement for Turbo Blowers Installation to Ewing Company for aNot-To-Exceed Amount of $178,800.00 H. Approval of an Interface Agency Agreement for Access to Certain County Computerized Records (VPN) with Ada County for aNot-To-Exceed Amount of $3,000.00 I. Approval of a No Cost Data Transfer Agreement Between Ada County and the City of Meridian for Delivery of Certain County Computerized Data Elements De Weerd: Well, we appreciate the opportunity to put those homeland security dollars to work and IT liked the word free. Okay. Item No. 6 is our Consent Agenda. Hoaglun: Madam Mayor? De Weerd: Mr. Hoaglun. Hoaglun: There are no changes to our Consent Agenda tonight, so I move approval of the Consent Agenda and the Mayor to sign and the Clerk to attest. Bird: Second. Meridian City Council October 25, 2011 Page 5 of 18 De Weerd: I have a motion and a second. All those in favor -- oh, sorry. Madam Clerk, I have a motion and a second. Will you call roll call. Roll-Call: Bird, yea; Rountree, yea; Zaremba, yea; Hoaglun, yea. De Weerd: All ayes. Motion carried. ....MOTION CARRIED: ALL AYES. Item 7: Items Moved From Consent Agenda De Weerd: There were no items moved from the Consent Agenda. Item 8: Department Reports A. Mayor's Office: Mayor's Youth Advisory Council (MYAC) Update De Weerd: We will move to Item No. 8, which under Department Reports we have our Mayor's Youth Advisory Council representative Colton. Nice to have you here. Granger: Thank you very much. Again, I'm Colton Granger from the Mayor's Youth Advisory Council. I'm the executive secretary and I serve as the chief of government affairs. Igo to Rocky Mountain High School. And I'd just like to talk to you about Mayor's Youth Advisory Council tonight. We are very glad to have around 50 members each meeting. It's significant to us that we could have such a large involvement from the youth in our community. We represent all the major high schools in our area, as well as many of the area charter schools. I'd like to thank Councilman Hoaglun for the lovely icebreaker and talking to us at out last general meeting. We recently had four of our youth council members return from Washington, D.C. They were at a distracted driving summit. The Department of Highway Safety covered cost and Allstate acted as a sponsor to cover food and to help us travel. We are looking forward to a candidate forum, which the government affairs subcommittee is hosting, that will be on November 7th at 7:30 p.m. at Mountain View High School. We put this together, because we thought it would be a good opportunity for both the youth in the community, especially those who are just now coming of voting age, to make an educated decision for their first election and also to provide an avenue for other voters to be informed about who necessarily they are electing. The TAC subcommittee will be hosting a haunted house and this is on October 28th -- 9th, excuse me. And this will be the first Teen Activities Council event of the year. Rake Up Meridian is on November 5th. I'm looking personally forward to that, because I like raking up and I like community service and I think that a lot of people enjoy Rake Up Meridian. You know, get into fall. And on November 14th is our next meeting and we will be hosting Mad City Money, which I have never before experienced, but I'm quite looking forward to and I know that it's been a big hit before. So, thank you. Meridian City Council October 25, 2011 Page 6 of 18 De Weerd: Thank you, Colton. Council, any questions? Bird: I have none. Just a nice report. Hoaglun: Madam Mayor, just a comment. It was privileged to speak with the group at their last meeting and it was just amazing to me to see how many kids were there on a Monday night. I think there were 46, something like that, and maybe more. Colton: Yeah. Hoaglun: We broke out into groups to do a little exercise and they were very involved and it was a lot of fun being there and talking to them and it's a bright group of kids. So, I commend you, Colton, and the others who are part of that leadership team and making things happen, but I was very impressed, so good job. Colton: Thank you. De Weerd: Thank you for joining us tonight. Colton: Thank you. De Weerd: And you don't have to wait until the end of the meeting. Item 9: Action Items A. Public Hearing: MDA 11-010 Meridian and Amity by Hawkins Companies Located blest Side of S. Meridian Road, Midway Between W. Amity Road and 11V. Harris Street Request: Amendment to the Development Agreement to Extend the Time Allowed for the Agreement to be Signed and Returned to the City De Weerd: Okay. Item 9 under Action Items, we have a public hearing on MDA 11- 010. I will open this public hearing with staff comment. Parsons: Thank you, Madam Mayor, Members of the Council. Tonight this is a development agreement modification application before you. The subject property is located on the west side Meridian Road, mid -- or between West Amity Road and West Harris Street. If you recall 2008, the applicant came before you with an annexation request to zone 73 acres of land with four zoning designations. They were R-15, L-O, C-C, and C-G. Everything was -- this project was kind of predicated on them gaining access to Meridian Road and that's sort of where everything has gotten stalled on the project. When you reviewed that annexation application there was a concurrent variation application that accompanied that and here is the actual concept plan that you reviewed and acted on at that hearing. If you look at Meridian Road you can see there is three access points that were depicted. Again, the accompanying variance request Meridian City Council October 25, 2011 Page 7 of 18 was requesting those access points to Meridian Road. The applicant has since requested withdrawal of that application and Council did act on that back in August, I believe, and the variance, again, has been withdrawn. So, right now the way it stands with the UDC, because there is no active variance application, the applicant needs to revise the concept plan if he wants to proceed with the annexation approval and DA approval. So, there are some changes that I have outlined on your hearing outline tonight and staff is recommending two changes to the development agreement, one -being the change-to the concept- plan, removing access points to-Meridian Road. 1 would refresh Council's memory that they -- I have read through the minutes of that annexation hearing and it appears that Council was in favor of the right-in, right-out -- right-in, right-out access at the quarter mile, but as I stated earlier, because we do not have an active variance application, if the applicant wants to seek access to Meridian Road in the future he can certainly come back and apply again and submit another application to the city. Would also let you know that the applicant is still working with ITD on getting -- or working through the options of getting access to Meridian Road. So that's still ongoing as you act on this application tonight. So, back to the changes that staff is recommending. The first one would be, again, remove that DA -- or this concept plan and switch it out with no access and, then, staff is also recommending that DA provision -- it's actually a drafted DA provision, but in the previous DA provision it was somewhat slightly stated that aright-in, right-out access at the quarter mile would be granted and because, like I said, no variance is granted, staff feels that that condition should be -- or that provision should be modified to read that access to Meridian -- any access to Meridian Road in the future should comply with UDC 11-3H. Staff has not received any written testimony on this. I have heard nothing back from the applicant. I'm unsure if they are amenable to those recommended changes. To staff's knowledge there are no outstanding issues before you and with that I would be happy to answer any questions you may have. De Weerd: Thank you, Bill. Council, any questions? Bird: I have none, Mayor. Rountree: I have none right now. De Weerd: Is the applicant here this evening? Thank you for joining us. If you will, please, state your name and address for the record. Whallon: Thank you, Madam Mayor. My name is Brandon Whallon with Hawkins Companies. Address is 855 Broad Street, Boise, Idaho. 83702. De Weerd: Thank you, Brandon. Whallon: Don't want to take too much of your time. I would just like to, again, thank you, Madam Mayor and Council and planning staff, on taking us one step closer to finalization of this large scale mixed use development. There have been many, many good decisions and many times before this board and Council that we have talked Meridian City Council October 25, 2011 Page 8 of 18 about amending the land use Comprehensive Plan to that mixed use regional designation. We have talked about annexation. We have talked about specific zoning. And we are still working hard and diligently on this project, with that last outstanding issue being access with ITD out on the -- on the state highway system. I do know that we have had continued conversations, some within this week, and so we -- we think that there is still -- as long as it's been going on there still is progress being made and so we are, again, yes, asking for the amendment to the development agreement to extend it out for us#o seek resolution on thisaccess-issue on Meridian-Road. As for Mr. Parsons'- comments regarding the two elements to amend in this process, number one, for us to submit a concept plan and does not show any access, since we do not have an active access variance request before the city, that is absolutely acceptable. And, then, the other that they would like to strike the right-in, right-out provision that was created, I believe, by the planning commission. I thought that's where that provision had been inserted. But they are stating that they want -- for access the management code to govern access to Meridian Road we find that acceptable. If we do find a different conclusion with ITD, then, the access variance process is still available to us and we will seek that at that point in time. So, if you have any questions for me I'd be more than willing to address them. Otherwise, we are seeking to amend our D.A with these two provisions to extend it for two years, so we can finalize traffic. De Weerd: Thank you. Council, any questions? Rountree: I have none. Bird: I have none. De Weerd: Okay. Thank you. Okay. This is a public hearing. Is there any members of the public who would like to provide testimony on this item? Rountree: Madam Mayor, seeing none, I move that we close the public hearing on Item 9-A. Zaremba: Second. De Weerd: I have a motion and a second to close the public hearing on 9-A. All those in favor say aye. All ayes. Motion carried. MOTION CARRIED: ALL AYES. Rountree: Madam Mayor? De Weerd: Mr. Rountree. Rountree: I move that we approve the request for a two year extension for MDA 11- 010. Meridian City Council October 25, 2011 Page 9 of 18 Bird: Second. De Weerd: I have a motion and a second to approve Item 9-A. If there is no discussion by Council, Madam Clerk, roll call, please. Zaremba: Madam Mayor? De Weerd: Mr. Zaremba. Zaremba: Light discussion. I assume that's -- De Weerd: Okay. Zaremba: -- approval with the staff's comments? Rountree: Yes. Zaremba: Thank you. De Weerd: Okay. Roll-Call: Bird, yea; Rountree, yea; Zaremba, yea; Hoaglun, yea. De Weerd: All ayes. Motion carried. MOTION CARRIED: ALL AYES. Item 10: Continued Department Reports A. Mayor's Office: Resolution No. 11-812: A Resolution of the Mayor and the City Council of the City of Meridian Reappointing John Nesmith to Seat 3 and Creg Steele to Seat 4 of the Meridian Parks Commission De Weerd: Item 10-A is under the Mayor's office. Council, in front of you you have resolution number 11-812. We have three seats in our parks commission that expire this month. Two are being reappointed, seats three and four, with Creg Steele and John Nesmith. The third seat is being vacated by Tom LeClaire and I have five applicants that have submitted their name for consideration. We will be conducting interviews within the next week or two and I will bring a name back to you for that seat. I would answer any questions should you have any. Rountree: I have none. Bird: I have none. Meridian City Council October 25, 2011 Page 10 of 18 De Weerd: Okay. I would appreciate your confirmation of these appointments. Rountree: Madam Mayor? De Weerd: Mr. Rountree. Rountree: I move that we approve the resolution number 11-812, reappointing John -Nesmith and Creg Steele to the Meridian Parks Commission. Zaremba: Second. De Weerd: I have a motion and a second to approve the appointments in front of you. 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. B. Police Department: Budget Amendment for The Drug Free Community Grant for aNot-to-Exceed Amount of $124,634.00 De Weerd: Item 10-B is under our police department. I will ask Lieutenant Overton for comments. Overton: Good evening, Madam Mayor and Members of Council. You have before you a budget amendment request for the Drug Free Communities grant for an amount not to exceed 124,634 dollars. Now, you normally would not be seeing this and I told Todd I would take it easy on him. But we did submit this as part of the FY-12 budget and it somehow didn't get included. This is actually year four. This is our fourth year in this grant. It is a matching grant, but we have exceeded the match request by 20 or 30 thousand dollars with in-kind donations the last three years. So, this is an excellent grant. I think you have heard a lot about it over the past several years. It just simply got left off of the 2012 budget process and we are now asking for it to be brought back in. I will stand for any questions De Weerd: I think it gives you great pleasure to mention Todd's name in this item, uh? Overton: I'm really fighting to not, you know, just lay him right out, but yes. I promised him I would be nice. De Weerd: And this is year four for a five year grant with renewal opportunity for another five years. Meridian City Council October 25, 2011 Page 11 of 18 Overton: That is correct. We are going to try very aggressively to get years six through ten. De Weerd: I would also comment to City Council that this program, as you well know, has received national attention for innovation and effectiveness of programming and certainly want to recognize Lieutenant Overton for his leadership and that of Alicia and Brenda. They are very passionate and very effective in their leadership of this coalition of amazing-stakeholders-that are-very passionate about this as-well-and they make a difference in our community. Council, any questions or comments? Bird: I have none. Hoaglun: Madam Mayor? De Weerd: Mr. Hoaglun. Hoaglun: I would move approval of the budget amendment for the Drug Free Community Grant for a not to exceed amount of 124,634 dollars. Rountree: Second. De Weerd: I have a motion and a second to approve Item 10-B. If there is no discussion by Council, Madam Clerk. Roll-Call: Bird, yea; Rountree, yea; Zaremba, yea; Hoaglun, yea. De Weerd: All ayes. Motion carried. MOTION CARRIED: ALL AYES. C. Planning Department: Meridian Split Corridor Letter to Ada County Highway District (ACRD) De Weerd: Item 10-C is under our Planning Department and I will turn this over to Caleb. Hood: Thank you, Madam Mayor, Members of the Council. I'm here for a quick item. will try to beat Lieutenant Overton's record there with that last item, but you should have received a letter in your packet reflecting some discussion that happened on September 30th with the ACRD board of commissioners regarding the Meridian split corridor phase two project. I am looking for your authorization for the Mayor to sign a letter and the reason that this letter is even before you is there is a couple of things in here that I just wanted to make sure we are all on the same page with and -- and that we aren't sending a message to ACHD that you didn't intend to send during the meeting on the 30th. So, hopefully, you all have that letter handy. I'm going to call your attention to the third paragraph in the letter, the first sentence. It currently reads: If ACHD decides to Meridian City Council October 25, 2011 Page 12 of 18 go with the full closure option for Meridian Road, the city would be agreeable to partnering with you 50-50 on costs related to providing temporary alternative access for the properties along the corridor. So, I just wanted to -- I think I heard that. We didn't -- some dollars were talked about and I think it was kind of inferred, but there wasn't a vote taken or anything like that. So, I just want to make sure we are okay with splitting those costs with ACRD. And, then, I have a couple of options, if you all still are agreeable or are agreeable to that. I have a couple of options or tweaks to that same sentence. -We could add at the end of than, instead of aperiod-after corridor, acomma, - as funds are available, in case something should happen this next year and we aren't able to partner with them for whatever reason. Or another option would be in that same sentence after the agreeable to partnering with you 50-50 on costs, comma, up to 500,000 dollars related to providing temporary access. As you may recall, the cost estimates range between about 850,000 and 950,000. So, that's approximately half of what they cost estimated those alternative accesses to be. So, just some other options. What you have in front of you now is okay as well, just wanted to throw some other language or if you have some other verbiage you'd like to put in there, I'm certainly open to that, too, but I would ask for your direction this evening, so I can get this over to Adam Zaragoza. The ACHD commission is discussing this and should take action on option A, B or C for split corridor tomorrow night at 6:00 o'clock and I do plan on being at ACHD tomorrow night if there are any questions that are directed towards to city. So, with that I will stand for any questions and, hopefully, you can authorize the Mayor to sign the letter. De Weerd: Thank you, Caleb. Council, any questions? Councilman Zaremba? Zaremba: Madam Mayor. Thank you, Caleb. I think I agree with what you said and that's the direction we were going. I probably would not put the -- if funds are available in there, although I probably would say a limit, whether that's 450 or 500, whatever is half of what they were talking about. If for any reason that turned out to be wrong, we could always discuss that again. But I would agree with adding that limit to the sentence. One side question that doesn't have anything to do with the letter. Has there been any discussion of whether there would be an expense to remove those alternate accesses or would they just leave them in place afterwards? Hood: Councilman -- Madam Mayor, Councilman Zaremba, I have talked to Adam Zaragoza particularly about the one between Taylor and Franklin that makes kind of an L shape from the -- Zaremba: I remember recommending that that stay in place. Hood: Right. And that one -- it's my understanding that they -- those businesses aren't in favor of that remaining a permanent connection. So, is that your question or did you have another question about -- Zaremba: Well, what I was wondering is whether there would be a cost to removing them or whether they'd just walk away and leave them. Meridian City Council October 25, 2011 Page 13 of 18 Hood: That I'm not sure if the cost estimates included after the project is over, coming back in and taking it out. I imagine there is some reclamation, but I don't know exactly what they would do in that case or if the property owner just gets the improvements that were made on an interim basis. I'm not sure. I can look into that. I do not -- Zaremba: I'm not intending that to be part of the letter, I'm just curious. Hood: I'm sorry, I don't know the answer. I can -- I can look into that. Zaremba: All right. Thanks. Hoaglun: Madam Mayor? De Weerd: Mr. Hoaglun. Hoaglun: I agree with Councilman Zaremba that let's put an up to amount. That way in case there is any changes they aren't just assuming that we are going to pay half, whatever that is. That way they have got to come back and say, well, it's going to cost more and, then, we can make a decision based on that, so -- Hood: And, Madam Mayor and Council, just to clarify, I mean this isn't going to -- this isn't an agreement, obviously. We will come back with some two party agreement that actually sets all the provisions of that in place, but at least -- I think if they want -- if it runs a little bit over, I think they can come back and we will consider any additional amount. But I just want to make that clear. This isn't technically holding us to any real commitment, but, I agree, I mean that's fine with me. Hoaglun: Madam Mayor? Caleb. Yeah. It gives them a road map and here is what we are thinking and how we are going to proceed, so I'd like to have it in there. De Weerd: Okay. Anything further? Rountree: Madam Mayor, I agree with what's been said. So, we need to come up with a number. I'm just going to suggest that -- the limits that Caleb suggested and that's not to exceed 500,000. Hoaglun: Madam Mayor, I'm fine with that limit. Bird: I'm very fine with that. De Weerd: Okay. Zaremba: Madam Mayor. Separately from that, there are several issues that Ada County Highway commissioners are going to discuss tomorrow night that would be of Meridian City Council October 25, 2011 Page 14 of 18 interest. Do we want to calendar a report from Caleb for next Tuesday as well? Would you want to tell us what they decided on their subject? Hood: I certainly can. I can come back here or an e-mail or however you would like that report given, I'm certainly agreeable to that and I'm free next Tuesday, so -- Bird: Send us an a-mail. Zaremba: Yeah. That works. Rountree: E-mail would be satisfactory. Zaremba: Great. Thank you. Hood: Thank you. De Weerd: Thank you, Caleb. Hoaglun: Madam Mayor, just for the record, he did not beat Lieutenant Overton's time. Bird: That's right. De Weerd: I could see John over there itching to say that, too. You're well behaved tonight. Zaremba: On behalf of the police I asked more questions. D. Planning Department: Community Development Block Grant (CDBG) Resident Housing Survey De Weerd: Well, our next Item 10-D is -- I will turn this over to Lori, continuing with our planning department. den Hartog: Madam Mayor, Members of the Council, I wanted to present something before you this evening and bring a survey to your attention that we are considering presenting citywide. It's related to our community development block grant program. I presented the survey in your Council packet and I just wanted to review briefly with you what the survey is about, what it entails, and why we are doing it. And with that in mind, I would seek your feedback on the survey questions, our outreach strategy and our timeline. So, if you keep those three things in mind as we talk about it. There is two things that we are going to be working on related to our CDBG program. The first is our five year consolidated plan. This is, essentially, our next application to the U.S. Department of Housing and Urban Development to continue receiving these block grant funds. We are currently starting our fifth year of the program. The consolidated plan is a five year plan, so we will be bringing back next spring and summer a new five year plan for the next five years. The second report that the survey helps to inform is Meridian City Council October 25, 2011 Page 15 of 18 something called an analysis of impediments to fair housing choice. I know that's a long title. You just received a copy a couple weeks ago of a statewide analysis of impediments. The city partnered with the Idaho Housing and Finance Association on that study and our analysis is based on the same formula and the same process that the state used, so that we will be able to compare the results within the city related to fair housing with the statewide results and see if they are similar or different and see if there is ways that we can -- if there is ways that we need to address any fair housing issues-in our community.--The resident-survey-seeks a couple things related to housing. There is two sections that will use the answers from the survey for -- there is a housing market analysis and there is a housing and homeless needs assessment. There is data available from the American Community Survey and the 2010 census. As you may well be aware, the 2010 census was scaled back significantly from the 2000 census, so a lot of the data that we received the first time we did this plan was based on the 2000 census data and the Census Bureau has since changed that form and has moved towards the American Community Survey, which is a rolling survey that they conduct, but it's not an actual count, it's a -- it's based on a valid sample of the population. So, the benefit of doing this survey is that we have community specific information that we can cross-tabulate with the American Community Survey data and that data that is available from the 2010 census and it's also an opportunity to reach out and seek public input on the plan. So, the target audience for our survey is all residents within the city. We do have a plan to do extra outreach for our low and moderate income persons, because they are, one, a challenging segment of the population to reach and, most importantly, they are the primary customers of our -- of our grant programs and that's what we try to target when we -- when we spend these funds within our community and they also tend to be the most susceptible to housing discrimination. So, that's one of the reasons we target that population. So, with that I'll discuss outreach strategy briefly. We have a number of ways that we are planning on advertising and distributing the survey. We are planning on a press release to local news outlets, advertising it on the city's website, both on the main page and on the CDBG page. In the December city new publication and an announcement via the city's Facebook and Twitter accounts with a tag line and survey web link on, excuse me, the second November and first December utility billings, in an a-mail notification to homeowners associations with a request that they distribute it to members of their homeowners association and locations throughout City Hall and locations throughout the city with paper copies. So, the survey is available to be taken either online via Survey Monkey or with a paper copy and prepaid business envelopes. And we also, in conjunction with this, there has been a stakeholder survey that we reach out to the service providers in our community. They have a separate survey that they fill out and, then, we have a request that they identify clients that they serve in Meridian to fill out the resident survey. The timeline for this survey -- we are proposing that it begin on Monday, November 14th and run for approximately one month. So, with that I will stand for any questions and seek any comments or feedback that you might have on anything related to the survey. Thank you. De Weerd: Thank you. Council, any questions for Lori? Meridian City Council October 25, 2011 Page 16 of 18 Bird: I have none. Rountree: Madam Mayor? De Weerd: Mr. Rountree. Rountree: The consultant has indicated that you need somewhere between 50 and a --hundred responses, -but you're-only- looking at 30 days to get that. -It seems kind of ambitious to me. If you want to look at maybe two months or -- den Hartog: One of the things that we talked about with the consultant is taking a look at the response rate at the 30 days and potentially extending it if the response rate is less. Part of the concern is that even if we do extend it, it might only be for two weeks. We start running into the holiday season there is Christmas, so we are not sure extending it much longer than will achieve, you know, additional responses. But that's certainly one of the considerations and something to think about that if there -- if we don't have the type of responses that we need within 30 days that we would perhaps consider extending it for a longer period. Hoaglun: Madam Mayor? De Weerd: Mr. Hoaglun. Hoaglun: Lori, I hate wordsmithing in public, but I'm just concerned -- if you start resident survey introduction, so people -- oh, you want my survey and, then, we say as partner with this research firm to prepare reports, that's fine, and, then, we hit them with the consolidated plan and the analysis and impediments to fair housing choice. I'm not going to answer that survey, because I don't know what in the world -- I'm qualified to answer that. Is there a way to change that -- and I know the feds require certain things to be included in these, but is there a way to massage that to put that later, so they aren't just hit right up front with them and go -- throw up their hands and say I don't know what they want. I'm not going to answer that. Any way just to say, hey, we want your input. These are important reports. It determines how federal funding comes to our city and, then, maybe down somewhere else bury that in? Den Hartog: Madam Mayor, Councilman Hoaglun, Ithink --Ithink that's a valid observation. Perhaps we could consider moving some of the items in the second paragraph up towards the front, which identify how we spent the funds in the past and how we have used them within our community and why it might be important for them to respond and include some of the why parts a little bit later. Hoaglun: Ithink that would be great, Madam Mayor, and Lori. That -- yeah, that would show them that these programs are important now and they identify with them and they know what they are and, then, they feel more qualified to respond, so -- thanks. Meridian City Council October 25, 2011 Page 17 of 18 De Weerd: Anything further from Council? Bird: I have none. De Weerd: Thank you, Lori. den Hartog: Thank you. Item 11: Future Meeting Topics De Weerd: Okay. Council, are there any future meeting topics that you would like us to place on agendas in the near term? Bird: I have none. De Weerd: Okay. Rountree: I have nothing. Item 12: Amended onto the Agenda: Executive Session Per Idaho State Code 67-2345 (1)(b)(d)(f): (b) To Consider The Evaluation, Dismissal Or Disciplining Of, Or To Hear Complaints Or Charges Brought Against, A Public Officer, Employee, Staff Member Or Individual Agent, Or Public School Student, (d) To Consider Records That Are Exempt From Disclosure As Provided In Chapter 3, Title 9, Idaho Code, And (f) To Consider And Advise Its Legal Representatives In Pending Litigation De Weerd: Okay. Hearing nothing, I will enter a motion to adjourn into 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)(b),(1)(d) and (1)(f). Rountree: Second. De Weerd: Motion and a second. Madam Clerk, will you, please, call roll. Roll-Call: Bird, yea; Rountree, yea; Zaremba, yea; Hoaglun, yea. De Weerd: All ayes. Motion carried. Meridian City Council October 25, 2011 Page 18 of 18 MOTION CARRIED: ALL AYES. EXECUTIVE SESSION: (7:40 p.m. to 10:10 p.m.) De Weerd: Okay. I would entertain a motion to come out of Executive Session. Bird: So moved. Rountree: 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? Bird: So moved. Rountree: Second. De Weerd: All those in favor? All ayes. MOTION CARRIED: ALL AYES. MEETING ADJOURNED AT 10:10 P.M. (AUDIO RECORDING ON FILE OF THESE PROCEEDINGS) MAYOR A MY DE WEERD l ATTEST JA ~~~~~~ DATE APPROVED