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HomeMy WebLinkAbout2011-12-13 Workshop~~E IDIAN~-- CITY COUNCIL REGULAR MEETING AGENDA Tuesday, December 13, 2011 at 3:00 PM 1. Roll-Call Attendance X David Zaremba X Brad Hoaglun X Charlie Rountree X Keith Bird X Mayor Tammy de Weerd X Mayor (for the day) Jones 2. Pledge of Allegiance 3. Adoption of the Agenda Adopted 4. Consent Agenda Approved A. Resolution No. 11-829: A Resolution Adopting the Annual Rate Adjustment for the Solid Waste Collection Services by Sanitary Services Company and Authorizing the City of Meridian Utility Billing Department to Collect such Rates B. Resolution No. 11-830: A Resolution Adopting an Updated Administrative Policy of the Meridian Police Department Regarding Approved Server Training Programs C. Development Agreement for Approval: MDA 08-004 Southridge Subdivision by Linder 109 LLC/Jim Jewett Located South of Overland Rd. Between South Ten Mile Rd. and South Linder Rd. Request to Modify the Development Agreement 5. Community Items/Presentations A. Ten Mile Road Corridor Intersection Configurations (Pg 3-7) 6. Items Moved From Consent Agenda 7. Department Reports A. Mayor's Office: Community Liaison Update (Pg 7-11) Meridian City Council Meeting Agenda -Tuesday, December 13, 2011 Page 1 of 2 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. B. Police Department: Mayor's Anti-Drug Coalition Quarterly Update (Pg 11-13) C. Legal Department: Solid Waste Advisory Commission 2011 Annual Report (Pg 13) D. Police Department: Interact Business Group Consultants Reporting on Public Safety Training Center (Pg 13-22) E. Public Works: Capital Improvement Plan (CIP) Update (Pg 22-26) F. Planning Department: Review ACHD 2013-2017 Five Year Work Plan Draft A (Pg 26-33) G. Parks & Recreation Department: Discussion on New Maintenance Facility Concept Plans at the S. Locust Grove and Lanark Future Property Site (Pg 35-46) H. Clerk's Office: Approval of a Beer and Wine License for Ustick Chevron/Fast Eddys Located at 1745 E. Overland Rd., Meridian ID 83642 (Pg 46-47) Approved Pending Certificate of Occupancy I. Legal Department: Memorandum of Understanding Between City of Meridian and IAFF Local 4627 Covering Various Terms and Conditions of Employment of the Firefighters Employed by the City Approved (Pg 33-35) 8. Future Meeting Topics (Pg 47-49) Adjourned at 5:43 p.m. Meridian City Council Meeting Agenda -Tuesday, December 13, 2011 Page 2 of 2 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 December 13, 2011. A meeting of the Meridian City Council was called to order at 3:00 p.m., Tuesday, December 13, 2011, by Mayor Tammy de Weerd. Members Present: Mayor Tammy de Weerd, David Zaremba, Keith Bird, Brad Hoaglun and Charlie Rountree. Others Present: Bill Nary, Jaycee Holman, Pete Friedman, Caleb Hood, Rich Dees, Lori Den Hartog, Warren Stewart, Luke Cavener, Jeff Lavey, Mark Niemeyer, Steve Siddoway, Mike Barton and Dean Willis. Item 1: Roll-call Attendance: Roll call. X David Zaremba X Brad Hoaglun X Charlie Rountree X Keith Bird X Mayor Tammy de Weerd De Weerd: Okay. I would like to call this meeting to order and first I'd like to thank all of those that in attendance this evening -- this afternoon. Sorry, we are always used to the evening ones and welcome certainly the youth. Always good to see young people's faces in our audience. For the record it is Tuesday, December 13th. It's 3:00 p.m. and we will start with roll call attendance. Madam Clerk. Item 2: Pledge of Allegiance De Weerd: And speaking of Mayor Jones, this is our Mayor For The Day. Annually we do a fundraiser for the Boys and Girls Club and Lori Jones, who is just to my left, she purchased it, she's a long time Meridian resident and hugely involved in our community. So, it is certainly my honor that she is the Mayor For The Day and I am going to turn this over to Mayor Jones to conduct this meeting. Jones: Thank you very much, Mayor de Weerd. We will start with the Pledge of Allegiance. Please rise. (Pledge of Allegiance recited.) Item 3: Adoption of the Agenda Jones: I will ask for adoption of the agenda. Hoaglun: Madam Mayor, a couple items to note on the agenda. Under the Consent Agenda, 4-A, that is resolution number 11-829. 4-B is resolution number 11-830. And just to note under the Department Reports, 7-H, that will be pending certificate of occupancy. So, with those, Madam Mayor, I move adoption of the agenda. Meridian City Council Workshop December 13, 2011 Page 2 of 49 Bird: Second. Jones: It's been moved and seconded to accept the agenda. All in favor? All opposed? Thank you very much MOTION CARRIED: ALL AYES. Item 4: Consent Agenda A. Resolution No. 11-829: A Resolution Adopting the Annual Rate Adjustment for the Solid Waste Collection Services by Sanitary Services Company and Authorizing the City of Meridian Utility Billing Department to Collect such Rates B. Resolution No. 11-830: A Resolution Adopting an Updated Administrative Policy of the Meridian Police Department Regarding Approved Server Training Programs C. Development Agreement for Approval: MDA 08-004 Southridge Subdivision by Linder 109 LLC/Jim Jewett Located South of Overland Rd. Between South Ten Mile Rd. and South Linder Rd. Request to Modify the Development Agreement Jones: We will start with the Consent Agenda. Hoaglun: Madam Mayor, on the Consent Agenda, as I noted, 4-A is resolution number 11-829 and 4-B is resolution number 11-830. So, with that, Madam Mayor, I move approval of the Consent Agenda and the Mayor to sign and Clerk to attest. Rountree: Second. Jones: It's been moved and seconded to accept resolution number 11-829. We will take the roll call. Madam Clerk. Holman: Madam Mayor, are we approving just that resolution or are we approving all of the Consent Agenda? Jones: Oh. All of the Consent Agenda. Holman: Okay. Thank you. Roll-Call: Bird, yea; Rountree, yea; Zaremba, yea; Hoaglun, yea. MOTION CARRIED: ALL AYES. Meridian City Council Workshop December 13, 2011 Page 3 of 49 Item 5: Community Items/Presentations A. Ten Mile Road Corridor Intersection Configurations Jones: Thank you. We will now move to the Ten Mile Road corridor intersection configuration. Caleb. Hood: Thank you, Madam Mayor, Members of the Council. I will be brief and just give a quick introduction to Matt Edmond, who is here from ACHD. Matt and some of the engineers over at ACHD have been looking at the Ten Mile corridor south of I-84 and doing some intersection analysis and Matt would like to present those preliminary results and I think he has a couple of questions mixed in for you as well. There was a memo that I shared with you in the packet for today's meeting that was for the commission work session that they had last week and a lot of information is still applicable and, hopefully, that will give you some background information, but I will turn it over to Matt and he has a Powerpoint presentation for you. Edmond: Good afternoon, Mayor and Council. My name is Matt Edmond, senior transportation planner with the Ada County Highway District. In response to the Ten Mile interchange opening up, the city of Kuna had asked us to do -- to take a look at the intersections -- major section line intersections from Overland Road, which is currently improved, all the way down to Deer Flat. And so we took at look them. Three of them do impact Meridian city's area of city impact and so I just wanted to go over those with you today, what our findings are and just make sure you're familiar with -- with where we are at going into the South Meridian Transportation Plan update. So, as I said, we have a current South Meridian Transportation Plan. We also did an Amity corridor roundabout study awhile back and we have a master street map which outlines right of way preservation and this -- the analysis that we have has some differences in what we are looking at. We may need to modify the South Meridian Plan going forward and we will definitely need Council's, as well as the public's impact on that. Here is the improvement phasing summary that we came up with as a result of our analysis. You can see Ten Mile and Victory indicates that we need an interim signal there and we do have one budgeted that will be going in this year. Ten Mile and Amity the same. We will need an interim signal within the time line of the five year work plan that we are working on now. Ten Mile and Lake Hazel will be a single lane roundabout at some point in the future and you can see also the ultimate improvements are on there. We believe, given our current analysis, that a roundabout won't work at Victory or Amity intersections, but will work at Lake Hazel and we had previously planned for a roundabout at Amity. So, that's something we will have to talk about. Next slide. Here is what our Ten Mile analysis suggests is an expanded intersection where the original South Meridian Transportation Plan has proposed a dual lane roundabout. You can see our total entering volumes this year after school opened with the Ten Mile interchange we had just under a thousand entering vehicles in the peak hour. You can see that's forecasted to go as high as 4,500 in the peak hour in the year 2035. We are seeing an issue here because we have previously identified Victory Road corridor as a three -- as limited to three lanes in the future. Our analysis is indicating that it will load up quite a Meridian City Council Workshop December 13, 2011 Page 4 of 49 bit with three lanes and it may be something we want to look at expanding to five lanes. Again, that's something we will need to address in the South Meridian update. Next is Ten Mile and Amity. We had looked at this and done some preliminary design work actually for a dual lane roundabout and our analysis now is showing that we would need a seven by seven signal light signal -- expanded signalized intersection. Five lanes in the master street map, so there is no change there, but there is a change in the intersection configuration that we will have to discuss going forward. And one of the things I am looking for input from the Council today on is if -- is how the Council would feel about an interim signal there programmed in our current five year work plan. It would buy us time -- allow us to do more analysis on what would work best between a roundabout and an expanded signal going forward. So, I can certainly wait until the end on that, but I think our commission would be very interested in knowing what the Council has to say about an interim signal there. Hood: Madam Mayor? If I may, just -- I'm going to go back if I can real quick to the timeline that's outlined here and that interim signal that Matt's talking about would generally hold us over 12, 13, 14, 15 years, something in that range. I mean not a crystal ball here, but that's what we are talking about if they move forward in the programming 10, 12, 15 year type time frame for that interim signal. Rountree: Madam Mayor? Jones: Yes, Councilman Rountree. Rountree: My concern is -- and I don't know if it's really a concern, but would this affect any other interim signals that are already programmed or is this in addition to those that are already established in the program for Meridian? Edmond: Madam Mayor, Councilman Rountree, the beauty of interim signals is they are affordable and so that they don't really displace much. We wouldn't look at displacing any of the three interim signals that are currently programmed to go in. Rountree: Okay. Thank you. De Weerd: Madam Mayor? Jones: Yes, Mayor de Weerd. De Weerd: I just had a question, Matt, on the Victory and Ten Mile. Is that going in next year? Edmond: Madam Mayor, we programmed three interim signals that will go in fiscal year '12, so I would anticipate we have -- we should be moving along on that and, I'm sorry, don't have an exact construction date for you, but they should be going in by the spring of 2012. That's Black Cat and Cherry. Ten Mile and Victory, the one you asked about. And Locust Grove and Victory. Meridian City Council Workshop December 13, 2011 Page 5 of 49 De Weerd: So, I'm sorry, Madam Mayor, just a follow up. Caleb, so all these greens -- since the key is not on there, is -- can you just kind of walk us through those? Hood: Yeah, Madam Mayor, I can. This is actually a slide for my next discussion, but there is -- it is color coded in the right-hand side. Hopefully you can see the key up there. Yeah. By year. So, the green ones are 2012 and some of the interim intersections that Councilman Rountree alluded to and Matt just rattled off, the Locust Grove-Victory interim intersection, Black Cat-Cherry intersection, are both interim and the Ten Mile-Victory -- the Ten Mile-Amity is potentially an interim one, shown as PD. The new intersection we talked about a couple weeks ago and this would be a single lane initially -- single lane roundabout at Eagle-Amity. Pine-Linder we are all familiar with. As you can see there is a lot of intersections in 2012, this fiscal year. So, I don't know if that's enough of an outline for you or not, Madam Mayor, on the projects. There are less and less roadway projects in the program. Meridian does have, obviously, phase two of the split corridor next year, the intersection at Ustick-Locust Grove in '14 -- and, again, we can go into a little bit more detail as we talk about Draft A. Did I address your concern enough for now? De Weerd: Thank you, Caleb. Jones: Any other comments? Hoaglun: Madam Mayor? Jones: Councilman Hoaglun. Hoaglun: Just looking at those traffic volumes at Amity -- I mean it certainly looks like it's justified for an interim signal. It does buy you time, time hopefully is money that gets you farther down and be able to do that. So, I certainly don't have any problems with that -- with the plans that you guys are looking at for an interim signal there. Bird: Madam Mayor? Jones: Yes, Councilman Bird. Bird: I would agree with Councilman Hoaglun. I think it could be a good deal. I think we should go ahead with it. Edmond: Okay. The next and final intersection as far as Meridian is concerned would be Ten Mile and Lake Hazel. Our analysis suggests that a dual lane roundabout with one bypass -- one right turn bypass lane on the southbound to westbound approach would be adequate through 2035, whereas the original South Meridian Plan did show an expanded signalized intersection there, as is depicted on the right. Our draft CIP also shows an expanded signalized intersection and we will resolve this analysis with that. That's all about -- that's about all there is to say on that. We will have to look at Meridian City Council Workshop December 13, 2011 Page 6 of 49 this with the South Meridian Plan, but just so you know that there is a difference there and some stuff is coming up. We expect to have our -- our CIP update -- our final project list at the end of this month and we will resolve the analysis with what we had before. With that project list we will look to do a public meeting either in February or March and sometime in April or May to complete the south Meridian update and resolve all this and, then, we would have a night meeting for adoption, date to be determined. So, at this time, unless you have any questions about the three intersections to the south, which I'm happy to talk about, I'll stand for your questions or comments. Rountree: Madam Mayor? Jones: Mr. Rountree. Rountree: No comment other than do you need a letter from us with respect to the Ten Mile and Amity and, then, with respect to the changes that you're proposing in the intersection configurations, to support them? Just a motion or -- Edmond: Madam Mayor, Councilman Rountree, I would guess you could roll that up into your five year work plan Draft A comments. Rountree: That's -- yeah. That's good. Jones: No vote is needed? Rountree: No. There is no -- no motion necessary. We will put those in our comments on the five year work plan. Hood: And, Madam Mayor, if I can just put my two cents in on that -- that topic and this corridor in particular. Matt has mentioned the south Meridian update, but there may be tweaks to this intersection analysis, too, that comes about depending on what the land uses end up being here and some of these intersections may require some additional analysis or tweaking before we want to say we support these dimensions and configurations. So, I don't have any problem writing that now and saying we support particularly the interim intersection and some of the initial analysis that's happened, but particularly the Victory corridor that Matt mentioned, we may be looking at a different configuration of that intersection at Victory as ultimately five lanes as we discussed a few weeks ago that may change that intersection configuration. Rountree: Well -- Madam Mayor. I think that would be good information to provide in our comments on the five year work plan that we are undertaking that planning activity in south Meridian and it may change these. But for now, given what we know, I don't see any problem with supporting them with the qualification of our moving forward with the plan. De Weerd: Madam Mayor? Meridian City Council Workshop December 13, 2011 Page 7 of 49 Jones: Yes, Mayor de Weerd. De Weerd: I guess, Caleb, to just tentatively Council is comfortable with that these things could be changed put in the letter what our process is and that what has been presented and with the caveat due to our South Meridian Plan that ACRD is participating in. Hood: Yeah. And, Madam Mayor, just a little bit on that, because I don't know that you have been fully kept in the loop, but we did -- Pete signed a letter addressed to Director Wong three weeks ago maybe, four weeks ago, asking for their participation and notifying them that we are doing this and asking them to come alongside of us as we look at land uses, to also look at transportation, and they are currently negotiating a scope of work with some additional consulting help they need. So, we are all on the same page and on the same timeline, so it's not a surprise to them. Matt and his group know that we are doing this and that's why I think, you know, it's spelled out here, April, May, that's our timeline for finishing up the land use aspect. So, they are fully aware. But we can reiterate that in the letter, but I wanted to let you know it won't be our only communication letting them know that we are moving forward with south Meridian. We have noticed them and we are working with them as well, so -- Jones: Any other comments? Thank you, Matt. Thank you, Caleb Hood: Thank you. Rountree: Thanks, Matt. Item 6: Items Moved From Consent Agenda Item 7: ®epartment Reports A. Mayor's Office: Community Liaison Update Jones: Our next order of business will be Department Reports and from the Mayor's office Luke Cavener. Cavener: Good afternoon, Madam Mayors, Members of Council. I'm excited to come up before you again. Merry Christmas. Happy New Year. Kind of. If my presentation can pop up and I'll jump right into this. I will give you today a -- kind of a brief overview on some of the projects, initiatives, outreach and programming that I have been working on. Really, the bulk of my job is broken up into three kind of separate, but equally important categories -- events, organizations that I work with and, then, outreach initiative. Hood: Sorry, Luke, it's not responding. The computer is frozen, so -- Meridian City Council Workshop December 13, 2011 Page 8 of 49 Cavener: Well, that's okay. I will just -- no visuals, but I will keep talking. I want to be respectful of your time. So, since I was last here, there were kind of three events that I wanted to highlight on. One, Meridian Business Day, which we had earlier this fall. Fall we had over 300 attendees. This was the first time that we actually solicited speakers from outside of Meridian to come in and present and we actually brought in Coach V, who used to be a coach at BSU, to be our keynote. We felt by bringing in a new higher caliber level of speaker really elevated the caliber of our event and really designed that event to be very business focused. I thought that it was one of our most successful events and we had our highest level of speakers of any Meridian Business Day that we have had to date. The Meridian community block party is another event that's occurred since the last time I spoke with you. We had over 5,000 attendees, way up from two years ago. We were able to serve twice as much free food, had twice as many sponsors, and we actually increased the length of the event by two hours. I know many of you were out there for that event and that's an event that couldn't be put on without the parks department and Colin and I'm fortunate that they let me help with that. It's just a great way to end the summer and invite our community to come out and enjoy. Another, you know, event that we work on throughout the year are our town hall events and I know that you are regular attendees at each of these events. I feel that over the past year we have really seen the attendants and participation at our town halls really increase. One of the things that we wanted to do for 2012 is make that a reoccurring calendar, something that the community can expect to see on a regular basis. So, in 2012 our town halls will fall on the fourth Wednesday of every third month beginning in January -- beginning January 25th. I know that that's an appointment that's been sent to you on your calendars, but just a reminder January 25th was when our next town hall will be. As you know I do a lot of work with a lot of different organizations. Many of them come and speak to you on a regular basis. I wanted to give you give just kind of a snap shot -- about three that I do a lot of work with. The first being the Youth Advisory Council and I will be very brief on that, because I know they come and speak to you every month. But what I wanted to share with you is maybe some comments that I had made earlier this month to -- to Councilman Bird about this year's Youth Council class and of the four classes that I have had the opportunity to work with I feel that this year's class is the best that we have seen. They are active, engaged and involved in so many different levels of community and I really think they have done a very job of building off, you know, previous years success and I really think this is going to be kind of a key year for them. They have already had their candidate forum. They are working on a youth summit. They are just doing a lot of different things to be active and involved. They are always excited to come and speak to you and I appreciate your guys giving them that opportunity. Another organization I know you guys hear about a lot is our Meridian Senior Center. They are, obviously, excited about the opportunity to move to a new facility here soon. They are actually in the process right now of electing new board members and new leadership, so there will be some new representation from the senior center beginning in 2012. One of the things they are really working on this year that I applaud them on is they are working on ways to really improve their process, the way they engage with the city and the community, and, quite frankly, that's going to be very necessary for them as they move into their new facility and they really could be very quickly overwhelmed with the amount of attendance that they are going to see at their Meridian City Council Workshop December 13, 2011 Page 9 of 49 senior center. They wanted me to pass along that they are excited and hopeful of right of way access to occur, so that they can get their residents into that building as soon as possible. Another group and organization that I work with -- and I kind of lump them all together are homeowners. As you know, I regularly attend homeowners association meetings throughout the year. Since the last time we spoke I have attended 14 different -- excuse me -- HOA meetings. I kind of look at them as like a mini town hall. It's a way for me to be in front of them for ten, 15 minutes, talk about whatever is kind of the topic of the day, but what we found is that what our HOAs really like is the opportunity to have that Q and A session where the residents are able to answer -- or ask and address questions that they have. Common questions that I get asked a lot about is always Eagle Road, what's being built there, what's going into the Center Cal project, when is Kleiner Park going to open, what is Big AI's -- it just seems that those are some of the regular questions. I do get frequently asked about the City Hall lawsuit and what's going on in that element, but the biggest amount of questions I get are related to their particular neighborhood. So, what to do if their neighbor that they don't like parks his RV in front of their house for five or six days, what are they supposed to do and so it's nice to see that every HOA has a lot of the same questions and it's always typically about what's going on in their own backyard. And the HOA meetings really translate into a lot of the outreach efforts that I really try to spearhead. As you know, it seems every time I get up here I'm talking to you about different outreach methods that we are doing, whether it be .social media, video, et cetera. .When we really launched our outreach efforts it was very much a one way street. This is what the Mayor's office or this is what Lucas is sending out, excuse me, to the community. What we have really seen happen is over the past, you know, six months to a year it has become a two way street, an opportunity to really engage and hear feedback from our residents. If it pops up I will show you some statistics on our Facebook. We currently have 1,041 Facebook fans, including fans in Thailand, Romania, Malaysia and Turkey. Ninety-eight percent of those, though, are in the City of Meridian. We typically send out three to seven daily posts on any number of subjects and what we found is that it's really a great place to share information and create dialogue. Earlier this -- I guess two weeks ago we had a resident who posted a concern on our Facebook page about their trash. They were upset that their trash hadn't been collected -- all the trash they put out hadn't been collected and it created an opportunity to really provide that value added service in communicating with them, addressing their concern and getting that handled and partnering with SSC, who does a great job of solving a lot of those issues as they pop up. But it allowed me to educate them on a lot of the other services that SSC offered that they didn't even know about. So, it really creates those great unique opportunities to share with them information. The Powerpoint is not up yet, but I will share that, you know, 57 percent of our Facebook fans are female, 39 percent are male. Our average -- or our highest demo is ages 35 to 44. They make up about 35 percent of the people that are on our Facebook page. Twitter is another element that we use for outreach. It aggregates feeds from both the city Parks and Rec Facebook page, as well as the page that I help moderate. We have nearly 1,300 followers there and that's a great place to have individualized interaction with people. Two months ago there was a citizen who was having brown water when she would do her wash or take a shower and I think she took to Twitter to vet a little bit and we implemented a lot of tools, so if somebody says Meridian City Council Workshop December 13, 2011 Page 10 of 49 something about Meridian or Meridian City Council or Mayor Tammy that I get a notification and so she had just wrote that she was a little frustrated with the city, because she has this brown water and didn't feel that she was getting the level of service that she needed and it created the opportunity for me to contact her and her husband, address the issue, find out what was causing it, and she lives in a nondeveloped neighborhood, she's one of two homes in the HOA that's developed and when the water department was filling up off of a fire hydrant each day it was kicking back a little bit of brown rust into their water and because they were the only home, they were the ones that saw it. So, by having that -- had we not had that interaction via Twitter we would never have been able to know about their issue and never been able to solve it in really the right way, you know, working with the Meridian way and providing our CARE values. So, I really think that Twitter has been a great tool to keep people engaged. As you know we do This Week In Meridian, which is our weekly one to three minute community update. We have had over a hundred episodes that are shot, we have used over 60 different city staffers to share unique events that are happening in each Meridian week and that's sits on our home page. The Mayor will be our host next week. Members of the Council, you have an open invitation should you ever want to be the host of This Week In Meridian we'd love to have you involved. We get about 50 to 200 viewers on that each week and I think it's a great value added service. Celebrate Meridian is our monthly television program hosted by the Mayor. We will be shooting our first .episode. of 2012 tomorrow. .Senator Chuck Winder will be our guest.. It's a great way for us to really share Meridian's story with the public. I'd like to thank Councilman Hoaglun and Councilman Rountree and Councilman Zaremba for being guests. Councilman Bird, you have an open invitation to be our guest on Celebrate Meridian. I have to admit you would have a high score to beat Councilman Hoaglun's appearance on Celebrate Meridian -- is our most viewed episode on our website with 473 views. So, your fan club is active and involved on our website. Another outreach is City Council Live, which is broadcasting our City Council meetings. We have been doing that for a little over nine months. You know, we get a wide gamut of visitors to our site for Council meetings, depending on what our agenda is. We average, you know, anywhere -- right about eight viewers a week. In the past 30 days our high has been 21, our low viewers have been six. During the precious metals ordinance discussion that was -- we saw a lot of traffic. It was actually an issue for IT to handle the amount of people that were coming in to watch that discussion. We get about 20 viewers who watch the archive feed in any given month. We starting to see this that is really unique, though, is people are wanting to provide feedback while they are watching the City Council, you know, web stream, they may have a question or a comment, so our office is looking to find a way to be able to interact with people as City Council meetings are going on. And really what that results in -- what I think are the benefits and values of kind of what my position provides is -- as you all know as elected you have created, you know, strong relationships with people in our community who appreciate and enjoy having that one on one relationship with you and I think that my position only serves to reinforce that and I know that I take pleasure in being that person that if someone has a question or a comment or even a concern that they know that they can call Luke in the Mayor's office and that question or concern will be addressed and shared with the appropriate people, so we can get them -- their problem solved in a timely manner. Meridian City Council Workshop December 13, 2011 Page 11 of 49 Ultimately I think it improves Meridian's job of doing great outreach with our residents in providing them the information they want as they need it and it all allows us to really solve those small issues before they become big time problems and provides greater transparency. So, no visual aids today. I'm sorry. But I do stand for any questions if you have them. I'm happy to address them. Jones: Luke, I would like to say you do a good job of communicating. Thank you. Cavener: Thank you, Madam Mayor. Jones: Any comments? Questions? Bird: Nice job, Luke. Rountree: Thank you, Luke, for what you do. Cavener: Thank you all. Have a Happy New Year. Bird: Same to you. B. Police Department: Mayor's Anti-Drug Coalition Quarterly Update Jones: Thank you. With the police department we have the Mayor's anti-drug coalition quarterly update. Alicia. Brenda. Allison. Terrell: Good afternoon, Madam Mayor, Council Members. My name is Allison Terrell and I serve as a volunteer on the executive committee for the Mayor's anti-drug coalition and I'm also employed as the drug and alcohol counselor at Meridian High School. It's my purpose in speaking with you today to raise awareness of how the MADC works to reduce substance abuse in our community. You I'm sure already know this, but the MADC has been in existence for seven years and we are going into the fourth year as a drug free community grantee. The MADC recognizes the importance of providing a comprehensive substance abuse program -- prevention program in our community. Our philosophy consists of three phases, prevention, intervention and recovery. In regard to prevention, the MADC has provided programs, such as the impact coaching program, which allows for high school athletes to buy into this idea that not everybody in high school, especially athletes, use drugs and alcohol and they are encouraged to serve as roll models for their -- for their fellow students and basically walking the talk of the importance of living a drug and alcohol free lifestyle. There is a lot of misinformation, especially among high school kids, that, again, everybody is using drugs and alcohol when, in fact, if you look at statistics, less than ten percent are actually regular users of drugs and alcohol and so what this program does is it helps combat that issue, so that people start to believe that it's actually those of -- those of our students who choose not to take that path are actually more in the norm than they realize. This program is currently used in our football programs at three of our local high schools, Rocky Meridian City Council Workshop December 13, 2011 Page 12 of 49 Mountain High School, Meridian High School and Mountain View High School. Every summer the MADC sponsors a Cable One movie night, which includes a substance prevention presentation to over 2,000 people who were in attendance this last summer and last summer we partnered with Drug Free Idaho and the Idaho State University's generation prescription drug program. We also co-sponsored a leadership retreat with the Idaho Drug Free use for high school students from both Meridian High School and Mountain View High School and we will begin to sponsor student chapters at both of those high schools this coming spring. The MADC recognizes the importance of partnering with our local high schools. Every October during Red Ribbon Week we provide supplies and set up presentations for over 40 schools in the Meridian School District. The intervention component of Meridian -- of the Mayor's anti-drug coalition consists of providing a prescription drug drop-off program at the Meridian Police Department and since its inception in October of '09 we have collected over 3,600 pounds of prescription medication and I don't know if you're aware, is the most frequent substance that we find at the high schools. It actually -- it's more so than alcohol and marijuana. At least -- at least once a week I'm dealing with a student or concern from a parent whose child is using -- is using prescription medication, so that continues to be on the forefront of our minds in terms of when we develop programming for the future. Beginning in this coming February we will be offering a marijuana awareness class for educators, parents, and other interested citizens. Each week this class will provide science based information about the different aspects of the marijuana culture, including medical marijuana and I'm sure you're aware that as the state of Idaho we are surrounded by medical marijuana states and the movement to legalize marijuana has -- is definitely on our doorstep and we have some very passionate volunteers who are committed to making sure that that doesn't happen and really educating our community about what has happened in our surrounding states where it has become legalized and the devastation and destruction that that brings with it and not only that, but the increase of the abuse of teenagers as well of marijuana. This course was requested by the Meridian School District and it will be a partnership between the MADC, Drug Free Idaho, and the Boise School District. And on a more personal note, I am very grateful for the resources and support that the MADC provides to my school in particular. I have been a drug and alcohol counselor in the schools now for about eight years and it wasn't until probably five years ago when I had some resources and some tools that I could put into the hands of parents. I now can give parents drug testing kits that they can take home and they can use as a tool to help their child defer use or prolong it at least. I'm also able to give them resources for education, for classes, for programs, all sorts of things that just wasn't available, even, you know, five or six years ago. Recovery is an important aspect of a well rounded community prevention program and the MADC recognizes people in our community who are in recovery from substance abuse. Every September they are provided with a free breakfast and an opportunity to hear testimonies from others who have overcome similar challenges and show great courage to live life clean and sober. And in terms -- also in terms of recovery I get the pleasure of working with students every week who are making the commitment to stay clean and sober and the MADC has provided us with materials and has paid for the cost of background checks for our volunteers to help facilitate our discovery recovery program, which is modeled after Alcoholics Anonymous, it's a 12 step program, so that Meridian City Council Workshop December 13, 2011 Page 13 of 49 kids at a very very young age can start to understand that there is -- you can live life without using drugs and alcohol and they don't have to wait until they are in their 20s and 30s or older to figure it out and we also receive a great deal of support for kids whose parents or family members are addicts or alcoholics. And in closing I would just like to extend an invitation to anyone who is interested in continuing to improve our quality of live in making Meridian a drug and alcohol free community. To join us in our mission we meet -- we would love to have you. We meet the third Thursday of every month at Meridian police and just need to contact the Meridian Police Department for more information. I will stand for questions at this time if you have any. Jones: Any questions or comments? Rountree: I have none. Jones: Thank you very much, Allison. Terrell: Thank you. C. Legal Department: Solid Waste Advisory Commission 2011 Annual Report Jones: From the legal department, Bill Nary? Nary: Thank you, Madam Mayor, Members of the Council. I'm going to be brief. You have a written report from the Solid Waste Advisory Commission in your packets. I would highlight it's been a very successful year in forming the Solid Waste Advisory Commission over the last year and, then, beginning to develop aprogram -- and different programs with them and the one, of course, they would like to highlight the most was to be able to reinstitute the recycling program with the change in the secondary markets for recyclables. We were able to partner with SSC to create a -- or recreate the program we had now with some side boards and more clarity as to what is eligible and a process for people to request assistance for various projects around the community, they have funded some projects recently, one was the recycling containers for Settlers Park as a pilot project and, then, also the recyclable bags that they are going to be using for promotional opportunities and public awareness of recyclable issues. So, if you have specific questions about the Solid Waste Commission maybe can answer them. If not, the report I think contains the rest of the details, so -- Jones: Thank you, Bill. Any comments or questions? Rountree: I have none. D. Police Department: Interact Business Group Consultants Reporting on Public Safety Training Center Meridian City Council Workshop December 13, 2011 Page 14 of 49 Jones: Thank you. Next on the list is the police department's report on the public safety training center, Chief Lavey. Lavey: Madam Mayor, good afternoon. I think this is the third time we have seen each other today and to the other Mayor and Council, thank you for the opportunity to speak today. In the last eight years we have been working on a vision and a concept for a training center for the police department and over that time the scope has changed from a law enforcement only to a -- more of a public safety training center and, then, some aspect of that being open to the -- to the community. Earlier in this year we actually had contracted with a group called IBG Interact Business Group out of Valley Center, California, to look at a feasibility study and needs assessment and a strategic business plan for such a concept. Today we are prepared to give a presentation of what they come up with. We are here to create dialogue on the scope of the project. We are also here to discuss potential options and phasing of such a project if we go forward and I have also noticed that some of our partners that we have been working with over the last several years are here as well and if time permits would love to hear from them as well. So, with that being said, I have several staff members here -- I have Deputy Chief Tracy Basterrechea, Lieutenant Jamie Leslie, and Sergeant Eric Strolberg. Jamie Leslie and Eric Strolberg have been instrumental in being the contact people for the police department side working with Interact Business Group. All of us here are and will be available for questions and I am going to sit down and turn this over to Bill Booth who is the representative of Interact Business Group to start our presentation for today. Thank you. Bill. Booth: Hello, Madam Mayors and Council Members. I want to thank the fine staff at the Meridian Police Department and the Fire Department. We have been engaged in this project for just over six months now and I have found them to be a very professional and extremely dedicated with regards to training -- training the officers and firefighters and staff at the City of Meridian., as well as support of other departments within the community. I have -- this is meant to be a briefing, where we stand, where we have been, and what our thoughts are about going forward. We have given to you in your handouts a short executive summary of the strategic business plan that when submitted to you in final form this is going to be over 200 pages long. We are going to go through about ten pages of it today, just to do the highlights. If you have a copy of that -- I hope you do -- if you go down through what our tasks were when we first started the project and what our marching orders were, we were given seven tasks or seven questions to answer with regards to the report, who will use the training facility, what training will be provided, what will it cost to build the facility, what will it cost to annually operate the facility, what other preliminary site plans and equipment requirements. What is the cost benefit of the facility and potential of offering training classes to outside public agencies and industries. Those were our marching orders and those were the tasks that we were zeroed in on for about the last six months. Starting first with the needs assessment, we did an extremely detailed assessment of the Meridian Police and Fire Departments. Sat down with staff and cataloged every one of their training classes in a very detailed manner, how many students per class, the legal justification for each class, the kind of facility or property that was needed for each class and came up with a very extensive Meridian City Council Workshop December 13, 2011 Page 15 of 49 database that we have prepared for the departments. In summary of that -- of that work on page three of your handout is the total contact hours of training required by the two departments. For the Fire Department 45,608 contact hours. For the Police Department 55,722 contact hours of training. We did -- and I will get a little bit deeper into this. We did an outside user survey of agencies and industry across the area, as well as focus groups of some 15 very specific people and agencies within the area. They are training totaled just over 7,000 contact hours -- 7,392 contact hours. For a grand total of an annual required training for the department and outside users of 108,722 hours. In my company's experience and our experience these numbers are in line with what we see across the county, regardless if it's Idaho, Texas, Alabama, Illinois -- training of law enforcement is somewhat standard across the country. With fire service as well. Somewhat standardized across the country. So, these numbers I think are typical and do fall in line with what we have seen in other reports. In addition to cataloging the requirement and needs of the departments, as I have said, how many students, how many instructors, types of props that were used, we also asked the departments to categorize each and every class. We came up with four independent categories and those are on the next page of your handout on page four. We took the contact hours and we broke them down by categorization. The first category was classes that were not being performed to a satisfactory level. Category two, classes that are being performed to a satisfactory level. Category three, desired classes that are not being done today as a result of perhaps .lack of facilities. And category four classes on career development and advancement classes. Going to the far column on the right. You can see it. Of the one hundred and -- just over 100,000 class hours we have got 47 percent of the classes that are not being performed to a satisfactory level, 23 percent that are, 21 percent of the contact hours the departments would like to do a better job of training and eight percent for career development classes. We are not saying that the class -- the training is not being done, we are saying that it's not being done to the satisfactory level of the department. Did want to make that very clear. As I mentioned, we -- we brought in the community at large in this area. We did a web based survey and I had about a response rate of about 53 percent of the respondents that we sent out and asked them if we built a training facility here in Meridian would they come. If they did come what would they come for? What classes would they prefer. What classes do they need the most. How many people would they send, et cetera. And the next table shows the -- kind of the most popular classes that came back in our survey, the column to the right, 68, 63, 59. That's the number of students per year that would be coming to Meridian for training that's provided here at the training center. Very important note I think in our survey question, which we don't have here, it's in the much larger report. When we asked them what classes would they like to see or would they come to Meridian to take, they are classes that the departments are already delivering themselves. So, they are classes that are complimentary to what the Meridian police and fire department are already conducting themselves. So, therefore, the facilities that we build for Meridian could be used with outside users as well. In total we estimate around 800 students would come to the city for training -- 800 students outside of those staff here at Meridian. Eight hundred total -- total students. But, then, the next page is also a very important number, an additional 2,000 students. These would be law enforcement officers that would come here multiple times a year for what Meridian City Council Workshop December 13, 2011 Page 16 of 49 they call qualification shoots and what that consists of is about an hour training on the shooting range that officers have to do four times a year here in the states. Another 2,000 visitors, people coming to the training center. In addition to the internal needs assessment that we did, addition to the outside user survey that we did, we brought in what we call a focus group, it was around 15 people -- people from neighboring fire and law enforcement agencies. Idaho POST attended. We asked the focus group very specifically -- we asked them -- brought them into the room and said what should this thing look like? What do you need? We also had some federal agencies coming to the facility as well. What are we missing? Are we missing anything? Are there any 800 pound gorillas in the room? What should we be doing here? We had some very good feedback and very good comment. We have listed them in the -- in the bullet points that are here. We got a very strong positive response from the focus group. The next is -- on the screen -- we have -- that worked for us, an architectural firm that's very experienced in the design and development of public safety training facilities. They came, they visited the site, they looked at the land, they are very experienced and looked at our needs assessment and tailored a site plan that would fit the needs of the Meridian police and fire department and we have come up with a site plan that's on your screen now. You can see -- tell me I can write on this. Here is the existing training -- headquarters facility now. Here is the existing canine area we have now. Here. Here is -- would be the gun range facility over here and the administrative classroom area there. I'm ,not .very good at this, obviously. Existing range building -- or existing headquarters building is here. This is -- would be the range scenario village, outdoor drill ground area. This we are calling the main campus, the administrative classroom area. And Water Tower Road here. That's the site layout and we are going to come back to this in just one second. In your handout we also have a -- a context site plan in context of the neighborhood of where we are at and where we are located. You can see that the Idaho POST facility and driving track is almost adjacent. Not quite, but very close. Moving on now to page eight of the summary. We came up with a lot of different options and ideas and thoughts and plans for the facility, with the main marching orders and my main task working with staff was what can we build -- what do we need to build that meets the needs of the Meridian police and fire departments first and foremost. We came up with two phases. One is calling it phase one, quite cleverly. That includes a 50 yard range, two classrooms, and a 25 yard shell. So, going back to the site plan here, we are talking about building this area here. That's what we are calling phase one. The cost estimate for that is just over 5.8 million dollars. Followed, then, by a phase two -- now we are going to get really fancy -- with the main administrative classroom building as our phase two at about 3.1 million and that is our administrative classroom building. Now, the needs assessment that we did supports both phases. I mean I think that we could build both, but we have looked at this and said what is the most pressing need. With phase one we are still going to be going back to headquarters for some classroom space, office space, et cetera. So, we are going to be back and forth in phase one, going to -- if I can do this. We are going to be still utilizing space that's over at the headquarters building now, because we do need the space. If we split it up we are going to be back and forth across the parking lot for some classes. If we build both, obviously, we will have it all put together. We looked at operation and maintenance costs. One of our issues, of course, is once you build it, Meridian City Council Workshop December 13, 2011 Page 17 of 49 then, you got to pay for it. We have come up with in phrase one and phase two two different cost levels. If you build phase one it's going to cost around 41,000 dollars a year to maintain it and the detailed level of that is utilities, telephone, supplies, maintenance of the equipment and so forth. It comes out to around 41,000 a year. If we build phase two collectively, then, phase one and phrase two, it's going to cost about 88,000 dollars a year to build and operate. The last page here is -- we call it the O and M cost versus annual revenue opportunity. When I spoke earlier we mentioned that we did an outside user survey. We asked departments and agencies in the area would -- if Meridian built a public safety training facility would you come and if you come who would you bring and what classes do you need and how many students would you bring and the question we asked in the survey was very specific and it said for a fee who would you send, what would you need, and how often would you come. That brought us to the -- about 800 students a year number and the 2,000 officers qualifying. So, we intend to generate some user fees and revenues from the facility. If we build phase one we can expect 26,546 thousand dollars in annual revenue from those users coming to the facility. If we build the training center now, we can save from the police department's perspective about 22,000 dollars a year that the department is now spending going out of the area for training for travel costs, overtime, and so forth. We can bring that back in. So, we are going to be able to save -- save that money and put it back into the overhead and maintenance costs of the new facility. We have a total of 49,000, subtract 41,000, we are looking at a small profit of about 8,000 dollars a year in the phase one scenario. To build phase two we can see the entire potential revenue from the outside user survey, which is at 59,399 dollars, then, we have all of the classroom space and the full -- fully developed training facility. We also think that based on the classrooms that we build in the second facility, we are going to have some excess classroom space. We have forecasted around 24,000 dollars in excess space to sell just classrooms. We had some people at our focus group from the industry who said we don't shoot -- we don't need a scenario village, we need good, clean, reliable classroom space in a -- in a secured environment. There was a strong need in the area for classrooms. Just -- you would think that -- what do you need the classroom for? It's really interesting how much -- how much there is need just for this type of space. The revenue, if we build out phase one and phase two, at total build out, we think we can expect a revenue of about 18,000 dollars a year building full -- both units out. Or both phases out. That's where I am today. That's where we are. That's my presentation today. I'd welcome any questions. Bird: Madam Mayor? Jones: Yes, Councilman Bird. Bird: I have got one question. Thank you for the presentation. Very efficient. Why can't the main campus administration building come up and go off the east wall where we eliminate an exterior wall and it would allow us to have more parking on the east side? I have got concerns about the parking. Is there a reason we didn't do that? Booth: I'm not an architect, but there is a reason. Meridian City Council Workshop December 13, 2011 Page 18 of 49 Bird: Okay. Booth: There is a -- what is it called? A lateral -- a water lateral -- do you see this very slightly dotted line -- Bird: Uh-huh. I know the -- Booth: -- right next to the building. We can't build over that. Bird: Good explanation. I forgot about that. Thank you. Hoaglun: Madam Mayor? Jones: Yes, Councilman Hoaglun. Hoaglun: Scenario village we show and that's a potential and that's really -- under phase one that cost is not included in that, that's just a -- kind of a phase three, if you will? Booth: No, sir. It is in phase one. Hoaglun: It is in phase one. Booth: We have a budgeted number. It's in the major report. There is a number. Could I see the report? Hoaglun: If I recall, Madam Mayor and Bill, I think we were going to do the streets on that, put in the infrastructure and, then, the village itself -- would be constructed over time and there is some things -- maybe utilizing students at Boise State and others to -- to bring that on board. So, we would have additional -- I see that -- I call that phase three in my mind, just -- the street's there, but there may not be the buildings in that phase one. So, when you see phase one and the range center, that scenario village is ready to go, but they still have to be built. Booth: There is a lot of contingency things going on here, but we did place a 50,000 dollar number --aline item in here for scenario village training area. That could be the asphalt training area for the ground, it could be some of the structures and the building and, yes, we have had conversations with -- with the university about helping us. knew that in the past in projects that we have been involved with it's an excellent program for -- for students and we have also been involved with programs where we have had trades -- the trades have come in in apprentice programs and actually build the facility. So, we have 50,000 dollars in here to kind of cover that general area, so there is -- there is a little bit of money in there for that. Hoaglun: Great. Meridian City Council Workshop December 13, 2011 Page 19 of 49 Booth: In the phase one number. Hoaglun: Great. Thank you. Jones: I have a question, Bill. How far did the survey go? Was it just the Treasure Valley or -- well, from here to Boise -- just here in Boise or how far and wide was the survey? Booth: In Nampa and so forth. I do have a list of the people that it was sent out to, but I think just here within this region. We didn't go out of state. We didn't go to Portland. We didn't go to Seattle. We didn't go to Denver. It was mainly here for this region here. Jones: Thank you. Booth: Although we did have some federal agencies that are stationed here get the survey and also attended our focus group meeting. Federal agencies, but local -- locally stationed people. Jones: Okay. Zaremba: Madam Mayor? Sorry. Jones: Yes, Councilman Zaremba. Zaremba: When you were discussing if only phase one were done for the moment and phase two were put off a little bit, you were saying that existing meeting and classroom space in the existing building would continue to have to be used. As the city gets back into a growth mode and the city grows I assume the demands on space in the police department are going to grow as well as the police force will probably grow. Was there any discussion about how soon that -- what is currently existing meeting space in the existing building needs to be converted to office space and other uses and get this phase two built? Is there any press there to do that quickly? Booth: I think if I could ask the chief to come up, he's very familiar with that expansion -- or just sit there. He -- of the new expansion of the headquarters building. Zaremba: I guess, in short, my question is how fast do we need to give up the space in the existing building? Lavey: Madam Mayor, Councilman Zaremba, that's a very good question. I had a few points that I wanted to cover and now would probably be a perfect opportunity. So, let me cover those points and, then, I'll answer that question for you. Zaremba: Thank you. Meridian City Council Workshop December 13, 2011 Page 20 of 49 Lavey: One of the things that we asked Bill and his group to do is to -- we didn't want to under promise and the marching orders that you will not see here was estimate high on construction, estimate low on revenue, because we do not want to get this wrong. But one of the things that Council should be aware of is when we envisioned this under the capital improvement plan, the original concept was for FY-2011, which is the current budget that we are operating on. We have a building expansion in the capital improvement plan, in the ten year plan, that goes out to I believe 2015. So, one of the things that we have done, to answer your question, is we are looking into the future and saying what can we do without and, then, what do we do now and what do we need for the future and what we envision is -- is moving a lot of the services that are occurring currently at the police department into that administrative building and, then, using the vacated spaces at the headquarters and converting it into additional office spaces or working spaces -- really kind of a -- after a needs assessment and, then, potentially prolonging that building expansion. We originally looked at -- the original concept plan was a five million dollar expansion to the -- to the west side of the headquarters building and part of that also was a remodel of the locker room space and one of the things that we have been studying is -- if we moved the public meeting room and the training room over to the phase two building, is possibly being able to expand the areas that we currently have, such as the weight room could -- would be moved over to the admin building, that would allow additional space to move into. Instead of adding onto the building we might just be able to kind of flatten out and spread out.. So, potentially delaying that five million dollar commitment for many years to come. One of the other things that we looked at when we were working on all these concept plans was a 20,000 square foot addition to the headquarters building. If we end up building this training center with this classroom facility, then, that 20,000 square foot onto the main building is no longer practical. So, to answer your question, we have already stated that the need's there now, but if we start to see a major growth and some of the commercial growth that's already been identified and is in the planning phases, if we need to add lots of officers we are going to need to do that fairly soon. If we stay status quo like we are or have limited growth, we can get by for several years. Zaremba: Thank you. Lavey: I hope that answers the question. Zaremba: Gives me a frame reference. Yes. Thank you. Lavey: Thank you. De Weerd: Madam Mayor? Jones: Mayor de Weerd. De Weerd: I guess in looking at the annual operations and maintenance costs, I don't see personnel. Are we using existing personnel to manage, maintain, schedule and clean it? Meridian City Council Workshop December 13, 2011 Page 21 of 49 Booth: Staffing would come out of the existing staffing budgets and so the PD and the fire department would use existing staff to run it, schedule it, and recordkeeping and so forth. The maintenance of it is coming out of utilities and there was a line item for that and the plan is to use the headquarters and how it's maintained now, using it as a -- the same procedure that's used with the headquarters building, to use it now to maintain the facility out there. So, there is no dedicated staff, other than existing dedicated staff from the police and fire departments at the training facility. Jones: Thank you. Lavey: Madam Mayor, if I could add just slightly. Some of the vision that we have sometime in the future is to expand the training unit of the police department. We currently have a training coordinator that works part time and somewhere down the road I foresee a civilian full-time position maybe running this facility, but currently with existing staff that's the plan. So, not -- not any increase in staffing in the immediate future and, then, through our planning -- the costs that you see covers heating and gas and janitorial costs and filters and that sort of thing. Jones: Chief Lavey, when you say a civilian, are you meaning anon-uniformed person to run it? . Lavey: Correct. We actually have police officers that are in a sworn position and we tend to pay them more and, then, the civilians are non-sworn staff are just like you and I . Rountree: Madam Mayor? Jones: Yes, Councilman Rountree. Rountree: There was some discussion early on about not including the 25 yard shell. Is that still a possibility or where are we with that? Booth: In phase one we have included the 24 yard shell is in that number. We are going to build out the 50 yard range fully built out with the targeting systems, ventilation, and, then, build the 25 yard shell as a part of phase one. Rountree: I understand that, but my question is there was some discussion about taking that out of the phase one. Is it not doable or is it not necessarily efficient? Booth: I think it's a couple of issues -- a couple of things. One is the efficiency of building it all at one time and bringing up the pads and building pads and shelling that portion of it out, but, then, in addition you have got a very large open space that can be used for a lot activities, not only for the police department, but for public-private partnership opportunities. There is space there to do things with, larger gatherings of people at the training center, so a lot of things can happen inside that room. It's about Meridian City Council Workshop December 13, 2011 Page 22 of 49 8,000 square feet of open shell space and we just felt that it's more efficient to build it all at the same time. Rountree: Thank you. Jones: Any other comments or questions? Bird: Very nice. Jones: Thank you much, Bill. Booth: Thank you. Jones: And thank you, chief. Lavey: Thank you. E. Public Works: Capital Improvement Plan (CIP) Update Jones: Now we will step to the capital improvement plan. Rich. Dees: I'd like to introduce Warren Stewart, who is going to actually do this. He drew the short straw -- the correct straw. Sorry. So, Warren is going to give us a briefing on the capital improvement plan for the next number of years. De Weerd: Are you going to pay for that project before this in the CIP? Dees: Let me help. No. Stewart: Madam Mayor, Members of the -- or Madam Mayors, Members of the Council, it's my pleasure to come before you today and give you what I hope is a fairly brief update on the capital improvement plan. We have actually changed the title of it and I will get into that in just a little bit why we did that. Last year we made quite a presentation to you regarding the capital improvement plan, it was the first five year capital improvement plan that the engineering department had presented to the Mayor and Council. I won't go into anywhere near that depth today. In fact, my intention for today is primarily to highlight some of the changes or additions that we have made to the capital improvement plan and, then, give you a chance to ask any questions that you might have. The reason that we create the plan in the first place is to provide a road map to help direct our efforts over the next five years. It also is a companion document to the enhancements in the budgetary process that we do and as such it also gives us a chance to provide some clarity to projects that may span multiple years, the enhancement and budgetary process doesn't necessarily give us a great opportunity to do. So, it serves functions for us. I will spend some time today, like I said, going over some of the changes. Probably the first thing that I'll talk about just a little bit is the change in the title of the plan. Last year we just called it the CIP. This year it's the Meridian City Council Workshop December 13, 2011 Page 23 of 49 engineering capital and enhancement plan, because it does contain items in there that are not quote, unquote, capital, they are not plant in service type items, they are planning efforts and so forth that the engineering department actually administers or oversees and, therefore, we change the title to more accurately reflect what's in the plan. One of the next things that I'd like to draw your attention to is the addition of a project scoring on the back of each one of the project description sheets. In the past we have simply highlighted the projects as ranking a high, medium, or low in priority and this year we tried to improve and make that -- that system more robust by adding a scoring form. We actually score each one of the projects in ten different categories and this allows us, then, to rank each one of the projects. I wanted to show you this form, just -- it shows one of the drop down menus that sort of highlights the process that we go through with scoring each one of the projects and this allows us to, then, rank each one. That ranking is shown not only on the project description sheet, which I'm trying to get to. There we go. The scoring ranking are right here on the project description sheet, but it's also shown -- if I can get there -- on the larger sheet -- or your summary report. Each one of them has your score and the score on the summary sheets are in order of high to low, so you can immediately see within the water department or the wastewater department which projects have the highest score and which ones have the lowest score. So, that's one feature that we added to the CIP that I hope will provide some assistance to people when they are looking at these things. It certainly does help us in our efforts to try and rank prioritize as we go through the budgetary process, .also the rate modeling process, we can talk about various projects and which ones should be moved forward or moved back, depending on how we want to balance or adjust the budget. One of the other things that we have now added in there that's an additional feature that should be helpful on this sheet, we now have a box that identifies whether the project is a capital project or not. If the box is not checked, then, it is not a capital project, it's not a plant in service and we also have included a box in here, which -- right here, which tells us whether or not the project is depreciation eligible. That's essentially -- we are in the process of finance and our business operations department are trying to work out just exactly how that will affect things into the future and I think you guys are aware of that, but we wanted to start this year by, essentially, identifying those projects which we feel are potentially depreciation eligible and that, essentially, indicates which projects are replacement projects and which ones are new capital going in that has not -- it's not part of the replacement. Also there is a -- on each one of these sheets there is an engineering number and an enhancement number that allows us -- the engineering number that is a given number that we give to every project and you will find that every project in here, year one through five, all have engineering numbers. We assign those as we develop the projects. But, obviously, each one of the -- each one of the enhancements is only developed for the budgetary year that we are currently in. So, you will only find the enhancement numbers in there for projects which were 2012 projects and that's true on both this project description sheet, as well as in the summary sheet. You will see both the enhancement numbers and the engineering numbers. All of the projects will have an engineering number, but only the ones for fiscal year 2012 or that begin in fiscal year 2012 will have an enhancement number on them. And one of the other -- Meridian City Council Workshop December 13, 2011 Page 24 of 49 Hoaglun: Madam Mayor and Warren? Stewart: Yes. Hoaglun: And that's -- so the enhancement number -- and that number is the priority? Stewart: No. The enhancement number is a number that actually finance assigns when they -- when they are going through the budgetary process. Hoaglun: Okay. I wanted to make sure I understood that. Thank you. Stewart: You bet. Thank you. Jones: Warren? Stewart: Yes. Jones: Question for you. On the scoring, who scores -- who establishes the score on this? Stewart: That's a good question. It's -- generally speaking, it's one of the engineering staff and it's primarily my two assistant city engineers. One for the water and one for the wastewater. And, then, also Clint Dolsby, who is the assistant city engineer over wastewater, does reclaimed water at this time. But we have actually done those kind of jointly. As a group we will get back together and make sure that we all feel like that scoring is adequate and that it -- everybody is sort of on the same page. One of the other -- is there another question? One of the other things that we had added that is significant is for projects that begin in 2000 -- for the current fiscal year, we have added project schedules, or GANT charge for each one of those. And that's another significant addition that we have made over the previous one and we feel that that's going to be very helpful. We have already had a lot of the departments, wastewater and water, as well as inspection services and also Hansen -- the folks that are sort of administering Hansen are interested in those schedules, so that they can use those in their work and their efforts. So, that's been a great addition. Not only for our project managers, but also for the rest of the departments to be able to utilize. The engineering and capital enhancement plan for the next fiscal year 2013 through 2017 is already underway. We have already done a preliminary draft of that or a draft summary, which we had given to business operations so that they can utilize that in their work in preparing the rate presentation that you will be seeing in the next few months. Some of the potentially significant things that you might see as that comes up -- one of the -- you know, this -- this particular plan was developed in June. We didn't finalize it until after you guys, essentially, had voted to approve the overall budget for 2012. So, we are just now presenting that to you, but, essentially, the vast majority of this work was done then. Since this plan was developed a couple of things are -- have come to light that I just want to make you aware of, because you will be seeing the impact of those things potentially in the next capital improvement plan that will be coming forward to you and Meridian City Council Workshop December 13, 2011 Page 25 of 49 that is the MPDS permit. We know that there is going to be impact associated with the final outcome of the MPDS permit, the compliance schedule that they give us, that may impact some of the outlying years in the five year capital plan. One of the other things that's fairly significant that I just wanted to make you aware of is the recalibration of the flow meter out at the wastewater treatment plant. Basically, we had been going the last few years using a particular flow metering device that metered the discharge to Five Mile Creek. We put new facilities in there this year and had those calibrated and discovered that our old flow meter was a little off and as a consequence we may be running out of capacity a little sooner than we anticipated and in order to make sure that we are putting, you know, additional capacity improvements in place in order to take care of that -- that need, we may end up moving some projects forward in the next fiscal year or in the next plan -- addition to this plan in order to accommodate for that change in calibration. And with that I would just like to say, you know, we are always looking for ways -- in fact, we already have some ideas of things that we are going to add and improvements that we intend to make in the next capital improvement plan in order to make it more useful not only to the engineering staff, but also to the rest of the Public Works Department and the city and we are going to be committed to doing that on an annual basis and grateful again for the opportunity to present this information to you and I stand for any questions that you may have. Jones: Any questions? Yes, Mr. Rountree. Rountree: Warren, you indicated I think on your first slide you rated ten particular items. Stewart: Yes. Rountree: And somewhere I saw the value of those. Are those weighed and what are the most significant things that you do weight, if you weight them at all? Stewart: They are weighted. As you can see we have the major drivers category and the minor drivers category. I think the highest number of points without pulling down -- each one of these has a drop down menu. Rountree: Okay. Stewart: And there is basically directions on how to score them and, you know, on thresholds you bump from one to category to another and I think the next sheet shows one of those -- or the next slide shows one of those drop down menus as you can see there. So, when it comes to regulatory -- actually, that's customers impacted, so it's one to 25, 26 to 100, and so on and, then, there is a point associated with each one of those. So, they are weighted to some degree. The ones that actually -- you will notice that some of them have a range one to ten, some of them may only have a range of one to three. Rountree: Okay. That's all I need to know. Meridian City Council Workshop December 13, 2011 Page 26 of 49 Stewart: Okay. Jones: Any others? Thank you very much, Warren. Stewart: Thank you. Bird: Nice job, Warren. F. Planning Department: Review ACHD 2013-2017 Five Year Work Plan Draft A Jones: Next will be Caleb to review the ACHD five year work plan. Hood: Thank you, Madam Mayors, Members of the Council. Before I jump into the five work plan discussion I just want to really quickly give you an update, since I don't know when I will be in front of you again. I am working currently with ACHD staff on access to our staff parking lot. With the recent decision to close Meridian Road for the split corridor project, obviously, our access is going to be impacted as well. So, I just wanted to give you a heads up. We didn't discuss that at the joint meeting that we had with the ACHD commissioners a few months ago, but we met with ACHD yesterday at our monthly meeting and we are exploring three potential sites now about a year long basis, since we will be -- access via Meridian Road will be impacted. So, I just wanted to really quick let you know we are looking -- I'm looking in coordination with ACHD at mitigating the -- our one-to-one ratio of what we have now and finding other places within a -- you know, a small radius of City Hall for our employees to park while split corridor is under construction. So, I just wanted to give you that heads up that the wheels are turning on that and if you have any ideas. We will also probably look at, you know, exploring methods. Car pooling, encouraging folks to bike, those types of things. So, if we can't come up with the 70 some parking stalls that are there, that we can figure out other means for folks to get here and home during the work day. But I just wanted to bring that up, because it didn't come up at our joint meeting and I wanted to let you know that that is a direct impact of us during that project as well, so -- we can talk about that some more, I just wanted to plant that seed with you if you want us to I will I'm sure be bringing you updates at future meetings, but I wanted to get that in front of you sooner, rather than later, so -- onto the business at hand. There is a memo in your packet for today. ACRD distributed Draft A of the Five Year Work Plan for fiscal year 2013 to 2017. I have reviewed that draft and would like to discuss that with you for just a little bit. In the memo that I prepared for today's meeting I inserted a couple of documents that I thought were most helpful in summarizing. I didn't share the full report with you all. It does get pretty lengthy and even the summary report gets pretty lengthy. So, I shared with you what I thought was the most pertinent information that you would be interested in before falling asleep. So, I just wanted to run through some of those major changes in Draft A and compare and contrast those to the currently adopted draft of the five work plan. So, one of the major changes is to the Fairview access management plan. The currently adopted plan has construction over two years being in 2014 and 2015 and in Draft A that gets pushed out to 2017 for the first year of that. So, Meridian City Council Workshop December 13, 2011 Page 27 of 49 it's amulti-year project, but is being delayed at least three years in the current draft. That's a pretty good impact, obviously, to that project, which we did speak about the access management plan that's related to that -- the construction project, which is in the program. The other project that I wanted to highlight is Franklin, Ten Mile to Linder. That project is currently in FY-12, but we know with the budget that ACHD adopted here a few months ago that got pushed out to 2014. Well, in Draft A it's back to 2013. So, if you look -- if you compare draft -- if you compare the adopted draft to Draft A, it looks like it's being delayed a year, but, really, in practice it's being accelerated a year from what they are currently under budgetwise. The other one to highlight -- it's not in Meridian, but it is within our area of impact -- is the Star and Ustick intersection and these are some out years of the program, so it's being delayed from PD to unfunded, but I just wanted to -- since it is in our area of impact I thought I would highlight that one. Ten Mile, Cherry to Ustick, is that mile long roadway widening project is being delayed from 2014 to 2015. And I will highlight that a little bit more as we get into the letter that I have drafted for your consideration this afternoon. Ustick and Locust Grove, that intersection is being accelerated one year from 2015 to 2014, but the ancillary or adjacent roadway project, Ustick-Locust Grove to Leslie, is being delayed two years from 2015 to 2017. So, there will be -- at least in Draft A there is a three year difference between when the intersection gets done and when the roadway gets widened between essentially Kohl's or at Leslie Way back towards the Locust Grove intersection. And, then, the other one .that I wanted to highlight was a bridge. on .Victory Road being accelerated and I don't know we need to spend too much time on that, but I did want to highlight all the projects in Meridian and those changes in the program to them. The other project -- and we have talked about this before is Amity-Eagle -- is currently unfunded in the program -- in the five year work plan, but it is a 2012 construction year project. So, it actually doesn't show up in the 2013 to 2017 program, it's bypassing, basically, all the programing stuff and going right into construction. So, I just wanted to highlight that for you that that is being accelerated being designed right of way and construction all within the current fiscal year. So, that's a quick highlight of those major changes -- again one being accelerated, quite a few being delayed a little bit. The -- thought I'd mention -- but the Ten Mile-Cherry -- or, excuse me, the Franklin, Ten Mile to Linder project, although it was being moved back into the program of the 2013, it is still listed as a contingency project or a slip project. So, if they don't realize the funds or don't have some of the carry-over funds from this year to fund that project next year, it could potentially slip to 2014 or even beyond, kind of depending. So, I think with that being said, that segues fairly nicely into the draft letter that I have written. One of the points within that letter is -- and this came up at the transportation task force, who also looked at Draft A during their December 1st meeting. Some of their observations and recommendations to you all for a letter would be for ACRD to explore additional funding opportunities. So, I did put a sentence or two in the letter to that effect that we would encourage them to look for potential -- potential additional funding sources. That's in the first paragraph of the draft letter, some of the reasons mentioned are revenue sources remain flat, you got -- project costs have increased and maintenance included in that. So, that's highlighted in the letter. The Ten Mile corridor also listed in the letter as a -- as a -- still high priority generally for the city. That corridor is very important to us and we thank them and encourage them to continue program projects along that Meridian City Council Workshop December 13, 2011 Page 28 of 49 corridor. I think that's generally it that I wanted to highlight in there. I will, obviously, incorporate some of the comments that we received just earlier this afternoon into the letter about -- we are comfortable with the Ten Mile corridor study at this point. We want to insure the ultimate configuration to correlate with our future land use in south Meridian study and the intensities and that we support the Ten Mile-Amity interim intersection project. So, I will incorporate that somehow into this letter, but I don't have more of a propose -- or a presentation for you this afternoon, other than one of the additional items that I put in your memo was just a breakdown over the five years of the program and it includes ACHD's projected revenue and how they are expending that revenue and the biggest thing to note in there is the operational costs versus capital projects costs, that -- we were just a few years ago at a 50-50 ratio and it's becoming more and more operational heavy and less and less capital intense. So, we will see less and less projects -- each program year we can expect less and less capital projects as there is more and more infrastructure to maintain and those costs are on the increase. So, again, that all goes back to doing the most with a lesser dollar at this point and so I included that kind of snapshot and the ratios of capital operation in the budget. So, again, Madam Mayor, with that I will stand for any questions, particularly on the letter and would also seek direction if you'd like me to come back when Draft B is released or I can gauge that and see if I need to come back for Draft B or what your preference is on bird dogging this all the way through the process, so -- Madam Mayor. Jones: I would -- Rountree: Madam Mayor? Jones: Yes, Councilman Rountree. Rountree: Caleb, the Franklin, Ten Mile to Linder, on the table it doesn't have any indication -- it doesn't have a column about contingency. I know in the program it was -- when you read the description of the project it was highlighted across the page, it was contingency. It would be good to have that I think noted -- or footnoted as they tabularize those projects that any project that is a contingency project that's going to slip -- because I have had to have several conversations with folks about the Franklin project, about, well, it was going to be built this year and where did this contingency thing came from -- come from and it was strictly from their perspective of seeing the table and the table really didn't explain that potential. So, I think it would be good to footnote it on everything they do, whether it's draft or final. Hood: Madam Mayor, Councilman Rountree, that's a point well taken and I think ACRD understands that. I would say that everything in the five year work plan is a contingency project, though. Until it gets budgeted -- Rountree: Right. Hood: -- it's all subject to change and -- and it is a little confusing, granted. I will note -- and I -- it's probably of little consolidation, but the contingency project is listed in the full Meridian City Council Workshop December 13, 2011 Page 29 of 49 report as a contingency project. We can work on some footnote. This really isn't meant for general consumption by the public, but I will look at and work with Matt on -- anytime something comes up with that, you know, an asterisk or something that explains if funds are available or contingency projects, so thank you for that comment. Jones: Any other comments? Questions? Zaremba: Madam Mayor? Jones: Mr. Zaremba. Zaremba: I guess this is just an observation and Iwould -- I would reemphasize it, that ACHD in their prioritization process has considered a lot of elements of where work needs to be done and I bring that up, because as we look at the visual I can look around at some areas where there are no dots and expect some political push back from other cities. Certainly Meridian is in the mode of needing to catch up still to the great growth that we had and the continued growth that we are having and I can understand an ACHD prioritization process why so many of the projects are in Meridian, since we did get so far behind. But I'm -- I do think we need to -- after public comment has been made to ACRD by all jurisdictions, if that has any impact on Draft B, I think it would be helpful for us to hear again about that and, then, just saying I can see the Boise City council looking at this and saying there aren't enough dots in Boise. So, ACHD may need to defend their process and we may need to be concerned about Draft B. Just an observation. Hood: And Madam Mayor, Councilman Zaremba, I have no problem coming back. So, I will -- like I said, I will continue to monitor it. I know -- I talked to Kim Gallagher a little bit about her discussion with the Boise city council. The one project that came up was Fairview and it doesn't sound like they are real excited about it being delayed as proposed in Draft A, but that's a -- that crosses jurisdiction, so it doesn't really go to your point, but -- but I do communicate and -- with other cities and, quite honestly, I mean not that there aren't other projects in Boise, but as you alluded to, they have got a lot of five lane roadways at this point, so the ones in west Boise are about the only ones left to widen to five lanes that are in the program, so there is still some, but -- but it is, like you said, it's needs based on congestion and safety and the need right now is, for the most part, in Meridian. De Weerd: Madam Mayor? Jones: Mayor de Weerd. De Weerd: I guess I see probably costwise Boise is faring pretty well. They are getting a lot of road improvements, we are getting intersection improvements. Caleb, I guess I just had a question regarding Amity and Eagle. That came up at a recent -- in the last couple of months. I don't think the priority of that was really driven by Meridian. Did this bump other intersection improvements or road improvements in and is there a greater Meridian City Council Workshop December 13, 2011 Page 30 of 49 need for Amity and Eagle or Victory and Locust Grove? I guess if you look in that south area and where intersection improvements are needed, I'm still baffled -- when we got that for discussion we really discussed it for design elements, not priority elements. Can you maybe answer how that got prioritized into the 2012 and why that has a greater importance than maybe Victory and Locust Grove. Hood: Yeah. Madam Mayor, I -- let me go backwards and I will probably ask Matt to come up if he wouldn't mind. I will tackle -- your Victory-Locust Grove is in the program. So, it's not an either/or deal. It is also a priority to get done. So, it's -- that -- doing Eagle and Amity does not delay that project, they are both in the same year. However, it is about a 1.3 million dollar project to do Eagle-Amity, which, as I mentioned before, Franklin, Ten Mile to Linder, is -- got pushed out of '12. It is in the currently adopted -- no, it's more than 1.3 million dollars, it's not a one to one trade off, but if you didn't do Eagle and Amity you, essentially, have 1.3 dollars you could allocate to a higher priority project. At least looking at the priority rankings. Because you're right, Eagle-Amity is not one of our priority projects that we requested ACHD to do, it doesn't score high on our list and that's where I will, again, ask Matt to kind of answer some of that question of where this project sort of came from and how come it's a rush rush deal. Edmond: Sure. Madam Mayor, Council. Matt Edmond, Ada County Highway District. Our director is very eager to get a roundabout here on the ground in Ada county. We did have a couple in the pipeline. However, we were trying to find something that sees a fair amount of traffic every day that was technically vary straight forward without a lot of challenges as far as geometry or topography or significant right of way impact or drainage, because we do have other roundabouts, like 36th, Hill, Catalpa, but it's an extremely, you know, challenging roundabout that we didn't want to -- we didn't feel would do well in an expedited process. I believe the director's intent was to get something on the ground as soon as possible, because we do have a lot of roundabouts that we are going to be looking at putting in in places like the Ten Mile corridor and possibly Franklin-Black Cat and the sooner we get one on the ground the sooner we have those -- those lessons learned and that experience in house. So, I believe that was this intent with -- with expediting one at Amity and Eagle so quickly and Locust Grove-Victory is one where we are looking at a roundabout in the long term, but, again, we wanted to go somewhere where we didn't have -- have to have -- you know, there is a lot of subdivisions around there, we would really have to pay a lot of attention to a public involvement process there and we felt like Amity and Eagle -- the impacts wouldn't be as significant with an expedited process. Does that answer your question? De Weerd: Yes. Thank you. And, Madam Mayor, I guess I would like to just thank ACRD -- your intersection emphasis in moving traffic is greatly appreciated. The intersection improvement in particular on Black Cat and Cherry Lane is so needed and appreciate that that is in 2012. Edmond: Certainly. Meridian City Council Workshop December 13, 2011 Page 31 of 49 Hood: Madam Mayor? I'm sorry, I have one more question to answer -- and I don't know if we are done with comments or not on the letter. But, Matt, looking forward to next year's program, some of the preliminary information coming out shows -- and this goes to less and projects in the capital improvements plan or their five year work plan. Two projects that, basically, we are going to be asked which one do we have a higher priority of, our Locust Grove or Meridian Road north of Fairview. So, the one mile between Fairview and Ustick on either Locust Grove or Meridian Road are about modeling the same. Both needing to be improved, but if we had to pick one, which one would you rather see go into the program next if we had to choose one of those two. Because, again, the need -- and I looked at it and you can come up with reasons for both of them, obviously, but I wanted to maybe see about a straw poll. We can vet that a little bit further with our priorities next year, but it will help give Matt a little direction if at least right now if you have some idea of -- if you would rather see Meridian Road improved north of the split corridor or Locust Grove, which is congested now also and oftentimes a reliever to Eagle Road when it's unbearable, which one of those you would rather see move into the program. So, I will plant that seed. If you don't have -- if you wanted to get in -- shoot me an e-mail. If you don't have any preference, that's fine, too. But I did want to ask that question now as, you know, as resources are going to be allocated probably to one or other of those projects, so -- Jones: I would like to take a straw vote, because I would like to give my input. De Weerd: It's your prerogative. Jones: So, I vote for extending Meridian Road. Councilman Bird? Bird: Well, I think it's like picking between whether a Hershey bar or a Kit Kat bar for me. I think they both need it real bad. I don't know. Meridian needs it and so does Locust Grove. I -- I hate to pick between either one of them, but (would -- my priority would be probably Locust Grove if I had to pick. Hoaglun: Madam Mayor? Jones: Yes, Mr. Hoaglun. Hoaglun: Caleb, quick question. What was -- how far out would these be targeted for? Hood: It would be something -- yeah, it would be something to move into preliminary development or PD. I mean we are talking the out years of the program, but with cost share things it's something we have to start thinking about four or five years before we actually get to construction. Design, right of way, all of that, so -- Hoaglun: So, Madam Mayor and Caleb, it's not like, well, the Meridian interchange, Meridian Road issue, you know, would delay that and different things like that. So, that will be already out of the way, it's -- so we are trying to look in our crystal ball and say, Meridian City Council Workshop December 13, 2011 Page 32 of 49 okay, you know, five years now this is how it's going to be, so this is the priority. I mean it's a hard one, because they are sixes. I mean it's -- Hood: And that's fine. If you don't have a preference one way or the other, that's fine, too. It's just -- if all things -- if they score the same, which is about what's happening today, and you got to pick one, is there any -- any preference. Just -- if it's personal you drive that and you know this is worse or better or whatever. So, if you don't have a preference, we don't -- that's fine, too. I just wanted to let you know that's out there, that ACHD recognizes they both need to be done, but the resources aren't there to do them both, you know, at least right of way, so -- Jones: Mayor de Weerd. De Weerd: Madam Mayor, I would follow your lead on Meridian Road. Once the split corridor, phase two, goes in, certainly because Meridian has that access to I-84, it does have abusiness -- an existence -- existing business corridor involved in it and I think it has certainly a higher need and potential than the Locust Grove. They are equally needed, but I guess because of the access to I-84 it gives a tip to Meridian Road. Jones: Councilman Rountree. Rountree: Caleb, tell me the termini again. It's from Fairview to Ustick? Hood: Yeah. One mile to -- Rountree: Okay. I would -- I would go with Meridian Road. Locust Grove at this point has fairly well developed intersections at the mile. It also has a signalized intersection at about the half mile. Access is pretty well established and fairly well controlled to the extent you can. Meridian-Ustick intersection will be rebuilt as part of that, which -- which needs to be done and fully functional and hopefully it would go a little bit north as well to accommodate some of the issues around the park with the Fairview end being part of the split corridor -- that's going to be improved, so I think it's a matter of efficiency, just improving beyond where that intersection is going to be improved. You have a fair amount of property in that area that's not necessarily developed to the extent it's going to be difficult to work around. So, I'd just go with Meridian at this point in time. Jones: Councilman Zaremba. Zaremba: Well, I come out about equal and I was thinking if they are equal I probably would suggest working from east to west, but the asymmetry of the Locust Grove-Ustick intersection bugs me every time I drive through it, but I'm not sure that's really as much of a safety issue as -- as an esthetic issue and I certainly can buy the discussion that as the split corridor phase two is completed there will be more pressure on the Meridian- Ustick interchange, so, again, all things being equal I guess it makes more sense to do the Meridian one first. Meridian City Council Workshop December 13, 2011 Page 33 of 49 Jones: Thank you. Does that give you some insight, Caleb? Hood: Yes. Thank you. Jones: And do you need further direction on your draft letter? Hood: I failed to mention -- it was in the memo. But ACHD is seeking our comments by tomorrow. They issued this draft the same day we had our last workshop, so I wasn't able to get that in front of you until this meeting, but they give us, basically, 30 days to respond. So, I have that draft letter. I'd like to get it over to Matt tomorrow if at all possible. Again, I realize I have some changes to make based on the Ten Mile intersection analysis. But is there anything else contentwise with what you see or reviewed that you would like me to change and can I have authority to get the Mayor's signature on such a letter, if there isn't? Jones: It fits me. Rountree: I'm fine with it, with the changes on Ten Mile. Jones: Okay. Hood: Thank you. Jones: Go forth. Next Steve Siddoway. Nary: Madam Mayor? Jones: Oh. Nary: Madam Mayor, Members of the Council, Item I is a fairly routine item and we do have one of our fire crews here on that particular item. It should only take a minute. Would you mind if we did that one and, then, go to the facilities? I. Legal Department: Memorandum of Understanding Between City of Meridian and IAFF Local 4627 Covering Various Terms and Conditions of Employment of the Firefighters Employed by the City Jones: I think Steve is fine with that. Thank you very much. We will now proceed to Item I Nary: Thank you very much. Madam Mayor, Members of the Council, Item I is an MOU between the city and the union local, Local 4627. This is regarding our training captain position that is currently in the collective labor agreement. This is, basically, allowing that position to remain vacant without having to be filled under the requirements of the labor agreement, because we have created the vision training captain position that is in Meridian City Council Workshop December 13, 2011 Page 34 of 49 process of being evaluated for hiring. So, the union has agreed to allow us to leave the position vacant. We will revisit it in the negotiations and whether to leave it in for future agreements or this just allows us to leave it there now without filling it, because we have a time limit on which to fill those positions when they are vacant. If there is any other questions Chief Niemeyer is here as well, so -- Jones: Any questions or comments? Bird: I have none, Madam Mayor. Jones: Councilman Bird, did you say you did have one? Bird: Yeah. I have no questions. Jones: Okay. Rountree: Madam Mayor, I just -- shaking of heads or nodding from the union representative that it's copasetic. Okay. I see the heads bobbing in the affirmative in the back row, so I'm okay. Bird: They. have already signed it. Rountree: They have signed it? Okay. Bird: Madam Mayor? Niemeyer: Madam Mayor? Sorry, Councilman Bird. Jones: Yes. Niemeyer: If I could, I do a little bit more than nodding heads. I tend to talk a little bit more. I do want to offer my support to this MOU. It's a chief thing. Chief's right. This -- I just want to say this is a great example of the relationship that we have built between the local and the administration where we can sit down and identify the needs of the department as they are currently, take the patches off, take the badges off, and work together and I do want to applaud the Local for sitting down and looking at this position, looking at what the needs are currently, understanding the needs in the future may change and we have provisions in this MOU for that. So, I just had to speak, I guess, and grab the mike. Jones: All right. Well -- and thank you for serving in the fire department. We thank you. Is there anything else we need to do on that? Bird: I would move that we approve the MOU between the City of Meridian and Local 4627, covering various terms and conditions of employment of the firefighters employed by the city. Meridian City Council Workshop December 13, 2011 Page 35 of 49 Zaremba: Second. Jones: It's been moved and seconded to accept the MOU. Is there any further discussion? We will now have roll call. Roll-Call: Bird, yea; Rountree, yea; Zaremba, yea; Hoaglun, yea. MOTION CARRIED: ALL AYES. De Weerd: Madam Mayor? Jones: Mayor de Weerd. De Weerd: I would just like to echo Chief Niemeyer's comments that this is a great example of a solid relationship and I do appreciate the union's consideration and participation and -- in the agreement. G. Parks & Recreation Department: Discussion on New Maintenance Facility Concept Plans at the S. Locust Grove and Lanark Future Property Site Jones: Thank you very much. And now you can get back to work. Okay. Steve Siddoway. Siddoway: Madam Mayors and Members of the Council, thank you for having us here today. It was originally my hope to be sitting around the table in the Council conference room where we could just have an informal discussion, but in exploring that we decided it wouldn't record very well and so this has become our proposed solution to that. So, hopefully, this will work. The first message I would like to convey before getting into concept plans is thank you and specifically thank you for recognizing the need for a new maintenance facility earlier this summer, working with us through the site selection process and in the end approving the funds needed to purchase the property that we now have to be able to even do this concept plan. Our existing park maintenance facility is old, it's outdated, it doesn't meet current ordinances it doesn't have the space that we need to hold the vehicles and supplies needed to maintain a growing park system, which we are blessed to have. The new property that we own is at Locust Grove and Lanark. It's bordered by Locust Grove on one side, Lanark on the south, a railroad property on the north and Nola, which used to go over the railroad tracks, on the -- on the east. It's almost exactly one mile from where we are right now to the east of here. As we have been -- unlike the police department's master plan, which they brought to you earlier in this meeting, they were at the end of a fairly lengthy process. We are at the beginning and we are simply here at the beginning of this process to check in, make sure that we are headed the right direction before we go too far down that road, given the -- the small budget and the fairly simple nature of what we are trying to do, we will have afairly -- a short design window and we want to make sure up front Meridian City Council Workshop December 13, 2011 Page 36 of 49 that we are headed the right direction. We have a few guiding principles that we have been working with. First of all, to keep it simple and we have some input ranging from -- Councilman Bird has asked us to work with Mike Yanke and exploring the -- what's happened out at the Home Court Y or property of Walt Morrow's, which we will do, to looking at, you know, direction to make sure we have a -- a nice looking facility that the city can be proud of. So, we are trying to find the right balance of -- of a utilitarian project that is most functional, but also meets the need for a long time. It will be short on ornamentation and minimized with landscaping, but, of course, it will meet all current ordinances. Once we have a direction we will be meeting with Planning Department and exploring through the site development process to make sure that we are meeting those codes. We also want to make sure that we are building this to last. We have got a good site. It's got great access. It's centrally located. It's got all those things that are very important to us and we want to make sure that we are building here something that will meet our needs for decades to come. In general we are planning for a doubling of our current operation, which is supported by the current CIP and ownership that we have. For example, we currently have 186 acres of undeveloped -- or of developed park land. We have 189 acres of undeveloped park land. So, one example that backs that up. Budget I just wanted to touch on. We came before you during the budget hearings earlier this year, this summer, and we talked about the fact that we would like to build a new maintenance facility. We do not have a -- plans or a detailed cost estimate and the discussion that we had at that time was should we pull a number out of the air, which is what we did with the help from finance, of 1.5 million dollars and budget that then or should wait until we, you know, have plans and a budget and come forward this year with a larger budget amendment. We opted to do the former, not the latter, but we opted to budget the 1.5 million dollars, do our best to budget towards that and see how things fall in line and, then, have those discussions with Council to make sure we are going in the right direction before coming forward with -- with any needed budget amendments in the future. Lastly, we are looking at some efficiency in multi use. This year Council also provided us funding towards the field house fund and we have talked about the need for gym space and the growth in our programs and that we -- we do have a very dire need for some additional gym space. Now, you will see in the concept plans that we are exploring the idea of -- of co-locating a facility that we could have some -- realize some land cost savings of having to buy a separate site and sharing some parking and we will look at that and one of the questions that we have tonight is -- you know, is that something we should continue exploring and how do you feel about that. So, with that what I'd like to do is just stop here, invite you down, we will come around the table, actually turn the microphone over to Mike Barton. Mike will walk us through the scenarios that we have been exploring so far, so over some of the pros and cons, solicit your input, feedback, questions. Like I say, we are early in the process, so if there are questions that we don't have answers to we will take those as well and agree to research them and make that part of our process. So, please, come down and join us. Barton: I'll go ahead and get started. Madam Mayors and Council Members, thanks for coming down and seeing the -- is this on? Sounds like it is. Thanks for coming down and looking at the work that we have done so far. We have hired a consultant to do Meridian City Council Workshop December 13, 2011 Page 37 of 49 some preliminary master planning and site design and generate a couple of floor plans for us. We gave them a fairly detailed program of how we know our maintenance operation works and how we see it working in the future. So, we tried to use those principles and we tried to say -- say we need to plan for the future, we are going to anticipate doubling our current operation we have now. This does exactly that. It allows for some growth and, then, doubling what we are doing currently, because we are cramped at present. The different scenarios that we have -- that we went through and most of these do include the field house on the site, which, like Steve said, is one of the -- you know, the main -- main question that we have and would -- why we are here to gather feedback. Scenario A through D and F and G are not our preferred alternatives. Those were kind of first generation cracks at this. We do have a preferred alternative and that would be E. Some of the things that we discovered early on is that there is a 50 foot setback from -- from Lanark on the site and, then, if we were to locate buildings -- the majority of the buildings on Lanark there would be a waste of space. We came up in those scenarios with approximately two acres of recycled asphalt that would be used for parking and cold storage and pole barns. So, we just missed some of that -- some of those concepts early on. The other thing that we -- we didn't like about locating the office building close to Lanark is the visibility and keeping -- keeping an eye on yard activities and also not having the office located in the middle operation. There is quite a bit of foot traffic that has to occur to go back and forth to get into a truck to access something out of the shop. So, with that said -- I mean we moved through the process pretty quick and would appreciate feedback. I don't know how much you have had a chance to study this where -- it's wide open at this point. We are open to -- open to change, better solutions. So, with that we developed our preferred alternative and that is E. We have got -- we have got a blown up site plan of the preferred alternative. One of the things we liked about it is it maximized the -- the parking space, which would be recycled asphalt for truck, trailers, you know, storage, warehouse type facility, pole barns for parking. One thing that we really liked about it is that the office area was centrally located in the site. Employees can move back and forth from the shop to the office and out to the pickups and back and forth and there is great visibility on this west gate and can monitor traffic coming in and out. So, with that concept in mind, we put together a floor plan concept. It's generally about 3,000 square feet of space. Includes a training room, community office where employees that -- that are field employees would have a small work station, a place to put paperwork and forms and manuals and that type of stuff. There is three offices which would allow for expansion. There is a storeroom and ample restroom facilities. The thing that we like about this is there is opportunity as a training room that is 30 by 28. If it were to coincide with a field house that it could be -- we haven't got there yet, but we are thinking of that, that it could be accessible to the public for after hours for meetings and -- Siddoway: Specifically for parks and recreation. Barton: Manager's meetings and potentially for classes and that kind of stuff. So, we kind of -- we kind of like that. It works -- it works well. It seems to be a good fit with some of this. So, we are still in the process of working through some of those details. Meridian City Council Workshop December 13, 2011 Page 38 of 49 Bird: Mike, I have got two concerns -- I have got two concerns on this. The entrance here should be only right-in and right-out, because you have got railroad tracks right here, it's going to be hard to come across traffic at that point. Our main entry will be down off of Lanark I take it? Barton: Yeah. Bird: And, then, I wonder if we are short changing ourself on shop size. You know, we have got almost as much square foot for office as we do for shop and this is, basically, going to be a maintenance building where we are going to be working doing all our maintenance out of there. Barton: Yeah. There is -- well, two points. There is an existing entrance off of Locust Grove right now, so that's there and we are designing to that. Now, whether that can be changed or not I -- yeah. And I -- honestly, I think at this level of planning it's -- it just kind of landed there, because it's existing. Bird: I think it's great, but I think it should be only right-in and right-out. I -- seriously, don't want people coming across right off to the railroad tracks. Barton:. Okay.. Yeah. Great. .Our shop -- our shop is currently -- or .the .way we envision it, we have a fabrication, carpentry, and a mechanic shop and they are 1,600 square feet apiece. So, we have a total of -- we have a total of 4,800 square feet of shop space and under this scenario right here there is a little -- slightly less than 3,000. So, that's great -- that's great feedback and that's -- that's why we are here to gain that insight. Bird: Mike, the main thing I see is as we develop more parks, more equipment is going to be needed immediately out at -- and I realize we have got some storage out at Kleiner Park, but we are still going to have more to do in shop, too, and we got other areas to develop. I just don't want to short change ourselves on shops. And I hate cobbled up add ons. Barton: Yeah. That's -- you're exactly right and Ithink -- I think one of the things that's driving some of this is we are mindful of the budget and we are working towards that -- that figure that we have currently to work with. Bird: But, Mike, I think shops are more important than offices right now out there. So, if you have to phase it, I'd a lot sooner see bigger shops going out there than an office. Barton: Okay. Bird: That would be my opinion. Barton: Okay. Yeah. Meridian City Council Workshop December 13, 2011 Page 39 of 49 Hoaglun: Mike, you mentioned on Lanark there is a 50 foot setback. You don't have the -- there is probably not the same requirement on Nola? Barton: There is -- there is not -- it's probably a planning question. Siddoway: The 50 foot setback that was mentioned is not a landscape buffer requirement, but a building setback requirement. So -- Mike, will you hand me B -- item -- top. Plan B. One of the things that we found was that if we oriented the shops this way we were giving up a whole lot of space out here for just landscaping, whereas if we oriented north-south, this land -- the required landscape buffer is much smaller and can be -- we still would meet code, but we don't have the building setback to deal with this, we just have the street landscape buffer. So, we gain usable storage and parking space by allowing -- by reorienting the structure and only having the landscape buffer and not a building setback as the buffer. Hoaglun: You show some gates. West gate. East gate. So, this will be closed off of public access -- you're controlling access. Is there a gate over here as well? Barton: Not in -- not in this design. Our fencing -- fencing would come across here and tie into the corner of the building. Hoaglun: Okay. So, really, this parking is not available for field house use. Barton: It's not. Siddoway: One of the things for shared parking that we were thinking was -- if you look at -- this is what it would look like initially with no field house. This would just be grass and we can meet all of our current parking needs in this area. But over the next ten, 20 years as more vehicles become part of our fleet and additional storage is needed, we may not be able to do the fleet parking and the staff parking. So, if the field house goes here and gets a parking lot in this location, we could, then, expand into this area as staff parking and this area becomes more storage and, then, the staff parking as used during the day becomes field house parking at night. Hoaglun: What I was thinking along those same lines of staff parking and field house parking, if you have a big activity parking is always at a premium. I didn't know if there was a way just to flip this over to this side, move the parking on that side, so you're more adjacent, fencing becomes a problem. But down the road for employees to come across or vice-versa going to field house, it's a little more conducive if it's flipped, but, again, you got the setback requirements and different things, but that's just something I saw. Barton: Yeah. And Ithink -- I think that's a great idea and maybe why -- what is driving our thinking is that this parking area would be for trailers and equipment that's parked on trailers and maybe implements that are dropped and placed and maybe not a compatible use for public parking. Meridian City Council Workshop December 13, 2011 Page 40 of 49 Jones: Does the city currently own this property? Siddoway: Yes, we do. Jones: So, the million and a half would be for just this at this point and these -- not the field house? Barton: That's correct. Yes. And that's -- we are not sure about some of this at this point. I mean one of the -- one of the major improvements -- because we did get such a nice site and with ample room, there is quite a bit of street improvements that need to be done, we are likely to put in a sidewalk, curb and gutter the entire length of Lanark and around Nola Street into the cul-de-sac. And some of the preliminary cost estimates we are getting right now on it are around 200,000. So, site improvements are pretty big, even before we get going. Yeah. Bird: I think you have got ample parking here. I think the field house has got ample parking and unless we throw a real real big AAU tournament or something, that's twice the parking that Home Court has and Home Court throws those AAU tournaments where all four courts are used all day and -- because you got people coming and going and for our programs I think that's -- that's most of the parking. But I think we still don't want to short ourselves -- short change ourselves on shop space. Rountree: I continue to see this whited out area on the no persons land, but to me that's parking space. We might need a portion of it for drainage, but I don't think you're going to put drainage over that irrigation facility. But the parking is certainly allowable. So, that's some more parking and could result in shifting the field house further north and moving the access south, because that access -- you can do a curb cut anywhere along there if you have got -- you already have two accesses that are provided. Barton: Councilman Rountree, I -- during some of our -- we did some preliminary planning on a field house and some of those workshops and discussions. I believe we did have parking across the drain and what that did is it allowed to us to -- if we needed to expand the field house we would expand to the north. Rountree: Okay. Barton: And the consultant that we had working on this is not the same one that was working on the field house, so that's just kind of crude and just a place holder for -- Rountree: So, that's where you put the pickle ball courts. The other comment -- you mentioned you're going to have to do curb, gutter and sidewalk. I see no need to put curb, gutter, and sidewalk -- particularly sidewalk down Nola. There is no place to go. Put ADA accessible curb on Lanark so it can continue down Lanark, that's -- this is an industrial area, why go to the expense for something you're just going to have to cut the weeds on. Meridian City Council Workshop December 13, 2011 Page 41 of 49 Barton: Yeah. And it's not -- our desire isn't to do it for esthetics or accessibility, it's -- if it becomes a requirement and, then, that would be our -- what would drive us to -- to do that and that's a great point. It goes nowhere and it -- stopping -- stopping on the corner sure makes -- makes a lot of sense. Rountree: Mike or Steve, either one of you. Address the drainage issue for the site. I know we have got an issue with the culvert down here on Lanark and you have already taken care of the irrigation water or that's in the process, but have you talked to ACRD about that culvert that seems to be draining the wrong direction? Barton: We haven't -- we haven't had a discussion with ACHD yet about the drain that's -- that's down here across Lanark that's supposed to drain the site and as you know the site floods and it -- the water comes over the sidewalk and makes a mess. So, there is a couple steps we are taking early on to correct that problem. There was -- last year when that condition existed there was a continuous flow of irrigation water to the site. It wasn't a metered delivery rate with hours per week or hours per month. For some reason they just left the headgate open and it -- so, we had saturated ground and, then, we had some rainstorms, which created this excess of water. So, this week we are installing our own headgate across Lanark in this irrigation box. This will allow us to -- to shut off the. irrigation water to the site for construction activities to aid in drainage and saturation. The -- the other part of that is -- this drain -- they used to drain it under Locust Grove and this was -- this is information I'm getting secondhand from a meeting we had this Nampa-Meridian and it used to drain underneath Locust Grove. That culvert was removed during the construction, never put back, so this was their fix to drain it over here. It has negative flow. It actually tips towards our property and as it fills up and creates this great big pool, it works its way out across Lanark and downstream. So, we can drain into this Evans Drain. Nampa-Meridian is -- will be -- they will allow that. They said they will -- you know, in concept that sounds fine. It's a drain, it all goes to the same place, it goes to Five Mile. What we have to do is develop a set of plans that show erosion, sediment, and an apparatus to tie into one of those manholes, so we can -- we can install just a ditch that flows to the north and enters the drain over here. And as an interim solution that seems to be the best and that's something that with the help of our consultant we will be working towards this winter, so we can have that in place by March. So, we have stopped irrigation water from flowing across the site and we have corrected the drainage problem to the west. That -- that is if ACHD doesn't -- if they don't fix this. But that definitely is our first step right here is to contact ACHD, say you install the drain, it's backwards, it sits the wrong way, it doesn't work, so we will see where that goes. Bird: This drain isn't under Corps of Engineers? It's piped, I know it, but it still -- is it under the Corps of Engineers? What runs it on down is the Corps of Engineers behind this same drain that comes behind Willeys and all them. Rountree: I don't believe they are tiled, though. I think once they are tiled I'm not sure the Corps has much issue with them. Meridian City Council Workshop December 13, 2011 Page 42 of 49 Barton: Nampa-Meridian was at least speaking as if it was theirs, so I'm afraid I can't answer. Bird: Nampa-Meridian thinks everything is theirs so far. Zaremba: Let's see. Several things come to mind. I agree, don't cheat yourself on shop space. I mean not just maintenance, but fabrication and all the things that you currently do are going to expand and you need to be prepared for that. In the areas where you are calling it parking, but you're talking about storing trailers with equipment on it, some of that equipment is very expensive and I would see that being covered parking, not necessarily enclosed buildings, but certainly covered. That's what the pole beam things are? Okay. I was wondering about that. That makes sense to me. Just a thought on whether or not conference and training room would be available to the public. If you were going to do that, access to this would mean leaving this building open or people coming around through there. My thought is to put it on the front of the building somehow. You know, that means redesigning all of this, but if the thought is that you're ever going to have public access to it, I would make it easier to get to without having to open up the whole facility. Siddoway: Like having it here, instead of here? Zaremba: Yeah. And, then, just shift the other things back, so that -- Barton: This would shift over here and still salvage this visibility from -- for yard supervision and monitoring traffic around. Zaremba: Great. And, then, on the field house, I like the idea of having it if this -- I don't know if this is to scale or whether it's just a rough drawing, but if we are assuming there is room enough to do that, I think that's a great idea. Just as I'm looking at it I'm thinking in the design of the field house itself what other things could we use it for. It's very possible we could do State of the City in there if it were set up with some auditorium function and maybe the Mayor's Prayer Breakfast and some other big -- yeah. And it works so, you know, that's possible that we could do it here in the field house. The other thought that comes to me as you were talking about drainage and those kind of things, would it be possible to think about permeable or semi-permeable parking spaces, like some of Kleiner Park has, so that we don't have as much runoff, more of it can soak through. So, I'm -- I think this is great. Siddoway: Regarding the scale, the field house as shown is the scale of two -- a double gym. We would love to have a third, but, again, when we were doing our concept planning for that we were trying to hold to a budget that we have in mind of one and a half million dollars there, 500,000 of which was budgeted and put in a fund by Council earlier this year. So, we do have some -- some concept plans that show how, you know, a third gym could fit with that, but that's going to depend on funding. Regarding uses, you know, there is all kinds of different ones, but just as one example, last Meridian City Council Workshop December 13, 2011 Page 43 of 49 weekend -- or I guess it was the weekend before now, we held the winterland festival at the existing community center and we anticipated three to five hundred kids over the course of the day and we had that many come through in the first hour and it was -- it was literally shoulder to shoulder, elbow to elbow, people trying to push strollers. We are -- and we were commenting if only we had that field house this year, you know, we would have that event there and there are other, you know, examples of events that could be held there, but it certainly wouldn't be a problem finding uses for it. Bird: Steve, you say that was just two gyms? How are we going to -- how are you going to run two gyms? This way? What's the actual size of it? Siddoway: I don't have the dimension off the top of my head. I don't have the exact dimensions off the top of my head. We do have some dimensions on the plan and knowing that's about 120 feet, it's maybe, you know, 150 -- I'd have to get those dimensions and get them to you. Bird: Yeah. You got to be about 110 to 120 this way, because a court is 53 by 94. Interesting. I was hoping we could get something like the Home Court in there with four courts and restrooms. Siddoway: We'd love to, too. Bird: Like I said, when you call Mike Ford you can ask you him the size of that facility, because I can't remember. Rountree: Any confirmation from ACHD on getting the millings from Meridian and Main Street this spring? Siddoway: No confirmation. It was discussed in the meeting that I -- we had in planning that Caleb was there and it was one of the ACHD meetings and we brought up the desire to obtain those millings if they were available and they seemed interest in having a place to put it. So, the initial indication, at least with the staff that were in the room that day was positive and we haven't had a definitive word that I have heard. Have you heard anything, Caleb? Hood: I can share we had our team meeting yesterday with Adam and aside from the millings that they will use from the overlay project on Main Street to provide the alternative access it was discussed for the three or four businesses for the project, parks gets it all. I told them you would take whatever they can throw at you. So, be prepared, because you're going to get it from the overlay, as well as Meridian Road. So, they are expecting to give you a whole bunch. Siddoway: And as much as a -- you know, a clean asphalt look is nice and clean and that, we -- right now we are envisioning at least all of this area being recycled asphalt, it cuts down on the drainage needed, allows some percolation -- we have a cheap source of it that's available, so we want to take advantage of that and help save costs that way. Meridian City Council Workshop December 13, 2011 Page 44 of 49 Hoaglun: Yeah. Like David had mentioned, something I was thinking of out there at Kleiner that flow-through asphalt, whatever they call it, and this would do the same thing and I don't know if that meets our requirements, if you need less of those pits to drain parking lots, get more parking, but as we talk about parking and the field house -- and I'd love to see an extra gym in there, as least make it, you know, turn it and make -- but, then, trying to look at did you guys -- is this also a drainage area? I mean what -- did you look at putting the pole barn over here to make a three way? Does that make it too tight for too many vehicles in there, because, then, I see, well, if you're able to do that, then, you can expand parking that way and do that. Barton: This is actually a nonbuildable 50 foot easement. Hoaglun: Well, that scratches that. Siddoway: Just like on the police plan where you saw the drain coming through, that drain runs right through here. It's tiled. And we are able to store or park over it, but we can't build a structure over the top of it. Zaremba: Just as a thought for sometime in the future, what if this is not the ultimate field house? What if this were built as a two gym field house with the thought that some day we are going to build a totally new facility somewhere else and in the back of the mind the shop needs of the parks department would eventually move into that building as we grow. Is there any -- I don't know whether that makes even any sense to work it out that way, but think of it as a temporary field house and -- and future expansion for the parks department and we may put it on the plan to build an ultimate field somewhere else. Hoaglun: And just to follow up on that, too. You know, that park we purchased out there south Meridian is, what, 70 acres, 77, something like that. And maybe we -- instead of having an ultimate, do we decentralize. We have a double field house here, some day we have another one out there, because as Meridian grows and you got -- it's a lot easier to program and have them closer to their neighborhood than to have one site with all the parking and different things, because we couldn't build a big enough field house. So, maybe that's the way we go, we have two here and a double on over there and end up out that way with a double one -- I mean that's down the road, but that's also a thought process, too. De Weerd: Well, that, and you also look at partnerships for future schools and how to expand their gym space and utilize their parking, so we don't have to pay for it. On this area, the no build area, can you move this parking to that and, then, expand your shops in this area as a potential? Or even move that a little bit that way, so you can get more in your field house, too. Just -- just an idea. Barton: Yeah. I think that's -- that's great. And, you know, at this level we are -- we are -- you know, we are soaking it all in and make those revisions. You know, there is some Meridian City Council Workshop December 13, 2011 Page 45 of 49 things that -- you know, maybe that shop moves this way and there isn't quite this L and -- yeah. That's -- Bird: Mike, on your shop I'd like to be able to see that you got exits and entrances both ways. Barton: And, Councilman Bird, that's a great point and that's something that we did -- we explored that one other concept and this particular one had a pull through and the reason that we -- the reason we went away from that is that we lost -- we lost a back wall and that there wasn't room, then, for a continuous work bench or storage cabinets or -- Bird: Good point there. Barton: But, you know, maybe it is that one of them has that and, you know, we just -- wejust kind of struggled with that and, you know, felt that, you know, the pull through is nice, but we -- we thought that if we had enough space here to bring a truck and a trailer in and do a three point turn, you can back a trailer in with 120 feet and if it had to be welded or serviced or something like that, that we would allow for it that way, instead of the pull through. Bird: Okay. De Weerd: Yes. But, then, isn't -- even if you made one a pull through, then, you don't have to have all this asphalt and you can better utilize that space and I guess that would be my thought. One of the things that Councilman Rountree said if you move that -- that room to the side, you want to have a dedicated space entry into it that -- a separate door for public use, so they don't access your office part. Barton: Okay. Yeah. Siddoway: We appreciate it very much, so --any other questions or comments? Zaremba: I would just comment that I agree with your preferred choice as, you know, maybe it needs some tweaking. But I think the idea to have the office reasonably central in the property with what makes everything else visible from there is a good idea and working around it is -- sounds good to me. Siddoway: I would just ask is there general agreement to continue exploring the field house site at this location? Bird: That's savings right there. Yeah. Customers see that and weeds. Zaremba: My only concern is not to short change the direct park needs, maintenance and storage and all that kind of stuff. If there is enough space on the property to do both, then, let's do it, but don't short change the original need. Meridian City Council Workshop December 13, 2011 Page 46 of 49 Siddoway: And the mantra we keep coming back to as a group is -- as we are exploring this idea is it has to work for maintenance first and, then, if it works for a field house also, that's great, but, we don't want to -- we don't want to force it too hard and short change ourselves on maintenance. It's got to work for maintenance first. Zaremba: You said it better than I did. Barton: Thank you. Siddoway: Thank you. Madam Mayor, as everyone is coming up -- and maybe just in closing, I would just say that we have also been working on the design contract side of this for, I don't know, probably about six weeks you said and I think it's getting close. We are trying to -- we had a good meeting last week where we were looking at the contracting side of this and thinking future -- down the road, not just with the design phase that we are on now, but when we get to construction what's the -- what's the format and Ted and Keith Watts have been a great help in looking at that and we hope to be back before you soon on the consent with that contract, the -- for Council. We could do it in a department report also if Council preferred, but the money has been allocated and the process has been gone through and the contractor has been selected with Insight Architects and now we are just trying to make sure we .have the right language in the -- the document. So, I will stand for any additional questions. Jones: Very good presentation, Steve. Any other questions? Bird: I have none. Jones: Do we need approval for any part of this? Siddoway: We will just take your direction and move forward with the concept. Fi. Clerk's Office: Approval of a Beer and Wine License for Ustick Chevron/Fast Eddys Located at 1745 E. Overland Rd., Meridian ID 83642 Jones: Thank you very much, Steve and Mike. Do I see our last item of business is -- yes. For an approval from Madam Clerk. Holman: Madam Mayors, Members of the Council, this is just -- normally these are approved on the Consent Agenda, because all the check-offs have happened, everything's happened before it makes it to a City Council agenda. This is a case in which when they finally received their certificate of occupancy we don't want to hold up their ability to be selling beer and wine, so what we are asking for is for this -- these two licenses to be approved and for the Mayor to sign, but for the City Clerk to hold her signature and until Development Services gives their certificate of occupancy. So, that just gives me the authority to actually hold my signature on the license, so -- Meridian City Council Workshop December 13, 2011 Page 47 of 49 Zaremba: Madam Mayor? Jones: Yes, Councilman Zaremba. Zaremba: I move we approve the beer and wine license and to authorize the Mayor to sign and the Clerk to hold and until the certificate of occupancy is accepted. Rountree: Second. Jones: It's been moved and seconded to accept approval for the beer and wine license for both locations. Are there any other questions? Holman: Madam Mayor, this is a single location. I just want to make sure it's just a -- just want to make sure you -- Rountree: Just Overland. Jones: Oh. It says Ustick Chevron. Holman:. Madam Mayor, .Members of the .Council, I believe that might be the name of the LLC, that the company name is that. So, it was a bit confusing. I read it the same way, too, and asked the exact same question. Jones: Okay. Thank you for the clarification. Do we need a roll call? Roll-Call: Bird, yea; Rountree, yea; Zaremba, yea; Hoaglun, yes. MOTION CARRIED: THREE AYES. Item 8: Future Meeting Topics Jones: Thank you very much. Any other issues? Zaremba: Madam Mayor? Jones: Yes. Zaremba: I know this subject has come up before, but do we want to discuss cats? Hoaglun: I really like that musical, Madam Mayor. I mean it was really good. One of the better ones. Bird: I thought you had taken care of that, Mr. Zaremba. Rountree: No. Meridian City Council Workshop December 13, 2011 Page 48 of 49 Bird: You or Mr. Rountree. Rountree: I think we do it as best we can now. Jones: Oh, as in herding cats, is that what we are -- Zaremba: Well, there has been a request by a citizen that we make more ordinances about people caring for their cats and collecting feral cats and it -- the discussion we have had before I believe is that the reason that we have animal control focusing on dogs is that loose dogs tend to get frightened and, then, they become dangerous. Loose cats don't have the same effect. When they get frightened they disappear and they are not a threat to humans. So, I think the assumption has been that the effort it would take to take some control of cats would be a very expensive proposition that would not yield the satisfaction that taking control of dogs does and if that's still the consensus of the Council I will attempt to answer this citizen's question in that manner. Bird: Madam Mayor? One concern I have got with the cats is we don't license them, so how are you going control them? I mean they are a problem. It's -- they are a problem, but I don't know -- I don't know what we would do to solve it. Hoaglun: Madam Mayor? Just a comment. We do require licensure of dogs and we know not all dogs in Meridian are licensed. Bird: Yeah. Hoaglun: And so we have to subsidize part of that public safety budget to -- for animal control, but we do it for a public safety reason. It is -- it is for protection and, then, as you pointed out, dogs at large can cause problems that cats do not and licensure of cats would be very difficult, even more difficult than dogs. So, I don't think an attempt at a solution at this would yield much success. So, I think we are kind of at the status quo. De Weerd: Madam Mayor? Jones: Mayor de Weerd. De Weerd: I guess there is a concern on the safety aspect on the fare) cats. They can be more than a nuisance and I think that's what this particular inquiry was about. But I don't know that there is a solution. It's certainly the issue and problem nationwide and I have yet to see a successful model. Right now we are struggling with space and -- with our -- our current responsibility with licensing and holding with the dogs. To add something else at this point without a solid solution as an income source, it's just -- right now it's an unfunded priority. Zaremba: Thank you. I will endeavor to convey that to this citizen. Meridian City Council Workshop December 13, 2011 Page 49 of 49 Jones: Thank you very much, Councilman Zaremba. Do I adjourn or do I have a motion to adjourn. Rountree: Move to adjourn. Jones: Is there a second? Hoaglun: Second. Jones: All in favor say aye. All opposed? MOTION CARRIED: ALL AYES. MEETING ADJOURNED AT 5:43 P.M. (AUDIO RECORDING ON FILE OF MAYOR T DE WEERD ATTEST: CITY CLE TF~$E PROCEEDINGS) DATE APPROVED -~ \ SEAL rE H f`B n ~/I~TyfA