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2013-07-23
1. Roll-Call Attendance X David Zaremba X Brad Hoaglun X Charlie Rountree X Keith Bird ® X Mayor Tammy de Weerd 2. Pledge of Allegiance 3. Community Invocation by Tim Pusey with Valley Shepherd Church of the Nazarene 4. Adoption of the Agenda Adopted 5. Consent Agenda Approved A. Approve Minutes of July 2, 2013 City Council Regular Meeting D. Approve Minutes of July 9, 2013 City Council Workshop Meeting C. Change Order NO. 4 to Task Order #10264 for NPDES Permit Strategy and Technical Assistance with FiDR Engineering, Inc. (Master Agreement Dated 12-6-2011) for aNot-to-Exceed Amount of $60,000.00 D. Water and Sewer Main Easement for Villas at Lochsa Falls Phase 2 E. Sewer Main Easement for Villas at Lochsa Falls Phase 2 F. Water and Sewer Main Easement for Isola Creek LLC G. Contract Extension for Professional Service Agreement with Sullivan Reberger for State Government Affairs to Include 2014 Legislative Session ~ Fiscal Year 2014 H. Resolution No. 13-931: A Resolution Authoring the City Clerk to Destroy Certain Semi-Permanent and Temporary Records of the Meridian Police Department Meridian City Council Meeting Agenda -Tuesday, July 23, 2013 Page 1 of 4 All materials presented at public meetings shall become property of the City of Meridian. Anyone desiring accommodation for disabilities related to documents and/or hearing, please contact the City Clerk's Office at 888-4433 at least 48 hours prior to the public meeting. I. Development Agreement for Approval: MDA 13-010 Paramount Subdivision by Brighton Development, Inc. Located South of W. Chinden Boulevard, Between N. Meridian Road and N. Linder Road Request: Amend the Development Agreement to Delete the Number of Lots, Dwelling Units and Square Footages Allowed to Develop on the Site and Replace with the Types of Uses Approved on the Site J. Findings of Fact, Conclusions of Law for Approval: AZ 13-003 Woodburn West Subdivision by Northside Management Located North of W. Ustick Road, Approximately 1/4 Mile East of N. Linder Road Request: Annexation and Zoning of 25.8 Acres of Land with an R-8 Zoning District K. Findings of Fact, Conclusions of Law for Approval: PP 13-007 Woodburn West Subdivision by Northside Management Located North of W. Ustick Road, Approximately 1/4 Mile East of N. Linder Road Request: Preliminary Plat Approval Consisting of 99 Single-Family Residential Building Lots and 16 Common/Other Lots on 25.75 Acres of Land in a Proposed R-8 Zoning District L. Findings of Fact, Conclusions of Law for Approval: AZ 13-005 Paramount Northeast Subdivision by Brighton Development, Inc. Located Southwest Corner of Chinden Boulevard and N. Meridian Road Request: Annexation and Zoning of 54.69 Acres of Land with C-C (17.68 Acres); TN-C (31.27 Acres) and R-8 (5.74 Acres) Zoning Districts M. Findings of Fact, Conclusions of Law for Approval: PP 13-008 Paramount Northeast Subdivision by Brighton Development, Inc. Located South of Chinden Boulevard on the West Side of N. Meridian Road Request: Preliminary Plat Approval Consisting of 79 Single-Family Residential Building Lots and Four (4) Common/Other Lots on 27.23 Acres of Land in the R-8 Zoning District N. Final Order for Approval: FP 13-020 Reflection Ridge Subdivision No. 1 by Chris Todd, T-O Engineers Located West Side of S. Locust Grove Road and South Side of the Ridenbaugh Canal, North of E. Amity Road Request: Final Plat Approval Consisting of 61 Single-Family Residential Building Lots and Ten (10) Common/Other Lots on 24.87 Acres of Land in the R-8 Zoning District O. FP 13-032 Paramount Commercial Southwest Subdivision No. 3 by Brighton Investments Located Near the Northeast Corner of W. McMillan Road and N. Linder Road Request: Final Plat Approval Consisting of One (1) Building Lot on Approximately 6.84 Acres of Land in a C-G Zoning District Meridian City Council Meeting Agenda -Tuesday, July 23, 2013 Page 2 of 4 All materials presented at public meetings shall become property of the City of Meridian. Anyone desiring accommodation for disabilities related to documents and/or hearing, please contact the City Clerk's Office at 888-4433 at least 48 hours prior to the public meeting. P. FP 13-030 Reflection Ridge Subdivision No. 2 by Chist Todd, T-O Engineers Located West of S. Locust Grove Road and North of E. Amity Road Request: Final Plat Approval Consisting of Twelve (12) Building Lots and Two (2) Common /Other Lots on 5.41 Acres of Land in an R-8 Zoning District Q. FP 13-031 Fall Creek Subdivision No. 1 by Coleman Homes, LLC Located West Side of S. Stoddard Road and North of W. Victory Road Request: Final Plat Approval Consisting of 93 Single-Family Residential Building Lots and 13 Common/Other Lots on 39.67 Acres of Land in an R-8 Zoning District 6. Community Items/Presentations A. Adoption of the Tentative Fiscal Year 2014 Budget in the Amount of $89,285,963.00 Approved B. Approval of the Amended Revenues and Expenditures for Fiscal Year 2013 in the Amount of $82,872,394.00 Approved C. Hometown Hero Award Presented to Hannah IVlayfield, Nathan Howell, and Amy Sorensen for the Silverleaf Pool Incident D. IVleridian Split Corridor II Public Art Project Discussion Motion Approved to Remand ack to the Arts Commission 7. Items Moved From Consent Agenda None 8. Action Items A. Public Hearing: Community Development Block Grant (CDBG) 2013 Action Plan B. Resolution No. 13-932: Resolution Adopting the Community Development Block Grant (CDBG)Program Year 2013 (PY2013) Action Plan Approved C. FP 13-028 Heron Ridge Estates Subdivision by Mason ~ Stanfield, Inc. Located North of Chinden Boulevard, South of the Phyllis Canal and Approximately a 1/2 Mile East of N. Black Cat Road Request: Final Plat Approval Consisting of Ten (10) Single Family Residential Lots and Four (4) Common Lots on Approximately Six (6) Acres in an R-2 Zoning District Approved D. Public Hearing: VAR 13-003 Plovanich by John Plovanich Located at 983 E. Tuweep Street Request: Variance to IJDC 11-2A-3D.3, Which Prohibits Meridian City Council Meeting Agenda -Tuesday, July 23, 2013 Page 3 of 4 All materials presented at public meetings shall become property of the City of Meridian. Anyone desiring accommodation for disabilities related to documents and/or hearing, please contact the City Clerk's Office at 888-4433 at least 48 hours prior to the public meeting. Accessory Structures From Encroaching into the Required Side Yard Approved E. Public Hearing: MDA 13-011 Touchstone Place by Iron Mountain Real Estate, Inc. Located South Side of Fairview Avenue and West of IV. Stonehenge Way Request: Modify Certain Provisions Approved with the Recorded Development Agreement (Instrument #106187189) Approved F. Public Hearing: PP 13-009 Touchstone Place by Iron Mountain Real Estate, Inc. Located South Side of E. Fairview Avenue and West of N. Stonehenge Way Request: Preliminary Plat Approval Consisting of Sixteen (16) Multi- Family Lots and Six (6) Common Lots on Approximately 4.38 Acres in an Existing R-15 Zoning District Approved G. Public Hearing: CUP 13-003 Touchstone Place by Iron Mountain Real Estate, Inc. Located South Side of E. Fairview Avenue and West of N. Stonehenge Way Request: Conditional Use Permit Approval for Sixty-Four (64) Multi-Family Dwelling Units in an Existing R-15 Zoning District Approved 9. Department Reports A. Mayor's Office: Appointment of Charlie Rountree to the Ada County Air Quality Board Approved B. Community Development: Meridian Road Interchange Design and Aesthetic Elements Motion Approved to Proceed C. City Clerk: Discussion on Phase II of the Records Retention Schedule Update D. Resolution No. 13-933: Adopting the City of Meridian Records Retention Schedule Approved E. Amended onto the agenda: Update from ayor and City Council Compensation Committee 10. Ordinances A. Ordinance iVo. 13-1566: An Ordinance of the City of Meridian Establishing "Gene FCleiner Day" as an Annual City of Meridian Citizen Recognition Day Approved 11. Future Meeting Topics Adjourned at 8:49 p.m. Meridian City Council Meeting Agenda -Tuesday, July 23, 2013 Page 4 of 4 All materials presented at public meetings shall become property of the City of Meridian. Anyone desiring accommodation for disabilities related to documents and/or hearing, please contact the City Clerk's Office at 888-4433 at least 48 hours prior to the public meeting. Meridian City Council July 23, 2013 A meeting of the Meridian City Council was called to order at 6:00 p.m., Tuesday, July 23, 2013, by Council President Brad Hoaglun. Members Present: Mayor Tammy de Weerd, Brad Hoaglun, Charlie Rountree, David Zaremba, and Keith Bird. Others Present: Bill Nary, Jaycee Holman, Bruce Chatterton, Bill Parsons, Sonya Wafters, Brian McClure, Clint Dolsby, Jamie Leslie, Perry Palmer, Lori den Hartog, Steve Siddoway 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: It is 6:00 o'clock, so we will just launch right into our regular scheduled meeting for City Council. I'd first like to welcome everyone here tonight. For the record it is Tuesday, July 23rd. It's 6:00 p.m. We will start with roll call attendance, Madam Clerk. Item 2: Pledge of Allegiance De Weerd: Item No. 2 is our Pledge of Allegiance. If you will all rise and join us in the pledge to our flag. (Pledge of Allegiance recited.) Item 3: Community Invocation by Tim Pusey with Valley Shepherd Church of the Nazarene De Weerd: Item No. 3 is our community invocation. Tonight we will be led by Pastor Tim Pusey. He is with the Valley Shepherd Church of the Nazarene. If you will join us in the community invocation or take this as an opportunity for a moment of reflection. Pastor, thank you for being here. Pusey: Thank you. Let us pray. Heavenly Father, throughout the ages those who have called upon you have found wisdom and guidance and help in you and for that we are grateful and tonight as our City Council begins their meeting we pray for your wisdom and guidance and help for them. We thank you, Lord, for those who serve our community in this way. We thank you for the many who serve the public of Meridian in so many different ways and, Lord, we pray your blessing upon them and tonight as this meeting takes place I pray, Lord, that they would have wisdom that comes from you in Meridian City Council July 23, 2013 Page 2 of 57 the decisions that are made and may it truly be a good evening for those who are here and, Lord, we do pray for those who can't speak for themselves, we think of those who are underprivileged, those that may not have enough to eat when they go to bed tonight and I ask, Lord, that you would help us to be ever mindful of those whose needs are so very great. We ask it in the name of our Savior, amend. Item 4: Adoption of the Agenda De Weerd: Item No. 4 is the adoption of the agenda. Hoaglun: Madam Mayor? De Weerd: Mr. Hoaglun. Hoaglun: A couple of things to note on tonight's agenda and add onto, actually. Under 5-H, that resolution number is 13-931. Under Action Items, 8-B, is resolution number 13-932. Under 9-D, Department Reports, is resolution number 13-933. We want to amend onto the agenda Item 9-E, which is an update from the Mayor and City Council's compensation committee and under Ordinances, 10-A is ordinance number 13-1566. So, with that, Madam Mayor, I move adoption of the agenda as amended. Rountree: Second. De Weerd: I have a motion and a second to adopt the agenda as amended. All those in favor say aye. All ayes. Motion carried. MOTION CARRIED: ALL AYES Item 5: Consent Agenda A. Approve Minutes of July 2, 2013 City Council Regular Meeting B. Approve Minutes of July 9, 2013 City Council Workshop Meeting C. Change Order N0.4 to Task Order #10264 for NPDES Permit Strategy and Technical Assistance with HDR Engineering, Inc. (Master Agreement Dated 12-6-2011) for aNot-to-Exceed Amount of $60,000.00 D. Water and Sewer Main Easement for Villas at Lochsa Falls Phase 2 E. Sewer Main Easement for Villas at Lochsa Falls Phase 2 F. Water and Sewer Main Easement for Isola Creek LLC Meridian City Council July 23, 2013 Page 3 of 57 G. Contract Extension for Professional Service Agreement with Sullivan Reberger for State Government Affairs to Include 2014 Legislative Session & Fiscal Year 2014 H. Resolution No. 13-931: A Resolution Authoring the City Clerk to Destroy Certain Semi-Permanent and Temporary Records of the Meridian Police Department Development Agreement for Approval: MDA 13-010 Paramount Subdivision by Brighton Development, Inc. Located South of W. Chinden Boulevard, Between N. Meridian Road and N. Linder Road Request: Amend the Development Agreement to Delete the Number of Lots, Dwelling Units and Square Footages Allowed to Develop on the Site and Replace with the Types of Uses Approved on the Site J. Findings of Fact, Conclusions of Law for Approval: AZ 13-003 Woodburn West Subdivision by Northside Management Located North of W. Ustick Road, Approximately 1/4 Mile East of N. Linder Road Request: Annexation and Zoning of 25.8 Acres of Land with an R-8 Zoning District K. Findings of Fact, Conclusions of Law for Approval: PP 13-007 Woodburn West Subdivision by Northside Management Located North of W. Ustick Road, Approximately 1/4 Mile East of N. Linder Road Request: Preliminary Plat Approval Consisting of 99 Single-Family Residential Building Lots and 16 Common/Other Lots on 25.75 Acres of Land in a Proposed R-8 Zoning District L. Findings of Fact, Conclusions of Law for Approval: AZ 13-005 Paramount Northeast Subdivision by Brighton Development, Inc. Located Southwest Corner of Chinden Boulevard and N. Meridian Road Request: Annexation and Zoning of 54.69 Acres of Land with C-C (17.68 Acres); TN-C (31.27 Acres) and R-8 (5.74 Acres) Zoning Districts M. Findings of Fact, Conclusions of Law for Approval: PP 13-008 Paramount Northeast Subdivision by Brighton Development, Inc. Located South of Chinden Boulevard on the West Side of N. Meridian Road Request: Preliminary Plat Approval Consisting of 79 Single-Family Residential Building Lots and Four (4) Common/Other Lots on 27.23 Acres of Land in the R-8 Zoning District Meridian City Council July 23, 2013 Page 4 of 57 N. Final Order for Approval: FP 13-020 Reflection Ridge Subdivision No. 1 by Chris Todd, T-O Engineers Located West Side of S. Locust Grove Road and South Side of the Ridenbaugh Canal, North of E. Amity Road Request: Final Plat Approval Consisting of 61 Single-Family Residential Building Lots and Ten (10) Common/Other Lots on 24.87 Acres of Land in the R-8 Zoning District O. FP 13-032 Paramount Commercial Southwest Subdivision No. 3 by Brighton Investments Located Near the Northeast Corner of W. McMillan Road and N. Linder Road Request: Final Plat Approval Consisting of One (1) Building Lot on Approximately 6.84 Acres of Land in a C-G Zoning District P. FP 13-030 Reflection. Ridge Subdivision No. 2 by Chist Todd, T- O Engineers Located West of S. Locust Grove Road and North of E. Amity Road Request: Final Plat Approval Consisting of Twelve (12) Building Lots and Two (2) Common /Other Lots on 5.41 Acres of Land in an R-8 Zoning District Q. FP 13-031 Fall Creek Subdivision No. 1 by Coleman Homes, LLC Located West Side of S. Stoddard Road and North of W. Victory Road Request: Final Plat Approval Consisting of 93 Single-Family Residential Building Lots and 13 Common/Other Lots on 39.67 Acres of Land in an R-8 Zoning District De Weerd: Item 5 is our Consent Agenda. Hoaglun: Madam Mayor? De Weerd: Mr. Hoaglun. Hoaglun: As 5-H is resolution number 13-931, I would move approval of the Consent Agenda and the Mayor to sign and Clerk to attest. Rountree: Second. De Weerd: I have a motion and a second to approve the Consent Agenda. Madam Clerk, will you call roll. Roll Call: Bird, yea; Rountree, yea; Zaremba, yea; Hoaglun, yea. De Weerd: All ayes. Motion carried. MOTION CARRIED: ALL AYES. Meridian City Council July 23, 2013 Page 5 of 57 Item 6: Community Items/Presentations A. Adoption of the Tentative Fiscal Year 2014 Budget in the Amount of $89,285,963.00 De Weerd: Under Item 6, Community Presentation, we will start with 6-A which is the adoption of the tentative fiscal year 2014 agenda budget. Madam Clerk, will you read this into the record. Holman: Adoption of the tentative fiscal year 2014 budget in the amount of 89,285,963 dollars. Hoaglun: And, Madam Mayor, the clerk has read into the record our -- what we have considered for fiscal year 2014 and for those that follow the budget hearing you would go, wait a minute, a couple weeks ago we approved a budget or drafted a budget ofjust over 70 million dollars and this one is 89 and just to kind of make sure people understand that this does include all carry forward items that are in the works. The vast majority of those are Public Works items. It also includes things that we are saving money for, like the public safety facility and as we know in our community, instead of going to voters and ask for bonds, we save for projects and that -- we have to roll that money forward, so that's why the amount is 89 million and not the 70 plus million that we approved at our -- at our budget setting deal. So, I just wanted to put that on the record why that amount is different. So, with that, Madam Mayor, I would move that we approve the proposed revenue and expenditures for fiscal year 2014 of 98,285,953 dollars. Rountree: Second. De Weerd: I have a motion and a second and this will, then, move forward to publish for the public hearing notices for the public workshop on August 20th. Thank you. Okay. I have a motion and a second. Any discussion? Madam Clerk, will you call roll. Roll Call: Bird, yea; Rountree, yea; Zaremba, yea; Hoaglun, yea. De Weerd: All ayes. Motion carried. MOTION CARRIED: ALL AYES. B. Approval of the Amended Revenues and Expenditures for Fiscal Year 2013 in the Amount of $82,872,394.00 De Weerd: Item 6-B. Madam Clerk. Holman: Item 6-B for approval of the amended revenues and expenditures for fiscal year 2013 in the amount of 82,872,394 dollars. Meridian City Council July 23, 2013 Page 6 of 57 De Weerd: Okay. Hoaglun: Madam Mayor? De Weerd: Mr. Hoaglun. Hoaglun: This will wrap up our revenues and expenditures for our current fiscal year that we are in, so I would move approval of the amended revenues and expenditures for fiscal year 2013 in the amount of 82,872,394 dollars. Rountree: Second. De Weerd: I have a motion and a second. Any discussion from Council? Madam Clerk, will you call roll. Roll Call: Bird, yea; Rountree, yea; Zaremba, yea; Hoaglun, yea. De Weerd: All ayes. Motion carries. MOTION CARRIED: ALL AYES. C. Hometown Hero Award Presented to Hannah Mayfield, Nathan Howell, and Amy Sorensen for the Silverleaf Pool Incident De Weerd: Council, I'm going to read you a little bit of background on this next item and after that I'm going to move down to the podium and ask three individuals to join me up there. This item is about our hometown hero and this is presented to citizens that, in our opinion, go above and beyond and certainly are our community heroes in Meridian for their acts of bravery and heroism in saving a life of others. On June 1st eight year old Hannah Mayfield was swimming in the Silverleaf Subdivision pool when she noticed a two year old boy face down in the water. The boy was not moving and upon seeing the child she initially thought was dead, she bravely swim over to the boy's body and she swam him over to the pool entry steps, pulled him out of the water and started yelling for help. Upon hearing Hannah's pleas for help the mother of the victim was panic stricken and yelled and cried for help as well unsure of how to proceed herself. Nearby preparing for a friend's birthday party was Amy Sorenson. She heard the request for help and quickly ran to assist at the scene. After noticing the people standing around the victim that no CPR was being prepared -- or performed, she then quickly ran over and started CPR and calmly took over. Amy was able to resuscitate the victim utilizing chest compressions, but noticed that he would quickly become unresponsive when she ceased. So, she did ask for help to breathe while she did the chest compressions and Nathan Howell came to Amy's side and assisted with the mouth to mouth until emergency medical services came on scene and took over. Hannah by bravely pulling the boy from the pool and Amy and Nathan by calmly responding and providing him that CPR care a tragedy was prevented and certainly I would like to offer kudos to the three of these individuals today and have them join me Meridian City Council July 23, 2073 Page 7 of 57 here at the front podium if they would, please. If you will come over here. Now, I have a certificate for each of you and these certificates certainly cannot adequately express our appreciation to each of you for saving the life of one of our citizens and if you know me I always get emotional, so I guess this is no time to change. I will start with you, Hannah. I think you're pretty awesome that you stepped up and you took charge. I mean for an eight year old that is absolutely awesome and let me tell you what is on this certificate. It's presented to Meridian residents who perform selfless acts of heroism, going above and beyond the call of duty in service to others in our community without regard and attention to what might have happened to you by saving him. In recognition for your significant roll in saving the life of a youngster who nearly drowned in a community swimming pool, it is my honor to present this to you, Hannah, with the heartfelt thanks of myself and the City Council and all of our emergency responders thank you so much. And this is to Nathan. Again, we count -- our emergency responders can't be everywhere all the time and we know in medical responses that every second counts. So, what you and Amy did in pertorming CPR and helping this drowning -- potentially drowning victim keep his life. We greatly appreciate you keeping your head and being part of that lifesaving activity. So, again, to present to you, who performed a selfless act of heroism, going above and beyond the call of duty in service to others in our community without regard for attention for personal gain, this is in recognition of your significant roll in saving the life of the youngster who nearly drowned in a community swimming pool. Again, our heart felt thanks for what you did to save this young boy's life. And, again, thank you, Hannah and Nathan. Thank you. Would either of you like to say anything? No? Okay. Zaremba: Thank you again. De Weerd: And just for the record, Amy was delayed and so when she comes we will take a break to present this to her as well. So, again, Hannah, thank you for bringing your family with you and Nathan for you bringing your family as well. We appreciate your effort. D. Meridian Split Corridor II Public Art Project Discussion De Weerd: Okay. Item 6-D is under our Meridian split corridor public art project. I will turn this over to our attorney Mr. Nary. Nary: Thank you, Madam Mayor, Members of the Council. I have a short memo that I will just read into the record and, then, if you have additional questions -- after last week's discussion you had asked for myself and my office to provide the Council with options as to where the process and the project would be now based on what had been presented last week and based on your discussion. A couple of different questions had come up, so one was the -- was to look at the process that had been completed to that point. So, I looked at the initial RFP that was provided for all the artists that submitted proposals and reviewed that process that had occurred and recommend the following. There has been a lot of discussion and emotioh and such from a variety of people regarding the success of this process and it's met all the legal standards that are Meridian City Council July 23, 2013 Page S of 57 appropriate and required in the absence of --there wasn't a public arts professional that was used in this particular process. We have used it in other processes prior to this. There is some room for improvement for future processes, but it did proceed as advertised, it did, other than the few digressions, meet the standards that were offered and advertised to all artists that submitted proposals, all the --whatever digressions that any of the groups that were involved with this were all done in the public record, were all done in a public open opportunity for debate and discussion amongst the groups, they knew when they had proceeded in areas that were going to be a little outside of the process, so that doesn't materially affect or change the outcome or the question as ultimately presented to the City Council as we told you last week. It's very clear in the RFP that ultimately the decision maker is you and that all of that -- the information that is gathered prior to coming to you as a recommendation from Meridian Arts Commission goes through a very public process, but it's very clear in the proposal that the final decision maker always is the City Council on whether to proceed forward. That process has been used in other art collections without any issues or such and with a few of the lessons that we maybe learned. In this process we can make some improvements for the future. The City Council is still the ultimate approving body of the selection. The Council is asked to consider basically these factors in making the decision. The criteria outlined in the call to artists, which was the original offering that was put out to artists. The public input that was collected from the various sources, both from the public comments that were received, as well as the committees and the commission meetings that were held and, then, ultimately the recommendation of the Arts Commission, which was the recommendation so that the Council has the following options. The commission -- the Meridian Arts Commission's recommendation to you was the C.J. Rench piece Under The Sun and Dreaming. That was their recommendation. You can accept that recommendation if you wish and proceed forward and there is still a process that has to take place in contracting for the piece. The other option you can consider as the other submittals by the artists Delia DeLapp or the joint submittal by Joseph Castle and Marty Lyon, you have to consider the pieces as presented to you, so you can't -- based on the way the offering was submitted and the way it was proposed to the public, if you were to consider the other pieces, which you're free to do, you have to consider the entire proposal. So, not parts of the proposal or pieces of it or a piece you like or a piece you don't, it's really all or nothing. So, that's what's been proposed to you, that's what really your decision point is. So, that's your second option. And your third is you can reject all the proposals entirely. If you choose to reject all the proposals entirely, then, you have a menu of things that you can do in the alternative. You can choose to reject them. You can start the process over with completely new submittals -- submittals from the public. You can start the -- as you have done in the past, as was said, we have probably learned some lessons and things that you could do to make the process run a little smoother and we can certainly bring those back to you as a recommendation if you want to proceed forward at this time with that. You can refer all three artists back to the Meridian Arts Commission. So, you have had a process to select these three artists. There was a number of submittals -- I think there was over -- about adozen originally submitted. So, these three artists and their pieces have been -- were the ones that made it through a number of different steps to get to that point. So, you do have the ability if you aren't selecting a piece and rejecting all the proposals, to Meridian City Council July 23, 2013 Page 9 of 57 submit it back to the Arts Commission -- or to yourselves if you wish -- to submit new or modified proposals and what you could do is based on all the comments that have been received, both public comment, comments by the members of your committee, comments by the members of the commission, comments by all of you -- the artists have received a lot of information on the pieces and the types of what your desires are. You could recommend back to the Arts Commission that they take all of that information, have those three artists either resubmit their proposals or if they wanted to change their proposals to some degree to meet those comments that have been received from all of those various sources and, then, again bring a recommendation back to you from the commission. That's an option that you can consider. You can commission a single piece. You have the ability to put out a call for one piece. You can use one parcel that's currently available. You can use both parcels if you wish. You don't have to do them both at this time. You can commission a single piece based on the pieces you have already seen. If you'd like that done you can do that. If you want to commission an artist that's another option. I was told today that was a little out of the norm, but I guess that's not out of the norm for me, but you can commission an artist and -- versus an artist -- an art piece and, then, have that artist give you a proposal. So, that's another option you can consider. You can -- again, you can always solicit new pieces. You can take an existing piece that the city may already own. We have other pieces of public art that already exist in the city, if you want to move one of those pieces to one of these parcels you have the ability to do that as well. You have had other pieces that you have had previously approved for use in both the downtown, as well as the within the city. That's another option you can consider if you wish. And, then, again, you can always start the process over completely and begin anew if you wish. So, there is a variety of different options if you choose to do that, but, again, your question was has the process been adequate. In my opinion it has. It has -- there were some things that we could do better, but we certainly have met what was proposed to the artists, but now you're left with three choices and that's accept the commission's recommendation as presented. You can pick another piece of the ones that have already been finalized and been through the process. You could pick any of those if you wish or you can reject all of them and, then, again, you have a menu of different options you can do from that. So, I'd stand for questions. C. Hometown Hero Award Presented to Hannah Mayfield, Nathan Howell, and Amy Sorensen for the Silverleaf Pool Incident De Weerd: Council, before I do that I do see that Amy Sorenson has joined us and, Amy, we apologize, we -- we already recognized Hanna and Nathan, but did want to take an opportunity -- I know you were held up and we apologize that we started this before you got here. But if you can join me up front, I would like to take a moment and recognize your act of heroism. Amy, we read the -- we told about the story of the young boy who was found in the pool and how Hannah had pulled him out and you just took charge and offered CPR and we just want to give you our heartfelt thanks for the roll you played in saving the life of this young man and in recognition of that I have a certificate I'd like to present to you as a hometown hero. Presented to Meridian residents who pertorm selfless acts of heroism, going above and beyond the call of duty Meridian City Council July 23, 2013 Page 10 of 57 in service to others in our community without regard for attention or personal gain, this is presented to you today in recognition of your significant roll in saving the life of a youngster who nearly drowned in a community swimming pool. Please, on behalf of myself and City Council and all of our emergency responders, accept this as our token of appreciation for what you did to save that young boy's life. Thank you. Okay. Council, any questions? D. Meridian Split Corridor II Public Art Project Discussion Zaremba: Bill, could you repeat what you said before? No, thanks. We remember De Weerd: I think he was kidding. Any questions for our attorney or discussion from Council? I guess, Council, what -- an option I didn't hear is by putting this -- not back to the public for discussion. They have -- they have put their votes in and -- and shared what they -- they felt and I did have staff look at it statistically to get a clearer picture of what those votes meant. But that aside, I would suggest putting it back through the process without some of the information that kind of turned the discussion upside down. On TV you see these law programs that they say, you know, please disregard what that witness just said and there was a piece of evidence that changed one of the proposals and I think it, then, turned the discussion as a committee a little bit sideways. It was a sideways remark and it did turn it upside down and so with clear instructions as to what to consider and discuss, I think the processes our city attorney had -- had expressed has had a lot of public comment with the public voting, but it's bringing it back to the discussion at the selection committee and, then, at the Meridian Arts Commission without the influence of some of the things that changed the proposals to begin with. So, I guess I would say that is another option in bringing it back and just letting the process work. Rountree: Madam Mayor, I'd like to get a reaction from Bill on that. Nary: Madam Mayor, I guess I wasn't clear. You can send -- I mean you can send the whole process -- you're saying send all of them back to the commission or the committee? The committee is just a subset of the commission, so I mean you can do that if you wish, but sending just these three proposals back to them to look at -- I guess I thought I was suggesting that. Based on all the comments I had you can send all of these back there for them to look at and whether they want -- the artists don't have to resubmit anything, but there has certainly been a lot of comment about it, so that was my suggestion. But if you're saying to not even suggest modifying, if that's one of your options, too, you can do that. De Weerd: I guess, Mr. Nary, it's with clear instructions that it's the original proposal as submitted without any -- and to discard any change that was submitted for consideration between when the public started voting and the close of that. Nary: Sure Meridian City Council July 23, 2013 Page 11 of 57 De Weerd: Just to make clear what those considerations are without any other changes or modifications that had been submitted for consideration, which shouldn't have been. So, I guess that is my two cents worth for what it's worth. Rountree: Madam Mayor, I think that's kind of what I said in my last comments last week, was take it back to the selection committee, have them deal with the proposal as it was presented to the artists and the proposals that you submitted in response to that. Have them do their selection process and prepare their reasons why they are recommending to the Art Commission what they are recommending and, then, you have the Art Commission do what they are charged to do and that's a recommending body to this body and make recommendation and the reasons why they made that recommendation as outlined in this memo from Bill and, then, we can -- we can make a decision and we all know the decision can be something different than a recommendation, but at least have it be fair, have everybody participating at the same level, no outside inquiries, directives, testimony if you will, so -- I'm okay with that if that's -- if that's the way we go. De Weerd: Other comments from Council? Zaremba: Madam Mayor? De Weerd: Mr. Zaremba. Zaremba: I think I'm saying the same thing, but you both are saying it maybe in a slightly different way, but my interpretation is we are saying at some point there was a fork in the road or a wrong turn made. Let's rewind to that point, the last point at which everything followed the rules and instead of starting the process all the way back from the beginning as if nothing had ever happened, the request is still good, the submittals are still good, and the decision is about what to do about them is where we need to restart and I'm comfortable with that. De Weerd: Any further comment? Hoaglun: Madam Mayor? De Weerd: Mr. Hoaglun. Hoaglun: Again, to make sure we are all on the same page, under the three options that Bill outlined, then, that would actually be option number two, because we are not necessarily rejecting all three, we are just saying -- well, I guess let me back up. Let me ask a question to Mr. Nary. Considering the other two submittals in total, select one of the three proposals submitted, but that does not include C.J. Rench's modified proposal, that came in later, so -- Nary: Correct. Meridian City Council July 23, 2013 Page 12 of 57 Hoaglun: Okay. I wanted to be certain that -- so, number two would be -- what I'm hearing and I'm liking --that we send back the three that were submitted that rose to the top, but they considered each of those as a total package before any modifications were made and, then, give us a recommendation based on those three. That's what I'm thinking I like and I think that's what I'm hearing from the other members. Bird: Madam Mayor? De Weerd: Good. We can hear it a fourth way. I think we are all saying the same thing. Mr. Bird. Bird: I agree that -- to send it back and stuff, but when they -- when they come forward I'd like to -- I'd like to have a little history on the -- I mean we are not putting up a two foot art deal out there, we need -- we need to make sure that the artist is capable of doing this and has the means of doing it, has the structural integrity in it, because we don't want to get something up there that compromises anything. So, I think it's a good idea to send all three back and let the committees get together and, then, the committee can recommend to the Art Department -- the Art Commission and the Art Commission can recommend to us with reasons why and making sure that -- that whoever they recommend is capable of doing it and doing it right. De Weerd: Mr. Bird, do we need to seek additional information, because the -- when it went out to the public it was deemed that it answered all of those and so do we need additional information to the selection committee and to the Meridian Arts Commission from each of the artists that -- that suggest that? Because I think that was already a data point in the selection of a finalist that it could. Bird: Madam Mayor, that's -- we did not have that privilege of knowing that when they presented it to us. I mean we didn't know if each of the artists had done something of this degree before. I had no idea what they have done. I'd like to know before Imake -- I mean it's -- you know, you don't -- you don't send out a two man shop to do a six man --six man shop's job. So, I would like to know when they present it to us. De Weerd: Mr. Nary, I guess before it goes back in front of the select committee and, then, to the Meridian Arts Commission perhaps we can seek additional information from the three finalists just on the engineering aspect that -- and who their team is. A little bit more detail. Is that what I'm understanding? Nary: Well, Madam Mayor, I hesitate to disagree with all of you, but you didn't ask for that and that's the problem is that you're now asking for different information and you didn't -- now there is ten other people who participated who you didn't ask them that either. So, I'm really hesitant to recommend you do that. If that's the concern, which I totally recognize that's a very legitimate concern, that's part of the contract. I mean if that's the concern -- this is a large public art piece and so in my opinion one of the thresholds -- and we have done this in other art pieces -- we have had requirements at certain stages for payment and requirements of certain levels of completeness before Meridian City Council July 23, 2013 Page 13 of 57 we would pay. We don't wait until it's all completed to pay, we normally pay in parts. If the engineering of the piece is necessary, which I would agree it would be, that can be the first requirement in your contract that that would be provided prior to payment, so that if it can't be provided, then, you have not invested a tremendous amount of time or money and if that can't be completed, then, you can move on to another piece. But to ask the artists now to provide additional information when that wasn't requested, I think goes back to the concern that Councilman Rountree raised previously, that we are asking for different information from different people and I would recommend you not do that. De Weerd: Okay. Rountree: Madam Mayor, just a comment on that point. I have not read the proposal, but I suspect that -- we know there was an estimate required and, hopefully, the estimates are sufficient to at least identify there is engineering required in that cost. If anything needed electricity or plumbing that that would have been broken out in their estimate. So, hopefully, that information is there. If it's not there, then, again, that's something that the Arts Commission needs to -- needs to weigh in the criteria they asked for and are they comfortable in saying they can recommend this individual and they are comfortable with the city negotiating an agreement with them. De Weerd: Okay. Well, in the RFP that went out we were very vague in what we asked for in the breakdown. So, all artists met the key criteria. So, we will give this to -- back to the selection committee and have Emily work on setting a date. Do we need a motion? Nary: You probably should make a motion. De Weerd: Okay. I can't do it. Rountree: You're the liaison. Hoaglun: Madam Mayor? De Weerd: Mr. Hoaglun. Hoaglun: I move that we return all the submissions for the art project -- public split corridor art project back to the Meridian Arts Commission and the process that they determine to select one of the three proposals submitted -- and this is the original proposals, not the modified proposals, and that they recommend upon review through a process of -- that they determine and they make a recommendation back to the City Council at their earliest time a recommendation for Meridian Split Corridor public art. Bird: Second. De Weerd: Okay. I have a motion and a second. Any discussion? Meridian City Council July 23, 2013 Page 14 of 57 Hoaglun: Madam Mayor, just to clarify as I made that motion -- and I want to be certain -- I don't know if they are going to go with the selection committee or if they have another proposal. I didn't want to say they have to follow a certain proposal, it just goes back to them. If they want to do a submit committee or get an art professional to do something, I didn't want to handcuff them that way. But that was my intent to send it back to them to determine their internal process on how to make a recommendation and, then, move forward from there. De Weerd: So, just for clarity, you're sending it back through the process, the committee and, then, MAC and, then MAC -- Hoaglun: My motion was to send it back to the Meridian Arts Commission. Not to the selection committee, but to the Meridian Arts Commission and let them determine how they would move forward with that process. If they desire to do a selection committee that's fine, it's -- it's back to them. I didn't want to micro manage that process, but leave it up to them to determine how to make that decision and recommendation back to us, so -- De Weerd: Okay. Madam Clerk. Roll Call: Bird, yea; Rountree, yea; Zaremba, yea; Hoaglun, yea. De Weerd: All ayes. Motion carried. MOTION CARRIED: ALL AYES. Hoaglun: I feel vindicated, Madam Mayor. Item 7: Items Moved From Consent Agenda De Weerd: Okay. There were no items moved from the Consent Agenda. Item 8: Action Items A. Public Hearing: Community Development Block Grant (CDBG) 2013 Action Plan De Weerd: So, we will move to Item 8-A, which is a public hearing on the Community Development Block Grant, the 2013 action plan. Lori. Den Hartog: Madam Mayor, Members of the Council. I'm here this evening to present to you our program year 2013 annual action for our Community Development Block Grant program. I was here last before you on May 28th to present a number of options moving forward for this action plan and we opened -- oh, not going? I apologize for the technical difficulties. We are back on. All right. So, for the upcoming program year, Meridian City Council July 23, 2013 Page 15 of 57 which is planned to start on October 1, we are -- have two main priorities and points of focus as we move forward. We intend to have public facility improvements and projects within the low to moderate income area of the city or projects benefiting our LMI residents and that would be the primary focus of our expenditures during the upcoming program year. In the plan CDBG funds will be invested in public service activities that serve and will benefit LMI residents of the city and will advance a useful living environment. When I was before you at the end of May I had anticipated a reduction in our entitlement grant for the coming year based on all news and reports that we have been hearing of the sequester. I'm happy to report that we have the opposite situation. Shortly after we met at the end of May I received a notification from HUD for our upcoming grant amount and we were notified that it was going to be 293,913 dollars and this is approximately a 14 percent increase over what we had last year. We received just over 256,000 dollars last year. So, a good problem to have as we move forward in reviewing the applications that were submitted for review. Other funds that are identified for allocation in this action plan our project funds from previous programming years in the amount of 62,446 dollars. These funds come from projects that have come under budget in previous program years and unused administration funds from previous program years. And as you can see we don't generate any program income, which keeps our program simple -- more simple to administer. So, the total revenue we will be allocating in this action plan is 356,359 dollars. So, for the coming year our administrative expenses are planned to be 40,000. Just for administration. And, then, 3,000 planned for fair housing outreach and education activities. We are capped at 20 percent of our entitlement grant for those administrative expenses. Right now with this proposal it's about 14.6 percent. So, we are well under the 20 percent cap there. The other projects and activities we are planning to undertake in the upcoming year -- three of them fall under the housing and community development category. The first is a picnic shelter at 8th Street Park. The second is a restroom facility at Centennial Park. And the third is a public facility project that has yet to be determined and I will discuss that a little bit later. So, our public service activities, we are capped at 15 percent of our entitlement grant, which is about 44,000 dollars. Proposing to provide 30,000 to the Meridian Food Bank for their hunger relief program and 14,000 for the Meridian Boys and Girls Club for the scholarship program. Just a brief description of the activities. For the Meridian Food Bank the 30,000 dollars will be used to purchase food to be distributed to persons and families in need. On average the Meridian Food Bank serves 5,300 people each month. They are on track this year to serve over 63,000 people. So, the Meridian Food Bank provides a vital service within our community. This grant is by no means their only means of support. They have a number of community activities that contribute and they -- I just heard, too, they had received -- I believe it was a 25,000 dollar grant from Walmart. So, they have been actively pursuing other grants to expand their services and the food that they provide to the persons in need. The second public service activity, which is through the Meridian Boys and Girls Club is a scholarship program which will provide scholarships to children of LMI households for the clubs key base programs, which include the Summer Early Risers, the Meridian Sunrise Club and the Meridian Year One program. We did this program two years ago and based on this dollar amount we are anticipating the program to serve approximately 45 students. They base those scholarships on a sliding Meridian City Council July 23, 2013 Page 16 of 57 fee scale. For the public service activities we are planning to invest just over 36,000 dollars to design and construct a picnic shelter in 8th Street Park where there is currently no picnic shelter and over the last several years we have invested CDBG funds in this park to make improvements. This is an important neighborhood park that didn't have a lot of services to begin with and we are adding those fully so that it can see increased use to meet the demand there. The Centennial Park ADA restroom facility, we are planning to invest 91,000 dollars to design and construct an ADA restroom facility within the park where currently no restrooms facility exists. And this last one is a little different than things that we have done in the past. We have a to be determined public facility project. The remaining dollars to be allocated are just over 141,000 dollars. Planning for it to be allocated to a qualified public facility project that will benefit our LMI residents. As I presented to you when I was here at the end of May, we will be working with other city departments and other public entities, including the Meridian Development Corporation and possibly the Ada County Highway District to propose to City Council a number of public facility projects that would be eligible and would fall within this budget range. And we will come back to you at a future date to seek your decision making on which project to move forward with. So, with that I would be happy to answer any questions and request that you close the public hearing that was opened on June 20th and adopt the 2013 action plan as presented. De Weerd: Thank you, Lori. Any questions from Council at this time? Bird: I have none. Rountree: I have none. De Weerd: Is there anyone in our public who would like to provide comment on this item? Okay. Okay. Council? Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: Seeing nobody wants to come up and testify, I move we close the public hearing on the Community Development Block Grant. Rountree: Second. De Weerd: I have a motion and a second to close the public hearing on Item 8-A. All those in favor say aye. All ayes. Motion carried. MOTION CARRIED: ALL AYES. B. Resolution No. 13-932: Resolution Adopting the Community Development Block Grant (CDBG)Program Year 2013 (PY2013) Action Plan Meridian Cily Council July 23, 2013 Page 17 of 57 De Weerd: Item 8-B is the resolution for this item. It's Resolution 13-932. Council, do I have a motion? Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: I move we approve Resolution No. 13-932 for the adoption of the Community Development Block Grant. Rountree: Second. De Weerd: I have a motion and a second to approve Item 8-B. If there is no discussion, Madam Clerk, will you call roll. Roll Call: Bird, yea; Rountree, yea; Zaremba, yea; Hoaglun, yea. De Weerd: All ayes. MOTION CARRIED: ALL AYES. C. FP 13-028 Heron Ridge Estates Subdivision by Mason & Stanfield, Inc. Located North of Chinden Boulevard, South of the Phyllis Canal and Approximately a 1/2 Mile East of N. Black Cat Road Request: Final Plat Approval Consisting of Ten (10) Single Family Residential Lots and Four (4) Common Lots on Approximately Six (6) Acres in an R-2 Zoning District De Weerd: Item 8-C is final plat 13-028. I will ask for staff comments at this time. Parsons: Thank you, Madam Mayor, Members of the Council. I will keep the presentation brief on this tonight. The only reason why this item is on the agenda this evening is because staff did not receive comments by the 3:00 o'clock time frame on Thursday -- last Thursday afternoon. I would mention to Council that the proposed final plat is in substantial conformance with the approved preliminary plat in which you approved in May of this year. The applicant has submitted testimony in agreement with all those conditions and at this time I'd stand for any questions you may have. De Weerd: Thank you, Bill. Council, any questions? Bird: I have none. Rountree: I have none. De Weerd: Do I have a motion? Meridian City Council July 23, 2013 Page 18 of 57 Rountree: Madam Mayor? De Weerd: Mr. Rountree. Rountree: I move that we approve Item 8-C FP 13-028. Bird: Second. De Weerd: I have a motion and a second to approve Item 8-C. Madam Clerk, will you call roll. Roll Call: Bird, yea; Rountree, yea; Zaremba, yea; Hoaglun, yea. De Weerd: All ayes. Motion carried. MOTION CARRIED: ALL AYES. D. Public Hearing: VAR 13-003 Plovanich by John Plovanich Located at 983 E. Tuweep Street Request: Variance to UDC 11- 2A-3D.3, Which Prohibits Accessory Structures From Encroaching into the Required Side Yard De Weerd: Item 8-D is a public hearing on VAR 13-003. I will open this public hearing with staff comments. Watters: Thank you, Madam Mayor, Members of the Council. The next application before you is a request for a variance. The property is located at -- excuse me. The property consists of .23 acres of land, is currently zoned R-4, and is located at 983 East Tuweep Street. The applicant requests approval of a variance to UDC 11-2A-3B3, which prohibits accessory buildings from encroaching into the required side yard. In the latter part of 2012 the applicant states that he came into the Community Development Department to obtain a building permit for a small shed. He was told that he would not need a permit to construct a shed less than 120 square feet in size. However, the shed should not be located over any utility easements. Based on this discussion he located the shed outside of utility easements within the side yard of his property. In May of this year the applicant was notified by the city that the shed is located in an area that violates city code would need to be relocated or removed, as accessory buildings are prohibited from being located within the required side yard. At that time he met with staff to determine his options staff advised him that his only option at this point, other than to relocate or remove the shed, is to apply for a variance. The applicant applied and was granted a fee waiver from Council on June 18th for the subject variance request. Staff has discussed this issue with the fire department and they do not feel there is a public safety issue in allowing the shed to remain in its current location. The shed does not currently have gutters, so the draining from the shed falls on the neighboring property. The applicant agrees to install gutters on the shed so drainage Meridian City Council July 23, 2013 Page 19 of 57 will fall on his property if Council approves the variance request. The first picture you see here at the upper right-hand corner is the front view of the shed. The second one here on the bottom is the rear view. In order to grant a variance the Council does need to make three findings. The variance shall not grant a right or special privilege that is not otherwise allowed in the district. The variance relieves an undue hardship because of characteristics of the site. And, lastly, the variance shall not be detrimental to the public health, safety, and welfare. Staff finds that granting the proposed variance would not be detrimental to the public health, safety and welfare based on comments from the fire department, but finds that granting the variance would grant a right or special privilege to the applicant that is not otherwise allowed. Further staff finds that there are no topographical characteristics of the site that would prevent compliance with the subject UDC requirement. Therefore, staff is recommending denial of the subject variance request. There was no written testimony submitted on this application. Staff will stand for any questions Council may have. De Weerd: Council, any questions for staff at this point? Bird: I have none, Mayor, at this time. De Weerd: Is -- oh, I'm sorry. Mr. Rountree. Rountree: Go ahead and I will ask it later. De Weerd: Is the applicant here? Please. John, if you will, please, state your name and address for the record. Plovanich: Pardon me? De Weerd: If you will, please, state your name and your address for the record. Plovanich: John Plovanich. 983 East Tuweep Street, in Meridian. De Weerd: Thank you. Plovanich: Madam Mayor and City Council Members, I want to give you a brief thumbnail sketch of where I started last September and hopefully will culminate tonight at this meeting. My wife and I last September decided to move forward with plans to build a garden shed. So, my first step was to go to the architectural committee in my subdivision and find out what their requirements were and that included my giving them a conceptual drawing of the shed and they additionally requested and I provided a map of the lot showing my home and the location of a shed and in addition to that I had to give them the color scheme that was going to be on the shed. They in turn contacted the neighbors and none of the neighbors had a problem at that particular time and so they told me that if I got a building permit they would approve my request. So, my next stop was down here in the planning department and I took all the information I had with me and I came down here fully intending on having to buy a building permit and the Meridian City Council July 23, 2013 Page 20 of 57 person I talked to looked at my information that I had and told me I didn't need a building permit, because my shed was under 120 square feet and the only advice that they gave me was that to make sure I didn't build the shed over my utility services in case I ever had a problem with them and they had to work on them. Well, my utility services are on the opposite side of my home. So, I was given the green light. No problems. Didn't need a permit and they didn't have any objections to what I was doing, so I built the shed and I lived in blissful ignorance until May 9th of this year when Igot -- someone knocked on the door and it was from the permitting department telling me that my shed was located in an area that was in violation of the code and the only choice 1 had was to remove it or move it and so I went through what the gentleman that called on me said -- following the process that I had already gone through and he told me he didn't have the authority to go any further with me, that he recommended that I come down here and talk to his supervisor, which I did, and he called in one of the ladies from the planning department and after listening to what I had to say they recommended that I have a subsequent meeting with the planning department and the building people, the fire department and some of the permitting people. So, that was -- the meeting was set for the 15th of May and at that meeting I was told that it's unfortunate, because I had done my diligence on both the requirements of my subdivision and I come down to the city planning office, but, unfortunately, due to some incomplete or inaccurate information I received, my shed's in the wrong place, so we have got to solve the problem. So, it was explained to me that if I didn't want to remove it or move it, then, I could go through a process of trying to get a code variance and the first step there would try to be able to get a fee waiver for the application for the code variance, which I did and I received a fee waiver. So, we went through the whole process and it was at that meeting the fire department didn't have a problem with it, the representative that was there from the fire department. Sonya was appointed to help me, which she has done a great job doing that and so I went through the process of having a neighborhood meeting, posting the property, and at my neighborhood meeting the neighbor next door that's actually filed a complaint was at meeting and the only concern they had was that my shed was going to drain water during a rainstorm into their yard and it did cause their crawl space to flood. So, I agreed that if I got a code variance that I would gutter the shed and I have a French drain system in my yard and I would drain the gutter into that French drain system. So, they were good with that. And so right now I guess the three things that we are looking at is the variance shall not grant a right or special privilege that is not otherwise allowed in the district. I have no way of determining whether anybody in my subdivision has ever applied for a code variance and I'm not that familiar with the code, but I can tell you after looking around my subdivision there are several structures that are built in that five foot side yard setback. Now, whether they got a variance for those or not I have no idea and there is no way that I could find out. The second item, the variance relieves an undue hardship because of the characteristics of the site. The shed was built physically to fit the slot that I had and to move it anywhere else in my yard -- it won't fit anywhere else and I can't move the shed without taking it apart, so I will have to probably destroy most of the materials that the shed was made out of. In addition to that I would have to re-landscape my backyard and I have got to reinstall my sprinkler system in order to get the shed to meet the five yard -- or the five foot side yard setback in order to meet that requirement and the variance shall not be detrimental Meridian Cily Council July 23, 2013 Page 21 of 57 to the public health, safety, and welfare and, as I said, at the May 15th meeting there was a representative there from the fire department and, again, he had no problem with the location of the shed. So, with that does anybody have any questions for me? De Weerd: Thank you, John. Council, any questions? Rountree: Madam Mayor? De Weerd: Mr. Rountree. Rountree: If -- if you would have understood when you applied that you could not build that shed in your side yard would you have proceeded with the shed? Plovanich: No. No. I mean I -- I put way too much money on that shed to play Russian roulette whether or not I would get caught doing that. Rountree: No, that wasn't my question. If you would have been told that you could not locate it on the side yard would you have built the shed in another location? Plovanich: No, not at all. Rountree: Thank you. Plovanich: Not at all. De Weerd: Okay. Any other questions from Council? Hoaglun: Madam Mayor. Sir, do you store a lawnmower in there? Is it just garden materials, lawnmowers -- Plovanich: Barbecue. Hoaglun: -- barbecue -- Plovanich: Shovels. Rakes. Hoaglun: And approximate size? Is it -- you said it was -- Plovanich: -- by fourteen. Hoaglun: Ten by 14. That's 140 square feet. Plovanich: No. It's 112. Hoaglun: Ten by 14? Meridian City Council July 23, 2013 Page 22 of 57 Plovanich: Eight by 14. Hoaglun: Oh, eighf by 14. Okay. Yeah. Eight by 14. Plovanich: It's the only side shed that I could build that would fit in the slot and the length was determined by -- I didn't want to encroach on the -- the master bedroom window that's closest to the shed, so I discontinued the shed before the master bedroom window. So, 14 feet is what it worked out to be. Hoaglun: Okay. Thank you. De Weerd: Any other questions from Council? Rountree: Madam Mayor, question for Sonya. I'm kind of confused at what -- what was presented initially with planning in terms of guidance. Was the guidance that you don't need a building permit because of the square footage and do not locate it over any utility easement or any utility. Plovanich: No, not an easement. Just utility services. Rountree: And, then, I have a follow up question. Chatterton: If I could address that, Madam Mayor. Rountree: My question is the question, not the applicant's response. Chatterton: It appears that the person that interacted with Mr. Plovanich was on the building side of things and we really had -- you know, you always hate to see incorrect or wrong information given out. It does happen. In this case I think it gave us the opportunity, with as much rigmarole as he's had to go through with this, to improve our cross-training. This was -- this showed a lack of understanding of some basic planning principles of someone on the building side of things. So, yes, it was incomplete information. I believe the rest of the information was accurate, but the lack of information about the setback made all the difference in this case. Rountree: And to follow up on side yards, typically is there not a utility corridor in side yards and subdivisions? Chatterton: Madam Mayor and Council Member, not always. Rountree: And is that the case with this particular subdivision? Watters: Madam Mayor, Councilman Rountree, there are always easements. I think that may be what you're asking. There are not always utilities within those easements. Rountree: Correct. So, there is an easement for utility need it be put in the side yard. Meridian City Council July 23, 2013 Page 23 of 57 Watters: That is correct. Rountree: Okay Plovanich: It was explained to me by Daunt Whitman from the inspection department that the five foot setback -- part of that is for a utility corridor and he told me at that point the chances of that ever being used for utilities is somewhere between zero and none. It will never happen. Rountree: That's always when it happens. Plovanich: I understand that. Whenever you say no that's when it become a reality. And at that time I suggested to him that he have your guys' legal department draw up the document and I would agree that if they ever needed that for a utility corridor that I would -- I would either move it or destroy the shed at my own and he said they can't do that. So, that's why I'm here tonight. De Weerd: Anything further from Council? Thank you so much Plovanich: Thank you. De Weerd: This is a public hearing. Is there anyone who would like to offer testimony on this item? Okay. Council? Anything further from staff? Watters: No, ma'am. De Weerd: Okay. Well, Council, I don't know what direction you're going to go, but I guess I will extend my apologies to the applicant. We know that we are not always perfect and I see that staff has -- has taken this as an opportunity to help others who might step in in your same situation. One of the reasons we combined planning. and building is because we did have some of these disconnects and we continue to learn where they were. But I guess I appreciate our planning department and our community development director stating what they have done to help remedy this situation for future applicants or those that come to our counter. So, it's unfortunate. We appreciate that you didn't come up here and call us maybe what we could have been called, which wouldn't have been the first time. So, thank you for your patience and your tolerance. I would like to personally apologize to you. So, thank you for being here this evening. Council, what would you like to do? I see no further testimony, no further information from staff. Would you like to close the public hearing on this item? Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: I move we close the public hearing on VAR 13-003. Meridian City Council July 23, 2013 Page 24 of 57 Rountree: Second. De Weerd: I have a motion and a second to close the public hearing on Item 8-D. All those in favor say aye. All ayes. Motion carries. MOTION CARRIED: ALL AYES. Rountree: Madam Mayor? De Weerd: Mr. Rountree. Rountree: I really do appreciate the applicant's patience with the city and I, too, apologize. No matter how -- what the outcome I think we need to -- to make them whole. I cannot come up with why a special privilege needs to be granted in this case. Because of our error we need to do something, but not necessarily provide a privilege that will set a precedent. I don't know that there is any particular hardship with the site. A shed could be built on the site from a topographic standpoint. Apparently there is no -- at least fire safety issues. Whether there is any public health or welfare issues I don't know. I don't know that the potential easement on that -- in that side yard would ever be needed. I just have a tough time meeting the conditions we have to meet in order to provide a variance. We don't provide variances very often in answer the question that's raised, do all of the other neighborhood buildings in side yards have variances. No. They are in violation of the city ordinance as well. Unfortunately or fortunately they don't have neighbors that complained, which is why we get into a lot of these issues. Issues that could very well be solved amongst neighbors and not here. That's kind of where I am. I'm inclined to think we need to -- there is some compensation due here for the incorrect information, but I have a tough time moving forward with a variance. That's my position. De Weerd: Mr. Nary, for items one and two in not granting a special right or privilege, because of -- the city's information was not complete, would that satisfy items one and two and certainly I think it's not detrimental to the public health, safety, and welfare per our fire department, but in one and two can that variance be caused because we didn't give full information? Nary: Madam Mayor, Members of the Council, you can certainly find -- if that's the finding of the Council you want to make, I mean we can certainly make that -- we can probably make that finding. It is definitely a stretch. I mean what Council Member Rountree is saying is it is a little bit of a stretch to do that. But I do understand where you're coming from. I mean we have some incorrect information. The applicant did attempt to do all the right things, he took all the right steps to do that. That's not a finding we have made -- that's certainly not a finding we have made before, but it doesn't mean we couldn't. Meridian City Council July 23, 2013 Page 25 of 57 De Weerd: Well, I hope this doesn't happen frequently. So, we haven't had the opportunity to use this before. That's just my offer in an idea, so -- Rountree: I understand. Nary: And, Madam Mayor and Members of the Council, I mean the hardship because of the characteristic of the site have always been in the case law always is talking about the topographical nature of the site. So, you're talking about hills or valleys and holes -- I mean things that exist on the site that are essentially a hardship that the property owner can't really remedy. And that is -- that's a tough one even based on the information you have to make that finding based on incomplete information or misinformation or whatever that is, to make that hardship one for -- to really a good fit, so -- Hoaglun: Madam Mayor? De Weerd: Mr. Hoaglun Hoaglun: To comment further on Council Rountree, I have been trying to -- when I first read this trying to figure out what -- what is it that we can make work. I mean we are usually pretty good at -- at finding solutions to things and this one is difficult, because one and two just -- unless there is something we can attach it to this particular property somehow and -- and Bill could pull something out of his magic hat there that would -- would work and it doesn't look like that's -- that's the case, I'm with Councilman Rountree, somehow -- I mean that's why when we waive -- when we heard this the first time we waived the fees, because we made a mistake on this and he shouldn't have to pay to come before us for a variance when he tried to do all the right things and, again, I'm kind of the same mind, he tried to do all the right things and just an error, which does happen from time to time, but not, fortunately, very often. But how do we fix that? If he's going to have to move the shed or do something -- if there is sprinklers involved and different things -- I don't know what that would involve, I don't know what the costs are, I don't know how we would do that, because it's not something we -- in the time I have been on the Council I have known us to do. But I'm willing to explore that option to see what are the options, what are the costs and potentially bring something back to the Council that is a potential workable solution. But I'm at a loss at trying to figure this one out right here right now. De Weerd: Well, can it be because the characteristics become a hardship of the site because of the lack of information? I'm sorry, I -- Hoaglun: I do appreciate the effort, Madam Mayor. You're working at it. I appreciate it. Rountree: Madam Mayor, the only thing that crosses my mind at this point in time is that there has been testimony that the building would not have been -- or the shed would not have been built had they had full information. So, in order to make them whole and get them back to that point compensation to the cost of the building -- I mean Meridian City Council July 23, 2013 Page 26 of 57 I believe we share in this issue, but I don't know that the variance is the way to solve it. Nor is it an ordinance change that we need to do to solve it. We need to correct an error, not make more errors. Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: On the compensation part I don't know, we -- if we compensate for every time we make a mistake we would be compensating quite a bit. I have -- I'm kind of like Councilman Hoaglun, I wish there was a way we could do something. I was hoping that Mr. Nary would come up with a legitimate reason to do something. But I certainly feel the utmost for the applicant. Nary: Madam Mayor? De Weerd: Mr. Nary. Nary: Madam Mayor, Members of the Council, would it be all right with the Council if you past this for a few minutes, give me an opportunity to talk to Mr. Plovanich and see if there is a way to resolve this and, then, we can come back to it. You have another item, if you wouldn't mind taking that, if Mr. Plovanich doesn't mind waiting a few minutes I can visit with him and see if there is a way we can resolve this. De Weerd: Okay. Council, with your permission I will go ahead and postpone further discussion on Item 8-D pending your action on Items E, F and G, which are public hearings. Bird: That's fine with me. Rountree: That's good. E. Public Hearing: MDA 13-011 Touchstone Place by Iron Mountain Real Estate, Inc. Located South Side of E. Fairview Avenue and West of N. Stonehenge Way Request: Modify Certain Provisions Approved with the Recorded Development Agreement (Instrument #106187189) F. Public Hearing: PP 13-009 Touchstone Place by Iron Mountain Real Estate, Inc. Located South Side of E. Fairview Avenue and West of N. Stonehenge Way Request: Preliminary Plat Approval Consisting of Sixteen (16) Multi-Family Lots and Six (6) Common Lots on Approximately 4.38 Acres in an Existing R-15 Zoning District Meridian City Council July 23, 2013 Page 27 of 57 G. Public Hearing: CUP 13-003 Touchstone Place by Iron Mountain Real Estate, Inc. Located South Side of E. Fairview Avenue and West of N. Stonehenge Way Request: Conditional Use Permit Approval for Sixty-Four (64) Multi-Family Dwelling Units in an Existing R-15 Zoning District De Weerd: Okay. I will go ahead open the three public hearings on Items 8-E, F and G on MDA 13-011, PP 13-009 and CAP 13-003 with staff comments. Parsons: Thank you, Madam Mayor, Members of the Council. The next item on the agenda is Touchstone Place Subdivision. The applicant is here this evening to discuss a preliminary plat, conditional use permit, and a DA modification to develop a 64 unit multi-family development. This property was annexed and zoned and preliminary platted and received conditional use permit approval in 2006 fora 48 unit multi-family development. At that time it was approved with the R-15 zoning designation that you see before you. Currently the site is located on the south side of East Fairview Avenue just east of North Stonehenge place. Surrounding the property we do have residential development and commercial development. One thing that happened since this came through before you in 2006 was a small sliver or a remnant parcel was split off from this property. As Council is aware over the few -- past few years there has been an economic decline in the valley and this property was hit this way and so what happened was we have a new developer that bought the property from the bank. During that sale of this property somehow this little sliver was split off from this piece. I have been working with the applicant to make sure the property does become whole. The plat that will be presented to you this evening does contain the sliver piece. He is in the process of closing -- he has actually closed on that property, so he has regained ownership of that. So, we do have a preliminary plat that is whole this evening and I wanted to show it to you here and that's the sliver that I'm talking about that got split off in 2006 was this remnant piece. So, issue number one has been checked off the list for you this evening as well. The applicant is proposing a 16 lot residential subdivision. Back in 2006 there was a development agreement that was required. Under that development agreement the site is restricted to 48 units and two residential lots or two buildable lots. So, with the applicant's proposal this evening they are requesting to modify that to allow the 64 units and to allow 16 buildable lots. The site will also consist of six common lots here and you can see those in green as well. One of our recommended conditions is that this become a common lot within the subdivision and be landscaped in accordance with this side of the common lot, basically the driveway. In speaking with the applicant before the meeting tonight it is their preference to leave this as a nonbuildable lot for such time as maybe -- because we do have an Ada county parcel to the west of it that may develop and annex into the city at some point in time. It may be their desire that they sell that to that person in the future or at least keep that option open that it could be developed by somebody else in the future. They have committed to at least landscaping that and greening it up, so that you do have a consistent streetscape into the development from Fairview. With the preliminary plat only a small segment of street is being constructed into the site and that's located along the southwest corner of the project. Along the south side of that street will beaten foot multi-use pathway Meridian City Council July 23, 2013 Page 28 of 57 consistent with the city standards and, then, a common drive access easement will be tied into Fairview here. The original proposal in 2006 had a public street coming through the project -- bisecting the project and, then, tying into the stub street to the south. In working with the applicant and ACHD they were okay with that requirement going away and just providing a new stub street to that western commercial property and having a curb cut or access drive from Fairview. I would mention to Council that the applicant is providing cross-access to both parcels. There is an animal care facility that's developed on this site. In 2009 that property did redevelop and provided an addition. With that approval Council did require that cross-access be provided when a driveway was provided to their boundary. One of our recommended conditions to you this evening is that the applicant construct across-access drive across this common drive and provide connectivity to the animal care facility. Of course that would require them to work with them in an appropriate location and, then, on the west edge of that driveway the applicant only has to grant the. access across both properties. So, if and when that county property annexes into the city, one, we prohibit additional access points to Fairview Avenue and we provide a means for this property to have connectivity to the applicant's driveway. Here is the landscape plan that the applicant is proposing this evening. Again, you can see the 16 four-plex units. The open space is pretty minimal for the site. The UDC only requires 16,000 square feet based on the number of units. The applicant is providing in excess of that. The majority of the open space has been provided with the central open space lot here. This is in excess of over 12,000 square feet. It consists of a tot lot, a gazebo area. There will be some outdoor fitness equipment on the lot as well to provide an amenity and, then, of course, the extension of the ten foot multi-use pathway along the common lot here and, then, the interconnected pathways to Fairview Avenue. Here are the elevations the applicant is proposing this evening. A mix of siding materials, wood materials, stone wainscot. In the conditions of approval staff and Commission have recommended that they provide a second elevation within the development to provide some more variation for you. Staff and Commission have also recommended that additional windows be provided on the site elevations. The applicant is in agreement with those conditions as well. This application is coming before you with a recommendation for approval from the Commission from the June 20th hearing. Testifying at the hearing was Kent Brown and Jeremy Amar. Both of those applicants were in favor of the project. There were two surrounding residents or property owners to the east and south that testified. Their primary concern here with the development was there wasn't enough screening or privacy to their residences, because these are all two story units. The Commission felt it was appropriate that they add additional screening or landscaping would be the best way to handle that. I would mention to Council that there are quite a few mature trees along the west boundary of the site that the applicant has to mitigate for. So, staff anticipates with their final plat or even with the development of the four-plex lots the applicant will probably have to add quite a bit more trees on the site to mitigate for the loss of those trees as well. Items of discussion at the hearing were, basically, as I mentioned, the additional landscaping along the east and south boundary requiring -- one thing I failed to mention was one of the requirements was the applicant was required to provide a PRV station or pressure reducing valve station on -- for the development. The applicant felt that was a burden that they didn't need to carry on Meridian City Council July 23, 2013 Page 29 of 57 such a small project. At the hearing they tried to explain that to Commission and they spent quite a bit of time on whose responsibility it was other for that station. And, then, also the other item we discussed in quite -- in detail was the inclusion of the Morgan property of that sliver strip that I mentioned, that spite strip and, again, that's been included. The only recommendation that came out of the hearing before you or change to the conditions of approval -- originally staff had recommended that they provide a gabled roof style carport within the development. After meeting with the applicant and looking at the multi-family developments throughout the country and in the valley, it was clear that flat sloped carports are -- actually blend into the development and provide a better esthetic for multi-family developments than having a pitched roof. So, Commission felt that same way as staff and recommended that we -- they strike that provision from the conditions of approval. So, really, the only outstanding issue for you -- the sliver has been corrected. The only thing staff is requesting this evening, at the request of Public Works, is that we strike DA provision number 13, which references the construction of the PRV station and -- and, then, we want you to have -- have Council modify condition 2.3, which states the same thing as the development agreement modification -- the DA provision. And, then, we want it modified as stated in the hearing outline this evening. I won't read it in detail. Public Works can get pretty lengthy on their conditions of approval, so I will let you take a moment to look that over. We have sent it back to the applicant. He has read it over. He is in agreement with that new stated condition that I have in the hearing outline before you this evening. That concludes my presentation and I stand for any questions Council may or -- may have. De Weerd: Clarence, are you going to let him get away with that? Council, any questions? Bird: I have none. Zaremba: Madam Mayor? De Weerd: Mr. Zaremba. Zaremba: You have mentioned it, but I would only add a little bit. In -- in the upper right corner -- the northeast corner. You mentioned the animal care facility and stated that it would be nice to have across-access easement there. I believe it was a requirement of theirs that they must use this and their access to Fairview will be lost as soon as this is available. So, I'm sure they will cooperate, since their conditions are they will no longer have access to Fairview. So, I just wanted to add that in there, so -- Parsons: Madam Mayor, if I may elaborate. Councilman Zaremba, you stated that correctly. When that clinic came through they did appeal staffs recommendation for the cross-access -- or to construct across-access driveway. The applicant is aware of that. I have given them that agreement that the vet clinic enter into with the city to require that connection. So, as I mentioned in my -- my staff report to you, the applicant is required to build the driveway to that property. So, they have to grant cross-access and build a driveway and the city will be required to send the vet clinic a letter saying it's Meridian City Council July 23, 2013 Page 30 of 57 time for you to close your access and you use that has your driveway or you pay us 7,000 dollars. That's how the agreement is written at this point with the vet clinic. Zaremba: Thank you. De Weerd: Okay. Mr. Rountree. Rountree: Madam Mayor. Bill, on that subject, then, is that portion or all of that public roadway or is just a portion of it going to be private or what's the situation? Parsons: Madam Mayor, Councilman Rountree, the only private segment is located in the southeast -- the southwest corner here. So, basically, it comes in, turns 90 and stubs to the commercial property to the west. This is, basically, a common lot within the development. So, it is a common -- a shared driveway. It's a curb cut. Commercial -- basically aresidential driveway. So, it's not public. The applicant will have to grant access or right to use that and he's conditioned to do so in the DA and also a plat condition. Rountree: And you meant the corner piece is public, not private? You said the only private was down in the corner. Parsons: I'm sorry. I mean public Rountree: Public. Yeah. Okay. Hoaglun: Madam Mayor? De Weerd: Mr. Hoaglun. Hoaglun: Madam Mayor. And, Bill, any signage, though, directing traffic to this new driveway to get to the vet clinic, though, that would be up to the developers whether or not they could put that signage on there through the city process? Can you explain to me how that might work? Parsons: Madam Mayor, Councilman Hoaglun, I think the applicant already has signage along Fairview. It's certainly a question that should be worked out between this developer and the vet clinic. Typically we don't allow off-premise signage on someone else's property. Rountree: We do. Hoaglun: Which, Madam Mayor, is true, but when we -- we move the driveway and everyone who -- their customers and also we move them, I don't know, it's -- I ask where the applicant is about -- about that, because it makes for an interesting scenario, especially when we are dealing with other cases where if we go on -- were to go on the Meridian City Council July 23, 2013 Page 31 of 57 half mile how do you -- how do you make that work, which we have tried to do in some places, but others didn't want to play ball, so -- Parsons: Madam Mayor, Members -- Councilman Hoaglun, (certainly -- if that access is closed off they could certainly apply for a limited duration sign saying new interest -- entrance off of the driveway to the left or however they structure it. But I think we have something where we could at least work with the applicant and at least make it clear to folks that their entrance is now located to the west. Hoaglun: Thanks, Bill. De Weerd: Any other questions from Council to staff at this point? Okay. Hi, Kent. Brown: For the record, Kent Brown, 3161 Springwood, Meridian, Idaho. I think Bill covered almost everything. One of the things I would like to point out in our site is as you look at the location of where those four-plexes are on our east and southerly boundary we have tried to rotate them and move them such so that as we abut our neighbors that we are not right behind those units. You can kind of see how those are kind of centered on the property line versus being right behind the ones there on the east. That's the ones in the corner it's at an angle so that it's not looking directly at them. We actually turned the one that's next to Sandlin Street there, so that they have got the side of the building. Really, the one -- there is three units on the south. That one in the middle is the one that came up in the Planning and Zoning discussion. We are required to have 14 feet I believe, Bill, and we are at 20 feet, so we felt that we could adequately buffer our neighbors. Another interesting thing is that our neighbors along the easterly side, their fence is currently located ten feet within their property line, so they actually have ten additional feet than they really thought that they had, which makes their backyards that much bigger and, then, we are 20 feet from there. So, you know, we think that we have done the right thing in how we have located them and by moving those as close as we could and a lot of that was able to take place by not having the public street run through the site, which would have -- and which did impact the previous application that was in here. These are for sale units versus the others I believe were condos and so that's -- and they had garages. So, this is a much different -- different plan. With the two elevations we have four different color schemes for each of those buildings, so it's not what I would consider the vanilla developments that you see a lot of these multi-family developments family neighborhoods being and we are excited to get our construction plans and be back before you with a final plat. I'll stand for any questions you might have. De Weerd: Council, any questions? Bird: I have none. Rountree: I have none. Hoaglun: Madam Mayor? Meridian City Council July 23, 2013 Page 32 of 57 De Weerd: Mr. Hoaglun. Hoaglun: Just a quick question to Kent that I posed to Bill about -- in this case temporary signage, because we don't allow off-premise signs, but if we do move their driveway would that be a problem for a temporary notification to say here is how you get in here now? Brown: No. My client says that that's fine. We are going to have to -- in that corner is Settler's ditch, so we are going to have to be somewhat sensitive to them as to where we put that and the type of sign that would be there. It really is moving their entrance 30 feet, something like that. So, that temporary sign we are more than willing to work with them on that. Hoaglun: -Thank you, Kent. De Weerd: Any other questions from Council? Okay. Seeing none, this is a public hearing. Is there anyone who would like to offer testimony on either of these three items? Anything further from staff? Parsons: No, Madam Mayor. De Weerd: Thank you, Bill. Okay. Council? Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: I move we close the public hearings on MDA 13-011, PP 13-009 and CUP 13- 003. Rountree: Second. De Weerd: I have a motion and a second to close the public hearings on Items 8-E, F and G. All those in favor say aye. All ayes. Motion carries. MOTION CARRIED: ALL AYES. De Weerd: Do I have a motion on Item 8-E? Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: I move we approve MDA 13-011 and include all staff comments and applicant comments. Meridian City Council July 23, 2013 Page 33 of 57 Rountree: Second. De Weerd: I have a motion and a second. Any discussion? Madam Clerk, will you call roll. Roll Call: Bird, yea; Rountree, yea; Zaremba, yea; Hoaglun, yea. De Weerd: All ayes. Motion carried. MOTION CARRIED: ALL AYES. Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: I move we approve PP 13-009 and to include all staff and applicant comments. Rountree: Second. De Weerd: I have a motion and a second to approve Item 8-F. Madam Clerk, will you call roll. Roll Call: Bird, yea; Rountree, yea; Zaremba, yea; Hoaglun, yea. De Weerd: All ayes. Motion carried. MOTION CARRIED: ALL AYES. Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: I move we approve CUP 13-003 and include all staff and applicant comments. Rountree: Second. De Weerd: I have a motion and a second to approve Item 8-G. Any discussion from Council? Madam Clerk. Roll Call: Bird, yea; Rountree, yea; Zaremba, yea; Hoaglun, yea. De Weerd: All ayes. Motion carried. MOTION CARRIED: ALL AYES. Meridian City Council July 23, 2013 Page 34 of 57 D. Public Hearing: VAR 13-003 Plovanich by John Plovanich Located at 983 E. Tuweep Street Request: Variance to UDC 11- 2A-3D.3, Which Prohibits Accessory Structures From Encroaching into the Required Side Yard De Weerd: Okay. We will move back to go our previous item, Item 8-D, and ask Mr. Nary for comments. .Nary: Thank you, Madam Mayor, Members of the Council. We have discussed this with the applicant and discussed this with the Planning Department and the findings that you were primarily concerned with is the special privilege or right. I think both the Community Development Department and myself are very comfortable that we aren't really granting a special privilege or right, we are trying to correct an error that has occurred. So, I don't think that's a problematic issue. On the second one on the topography of the site, some of the existing -- the reasons that -- concerned about moving it from the applicant, moving the shed to another location, this isn't a typical backyard for like a lot of homes, there is some topography that's already existing, so it's not like the applicant created his own hardship, which is my number one concern in these types of cases. A lot of them both not only the sprinkler system exists, which is fairly common, but there is some berming and there is some other landscaping and such that's been already installed that wasn't his doing, that was already existing. We have had that circumstance come up in these situations where we have not held it against the property owner for having existing structures -- existing construction, existing parts of either their home or their yard, that they didn't create the hardship and it is a hardship in which to move it, whether it's a financial hardship, as well as an esthetic hardship. So, I think that's adequate based on our prior history that we can make that finding if you're comfortable with that as well that we could move forward and grant this variance without us creating a precedent that every house in the neighborhood or every house in every neighborhood is going to end up with a side yard shed in it. I think in this particular circumstance it really does -- it can fit the variance requirements. De Weerd Thank you, Mr. Nary. Any additional questions from Council? Rountree: I have none, Madam Mayor. Madam Mayor? De Weerd: Mr. Rountree. Rountree: I would move that we grant Item 8-D, variance 13-003, with the understandings as explained by legal counsel for the three criteria for a variance and the understanding that the applicant will put rain gutter on the existing shed. Bird: Second. De Weerd: I have a motion and a second. Any discussion? Madam Clerk, will you call roll. Meridian City Council July 23, 2013 Page 35 of 57 Roll Call: Bird, yea; Rountree, yea; Zaremba, yea; Hoaglun, yea. De Weerd: All ayes. Motion carried. MOTION CARRIED: ALL AYES. De Weerd: Thank you, sir. Rountree: Councilman Bill, thank you. John, appreciate it. Zaremba: Sorry for the heartburn in between, but thank you. De Weerd: And thank you to staff for sticking with it. Item 9: Department Reports A. Mayor's Office: Appointment of Charlie Rountree to the Ada County Air Quality Board De Weerd: Okay. We will go ahead and move to nine, Department Reports. Council -- Zaremba: Madam Mayor, oddly enough, I need to recuse my from 9-A for a conflict of interest. I can explain that if you wish. De Weerd: You know, I don't think you really benefit anything by this appointment. Rountree: You get a lot with this -- De Weerd: Yeah. You get grumpy here. So, if you want to abstain from the vote you're certainly welcome to do that, Mr. Zaremba. Zaremba: I will stay in place and abstain from the vote. De Weerd: Okay. Council, in front of you is the appointment of Councilman Rountree to the Air Quality -- or the Ada County Air Quality Board. As you know for a number of years we have had Councilman Zaremba as our representative. He has taken an interim position that has made it impossible for him to wear two hats on the Air Quality Board and I have in front of you the appointment of Charlie Rountree to serve as City of Meridian representative. Hoaglun: Madam Mayor? De Weerd: Mr. Hoaglun. Meridian City Council July 23, 2013 Page 36 of 57 Hoaglun: I move the appointment of Charlie Rountree to the Ada County Air Quality Board. Bird: Second. De Weerd: I have a motion and a second. Madam Clerk, will you call roll. Rountree: This is not necessarily an occasion that you should vote for yourself, but I will. Aye. Holman: And Councilman Zaremba will abstain? Zaremba: Yes, I abstain. Roll Call: Bird, yea; Rountree, yea; Zaremba, abstain; Hoaglun, yea. MOTION CARRIED: THREE AYES. ONE ABSTAIN. De Weerd: And, Councilman Rountree, thank you for agreeing to serve. Rountree: Looking forward to it. B. Community Development: Meridian Road Interchange Design and Aesthetic Elements De Weerd: Item 8 -- or 9-B is under our Community Development Department and I will turn this over to Brian. McClure: Madam Mayor, Members of the Council, thank you. I am --just so you know, subbing in for Caleb tonight. If I -- I'm having to make some assumptions here, so if I'm unclear or confusing feel free to interrupt me. I am here tonight to discuss the Meridian interchange with you. Again, just kind of -- what conversations we have had occurring. I will just briefly kind of cover the history and some of the decisions that have been made and, then, ask you for some guidance on next steps. Approximately two years ago the Mayor created a task force with the goal of basically funding the interchange and, then, getting it constructed. The funding had occurred and currently the construction is being designed. After the funding was approved the task force that the Mayor created was basically moved into kind of a design assistance role where they worked with the state and design consultant to decide everything from pathways, configurations of the interchange and some of the more esthetic features of the interchange. After the task force kind of vetted through that concept it was brought before Council a number of times just to kind of get your interest on it and generally move forward from there. Just to as a refresher, this was the original concept created through the task force. These are the plan view and this is an elevation. The good news here is that the state has agreed to some esthetic improvements over their baseline. Their baseline was a little sparse, but they had since then agreed to do some Meridian Cily Council July 23, 2073 Page 37 of 57 landscaping upgrades in the islands. Rather just have purely hardscape, for example, they are going to have some landscaping in the porkchop islands on the deck. They are also doing some lighting outside of the original scope and making some of the pathway and connection improvements. Over the past few months negotiations -- negotiations have been occurring between the city, ITD, and the design consultants and we are at the point now where some decisions have to be made to continue to move forward. What you're seeing here on the screen is the consultant's kind of concept taken from our original one. A number of things have changed here. The landscaping is brought in a little closer to the actual ramps. They have also added some landscapes to the ears immediately adjacent to the actual interstate itself as you're approaching the bridge going east and west and this is an elevation concept. One note here as you will see the parapet on top of the interchange, the band running along the entire top of it, is not going to be colored. Hoaglun: Madam Mayor, Brian, is that the outer parapet? McClure: That's the outer parapet. Correct. Hoaglun: Thank you. McClure: Some recent decisions that have occurred involved the stamping of concrete, so they are going to not only do the open landscape upgrades, but they are also going to do some hardscape upgrades. The landings will have not just concrete as you see on Eagle now, but it will be stamped. They are also going to be stamping some of the large open areas that no traffic drives on, but it's still part of the deck. If you're familiar with the Vista interchange. There are some very large areas of that bridge that do not have anything on them, it's just kind of cordoned off by an extruded curb. This bridge will actually have that raised and be stamped. They have also decided to do some nicer maintenance pullouts. We have discussed this with parks and on their direction they are going to be building into the larger porkchop landings on the deck, rather than on the ramp. There has been some form land decisions in terms of what the actual abutments -- concrete walls will look like. The state has agreed to allow us to attach some additional artwork to the abutments in the future and they have agreed to do some irrigation and landscape design, which is kind of one of the reasons we are here tonight -- I'm here before you tonight. I'm going to -- this is a quick summary of the things I need to kind of get some guidance from you on and, then, I will touch on this one individually. The coloring of the concrete is specifically on that abutment of the bridge and, then, the central pier on the bridge the only ones to be colored or not. Landscaping materials is just trees, shrubs, and rocks in the area of outside of the islands on the deck. So, the kind of four quadrants in the corners and, then, also immediately adjacent to the interstate. So, as you're driving east and west kind of that area that's level would be the roadway. The inside parapet wall, there is a treatment design there. Funding -- and this is a little separate, but it's not as immediate, but funding for the barrier artwork, just you guys are aware that that's a need. And, then, a well for the sprinkler system and irrigation. In terms of coloring, this is what the bridge looks like at the baseline at this point. You can see the textured areas on the bridge, Meridian City Council July 23, 2013 Page 38 of 57 they are all basically your standard gray color. These are the areas highlighted here that could be colored basically. As I mentioned earlier, the parapet wall on the outside cannot be colored, but the areas of the abutment on the lower left and in this area can. But the gray area --just the -- the darkened gray areas is just to illustrate that it can be colored and the colored has not been determined. Coloring for the abutment in the central column tier will cost approximately 43,000 dollars. As I mentioned, the colored hasn't been determined and the parapet cannot be colored. In terms of landscaping materials, there is really only two -- there is really two areas we are kind of looking at right now, the enhanced landscaping in the red areas, that would be the addition of trees to take an otherwise kind of remnant piece and make it look more of a natural scene in these areas immediately adjacent to the interstate in the yellow outlined areas. While there are some landscape proposed down there, these features here are the rocks. This is a slide -- I'm not trying to sway you necessarily, but I want you to understand the importance of it. The area along the interstate is very high visibility and it will not be irrigated per se like Ten Mile, it will be more like Vista where it's adry --dry grass mix. This here was to be just that. The consultant suggested that if we put rocks here it would look more like the end of the canyon wall, which was kind of the original concept where you have an exposed kind of stamped concrete that's supposed to represent the canyon wall and the rock at the bottom would be sort of the stuff that's come loose and fallen away. It's certainly not required, but it is very high visibility. So, just because it's not huge trees (wouldn't -- I wouldn't dismiss it. So, here we are looking at basically the well and landscape for a total of approximately 200 to 250 thousand dollars. If it is decided and committed to now, if the city says, yes, we will do that, that could be included in the design by Parametrics and the state will fund that. If we do not do it now we will have to do that later on our own. In terms of the rock, it's a lot of rock. You will see there they find the baseline created is approximately 330 yards of large boulders, those are three by three by three, 74 yards of smaller boulders, approximately one by one by one and 400 yards of riprap. That's the kind of remnant material from creating stuff like perma bark. So, rather than just have a uniform rock that's all the same size, riprap is anywhere from a few inches to a foot and so you get more of a -- kind of an unnatural feeling there. The price for the baseline kind of original concept there is 77 to 204 thousand. Those estimates came from Rock Placing Company over on Franklin and International Stone. There are a few variations that could be explored if there is interest in doing so, but not to that extent. The price estimates came in lower, but they haven't necessarily been vetted through the design team yet and just -- there is kind of an awareness that some alternative could be explored. One other point here is that the 250,000 dollars includes the well and I will touch on that again later, but just so that it's clear. So, the parapet wall underneath here that is what you see driving on the bridge, was adjacent to the parapet walkway. Those are the areas highlighted in the yellow there. There is two options here or nothing, basically. A form liner here is going to run approximately 5,000 dollars in upgrade and the rock panel that is kind of the lick-and-stick is approximately 50,000 dollars. De Weerd: Lick-and-stick. Why on earth do they call it that? Bird: That's what it is. Meridian City Council July 23, 2013 Page 39 of 57 Rountree: That's what the trades call it. De Weerd: You're going to lick it? I -- yeah. Bird: Madam Mayor? Zaremba: The visual. De Weerd: Mr. Bird. Bird: Brian, that lick-and-stick, is that quite maintenance heavy, the way they -- the way they put that up? I know they use a cement seal, but it looks like to me that it could be been quite a maintenance problem. Maybe Mr. Rountree knows. I don't know. McClure: I think, Madam Mayor, Councilman Bird, my biggest concern here would be graffiti, less so maintenance. It was an extremely high visibility, though. I don't know if -- that is a target, if that's what you're concerned with, but I don't know. Zaremba: Madam Mayor? De Weerd: Mr. Zaremba. Zaremba: I think along with Mr. Bird's concern Iwould -- I would add that these are very high vibration areas and an application like that, no matter how good the masonry work is, I would see those starting to fall off at some point. I just -- even if only one or two of them did I worry about that. I think I would want to have either a mason or an engineer tell me that that's okay. McClure: Madam Mayor, Councilman Zaremba, these aren't stones per se, they are panels and a whole panel would have to come off and this is at the recommendation as an option by the engineer. Zaremba: All right. Thank you. De Weerd: And that form liner is similar to the -- what is on the wall on the structure itself. McClure: Madam Mayor, that form liner is identical to the one on the wall. We could explore a different form liner. That was just a default one. De Weerd: Okay. McClure: Another consideration here of the cost of the barrier art work that's on the -- we don't have estimates for this. You earlier tonight approved all three of the ones -- approved three designs moving forward to public comment tomorrow night at the open Meridian City Council July 23, 2013 Page 40 of 57 house and, then, additional public involvement with the city. But we don't know how much those are going to cost. The original concept that the task force created was estimated at approximately 15,000 dollars, but that could vary and I'm not really sure how much or where. De Weerd: Hey, Brian, as part of the public comment is this going out for comment, as well as what the selection committee talked about? McClure: Madam Mayor, the ones the selection committee discussed tonight will be printed on boards first thing in the morning and put up at the open house tomorrow. De Weerd: But I mean that -- wasn't this design also supposed to be part of that comment? McClure: Madam Mayor, no, it's not. It was -- it was decided at some point to do an RFP process and because of that involvement this is not allowed to be considered. De Weerd: Oh. Rountree: Though I would think at some point in time we could. Bird: That's what ITD is with art. De Weerd: I'm beginning to hate art. Just saying. Okay McClure: Lastly, here is the well. Previously -- I have been told anyway -- that Council's general direction was if alternative to potable water was available to use that. Currently an alternative is not present, but it has been decided that well water is available. That 250,000 price point I gave you for landscaping included a well and it is assumed, guesstimated, estimated that the price of the well would be around 100,000 dollars. This is mostly just to double-check here. I have been told previously we were supposed to do the well, but we wanted to verify it. Just as a point of thought, if we do have a well, the potable water would still be connected and be used as a backup source of water. So, if the well for some reason didn't work we could still default to potable water for irrigating of the landscape. Hoaglun: And, Madam Mayor, this is more a question for Clint. I'm sure there is a backflow preventer device on that, too; right? Dolsby: Madam Mayor, Members of the Council, Councilman Hoaglun, yes Hoaglun: Okay. Just checking. De Weerd: Brother. Meridian City Council July 23, 2013 Page 41 of 57 McClure: If Council does move forward with the landscaping the well will not be designed, but the system will be designed to make use of a dual use system and so there will be backflow precautionary measures installed with it. Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: Clint, is this cost for the well -- this is just going to be an irrigation. How deep are we going out there? And does this have anything to do with our water rights or well rights? Dolsby: Madam Mayor, Members of the Council, Councilman Bird, I'm not familiar with the design of this particular well. I could look into that and get back to you with an answer. The depth, obviously, would depend on what impact, if any, it would have on the water rights. McClure: Madam Mayor and Councilman Bird, parks has done the initial investigations to determine what water rights are available. They expect that water rights are available and that we can acquire those, it just has not occurred yet. This is not an existing well, we would have to go out there and drill one, assuming we can get the water rights. Siddoway: Madam Mayor, I don't have a lot to add, but I would say it is an irrigation well. It has not been designed, so we have no idea how deep it needs to go. So, the -- the number that is being thrown out is very -- is just -- is a guess without a design. It needs to be engineered and designed by a qualified engineer in order to really know. The water rights have been looked into. I believe it's been determined ITD does not have water rights currently. In order to drill a well there would have to be water right rights that Public Works has transferred to that location to be -- to be used. Bird: And, Madam Mayor, follow up, please. And is that a good way to use our water rights to put it in for an irrigation well when water rights are getting tight? I -- evidently we haven't talked to Public Works to find out this kind of stuff. I can't see putting in an irrigation well using potable water well rights. Siddoway: I think it warrants discussion. Dolsby: Madam Mayor, Members of the Council, Councilman Bird, yes, I agree it warrants some discussion. We need to figure out what depth we need to go to, what impact, if any, that would have on the aquifer that we tapped into for our potable water. You know, it might be a case where we don't have to drill a well that's nearly as deep and it might pull out of a different water source altogether, which could be fine for irrigation. But I think if we met and coordinated this we could -- we could get to the bottom of it. Meridian City Council July 23, 2013 Page 42 of 57 Bird: Madam Mayor, follow up then. Clint, as I understand you, then, if we don't have to go too deep for just the irrigation well, then, we don't have to use the water right; is that right? Clint: Madam Mayor, Members of the Council, Councilman Bird, I don't think we would be using the same water right, but we could use a water right. I would have to look into that to see exactly what rights, if any, we would utilize for that. But we could very well be pulling out of a different aquifer, so not tapping into the same water source. Bird: Okay. McClure: Madam Mayor and Councilman Bird, just -- Public Works has been involved, but this has been a very preliminary high level kind of can we do it, not a should we do it. Bird: Madam Mayor. But we are throwing out 200s and 250. Is that going to cover it? We are throwing out these dollars, but are we going to cover the well for that/ Don't know because it hasn't been engineered. McClure: Madam Mayor, Councilman Bird, just as a point of clarification the well is estimated to be 100 and 150 thousand dollars. The other 100,000 dollars is estimated to be the landscape portion that the city would have to fulfill there. So, it's kind of on a month in there. It wouldn't be 200 -- 200 to 250 dollars for the well. Bird: Well, that's a pretty cheap well. We better get going that way De Weerd: I guess I just have -- maybe it's a dumb question, but it's not a sideways one, Councilman Zaremba. Zaremba: They are the best kind. De Weerd: This -- this runs right by an irrigation ditch. Is there not any way we can do pressurized irrigation in this area and -- and Imean -- and use a water right to -- to utilize water that's already there, rather than a well? Dolsby: Madam Mayor, Members of the Council, that makes prefect sense to me as well. If it is in the irrigation district and there is a canal right there we could use the irrigation water to irrigate it, assuming it's in the district. I mean I don't see why we -- we could pursue that as an option as well and have potable as a backup -- as an alternative option, assuming it's in an irrigation district, which we would need to confirm that it's, in fact, in the district. But that would make perfect sense to do it that way. Rountree: Madam Mayor, maybe I can clarify this discussion. All of those things were brought up when irrigation was brought up. There is a water source -- a surface water source that runs right through this quadrant. There is no water right that ITD has to utilize that at this point in time. We don't know whether Nampa-Meridian would allow us Meridian City Council July 23, 2013 Page 43 of 57 to use it. So, it was decided let's move forward with the well, because we know we can do a well, just for estimation purposes. We also looked at utilizing the surface water and/or well that Nahas was using on the north side and that got a little more convoluted with having to share facilities and their facilities may not be adequate to even handle what they have, let alone what this might require. There is a possibility of doing something with the park on the south side, they, we believe, have a water right and they do have a pump site there and that has not been explored, but it's been talked about with -- with the operator there, whether or not that could be brought in. There is a question of what happens with that plus or minus five to six acres where the current loop ramp is, whether or not that will become surplus property. If so where will it go? Will it go to one of the adjacent property owners as part of the right of way negotiation or will it come to the city? Those questions are still there and they certainly need answers, but it's -- the right of way negotiations are still undergoing last week when we talked about this. They were just bouncing some cost numbers off of the hotel and the restaurant and I have not heard any responses in the right of way negotiations where that's going. That could very well be a sticking point for a lot of the things we are going to attempt to do there and things we might want to try to partner to do. But, yeah, there were a number of discussions on how do we get water to do this and how much water we might -- I will point out that -- Keith, that -- and this is probably not in the same aquifer and is downstream from this site, but at Ten Mile we have a well that irrigates Fuller Park. It's about 150 to 180 feet deep and it's got more water than we can use and we are irrigating 26 acres with it. So, the water is there and it's fairly shallow, so we are not looking at one of our multi hundreds of thousands of dollars domestic potable water wells that we are building all the time. De Weerd: I don't think Ed Squires knows how to build it any different, so -- so, really, the price we are talking is kind of worst case scenario and as we look further into it to see what options we have to consider, then, that could -- that price could go down. McClure: Madam Mayor, I'm not sure I would say worst case. I think it was felt it was a reasonable estimate based off of a wide variety of options that are still on the table, but they need something to move forward and for a preliminary commitment I think they felt that this price was -- was suggesting and -- but I definitely wouldn't say it was a worst case. And just as a reminder, we have potable water there if there is a divorce case. De Weerd: That would be worst case. McClure: I would concur. I don't exactly know what the worst case is I think this was developed as a best guess. It is less expensive than the enhancement we showed for the 77 acres well, but a lot of the costs in that well were due to a large run of power that needed to happen. There is power that would be immediately adjacent here and it sounds like it wouldn't need to be a very super deep well and so that is --that is the best guess that we have at this time without having it engineered and it does need to be engineered to get a real number. De Weerd: Okay. Thank you Meridian City Council July 23, 2013 Page 44 of 57 McClure: So, this slide here is, basically, a summary of the things we discussed. I want to point out two additions there. One is the median island stamped in red at the bottom and the other one is the art piece on inbound abutment walls and just -- that's another point of clarification. Inbound could be inbound and outbound. It could be on both sides of the bridge on -- it could be -- you can see it on the left and right from the bridge going east or west. So, you could have all -- you could have potentially four pieces of artwork or two just on the inbound directions. Both of these are to be determined. The median islands stamped color was something that was raised today. I believe some of you have been able to comment on some of these stamps before. Not only have they raised the question of color, I talked with Parametrics today and they said that the median in the other areas that are stamped with concrete could be colored, but it would be at our cost. They do not know yet what that is, but if it is of interest to Council we could have that colored as well. The art piece on the inbound abutment walls would be significantly -- it would be above the norm certainly for artwork on bridges. It's not just something attached to the bare rail, it would be something significant. We haven't done anything with this yet, other than to basically ask that we could do it and this is to let you know that in the future we may be asking to do that. Otherwise, you will see a running tally of costs there and ranges. One last note would be the design of the irrigation system and landscaping at the top. That is something that ITD has agreed to do for the entire site if we commit to doing landscaping. If we do not commit to doing landscaping, then, Parametrics will not be released to do some of the design in these other areas for us. So, those other areas will be the out -- the four corners on the outside and, then, the areas immediately adjacent to the roadway. De Weerd: Okay. Council, I think staff is looking for direction on these items. Certainly Caleb about a month ago had mentioned that this would be coming back to you in terms of discussion and we know that the design and construction are on the fast track and so certain decisions have to be made so they can be included in the design. It's going to be much more expensive if these items are decided on later. Hoaglun: Madam Mayor -- and refresh memory, Brian or folks up here, the coloring dyed concrete using form liner, I don't recall we did any coloring on the Ten Mile interchange. I mean we have artwork, but I think everything is a basic -- basic gray. Brian, did you -- Rountree: That's correct. Hoaglun: --anybody -- I was just driving there looking at the artwork the other day and I don't recall any other color. Bird: No. Rountree: It's just plant mix. Meridian City Council July 23, 2013 Page 45 of 57 Hoaglun: Plant mix for the landscaping and, then, the -- the structure itself is just a basic -- Rountree: It's all gray Hoaglun: -- concrete gray, so -- and with the artwork it looks fine. There is no -- nothing stands out, although the artwork looks nice. I like what was done there. McClure: Madam Mayor, Council Hoaglun, just one thing to consider is the artwork on that bridge I think you're referring to the family, that's part -- that's a form liner on the bridge. The artwork we could potentially be looking at on this interchange would be something attached to the abutment, so it could be 3D and actually come off the wall. Just FYI. Hoaglun: Right. Thank you, Brian. Yeah. I recognize that. It's a little different than what we are planning for this one, but -- but for the color I was just trying to visualize this facility or this structure being similar and do we need color on something like that, Madam Mayor, because if my calculations on the high end are correct, we are already at basically a half million dollars without the median island stamped and art piece, including steel hangers, so -- and that's on the high end. Best guess. McClure: Madam Mayor and Councilman Hoaglun, just as a reminder in case it wasn't clear, the -- the blue item on the top would be borne by ITD. Hoaglun: Correct. But if we go to the 250, plus 50 for parapet, there is 300. The 104, there is 404. Bird: Forty-three there. Hoaglun: And, then, another 43, plus another 15, so we are getting close that half million dollar mark, so -- Rountree: Madam Mayor, I will throw out -- starting from the bottom going up, the art piece on the inbound abutment walls or the outbound, whichever, that really is something that would happen in the future. If, in fact, we wanted some art pieces put there ITD has agreed to not put steel hangers, because those mechanically stabilize walls or panels and they do shift, so you don't want something tied to a poured in steel hanger that's going to potentially shift. So, they have agreed that if, in fact, we want to do that at some point in time that can be done by drilling and epoxy grouting some kind of a fastener. So, to me that's -- that's probably something that can come off the list. The median islands stamped color -- how many of you know that there is median and side strips on the connector that are stamped color? None of you. You can't see it. After the first two or three months it's covered with grit and dirt and dust, you don't see it, so I would say that's probably something we don't want to spend any money on. The barrier artwork design I think is something that's already being pursued by the Arts Commission. As far as the parapet wall liners, if we do anything I'm more comfortable Meridian City Council July 23, 2013 Page 46 of 57 with the stamped concrete. I think the stamped stone or lick-and-stick or whatever you want to call it is nice, but it's probably -- doesn't really go with this theme of the canyon and the basalt and the entryway into our city and the Snake River Birds of Prey and all that kind of good stuff. So, I would say the 5,000 there is probably good and I'm not so sure that we probably can't talk ITD into doing that. The boulder outcropping at the base of the walls, if we are going to do it it probably needs to be done now. It's not going to be any cheaper to do that off and on and bring stuff in and dump, because it's going to be very difficult to do. Maybe a finer point on the cost might be in order, but I think that's a cost range that we have got somebody here in town that was given us apparently. The landscape material -- the well doesn't have to be delivered right away, so we are looking at the plant material -- most of the large plant material that would go out there. ITD has agreed to provide not only the irrigation design and planting plan, but they have agreed to provide the basic irrigation system as well and it's not a sprinkler irrigation system, it's more along the lines of a drip irrigation system. So, that's a hundred grand plus or minus and, then, a future well if need be. The dyed or colored concrete, I'd like to see a finer point put on the dyed or applied. Not painted, but dyed, as opposed to having any color being integral, because that's very expensive and it's very subject to every batch is going to be different, so every panel is going to be different, as opposed to every panel going through the same construction manufacturing and, then, have somebody dye it and in my mind -- and I'm not sure this is correct, but that's what you see in a lot of our big box stores now on the floors, dyed and polished concrete, as opposed to linoleum and that sort of thing. I think it's very maintainable. Getting a lot of push back to ever consider that by the consultant engineers, because they think it will be a maintenance headache. I don't think they know. So, I think it -- I'd like to see a little better number on that. I would hate to see the opportunity to lose the design of the irrigation system, the landscape and getting the power and all that stuff for a future well at the cost of the project. So, that -- those are my comments on the things they need direction on. I think we need to maybe explore a couple of those things to get the numbers better, so we can commit or, no, we aren't going to commit. The issue is it has to happen real soon. The project right now is in the -- not in the preliminary design stage, it is in the draft final design stage and has been submitted for review. So, the project is coming on strong and we don't have months here, we have a few weeks in order to get the information to them, so they can incorporate it into the bid package. The project is probably going to go out to bid I'm guessing this winter sometime with a spring start date. Isn't that what your understanding is, Mayor? De Weerd: I -- yeah. I think they thought it would start sometime March. Rountree: March. Yeah. De Weerd: And, Council, I guess we need to -- if -- those of you that were on Council at the time -- the money is -- is needed up front. They hold it until the end of the project and like we did on Locust Grove interchange -- or overpass, what was not spent is, then, reimbursed back to the city. And also with the RFPs they have already put together a draft, so some of this will be an amendment as I understand it, even though Meridian City Council July 23, 2013 Page 47 of 57 it's already designed, it just didn't get submitted in time to go out with that -- that draft. But they are assuring us it will -- it will be included. Bird: Madam Mayor? De Weerd: Mr. Bird Bird: I agree with Councilman Rountree. I think that we go ahead and get this designed and, then, we can start getting some -- like the boulder outcroppings and stuff here, you know, got a wide range there after you get it designed. It gives the people a better chance to bid a good price, bet the right price or -- and I -- getting the landscaping irrigation system in and stuff is good and I think we ought to pursue with Nampa Irrigation if we can get into that existing surface water and if not then we better start looking at getting a well or something, because we can't let it sit out there and dry if we go to the expense of doing it. De Weerd: Any other comment? I think do -- so we need a motion, Mr. Nary? Nary: Madam Mayor, Members of the Council, that certainly would be helpful. I think for staffs comfort and direction. Zaremba: Madam Mayor? De Weerd: Mr. Zaremba. Zaremba: Just before the motion is made, if I may just -- one, I thoroughly appreciate and agree with Councilman Rountree's analysis and discussion. I think that's great. The other is every time this comes up I feel compelled to mention the trees. I just want to make sure it doesn't fall through the cracks, that if there are going to be trees in the area of the on ramp between the -- between the on ramps and the through travel lanes, they need to be well back from the merge point, tucked right up against the bridge if possible, so that they are not a visual obstacle to somebody who is planning their merge at 65 miles an hour and I just want to make sure it doesn't -- if there is going to be trees there it doesn't fall through the cracks -- fall through the cracks that those trees can't start moving towards the merge point, they need to stay well back. Just a personal opinion. Rountree: Madam Mayor, just a comment on the conceptual landscape design, that it's going to be a dry land desert type of design, so something on the lines of a hackberry or something like that that doesn't mature huge, but can stay in a fairly dry climate and provide some esthetic appeal in a spot that's getting drip irrigated. So, things moving and encroaching aren't going to happen, because there is not going to be irrigation throughout the -- the site, it's -- there is going to be spots that are drip irrigated to keep some of these things going. But it's not going to be sprinkled. It's not going to be green. It's not going to be a backyard situation, it's going to be a lot of brown grass with Meridian City Council July 23, 2013 Page 48 of 57 some pockets of shrubs and/or wild flower type things. Very similar to what we have on Ten Mile 1 envision. Steve might have a comment. Siddoway: Well, Madam Mayor, the Ten Mile is maintained to be in a green condition. We have had some challenges with that, but it is intended to be green. De Weerd: That's the problem with the first contractor, uh? Siddoway: And different than Ten Mile, as Charlie said, this would not -- the current concept is not green on the ground plain, it is the dry lands, grasses, that do turn brown -- I mean to make sure you understand that, more of, you know, the natural desert grass type setting with -- but with pockets of trees that are drip irrigated as was said, to provide some vertical elements and some additional greenery and landscaping out there. So, it's not the heavily greened landscaping, it's more of a minimal native look. De Weerd: Any other questions from Council? My mike is on. I just didn't want you giving the eye. Fear of Dean. Rountree: Madam Mayor? De Weerd: Mr. Rountree Rountree: As I make the motion, Brian, raise your hand if you need more information. Okay? All right. Madam Mayor, I move that we proceed as I indicated with the bottom four elements in the spreadsheet that we see before us, that we proceed with the rock outcropping at the base of the abutment walls and attempt to get a more specific cost, but it's our intent to do that and certainly would like ITD to participate in that, but if that doesn't happen the city is going to have to do it. Pursued with the landscaping and the committing to do the landscaping and that is the vegetation part of it at this point and pursue not only the well, but other irrigation possibilities or water source possibilities for that site. For the coloring and the dying of the concrete, pursue the cost of dyed versus integral color and Ican -- would say that that's going to be a cost to the city. And instruct the design folks to proceed with the design of the irrigation system landscaping well, power, and planting plan. Bird: Second. De Weerd: Okay. Council, we have a motion and a second. Any -- staff, any further detail needed in -- that you're hoping to seek comment or direction on? McClure: Madam Mayor, that is exceedingly helpful. Thank you. De Weerd: Okay. Council, any questions or comments? Okay. Madam Clerk Roll Call: Bird, yea; Rountree, yea; Zaremba, yea; Hoaglun, yea. Meridian City Council July 23, 2013 Page 49 of 57 De Weerd: All ayes. Motion carried MOTION CARRIED: ALL AYES. De Weerd: Council, just a question I guess of our Council, because it was mentioned and it was shown in the drawing on what we have seen as far as a suggestion for what could go on the railings or the fence as far as public art. Even though a staff member submitted it as an idea for discussion and we know we can't get paid for it. But do you want it included as one of the pieces that we are seeking public feedback on? And I guess, Mr. Nary, can we do that? Nary: Madam Mayor, Members of the Council, it's certainly something you can -- again, you're only seeking public comment for a selection. Ultimately, again, that's certainly within your right to do that, so -- Rountree: Madam Mayor, if that's the case, I would make that motion that we include the conceptual art design that's been before us that was prepared by city staff and Brian. I'm convinced that that's the one we are all going to like at some point in time in the near future. Nary: And Madam Mayor -- De Weerd: I'm not sure you should have added that second part. Rountree: That's not part of my motion. Nary: Madam Mayor, Members of the Council, I mean, again, all you're seeking in this -- in this portion is public input. De Weerd: Opinion. Rountree: I move that we present this -- that proposal to the folks --the public tomorrow evening. Bird: Second. De Weerd: Okay. I have a motion and asecond -- and I guess, Council, why 1 asked is I know it's been one of those that -- that has been talked about and if we want to consider it I think we need to make it part of the public opinion or seeking public comment equally on all of the submittals that should be considered, so -- any questions? Bird: I have none. De Weerd: Okay. Meridian Cily Council July 23, 2013 Page 50 of 57 Siddoway: Madam Mayor? De Weerd: Yes. Siddoway: Just two points for clarification. One is the intent on the parapet wall inside -- De Weerd: I will come back to you on that, okay? Because right now we are just talking about the railings and the art on it. We already voted on the other thing, but -- so hold on. Madam Clerk. Roll Call: Bird, yea; Rountree, yea; Zaremba, yea; Hoaglun, yea. De Weerd: All ayes. MOTION CARRIED: ALL AYES. De Weerd: Okay. Mr. Siddoway. Siddoway: Just -- we had two points of clarification just on the previous motion and that is on the parapet wall inside the intent for -- to pursue the form liner and not the rock panel; is that correct? De Weerd: That's correct. Siddoway: And the second on the landscape materials, you said, you know, we would look into the well, but also pursue the surface water options. I just want to make sure that that is clear that we will -- part of that cost is for us to extend the irrigation system that is built with whatever the stage one improvements are of the irrigation system that is done, so those drip irrigation heads that would go to the trees are part of that cost and I just want to make sure that it was clear that that was part of our cost. Rountree: Yes. Siddoway: Okay. Thank you. De Weerd: Okay. Appreciate that clarification and thank you, Brian, for your presentation. C. City Clerk: Discussion on Phase II of the Records Retention Schedule Update De Weerd: Okay. Item No. 9-C is under our city clerk's office and she has been really excited about this and it's going to be a riveting presentation. Madam Clerk. Meridian Ciiy Council July 23, 2013 Page 51 of 57 Holman: I am the only one besides Emily and Andrea that's excited. Madam Mayor, Members of the Council, this is the culmination of a three year project with myself and Emily Kane and Andrea Pogue from the Legal Department. We have worked on rewriting the original records retention policy that was passed in August of 2007. What was passed back then was more of a template that AIC had proposed. We have undertaken the effort to rewrite the whole thing and make it very department specific with a listing of basically everybody's records -- a detailed list. So, we passed phase one of that in January of 2012, which included IT, Legal, HR, Fire, Planning and the Mayor's Office. We got some of the easier departments out of the way, so they can move forward with purging some of their records and reorganizing how they maintain their records. We knew that phase two would take a long time. We didn't -- 1 don't think we ahticipated it would take quite this long, but mainly trying to tackle Public Works and all of the different divisions within Public Works and all of the -- the records that they maintain. So, in this second phase we did Development Services, all the divisions of Public Works, Clerk's Office, Police and Accounting and Finance. Did a couple of tweaks to IT, very minor changes to theirs, and this is basically just us bringing forward phase two in a complete -- complete rewritten records retention plan for the city. My intent going forward now is to annually send each department their records retention schedule, making sure they don't have new types of records that they are creating that need to be incorporated into the policy and coming back to you once a year with an amended policy if there are changes. And, then, also once a year sending out an a-mail directing departments which of their records are now basically up to be destroyed that year and coming back with one consolidated resolution every year to destroy the records. So, with that I will stand for any questions. De Weerd: Council, any questions? And you're welcome to drill our city clerk on what this process has been. Rountree: I don't want to know. De Weerd: Oh, come on. Zaremba: Madam Mayor. How many different records do we keep? Holman: A lot. More than one and less than a million. De Weerd: More than one would ever have fathomed. Zaremba: It boggles the mind. Holman: It's been a great process and I have to say Emily and Andrea Pogue equally shared the weight of all of this with me. Andrea probably deserves the gold star, because it was really a process to untangle how all of the Public Works records intermix, what's copies, what's originals, who is the originator, who is the keeper of the originals. It's been a process and she is great at all that detail work. She really did a huge part of that. So, it's much appreciated. Meridian City Council July 23, 2013 Page 52 of 57 De Weerd: And really eliminating a lot of the redundancy or duplicate records. That's been a web to untangle and I just appreciate all of the efforts that's been put into this. As Madam Clerk mentioned, it's been a three year process and some departments were easier than others, because of the volume of paper and historical documentation that exists. So, thank you and thank you -- Mr. Nary, if you will extend our appreciation to your staff as well. Nary: I will. Thank you, Madam Mayor. Holman: And, Madam Mayor, Members of the Council, I have to add, the one item that we did find that was the most interesting, which Andrea now has as the cover to her binder, is a form from, I don't know, the '70s or '80s that was called The Unless Information or Useless Document Form and it was an actual form that you would fill out and she thought that was quite amusing and so she kept one page of that for her binder cover, because it was pretty funny some of the staff you find, so -- De Weerd: I think all records have to be destroyed unless we can show evidence of why they shouldn't be. Holman: Exactly. De Weerd: Did she? Holman: I believe that she may have crossed out some of information on it, so -- D. Resolution No. 13-933: Adopting the City of Meridian Records Retention Schedule De Weerd: Item 9-D is a resolution 13-933 -- I'm sorry Nary: Madam Mayor, we added a department report. Bird: Wait a minute, we got -- Nary: Oh, I'm sorry. I'm jumping ahead of you. I apologize. Hoaglun: Madam Mayor? De Weerd: Yes, Mr. Hoaglun. Hoaglun: I move approval on resolution number 13-933. Bird: Second. Meridian City Council July 23, 2013 Page 53 of 57 De Weerd: I have a motion and a second to approve resolution on Item 8-D. If there is no discussion, Madam Clerk, will you call roll. Roll Call: Bird, yea; Rountree, yea; Zaremba, yea; Hoaglun, yea. De Weerd: All ayes. Motion carried. MOTION CARRIED: ALL AYES. E. Amended onto the agenda: Update from Mayor and City Council Compensation Committee De Weerd: Now, Mr. Nary, Item 9-E, which was added to our agenda as amended. I will turn this over to you. Nary: Thank you. I thought that Useless Document Form was a greater segue to this discussion, but, Madam Mayor, Members of the Council, this is not about an art project and this is not about any type of art piece for the city. De Weerd: Thank you. Nary: The -- I originally was going to present this on August 13th, but we have some time restrictions because of that. We have a Mayor and City Council compensation committee that every election cycle we convene different citizens to review the current salaries of both the Mayor and the City Council and I will make a more formal presentation on August 13th, which was my original intent, but the reason I bring it up is a heads up now. Our committee members, just so -- make clear for the record, were myself, as well as Christine Donnell, a former City Council member, Treg Bernt, the current parks and recreation commission chair, Clint Shifflet, an executive with one of our local businesses. Chris Klein, another local businessman here in the city. Ann Little-Roberts, the president of the Meridian Chamber. John Berg, another local Meridian resident and Bill Bach, a meridian businessman. We have met a couple of times to discuss the current state of the compensation and benefits that are provided for Mayor and the City Council positions. We discussed the new positions that will be coming on board. We looked at a variety of different issues and the reason again there was some time issues is that it is statutorily required that if you were to make changes to those -- those salaries it must be published 75 days before the election. That day is August 20th, which means it has to be published on August 19th, which is our last publication date, which then means you would have to have an ordinance in front of you for approval on August 13th. That's your next full meeting and it's your workshop and I know it's not always comfortable for you to have the conversation and the ordinance at the same meeting, to not have an opportunity to at least ponder that or think of it in the interim. So, I ask the committee if I could bring it early, make you aware that the committee has made a recommendation to increase the pay of both the Mayor and the City Council Members for 2014 and 2015 based on a variety of factors and, again, I will go into that on the 13th, but they looked at a variety if different things besides other Meridian City Council July 23, 2013 Page 54 of 57 cities and one of the factors they looked at is that no increases have been granted for either the Mayor or the Council since 2009, with the last time the Mayor's salary was evaluated and increased and 2007 for the Council. One of the things they looked at was the Consumer Price Index, as well as the economy of both the community, as well as the city and a variety of other factors, but they were recommending an increase to both the Mayor's from a current salary of the Mayor's position of 75,000 to 80,000 in 2014 and 82,500 in 2015 and the Council positions are currently 9,000 dollars annually, they were recommending that be increased to 9,500 in 2014 and 10,000 in 2015. You're obviously free to accept or reject those recommendations, but I wanted to give you a heads up on August 13th we will have a fuller presentation. Some of the committee members may be present and we will have the ordinance in front of you at that time. So, if you would like me to bring something else I certainly can, but I didn't want you to be sort of stuck on the 13th with one or the other and so I just wanted to give you a heads up. That's where the committee has landed. They have had very lengthy discussions, which we can go into, and they looked at a lot of different things and total compensation, they were looking at benefits and how benefits are related to compensation. They were considering some alternatives to the way the benefits are structured currently for the council member seats, but felt with the -- with the affordable care -- Affordable Healthcare Act they weren't comfortable in recommending changes at this time, because we are not really sure how that's going to impact anyone and the other thing they were recommending is that a standing committee be established with either them, the current members, or additional members or different members -- they were all willing to participate if you'd like them to, in helping create a longer term salary and compensation program for the Mayor and Council positions in the city and they wanted to look at a broader base, other cities, other states -- other cities don't give us a great deal of guidance in this state, they are all fairly static in how they do it and -- but what they were interested in seeing is there a different way in compensating elected officials that would be comfortable both for the public, as well as the city's economic base, but in finding a more systematic long-term approach to that and they were willing to serve in that and make that, you know, anticipated to bring it back in 2015 for a final resolution. But, anyway, we will get into more of those details at your workshop, but I just wanted to give you a heads up that's where you were going. So, if you have any questions I could certainly answer those. Zaremba: Madam Mayor? De Weerd: Mr. Zaremba. Zaremba: Mr. Nary, an idea that bounces around every once in awhile -- we have discussed that the Council president puts in more time than the rest of the Council. Did they discuss any bonus, I guess, payment to the president during the time the president has that term? Nary: Madam Mayor, Members of the Council, I did bring that up to them, Council Member Zaremba, and I did explain to them what -- why that was suggested at least be looked at and I think that's one that's been a tough one I think for citizens, because it's Meridian City Council July 23, 2013 Page 55 of 57 hard for the citizens to grasp what that looks like or what that time commitment is and so they really couldn't -- they really didn't have an opinion, they didn't have any adverse opinion to that, but they didn't really -- they recognized that there is -- again, to do the job right no matter what you pay council members is probably inadequate and so they really didn't have a way to really put their arms around that question, but we did discuss it, but they just -- again, they looked -- were looking at the bigger picture, they were trying to look at some equity, they were trying to look at some transparency in how the compensation is dealt with with both Mayor and Council, but they just couldn't get their arms around that particular point. De Weerd: Any further questions from Council? Okay. So, this will be on August -- Nary: 13th. Item 10: Ordinances A. Ordinance No. 13-1566: An Ordinance of the City of Meridian Establishing "Gene Kleiner Day" as an Annual City of Meridian Citizen Recognition Day De Weerd: -- 13th's agenda. Okay. Item 10-A is ordinance 13-1566. Madam Clerk, will you, please, read this ordinance by title only. Holman: Thank you, Madam Mayor. City of Meridian Ordinance No. 13-1566, an ordinance of the City of Meridian establishing Gene Kleiner Day as an annual City of Meridian citizen recognition day to be celebrated each and every second Saturday of June from this time forward in honor of Gene Kleiner's generosity and lasting contribution to the city and directing the Parks and Recreation Department director to plan events in celebration thereof and providing an effective date. De Weerd: You have heard this ordinance read by title only. Is there anyone who would like to hear it read in its entirety? Council, I would say that Mr. Siddoway and I met with David Stolhand with the Meridian Symphony, because as we have considered the Gene Kleiner Day we want to make it on the second Saturday of every June, so it can be a day that we celebrate kind of that pay it forward theme and in bringing community together. We have talked with the Meridian symphony about being a fixture as part of that since they were our first performance in the amphitheater and -- because they are a staple in our community. So, I have made a commitment as my State of the City as I fund the youth scholarships from -- from the sponsorships that we get, that this is going to be another benefactor of that for a commitment from the city that will, again, pay respects to Gene Kleiner for the generosity and the unfathomable gift that he has given to our community in the hopes that it continues to pay forward. So, I would ask if there is any questions? Zaremba: Madam Mayor? Meridian City Council July 23, 2013 Page 56 of 57 De Weerd: Yes. Zaremba: I don't even know if it's permissible to bring this subject up, but I think I heard you say that you were planning to put this on Saturdays, which is a day that I believe would have religious significant for the Kleiner family and I'm not sure Saturday would be appropriate. De Weerd: I don't know. I guess I would ask Mr. Siddoway -- Zaremba: Is there anybody who might know that answer? De Weerd: I know I don't. Zaremba: I don't either, but it just occurs to me to ask. Siddoway: I know of no objections to Saturday events from Mr. Kleiner. I can certainly discuss that with him directly and we can -- De Weerd: We had our event on Saturday, so -- Siddoway: And we had the -- the original dedication was on Saturday. It was on the second Saturday of June last year, so I would just propose that given the anniversary of that date that that's the appropriate date to have it on. Zaremba: That works for me. Rountree: Madam Mayor? De Weerd: Yes, Mr. Rountree. Rountree: I think this is a tremendous proposal and for a very generous and wonderful gift to the city, so I move that we approve Ordinance 13-1566. Zaremba: Second. Rountree: With suspension of rules. Zaremba: Second. De Weerd: I have a motion and a second. Any discussion? Madam Clerk. Roll Call: Bird, yea; Rountree, yea; Zaremba, yea; Hoaglun, yea. De Weerd: All ayes. Motion carried. MOTION CARRIED: ALL AYES. Meridian City Council July 23, 2013 Page 57 of 57 De Weerd: Mr. Siddoway, in follow up to our celebration on the first anniversary, if you will --once this is signed, sealed and part of our documentation to present it to Gene. Siddoway: I would love to. Thank you. And I will just mention that yesterday I received a thank you card from Gene Kleiner in the mail thanking us for the efforts toward the Gene Kleiner Day that was held this year and he was very appreciative and expressing his confidence in the city moving forward in the care of that park. So, I would be more than happy to share that with him. De Weerd: Well, since Steve kind of glossed over it, one of the things that -- I mean I think I first heard from the Kleiner trust representatives about ten years ago and as we started to proceed forward in exploring this gift, there has always been a nagging question in the back of Mr. Kleiner's mind is once the gift was past on and the park was --was built, that would it be cared for, you know, and he brought that up in his thank you note to Steve and he said this question has been answered and he has full confidence in particular in Steve and the care that Steve and his staff has shown to valuing this gift and, indeed, making it a legacy, an asset to our community that would be cared for. So, I think that was noteworthy and kudos to Steve and his stafffor the care they do show to the Kleiner Park and all of our parks for continuing to make sure they are an asset and an amenity that our --our citizens can be proud of. So, please, pass that on, too. Item 11: Future Meeting Topics De Weerd: Okay. Any items for consideration under Item 11, Future Meeting Topics? Rountree: I have none. De Weerd: If not, I would entertain a motion to adjourn. Rountree: So moved. Bird: Second. De Weerd: All those in favor say aye. All ayes. MOTION CARRIED: ALL AYES. MEETING ADJOURNED AT 8:50 P.M. (AUDIO RECORDING ON FILE OF THESE PROCEEDINGS} ~ ~ ~~ / 13 MAYOR TA DE WEERD ATE APPROVED ATTEST. JA~F~LMAN, CITY ~, ~~ ~:~ty~ a tDt~.~)~~ ~a~~~ ~ w 4 N ~~~~ ~~P ~'or tZ~I r~~}.~~~ Changes to Agenda: None Item #8C: Heron Ridge Estates (FP-13.028) Application(s): Final Plat Size of property, existing zoning, and location: This site consists of 6 acres, is currently zoned R-2, and is located north of Chinden Boulevard, south of the Phyllis Canal and approximately a''/2 mile east of N. Black Cat Road. Summary of Request: The proposed final plat consists of 10 residential lots and 6 common lots on approximately 6 acres of land. Open space planned for this phase is approximately 10.6% or 0.64 acres which is consistent with the amount of open space approved with the preliminary plat. The proposed final plat substantially complies with the approved preliminary plat. The applicant is agreement with all of the conditions of approval. The response was not received in time to place the item on the consent agenda. Written Testimony: Scott Stanfield, in agreement with the conditions of approval as stated in the staff report. Outstanding Issues for City Council: None Notes: Item #SD: Plovanich (VAR-13-003) Application(s): - Variance Size of property, existing zoning, and location: This site consists of 0.23 acres, is currently zoned R-4, & is located at 983 E, Tuweep Street. Summary of Request: The applicant requests approval of a variance to UDC 11-2A-3D.3, which prohibits accessory buildings from encroaching into the required side yard. In the latter part of 2012, the applicant states that he came into the Community Development Department to obtain a building permit for a small shed. He states he showed the clerk a site plan showing where the shed would be located & was told that he would not need a permit to construct a shed less than 120 square feet in size; however, the shed should not be located over any utility easements. Based on this discussion, he located the shed outside of utility easements within the side yard of his property. The applicant also obtained approval for the shed from his HOA. In May 2013, the applicant was notified by the City that the shed is located in an area that violates City Code and would need to be relocated or removed (accessory buildings are prohibited from being located within the required side yard). At that time, he met with staff to determine his options. Staff advised him that his only option at this point other than to relocate or remove the shed is to apply for a variance, The applicant applied and was granted a fee waiver from Council on June 18, 2013 for the subject variance application. Staff has discussed this issue with the Fire Department and they do not feel there is a public safety issue in allowing the shed to remain in its current location. The shed does not currently have gutters so drainage from the shed falls on the neighboring property. The applicant agrees to install gutters on the shed so drainage will fall on his property if Council approves the variance request, In order to grant a variance, the Council needs to make the following findings: 1. The variance shall not grant a right or special privilege that is not otherwise allowed in the district; 2, The variance relieves an undue hardship because of characteristics of the site; 3. The variance shall not be detrimental to the public health, safety, and welfare. Staff finds granting the proposed variance would not be detrimental to the public health, safety and welfare based on comments from the Fire Department but finds granting the variance would grant a right or special privilege to the applicant that is not otherwise allowed. Further, staff finds there are no characteristics of the site that would prevent compliance with the subject UDC requirement. Therefore, staff recommends denial of the subject variance request. Written Testimony: None Staff Recommendation: Denial Notes: Item 8E, F & G: Touchstone Place Subdivision (PP-13-009, CUP•13.003 and MDA-13.011) Application(s): - Preliminary Plat - Conditional Use Permit - Development Agreement Modification Size of property, existing zoning, and location: This site consists of 4.49 acres, is currently zoned R-15, located south of E. Fairview Avenue, east of N. Stonehenge Way. Summary of Request: The applicant is requesting preliminary plat, conditional use permit and a development agreement modification approval to develop a 64 unit multi-family development. The proposed plat consists of 16 residential lots and 7 common lots on approximately 4.49 acres of land in an R-15 zone. In 2006, the property received annexation, preliminary plat and conditional use permit approval to develop a 48-unit multi-family development, The recorded development agreement restricts the number of units on the site to 48 units. After the previous approvals, a sliver of the property along the west boundary of the driveway connection to Fairview Avenue was split from the subject parcel without proper subdivision approval from Ada County or the City of Meridian. Since the P/Z hearing the applicant is the process of purchasing the Morgan property to make the property whole again. The plat has been revised to include the Morgan property. A public street will be extended with the development of the site to stub to the west boundary. A 10-foot multi-use pathway will be constructed along the south boundary of the proposed public street in accord with the Pathways Plan. Cross access and driveway to Fairview will be provided access from Fairview. Due to the sliver being removed from the boundaries of the project, staff is concerned about interconnectivity between this property and the westerly Ada County parcel. A recommended condition requires the applicant grant cross access to the sliver and the Ada County as well as construct the driveway access to the Vet Clinic on the east boundary. The proposed project complies with the open space standards in the UDC. A majority of the open space has been provided in a central common lot which contains the planned amenities of a tot lot and gazebo and an area this 50 X 100 feet in size. Staff is recommending the applicant provide a quality of life amenity in accord with the multi-family standards. The property is encumbered with numerous mature trees which the applicant must mitigate. The mitigation plan must be included on the revised landscape plan with the submittal of a final plat. The proposed four-plexes provide variations in the roof planes and provide modulation in the facades. All of the structures incorporate a mix of building materials to include the following: stone wainscot on the front facade, and three (3) wood siding materials (board and batten, horizontal lap and shake). The same building materials are proposed to screen the second story patios which staff believes enhances the architecture of the structures. The applicant is also proposing four (4) distinct color palettes of earth tone colors for the proposed development to provide color variation. A second building design that uses the same form and building materials but orient the materials differently on the facade of the structure providing a minimum of two variations in elevations and incorporate more windows into the side elevations, The proposed carports must be painted or powder coated to complement the overall color scheme for the development. Commission Recommendation: Approval at the June 20th hearing Summary of Commission Public Hearing: i. In favor: Kent Brown and Jeremy Amar ii. In opposition: None iii. Commenting: Dustin Bristol and Richard Verschoor iv. Written testimony: None Key Issue(s) of Discussion by Commission: i. Additional landscaping along the east and south boundary; ii, Requiring the construction of the PRV station with the prosed development. iii. Inclusion of the Morgan property. Key Commission Change(s) to Staff Recommendation: i. Struck the requirement for the gable roof carport, Outstanding Issue(s) for City Council: i. None. At the request of Public Works, staff requests the Council strike DA provision #13 and modify condition of approval 2.3 striking the requirement for the PRV station. The applicant has agreed to the modification of condition 2.3 as follows: This development borders a domestic water pressure zone boundary, and therefore the applicant shall be required to install a pressure reducing station vault and conduits for power and telemetry cabling in the vicinity of their south connection in N. Sandlin Avenue. The installation of the pressure reducing appurtenances shall be the responsibility of the Meridian Public Works Department. Applicant shall coordinate the vault and conduit design criteria with the Meridian Public Works Department as part of the development plan review process. Written Testimony since Commission Hearing: None Notes: Meridian City Cuncil Meet®n T :July 23, 2013 IT NU 5A RJ T NUM ITEM TITLE: Approve Minutes of July 2, 2013 City Council Regular Meeting MEETING NOTES ~~ ~~~ Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: I E_MSTAFF TO I AGENCYO I APPLICANT I NOTES I INITIALS 1 ri in ity ounoil Metin ~4T :July 23, 2013 I IVI 5 J U CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO SENT TO I SENT TO I NOTES INITIALS STAFF AGENCY APPLICANT ~®ian City Council eetin DATE: I E-MSTAFDF TO I AGENCYO I APPNICANT NOTES I INITIALS Mayor Tammy de Weerd ~i~y C®ee~reil Mem~e~rAs Keith Bird Brad Hoaglun Charles Rountree David Zaremba FROM: Clint Dolsby, P.E. Assistant City Engineer DATE: July 15, 2013 SUBJECT: CHANGE ORDER 4 TO TASK ORDER #10264 FOR NPDES PERMIT STRATEGY AND TECHNICAL ASSISTANCE WITH HDR ENGINEERING, INC FOR A NOT TO EXCEED AMOUNT OF $60,000 I. RECOMMENDED ACTION A. Move to; 1. Approve the Change Order with HDR Engineering, Inc for the NPDES Permit Strategy and Technical Assistance, in an amount not to exceed $60,000.00; and 1. Authorize the Mayor to sign the agreement. II. DEPARTMENT CONTACT PERSONS Clint Dolsby, Asst. City Engineer (Project Manager) 489-0341 Warren Stewart, PW Engineering Manager 489-0350 Tom Barry, Director of Public Works 489-0372 III. DESCRIPTION A. Back round The City of Meridian currently discharges treated water from the Wastewater Treatment Plant to Five Mile Creek as permitted under the National Pollutant Discharge Elimination System (NPDES) program. The City of Meridian's current NPDES permit expired November 2, 2004. The City has applied for an updated NPDES Permit from the Environmental Protection Agency (EPA) and Pnge I of 3 has yet to receive one. Recently the EPA has issued a final NPDES permit for the Cities of Boise and Greenleaf, has issued a draft permit for the City of Notus and is expected to draft NPDES permits for other wastewater facilities in the Treasure Valley. The Idaho Department of Environmental Quality (DEQ) does not have primacy for NPDES permitting; however, DEQ will provide 401 certification of EPA's NPDES permits. Draft and final NPDES pei7nits for facilities in the Treasure Valley could significantly impact the City of Meridian's wastewater program both in terms of economics and infiastructure to dispose of treated water. Indications from NPDES Permits issued for the Cities of Boise and Greenleaf and the draft permit for Notus show the inclusion of low discharge concentration limits for total phosphorus and water temperature limits. Therefore, it is important for the City of Meridian to understand the potential impacts of such new requirements, refine the programmatic strategy, prepare commenfs on draft NPDES permits, and negotiate with EPA and DEQ for the upcoming City of Meridian NPDES Permit. B. Proposed Project The scope of engineering services is for NPDES permit strategy and technical assistance to aid the City of Meridian in meeting the challenges of obtaining a favorable NPDES permit for their wastewater program, C. Consultant Selection HDR Engineering, Inc. was chosen for this project due to their expertise in the negotiation of NPDES Pei nits, specifically in the Spokane Valley and their familiarity with the Meridian Wastewater Treatment Plant. HDR Engineering, Inc. was also recently chosen as a qualified firm to provide consultant services for Environmental Engineering - NPDES Stormwater Consulting; Environmental Assessment for NPDES Permitting; Wetlands Delineation Services and they hold a Master Agreement for services over $25,000. IV. IMPACT A. Strafe ig c Impact: This project meets our mission requirements to identify and prioritize work to anticipate, plan and provide public services and facilities that support the needs of our growing community and ensure modern reliable facilities while maintaining financial stewardship. B• Service/Deliver.~pact: The negotiation and development of the NPDES permit for the Wastewater Treatment Plant is critical to the future of the facility. It will guide the improvements to the plant over the next several years and shape the capital improvement plan related to the Wastewater Treatment Plant. Successful Pnge 2 of 3 negotiation of a permit that is mutually beneficial to the City and the regulators has the potential to save the City millions of dollars in capital improvements and chemical costs at the Wastewater Treatment Plant. C. Fiscal Impact: Project Costs Consultant Agreement (FYl1) $107,998 Change Order 1 (FY12) $27,249 Change Order 2 (FY12) No Cost Change Order 3 (FY 13 Funding) $115,000 Change Order 4 (FY 13 Change Order) 60 000 Total Cost $310,247 Project Funding FYll WWTP Consulting (3200-55080) $107,998 FY12 WWTP Consulting (3200-55080) $27,249 FY13 WWTP Consulting (3200-55080) $175,000 Total Funding $310,247 VI. TIME CONSTRAINTS Council's approval will allow this critical effort to continue with support for the negotiations and development of the Wastewater Treatment Plant NPDES Permit. VII. LIST OF ATTACHMENTS A. Change Order 4 to Taslc Order No. 10264. ~. Department Approval:";[~~" b,r~~J,,~ ,.~" '° Pnge 3 of 3 ,.,, CITY ®F ~AERi®iAN 33 EAST ~ROA®VVAY MERIDIAN, I®53642 T~K ~ C~°IAN~~ ~R EF3 ENGINEER/CONSULTANT: HDR ENGINEERING, lNC PROJECT: NPDES PERMIT STRATEGY AND TECHNICAL ASSISTANCE FY2013 The Enginoer/Consultant is hereby dtreoiod to melee the folloveing ohenges from the Task Order Documents. Description: Planned activities for the remainder of fiscal year 2013 include continued coordir~aifon with the City to implement the TMDL aril NPDES strategy, and stay engaged in the TMDL process Including Lower Boise River TMDL modeling support. Near-term (FY 2013) activitiesinclude continued progress on NPDES pe-mft support (such as the compliance schedule, permit application, data collection and analysis), economic analysis for Inclusion in the TMDL and NPDES permit, and continued interaction vmh DEQ and EPA. Water quality considerations include phosphorus, ammonia, temperature, and metals. Additional strategy development includes developing a communication plan between the City and the regulatory agencies, considerations for changing regulations, potential modifications to treatment processes, and the continued development of a recycled water program. ReaSOn for Change Order: To retain HDR Engineering for NPDES Permitting assistance. CHANGE IN TASK ORDER PRICE: CHANGE IN TASK BR®ER TIMES: Original Task Order Price $107,898.00 Original Task Order Times: September 201 i Net changes corm previous Change Orders Net changes form previous Change Orders No.t to3 No._to,~_ (calendardays) $142,249.00 Task Order Price Prior to this Change Order: Task Order Times prior to this Change Order: (Calendar days) $250,247.00 Net increase (decrease) of this Change Order: Net Increase (decrease) of this Change Order. Targeted dates extended until September 2073, but subject to EPA and DEQ scheduling $s0,ooo.oo Task Order Price with all Approved Change Orders: Contract Times with all Approved Change Orders; {calendar days} $3i 0,247.00 APPROVED: (GITYPURCHASING N GE) ACCEPTED: HDR ENGINEERING, iNC By: Keith Watts ~ ~ ~ ~ g~~~t„_ ~ ~(,~'S/ ll \\ ~' Date: ~~ : , ~ / D ate RECOMMENDED: (CITY ENGINEER) RATE APPROVED BY COUNCIL• gv: - ~~~3 ~/3 •ri~.n n r' ¢ ~. . t. s Date: daf~: APP~.{CI'fY) - ~° ATTESTS ~ , By: Mayor Tam Weerd ~j;~I _ ' I t k, e L. Holman ~ Date: ~ nt;o _~3 - ) ~` ~ ~vk'.1'<L ti. ~* rr ~~ F~9~the 74E \S~tiQF. -.~,.~~ ~+ ro a +~ O N a q H U1 2S q ~i U q H O .~ yJ N ~i v N a ~ ~ I O ~+ \ '~ ` ~~~~~ ,~ ~~ ~+ ' N v w ~' H E ~ A ~ O ~ O .U 'tj N ~ ~ N m too 0 rl a o to w m Ul A-~ q N q P; w 0 a~ N J-1 td +~ ao a~ a> ao ao ao ao ao as a~ Ao ao oa 0 0 o m o 0 0 to 0 o u~ In ~ w to 0 0 o N o 0 0 ou o o • r-I ,-{ H O q 0 0 O d+ 0 0 O d+ O O n h h r~ M l0 M M M A3 N p N ~ rl «f +d ~ a a 0 0 0 0 0 0 o r o o r r h 0 0 0 0 0 o O N o o N N N q o M o 0 0 0 o r o o d ~ d+ d+ +~ • 0 0 0 0 0 0 o m o to M M M ~ N O l0 O O 0 0 O N 01 h O O O ZS td N N U1 O d+ H O H ri l~ h I~ h N ~ ri 10 N ri ti v fA a H ri ri rl 0 0 0 0 0 0 o m o o M M M ~ o 0 0 0 0 0 o t~ o o r r r UJ H O M O O 0 0 O N O o Ifl to !n ~ O O O O O O O O l0 to 1D tp 1 l0 O O O o O h O~ !~ Ot 01 a\ ~. ~ O N ~ ~ d~ N ri r h ~ i r r -t rl O l m ~ ri ri ri ri 0 0 0 0 0 0 0 0 0 0 0 0 0 ,,y O o o a o 0 0 0 0 0 0 0 0 0 , 0 0 4 O 0 0 O O O O O O O ~ ~ O O O O O O O O O O O O ~ 00 In N M to ul ~ ~ M m m f9 e am q I ~d ,, y p'• rt { + w ~ ~ o to u • O ~' a p ~ W °' H ~ v i ~ ~' ~~ ~v ~~ `~ v ~ ow 0 ~ ~ ~ ~ ~ H o o ro o ~ cn cn ,~ ~ ~ +~ ~~ N y • + a ~, •,~ N PS s, v +~ •~ v ~ v a +~ rd ~ N u •~ s~ ~ ~ q u o ~' ~ ~ ~~ P+ ~{ N N N m tri N N rd bi Ri q m 3 N •~ O .N ~ ~ ~ O a ~ W~ ~ R ~ W q W~ UR O ~ ~ "' H U ~~ N N ~ ~ • ~ •~ f N N q O H q q~ '+ ~ O W ~ q W t +! • W N UI Pa N r -I ~ ,7 , ( j C7 4-1 l-1 N ~ •rl P-I O W Rp~ N " f-0 •r1 N + O O ~ O O ~ rl Zf o +~ q +-i ~ q N ~ ' ~ W P p/ DC H W 3 [n W '~ iH W ~R U NV] r7 r- l f~'W H W W~ a ~ ~ O A H `~ ~ w ra M h d+ [~ M h O N M O N to lD N M M t0 CO O ~ O o N M M M M M d+ O r-i ri r-I rl rl rl rl ri rl ~d M a N ri N m a Meridian illy ouncil Meti ~4T :July 23, 2013 IT 5D J CT U ITEM TITLE: Water and Sewer Main Easement for Villas at Lochsa Falls Phase 2 MEETING NOTES ~,~ ~_~~ Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: I E_MSTA D TO I AGENCYO I APPL CANT I NOTES I INITIALS ADA COUNTY RECORDER Christopher D. Rich AMOUNT .00 BOISE IDAHO 07/24/13 12:35 PM DEPUTY Vicky Bailey I~) ~ ~~ II~ (~ ~~I~ I ~~ (~~ ~I~ ~I RECORDED-REQUEST OF Meridian City 11~~~3~a~ SANITARY SEWER AND WATER MAIN EASEIVIEI`1T THIS INDENTURE, made this a 3 day of \ l ytc..l , 20 ~ between Hayden Homes Idaho , LLC ,the parties o the first part, and hereinafter called the Grantors, and the City of Meridian, Ada County, Idaho, the party of the second park, and hereinafter called the Grantee; WITNESSETH: WHEREAS, the Grantors desire to provide a sanitary sewer and water main right-of--way across the premises and property hereinafter particularly bounded and described; and WHEREAS, the sanitary sewer and water is to be provided for through underground pipelines to be constructed by others; and WHEREAS, it will be necessary to maintain and service said pipelines from time to time by the Grantee; NOW, THEREFORE, in consideration of the benefits to be received by the Grantors, and other good and valuable consideration, the Grantors do hereby give, grant and convey unto the Grantee the right-of--way for an easement for the operation and maintenance of sanitary sewer and water mains over and across the following described property: (SEE ATTACHED EXHIBITS A and B) The easement hereby granted is for the purpose of construction and operation of sanitary sewer and water mains and their allied facilities, together with their maintenance, repair, replacement and additional connection thereto of water or sanitary sewer mains at the convenience of the Grantee, with the free right of access to such facilities at any and all times. TO HAVE AND TO HOLD, the said easement and right-of--way unto the said Grantee, it's successors and assigns forever. IT IS EXPRESSLY UNDERSTOOD AND AGREED, by and between the parties hereto, that after making repairs, peiformuig other maintenance or making subsequent connections to the sanitary sewer or water line, Grantee shall restore the area of the easement and adjacent property to that existent prior to undertaking such repairs and maintenance. However, Grantee shall not be responsible for repairing, replacing or restoring anything placed within the area described in this easement that was placed there in violation of this easement. City of Meridian, Idaho Sanitary Sewer and Water Main Easement EASMT.S&W 1-29-09 THE GRANTORS hereby covenant and agree that they will not place or allow to be placed any permanent structures, trees, brush, or perennial shrubs or flowers within the area described for this easement, which would interfere with the use of said easement, for the purposes stated herein. THE GRANTORS hereby covenant and agree with the Grantee that should any part of the right-of--way and easement hereby granted shall become part of, or lie within the boundaries of any public street, then, to such extent, such right-of--way and easement hereby granted which lies within such boundary thereof or which is a part thereof, shall cease and become null and void and of no further effect and shall be completely relinquished. THE GRANTORS do hereby covenant with the Grantee that they are lawfully seized and possessed of the aforementioned and described tract of land, and that they have a good and lawful right to convey said easement, and that they will warrant and forever defend the title and quiet possession thereof against the lawful claims of all persons whomsoever. IN WITNESS WHEREOF, the said parties of the first part have hereunto subscribed their signatures the day and year first herein above written. GRANTOR: Presid t Secretary STATE O ) ~) ss County of ) On this day of ~r~ , 20 ~ , before me, the widersigned, a Notaty Public in and for said State, personally appeared ~ w'~~ ice, known or identified to me to be the t~ , of the ~r that executed the within instrument, and acknowledged to me that such corporation executed the same. IN WITNESS WHEREOF, I have hereunto set my hand and affixed my official seal the day and year fist above written. ' OFFICIAL SEAt_ ~ ~° ~' KiMBEI~LY D Gt1TNl~IE ~"" '~ ~' '~ NOTARY PUBLIC-UtiE~UN NOTARY PUBLIC FOR Er ' ''~ C UN N0.458862 Residin at: ~s ~°~ MY COMMISS 1=S JULY it3 2415 g Commission Expires: ``~. 6 ~ ~. City of Meridian, Idaho Sanitary Sewer and Water Main Easement EASMT.S&W 1-29-09 GRANTEE: CITY OF MERIDIAN .~~~ ,~ Tammy d erd, Mayor z~~,~ ~`' `D~''Y"~~~~ 1 /////~ vim, O~ 1 `..dam r ~/1 n ~ /3 i'i ~It}' Gtt "~.. Ift AtlO L. Holman, City Clerk :~, ''=- SEFsL ti "~ rtT ~~ J' I ~~~f ~Ee TRF ~~~~~ Approved By City Council On: STATE OF IDAHO ) ss County of Ada ) On this ~ 3rd day of ~ , 20 i3 , before me, the undersigned, a Notary Public in and for said State, personally appeare TAMMY DE WEERD and JAYCEE L. HOLMAN, known to ( me to be the Mayor and City Clerk, respectively, of the Ciry of Meridian, Idaho, and who executed the within instniment, and acknowledged to me that the City of Meridian executed the same. IN WITNESS WHEREOF, I have hereunto set my hand and affixed my official seal the day and year first above written. 1~ ,~, •~, . F.' ~~ 3 ~ i (SEAL) 3 t ~~ , t ,, EJ £ ` F, ~~ f: '. N ARY PUB IC FO O Residing at: ~--~~v-, ~U Y-, , 1 n Commission Expires: ~~~ ~ aot ~, City of Meridian, Idaho Sanitary Sewer and Water Main Easement EASMT.S&W 1-29-09 Lem escri~~ The Villas a~ La~hs~ F~IIs Subdivisiarr - Phase 2 Sewer ~rtd ~l~ter E~ser~ient - Exhibit ~ An easement located in NE '/ of the SE '/ of Section 26, Township 4 North, Range 1 West, Boise n/leridian, Ada County, Idaho, and more particularly described as follows: Commencing at a Brass Cap monument marking the southeast corner of the SE % of said Section 26, from which a 5/8 inch diameter iron pin marking the northeast corner of said SE '/ bears N 0°24'42" E a distance of 2637.57 feet; Thence N 0°24'42" E along the easterly boundary of said SE '/ a distance of 1892.43 feet to a point; Thence leaving said easterly boundary N 89°35'18" W a distance of 45.00 feet to a 5/8 inch diameter iron pin on the westerly right-of-way of N. Linder F~oad; Thence N 0°24'42" E along said westerly right-of-way a distance of 360.91 feet to the PAINT aF ~E~INNIN~; Thence N 89°35'18" W a distance of 134.07 feet to a point; Thence a distance of 33.02 feet along the arc of a 25.5 foot radius non-tangent curve left, said curve having a central angle of 74°11'48" and a long chard bearing N 13°11'39" E a distance of 30.76 feet to a point; Thence S 89°35'18" E a distance of 102.26 feet to a point; Thence N 0°24'42" E a distance of 29.30 feet to a point; Thence S 89°35'18" E a distance of 25.00 feet to a point on said westerly right-of-way; Thence S 0°24'42" W along said westerly right-of-way a distance of 59.30 feet to the PAINT aF BE~INNIN~. This parcel contains 4544 square feet and is subject to any other easements existing or in use. Clinton W. I°lansen, PLS Land Solutions, PC June 6, 2013 j ~ ~~ ! The Villas at Lochsa Falls Subdivision -Phase 2 (,`~_~ rand surveying and Consmang Job No. 12-35 T VI T L SlJ IV(SI I\i ®~' SEWER 0!N® ~/ATER E/~SEMENT -EXHIBIT B LOCHSA FALLS SUBpN°aWN N0. 1 1~4 26 25 ~~ kJST. N0. 103178914 45' 8 I © I L2 ?) ~ ® 102.26' S 8935'18" E,'' ~ I o ~ © J 31 ~' N 8_9'3_5'18"_ _ I I ~~®~~ ~ 134.07 I ~ POINT OF I ~ © I ~ BEGINNING ~ e1pL LA ND m I N ( I O I I I Oi ~ 34 I 21 ~ I © ~ © I I I ~ ;~ 19 b ~ < ~ {~`! I ~ ~ /7 Z I~ s 14 I I 18 W I I 13 i Q I 12 0 m 1~ 0 50 100 z00 1 ,6 I I I I s I I a I ~~ (~ O ~I O a o ' 4~ ~~ 26 25 ~&F INST. IOgISA FAILS su80t17$!dJ Na s ~ ~ N0. 103178913 1 ~, ~ L__~ I,1 ~t E ~~ ~ i! ~ u Cr Land Surveying and Consulting 23 I E. 5TH 57., 57E. A MERIDIAN, ID 83642 (208j 288-2040 (208) 288-2557 fax w~n~,v.landsotutions.biz eri in City ®uncil eein _~ri~~r __a ~__: Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO I SENT TO I SENT TO I NOTES I INITIALS STAFF AGENCY APPLICANT ADA COUNTY RECORDER Christopher D. Rich AMOUNT .00 ! BOISE IDAHO 07/24113 12:35 PM RE ORDER ~ REQUEST DF III ~ II III IIIIIIIIIiI IIill III Meridian City 11 ~Ei~:~~~7 SANITARY SEWER MAIN EASEMENT THIS INDENTURE, made this ~?~~`~ day of ~Ul~ , 20 ~ between _T~%' s~mr°s C-~l.~~~ ~~~ ,the parties of the first part, and hereinafter called the Grantors, and the City of Meridian, Ada County, Idaho, the party of the second part, and hereinafter called the Grantee; WITNESSETH: WHEREAS, the Grantors desire to provide a sanitary sewer main right-of--way across the premises and property hereinafter particularly bounded and described; and WHEREAS, the sanitary sewer is to be provided for through an underground pipeline to be constructed by others; and WHEREAS, it will be necessary to maintain, service and subsequently connect to said pipeline from time to time by the Grantee; NOW, THEREFORE, in consideration of the benefits to be received by the Grantors, and other good and valuable consideration, the Grantors do hereby give, grant and convey unto the Grantee the right-of-way for an easement for the operation and maintenance of a sanitary sewer main at the convenience of the Grantee over and across the following descr7bed property: (SEE ATTACHED EXHIBIT A and B) The easement hereby granted is for the purpose of construction and operation of a sanitary sewer main and its allied facilities, together with maintenance, repair, replacement and subsequent connection thereto of sanitary sewer mains at the convenience of the Grantee, with the free right of access to such facilities at any and all times. TO HAVE AND TO HOLD, the said easement and right-of-way unto the said Grantee, it's successors and assigns forever. IT IS EXPRESSLY UNDERSTOOD AND AGREED, by and between the parties hereto, that after making repairs perfornung other maintenance or making subsequent connection to the sanitary sewer main, Grantee shall restore the area of the easement and adjacent property to that existent prior to undertaking such repairs and maintenance. However, Grantee shall not be responsible for repairing, replacing or restoring anything placed within the area descr7bed in this easement that was placed there in violation of this easement. City of Meridian, Idaho Sewer Main Easement EASMT,SEW 1-29-09 1- 29-09.doc THE GRANTORS hereby covenant and agree that they will not place or allow to be placed any permanent structures, trees, brush, or perennial shrubs or flowers within the area described for this easement, which would interfere with the use of said easement, for the purposes stated herein. THE GRANTORS hereby covenant and agree with the Grantee that should any part of the right-of--way and easement hereby granted shall become part of, or lie within the boundaries of any public street, then, to such extent, such ixght-of--way and easement hereby granted which lies within such boundary thereof or which is a part thereof, shall cease and become null and void and of no further effect and shall be completely relinquished. THE GRANTORS do hereby covenant with the Grantee that they are lawfully seized and possessed of the aforementioned and described tract of land, and that they have a good and lawful right to convey said easement, and that they will warrant and forever defend the title and quiet possession thereof against the lawful claims of all persons whomsoever. IN WITNESS WHEREOF, the said parties of the fast part have hereunto subscribed their signatures the day and year first herein above written. GRANTOR: Preside t Secretary STATE OF ) ss County of ) On this day of t~tl , 20 ~ ,before me, the undersigned, a Notary Public in and for said State, personally appeared \ ~1~'i i ~ known or identified to me to be the ~~'I~'-~nl~~-'- Pr°°~~pnr ana c°^r°}^;~, ~° r°^*~=~°=..~~ of the ~tis~r-that executed the within instrument, and acknowledged to me that such corporation executed the same. IN WITNESS WHEREOF, I have hereunto set my hand and affixed my official seal the day and year fist above written. OFFICIAL Sf~AL ', ~ - KIINB~RLY b CU7MF~1~ NOTARY PUBLI FOR >.~ NOTAf~Y PUBLIC-C3RE ~N ~' ~ ION N0.45>~862 Residing at: \~ c°1 MY COMM S~IQhd FEES JULY 1~ 2015 Commission Expires: , O ~ City of meridian, Idaho Water Main Easement EASMT.WTR 1-29-09 1- 29-09.doc GRANTEE: CITY OF MERIDIAN Tammy de We fd~ ayor c~;U,U ~~ ~ 7 .O' r r~ ~p City of Attest by cee L. Holman, City Clerk ~ "'~ h. ~11.:.._~~ rr~~ yyru~~~o ~~ ~< I~~ JJ~~~.L y t Fq ~ Approved By City Council STATE OF IDAHO ) ss County of Ada ) '' ~- - r c~ On this ~ .'~ ' day of ~ v ~ ~ , 20~, before me, the undersigned, a Notary Public in and for said State, personally appeared AMMY DE WEERD and JAYCEE L. HOLMAN, known to me to be the Mayor and City Clerk, respectively, of the City of Meridian, Idaho, and who executed the within instrument, and acknowledged to me that the City of Meridian executed the same. IN WITNESS WHEREOF, I have hereunto set my hand and affixed my official seal the day and year first above written. ,. ;; . L7 ~r 1 L3 ~~ ~ 1 i ~ 4 a b l ~ ~cf~ `j~ / l.i i . ~;r kA Commission Expires: City of meridian, Idaho Water Main Easement EASMT.WTR 1-29-09 I- 29-09.doc Le~~l I~escrip~ian The Villas at Io.achs~ Fails Subdivisian ~- Phase 2 Sealer E~semen~ - Exhibit A An easement located in NE /~ of the SE "/a of Section 26, Township ~- Norkh, Range 1 West, Boise Meridian, Ada County, Idaho, and more particularly described as follows: Commencing at a Brass Cap monument marking the southeast corner of the SE %4 of said Section 26, from which a 5/8 inch diameter iron pin marking the northeast corner of said SE "/d bears N 0°24'42" E a distance of 2637.57 feet; Thence N 0°24'42" E along the easterly boundary of said SE "/ a distance of 1892.43 feet to a point; Thence leaving said easterly boundary N 89°35'18" W a distance of 45.00 feet to a 5i8 inch diameter iron pin on the westerly right-of-way of N. Linder Road; Thence S 0°24'42" W along said westerly right-of-way a distance of 78.59 feet to a point; Thence N 89°35'18" W a distance of 54.21 feet to a the PAINT aF ~BGINNIt~~; Thence S 0°24'42" W a distance of 20.00 feet to a point; Thence N 89°35'18" W a distance of 72.08 feet to a point; Thence a distance of 20.63 feet along the arc of a 25.5 foot radius non-tangent curve left, said curve having a central angle of 46°21 "23" and a long chord bearing N 4°28'57" W a distance of 20.07 feet to a point; Thence S 89°35'18" E a distance of 73.79 feet to the E~INT ~F BEGIP~NIN~. This parcel contains 1431 square feet and is subject to any other easements existing or in use. Clinton W. Hansen, f'LS Land Solutions, F'C June 6, 2013 ~~~~~-~ The Villas at Lochsa Falls Subdivision -Phase 2 ' -~~ ~ ~ i .~ _ ~ ~ , i rl ~"~_-~ Job No. 12-35 ~_~~-~'~Lbnd Surveying and Cgnswgng )~ G/ k~ G ~ F s ~ L 1 1 8 ~ ~ ~ ® -.~rPS~ ~j~~~'F O F ~© ,~5 n ~ ~N W ~ ~P 26 I © I I I I g ~ J ~ I ~ m I I I I I~ © I ® N I I © I © I I I ~ I zl I I ~ I I~ Q ~ I ~. 4 ^I ~~ ~~ .- 19 0 J < I I~ m 74 ( € I I 18 I 13 I I 1~ I N89'35'18'W as.oo' '~ Y O POINT OF ~ o 'Z I t6 BEGINNING n a m 16 m ~ v i 73.79' n ° i w 1 S 89'35'18" E 54. i ~. V ~;N 89'35'18" I ~o~ I z 89'35'18 W ® ~ l0 72.08' NI O I O .~' 25 25 ~&F INST. lOgiSA FILS ~18gNSON N0. J W' RQAD 3,5 36 N0. 103178913 '~ 1 ~ ( ~ f1 t ~~.' r I ` 1 I (~ !~ `4 ~~ I l ~ 1! ~ I j ~ 1, 1_ ~ ~ ii1.1 t_ ~~ . ~ _ ~~ ~~~_ ~ ._ _~--7 CAL 0 50 I00 200 Land Su-veying and Consulting I 1 I ~ 231 E. 57H 57., 57E.A _. _ ® __ _ ~.~. __~_ MERIDIAN, ID 83642 Izos~ zaa-zo4o Izoa~ zas-zss~ tax www.lan dsol u Hons. b i z riian iy ur~cil t®n DATE: I E-MSTAFF TO i AGENCOY I APPLICANT I NOTES I INITIALS ADA COUNTY RECORDER Christopher D. Rich AMOUNT .00 7 BOISE IDAHO 07124113 12:35 PM 'III II III ~ ~ IIII ~ ~~ II II III II DEPUTY Vicky Bailey RECORDED-REQUEST OF 113~~~~~~ Meridian Ciry SANITARY SEWER AND WATER MAIN EASEMENT THIS INDENTURE, made this~~ day of ~,U~[- , 2013, between Isola Creek LLC, the parties of the first part, and hereinafter called the Grantors, and the City of Meridian, Ada County, Idaho, the party of the second part, and hereinafter called the Grantee; WITNESSETH: WHEREAS, the Grantors desire to provide a sanitary sewer and water main right-of--way across the premises and property hereinafter particularly bounded and described; and WHEREAS, the sanitary sewer and water is to be provided for through underground pipelines to be constructed by others; and WHEREAS, it will be necessary to maintain and service said pipelines fiom time to time by the Grantee; NOW, THEREFORE, in consideration of the benefits to be received by the Grantors, and other good and valuable consideration, the Grantors do hereby give, grant and convey unto the Grantee the right-of--way for an easement for the operation and maintenance of sanitary sewer and water mains over and across the following described property: (SEE ATTACHED EXHIBITS A and B) The easement hereby granted is for the purpose of conshuction and operation of sanitary sewer and water mains and their allied facilities, together with their maintenance, repair and replacement at the convenience of the Grantee, with the free right of access to such facilities at any and all times. TO HAVE AND TO HOLD, the said easement and right-of--way unto the said Grantee, its successors and assigns forever. IT IS EXPRESSLY UNDERSTOOD AND AGREED, by and between the parties hereto, that after making repairs or performing other maintenance, Grantee shall restore the area of the easement and adjacent property to that existent prior to undertaking such repairs and maintenance. However, Grantee shall not be responsible for repairing, replacing or restoring anything placed within the area described in this easement that was placed there in violation of this easement. Isola Creek Subdivision No. 1 Sanitary Sewer and Water Main Easement EASMT Sandal THE GRANTORS hereby covenant and agree that they will not place or allow to be placed any permanent structures, trees, brush, or perennial shrubs or flowers within the area described for this easement, which would interfere with the use of said easement, for the purposes stated herein. THE GRANTORS hereby covenant and agree with the Grantee that should any part of the right-of--way and easement hereby granted shall become part of, or lie within the boundaries of, any public street, then, to such extent such right-of--way and easement hereby granted which lies within such boundary thereof or which is a part thereof, shall cease and become null and void and of no further effect and shall be completely relinquished. THE GRANTORS do hereby covenant with the Grantee that they are lawfully seized and possessed of the aforementioned and described tract of land, and that they have a good and lawful right to convey said easement, and that they will warrant and forever defend the title and quiet possession thereof against the lawful claims of all persons whomsoever. IN WITNESS WHEREOF, the said parties of the first part have hereunto subscribed their signatures the day and year first herein above written. GRANTORS ISOLA CREEK LC ~-_., Thomas M. Coleman, Jr., President Manager, Coleman Homes LLC 1859 S. Topaz, Suite 200 Meridian, ID 83642 Isola Creek Subdivision No. 1 Sanitary Sewer and Water Main Easement EASMT Sandal STATE OF IDAHO ss County of Ada ) On this ~ day of , 2013, before me, the undersigned, a Notary Public in and for said State, perso ~ y appeared Thomas M. Coleman, Jr., known or identified to me to be the President of the corporation that executed the within instrument, and acknowledged to me that such corporation executed the same. IN WITNESS WHEREOF, I have hereunto set my hand and affixed my official seal the day ® ®~~ GRANTEE: CITY OF MERIDIAN NO~'ARY PUBLIC FO IDAHO.- CI Residing at: p~ 'Commission Expires: ~~ ~ 0 Tammy de erd, Mayor <<~~'~~ '~ o~ Czty of ~~L,' IJIAN~ ~_~~ o`i o n ti o V ttest aycee L. Holman, City Cler <<:;,, ~~~ a~4 r~N ago o ~,,<<h c THE RF ~ Approved By City Council On: cJ ~~ ~~ ~~-~ ~ ~ cPr,, ~~~ ®~~~T~ Isola Creek Subdivision No. 1 Sanitary Sewer and Water Main Easement EASMT Sandal i STATE OF IDAHO ) ss. County of Ada ) On this ~ 3~~ day of ~~y~~-fir , 2013, before me, the undersigned, a Notary Public in and for said State, personally appeared Tammy de Weerd and Jaycee L. Holman, known to me to be the Mayor and City Clerlc, respectively, of the City of Meridian, Idaho, who executed the within instrument, and acknowledged to me that the City of Me~7dian executed the same. IN WITNESS WHEREOF, I have hereunto set my hand and affixed my official seal the day and year first above written. ~.. ~ , (SEAL) ~`~, N ARY PUBLI FO O ,, Residing at: ~--~ 2~r ~\ ~ a ra \ 1> 9 ~': S <1 ~ 1 f 1 /! 6 1 c i r`~ ~r-. ,, .~ ~ ~) . ~oi~I ~~ ., P Commission Expires: ~ ~,, ~'~n Isola Creek Subdivision No. 1 Sanitary Sewer and Water Main Easement EASMT Sandal May 1, 2013 I9ESCRIP'I'I®lot I'®R ®lC'~'-,SITE IVIERII~IAIot CIT'4~ SAIotI~'AId.X SI•;'VVER & 'WATER EASEIVIEN`I'S PR®P®SIJ1D ]CS®I;A ~REEI~ SI7BlDI'~IISI®lot lot®. 1 Easements located in the southwest'/~ of Section 35, T. 4 N., R 1 W., S.M., City of Meridian, Ada County, Idaho, being more particularly described as follows: Ii;ASENIENT `A' - SEWER ~i '~i'A`I'I;R EASE1VIElot'I' Commencing at the W '/ corner of said Section 3 S, from which the SW corner of said Section 35 bears South 00°53'07" West, 2643.59 feet; thence South 63°22'51" East, 1867.69 feet to the P®I1o1T G}•' ~ICGIIotImtllotG; Thence North 00°46'25" East, 50.00 feet; Thence Sauth 89°13'35" East, 23.18 feet to a point of curvature; Thezace 98.82 feet along the arc of a curve to the left, said curve having a radius of 975.00 feet, a delta angle of 05°48'27", and a long chord bearing North 87°52'12" East, 98.78 feet to a point of reverse curvature; Thence 99.94 feet along the arc of a curve to the right, said curve having a radius of 1025.00 feet, a delta angle of O5°35' 11 ", and a long chord bearing North 87°~l5'34" East, 99.90 feet to a point of tangency; Thence South 89°26'51" East, 67.66 feet; Thence South 00°33'09" West, 50.00 feet; Thence North 89°26'51'' West, 67.66 feet to a point of curvature; Thence 75.42 feet along the arc of a curve to the left, said curve having a radilrs of 975.00 feet, a delta angle of 04°25'56", and a long chord bearing South 88°20'11" West, 75.40 feat; Thence South 00°33'09" West, 42.89 feet; Thence North 89°26'51" West, 20.00 feet; Thence North 00°33'09" East, 41.13 feet to a point on a curve; Thence 103.46 feet along the arc of anon-tangent curve to the right, said curve having a radius of 1025.00 feet, a delta angle of 05°46'59", and a long chord bearing South 87°52'55" West, 103.41 feet to a point of tangency; Thence North 89°13'35" West, 23.18 feet to the P®Ilo1T ®I~' ~EGIIotlotl~lG. Containing 15,325 SF, more or less. 1CASElO/dlClotT `I~' - WA'll'ER EASEMElo1T Commencing at the W'/n corner of said Section 35, fi•ozn which the SW corner of said Section 35 bears South 00°53'07" West, 2643.59 feet; thence South 57°15'56" East, 865.34 feet to the P®INT ®I+ TIEGIN1otIIotG; Thence South 00°53'07" West, 6.03 feet; 121109-ssweasa.docx Thence South 29°56'05" East, 10.60 feet; Thence South 72°29'17" East, 85,89 feet; Thence South 31°27'48" East, 83.95 feet; Thence South 58°32'12" West, 22.58 feet; Thence South 49°17'12" West, 44.99 feet; Thence South 38°02'12" West, 66.82 feet; Thence North 57°39'36" West, 20.10 feet; Thence North 38°02'12" East, 70.78 feet; Thence North 49°17' 12" East, 48.57 feet; Thence North 58°32'12" Last, 4.20 feet; Thence North 31°27'48" West, 56,47 feet; Thence North 72°29' 17" West, 86.20 feet; Thence North 29°56'05" West, 23.81 feet; Thence North 60°38'44" East, 23.09 feet to the ~'®IC101'll' ~r I~~~J[NN)tN~. Containing 6,109 SF, more or less. 12l 109-sswease.docx w ..-°~.....~__~.._._._,.__._,._._.__._.,...~...._„ BASIS _OF BEARING ~ _ w ~~ ' , ._..._ , _ ..._. , ._ , ~ , _ S 0'53'07° W 2643,59' ..._. _.__.N. TEN ~IILE,iROAD ..._.~ ~~ ~' •N ~ j . o Oyay~s ^, R /02 ~ 9' i r i I -n ~ --I y G,, i ^~ `~~~~ ~~1 ~ ~ ~ o i G ,gyp ~~Zti i _~ ~ i ~~~ ~i i v~ o \ ~ ~ w~ ~ ~, ~ ~ ~~~ I ~~ ~ ~IN~ / N ~ C I Q i ~/ ~ cnv>tnzzzcnzv~cncnz ~/ ~ JNO W OO~oOOOCOOO pm o ~ ~ ~ nri I /~ % n~iv,c~n coomgcnq<ocD o~ ;p ifl w czi IITT,,yI~, ~ ~ cnrnwwW rnwrncW.irnwrnz m N ~P N~ ~Ja; Zi ~ ~ o o W o J o` Ui o" ~ W ~ ~ ~ % I CCCJJJ~~~ J v, ~ cn cn cfl ~ cn ~'i, c~ m~~y /> a n a a a a n o a a _ _ ''y '~U mm~~m~~~~mm m oVOV~ I~s~~~ ~ ~ 0 0 0 o g (~ I y~a~ j ~ ,va'io o,cN,i~oN~°7io~ W o~ C 0 0 ~ I ~ ._ ~ ~o woowo~rnornoo o~ ~ I (/~ m ITI ~ vN,,, ~ ~ ~ DD II ~ ~ _ J D ~ ~ j ~ n OD ~., ~ ~fv ~~~,r~,GG~~Gz W n a y a iLi .a.w~--~o~wvo~cn.~wm m I j ~~ ~ ~~~ (~ V) Z Z C~ \~~I ZZZ ZZZZZNN(!1 to Oo Oo W ~p S n v`jC) rn N J W to -A W [.n W ~P fJ~ _W p,7 ~ w ~ y o ,;, . ~ ~ o co N -~ co cn co y o; cD a; N j ~ ~^ o GI (1i IV tJ G1 o c..~ a w ni ~`: L8 ~ oornco .V.ppNVIV CON~INy ~ :'Pa ~`: ~ J l~~'~'~ ~ conJ07NNN eNNN~Np a n a a a a a a a a a ~ ~ IT1 m ~~1,N m~~ ~rnrnm~~`~ ~m W O (`~ ~` ~ W W a1 ~ N OO O o W W ~~4~ _ m o m ° a D MERIDIAN CITY SANITARY SEWER r_1~ ~ ° rn AND WATER EASEMENTS ~~-r i u ~ o ~ ~ ~ PROPOSED (BOLA CREEK SUgD, N0, 1 ~`~ 0 ~ ~ LOCATED IN 7HE SW 1/4 OF SECTION 35 X029 N. RosARlo sT., sTE, 100 w T.4N,, R.1W., B.M. MERIDIAN, IDAHO 83642 ~ MERIDIAN, ADA COUNTY, IDAHO Phone (209) 938-098D Pox {208) 938-0941 ~i ian ity uncil Mt®rt T :July 23, 2013 I U 5G J 1' ITEM TITLE: Contract Extension for Professional Service Agreement with Sullivan Reberger for State Government Affairs to Include 2014 Legislative Session & Fiscal Year 2014 MEETING NOTES ..- _. G i Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: I E-MSTAFF TO I AGENCOY i APPLICANT NOTES I INITIALS Mayor Tammy de Weerd City C®uneil ~e~~t'~8e Keith Bird Brad Hoaglun Charles Rountree ba~id Zaremba TO: FROM: DATE: - _ - Mayor Tammy de Weerd Members of the City Council David Miles, Surface Water Program Administrator Tom Barry, Director of Public Works July 15, 2013 SUBJECT: CONTRACT EXTENSION FOR PROFESSIONAL SERVICE AGREEMENT WITII SULLIVAN REBERGER FOR STATE GOVERNMENT AFFAIRS TO INCLUDE 2014 LEGISLTIVE SESSION & FISCAL YEAR 2014. I• RECOMMENDED ACTION Move to; 1• Approve the Contract Extension of the Professional Service Agreement with Sullivan Reberger in the not to exceed amount of $52,000, and; 2• Authorize the Mayor to sign the agreement, II• DEPARTMENT CONTACT PERSONS Tom Barry, Director of Public Worlcs 489-0372 David Miles, Surface Water Program Administrator 489-03 83 III. DESCRIPTION A• Back rg ound The City of Meridian has seen an increase in activities at the Idaho State legislature which have had the potential to impact the Meridian Public Worlcs mission to provide public services and facilities that support the needs of our growing community and ensure modern reliable facilities while maintaining financial stewardship, As such, in Fiscal Year 2013 Meridian Public Worlcs retained the services of a state goverrnnent relations firm through a competitive bidding process in order to help the Public Worlcs Department engage, educate and inform State legislators about the potential impacts of legislation on public Ptrge 1 of 3 works activities during the 2013 Idaho legislative session. As the 2014 legislative session approaches, Meridian Public Works continues to believe that the services provided in 2013 will be necessary and beneficial to continue in Fiscal Year 2014. B. Proposed Protect This request is for a contract extension to continue the teens and conditions of the original contract through the end of Fiscal Year 2014 in order to continue the same level of service and efforts into and through the 20141egislative session. C~ Consultant Selection Sullivan Reberger was selected for the original contract through a competitive Request for Proposal bidding process due to their qualifications and experience dealing with Idaho State legislative and government affairs relations. This contract extension retains Sullivan Reberger for the remainder of this Fiscal Year and tluough Fiscal Year 2014 in order to cover the upcoming 2014 legislative session. IV. IMPACT A. Strate i~ c Impact: This project meets our mission requirements by identifying and prioritizing State legislative issues which may impact our infrastructure so that we may prioritize work to anticipate, plan and provide public services and facilities that support the needs of our growing community and ensure modern reliable facilities while maintaining financial stewardship. B. Fiscal Impact: Pr~ect Costs Consultant Agreement (Aug. 30, 2012 -Aug 30, 2013) Contract Extension #1 (Aug. 31, 2013 thru FY ' 14) Total Cost Pr~ect Funding PW Account #3200-55000 (Aug 30, 2012 -Aug 30, 2013) PW Account #3260-55000 (Aug 31, 2013 -Sep 30, 2013) PW Account #3200-55000 (FY' 14) Total Funding $48,000 $52,000 $100,000 $48,000 $4,000 $48,000 $100,000 Pnge 2 of 3 C. Fiscal Note: Because this contract extension reaches into Fiscal Year 2014 and the City of Meridian budget has not yet been approved, there is a fiscal funding clause in the contract extension that should the Fiscal Year 2014 project funding not be approved within the 2014 budget, then the City may terminate the project agreement. V. LIST ®F ATTACHMEl~TTS A. Contract Amendment #1 to Taslc Order 10367 Approved for Council Agenda: -~ ~ "` ~~ ~ ~~ Date Page 3 of 3 1~~%'~ °' { C®NTRACT AMEfd®MENT N®1. SULLIVAN REI3ERGER STATE GOVERNMENT RELATIONS CON'TRACTOI~ NAME: DEPARTMENT NAME: Sullivan Reberger Public Works ADDRESS: ADDRESS; PO Box 1703 802 W, Bannock, Suite 1001 33 E, Broadway Boise, ID 83701 Meridian, ID 83642 CURRENT CONTRACT INFORMATION: Contract Name: PSA for State Government Relations Protect No. 10367 Provlous Amendment Date: N1A Prevlous Amendments: 0 Current Contract Dates; START; August 30, 2012 COMPLETION: August 30.2013 Current Contract Amount (Inclusive of Previous Amendments fo Date): $ 48,000.00 CHOOSE ONE AMENDMENT COLUMN BELOW, either "STANDARD AMENDMENT" or "AMENDMENT TO EXERCISE OPTION TO RENEW" and check off any appilcabte amendments under that column. AMENDMENT TO EXERCISE OPTION TO RENEW (Check all that Apps Amendment to Contract Performance X Amendment to Contract Dates ____ Amendment to Contract Amount ,_ Other: (Explain) _ __- _ _ DESCRIPTION OF REA50N FOR AMENDMENT: (Attach all relevant documenfafion~defaili»g amendment): Extending contract services for one more year. PLEASE SEE THE ATTACHED FISCAL FUNDING CLAUSE NEW CONTRACT INFORMATION: ~~ Amendment Date: 6/2612013 New Contract Dates; START: August 31, 2013 COMPLETION; September 30, 2014 Amount of Amendment Change $ 62,D00,00 Total Contract Amount (/nclus/ve of Prevlous Amendments to Date); ?100,000.OD. AFL ®Ti~ER rERf1l1S AI~® C®N®11TI®P~IS ®F TIE ®RIGINA~, C®NTRACT AN® I~REVI®N=1S ~~ AitliElll®IlliENT'S ~EIVIAI~! 111~99CWANCE® Ai~® IN FULL F®RCE ANA EFFECT. __~ Fiscal Ftfndirtg Clatase Continuation of this contract is subject to the appropriation of funds far such purpose by the City Council. If funds to effect such continued payment are not appropriated, CITY may terminate this Agreement as thereby affeoted and Contractor will relieve CITY of any further obligation. . Contract Amendment No, 1 Stale Government Relations Page 1 of 2 Contract Amendment No, 1 State Government Relations Page 2 of 2 Meridian City Council Meeting Resolution No. ~ ~ ' ~ ~ ~ : A Resolution Authoring the City Clerk to Destroy Certain Semi-Permanent and Temporary Records of the Meridian Police Department MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO I SENT TO SENT TO NOTES INITIALS STAFF AGENCY APPLICANT A CITY OF MERIDIAN BY THE CITY COUNCIL: RESOLUTION NO. BIRD, HOAGLUN, ROUNTREE, ZAREMBA A RESOLUTION OF THE MAYOR AND THE CITY COUNCIL OF THE CITY OF MERIDIAN AUTHORIZING THE CITY CLERK TO DESTROY CERTAIN SEMI- PERMANENT AND TEMPORARY RECORDS OF THE MERIDIAN POLICE DEPARTMENT; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the Mayor and City Council have the authority pursuant to Idaho Code section 50-907(4) to, by resolution, destroy semi-permanent and temporary records, upon the advice of the City Attorney, and with such disposition to be under the direction and supervision of the City Clerk; and WHEREAS, the City Clerk has identified certain semi-permanent and temporary records that may be destroyed pursuant to Idaho Code sections 50-907(2) and (3) because the time period for retention of such records has expired; NOW THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF MERIDIAN CITY, IDAHO: Section 1. That the City Clerk is hereby authorized to direct and supervise the destruction of the following semi-permanent and temporary records of the Police Departmerit: POLICE YEAR(S) DESCRIPTION 1. Semi-permanent Animal Control Records 01/01/2000 to 06/30/2000 Includes Animal Complaint Reports for lost dogs, dogs and cattle at large, barking dogs, and cruelty to animals 2. Temporary Impounded & Abandoned 01/01/2000 to 06/30/2000 Includes Abandoned/ Impounded Vehicle Records Vehicle Reports Accident Reports 01/01/2000 to 06/30/2000 Includes Motor Vehicle Accident Reports Arrest Warrant Records 01/01/2000 to 06/30/2000 Includes Arrest Warrant Reports Juvenile Temporary Custody 01/01/2000 to 06/30/2000 Includes reports of juveniles Records taken into custody Lost & Found Property 01/01/2000 to 06/30/2000 Includes Lost and Found Property Records Reports Neighborhood Dispute 01/01/2000 to 06/30/2000 Includes Complaint Reports of Resolution Records incidents of noise, harassment, shooting guns in subdivisions, trespass, insufficient checks, and disturbances RESOLUTION AUTHORIZING DESTRUCTION OF POLICE DEPARTMENT RECORDS PAGE 1 OF 2 Section 2. That the City Cleric is authorized to take all necessary steps to destroy the records as provided by this Resolution. Section 3. That this Resolution shall be in full force and effect immediately upon its adoption and approval. / r-E ADOPTED by the City Council of the City of Meridian, Idaho, this ~~ day of July 2013. r~ APPROVED by the Mayor of the City of Meridian, Idaho, this ~~ day of July , 2013. APPROVED: ATTEST: By: J - -- Mayor Tamn~Iv de Weerd 7 .1~ • ~~~' o~ City of Holman, City Clerk , _a 'i~.` °"" ° ~ _9 f Jl Y', ~ `y~ ~' RESOLUTION AUTHORIZING DESTRUCTION OF POLICE DEPARTMENT RECORDS PAGE 2 OF 2 ~-® in ity ouncillVlt®n T :July 23, 2013 I1' U J T u M DA 13-010 ITEM TITLE: PARAMOUNT SUBDIVISION BY BRIGHTON Development Agreement for Approval: MDA 13-010 Paramount Subdivision by Brighton Development, Inc. Located South of W. Chinden Boulevard, Between N. Meridian Road and N. Linder Road Request: Amend the Development Agreement to Delete the Number of Lots, Dwelling Units and Square Footages Allowed to Develop on the Site and Replace with the Types of Uses Approved on the Site MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MSTAFF TO I AGENCY I APPLICANT I NOTES I INITIALS eriin City C®uncil ei Findings of Fact, Conclusions of Law for Approval: AZ 13-003 Woodburn West Subdivision by Northside Management Located North of W. Ustick Road, Approximately 1 /4 Mile East of N. Linder Road Request: Annexation and Zoning of 25.8 Acres of Land with an R-8 Zoning District DATE: I E_MSTAFF TO I AGENCYO APPLICANT I NOTES I INITIALS ri ®an ity uncil satin T :July 23, 2013 I U 5K J T : P 13-007 ITEM TITLE: WOODBURN WEST SUBDIVISION Findings of Fact, Conclusions of Law for Approval: PP 13-007 Woodburn West Subdivision by Northside Management Located North of W. Ustick Road, Approximately 1 /4 Mile East of N. Linder Road Request: Preliminary Plat Approval Consisting of 99 Single-Family Residential Building Lots and 16 Common/Other Lots on 25.75 Acres of Land in a Proposed R-8 Zoning District MEETING NOTES d ~~ , Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: I E-MSTAFF TO I AGENCY I APPLICANT I NOTES INITIALS Meridian iy ®uncil t®n ~4T :July 23, 2013 IT U 5L J T A 13-005 ITEM TITLE: PARAMOUNT NORTHEAST BY BRIGHTON Findings of Fact, Conclusions of Law for Approval: AZ 13-005 Paramount Northeast Subdivision by Brighton Development, Inc. Located Southwest Corner of Chinden Boulevard and N. Meridian Road Request: Annexation and Zoning of 54.69 Acres of Land with C-C (17.68 Acres); TN-C (31.27 Acres) and R-8 (5.74 Acres) Zoning Districts MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: I E_MSTAFF TO I AGENCOY ( APPLICANT ( NOTES INITIALS erid®a ity ouch Meein T :July 23. 2013 iT NufVl 5M r~~ -M Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO I SENT TO I SENT TO ( NOTES INITIALS STAFF AGENCY APPLICANT ri in City Council 1Vlet® Final Order for Approval: FP 13-020 Reflection Ridge Subdivision No. 1 by Chris Todd, T- O Engineers Located West Side of S. Locust Grove Road and South Side of the Ridenbaugh Canal, North of E. Amity Road Request: Final Plat Approval Consisting of 61 Single-Family Residential Building Lots and Ten (10) Common/Other Lots on 24.87 Acres of Land in the R-8 Zoning District MEETING NOTES R.~__~ Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO SENT TO I SENT TO I NOTES I INITIALS STAFF AGENCY APPLICANT ri in ity until ef®n FP 13-032 Paramount Commercial Southwest Subdivision No. 3 by Brighton Investments Located Near the Northeast Corner of W. McMillan Road and N. Linder Road Request: Final Plat Approval Consisting of One (1) Building Lot on Approximately 6.84 Acres of Land in a C-G Zoning District MEETING NOTES __ Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO I SENT TO ( SENT TO I NOTES INITIALS STAFF AGENCY APPLICANT Mri ian ity our-cil tir- 1° :July 23, 2013 IT NlJ 5P J ~ tv u : P 13-030 ITEM TITLE: REFLECTION RIDGE FP 13-030 Reflection Ridge Subdivision No. 2 by Chist Todd, T-O Engineers Located West of S. Locust Grove Road and North of E. Amity Road Request: Final Plat Approval Consisting of Twelve (12) Building Lots and Two (2) Common /Other Lots on 5.41 Acres of Land in an R-8 Zoning District MEETING NOTES ~~ V~ Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MSTAFF TO I AGENCOY APPLICANT I NOTES I INITIALS ri ian iy ucil satin T :July 23, 2013 I1' 5 CLERKS oFF~cE F~NaL acr~oN DATE: I E-MSTAFF TO I AGENCOY I APPL CANT I NOTES INITIALS eri in ity Council IV1eet®n ~4T :July 23, 2013 IT U 6A J T U STEM TITLE: Adoption of the Tentative Fiscal Year 2014 Budget in the Amount of $89,285,963.00 DATE: I E_MSTAFF TO I AGENCOY I APPLICANT I NOTES INITIALS ridin ity until in T : Juiy 23, 2013 ~T Nl1M 6 J T ITEM T'IT'LE: Approval of the Amended Revenues and Expenditures for Fiscal Year 2013 in the Amount of $82,872,394.00 a MEETING NOTES ~~ _ ~ Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: I E-MSTLAED TO I AGENCO ( APPLICANT I NOTES I INITIALS e® ice e o 07/23/2013 To: Mayor & City Council From: Accounting Manager, Todd Lavoie Ref: FY2014 Tentative Budget and FY2013 Amended Budget Action Needed: 1. Council to tentatively approve the proposed revenues and expenditures for Fiscal Year 2014 $1~9,2~5,963 (Eighty-Dine Million Two Hundred and Eighty-Five Thousand I\line Hundred and Sixty-Three Dollars) 2. Council to approve the amended revenues and expenditures for Fiscal Year 2013 $132,172,394 (Eighty-Two Million Eight Hundred and Seventy-Two Thousand Three Hundred and IiTinety-I+'our Dollars) ridian ity ouncil t®n 1' :July 23, 2013 ~ ~ 6C ITEM TITLE: J T lJ Hometown Hero Award Presented to Hannah Mayfield, Nathan Howell, and Amy Sorensen for the Silverleaf Pool Incident DATE: E-MAILED TO SENT TO I SENT TO I NOTES INITIALS STAFF AGENCY APPLICANT Meridian i uncil fin T :July 23, 2013 IT 6D J . ITEM TITLE: Meridian Split Corridor II Public Art Project Discussion MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO SENT TO I SENT TO NOTES I INITIALS STAFF AGENCY APPLICANT ri i ily it tin T :July 23, 2013 I U 7 J T ITEM TITLE: CLERKS OFFICE FINAL ACTION DATE: I E-MSTLAED TO I AGENCO I APPLICANT I NOTES I INITIALS Meridian ity ®uncil Metin AT :July 23, 2013 iTEnn TITLE: I U $A J T Public Hearing: Community Development Block Grant (CDBG) 2013 Action Plan DATE: E-MAILED TO SENT TO I SENT TO NOTES INITIALS STAFF AGENCY APPLICANT e I I LI I I T ,~~ I IT P J T N lJ Nl R J CT N 2013 ~4cti®n Plan L S I T M I I TIN l1T L ri ian ity ncil ®n Resolution No. ~ ~ `G(~ :Resolution Adopting the Community Development Block Grant (CDBG)Program Year 2013 (PY2013) Action Plan MEETING NOTES ~~ p~~~ ~% q ?..._ Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: I E_MSTAFF TO ( AGENCYO I APPL CANT I NOTES I INITIALS CITY OF MERIDIAN RESOLUTION NO. ~~ ' 1 ~ ~. BY THE CITY COUNCIL: BIRD, HOAGLUN, ROUNTREE, ZAREMBA A RESOLUTION APPROVING SUBMISSION OF THE COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM YEAR 2013 ACTION PLAN TO THE UNITED STATES DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT; AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AND ATTEST THE SAME ON BEHALF OF THE CITY OF MERIDIAN; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, it is necessary that an annual action plan be submitted to the United States Department of Housing and Urban Development ("HUD") in order to receive Community Development Block Grant ("CDBG") funding for the Program Year of 2013; and WHEREAS, the City held a public hearing on the Program Year 2013 Action Plan on July 23, 2013, and held a public comment period on the draft application materials from June 20, 2013 to July 23, 2013. NOW THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF MERIDIAN CITY, IDAHO: Section 1. That the Program Year 2013 Action Plan and its certification documents, copies of which are attached hereto as EXHIBIT A and incorporated herein by reference, be, and the same hereby are, approved as to both form and consent. Section 2. That the Mayor and the City Cleric be, and they hereby are, authorized to respectively execute and attend the certifying documents for the Program Year 2013 Action Plan for and on behalf of the City of Meridian. Section 3. That this Resolution shall be in full force and effect immediately upon its adoption and approval. ADOPTED b the Cit Cpuncil of Cit of Meridian Idaho this ~ ~a of Y Y Y ~ ~ Y 2013. APPROVED by the Mayor of the City of Meridian, Idaho, this 2013. APPROVED: $G_ ATTEST: By: aycee I~.~-Tolman, City Cleric ~~yc~y<,la~ni~~ . e Weerd y BLl Ft fib p~ .. fi~f~.~. tiv'S~. -~~ ~~r TIlE65~ r~ day of RESOLUTION APPROVING CDBG DOCUMENTS -Page 1 OF 1 "II July 25, 2013 Doug Carlson Director, Community Planning and Development U.S. Department of Housing and Urban Development 400 Southwest Sixth Avenue, Suite 700 Portland, OR 97204-1632 Dear Mr. Carlson: Mayor Tammy de Weerd City C®uncil Members: Keith Bird Brad Hoaglun Charles Rountree David Zaremba Enclosed please find the City of Meridian's Program Year 2013 Community Development Bloclc Grant Action Plan. The plan was adopted by the Meridian City Council at the July 23, 2013 City Council meeting. f E Please let the City know if you have any questions, or if further clarification is needed. All questions can be directed to Lori Den Hartog, CDBG Administrator, at ldenharto~~meridiancit ~~o~•g, or by phone at 208-884-5533. Thank you and we look forward to working with you and your staff in the Lzpcoming program year. Sincerely, x.~ r .~.~ ~~y'C-v Tammy de~erd Mayor Community Development Department a 33 E. Broadway Avenue Meridian, ID 83642 Phone 208-884-5533 Fax 208-888-6854 www.meridiancity.org ' i la i I I r ra I IA-. City of Meridian, Idaho L EXECUTIVE SUMMARY I. Introduction ...............................................................................................................................6 I1. Evaluation of Past Performance ..............................................................................................9 III. Summary of Citizen Participation Process 91.220 (b) .........................................................11 IV. Summary of Resources 91,220(c)(1) and (C)(2) ..................................................................14 v. Annual Objectives 91.220 (c)(3) ............................................................................................1s VI. Description of Activities 91,220 (d) and (e) .........................................................................18 a, Description of 2013 Public Service Activities b. Description of 2013 Public Facility Activities c. Description of 2013 General Program Administration d, Description of 2013 Fair Housing Activities VII, Geographic Distribution and Obstacles to Addressing Underserved Needs ..................23 VIII. Additional Requirements .......................................................................................................26 a. Annual Affordable Housing Goals 91,220 (g) b, Public Housing 91.220 (h) ~ c. Homeless and Special Needs 91.220 (i) d. Barriers to Affordable Housing 91.220 (j) e. Other Actions 91.220(k) IX. Program Specific Requirements 91.220 (II)(1) .....................................................................29 a. Program Income b. Activities to Benefit LMI persons c. Monitoring APPENDICES Appendix A: Tables 3A Summary of Specific Annual Objectives ................................................30 3B Annual Affordable Housing Completion Goals .....................................32 3C Consolidated Plan listing of Projects .....................................................33 Appendix B: Certifications ..................................................................................................40 Appendix C: SF 424 ..............................................................................................................47 Appendix D: Public Notices .................................................................................................51 Appendix E: Summary of Comments .................................................................................53 City of Meridian, Idaho 2 2013 Action Plan-July 23, 2013 x ~-iv u nn ~v City of Meridian, Idaho 2013 Action Plan-July 23, 2013 Ctiv U ar errian r®~ra Year 1 ActlOn Plan As an Entitlement Cammunity, the City of Meridian receives CDBG funds each year fram the U.S. Department of Housing and Urban Development. Program Year 2013 (PY2013) funding for the City of Meridian is anticipated in the amount of $293,913. In addition to the annual entitlement funding, the City will be reallocating unspent project funds from previous CDBG program years in the amount of $62,446. Funds will be used to address priorities within the HUD performance measurement system to: (1) create a suitable living environment, (2) provide decent housing, and (3) create economic opportunities for the community. During the PY2013, Meridian intends to focus on investing in public facility projects located within the LMI neighborhoods and/or benefittingthe City's L.MI residents. Meridian will also invest CDBG funds in public services to benefit LMI person and to advance a suitable living environment. Non-administrative activities planned in PY2013 focus solely on LMI beneficiaries. Source Components of 2013 Action Man Funds 2013 CDBG Entitlement Grant $293 913.00 Project funds for reallocation $62 446.00 Pro ram Income Total Revenue Allocated. $0.00 $356,359.00 ~~te~®ry & Acfi~rity A~~ivit~ 1~~~~1 Cafegorical Tnfial Administration & Planning (no more than 20% of Entitlement Grant) Administration $40,000.00 Fair Housing Outreach and Education $3,000.00 SUBTOTAL $43,000.00 Suitable Living Environment Housing and Community Development $269,359.00 8th Street Park Picnic Shelter $36,500,00 Centennial Park Restroom Facility $91,000,00 Public Facility Project To lie Determined $141,859,00 Public Service (no more than 15°° of Entitlement Grant) $44,000.00 Hunger Relief/Meridian Food Bank $30,000.00 Scholarship Program/Meridian Boys and Girls Club $14,000.00 SUBTOTAL $313,359.00 TOTAL $356,359.00 City of Meridian, Idaho 4 2013 Action Plan-July 23, 2013 7'I IV I Intr®uctin City of Meridian, Idaho 2013 Action Plan-July 23, 2013 ctron I Introluction Purpose ofthrs Document. The City of Meridian is a designated entitlement community by the U.S. Department of Housing and Urban Development (HUD). This designation allows the City to receive funds from HUD's Community Development Block Grant (CBDG) Program. The 2013 program year will mark the City's seventh year as an entitlement community. Federal regulations (24 CFR § 91.200(a) and 91.220) require the City to submit an action plan each year that describes how CDBG funds will be invested in the community. The 2013 Action Plan was developed with a strong emphasis on community input, and follows the Citizen Participation Plan set forth in Meridian's 2012-2016 Consolidated Plan. Through this planning effort, the City has prepared strategies, which will guide program expenditures over the next Program Year (PY); October 1, 2013 through September 30, 2014. City of Meridian CDBG Program Mission Statement. In accordance with the overarching goals of the CDBG program, asset forth in 24 CFR § 91.1(a)(1}, the City's mission is to utilize CDBG funding to develop a viable urban community by providing decent housing, providing a suitable living environment, and expanding economic opportunities principally for low/moderate income (I_MI) persons. The City's primary means toward this end shall be to extend and strengthen partnerships among all levels of government and the private sector, including for- profit and non-profit organizations. Consolidated Plan. A consolidated plan must be submitted every three to five years to receive federal CDBG funds. The Consolidated Plan typically results from a collaborative process where a community can scrutinize its current situation and establish a unified vision for community development actions. The City of Meridian's Consolidated Plan spans program years 2012 through 2016 and addresses the community's most critical housing and community development needs. The PY2012 Action Plan represents the first year using the 2012 - 2016 Consolidated Plan; the PY2013 Action Plan is the second year under the current Consolidated Plan. Action Plan. For every year identified in the Consolidated Plan, the City of Meridian is required to prepare aone-year Action Plan to notify citizens and HUD officials of the City's intended actions to occur during that specific year. The PY2013 Action Plan identifies the objectives the City hopes to achieve from October 1, 2013 through September 30, 2014, and outlines the activities the City will undertake to achieve those objectives. Consolidated Annual Performance and Evaluation Report (CAPER). At the end of each program year, the City of Meridian prepares a Consolidated Annual Performance and Evaluation Report (CAPER) to provide information to its constituents and HUD about that year's accomplishments. This information allows HUD, city officials, and the general public to evaluate the City's City of Meridian, Idaho 2013 Action Plan-July 23, 2013 perfarmance and determine whether the activities undertaken during the year helped to (1) meet the City's five-year goals and (2) address priority needs identified in the Consolidated Plan and the Annual Action Plan. This annual performance report, prepared with public review and comment, is submitted to HUD annually na later than December 31. Submittal to HUD. In compliance with 24 CFR § 91.15(a), and in order to maintain continuity in its program and provide accountability to citizens, the City shall submit this action plan no later than August 16, 2013. The City shall submit on an annual basis a summary of its citizen participation and consultation process, an annual action plan, and all required certifications. At least every five years, the City shall submit a housing and homeless needs assessment, market analysis and strategic plan. City of Meridian, Idaho 2013 Action Plan-July 23, 2013 i iii valu~in f ast erf®ranc City of Meridian, Idaho 2013 Action Plan-July 23, 2013 ctm n BI valuate n of ast rforanc Since 2007, Meridian has successfully managed an average of $248,000 in resources from its annual CDBG allocation. Over these six years, the City's expenditures from its CDBG allocation have produced the following results: ® Assisted 11 new homeowners to purchase homes. ® Provided over 122,000 persons with food through the Meridian Food Bank. ® Initiated a transportation service for the local Boys and Girls Club. ® Provided scholarships to over 40 children to attend fee-based programs at the local Boys and Girls Club ® Completed 7 public facility projects. ® Completed 349 code enforcement cases within the downtown LMI area. The City successfully produced Consolidated Annual Performance and Evaluation Reports (CAPERs) for Program Years 2007, 200$, 2009, 2010, and 2011--for the period beginning October 1, 2007 and ending September 30, 2012. The CAPERs demonstrated that 90 percent of the funds expended during program years were invested into activities benefiting low to moderate income individuals and families, well over the 70 percent statutory minimum requirement. The City did not exceed the regulatory caps of 20 percent for administration and planning. The maximum funding available under CDBG regulations, l5 percent of the annual entitlement, was made available for public service activities. The City has met its expenditure of grant funds deadlines imposed by HUD each year. City of Meridian, Idaho 2013 Action Plan-July 23, 2013 CT'I N III ~ mart' f ~itrzn artociatin rcess City of Meridian, Idaho 10 2013 Action Plan-July 23, 2013 S ction 119 Summary o Citizen Participation Process The City of Meridian employs a comprehensive citizen participation process for all CDBG projects and activities. The City solicits input from Meridian residents in all phases of its Community Development efforts, from the initial planning and project/program implementation to reporting and assessing accomplishments/outcomes. This process fosters the open and inclusive identification of needs and delivery of services to City residents. It also helps to ensure that the overall direction of the CDBG program is (1) consistent with residents' expectations and (2) responsive to neighborhood and stakeholder concerns. The City works with non-profit organizations to encourage the participation of program beneficiaries, including low- and moderate-income residents. Bi-lingual services and additional assistance for persons with disabilities are available upon request. Meridian went through an extensive citizen participation process last year for the development of the 2012-2016 Consolidated Plan. That process yielded valuable results and greatly shaped the formation of the City's five year plan for utilization of the grant funds. The citizen participation process for the 2013 Action Plan followed the process identified in the City's Citizen Participation Plan, adopted with the 2012-2016 Consolidated Plan. The process consisted of the following: 2013 Dates ^ March 8: Public CDBG Workshop to provide information and seek input from non-profit organizations and potential sub-recipients. ^ May 28: City Council Annual Pre-draft Prioritization Meeting ^ June 17 and June 24: Legal Notice for public comment period and public hearing published in Valley Times and Idaho Statesman. ^ June 20-July 23: Public Comment Period on Annual Action Plan ^ July 23: Public Hearing on Annual Action Plan Efforts made to broaden citizen participation. Because not all residents have access to the Internet or read the public notices published in the newspapers, the City designed posters to be displayed at different locations throughout LMI neighborhoods. The posters informed the public about the CDBG program, anticipated projects, and the opportunity to provide comments on the plan. The posters were displayed at the Meridian Food Bank, the Meridian Boys and Girls Club, the Meridian Library, and Meridian City Hall. In addition, the City utilized social media to reach out to citizens who might not otherwise know about the program. City of Meridian, Idaho 11 201.3 Action Plan-July 23, 2013 ®utreach process for draft plan. The City invited comment on the draft 2013 Actian Plan from June 20, 2013 through July 23, 2013. Public meetings were held on May 28 and July 23, 2013 at the accessible City Hall location. Advertising for the comment period was accomplished through the City's website and legal advertising. Advertisements announcing the availability of plans, the public meeting and comment period were published in the Idaho Statesman and the Valley Tfines on June 17 and 24, 2013 (see Appendix D}. The draft plans were made available at the City offices and on the City's website during the comment period. Comments were accepted via a-mail, mail and in-person at the City's Community Development Department. Summary of comments. Please see Appendix E for all comments that were received during the draft comment period. City of Meridian, Idaho 12 2013 Action Plan-July 23, 2013 1'I IV u ary ® s®urces City of Meridian, Idaho 13 2013 Action Plan-July 23, 2013 ete n B ummary s®urces The 2013 Action Plan represents allocations of $355,759. The source components of this funding (rounding as appropriate) are listed below. --- Bource Comportent~ of 2013 Action Plan Funds - - - -_ - 2013 CDBG Entitlement Grant $293,913.00 Pro'ect funds for reallocation $62,446.00 Program Income $0.00 'total revenue Allocated $356 359.00 There are a number of additional funding sources that maybe utilized to fund specific projects. Where these resources are known, they have been delineated within the project descriptions. The City of Meridian receives CDBG funds directly through its annual entitlement; this is the only HUD funding that the City directs toward projects. Non-profit organizations utilize other federal, state, and private grant funds. Public Housing programs including Family Self- Sufficiency, Section 8, and Public Housing Comprehensive Grants provide additional funding. Other federal funds made available for use in the city include Section 8, administered by Ada County Housing Authority and low-income housing tax credits administered bythe Idaho Housing and Finance Association. There are no public housing units in Meridian. Entities in Ada County receive approximately $965,000 in Continuum of Care funding from HUD to provide funding for transitional and permanent housing and supportive services for homeless individuals and households. During program year 2012 and continuing into program year 2013, the City has been able to leverage private resources through the Facade Improvement Program administered by the Meridian Development Corporation. Property owners who have qualified for participation in the program are required to provide matching funds in order to utilize the grant funds. City of Meridian, Idaho 14 2013 Action Plan-July 23, 2013 ~i v nnual jctives City of Meridian, Idaho 15 2013 Action Plan-July 23, 2013 C'~I n nnual b~ectwes During Program Year 2013 the City intends to focus primarily on providing a suitable living environment for low-moderate income persans. Consistent with the survey results conducted during the preparation for the 2012-2016 Consolidated Plan, the City is focusing on public facility improvements to serve LMI residents and public services for at-risk youth and LMI residents. In Program Year 2012, the City allocated funds to the Ada County Housing Authority and Neighborhood Housing Services to be utilized for down payment assistance for low-moderate income households. This allocation is the primary way the City addresses Strategy 1 in the Consolidated Plan, which is to "Improve access to affordable housing opportunities for Meridian residents." To date, those funds have not been expended, and it was determined by the CDBG Scoring Committee and the City Council that Program Year 2013 funds would be best utilized by investing in projects and activities to address Strategy 2 in the Consolidated Plan. Strategy 2 is to "Improve the lives of Meridian residents with special needs and residents at-risk of homelessness." Because of the focus on two primary objectives for PY2013, the City anticipates that future program years will focus on the other identified strategies and objectives listed in the 201.2- 2016 Consolidated Plan, namely the strategies to improve affordable housing and to improve the economic opportunities in the City's LMI areas. A. Suitable Living Environment Strategies Strategy No. 2 Improve the lives of Meridian residents with special needs and residents at-risk of homelessness. ® Objective 2.1: Support public service activities that serve the city's LMI residents. o HUD Specific Objective Category: Availability/Accessibility of Suitable Living Environment (SL-1) o Allocate $44,000 for hunger relief through the local food bank and for scholarship programs through the local Boys and Girls Club. ® One Year Action Plan Outcome: 2,045 people ® Objective 2.2: Invest in public facility improvements that serve persons with special needs and low income residents, as well as public facility improvements located in the city's LMI areas or serving LMI residents. o HUD Specific Objective Category: Sustainability of Suitable Living Environment (SL-3) o Allocate $269,359 for public facility projects to serve LMI residents and/or the LMI area. o One Year Action Plan Outcome: 3 public facilities. City of Meridian, Idaho 16 2013 Action Plan-July 23, 2013 °fl N I ri tin civii City of Meridian, Idaho 17 2013 Action Plan-July 23, 2013 cti n VI ascription of Activities In PY2013, the City of Meridian will spend all non-administrative funds an activities that benefit low- and moderate-income persons ar households. The City's PY2013 entitlement is anticipated at $293,913; in addition, the City is allocating $62,446 of unspent funds from previous program years. A description of all the planned activities for PY2013 is identified below. A. ®escriptior- of 2013 Public Service Activities The City has allocated the maximum allowed amount of 15% for public service activities, $44,000. The allocation will be divided between two public service activities to address the availability/accessibility of a suitable living environment. Hunger Relief Program Priority: Suitable Living Environment, Public Services National Objective; Low Moderate Income Clientele (LMC) 570.208(a)(2)(i)(8) Outcome Category: Availability/Accessibility Outcome Measure: ,2,000 people assisted The City will provide support to the Meridian Food Bank in the amount of $30,000 for the purchase of food to be distributed to persons and families in need. The Food Bank continues to experience an increase in demand due to the recession, and the provision of CDBG funding will enable to Food Bank to purchase and supply food to those in need. The Food Bank has relocated to a facilitythat is within the identified L.MI area and this has enabled them to increase their presence and impact on the community. Scholarship Program Priority: Suitable Living Environment, ,Public Services National Objective: Low Moderate Income Clientele (LMC) 570.208(a)(2)(i)(B) Outcome Category: Availability/Accessibility Outcome Measure: 4 ,people assisted The City will provide support to the Meridian Boys and Girls Club in the amount of $14,000 for the purpose of providing scholarships to children of LMI households for the Club's fee-based programs. The scholarships will be for free or reduced membership some of the Club's fee- based extended services including the Summer Early Risers, the Meridian Sunrise Club and the Meridian Year One Program. These programs provide an important resource to working parents, particularly during the summer months. City of Meridian, Idaho 18 2013 Action Plan-July 23, 2013 6. ®escription of 20.3 Public Facility Activities 8t" Street Park Picnic Shelter Priority: Suitable Living Environment, Public Facility National Objective: Low-Moderate Income Persons, Area Benefit (LMA) 570.208(a)(1) Outcome Category: Sustainability Outcome Measure: 1 completed public facility Project funds (approximately $36,500) will be used by the City Parks and Recreation Department for the design and construction of a picnic shelter in 8t" Street Park where there is currently no picnic shelter. 8t" Street Park is a neighborhood park facility located directly north of the City's identified LMI area. Over several years, the City has been working to make improvements to this neighborhood park. In 2009, the City used CDRG-R stimulus funds to create a pathway connection across Five Mile Creek to fihis park. In 2012, the City allocated funds for the construction of an ADA restroom facility. As part of the pathway connection project, the City conducted a survey, in accordance with HUD survey methodologies, of the residents within the service area of the park to determine the income thresholds of the residents within the service area. The survey found that 58% of the persons within the 8k" Street Park service area were within LMI thresholds. In preparation for the ADA Restroom project, the City reviewed data from the American Community Survey to make a determination that the service area of the park had not significantly altered from the time of the original local survey. The City will review available data sources and make a determination regarding the possible need for a new park user income survey. All information regarding this determination will be retained in the City's files. Park and recreation facilities scored second highest on the resident survey under the community facilities category, and this project is intended to address this identified community priority and need. Centennial Park ADA Restroom Facility Priority: Suitable Living Environment, Public Facility National Objective: Low-Moderate Income Persons, Area Benefit (LMA) 570.208(a)(1) Outcome Category: Sustainability Outcome Measure: 1 completed public facility Project funds (approximately $91.,000) will be used by the City Parks and Recreation Department for the design and construction of an ADA Restroom Facility in Centennial Parl< where there is currently no restroom facilities. Centennial Park is a neighborhood park facility located adjacent to the City's identified LMI area. In 2009, the City used CDRG funds to install a picnic shelter and play equipment in this park. While the City Parl<s Department has seen an increase in use because of this connection, the park is still underutilized because there are no restroom facilities. As part of the work done in 2009, the City conducted a survey, in accordance with HUD survey methodologies, of the residents within the service area of the park to determine the income thresholds of the residents within the service area. The survey found that 76% of the persons within the Centennial Park service area were within LMI thresholds. The City will review data from the American Community Survey and other applicable sources to make a determination that the service area of the park has not significantly altered from the City of Meridian, Idaho 19 2013 Action Plan-July 23, 2013 time of the original local survey. The City will review available data sources and make a determination regarding the possible need far a new park user income survey. All information regarding this determination will be retained in the City's files. Park and recreation facilities scored second highest on the resident survey under the community facilities category, and this project is intended to address this identified community priority and need. To Be Determined (TBD) Public Facility Project Priority: Suitable Living Environment, Public Facility National Objective: Low-Moderate Income Persons, Area Benefit (LMA) 570,208(a)(1) Outcome Category: Sustainability Outcome Measure: 1 completed public facility Project funds {approximately $141,859) will be used by the City for the design and construction of one public facility project. At the time of the drafting of this Annual Action Plan, the City has not yet made a determination which qualified project will be advanced during the upcoming program year. CDBG staff will work with City Departments and other public entities (i.e. the Meridian Development Corporation, the Ada County Highway District, etc.) to create a list of possible public facility projects that meet a CDBG National Objective and are eligible under the CDBG regulations. Project options will be presented at a public City Council meeting during the program year, where City Council will make a determination on the project selection. CDBG staff will work with HUD to ensure the eligibility of this to-be-determined activity. C. Description of 2013 General Program Administration City of Meridian Community Development Department Community Development Block Grant Program Program Administration Costs 570.206 Planning Activities 570,205 Activities include preparing required reports and planning documents, contract administration, grant management, citizen participation, sub-recipient monitoring, fair housing education, environmental reviews, and the identification and development of programs to meet the needs of the community's lower income residents. The City will budget less than the allowed 20% cap of the CDBG program. The City is allocating $A-0,000 {13.5%) for administrative expenses. D. Description of 2013 Fair Housing Activities Fair Housing Activities 570.206(c) The City is allocating $3,000 for Fair Housing Activities in PY2013. In accordance with the Fair Housing Action Plan (FHAP) developed as a result of the Analysis of Impediments to Fair Choice Report adopted on April 17, 2012, the City will focus on the following activities during PY2013 to address the identified observations and impediments: City of Meridian, Idaho 20 2013 Action Plan-July 23, 2013 ® FHAP 1.2 Meet with affordable housing owners and help encourage them to not let contracts on affordable units expire. o CDBG Administrator staff time. o To address Barrier 1 in the AI: Barrier 1(Fair Housing Related Activity/Affordable Housing) Lack of Affordable Housing. ® FHAP 1.2 Meet with affordabf e housing task force quarterly to discuss strategies for developing new affordable housing units in Meridian o CDBG Administrator stafftime. o To address Barrier 1 in the AI. ® FHAP 2.1 Monetarily sponsor the regional fair housing awareness campaign o $1,500 CDBG Fair Housing Activity funds. o To address Barrier 2 in the AI; (Impediment) Potential resident opposition to affordable housing development. ® FHAP 3.1 Meet monthly with the Meridian Transportation Commission, the ACRD Capital Improvement Citizen Advisory Committee (ACRD CICAC), and the COMPASS Regional Technical Advisory Committee (COMPASS RTAC), o City of Meridian stafftime. o To address Barrier 3 in the AI: (Impediment) Limited public transportation opportunities. ® FHAP 4.1 As part of a regional fair housing awareness campaign, address needs of persons with disabilities, such as including information about reasonable accommodations and service animals in campaign message. o Participate in the regional fair housing awareness campaign ° See FHAP 2.1 above ° FHAP 4.3 Conduct an internal training for Community Development (CD) staff on fair housing design and construction guidelines. o Ensure that afl CD staff is aware of fair housing design and construction guidelines. o $1,500 CDBG Fair Housing Activity funds. o To address Barrier 4 in the AI: (Impediment) Lack of understanding by developers and landlords about housing accessibility requirements. City of Meridian, Idaho 21 2013 Action Plan-July 23, 2013 ~i vii ra is rstri ~~i n an stacles r ssing n ers rued Beds City of Meridian, Idaho 22 2013 Action Plan-July 23, 2013 eC~l n ~~ e®~rahlc is~riutB n an steles t ressing llnerserve Bleeds The PY2013 projects which will be financed with CDBG funds are mapped below. The City intends to distribute 100% of its non-administrative CDBG funds within identified LMI areas in the City. Four activities will take place in a specific geographic location. They are the Hunger Relief Program at the Meridian Food Bank ($30,000), the Scholarship Program at the Meridian Boys and Girls Club ($14,000), the Picnic Shelter at 8th Street Park ($36,500), and the ADA Restroom Facility at Centennial Park ($91,000). The TBD Public Facility Project ($141,859) will take place within the identified LMI area. T.; ->,,~ _ r '7, ~,~u,, ~ ~ _ ~ i r~ ~~'- ~~it` i~ ~~ ` ~ "~. ~~~.~.~C~ )3U~.,,. l ~~iah~' ~i ~' ~~~ ~E~ ~,~~ 8th Street Park Pict ,,~~,- i_if~. ~-- ;r.. . -t,.i,~- Funding is determined upon meeting national objectives, qualifying eligible activities, and a competitive application process. The Community Development Department hosts an annual CDBG Workshop where past, current, and potential future sub-recipients are invited to attend and hear about the goals and objectives far the coming program year. After the workshop, potential sub-recipients are encouraged to apply for CDBG funding for proposed projects or City of Meridian, Idaho 23 2013 Action Plan-July 23, 2013 2413 Distribution of Funds activities. All eligible applications are considered for funding within the context of the broad goals and objectives established in the Consolidated Plan. Funding recommendations under the 2013 Program Year were made inconsideration of the goals and outcomes of the proposed project, the need that the project addresses, how the organization plans to carry out the project, and the degree to which the project or program addressed the priorities and objectives defined in the Consolidated Plan. Obstacles to meeting underserved needs. The greatest single obstacle to meeting underserved needs is the limited funding available to address identified needs. City of Meridian, Idaho 24 201.3 Action Plan-July 23, 2013 r viii final irmnts City of Meridian, Idaho 25 2013 Action Plan-July 23, 2013 ctr n VIII itional uirernents A. Affordable Housing Although the City is not allocating any funds in PY2013 to affordable housing activities, there are unspent funds from previous programs years allocated for that purpose. These funds are expected to be expended during PY2013 through the City's partnerships the Ada County Housing Authority (ACHA) and Neighborhood Housing Services (NHS}. The City does not plan to provide monetary assistance for rental purposes in the upcoming program year, but will continue to facilitate discussions with area residents and service providers. B. Public Housing The City does not plan to contribute monetarily to expanding public housing in PY2013, but will continue to encourage homeownership for eligible buyers as described above, and participate in the regional dialogue with neighboring communities and service providers to (1) define goals and formulate a public housing strategy, (2) identify potential funding sources to implement that strategy, and (3) involve new/broader segments ofthe community that have not been involved in such discussions in the past. C. Homeless and Ofiher Special Needs In PY2013, the City's efforts to address emergency shelter and transitional housing needs of homeless individuals and families, to prevent low-income individuals and families with children from becoming homeless, to help homeless persons make the transition to permanent housing and independent living, to address chronic homelessness, and to address the special needs of non-homeless persons will occur primarilythrough an ongoing partnership with the Boise City/Ada County Continuum of Care (CoC). PY2013 CDBG funds will not be invested in activities specifically targeted to these objectives primarily because of the relatively small amount of its formula grant. In addition, the City is not a recipient of HOPWAformula grants. The City will participate in the CoC to identify ways of supporting area housing providers' efforts to increase affordable transitional and permanent housing facilities. The Boise City/Ada County Continuum of Care (CoC) works to provide supportive housing services to address the reasons for a persons' homelessness, which may include mental illness, disabilities, or fleeing from domestic violence. This CoC operates within Ada County, in which the City of Meridian is located. As additional information is obtained regarding homelessness within Meridian, the City will determine whether other federal, state orlocal/private funds can be leveraged with CDBG funding to effectively address these needs within the community in future program years. So while the City has not set specific numeric goals to assist special needs populations during Program Year 2013, it does provide support for and coordinate with an existing CoC that does provide these supportive services. If one of the proposals the City chooses to fund under the City of Meridian, Idaho 26 207.3 Action Plan-July 23, 2013 CDBG grant should specifically benefit a Special Needs population (s), quantifiable goals will be established during the contracting phase. D. Barriers to Affordable Housing As identified in Section VI, the City completed an Analysis of Impediments to Fair Housing Choice report in Spring 2012. The report identified observations and impediments along with objectives and activities to address those impediments. The CDBG Administrator will conduct the identified activities in Section VI during 2013 Program Year. E. ®ther Actions Over the course of the upcoming program year, the City will compile and disburse information on lead-based paint hazards in order to (1) educate the public, (2) gauge the prevalence of lead paint contamination, and (3) start to address the issue within the City. There is a wealth of information already available from HUD, the State, neighboring communities, and various organizations that staff will gather and make available at City Hall, on the City's website, and at other locations throughout the community. The City will continue to engage in the regional dialogue with neighboring communities and service providers to identify and address underserved needs, maintain affordable housing, and reduce the number of families living in poverty. City of Meridian, Idaho 27 2013 Action Plan-July 23, 2013 ~~i i r ra cric uirments City of Meridian, Idaho 28 2013 Action Plan-July 23, 2013 chi n B r gram pacific quirements A. Program Income None of the identified activities for the 2013 Program Year are intended to generate program income, and no past activities have ever generated program income. B. PY2013 CDBG Activities to Benefit LMI persons One hundred percent (100%) ofnon-administrative expenditures this Program Year will benefit L.MI residents and households. The Scholarship Program and the Hunger Relief Program will benefit the target population on a clientele basis, and the 8t" Street Park Picnic Shelter, the Centennial Parl< ADA Accessible Restroom Facility, and the TBD Public Facility Project will do so on an area basis. C. Monitoring The City will employ a combination of formal and informal procedures to ensure the effectiveness of the CDBG program. Each activity in the PY2013 Action Plan is unique, requiring different steps and participation of different partners. The CDBG administrator will maintain regular contact with implementing partners and HUD staff to ensure that activities proposed in the Action Plan (1) comply with CDBG program requirements, (2) move forward on appropriate timelines, (3) adequately forward the goals and objectives in the Consolidated Plan, and (4} are completed successfully. As potential issues are identified, City staff will promptly contact our CPD representative to discuss appropriate ways to avoid and/or address any problems. To ensure compliance with federal regulations, including those regarding the timeliness of expenditures, the program administrator will (1) update IDIS regularly as requests for payment disbursement and activity reimbursement are received, (2) concurrently maintain a spreadsheet that tracks collective CDBG expenditures among all program years, and (3) continue working with the Finance Department on ways to refine and improve financial monitoring procedures. The City will maintain detailed records to enable staff, HUD, auditors and the public to determine the status of each funded activity, as well as the overall program. The City will use a variety of techniques to monitor subrecipients and review for compliance. Expectations will be clearly outlined in sub-recipient agreements, tailored specificallyto each activity and subrecipient entity. Through phone conversations, written correspondence, desk monitoring, and on-site monitoring visits, staff will review each sub-recipient's ability to meet the program's financial, production, and overall management requirements and make necessary determinations or take necessary actions to preserve program integrity. City of Meridian, Idaho 29 2013 Action Plan-July 23, 2013 n mx ®® !~ Table 3A Summary of Specific Annual Objectives Grantee Name: City of Meridian, Idaho ~~ 1~~FkJ€llur <lu~~ ill ~ (' Decent Housin w ith Par ose of New or Im roved Availability/Accessibility DH-1 Specific Objective Source of Year Performance Expected Actual Percent Funds Indicators Number Number Com leted DH N/A 2012 °Ia 1.1 2013 % 2014 2015 2016 % MULTI-YEAR GOAL % Decent Housin r with Pui< ose of New or Im roved Affordabilit DH-2 b1I alddress The need far CDBG 2012 ~Iousehalds 3 ~I<> 2.1 altordable housing by 2013 1 %r~ supporting a down 2014 1 °h pa~'111enT fItiSISTilIlCe 2015 1 ~/ pragrmll far ~uulifying 2016 1 1lollseholds. Ii~IL~LTI-~'UA12 GOAL 7 `/n Decent Hous in with Pur ose of New or Ln roved Sustainabilit (D H-3) DH NIA 2012 % 3.1 2013 % 2014 °Io 2015 °Io 2016 °Io MULTI-YEAR GOAL °Io Suitable Livin Environment with Pu ose of New or Im roved Availabilit lAcc essibili S L-1 SL Support public service 2012 People/Residents 2,000 1.1 activities that serve the 2013 2,045 city's LMI residents. 2014 2,000 201 _5 2,000 2016 2,000 MULTI-YEAR GOAL 10,045 % Suitable Livin Environment w ith Pur ose of New or Im roved Affordabi lit SL-2 SL NIA 2012 2.1 2013 2014 2015 2016 MULTI-YEAR GOAL % Suitable Living Environment wi th Purpose of New or Improved Spstainabi lity (SL-3) SL Invest in public facility CDBG 2012 Public Facilities 1 % 3.1 improvements that serve 2013 3 person with special needs 2014 0 and low income residents 2015 0 % or are located in LMI 2016 0 % areas. MULTI-YEAR GOAL 4 % City of Meridian, Idaho 30 201.3 Action Plan-July 23, 2013 Economic O ortunit with Pur ose of New or Irn roved Availa bilit lAccess ibilit EO-1 Specific Objective Source of Year Performance Expected Actual Percent Funds Indicators Number Number Com leted EO ~rl1~1?o~`t Public ser~rice CI~BG 2012 1'eople/Resideuts 10 `%> 1.1 activities that provide 2013 0 %~ employment tran~mg or 2014 5 ~'/r~ job creaNonh"etention Pol- 2015 5 `I. the city's L~-'II residents, 2010 0 '7> i+~1UI,`I`I-I'EAIL GtJAL 20 `l> Econonuc O ortunit with Pur ose of New or Im rvved Availa bilit /Access ibilit O-1 ~'~~ I11\e5;t 1!1 "-_7170 iaCIIJ[\' ~~)1t~ ~~ELilll<SSeSOI" (~ ~;"(: 4.2 in~;.ro~ ~ ~ or activities ;'U1~1 Pul_~licfticilities I z~ itt lit- ~ ~ ~,~„~ ~u•e~~ that :?01~? 0 <<;~ atlr'-e~ ~," mare the 701 ~+ i ~`~~ co~~cliti~,~~ ~~~6uch 2010 0 ~~ cn~~tri butecl to the 1~~~ 1 `R - ;? `/ clerel~ior;~tioll of the area. Economic O ortunit with Pur ose of New or Im roved Sustainabili EO-3 EO N/A 2012 3.1 2013 2014 °lo 2015 % 2016 MULTI-YEAR GOAL °lo Nei hborhood Rev italization NR-1 NR N/A 2012 °lo 1.1 2013 2014 2015 % 2016 MULTI-Y EAR GOAL %a Other (O-1 O NIA 2012 1.1 2013 °/n 2014 °Io 2015 % 2016 % MULTI-YEAR GOAL % Other (O-2) O N/A 2012 °lo 2,1 2013 °lo 2014 °lo 2015 °lo 2016 °lo MULTI-YEAR GOAL City of Meridian, Idaho 31 2013 Action Plan-July 23, 2013 Table 3B Annual Affordable Housing Completion Goals Grantee Name: Expected Annual Actual Annual Resources used during the period Program Year: Number of Units To Be Completed Number of Units Completed CDBG HOME ESG HOPWA BENEFICIARY GOALS Sec. 215 Onl Homeless households ^ ^ ^ ^ Non-homeless households ^ ^ ^ ^ Special needs households ^ ^ ^ ^ Total Sec. 215 Beneficiaries~c ^ ^ ^ ^ RENTAL GOALS Sec. 215 Onl Acquisition of existing units Production of new units Rehabilitation of existing units Rental Assistance Total Sec. 215 Affordable Rental HOME OWNER GOALS Sec. 215 OnI Acquisition of existing units ^ ^ Production of new units ^ ^ Rehabilitation of existing units ^ ^ Homebuyer Assistance ® ^ ^ Total Sec. 215 Affordable Owner ® ^ ^ ^ COMBINED RENTAL AND OWNER GOAL5 Sec. 215 OnI Acquisition of existing units ^ ^ ^ Production of new units ^ ^ ^ Rehabilitation of existing units ^ ^ ^ ^ Rental Assistance ^ ^ ^ Homebuyer Assistance ® ^ ^ Combined Total Sea 215 Goals ® ^ ^ ^ OVERALL HOUSING GOALS Sec. 215 + Other Affordable Housin Annual Rental Housing Goal ^ ^ ^ ^ Annual Owner Housing Goal ^ ^ ^ ^ Total Overall Housing Goal ® ^ ^ ^ City of Meridian, Idaho 32 2013 Action Plan-July 23, 2013 Table 3C Jurisdiction's Name: Priority Need: Project Title: Description: Consolidated Plan Listing of Projects City of Meridian, Idaho Program Administration PY2013 Program Administration The City's overall CDBG program management, coordination, monitoring, reporting, and evaluation will include the following types of assistance: ® Coordinating Fair Housing activities with regional partners ® Ensuring compliance with the adopted Consolidated Plan ® Preparing program budgets, schedules and amendments ® Evaluating program results against stated objectives ® Monitoring program activities for progress and compliance; audit and monitoring findings ® Preparing reports and other documents for submission to HUD ® Developing agreements to carry out program activities Objective Category: ^Suitable Living Environment ^Decent Housing ^ Economic Opportunity Outcome Category: ^ Availability/Accessibility ^ Affordability ^ Sustainability Location/Target Area Citywide as applicable HUD Objective Number Project ID HUD Matrix Code CDBG Citation 21A 24 CFR § 570.206 Type of Recipient CDBG National Objective Entitlement N/A Start Date Completion Date 10/1/2013 9/30/2014 Performance Indicator Annual Units N/A N/A Local ID Units Upon Completion N/A The primary purpose of the project is to help: Funding Sources CDBG ESG HOME HOPWA Total Formula Prior Year Funds Assisted Housing PHA Other Funding Tota I $40.000 40 000 $40.000 The Homeless ^ Persons with HIV/AIDS ^ Persons with Disabilities ^ Public Housing Needs City of Meridian, Idaho 33 2013 Action Plan-July 23, 2013 Table 3C Jurisdiction's Name: Priority Need: Project Title: Description: Consolidated Plan Listing of Projects City of Meridian, Idaho Affirmatively Furthering Fair Housing Fair Housing Activities In order to affirmatively further fair housing and address the impediments that may hinder fair housing, the City will undertake the following activities in PY2013: ® Meet with affordable housing task force quarterly to discuss strategies for developing new affordable housing units in Meridian. ® Monetarily sponsor the regional fair housing awareness campaign. ® Meet monthly with the Meridian Transportation Task Force, the ACRD Capital Improvement Citizen Advisory Committee (ACRD CICAC), the COMPASS Regional Technical Advisory Committee (COMPASS RTAC), and Meridian's Traffic Safety Task Force. ® Conduct an internal training for Community Development (CDj staff on fair housing design and construction guidelines. Objective Category: ^Suitable Living Environment ^Decent Housing ^ Economic Opportunity Outcome Category: ^ Availability/Accessibility ^ Affordability ^ Sustainability Location/Target Area Citywide as applicable HUD Objective Number Project ID HUD Matrix Code CDBG Citation 21D 24 CFR § 570,206 Type of Recipient CDBG National Objective Entitlement N/A Start Date Completion Date 10/1/2013 9/30/2014 Performance Indicator Annual Units N/A N/A Local ID Units Upon Completion N/A The primary purpose of the project is to help: Funding Sources cDSG ESG HOME HOPWA Total Formula PriorYearFunds Assisted Housing PHA Other Funding Total 3 000 3 000 3 000 ^ The Homeless ^ Persons with HIV/AIDS ^ Persons with Disabilities ^ Public Housing Needs City of Meridian, Idaho 34 2013 Action Plan-July 23, 2013 Table 3C Consolidated Plan Listing of Projects Jurisdiction's Name: City of Meridian, Idaho Priority Need: Suitable Living Environment-Public Facility Project Title: 8t" Street Park Picnic Shelter Description: The City of Meridian Parks and Recreation Department will use the CDBG funding to design and construct an ADA accessible restroom facility within 8t" Street Park where no restroom facilities currently exist, Objective Category: ®Suitable Living Environment ^Decent Housing ^ Economic Opportunity Outcome Category: ^ Availability/Accessibility ^ Affordability ®Sustainability Location/Target Area 2235 N.W. 8t" Street, Census Tract 103.32, Block Group 2 HUD Objective Number Project ID SL 3 HUD Matrix Code CDBG Citation 03F 24 CFR § 570.201(c) Type of Recipient CDBG National Objective Entitlement LMA Start Date Completion Date 10/1/2012 9/30/2013 Performance Indicator Annual Units Public facility 1 Local ID Units Upon Completion 1 public facility Funding Sources CDBG 36 500 ESG HOME HOPWA Total Formula $36.500 Prior Year Funds Assisted Housing PHA Other Funding Tota I 36 500 The primary purpose of the project is to help: The Homeless ^ Persons with HIV/AIDS ^ Persons with Disabilities ^ Public Housing Needs City of Meridian, Idaho 35 2013 Action Plan-July 23, 2013 Table 3C Consolidated Plan Listing of Projects Jurisdiction's Name: City of Meridian, Idaho Priority Need: Suitable Living Environment-Public Facility Project Title: Centennial Park ADA Accessible Restroom Facility Description: The City of Meridian Parks and Recreation Department will use the CDBG funding to design and construct an ADA accessible restroom facility within Centennial Park where no restroom facilities currently exist. Objective Category: ®Suitable Living Environment ^Decent Housing ^ Economic Opportunity Outcome Category: ^ Availability/Accessibility ^ Affordability ®Sustainability Location/Target Area 223 E. Idaho Avenue, Census Tract 103.21, Block Group 1 HUD Objective Number Project ID SL 3 HUD Matrix Code CDBG Citation 03F 24 CFR § 570.201(c} Type of Recipient CDBG National Objective Entitlement LMA Start Date Completion Date 10/1/2013 12/30/2014 Performance Indicator Annual Units Public facility 1 Local ID Units Upon Completion 1 public facility Funding Sources CDBG 91.000 ESG HOME HOPWA Total Formula 91 000 Prior Year Funds Assisted Housing PHA Other Funding Tota I 91 000 The primary purpose of the project is to help: ^ The Homeless ^ Persons with HIV/AIDS ^ Persons with Disabilities ^ Public Housing Needs City of Meridian, Idaho 36 2013 Action Plan-July 23, 2013 Table 3C Consolidated Plan Listing of Projects Jurisdiction's Name: City of Meridian, Idaho Priority Need: Suitable Living Environment-Public Facility Project Title: TBD Public Facility Project Description: The City of Meridian will use the CDBG funding to design and construct one public facility improvement in the LMI area. The City will determine the specific project and location at a future public City Council Meeting. Objective Category: ®Suitable Living Environment ^Decent Housing ^ Economic Opportunity Outcome Category: ^ Availability/Accessibility ^ Affordability ®Sustainability Location/Target Area TBD Census Tract 103.22, Block Group 1 & 2 or Census Tract 103.21, Block Group 2 HUD Objective Number Project ID SL 3 HUD Matrix Code CDBG Citation 03 24 CFR § 570.201(c) Type of Recipient CDBG National Objective Entitlement LMA Start Date Completion Date 1/1/2014 12/30/2014 Performance Indicator Annual Units Public facility 1 Local ID Units Upon Completion 1 public facility Funding Sources CDBG 79 413 ESG HOME HOPWA Total Formula 79 413 Prior Year Funds 62 446 Assisted Housing PHA Other Funding Total 141 859 The primary purpose of the project is to help: ^ The Homeless ^ Persons with HIV/AIDS ^ Persons with Disabilities ^ Public Housing Needs City of Meridian, Idaho 37 2013 Action Plan-July 23, 2013 Table 3C Consolidated Plan Listing of Projects Jurisdiction's Name: City of Meridian, Idaho Priority Need: Suitable Living Environment-Public Services Project Title: Hunger Relief, Meridian Food Bank Description: CDBG funding will assist the Meridian Food Bank in purchasing food and supplies related to their primaryfunction: providing food to individuals and families in need. Objective Category: ®Suitable Living Environment ^Decent Housing ^ Economic Opportunity Outcome Category: ®Availability/Accessibility ^ Affordability ^ Sustainability Location/Target Area Meridian Food Bank, 133 W. Broadway Avenue, Census Tract 103.22, Block Group 2 HUD Objective Number Project ID SL 1 HUD Matrix Code CDBG Citation 05W 24 CFR § 570.201(e) Type of Recipient CDBG National Objective Subrecipient LMC Start Date Completion Date 10/1/2013 9/30/2014 Performance Indicator Annual Units Residents 2,000 Local ID Units Upon Completion 2,000 Funding Sources CDBG 30 000 ESG HOME HOPWA Total Formula 30 000 Prior Year Funds Assisted Housing PHA Other Funding Tota I 30 000 The primary purpose of the project is to help: ^ The Homeless ^ Persons with HIV/AIDS ^ Persons with Disabilities ^ Public Housing Needs City of Meridian, Idaho 38 2013 Action Plan-July 23, 2013 Table 3C Consolidated Plan Listing of Projects Jurisdiction's Name: City of Meridian, Idaho Priority Need: Suitable Living Environment-Public Services Project Title: Scholarship Program, Meridian Boys and Girls Club Description: CDBG Funding will assist the Meridian Boys and Girls Club in providing scholarships to children of LMI households for the purpose of attending the Club's fee based programs. Objective Category: ®Suitable Living Environment ^Decent Housing ^ Economic Opportunity Outcome Category: ®Availability/Accessibility ^ Affordability ^ Sustainability Location/Target Area Meridian Boys and Girls Club-911 N. Meridian Road, Census Tract 103.22, Block Group 1 HUD Objective Number Project ID SL 1 HUD Matrix Code CDBG Citation 05L 24 CFR § 570.201(e) Type of Recipient CDBG National Objective Subrecipient LMC Start Date Completion Date 1/1/2014 12/30/2014 Performance Indicator Annual Units Residents 45 Local ID Units Upon Completion 45 Funding Sources CDBG 14 000 ESG HOME HOPWA Total Formula 14 000 Prior Year Funds Assisted Housing PHA Other Funding Tota I $14.000 The primary purpose of the project is to help: ^ The Homeless ^ Persons with HIV/AIDS ^ Persons with Disabilities ^ Public Housing Needs City of Meridian, Idaho 39 2013 Action Plan-July 23, 2013 ~1 IX CERTIFICATIONS In accordance with the applicable statutes and the regulations governing the consolidated plan regulations, the jurisdiction certifies that: Affirmatively Further Fair Housing --The jurisdiction will affirmatively further fair housing, which means it will conduct an analysis of impediments to fair housing choice within the jurisdiction, take appropriate actions to overcome the effects of any impediments identified through that analysis, and maintain records reflecting that analysis and actions in this regard. Anti-displacement and Relocation Plan --It will comply with the acquisition and relocation requirements of the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, as amended, and implementing regulations at 49 CFR 24; and it has in effect and is following a residential anti- displacementand relocation assistance plan required under section 104{d) of the Housing and Community Development Act of 1974, as amended, in connection with any activity assisted with funding under the CDBG or HOME programs. Drug Free Workplace --It will or will continue to provide adrug-free workplace by: 1. Publishing a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the grantee's workplace and specifying the actions that will be taken against employees for violation of such prohibition; Establishing an ongoing drug-free awareness program to inform employees about (a) The dangers of drug abuse in the workplace; (b) The grantee's policy of maintaining a drug-free workplace; {c) Any available drug counseling, rehabilitation, and employee assistance programs; and (d) The penalties that may be imposed upon employees for drug abuse violations occurring in the workplace; 3. Making it a requirement that each employee to be engaged in the performance of the grant be given a copy of the statement required by paragraph 1; 4. Notifying the employee in the statement required by paragraph 1 that, as a condition of employment under the grant, the employee will (a) Abide by the terms of the statement; and (b) Notify the employer in writing of his or her conviction for a violation of a criminal drug statute occurring in the workplace no later than five calendar days after such conviction; 5. Notifying the agency in writing, within ten calendar days after receiving notice under subparagraph 4(b) from an employee or otherwise receiving actual notice of such conviction. Employers of convicted employees must provide notice, including position title, to every grant officer or other designee on whose grant activity the convicted employee was working, unless the Federal agency has City of Meridian, Idaho 40 2013 Action Plan-July 23, 2013 designated a central point for the receipt of such notices. Notice shall include the identification number(s) of each affected grant; Taking one of the following actions, within 30 calendar days of receiving notice under subparagraph 4(b), with respect to any employee who is so convicted (a) Taking appropriate personnel action against such an emplayee, up to and including termination, consistent with the requirements of the Rehabilitation Act of 1973, as amended; or (b) Requiring such employee to participate satisfactorily in a drug abuse assistance or rehabilitation program approved for such purposes by a Federal, State, or local health, law enforcement, or other appropriate agency; 7. Making a good faith effort to continue to maintain adrug-free workplace through implementation of paragraphs 1, 2, 3, 4, 5 and 6. Anti-Lobbying --To the best of the jurisdiction's knowledge and belief: 1. No Federal appropriated funds have been paid or will be paid, by or on behalf of it, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement; 2. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, it will complete and submit Standard Form-LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions; and 3. It will require that the language of paragraph 1 and 2 of this anti-lobbying certification be included in the award documents for all sub-awards at all tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly. Authority of Jurisdiction --The consolidated plan is authorized under State and local law (as applicable) and the jurisdiction possesses the legal authority to carry out the programs for which it is seeking funding, in accordance with applicable HUD regulations. Consistency with plan --The housing activities to be undertaken with CDBG, HOMF, FSG, and HOPWA funds are consistent with the strategic plan. City of Meridian, Idaho 41 2013 Action Plan-July 23, 2013 Section 3 --It will comply with section 3 of the Housing and Urban Development Act of 1968, and implementin regulations at 24 CFR Part 135. `~~ ~ ~~ 1~ Signature/Au rized Official Date ~~~ ,~ It~ Title City of Meridian, Idaho 42 2013 Action Plan-July 23, 2013 Specific CDBG Certifications The Entitlement Community certifies that: Citizen Participation --It is in full compliance and following a detailed citizen participation plan that satisfies the requirements of 24 CFR 91.105. Community Development Plan --Its consolidated housing and community development plan identifies community development and housing needs and specifies both short-term and long-term community development objectives that provide decent housing, expand economic opportunities primarily for persons of low and moderate income. (See CFR 24 570.2 and CFR 24 part 570) Following aPlan --It is following a current consolidated plan (or Comprehensive Housing Affordability Strategy) that has been approved by HUD. Use of Funds --It has complied with the following criteria: 1. Maximum Feasible Priority. With respect to activities expected to be assisted with CDBG funds, it certifies that it has developed its Action Plan so as to give maximum feasible priority to activities which benefit low and moderate income families or aid in the prevention or elimination of slums or blight. The Action Plan may also include activities which the grantee certifies are designed to meet other community development needs having a particular urgency because existing conditions pose a serious and immediate threat to the health or welfare of the community, and other financial resources are not available); 2. Overall Benefit, The aggregate use of CDBG funds including section 108 guaranteed loans during program year(s) 2012, 2013, and 2014, (a period specified by the grantee consisting of one, two, or three specific consecutive program years), shall principally benefit persons of low and moderate income in a manner that ensures that at least 70 percent of the amount is expended for activities that benefit such persons during the designated period; 3. Special Assessments, It will not attempt to recover any capital costs of public improvements assisted with CDBG funds including Section 108 loan guaranteed funds by assessing any amount against properties owned and occupied by persons of low and moderate income, including any fee charged or assessment made as a condition of obtaining access to such public improvements. However, if CDBG funds are used to pay the proportion of a fee or assessment that relates to the capital costs of public improvements (assisted in part with CDBG funds) financed from other revenue sources, an assessment or charge may be made against the property with respect to the public improvements financed by a source other than CDBG funds. The jurisdiction will not attempt to recover any capital costs of public improvements assisted with CDBG funds, including Section 108, unless CDBG funds are used to pay the proportion of fee or assessment attributable to the capital costs of public improvements financed from other revenue sources. In this case, an assessment or charge may be made against the property with respect to the City of Meridian, Idaho 43 2013 Action Plan-July 23, 2013 public improvements financed by a source other than CDBG funds. Also, in the case of properties owned and occupied by moderate-income (not low-income) families, an assessment or charge may be made against the property for public improvements financed by a source other than CDBG funds if the jurisdiction certifies that it lacks CDBG funds to cover the assessment. Excessive Force --It has adopted and is enforcing: 1. A policy prohibiting the use of excessive force by law enforcement agencies within its jurisdiction against any individuals engaged in non-violent civil rights demonstrations; and 2. A policy of enforcing applicable State and local laws against physically barring entrance to or exit from a facility or location which is the subject of such non-violent civil rights demonstrations within its jurisdiction; Compliance With Anti-discrimination laws --The grant will be conducted and administered in conformity with title VI of the Civil Rights Act of 1964 (42 USC 2000d), the Fair Housing Act (42 USC 3601-3619), and implementing regulations. Lead-Based Paint --Its activities concerning lead-based paint will comply with the requirements of 24 CFR Part 35, subparts A, B, J, I< and R; City of Meridian, Idaho 2013 Action Plan-July 23, 2013 44 APPENDIX TO CERTIFICATIONS INSTRUCTIONS CONCERNING LOBBYING AND DRUG-FREE WORKPLACE REQUIREMENTS: A. Lobbying Certification This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite far making or entering into this transaction imposed by section 1352, title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure. B. Drug-Free Workplace Certification 1. By signing and/or submitting this application or grant agreement, the grantee is providing the certification, 2. The certification is a material representation of fact upon which reliance is placed when the agency awards the grant. If it is later determined that the grantee Knowingly rendered a false certification, or otherwise violates the requirements of the Drug-Free Workplace Act, HUD, in addition to any other remedies available to the Federal Government, may take action authorized under the Drug-Free Workplace Act. 3. Workplaces under grants, for grantees other than individuals, need not be identified on the certification. If known, they may be identified in the grant application. If the grantee does not identify the workplaces at the time of application, or upon award, if there is no application, the grantee must keep the identity of the workplace(s) on file in its office and make the information available for Federal inspection. Failure to identify all known workplaces constitutes a violation of the grantee's drug-free workplace requirements. 4. Workplace identifications must include the actual address of buildings (or parts of buildings) or other sites where work under the grant takes place. Categorical descriptions may be used (e.g., all vehicles of a mass transit authority or State highway department while in operation, State employees in each local unemployment office, performers in concert halls or radio stations). 5, If the workplace identified to the agency changes during the performance of the grant, the grantee shall inform the agency of the change(s), if it previously identified the workplaces in question (see paragraph three), 6. The grantee may insert in the space provided below the site(s) for the performance of work done in connection with the specific grant: Place of Performance (Street address, city, county, state, zip code) 33 E. Broadway Avenue. Meridian, Idaho 83642 Check if there are workplaces on file that are not identified here. City of Meridian, Idaho 45 2023 Action Plan-July 23, 2013 This information with regard to the drug-free workplace is required by 24 CFR part 21. 7. Definitions of terms in the Nonprocurement Suspension and Debarment common rule and Drug- Free Workplace common rule apply to this certification. Grantees' attention is called, in particular, to the following definitions from these rules: "Controlled substance" means a controlled substance in Schedules I through V of the Controlled Substances Act (21 U.S.C. 812) and as further defined by regulation (21 CFR 130$.11 through 1308.15); "Conviction" means a finding of guilt (including a plea of nolo contendere) or imposition of sentence, or both, by anyjudicial body charged with the responsibility to determine violations of the Federal or State criminal drug statutes; "Criminal drug statute" means aFederal ornon-Federal criminal statute involving the manufacture, distribution, dispensing, use, or possession of any controlled substance; "Employee" means the employee of a grantee directly engaged in the performance of work under a grant, including: (i) All "direct charge" employees; (ii}all "indirect charge" employees unless their impact or involvement is insignificant to the performance of the grant; and (iii) temporary personnel and consultants who are directly engaged in the performance of work under the grant and who are on the grantee's payroll. This definition does not include workers not on the payroll of the grantee (e.g., volunteers, even if used to meet a matching requirement; consultants or independent contractors not on the grantee's payroll; or employees of subrecipients or subcontractors in covered workplaces). City of Meridian, Idaho q( 2013 Action Plan-July 23, 2013 ~ ~X 3. Date Received: 4. Applicant Identifier: ~ 5a. Federal Entity Identifier: *5b. Federal Award Identifier: City of Meridian, Idaho q7 2013 Action Plan-July 23, 2013 Prefix: Middle Name: *Last Name: Suffix: *First Name: Lori Title: CDBG Administrator Organizational Affiliation: *Telephone Number: 208-884-5633 Fax Number: 208-888-6854 *Email: IdenhartogQa meridiancity.org QMB Number: 4040-0004 Expiration Date: 01/31/2009 I Application for Federal Assistance SF-424 I Version 02 *9. Type of Applicant 1: Select Applicant Type: C. City or Township Government Type of Applicant 2: Select Applicant Type: Type of Applicant 3: Select Applicant Type: *Other (Specify) *10 Name of Federal Agency: HUD 11. Catalog of Federal Domestic Assistance Number: CFDA Title: *12 Funding Opportunity Number: .14.218 *Title: COMMUNITY DEVELOPMENT BLO .K RANT/ENTIT FM NT RANTS City of Meridian, Idaho 48 2013 Action Plan-July 23, 2013 13. Competition Identification Number: Title 14. Areas Affected by Project (Cities, Counties, States, etc.): CITY OF MERIDIAN, IDAHO *15. Descriptive Title of Applicant's Project: Investment funds to create/sustain suitable living environments, expand affordable housing opportunities, eliminate slum and blight, and administer the CDBG program. Application for Federal Assistance SF-424 Version 02 16. Congressional Districts Of: *a. Applicant: 1 *b. Program/Project: 1 17. Proposed Project: *a. Start Date: 10/01 /2013 18. Estimated Funding ($): *a. Federal *b. Applicant *c. State *d. Local $293,913 *b. End Date: 09/30/2014 City of Meridian, Idaho 4g 2013 Action Plan-July 23, 2013 *e. Other *f. Program Income *g. TOTAL 293,913 *19. Is Application Subject to Review By State Under Executive Order 12372 Process? ^ a. This application was made available to the State under the Executive Order 12372 Process for review on ^ b. Program is subject to E.O. 12372 but has not been selected by the State for review. ® c. Program is not covered by E. O. 12372 *20. Is the Applicant Delinquent On Any Federal Debt? (If "Yes", provide explanation.) ^ Yes ®No 21. *By signing this application, I certify (1) to the statements contained in the list of certifications** and (2) that the statements herein are true, complete and accurate to the best of my knowledge. I also provide the required assurances** and agree to comply with any resulting terms if I accept an award. I am aware that any false, fictitious, or fraudulent statements or claims may subject me to criminal, civil, or administrative penalties. (U. S. Code, Title 218, Section 1001) ® ** I AGREE ** The list of certifications and assurances, or an Internet site where you may obtain this list, is contained in the announcement or agency specific instructions Authorized Representative: Prefix: *First Name: Tammy Middle Name: *Last Name: De Weerd Suffix: *Title: Mayor *Telephone Number: 208-888-4433 Fax Number: 208-884-8723 * Email: deweerdt@meridiancity.org ~__--- `- *Signature of Authorized Representat+v~ *Date Signed: '~ y City of Meridian, Idaho 50 2013 Action Plan-July 23, 2013 rl IX Public Notices ~t~ ~~~~~_~a~~~~ tlAf k~vlf lFrv .f ikr i a ~-... wut.y /p FkbY9Alq{41Fk.lbd ~t~ ~_x M5, Fem. in ~379r~e~aeU ~} '~pyt[{~~yy{;~~ K.i a.t y ,~a)~y~~~i ~. ~,.'s~~rS V`Ht%U~ f H P '~ ~ ~ M R I E _. ! r 3 ?' y Y k F ~ ~. a dd ` 5 ~ r 6 5 ' 1 f = i. L ~ ~ i + r 1 i '/.{ ~ ~ f ` fi ~.~. l ., I ; t. ) '~T(~: r c J~ ,~ ' P wr _.. , Y, s}, ~ h' d~;{p 1 C Ly ~ .~ ' i~= - , d b e 1- r ,. - ~, F i • t 1114!:) 7 ' '; l': i j 1 ~:-i. r ~ sl t< lr l;' ~G,~ k llC' ~ Itt _I ;'illar~n I I.r. ' r~si-1 7 b r,_..i~; ~t~ }i I f ~' ~ ' ~ 1 f . ~ 1 ... 1 ,. .. ..lull ~ ( ~ X~ City of Meridian, Idaho 51 2013 Action Plan-July 23, 2013 City of Meridian, Idaho 52 201.3 Action Plan-July 23, 2013 ~'1 IX Summary of public comments received. City of Meridian, Idaho 53 2013 Action Plan-July 23, 2013 ~-i ian iy until t®r- FP 13-028 Heron Ridge Estates Subdivision by Mason & Stanfield, Inc. Located North of Chinden Boulevard, South of the Phyllis Canal and Approximately a 1 /2 Mile East of N. Black Cat Road Request: Final Plat Approval Consisting of Ten (10) Single Family Residential Lots and Four (4) Common Lots on Approximately Six (6) Acres in an R-2 Zoning District DATE: I E-MSTAFD TO I AGENCOY ( APPL CANT NOTES INITIALS ~i ian ity ouncil ®n ,4 :July 23, 2013 I U $D J T UM :VAR 13-003 ITEM TITLE: PLOVANICH Public Hearing: VAR 13-003 Plovanich by John Plovanich Located at 983 E. Tuweep Street Request: Variance to UDC 1 1-2A-3D.3, Which Prohibits Accessory Structures From Encroaching into the Required Side Yard CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO I SENT TO I SENT TO I NOTES I INITIALS STAFF AGENCY APPLICANT I°TY I I I I T T I , IT J T NIJM VAR 13®003 J T A I®vanich L A~~ I T NAM I AGAIN TIN lJ°f A ri ian i unil ®n DATE: I E-MSTAFF TO I AGENCYO I APPL CANT I NOTES I INITIALS Meridian ity ouncil eetin T :July 23, 2013 I UM $ CLERKS oFF~CE FINAL acT~on- DATE: EvMSTAFF TO I AGENCY I APPL CANT I NOTES I INITIALS ~-i ian iy ncil satin Public Hearing: CUP 13-003 Touchstone Place by Iron Mountain Real Estate, Inc. Located South Side of E. Fairview Avenue and West of N. Stonehenge Way Request: Conditional Use Prmit Approval for Sixty-Four (64) Multi-Family Dwelling Units in an Existing R-15 Zoning District MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO I SENT TO SENT TO NOTES INITIALS STAFF AGENCY APPLICANT I Y I I I I T° IT / / JET lJM 1®011 / 1®00 / l1 1®003 J T T®uchst®ne e L INT' I ~ ,41N 7" I N l!T LI ~~~ ri ian ity ouncil ein T :July 23, 2013 IT NUM 9A J T U ITEM TITLE: Mayor's Office: Appointment of Charlie Rountree to the Ada County Air Quality Board MEETING NOTES Z~.~.S~-v--- Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: (E-MSTAFF TO I AGENCOY I APPLICANT I NOTES INITIALS ~idia it ncil tin :July 23, 2013 IT IV 9 J T U iTEnn TITLE: Community Development: Meridian Road Interchange Design and Aesthetic Elements ~°ii ity uncil i City Clerk: Discussion on Phase II of the Records Retention Schedule Update MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E MSTAFF TO I AGENCY I APPLICANT I NOTES INITIALS ri®arr iy nil tin 1° :July 23. 2013 I u 9D CLERKS OFFICE FINAL ACTION DATE: I E_MSTAFF TO I AGENCYO APPLICANT NOTES INITIALS CITY OF MERIDIAN RESOLUTION NO. ~ 3 `" ~ ~~ BY THE CITY COUNCIL: BIRD, HOAGLUN, ROUNTREE, ZAREMBA A RESOLUTION ADOPTING THE CITY OF MERIDIAN RECORDS RETENTION SCHEDULE; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, a record retention schedule establishes minimum retention periods for the various types of city records; WHERAS, Idaho Code 50-907 requires the City Council to adopt by resolution a record retention schedule, listing the various types of city records with the applicable retention periods; WHEREAS, adoption of a record retention schedule assists in efficient and effective records management by identifying records that have exceeded their minimum retention that maybe destroyed following approval by the City Attorney and, as required for semipermanent records, approval by the Idaho State Historical Society and upon resolution of the City Council in accordance with the provisions of Idaho Code 50-907; and, WHEREAS, a record retention schedule also enhances protection of historic records by identifying records of enduring value as permanent records that are retained by the city in perpetuity or transferred to the Idaho State Historical Society's Permanent Records Repository for permanent retention upon resolution of the City Council; NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF MERIDIAN CITY, IDAHO: Section 1. That the City Council of the City of Meridian hereby adopts the record retention schedule attached hereto as Exhibit A. Section 2. That the City Clerk is hereby authorized to implement the Record Retention Schedule adopted by this Resolution. Section 3. That this Resolution shall be in full force and effect on August 1, 2013. ADOPTED by the City Council of the City of Meridian, Idaho this 23r`~ day of July, 2013. APPROVED by the Mayor of the City of Meridian, Idaho, this 23`d day of July, 2013. APPROVED: f: Tammy~~ ~~ eerd, Mayor ~.~:~ ATTEST: -r, ~. or~,;t~~D ~ ~ < ~,s ",_ X40. cry ~r - ~ ,'~~'t~~11~~1,~~ ~, ac„,e~4 " ycee r °---- .~ ~; j~~al, ti ~ ~i7~. VC City Clerk CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 1 OF f RECORDS RETENTION SCHEDULE CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 2 OF f ~ ' ~ ~ ~ ~ f, I ~ ,,__,~, I~,,_ _ - _,. , ~_ .,__, ~~ ~, ~ ~'~. ~, ,(\ 1 '- J -t 1 1. CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 3 OF f INTRODUCTION In basic terms, the definition of a public record, as established by Idaho law, is any recorded information that relates to the business of city government. Public records can be on any medium -paper documents, books, maps, pictures, audio/visual recordings, microfilm or microfiche, as well as digital or electronic documents, including computer files and email. Idaho Code section 50-907(5) requires every city in Idaho to adopt a records retention schedule, listing the types of city records retained by the City and the retention period for each type of record. Each record is designed as a permanent, semipermanent, temporary, or transitory record. Permanent records may not be destroyed, but must be retained by the City in perpetuity, or transferred to the Idaho State Historical Society's Permanent Records Repository for permanent retention upon resolution of the City Council. Semipel~rlanent and temporary records are to be retained for the period specified in the retention schedule, after which period destruction of those records maybe approved by resolution of the City Council according to the procedures established in Idaho Code section 50-907. THE CITY CLERK'S ROLE Idaho Code section 50-908 outlines the role and responsibilities of the city clerk as municipal records manager. That law directs the City Clerk to: ensure the orderly and efficient management, retention, and destruction of City records in compliance with state and federal laws and city ordinances, resolutions and policies; identify and care for historical records; and coordinate the transfer of permanent records to the Idaho state historical society's permanent records repository. All City employees and elected officials have responsibilities with regard to City records. Idaho Code 50-908 establishes those responsibilities. Employees and officials must: protect the records in their custody; cooperate with the City Clerk to efficiently manage records and preserve records of enduring value; and pass on to their successors records necessary for the continuing conduct of city business. All city records are property of the city, and no city official, elected, appointed or staff, may assert any personal or property right to such records, even where he or she may have developed or compiled them. The unauthorized destruction or removal of city records is prohibited by law. FINAL DISPOSITION OF RECORDS As set forth above, permanent records are never destroyed -they are retained in perpetuity by the city or transferred to the state archives. Nonpermanent records maybe destroyed, but only in accordance with the process established by Idaho Code. The process for destruction of nonpermanent records typically begins once the records have reached their minimum retention period, but there are some important exceptions, where circumstances dictate that records must be kept longer: ® Records related to pending criminal or civil cases; CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 4 OF f ® Records that are the subject of a pending public records request; ® Records needed for any pending audit or investigation; and ® Records that may have considerable historical value. The first step in the record destruction process is that the City Cleric obtains approval for the destruction of the records from the city attorney. When the city attorney has reviewed and approved the list of records slated for destruction. The next step is a resolution of the City Council approving the destruction of the records, which the City Cleric sends to the Idaho State Historical Society at least thirty days prior to destruction. When all of these steps are complete, the City Clerk may destroy the designated records. CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 5 OF f ~UILDING/DEVELOPMENT SERVICES DIVISION July 2013 RECORD DESCRIPTION CATEGORY RETENTION PERIOD Building plans and Drawn and written Approved for Construction Permanent In specifications for plans and specifications for commercial and SO-907(1)(c) perpetuity commercial and goverment buildings. (building plans government crud specs for buildings commercial projects and gove~^nn~ent buildings) Building project Files related to commercial and governmental Semipermanent 10 years files buildings and projects; may include: permit SO-907(2)(c) application, Certificate of Occupancy signature (Building card, Temporary Certificate of Occupancy, applications for• Certificate of Occupancy, Certificate of Values, commercial Building, Mechanical, Plumbing, andlor projects and Electrical Permit requests for permit and/or govermnent permit, Ada County Highway District Impact buildings) Fee certificate, inspectors' reports to Building Official, mechanical compliance certificate, transmittals, iiTigation performance specs, fee invoice, photos, correspondence, plan review report, and structural calculations. Fire inspection files File of documents created or used by the fire Semipermanent 10 years inspector regarding commercial or governmental 50-907(2) (g) projects; may include: fire correction notice, (other); alarm system record of completion, review International comments and conditions, fire sprinkler plan Fire Code review comments and conditions, system section 104.6 specification sheet, hazardous materials inventory statement, range hood systems report, industrial fire suppression system report, generator set commissioning sheet, contractors material test certificate, alarm plans, sprinkler plans, fire permit applications, fire review and inspection fee calculation form, memos, correspondence, and transmittals. Land development File of documents created or used in the land Semipermanent 100 years subdivision project development phase of a residential or 50-907(2)(g) files commercial subdivision project; may include: (othez) Approved for Construction drawings, record drawings, approval letters, invoices, application review comments, easements, soil report, inspection reports, and/or engineer certifications CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 6 OF 60 pertaining to development applications (e.g., preliminary plat, final plat, rezone, conditional use permit, annexation, right-of--way vacation, variance, property boundary adjustment). Land development File of documents created or used in the land Semipermanent 100 years commercial project development phase of a commercial project; SO-907(2)(g) files may include: Approved for Construction (other) drawings, record drawings, approval letters, invoices, application review comments, easements, soil report, inspection reports, and/or engineer certifications pertaining to development applications (e.g., preliminary plat, final plat, rezone, conditional use permit, annexation, right-of--way vacation, variance, property boundary adjustment). Land development Revised set of drawing submitted by contractor Semipermanent 100 years record drawings upon completion of land development phase of a SO-907(2)(g) commercial, governmental, or residential project (other) or components thereof; Approved for Construction plans during construction process, as well as dimensions and location of all elements of work as built. Permits and Building, Mechanical, Plumbing, and/or Semipermanent 5 years inspection records Electrical permits and inspection records. SO-907(2)(g) (other) Receipts Receipts for fees collected by Transitory Current BuildinglDevelopment Services; monthly Fiscal Year receipt report; duplicate tapeheports CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 7 OF 60 CLERK'S ®FFICE July 2013 RECORD DESCRIPTION CATEGORY RETENTION PERIOD Audio/Video Audio and video recordings of City Council, Semipermanent 5 years Recordings Commission and Committee Meetings City Commissions Bylaws, meeting minutes, agendas and minute Permanent In & Committees books of city commissions and committees. 50-907(1)(x) perpetuity City Council Records documenting meetings of the city Permanent In Meeting Agenda, council and motions, resolutions, ordinances, SO-907(1)(x) perpetuity Minutes and transcripts and other actions taken at council Minute Books meetings. Contracts ~ Agreements with vendors and other parties for Semipermanent 100 years Agreements to the acquisition, lease, lease-purchase or sale of 50-907(2)(6) which the City is a equipment, supplies, services or property and Party easement agreements which have been approved at a City Council meeting or have been recorded with Ada County. Correspondence, Correspondence created or received in the Semipermanent 5 years Administrative course of administering city policies/programs. Correspondence, Correspondence regarding day-to-day office and Transitory Until Transitory housekeeping correspondence and does not administrati contain unique information about city functions ve need or programs to include scrolling agenda and ends announcements. Deeds ~& Real Records relating to ownership of real property, Permanent In Property Records including deeds, title opinions, abstracts and SO-907(1)(e) perpetuity certificates of title, title insurance, documentation concerning alteration or transfer of title, and records relating to acquisition and disposal of real property such as offer letters, options, agreements of short duration, staff reports, appraisal and inspection reports, letters of transmittal, and related records. Election - Reports showing contributions and expenditures Permanent In Campaign Finance in city campaigns by mayor/council candidates, 50-907(1)(g) perpetuity Reports political committees and independent persons/entities. Includes C-1 (Certification of Treasurer), C-2 (Campaign Financial Disclosure Report), C-4 (Independent Expenditures), C-5 (48 Hour Notice of Contributions/ Loans Received), C-6 (Statement by Nonbusiness Entity), and C-7 (48 Hour Notice of Independent Expenditures). Election - Includes declarations of candidacy and intent for Permanent In Candidate candidates for city elective office. Declarations SO-907(1)(g) perpetuity Declarations & of candidacy are filed by candidates to get their CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 8 OF 60 Petitions name on the election ballot, and are accompanied by a filing fee of $40 or a petition with the signatures of at least five qualified city electors, including a certification by the county clerk of the number of signatures that are of qualified city electors. Declarations of intent are filed by write-in candidates, and do not require the filing fee or petition. Election -Runoff or Includes the first and second notice of election Permanent In Recall - (Election and sample ballot which are published in the SO-907(1)(g) perpetuity Files) official newspaper, poll books showing the name, address and signature of those voting in City elections, and the tally book in which election staff record and total the votes cast for each candidate and ballot question at the polling precinct. Election -Runoff or Includes the following records: polling places, Semipermanent 5 years Recall - (Worl~ing judges and clerks, challengers and watchers, SO-907(2)(g) Files) voting machines and vote tally systems, correspondence, and other records not specifically listed in this schedule. Election ballots, including voted ballots, unused Temporary 2 years ballots, spoiled ballots, ballot stubs, absentee 50-907(3)(c) voting, and duplicate poll books Oaths of Office Signed oaths of elected officials swearing to Permanent In uphold the federal and state constitutions and perpetuity laws of the city. Passports - Daily transmittal spreadsheets that accompany Transitory 2 years Transmittals passport applications mailed to the Department of State Regional office. Passports -General Training records, Department of State monthly Transitory Until record Information newsletters, and Passport Agent's Reference is Guide superceded Permits ~i Licenses Records relating to city permits and licenses Semipermanent 10 years issued in the City Clerk's Office SO-907(2)(4) Public Records Written public records requests, city denials of Temporary 2 years after Requests public records requests, responses, etc. last action Records Destruction records including destruction Permanent In Management resolution and authorization from Idaho State perpetuity Records Historical Society and legal counsel. Room Scheduling ~& Records documenting scheduling and Transitory Until Reservation reservations related to public meeting rooms in administrati Records for City City Hall. Such as reservation request forms, ve need Hall payment records and Outlook calendar ends scheduling records. Vehicle Titles State of Idaho Certificate of Title for vehicles Transitory Until owned by the City. vehicle is no longer City owned CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 9 OF 60 I+'INANCE DEPARTMENT July 2013 RECORD DESCRIPTION CATEGORY RETENTION PERIOD Accounting Transaction records within the Accounting Semipermanent 10 years Software Records Software system: including -payroll, vendor SO-907(2)(x) listing, vendor payments, vendor purchase orders, budget transactions, cash receipts, and general ledger. Records documenting payment of city bills, Semipermanent 5 years Accounts Payable including reports, invoices, purchase orders, SO-907(2)(x) payment authorizations Records documenting billing and collection of Semipermanent 5 years Accounts monies owed to the city by vendors, citizens, SO-907(2)(x) Receivable organizations, govermnents, etc. Records include: reports, receipts, invoices, statements, etc. Information typically includes: receipt amount, date, invoice number, name, account number, account balance, adjustments, etc. Documents the city's annual audit, examining Permanent In Perpetuity Audit Report compliance with generally accepted accounting 50-907(1)(c~) principles and methods, the accuracy and legality of transactions and accounts, and compliance with requirements, orders, and regulations pertaining to the financial condition and operation of the city. Information includes: financial statements, auditor's report and recommendations, single audit information concerning federal grants, and other information. Bank Transaction Records documenting the status and transaction Semipermanent 5 years Records activity of city bank accounts, including account SO-907(2)(x) statements. Records documenting notification to the city Semipermanent 10 years after Bankruptcy Notices that certain individuals have filed for SO-907(2)(cr) case closed or banl~ruptcy, and used to determine if the dismissed, or individual owes money to the city and to file date of last notice or claim with the court. Information may action include: debtor's name, accounts information, prepared repayment plan and related documentation. CITY OF MERIDIAN FZECORDS RETENTION SCHEDULE PAGE 10 OF 60 Records documenting financing of city Permanent In Perpetuity Bond Records improvements through bonded indebtedness. SO- Records include: bond rating information, bond 907(1)(a)(b)(h) and election ordinances, legal notices announcing bond election, bond counsel information and opinions, covenants, paid bonds and coupons, bond registers, State Treasurer public bond issue reports (IDAPA 54.01.01), etc. Records used in preparing and adopting the city Semipermanent 10 years Budget Records budget, including revenue projections, SO-907(2)(x) instructions, department requests, worksheets, council-approved tentative budget and notice of budget hearing, adopted appropriations ordinance and amendments, and other information. Permanent In Perpetuity Budget Hearing Newspaper notice of budget hearing SO-907(1)(h) 1~lotice Cancelled Checks Bank record of account transactions Semipermanent 5 years SO-907(2) (a) Cash Receipts Receipt and supporting documentation Semipermanent 5 years 50-907(2) (x) Contracts Agreements with vendors and other parties for Semipermanent 5 years the acquisition or sale of equipment, supplies, SO-907(2)(b) services or property. Departmental Reports documenting the financial condition and Semipermanent 10 years Reports operation of the city, issued on a monthly, 50-907(2)(e) quarterly, annual or other basis, including quarterly published treasurer's report and year- end financial reports. Reports include information on revenues and expenditures in relation to the final budget. Financial Reports Reports documenting the financial condition and Semipermanent 10 years quarterly operation of the city, Reports include 50-907(2)(e) Published information on revenues and expenditures in relation to the final budget. Financial Reports Reports documenting the financial condition and Permanent In Perpetuity Year End operation of the city, Audit Report 50-907(1)(4) General Ledgers Records documenting the summary of accounts Semipermanent 10 years reflecting the financial position of the city, 50-907(2)(cr) showing debit, credit and balance amounts per account, budget, fund and depar-trnent, asset depreciation, and totals for notes receivable, interest income, amounts due from other funds, bank loans received, cash in escrow, deferred loans received, cash, revenue, accounts receivable, accounts payable, etc. CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE I 1 OF 60 Gift & Records documenting gifts and contributions to Semipermanent 10 years Contribution the city 50-907(2)(x) Records Grant Records Records documenting the application, Semipermanent 10 years from (final reports, grant evaluation, awarding, administration, reporting 50-907(2)(g) final grant applications and and status of grants applied for, I•eceived, close-out awards) awarded or administered by the city. Records include: applications and proposals, summaries, objectives, activities, budgets, exhibits, award notices, progress reports, contracts, financial reports, and related correspondence and documentation. Investment Records Reports, statements, summaries, correspondence Semipermanent 5 years and other records documenting and tracking SO-907(2)(x) investments made by the city, including the Local Government Investment Pool. Semipermanent 5 years Lease Agreements Lease agreements for property or equipment SO-907(2)(b) Local Improvement Records documenting the formation of a local Permanent In Perpetuity Districts (LID) improvement district and levying of special 50-907(1)(e) assessments, including: ordinance, published notices, assessment roll, appeals, affidavits, bonds and coupons, delinquencies, and related correspondence and documents. Payroll Reports, statistical studies, and other records Semipermanent 10 years Administrative designed and used for budget preparation, SO-907(2)(e) Reports projections, workload and personnel management, and research and general reference. Payroll Deduction Records documenting employee authorization Semipermanent 5 years after Authorization for voluntary payroll deductions. Records may 50-907(2)(x) employee Records include: direct bank deposits, insurance separation applications, em•ollment cards, deduction authorizations, approval notices, deduction terminations, and related records. Payroll Federal ~& Records, in addition to those itemized in this Semipermanent 5 years State Tax Records section, used to report the collection, 50-907(2)(~r) distribution, deposit, and transmittal of federal and state income taxes as well as social security tax. Examples include: the federal miscellaneous income statement (1099), employers' quarterly federal tax return (941 , 941E), tax deposit coupon (8109), and similar federal and state completed foi7ns. CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 12 OF 60 Payroll Records documenting requests and court orders Semipermanent 5 years after Garnishment to withhold wages from employee earnings for SD-907(2)(x) termination Record garnislunents, tax levies, support payments, and other reasons. Usually includes original writs of garnishment, orders to withhold, federal or state tax levies, recapitulations of amounts withheld, and related records. Information usually includes: employee name and social security number, name of agency ordering garnishment, amount, name of party to whom payment is submitted, dates, and related data. Leave Applications Applications or requests submitted by city Temporary 3 years employees for sick, vacation, compensatory, SO-907(3)0') personal business, family and medical leave, long term leave, and other leave time. Information usually includes: employee name, department, date, leave dates requested, type of leave requested, and related data. These are kept in the departments themselves NOT sent to finance. Payroll Registers - Monthly registers documenting earnings, Transitory Disposed other deductions, and withholdings of city employees. yearly after audit Payroll Registers: Registers or records serving Semipermanent 5 years the same function of documenting the earnings, SO-907(2) (x) Payroll Register - voluntary and required deductions, and Year End withholdings of city employees. Information usually includes employee name and social security number, hours worked, rate, overtime, vacation value, various allowance, gross pay, federal and state withholding, voluntary deductions, net pay, and related data. Records documenting hours worked, leave hours Semipermanent 5 years after Payroll Time accrued, and leave hours taken by city 50-907(2) (a) employee Records employees. Information usually inchides: separation employee name and employee number, hours worked, type and number of leave hours taken, total hours, dates and related data Travel Records Records documenting requests, authorizations, Semipermanent 5 years reimbursements, and other actions related to 50-907(2) (x) employee travel, including expense reports and receipts, vouchers and related documents. Records documenting claims submitted by Temporary 3 years former city employees for unemployment 50-907(3)(4) Payroll compensation. Usually includes: claims, Unemployment notices, reports, and related records. May also Claims include records generated by the appeal of claim determinations. These are received by HR and kept in HR CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 13 OP 60 Records documenting employee earnings on a Semipermanent 5 years quarterly basis. Used to document costs and 50-907(2)(x) Payroll charges in the event of an unemployment Unemployment compensation claim. Information inchides: Reports employee name and social security number, quarterly earnings. Payroll W2s Annual statements documenting individual Semipermanent 5 years employee earnings and withholdings for state SO-907(2)(cr) and federal income taxes and social security tax, also known as federal tax form W-2. Information includes: city name and tax identification number, employee name and social security number, wages paid, amounts withheld, and related data. Certificates documenting the exemption status Semipermanent 5 years after Payroll W4s of individual city employees, also known as W- SO-907(2)(x) employee 4 forms. Information includes: employee name separates and address, social security number, designation of exemption status, and signature. PERSI Records Records relating to PERSI, including Employer Semipermanent 5 years Remittance Forms, invoices, correspondence, SO-907(2)(x) financial adjustments, etc. Records documenting competitive bidding and Semipermanent 5 years purchase of goods, services, and public works SO-907(2)(x) Purchasing construction, and procurement of design Selection professionals. Records include: published notices and solicitations, specifications, bids, requests for qualifications, statements of qualifications, etc. Requests and purchase orders for goods or Semipermanent 5 years Purchase ®rders services purchased by the city. Information SO-907(2)(x) includes: department, delivery location, date, quantity, description, unit and total price, and authorizing signatures. Real Property Title Record documenting payment of real property Permanent In Perpetuity Records SO-907(1)(e) Receipts Copies of receipts, showing the date, from Semipermanent 5 years whom received, amount, purpose, etc. (same as SO-907(2)(x) cash receipts) Sales ~& Use Tax Used to report and remit sales tax collected and Semipermanent 5 years Forms due to the state. 50-907(2)(u) Signature Records documenting authorization of Semipermanent 5 years Authorization designated employees to sign fiscal and SO-907(2)(x) Records contractual documents. CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 14 OF 60 Utility Billing - Records documenting adjustments to customer Semipermanent 5 years Adjustment water, sewer, garbage or other city-provided SO-907(2)(x) Registers service billings for debits, credits, refunds, returned checks, and related reasons. Information usually includes: customer's name and address, type of adjustment, justification, amount changed, authorizing signatures and other information. (records held within the billing software) Utility Billing - Records documenting transactions on the water, Semipermanent 5 years Billing/ Payment sewer, garbage or other city-provided service SO-907(2)(x) Registers account of each customer. Useful for reference to assure accurate customer billings and posting of payments. Information often includes: customer's name, service address, meter reading, water usage, utility charges, payments, adjustments and related data. (records held within the billing software) Records documenting routine information Semipermanent 5 years Utility Billing - changes to customer accounts, including name SO-907(2)(x) Change Record and address. (records held within the billing software) Utility Billing - Records documenting a customer's request for Semipermanent 5 years Disconnect Record disconnection of water, sewer, garbage or other SO-907(2)(x) city-provided services. (records held within the billing software) Utility Billing - Document the readings of customer water Semipermanent 5 years Meter Readings meters for billing purposes. Information SO-907(2)(x) typically includes: meter reading, date read, account number, billing code, final reading, reason for turnoff, meter changes, and related data. (records held within the billing software) Utility Billing - Records documenting customer payment of a Semipermanent 5 years Security Deposit security deposit to receive temporary dumpster SO-907(2)(x) Records services. Information usually includes date, amount of deposit, customer's name, address, and account number, date account closed, refund date, amount of deposit applied, and related information. Until Vendor Lists Lists of vendors providing goods and services to Transitory superseded or the city. Name, address W9 for vendors obsolete Capital Asset Record of purchase, vendor invoice and related Semipermanent 5 years Record documents 50-907(2)(x) Capital Asset Record of disposal, department request of Semipermanent 5 years after Record disposal 50-907(2)(x) disposal CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 15 OF 60 Utility Billing - Notice to City Council to verify that no Semipermanent 5 years Disconnect hlotice customer currently slated for shirt off due to SO-907(2)(x) to City Council non-payment has requested a hearing with the Board of Adjustment. Notice includes number of customers slated for shut off and the value of the delinquent accounts. Electronic spreadsheet used during shut off day Semipermanent 5 years Utility Billing -Shut by water department field staff and MUBS. 50-907(2)(x) off Turn On (Soto) Tracks customers that are to be shut off, payments, and turn-ons as authorized. Record includes: Customer name, service address, meter id, time of shut off, time of payment, time of turn-on, fee waived if applicable and general notes. Utility Billing - One page document that records a customer's Semipermanent 5 years Payment promise to pay. 50-907(2)(x) Arrangement Utility Billing - Completed application with voided check from Transitory 1 year after Direct Pay customer authorizing automatic with-drawl of cancellation Application funds to pay on specified utility account of em•ollment Utility Billing - Application completed by owner or property Semipermanent 5 years Billing Directive manager to initiate Third Party billing for 50-907(2)(x) specified utility account. Information included: owner, property manager, tenant, move-in date, and service address. Utility Billing - Supplemental document completed by the tenant Semipermanent 5 years Renter Addendum to accept the third party billing for specified 50-907(2)(x) utility account. Information included: tenants name, service address, mailing address and phone number. Utility Billing - General correspondence and forms related to a Semipermanent 5 years Customer File specific utility account. This information would 50-907(2)(x) be in addition to that found within the billing software. Documents in file may include and are not limited to: general letters, payment arrangement forms, thud party billing docs, hard copies of customer history reports, leak adjustment requests, letters submitted to the City for customers Utility Billing - Document submitted by customer requesting an Semipermanent 5 years Billing Adjustment adjustment of charges on their account. SO-907(2)(x) Request Information includes: Customer name, service address, reason for billing adjustment CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 16 OF 60 FIRE DEPARTMENT January 2012 NAME OF DESCRIPTION CATEGORY RETENTION RECORD PERIOD Administrative Records regarding day-to-day administration of Transitory Until Records department, e.g., copies of invoices, travel records, administrative uniform clothing purchases, fuel charges, fuel need ends or receipts, fuel reports, inventory asset information record is forms, and copier copy count sheets. Phone logs, superseded ride-along tracking records, waste water inventory, Knox Box Forms, blogs, daily attendance sheets, and quarterly personnel newsletter. Correspondence Day-to-day office and housekeeping colespondence Transitory Until not unique to city functions or programs. administrative need ends General administrative correspondence, including Semipermanent 5 years records created or received in the course of administering city policies/programs, but not related to significant policy/program discussions or decisions. Policy/program correspondence, documenting the Permanent In perpetuity formulation, adoption, and implementation of significant policy/program decisions, including letters to personnel, Certified Family Home Fire District letters, letters regarding training burns, etc. Equipment Equipment maintenance and test records include: Transitory Until Maintenance ~ Fire hose records such as test date, date previously administrative Test Records tested, apparatus number, station number, hose need ends diameter, conditions found, service date, defects coiTected, etc. Ladder test results done annually on all ladders. Tests done on SCBA's including flow testing. Emergency medical equipment maintenance records used to verify regular maintenance of emergency medical equipment such as copies of contracts, maintenance schedules, test protocols, equipment inventory, performance test records, repair records, parts used and service reports. Fire ~i Security Records documenting the department's role in issuing Permanent In perpetuity Alarm System permits, testing and maintaining fire and security Records alarms, including fire alarm and sprinkler system plans. May include permits, applications, malfunction reports, maintenance reports, and related documents. CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 17 OF 60 Fire Fire and arson investigation case files, including Permanent In perpetuity Investigation investigative reports, witness statements, Records photographs, maps, correspondence, notes, video and audio recordings, copies of property releases, laboratory reports, and incident/injury reports. Hazardous Inspection records of underground and above ground Permanent In perpetuity Materials fuel storage tanks. Reports and investigation results Records of incidents including spills and leaks, etc. Historical Newspaper clippings and articles relating to the Permanent In perpetuity Records Meridian Fire Department, photos of events. In-Home Care Documents relating to fire code inspections Semipermanent 5 years Facility performed by the department of home daycares and Inspections foster care homes. May include reports, notices, citations, occupancy and pre-fire planning records, floor plans, sketches, reports, lists and related documents. Inspection and Documents relating to fire code inspections Semipermanent 5 years Occupancy performed by the department of commercial Records for buildings. May include reports, notices, citations, Commercial occupancy and pre-fire planning records, floor plans, Buildings sketches, reports, lists and related documents. Juvenile Fire Case files related to juvenile fire setter investigation, Permanent In perpetuity Setter including investigative reports, witness statements, Evaluations photographs, maps, correspondence, notes, video and audio recordings, copies of property releases, laboratory reports, incident/injury reports. Maps Maps and related records maintained by the Transitory Until department for address location, reference and for superseded tracking various trends. May include lists, books and other methods of address location. Meeting Final, approved Officer and Command Staff meeting Semipermanent 5 years Minutes minutes. Monthly and Monthly and Annual Department reports Permanent In perpetuity Annual Department Reports CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 18 OP 60 Narcotics Narcotic inventory and usage- hard copy, narcotics Temporary 3 years Inventory & distributed to the engine companies Usage National Fire National Fire Incident Reporting System (NFIRS) Permanent In perpetuity Incident Fire Incident Report, including as related to fire run, Reports medical emergency, casualty, hazardous materials call, false alarm, good intent, or service call. May include property release forms, civilian and fire service casualty reports, hazardous materials reports, etc. Patient Care Records related to patient care, refusal of care, denial Permanent In perpetuity Records of need for care, supplemental emergency medical services reports, diagnostic attachments to include ECG, care summary reports and vital sign reports. Plans, Records related to department operations, including Transitory Until Protocols, Medical Supervision Plan, standing written orders, superseded Guidelines, operational guidelines, administrative and operational Policies policies Proof of Proof of worker's compensation and other insurance Transitory Until Insurance required for training tower usage by other agencies superseded Public Records related to the design and implementation of Semipermanent 10 years Education educational and other outreach programs provided to Programs ~i the public by the department. May include: class Publications descriptions, instructional materials, course outlines, class enrollment and attendance records, reports, speeches, publications, and car seat inspection forms. Public Record Public records requests and responses. Temporary 1 year Requests Ride-Along Signed waiver for persons requesting aride-along Transitory Until Forms with the department. administrative need ends CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 19 OF 60 Structure Burn Training Records Records related to structure burns. Semipermanent 10 years Vehicle and Records documenting maintenance and repairs of Semipermanent 5 years after Equipment vehicles, equipment, and other assets with a useful disposal or Maintenance life generally more than five years. May include replacement and Repair vehicle maintenance records, inspections, pump of asset to Records testing and repair records of apparatus, ladder which record inspections, and SCBA equipment. is related Meridian Rural All records of activities of the department or other Permanent In perpetuity Fire Protection City departments as they relate to the Meridian Rural District Records Fire Protection District. May include: annual audits, land and apparatus acquisition records, records relating to construction of fire stations, bank statements, tax levy forms, Local Government Investment Pool statements, financial statements, annual budget records, legal notices, meeting minutes, election records, declarations of candidacy, election results, ICRMP insurance records, audio recordings of meetings. CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 20 OF 60 I~UMAN 1~ESOURCES DEPARTMENT July 2013 RECORD DESCRIPTION CATEGORY RETENTION PERIOD Affirmative Records documenting city compliance with the Civil Semipermanent 5 years Action; Rights Act of 1964, the Equal Employment Idaho Code ~ Equal Opportunity Act of 1972 and the Americans with 50-907(2)(g); Employment Disabilities Act. Records include: plans, policy 29 CFR Pat°t Opportunity statements, reports, investigations, case files and 1602; 29 CFR Commission related information. Also includes EEO-4 reports 1620.32 reports submitted to the Equal Employment Opportunity Commission (EEOC) documenting compliance with EEOC requirements by cities with 15 or more employees. Benefits Records documenting notice to employees, spouses and Semipermanent 75 years after Continuation dependents informing them of their rights to continue Idaho Code ~ employee insurance coverage after termination or disability or SO-907(2)(g); separation, family leave and whether coverage was elected or 29 CFR 1627.3 expiration of rejected. Continuation maybe under COBRA or eligibility, or another provision. Notice is also sent to a third party completion of administrator who administers the extended coverage. litigation, Records may be filed with the Employee Benefits whichever is Records or Employee Personnel Records. longest City Hall Records documenting the activities and administration Temporary 2 years from last Volunteer of volunteer programs in city hall and records Idaho Code ~'~ date of volunteer Program documenting work performed for the City by citizens SO-907(3)(4) work records without compensation for their services. May include volunteer applications forms, volunteer and emergency contact information, agreements, applications, skills test results, training documentation, task assignments, monitoring records, volunteer hour statistics, volunteer program publicity records, insurance information, inactive volunteer files, and related records. Collective Records documenting negotiations between the city Temporary 3 years Bargaining and employee representatives, including contracts, Idaho Code ~' reports, negotiation notes, letters of agreement, SO-907(3)(4); arbitration findings, cost analyses, minutes, tape 29 CFR 516. S recordings, etc. Employee Records relating to city employee benefits information Semipermanent 75 years after Benefits such as: selection of insurance plans, retirement, Idaho Code ~'~ employee pension, and disability plans, deferred compensation 50-907(2)(g) separation, plans, and other benefit information. Records may ccnd 45-610; 29 expiration of include but are not limited to: plan selection and CFR 1627.3; 29 eligibility, or application forms, em•ollment records, contribution and CFR 1602.31; completion of deduction summaries, personal data records, IDAPA litigation, authorizations, beneficiary information, year-end leave 09.01.35.081 whichever is balance reports, notices of disability payment made, longest and related documentation. CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 21 OF 60 Employee 1Vledical Records Employee personnel records Employment verification (I-9) of job applicants Hazard exposure records Document an individual employee's work-related medical history. These records are not personnel records and must be kept in a separate location from employee personnel records as required by the Americans with Disabilities Act. Records may include, but are not limited to: medical exam records (pre- employment, pre-assignment, periodic or episodic), X- rays, records of significant health or disability limitations related to job assignments, documentation or work-related injuries or illnesses, hearing test records, hazard exposure records, first- aid incident records, physician statements, release consent forms and related correspondence. Document of employee's work history. Records may include, but are not limited to: employment applications, notices of appointment, training and certification records, records of health limitations, drug testing, salary schedules, personal actions, performance evaluations, awards and other special recognition, letters of recommendation, investigation information, disciplinary action, notices of layoff, letters of resignation, home address and telephone, emergency notification forms, oaths of office, grievance and complaint records, and relate correspondence and documentation. (See also Employee Benefits Records, Employee Medical Records, Recruitment and Sellection Records, and Volunteer Records.) Document to the U.S. Immigration and Naturalization Service that an applicant or employee is eligible to work in the U.S. Information includes: employee information and verification data such as citizenship or alien status and signature, employer review and verification data such as documents, which establish identity and eligibility, and employer's signature certifying that documents were checked. This category includes forms completed for all new hires, as superseded or previous forms completed on rehires. Emergency response employees exhibiting signs or symptoms possibly resulting from exposure to hazardous substances are required to be provided medical examination and consultation. Records include: employee's name and social security number; physician's written opinion, recommended limitations; results of examinations and tests; employee medical complaints related to hazardous substance exposure; description of employee's duties as they relate to exposure; the employee's exposure levels or anticipated exposure levels; description of protective Semipermanent Idaho Code ~,~ 50-907(2) (g) and 72-601; 29 CFR 1602.31; 29 CFR 1910.1020 Semipermanent Idaho Code ,~~ 50-907(2) (g) cn~d ~5-610; 29 CFR 1627.3; 29 CFR 1602.31; IDAPA 09.01.35.081 Temporary Idaho Code ~ SO-907(3)(d), U.S.C.§ 1324a(b)(3) (bni~~igr•atior~ Refof°m and Coiztrol Act) Semipermanent Idaho Code ~ SO-907(2)(g); 29 CFR 1910.1020 75 years after employee separation, expiration of eligibility, or completion of litigation, whichever is longest 75 years after employee separation, expiration of eligibility, or completion of litigation, whichever is longest 3 years after date of bile or 1 year after employment is terminated, whichever is later 75 years after employee separation, expiration of eligibility, or completion of litigation, whichever is longest CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 22 OF 60 equipment used; and information from previous medical examinations of the employee which is not readily available to physician and other information. Kinds and Records documenting the description, classification Temporary 3 years levels chart and compensation of city jobs and positions. Usually Idaho Code ~ includes details of duties and responsibilities of each 50-907(3)(4); position time percentage breakdowns of tasks, skills 29 CFR Par°t and abilities needed for each position, and related 1602 and 29 records documenting the development, modification or CFR 1627.3 redefinition of each job or position. Personnel Forms submitted to HR upon initial hire, pay increase Semipermanent 75 years after Action (PAR) or decrease, change of address, or change of supervisor I4aho Code ~' employee Forms 50-907(2)(g); separation, 29 CFR Part expiration of 1602 and 29 eligibility, or CFR 1627.3 completion of litigation, whichever is longest Position Records documenting the description, classification Temporary 3 years descriptions and compensation of city jobs and positions. Usually I4aho Code ~ includes details of duties and responsibilities of each SO-907(3)(4); position time percentage breakdowns of tasks, skills 29 CFR Part and abilities needed for each position, and related 1602 and 29 records documenting the development, modification or CFR 1627.3 redefinition of each job or position. Photo Photographs and other records used to identify city Transitory Until superseded, Identification employees, private security personnel, contract workers obsolete or and other. May include photographs taken by City for administrative identification or prox card or driver's license needs end photocopy. Recruitment Documents regarding the recruitment and selection of Temporary 2 years and selection city employees and contracted service providers such Idaho Code ~ records for as attorneys, auditors, consultants, etc. Records may SO-907(3)(4); applicants include, but are not limited to: job announcements and 29 CFR who are descriptions, applicant lists, applications and resumes, 1602.31; 29 hired position advertisement records, civil service and other CFR examination records, interview questions, interview 1627.3(b)(1)(>>i) and application scoring notes, applicant background investigation information, polygraph test results, letters of reference, civil service records, staffing requisition forms, certification of eligibles, recruitment file (job announcement, position description, documentation relating to the announcement and test, and test items and rating levels), and related correspondence and documentation. Recruitment Documents regarding the recruitment and selection of Temporary 2 years and selection city employees and contracted service providers such Idaho Code ~ records for as attorneys, auditors, consultants, etc. Records may SD-907(3)(4); CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 23 OF 60 applicants include, but are not limited to: job announcements and 29 CFR who are not descriptions, applicant lists, applications and resumes, 1602.31; 29 hired position advertisement records, civil service and other CFR examination records, interview questions, interview 1627.3(b)(1)(vi) and application scoring notes, applicant background investigation information, polygraph test results, letters of reference, civil service records, staffing requisition forms, certification of eligibles, recruitment file (job announcement, position description, documentation relating to the announcement and test, and test items and rating levels), and related correspondence and documentation. HR internal Records related to the design and implementation of Semipermanent 5 years from final training training program provided to employees by the city. Idaho Code ~ presentation/use program May include course descriptions, instructor SO-907(2)(g) certifications, instructional materials, course outlines, class enrollment and attendance records, tests, test results, and related records. CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 24 OF 60 LEGAL DEPARTMENT January 2012 RECORD DESCRIPTION CATEGORY RETENTION PERIOD Civil Case Files Pending and closed cases filed by and Semipermanent Keep 10 years against the city, including all pre- SO-907(2)(8) after case closed litigation, litigation, appellate or dismissed, or documents (complaints, summons, date of last investigations, reports, attorney notes, action discovery-related records, pleadings, deposition transcripts, disposition, orders and judgments, settlement and mediation information, appeals, and related records), and bankruptcy files. Claim Files Claims for damages filed by and Semipermanent Keep 10 years against the city, including claims 50-907(2)(8) from date of caused by city employees/equipment, resolved claim, including related correspondence. provided there is no litigation. Departmental Reports prepared by the city attorney Semipermanent 5 years after date Reports for the mayor and city council. SO-907(2)(e) of issuance or completion of the matter contained within the record. Forms, templates Legal forms and templates Transitory Until superceded Land Use Appeals of land use decisions, Semipermanent Keep 10 years Appeals including staff reports, pleadings, 50-907(2)(8) after case closed briefs, and related records. or dismissed, or date of last action Legal Opinions, Formal and informal opinions and Permanent In perpetuity Memoranda memoranda rendered by the city 50-907(1)(h) attorney for the mayor, city council, or city departments, examining legal questions relating to state/federal law/rules or local ordinances/policies. CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 25 OF 60 INFORMATION TECHNOLOGY DEPARTMENT July 2013 RECORD DESCRIPTION CATEGORY RETENTION PERIOD Backup tapes A copy on a tape cartridge of the Transitory 1 year contents of all data from the City servers Case Management All cases opened in Case Management, Semipermanent 5 years notes including Code Enforcement, Building SO-907(3)(4) Services, Legal, and Information (other) Technology Department Policies, reports, and documents Semipermanent 5 years policies and regarding internal department SO-907(2)(e) reports operations and procedures, e.g. (4ept. report) computer usage policy, password policy, service level goals, training materials, evaluations of materials Disaster Recovery Strategy for retention and recovery of Transitory Until Plan network and electronic documents superseded or following network or server crash or updated failure Information Minutes kept of monthly MIS Temporary 2 years Steering Committee meetings SO-907(3)(4) Committee (other) Minutes Internally- Text-based programming statements or Transitory Until generated source instructions that create or execute a superseded or code computer program updated Internet history List of websites accessed on City Transitory 90 days computers and electronic devices Inventory List of electronic devices held by City Transitory Until Management and software licensing information and superseded or (Express Metrix) specifications for each electronic updated device used by City Outlook Meeting requests sent and received by Transitory Until deleted appointments employees via Outlook; appointments by user scheduled via Outlook by employees; meeting and appointment reminders sent and received via Outlook Outlook a-mail All e-mail messages, sent or received Semipermanent 5 years messages -general by City staff using Outlook software, SO-907(2)(g) City staff that are stored in Outlook or the City's (other) e-mail archiving system. (E-mail messages may be preserved elsewhere in digital or paper format for longer periods of time as the subject matter of such messages may require.) CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 26 OF 60 Outlook a-mail All e-mail messages, sent or received Transitory Until deleted messages -specific by part-time staff, seasonal staff, by user City staff temporary staff, interns, or firefighters using Outlook software, that are stored in Outlook or the City's e-mail archiving system (E-mail messages may be preserved elsewhere in digital or paper format for longer periods of time as the subject matter of such messages may require.) Outlook tasks and Tasks, task requests and reminders sent Transitory Until deleted notes and received by employees via by user Outlook Prox card access Register of which prox cards have Transitory 90 days history accessed a restricted area Secut•ity camera Video footage from security cameras Transitory Until footage mounted on and in city facilities overwritten by system Shoretel phone List of incoming and outgoing calls, Transitory 90 days history including phone numbers and caller identification, as available Voice mail Incoming verbal messages recorded on Transitory Until deleted messages Shoretel or other voice mail systems by user CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 27 OP 60 1VIAYOR' S ®FFICE January 2012 RECORD DESCRIPTION CATEGORY RETENTION PERIOD Agendas 8a Agendas and minutes of Director Semipermanent 10 years Minutes Meetings, Operational Meetings, Mayor's Youth Advisory Council Meetings/ Annual Reports Report on City's and Mayor's Office Permanent In pelpetuity activities over preceding year summarizing activities and financial performance. Attendance Sheets Sign-in sheets, where offered, for Temporary 2 years from activities and events hosted by the date of event Mayor's Office. Applications Forms and materials submitted in Semipermanent 10 years application for positions or awards administered by Mayor's Office, including applications for scholarships, Promise partners, Mayor's Youth Advisory Council, volunteer positions, City commissions, and City committees or task forces. City Website HTML text stored in data base table in Transitory Until updated Content CMS. Note: Source document may or superseded exist elsewhere, and be retained pursuant to separate record retention schedule. Correspondence- Records created or received in the Semipermanent 5 years General course of administering city Administrative policies/programs, but these records do not provide insight into significant policylprogram discussions or decisions. To include: Citizen response letters Correspondence Day-to-day office and housekeeping Transitory Until colTespondence not unique to City administrative functions or programs. May include; needs ends thank you notes, welcome letters, letters to homeowners associations and businesses. Policy/program correspondence, Permanent In perpetuity documenting the formulation, adoption, and implementation of significant policy/program decisions. May include correspondence relating CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 28 OF 60 to Commission and Committee appointments and coiTespondence with other government agencies. Economic HTML text stored in economic Transistory Until updated Development development website's external data or superseded Website base. Memoranda Internal or external memoranda Permanent In pei~etuity summarizing research, recommendations, and other information News Releases A written or recorded record directed Permanent In perpetuity at members of the news media for the purpose of making a newsworthy announcement. Photos Published or historically significant Permanent In perpetuity photographs taken, owned, or stored by the Mayor's Office. Photographs that are not used or Transitory Until needed for a particular purpose. administrative need ends Proclamations City-initiated proclamations Permanent In perpetuity Outside group-initiated proclamations Transitory 1 year Publications Informational or promotional Semipermanent 10 years publications of the Mayor's office, including newsletters, flyers, marketing materials, brochures, program materials. Public Addresses Records relating to State of the City Permanent In perpetuity address. May include script, video, PowerPoint, program, agenda, photos. Records relating to State of the City Transitory Until addresses or speeches. May include administrative script, video, PowerPoint, program, need ends agenda, photos. Talking Points Records prepared to summarize issues Transitory Until in preparation for discussion with the administrative public or media. need ends Videos Videos prepared monthly for Permanent In perpetuity informational or promotional purposes, e.g., Celebrate Meridian Videos prepared weekly for Temporary 2 years informational or promotional purposes, e.g., City Council meetings, This Week in Meridian Raw video footage, used or unused Transitory Until administrative need ends CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 29 OF 60 PARKS c~ RECREATION DEPARTMENT January 2012 RECORD DESCRIPTION CATEGORY RETENTION PERIOD Facility reservation Form applying for reservation of MPR Temporary 2 years application and facility; other required documentation SO-907(3)(4) materials such as proof of insurance. (other) Financial aid Completed application form and Temporary 2 years applications materials submitted to request SO-907(3)(4) financial assistance for children's (other) class or program. Incident or Reports of incidents, injuries, or Temporary 2 years accident reports accidents incurred during or related to 50-907(3)(4) a department-sponsored or (other) department-provided class, camp, program, reservation, or activity. Indemnity forms, Signed waiver/indemnity agreement Temporary 2 years medical release related to individual's or SO-907(3)(4) forms, waivers organization's participation in (other) department-sponsored or department- provided class, camp, program, reservation, activity, transportation, or travel. Internal Logs of employees' time, tasks, and Permanent In perpetuity department time location; reports and analysis of 50-907(1)(h) logs and reports related data. (other) Memorial forms Form requesting memorial in MPR Permanent In perpetuity facility under established memorial SO-907(1)(h) program (e.g. Generation Plaza Brick (other) Sales form, Memorial Tree Program form) Parks ~z Recreation Annual newsletter prepared by Parlcs Permanent In perpetuity Department & Recreation Department. SO-907(1)(h) newsletters (other) Public input Records of public input, including Permanent In perpetuity records survey results, neighborhood meeting SO-907(1)(h) minutes, correspondence, etc. (other) Registration forms Form registering an individual fora Temporary 2 years recreation class, team, or event. SO-907(3)(4) (other) Sign in/Sign out Forms completed by parents to signify Temporary 2 years sheets that minor participant has been SO-907(3)(4) CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 30 OF 60 dropped off or picked up from a (other) department-sponsored or department- provided class, camp, program, or activity. Sports schedules Record of games played and final Temporary 2 years and scores scores. SO-907(3)(c~) (other) Team rosters Record of all individuals registered for Temporary 2 years a sports team. SO-907(3)(cl) (other) Tree inventory Inventory of all public trees Permanent In perpetuity maintained by City Arborist per City SO-907(1) (h) Code. (other) CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 31 OF F>O PLANNING DEPARTMENT January 2012 RECORD DESCRIPTION CATEGORY RETENTION PERIOD Accessory Use Application. Records also may Permanent In perpetuity Permits for include: administrative review Daycare or Home documents including copy of issued Occupation permit, and the original signed copy of home occupation compliance statements. Alternative Application. Records also may include: Permanent In perpetuity Compliance administrative review documents including copy of issued approval with accompanying CZC or final plat. Annexation Application. Records also may include: Permanent In perpetuity annexation development agreement, 50-907(1)(e) notices of hearing, staff report, recommendations of the planning and zoning commission, maps, City Council decision, ordinance, legal description, etc. Area of City Records include public notices, Permanent In perpetuity Impact; correspondence, notices of hearing, 50- negotiations recommendations from the planning 907(1)(a)(b)(e) and zoning commission, maps, and (h) "committee of nine" proceedings, etc. CDBG Sub Agreement. Semi- 5 years recipient permanent agreements 50-907(2)(g) CDBG Plans and Plans, reports, and related Permanent In perpetuity Reports correspondence, documentation. 50-907(1)(h) Certificate of Application. Records also may include: Permanent In perpetuity Zoning proposed site/landscape plan with 50-907(1)(h) Compliance; parking, landscaping, setbacks, lot See also Verification area, administrative review documents, 50-907(2)(C) copy of certificate, verification, etc. City Council Application for City Council Review. Permanent In perpetuity Review (appeal) 50-907(1)(h) Comprehensive Application with map, map and text Permanent In perpetuity Plan amendments, future land use and 50-907(1)(e) acquisition maps and related documents. Records also may include: related documents, notices of hearing, staff report, planning and zoning commission recommendations, decision, related correspondence, adopting resolution, etc. CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 32 OF 60 Conditional Use Application. Records also may Permanent In perpetuity Permit; include: blueprint drawings, notices of 50-907(1)(h) Modification hearing, staff report, planning and zoning commission recommendations, decision, related correspondence, etc. Design Review Application. Records also may include: Permanent In perpetuity records related to design review 50-907(1)(h) overlay districts, staff reports, committee recommendations, material boards, maps, photographs, etc. Development Development agreement including: Permanent In perpetuity Agreement; records documenting formation, 50-9O7(1)(e) Modification modification including application to modify conditions, application to extend the time to sign the agreement, and termination of development agreement. Director Application and decision. Semipermanent 10 years Determination 50-907(2)(g) Planned Unit Application. Records also may Permanent In perpetuity Development include: maps, diagrams, site plans, 50-907(1)(h) notices of hearing, staff report, recommendation/decision by the planning and zoning commission, correspondence, etc. Planning Studies Planning studies and related Permanent In pe>petuity not adopted into documentation. 50-907(1)(h) the Comprehensive Plan or UDC Plat, final; Application. Records also may include: Permanent In perpetuity modification to map, plan, proof of ownership, 50-907(1)(e) condition applicable statement(s) of conformance, staff report, correspondence, Director determination, City Council decision, application for modification of condition(s) and decision, etc. Plat, preliminariy Application. Records also may include: Permanent In perpetuity map, staff report, correspondence, 50-907(1)(e) decision, etc. Plat, preliminary Application. Records also may include: Permanent In perpetuity and final final plat and supporting records, staff 50-907(1)(e) report, correspondence, decision, etc. Plat, short Application. Records also may include: Permanent In perpetuity map, staff report, correspondence, 50-9O7(1)(e) decision, etc. Private Road; Application. Records also may include: Permanent In perpetuity permit map, documents related to access, 50-9O7(1)(e) CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 33 OF 60 maintenance, right-of--way, easement, correspondence, decision, etc. Property Application. Records also may include: Permanent In perpetuity Boundary tentative Director approval 50-907(I)(e) Adjustment documentation, recorded survey, conditions of approval, Director determination, certificate of zoning compliance, etc. Rezone Application. Records also may include: Permanent In perpetuity rezone agreement, notices of hearing, 50-907(1)(e) staff report, recommendations of the planning and zoning commission, maps, decision, ordinance, etc. Sign; planned sign Application. Records also may include: Semipermanent 5 years after program; permit sign design/drawings, correspondence, 50-907(2)g) expiration, staff notes, tentative Director approval, revocation, or decision, permit, etc. denial. Sign, temporary Application. Records also may include: Transitory 1 year and/or limited sign design/drawings, correspondence, duration; permit staff notes, decision, permit, etc Time Extension, Application, staff report, and decision. Semipermanent 5 years Director, Planning 50-907(2)(g) & Zoning Commission or Council Unified Application with proposed code Permanent In perpetuity Development amendments. Records may include: 50-907(1)(e) Code; amendment staff report, recommendation of the planning and zoning commissioner, correspondence, decision, ordinance, etc. Vacation Records Records include petitions to vacate, Permanent In perpetuity maps, descriptions of property, staff 50-907(1)(e) reports, letters of relinquishment and other correspondence, decision, etc. Variance Application. Records also may Permanent In perpetuity include: Idaho Transportation Department correspondence and/or decisions, decision(s), etc. Zoning Letter and related documentation. Temporary 2 years Verification Letter 50-907(3)(d) CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 34 OP 60 POLICE DEPARTMENT July 2013 RECORD DESCRIPTION CATEGORY RETENTION PERIOD Activity reports Daily, weekly, monthly or other Semipermanent 5 years reports documenting the activities of Idaho Code ,¢~ employees, including type of activity, 50-907(2)(e) employees involved, time spent on activity, work completed, equipment used, etc. Animal Control Reports documenting animal control Semipermanent If citation is reports calls for service and activities, Idaho Code ~ issued or typically includes reports of lost/found 50-907(2)(g) charge is dogs, dogs at large, dog bites, filed: voluntary relinquishments, etc. 5 years after Supportive document that are scanned final into the police report are typically disposition kennel cards, adoption paperwork, release to owner paper work, If no citation euthanize record, copy of citations is issued and issued, vicious dog reports, findings, no charges are and correspondence, etc. filed: 5 years Note: Does not include animal control after closure reports embedded with a crime report of file (DR), which shall be retained according to the retention period established for DRs. Audio files (active Audio recordings created by police Transitory 6 months after case pending) officer making a traffic stop or other final citizen contact, where a citation is disposition of issued, an arrest is make, a charge is citation or filed, or an investigation is opened charge regarding the incident. Note: Does not include audio recordings embedded with a crime report (DR), which shall be retained according to the retention period established for DRs. Audio files (no case Audio recordings created by police Transitory 30 days after or investigation officer making a traffic stop or other recorded pending) citizen contact, where no citation is issued, no alrest is make, no charge is filed, and no investigation is pending regarding the incident. Briefing records Records documenting internal Transitory Until communications between supervisors administrative and shift workers or between staff on need ends CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 35 OF 60 different shifts to alert them to problems, issues or activities. Records may include, but not limited to: briefing logs, ILETS/NCIC messages, and bulletins from other agencies. Bulletins from Records including bulletins, circulars, Transitory Until other agencies and related records received from administrative federal, state and local law need ends enforcement agencies. Usually contains descriptions and photographs of fugitives, missing persons, stolen property, etc. Community service Records relating to police community Transitory Until and outreach service programs. Records may administrative programs include: publications, mailing lists, need ends plans, evaluations, notes, reports, lesson plans and outlines, etc. Crime analysis Records documenting police efforts to Temporary 3 years statistics anticipate, prevent, or monitor Idaho Cade ~ criminal activity. May include 50-907(3)(4) statistical summaries of crime patterns, modes of operation, analysis of particular crimes, criminal profiles, forecasts, movements of known offenders, etc. Crime reports Reports created by police officers Permanent In perpetuity (DRs) for major documenting a criminal offense and crimes actions taken, may include charging or (homicide, rape, arresting suspects. Information l~idnapping, typically included in this case report is robbery, and location of occurrence, date and time, aggravated battery) handling officer, involved parties involved and their personal information (suspect, victims, witnesses, reporting party, etc.), a summary of the events and additional supportive documents, which may include embedded audio recordings, notarized probable cause statements, witness statements, runaway forms, release of custody forms (juveniles), criminal background information (ILETS/Triple III, Ada LE Lookup, ISTARS, JDOC), documents provided by citizens and victims, copy of citations, property invoice and release of property forms, etc. Crime reports Reports created by police officers Semipermanent If citation is (DRs) for other documenting a criminal offense and I4aho Co4e ~ issued or CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 36 OF 60 crimes actions taken, may include charging or SO-907(2) (g) charge is arresting suspects. Information filed: typically included in this case report is 5 years after location of occul~ence, date and time, final handling officer, involved parties disposition involved and their personal information (suspect, victims, If no citation witnesses, reporting party, etc), a is issued and summary of the events and additional no charges are supportive documents, which may filed: 5 years include embedded audio recordings, after closure notarized probable cause statements, of file witness statements, tow slips, administrative license suspension forms, intoxilyzer slips, field sobriety tests form, runaway form, release of custody form (juveniles), criminal background information (ILETS/Triple III, Ada LE Lookup, (STARS, JDOC), documents provided by citizens and victims, copy of citations, property invoice and release of property forms, Leads Online printouts, shoplifting reports from store security officers, etc. Criminal history Records obtained via ILETS or local Transitory Until records or jail systems (Ada LE Lookup) that administrative ILETS/NCIC provides information on the need ends reports accumulated criminal arrest and conviction history of an individual which maybe useful in an investigation. Records may include a summary sheet, arrest record, fingerprint information, and mug shot; information typically includes name, aliases, residence, sex age, date and place of birth, height, weight, hair and eye color, scars, marks, tattoos, abnormalities, date of arrest, offense committed. IlTote: Does not include criminal history records embedded with a crime report (DR), which shall be retained according to the retention period established for DRs. Daily patrol log Summary of patrol calls for service Transitory 1 year that result in a case report (DR) being generated. May include type of call, location, time, short summary and CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 37 OF 60 case number. Expunged or sealed Police reports documenting criminal Semipermanent 5 years records charging and/or arrests of a person Idaho Code ~~ whose petition to seal the records is 50-907(2)(g) granted by the court. This includes juvenile records. Field interview Informational document written by Temporary 3 years reports (FI cards) police officers relating to individuals, Idaho Code ~ events, or vehicles for which the SO-907(3)(4) officer does not have probable cause for enforcement. Typically includes name and current address of person contacted, physical description of person or vehicle, officer's name, location of contact, date and time , reason for contact, etc. Firearm disposal These files contain records of firearms Semipermanent 5 years records that have been disposed of through Idaho Code ,~ sale, trade or destruction. They 50-907(2) (g) include manufacturer's name, serial number, model, caliber, disposal method, disposal date, name of business purchasing the firearm, and bid. Gun dealers' sales Records documenting purchases of Transitory Until records guns from dealers. May include background duplicate register sheets mailed by the check is dealer to the police department and completed triplicate register sheets mailed by the and dealer to the State Police for criminal administrative records checks and then forwarded to need ends the city police department. Information may include sheet number, sales person, date and time, city, serial number, make, model, caliber, purchaser's information, and signatures. Impounded and Forms documenting vehicles Semipermanent 5 years abandoned vehicle impounded by police due to accidents, Idaho Code ~ records (impound abandonments, recovered stolen SO-907(2)(g) forms) vehicles, vehicles used in commission of a crime, etc. Documents may include notifications, information cards or sheets, receipts, etc. Information typically includes make, model, year, color, vin identification number, tag number, condition and contents of vehicle, tow company used, release conditions, name and CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 38 OF 60 address of individual to whom the vehicle was released. Note: Does not include impound forms embedded with a crime report (DR), which shall be retained according to the retention period established for DRs. Indemnity bonds Copies of insurance bonds issued to Semipermanent 5 years after indemnify the police department Idaho Code ~ seizure is against claims of wrongful actions in 50-907(2)(g) completed civil seizure cases. Informant case files Records documenting information Temporary 3 years about informants used by department Idaho Code ~ personnel. Records typically include SO-907(3)(4) reports, correspondence, payment records, fingel~rint cards, signature cards, letters of understanding on informants' activities and related records. Intoxilyzer SOOOEN Factory and State of Idaho Certificates Temporary 3 years and LifeLoc for instrument. Idaho Code ~ instrument 50-907(3) (4) certificate Intoxilyzer 5000EN Logging of each person that takes the Temporary 3 years log and LifeLoc breathalyzer test and verification Idaho Code ,~ performance testing, may include name of suspect, 50-907(3)(4) verification log date and time, test results, operator's and IDAPA name, calibration check results, 11.03.01.013.06 simulated temperature in range, comments, etc. Intoxilyzer user User certification cards and class Transitory Until certifications and roster for our agency's Officers. administrative class roster Intoxilyzer instructor replaces with need ends each new certification period. Master name index Information on every individual who Semipermanent 100 years records has been field interviewed, has been Idaho Code ~ arrested, suspects or accomplices in 50-907(2)(g) crimes, victims, complainants, and witnesses to incidents. Information typically includes name, address, date of birth, race, sex, date and time of incident or contact, case number (DR#), citation numbers and other identifying data. Master Name files are automated in either Laserfiche or CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 39 OF 60 New World RMS. IVledia log Summary from daily patrol log for Transitory 1 year release to the news agencies and public. Includes DR # (case number), type of call for service, arrest information, location of offense. Parking citations Police Department copy of citations Transitory 6 months after issued for parking violations. final Information includes date and time, disposition of location of offense, vehicle license citation or plate information and Meridian City charge Code violation number, and issuing officer. Parl~ing citations that are paid are sent to City Hall Finance Department. Parking citations that are unpaid and lead to court summons are sent to the City Prosecutor. Photo identification Photographs and other records used to Transitory Until records identify agency employees, private administrative security personnel, contract workers need ends and others. It may include photographs taken for agency identification cards and prox cards, driver's license photographs, and information such as name, date of birth, physical description, identification number, driver's license information. Polygraph records Records documenting polygraph tests Semipermanent 5 years given to criminal suspects, for internal Idaho Code ,¢ investigations, and other purposes. SO-907(2)(g) Includes pre-examination records, questions, statements of consent, analysis reports, results charts, conclusions, interviewee statements, and related information. Property and Records used to track property and Semipermanent 5 years evidence control evidence coming into the police Idaho Code ~ and disposition department's possession. Documents SO-907(2)(g) records receipts, storage, and disposition of person property and physical evidence from defendants, victims, etc. May include evidence photographs and documenting crime scenes, accidents, and other incidents. Records often include receipt forms, evidence logs (showing chain of possession of evidence), property reports, destruction lists, property consignment CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 40 OF 60 sheets, seized firearm logs, homicide evidence inventories, etc. Information usually includes case number, tag number, date and time, property or evidence description, storage location, release date, etc. lvtote: Does not include property and evidence control and disposition records embedded with a crime report (DR), which shall be retained according to the retention period established for DRs. Radar equipment, Records documenting the calibration Temporary 3 years after certifications, and and maintenance of radar equipment Idaho Code ~ retirement of maintenance that maybe useful in documenting the SD-907(3)(4) equipment records accuracy of the readings. Often includes original factory certification of calibration. Information relating to maintenance and repair may include a description of the work completed, parts used, date of service, equipment number, make, model, etc. Traffic collision Documents of traffic collisions Semipermanent If citation is reports investigated by the police department. Idaho Code ~' issued or These reports typically include SO-907(2)(g) charge is complete information on all cars and filed: drivers involved in the accident, 5 years after location of occurrence, damage, cause final of accident, date and time, accident disposition diagram, description and weather conditions. If no citation 1`1ote: Does not include traffic is issued and collision reports embedded with a no charges are crime report (DR), which shall be filed: 5 years retained according to the retention after closure period established for DRs. of file Vacation watch Records (forms) documenting Transitory Until forms inspection of homes and other administrative properties when the owner/occupant is need ends away. Information typically includes name, address, date requested, vacation beginning and ending time, emergency contact information, special conditions, date and time officers check the house or property, etc. CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 41 OF 60 PUBLIC WORKS DEPARTMENT July 2013 NAME OF DESCRIPTION CATEGORY RETENTION RECORD PERIOD -- All Divisions (Administration, Bosiness Operations, Consh~action lnspectiou, Engineering, ~;nvi~•o~meiital, ~a~tewatei•, ~'Vater:) - _.____ Activity Reports Daily, weekly, monthly or other reports Semi- 5 years documenting the activities of Public Worlcs permanent Department employees, including: type of activity, employees involved, time spent on activity; work completed, equipment and fuel used, reports, logs, log sheets, and related records. Ada County Permits issued by Ada County Highway District Semi- 5 years Highway District (ACHD) to dig in public utility easement. permanent (ACHD) Permits Administrative Clothing order spreadsheets, copies of: Accounts Transitory Until Records Payable invoices, expense reports, leave request administrative logs, MIP Accounts Payable invoices, professional need ends or membership documents, on call yearly roster logs. record is superseded Alarm Monitoring / Reports of monitoring fire alarms, security alarms Semi- 5 years Test Results Reports and sprinkler tests for all relevant City-owned Permanent facilities including annual fire alarm testing, annual backflow testing, quarterly sprinkler testing in Sapphire suppression system, monthly fire pump runs, and monthly check on fire extinguishers and Sapphire. Correspondence, Correspondence created or received in the course of Semi- 5 years Administrative administering City policies, procedures, or Permanent programs. Correspondence, Day-to-day office and housekeeping Transitory Until Transitory correspondence that does not contain unique administrative information about City functions or programs. need ends Customer Complaint letters, notes on phone calls and in Temporary 3 years from Complaints person complaints from customers/citizens. complaint resolution Daily Inspection Inspection logs outlining construction progress. Semi- 5 years Logs permanent Databases Database records created and maintained for the Semi- 10 years purposes of generating reports, data files, and a Permanent variety of different outputs. Departmental Department reports, performance management Semi- 10 years Re orts presentations. Permanent CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 42 OP 60 NAME OF DESCRIPTION CATEGORY RETENTION RECORD PERIOD Engineering Capital Engineering Capital & Enhancement Plan (ECEP) - Semi- 5 years and Enhancement 5 year Capital Improvement Plan Reports. permanent Plan (ECEP) Reports Equipment Records of repair and maintenance of equipment Transitory Until asset is Maintenance and assigned to Public Work, including but not limited removed from Repair Records to: generators, sewage lift pumps, water pumps, service or until office equipment, and furniture. Records may administrative include summaries, reports, and similar records need ends. usually compiled from daily work records on a monthly or quarterly basis. Evacuation Checklists showing current employees and protocol. Transitory Until record is Checklists superseded Facility Assessments, Records regarding maintenance and repairs of Semi- Keep records Maintenance, and buildings and grounds owned or leased by the City Permanent requiring Repair Records including assessments of the condition of City- engineering owned buildings, summaries, logs, reports, and stamps 2 years similar records usually compiled from daily work after life of records. structure. Keep all other records 10 years. Geographic Aerial photographs of properties within the City. Permanent In perpetuity Information Systems, Digital Orthophotography Images Geographic Points, lines, attributes, and polygons relating to Transitory Until Information infrastructure that the City owns or maintains. superseded Systems, GIS Data Geographic A visual representation of data within a particular Transitory Until Information geographical area. Also includes maps and data administrative Systems, Maps provided by outside agencies including edge of need ends pavement, parcels, roads, and others. Geographic Record drawings, as-bunts, and wiring diagrams Permanent In perpetuity Information including but not limited to water and sewer Systems, infrastructure as installed in Meridian. Record Drawings HR Documents Departmental employee personnel records should Semi- Per HR be kept in the appropriate Division's file until permanent retention employment has been terminated (involuntary or policy, records voluntary) and then the file should be sent to HR for will be kept 30 retention. years after separation from employment CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 43 OF 60 NAME OF DESCRIPTION CATEGORY RETENTION RECORD PERIOD Maintenance Records documenting requests and responses Temporary 2 years Request Record thereto concerning a variety of maintenance responsibilities carried out by the Public Works Department. Examples include, but are not limited to: brushing and limbing, road grading, rocking, sealing, patching, and marking, traffic signals and signs, City-owned buildings and equipment, and water and sewer system problems. Master Plan Records Records that document the present and projected Permanent In perpetuity needs of the City for water, sewer, storm drainage, streets, bike paths, and other utility related systems. Includes an implementation schedule for construction, plans, reports, evaluations, cost analyses, drawings, and related documents containing rates, inventory evahations, system rehabilitation or replacement, distribution of services, etc. Materials Safety Materials Safety Data. Sheets (MSDS). Also see Transitory Until chemical Data Sheets (MSDS) Potential Exposure Records below. is removed or Sheets record is superseded Meeting Minutes Internal meeting agendas, minutes, sign-in sheets Semi- 5 years permanent Photos, Construction Photos relating to Public Works construction Permanent In perpetuity activities, infrastructure, inspection photos, etc. Photos, Building Photos relating to repair and replacement of City- Semi- Keep records Maintenance owned equipment, material, and facilities. Permanent requiring engineering stamps 2 years after life of structure. Keep all other records 10 years. Photos, General Photos related to Public Works Department Transitory Until activities and other general use pictures. administrative need ends Potential Exposure Report created when personnel is exposed or Semi- 30 years from Records potentially exposed to a chemical, including MSDS permanent separation of sheet of the chemical involved. Record is placed in employment the employee personnel record. Presentations Departmental presentations. Semi- 10 years Permanent Process Documents Standard Operating Procedures, Process Semi- 5 years Flowcharts, Workflows, Responsible Accountable Permanent Consulted Informed (RACI) Charts and Process Performance Measures. CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 44 OF 60 NAME OF DESCRIPTION CATEGORY RETENTION RECORD PERIOD Quotes Quotes from contractors and other service Temporary 3 years providers. Preliminary and final quotes for goods and services used to conduct building repairs, maintenance, or modifications. Safety Documents Health and Safety Manual, safety audits, training, Semi- 30 years standard operating procedures, auditory testing Permanent records, respirator fit test information. Safety Meeting Topics covered and sign-up sheet for employees Semi- 30 years Agenda / Signup who attended the meetings. permanent Sheets Supervisory Control Reports printed from Supervisory Control and Data Temporary 3 years And Data Acquisition (SCADA) system. Acquisition Reports (SCADA) Technical Manuals, Owner's manuals and warranties for City-owned Transitory Until asset is Specifications, and vehicles and equipment. Includes specifications, removed from Warranties operating instructions, safety information, and service terms of coverage of repair or replacement of equipment. Telephone Records A log of all messages taken both via phone and in Transitory Until person including, but not limited to, recorded calls, administrative voicemails, phone call logs need ends Training/Travel Records documenting attendance and presentation Semi- 5 years by City employees at conventions, conferences, Permanent seminars, workshops, and similar training events. Includes training/travel requests, training and Continuing Education Unit (CEU) tracking reports, instructional materials, training attendance certificates, and related correspondence. Website Public Works Department Website. Transitory Until administrative need ends or record is ____ superseded - -- Administration Area of Impact Records related to analysis of expansion of Public Semi- 10 years Records Works services into the Area of Impact such as permanent those for Kuna, Kuna Treatment Plant, Meridian Heights Water and Sewer District, South Meridian Planning. Committee Records Agendas and meeting minutes for groups convened Semi- 5 years by Public Works such as City Services Focus permanent Group, Construction Best Management Practices Sub-Committee, Energy. CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 45 OF 60 NAME OF DESCRIPTION CATEGORY RETENTION RECORD PERIOD Department Policies Documents the formulation, adoption, and Transitory Until implementation of internal actions/decisions. administrative Includes: Computer, Geographic Information need ends or System (GIS) Policy, Dress Code, Purchasing record is department policies. superseded Events, Public Records related to planning Public Works internal Semi- 5 years Works and external events. permanent Emergency Master Emergency plan records for City Hall, Emergency Semi- 10 years Plans Management, and Continuity of Operations. permanent Newsletters Annual newsletter prepared by the Public Worlcs Permanent In perpetuity Department. Notes Notebooks, Meeting Notes, To Do Lists. Transitory Until administrative need ends or record is superseded Organization Charts Organization charts. Transitory Until administrative need ends or record is superseded Rate Model Records Records related to establishing utility rates Semi- 10 years including calculations and recommendations. permanent Special Projects Documents related to special, one-time projects to Semi- 10 years include, but not limited to, Inventory Management, permanent Project Information, Rail with Trail, Subdivisions, and Accreditation. Studies Studies related to Public Worlcs as provided by Semi- 10 years consultants. permanent Surveys Public Works initiated internal and external surveys Semi- 5 years and survey_ results. _ _ _ permanent _ Business Operations __ Accessibility Contractor logs, key list, and any other records Semi- 5 years Records, City- documenting access to City-owned buildings by Permanent Owned Facilities authorized persons. Vehicle Inspection, Maintenance records, inspection work orders for Transitory Keep until Maintenance, Repair vehicles, vehicle mileage reports, vehicle vehicle is Work orders, and replacement worksheets, repair records. removed from Reports service Preventative Preventative maintenance schedules, work orders. Temporary 3 years Maintenance Work Plans -- - .Construction Inspection CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 46 OF 60 NAME OF DESCRIPTION CATEGORY RETENTION RECORD PERIOD Capital Records including but not limited to attendance for Transitory Records are Improvement public meetings, AVO's (Avoid Verbal Orders - kept until Projects for Other Written Instructions), change orders, construction project Departments checklists, consultant reports, completion and consultants/contractors contracts, contract then turned addendums, council memos, daily reports, design over to checklists, door knockers/hangers, engineering appropriate estimates, field orders, final acceptance letters, department inspection reports, Notices of Intent (NOI), Notices of Termination (NOT), Notices to Proceed, pay applications, preconstruction agendas, preconstruction notices, preconstruction recordings, progress reports, project coi7espondence (letters, responses), project info memos, project schedules, project-related purchase order (PO) requisitions, project-related POs, QLPE (Qualified Licensed Professional Engineer) letters, record drawings (filed separately), project-related requests for information, resubmittals, submittal responses, submittals, substantial completion letters, work change directives. - _ - __ Engiueeriug _ Construction Construction Drawings. _ Transitory Until replaced Drawings by Record Drawings Correspondence Engineering transmittals (not project-related), Temporary 3 years serviceability letters, Letters of Interest. CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 47 OF 60 NAME OF DESCRIPTION CATEGORY RETENTION RECORD PERIOD Engineering Project Records including but not limited to attendance for Permanent In perpetuity File public meetings, AVO's (Avoid Verbal Orders - Written Instructions), change orders, construction checklists, consultant reports, consultants/contractors contracts, contract addendums, council memos, daily reports, design checklists, door knockers/hangers, engineering estimates, field orders, final acceptance letters, inspection reports, Notices of Intent (NOI), Notices of Termination (NOT), Notices to Proceed, pay applications, preconstruction agendas, preconstruction notices, preconstruction recordings, progress reports, project correspondence (letters, responses), project info memos, project schedules, project-related purchase order requisitions (PO), project-related POs, QLPE (Qualified Licensed Professional Engineer) letters, record drawings (filed separately), project-related requests for information, resubmittals, submittal responses, submittals, substantial completion letters, work change directives. Mailing Lists Project mailing list. Transitory Until project completed Reference Preliminary engineering reports, facility plans, Permanent In perpetuity Documents other studies. Specifications Specifications such as, but not limited to the City's Semi- 5 years Supplemental Specs, Idaho Standards for Public Permanent Works Construction (ISPWC), and American Water Works Association (AWWA). Street Light Worlc Street light work orders. Semi- 5 years Orders Permanent __ .Environmental Floodplain Records of floodplain development including Permanent In Perpetuity Administration floodplain permits and floodplain certificates. CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 48 OF 60 NAME OF DESCRIPTION CATEGORY RETENTION RECORD PERIOD Industrial Records related to the identification, inspections Permanent In Perpetuity Pretreatment sampling, permitting, formalized agreements and/or contracts between the City and individual facilities within the business and industrial sectors that must comply with the federal requirements of the Environmental Protection Agency 40 CFR PaI•t 403, General Pretreatment regulations. These records and supporting documentation typically include: Industrial waste questionnaires, permit applications, permits and fact sheets, inspection reports, Industrial user reports, monitoring data (including laboratory reports), required plans (e.g., slug control, sludge management, pollution prevention) , enforcement activities, and correspondence to and from the Industrial User. National Pollutant All records and information resulting from the Semi- 5 years Discharge National Pollutant Discharge Elimination System Permanent Elimination System (NPDES) Construction General Pei7rlit including, (NPDES) but not limited to copy of completed and signed Construction Storm Water Pollution Protection Plans (SWPPPs) General Permit and and SWPPP inspection reports. Storm Water Pollution P>i•otection Plans (SWPPP) - -- - Wastewater -- Confined Space A written authorization prepared prior to employee Semi- 5 years from Entry Permit entry into a Permit Required Confined Space. The permanent date issued Department's permit contains specific entry space, purpose and time conditions under which the entrance will operate. Construction Punch New projects inspection report on City projects Semi- 5 years Lists noting repairs that need made. permanent Delivery Tickets Tickets issued by suppliers to verify delivery of Temporary 2 years supplies or materials (concrete, road base, gravel, etc.). Information usually includes: date, time, amount and type of supplies/materials received, and related data. CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 49 OF 60 NAME OF DESCRIPTION CATEGORY RETENTION RECORD PERIOD Discharge Records documenting effluent quality discharged Semi- Keep discharge Monitoring Records from the City wastewater treatment facility. permanent monitoring Includes supporting documentation such as date, reports 20 period covered, National Pollutant Discharge years after Elimination System (NPDES) permit number, permit discharge number, frequency of analysis, sample expiration. type, and average and maximum quantities and Keep all other concentrations of solids, ammonia, chlorine, records 5 years, nitrogen, and other chemicals. until the end of the NPDES permit cycle, or as requested by state or federal agencies, whichever is longer. Equipment Records documenting the maintenance and Semi- Keep 5 years Maintenance & calibration of equipment and instruments used to permanent after equipment Calibration Records undertake and monitor wastewater treatment removed from operations. Useful to verify equipment reliability service, until and for reference by regulatory agencies. the end of the Information includes: date, type of equipment NPDES permit maintained or calibrated, tests performed, repairs cycle, or as needed, comments, and related information. requested by state or federal agencies, whichever is longer. Mobile Waste Records documenting the dumping of septic Semi- 5 years Hauler Dumping pumping and other wastes from various sources at permanent Records the City waste treatment facility. Records include logs, manifests, and similar documents. Information includes: name and signature of hauler, quantity of wastes dumped, location at which wastes were pumped, and related information. CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 50 OF 60 NAME OF DESCRIPTION CATEGORY RETENTION RECORD PERIOD National Pollutant Records documenting the application for and Semi- Keep ail Discharge issuance of a permit to the City under the National permanent records 5 years, Elimination System Pollutant Discharge Elimination System (NPDES) 40 CFR until the end of (NPDES) Records program which allows discharge of specific 122.41 the NPDES pollutants under controlled conditions. Records permit cycle, or typically include: applications, permits, addenda, as requested by modifications, and related supporting state or federal documentation. Information includes: influent and agencies, effluent limits, chemical analysis records, water whichever is flow, test and recording requirements, definitions longer. and acronyms, compliance schedules, and related data. (SEE ALSO Wastewater Inspection Records in this section.) Sewage Sludge Agreements between the City and landowners Semi- 6 years Application related to the application of sewage sludge to permanent Landowner approved sites. Records include signed agreements, Agreements exhibits, amendments, and related documents. Information typically includes: agreement number, date, conditions or terms, parties involved, period covered, and signatures. Sewage Sludge Logs documenting the agricultural application of Permanent In perpetuity Application Site sewage sludge to approved sites. Subjects include Logs agronomic loading calculations related to maximum application of nitrogen in pounds per acre per year, and ultimate site life loading calculations tracking the amount of heavy metals applied. Sewage Sludge Plans submitted by the City to engage in sludge Permanent In perpetuity Management Plans disposal or application activity, Information includes: method of sludge removal, land application or disposal sites, sludge stability determination methods, projected sludge storage basin use, sludge analyses, application rates, and heavy metal limitations. Sewet• and Storm Records documenting the maintenance and repair of Semi- Keep records Drainage City sewers and storm drains. May include permanent requiring Maintenance and summaries, reports, and similar records usually engineering Repair Records compiled from daily work records on a monthly or stamps 2 years quarterly basis. Information often includes location, after life of narrative of work completed, amount and type of structure. Keep material used, personnel completing work, dates of other records 5 activities, authorization, and related information. years. (SEE ALSO Activity Reports and Sewer Television/Videoscan Inspection Records in this section.) CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 51 OF 60 NAME OF DESCRIPTION CATEGORY RETENTION RECORD PERIOD Sewer Smolce Test Records documenting smoke tests undertaken to Semi- 10 years Records verify hookup to main sewer lines, check condition permanent of pipes, or determine effectiveness of backflow prevention devices. Information typically includes: maps or diagrams of lines tested, location of leaks detected, inspector's name, pipe size, and related information. Sewer Television/ Reports documenting television inspections used to Semi- 10 years Videoscan locate problems and defects in sewer lines. Often permanent Inspection Records consists of periodic inspections of existing lines, final inspections of newly constructed lines, and inspections at the end of warranty periods. Records usually contain videotapes and written reports. Information typically includes: date, type of inspection, conditions found, repairs needed, distances from manholes, and related information. Valve Maintenance Records documenting the location, specifications, Semi- Keep location Records maintenance, and repair of valves in the City sewer permanent and system. Includes lists, charts, drawings, reports, specification logs, and related records, valve location, records 1 year identification number, run of pipe, size, make, year after valve installed, depth, turns to open and normal position, removed from narratives of valve maintenance and repair, test run, service. Keep personnel completing work, dates, and related all other information. records 5 years. Wastewater Facility Records such as applications, permits, addenda, Permanent In perpetuity Permit Records modifications, and related supporting documentation, documenting the application for and issuance of a permit authorizing the City to construct and operate a disposal system with no discharge to navigable waters such as sewage lagoons, land application/reuse, septic tanks, and drain fields Wastewater Grant Records relating to Idaho Department of Semi- Keep 3 years ~& Loan Records Environmental Quality (IDEQ) grants and loans for permanent after grant wastewater facilities, including: application form closure or loan and checklist, authorizing resolution, engineering payoff contract checklist, certificate of negotiation, proof of professional liability insurance, certification of financial and management capability, and other documents. CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 52 OF 60 NAME OF DESCRIPTION CATEGORY RETENTION RECORD PERIOD Wastewater Records documenting inspections of City Semi- Keep all Inspection Records wastewater treatment operations to monitor permanent records 5 years, compliance with National Pollution Discharge until the end of Elimination System (NPDES) permit conditions. the NPDES These reports and supporting documentation permit cycle, or typically include: date, location, areas evaluated as requested by during inspection, summary of findings, pre- state or federal treatment requirements review, sampling checklists, agencies, flow measurements, laboratory assurance whichever is _ - checklists, and related information. longer. Water - - - Backflow Assembly A report of backflow assemblies that are scheduled Semi- 5 Years Survey Lists to be surveyed. permanent Backflow Dual A list of customers who have two water connection Semi- 5 years Connection Lists sources for outdoor use. permanent minimum or as long as customer remains connected to two sources of water Backflow Plan A letter sent to Building Services and the design Permanent In perpetuity Review Transmittal professional with the Cross Connection Control Letters Inspectors requirements. Backflow Prevention Records documenting test results on backflow Semi- 5 years Device Test Records prevention devices designed to protect the City permanent water system from pollution related to substances backing into water lines. Backflow Repair Test reports of backflow assemblies needing Semi- 5 Years Reports repairs. permanent minimum or life of backflow assembly Backflow Surveys A survey of properties noting the location and type Semi- 10 years of hazard and type of assembly. permanent Backflow Test Electronic report for customers who have their Temporary 3 years Credit Logs backflow tests completed by their City-mandated annual due date. Backflow Tester Tester information including a copy of their license, Transitory Until Information proof of insurance, and tester kit calibration. administrative (License, Insurance, need ends or Calibration) record is superseded Backflow Testers A list of backflow testers with their pricing. Transitory 1 year or until Lists With Pricing record is superseded Backflow Tests Backflow assemblies test report. Temporary 3 years CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 53 OF 60 NAME OF DESCRIPTION CATEGORY RETENTION RECORD PERIOD Backflow Violation Backflow Shut Off Turn On (SOTO) report lists Temporary 3 years Reports customers who have not had their backflow tests done and are in non-compliance and scheduled for water service termination. Chlorine Residual A report showing sample dates and locations of free Permanent In perpetuity Report chlorine remaining in the City water system. Confined Space A written authorization prepared prior to employee Semi- 5 years from Entry Permit entry into a Permit Required Confined Space. The permanent date issued Department's permit contains specific entry space, purpose and time conditions under which the entrance will operate. Construction Punch New projects inspection report on City projects Semi- 5 years Lists noting repairs that need made permanent Construction Bacteria sample results taken for new water Semi- 5 years Samples for new line/well construction permanent Construction Consumer Report mandated by EPA delivered to Meridian Semi- 5 years Confidence Reports citizens that are connected to City water. permanent (Water Quality Report) Correspondence, All backflow program correspondence with Semi- 5 Years Backflow customers and testers including: reminder to test, permanent past due letters, reminder of expectations, and tester requirement forms. Correspondence, Any mailed correspondence with labs, customers, Semi- 15 years Sampling regulators concerning sampling. Permanent Correspondence, Letters that were mailed to customer informing Semi- 5 years Water Leaks customer of a possible leak are attached to the permanent service order for leak check Critical Water Users Records that identify critical water users within the Transitory Until Spreadsheet City of Meridian, such as hospitals, medical administrative facilities, schools, large corporate facilities, hotels, need ends or motels, restaurants, and the water park. This record record is evolves as new businesses move into Meridian and superseded critical water users leave Meridian. Daily Chlorine Field notes from Chlorine residuals taken from Temporary 3 years Residual various sample ports in the City water system. Spreadsheet Dig Line Tickets Customer and contractor requests via Dig Line to Transitory 1 year Completed/ Daily locate underground City utilities before excavation Audit Transmission begins. Sheets Federal Licensing spreadsheets for SCADA radios, base Semi- 10 years Communications station and vehicle two/way radios permanent Commission (FCC) Radio Licensing Spreadsheet CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 54 OF 60 NAME OF DESCRIPTION CATEGORY RETENTION RECORD PERIOD Fire Flow Reports Actual fire flow data taken from a particular fire Semi- 75 years hydrant. permanent Fire Hydrant Records that identify hydrant location and Transitory Keep until Information manufacturer information. hydrant is Spreadsheets removed from service Fire Hyd~•ant Meter• Billing documents from fire hydrant meter readings Semi- 75 years Billing Spreadsheet based on water used for construction. permanent Fire Hydrant Meter Roster of hydrant meters checked out by Semi- 5 years Check Out List contractors. permanent Fire Hydrant Meter Copy of invoices sent to contractors for hydrant Semi- 5 years Invoices meter water usage/daily rental fee. permanent Flush Logs used for entering wasted water flushed from Semi- 25 years Log/Nephelometer the water system and not sold. Flush locations are permanent Turbidity Unit listed. Water Quality information, including (NTU) Reports Nephelometer Turbidity (NTU) readings, are documented. GPS /Meter GPS coordinates listed on meter set service orders. Transitory Keep until Location Reports meter location is removed from service Junked Water Meter List of meters that are taken out of use. Temporary 2 years Records License Agreements Agreement between water purveyors (City of Permanent In perpetuity Meridian) and the Idaho Department of Environmental Quality (IDEQ) for discharge of domestic water into U. S waterways. Maximum Maximum Contaminant Load (MCL) Violation Permanent In perpetuity Contaminant Load notices. Required by Department of Environmental Violation Notices Quality (DEQ) to notify the public. Meter Tracking Electronic reports that log meters in City water Transitory Until Stored Electronically system by the month. administrative on Shared Drive need ends or record is superseded Meter Transceiver Lists Meter Transceiver Unit numbers and Transitory Until Unit Type Total addresses for types 505 or 520. administrative Reports need ends or record is superseded Monitoring Waivers Sampling waivers to reduce the frequency of Permanent In perpetuity sampling. Pressure Test Pressure testing report forms for new water Semi- 5 years Report systems. permanent Reading Cycles Records that list electronic monthly meter totals per Permanent In perpetuity Sections Report section and cycle. CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 55 OF 60 NAME OF DESCRIPTION CATEGORY RETENTION RECORD PERIOD Reclaimed Water Survey reports to monitor compliance. Permanent In perpetuity Site Survey Reports Residential Well Reports on private well disconnects. Permanent In perpetuity Disconnect Reports Salvage Information Itemized receipt of salvaged and recycled material. Transitory Until / Receipts Material is coming from worn out water meters administrative (brass) pipe and fire hydrants that are replaced (cast need ends or iron). record is superseded Sample Results and Sample report form for sampling City water for Permanent In perpetuity Chain of Custody / bacteria to satisfy compliance monitoring. Results Bacteria- are reported on separate form unless sampling is done for Bac-T. Sample Results and Sample report form for sampling the water for Permanent In perpetuity Chain of Custody / noncompliance monitoring. Special Sampling Forms for calibration and certification or repair of Permanent In perpetuity Equipment sampling equipment. Calibration and Certification / Repair Service Orders / Records including requests from customer, Utility Semi- 5 years Service Order Billing, or Water Division to perform work or get a permanent Documents read at an address as well as historical logs showing service order number. Spring Flush (Brown Electronic records of discolored water complaints Semi- 5 years Water logs) by customers. permanent Historical Spring flush notices Flush notices mailed to customers for spring flush Semi- 5 years (Mailers) of water system. permanent Subdivision Map Spreadsheet with subdivision number. Transitory Keep as long as Section reports record is valid Water Meter Water meter reports including: water meter Semi- 5 years Reports assessment forms, water meter installation reports, permanent water meter proof reports, water meter change out lists, water meter re-install fee lists, water meter exception reports, water meter set forms, water meter size totals report, water meter and meter parts warranty return reports, water meter work orders, stopped meter lists, water meter reading high/low consumption reports, historical meter change out reports, historical meter reading route reports, monthly meter reads, unread meters and malfunctions by date and time, master route reports, non-read exception report. Water Quality Calls Records documenting water quality calls from Semi- 25 years "Master File" customers. permanent CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 56 OF 60 NAME OF RECORD DESCRIPTION CATEGORY RETENTION PERIOD Well /Pressure Spreadsheet maintained for Pressure Reducing Semi- 25 years Reducing Value Valves (PRV) inspection and repair. permanent (PRV) Inspection, Operation and Repair Data Well /Pressure Hansen software reports on Pressure Reducing Permanent In perpetuity Reducing Value Valves (PRV) and Well reads. (PRV) Read Annual Reports CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 57 OF 60 RISK MANAGEMENT August 2007 RECORD DESCRIPTION CATEGORY RETENTION PERIOD City Vehicle Records documenting accidents Temporary 3 years Accident Records involving city vehicles, including: name and address of parties involved, date and time, complaint, description of damage, photographs, correspondence, etc. (SEE ALSO Liability Claims Records in this section.) Contractor Letters or certificates of coverage Semipermanent For city Liability Insurance provided by insurance companies public works Verification declaring that specific contractors are projects keep Records covered by appropriate liability 10 years after insurance. Records include: insurance substantial company name and address, issue completion. date, expiration date, amount and type Keep all other of coverage, special provisions, records six signature of insurance company years after representative, etc. expiration. Contractor Records documenting the posting of Semipermanent For city Performance Bond performance guarantees or surety public works Records bonds by contractors performing work projects keep for the city, including letters, 10 years after certificates, copies of bonds, etc. substantial Information usually includes: name of completion. individual or company covered, Keep all other amount of coverage, effective dates, records six name of bonding agent, authorized years after signatures, etc. expiration. Insurance Policy Records documenting the terms and Permanent Keep group Records conditions of city insurance policies employee covering liability, property, group health and employee health and life, motor life, property vehicle, workers' compensation, etc. and liability Records usually include: policies, insurance endorsements, rate change notices, policies agent of record, and related permanently. documents. Liability Claims Records documenting various types of Semipermanent Keep 10 years Records liability claims filed against the city, after case including: personal injury, property closed or damage, motor vehicle accident, false dismissed. arrest, etc. Records often include: reports, photographs, summaries, reviews, notices, audio and videotapes, transcripts of recorded CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 58 OF 60 statements, correspondence and related documents. Liability Waiver Document the release of the city from Semipermanent 6 years Records liability related to various activities, including: police/fire ride-alongs, rekindling fires, participating in city- sponsored recreational events or classes, etc. Information usually includes: release terms, date, signatures, and related information. Property Damage Records, photographs, and other Temporary 3 years Records records documenting damage to city property such as signs, trees, picnic tables, buildings, fountains, and fences. Information often includes: type and location of property damaged, description of damage, date and time of damage (if known), name and address of individual causing the damage (if known), value of damage, billing costs, etc. (SEE ALSO Liability Claims Records in this section.) Public Injury Records documenting injuries Temporary 3 years Reports sustained by non-employees on city property (i.e. parks, swimming pools, libraries, etc.). Information usually includes: date, time, and location; description of injury; name, address, phone number, sex and age; witnesses and other related information. (SEE ALSO Liability Claims Records in this section.) Rislc Survey &~ Records documenting surveys, Semipermanent 5 years Inspection Records inspections, and other actions designed to identify potential hazards and liabilities to the city related to buildings, parks, playgrounds, swimming pools, etc. Useful for preventing liability claims and for illustrating a pattern of responsible action regarding hazards. Records may include: survey summaries and reports, safety audit and inspection reports, correspondence, etc. Safety Program Records documenting the city's Semipermanent 10 years Records program to promote a safe work environment for its employees. Records may include: safety policies, CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 59 OF 60 plans and procedures, workplace safety committee records, reports on inspections conducted by the safety officer, evacuation rosters and reports, and related documentation and coil espondence. Workers' Records documenting the processing Semipermanent 5 years after Compensation of individual employee claims of job Idaho Code claim closed Claim Records related injuries or illnesses, but not section 72-601 or final action those describing actual medical conditions. Records may include: claim disposition notices, claim reporting and status forms, injury reports, determination orders, insurance premium data, hearing requests, safety citations, inspection reports, medical status updates and reports, investigation reports, reimbursement and payment records, and related correspondence and documentation. (SEE ALSO Employee Medical Records in the Personnel Records section for retention of records describing injuries and illnesses). CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 60 OF 60 e~idian City ®uncil satin T :July 23, 2013 IT IVI 10A J T . iTEnn rirLE: Ordinance No. ~ ~ ~~ An Ordinance of the City of Meridian Establishing "Gene Kleiner Day" as an Annual City of Meridian Citizen Recognition Day MEETING NOTES nm Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO I SENT TO I SENT TO ( NOTES I INITIALS STAFF AGENCY APPLICANT CITY OF MERIDIAN ORDINANCE NO. /.~ - j (B ~, BY THE CITY COUNCIL: BIRD, HOAGLUN, ROUNTREE, ZAREMBA AN ORDINANCE OF THE CITY OF MERIDIAN, ESTABLISHING "GENE KLEINER DAY" AS AN ANNUAL CITY OF MERIDIAN CITIZEN RECOGNITION DAY TO BE CELEBRATED EACH AND EVERY SECOND SATURDAY OF JUNE FROM THIS TIME FORWARD IN HONOR OF GENE KLEINER'S GENEROSITY AND LASTING CONTRIBUTION TO THE CITY; AND DIRECTING THE PARKS AND RECREATION DEPARTMENT DIRECTOR TO PLAN EVENTS IN CELEBRATION THEREOF; AND PROVIDING AN EFFECTIVE DATE. BE IT ORDAINED BY THE MAYOR AND COUNCIL OF THE CITY OF MERIDIAN, ADA COUNTY, STATE OF IDAHO: WHEREAS, on June 9, 2012 the City of Meridian officially dedicated and opened Julius M. Kleiner Memorial Park for the public's use and enjoyment; and WHEREAS, Julius M. Kleiner Memorial Park has quickly become the flagship park of the City's parks system, known and loved by citizens throughout Meridian and the entire Treasure Valley; and WHEREAS, pursuant to Meridian City Code, Title 1, Chapter 6, Section 3, and the duties and powers bestowed upon the Office of the Mayor, including the power to publically acknowledge through proclamation an individual who has contributed to and enhanced the quality of life in Meridian, the Mayor of the City of Meridian proclaimed June 9, 2013 as "Gene Kleiner Day" in recognition of Mr. Eugene "Gene" Kleiner's generosity in gifting to the City of Meridian and its citizens the twenty-five (25) million dollar sixty (60) acre urban park in tribute to his father, the late Julius M. Kleiner; and WHEREAS, Gene Kleiner donated both the land and construction of this twenty-five (25) million dollar park, through the Kleiner Park Trust; and ORDINANCE ESTABLISHING THE SECOND SATURDAY IN JUNE AS GENE KLEINER DAY FROM THIS TIME FORWARD AND DIRECTING THE CITY PARKS AND RECREATION DEPARTMENT DIRECTOR AND STAFF TO PLAN EVENTS IN CELEBRATION THEREOF _ Page 1 of 4 WHEREAS, the donation of this great park has impacted the lives of Meridian's residents for the better and increased the quality of life for our citizens and the public generally; and WHEREAS, Gene Kleiner's generosity serves as an extraordinary example of selfless philanthropy and corninunity giving which has forever changed and improved the quality of life in Meridian for present and future generations; and WHEREAS, the Mayor and City Council of the City of Meridian wish to bestow a more lasting tribute to Mr.Gene Kleiner in recognition of his generous gift to the City of Meridian and its citizens as well as to honor his father, Julius M• Kleiner, who fanned the land upon which the Park sits and was alife-long Treasure Valley businessman, and philanthropist; and WHEREAS, by establishing and celebrating Gene Kleiner Day, not just this year by Mayor Proclamation, but as an annual Citizen Day of Recognition, Mr. Kleiner will receive the lasting tribute which he so richly deserves; and WHEREAS, to preserve as closely as passible the history of the Park including its June 9, 2012 dedication and opening date as well as the June 9, 2013 date proclaimed by the Mayor this year as Gene Kleiner Day, from this point forward Gene Kleiner day will be celebrated on the second Sattuday in June; and WHEREAS, establishing an aimual day to recognize a citizen who has made a significant and lasting contribution to the City of Meridian falls within the general duties and powers bestowed upon the Office of the Mayor and City Council as set forth in Meridian City Code, Title 1, Chapters 6 and 7, and state law; and ORDINANCE ESTABLISHING THE SECOND SATURDAY IN JUNE AS GENE KLEINER DAY FROM THIS TIME FORWARD AND DIlZECTING TIC CITY PARKS AND RECREATION DEPARTMENT DIRECTOR AND STAFF TO PLAN EVENTS IN CELEBRATION THEREOF - Page 2 of 4 WHEREAS, the Mayor and City Council desire that the celebration of Gene Kleiner Day will take place at the Julius M. Kleiner Memorial Park with events that will provide citizens of Meridian preseirt and future the opportuuuty to learn about the park's benefactor and the Kleiner family history; and WHEREAS, throughout the City of Meridian Gene Kleiner Day will be a special day during which the citizens of Meridian will be encouraged to recognize the positive impact of community giving and service in our city and to thank those that serve; and to find ways to give back to their communty; and WHEREAS, tlu•oughout the City of Meridian the citizens of Meridian will be encouraged on Gene Kleiner Day to seek opportunities to follow Gene Kleiner's example of selfless generosity and pay it forward in countless new acts of service across the community. NOW THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF MERIDIAN CITY, IDAHO: Section L That the second Saturday in June from this time forward will be declared Gene Kleiner Day.in the City of Meridian. Section 2. That Gene Kleiner Day will be celebrated tluoughout the City of Meridian and with special events plaimed at the Julius M. Kleiner Memorial Parr which will provide citizens of Meridian the opportunity to learn about Gene Kleiner's gift and the Kleiner family history. Section 3. That events planned on Gene Kleiner Day shall be designed to inspire and encourage the citizens of Meridian to recognize the positive impact of comnnlnity service in our city and to thank those that serve; and to find ways to give back to their community. ORDINANCE ESTABLISHING THE SECOND SATITIZDAY IN JUNE AS GENE KLEINER DAY FROM THIS TIME FORWARD AND DIRECTING THE CITY PARKS AND RECREATION DEPARTMENT DIRECTOR AND STAFF TO PLAN EVENTS IN CELEBRATION THEREOF _ Page 3 of 4 Section 4. That events planned on Gene Kleiner Day shall also serve to encourage the citizens of Meridian to seek opportunities to follow Gene Kleiner's example of selfless generosity and pay it forward in countless new acts of service across the community. Section 5. That the Parks and Recreation Department Director and his staff are hereby directed to plan for and recommend to City Council for approval the events to take place on Gene Kleiner Day at the Julius M. Kleiner Memorial Park and elsewhere as fitting on the second Saturday in June from this time forward. Section G. That this Ordinance shall be in full force and effect from and after its passage, approval and publication, according to law. r~ PASSED by the City Council of the City of Meridian, Idaho, this ~ day of July, 2013. APPROVED by the Mayor of the City of Meridian, Idaho, this ~ ~da of Jul , 2013. Y Y APPROVED: ~~r ~K 1ST A U •O • ATTEST: 1,7 C~'~ J3o By ,ity of . aycee .Holman, City Clerk ~' ~/ E IDR~~A~l°J~'~- ~e~w~o 5 '~. SEAL ~~ `P ~~~:."'t r b ~ r r, c tw~4~ de Weerd ORDINANCE ESTABLISHING THE SECOND SATURDAY IN JUNE AS GENE KLEINER DAY FROM THIS TIME FORWARD AND DIRECTING THE CITY PARKS AND RECREATION DEPARTMENT DIRECTOR AND STAFF TO PLAN EVENTS IN CELEBRATION THEREOF _ Page 4 of 4 NOTICE AND PUBLISHED SUMMARY OF ORDINANCE PURSUANT TO I.C. § 50-901(A) CITY OF MERIDIAN ORDINANCE NO. 13- IS(u(r, An Ordinance of the City of Meridian establishing "Gene Kleiner Day" as an annual City of Meridian Citizen Recognition Day to be celebrated each and every second Saturday of June from this time forward in honor of Gene Kleiner's generosity and lasting contribution to the City; and directing the Parks and Recreation Department director to plan events in celebration thereof; and providing an effective date. A frill text of this ordinance is available for inspection at City Hall, City o#'Meridian, 33 East Broadway Avenue, Meridian, Idaho. This ordinance shall become effective upon the passage and publication. City of M~ jr dian Mayor and City Council By: Jaycee L. Holman, City Clerk First Reading: ~' ~~ ~ ~ J ~~~'3SD AU~~~1 I O~ ~~~',~ El IIjIA.rN~ ~~~ ti `~T ,tti °r rSr THE pS~2• Adopted after first}'eading by suspension of the Rule as allowed pursuant to Idaho Code §SO- 902: YES V NO Second Reading: Third Reading: STATEMENT OF MERIDIAN CITY ATTORNEY AS TO ADEQUACY OI' SUMMARY OF ORDINANCE N®. 13- I~ ~ ~ The undersigned, William L.M. Nary, City Attoz7ley of the City of Meridian, Idaho, hereby certifies that he is the legal advisor of the City and has reviewed a copy of the attached Ordinance No. 13- ~S(o (o of the City of Meridian, Idaho, and has found the same to be tide and complete and provides adequate notice to the public pursuant to Idaho Code § 50- 901A (3). i SUMMARY OF ORDINANCE ESTABLISHING THE SECOND SATURDAY IN JUNE AS GENE KLEINER DAY FROM THIS TIME FORWARD AND DIRECTING THE CITY PARKS AND RECREATION DEPARTMENT DIRECTOR AND STAFF TO PLAN EVENTS IN CELEBRATION THEREOF Meridian ity ouncil Min T :July 23, 2013 IT U 11 J T irEnn -riTLE: Future Meeting Topics CLERKS OFFICE FINAL ACTION DATE: I E-MSTLAED TO I AGENCYO I APPLICANT I NOTES I INITIALS