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HomeMy WebLinkAbout2014-05-27E CITY COUNCIL REGULAR MEETING AGENDA City Council Chambers 33 East Broadway Avenue Meridian, Idaho Tuesday, May 27, 2014 at 6:00 PM Roll -Call Attendance X David Zaremba X Joe Borton X Charlie Rountree X Keith Bird X Genesis Milam X Luke Cavener X Mayor Tammy de Weerd 2. Pledge of Allegiance by Boy Scout Troop 119 with the Sundance LDS Ward led by Ammon Brock 3. Community Invocation by Tim Pusey with Valley Shepherd 4. Adoption of the Agenda Adopted 5. Consent Agenda Approved (Pg 2-3) A. Approve Minutes of May 13, 2014 City Council Workshop Meeting B. Ratification of Sale and Purchase Agreement for Ada County Highway District (ACHD) Surplus Property "Parcel 23" adjacent to City Well 19 for the amount of $18,000.00 C. Fourth Amendment to the Development Agreement for Approval: MDA 13- 025 Centre Point Square by Centre Point Square, LLC Located West of N. Eagle Road and South of E. Ustick Road Request: Development Agreement Modification to Change the Development Plan from Multi -Family to Single Family D. Development Agreement for Approval: AZ 14-003 Heritage Grove by Tucker Johnson Located Northwest Corner of N. Locust Grove Road and E. Ustick Road Request: Annexation of Approximately 1.49 Acres from RUT in Ada County to the R-15 (Medium High Density Residential) Zoning District E. Final Order for Approval: FP 14-020 Knighthill Center by Mason and Stanfield Inc. Located Southwest Corner of N. Linder Road and W. Chinden Boulevard Request: Final Plat Approval Consisting of Five (5) Commercial lots on Approximately 9.11 Acres in the C -G Zoning District Meridian City Council Meeting Agenda — Tuesday, May 27, 2014 Page 1 of 3 All materials presented at public meetings shall become property of the City of Meridian. Anyone desiring accommodation for disabilities related to documents and/or hearing, please contact the City Clerk's Office at 888-4433 at least 48 hours prior to the public meeting. F. Professional Services Agreement with Trauma Intervention Programs, Inc. ("TIP") for an amount not to exceed $9,766.00 G. Approval of Task Order 10499 for Professional Design Services for "Sewer Line replacements - Site 1213" to Murray, Smith and Associates, Inc. for the Not -To -Exceed amount of $136,659.00. 6. Items Moved From Consent Agenda None (Pg 3-4) 7. Department Reports A. Mayor's Office: Mayor's Youth Advisory Council (MYAC) End of the Year Update (Pg 4-7) B. Mayor's Office: Budget Amendment for State of the City for a Not -to - Exceed Amount of $5,800.00 Approved (Pg 7-8) C. Human Resources: Budget Amendment for Compensation Review FY14 Merit Program/Salary Structure in the Not -to -Exceed Amount of $61,536.00 Approved (Pg 8-10) D. Fire Department: Budget Amendment for FY14 Fire Station Security Enhancement for the Not -to -Exceed Amount of $11,707.98 Approved (Pg 10-11) E. Community Development Block Grant (CDBG) Program Year 2014 Pre -Draft Activity Prioritization (Pg 11-15) F. Legal Department Report: Discussion on Waiving Parks Reservation Fees for Historic Meridian Special Events (Pg 15-16) G. Police Department: Budget Amendment for the Final Process of Public Safety Training Center Project for the Not -to -Exceed Amount of $831,113.00 Approved (Pg 16-24) 8. Ordinances A. Ordinance No. 14-1613: An Ordinance (AZ 14-003 Heritage Grove Subdivision) For Annexation And Rezone Of A Parcel Of Land Located In The SE '/4 Of The SE '/4 Of Section 31, Township 4 North, Range 1 East, Boise Meridian, Ada County, Idaho, Establishing And Determining The Land Use Zoning Classification Of Said Lands From RUT To R-15 (Medium - High Density Residential District) In The Meridian City Code; And Providing An Effective Date Approved (Pg 24-25) Meridian City Council Meeting Agenda — Tuesday, May 27, 2014 Page 2 of 3 All materials presented at public meetings shall become property of the City of Meridian. Anyone desiring accommodation for disabilities related to documents and/or hearing, please contact the City Clerk's Office at 888-4433 at least 48 hours prior to the public meeting. B. Ordinance No. 14-1614: Waiving Parks Reservation Fees for Historic Meridian Special Events Approved (Pg 26-27) 9. Future Meeting Topics None 10. Other Items A. Executive Session Per Idaho State Code 67-2345 (1)(c): (c) To Conduct Deliberations Concerning Labor Negotiations or to Acquire an Interest in Real Property, Which is Not Owned by a Public Agency Into Executive Session at 7:24 p.m. Out of Executive Session at 8:27 p.m. Adjourned at 8:27 p.m. (Pg 27) Meridian City Council Meeting Agenda — Tuesday, May 27, 2014 Page 3 of 3 All materials presented at public meetings shall become property of the City of Meridian. Anyone desiring accommodation for disabilities related to documents and/or hearing, please contact the City Clerk's Office at 888-4433 at least 48 hours prior to the public meeting. Meridian City Council May 27, 2014 A meeting of the Meridian City Council was called to order at 6:00 p.m., Tuesday, May 27, 2014, by Mayor Tammy de Weerd. Members Present: Charlie Rountree , Keith Bird, Genesis Milam, David Zaremba, Joe Borton and Luke Cavener. Others Present: Bill Nary, Jaycee Holman, Bruce Chatterton, Caleb Hood, Warren Stewart, Scott Colaianna, Jamie Leslie, Chris Amenn, Patti Perkins, Ron Corder, Patrick Dilley and Dean Willis. Item 1: Roll -call Attendance: Roll call. X David Zaremba X Charlie Rountree X Genesis Milam X X Joe Borton X Keith Bird X Luke Cavener Mayor Tammy de Weerd De Weerd: Well, I will go ahead and start tonight's meeting. First I would like to thank all of those who are in attendance and certainly we appreciate our seniors from the Mayor's Youth Advisory Council and our troop that is with us today. Thank you for joining us. Item No. 1 -- oh. For the record it is Tuesday, May 27th. It's 6:00 o'clock. We will start with roll call attendance, Madam Clerk. Item 2: Pledge of Allegiance by Boy Scout Troop 119 with the Sundance LDS Ward led by Ammon Brock De Weerd: I didn't know we were voting on if we were here or not. Item No. 2 is the Pledge of Allegiance. Tonight we will be led by Troop 119. They are from Sundance LDS ward and their leader is Ammon Brock. Whoever is going to lead us, if you will come up front and I will ask those in attendance to please rise. (Pledge of Allegiance recited.) De Weerd: Thank you, boys. We appreciate you leading us in the pledge and Madam Clerk will distribute some City of Meridian pins for leading us in the pledge tonight. So, thank you so much. Item 3: Community Invocation by Tim Pusey with Valley Shepherd De Weerd: Item No. 3 is our community invocation. Tonight we will be led by Pastor Tim Pusey. If you will all, please, join us in the community invocation or take this as an opportunity for a moment of reflection. Thanks for joining us. Meridian City Council May 27, 2014 Page 2 of 27 Pusey: Thank you. Heavenly Father, we humble ourselves before you tonight, seeking your wisdom and your grace for the City of Meridian this evening. We thank you for those who are willing to serve our city and we pray, Lord, that you would guide our Mayor and our City Council as they consider matters that are important to the people of Meridian. In all that is done may your wisdom and your love prevail. We pray, Lord, for the people of this city from the most marginalized to those who might appear to be the most successful and we ask, Lord, that this would always be a good place to live, because the people of this city care about one another. We do thank you, Lord, for your many blessings upon our city and it is with grateful hearts that we call upon you tonight, amen. De Weerd: Thank you, Pastor Pusey. I will make special note that Pastor Pusey and I have the same Meridian mom and so, essentially, that makes us brother and sister, so -- Item 4: Adoption of the Agenda De Weerd: Item No. 4 is adoption of the agenda. Rountree: Madam Mayor? De Weerd: Mr. Rountree. Rountree: Item 8, Ordinances, 8-A the proposed ordinance number is 14-1613 and Item 8-13, the ordinance number is 14-1614. And with that, Madam Mayor, I move that we approve the agenda as published. Bird: Second. De Weerd: I have a motion and a second to approve the agenda as published. All those in favor say aye. All ayes. Motion carried. MOTION CARRIED: ALL AYES. Item 5:j Consent Agenda A. Approve Minutes of May 13, 2014 City Council Workshop Meeting B. Ratification of Sale and Purchase Agreement for Ada County Highway District (ACHD) Surplus Property "Parcel 23" adjacent to City Well 19 for the amount of $18,000.00 C. Fourth Amendment to the Development Agreement for Approval: MDA 13-025 Centre Point Square by Centre Point Square, LLC Located West of N. Eagle Road and South of E. Meridian City Council May 27, 2014 Page 3 of 27 Ustick Road Request: Development Agreement Modification to Change the Development Plan from Multi -Family to Single Family D. Development Agreement for Approval: AZ 14-003 Heritage Grove by Tucker Johnson Located Northwest Corner of N. Locust Grove Road and E. Ustick Road Request: Annexation of Approximately 1.49 Acres from RUT in Ada County to the R- 15 (Medium High Density Residential) Zoning District E. Final Order for Approval: FP 14-020 Knighthill Center by Mason and Stanfield Inc. Located Southwest Corner of N. Linder Road and W. Chinden Boulevard Request: Final Plat Approval Consisting of Five (5) Commercial lots on Approximately 9.11 Acres in the C -G Zoning District F. Professional Services Agreement with Trauma Intervention Programs, Inc. ("TIP") for an amount not to exceed $9,766.00 G. Approval of Task Order 10499 for Professional Design Services for "Sewer Line replacements - Site 1213" to Murray, Smith and Associates, Inc. for the Not -To -Exceed amount of $136,659.00. De Weerd: Item 5 is our Constant Agenda. Rountree: Madam Mayor? De Weerd: Mr. Rountree. Rountree: I move that we approve the Consent Agenda as published, authorize the Clerk to attest and the Mayor to sign. Bird: Second. De Weerd: I have a motion and a second to approve the Consent Agenda. Is there any discussion from Council. Seeing none, Madam Clerk, will you call roll. Roll Call: Bird, yea; Rountree, yea; Zaremba, yea; Borton, yea; Milan, yea; Cavener, yea. De Weerd: All ayes. Motion carried. MOTION CARRIED: ALL AYES. Item 6: Items Moved From Consent Agenda Meridian City Council May 27, 2014 Page 4 of 27 De Weerd: There were no items moved from the Consent Agenda. Item 7: Department Reports A. Mayor's Office: Mayor's Youth Advisory Council (MYAC) End of the Year Update De Weerd: So we will move into Department Reports. Council, under the Mayor's office we have our last of this year Mayor's Youth Council report and with us tonight to give that report is Prince. Wang: All right. Madam Mayor and Members of the Council, my name is Prince Wang and I am the communications director for the Mayor's Youth Advisory Council and I will be giving our last MYAC update today for the 2013-2014 school year and you were last updated on April 1st. So, we still have about 75 active members in the Mayor's Youth Advisory Council and we have an average attendance of about 50 members at the meetings, which is pretty impressive, considering all the spring sports that are going around at this time. We are happy with our year long attendance and participation, especially since we have members from every single high school in the Meridian School District, including many of the charter high schools, like the Meridian Medical Arts Charter or the Technical Arts Charter, which help us create a diverse environment and Council this year. So, that was really awesome. So, I'm going to give you a quick rundown on some of the events we had since our last meeting. So, the first one is our Dance Your Heart Out fundraiser with the American Heart Association. So, this is where we partnered with the Village At Meridian and American Heart Association to host a dance competition at Fountain Square to raise funds for the AHA. We had seven dance crews enter the competition and we had all of them go before we opened up the dance competition to everyone, so all the families and the kids that were there and we actually had great participation. We had over 300 people participate and it was a lot of fun for everybody. A lot of people were educated on a lot of interesting heart factoids I guess you could call them and we ended up raising close to a thousand dollars for the American Heart Association and so due to that success the Village At Meridian and the American Heart Association are planning on continuing this event for the years to come. Our next event was our Ignite -- Ignite Youth event, which is our annual ideas competition and this year we actually held our Ignite Youth event with our end of year MYAC parties, so we had a lot of people in attendance for that. And this is basically -- this event is, basically, where teens from around Meridian can present a topic on their choice and educate the audience as to what that topic is and what they want to say. So, we had a lot of interesting topics this year from cannibalism to the Illuminati to the do's and don't's of being a politician. So, it was all really interesting and ultimately a student from Meridian High won with a presentation on whether pro wrestling was a real sport or not and it was. De Weerd: So he thinks. Meridian City Council May 27, 2014 Page 5 of 27 Wang: Yeah. So, that was a great success, especially since we passed into our partnership with Meridian School District. So, that's why we had over 33 submissions this year and -- which has been the most by far. So, the audience was packed and we all stayed after for an ice cream social, so it was a lot of fun and a very successful event. The next event we had was Meridian Youth -- Meridian Youth Safety Summit and every year MYAC had a high school safety summit for all the high schoolers where they can learn about things like texting while driving, the dangers of drinking and this year we decided to host one for the middle schoolers, not only so that they would be introduced to MYAC, but also to learn about these dangers. So, we had over 160 kids at Wahooz in total, middle schoolers, from 6th grade all the way up to 8th grade and we taught them about the dangers of texting while driving by having them drive go-carts while texting on their cell phone. We also had them play mini golf with the impaired vision goggles, so they could see how drinking impacts your judgment and your vision and we also had a bike safety clinic hosted by the Meridian Police Department teaching them how to correctly put on helmets and how to ride their bike safely throughout the city. And, then, lastly, we had Officer Gomez give a presentation on internet safety, especially with social media like Facebook, Twitter -- I think he scared a lot of them, but he got the message across, so that was good. We in the executive council also helped in this youth safety summit by being the group leaders, which helped -- which helped us develop our leadership skills even more and interact with some middle schoolers and hopefully encourage them to join MYAC when they get into high school. So, that was a really great event. And, then, we closed our year by having the Ball at the Hall -- our second annual Ball at the Hall, which is, basically a prom for parents, so that was awesome and this was our end of year celebration for MYAC and all the families and this year we decided to raise funds for a local seatbelt safety nonprofit known as Buckle Up For Bobby and we ended up raising close to 2,400 dollars for the nonprofit and they plan on using that money for giving scholarships to Meridian teens, which is really awesome. And, then, lastly, as part of our government affairs outreach we created a PSA on basically the -- how to correctly use -- well, not how to correctly use seatbelts. Pretty self-explanatory. But why you should buckle in when you get into a car and we were actually going to show you video today, but we had some technical difficulties. But it's coming. It is definitely coming. And it will be shared statewide very soon. And so as for all of MYAC we have a total of around 9,000 volunteer hours this year. So, it's pretty impressive. And as a departing senior I think I represent all of the senior MYAC that's graduating and we all would like to say thank you to Mayor Tammy, to Ken, to Patrick, and to Officer Gomez for all that you guys have done for making MYAC what it is and I know for all of us that MYAC has taught us so much, not just about government, but also about ourselves and leadership and communication skills. So, thank you vey much and I will now stand for any questions. De Weerd: Thank you, Prince. Council, any questions? Bird: I have none. Good report. De Weerd: Well, Council, at this time if all of our seniors could join us. We would like to give them certificates of appreciation and I guess just to get the emotional stuff out of Meridian City Council May 27, 2014 Page 6 of 27 the way. So, we -- we did have an end of the year -- well, an opportunity to talk to many of our seniors at the event that we had recently at Wahooz with the middle school students and I can tell you that this senior class has, indeed, left their legacy in our community in a big way. I know that every single one of you are going to go far. I have so enjoyed watching each of your personal growths over the last year and for a number of you the last number of years and have just felt like this has been one of my greatest honors. Yeah. My husband told I had to do this and I wouldn't cry. Is really working with each of you. It's so exciting when I get to see that you find your voices and your voices have been heard from this community and valued. You have done some amazing things and have expressed your opinions and I hope that you found that those opinions fell on eager ears to take your thoughts and to help you further develop them and to also help you leave the legacy of change. You really have been -- or epitomize that idea of be the change you want to see. The passion that you bring in the government affairs arena and community service and in providing activities for other high school students has just been phenomenal. The energy, the creativity, and your can do attitude, no bars held, and, in fact, you have taught all of us a great deal as well. I think I can speak on behalf of Ken and Patrick and Officer Gomez that this year has -- has been one of a lot of energy -- you guys have a lot of energy. Maybe exhaustion. But some real positive change and I hope that as you leave that you will remember that this is your home and that when you're ready to settle down we hope you come back and contribute -- and continue to contribute and raise your families here, establish your careers here, because selfishly that is one of my motivators of beginning the Mayor's Youth Advisory Council is we can't afford to lose the talent that you guys bring to communities and we would really like to see you come back and, hopefully, one of you is going to be sitting in this chair one day, so -- and I know you can. So, I will ask Ken and Patrick if you will join me in the front and we will call off each of your names, present you a certificate and a City of Meridian pin and certainly our heart -felt gratitude for everything that you have done. Luke, if you want to join us, too? Cavener: Oh. Okay De Weerd: And I asked Council Member Cavener if he wanted to join us as he knows a number of you when he was in Ken's role, so -- anyway. Corder: This is in no particular order. Courtney Brown. Samm Doleski. My intern for several months Emily Jane Traub. Matt Braden. Prince Wang. Shelby McMonigal. Sierra Zierler. Alex Liang. Danielle Harris. Madison Schrader. Can't go to Harvard yet, Brooklyn. Brooklyn Davis. Corder: Go ahead De Weerd: Go ahead, Patrick. Dilley: I have said this to all of you before. This year has been so -- just seriously impressive and everything you guys have done, it's just gone up a whole new level and we couldn't be prouder of you guys at all and I'm not going to cry, just like you two, so -- Meridian City Council May 27, 2014 Page 7 of 27 but we will miss you and -- and just to reflect on what Mayor Tammy has said, I came back to the Valley as well after I was done with school and I would encourage you to do the same thing. We could use your energy and your leadership back here. So, come see us when you guys get back for summer and all that, just come in and say hi. We will miss you. B. Mayor's Office: Budget Amendment for State of the City for a Not -to -Exceed Amount of $5,800.00 De Weerd: Okay. And you guys don't have to stay here the whole time. You have already earned -- you can take off. Okay. 7-B is also under the Mayor's office. Council, in front of you is a budget amendment for the State of the City and here is Robert to discuss it. Simison: Thank you, Madam Mayor, Members of the Council. As you are aware, we have sponsorships to fund raise to put on the State of the City each year, which funds all of the State of the City, but the city scholarships, which you will be seeing the recipients of that here I think next week you might have a couple of the people who just left back here next week for that purpose. But we did -- 20,000 dollars was what we anticipate raising each year. This year we went above that amount, 20,580 dollars, and this gives us spending authority for the additional funds that we have raised, which will go to support taking the entire executive council to AIC this year, instead of just five people. We supported the Meridian Middle School kids that went back to Washington D.C. that you heard from. It also will go to do one of the traffic art -- the utility box art wraps. We are getting that project underway working with the arts commission, so this will help fund one of those projects. It also is going towards Gene Kleiner Day, which is going to bring the symphony out to play in support of that. The Move At Meridian in downtown, as well as some of City of Meridian pins that are handed out at City Council, some of those type of promotional items. So, that's the budget amendment you have in front of you and I would be happy to answer any questions. De Weerd: Council, any questions? Bird: I have none. Rountree: Madam Mayor? De Weerd: Mr. Rountree. Rountree: I move that we approve Item 7-13, the budget amendment for the State of the City in an amount not to exceed 5,800 dollars. Zaremba: Second. De Weerd: I have a motion and a second to approve Item 7-B. Any discussion from Council? Okay. Madam Clerk. Meridian City Council May 27, 2014 Page B of 27 Roll Call: Bird, yea; Rountree, yea; Zaremba, yea; Borton, yea; Milan, yea; Cavener, yea. De Weerd: All ayes. Motion carried. MOTION CARRIED: ALL AYES. Simison: Thank you. C. Human Resources: Budget Amendment for Compensation Review FY14 Merit Program/Salary Structure in the Not -to - Exceed Amount of $61,536.00 De Weerd: Thank you, Robert. Under 7-C we have our Human Resources Department. Perkins: Good evening. Before you you have a budget amendment for this year and I'd like to start with just a little bit of history on this for the -- particularly for the new Council members. Prior to my arrival in October back in the middle of the year we engaged a consultant to prepare and create a new salary structure for the city. This was a very comprehensive effort that involved regarding and setting new salary structure and in addition implemented a merit increase program, which is really very cutting edge for municipalities. So, kudos to Bill and the concentration team at that time for getting this through, because it really is something that is very -- very effective way to administer salary. However, since it was new we were not quite sure how it was going to work, so we wanted to make sure that we had an opportunity to come back and review the implementation after all the dust settled and we gave all salary increases back in October and that was part of the intention at the time and as the members of the Council that were here at that time will remember, that was part of I believe the way that this program was originally approved. So, here I am with the -- the review. We have done a really exhaustive review and went person by person with each director to insure that where the merit increase landed them in their given salary range was appropriate, given the performance level, experience, and their years of service with the city and I am happy to say that by and large the program is a huge success. So, I think that the work that was done on this was really excellent and certainly my experience elsewhere it works very very well and I was really happy to see that the city had gone this direction. However, there were 41 individuals that we felt needed to be adjusted and that information is what makes up this particular amendment for you. The amendment requests an adjustment to the salaries of 41 individuals for a fully loaded amount of 61,536 dollars and this will have an ongoing annualized impact of 125,958 dollars with these adjustments. Again fully loaded. This adjustment is -- and I think the approval of this amendment is important to the city for a number of reasons. Number one, it was something that we intended to do. We communicated that we would be doing this and it is an important employee retention tool. I might note that in particular quite -- over 28 percent of this total amount is earmarked for the IT department. We found in a salary Meridian City Council May 27, 2014 Page 9 of 27 comparison review that we did separate from this overall review that some of the positions in IT were in excessive of 30 percent outside of market and that we compete directly with the private sector for these positions, but even when we looked at the public sector we were quite -- quite a ways behind. So, we make up a big piece of this, but, again, very very important for employee retention purposes and to allow this program to continue to be able to be -- to work effectively in the future. So, the amendment that you have before you will -- the approval of that will allow for these adjustments to be made for this year and will also allow us to finally finalize our compensation guidelines that have been in limbo for almost a year and I know everybody, including myself, will be very happy to get those out the door. So, with that I would ask for your approval of this amendment and I am happy to answer any questions that you may have. De Weerd: Thank you, Patti. Council -- any questions from Council? Bird: I have none. Milam: Madam Mayor? De Weerd: Mrs. Milam. Milam: Seeing none, I move that we approve budget amendment Item 7-C for compensation review salary structure in a not to exceed amount of 61,536 dollars. Zaremba: Second. Cavener: Second. De Weerd: I have a motion and a second. Any discussion from Council? Madam Clerk, will you, please, call roll. Roll Call: Bird, yea; Rountree, yea; Zaremba, yea; Borton, yea; Milan, yea; Cavener, yea. De Weerd: All ayes. Motion carried. MOTION CARRIED: ALL AYES. Perkins: Thank you. De Weerd: Thank you. And I will also remind our Council and just a heads up to our newer Council members. This is kind of a first step in -- in an effort that we are undergoing to try and look at long time -- long term forecasting on our base and this is an important component, as most of you know, salaries, personnel costs, are the lion's shares of anyone's budget and so by going through this particular exercise and utilizing Meridian City Council May 27, 2014 Page 10 of 27 it, we are able to do a little bit better job in that long-term forecasting to annual impacts on our base and making sure we avoid any unexpected expenses. So, stay tuned. D. Fire Department: Budget Amendment for FY14 Fire Station Security Enhancement for the Not -to -Exceed Amount of $11,707.98 De Weerd: Okay. Our next item under 7-D is our Fire Department. I will turn this over to Chief Amenn. Amenn: Thank you, Madam Mayor, Members of the Council. You have before you a budget amendment for station security enhancement. This last year in the budget we included an amount 42,490 dollars to upgrade the door locks to all five fire stations. This will bring us in line with the same Llanelli card reader system that is in place here in City Hall, at the Parks Department, water treatment plant, wastewater and the Police Department. Working with the IT Department, who is running this program, we went back with the contractor and found that only two doors at each station had been included in the original budget. This was going to require us to either maintain keys or push button locks on the additional doors at the stations, which kind of nullified the security effect we received from that. We are asking for a budget amount -- budget amendment in the amount of 11,708 dollars to add those additional doors to each of the stations, so that all the doors will then on a card reader system. It will also include running an additional communication line to the front door at the same time we have to add a call box to the front of the stations. We do not have those on our stations now. It's in the budget for next year. It will be cheaper to run that line now at the same time, though. With that I will stand for any questions. De Weerd: Council, any questions? Milam: Madam Mayor? De Weerd: Mrs. Milam. Milam: I move that we approve Item 7-D, budget amendment for fiscal year '14 fire station security enhancement in a not to exceed amount of $11,707.98. Zaremba: Second. De Weerd: I have a motion and a second to approve Item 7-D. Any discussion from Council? Seeing none, roll call, please. Roll Call: Bird, yea; Rountree, yea; Zaremba, yea; Borton, yea; Milan, yea; Cavener, yea. De Weerd: All ayes. Motion carried. Meridian City Council May 27, 2014 Page 11 of 27 MOTION CARRIED: ALL AYES. Amenn: Thank you. E. Community Development Block Grant (CDBG) Program Year 2014 Pre -Draft Activity Prioritization De Weerd: Thank you. So, our next item 7-E is by our senator elect Lori. Congratulation. Den Hartog: Thank you very much. Madam Mayor, Members of the Council, I'm before you this evening at the beginning planning stages for our Community Development Block Grant annual action plan. I know it's a mouth full. The first step in planning for our next program year, which begins October 1, is to prioritize the applications for funding that we received and I will go through those. The presentation has a little bit of background about the Community Development Block Grant program as we are currently operating it here in Meridian. Our anticipated entitlement amount for the coming year is just over 300,000 dollars. That is an increase of about two and a half percent from last year. Every year it seems I typically have come before you and said that we might have a cut and these last few years it has gone up and I can't necessarily explain that, but we will take it. The public service activities are capped at 15 percent of our allocation, so for this year those dollars are capped at 45,000. Administration is capped at 20 percent of our annual allocation, but based on historical usage and what we are planning for the coming year staff is only going to be recommending an allocation of 14 percent for administration. So, 43,000. And that will cover administration and our fair housing activities as well. The application process -- we have -- beginning in March I hold a workshop for interested persons or organizations who would be eligible to apply for these grant dollars, do a presentation that covers, you know, how they can apply and how they can present eligible projects or activities. Eligible projects were invited to submit a full application. They have a pretty lengthy application form that they need to submit to the city. These projects were ranked and scored by our CDBG scoring committee, which is an internal committee, but we also have a community representative on that as well. Projects were scored on the following items. Goals and outcomes. The need the project addressed. How the organization planned to carry out the project, the capacity of that organization, and how the project did or did not meet the goals and objectives of our consolidated plan, which is our five year plan related to the block grant program. Just for a little bit of background, the national goals of the CDBG program are to provide decent, safe, and sanitary housing, to provide a suitable living environment, and to expand economic opportunities. The national objectives of the program are to benefit low to moderate income persons, to aid in the prevention or elimination of slums or blight and determine need. Our five year consolidated plan strategies and objectives are related to affordable housing. We have a strategy to improve access to affordable housing opportunities for Meridian residents. The second strategy is to support services and programs and projects for the city's low to moderate income residents, including persons with special needs and residents at risk of homelessness. Our third strategy is related to economic opportunities and can Meridian City Council May 27, 2014 Page 12 of 27 serve economic opportunities in the city's LMI areas. So, for the current year we had three applications that fell under the public service category for a total funding request of 78,000. As I mentioned earlier, we have available funding of 45,000. The scoring committee recommended funding for two of the submitted applications. So, just briefly the applications that we received -- we received an application from the Meridian Food Bank. The food bank would use the funds to purchase food that has been distributed at the local food banks here. They requested 30,000. The committee is recommending 27,000. CATCH, which stands for Charitable Assistance To the Community's Homeless, is a project that you have seen before and we have previously as a committee had not recommended funding for this project. But I have to tell you I believe it was two or three years ago when we had seen the application the first time. This particular project is for case management -- case management and rapidly housing of homeless families in Meridian. The first time we saw this application this organization was very new within Meridian. It had been operating in Boise, but hadn't set up an operation in Meridian and I have to tell you they have -- they have grown so much as an organization in the last -- in the last few years and their application was very very strong this year. They have built up the necessary partnerships. Just in case you're not aware, the program partners with churches primarily to pay for rental assistance for the families that are -- have experienced homelessness and the funds that we would be providing would pay for the staff person to actually provide that intensive case management. This is a program that really works to address the root cause of the homelessness -- of the homeless episode and to move a family towards self sufficiency. So, they are currently operating in Meridian. The social worker who is managing the current cases has an office out at Joint School District No. 2 at the main office there and this would increase her hours and her time that she is able to commit to Meridian residents. So, I just -- I can't say enough about how we felt really bad when we previously did not recommend this project for funding, but they have come so far and just as an example the first time they came in I think when they made a request we were about 90 to 95 percent of their budget. This current request that they submitted, the 18,000, represents only eight percent of CATCH's budget. So, it's really just something that is coming alongside to increase the services here in Meridian. And the final application that fell under the public service category was submitted by EI Ada Community Action Partnership. They proposed to set up a satellite office in Meridian. This was an application that did not score as high as our other two submitted applications, but we are hoping to see some more from them in the coming years. Under the nonservice applications we had six applications that were submitted for a total funding request -- I know this sounds weird. We have a variance here of 389,000 to 558,000 and that has to do with the way our Parks and Recreation Department submitted two different applications and I will get into that in a moment. For these types of applications with all of the other items that I have mentioned, we had -- we have an available funding source of 212,000 and the committee recommended funding two of these applications -- two of these applications. For the nonservice applications, the first one that we are recommending for funding is a project submitted by the Meridian Elementary School. It's for a fitness path in their west field and you will be seeing more information as we get into the action plan, but the fitness path is an asphalt pathway with stations where people can stop and do exercises and there is boards that explain Meridian City Council May 27, 2014 Page 13 of 27 the different stationary things that they can do along the way and this is also -- this pathway happens to make two different connections that are on our city master pathway plan. So, another strong application and that's why the committee recommended full funding of that particular application. The next few are related and submitted by our Parks and Recreation Department. The first that we are recommending for funding was improvements at our Meridian Community Center for design and construction and the second application they submitted was for design only. You may recall if we fund any projects through the grant that's -- that's for design only. We need to have a definitive timeline and plan for construction. Any projects that are funded -- that are designed funded with CDBG dollars have to remain open until they are constructed. So, it's really important that we have a design timeline and funding for -- for the construction and this was, obviously, based on our recommendation one of the stronger applications that we reviewed this year and the committee felt it was appropriate to recommend the design and construction. You will notice that we are recommending a lower funding amount than what was requested and we will be working with the Parks and Recreation Department on that and talked with Director Siddoway and they may either scale back their plan or look for an additional funding source to make up the difference, but we will be working on -- we will be working on that with them. The other applications that we received -- we had one from -- I hate to tell you -- this really threw me for a loop. Someone called and said they were from YUCC and I was like what is YUCC. So, it's Young Urban Cultural Center. It really threw me off one day. They submitted an application for leasing and improving a facility for staff and for services for a new youth cultural center. One of the things we really look at as a committee is an organization's capacity. The grant dollars can be complex to administer and to report and so this is a very new organization, we were really excited about their mission and what they want to do. They are kind of at the place CATCH was a couple of years ago, they just aren't quite there yet, but a really great vision and we are excited to see where that will go. It's currently not a fit for the block grant program, but may be in the future. The other two applications were submitted by the Meridian Development Corporation. The first was to construct roadway improvements on the south side of Broadway Avenue, just -- think about my directions -- just east of Main for 40,000 dollars and the second was ADA improvements at East 2nd and Idaho right in downtown and those two applications we are not recommending for funding at this time based on the scores that they received, they weren't as high as the other applications. So, with that I am looking for any discussion, feedback, comments in terms of process. I will come back before you on -- actually, I will make available to the Council and to the public a draft action plan that will include our proposed activities for the coming year. And, again, that year starts on October 1. The public comment period on the draft plan starts on June 16 and our public hearing on that action plan was scheduled for July 22nd. So, with that I would be happy to answer any questions about the applications that we received or if you have any feedback or comments. There is no particular action you need to take this evening, but happy to take your comment and thoughts on the applications that we did receive this year. Thank you. De Weerd: Thank you, Lori. Council, any questions or comments at this point? Meridian City Council May 27, 2014 Page 14 of 27 Cavener: Madam Mayor? De Weerd: Mr. Cavener. Cavener: One question for Lori. Did CATCH indicate how many Meridian families they are currently helping and if they were the recipient how many additional families they would be able to help over the next year? Den Hartog: They did. Let me find that in a moment. I believe it was going to be an increase of five families, if I recall correctly. It's very -- it was one of the things we discussed as a committee. One of the things we take into consideration, but it's not exact in our criteria, is how many people can we help with the limited dollars that we have and it's one of the things the Meridian Food Bank does really well, because they serve a high volume -- high volume of people with a low amount of dollars and they leverage funds from a lot of other places. So, CATCH is -- it's very very intensive and so the number of families that they can serve is less, perhaps, than a different type of program -- and let me find that number. Yeah. I believe it was an additional five to six families and they are currently serving approximately 12 families in Meridian. Cavener: Currently 12? And an additional five? Den Hartog: Yeah. Five to six. Cavener: Madam Mayor, quick follow up? De Weerd: Uh-huh. Cavener: The last time that I remember hearing from CATCH they had a very high success rate of getting these families self sufficient. Are they still maintaining those same levels of success after six months or after a year? Den Hartog: I believe so. One of the things the program does is it maintains contact with the families once they have, in essence, graduated from the program. I believe they are maintaining contact with the families anywhere three to six months after they are no longer receiving rental assistance. So, that is one of the -- one of the things that the case manager is doing is that intense follow up. I don't have the percentages on me, but I will find it for you. But I do believe that their success rate is high and this model, as you may be aware, this is a model that is becoming increasingly popular throughout the country, this housing first model of getting people stable in their housing, so that their -- they can address the other needs and issues that caused them to have a homeless episode. So, getting people stable in housing leads to a lot of other stability in other areas and as you may be aware, we have families in Meridian, because we don't have any shelter facilities here with families in Meridian, if they have experienced a homeless episode either have to go to Nampa or Boise and because of the McKinney- Vento Act and the school district's requirements to maintain access for their students, we are busing kids from downtown Boise in the shelter to our Meridian schools. So, this Meridian City Council May 27, 2014 Page 15 of 27 is -- this provides a lot of instability for our children and our families and if we can keep them in our community during this time of transition it definitely reaps the greater success in the future. De Weerd: Okay. Any questions from Council? Okay. Well, very good. So, this will go out for public comment and be back in front of Council the end of July. Den Hartog: Correct. De Weerd: Okay. Very good. Den Haring: Thank you. F. Legal Department Report: Discussion on Waiving Parks Reservation Fees for Historic Meridian Special Events De Weerd: Thank you, Lori. Item 7-F is under our Legal Department. I will turn this over to Mr. Nary. Nary: Thank you, Madam Mayor, Members of the Council. Council, you will see on the ordinances there is a proposed ordinance about parks reservation fees. Subsequent to our discussions regarding historic Meridian events that was approved last week, we also discovered that separate and apart from the TUP ordinance there is also a fee that is charged normally for renting facilities in the parks. We have never historically ever charged the -- the Dairy Days function for renting those facilities and based on the tenor of the discussion we have had the last couple of weeks it was my perception that was a continued practice we wanted to have, so we just need to, basically, include the Meridian historic events into this section of the code to, again, provide the same level of service we had previously and, again, based on your recent discussion. So, that was all there was and there is an ordinance there that's ready to move forward if you're okay with it. If you have any other questions I can answer them. De Weerd: Thank you. Council, any further questions on this topic? Zaremba: Madam Mayor? De Weerd: Mr. Zaremba. Zaremba: Just a clarification for the public record. Historic special event is defined as something that has occurred at least 75 times annually. Is that still correct? Nary: Yes, sir. Zaremba: Okay. Just wanted that specifically on the record Meridian City Council May 27, 2014 Page 16 of 27 De Weerd: Seventy-five times once annually. So, not 75 times in a year. That doesn't make it historic. Zaremba: Seventy-five years. Once each. De Weerd: Okay. So, anything further on this topic. Council, do -- Bird: That will go to the ordinance. G. Police Department: Budget Amendment for the Final Process of Public Safety Training Center Project for the Not -to -Exceed Amount of $831,113.00 De Weerd: Yeah. Okay. Item 7-G is under our Police Department. Are you going to have those pictures also on the slide? Leslie: We have them there as well. Not on the slides, but -- they were kind of hard to get -- to fit in the slides. We can turn them around so -- Bird: You can put them over there so that we can see and the audience can see. Can you guys see them, Joe? Leslie: Will that work? De Weerd: You can turn it -- Zaremba: I have that same thing in a handout, I believe, so it doesn't need to face me. Leslie: When we get into the drawings it's going to be a little bit harder to see, because they get really -- really small. Madam Mayor, City Council, ready to start? To start off, I need to -- there is a final rendition of what the building is going to look like. This is the training center side of it, not the actual remodel portion. The remodel portion that I have a picture of, it pretty much mimics the outside of our current building, so there is not a lot of changes there and only a few windows in it. There is the very last slide, working our way back. I had to move this around a little bit. I wanted to clarify the budget amendment that's in front of you to make sure that it's -- it's clear on what I'm asking for. I don't know that it was perfectly clear in what I asked for, so I'm going to clarify that real quick. De Weerd: It was short on detail. Leslie: Well, we will make up for the detail tonight and go over that for you. I will also breakdown the cost amount and where we end up, where we are, and what we are actually asking for tonight. So, currently we have 4,595,000 in the budget. In November we had -- were approved for 5,052,638 dollars. So, we needed to come back for a budget amendment at some point during this year for 457,638 dollars. In Meridian City Council May 27, 2014 Page 17 of 27 November when we started this project we were -- we didn't have the full scope, the full design completed. We had to go through all of that in order to get to this current cost estimation. We also moved forward on the irrigation canal, which needed to be covered and we completed that project as well. So, what I'm asking for tonight is the 457,638 to get me back to 5,052,000. In addition to that, asking for an additional 373,475 based off our current estimations. Our plans are complete. They are submitted to the city planning department for approval, so there will be no changes in the plans at this point in time and all cost estimations are based off of the information we have as of today. Understand there is a lot of things that took place between November and now that's changed the cost of the project and I'm going to try to cover most of it with you tonight if I can. So, let's back up to project overview. Again, in November we came in front of you and showed you the plan that we had, we asked for permission to cover the lateral. We were on a tight timeline to get that covered before irrigation season started. We were able to meet that objective. That project ended up costing us 61,592. Again, working off a budget number of 5,052,000. We started working on the redesign of both the public -- public safety training center and, then, the police department remodel. Again, to reiterate, the cost estimations that were over were currently over 373,475 from our original cost estimation. We have seven identified bid alternates. We are hoping to be able to go out to bid until June. Obviously until you got the bid I'm not going to have the exact dollar amounts, but I do know that I have enough in my bid alternates to keep us within budget. Some things have changed in the project. Real quick. Just a quick side profile of the building. That's the training center building again. I think you guys have seen a little bit of this before in some other drawings. Pretty basic building for the most part. We have the garage in the back as a sally port. It's used to house the command vehicle that we are currently housing out at the fire station on Eagle Road. We will move it to this location to where it can be utilized as also training space, in addition to a place to store the vehicle when it's not being used. We will be able to use in command training with the actual command trailer, instead of pretending to be using it or going and getting it and moving it to a new location. Go ahead and take that off there for me, Max. Site layout hasn't changed since our initial discussion. Basically the police department is on the right of this picture and the new training center is on the left. It shows the irrigation canal that is now covered. There is some option that's identified in there. On the east side of the parking there is a new addition to the parking lot and there is some patrol expansion, 2,100 square feet to the main part of the PD that we will get into here in a sec. As we went through the building design and scope a couple of things have changed. One was the locker room expansion. In our plan we came to you in November, we projected on changing the way we do business as far as the current briefing room and expanding our locker room space to accommodate growth for us in the future. One of the value engineering components that the architect challenged us with on every aspect of the building -- every room we looked at they often asked the tough questions. This was one of them that they are like we are not sure that you have thought this one completely through and are there ways that you can take day lockers for your nonsworn staff, instead of having the same capacity locker that you have for sworn staff that are currently in the room and the use a day locker system for those who don't require as much gear, but yet are still using the workout facilities or going -- changing to go to meetings or those types of things. That was something we hadn't Meridian City Council May 27, 2014 Page 18 of 27 thought about and in looking at the available space from the locker rooms we believe that is something that -- that we could do and that would meet our needs going into the future and it just changes our way of doing business per se, but doesn't take away from those employees that are trying to utilize the facilities. That was a pretty good size savings at the time. The other thing that we left City Council in November -- one of the thoughts was not to change the inside. If we -- once we start and do the remodel on the police department -- because we believe that this remodel is going to take us well into the future, it's going to take away the need to build onto the building. We gained a ton of space in there as far as worker space. We didn't want to do inside the walls again and do construction once we did it once. We wanted to do it internally. So, our first estimation, that 5,052,000, did not have the covering of the front lobby as part of that cost estimation. We took that out of the bid alternate, because we didn't want to change the inside of the building more than once, we only wanted to do it one time. So, once we made the modifications internally we didn't want to come back inside. We felt it would be better to add a parking lot outside as a bid alternate, add landscaping as a bid alternate where we may be changing the patrol expansion to 2,100 square feet on the -- on the west side of the building, though it's desperately needed, it's still something that can be added on the external part of the building and not be as -- affect our inside operations as much. So, the locker room was removed. The lobby was added. IT server room in our first estimation was going to be a update to an electrical closet that we currently use. In 2002 when we built the PD and moved into it we didn't have internet in our building. That came later. All of our computers were standalone computers. So, we had a room that we used to make into a server location for us. Since that time the PD has kind of evolved into the backup location for all IT services for the City of Meridian. We felt that trying to renovate a closet to make it work properly wasn't the right thing to do and so we took away some of the space in our office space on the second floor and made a -- a redundant, fully operational server room to meet the need for us going into the future. The way it stood before that, we had some capabilities to stand up and -- our IT equipment at the PD, but because of HVAC, the lack of humidity control in that room would be for a very short period of time. The way it stands now with this -- added to this facility that won't be the case. If we lose here we can be back up and operational until we get this building back up to where it needs to be. So, we felt that was important to put in the project and not just remodel the existing closet, if you will. Holman: Madam Mayor? De Weerd: Yes. Holman: May I interrupt just a second and add to that? This is an opportunity -- when we first looked at this when this project started this was an idea that IT had and, then, I believe your -- Jamie's direction from Council was not once we do it to not go back in and do it again. I believe there will be cost savings to allow a secondary -- basically server room there if we did it during the construction phase. We had a number of items in our COOP that were listed -- or continuity of operations plan saying having a fully redundant location allows this City Hall to fail over to the Police Department and Police Meridian City Council May 27, 2014 Page 19 of 27 Department to fail back this way. So, it -- IT is in support of this part of it right now. So, I think it would be an opportunity -- it's an opportunity. So, I just wanted to add that and would stand for any questions on that. De Weerd: Thank you. Leslie: HVAC in the PD, talk about that just a little bit. In our initial discussions and cost estimations we knew going into it that there was going to be some unknowns going into the tenant improvement side of the project. The new building is pretty easy to project -- project what the costs are going to be, because it's a brand new building from the beginning. A remodel is a little bit different story. There have been similar issues in our comfort level in that building and we knew we couldn't address our HVAC concerns completely with a remodel, but we knew that the area that we were going to make changes to -- that we needed to make sure that the HVAC system was going to work properly and so there was some changes that we added to that system to make sure that it was going to work properly and give us some direction moving in the future to get the rest of the building up to where the new parks are going to be. So, we tried not to touch anything that was currently in place that wasn't being directly affected by the remodel. The serer room is one of those that definitely has some increased cost, because we had to add the proper heating and cooling for it and also the humidity controls for it. So, our HVAC costs are a little bit higher than we anticipated based off of some of the challenges that we face going through this -- this process. Back to the budget amendment slide and I'm going to go ahead and go through real quickly what we did to the building. What you're looking at in this plan right here is the first floor and everything that's changed is highlighted in the dark part. So, towards the bottom of it is the addition to patrol. The main focus on that is going to be a slightly larger briefing area. We lost an office in the remodel, so there is three offices that are gained -- there was actually two offices gained in that spot as we grow in the future. The evidence vault has an expanded area. That's an ever challenging need for us to find places for our evidence and it coincides right there with the evidence vault and there is a small office -slash conference room in the bottom left-hand corner of that. The break room is up on the very top of the page. It sits right next to our current weight room. That weight room is entirely too small. We were going to move it out to the training center that's separated from the building. We are removing the wall in the center, which is, then, going to add -- it will double the size of the break room, taking it forward in the future. And next -- second floor modifications -- we actually have the furniture in place in here for total build out and growth. So, all of those spots won't necessarily be occupied right up front and we are not purchasing any of the furniture right up front. So, in the reorganization of the building we took two walls in detectives and added a small office in the very center of the page -- Max will point to that. And we are moving all CID -- currently CID is separated between divisions, so has -- the impact team is on one side of the building in the back corner and the general investigators are on the left side of the building. The front meeting room -- top -- upstairs meeting room -- go ahead and point to that, Max, for me. Further in. Next one in with all the cubicles in it. There you go. Right there. That one is currently a training room, because we have training space in the new building. We took that away. That is going to be now office space. We will Meridian City Council May 27, 2014 Page 20 of 27 move 12 people into that space, which currently has none in it. It's a training room. The back space -- we will, then, move over into the back side of detectives. There is enough room and growth there for four additional detectives. In each of the two detective areas we have enough growth for four additional detectives in each spot. Obviously, we have to buy furniture and that type of stuff when we add those bodies, but the room is there. Currently we don't have any room in detectives to add any bodies, so in detectives alone there is enough spots for eight additional officers to be moved into that -- that spot. Code enforcement on the bottom, which is right here. That office space currently holds seven people and in the new configuration will hold 14. Basically a wall has been removed. The wall that separates them and the other division -- there was another wall -- instead of having a doorway we removed a doorway and a window, which went into the backside pod and, then, what currently houses six people in there will still house six, but also houses the IT room. So, the new IT room will be located in the back corner of the building right there. So, that space currently is utilized as a hallway and then -- just a hallway out. Added the IT space and, then, the new CAU unit will be housed there. Up front -- you come up -- the lobby expansion ends up adding three offices and a reception area -- actually two offices, a reception area and a very small conference room. So, the chiefs current conference room -- you have all been in there -- that's our only conference upstairs. Because of the size of the area that Charlotte has we are going to make that a conference room with a large room and we are still reducing it by just about three feet, four feet, making a hallway down one side and, then, there will be an additional two offices on the west side of the building, so total we are going to end up with one, two, three -- three new offices upstairs. Yes. Still have those two, so -- any questions on the layout? Those are hard to see. I sent you -- Jaycee has a pdf that you guys can look at as well. So, we can go through those. With that I will stand for any questions. De Weerd: Okay. Council, any questions? Leslie: Oh, the training center. Madam Mayor, if I can go to the training center real quick? De Weerd: Uh-huh. Leslie: It hasn't changed hardly at all since the very first design. The only thing that changed -- the wall that divides the classroom -- right here. In the original design -- De Weerd: You can't -- I'm sorry, Jamie, you can't talk over there. There you go. Leslie: I will move this back over there, so -- in the original design this wall was actually about three, four feet back here. Made for an extra large lobby space. We moved that to increase the classroom space in that area. The sally port -- when we went through the final engineering designs the distance between the door opening and the corner of the wall was too narrow and so we had the decision of whether adding steel reinforcements to make that door opening structurally sound or to increase it by two feet on each side. We increased it by two feet on each side, the cost being pretty much the Meridian City Council May 27, 2014 Page 21 of 27 same cost, so we went with the steel construction. You come in the building -- just a real quick overview. The lobby space. Also break out classroom space. Lunchroom space. Those types of uses. We have a mat room off to the side. Essential storage area, not more than one storage in the building. This is labeled storage. It's secondly a hallway that goes to the expansion area that's on the west side of the building for future expansion. We simply put a door in there, utilize it as storage at this point and not have an empty corridor that just goes down to nowhere. Two classrooms that are similar to A and B here. Divide in the center. Could be opened up as one. And, then, a 70 person tiered classroom on the top. The same room on the bottom is utilized for promotional testing, incident command type scenario testing where the hallway over here can be utilized as an observation room and, then, monitor what's going on during those simulation drills and/or testing procedures, whether it be promotional testing, that type of stuff. Storage facility for the command trailer, which also allows us to use it in conjunction with the simulation room and run a real life drill in the scenario village and have our instructors in the center here that can control both options, essentially using the truck storage as a classroom as well. De Weerd: Jamie, would you take just a moment and talk about the partnership with Renaissance High School? Leslie: I would love to, Mayor. So, we started shortly after November working with Renaissance High School on developing a master plan for scenario village and in the whole training facility we have nine lots that are dedicated for a scenario village, which are going to be mock size houses, retail space, a bank space, gas station, for the officers and firefighters and EMT personnel, ourselves, that train on ICS -type exercises. Our goal was to reach out to the kids and try to get some assistance in not only designing it, but building it. So, the kids worked all semester in one of the engineering classes and the instructor Justin Touchstone worked on the project, myself, several members of the Police Department, Bruce Freckleton, we all went over and worked with the kids during -- during the school year and they actually as a grade designed and master planned scenario village, so what we have now is nine individual lots with various types of use. Some are banks, some are retail space, one is a restaurant with a patio on it. There is an apartment complex. They did a phenomenal job. They did a -- all the layouts, all the design, some cost estimations on the materials, what it's going to cost to build it. So, we will work next semester with one of the props and the same class, different students, obviously, and we will work at designing one prop specifically all the way to the point of construction documents, so that we can then -- using their architectural advisory board get those approved through our building department to build a prop. We are working with economic development coordinator Brenda to find donations for the first building. We are hoping to find a business or a company out there somewhere who is interested in having their name on one of our businesses -- our mock village. Once we have got the funding for that, then, we will hand those plans off from the kids from the engineering class into the construction class at Renaissance High School and we will work with them to get that project completely constructed. They currently build some houses -- they worked on a project over at Meridian Meridian City Council May 27, 2014 Page 22 of 27 Elementary, the construction crew did. Did a really good job. It's been a wonderful project, just the depth of experience we have at Renaissance High School is amazing. De Weerd: Okay. Council, any questions? Rountree: Madam Mayor? De Weerd: Mr. Rountree. Rountree: Oftentimes when we have multiple benefits from buildings we have multiple funding sources and hearing that the IT addition to this project -- budgetary addition is something that's going to serve the entire city -- City Hall and all the other departments -- there may be a consideration of splitting out the cost for that particular piece of this project and sharing it amongst the various departments that will benefit. De Weerd: No. I guess that was just the easiest way to answer that. No, I think that we can definitely bring it to discussion with Finance and see if there is a logical break out because of the backup function of the system as a whole. So, we can certainly look into that and that's a good point. Rountree: Okay. Great Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: I agree with Councilman Rountree, but I believe once we get the bids in and get going on it at that time we could probably have a better idea of what the extra server room and all that is going to be and at that time we can certainly approach and take a look. I think it's a very good idea to look into. With that, if we have more -- no more questions, I would move -- Borton: Madam Mayor? ••, Borton: I do. De Weerd: Yes, Mr. Borton. Borton: Councilman Bird, to your point, I do have a question, Jamie. And I apologize if I'm reading this wrong, but it looks -- the original approved budget amount was just -- the 5,052,000; is that right? Leslie: That's correct, Councilman Borton. Meridian City Council May 27, 2014 Page 23 of 27 Borton: So, I'm missing where the 457,000 is an amendment to that five million dollar budget. The math doesn't make sense to me. Leslie: Okay. Madam Mayor, Councilman Borton, when we came in front of Council originally the estimated cost was 5,052,638 dollars. We only had 4,595,000 that was currently in that budget. We were asked to come back with a budget amendment for the additional 457,000. That gets us to the five million. The additional cost of 373,000. Borton: Madam Mayor? I apologize. So, 5,052,000 was budgeted originally, but not Leslie: That was an approved amount. Borton: Right. Leslie: And we only had at the time 4,595,000 in that fund for that. Borton: Okay Leslie: So, I was instructed by Finance in order to get up to the 5,052,000, to come back at this point in time with a budget amendment for 457,638 dollars to get me flush to the 5,052,000. So, if the cost would have came in where we anticipated them to, that's what I would be asking for tonight. Also the 373,000. So, this is one budget amendment for both of those. In hindsight I may have -- should have broke this out into two different budget amendments. Borton: I see. So -- Madam Mayor? The project has not gone out to bid? Leslie: It has not gone out to bid. We are hoping it will go out to bid next week or so. First part of June. Borton: So, does it seem backwards to amend the budget for additional costs prior to bids coming in? It very well might be necessary, but do you put it out for bid, get those numbers back, and, then, come back and say it turns out bids all came in in light of the adjustments for and ITD and the lobby and the total package came in above our five million by X amount, and that's the amendment? Are we doing it backwards? Leslie: Madam Mayor, Councilman Borton, our thought process was to make sure that when we went out to bid we had -- we were asking for the amount of thought it was going to cost, so that when we -- we at least were up front with what the project is going to cost. We well could have done it your way as well. I mean that would work as well. That was our thought process in doing it all now versus at that time. Based off the construction cost I'm pretty sure it's going to be over. Bird: Madam Mayor? De Weerd: Mr. Bird. Meridian City Council May 27, 2014 Page 24 of 27 Bird: This total cost has been very well put together by a very competent team. I think they -- when we -- when we go out for bid we got to make sure we -- in my opinion we need to have the money set there. This is going to cover it. We will probably come in under it I have a feeling. I'd sooner have it up front than like most of our projects every month we are coming back in with a budget amendment for so much. This -- this -- our professional field, this covers it -- more than covers it, so I don't think we will have another, unless we change something we will have another budget amendment on this. In fact, I think they will get money back. Leslie: We will not be changing anything, sir. Bird: Uh? Leslie: There will be no changes in it that -- Bird: No. De Weerd: Mr. Borton, I guess that is the preferred approach, but budget amendments are coming due, because of timelines with public noticing and posting and that sort of thing. So, if we waited until bids were out that came back, we would have exceeded that -- that deadline for all the noticing aspects. So, in this particular situation it gives that budget amount and the spending authority to even get it out to bid. Okay. Anything further? Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: Don't have anymore questions, I move that we approve the budget amendment for the public safety and training center, not exceed 831,113 dollars. Rountree: Second. De Weerd: I have a motion and a second. Any discussion from Council? Okay. Madam Clerk, will you call roll. Roll Call: Bird, yea; Rountree, yea; Zaremba, yea; Borton, yea; Milan, yea; Cavener, yea. De Weerd: All ayes. Motion carried. MOTION CARRIED: ALL AYES. Item 8: Ordinances Meridian City Council May 27, 2014 Page 25 of 27 A. Ordinance No. 14-1613: An Ordinance (AZ 14-003 Heritage Grove Subdivision) For Annexation And Rezone Of A Parcel Of Land Located In The SE'/4 Of The SE'/4 Of Section 31, Township 4 North, Range 1 East, Boise Meridian, Ada County, Idaho, Establishing And Determining The Land Use Zoning Classification Of Said Lands From RUT To R-15 (Medium -High Density Residential District) In The Meridian City Code; And Providing An Effective Date De Weerd: Item 8 is Ordinance 14-1613. Madam Clerk, will you, please, read this ordinance by title only. Holman: Thank you, Madam Mayor. City of Meridian Ordinance No 14-1613, an ordinance AZ 14-003, Heritage Grove Subdivision, for annexation and rezone of a parcel of land located in the northeast one quarter of the southeast one quarter of Section 31, Township 4 North, Range 1 East, Boise meridian, Ada County, Idaho, as described in Attachment A and annexing certain lands and territories situated in Ada County, Idaho, and adjacent and contiguous to the corporate limits of the City of Meridian, as requested by the City of Meridian, establishing and determining the land use zoning classification of said lands from RUT to R-15, Medium High Density Residential District, in the Meridian City Code, providing that copies of this ordinance shall be filed with the Ada County assessor, the Ada County recorder and the Idaho State Tax Commission as required by law and providing for a summary of the ordinance and providing for a waiver of the reading rules and providing an effective date. De Weerd: You have heard this ordinance read by title. Is there anyone who would like to hear it read in its entirety? Okay. Milam: Madam Mayor? De Weerd: Mrs. Milam. Milam: I move that we approve Ordinance No. 14-1613, with suspension of rules. Cavener: Second. De Weerd: I have a motion and a second to approve Item 8-A. If there is no discussion, Madam Clerk, will you, please, call roll. Roll Call: Bird, yea; Rountree, yea; Zaremba, yea; Borton, yea; Milan, yea; Cavener, yea. De Weerd: All ayes. Motion carried. MOTION CARRIED: ALL AYES. Meridian City Council May 27, 2014 Page 26 of 27 B. Ordinance No. 14-1614: Waiving Parks Reservation Fees for Historic Meridian Special Events De Weerd: Item No. 8-B is ordinance 14-1614. Madam Clerk, will you, please, read this by title. Holman: Thank you, Madam Mayor. City of Meridian Ordinance No. 14-1614, amending Meridian City Code Section 13-2-4.2.1 and providing an effective date. De Weerd: You have heard this ordinance read by title okay. Is there anyone who would like to hear it read in its entirety? Okay. Council, seeing none. Milam: Madam Mayor? De Weerd: Mrs. Milam. Milam: I move that we approve Ordinance No. 14-1614 with suspension of rules. Cavener: Second. De Weerd: I have a motion and a second to approve Item 8-B. Madam Clerk. Roll Call: Bird, yea; Rountree, yea; Zaremba, yea; Borton, yea; Milan, yea; Cavener, yea. De Weerd: All ayes. Motion carried. MOTION CARRIED: ALL AYES. Item 9: Future Meeting Topics De Weerd: Council, are there any topics for consideration on future agendas? Bird: I have none. Item 10: Other Items A. Executive Session Per Idaho State Code 67-2345 (1)(c): (c) To Conduct Deliberations Concerning Labor Negotiations or to Acquire an Interest in Real Property, Which is Not Owned by a Public Agency De Weerd: Okay. I would, then, entertain a motion under 10-A to adjourn into Executive Session. Bird: Madam Mayor? Meridian City Council May 27, 2014 Page 27 of 27 De Weerd: Mr. Bird. Bird: I move we go into Executive Session as per Idaho State Code 67-2345 (1)(c). Rountree: Second. De Weerd: I have a motion and a second to adjourn into Executive Session. Madam Clerk, will you call roll. Roll Call: Bird, yea; Rountree, yea; Zaremba, yea; Borton, yea; Milan, yea; Cavener, yea. De Weerd: All ayes. MOTION CARRIED: ALL AYES. EXECUTIVE SESSION: (7:24 p.m. to 8:27 p.m.) De Weerd: I would entertain a motion to come out of Executive Session. Rountree: So moved. Bird: Second. De Weerd: All those in favor say aye. All ayes. Motion carried. MOTION CARRIED: ALL AYES. De Weerd: Do I have a motion to adjourn? Bird: So moved. Rountree: Second. De Weerd: All those in favor? All ayes. MOTION CARRIED: ALL AYES. MEETING ADJOURNED AT 8:27 P.M. (AUDIO RECORDING ON FILE OF THESE PROCEEDINGS) � i 3 MAYO MY DE WEERD o n ocL ATE APPROVED Er ATTE Q<51 sT 9 n .a city of JAYCEF-)HOLMAN, CITY CLER :fib, S 'rt, IRE!," �o