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2015-11-04 Special
I ILS► CITY COUNCIL REGULAR MEETING AGENDA City Council Chambers 33 East Broadway Avenue Meridian, Idaho Wednesday, November 04, 2015 at 6:00 PM 1. Roll -Call Attendance X David Zaremba O Joe Borton X Charlie Rountree X_ Keith Bird X Genesis Milam X Luke Cavener X Mayor Tammy de Weerd 2. Pledge of Allegiance 3. Community Invocation by Larry Woodard with Ten Mile Christian Church 4. Adoption of the Agenda Adopted 5. Consent Agenda Approved A. Approve Minutes of October 13, 2015 City Council Workshop Meeting B. Approve Minutes of October 13, 2015 City Council Joint Meeting with the Parks and Recreation Department C. Approve Minutes of October 20, 2015 City Council Meeting D. Final Order for Approval: H-2015-0003 Hacienda Subdivision No. 5 by Jayo Investments, Inc. Located East Side of N,. Meridian Road, Midway Between Chinden Boulevard and E. McMillan Road Request: Final Plat Approval Consisting of Forty -Nine (49) Residential Lots and Nine (9) Common Lots on Approximately 9.51 Acres of Land in an R-8 Zoning District E. Approval of Task Order 10618.A to CIVIL SURVEY CONSULTANTS, INC. for the "WEST WASHINGTON ST — NW 4TH TO NW 1ST STREET SEWER LINE REPLACEMENT - DESIGN" Project for a Not -To -Exceed Amount of $58,998.00. F. Approval of Change Order No. 1 to Task Order 10055.13 to CH2M Hill Engineers, Inc. for the " UV DISINFECTION EXPANSION — SERVICES Meridian City Council Meeting Agenda Wednesday, November 04, 2015 — 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. DURING CONSTRUCTION" Project for a Not -To -Exceed amount of $122,130.00 G. Approval of Change Order No. 1 to Task Order 10044 to CH2M Hill Engineers, Inc. for the " WRRF HEADWORKS CAPACITY EXPANSION - DESIGN" Project for a Not -To -Exceed Amount of $467,850.00 H. Professional Services Agreement Board Certified Physician Services between the City of Meridian and Emergency Responders Health Center I. Professional Service Agreement for Traffic Box Wrap Art - "Floating Above Air" by Madison Darby at Fairview and Main; Sponsored by Alaska National Insurance J. Professional Service Agreement for Traffic Box Wrap Art - "Goals, Dream it, Believe it, Achieve it" by Hunter Deim at Pine and Eagle; Sponsored by Alaska National Insurance K. Hillsdale Elementary School Sewer and Water Easement L. Caven Ridge Estates Sub. No. 1 Water Line Easement M. Water Line Easement for Capital Idaho 6. Department Reports A. Mayor's Office: Mayor's Youth Advisory Council (MYAC) Update B. Mayor's Office Department Report: Meridian Youth Farmers Market logo Contest C. Approval of Professional Services Agreement for Artwork for Meridian Youth Farmers Market Logo created by Zachary Meyer Approved 7. Community Items/Presentations A. Request for Additional Time Extension and Waiver of Condition for Pinebridge Approved B. Ada County 20251 Presentation Regarding the Update of Ada County's Comprehensive Plan and Strategic Business Plan C. Cooperative Agreement With Valley Regional Transit - Annual Assessment and Service Contribution Approved Meridian City Council Meeting Agenda Wednesday, November 04, 2015 — 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. 8. Items Moved From the Consent Agenda None 9. Continued Department Reports A. Mayor's Office: Resolution No. 15-1098: A Resolution of the Mayor and City Council Reappointing Blaine Johnston to Seat 2 and Frank Thomason to Seat 3 of the Historic Preservation Commission and Appointing Josh Evarts to Seat 5 of the Meridian Historic Preservation Commission Approved B. Mayor's Office: Resolution No. 15-1099: A Resolution Re -Appointing Matt Stoll and Jo Greer to the Meridian Parks and Recreation Commission and Appointing Craig Robinson to the Meridian Parks and Recreation Commission Approved 10. Future Meeting Topics None 11. Executive Session per Idaho State Code 74-206 (c)(d)(i): (c) To Conduct Deliberations Concerning Labor Negotiations or to Acquire an Interest in Real Property, Which is Not Owned by a Public Agency, (d) To Consider Records that are Exempt from Disclosure as Provided in Chapter 3, Title 9, Idaho Code, AND (i) To engage in communications with a representative of the public agency's risk manager or insurance provider to discuss the adjustment of a pending claim or prevention of a claim imminently likely to be filed Amended the agenda to add an Executive Session per Idaho State Code 74-206 (f): To Consider and Advise Its Legal Representatives in Pending Litigation Into Executive Session at 7:32 p.m. Out of Executive Session at 9:20 p.m. Adjourned at 9:20 p.m. Meridian City Council Meeting Agenda Wednesday, November 04, 2015 — 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 November 4, 2015 A meeting of the Meridian City Council was called to order at 6:00 p.m., Wednesday, November 4, 2015, by Mayor Tammy de Weerd. Members Present: Mayor Tammy de Weerd, Charlie Rountree, Keith Bird, David Zaremba, Genesis Milam and Luke Cavener. Members Absent: Joe Borton. Others Present: Bill Nary, Jaycee Holman, Bruce Chatterton, Clint Dolsby, Jeff Lavey, Perry Palmer, Steve Siddoway and Dean Willis. Item 1: Roll-call Attendance: Roll call. X _ David Zaremba _ _ Joe Borton X__ Charlie Rountree X_ Keith Bird __X__ Genesis Milam __X__ Lucas Cavener _X Mayor Tammy de Weerd De Weerd: Okay. I would like to welcome all of you to our City Council meeting and for the record this is Wednesday, not Tuesday. Thank you for joining us. It is 6:00 p.m. We will start with roll call attendance, Madam Clerk. Item 2: Pledge of Allegiance De Weerd: Thank you. Item No. 2 is the 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 Larry Woodard with Ten Mile Christian Church De Weerd: Item No. 3 is our community invocation. Tonight we will be led by Larry Woodard with Ten Mile Christian Church. I didn't say Cherry Lane this time. Thank you, Larry, for joining us. It's always a pleasure havin g you. Oh. And I would ask everyone to join us in the community invocation or take this as an opportunity for a moment of reflection. Woodard: Well, it's always a pleasure to be here and, actually, it's kind of nice to be here tonight, because I thought that last night's elections nationwide gave us a little glimmer of hope about the future of this country. So, I'm feeling pretty good tonight. So, let's play. De Weerd: Me, too, Larry. Meridian City Council November 4, 2015 Page 2 of 30 Woodard: Yeah. Even you squeaked by. Our dear Heavenly Father, as a nation we have done some pretty dumb things that have hurt you. However, last night Americans may have awakened to the threat our actions pose to the future and to our children. Especially elections in Houston and Ohio remind us that good people are now aware of cultural threats to our long held beliefs and just maybe things have changed for the good. We thank you for the men who are stepping down as councilmen after a long run as city leaders. They have done a great job and we thank them for their service to Meridian. We congratulate Mayor Tammy for her reelection and the new Council women and men who were elected yesterday. I pray that you will bless each of them for their service to others. Indeed, give each of them wisdom and health as they serve in the years to come. Tonight I am more optimistic about the future of our nation than I have been in a long time. May people who believe in God continue to show leadership and commitment to this great nation. As the weather changes and winter approaches there are people in this area who still lack housing and food. There are families living in cars at night. We pray that collectively we can help these folks find warmth and a good meal. As expressed at our recent faith leaders luncheon there are already people in this city addressing these needs. I pray tonight for -- that others will step forward and in closing I pray for all of our city employees that keep this one of the finest cities that I have ever lived in and I have lived in many, in Jesus' name, amen. De Weerd: Thank you, Larry. Woodard: You bet. Item 4: Adoption of the Agenda De Weerd: And thank you for bringing Betty tonight. Item No. 4 is adoption of the agenda. Rountree: Madam Mayor? De Weerd: Mr. Rountree. Rountree: Item 9-A, the resolution number is 15-1098. And Item 9-B is 15-1099. And I will move to amend the agenda to add an Executive Session at the end of the meeting per Idaho State Code 64-206(f) and with that amendment, Madam Mayor, and those additions I move we approve the agenda. Bird: Second. De Weerd: I have a motion and a second to approve the agenda as amended. All those in favor say aye. All ayes. MOTION CARRIED: FIVE AYES. ONE ABSENT. Meridian City Council November 4, 2015 Page 3 of 30 Item 5: Consent Agenda A. Approve Minutes of October 13, 2015 City Council Workshop Meeting B. Approve Minutes of October 13, 2015 City Council Joint Meeting with the Parks and Recreation Department C. Approve Minutes of October 20, 2015 City Council Meeting D. Final Order for Approval: H-2015-0003 Hacienda Subdivision No. 5 by Jayo Investments, Inc. Located East Side of N,. Meridian Road, Midway Between Chinden Boulevard and E. McMillan Road Request: Final Plat Approval Consisting of Forty-Nine (49) Residential Lots and Nine (9) Common Lots on Approximately 9.51 Acres of Land in an R-8 Zoning District E. Approval of Task Order 10618.A to CIVIL SURVEY CONSULTANTS, INC. for the “WEST WASHINGTON ST – NW 4TH TO NW 1ST STREET SEWER LINE REPLACEMENT - DESIGN” Project for a Not-To-Exceed Amount of $58,998.00. F. Approval of Change Order No. 1 to Task Order 10055.B to CH2M Hill Engineers, Inc. for the “ UV DISINFECTION EXPANSION – SERVICES DURING CONSTRUCTION” Project for a Not-To- Exceed amount of $122,130.00 G. Approval of Change Order No. 1 to Task Order 10044 to CH2M Hill Engineers, Inc. for the “ WRRF HEADWORKS CAPACITY EXPANSION - DESIGN” Project for a Not-To-Exceed Amount of $467,850.00 H. Professional Services Agreement Board Certified Physician Services between the City of Meridian and Emergency Responders Health Center I. Professional Service Agreement for Traffic Box Wrap Art - "Floating Above Air" by Madison Darby at Fairview and Main; Sponsored by Alaska National Insurance J. Professional Service Agreement for Traffic Box Wrap Art - "Goals, Dream it, Believe it, Achieve it" by Hunter Deim at Pine and Eagle; Sponsored by Alaska National Insurance K. Hillsdale Elementary School Sewer and Water Easement Meridian City Council November 4, 2015 Page 4 of 30 L. Caven Ridge Estates Sub. No. 1 Water Line Easement M. Water Line Easement for Capital Idaho De Weerd: Item 5 is our Consent Agenda. Rountree: Madam Mayor? De Weerd: Mr. Rountree. Rountree: I move that we approve the Consent Agenda. 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. Madam Clerk, will you call roll. Roll Call: Rountree, yea; Bird, yea; Zaremba, yea; Borton, absent; Milam, yea; Cavener, yea. De Weerd: All ayes. Motion carried. MOTION CARRIED: FIVE AYES. ONE ABSENT. Item 6: Department Reports A. Mayor's Office: Mayor's Youth Advisory Council (MYAC) Update De Weerd: Okay. Under Department Reports we have Brianna Siddoway here to give us our report on the Mayor's Youth Advisory Council. Siddoway: Madam Mayor, Members of the Council, for the record my name is Brianna Siddoway and I will be doing your Mayor's Youth Advisory Council City Council update today. At this past meeting with the general council we held our subcommittee chair and vice-chair elections. In the Teen Activities Committee we -- we elected a chair and a vice-chair and with our Community Service and Government Affairs Committees we elected a vice-chair for these. With Community Service we decided to take a trip you could say to -- unBounded is right next to the children's theater here on Broadway and it's a new technology library and we did this so that we could get the word out about this library. I, myself, went there and it was a great experience. It's an amazing place to be able to get your homework done. I had actually gone there to finish a photography assignment and I took one of my brothers there and he was able to play and use some of the new equipment that they have there. We encouraged to share on social media, like I said, to get the word out, because we need -- we want more people to know about this, this great resource. The Mayor's Youth Advisory Council, we hosted and produced the 2015 local elections candidate meet and greet and with the help of the Meridian Press and Meridian City Council November 4, 2015 Page 5 of 30 the Meridian Chamber of Commerce we helped to formulate questions to ask these candidates. One of our biggest events, the trunker treat, was held and we had approximately 10,000 people attend. It was a huge turnout and it was such a great opportunity. We had about a hundred trunks and to get the spirits up we had a dance party with our own Officer Gomez, who is also an advisor to MYAC. With this we also raised some food for the Meridian Food Bank. We filled six barrels, which is approximately 1,800 pounds of food. Also the Executive Council held a fundraiser for the National League of Cities, which we will hopefully be attending in January and we rose 335 dollars -- sorry -- 355 dollars and in this fundraiser we sold water and Pappa John's pizza and it was such a great experience. I myself was there selling pizza and it was great to see all the people here in Meridian that I -- you know, most of them I had never seen before. It was a really great opportunity. And I will now stand for questions. De Weerd: Thank you, Bree. Council, any questions? Cavener: Madam Mayor? De Weerd: Mr. Cavener. Cavener: A couple questions. Great presentation. Can you give me some insight as to how many youth are participating on the youth council this year? Siddoway: Madam Mayor, Councilman Cavener, we have about 200 members. We had 400 people sign up and with the first meeting we had about 200 people come and, then, when -- now that things are getting more serious and people are starting to listen more, so we are trying to make our way to make people realize that this is a great opportunity. So, we probably -- I might say we have 150 students, so -- Cavener: Great. A couple more, Mayor, if I may? De Weerd: Uh-huh. Cavener: I love the government affairs subcommittee. It's near and dear to my heart. Every year it seems the government affairs committee takes on a new issue or challenge. You guys are always ahead of things, especially down at the statehouse. What are your guys' plans to focus on this year? Siddoway: Madam Mayor, Council Member Cavener, we are hoping to -- we got it approved with the government affairs subcommittee to work on passing the seat belt law again. We are, hopefully, making it a primary offense, instead of a secondary offense, which it is right now. Cavener: One more, Madam Mayor? De Weerd: Just a follow up on that. All three of the subcommittees developed first a list in each of the subcommittees to consider. Then they voted on the list and invited on the Meridian City Council November 4, 2015 Page 6 of 30 top three issues -- or community service projects or TAC events to have someone come in and speak on the items on their list and so, then, they voted on those. So, that's how the seat belt legislation came up and the second is an advocacy project and that advocacy project is focused on teen suicide and so that will be their two focus areas in government affairs. But there is a third activity, which is the participatory budgeting project that will start after the beginning of the year. So, they are going to be very busy and I will tell you that government affairs is the larger committee this year. It has a lot of participation, a lot of passion on it, so you should see great energy and great ideas. Cavener: Great. Bree, can you maybe go back one slide, because I want to make sure that I saw something the right way. I happened to notice a gentleman wearing a Borah High School letterman's jacket. I'm just curious. Do we have students participating that are from -- from Borah? Siddoway: Yeah. We do. We -- we invite anyone to come and people from everywhere come to join our -- sorry -- the Mayor's Youth Advisory Council, because we have such a big group and people realize the energy that we have and everyone wants to be part of it once they hear about what we have planned. Yeah. Cavener: That's incredible. Kudos to you guys. Siddoway: Thank you. De Weerd: And, really, the qualification is a desire to serve the Meridian community. We don't care where they live. If they want to serve our community, welcome to the fold. Are there any other questions? Thank you for being here. Siddoway: Thank you. De W eerd: And thank you for bringing your fan club and we appreciate your leadership. Siddoway: Thank you very much. B. Mayor’s Office Department Report: Meridian Youth Farmers Market logo Contest De Weerd: Okay. Item No. 6-B is under our Meridian Youth Farmers Market. We have Danyele here to talk about the logo contest. Van Beek: Thank you, Madam Mayor and thank you Members of the Council for giving me the opportunity to come before you and present an update about the Meridian Youth Farmers Market and the Meridian Youth Farmers Market logo contest. To start things off, I would like to present a short debrief about the Meridian Youth Farmers Market preview party that took place on September 10th. We had about 14 youth vendors there. We had music and entertainment performed by a youth rock band named Future Image. We had demos there such as a see-through beehive and red worm composting and some of the Meridian City Council November 4, 2015 Page 7 of 30 comments that we did receive from the public -- and just while we were there is that they are just pleased -- and it sounded by the results and that they love it and that they just see the great, huge potential with this, as well as they love the idea of it being a great leadership opportunity for a lot of the youth in Meridian. So, overall I'm excited to present that. I feel and the majority of people feel that the Meridian Youth Farmers Market is greatly backed by our community and we are excited for it to become a sustainable program for everyone to enjoy. The farmers market preview party was a segue for the full-blown farmers market that we will kickoff this next spring and we will be kicking it off at the Dairy Days in June. It will start June 25th is the first Saturday and it will run through the month of September, ending on the last Saturday, which is September 24th. As I said, it will be Saturdays from 9:00 to 12:00 and it will be located here at the Meridian City Hall plaza and in preparation for the farmers market from now until -- up until the kickoff event at the Dairy Days, we will be offering a Meridian Youth Farmer Market workshop this December to educate -- to get youth involvement, to educate them about what it will take to be a youth vendor, as well as educate them about the responsibilities that they will have to undergo when it comes to the State Tax Commission and the Central District Health, as well as anything that is asked of them by the Department of Ag and weights and measures division. We will -- starting in January we will have -- we are going to have about three gardening classes. We will offer a panel that will be made up of a farm er, rancher, and gardener. This is where the youth can come and they will just be able to quiz each type of expert in their field and just gather information as they prepare to be involved in the Youth Farmers Market. Then we will have a second workshop with the state departments for anyone who misses first time. Then we will offer a vendor 101 class. This is just to help with education of how to present their booths, how to address customers, how to count cash back, how to handle cash, how to engaged customers as a goal of the vendor 101 class. And, then, right before the market we will have a market orientation just where we go over the market rules and as part of this preparation for the Meridian Youth Farmers Market we wanted to make sure that the momentum of the preview party continued and so to create awareness -- to continue creating awareness about next year's farmers market we thought of an idea to put out to the youth of Meridian a Meridian Youth Farmers Market logo contest. One, we needed a logo to continue forward to start branding, start recognition, and, then, two, like I said, we wanted to continue spreading the word and we thought it -- no better way to, then, reach through our youth, giving them another opportunity to get involved in the formulation of this youth farmers market, since it is going to be youth vendors we thought it might be really fun to engage the youth and ask them for their submissions for a logo. So, we had a total of 15 submissions. City employees went through each of the submissions and did choose one and the chosen submission was drawn by Zachary Meyer and I -- so, I am here before you to ask you to make -- to approve the agreement that has been started with the City of Meridian and Zachary Meyer. So, I will stand for any questions. De Weerd: Council, any questions? Cavener: Madam Mayor? De Weerd: Mr. Cavener. Meridian City Council November 4, 2015 Page 8 of 30 Cavener: A couple questions on the -- on the debrief. Danyele, what's your anticipated or I guess average numbers that we saw at the kick off party? How many people do you think were there for that? Van Beek: Madam Mayor, Council Member Cavener, I do not know a number, but I know our goal was to be at 150 and I can definitely attest that there was more than that. Cavener: Great. Follow up? How many vendors -- how many youth vendors were from Meridian? Were they all from Meridian? Were they from -- all from Boise, Nampa, a combination? Just curious. Van Beek: Madam Mayor, Council Member Cavener, they were not all from Meridian. We had some from -- well, actually, most of them were from Meridian. We do have -- we did have one in Nampa. Cavener: Okay. Are there plans for any type of restrictions on any type of items that can or can't be sold moving forward into next year? Van Beek: Madam Mayor, Council Member Cavener, I think it will be up to the sole discretion of the youth vendor. I know that certain products, certain items definitely cause more regulation on the part of the Department of Ag or Central District Health, so myself, as well as Becky Brashears of the Epic Events and Gifts will be -- as we receive applications from the youth of what they are wanting to sell, we will be approaching them and explaining to them here is all the regulations for this, is this something that you're going to be interested in moving forward, you know, offering alternatives to something else that they want. But it's really -- we are really not going to discourage it, because it's really up to them on how invested they want to be in pursuing making it available to do, like eggs and meats, some of those items that do require extra regulations. Cavener: Great. De Weerd: I think it's also important to note that the group has discussed a limited number of adult produce vendors to give more certainty and regular ity on -- it is a farmers market, they want produce, and so they are looking at a limited number of spaces for -- for that to encourage families in particular and also limiting the number of booths in terms of craft and arts. So, they want to stress that this is a farmers market for produce and that is the priority. Cavener: A couple other questions then, Madam Mayor -- De Weerd: Uh-huh. Cavener: -- either for you or for Danyele. You mentioned Epic Events. Is it the intent, then, that they are the managing vendor for this project or is this really a city run project? Meridian City Council November 4, 2015 Page 9 of 30 Van Beek: Madam Mayor and Councilman Cavener, we are -- so, the preview party we were -- we had formulated a relationship with Becky Brashears of Epic Events and she assisted in the coordination of that event and it is -- we will also continue that relationship to coordinate the actual -- or actual farmers market then -- to then transition it into her being the sole coordinator, sole planner of the event to the community members that will take it over. Cavener: Need clarification then. So, at the end of this year -- Van Beek: Yes. Cavener: -- Epic Events would be the one that would be in charge of the youth farmers market and it would no longer be a city program? Van Beek: We will -- we will be continuing -- Madam Mayor and Councilman Cavener, we will be continuing a relationship with them in the sense that I will be the city liaison for the -- we will still have a hand in the youth farmers market and I will be the city liaison when it comes to anything regarding our involvement. Cavener: Okay. Van Beek: So, I guess we will still have an involvement in the planning. De Weerd: Our involvement will be as a sponsoring entity in particular, because they are using the plaza and emptying the trash. Cavener: Sure. De Weerd: But looking for -- I believe that Becky is looking at considering a nonprofit to also have aboard that would oversee this and as she moves forward that's the direction that she has been looking at going in. Cavener: Madam Mayor or Danyele, from a financial impact, a summer long farmers market is something our community has asked for for a long time and I'm hopeful to see it successful, but we have seen lots of iterations across the Treasure Valley start strong and fade away. Do we have some assurances, then, with -- with Epic and with Becky that this will be a weekly farmers market from the beginning of Dairy Days until the end of summer until it's set to conclude? De Weerd: I think, Mr. Cavener, you have seen from the number of partners at the table that include FFA, the faith community, the school district that's looking at their culinary arts, their construction group that will bring bird houses or planter boxes or other type of things that -- there is a definite interest from the various groups that are into the community gardener aspect to have it continuous -- even the faith community has seen this as an opportunity to have their mission youth groups grow -- grow their produce and have a way to fundraise -- to fund their mission groups. So, it's -- it's really taken legs and Meridian City Council November 4, 2015 Page 10 of 30 so I think it's -- the success will be found in the number of partners you have. I know that they were reaching out to the University of Idaho master gardeners program and extension program, that 4-H was being brought into the fold and BUGS was here, which is -- I can't remember what BUGS stand for, but there were a number of groups that are really excited about this and because it's unique it doesn't necessarily compete with any of the other markets, because of it's focus on our youth. Cavener: Maybe just one more question and I -- I think I'm done. To your point about partners. If I remember correctly, the kickoff was a result of the financial donation from Blue Cross in conjunction with the High Five grant, if I'm correct on that? Will they have a role in this moving forward then or they are a partner, they will be involved? De Weerd: I guess I will let Danyele follow up on that, but they have been a partner because they did buy the tables and canopies. The Boise Coop is also one of those that has indicated a long-term interest in being a sponsor and I think there are others -- one of the reasons we really wanted to kick it off during Dairy Days is to bring the dairy -- dairyman's association into it and look at Zamzow's and demonstration projects on cooking and how to cook with healthy foods and -- and different types of demonstrations on gardening and those kind of things. So, we have talked to Albertson's and others that also have shown an interest in this healthy lifestyle for our youth. Cavener: Great. De Weerd: Do you have anything you want to add, Danyele? Van Beek: Madam Mayor, Councilman Cavener, was the original question asking if Blue Cross of Idaho would continue partnership? Cavener: Correct. Van Beek: As of right now I can't say that they have -- or they will, outside of the relationship we have with the High Five grant. It's definitely they have expressed to us that they would offer community garden plots for our use, because they do have a community garden there at their facility that there -- it was started for their employees. I have discussed with Courtney Frost, my contact over there, if they would be willing to open either a section or singular plots for any youth that needs a garden -- like they don't have garden space in their backyard or they just need somewhere to go, but they want to be a part of it and she said that they would definitely be more than willing to offer, because they do have a huge community garden plot area. So, I can see that being a continued partnership with them, but as a financial partner or anything else, that would definitely be addressed in the future. De Weerd: However, I guess the second phase of canopies and tables are coming soon, too. Cavener: Oh. Okay. Meridian City Council November 4, 2015 Page 11 of 30 De Weerd: Any other questions? Milam: Madam Mayor? De Weerd: Yes, Mrs. Milam. Milam: I won't ask as many. I don't know if you have covered it already. What are the qualifications for the youth? Is there age limitations or -- Van Beek: Madam Mayor, Council Member Milam, the -- we are going to be accepting school age. So, from like seven until 18 is kind of where we will be marketing as. But like we have discussed, there will -- we will be doing 75 percent, 25 -- 75 percent youth vendors, 25 percent adult vendors slash family vendors. So, that would -- that would kind of change the age for -- it would address different ages for that -- those groups. Milam: Madam Mayor? Is there a requirement for them to be there every week if they are an approved vendor? Van Beek: Madam Mayor, Council Member Milam, that was a concern that was brought up at a recent youth farmers market planning meeting and we discussed that the youth would not be obligated to make every single weekend because we are understand , one, they may not have produce -- yeah. They may be growing produce that's harvested at the end of the season, as opposed to the beginning of the season, or they have summertime commitments -- prior summertime commitments, such as family vacations and such. So, how typical farmers markets are ran is that no one is -- from my understanding and from my research no farmers market demands or obligates everyone to come every week. It is -- you can sign up for which weekends you can be there and which ones you cannot. And that's where we decided to have the option to open it up to having 25 percent adult or family vendors, because, then, that can, hopefully, offset and insure that it's a sustainable market every week . Our goal is to have 25 vendors every week. Milam: Thank you. De Weerd: Okay. Anything further? Thank you, Danyele. And I do think that we have a presentation for our youth -- our young artist and did you have a copy of his logo? Van Beek: I do. De Weerd: That maybe we can put it up on the Elmo thing. So, Zachary, you want to come on up. So, as -- as we are loading up his -- his artwork, I do have a certificate and a coin from the city to -- to give to you, Zachary. Do you go by Zachery or Zach? Meyers: Zach. Meridian City Council November 4, 2015 Page 12 of 30 De Weerd: Good. And we are just really excited about your logo that you submitted, because it -- as you can look at this -- this piece of art, we just really like how it said my farmers market and -- or there is a lot of different things that you can do with it. So, it had a lot of imagination. It definitely followed the theme of our farmers market. We are just really excited about the possibilities of how we can use it and also how we can give you credit, so that forever people will know that Zach Meyers is the artist of this piece of artwork. So, Zachary, for that I have a certificate of recognition for your beautiful artwork being chosen as the first Meridian Youth Farmers Market logo and we think the last and I also have a City of Meridian coin that we don't give out very -- I'm very stingy about giving that out. So, it's a small token of our appreciation for your submittal, for your imagination and for being the winning entry. So, thank you for being here. Do you want to say anything? Meyers: Thank you. C. Approval of Professional Services Agreement for Artwork for Meridian Youth Farmers Market Logo created by Zachary Meyer De Weerd: Okay. So, Council on Item 6-C is our professional services agreement for this artwork and I would entertain any questions or ask for your action. Milam: Madam Mayor? De Weerd: Mrs. Milam. Milam: I move that we approve the professional services agreement for artwork for Meridian Youth Farmers Market logo created by Zachary Meyer. Bird: Second. De Weerd: I have a motion and a second to approve Item 6-C. Madam Clerk, will you call roll. Roll Call: Rountree, yea; Bird, yea; Zaremba, yea; Borton, absent; Milam, yea; Cavener, yea. MOTION CARRIED: FIVE AYES. ONE ABSENT. De Weerd: Zach, thank you so much for being here with us tonight . Again, thank you for participating. We are excited to use your artwork and share it with all the world to see and, Danyele, thank you for your presentation and certainly your involvement with this. We are excited about what it brings to our community and certainly what it brings to building our youth and just excited about the possibility. So, thank you all for being here. Item 7: Community Items/Presentations Meridian City Council November 4, 2015 Page 13 of 30 A. Request for Additional Time Extension and Waiver of Condition for Pinebridge De Weerd: Okay. Item 7-A is a request for a time extension and waiver of condition for Pine Bridge. I will turn this over to Bruce Chatterton. Chatterton: Madam Mayor, Council Members, last year the applicant requested a two year time extension on the preliminary plat for Pine Bridge Subdivision. You granted that request, but you included a condition that the applicant improve and landscape the planter area in the middle of the roundabout in Pine Avenue, as indicated by the arrow. De Weerd: Is your microphone on? Chatterton: Oh. De Weerd: Is it? Chatterton: Can you hear me now? De Weerd: That's better. Chatterton: There was a condition that the applicant improve and landscape the planter area in the middle of the roundabout in Pine Avenue prior to November 1st, 2015. The applicant is now requesting an additional year to comply with this condition. This will allow the time needed to develop an irrigation source and final landscape plan and obtain a license agreement with ACHD for the landscaping improvement. I believe that Mr. Baker is here to address the issue on behalf of the applicant. De Weerd: Okay. Thank you. Council, any questions for staff at this time? Okay. Dan or Dennis? Okay. Such a rare treat to have you here. Welcome. Baker: It's a rare treat for me, Madam Mayor and Members of the Meridian City Council. I'm Dennis Baker, 250 South Beachwood, Suite 120, in Boise. I'm here representing D&B Investments or D&B Development, whichever it is. I think it's Investments for this. And requesting the extension of time and I will give the reasons in a minute and the waiver condition on the requirement for completion of the roundabout landscaping by November 1 of this year. We have had a number of interested parties in our multi-family. We presently have three different parties. One of them is a partner of mine -- an associate partner of mine. We went to high school together back in the dark ages of Nampa High School. Mr. Brandt. I think many people would know Don Brandt. He has been a partner and a lifetime friend of mine for a long period of time. We played ball together at Nampa High School and Nampa Junior High School and against each other in grade school. So, have had a long partnership. Met with Mr. Brandt today. We are working on some plans with him for the multi-family portion in this -- can Council see where -- yeah. Okay. In this general area here of the multi-family -- for maybe 15 acres of townhomes that would have a lot of common area landscaping and would need to be landscaped in conjunction with a Meridian City Council November 4, 2015 Page 14 of 30 coordinated effort on the roundabout. We have some really good plans that we are working on for that type of landscaping and we would like the time extension and the waiver of the condition at this time as was given to us moments ago for the reasons of working through ACHD and working up the landscape plan in conjunction with the multi- family development. It's not only Mr. Brandt and I who are looking at that. I have an interested party who like to also participate with us on that development. We would probably come to Council and ask for the conditional use permit for not only the townhomes, which are lesser density than what's allowed in that area, but would also come with condo apartment area that would be in concert with that type of townhome development. So, it's for those reasons that we would ask for that extension of time to allow us to pull this together and come back to Council. I don't -- it's not my nature to -- to do stick figure development, Charlie Brown type development where we end up putting landscape up just to get landscape up and it isn't really a -- a good looking development the way we like to do our landscaping. The fact that I own a nursery or that we have a nursery with about 20,000 trees does aid us in our ability to do the landscaping and it does keep me busy at 79, so -- doing -- doing all of the above. So, for these reasons, Madam Mayor and Members of the Council, we would ask your permission to -- to accept our request for an extension of time to pull this all together and get it done correctly. De Weerd: Thank you, Dennis. Council, any questions? Cavener: Madam Mayor? De Weerd: Mr. Cavener. Cavener: Dennis -- and maybe you can walk me through this. The request was made a year ago. What -- what's prevented you guys from starting that process 11 months ago? Baker: Madam Mayor and Council Member Cavener, we have been in some negotiations with a large scale developer who wanted to buy all of that ground. That would have been something that we have worked on with them in part of the transaction, but near the last moment of time in about May of this year they elected not to go forward with the purchase. Approximately a hundred acres. And that left us with not enough time to get this pulled together the way we wanted to and -- and since that period of time we have gone into discussions with three different groups relative to the mul ti-family section, believing that the multi-family section will help pull together the other aspects of retail and of office in that Pine Bridge project. That's the best answer I could come up with. Cavener: Appreciate it. Madam Mayor, maybe a question for -- for staff. Bruce, when we did the time extension last year how many times did they come before us for a time extension request? Chatterton: Madam Mayor, Council Member Cavener, I -- I honestly don't know. I do know the applicant had originally requested a two year time extension that wasn't granted. We granted the one year. I don't know how many previous time extensions this has been through. Meridian City Council November 4, 2015 Page 15 of 30 De Weerd: Three? This was the third? Or this is the third. This would be the fourth or the third? Okay. Yeah. This is third. And this is just asking for the condition of the landscaping to be reconsidered. Any other questions from Council? Thank you. Baker: Thank you. Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: I don't want to sit here all night, so -- De Weerd: That's good. Bird: -- so, I will make -- I will make a motion that we approve this time extension for another year -- I move that we approve the time extension for the improvement of the landscaping on the roundabout -- the middle of the roundabout for one year for DMB Development or whatever it is. Rountree: Second. De Weerd: I have a motion and a second to extend the time requirement on this request for one year. Any discussion? Madam Clerk, will you call roll. Roll Call: Rountree, yea; Bird, yea; Zaremba, yea; Borton, absent; Milam, yea; Cavener, nay. De Weerd: Motion passes. MOTION CARRIED: FOUR AYES. ONE NAY. ONE ABSENT. B. Ada County 2025! Presentation Regarding the Update of Ada County’s Comprehensive Plan and Strategic Business Plan De Weerd: Item 7-B is -- Meg Leatherman is here with us tonight to talk about their activities on their Ada County 2025. Thank you for being here, Meg. Leatherman: Hello. Thank you so much, Madam Mayor, Council Members. It's great to be here. This is my first time presenting here , so I might have some technological challenges, because I do have a PowerPoint, but this is a really neat contraption. We don't have this. This is real fancy, so let's see if I can figure it out. Oh, that's good. That's a good sign; right? Okay. So, basically, I -- my name, again, is Megan Leatherman, director of development services for Ada County and I have actually -- I have taken on an assignment to lead what we are calling Ada County 2025. It has multiple things going on, but it is a little bit out of the realm of what you probably would think the director of Meridian City Council November 4, 2015 Page 16 of 30 development services does. So, I would just point out that it is an Ada County planning process that includes all of the different offices and departments of Ada County, which is quite vast. Anyways, I'm here today to basically give an overview of what we are doing. We just kicked this off and, then, take any input or questions or suggestions that you all might have. Let's see. So, what is Ada County 2025? It's a joint planning process -- basically a comprehensive plan update. Our comp plan was last done in 2007. At the same time, though, we are also doing a strategic business plan, which is the first one that has been done in Ada County, believe it or not. At least for all the different offices and departments to be under the strategic business plan. So, it's not specific to one department. About -- it's been about a year and a half ago where all the elected officials in Ada County -- and there is nine of them, including the three county commissioners -- decided that it would be a good idea to unify under one vision and to align county business operations under one plan, which to me is a quite historic taking -- undertaking and also even just getting that support from all the elected officials is something to be celebrated. W e have a coroner, a prosecutor, the sheriff, the three commissioners. Prosecutor -- did I say that? Assessor and clerk of the court and they all have very different needs and desires and so when it comes to operations and funding, they are quite vast. So, just a high level process overview. This summer we started prep'ing and did some internal interviews with leaders throughout the county, about 40, and, then, during the state of the county we had a consultant that did just an analysis of existing conditions very similar to probably a lot of what the city does when they start planning processes, looking a demographics, looking at forecasting, population trends, that type of thing and, then, our interviews are trailing off, but focused on service provision and what people internally were thinking was going on. Right now we are at the point -- number three in the visioning and strategic directions where we are -- have been working internally on trying to craft a vision where everyone -- everyone at the county could operate under and kind of drafting up some strategic directives and goals. After that we will move into preliminary policies directions and, then, in September of next year our hope is to have the draft comprehensive plan and the draft strategic business plan to present. Our thought -- at least so far -- and, again, this is the -- nothing is completely set in stone. We get together -- you know how it is with consultants and you kind of have to have somewhat of an idea of what your planning processes are going to be to be able to bring them on. But we are very open to, you know, input, changing direction of the process potentially and -- you know, that's very important to us. So, thought -- the process could change a little bit, but the thought was initially that the cities' involvements would come and set forth to some degree where we would get -- draft some really -- draft policy directions and, then, those that may impact the cities we would work with the cities to get their feedback on those. That was what we had tentatively had planned. The last week we kicked off some focus groups with six different I guess categories of stake holders. We ended up getting about 80 -- 80 different individuals over two different -- two days of different sessions where they were able to look at our state of the county report and, then, provide us their input on issues and vision and whatnot. So, this is the state of the county intent and forces report. That's the report they are talking about that's available at our website adacounty2025.com. It goes over just governance, population, housing, common land use, infrastructure, environment and hazard and risk, existing conditions and a little bit of forecasting, which is kind of interesting, because it looks at the whole -- the whole Meridian City Council November 4, 2015 Page 17 of 30 county, not just one city and it is just Ada County, where a lot of stuff that comes out of COMPASS usually includes multiple counties. So, this is a little bit different. It has some good data. So, I thought that might be good for you to know that's all there, too. So, like I mentioned before, we -- we did the -- we did do interviews and did some work sessions with county leaders and I was going to briefly go over some of the output of that. That's really the meat -- the meat of the output that I could report on today, because, like I said, we are just really at the beginning of the process. So, a lot of this will probably seem redundant to the things you hear or that you would expect to see, but the first one kind of falls along the theme I was out talking about was just uniting under one vision, getting all different -- the different offices and departments with nine different elected officials and also all the directors falling under one vision at the county and try to promote culture, collaboration and helping build a better understanding of what Ada County does. We realized not only that the public did not really have a good sense of that, but neither do our employees. You know, we are all operating in so much of our own little world. Understanding and proactively managing the projected growth on Ada County. So, long term strategies to deliver our services more effectively categorized and prioritizing investments, so one of the -- the key things here would be getting public input and that was another reason why we really wanted to do the comp plan update at the same time we are doing our business plan, so that we could get the public policies and -- that are vetted by the public integrated with the strategic business plan and feeding those and they play off of each other, so that way the business operations of the county are -- are basically reflective of the community's needs and desires. In this one -- well, we will skip this one. I just want to mention the areas of city impact also improving predictability within and adjacent to areas of city impact and is also, you know, effects of projected growth and the transportation system. One of the things that we have heard is that our comp plan isn't very user friendly, so one really talks a lot about making our comprehensive plan, you know, not just sitting on a shelf, having our leaders actually using it and making it so that it's -- they do feel comfortable picking it up and they know what it means and where to find things. Talking about what type of land use patterns and what type of growth is appropriate in unincorporated Ada County, mainly outside of the areas of city impact. We, obviously, have, you know, same as you all, that this is a public hearing where we get to hear things, but, you know, expanding upon -- trying to expand upon our base of input on -- so we can make better decisions about maybe what that should be. This will be one that will be good to get the city's input on, but, basically, do we want to have some type of subdivision option in unincorporated Ada County. We hear that a lot from developers, even from sometimes the general public. Do we want to have agriculture preservation in unincorporated Ada County. What would that look like? What does that mean? What does rural mean? A lot of people say they want rural housing or they want rural development. Well, what does that really mean? You know, kind of diving down a little bit deeper into those types of things. We tend at Ada County to get also a lot of the sand and gravel pits, so looking into those and maybe how we could do those a little bit better or maybe where they would be located a little bit more appropriately. And, then, just, again, I think all the elected officials and leaders of Ada County realize how important it is to improve our engagement with the community and to collaborate regionally. Ada County has the ability to be a regional leader, because we do work with all the different cities and a lot of our services cross over into that -- cross boundaries, you know, and so, basically, Meridian City Council November 4, 2015 Page 18 of 30 focusing on improving that and how. So, as I mentioned also earlier, we had focus groups this past week without public engagement and that was really successful. But we also have a lot of different opportunities for input. We have a website adacounty2025.com. We do have a Twitter and Facebook, a lot of notifications going on on that and right now on our website we actually can do the work session that we went through with the focus groups. You can actually do that work session on the web right now and so we are advertising to everyone to go to the site and you can see the report that has for forces and trends and, then, also we have like a -- not like a blog, but kind of like that where you can put what you think some of the opportunities are in Ada County, issues and opportunities and, then, in a separate one where you can talk about what you think the vision of Ada County should be and that actual piece is going to change. We have three different plans kind of outreach initiatives and input that we are looking for and so this first one is up until mid December and I think that's it. Again, I just wanted to provide a really high level overview of what we are doing and, then, mainly just take questions or suggestions. We really do value the input and the city and everything the city is doing. The more that we can work together through this process the better I think and better represent the community and, you know, I'm open to new ideas. You know, I think the sky's the limit, so -- De Weerd: Thank you, Megan. Council, any questions or comments? Bird: I have nothing. Very nice. Rountree: Madam Mayor? De Weerd: Mr. Rountree. Rountree: Meg, when you talk about infrastructure and services in your planning does that process include the courts? Leatherman: Madam Mayor, Council Member Rountree, yes. The comprehensive plan wouldn't deal with that as much as it would as the strategic business plan would. So, I had a meeting today with Larry Rainer who runs the trial court system and the strategic business plan is kind of a nickname, but it will outline goals and initiatives and that will actually be a sign to individuals. So, different initiatives and goals that may be wanting to be undergone through the court system would be potentially outlined in that. So, that's one way it would be represented. Did that answer that? Rountree: So -- if I might. As you interviewed and done that work, what -- what did you come away with in terms of their desires, their vision for the courts? Leatherman: Well, I -- Madam Mayor, Council Member Rountree, from what I can tell right now it's kind of in a holding pattern due to just some decisions that need to be made with the City of Meridian and Garden City and the way -- what I am looking at wanting -- I guess have resolution in that would be good for me for what I'm trying to do just because -- Meridian City Council November 4, 2015 Page 19 of 30 Rountree: Good for all of us. Leatherman: -- it affects -- you know, we have a space issue going on at the courthouse right now. That's one of the reasons -- one of the things that spurred this. You know, if we were -- if we were to no longer be providing court services to certain municipalities, then, that may free up those types of rippling eff ects. But, you know, I don't -- from what I know from what I have been told is that there is not a decision yet and so it's kind of in a holding pattern. Rountree: So, as you develop the strategic business plan, et cetera, et cetera, to implement or further refine your vision your bullet point there was to promote a culture of collaboration. Is that going to be woven through the strategic business plan, as well as the comprehensive plan? Leatherman: Madam Mayor, Council Member, yes, that's the intent in the elected -- now, the elected officials are all very supportive of that. It's an interesting dynamic with the court system, since Larry works -- technically works for the state. Larry Reiner runs the court. The clerk of the court, you know, is also integral in that and, then, also the board, because they control the budget. So, that specific issue is quite complicated with the individuals that are involved and -- but that's why we are doing this, so -- Rountree: And at what point and how will the various customers, if you will, or constituents of the county have input to that process? Leatherman: There is a different -- for this specific issue, Madam Mayor -- sorry, Madam Mayor -- Rountree: Development of the strategic business plan. Leatherman: Once we -- our thought was -- again, we are open to, you know, suggestions for altering this, but our thought was once we had some draft kind of initiatives or policy directives that we would, then, involve those that were potentially affected or could have some expertise to help us in crafting them. Rountree: Thank you. De Weerd: Okay. Any other questions? Okay. Well, thank you, Meg. It doesn't look like Mr. Cavener is going to ask any. Leatherman: Thank you for your time and if you think of something later, please, contact me, let me know. Anytime. Thank you. C. Cooperative Agreement With Valley Regional Transit - Annual Assessment and Service Contribution Meridian City Council November 4, 2015 Page 20 of 30 De Weerd: Thank you. Okay. Item 7-C is -- VRT is here this evening. This is regarding our cooperative agreement with VRT and their annual assessment and service contribution, as well Kelly is here to follow up on the discussion that we had last week. Thank you for joining us, Kelly. Fairless: Thanks, Madam Mayor, Members of the Council. And my remarks tonight are really primarily on the topic of transportation for seniors and persons with disabilities and, then, I'm happy to answer any other questions that you would have about the agreement as well. First I want to apologize for the frustration that the city's experienced around the implementation of this project and I have worked with -- and tried to address those personally to whatever level they have been brought to my attention and, again, I'm really sorry about the frustration. We have been spending the last week really looking at kind of what can we do in the near term to address those issues. Just a quick overview of the -- kind of where we were prior to 2013 and where things are today and how they are different. My understanding is the City of Meridian provided funding directly to Meridian Senior Center at about 20,000 a year and with the intention to support transportation. We brought to you a couple years ago a proposal for how to leverage a new funding source that's available in our region. It's Federal Transit Administration dollars under Section 5310 that are matched at 80 percent federal, 20 percent local. At the time when we proposed that and started implementing that I don't think I ever imagined that it would take two years to get the grant through the Federal Transit Administration and I know Council Member Rountree probably is wondering why I would be so naive, but appreciate that I said that first. Yeah. So, that really created a bit of a challenge for us, because the agreement with the City of Meridian was to pay the local match portion of the grant and we haven't had the grant, so we haven't done a lot of marketing of the service, because I didn't know when we would have the dollars in the bank to be able to fully implement the program. We did and have had an agreement with the City of Meridian senior center to provide the trips and there has been about three -- this last year there was 3,078 trips that the City of Meridian senior center provided and, then, when the federal dollars came in, which is October, we did finally get all of those issues resolved. Just let you know, because this was a new way of doing this program I understand from my contacts at the Federal Transit Administration that it was an issue all over the country trying to get these dollars obligated. So, we funded a lot of the trips for the Meridian senior center. The local funding -- we actually had around seven to nine thousand dollars from the Area Agency On Aging funding and so that was providing some of the match as well. So, starting in October we began building capacity to serve the need better. We have been using some of our other community transportation services. We have a program called Veteran's Van and Village Van and they have stepped up and provided some of those trips that we have been able to schedule and, then, we are also working with -- we have -- actually, in the last few days have looked at a couple of other options where we are expanding the availability of a program under the supportive housing, innovative partnership to expand their availability in Meridian as well. So, there will be more capacity there. We are looking at our equipment capacity, some of our limitations have been the available of equipment and so there are some dollars that we have carried forward from the previous year and we are in the process of evaluating a longer term solution for regional transportation for seniors and people with disabilities and we are reserving some of those carry forward Meridian City Council November 4, 2015 Page 21 of 30 funds to be able to purchase more equipment for the solutions that are being developed under that project that will also serve the need in the City of Meridian. We have had failures in our own internal communications and how we have communicated to the passenger. I think sometimes one of the confusions -- the primary confusion has been maybe explaining too much about all the different providers, instead of saying we are going to get you a ride and your ride will be there this day, trying to help people understand how we are delivering that ride and I think that caused a lot of confusion, so that we believe has been corrected through better communication tools with our customer service staff. So, as I mentioned, the federal funding is now available. We are expanding the capacity through other community partners. We did have a meeting with Uber and are talking to them about a safety net for offering some opportunities when we cannot find some of these other more community based options, that they might be available. That might require us to change the agreement with the City of Meridian a little bit, because our agreement states that it's for a local match and I don't think we could operate under an Uber model with the same federal funding, but, again, for those trips that we really can't find any other capacity for, that could be an affordable alternative and that's ongoing. And, then, in the long term we are working on -- we have a committee -- it's a community based committee and the project is called Access To Independence and it's, again, looking at longer term sustainable solution for transportation for older adults and persons with disabilities. Right now the -- the group is looking at two alternative solutions that we are taking through a testing phase. One is called Transportation Volunteer Credit Bank where we create a volunteer bank where people can donate their time and, then, they also put that time in a bank and sometime they may want transportation. So, it's -- if you have heard of Village to Village is another model that communities have used. So, a village based model for coordinating volunteer services and, then, the other is called A Lifestyle Service Van, which is very similar somewhat to what senior centers are doing, but this would be a bit more expanded and -- and, then, address to particular locations and also some of the things that we found that prevent older adults and people with disabilities from wanting to use public transportation services is just the fear of the unknown and another element of this solution is a test ride where people could actually go out and test ride, you know, get comfortable with the driver and kind of like a travel training sort of element to it. So, we are testing those. I have also -- I had a meeting with Ken Corder today to identify more of Meridian specific community based work group. We have been talking about this. I think this was the conversation we had with our planning team that's been working with us on Meridian transportation and this is going to look specifically at -- at a more Meridian focus solution for -- for transportation and what's exciting about this project is it truly is community driven. We are going to invite a variety of stakeholders and advocates and people who are interested in this issue, youth and older adults and people with disabilities, nonprofits, roll up our sleeves and really start with a blank slate, instead of trying to make things that already exist work, what -- what would this look like and you really kind of start with unlimited resources and, then, do the testing to figure out out of all those solutions what could actually be desirable to the customer, operationally feasible and financially viable. So, with that, Madam Mayor, I would stand to answer any questions. Bird: Madam Mayor? Meridian City Council November 4, 2015 Page 22 of 30 De Weerd: Mr. Bird. Bird: Kelly, it looks like in this agreement that we could wind up paying in excess of 207,000 dollars. Tell me outside of the corridor runs that we have two or three times a day and we have, what, two or three stops in the City of Meridian, what do we get for that? Our base dues is 117,000 plus. We don't get anything off of the corridor and you're telling us that we are going to get the senior thing all -- start getting them some rides and, then, it's up to -- it's up to us and you guys to decide what we are going to do with that Saturday Fun bus that didn't come out to be a fun bus. But, anyway, just explain for that 117,000 what our taxpayers get for that. Fairless: Madam Mayor, Council Member Bird, the way that the -- the assessments are calculated is the -- there is a regional assessment, which is -- covers the overhead of Valley Regional Transit, the call center, the support for the board and the organization and that's on a per capita basis. That is the -- what we call the regional assessment. Then there is the funding for the operations that is -- does -- it is Meridian's portion of the inter- county service and that's based on a combination of population and number of stops that are within the City of Meridian. So, that you're sharing the cost of that route with Caldwell, Nampa, Ada County, Canyon county, as well as I believe those -- and those are the primary funders for those inter-county routes. Boise State and CWI also fund some portion of those routes and they have their own route as well that they fund that serves both of those campuses. So, that's direct service that is -- we calculate based on the City of Meridian's participation and the accessibility. The 42 operates all day. It serves the St. Luke's Hospital here in Meridian and it also serves to downtown Boise and to Boise State University as well and it doesn't serve some of the business centers along that -- near the interstate as well. So, that does get off of the interstate and actually serves some of the local -- local routes. We are looking at our route structure for -- that's under the small urban program, which is housed in Nampa and Caldwell. That's where that funding source is. So, that's what's funding that particular service and so we are doing an analysis of the western Ada and Canyon county routes and we will be offering suggestions for how to change those routes and looking at the -- the structure and funding as well. Bird: Thank you. Milam: Madam Mayor? De Weerd: Mrs. Milam. Milam: Maybe I'm more confused now, Kelly. I'm sorry. So, basically, we are paying about a hundred thousand dollars for VRT administration? Fairless: Madam Mayor, Councilman Milam, I apologize, I don't have those figures in front of me and I should have brought those. My -- I don't think you're paying a hundred thousand dollars for -- it's based on a per capita and I know -- I think that the City of Boise might be paying around that amount for regional. So, that hundred thousand is a Meridian City Council November 4, 2015 Page 23 of 30 combination, I think, of those -- that regional assessment and the dues. But, again, I don't have that document in front of me. Milam: Do you know how many Meridian riders -- the ridership for Meridian is? Fairless: We know that there are stops in Meridian and I know that there -- people are using those. How many actual Meridian residents using those I can't tell you. We don't ask for people to show their ID, we just know what's going on at the stops and I know that we had to move the one stop that was at the Axiom for the construction. It's over at Lowe's and I think it's still an active stop. And, then, I do want to explain -- and I meant to follow up -- that the other funding -- and there is about 90,000 when you count the 30,000 for the senior center and the 60,000 that we are factoring in in our proposal to you in the next few months on how we would use those dollars going forward. Milam: Madam Mayor? So, as far as the senior center goes, Kelly, the -- so, the 30,000 dollars would cover approximately 10,000 rides; is that correct? Fairless: It would -- well, it would cover -- trying to think if it's -- yeah, it would be about that, because it would be about three dollars per ride. Yeah. Milam: And how many have we had? Fairless: In this last year there was 3,078. Milam: Okay. Fairless: Yeah. Milam: So -- but we are only paying for the actual rides? Fairless: You're only paying for the rides that happen and most of that 3,078 rides the local match was funded through the Area Agency On Aging dollars. We prioritized that source over City of Meridian source just to -- because it was available and their focus at the Area Agency On Aging is probably more towards nutrition and so we felt like those trips also covered that a little bit more, because that's really what the senior center is focusing their transportation on is meals for the senior center. Milam: Okay. Thank you. De Weerd: But isn't ridership restricted to only an economic -- some economic criteria? I thought they limited who they picked up. Fairless: Madam Mayor, I have not found anywhere where there is an actual -- any policy that limits that. My understanding is a few years ago the Area Agency On Aging cut their funding for transportation and I think that the -- that -- I believe it was Sage and, then ICOG had made some restrictions on what trips they would fund based on the fact that Meridian City Council November 4, 2015 Page 24 of 30 they were having to cut their funding back, but we were not told we had to have -- when it was -- came through the commission on aging we were not told there was any limitation on that. De Weerd: And I know that at one time you were looking at larger buses from -- on the 42 route, because by the time it got to Meridian there was standing room only and so our citizens -- if they took that as an option were -- were very limited in their -- the space that was available on the buses as well and not really able to sit down. Has that been addressed? Fairless: Yeah. Madam Mayor, since that time we actually now have 40 foot buses on the -- those routes and so that -- the buses before were a combination of 28 foot buses and 35 foot buses and with the 40 foot buses we were able to handle capacity, so -- De Weerd: That's great. Any -- Mr. Cavener. Cavener: Just a couple clarification points. Kelly, if I'm doing my math correctly, when you speak about the 3,078 trips, a trip count -- the vehicle picks a person up, takes them to the senior center, that's -- that's one trip; correct? Fairless: Uh-huh. Cavener: Okay. And maybe jumping back to Councilwoman Milam's point -- or inquiry -- I wouldn't expect you to know how many Meridian residents hop on your buses at any given date, but I would be curious to have an average of how many people get on at those stops in Meridian or get off at those stops. Sure, they might live in Kuna, but they are parking their car in Meridian, but do you have numbers for that, averages that you could share with us? Fairless: Off the top of my head I don't, but I can provide those to you. Cavener: I would like to see that. Fairless: Yeah. Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: Kelly -- Fairless: Uh-huh. Bird: And -- I didn't want to imply that anything with that fun bus was your guys or us or anybody else, it just didn't take off and hopefully we can find something -- hopefully we can find something better to do with that 60,000 in transportation. The thing that -- you go Meridian City Council November 4, 2015 Page 25 of 30 over by the mall and there is buses, pickups and everything going all the time. I just don't see that out at the Villages or Crossroads or something and we are getting to be -- that's getting to be a pretty large area. Is there any way that that can be -- we can work something in where the buses are out there for the people that are -- or some of the buses are taking people out to that location? I don't -- I don't see them out in that area much, Kelly. Fairless: Madam Mayor, Council Member Bird, that -- the amount of service that's provided in the city of Boise -- and that's -- are funded by city of Boise general fund dollars. They put in about six million a year to -- a little more than six million a year to fund those services and so I would love to see that level of service in Meridian. The limitation we have is in finding a funding source that it's going to be a lot more than 200,000 dollars a year to be able to provide that level and so, you know, that's really the limiting factor for us is funding. Bird: I knew that's what you was going to tell me, because I knew Boise -- Fairless: I know. You probably wish I had come up with a different answer. I would like to. Bird: We all wish we had more dollars. Fairless: Yeah. De Weerd: Well, I look forward to the participation with our seniors and trying to figure out -- because we do get seniors that keep call and the senior center won't provide them a ride and if they won't provide them a ride it's difficult to justify what we are funding, so -- finding solutions. Fairless: Right. Thank you. Item 8: Items Moved From the Consent Agenda De Weerd: Okay. There were no items moved from the Consent Agenda, so -- oh, do you want to take action on -- Rountree: The agreement. De Weerd: -- the agreement. Zaremba: Madam Mayor? De Weerd: Mr. Zaremba. Zaremba: I move we approve the cooperative agreement with Valley Regional Transit, which includes the annual assessment and service contribution. Meridian City Council November 4, 2015 Page 26 of 30 Rountree: Second. De Weerd: I have a motion and a second to approve Item 7-C. Any discussion? Madam Clerk, will you call roll. Roll Call: Rountree, yea; Bird, yea; Zaremba, yea; Borton, absent; Milam, yea; Cavener, yea. De Weerd: All ayes. Motion carried. MOTION CARRIED: FIVE AYES. ONE ABSENT. Item 9: Continued Department Reports A. Mayor's Office: Resolution No. 15-1098: A Resolution of the Mayor and City Council Reappointing Blaine Johnston to Seat 2 and Frank Thomason to Seat 3 of the Historic Preservation Commission and Appointing Josh Evarts to Seat 5 of the Meridian Historic Preservation Commission De Weerd: Item 9-A is Resolution 15-1098. Council, this is reappointing Blaine Johnston to Seat 2 and Frank Thomason to Seat 3, as well as appointing Josh Evarts to Seat 5. I would entertain any questions that you might have. Rountree: Madam Mayor, just a question. Do these fall under the new commission ordinance? Nary: Yes, sir. Rountree: Thank you. De Weerd: Any other questions? I guess I should ask if -- we have already asked if they are willing to serve and so -- I will only ask them to speak after you have taken action. Rountree: Madam Mayor? De Weerd: Mr. Rountree. Rountree: I move that we approve Item 9-A, Resolution No. 15-1098. Bird: Second. De Weerd: I have a motion and a second to approve Item 9-A. Any discussion? Madam Clerk, will you call roll. Meridian City Council November 4, 2015 Page 27 of 30 Roll Call: Rountree, yea; Bird, yea; Zaremba, yea; Borton, absent; Milam, yea; Cavener, yea. De Weerd: All ayes. Motion carried. MOTION CARRIED: FIVE AYES. ONE ABSENT. De Weerd: Josh, would you like to make any comments? We couldn't tell, but you were wiggling in your seat kind of like I see in a classroom, but -- Evarts: Madam Mayor, City Council Members, thank you for this opportunity to serve. When Mayor Tammy reached out to me and asked me how she could get her hooks to me in public service I told her that I wanted to find out where Frank was working as his executive assistant and join him there. No. My passion for history, people, stories and the buildings we get to observe those things of our history is deep. Obviously, the things that I'm looking to bring to this commission are, number one, a deep understanding of what a value proposition is. Outside of my passion for history, I spent the first 20 years of my professional career building technology companies, starting them, growing them and selling them and that value model is really, really important, because that was the enrichment that allowed me to serve my customers, enrich them, to enrich my employees and shareholders. So, as I took on like the project of the Meridian Bank and Exchange, that was a very unpopular project. It was a dilapidated building that was falling into further disrepair. Somebody really needed to dive in and look at it and go, okay, what really has to be done and so nine months later we are now doing work and bringing that thing back to life. But if there is not a value proposition there that can be created, then, it's very, very difficult to deliver those things. The second thing that I'm really passionate about is looking at the future. So, I think that the reason that I got to buy the Heritage building in 2013 were guys like Howard Foley and Al Lance, you know, back in the late '70s, early '80s, decided that that building was worth renovating and worth making an investment in, not knowing that 35 years later they would be, you know, welcoming a young kilt wearing Scottish Irishman to buy their building from them. So -- yeah. So, I want to keep an eye on the future knowing that I will probably flame out in less than ten years, so I need to make sure that I'm leaving a legacy for my children and everything like that. So, those are my passions. I'm excited to serve in this capacity. I'm grateful for my wife who puts up with all of this, so thank you. De Weerd: She must have a lot of patience. You have a lot of passion there. Rountree: I just thank you for the willingness to serve and it sounds like we are going to benefit greatly. Evarts: I couldn't pass on the salary. I got to tell you. Like when I saw the compensation package I got pretty excited. So, thank you guys. De Weerd: That was my sales job, Josh. Meridian City Council November 4, 2015 Page 28 of 30 Evarts: Yeah. I know. I'm getting now twice what Frank got, so that was really the clincher, so -- De Weerd: Twice of nothing is nothing. Evarts: Yeah. Yeah. Thank you. Bird: Thank you. De Weerd: Thank you for being here. Frank, would you like to -- can you follow that? No, you need to do it on the record. I think you newspapermen know all about the re cord, so -- Thomason: Madam Mayor and Council Members, I would just like to thank Josh, as Charlie did, for his willingness to serve and note that the first ten years are the most difficult. Thank you. Rountree: We want to see you in a kilt as well. De Weerd: Thank you for being here tonight and sitting through the whole agenda to make your comments and certainly, Josh, we appreciate your interest in preserving our history and the investment you have made in our downtown as well. B. Mayor's Office: Resolution No. 15-1099: A Resolution Re- Appointing Matt Stoll and Jo Greer to the Meridian Parks and Recreation Commission and Appointing Craig Robinson to the Meridian Parks and Recreation Commission De Weerd: Item No. 9-B is Resolution 15-1-99. These are to reappoint Matt Stoll and Jo Greer to the parks commission and appointing Craig Robinson to the commission's open seat. I would entertain any motion -- or any questions you might have. Cavener: Madam Mayor? De Weerd: Mr. Cavener. Cavener: If there isn't any question, I move we approve 9-B, Resolution 15-1099. Milam: Second. De Weerd: I have a motion and a second to approve Item 9-B. Although I doubt you have any questions. I would ask Madam Clerk to call roll. Roll Call: Rountree, yea; Bird, yea; Zaremba, yea; Borton, absent; Milam, yea; Cavener, yea. Meridian City Council November 4, 2015 Page 29 of 30 De Weerd: All ayes. Motion carried. MOTION CARRIED: FIVE AYES. ONE ABSENT. Item 10: Future Meeting Topics De Weerd: Council, any items for future agendas? Item 11: Executive Session per Idaho State Code 74 -206 (c)(d)(i): (c) To Conduct Deliberations Concerning Labor Negotiations or to Acquire an Interest in Real Property, Which is Not Owned by a Public Agency, (d) To Consider Records that are Exempt from Disclosure as Provided in Chapter 3, Title 9, Idaho Code, AND (i) To engage in communications with a representative of the public agency's risk manager or insurance provider to discuss the adjustment of a pending claim or prevention of a claim imminently likely to be filed Amended the agenda to add an Executive Session per Idaho State Code 74-206 (f): To Consider and Advise Its Legal Representatives in Pending Litigation De Weerd: Seeing none, I would entertain a motion on Item 11 to adjourn into Executive Session. Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: I move we go into Executive Session as per Idaho State Code 74-206(c),(d),(f) and (i). Rountree: Second. De Weerd: I have a motion and a second to adjourn into Executive Session. Madam Clerk, will you, please, call roll. Roll Call: Rountree, yea; Bird, yea; Zaremba, yea; Borton, absent; Milam, yea; Cavener, yea. De Weerd: All ayes. Motion carried. MOTION CARRIED: FIVE AYES. ONE ABSENT. EXECUTIVE SESSION: (7:32 p.m. to 9:20 p.m.) Rountree: I move we come out of Executive Session. Meridian City Council November 4, 2015 Page 30 of 30 Bird: Second. De Weerd: All those in favor say aye. All ayes. MOTION CARRIED: FIVE AYES. ONE ABSENT. Bird: I move we -- Rountree: Before we -- before we dismiss. Bird: Oh. Rountree: There was an inquiry about changing the time for -- (End of recording.) De Weerd: Okay. Rountree: Can we do that? The reason being I got a call from this very quiet voice -- poppy, can you come to my Thanksgiving school room celebration. You bet, Carlyn. And, then, I looked at the calendar. Bird: That's the main thing. Rountree: And I have got to get to Utah and back. So, if we can do it at 5:00 1 can get back. Bird: Okay. Milam: Oh, my gosh. De Weerd: Got it. Okay. I would entertain a motion to adjourn. Bird: So moved. Rountree: Second. De Weerd: All those in favor say aye. All ayes. MOTION CARRIED: FIVE AYES. ONE ABSENT. MEETING ADJOURNED AT 9:20 P.M. (AU 1Q ECORD1NG-ON- -FILE OF THESE PROCEEDINGS) 12— /_I MAYOR T -t)E"W EERD �t��,�, nAuc-,s ,-,,,,,DATE APPROVED ATTEST. y 1 _ � 1,.n --N-stv of JAYCEE HPLMAN, CITY CLEK Meridian City Council Meeting DATE: November 4,2015 ITEM TITLE: Approved Minutes ITEM NUMBER: PROJECT NUMBER: Approve Minutes of October 13, 2015 City Council Workshop Meeting MEETING NOTES r✓ 2-1 Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS Meridian City Council Workshop October 13, 2015 Page 39 of 39 Zoning 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 by title only. Is there anyone who would like to hear it read in its entirety? Seeing no -- Bird: Madam Mayor? De Weerd: Yes, Mr. Bird. Bird: Seeing nobody wants to hear it in its entirety, I move we approve Ordinance 15- 1662 with suspension of rules. Zaremba: Second. Cavener: Second. De Weerd: Thank you. I have a motion and a second to approve Item 7-A. All those in favor -- oh, sorry. Madam Clerk. Roll Call: Rountree, yea; Bird, yea; Zaremba, yea; Borton, yea; Milam, yea; Cavener, yea. De Weerd: All ayes. Motion carried. MOTION CARRIED: ALL AYES. Item 8: Future Meeting Topics De Weerd: Okay. Now I would entertain a motion to adjourn. Rountree: So moved. Bird: Second. De Weerd: All those in favor say aye. MOTION CARRIED: ALL AYES. MEETING ADJOURNED AT 5:08 P.M. (A D10 -RECORDING ON FILE OF THESE PROCEEDINGS) MAYORJTA�IMY de WEERD ATTEST: YMB HOLMAN, CITY CL ,C,t,�TtirlA 11c� z DATE APPROVED V^ i 9 piP ennwc� SFAL � W sJt ate. Y -� +ae T!tG �� Meridian City Council Meeting DATE: November 4,2015 ITEM NUMBER: 5A PROJECT NUMBER: ITEM TITLE: Approved Minutes Approve Minutes of October 13, 2015 City Council Workshop Meeting MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS Meridian City Council Meeting DATE: November 4,2015 ITEM NUMBER: 5B PROJECT NUMBER: ITEM TITLE: Approved Minutes Approve Minutes of October 13, 2015 City Council Joint Meeting with the Parks and Recreation Department MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS council pilot project, Mr. Borton, so -- yes. No pressure. But we -- any other questions? Anything else? Any other questions from our parks commissioners? No? Well, thank you so much for being here. I know you have a plane to catch and we appreciate your report and spending time with us collectively. Anything, Steve, that you want to add? Siddoway: I will just say, you know, I took notes and I'm feeling like there is general consensus among the groups here that these directions, as ideas, the things that we should be aspiring to, I know there is lots of work where the rubber would meet the road down the road, but at least in terms of -- are these the things -- are these the right things to be aspiring toward. I'm sensing that that is the case. So, if anyone doesn't feel that way let me know, but we will move forward with the draft master plan with these in mind and have that out in a few weeks. De Weerd: Okay. Thank you. Anything further from Council on this? Okay. Well, thank you again. We appreciate your work. Thatcher: Thank you very much. I appreciate it. Item 7: Adjourn City Council Meeting (Parks and Recreation Commission Meeting continues in Council Chambers Conference Room) De Weerd: Okay. Council, we are at the end of our portion of this agenda and I know our Parks Commission will be adjourning into the next room to continue their meeting. I would entertain a motion to adjourn this City Council joint meeting. Rountree: So moved. Borton: Second. De Weerd: I have a motion and a second to adjourn. All those in favor say aye. All ayes. MOTION CARRIED: ALL AYES.. MEETING ADJOURNED AT 6:17 P.M. (AUDI --ECORDING ON FILE_OF THESE PROCEEDINGS) l l / L4 / 15 MAYOR A Y de WEERD DATE APPROVED ATTEST:.19 �0 1f,DAU°US; �$G01- 11 I � n 0 A.- � &L�! Y.AA a � - CitV Of HOLMAN, CITY CLE /l E1L31 A1 ,-- +i'� � tGAH9 9 �AL � � P� ./ll,�� be Meridian City Council Meeting DATE: November 4,2015 ITEM TITLE: Approved Minutes ITEM NUMBER: PROJECT NUMBER: Approve Minutes of October 20, 2015 City Council Meeting MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION 5C DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS Meridian City Council October 20, 2015 Page 20 of 20 De Weerd: All ayes. Motion carried. MOTION CARRIED: ALL AYES. EXECUTIVE SESSION: (6:41 p.m. to 8:21 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: ALL AYES. Rountree: Move to adjourn. Bird: Second. De Weerd: I have a motion to adjourn. All those in favor? All ayes. MOTION CARRIED: ALL AYES. MEETING ADJOURNED AT 8:21 P.M. (AUDIO.CORDING -ON FILE OF THESE PROCEEDINGS) y I s MAYOR,/TAMMY MY de WEERD DATE APPROVED ATTEST D, u�UST !o Ow City of CEE OLMAN, CITY CLERK a i , AHO r1� SEAL ' ��Ge TR 09�,�' Meridian City Council Meeting DATE: November 4,2015 ITEM NUMBER: 5D PROJECT NUMBER: H-2015-0003 ITEM TITLE: Hacienda Subdivision Final Order for Approval: H-2015-0003 Hacienda Subdivision No. 5 by Jayo Investments, Inc. Located East Side of R. Meridian Road, Midway Between Chinden Boulevard and E. McMillan Road Request: Final Plat Approval Consisting of Forty -Nine (49) Residential Lots and Nine (9) Common Lots on Approximately 9.51 Acres of Land in an R-8 Zoning District MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS Meridian City Council Meeting DATE: November 4,2015 ITEM TITLE: Task Order 10618.A PROJECT NUMBER: Approval of Task Order 10618.A to CIVIL SURVEY CONSULTANTS, INC. for the "WEST WASHINGTON ST - NW 4TH TO NW 1 ST STREET SEWER LINE REPLACEMENT - DESIGN" Project for a Not -To -Exceed Amount of $58,998.00. MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS Memo To: Jaycee L. Holman, City Clerk, From: Keith Watts, Purchasing Manager CC: Jacy Jones, Garrick Nelson Date: 10/29/2015 Re: November 4th City Council Meeting Agenda Item The Purchasing Department respectfully requests that the following item be placed on the November 4t' City Council Consent Agenda for Council's consideration. Approval of Task Order 10618.A to CIVIL SURVEY CONSULTANTS, INC. for the 'WEST WASHINGTON ST — NW 4T" TO NW 1ST STREET SEWER LINE REPLACEMENT - DESIGN" prosect for a Not -To -Exceed amount of $58,998.00. Recommended Council Action: Award of Task Order 10618.A to CIVIL SURVEY CONSULTANTS, INC. for the Not -To -Exceed amount of $58,998.00. Thank you for your consideration. • Page 1 .10 Mayor Tammy de Weerd ( ��V, Ci@y Council Member=s EF*J1D:�1AAN*4-----/ Charlie Rountree Public (®A H O Keith Bird )oe Borton Luke Cavener Genesis Milam David Zaremba TO: Keith Watts FROM: Garrick Nelson Staff Engineer I DATE: 10/20/15 SUBJECT: WEST WASHINGTON STREET — NW 4Tx TO NW 11T STREET SEWER LINE REPLACEMENT DESIGN TASK ORDER WITH CIVIL, SURVEY CONSULTANTS PER MASTER AGREEMENT CATEGORY 2C DATED OCTOBER 22ND, 2013 FOR A NOT TO EXCEED AMOUNT OF $58,998. I. DEPARTMENT CONTACT PERSONS Garrick Nelson, Staff Engineer I 489-0358 Clint Dolsby, Asst, City Engineer 489-0341 Warren Stewart, City Engineer 489-0350 Tom Barry, PW Director 489-0372 II. DESCRIPTION A. Background The original sewer infrastructure in the downtown core of Meridian is reaching the end of its useful life, and replacement and/or rehabilitation is needed to continue to provide reliable sewer service. Many of the older sewer lines are located in backyards of residences, some without permanent easements. These lines are very difficult to access, clean and maintain by the City's collection systern staff. Where practical, these sewer lines are being relocated into the public right of way and the sewer services are being re-routed from the backyard around the home and out to the street to connect to the new sewer main. B. Proposed Project The West Washington Street — NW 4th to NW 1St Street Sewer Line Replacement Task Order will include the design of 1,000 linear feet of 8" sewer main in W. Washington Street and approximately 350 linear feet of 8" sewer main in NW 1st Street and 26 sewer service lines. The project will include coordination with Page Y of 2 adjacent landowners to survey existing sewer services and determine the most practical routing of the new service lines within their property. The project will also include the abandonment of 1,850 linear feet of existing sewer main located in backyards and easements. C. Describe Item This design task order is a portion of a larger overall project to include the construction of these replacement sewer mains and set -vices. This construction will be included in an enhancement in Fiscal Year 2017. III. IMPACT A. Fiscal Impacts Funding is available in the Sewer Line Replacements enhancement for this project. The value of the task order is $58,998 with Civil Survey Consultants for design of the new sewer main and re-routing of the sewer services. Project Costs: ----------------------------------------------------------------------;----- Fiscal Year 2016 : ________________________:____________ _ i Project Cost $58,998.00 --------------------------------'---------------------------- Total Project Cost_--_-_---- ;------------------- - -- $58 998.00 - Project Funding -------------�------------------------------------------------------,--------- ------------------------- Fiscal Year2016 ; Account Code / Codes - ----------------- ---------------------------------;--------------------------------- Available Fundingr 3590-95000 $2,098 455.00 - - ---- -------------- Total Funding Required ; c _ _ _ $58,998.00 i B. Time Constraints The Public Works Department intends for design to be completed by September 2016. Bidding and construction are anticipated in FY17. Departmental Approval: tlL �: Page 2 of 2 CONTRACT / AGENDA CHECKLIST Date: 10/27/2015 REQUESTING DEPARTMENT Public Works Fund: 60 Department: 3590 GL Account: 95000 Project # 10618.a Construction: Task Order x PSA Equipment Project Name: Sewer Line Replacement - W Washington St - NW 4th to NW 1st Project Manager: Garrick Nelson Department Representative: Contractor/Consultant/Design Engineer: Civil Survey Budget Available (Attach Report): yes Contract Amount: $58,998.00 Will the project cross fiscal years? Yes x No Budget Information: FY Budget: FY16 Enhancement #: Grant #: Other: Type of Grant: CONTRACTCHECKLIST BASIS OF AWARD Low Bidder Highest Rated Master Agreement x (Bid Results Attached) (Ratings Attached) (Category) 2c Typical Award Yes No If no please state circumstances and conclusion: Debarment Status (Grant/Federal Funded Projects Only) na Date Award Posted: na 10 day protest period PW License # na Expiration Date Corporation Status Goodstanding Insurance Certificates Received (Date): Payment and Performance Bonds Received (Date): Builders Risk Ins. Req'd: Yes na No nan (Only applicabale for projects above $1,000,000) January 15, 2015 na na (Type in date verified and the status) na Expiration Date: January 4, 2016 Rating: na If yes, has policy been purchased? na Date Submitted to Clerk for Agenda: October 29, 2015 Approval Date By: Purchase Order No.: Date Issued: WI -15 submitted (Only for PW Construction Projects) NTP Date: (Only for non Public Works Project) Rating: A TASK ORDER NO. 10618.a Pursuant to the MASTER AGREEMENT FOR PROFESSIONAL SERVICES BETWEEN CITY OF MERIDIAN (OWNER) AND CIVIL SURVEY CONSULTANTS (ENGINEER) This Task Order is made this 4th day of November, 2015 and entered into by and between the City of Meridian, a municipal corporation organized under the laws of the State of Idaho, hereinafter referred to as "City", and accepted by CIVIL SURVEY CONSULTANTS, hereinafter referred to as "Engineer" pursuant to the mutual promises, covenant and conditions contained in the Master Agreement (Category 2c) between the above mentioned parties dated October 22, 2013. The Project Name for this Task Order 10618.a is as follows: CITY OF MERIDIAN SEWER LINE REPLACEMENT WEST WASHINGTON ST — NW 4T" TO NW 1 ST STREET DESIGN PROJECT UNDERSTANDING The City has identified a need to replace the existing 8" sewer mains that run across backyards to the north and south of W. Washington Street between NW 4th Street and NW 1St Street. The Engineer shall provide professional engineering services related to the design of approximately 1,000 linear feet of 8" sewer main in W. Washington Street (NW 4th Street to NW 1St Street) and approximately 350 linear feet of 8" sewer main in NW 1St Street. Twelve homes and Meridian Elementary are currently connected to the existing sewer main south of Washington Street. These connections shall be transferred to the new sewer mains in Washington Street and NW 1St Street. There are two homes along NW 4th Street that are possibly currently connected to the existing sewer main south of Washington Street. If the two homes are connected to the existing sewer main south of Washington Street then they shall be transferred to the existing sewer main in NW 4th Street. Twelve homes along Washington Street are currently connected to the existing sewer main north of Washington Street. These connections shall be transferred to the new sewer main in Washington Street. The home at 1217 NW 1St Street shall have its service connection transferred to the new sewer main in NW 1St Street. The homes along the east side of NW 1St Street that front the new sewer main shall have new sewer service lines stubbed to the public right-of-way line. We anticipate this to be a total of 7 properties. Task Order 10618.A — Sewer Line Replacement - West Washington Street — NW 4'h to NW 151 Street - Design Page 1 of 5 Civil Survey Consultants The existing 8" sewer mains that run across backyards to the north and south of W. Washington Street between NW 4th Street and NW 1" Street shall be abandoned as part of this project. It is our understanding that the homes in W. Cherry Avenue are connected to the existing sewer main in W. Cherry Avenue and are not currently connected to the existing sewer main that runs across the back of their property. 6-1"S [a :RTI • Task 1 — Administration 1.1 This task includes duties associated with setting up the contract, submitting monthly invoices and ongoing project management. Task 2 — Surveying and Data Collection 2.1 This task includes field work associated with performing topographic survey required to complete the design. Topographic survey shall cover any necessary items within the public right-of-way. Topographic surveys shall not be conducted on each individual property. Existing sewer service cleanouts shall be surveyed at each property if they are visible at the ground. We anticipate that most properties will not have cleanout and we will survey the point where the sewer service leaves the building. 2.2 This task includes office work associated with drafting any additional topographic survey and establishing necessary property lines. We anticipate that for the purposes of this project we will be able to define the existing public right-of—way and property lines from record drawings and subdivision plats recorded with Ada County. 2.3 This task includes office work associated with contacting each property owner scheduling an appointment to complete necessary surveying and to visually inspect their property and identify existing sewer service location. 2.4 This task includes office and field work associated with conducting an inspection of each property and taking a digital photograph of the anticipated sewer service route at each property. Photographs shall be indexed and included as part of the project specifications. 2.5 This task includes work associated with reviewing the CCTV of the existing sanitary sewer mains to determine the location of existing sewer services and plotting them on the plans. City shall provide CCTV reports and video of the existing sewer main. 2.6 This task includes office and field work associated with potholing the existing roadway to establish pavement restoration requirements. The existing roadway Task Order 10618.A — Sewer Line Replacement - West Washington Street — NW 41" to NW iso Street - Design Page 2 of 5 Civil Survey Consultants shall be potholed at two locations on W. Washington Street and one location on NW 1St Street. Task 3 — Design Improvements 3.1 This task includes designing sewer main improvements. 3.2 This task includes designing sewer service improvements. Sewer service routes will generally be shown on construction plans with a reference to digital photograph of each property and proposed route in project specifications. Task 4 — Construction Document Preparation and Review 4.1 Develop plans, specifications, cost estimate and bid schedule that meet current design standards and standard specifications of the City and the ISPWC. Technical Specifications will conform to the formatting of the ISPWC. • A Traffic Control Plan will be prepared and included in the construction plans. The traffic control plan will be submitted to ACHD for review. Engineer will revise plans as necessary and resubmit. o The contractor will use the plan to assist in obtaining a permit from ACHD. o The contractor will make all necessary revisions to the traffic control as required by ACHD. • An Erosion and Sediment Control Plan (ESCP) will be prepared and submitted to the City and ACHD for review. The ESCP will be prepared in accordance with the City of Meridian Construction Stormwater Management Program. Engineer will revise plans as necessary and resubmit. 4.2 Submit five (5) full size copies of plans and two (2) copies of specifications to City Engineering for departmental review and comment. Engineer will revise plans as necessary and resubmit. 4.3 Submit three (3) full size copies of revised plans and one (1) set of specifications to City Engineering for Development Services and Environmental review. Engineer to revise plans as necessary and resubmit. 4.4 Submit one (1) full size copies of plans and specifications to ACHD for review and approval. Engineer will revise plans as necessary and resubmit. 4.5 Submit four (4) full size copies of plans and one (1) set of specifications to City Engineering for QLPE review and approval. Engineer will revise plans as necessary and resubmit. Task Order 10618.A — Sewer Line Replacement - West Washington Street — NW 4" to NW 1" Street - Design Page 3 of 5 Civil Survey Consultants 4.6 Prepare final construction documents with inclusion of any changes from the review phases and provide the following copies during and after the bidding phase: • Five (5) copies for bid and distribution purposes along with a PDF copy of the plans and specifications. • Up to five (5) copies for contractor's use. Task 5 — Construction Services 5.1 Provide one set of construction stakes for the design improvements. We anticipate that all staking will be completed in four trips to the site. Staking shall be completed within 48 hours when requested in writing by the Contractor. Stakes shall be provided for each sewer manhole and each sewer service at the right-of-way line. 5.2 Engineer will attend the pre-bid meeting. 5.3 Engineer will attend the pre -construction meeting. 5.4 Answer RFI's from contractor during bidding and construction about the design. 5.5 Review material specifications submitted by contractor. 5.6 Engineer with attend onsite meetings with the City and property owners during construction as requested by the City. 5.7 Prepare record drawings meeting the City of Meridian Acceptance of Record/Electronic Drawings, dated January 28, 2015. ASSUMPTIONS • Right-of-way or boundary surveys are not included in this scope of work. Easement preparation is not part of the scope of work. • Title reports are not part of the scope of work. • Easements are not part of this scope. • City will provide contact information for each property and assist the Engineer in receiving permission from each property owner to complete work. • Service will only be provided to property owners that will consent to work. City will assist with consent process if necessary. The following schedule is based on a Notice to Proceed (NTP) from the City by November 2015 and Final Plans by September 2016. A NTP issued on a different date will change the schedule accordingly. Task Order 10618.A — Sewer Line Replacement - West Washington Street — NW 41h to NW is' Street - Design Page 4 of 5 Civil Survey Consultants COMPENSATION AND COMPLETION SCHEDULE Task Description Due Date Compensation 1 Administration a 30 days after completion of construction $484.00 2 Surveying and Data Collection ® September 2016 $23,520.00 3 Design Improvements ■ September 2016 $4,719.00 4 Construction Documents ® September 2016 $19,620.00 5 Construction Services • 30 days after completion of construction $9,630.00 Misc. Printing and Potholing ® 30 days after completion of construction $1,025.00 TASK ORDER TOTAL: $58,998.00 The Not -To -Exceed amount to complete all services listed above for this Task Order No. 10618.a is Fifty -Eight Thousand Nine Hundred Ninety -Eight dollars and 00/100 ($58,998.00). No compensation will be paid over the Not -to -Exceed amount without prior written approval by the City in the form of a Change Order. Any and all travel will only be reimbursed if pre - approved by the Project Manager, and only per the City of Meridian Travel Policy. Reimbursable expenses will be paid at cost and only if pre -approved by the Project Manager. Any travel and/or reimbursables paid will be paid as part of the Not -To -Exceed Task Order Total per the Compensation and Completion Schedule above. CITY OF MERIDIAN BY - TAMMY de WE, MAYOR Dated: Approved by Counci CIVIL SURVEY CONSULTANTS } BY: COREY PEACOCK, Principal Dated: f /5 ZGO ?<i v of TARN*-, CE HOLMAN, CI Y CLE '°A""') SEAL w r � Purchasing An pro al �I ,'r```' BY: KE, A S, W06asing Manager City Project Manager Garrick Nelson Approval ZRREN STE/WART Engineering Manager Dated: lel'z F // Task Order 10618.A — Sewer Line Replacement - West Washington Street — NW 0 to NW 15t Street - Design Page 5 of 5 Civil Survey Consultants IDSOS Viewing Business Entity Page 1 of 2 f IDAHO SECRETARY OF STATE �f4 Viewing Business Entity NA ,: Lawerence Denney, Secretary of State [ New Search ] [ Back to Summary ] [ Get a certificate of existence for CIVIL SURVEY CONSULTANTS INC. ] [ Monitor CIVIL SURVEY CONSULTANTS, INC. business filings ] CIVIL SURVEY CONSULTANTS, 2893 SOUTH MERIDIAN ROAD MERIDIAN, ID 83642 Type of Business: CORPORATION, GENERAL BUSINESS Status: GOODSTANDING 27 Nov 1992 State of Origin: IDAHO Date of 27 Nov 1992 Origination/Authorization: Initial Registered Agent: GLENN K BENNETT 42 PEREGRINE DRIVE BOISE, ID 83716 E Organizational ID / Filing C100243 Number: Number of Authorized Stock 1000 Shares: Date of Last Annual Report: 17 Sep 2015 Annual Report Due: Nov 2016 Filed 27 Nov 1992 INCORPORATION Report for year 2015 ANNUAL REPORT Report for year 2014 ANNUAL REPORT Report for year 2013 ANNUAL REPORT Report for year 2012 ANNUAL REPORT Report for year 2011 ANNUAL REPORT Report for year 2010 ANNUAL REPORT Report for year 2009 ANNUAL REPORT [ Help Me Print/View TIFF ] View Image (PDF format) View Image (TIFF format) [ Help Me Print/View TIFF ] View Document Online View Document Online View Document Online View Document Online View Document Online View Document Online View Document Online Report for year 2008 ANNUAL REPORT View Document Online Report for year 2007 ANNUAL REPORT View Document Online Report for year 2006 ANNUAL View Image (PDF format)- View REPORT Image (TIFF format) Report for year 2005 ANNUAL View Image (PDF format) View REPORT Image (TIFF format) http://www.accessidaho.org/public/sos/corp/Cl00243.html 10/12/2015 IDSOS Viewing Business Entity Report for year 2004 ANNUAL REPORT Report for year 2003 ANNUAL REPORT Report for year 2002 ANNUAL REPORT Report for year 2001 ANNUAL REPORT Report for year 2000 ANNUAL REPORT Report for year 1999 ANNUAL REPORT Report for year 1998 ANNUAL REPORT Report for year 1997 ANNUAL REPORT Report for year 1996 ANNUAL REPORT Report for year 1995 ANNUAL REPORT Report for year 1994 ANNUAL REPORT Report for year 1993 ANNUAL REPORT Page 2 of 2 View Image (PDF format) View Idaho Secretary of State's Main Page State of Idaho Home Page Comments, questions or suggestions can be emailed to: sosinfo2sos.idaho.gov http://www.accessidaho.org/public/sos/corp/Cl00243.html 10/12/2015 Image (TIFF format) View Image (PDF format) View Image (TIFF format) View Image( PDF format) View Image (TIFF format) View Image (PDF format) View Image (TIFF format). View Image (PDF format) View Image (TIFF format) View Image (PDF format) View Image (TIFF format) View Image (PDF format) View Image (TIFF formatl View Image (PDF format) View Image (TIFF format) View Image (PDF format) View Image (TIFF format) View Image (PDF format) View Image (TIFF format) View Image (PDF format) View Image (TIFF format) View Image (PDF format) View Image(TIFF format) Idaho Secretary of State's Main Page State of Idaho Home Page Comments, questions or suggestions can be emailed to: sosinfo2sos.idaho.gov http://www.accessidaho.org/public/sos/corp/Cl00243.html 10/12/2015 All V rd t� N N O N �i W � N 0 cid N Cq o f a� m 0 S4 FI 0 0 � H p G 4 in 41 W U N o io 0 q i o 0 N m p m W �i 44 O V N 8 4 ro +) m I �d .n a. ao a w a- a a r aO ut Ln H 0 0 0 0 o w co m OD 0 0 o O o 0 co co 44 bi O C o 0 0 0 o vi vi 1� 4-) •ri o o m m m 4J aN 0 H C tn•ri v� E N W N a P4 0 0 o O m o O o q 0 0 rH w r t) r- 4-) 41 •91 o oN vi m m m a) q o r w N r o 0 0 8 N W W h o 0 0 0 0 0 ri N N N 0 0 O 0 0 0 O 0 N O O o 0 0 o O o C3 CD o00 Oo OD l) W N M M M N U N W coo W Ft� �H W � U w 0 O o w 0 0 0 ul o o O o m o 0 0 •r4Ji ) O o O o d' m m vt 3 o ut ut Lr) Ln o W W W W N F v M W 0 O c3 w W O O O a •� ani �04 •p `-1i a w � 4.).) 1-1 N p 0 P4 W a) Pi 3 0 N 1 zS Id xw x a � a a� U 14 0 xvo rd (DId o 44 U q .0 U N A S4 0 0 N N q 2 N bi N N N N r� N �4 2, W .� 0 0 3NN 3 NCL N(d w a jr♦ a(nn ip N W R 40)) � P�'� 1 U H W W Pa Pi U Q H I �d .n ro o Ln Ln 44 t M rl r O rl ut Ln H 0 O O O m O LO rl ri H U m I �d Meridian City Council Meeting DATE: November 4,2015 ITEM NUMBER: 5F PROJECT NUMBER: ITEM TITLE: Change Order No. 1 to Task Order 10055.13 Approval of Change Order No. 1 to Task Order 10055.6 to CH2M Hill Engineers, Inc. for the " UV DISINFECTION EXPANSION - SERVICES DURING CONSTRUCTION" Project for a Not -To -Exceed amount of $122,130.00 MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS CONTRACT / AGENDA CHECKLIST Date: 10/23/2015 REQUESTING DEPARTMENT Public Works Fund: 60 Department: 3590 GL Account: 96174 Project # Construction: Task Order X PSA Equipment Project Name: UV DISINFECTION SYSTEM EXPANSION - SERVICES DURING CONSTRUCTION Project Manager: Emily Skoro Department Representative: n/a Contractor/Consultant/Design Engineer: CH2M Hill Budget Available (Attach Report): Yes Contract Amount: $122,130.00 Will the project cross fiscal years? Yes No X Budget Information: FY Budget: 16 Priority #: 2 Grant #: Other: Type of Grant: CONTRACT CHECKLIST 10055.6 BASIS OF AWARD Low Bidder Highest Rated Master Agreement X (Bid Results Attached) (Ratings Attached) (Category) Typical Award Yes X No If no please state circumstances and conclusion: Debarment Status (Grant/Federal Funded Projects Only) n/a Date Award Posted: n/a 10 day protest period: PW License # n/a Expiration Date Corporation Status Good Standing Insurance Certificates Received (Date): Payment and Performance Bonds Received (Date): Builders Risk Ins. Req'd: Yes No X (Only appiicabale for projects above $1,000,000) Date Submitted to Clerk for Agenda: Purchase Order No.: NTP Date: May 22, 2015 n/a n/ (Type in date verified and the status) n/a Expiration Date: May 1, 2016 Rating: A a Rating: n/a If yes, has policy been purchased? n/a October 26, 2015 Approval Date Date Issued: By: WI -15 submitted (Only for PW Construction Projects) J-� , a I 1 0 To: Jaycee L. Holman, City Clerk, From: Keith Watts, Purchasing Manager CC: Jacy Jones, Emily Skoro Date: 10/26/2015 Re: November 4t" City Council Meeting Agenda Item The Purchasing Department respectfully requests that the following item be placed on the November 4th City Council Consent Agenda for Council's consideration. Approval of Change Order No. 1 to Task Order 10055.6 to CH2M Hill Engineers, Inc. for the " UV DISINFECTION EXPANSION — SERVICES DURING CONSTRUCTION" project for a Not -To -Exceed amount of $122,130.00. Recommended Council Action: Award of Change Order No. 1 to Task Order 10055.13 to CH21VI Hill Engineers, Inc. for the Not -To -Exceed amount of $122,130.00. Thank you for your consideration. 0 Page 1 EI DIAN�- Public IDAHO Works Department TO: Keith Watts FROM: Emily Skoro Staff Engineer II DATE: 10/20/2015 Mayor Tammy de Weerd City Council Memberfr Charlie Rountree Keith Bird Joe Borton Luke Cavener Genesis Milam David Zaremba SUBJECT: WRRF UV DISINFECTION SYSTEM EXPANSION SERVICES DURING COSNTRUCTION PHASE 2 (FY16) CHANGE ORDER TO WRRF UV DISINFECTION SYSTEM EXPANSION SERVICES DURING COSNTRUCTION PHASE 1(FY15) TASK ORDER WITH C112M HILL FOR AN AMOUNT NOT TO EXCEED $122,130.00. I. DEPARTMENT CONTACT PERSONS Emily Skoro, Staff Engineer II 489-0356 Clint Dolsby, Assistant City Engineer 489-0341 Warren Stewart, Engineering Manager 489-0350 Tom Barry, PW Director 489-0372 Il. DESCRIPTION A. Background The existing ultraviolet disinfection (UV) system at the City of Meridian's Wastewater Resource Recovery Facility (WRRF) has a firm capacity of 10 million gallons per day which cannot accommodate future flow and load conditions as the City grows. Additional UV capacity is needed to allow for future growth and improve the maintenance of the system. Increased disinfection capacity will ensure that the required UV dose can be delivered while maintaining compliance with the NPDES permit requirements. The project includes an expanded and upgraded UV disinfection system and a building to enclose the entire system. This project supports the Public Works Mission and Vision for enhancing and protecting water quality and is aligned with preparations for Meridian's new NPDES discharge permit. This project supports NPDES Implementation Plan No. 41. Page I of 3 B. Proposed Project The UV Disinfection System Expansion Construction Project will span over fiscal years 2015 and 2016. Phase 1 of the UV Expansion Project included all of the work performed in FY 15. Phase 2 of the UV Expansion Project will include all of the work performed in FY16. This project requires engineering construction support services throughout both construction phases of the project. CH2M Hill completed the UV Disinfection System Expansion Design Plans and was chosen for this project due to their expertise in the design and analysis of wastewater treatment plants and their familiarity with the Meridian Wastewater Resource Recovery Facility. Construction support services includes but not limited to project management, submittal review, request for information responses, contractor payment request support, construction progress meetings, site visits, and contractor change order request support. These services are crucial to the continued success of the project to verify the UV equipment, channels, and building is constructed correctly. C. Describe Item The construction phase of the project will continue until next July. III. IMPACT A. Fiscal Impacts The Ultraviolet Disinfection Improvements Project has a total value of $5,600,000. Project Costs: ----------------------- Fiscal Year 2014 Phase 1 Design $191,571.00 - ------------------------------=----------------------- ------------------------------------- ------------------------------------------------------------------------ Total $191,571.00 Fiscal Year 2015 Phase 2 Design $226,477.00 - - — - - ---------------------- Phase 1 Construction Support $45,495.00 Services -------------------------------------------------------------------------------------- Phase 1 Special Inspection Services- $4,500.00 - --------------- --- - - - UV Equipment Procurement$_ _4.8.7 9_ _7.9_._0.0_ Phase 1 Construction Contract $ ---1,130,000.00 ------------------------- Total ; $1,894,451.00 -------------------------------------------------------------------------------------------------------------- Page 2 of 3 ----------------------- - --__--__-- ^-----------' �Fiscal Year %0l6 ���nac�(�ooatruu1�uz�nnnod � -------r------------------� . __�, � . $133���.�0' . � __,- � � Services �_—_------_--_—__—_---__—�---_—' �-------------------------------------- ------------ � | Phoae2 ' ------'-----------------' ' -----_�p����-!��!��uum-�trY���--�----__—' �21 0 | � Phaoc2(�uomblzot��o(�notraot | ----r------------'^----- . � . �'-=`��-'-'��-�-�---�''--��-��---_--+_—___ � � ,���/�/���r � ' �of�nn�c � ------�----------- ---'l �--------'�^=�����m_---______+______________________-�_-�,������- �----_--_—_----_---------'�_—_--- � � . . --_—_— ------_--_—__—__—_—. �____--__________________�--------------------------------------------Toin]�1 � � � -----_--� --------_—_--' � . ------_----_ ---_-------'�---_--_-----------� Total Project ---" $3/490,045.50 � L-----____-______________�________{�oSt_�--------------------------------------- � Project Funding —_--_--_----_----�—_--_----__—_' ��iaon�l�c0. �c000un�(�o��/(�o�e�—'T-----------------'� ~------_---__----�-----' --_- � � ---__--' � ��� � h0-3�40-4�l�0---'�-----------------' �-------_-----_--^—_---_----------_'� �^������.00� �/J / 6O-35gO-46l74 �--------- ---� _--__-----__--____--------____---_� ~~���.�.~.. �16 � 60-3590-96174 -------- ------------ --'� �--__—_---_--_---------_-----_----_—+------_' '� . . � . �----_---------_—�----__----_' � . -----'.--------_--------'� �----_____________________]\`tal Funding _|__________ 000_: B. Alternatives The City could choose not toapprove this change order and stop construction support services for the l7\/ facility. By stopping the construction support services for this project,the construction quality and progress could be greatly C. of this change order iscrucial bn finalizing the construction of the UV facility this fiscal year. . Departmental _'-=,--v--. Page 3 of 3 CITY OF MERIDIAN CHANGE ORDER NO, 1 33 EAST BROADWAY PROJECT NO. 10055, MERIDIAN, ID 83842 DATE: 10/12/15 EFFECTIVE DATE: 10/13/11 TASK ORDER CHANGE ORDER ANT: Engineedconsultant Is hereby direoted to make the following changes from the Task Order Documents, Description: CH2M Hill has provided the City with construction support services which Include but not limited to project management, submittal review, request for information responses, contractor payment request support, construction progress meetings, site visits, and contractor change order request support. These services are crucial to the continued success of the project to verify the UV equipment, channels, and building Is constructed correctly. son for change order: Due to the construction project spanning over two fiscal years, It was decided to break the ( order Into the FY15 project phase and the FY16 project phase. This amendment to the original task order •esents the remainder of the Services During Construction requirements for FY16, Authorize the expenditure of FY2016 funds for the services as described In the attached Scope of Services, Scope of Services (3 pages) CHANGE IN TASK ORDER PRICE: CHANGE IN TASK ORDER TIMES: Original Task Order Price $46,486.00 Origlnel Task order Times: Net changes form previous Change Orders Net changes form previous Change Orders No:O_to_l_ No._lo,___ (calendardays) Task Order Price Prior to this Change order. Task order Times prior to this Change Order. $45,495.00 (calendardays) Net Increase (decrease) of this Change Order. Net Increase (decrease) of this Change Order. $122,130.00 (Wendardays) Task Order Price with all Approved Change Orders; Task Order Times with all Approved Change Orders; $167,825.00 (calendar days) APPROVED: (CITY PURGHA INe Elli ACCEPT : al By; Keith Wafts By: Date; �l;%��.;�-�" Date: (0 x2 s' RECOOMMM DED: (A6 CItYENaINEER) DAATEAPPROVED BYCOUNCIL B''/` t�� CJ �zr ILD'{ NQIGJATUREREQUIRED Date: �2 A s� DATES" Cty'its Iim d eerd r G�Jh CHANGE ORDER NO. 1 TO TASK ORDER NO. 10055.b WASTEWATER RESOURCE RECOVERY FACILITY UV DISINFECTION SYSTEM EXPANSION SERVICES DURING CONSTRUCTION — PHASE 2 (FY16) Scope of Work ENGINEER will perform the following tasks as part of the Services During Construction scope of work for the Wastewater Resource Recovery Facility UV Disinfection System Expansion project during the construction phase. Task 1— Project Management (Additional) Additional project management will be provided by ENGINEER to manage, coordinate and lead ENGINEER Team's activities and perform administration of the task order. ENGINEER will provide the resources necessary for project management throughout this phase of the project as described in the initial Task Order 10055.b. Deliverables • Monthly project invoice statements with a brief description of the work performed. Assumptions • Fifty-three (53) week duration from City -issued general construction contractor notice -to -proceed for completion of services during construction tasks described herein. Phase 2 services for the tasks described herein will be provided for ten months (October 2015 through July 2016). Task 2 — Construction Support Services (Additional) ENGINEER will support the City during field construction by providing engineering services as described below. • Submittal Review. Review and respond up to 40 additional of 100 total original technical submittals and 20 additional of the 50 total re -submittals from the Contractor and provide review responses to the City Project Manager. Budget assumes an average review time of two and a half (2.5) hours per submittal including processing time. RFI and WCD. Review and respond to requests for information (RFI) from the Contractor. Develop content for Work Change Directives (WCD). Budget assumes an additional twenty-four of the thirty total anticipated RFIs at three hours each and eight additional of the ten total anticipated WCDs at four hours each for response preparation and processing time. (104 of the 130 total labor hours) • Contractor Payment Request Support. Assist City in the review of Contractor Payment Requests. Budget assumes an additional eleven of the thirteen total payment request reviews at one hour each. Change Order No. 1 to Task Order 10055.b Page 1 of 3 Meridian WWTP UV Disinfection System Expansion Services During Construction • Contractor Change Order Request Support. Assist City in the review of Contractor Change Order requests. Budget assumes four additional of the five total anticipated change order reviews at two hours each. • Construction Progress Meetings. Attend bi-weekly construction progress meetings at the construction site. Budget assumes 45 additional of the 53 week total construction period for a total of 23 additional of the 27 meetings at three hours per meeting (includes travel time) with project manager attending each meeting and additional allowance of 25 of the 30 total hours for discipline lead attendance based on discussion topics. • Additional Site Visits. Conduct additional site visits for periodic field observations by one technical design staff, as applicable. Budget assumes fifteen additional of the eighteen total trips for one staff member at three hours each including travel time (45 of the 54 labor hours total). • Substantial Completion Site Visit. One substantial completion site visit is anticipated. ENGINEER will attend the site visit with the City. ENGINEER shall prepare the punchlist. Budget assumes attendance at one substantial completion visit for up to eight ENGINEER staff with a six hour allowance for each attendee including travel time and punchlist review (48 labor hours total). • Startup & Commissioning. Attend startup, testing, and commissioning of the following: 1) new Parshall flume and stream monitoring instruments — up to four ENGINEER staff with a four hour allowance for each attendee including travel (16 labor hours) 2) new UV equipment (interim condition) — up to five ENGINEER staff with an eight hour allowance for each attendee including travel (40 labor hours) 3) new building, UV equipment (permanent condition), and other project elements — up to nine ENGINEER staff with an eight hour allowance for each attendee including travel (72 labor hours) • Project Record Drawings. Prepare project record drawings based primarily on as -built notes and drawing redlines provided by Contractor following completion of construction activities and supplemented with ENGINEER field notes from intermittent site visits. Deliverables • Meeting minutes from construction progress meetings. • Technical submittal review comments transmitted digitally to the City Project Manager for distribution. • Contractor RFI responses and WCD content transmitted digitally to the City Project Manager for distribution. • Scanned copies of field notes from periodic site visits transmitted digitally to the City Project Manager. • Punch list review comments and Substantial Completion form transmitted digitally to the City Project Manager for distribution. • Record Drawings —three (3) full-size bond copies (22x34). Two (2) CDs with PDF and AutoCAD files of the drawings. Assumptions Change Order No. 1 to Task Order 10055.b Page 2 of 3 Meridian WWTP UV Disinfection System Expansion Services During Construction Assumptions listed in the initial Task Order 10055.b remain applicable. TIME OF COMPLETION and COMPENSATION SCHEDULE The following schedule is based on a Notice to Proceed (NTP) from the City in October 2015 and resulting in task order completion by July 31, 2016. An NTP issued on a different date will change the schedule accordingly. DC Engineering is a sub -consultant to CH21VI HILL on this project to provide electrical engineering services. The associated sub -consultant cost is included as a project expense and will appear on invoices submitted to the City as a separate line item cost. Task Order No. 10055.b Value Summary: Original Task Order -- $45,495 Amendment No. 1 -- $122,130 Travel and meals are excluded from this Task Order unless explicitly listed in the Scope of Services AND Payment Schedule. Change Order No. 1 to Task Order 10055,b Page 3 of 3 Meridian WWTP UV Disinfection System Expansion Services During Construction COMPENSATION AND COMPLETION SCHEDULE Task Description Anticipated Date Compensation 1 Project Management ■ October 2015 through July 2016 $ 24,200 (labor) $ 1,512 (expense) Subconsultant 2 Construction Support Services ■ October 2015 through July 2016 • Submittal Review $ 18,650 (labor) ■ RFI and WCD $ 12,880 (labor) ■ Contractor Payment Request Support $ 1,750 (labor) ■ Contractor Change Order Request Support $ 1,530 (labor) ■ Construction Progress Meetings $13,970 (labor) • Additional Site Visits $ 5,100 (labor) ■ Substantial Completion Site Visit $ 6,400 (labor) • Startup & Commissioning $ 18,150 (labor) ■ Project Record Drawings $ 8,600 (labor) ■ Subconsulting Services $9,388 (expense) Subconsultant TOTAL $122,130 DC Engineering is a sub -consultant to CH21VI HILL on this project to provide electrical engineering services. The associated sub -consultant cost is included as a project expense and will appear on invoices submitted to the City as a separate line item cost. Task Order No. 10055.b Value Summary: Original Task Order -- $45,495 Amendment No. 1 -- $122,130 Travel and meals are excluded from this Task Order unless explicitly listed in the Scope of Services AND Payment Schedule. Change Order No. 1 to Task Order 10055,b Page 3 of 3 Meridian WWTP UV Disinfection System Expansion Services During Construction J C7 � O. off.. t N : 'i N E A E M t en a Q_ i..l Q c a u V a) t� .S".y it LL W a Q z z r 0 W a E E m' a U- $ a-+ i N e o n E r a) � O J C7 n. 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E ca •� Z p °16 E - t m co L Q= v � 0 m m -a u U C v a N L m 4� CU C6 U c !O C a L Y bD C .N C O a) a) Cf a E m Z c a E t ro a N Meridian City Council Meeting DATE: November 4,2015 ITEM NUMBER: 5G PROJECT NUMBER: ITEM TITLE: Approval of Change Order No. 1 to Task Order 10044 Approval of Change Order No. 1 to Task Order 10044 to CH2M Hill Engineers, Inc. for the " WRRF HEADWORKS CAPACITY EXPANSION DESIGN" Project for a Not -To -Exceed Amount of $467,850.00 MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS CONTRACT / AGENDA CHECKLIST Date: 10/23/2015 REQUESTING DEPARTMENT Public Works Fund: 60 Department: 3590 GL Account: 96164 Project # Construction: Task Order X PSA Equipment Project Name: WRRF HEADWORKS CAPACITY EXPANSION - DESIGN Project Manager: Emily Skoro Contractor/Consultant/Design Engineer: Budget Available (Attach Report): Yes Will the project cross fiscal years? Yes No Department Representative: n/a CH2M Hill Contract Amount: $467,850.00 X Budget Information: FY Budget: 16 Priority #: 2 Grant #: Other: Type of Grant: CONTRACT CHECKLIST 10044 BASIS OF AWARD Low Bidder Highest Rated Master Agreement X (Bid Results Attached) (Ratings Attached) (Category) Typical Award Yes X No If no please state circumstances and conclusion: Debarment Status (Grant/Federal Funded Projects Only) n/a Date Award Posted: n/a 10 day protest period: PW License # n/a Expiration Date n/a Corporation Status Good Standing Insurance Certificates Received (Date): Payment and Performance Bonds Received (Date): Builders Risk Ins. Req'd: Yes No X (Only applicabale for projects above $1,000,000) Date Submitted to Clerk for Agenda: Purchase Order No.: NTP Date: (Type in date verified and the status) n/a May 22, 2015 Expiration Date: May 1, 2016 Rating: A n/a October 27, 2015 Approval Date Date Issued: Rating: n/a If yes, has policy been purchased? n/a By: WI -15 submitted (Only for PW Construction Projects) Memo To: Jaycee L. Holman, City Clerk, From: Keith Watts, Purchasing Manager CC: Jacy Jones, Emily Skoro Date: 10/27/2015 Re: November 4'" City Council Meeting Agenda Item The Purchasing Department respectfully requests that the following item be placed on the November 0 City Council Consent Agenda for Council's consideration. Approval of Change Order No. 1 to Task Order 10044 to CH2M Hill Engineers Inc. for the " WRRF HEADWORKS CAPACITY EXPANSION - DESIGN" project for a Not -To -Exceed amount of $467.850.00. Recommended Council Action: Award of Change Order No. 1 to Task Order 10044 to CH21VI Hill Engineers, Inc. for the Not -To -Exceed amount of $467,850.00. Thank you for your consideration. • Page 1 E I DIAN*- Public IDAHO Works Department TO: Keith Watts FROM: Emily Skoro Staff Engineer II DATE: 10/13/2015 Mayor Tammy de Weerd City Council Memberto Charlie Rountree Keith Bird )oe Borton Lube Cavener Genesis Milam David Zaremba SUBJECT: HEADWORKS CAPACITY EXPANSION PHASE 2 DESIGN FY16 TO HEADWORKS CAPACITY EXPANSION PHASE 1 DESIGN FY15 TASK ORDER WITH CH2M HILL FOR AN AMOUNT NOT TO EXCEED $467,850.00. HEADWORKS CAPACITY EXPANSION PHASE 1 DESIGN FY15 TASK ORDER ORIGINAL AMOUNT WAS FOR $231,285.00 DATED JULY 28, 2015. I. DEPARTMENT CONTACT PERSONS Emily Skoro, Staff Engineer II 489-0356 Clint Dolsby, Assistant City Engineer 489-0341 Warren Stewart, Engineering Manager 489-0350 Tom Barry, PW Director 489-0372 II. DESCRIPTION A. Back -ground The existing Huber Step Screens were not adequately designed for cold weather operation. The Wastewater Division has made several modifications to keep them from freezing in the wintertime. These modifications have made it difficult and time consuming to maintain them. When flows increase on the weekends the screens run continuously, allowing more solids to pass through. These Huber Step Screens were one of the first screens produced and as a result we are having a difficult time obtaining spare parts. The Wastewater Resource Recovery Facility (WRRF) currently monitors influent flows at the primary splitter box using weirs and ultrasonic transducers for water level measurement. The process flow at this location includes influent and recycled plant drain flows. Although the influent flow data appears to be tracking with effluent flow rates, there is a concern that there is no ability to measure or Page 1 of 3 isolate plant recycle flow, and the overall accuracy of the current influent flow measurement system is questionable. The City has completed an analysis to identify options to improve influent flow measurement at the City's WRRF. B. Proposed Project The Headworks Capacity Expansion Project design started in FY15 and will continue through FY16. Phase 1 of the Headworks Capacity Expansion Project included all of the design work performed in FY15. Phase 2 of the Headworks Capacity Expansion Project will include all of the design work performed in FY16. The new headworks will be located near the northwest section of the WRRF property. It will be enclosed within a building to reduce odor concerns. The new headworks facility will be designed to future flow conditions with an average annual flow of 13 mgd with the ability to expand to buildout flows. CH2M HILL provided and completed engineering services for Phase 1 and will continue with Phase 2 of this project design. Phase 1 design included preliminary analysis and 30% design documents. Phase 2 design takes the 30% plans to bid ready design plans. Phase 2 design includes 100% design development documents including civil and site development, architectural, structural, process, HVAC/plumbing, instrumentation and control systems, and electrical plans. The Phase 2 design change order also includes bid period services for construction contract. C. Describe Item This portion of the project is the final design phase of the project. After this phase is completed, the project will shift to the construction phase. Page 2 of 3 III. IMPACT A. Fiscal Impacts The WRRF Headworks Upgrades with Odor Control has a total value of approximately $6,000,000. Project Costs: Fiscal Year 2015 ; Account Code / Codes Technology Alternatives 60-3590-96164 $69,531.00 Analysis - - ----------------------------------------------------------- Phase 1 Design60-3590-96164 ----------------------------------- $231,285.00 --------------------------------------------------------------------- Total - - $300,816.00 - - Fiscal Year 2016 ----------------------------------- ------------,----------------- Phase 2- Design ------------- ; 60-3590-96164 - - ---------- --------------------- $467,850.00 Geotechnical ; 60-3590-96164 $4,400.50 Investigation ----------------------------------- --------------------------------------------------------------------- Total ; $472,250.50 __________________________--_-----__ =---------------------------- -__-____-_____ __-________-!.___--_--------_--_________________-- Total Project Cost ---------------------------- $773,066.50 ------------- Project Funding; Available ----------------------------------------------- Fiscal Year ; ----------------------- ---------------- Account Code / Codes --------- -------------------- 15 ----------------------------- ------------------------------------- 60-3590-96164 $500,000.00 16 ------------------------------- - - 60-3590-96164 ----------------------------------J------------------------------------ -- $1,500,000.00 ----------------------------------------------------------------------------------------------------------- _____________ Total -Funding- J ----------------- $2,000,000.00_; B. Alternatives The City could choose not to approve this change order and stop design of the proposed headworks structure. By stopping the headworks design and construction project, the WRRF will not be able to process the necessary amount of influent flow that will be required due to the significant population growth experienced by the City and a moratorium would be necessary. C. Time Constraints: Approval of this change order is crucial to finalizing the design of the headworks facility this fiscal year. Departmental Approval:- ae 'JS oA!— Page 3 of 3 CITY OF MERIDIAN CHANGE ORDER NO. 1 33 EAST BROADWAY PROJECT NO, 10044 MERIDIAN, ID 83642 DATE: 10/27/15 EFFECTIVE DATE: 11/4/15 TASK ORDER CHANGE ORDER ENGINEER/CONSULTANT: CH2M Hill Engineering, Inc. PROJECT: WRRF Headworks Capacity Expansion Phase 1 Design FY15 The Engineer/Consultant is hereby directed to make the following changes from the Task Order Documents. Description: The Headworks Capacity Expansion Project design spans over FY15 and FY16. Phase 1 of the design phase included all work performed in FY15. Phase 2 of the design phase will include all work performed in FY16. CH2M HILL provided and completed engineering services for Phase 1 and will continue with Phase 2 of this project design. Phase 1 design included preliminary analysis and 30% design documents. Phase 2 design takes the 30% plans to bid ready design plans. Reason for change order: Due to the design project spanning over two fiscal years, it was decided to break the task order into the FY15 project phase and the FY16 project phase. Also by negotiating this change order after 30% drawings were complete, CH2M Hill would have a better understanding of the required costs to complete the design plan set. This amendment to the task order represents the remainder of the design phase requirements for the project that were budgeted for FY2016. q Attachments: Scope of Services (1b pages) CHANGE IN TASK ORDER PRICE: CHANGE IN TASK ORDER TIMES: Original Task Order Price $231,285.00 Original Task Order Times: 90 Net changes form previous Change Orders Net changes form previous Change Orders No._0^ to 1_ No._ to _ (calendar days) $0.00 0 Task Order Price Prior to this Change Order: Task Order Times prior to this Change Order. (calendar days) $231,285.00 90 Net Increase (decrease) of this Change Order. Net Increase (decrease) of this Change Order: (calendar days) $467,850.00 240 Task Order Price with all Approved Change Orders: Task Order Times with all Approved Change Orders: (calendar days) $699,135.00 330 APPROVED: (CITY PURCHASI G R INC. ACCEPTED`: �LENGINEERS, By: Keith Watts Date: By.- y:Date: Date: %d Z RECOMMENDED: (ASST CITY ENGINEER) DAATE APP OVED EN COUNCIL By: NO SIGNATURE REQUIRED Date: g iTA APP VED (CI - o�� ATTEST] By: Mayor Tammy de eerd Crry y: CItyZ , a e L. Holman Date: — �'� ✓ E T49k 1 11T -y-j5 CHANGE ORDER NO. 1 TO TASK ORDER NO. 10044 CITY OF MERIDIAN (OWNER) AND CH2M HILL ENGINEERS, INC. (ENGINEER) WRRF - HEADWORKS CAPACITY EXPANSION PHASE 2 DESIGN FY16 ENGINEER is currently engaged in the execution of Task Order 10044 in support of the Wastewater Resource Recovery Facility Headworks Capacity Expansion project. ENGINEER is following a traditional step -wise, phased approach to performing the work associated with design of the UV system. The project design approach consists of: • Project Chartering and Site Visit (Phase 1 Scope) • Project Definition (Phase 1 Scope) • Preliminary Engineering and Design (30 Percent Design — Phase 1 Scope) • Design Development Documents (60 Percent Design) • Final Design Documents (90 Percent Design) • Bid -Ready Documents (100 Percent Design) • Bid Period Services — assist City with bid process for selecting a general construction contractor The project is being delivered in two phases to align task order budget with City fiscal year budgets. Per the list above, Phase 1 carries the project through the Preliminary Engineering and Design task and Phase 2 will advance the project through Bid Period Services. The initial Task Order 10044 is considered Phase 1 and this Change Order No. 1 constitutes Phase 2. The tasks associated with this Change Order No. 1 are more fully described in the Scope of Work section below: SCOPE OF WORK Task 1 — Project Management (Additional) Additional project management will be provided by ENGINEER to manage, coordinate and lead ENGINEER Team's activities and perform administration of the project design services and project quality reviews. ENGINEER will provide the resources necessary for project management throughout this phase of the project as described in the initial Task Order 10044. Change Order No. 1 to Task Order 10044 Page 1 of 9 WRRF — Headworks Capacity Expansion Design and Bid Services CH2MHILL Engineers, Inc. Deliverables • Periodic written project design schedule updates to keep the City's Project Manager informed as to the changes to the initial schedule outlined in this Scope. • Monthly project invoice statements with a brief description of the work performed. Meetings (Unique to those identified below) Bi -weekly telephone meeting conducted between City Project Manager and ENGINEER Project Manager to discuss project status, review actions/issues pending, and other project coordination. Task 5 — Design Development Documents (60 Percent Design) — Phase 2 Task The purpose of this task is to utilize the decisions of the project that were made in the Preliminary Design Phase to complete and finalize the preliminary calculations of the previous phase, and develop the project design to achieve a true "design freeze" at the conclusion of this phase. Structures, equipment, major plant piping, process, and site plans will all be finalized during this phase to allow final detailing of the same in the next phase of design. Per City direction, ENGINEER will produce a check set of the drawings at this design stage for submission to the City but will not halt the design efforts on the way to the Task 6 Final Design (90 percent design) stage. The City will review the drawing check set and provide comments. A check set of the specifications will not be produced nor will Basis of Design documentation be submitted. Additionally, neither a construction cost estimate nor a construction schedule will be submitted as part of this snapshot check-in. Specific activities and work products from this phase are described in the following subtasks: Subtask 5.1: Civil and Site Development • Finalize horizontal locations of major site elements. • Finalize floor, structure, and finish grade elevations. • Define demolition requirements and limits. • Define contractor staging, storage, and on -/off- site access corridors. • Prepare preliminary site grading drawings. • Identify limits and extents of site restoration. • Develop preliminary yard piping and plant drain layouts. • Coordinate with mechanical to develop odorous air duct layout. • Show stormwater control design on the drawings. • Finalize paving and site roadway concepts. • Prepare first draft of technical specifications. Change Order No. 1 to Task Order 10044 Page 2 of 9 WRRF — Headworks Capacity Expansion Design and Bid Services CH21VIHILL Engineers, Inc. Subtask 5.2: Architectural • Develop building floor plans and elevations. • Coordinate with I&C and electrical disciplines to finalize size and location of electrical and control rooms. • Coordinate with the mechanical discipline to establish the type of HVAC equipment, locate HVAC equipment rooms, refine space requirements and routing for ductwork if required, and finalize design R -values for all exterior walls. • Coordinate with structural engineer to finalize the structural design concepts for the facilities. • Complete building and fire code analysis. Meet with local code official to review floor plans. • Prepare first draft of technical specifications. Subtask 5.3: Structural • Review geotechnical design recommendations and coordinate with geotechnical engineer to finalize foundation design criteria for proposed facilities. • Document structural design for buildings and structures. • Prepare preliminary foundation, floor, and roof framing plans. • Coordinate with corrosion engineer to analyze materials and corrosion control requirements, and to prepare a tech memo to document the corrosion control plan to be implemented during design. • Prepare first draft of technical specifications. Subtask 5.4: Process • Coordinate with equipment vendors. • Final major equipment -sizing calculations. • Finalize treatment plant gravity hydraulics and establish concepts for flow control and hydraulic structures. • Assemble catalog cuts for process equipment. Complete equipment data sheets or equipment list on major equipment items. • Coordinate with I&C on development of P&IDs. • Coordinate with I&C on development of process control narratives. • Continue developing mechanical layout plans and sections. • Develop design drawings for modifications to existing facilities as required to tie-in the new facilities. • Final ancillary equipment sizing and line sizing calculations. • Finalize ancillary equipment selection (type, size, weight, arrangement). • Select piping materials. Change Order No. 1 to Task Order 10044 WRRF — Headworks Capacity Expansion Design and Bid Services CH2MHILL Engineers, Inc. Page 3 of 9 • Prepare first draft of technical specifications. Subtask 5.5: HVAC/Plumbing • Prepare final sizing calculations for HVAC equipment based on energy code requirements and selected building construction materials. Prepare HVAC equipment data sheets and cut sheets. • Locate major HVAC/Plumbing equipment on building plans. • Prepare HVAC system block diagrams. Define HVAC system control philosophy. • Coordinate with civil engineer for water supply and distribution, as well as plant drain system. • Locate major water/drain/sewer location on the building plans. • Prepare first draft of technical specifications. Subtask 5.6: Instrumentation and Control Systems (I&C) • Add equipment/instrument tag numbering, naming, and abbreviation following existing standard conventions used at the treatment plant. • Design control system configuration to the existing standards at the treatment plant with input from the City. • Advance control philosophy including local control approach, control system, level of automation, supervisory control based on the City's existing standards. • Coordinate with the process engineer to prepare P&ID drawings including loop numbers and instrumentation. • Coordinate with City for communication and integration of new controls with existing plant SCADA system. • Summarize I&C system design philosophy in a process control narrative. Prepare preliminary Instrument and 1/0 Lists, and SCADA interfaces. Develop preliminary control system block diagram. • Define control interfaces for package systems with local controls. • Coordinate with HVAC engineer regarding control system requirements. • Prepare first draft of technical specifications. Subtask 5.7: Electrical • Determine location of distribution apparatus and confirm necessary modifications to existing equipment. • Advance one -line diagrams for proposed facilities. • Prepare detailed electrical load calculations for the facilities. • Develop layout of the major electrical equipment including sizing of electrical room, if needed. Determine equipment requiring uninterruptible power supplies (UPS). Coordinate Change Order No. 1 to Task Order 10044 Page 4 of 9 WRRF — Headworks Capacity Expansion Design and Bid Services CH2MHILL Engineers, Inc. with I&C discipline to determine space requirements and locations for control equipment. Locate major 1/0 termination panels, TJBs, and control panels. • Define/document requirements and concepts for special systems such as: extensions of existing telephone, data, and fire alarm system. • Identify routing methods for electrical and communication conduit and tray. Lay out duct bank system (major runs/manholes). Coordinate with I&C for conduit, conductor, and raceway needs. Coordinate with civil yard piping. Locate manholes and hand holes. • Develop preliminary lighting concepts and prepare preliminary lighting layout. • Define hazardous locations (NFPA 820) and document. • Prepare first draft of technical specifications including performance specifications for interior lighting design by the contractor. Deliverables • 60% Design drawings (check set plot). Assumptions • The 60 percent design drawings will be provided to the City as an electronic deliverable (PDF). City will review the deliverables and provide comments in written form within 5 working days. Comments received by the City will be addressed as part of the preparation of the 90 percent design documents. • The ENGINEER will not perform a QA/QC review of the 60 percent design drawings or other design documents. • The 60 percent drawings will not be stamped by a professional engineer. Task 6 — Final Design Documents (90 Percent Design) — Phase 2 Task The purpose of this task is to develop the design drawings, specifications, and schedules for a final review. Subtask 6.1: 90 Percent Design Document Completion ENGINEER will progress the design and modify the contract documents to incorporate agreed upon 60 percent review comments from the City and applicable regulatory agencies. The 90 percent documents will then be submitted to the City for their review. The following subtasks are included: • Incorporate responses to comments on the 60 percent Preliminary Design package. • Prepare 90 percent design drawings. • Prepare final technical specifications. • Prepare final calculations. • Complete checking and coordination review by design leads. Change Order No. 1 to Task Order 10044 Page 5 of 9 WRRF — Headworks Capacity Expansion Design and Bid Services CH2MHILL Engineers, Inc. Subtask 6.2: 90 Percent Construction Cost Estimate and Schedule • ENGINEER will update the construction cost estimate to provide the City with a Class 1 final construction cost estimate based on 90 percent Design Drawings and Technical Specifications. A Class 1 estimate is typically considered to have an accuracy of +15 to — 10%. ENGINEER will prepare an update to the estimated project design schedule. The general construction milestone activities developed from the 30 percent design task will be adjusted to reflect changes in the design schedule. These cost and schedule estimates will be submitted to the City for review and discussion following the 90 percent Design Workshop. Deliverables • 90% Design drawings • Technical specifications. • Updated Basis of Design Technical Memoranda by Discipline. • ENGINEER's Class 1 construction cost estimate. • ENGINEER's updated project schedule estimate. Assumptions • The Basis of Design TMs will be an update to the previously developed summaries by discipline to document the changes from the 30 percent design task. • The 90 percent drawings and specifications will be reviewed by the ENGINEER internal QA/QC reviewers prior to submission to the City. The 90 percent drawings and specifications will be reviewed by the City and comments adjudicated prior to preparation of the Bid Ready (100 Percent) Documents. The 90 percent drawings and specifications will not be stamped by a professional engineer and are not to be distributed. Task 7 — Bid Ready Documents (100 Percent Design) — Phase 2 Task The purpose of this task is to develop the final contract drawings and specifications for competitive bidding. ENGINEER will modify the contract documents to incorporate agreed upon 90 percent review comments from the City, applicable regulatory agencies, and ENGINEER's Quality Review Team. This task scope is based on all City review comments being received prior to this phase of work and consists of the following subtasks: • Incorporate responses to comments on the 90 percent Final Design Document. • Prepare bid ready construction drawings. • Prepare bid ready technical specifications, including front-end Division 01 documents. Change Order No. 1 to Task Order 10044 Page 6 of 9 WRRF — Headworks Capacity Expansion Design and Bid Services CH21vIHILL Engineers, Inc. • Provide City with technical documents in support of the Meridian Building Permit application and assist in the completion of the application. Deliverables • Bid Ready (100 Percent) Contract Documents in digital format (PDF) and 1 hard copy will be delivered to the City. • Bid Ready (100 Percent) Contract Documents will be delivered in digital format to DEQ for review and approval. • Digital (CD) and hardcopy technical documents as specified on the Meridian Building Permit Application. Assumptions • DEQ review of the Bid Ready (100 Percent) Contract Documents will be concurrent with the bid process and ENGINEER will incorporate DEQ comments into an addendum, if necessary. • No permitting tasks other than submittal of final documents to DEQ, Meridian Building Permit, and Planning Department assistance are included in the final design scope of work. • The bid -ready drawings and specifications will be stamped by a professional engineer. Task 8 — Design Workshops — Phase 2 Task ENGINEER will conduct a series of workshops with the City at critical periods during the development of the project design as described below. Final Design (90 Percent) Workshop ENGINEER will assemble the work products from the Final Design task and submit the 90 percent Design Documents to the City for review and comment. A workshop will be held with the City's personnel to receive and discuss comments and to reach closure on design issues. Following the workshop, meeting minutes and responses to comments will be prepared and submitted. The responses to comments will be incorporated into the 100 percent Construction Documents. The workshop will be held at the CH2M HILL office. Discipline leads will participate in person or via telephone when pertinent based on City review comments and questions. Deliverables • Meeting minutes from each workshop. Assumptions • City will have reviewed the draft documents prior to the workshops and be prepared with input and/or questions for discussion. Change Order No. 1 to Task Order 10044 Page 7 of 9 WRRF — Headworks Capacity Expansion Design and Bid Services CH2MHILL Engineers, Inc. Task 9 — Bid Period Services for Construction Contract — Phase 2 Task ENGINEER will respond to technical inquiries posed by prospective bidders throughout the bid period concerning interpretation of the drawings and technical specifications. Bidders questions sent to the City Purchasing Department will be routed to ENGINEER and responses returned to Purchasing for inclusion in bid period addenda. The City will review responses by the design team prior to issuance of addenda. If requested by the City, ENGINEER will assist the City by participating in a pre-bid conference for prospective bidders at the project site. Deliverables • Content for bid addenda. Meetings • Pre-bid meeting. Assumptions • The deliverables produced as part of this Task will be provided electronically (PDF) to the City PM for distribution. ENGINEER will not provide printed sets. • The City will be responsible for advertising and administering the bid as well as for awarding and executing the contract. • The general construction contract will only be bid once. • Up to five ENGINEER staff will participate in the pre-bid meeting either in person or via conference call. Four hours for each ENGINEER staff is assumed plus travel time. • The budget for responding to bidders questions is based on an estimated 16 inquiries for a total of 48 hours inclusive of processing time. PROJECT ASSUMPTIONS Assumptions listed in the initial Task Order 10044 remain applicable. Change Order No. 1 to Task Order 10044 Page 8 of 9 WRRF — Headworks Capacity Expansion Design and Bid Services CH21VIHILL Engineers, Inc. TIME OF COMPLETION and COMPENSATION SCHEDULE The following schedule is based on a Notice to Proceed (NTP) from the City in October 2015 and resulting in Task Order being completed by May 2016. An NTP issued on a different date will change the schedule accordingly. COMPENSATION AND COMPLETION SCHEDULE Task Description Due Date Compensation 1 Project Management ■ October 2015 through May ■ $ 48,000 (labor) 2016 ■ $ 1,530 (expense) Subconsultant 5 Design Development Documents ■ November 2015 through ■ $ 115,315 (labor) (60 Percent Design) December 2015 ■ $ 18,000 (expense) Subconsultant 6 Final Design Documents (90 ■ December 2015 through ■ $ 168,800 (labor) Percent Design) February 2016 ■ $ 19,350 (expense) Subconsultant 7 Bid Ready Documents (100 ■ March 2016 ■ $ 58,300 (labor) Percent Design) ■ $ 13,600 (expense) Subconsultant 8 ' Design Workshops ■ February 2016 ■ $ 4,350 (labor) ■ $ 1,975 (expense) Subconsultant 9 ' Bid Period Services for ■ April 2016 through May ■ $ 14,700 (labor) Construction Contract 2016 ■ $ 1,280 (expense) Travel ■ $ 2,650 (expense) Subconsultant TASK ORDER TOTAL $467,850.00 DC Engineering is a sub -consultant to CH2M HILL on this project to provide electrical engineering services. The associated sub -consultant cost is included as a project expense and will appear on invoices submitted to the City as a separate line item cost. The estimated travel expenses are based on the following: o Task 9 Travel o Airline: 2 people for 1 round-trip flight at $400 / flight o Rental Car: 1 car for 2 days at $65 / day o Lodging: 2 people for 1 night at per diem rate o Meals: 2 people for 2 days at per diem rate Task Order No. 10044 Value Summary: Original Task Order -- $231,285 Amendment No. 1 -- $467,850 Change Order No. 1 to Task Order 10044 Page 9 of 9 WRRF — Headworks Capacity Expansion Design and Bid Services CH21VIHILL Engineers, Inc. Meridian City Council Meeting DATE: November 4,2015 ITEM NUMBER: 5H PROJECT NUMBER: ITEM TITLE: Professional Services Aareement Professional Services Agreement Board Certified Physician Services between the City of Meridian and Emergency Responders Health Center MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS PROFESSIONAL SERVICES AGREEMENT BOARD CERTIFIED PHYSICIAN SERVICES 0 - THIS AGREEMENT FOR PROFESSIONAL SERVICES is made this 1+ day of ov L,(, 2015, and entered into by and between the City of Meridian, a municipal corporation organized under the laws of the State of Idaho, hereinafter referred to as "CITY", 33 East Broadway Avenue, Meridian, Idaho, 83642, and Emergency Responders Health Center, LLC hereinafter referred to as "CONTRACTOR", whose business address is 9976 W. Emerald St, Boise, Idaho, 83704. INTRODUCTION WHEREAS, the City has a need for a Board Certified Physician to administer its Comprehensive Occupational Medical Evaluations; and WHEREAS, the Contractor is a Board Certified Physician who is knowledgeable and familiar with Fire Service, Comprehensive Occupational Medical Evaluations, Medical Education, Confidentiality, and Other "Firefighter Wellness" Program Review and Oversight; and WHEREAS, the Contractor is specially trained, experienced, certified, licensed and competent to perform and has agreed to provide such services; and WHEREAS, the Parties wish to enter into this agreement which would allow the City to avail itself of Contractor's professional knowledge and expertise to administer its Comprehensive Medical Evaluations. NOW, THEREFORE, in consideration of the mutual promises, covenants, terms and conditions hereinafter contained, the parties agree as follows: TERMS AND CONDITIONS Scope of Services: 1.1 Contractor shall perform and furnish to the City upon execution of this Agreement all services, and comply in all respects, as specified in the document titled "Scope of Services" a copy of which is attached hereto as Attachment "A" and incorporated herein by this reference, together with any amendments that may be agreed to in writing by the parties Contractor shall provide all services oil an non-exclusive basis and City maintains its ability to retain other contractors for same or similar services at the City's sole discretion. 1.2 The Contractor shall provide services and work under this Agreement consistent with the requirements and standards established by applicable federal, state and city laws, PSA Board Certified Physician Services Page I of 9 ordinances, regulations and resolutions, and all applicable National Fire Protection Association (NFPA) Standards. The Contractor represents and warrants that it will perform its work in accordance with generally accepted industry standards and practices for the profession or professions that are used in performance of this Agreement and that are in effect at the time of performance of this Agreement. I.3 Services and work provide by the physician at the City's request under this Agreement will be performed in a timely manner. 2. Consideration 2.1 The Contractor shall be compensated on a per -patient exam Not to Exceed basis as provided in Attachment B "Payment Schedule" attached hereto and by reference made a part hereof. The total Not -to -Exceed for each fiscal year shall be the allocated budget amount for these services. 2.2 Some services listed in Attachment A, may be medically necessary preventative and:`or medical services also covered under a patient's medical insurance plan (`Plan"). In the event a patient voluntarily supports billing their Plan for any services to be provided under this Agreement, Contractor shall first submit the claim to the Plan for processing before submitting a billing statement to the City. The Contractor will process the patient's account according to the Contractor's contract with the Plan. In addition, to the Program Fee, the City will be financially responsible for the patient's coinsurance, deductible, and copayment required by the Plan for these services and the Contractor will credit the patient's account accordingly. The Contractor shall provide the City with a billing statement, as services warrant, of fees earned and costs incurred for services provided less any payments made to Contractor by the patient's Plan which the City will pay within 30 days of receipt of a correct invoice and approval by the City. The City will not withhold any Federal or State income taxes or Social Security Tax from any payment made by City to Contractor under the terms and conditions of this Agreement. Payment of all taxes and other assessments on such sums is the sole responsibility of Contractor. 2.3 Except as expressly provided in this Agreement, Contractor shall not be entitled to receive from the City any additional consideration, compensation, salary, wages, or other type of remuneration for services rendered under this Agreement. Specifically, Contractor shall not be entitled by virtue of this Agreement to consideration in the form of overtime, health insurance benefits, retirement benefits, paid holidays or other paid leaves of absence of any type or kind whatsoever. Time of Performance: This agreement shall become effective upon execution by both parties, and shall expire September 30, 2016. This Agreement shall renew annually on October 1st for a 12 month period or unless sooner terminated by either party. 4. Independent Contractor: PSA Board Certified Physician Services Page 2 of 9 4.1 in all matters pertaining to this agreement, Contractor shall be acting as an independent contractor, and neither Contractor nor any officer, employee, or agent of Contractor wil I be deemed an employee of City. Except as expressly provided in Attachment A, Contractor has no authority or responsibility to exercise any rights or power vested in the City. The selection and designation of the personnel of the City in the performance of this agreement shall be made by the City. 4.2 Contractor shall determine the method, details and means of performing the work and services to be provided by Contractor under this Agreement. Contractor shall be responsible to City only for the requirements and results specified in this Agreement and, except as expressly provided in this Agreement, shall not be subjected to City's control with respect to the physical action or activities of Contractor in fulfillment of this Agreement. 5. Indemnification and Insurance: Contractor shall indemnify and save and hold harmless City from and for any and all losses, claims, actions, judgments for damages, or injury to persons or property and losses and expenses and other costs including litigation costs and attorney's fees, arising out of, resulting from, or in connection with the negligent acts and'or errors or omissions by the Contractor, its servants, agents, officers, employees, guests, and business invitees, and not caused by or arising out of the tortuous conduct of City or its employees. Contractor shall maintain, and specifically agrees that it will maintain, throughout the term of this Agreement, liability insurance in the minimum amounts as follow, General Liability One Million Dollars ($1,000,000) per incident or occurrence, Professional Liability / Professional errors and omissions One Million Dollars ($1,000,000) aggregate and Workers' Compensation insurance , in the statutory limits as required by law. The City shall be named an additional insured on the General Liability policy. The limits of insurance shall not be deemed a limitation of the covenants to indemnify and save and hold harmless City; and if City becomes liable for an amount in excess of the insurance limits, herein provided, Contractor covenants and agrees to indemnify and save and hold harmless City from and for all such losses, claims, actions, or judgments for damages or injury to persons or property and other costs, including litigation costs and attorneys' fees, arising out of, resulting from , or in connection with the performance of this Agreement by the Contractor or Contractor's officers, employs, agents, representatives or subcontractors and resulting in or attributable to personal injury, death, or damage or destruction to tangible or intangible property, including use of. Contractor shall provide City with a Certificate of insurance, or other proof of insurance evidencing Contractor's compliance with the requirements of this paragraph and file such proof of insurance with the City at least ten (10) days prior to the date Contractor begins performance of its obligations under this Agreement. In the event the insurance minimums are changed, Contractor shall immediately submit proof of compliance with the changed limits. Evidence of all insurance shall be submitted to the City of Meridian with a copy to Meridian City Accounting, 33 East Broadway Avenue, Meridian, Idaho 83642. 6. Notices: Any and all notices required to be given by either of the parties hereto, unless otherwise stated in this agreement, shall be in writing and be deemed communicated PSA Board Certified Physician Services Page 3 of 9 when mailed in the United States mail, certified, return receipt requested, addressed as follows: CITY CONTRACTOR City of Meridian Emergency Responders Health Center, LLC City Clerk Attn: Rob Hilvers, MD 33 E Broadway Ave 9976 W. Emerald St Meridian, ID 83642 Boise, Idaho, 83704 Either party may change their address for the purpose of this paragraph by giving written notice of such change to the other in the manner herein provided. Attorney Tees: Should any litigation be commenced between the parties hereto concerning this Agreement, the prevailing party shall be entitled, in addition to any other relief as may be granted, to court costs and reasonable attorneys' fees as determined by a Court of competent jurisdiction. This provision shall be deemed to be a separate contract between the parties and shall survive any default, termination or forfeiture of this Agreement. 8. Time is of the Essence: The parties hereto acknowledge and agree that time is strictly of the essence with respect to each and every term, condition and provision hereof, and that the failure to timely perform any of the obligations hereunder shall constitute a breach of, and a default under, this Agreement by the party so failing to perform. 9. Assignment: It is expressly agreed and understood by the parties hereto, that Contractor shall not have the right to assign, transfer, hypothecate or sell any of its rights under this Agreement except upon the prior express written consent of City. 10. Discrimination Prohibited: In performing the Services required herein, Contractor shall not unlawfully discriminate in violation of any federal, state or local law, rule or regulation against any person on the basis of race, color, religion, sex, national origin or ancestry, age or disability. 11. Reports and information: 11.1 At such times and in such forms as the City may require, there shall be furnished to the City such financial statements, records, reports, data and information as the City may request pertaining to the billing matters covered by this Agreement. 11.2 Contractor shall maintain all financial records prepared or compiled in connection with the performance of this Agreement for a minimum of four (4) years from the termination or completion of this or Agreement. 12. Audits and Inspections: At any time during normal business hours and as often as the City may deem necessary, there shall be made available to the City for examination all of Contractor's billing records with respect to all matters covered by this Agreement. Contractor shal I permit the City to audit, examine, and make excerpts or transcripts from PSA Board Certified Physician Services Page 4 of 9 such billing records, and to make audits of all contracts, invoices, materials, payrolls, records of personnel, conditions of employment and other data relating to all matters covered by this Agreement. The right to audit and inspect shall not include any records protected by the Health Insurance Portability and Accountability Act of 1996 (T-ITPAA). 13. Compliance with Laws: In performing the scope of services required hereunder, Contractor shall comply with all applicable laws, ordinances, and codes of Federal, State, and local governments. 14. Changes: The City may, from time to time, request changes in the Scope of Services to be performed hereunder. Such changes, including any increase or decrease in the amount of Contractor's compensation, which are mutually agreed upon by and between the City and Contractor, shall be incorporated in written amendments to this Agreement. 15. Termination: If, through any cause, Contractor, its officers, employees, or agents fails to fulfill in a timely and proper manner its obligations under this Agreement, violates any of the covenants, agreements, or stipulations of this Agreement, falsifies any record or document required to be prepared under this agreement, engages in fraud, dishonesty, or any other act of misconduct in the performance of this contract, or if the City Council deters -nines that termination of this Agreement is in the best interest of City, the City shall thereupon have the right to terminate this Agreement, in part or in its entirety, by giving written notice to Contractor of such termination and specifying the effective date thereof at least sixty (60) days before the effective date of such termination. Contractor may terminate this agreement at any time by giving at least sixty (60) days' notice to City In the event of any termination of this Agreement, Contractor shall be entitled to receive just and equitable compensation for any work satisfactorily complete hereunder. 16. Construction and Severability: If any part of this Agreement is held to be invalid or unenforceable, such holding will not affect the validity or enforceability of any other part of this Agreement so long as the remainder of the Agreement is reasonably capable of completion. 17. Advice of Attorney: Each party warrants and represents that in executing this Agreement. It has received independent legal advice from its attorney's or the opportunity to seek such advice. 18. Entire Agreement: This Agreement contains the entire agreement of the parties and supersedes any and all other agreements or understandings, oral of written, whether previous to the execution hereof or contemporaneous herewith. 19. Public Records Act: Pursuant to Idaho Code Section 9-335, et seq., all billing information and financial documents received from the Contractor may be open to public inspection and copying unless exempt from disclosure. PSA Board Certified Physician Services Page 5 of 9 20. Applicable Lav: This Agreement shall be governed by and construed and enforced in accordance with the laws of the State of Tdaho, and the ordinances of the City of Meridian. 21. Approval Required: This Agreement shall not become effective or binding until approved by the City of Meridian. ATTEST CEl\'TER, 0 b RESPONDERS HEALTH CITY OF NfERTDTAN Z mmy de Weerd Holman, City Clerk v' ` r, PSA Board Certified Physician Services Page 6 or 9 Attachment A SCOPE OF WORK Comprehensive Occupational Medical Evaluations 1. Complete Medical History • Medical and surgical history • Allergies • Family history Prior work.'exposure history Reproductive history • Stress evaluation 2. Complete Physical Examination Vital signs • Oplithalmologic screening 1. Titmus Vision Screener-TNO Occupational Slides. Includes: I. Right and left acuity, binocular acuity, depth perception, color perception, vertical and lateral phoria. Body composition (abdominal circumference) • Extensive physical examination (perfornied by ERHC clinician). • Functional Mobility Testing 3. immunizations and infectious disease screening (immunization billed separately) • Tuberculosis screen (PPD); annually • Influenza -vaccine; offered annually (often provided through cities) • Tetanus: -diphtheria booster every l 0 years (AdaceI or dT) • Hepatitis A vaccine (2 shot series) • Hepatitis B vaccinations and titers • Hepatitis C virus screen • MMR vaccine (mumps, measles, and rubella) • Polio vaccine • HTV screening; offered annually on a confidential basis "Hepatitis C screen and HIV are done at baseline exam, and repeated if either requested or reported exposure. 4. Laboratory profile • CBC (complete blood count) • Comprehensive chemistry profile • Hemoglobin A 1 c if fasting glucose : 120. • Fasting lipid panel • PSA (all males over age 45) • Urinalysis (including specific gravity, protein, glucose, and occult blood) Entry Level :baseline exam: HIV and hepatitis C screening labs. Hepatitis B antibody titer. 5. Radiology • Chest X-ray (PA."lateral); repeat every 5 years. PSA Board Certified Physicinn Services Page 7 of 9 6. Pulmonary Function Testing • Annual spirometry to include: FVC (forced vital capacity), FEV1 (forced expiratory volume in I second); FVC•FEVI ratio. 7. EKG:'Exercise treadmill testing Annual 12 lead resting EKG • Cardiac Stress Test using Gerkin treadmill protocol* 1. Age 40 and over: Annually 11. Age 30-39: Every 2 years 111. Age 20-29: Every 3 years 8. Personal medical report. Each patient will receive a detailed 4 page printout including personalized 'F.rnergenry Responders Melabolie, S'yndromo' score, individual's comparisons across regional responders, and 'Doctors Notes' section outlining details of medical evaluation. 9_ Medical referrals (any referrals to be at examinee's own expense and are not included in the scope of this Agreement) • Referrals to medical specialist as indicated based on history and examination. • Referral to physical therapy for musculoskeletal rehabilitation. Nutritional counseling for weight management and discussion of healthy dietary choices. 10. Medical Records: Maintain and update medical records. When indicated or requested, a copy of the exam results can be forwarded to the examinee's personal physician at the examinee's request 11. Written letter of verification of examinee's attendance at scheduled examination. PSA Board Certified Physician Services Page 9 of 9 Attachment B PAYMENT SCHEDULT Total and complete compensation for this Agreement shall not exceed the annual budget appropriation for this line item. The amount to be paid for each examination performed by Contractor shall be as follows - TASK DESCRIPTION AMOUNT Task l Comprehensive Occupational Medical Evaluation (Per individual Exam) $935* ; Task 2 Additional miscellaneous tests and fees (per exam) S65* Task 3 Task 4 Task 5 PER EXAM TOTAL $I1000.00* *The amount to be paid by City to Contractor shall be reduced by the amount of any payments made to Contractor by the patient's health insurer. PSA Board Certified Physician Services Page 9 of 9 Meridian City Council Meeting DATE: November 4,2015 ITEM NUMBER: 51 PROJECT NUMBER: ITEM TITLE: Professional Service Agreement for Traffic Box Wrap Art Professional Service Agreement for Traffic Box Wrap Art - "Floating Above Air" by Madison Darby at Fairview and Main; Sponsored by Alaska National Insurance MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS PROFESSIONAL SERVICES AGREEMENT FOR ARTWORK FOR TRAFFIC BOX COMMUNITY ART PROJECT This PROFESSIONAL SERVICPS AGREEMENT FOR ARTWORK FOR TRAFFIC BOX ART PROJECT ("Agreement") is made this day of November, 2015 ("Effective Date"), by and between the ty of JVleri�i'an, a municipal corporation organized under the laws of the State of Idaho ("City"), and `. Gam' 1': L ("Contractor"), an individual person and parent or legal guardian PRINT NAME OF PARENT OR LEGAL ARDIAN of Madison Darby, a minor child ("Artist"). WHEREAS, the City desires that public art will be a component of our community, and to that end, the Meridian Arts Commission ("MAC") issued the Call for Artists attached hereto as Exhibit A, seeking proposals for the inclusion of artwork in the Traffic Box Art Image Repository, a repository of images portraying artwork available for reproduction on vinyl wraps to be installed on traffic signal boxes in Meridian, with permission from the property owner Ada County Highway District, as part of the Traffic Box Community Art Project ("Project"), as a benefit to the public; WHEREAS, Artist submitted a response to the Call for Artists, which response included the Application and Acknowledgments and letter of intent attached hereto as Exhibit B; WHEREAS, on May 18, 2015, the Meridian Arts Commission reviewed the responses to the Call for Artists, recommended works appropriate for inclusion in the Traffic Box Art Image Repository based on their respectively submitted proposals, including the artwork submitted by Artist, and on June 9, 2015, Meridian City Council accepted such recommendation, creating the Traffic Box Art Image Repository via Resolution no. 15-1070; WHEREAS, MAC recommended to City Council that a piece of art entitled Floating Above Air, depicted in Exhibit C hereto ("Artwork"), created by Artist and included in the Traffic Box Art Image Repository, become an installation as part of the Project, and the Meridian City Council accepted MAC's recommendation; and WHEREAS, Artist and Contractor wish to participate in the Project by allowing the Artwork to be scanned and formatted in order to depict the Artwork on a vinyl wrap installation on a traffic control box, subject to the following terms and conditions; NOW, THEREFORE, for good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged and agreed, the Parties agree as follows: I. SCOPE. A. Delivery of Artwork; purpose. Contractor shall allow City to temporarily take possession of the original Artwork for the purpose of creating a digital image of the Artwork, printing such image on a vinyl wrap, and installing the vinyl wrap on one or more traffic control boxes in Meridian, Idaho. City shall not provide insurance to cover loss, theft, or damage of original Artwork and/or of Contractor's or Artist's person, property, or interests. Insurance of original Artwork shall be in Contractor's sole discretion and responsibility. Contractor shall bear any and all risks of and actual loss, theft, and/or damage to the original Artwork. B. License; alterations. Contractor grants to City an irrevocable license to digitally and/or photographically reproduce the image of the Artwork and to authorize third parties to do the same. Artist acknowledges and agrees that the process of photographing, digitizing, printing, and/or reproducing the image of Artwork on PROFESSIONAL SERVICES AGREEMENT - TRAFFIC Box COMMUNITY ART PROJECT PAGE 1 of 9 a vinyl wrap or wraps may require that the image, or portions thereof, be cropped, resized, or otherwise altered in order to transfer the image of the original Artwork onto a traffic control box, or for other purpose, in City's sole discretion. C. Copyright. Neither Artist nor Contractor shall make any claim to the copyright of the Artwork. Contractor expressly waives any and all right, title, or interest in the images or products created using Artwork. Contractor understands that this waiver includes waivers of the exclusive rights of reproduction, adaptation, publication, and display. Contractor agrees to relinquish and waive any and all rights, title, and interest to the Artwork, images thereof, or images of any portion thereof, including, but not limited to, the rights afforded artists under the Copyright Act of 1976 and the Visual Arts Rights Act of 1990, Title 17 U.S.C. §§ 101 et seq. Contractor understands and agrees that the right of attribution and integrity, as specifically set forth in 17 U.S.C. § 106A, are hereby expressly waived except as otherwise provided herein. To the extent that the provisions of this Agreement differ with the Copyright Act of 1976 and Visual Arts Rights Act of 1990, the provisions of this Agreement will govern and any such differences in the rights and duties created thereunder are expressly waived. D. Limited edition. Contractor warrants and represents that the Artwork has never before been created, published, produced, reproduced, or copied; that Artist is the sole creator of the Artwork; and that Contractor, as Artist's parent or legal guardian, is the lawful owner of all rights in the Artwork and the content depicted therein. E. Ownership. City shall own the digital image created from Artwork and any portion or product thereof, including the vinyl wrap or wraps created therefrom. City shall also own the copyright to Artwork and any product or component thereof, including the vinyl wrap or wraps created therefrom. The installation location(s) of the vinyl wrap(s) created from Artwork, if any, will be selected in the City's sole discretion, and once installed, City or other duly authorized party may modify or remove, or allow modification or removal of same, in City's or other applicable agency's sole discretion. Contractor specifically waives the right to claim any remedy concerning the alteration of any image of Artwork or portion thereof, including the vinyl wrap or wraps created therefrom. City shall riot be obligated by this Agreement to install any vinyl wrap or wraps featuring the digital image of Artwork or any portion thereof. F. Payment. City shall make total payment to Contractor for services rendered pursuant to this Agreement in the amount of three hundred dollars ($300.00). This payment shall constitute full compensation from City to Contractor and to Artist for any and all services, costs, and expenses related to services performed under this Agreement. Contractor and/or Artist shall be responsible for payment of any and all taxes due and owing for payment received under this Agreement. G. Photographs. Contractor consents twCity's publication and/or use of any photographs or recordings of Artist, Artwork, or installations created using Artwork, for promotional purposes. II. TERMS AND CONDITIONS A. Acknowledgment. Contractor acknowledges that activity undertaken in conjunction with this Agreement presents risks, some of which are unknown, and agrees to assume all such risks. B. Indemnification; waiver. Contractor shall indemnify, save and hold harmless, release and forever discharge City and its agents and employees from and for any and all losses, claims, actions, judgments for damages, or injury to persons or property and losses and expenses caused or incurred by Contractor, Artist, or City in the course of any activity associated with this Agreement not caused by or arising out of the tortious conduct of City, regardless of the manner by which such claim may be brought. PROFESSIONAL SERVICES AGREEMENT — UTILrrY BOX WRAP PAGE 2 of 9 C. Relationship of Parties. Contractor is an independent contractor and is not an employee, agent, joint venturer, or partner of City. Nothing in this Agreement shall be interpreted or construed as creating or establishing the relationship of employer and employee between Contractor and City or between Contractor and any official, agent, or employee of City. D. Entire Agreement. This Agreement constitutes the entire understanding between the Parties. This Agreement supersedes any and all statements, promises, or inducements made by either party, or agents of either party, whether oral or written. The terms of this Agreement may not be enlarged, modified or altered except upon written agreement signed by both parties hereto. E. Agreement governed by Idaho law. The laws of the State of Idaho shall govern the validity, interpretation, performance and enforcement of this Agreement. Venue shall be in the courts of Ada County, Idaho. F. Severability. If any provision of this Agreement is found by a court of competent jurisdiction to be illegal, invalid, or unenforceable, the remainder of this Agreement shall not be affected. G. Successors and assigns. All of the terms, provisions, covenants and conditions of this Agreement shall inure to the benefit of, and shall be binding upon, each party and their successors, assigns, legal representatives, heirs, executors, and administrators. H. Advice of attorney. Each party warrants and represents that in executing this Agreement, it has received independent legal advice from its attorneys or the opportunity to seek such advice. I. Compliance with law. Contractor and Artist shall comply with any and all applicable federal, state, and local laws. J. Exhibits. All exhibits to this Agreement are incorporated by reference and made a part of hereof as if the exhibits were set forth in their entirety herein. K. City Council approval required. The validity of this Agreement shall be expressly conditioned upon City Council action approving the Agreement. Execution of this Agreement by the persons referenced below prior to suchTahfication or approval shall not be construed as proof of f valtdiiy in the absence of Meridian City Council approval. IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the 'I day of November, 2015. CONTACTOR: ARTIST: M,6z�41. J�41 Madison Darby EXHIBIT A CALL FOR ARTISTS PROFESSIONAL SERVICES AGREEMENT - UTILITY BOX WRAP PAGE 4 of 9 Meridian Commission Call for Artists: TRAFFIC BOX ART IMAGE REPOSITORY OVERVIEW: The Meridian Arts Commission (MAC) seeks proposals of two-dimensional artwork to be added to a repository of images portraying artwork available for reproduction on a vinyl wrap to be installed on a traffic box in Meridian. As funding becomes available, MAC and/or a sponsoring partner may select a piece of artwork represented in the repository to reproduce as a vinyl wrap. A $300 stipend shall be available for artists whose work is selected for reproduction as a vinyl wrap to be installed on a traffic box, following execution of, and pursuant to, a written agreement with the City of Meridian and scanning of the original artwork portrayed in the selected image by City or City's selected vendor. ELIGIBILITY: The Traffic Box Art Image Repository is to include original artwork by artists who live or work in Idaho's Treasure Valley, created using any medium, so long as it can be represented in a high-resolution digital image without loss of integrity or quality. No artwork will be included in the repository which does not meet the selection criteria. Artists whose work is selected for reproduction as a vinyl wrap will be required to enter into a written agreement with the City setting forth specific terms and conditions of inclusion. Each person may submit up to ten (10) images for consideration; a maximum of two (2) images per person will be selected for inclusion in the repository. PROPOSAL REQUIREMENTS: An artist wishing to submit an image for inclusion in the digital repository must provide the following materials and information to MAC in order to be considered for inclusion in the digital repository: • Completed, signed Traffic Box Art Image Repository Application Et Acknowledgements form; • One-page letter of intent, including biography of the artist, on 8.5x11" sheet of 20 lb., white paper; and • Up to ten (10) digital images, in .jpg format, of original artwork proposed for inclusion in the digital repository, on a CD or jump drive; image file names must include artist's last name and artwork title. Materials submitted will not be returned. E-mailed submissions will not be accepted; materials must be submitted via U.S. Mail or in-person delivery, addressed to: Meridian Arts Commission Attn: Traffic Box Art Digital Repository Proposal 33 East Broadway Avenue Meridian ID 83642 DEADLINE: This call shall be open until 5:00 p.m. on Friday, May 1, 2015. SELECTION PROCESS: The selection of art for inclusion in the digital repository will be made by MAC. MAC will jury submissions at its regularly scheduled meetings, as they are received. MAC will notify selectees by letter sent U.S. Mail. In evaluating eligible proposals, the following factors will be considered: • Quality of work; • Appropriateness of subject and concept for a public space; • Consistency with City policy and community values; and • Contribution to aesthetic and cultural atmosphere of the Meridian community. Artwork will be deemed inappropriate which portrays: content which violates copyright or other known legal ownership interest, profanity, obscenity, indecency, violence, pornography; discrimination on the basis of race, creed, color, age, religion, gender, sexual orientation, or nationality; defamation or personal attacks. CONTACT MAC: Questions regarding this Call for Artists may be sent via e-mail to mac@meridiancity.org. EXHIBIT B APPLICATION MATERIALS PROFESSIONAL SERVICES AGREEMENT— UTILITY BOX WRAP PAGE 6 of 9 Meridian Commission Application Et Acknowledgments: TRAFFIC BOX ART DIGITAL REPOSITORY Applicant: E-mail address: Mailing address: Physical address: Applicant phone: Image title(s): 1.: 2. 3. 4. 5.- 6.- 7.- 8. - .6.7.8._ 9.- 10. LL I hereby acknowledge the following stipulations and agree that if one of the images listed above is selected for inclusion in the Traffic Box Art Digital Repository, such inclusion shall occur subject to these general terms and conditions, as well as subject to other specific terms and conditions that shall be set forth in a separate, written Acceptance Agreement between myself and the City of Meridian. I specifically acknowledge and agree that: A. - All artwork submitted with this proposal for consideration -for inclusion in the digital �T� repository is original work that I myself conceived and created in all respects. RIPB. Before work represented in the digital repository may be installed as a vinyl traffic box wrap, I will be required to enter into a written agreement with the City of Meridian establishing the specific terms and conditions of such installation. No entitlement will issue or attach prior to negotiation and execution of such agreement. C. Before work represented in the repository may be installed as a vinyl traffic box wrap, I will be lNrrlXL required to provide the original artwork from which the image was taken. If the original artwork is no longer in my possession, I will advise the Meridian Arts Commission so that the image may be removed from the digital repository as a potential option for installation as a vinyl wrap. v D. Upon submission of artwork to the City of Meridian for consideration for inclusion in the digital repository, such submission is a public record; subject to the Idaho Public Records Act. E. Artwork included in the digital repository may be removed from the repository, and/or the repository may be deleted or discontinued, without notice to the artist. ._ F. The City seeks to encourage artistic expression and -public dialogue, but must simultaneously r ensure that persons of diverse ages and perspectives feel welcome and comfortable in public spaces. To this end, only artwork meeting the eligibility standards described in the Call for Artists shall be included in the digitall repository. I acknowledge and understand, and submit my proposal subject to, each and all of these terms and conditions. b Date: o 1�J Signature: Day_ Evening: Cell: 0f3 — (0 3 9,-7VS6 Meridian Traffic Box Art Entry Letter of Intent My art project is called "Floating Above Air", I created "Floating Above Air" because I love sunsets and balloons. I was trying to express how beautiful sunsets are and how they have so many colors. My message was that earth is so beautiful and we should appreciate how beautiful it is. I think "Floating Above Air" could make a great traffic box display because I think when people look at it, it will put a smile on their faces because it shows people how beautiful earth is and we should appreciate what we have in life. Biography My name is Madison Darby, in my family I have my brothers, Nick and Cameron, and my mom and dad, Jolie and Daniel. I have little/rare experience with art and this year is my first of actually doing art class. I am 12 years old and my birthday is August 20, 2002, so I'm pretty much the youngest 7th grade in my school. [My school is Sawtooth Middle School] Since the beginning of this semester in January I have learned lots of things about art, and I really like it because not only I'm learning stuff new but Mrs. Johnston is a great teacher and she has taught me many things. The thing that I most like about creating art is expressing how I like things and how I feel. My hobbies are Soccer, Basketball, Volleyball, and Baseball. So you can kind of tell I like sports. EXHIBIT C FLDATINGABO VEAIR PROFESSIONAL SERVICES AGREEMENT -TRAFFIC BOX COMMUNITY ART PROJECT PAGE 9 OF 9 Meridian City Council Meeting DATE: November 4,2015 ITEM NUMBER: 5J PROJECT NUMBER: ITEM TITLE: Professional Service Agreement for Traffic Box Wrap Art Professional Service Agreement for Traffic Box Wrap Art - "Goals, Dream it, Believe it, Achieve it" by Hunter Deim at Pine and Eagle; Sponsored by Alaska National Insurance MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS PROFESSIONAL SERVICES AGREEMENT FOR ARTWORK FOR TRAFFIC BOX COMMUNITY ART PROJECT This PROFESSIONAL SERVICES AGREEMENT FOR ARTWORK FOR TRAFFIC BOX ART PROJECT ("Agreement") is made this vday of November, 2015 ("Effective Date"), by and between the City of M idian� a municipal corporation organized under the laws of the State of Idaho ("City"), and ("Contractor"), an individual person and parent or legal guardian RINT AME OF MARENT OR LEGAL GUARDIAN of Hunter Deim, a minor child ("Artist"), WHEREAS, the City desires that public art will be a component of our community, and to that end, the Meridian Arts Commission ("MAC") issued the Call for Artists attached hereto as Exhibit A, seeking proposals for the inclusion of artwork in the Traffic Box Art Image Repository, a repository of images portraying artwork available for reproduction on vinyl wraps to be installed on traffic signal boxes in Meridian, with permission from the property owner Ada County Highway District, as part of the Traffic Box Community Art Project ("Project"), as a benefit to the public; WHEREAS, Artist submitted a response to the Call for Artists, which response included the Application and Acknowledgments and letter of intent attached hereto as Exhibit B; WHEREAS, on May 18, 2015, the Meridian Arts Commission reviewed the responses to the Call for Artists, recommended works appropriate for inclusion in the Traffic Box Art Image Repository based on their respectively submitted proposals, including the artwork submitted by Artist, and on June 9, 2015, Meridian City Council accepted such recommendation, creating the Traffic Box Art Image Repository via Resolution no. 15-1070; WHEREAS, MAC recommended to City Council that a piece of art entitled Goals, Dream it, Believe it, Achieve it, depicted in Exhibit C hereto ("Artwork"), created by Artist and included in the Traffic Box Art Image Repository, become an installation as part of the Project, and the Meridian City Council accepted MAC's recommendation; and WHEREAS, Artist and Contractor wish to participate in the Project by allowing the Artwork to be scanned and formatted in order to depict the Artwork on a vinyl wrap installation on a traffic control box, subject to the following terms and conditions; NOW, THEREFORE, for good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged and agreed, the Parties agree as follows: I. SCOPE. A. Delivery of Artwork; purpose. Contractor shall allow City to temporarily take possession of the original Artwork for the purpose of creating a digital image of the Artwork, printing such image on a vinyl wrap, and installing the vinyl wrap on one or more traffic control boxes in Meridian, Idaho. City shall not provide insurance to cover loss, theft, or damage of original Artwork and/or of Contractor's or Artist's person, property, or interests. Insurance of original Artwork shall be in Contractor's sole discretion and responsibility. Contractor shall bear any and all risks of and actual loss, theft, and/or damage to the original Artwork. B. License; alterations. Contractor grants to City an irrevocable license to digitally and/or photographically reproduce the image of the Artwork and to authorize third parties to do the same. Artist acknowledges and agrees that the process of photographing, digitizing, printing, and/or reproducing the image of Artwork on PROFESSIONAL SERVICES AGREEMENT—TRAFFIC Box COMMUNITY ART PROJECT PAGE 1 of 9 a vinyl wrap or wraps may require that the image, or portions thereof, be cropped, resized, or otherwise altered in order to transfer the image of the original Artwork onto a traffic control box, or for other purpose, in City's sole discretion. C. Copyright. Neither Artist nor Contractor shall make any claim to the copyright of the Artwork. Contractor expressly waives any and all right, title, or interest in the images or products created using Artwork. Contractor understands that this waiver includes waivers of the exclusive rights of reproduction, adaptation, publication, and display. Contractor agrees to relinquish and waive any and all rights, title, and interest to the Artwork, images thereof, or images of any portion thereof, including, but not limited to, the rights afforded artists under the Copyright Act of 1976 and the Visual Arts Rights Act of 1990, Title 17 U.S.C. §§ 101 et seq. Contractor understands and agrees that the right of attribution and integrity, as specifically set forth in 17 U.S.C. § 106A, are hereby expressly waived except as otherwise provided herein. To the extent that the provisions of this Agreement differ with the Copyright Act of 1976 and Visual Arts Rights Act of 1990, the provisions of this Agreement will govern and any such differences in the rights and duties created thereunder are expressly waived. D. Limited edition. Contractor warrants and represents that the Artwork has never before been created, published, produced, reproduced, or copied; that Artist is the sole creator of the Artwork; and that Contractor, as Artist's parent or legal guardian, is the lawful owner of all rights in the Artwork and the content depicted therein. E. Ownership. City shall own the digital image created from Artwork and any portion or product thereof, including the vinyl wrap or wraps created therefrom. City shall also own the copyright to Artwork and any product or component thereof, including the vinyl wrap or wraps created therefrom. The installation location(s) of the vinyl wrap(s) created from Artwork, if any, will be selected in the City's sole discretion, and once installed, City or other duly authorized party may modify or remove, or allow modification or removal of same, in City's or other applicable agency's sole discretion. Contractor specifically waives the right to claim any remedy concerning the alteration of any image of Artwork or portion thereof, including the vinyl wrap or wraps created therefrom. City shall not be obligated by this Agreement to install any vinyl wrap or wraps featuring the digital image of Artwork or any portion thereof. F. Payment. City shall make total payment to Contractor for services rendered pursuant to this Agreement in the amount of three hundred dollars ($300.00). This payment shall constitute full compensation from City to Contractor and to Artist for any and all services, costs, and expenses related to services performed under this Agreement. Contractor and/or Artist shall be responsible for payment of any and all taxes due and owing for payment received under this Agreement. G. Photographs. Contractor consents to City's publication and/or use of any photographs or recordings of Artist, Artwork, or installations created using Artwork, for promotional purposes. 11. TERMS AND CONDITIONS A. Acknowledgment. Contractor acknowledges that activity undertaken in conjunction with this Agreement presents risks, some of which are unknown, and agrees to assume all such risks. B. Indemnification; waiver. Contractor shall indemnify, save and hold harmless, release and forever discharge City and its agents and employees from and for any and all losses, claims, actions, judgments for damages, or injury to persons or property and losses and expenses caused or incurred by Contractor, Artist, or City in the course of any activity associated with this Agreement not caused by or arising out of the tortious conduct of City, regardless of the manner by which such claim may be brought. PROFESSIONAL SERVICES AGREEMENT -UTILITY Box WRAP PAGE 2 of 9 C. Relationship of Parties. Contractor is an independent contractor and is not an employee, agent, joint venturer, or partner of City. Nothing in this Agreement shall be interpreted or construed as creating or establishing the relationship of employer and employee between Contractor and City or between Contractor and any official, agent, or employee of City. D. Entire Agreement. This Agreement constitutes the entire understanding between the Parties. This Agreement supersedes any and all statements, promises, or inducements made by either party, or agents of either party, whether oral or written. The terms of this Agreement may not be enlarged, modified or altered except upon written agreement signed by both parties hereto. E. Agreement governed by Idaho law. The laws of the State of Idaho shall govern the validity, interpretation, performance and enforcement of this Agreement. Venue shall be in the courts of Ada County, Idaho. F. Severability. If any provision of this Agreement is found by a court of competent jurisdiction to be illegal, invalid, or unenforceable, the remainder of this Agreement shall not be affected. G. Successors and assigns. All of the terms, provisions, covenants and conditions of this Agreement shall inure to the benefit of, and shall be binding upon, each party and their successors, assigns, legal representatives, heirs, executors, and administrators. H. Advice of attorney. Each party warrants and represents that in executing this Agreement, it has received independent legal advice fiom its attorneys or the opportunity to seek such advice. 1. Compliance with law. Contractor and Artist shall comply with any and all applicable federal, state, and local laws. J. Exhibits. All exhibits to this Agreement are incorporated by reference and made a part of hereof as if the exhibits were set forth in their entirety herein. K. City Council approval required. The validity of this Agreement shall be expressly conditioned upon City Council action approving the Agreement. Execution of this Agreement by the persons referenced below prior to such ratification or approval shall not be construed as proof of validity in the absence of Meridian City Council approval. IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the LP day of November, 2015. CONTACTOR: P Print Name: Parent or Guardian of Hunter Deim CITY OF MERIDIAN: �Rt Vu , , Sl J a BY: : City of Tammy "'-6rd,-Mayor SE AL PROFESSIONAL SERVICES AGREEMENT—TRAFFIC ``'�&COMMUNIS~ A ARTIST: Hunter Deim PROJECT Clerk PAGE 3 of 9 EXHIBIT A CALL FOR ARTISTS PROFESSIONAL SERVICES AGREEMENT -UTILITY BOX WRAP PAGE 4 Of 9 7 Meridian Commission Ca(( for Artists: TRAFFIC BOX ART IMAGE REPOSITORY OVERVIEW: The Meridian Arts Commission (MAC) seeks proposals of two-dimensional artwork to be added to a repository of images portraying artwork available for reproduction on a vinyl wrap to be installed on a traffic box in Meridian. As funding becomes available, MAC and/or a sponsoring partner may select a piece of artwork represented in the repository to reproduce as a vinyl wrap. A $300 stipend shall be available for artists whose work is selected for reproduction as a vinyl wrap to be installed on a traffic box, following execution of, and pursuant to, a written agreement with the City of Meridian and scanning of the original artwork portrayed in the selected image by City or City's selected vendor. ELIGIBILITY: The Traffic Box Art Image Repository is to include original artwork by artists who live or work in Idaho's Treasure Valley, created using any medium, so long as it can be represented in a high-resolution digital image without loss of integrity or quality. No artwork will be included in the repository which does not meet the selection criteria. Artists whose work is selected for reproduction as a vinyl wrap will be required to enter into a written agreement with the City setting forth specific terms and conditions of inclusion. Each person may submit up to ten (10) images for consideration; a maximum of two (2) images per person will be selected for inclusion in the repository. PROPOSAL REQUIREMENTS: An artist wishing to submit an image for inclusion in the digital repository must provide the following materials and information to MAC in order to be considered for inclusion in the digital repository: • Completed, signed Traffic Box Art Image Repository Application Et Acknowledgements form; • One-page letter of intent, including biography of the artist, on 8.5x11" sheet of 20 lb., white paper; and • Up to ten (10) digital images, in .jpg format, of original artwork proposed for inclusion in the digital repository, on a CD or jump drive; image file names must include artist's last name and artwork title. Materials submitted will not be returned. E-mailed submissions will not be accepted; materials must be submitted via U.S. Mail or in-person delivery, addressed to: Meridian Arts Commission Attn: Traffic Box Art Digital Repository Proposal 33 East Broadway Avenue Meridian ID 83642 DEADLINE: This call shall be open until 5:00 p.m. on Friday, May 1, 2015. SELECTION PROCESS: The selection of art for inclusion in the digital repository will be made by MAC. MAC will jury submissions at its regularly scheduled meetings, as they are received. MAC will notify selectees by letter sent U.S. Mail. In evaluating eligible proposals, the following factors will be considered: • Quality of work; • Appropriateness of subject and concept for a public space; • Consistency with City policy and community values; and • Contribution to aesthetic and cultural atmosphere of the Meridian community. Artwork will be deemed inappropriate which portrays: content which violates copyright or other known legal ownership interest, profanity, obscenity, indecency, violence, pornography; discrimination on the basis of race, creed, color, age, religion, gender, sexual orientation, or nationality; defamation or personal attacks. CONTACT MAC: Questions regarding this Call for Artists may be sent via e-mail to macCmeridiancity.org. EXHIBIT B APPLICATION MATERIALS PROFESSIONAL SERVICES AGREEMENT -UTILITY BOX WRAP PAGE 6 of 9 7 Meridian Commission Application £t Acknowledgments: TRAFFIC BOX ART DIGITAL REPOSITORY Applicant: E-mail address: Mailing address: Physical address: Applicant phone: Image title(s): uay: owgpnrat Evening: %35-0-3o$ Cell: tS-daro% 1. 2 • Cyojati's Dl f i� btli',Le/Pr�Cf- 7 3�1Cf' 3. 4. 5. 6. 7. 8. 9. 10. hereby acknowledge the following stipulations and agree that if one of the images listed above is selected for inclusion in the Traffic Box Art Digital Repository, such inclusion shall occur subject to these general terms and conditions, as well as subject to other specific terms and conditions that shall be set forth in a separate, written Acceptance Agreement between myself and the City of Meridian. I specifically acknowledge and agree that: A. All artwork submitted with this proposal for consideration for inclusion in the digital W57 repository is original work that I myself conceived and created in all respects. B. Before work represented in the digital repository may be installed as a vinyl traffic box wrap, I will be required to enter into a written agreement with the City of Meridian establishing the specific terms and conditions of such installation. No entitlement will issue or attach prior to negotiation and execution of such agreement. i C. Before work represented in the repository may be installed as a vinyl traffic box wrap, I will be required to provide the original artwork from which the image was taken. If the original artwork is no longer in my possession, I will advise the Meridian Arts Commission so that the image may be removed from the digital repository as a potential option for installation as a vinyl wrap. ' Im D. Upon submission of artwork to the City of Meridian for consideration for inclusion in the Nflxrdigital repository, such submission is a public record, subject to the Idaho Public Records Act. E. Artwork included in the digital repository may be removed from the repository, and/or the repository may be deleted or discontinued, without notice to the artist. > F. The City seeks to encourage artistic expression and public dialogue, but must simultaneously ensure that persons of diverse ages and perspectives feel welcome and comfortable in public spaces. To this end, only artwork meeting the eligibility standards described in the Call for Artists shall be included in the digital repository. I acknowledge and understand, and submit my proposal subject to, each and all of these terms and conditions. Signature: AAO-I;;'�W Date: *W4s Goals: Dream it, believe it, achieve it! Intent When I was creating this poster I was trying to express that you should strive to achieve your goals or dreams. If you read the title it tells you everything about what I'm trying to express. I drew a lacrosse player in the MLL because that is my dream/goal for when I get older. This poster would make a great display when it is made, as you drive past you see more and more of artwork, kind of like your dream when you're slowly making your way towards the goal. Seeing the artwork and knowing the meaning behind it will be inspiring and uplifting to all those who see it. Reminding everyone that we all need to strive to meet goals. Biography The first thing you should know about me is that I paly lacrosse and many other sports. I really enjoy pushing myself to better every time I practice or compete. I have no experience with art and love my new teacher at Sawtooth Middle School. I am thirteen years old and in seventh grade. I love art class with Mrs. Johnston. She has taught me so much over the past semester. The art projects are fun, interesting, and new. My favorite part about class is the welcoming part with all the jokes and pranks. My favorite thing about art in general is the fact that you have to have a creative thought process. Some of my hobbies are many different sports, hunting, fishing, camping and being outdoors challenging myself to try something new in the nice weather. I also like to play with the special needs kids and go to scouts. Hunter Deim 7th grade Sawtooth Middle School EXHIBIT C GOALS, IPREAffIT, BELIEVEIT, A CHIEVEIT PROFESSIONAL SERVICES AGREEMENT - TRAFFIC BOX COMMUNITY ART PROJECT PAGE 9 of 9 ADA COUNTY RECORDER Christopher D. Rich 2015-104423 BOISE IDAHO , Pgs=9 BONNIE 11/13/2015 09:32 AM MERIDIAN CITY NO FEE II'IIII'�"'I IIII'I'IIII�I'I�"II �II �'lll' II I�'II 00166311201601044230090092 SANITARY SEWER AND WATER MAIN EASEMENT ��,,�� rJoJ- THIS INDENTURE, made thisrli'`�day of O'e - , 2015 between JOINT SCHOOL DISTRICT NO. 2, ADA AND CANYON COUNTIES, IDAHO 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, service and subsequently connect to 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 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 subsequent connection 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, performing maintenance, replacements or subsequent connections to the sanitary sewer and water mains, GRANTEE shall restore the area of the easement and adjacent property to that existent prior to undertaking such procedures. 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. 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. Sanitary Sewer and Water Main Easement EASMT S&W 11-15-13.doc THE GRANTORS hereby covenant and agree with the GRANTEE that should any part of the right-of-way and easement hereby granted 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: JOINT SCHOOL DISTRICT NO. 2, ADA AND CANYON COUNTIES, IDAHO By: Dr. Linda Clark, Supe ' tendent West Ada School District District Service Center 1303 E. Central Meridian Idaho 83642 Address STATE OF IDAHO ) . ss. County of Ada ) On this 144 day of dG+O be -r , 20 15 , before me, the undersigned, a Notary Public in and for said State, personally appeared Dr. Linda Clark known or identified to me to be the Superintendent for Joint School District No. 2, Ada and Canyon Counties, Idaho, who executed this instrument on behalf of said School District, and acknowledged to me that such School District executed the same. -IEREOF, I have hereunto set my hand and affixed my official seal the day ve written. jl&ua— d NOTARY PUBLIC FOR IDAHO Residing at: MLAA:'uCt.Yt , "'U&AZ Commission Expires: 3.A7- 071 in Easement EASMT S&W 11-15-13.doc GRANTEE: CITY OF MERIDIAN (: C C- c1 cc`:---®® r P✓�Lf% G�Gsz�� � u-r� I Attest bpJaycee L. Holman, City Clerk Approved By City Council On: STATE OF IDAHO, ) : ss County of Ada 0�,pTGD AZ SUS? pig Clty Of , �G I1I-�II�IA SEALw �� �be Tg10 �� On this 10 ' day of Q o\rev\be✓ , 20 , Wjfore`T� the u�derjigned, allotary Public in and for saidQS,tate,Xersonally appeared and Jaycee L. Holman, known to me to be th''e�/j ayor 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. (SEAL) •••••• NO R P O IDAHO •Gp,J01y'••�• Residing at: ems,% �vt �� Commission Expires: Q Oji • Sanitary Sewer and Water Main Easement EASMT S&W 11-15-13.doc km �0 -Im 9233 WEST STATE STREET I BOISE, ID 83714 October 15, 2015 Hillsdale Elementary School Project No. 15-025 Legal Description City of Meridian Sewer and Water Easement EXHIBIT A 208.639.6939 1 FAX 208.639.6930 An easement for access, construction and maintenance of sewer and water facilities being situated in a portion of the East 1/2 of the NW 1/4 of Section 33, Township 3 North, Range 1 East, B.M., City of Meridian, Ada County, Idaho, and being more particularly described as follows: Commencing at brass cap marking the N 1/4 corner of said Section 33, which bears N00*19'09"E a distance of 2,658.12 feet from a found 5/8 -inch rebar marking the center of said Section 33, thence following the easterly line of the said NW 1/4 of Section 33, S00°19'09"W a distance of 1,436.75 feet to a point; Thence leaving said easterly line N89'40'51"W a distance of 65.20 feet to a point and being POINT OF BEGINNING 1. Thence S29°3859"W a distance of 20.35 feet to a point; Thence N49°41'02"W a distance of 101.04 feet to a point; Thence N72°37'17"W a distance of 53.39 feet to a point; Thence 540`18'58"W a distance of 51.75 feet to a point; Thence 537'08'10"E a distance of 9.93 feet to a point; Thence S52'51'50"W a distance of 20.00 feet to a point; Thence N37*08'10"W a distance of 25.97 feet to a point; Thence N40°18'58"E a distance of 71.59 feet to a point; Thence N17°22'43"E a distance of 38.94 feet to a point; Thence N05°00'00"W a distance of 71.83 feet to a point; Thence 586'54'19"W a distance of 17.82 feet to a point; Thence 15.71 feet along the arc of a circular curve to the left, said curve having a radius of 10.00 feet, a delta angle of 90°00'00", a chord bearing of N40000'00"E and a chord distance of 14.14 feet to a point; Thence N05*00'00"W a distance of 10.34 feet to a point; Thence N85°00'00"E a distance of 27.81 feet to a point; Thence S05°00'00"E a distance of 96.72 feet to a point; Thence 517'22'43"W a distance of 34.19 feet to a point; Thence S72`37'17"E a distance of 54.39 feet to a point; Thence S49*41'02"E a distance of 101.33 feet to POINT OF BEGINNING 1. Said parcel contains 7,692 square feet (0.177 acres), more or less. TOGETHER WITH Commencing at brass cap marking the N 1/4 corner of said Section 33, which bears N00019'09"E a distance of 2,658.12 feet from a found 5/8 -inch rebar marking the center of said Section 33, thence ENGINEERS I SURVEYORS I PLANNERS following the easterly line of the said NW 1/4 of Section 33, S00°19'09"W a distance of 1,632.79 feet to a point; Thence leaving said easterly line N89°40'51"W a distance of 533.40 feet to a point and being POINT OF BEGINNING 2. Thence 30.05 feet along the arc of a circular curve to the left, said curve having a radius of 681.50 feet, a delta angle of 2'31'35", a chord bearing of S71°46'07"W and a chord distance of 30.05 feet to a point; Thence N15°00'40"W a distance of 126.11 feet to a point; Thence S74059'20"W a distance of 10.00 feet to a point; Thence N15°00'40"W a distance of 20.00 feet to a point; Thence N74059'20"E a distance of 10.00 feet to a point; Thence N15'00'40"W a distance of 197.82 feet to a point; Thence S74059'20"W a distance of 10.00 feet to a point; Thence N15°00'40"W a distance of 13.17 feet to a point; Thence N75°00'00"E a distance of 40.00 feet to a point; Thence S15°00'40"E a distance of 47.22 feet to a point; Thence N74°59'20"E a distance of 11.37 feet to a point; Thence S15°00'00"E a distance of 12.00 feet to a point; Thence S74059'20"W a distance of 11.37 feet to a point; Thence S15°00'40"E a distance of 296.19 feet to POINT OF BEGINNING 2. Said parcel contains 11,152 square feet (0.256 acres), more or less. Said description contains a total of 18,844 square feet (0.433 acres), more or less, and is subject to all existing easements and/or rights-of-way of record or implied. Attached hereto is Exhibit B and by this reference is made a part hereof. Q x12459, If V OF N L. B��'�' !o • 15- 7,0 15 PAGE 12 P:\35.025\CAD\SURVEY\EASEMENTS\15.025 ONSITE MERIDIAN WATER AND SEWER EASEMENT.DWG , AARON RAUARD,10/14/2015, KYOCERATASKALFA 45SOCI KX.PC3,-- V i rn m _o K :u 2 �z rn-0 zap z� m� X00 z K -u -`' q rn m 0n N ao m� -Did ��_ �a �o ,= z - L3 o L34 j L31 BASIS OF BEARINGS n w O :il z z C,, o s CA q ;1 W D y u 0 v a �m N mM o m EXHIBIT B- MERIDIAN SEWER AND WATER ESIVIT -� o m N z ' HILLSDALE ELEMENTARY SCHOOL - tom-»- —-W z0 Im '415®- L14 O 'cv to D O 'T1 / V^ ; In9 /V z z corm A PORTION OF THE E 1/2 OF THE NW 1/4 4'r w�- -V --1 O r L4 m 0 02 cz -i 0 v Z m N v m o m EXHIBIT B- MERIDIAN SEWER AND WATER ESIVIT N z0- m N ' HILLSDALE ELEMENTARY SCHOOL m O to D O 'T1 °''°wm om`V'A N A PORTION OF THE E 1/2 OF THE NW 1/4 o SECTION 33, T.3N., R.1E., B.M., ADA COUNTY, ID P:\15.025\CAD\SURVEY\EASEMENTS\15.025 ONSITE MERIDIAN WATER AND SEWER EASEMENT.DWG , AARON BALLARD, 10/14/2015, KYOCERATASKALPA 45SOC1 KX.PC3,-- W j N f') j O cro oro c rn N -• W to � r z m m OD O0 CNlI O -� O W OO z c bo -WP N Ln Op Wv (C) O L4 a m D 0 Cn N W O vO v -0-1 n v 4 = C D Z 00 O O4 " 0 N 00 Z U: 0 0 a < z O -± OD CJI 00 0 v MW to v — 03 Cn 0o z N W -4 -- -! m --qC,i o m z W m r'T W Ln oD m-- rTI o `Z rpt �{ 0 0 Z m z v _ m ::f O m 0 �N 0 O` O O 0 co 4 O :0 D to Z O to ::9 rri Z W tp (q O P = W _Z vp, VP, cOTI P o W j N -. j O cro oro v rn 01 4r W to � r z m Txm� D z 0 OWO HILLSDALE ELEMENTARY SCHOOL CNlI O t0 En W O z c bo -WP N W Op Wv (C) O W a WO D 0 9m N W O vO v O v 4 - D Z 00 O O4 " 0 z U: 0 0 of m cn - —. Z U: 0 0 a z_ -4 N N -N W z O -± OD CJI 00 z v O o O w N W -� [JT O w v O Co O to v — 03 Cn 0o z N W -4 -- -! z -P -� O N w tNo W Do UT 0 o m z W m r'T O 14 O m-- rTI o `Z rpt �{ 0 0 Z rn Cn P W N 0 m o 0 Do v O> to 4P r m Txm� D z 0 —' HILLSDALE ELEMENTARY SCHOOL Nm nM �, z —1`-' tv'-� V O o v = m (C) -n WW�rz D Wto�4 N W O vO v O v 4 - Cr -r; q .r; m m o c 'C O 14 O OOO o 0 WN 0 0 Z m ::f rTi m �N D to Z Z to z Z W tp (q to v W _Z vp, VP, _z -P, Ln m Cn Cvn, Cn 411 U; cT; to N .I Wo m O O O W O CTI O CTI O }+ W N O O O t0 O 0 O w O -+ %4 N c ? N P N O Z -PO N -P -P O -+ -P O O O O O O O O O O N J W rTI m rTl :g `: ::? TTI M-- rel z m Ln =m:m E: m 0 m EXHIBIT B - MERIDIAN SEWER AND WATER ESMT m � Txm� D z 0 HILLSDALE ELEMENTARY SCHOOL Nm nM �, z r tv'-� D� `-� V o v = m (C) -n D Wto�4 N W A PORTION OF THE E 1/2 OF THE NW 1/4 W v v z Cr -r; q .r; m m o c 'C o 0 0 0 0 Z m ::f rTi m z m Ln =m:m o 0 m EXHIBIT B - MERIDIAN SEWER AND WATER ESMT m � Txm� D z 0 HILLSDALE ELEMENTARY SCHOOL Nm nM �, tv'-� D� `-� O w.m O -n Wto�4 N A PORTION OF THE E 1/2 OF THE NW 1/4 owam " ate+ z SECTION 33, T.3N., R.1 E., B.M., ADA COUNTY, ID Title: Scale: 1 inch = 45 feet I File: Date: 10-08-2015 Tract 1: 0.177 Acres: 7692 Sq Feet: Closure= s61.0154w 0.01 Feet: Precision =1/150073: Perimeter= 823 Feet 001=s29.3859w 20.35 002=n49.4102w 101.04 003=n72.3717w 53.39 004=540.l858w 51.75 005=537.0810e 9.93 006=s52.5150w 20.00 007=n37.0810w 25.97 008=n40.1858e 71.59 009=nl7.2243e 38.94 010=n05.0000w 71.83 011=s86.5419w 17.82 012: L1 R=10A0, D,Ita=90.0000 B. n�0,0000c, CIid=14.14 013=n05.0000w 10.34 014=n85.0000e 27.81 015=s05.0000e 96.72 616=s17.2243w 34.19 017=s72.3717e 54.39 018=s49.4102e 101.33 Title: I Scale: 1 inch = 60 feet I File: Date: 10-08-2015 Tract 1: 0.256 Acres: 11152 Sq Feet: Closure = n07.4237e 0.01 Feet: Precision =1/135871: Perimeter = 835 Feet s �s��awi%�I °=�3o.05135 006=05.0040w 197.82 0 11 =n74.5920e 11.37 002=n 15.0040w 126.11 007=s74.5920w 10.00 012=s 15.0000e 12.00 003=s74.5920w 10.00 008=nl5.0040w 13.17 013=s74.5920w 11.37 004=n15.0040w 20.00 009=n75.0000e 40.00 014=s15.0040e 296.19 005=n74.5920e 10.00 01O=s 15.0040e 47.22 Meridian City Council Meeting DATE: November 4,2015 ITEM NUMBER: 5L PROJECT NUMBER: ITEM TITLE: Caven Ridge Estates Sub. No. 1 Caven Ridge Estates Sub. No. 1 Water Line Easement MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS ADA COUNTY RECORDER Christopher D. Rich BOISE IDAHO Pgs=5 DAWN TRIVOLIS 201 83 MERIDIAN CITY 01/27/20166 1 11:29 1:29 AM II'111,11II1 NO FEEI"'I' 00188024201600070830050063 WATER MAIN EASEMENT Ak A - —k%N K6Crnb� ✓ THIS INDENTURE, made this day of k , 2015 between New Cavanaugh. LLC , the parry 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 Grantor desires to provide a water main right of way across the premises and property hereinafter particularly bounded and described; and WHEREAS, the water main is an underground pipeline to be constructed through the property; and WHEREAS, it is necessary to maintain, service, and subsequently connect to 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, maintenance, repair, and replacement of a water main over and across the following described property: (SEE ATTACHED EXHIBITS A and B) The easement hereby granted is for the purpose of operation of a water line and its allied facilities, together with their maintenance, additional connection thereto, repair and replacement at the conven- ience of the Grantee, with the flee right of access to such facilities at any and all times. TO HAVE AND TO HOLD the said easement and right-of-way unto said Grantee, it's successors and assigns forever. IT IS EXPRESSLY UNDERSTOOD AND AGREED by and between the parties hereto that after making repairs, performing other maintenance or making subsequent connection to the waterline, 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. THE GRANTORS hereby covenant and agree that they will not place or allow to be placed any perma- nent structures, trees, brush, or perennial shrubs or flowers within the area described for this easement, which would interfere with use of said easement, for the purposes stated herein. Water and Sewer Main Easement Page I EASMTWTR T IE 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 no further effect and shall be completely relinquished. THE GRANTORS do hereby covenant with the Grantee that they are lawfully sized and possessed of the aforementioned and described tract of lane, and 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 party of the first part has hereunto subscribed their signature the day and year first herein above written. GRANTOR: New Cavanaugh LLC D. Wan Minert, Managing Member STATE OF IDAHO) County of Ada ) ltsr On this day of , 2015, before me, the undersigned, a Notary Public in and for said State, personally appeared D. Ryan Minert ,known or identified to me to be a Managing Member of the Limited Liability Company that executed the within instr anent, and acknowledged to me that such Limited Liability Company executed the same. IN WITNESS WHEREOF, I have hereunto set my hand and affixed my official seal the day and year first above written.0880060® ® St. r NOTARY PUBLIC FOR IDAHO %0"jb Residing at LIC �. My commission expires: GRANTEE: CITY OF MERIDIAN Mayor Attest by(Uycee L. Holman, City Clerk Approved By City Council On: �r STATE OF IDAHO, ) sir �cen Au�;u �y r City of ....�. ".,! IDAHO SFS. : ss County of Ada ) On this #-kK day of �0(�C'�rtc , 20 �, 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 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. L NOTARY PI Residing at: Commission •: EXHIBIT A Description of Water Line Easement Caven Ridge Estates Subdivision No. 1 New Cavanaugh LLC August 28, 2015 An easement for a water line located in the SEl/4 NW'/4 of Section 30, T.3 N., R,1 E., B.M., City of Meridian, Ada County, Idaho described as follows: Commencing at the Center 1/4 corner of said Section 30; thence, N.00°07'13"E., 405.82 feet along the east line of said SE'/4 NW'/4 to the POINT OF BEGINNING; thence, S.89°52'47"W., 262.20 feet to a point of curvature; thence, Northwesterly, along a curve to the right having a radius of 503.00 feet, an arc length of 568.16 feet, a central angle of 64°43'06", a chord bearing of N.57°45'40"W., and a chord distance of 538.44 feet to a point of tangency; thence, N.25 -24107"W.1, 162.34 feet to the southeast corner of Lot 16, Block 4 of Caven Ridge Estates Subdivision; thence, N.64°35'53"E., 56.00 feet across Usonian Way to the southwest corner of Lot 4, Block 3 of said subdivision; thence, S.25°24'07"E., 162.34 feet to a point of curvature; thence, Southeasterly, along a curve to the left having a radius of 447.00 feet, an are length of 504.91 feet, a central angle of 64°43'06", a chord bearing of S.57°45'40"E., and a chord distance of 478.49 feet to a point of tangency; thence, N.89052'47"E., 262.20 feet to a point in the east line of said SE'/4 NW'/4; thence, S.00°07'13"E., 56.00 feet along said east line to the POINT OF BEGINNING, said easement containing 53,820 square feet or 1.236 acres, more or less. Prepared by: Leavitt & Associates, Engineers, Inc. John S. Austin, Idaho PLS 5081 w 0 0 3: 0 pr) P 'V"-- OZ 206.86' z E X H I B I T B REFLECTION RIDGE SUBDIVISION NO.3 S00'07'13"E 1321.92' 653.24' '56.00'`405.82 'o 0 \v) U) LocV .4- (7) -D 't * < V) ad od z Ld Z 0 b Qin to Z) LJ .4 :4, m r , r, 0D, 00 tQ z X z10 U) U) LLJ < Coto 00 il) JJ LL, Ir C) Q :3 to co — V) 0 0 :3 < Ir in It 3: 0 00 It cj Z (00 L,LJ in -j 7§� Y 0 0 OD ,3 Go 0 X i. Z 0 r� to 0 U) W W 17 vi 00 U) w Z 0 Meridian City Council Meeting DATE: November 4,2015 ITEM NUMBER: 5M PROJECT NUMBER: ITEM TITLE: Easement for Capital Idaho Water Line Easement for Capital Idaho MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS ADA COUNTY RECORDER Christopher D. Rich 2015-102162 BOISE IDAHO Pgs=6 DAWN TRIVOLIS 11/05/2015 02:08 PM MERIDIAN CITY NO FEE II I�I'�'II��IIII'lll'lll I 00162907201601021620060064 WATER MAIN EASEMENT Nal& 4. THIS INDENTURE, made this day of 2015 between BAYSIDE IDAHO LLC, a Nevada limited liability company, 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 water main right-of-way across the premises and property hereinafter particularly bounded and described; and WHEREAS, the water main 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 over and across the following described property: (SEE ATTACHED EXHIBIT A and B) The easement hereby granted is for the purpose of construction and operation of a water line and their allied facilities, together with their maintenance, repair, replacement and subsequent connection 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, performing maintenance, replacements or subsequent connections to the water mains, GRANTEE shall restore the area of the easement and adjacent property to that existent prior to undertaking such procedures. 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. Water Main Easement EASMT WAT 11-15-13.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 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: By: John B. Schubin, President 3527 S. Federal Way, Ste 103 - #236, Boise, ID 83705 STATE OF IDAHO ) . ss. County of Ada ) On this day of August, 2015, before me, the undersigned, a Notary Public in and for said State, personally appeared John B. Schubin , known or identified to me to be the President, respectively, 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 and year first above written. FA-- JF INIFER . BLURTON SEA �tOTARY PUBLIC STATE OF IDAHO Water Main Easement EASMT WAT 11-15-13.doc GRANTEE: CITY OF MERIDIAN r. Tammy` de eerd, Mayor by J�ayiee L. Holman, City Clerk Approved By City Council On: STATE OF IDAHO, ) : ss O _q P`Ga AUG lU lyu' —14 ti , City of � TA Jk BDA)40 SF,t L ti P 1hi'it+CAs��-. County of Ada ) (J A On this day of \� , 20, 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 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. NOTARY Residing at: Commission Expires: o Water Main Easement EASMT WAT 11-15-13.doc DESCRIPTION OF CITY OF MERIDIAN WATER EASEMENT FOR CAPITAL IDAHO, LLC EASEMENT "A" A parcel of land situated in Lot 5, Block 1 of Bayside Taylor Commerce Park Subdivision as on file in Book 103 of Plats at Page 13855 in the Office of the Recorder for Ada County, Idaho, said parcel being located in the SW 1/4 of Section 12, T.3N., RAW., B.M., Meridian, Ada County, Idaho and more particularly described as follows: COMMENCING at the Northwest corner of said Lot 5; thence along the North line of said Lot 5 South 90°00'00" East 126.49 feet to a point; thence leaving said North line at right angles South 00000'00" West 4.43 feet to a point on the Southerly line of the City of Meridian Water and Sanitary Sewer Easement recorded under Instrument No. 110120567 in the Office of the Recorder for Ada County which point is the POINT OF BEGINNING; thence along said Southerly line South 00°00'00" West 10.50 feet to a point; thence leaving said Southerly line North 90°00'00" West 15.00 feet to a point; thence North 00°00'00" East 10.50 feet to a point on said Southerly line; thence along said Southerly line South 90°00'00" East 15.00 feet to the POINT OF BEGINNING, Said Parcel of Land Contains 158 Square Feet, more or less. Together with: EASEMENT "B" A parcel of land situated in Lot 11, Block 1 of Bayside Taylor Commerce Park Subdivision as on file in Book 103 of Plats at Page 13855 in the Office of the Recorder for Ada County, Idaho, said parcel being located in the SW 1/4 of Section 12, T.3N., RAW., B.M., Meridian, Ada County, Idaho and more particularly described as follows: COMMENCING at the Southwest corner of said Lot 11; thence along the South line of said Lot 11 South 90°00'00" East 33.20 feet to a point; thence leaving said South line at right angles North 00000'00" East 10.07 feet to a point on the North line of the City of Meridian Water and Sanitary Sewer Easement recorded under Instrument No. 110120567 in the Office of the Recorder for Ada County which point is the POINT OF BEGINNING; thence North 00000'00" East 16.00 feet to a point; thence South 90000'00" East 20.00 feet to a point; thence 3939-Water-Ease-Dese.doex dnm Page 1 of 2 TEAL EY' S LAND SURVEYING 12594 W. EXPLORER DR., STE #150, BOISE, ID 83713* (208) 385-0636 Project No.: 3939 Date: August 21, 2015 Page 2 of 2 South 00°00'00" West 16.00 feet to a point on said North line; thence along said North line North 90000'00" West 20.00 feet to the POINT OF BEGINNING, Said Parcel of Land Contains 320 Square Feet, more or less. Together with: EASEMENT "C" A parcel of land situated in Lot 6, Block 1 of Bayside Taylor Commerce Park Subdivision as on file in Book 103 of Plats at Page 13855 in the Office of the Recorder for Ada County, Idaho, said parcel being located in the SW 114 of Section 12, T.3N., RAW., B.M., Meridian, Ada County, Idaho and more particularly described as follows: COMMENCING at the Northeast corner of said Lot 6; thence along the East line of said Lot 6 South 00°00'00" West 72.93 feet to a point; thence leaving said East line at right angles North 90000'00" West 6.00 feet to a point on the Westerly line of the City of Meridian Water and Sanitary Sewer Easement recorded under Instrument No. 110120567 in the Office of the Recorder for Ada County which point is the POINT OF BEGINNING; thence along said Westerly line North 90°00'00" West 17.00 feet to a point; thence leaving said Westerly line North 00000'00" East 20.00 feet to a point; thence South 90000'00" East 17.00 feet to a point on said Westerly line; thence along said Westerly line South 00000'00" West 20.00 feet to the POINT OF BEGINNING, Said Parcel of Land Contains 340 Square Feet, more or less. EHIBIT "B" N. 0 20 40 80 CITY OF MERID ANN WATER EASEMENTS SCALE IN FEET i FOR CAPITAL IDAHO, LLC I" = 40' SITUATED IN LOTS 5, 6 AND II, BLOCK I, �(J 1 BAYSIDE TAYLOR COM AERCE PARK SUB. LOT 7 I A PORTION OF THE SW 1/4, SECTION 12, NE CORNER I T.3N., R.IW., B.M. LOT 6, BLOCK l 1 I MERIDIAN, ADA COUNTY, IDAHO I I I o I I LOT 10 nmI I o a: m I s 90 °00'00° E o f i AL LAN 17.00' �I i IS N 00 °00'00" E'-— `��= S o0 °00'00" w o 20.00' 20.00' 563q, I WATER EASEMENT "C" - - —f- - - - - — 340 S.E. a I d OF 17.00 N. N 90000'0OLW I i M P.O.B. I 6,00', EASE. "C" I N 90°00'00" W I II II I II I LOT 6 I a I EXIST. MERIDIAN WATER 1 I 1 & SEWER EASEMENT, iFF===i INST No. 110120567 LOT II �I I I { � I I I I 1 I WATER EASEMENT "B" 320 S.E. N 90°00'00' E I 20.00' NW CORNER I LOT 5, BLOCK I 1 N 00°00'00" E S 00 00 00' W i ___-------s 90°00'00, E -J N 00°00'00" E 15.00' 10.07' _===LL -N 90°00'00" W -- S 90°00'00" E 153.99' � - - 20.00r--------- aw -ar---ow—aw a -aw ,. "w 126_49' _ - - %50' 33-0- - _ _ _ 150.21 _ " -- p- s 00°00'00" w N 90°00'00" E 136.00' I- - - ---`N 00°00'00" E t- "__- 4.43, P.O.B. 3. a I.....__... ---.P.4.B7 10.50,- EASE. "A" 10.50' � 15.00' S 00°00'00" W I 1 N 90 °00'00" W EXIST. MERIDIAN WATER WATER EASEMENT "A" EP & SEWER EASEMENT, 158 S.F. INST No. 110120567 LOT 5 LOT 4 SW CORNER LOT 5, BLOCK I EP EP EP EP EP EP 3939 -Ease- Water. dwg 08-21-15 10:39:46 dmarks Meridian City Council Meeting DATE: November 4,2015 ITEM NUMBER: 6A PROJECT NUMBER: ITEM TITLE: Department Reports MYAC Mayor's Office: Mayor's Youth Advisory Council (MYAC) Update MEETING NOTES r �i 1 Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS Meridian City Council Meeting DATE: November 4,2015 ITEM TITLE: Mayor's Office ITEM NUMBER: PROJECT NUMBER: rtment Report: Mayor's Office Department Report: Meridian Youth Farmers Market logo Contest MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS Meridian City Council Meeting DATE: November 4,2015 ITEM NUMBER: PROJECT NUMBER: ITEM TITLE: Approval of Professional Services Agreement Approval of Professional Services Agreement for Artwork for Meridian Youth Farmers Market Logo created by Zachary Meyer MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS PROFESSIONAL SERVICES AGREEMENT FOR ARTWORK FOR MERIDIAN YOUTH FARMERS MARKET LOGO This PROFESSIONAL SERVICES AGREEMENT FOR ARTWORK FOR MERIDIAN YOUTH FARMERS MARKET LOGO ("Agreement") is made this '14%day of November, 2015 ("Effective Date"), by and between the City of Meridian, a municipal corporation organized under the laws of the State of Idaho ("City"), and Lori Meyer ("Contractor"), an individual person and parent or legal guardian of Zachary Meyer, a minor child ("Artist"). Collectively, City, Contractor, and Artist shall be referenced herein as "Parties." WHEREAS, the City wishes to incorporate youth art in the effort to publicize and promote the Meridian Youth Farmers Market, and to that end, invited youth to submit entries in the Meridian Youth Farmers Market Logo Contest; WHEREAS, Artist submitted a pencil and crayon drawing for consideration in the contest, as depicted in Exhibit A hereto ("Artwork"); WHEREAS, the City reviewed the entries in the contest and selected Artist's entry to be the logo of the Meridian Youth Farmers Market, and Artist and Contractor wish to allow such use of Artwork, subject to the following terms and conditions; NOW, THEREFORE, for good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged and agreed, the Parties agree as follows: I. SCOPE. A. Delivery of Artwork; purpose. Contractor and Artist shall allow City to temporarily take possession of the original Artwork for the purpose of creating a digital image of the Artwork. City shall not provide insurance to cover loss, theft, or damage of original Artwork and/or of Contractor's or Artist's person, property, or interests. Insurance of original Artwork shall be in Contractor's sole discretion and responsibility. Contractor shall bear any and all risks of and actual loss, theft, and/or damage to the original Artwork. B. License; alterations. Contractor and Artist grant to City an irrevocable license to digitally and/or photographically reproduce the image of the Artwork for use in any and all promotion of and publicity related to the Meridian Youth Farmers Market, in any form, and to authorize third parties to do the same. Contractor and Artist acknowledge and agree that the process of photographing, digitizing, printing, and/or reproducing the image of Artwork may occasionally require that the image, or portions thereof, be cropped, resized, or otherwise altered in order to transfer the image of the original Artwork onto various media or forms, or for other purpose, in City's sole discretion. C. Copyright. Neither Contractor nor Artist shall make any claim to the copyright of the Artwork. Contractor and Artist expressly waive any and all right, title, or interest in the images or products created using or incorporating Artwork. Contractor and Artist understand that this waiver includes waivers of the exclusive rights of reproduction, adaptation, publication, and display. Contractor and Artist agree to relinquish and waive any and all rights, title, and interest to the Artwork, images thereof, or images of any portion thereof, including, but not limited to, the rights afforded artists under the Copyright Act of 1976 and the Visual Arts Rights Act of 1990, Title 17 U.S.C. §§ 101 et seq. Contractor and Artist understands and agrees that the right of attribution and integrity, as specifically set forth in 17 U.S.C. § 106A, are hereby expressly waived except as otherwise provided herein. To the extent that the provisions of this Agreement differ with the Copyright Act of 1976 and Visual Arts Rights Act of 1990, the provisions of this Agreement will govern and any such differences in the rights and duties created thereunder are PROFESSIONAL SERVICES AGREEMENT — MERIDIAN YOUTH FARMERS MARKET LOGO PAGE I of 9 expressly waived. D. Limited edition. Contractor and Artist warrant and represent that the Artwork has never before been created, published, produced, reproduced, or copied; that Artist is the sole creator of the Artwork; and that Contractor, as Artist's parent or legal guardian, is the lawful owner of all rights in the Artwork and the content depicted therein. E. Ownership. City shall own the digital image created from Artwork and any portion or product thereof. City shall also own the copyright to Artwork and any product or component thereof. All decisions regarding use of the Artwork, if any, will be in the City's sole discretion. Contractor specifically waives the right to claim any remedy concerning the alteration of any image of Artwork or portion thereof. Though City intends to use Artwork for promotion of the Meridian Youth Farmers Market, City shall not be obligated by this Agreement to use the Artwork for this or any purpose. F. No payment. Artist renders his services pursuant to this Agreement in consideration for the prestige and publicity garnered by the use of Artwork to promote the Meridian Youth Farmers Market. City shall not make any payment to Contractor or Artist for services rendered pursuant to this Agreement. G. Photographs. Contractor and Artist consents to City's or City's contractor's publication and/or use of any photographs or recordings of Artist, Artwork, or products created using Artwork, for promotional purposes. II. TERMS AND CONDITIONS A. Acknowledgment. Contractor and Artist acknowledge that activity undertaken in conjunction with this Agreement presents risks, some of which are unknown, and agree to assume all such risks. B. Indemnification; waiver. Contractor and Artist shall indemnify, save and hold harmless, release and forever discharge City and its agents and employees from and for any and all losses, claims, actions, judgments for damages, or injury to persons or property and losses and expenses caused or incurred by Contractor, Artist, or City in the course of any activity associated with this Agreement not caused by or arising out of the tortious conduct of City, regardless of the manner by which such claim may be brought. C. Relationship of Parties. Contractor and Artist are independent contractors and not employees, agents, joint venturers, or partners of City. Nothing in this Agreement shall be interpreted or construed as creating or establishing the relationship of employer and employee between Contractor or Artist and City or between Contractor or Artist and any official, agent, or employee of City. D. Entire Agreement. This Agreement constitutes the entire understanding between the Parties. This Agreement supersedes any and all statements, promises, or inducements made by either party, or agents of either party, whether oral or written. The terms of this Agreement may not be enlarged, modified or altered except upon written agreement signed by both parties hereto. E. Agreement governed by Idaho law. The laws of the State of Idaho shall govern the validity, interpretation, performance and enforcement of this Agreement. Venue shall be in the courts of Ada County, Idaho. F. Severability. If any provision of this Agreement is found by a court of competent jurisdiction to be illegal, invalid, or unenforceable, the remainder of this Agreement shall not be affected. PROFESSIONAL SERVICES AGREEMENT— UTILITY BOX WRAP PAGE 2 of 9 G. Successors and assigns. All of the terms, provisions, covenants and conditions of this Agreement shall inure to the benefit of, and shall be binding upon, each party and their successors, assigns, legal representatives, heirs, executors, and administrators. H. Advice of attorney. Each party warrants and represents that in executing this Agreement, it has received independent legal advice from its attorneys or the opportunity to seek such advice. I. Compliance with law. Contractor and Artist shall comply with any and all applicable federal, state, and local laws. J. Exhibits. All exhibits to this Agreement are incorporated by reference and made a part of hereof as if the exhibits were set forth in their entirety herein. K. City Council approval required. The validity of this Agreement shall be expressly conditioned upon City Council action approving the Agreement. Execution of this Agreement by the persons referenced below prior to such ratification or approval shall not be construed as proof of validity in the absence of Meridian City Council approval. IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the —( day of November, 2015. CONTACTOR: 1/ori Meyer Parent or Guardian of Zachary Meyer CITY OF MERIDIAN: BY: l ty of Attes .� Tammy de eerd, Mayor----,-(, � EI TDTAN7 -- a ,DA„o ��. SEAL rE��i rhe TRI ARTIST: Zachary Meyer City Clerk PROFESSIONAL SERVICES AGREEMENT— MERIDIAN YOUTH FARMERS MARKET LOGO PAGE 3 of 9 EXHIBIT A ARTWORK PROFESSIONAL SERVICES AGREEMENT- UTILITY BOX WRAP PAGE 4 Of 9 ll�- OZI"" Meridian City Council Meeting DATE: November 4,2015 ITEM NUMBER: 7A ITEM TITLE: Community Items/Presentations Request for Additional Time Extension and Waiver of Condition for Pinebridge MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS Ci t y C o u n c i l M e e t i n g Ci t y C o u n c i l M e e t i n g Ci t y C o u n c i l M e e t i n g Ci t y C o u n c i l M e e t i n g No v e m b e r No v e m b e r No v e m b e r No v e m b e r 4 4 4 4 , 2 0 1 5 , 2 0 1 5 , 2 0 1 5 , 2 0 1 5 1 Jacy Jones From:dan@da-land.com Sent:Wednesday, October 28, 2015 9:07 AM To:Jacy Jones Cc:Sonya Watters Subject:Round-About Landscape Attachments:PINE BRIDGE 2014-10-29-r.pdf Hi Jacy, Thanks for your time this morning to discuss our request to provide additional time to landscape the Round-About in Pine Avenue within our PineBridge Development, I have attached the concept plan for your reference. The recently approved time extension of the preliminary plat included a condition to “improve and landscape the planter area in the middle of the round-about in Pine Avenue prior to November 1, 2015”. Dennis M. Baker hereby respectfully requests an additional year to comply with this condition; this will allow the time needed to develop an irrigation source and final landscape plan and obtain a License agreement from the Ada County Highway District. Please let me know if can provide any additional information to you. Thanks for your time and consideration. Best regards, Dan Torfin Pinebridge Meridian City Council Meeting DATE: November 4,2015 ITEM NUMBER: 7B PROJECT NUMBER: ITEM TITLE: Ada County 2025 Ada County 20251 Presentation Regarding the Update of Ada County's Comprehensive Plan and Strategic Business Plan MEETING NOTES \," kwkwwA*\-� Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS BUSINESS FOCUS GROUP October 28, 2015 10:30am - Noon Public Nearing Room AGENDA 1. Welcome/Introductions (10:30-10:35am) 2. Overview Presentation: About the Process/Trends and Forces (10:35-10:55am) 3. Small Group Discussion: Issues and Opportunities (10:55-11:15am) • Individual brainstorming (zo min) o What do you see as the most pressing issues facing the County over the next io years and beyond? o What opportunities do you see for the County to evolve and adapt in response to these challenges? • Group collaboration (so min) — major themes/differences 4. Small Group Discussion: Vision (11:15-11:35pm) • Individual brainstorming (io min) c What is your vision for the future of Ada County? • Group collaboration (10 min) — major themes/differences 5. Group Reporting/Discussion (11:35-11:55pm) 6. Wrap Up/Next Steps (11:55am-12:00pm) • Online workshop -November 1 -December -1.5 • Planning Commission and BOCC updates: December io & i1 r-1 0 mn 0 0 0- 0 (D N N Qo loo N0 2 a 01 A u 0 L >. _U .N � >1 > —C CL co (o N � CL•> T D -:� •� O O U Q. 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L4 - T r v ! 0 v C +) s w CL uo •- � v v o � �, E v 0 � c6 V CD E C. m b. Ln r 0 I r L CL X z • � r U � o r Meridian City Council Meeting DATE: November 4,2015 1111ALU1111MI-4-A PROJECT NUMBER: ITEM TITLE: Valley Regional Transit Cooperative Agreement With Valley Regional Transit - Annual Assessment and Service Contribution MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS COOPERATIVE AGREEMENT BETWEEN VALLEY REGIONAL TRANSIT AND CITY OF MERIDIAN FOR ANNUAL ASSESSMENT AND SERVICE CONTRIBUTION 1', THIS COOPERATIVE AGREEMENT ("Agreement") is entered into this day of N pVe—nAbelv' 20 0 by and between VALLEY REGIONAL TRANSIT, a regional public transportation authority authorized under Chapter 21, Title 40, Idaho Code ("VRT"), and the City of Meridian, a municipal corporation organized, existing and authorized under Chapter 1, Title 50, Idaho Code ("Member") RECITALS A. VRT is the regional public transportation authority created to serve Ada and Canyon Counties, pursuant to Chapter 21, Title 40, Idaho Code, and as a result of November 3, 1998 public referendum. VRT provides publicly funded or publicly subsidized transportation services and programs in Ada and Canyon Counties. B. Member is a municipal corporation authorized under Chapter 1, Title 50, Idaho Code. C. Idaho Code § 40-2109(7) provides that VRT may enter into cooperative agreements with the state, other authorities, counties, cities and highway districts under the provisions of Idaho Code § 67-2328, which expressly authorizes public agencies to enter into agreements with one another for cooperative action for purposes within the power, privilege, or authority of said agencies. D. Idaho Code § 40-2110 provides that counties, cities, highway districts and other governmental entities in the region may enter into cooperative agreements with the regional public transportation authority in order to contribute funds from any source in recognition of costs of the authority. E. There are two primary programs which VRT budgets and funds each year. First, VRT budgets and establishes annual assessments for its regular and special members, with assessments for its regular members calculated pursuant to a population based formula, and assessments for its special members calculated pursuant to a negotiated amount. Second, VRT budgets and establishes service contribution requirements to support the operation of motor bus services within the Nampa Urbanized Area and the Boise Urbanized Area. F. VRT has budgeted $207,243 for Member to contribute for its annual assessment and service contribution; Member has budgeted the same amount for its VRT annual assessment and service contribution. Page 1 of 5 G. Service contributions support the following modes: 1) Nampa Express Service (Routes 40 & 43): Operates between Nampa and Boise making a limited number of designated stops in Caldwell, Meridian, and Boise. The service operates Monday thru Friday from 5:35 A.M. to 6:25 P.M. The service generally utilizes 24 passenger, 2 wheelchair capacity buses each equipped with a bicycle rack. 2) Nampa Limited Stop Service (Route 42): Operates between Nampa and Boise making several designated stops in Nampa, Meridian, and Boise. The service operates Monday thru Friday from 5:35 A.M. to 8:27 P.M. The service generally utilizes 20 passenger, 2 wheelchair capacity buses each equipped with a bicycle rack. 3). Additional Meridian service (to be determined). VRT will bill the City of Meridian up to $60,000 annually after the service is determined and implemented pursuant to the terms of this Agreement. 4). The Community Link transportation network for Older Adults and Persons with Disabilities. Member will provide up to $30,000 annually as local match for this program. AGREEMENT NOW, THEREFORE, in consideration of foregoing recitals, which are made a part of this Agreement and not mere recitals, and for other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, it is mutually agreed as follows: Section 1. Term This Agreement shall be in effect from the 1St day of October, 2015, and will terminate on the 30th day of September, 2016, unless earlier terminated pursuant the mutual written agreement of the parties hereto. Section 2. Purpose The purpose of this Agreement is: (a) For Member to pay annual assessment and a service contribution to VRT for Fiscal Year 2016 in the amount of $117,243 in contribution to the costs of VRT and in support of transportation services within the Boise Urbanized Area and the Nampa Urbanized Area. (b) For Member to pay monthly invoiced costs in support of the Community Link network for Older Adults and Persons with Disabilities. Total payment by Member will not exceed $30,000 annually. (c) For Member to pay for additional service within the City of Meridian. Upon implementation of any additional service, VRT will bill Member for the cost of service. Total cost of such additional service shall not exceed $60,000 annually. Page 2 of 5 (d) For VRT to use said annual assessment for costs budgeted under its regional planning and program administration, and to use said service contribution for costs budgeted under its regional operating plan. Section 3. Compliance VRT, in using said assessment and service contributions, shall comply with all conditions required by applicable federal, state and local laws and regulations, and shall maintain, in accordance with generally accepted accounting practices and principles, records and books of account regarding said dues and operating costs. Section 4. Payment (a) Member shall pay its annual assessment and service contribution up to the aforesaid amount of $117,243 within 30 days of invoice to VRT at the following address, unless Member is notified in writing by VRT of a new address: Valley Regional Transit 700 NE 2nd St Suite 100 Meridian, Idaho 83642 (b) For Community Link network trips, VRT will provide monthly invoices to member indicating the number of trips completed during the billing period and Member's portion of the cost of the trips. All trips will be purchased on a per ride basis. The current per ride amount is $15. In the event that there is a planned increase in the per ride amount, VRT shall notify member in writing of the amount of the increase. Documentation of the number of rides being purchased will be included with each invoice. VRT will pay 80% of the cost of the ride and member will pay 20% of the cost of the ride. Member will pay up to $30,000 annually in support of the Community Link network. (c) For additional service provided within the City of Meridian, member and VRT will cooperatively develop plans for the additional service. The parties shall memorialize the details of the additional service and the exact amount to be paid by member through the execution of an addendum to this Agreement. Upon the execution of an addendum, VRT will provide an invoice for the additional service upon implementation of said service. Member will pay the agreed upon amount, up to $60,000 annually for additional service. (d) Member's address, for the purpose of notice or correspondence, unless VRT is notified in writing by Member of a new address, is as follows: City of Meridian 33 E. Broadway Meridian, Idaho 83642 Section 5. Miscellaneous (a) Each party hereto represents and warrants that each person executing this Agreement on behalf of such party is, at the time of such execution, duly authorized to do Page 3 of 5 so by such party's governing body, and is fully vested with the authority to bind such party in all respects. (b) If any provision of this Agreement is held invalid, illegal, or unenforceable, the remainder shall be construed to conform to the intent of the parties, and shall survive the severed provisions. (c) Except as provided otherwise herein, this Agreement and any attachments hereto constitute the entire Agreement between VRT and Member concerning the subject matter hereof. The provisions of this Agreement shall be construed as a whole and not strictly for or against any party. (d) The captions and headings in this Agreement are for reference only and shall not be deemed to define or limit the scope or intent of any of the terms, covenants, conditions or agreements contained herein. (e) This Agreement is not intended to create, nor shall it in any way be interpreted or construed to create, any third party beneficiary rights in any person not a party hereto. (f) This Agreement shall be binding on the parties hereto, and their successors and assigns. Section 6. Indemnification To the extent permissible by law, VRT shall indemnify, defend, protect and hold harmless Member, and it's officers, agents and employees, from and against any and all liabilities, losses, suits, claims, judgments, fines or demands arising by reason of injury or death of any person or damage to any property, including all reasonable costs for investigation and defense thereof (including but not limited to attorney fees, court costs, and expert fees), of any nature whatsoever (collectively, "Claims") arising out of or incident to this Agreement, and any renewal or extension thereof, and arising out of or caused by the negligent or intentional acts or omissions of VRT, it's officers, agents and employees, regardless of where the injury, death, or damage may occur, except to the extent any such Claims arise out of or are caused by the negligent or intentional act or omission of Member or it's officers, agents and employees. Member shall give to VRT reasonable notice of any such Claims. VRT shall notify Member of the counsel to be used in carrying out its obligations hereunder. Member must state any reasonable objection that it may have regarding the use of said counsel. The provisions of this section shall be deemed to be a separate contract between the parties and shall survive the expiration or any default, termination or forfeiture of this Agreement, and any renewal or extension thereof. Notwithstanding anything to the contrary in the foregoing, Member's right to indemnification pursuant to the foregoing shall be limited to indemnification for such Claims for which Member incurs actual liability or expense. The foregoing indemnification includes, without limitation, any Claim arising out of or caused by the noncompliance of any services, programs, or activities provided by VRT under this Agreement with all applicable federal, state, and local statutes, regulations, and requirements, including, but not limited to, the Americans with Disabilities Act (ADA). Notwithstanding anything to the contrary in the foregoing, (i) no employee or officer of VRT shall be personally liable to Member under this Agreement, (ii) with respect to third party Claims, both VRT and Member expressly reserve any and all of the privileges and immunities available to them, if any, under Idaho law, and (iii) the agreement of VRT to hold harmless or Page 4 of 5 indemnify Member shall be limited to, and be payable only from, VRT's available insurance or self-insurance coverage for liability assumed by contract available as a part of its general liability insurance program." EXECUTED and effective as of the date first above written. Valley Regional Transit: Kelli Fairless Executive Director City of Meridian: Page 5 of 5 Meridian City Council Meeting DATE: November 4,2015 ITEM NUMBER: 8 PROJECT NUMBER: ITEM TITLE: Items Moved From the Consent Agenda lk--,b-%,� MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS Meridian City Council Meeting DATE: November 4,2015 ITEM NUMBER: 9A PROJECT NUMBER: ITEM TITLE: Reappointing Blaine Johnston Mayor's Office: Resolution No. /5' / 0qy : A Resolution of the Mayor and City Council Reappointing Blaine Johnston to Seat 2 and Frank Thomason to Seat 3 of the Historic Preservation Commission and Appointing Josh Evarts to Seat 5 of the Meridian Historic Preservation Commission MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS CITY OF MERIDIAN RESOLUTION NO. /,S -- BY S— BY THE CITY COUNCIL: BIRD, BORTON, CAVENER, MILAM, ROUNTREE, ZAREMBA A RESOLUTION OF THE MAYOR AND THE CITY COUNCIL OF THE CITY OF MERIDIAN, RE -APPOINTING BLAINS JOHNSTON TO SEAT 2 AND FRANK THOMASON TO SEAT 3 OF THE MERIDIAN HISTORIC PRESERVATION COMMISSION AND APPOINTING JOSH EVARTS TO SEAT 5 OF THE MERIDIAN HISTORIC PRESERVATION COMMISSION, AND PROVIDING AN EFFECTIVE DATE. WHEREAS, Meridian City Code Title 2, Chapter 3 establishes the Meridian Historic Preservation Commission, its members and terms of their appointments; and WHEREAS, the City Council of the City of Meridian deems the re -appointment of Blaine Johnson to Seat 2 and Frank Thomason to Seat 3 of the Historic Preservation Commission to be in the best interest of the Commission and of the City of Meridian; and WHEREAS, Seat 5 of the Historic Preservation Commission is currently vacant; and WHEREAS, the City Council of the City of Meridian deems that the appointment of Josh Evarts to Seat 5 of the Historic Preservation Commission to be in the best interest of the Commission and the City of Meridian. NOW THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF MERIDIAN CITY, IDAHO: Section 1. That, pursuant to Meridian City Code § 2-3-3, Blaine Johnston is hereby re- appointed to Seat 2 and Frank Thomason is hereby re -appointed to Seat 3 of the Historic Preservation Commission of the City of Meridian, for a term to expire on October 31, 2018. Section 2. That, pursuant to Meridian City Code § 2-3-3, Josh Evarts is hereby appointed to Seat 5 of the Historic Preservation Commission of the City of Meridian, for the remainder of the term to expire on October 31, 2016. Section 3. That this Resolution shall be in full force and effect immediately upon its adoption and approval. ADOPTED by the City Council of the City of Meridian, Idaho, this 'I day of November, 2015. RESOLUTION APPOINTING JOHNSON TO SEAT 2, THOMASON TO SEAT 3 AND EVARTS TO SEAT 5 OF THE MERIDIAN HISTORIC PRESERVATION COMMISSION Page 1 of 2 7" — APPROVED by the Mayor of the City of Meridian, Idaho, this - day of November, 2015. APPROVED: Mayor Tim de Weerd ATTEST: By: J ty Jayce . Holman, City Cler IRI °f k Eft IE�IAN 9[i ANO El n v . .S,y RESOLUTION APPOINTING JOHNSON TO SEAT 2, THOMASON TO SEAT 3 AND EVARTS TO SEAT 5 OF THE MERIDIAN HISTORIC PRESERVATION COMMISSION Page 2 of 2 Meridian City Council Meeting DATE: November 4,2015 ITEM NUMBER: 9B PROJECT NUMBER: ITEM TITLE: Appointing Craig Robinson Mayor's Office: Resolution No. 147— A Resolution Re -Appointing Matt Stoll and Jo Greer to the Meridian Parks and Recreation Commission and Appointing Craig Robinson to the Meridian Parks and Recreation Commission MEETING NOTES 1 Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS CITY OF MERIDIAN RESOLUTION NO. 15-- / D 9 % BY THE CITY COUNCIL: BIRD, BORTON, CAVENER, MILAM, ROUNTREE, ZAREMBA A RESOLUTION OF THE MAYOR AND THE CITY COUNCIL OF THE CITY OF MERIDIAN, RE -APPOINTING JO GREER TO SEAT 6 AND MATT STOLL TO SEAT 7 OF THE PARKS AND RECREATION COMMISSION AND APPOINTING CRAIG ROBINSON TO SEAT S OF THE PARKS AND RECREATION COMMISSION, AND PROVIDING AN EFFECTIVE DATE. WHEREAS, Meridian City Code Title 2, Chapter 4 establishes the Meridian Parks and Recreation Commission, its members and terms of their appointments; and WHEREAS, the City Council of the City of Meridian deems the re -appointment of Jo Greer to Seat 6 and Matt Stoll to Seat 7 of the Parks and Recreation Commission to be in the best interest of the Commission and of the City of Meridian; and WHEREAS, Seat 8 of the Parks and Recreation Commission is currently vacant; and WHEREAS, the City Council of the City of Meridian deems that the appointment of Craig Robinson to Seat 8 of the Parks and Recreation Commission to be in the best interest of the Commission and the City of Meridian. NOW THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF MERIDIAN CITY, IDAHO: Section 1. That, pursuant to Meridian City Code § 2-4-3, Jo Greer is hereby re -appointed to Seat 6 and Matt Stoll is hereby re -appointed to Seat 7 of the Parks and Recreation Commission of the City of Meridian, for a term to expire on October 31, 2018. Section 2. That, pursuant to Meridian City Code § 2-4-3, Craig Robinson is hereby appointed to Seat 8 of the Parks and Recreation Commission of the City of Meridian, for a term to expire on October 31, 2018. Section 3. That this Resolution shall be in full force and effect immediately upon its adoption and approval. ADOPTED by the City Council of the City of Meridian, Idaho, this �_ day of November, 2015. RESOLUTION APPOINTING JO GREER TO SEAT 6, MATT STOLL TO SEAT 7 AND CRAIG ROBINSON TO SEAT 8 OF THE MERIDIAN PARKS AND RECREATION COMMISSION Page 1 of 2 2015. ATTE APPROVED by the Mayor of the City of Meridian, Idaho, this ��day of November, APPROVED: RESOLUTION APPOINTING JO GREER TO SEAT 6, MATT STOLL TO SEAT 7 AND CRAIG ROBINSON TO SEAT 8 OF THE MERIDIAN PARKS AND RECREATION COMMISSION Page 2 of 2 Meridian City Council Meeting DATE: November 4,2015 ITEM NUMBER: 11 PROJECT NUMBER: ITEM TITLE: Executive Session per Idaho State Code 74-206 Executive Session per Idaho State Code 74-206 (c)(d)(i): (c) To Conduct Deliberations Concerning Labor Negotiations or to Acquire an Interest in Real Property, Which is Not Owned by a Public Agency, (d) To Consider Records that are Exempt from Disclosure as Provided in Chapter 3, Title 9, Idaho Code, AND (i) To engage in communications with a representative of the public agency's risk manager or insurance provider to discuss the adjustment of a pending claim or prevention of a claim imminently likely to be filed MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS