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2015-11-10CITY COUNCIL SPECIAL MEETING AGENDA N Ll -,O) City Council Chambers 33 East Broadway Avenue Meridian, Idaho Tuesday, November 10, 2015 at 5:00 PM 1. Roll -Call Attendance X David Zaremba X Joe Borton X Charlie Rountree X Keith Bird X Genesis Milam X Luke Cavener O Mayor Tammy de Weerd 2. Pledge of Allegiance 3. Adoption of the Agenda Adopted 4. Consent Agenda Approved A. License Agreement Between the Nampa and Meridian Irrigation District and the City of Meridian Regarding the Ridenbaugh Canal Pathway Within Cavin Ridge Estates No. 1 B. Findings of Fact, Conclusions of Law: H-2015-0006 Baltic Place Addition by Cair Paravel, LLC Located 1151 E. Kalispell Street Request: Modification to the Development Agreement (Inst. #1131126756) to Include a Provision Allowing the Future Development of a Cemetery in the I -L Zoning District on Lot 2, Block 1 with Approval of a Conditional Use Permit C. Findings of Fact, Conclusions of Law: H-2015-0010 Shops at Victory by White -Leasure Development Company Located at 3210 S. Eagle Road Request: City Council Review of the Preliminary Plat Condition (#1.2.2) that Requires the Property to be Subdivided Prior to Issuance of a Building Permit D. Final Order: H-2015-0007 Stonesthrow Subdivision by Steve Arnold Located 1/4 Mile South of E. Fairview Avenue on the West Side of N. Mount Hood Avenue Request: Final Plat Approval Consisting of Thirty -Six (36) Building Lots and Eight (8) Common Lots on 9.21 Acres of Land in an R-40 Zoning District E. Woodland Springs (MDA -15-004) Development Agreement Modification for Woodland Springs Subdivision (MDA -15-004) Located at 1728 and 1736 E. McMillan Road, in the SW 1/4 of Section 29, Township 4N., Range 1 E. Meridian City Council Meeting Agenda Tuesday, November 10, 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. F. Agreement to Accept Payment in Lieu of Installing Street Lights at CarMax Auto Superstore G. Renewal of Interagency Agreement Among Law Enforcement Agencies of Ada County, Idaho For a Consolidated Records Management System in an amount not to exceed $11,317.00 H. Professional Service Agreement for Traffic Box Wrap Art - "Throwback in Time" by Emily Payne at Meridian and McMillan; Sponsored by Orthodontics at BridgeTower 5. Community Items/Presentations A. Meridian Development Corporation Financial Task Force Update Amended title to read: Chamber Steering Committee Financial Task Force Update. Motion approved to accept update report and allocate an amount up to $8,400.00 to conduct a survey. B. Lakeview Golf Club Foot Golf Program Approval Motion approved to bring back agreement on November 24, 2015. C. Community Development: Transportation Projects Update - Discuss Transportation Related Projects, Studies and Programs Including: The Ada County Highway District 2016-2020 Integrated Five Year Work Plan, Transportation Alternatives Program Applications and Truck Routes 6. Items Moved From the Consent Agenda None 7. Department Reports A. Police and Fire Departments: Public Safety Annual Update B. Meridian Police Department Report: Proposed Fee Schedule Update C. Public Works - Propose City Code Update for Credit Calculation D. City Council Liaison/Committee Updates 8. Future Meeting Topics 9. Executive Session per Idaho State Code 74-206 (a)(f): (a) To consider hiring a public officer, employee, staff member or individual agent, wherein the respective qualities of individuals are to be evaluated in order to fill a particular vacancy or need. This paragraph does not apply to filling a vacancy in an elective office or Meridian City Council Meeting Agenda Tuesday, November 10, 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. deliberations about staffing needs in general, AND (f)To Consider and Advise Its Legal Representatives in Pending Litigation Into Executive Session at 8:06 p.m. Out of Executive Session at 9:03 p.m. Adjourned at 9:03 p.m. Meridian City Council Meeting Agenda Tuesday, November 10, 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 Workshop November 10, 2015 A meeting of the Meridian City Council was called to order at 5:01 p.m., Tuesday, November 10, 2015, by President Charlie Rountree. Members Present: Charlie Rountree, Keith Bird, David Zaremba, Joe Borton, Genesis Milam and Luke Cavener. Members Absent: Mayor Tammy de Weerd. Others Present: Bill Nary, Jaycee Holman, Bruce Chatterton, Warren Stewart, Caleb Hood, Kyle Radek, Jeff Lavey, Mark Niemeyer, and Dean Willis. Item 1: Roll-call Attendance: Roll call. X David Zaremba X _ Joe Borton X__ Charlie Rountree X_ Keith Bird __X__ Genesis Milam __X__ Lucas Cavener __ _ Mayor Tammy de Weerd Rountree: I'm going to go ahead and open the November 10th workshop for the Meridian City Council at 5:01. Roll call attendance, please, Madam Clerk. Item 2: Pledge of Allegiance Rountree: If you would all rise and join us in the Pledge of Allegiance. (Pledge of Allegiance recited.) Item 3: Adoption of the Agenda Rountree: It looks like we have some kind of a one-side event this evening. Thank you all for being over here and, Frank, over there. And a few people in the middle. Thank you. Next item on the agenda is the adoption of the agenda. Bird: Mr. President? Rountree: Mr. Bird. Bird: Under Item 5-A, please amend that to read Chamber Steering Committee, Financial Task Force update, instead of Meridian Development Corporation update. And with that change I move we approve the agenda. Zaremba: Second. Meridian City Council Workshop November 10, 2015 Page 2 of 58 Rountree: It's been moved and seconded to approve the agenda. All those in favor signify by aye. Those opposed? Hearing none -- MOTION CARRIED: ALL AYES. Item 4: Consent Agenda A. License Agreement Between the Nampa and Meridian Irrigation District and the City of Meridian Regarding the Ridenbaugh Canal Pathway Within Cavin Ridge Estates No. 1 B. Findings of Fact, Conclusions of Law: H-2015-0006 Baltic Place Addition by Cair Paravel, LLC Located 1151 E. Kalispell Street Request: Modification to the Development Agreement (Inst. #1131126756) to Include a Provision Allowing the Future Development of a Cemetery in the I-L Zoning District on Lot 2, Block 1 with Approval of a Conditional Use Permit C. Findings of Fact, Conclusions of Law: H-2015-0010 Shops at Victory by White-Leasure Development Company Located at 3210 S. Eagle Road Request: City Council Review of the Preliminary Plat Condition (#1.2.2) that Requires the Property to be Subdivided Prior to Issuance of a Building Permit D. Final Order: H-2015-0007 Stonesthrow Subdivision by Steve Arnold Located 1/4 Mile South of E. Fairview Avenue on the West Side of N. Mount Hood Avenue Request: Final Plat Approval Consisting of Thirty-Six (36) Building Lots and Eight (8) Common Lots on 9.21 Acres of Land in an R-40 Zoning District E. Woodland Springs (MDA-15-004) Development Agreement Modification for Woodland Springs Subdivision (MDA-15-004) Located at 1728 and 1736 E. McMillan Road, in the SW 1/4 of Section 29, Township 4N., Range 1E. F. Agreement to Accept Payment in Lieu of Installing Street Lights at CarMax Auto Superstore G. Renewal of Interagency Agreement Among Law Enforcement Agencies of Ada County, Idaho For a Consolidated Records Management System in an amount not to exceed $11,317.00 H. Professional Service Agreement for Traffic Box Wrap Art - "Throwback in Time" by Emily Payne at Meridian and McMillan; Sponsored by Orthodontics at BridgeTower Meridian City Council Workshop November 10, 2015 Page 3 of 58 Rountree: Next item is the Consent Agenda. Bird: Mr. President? Rountree: Mr. Bird. Bird: I move we approve the Consent Agenda and for the President to sign and the Clerk to attest. Zaremba: Second. Rountree: It's been moved and seconded to approve the Consent Agenda. Roll call. Roll Call: Rountree, yea; Bird, yea; Zaremba, yea; Borton, yea; Milam, yea; Cavener, yea. MOTION CARRIED: ALL AYES. Item 5: Community Items/Presentations A. Meridian Development Corporation Financial Task Force Update Amended title to read: Chamber Steering Committee Financial Task Force Update. Motion approved to accept update report and allocate an amount up to $8,400.00 to conduct a survey. Rountree: Next item. Item 5-A. A presentation from the Chamber steering committee on fiscal task force update. And a couple of financial guys coming up here. Welcome. Shiflet: Council President Rountree, Members of the Council, thank for your time. My name is Clint Shiflet. I am a local businessman. I work in Meridian at Idaho Central Credit Union and I am here representing the Meridian Chamber Economic Development Steering Committee. We presented to you before. We are made up of community leaders. We have a dream of enriching the community with a multi-purpose conference facility and performing arts facility. As you well know, a facility of this type was recommended by the Pegasus study and the steering committee has been focusing on how we can move that project forward. To date what we have done -- a website has been created. If you haven't been to dreambigmeridian.com, I recommend that you go there. We have a wonderful website. Local performing art groups have been polled and it was determined that there was definitely a need. The term if you build it we will come was used quite often. Also RFPs were sent out nationwide to developers to find an interest in the project. I am chairman of the sub committee that handles -- that is looking at financing options for this project and as our group looked into financing options we determined that before we took any further steps that we needed to find out if the citizens of Meridian wanted and would support such a project. As such we contacted three local public relations firms, talked to them about polling options. We met with Hilltop Public Solutions, Strategies 360 and GS Strategies. The list was narrowed to two. We, then, vetted them further, asked for references, checked the references, looked at their body of work and we Meridian City Council Workshop November 10, 2015 Page 4 of 58 determined that Hilltop would give us the best opportunity to find the information that we needed. I believe Hilltop's initial response has been provided to you, which gives an overview of their thoughts on the project. Now, they have been very successful working with the local campaigns. Last year they helped the city of Boise with its fire department bond. It passed with 76.3 percent of the vote and recently they helped lead the foothills levy in Boise, which, as you know, passed overwhelmingly. They are very qualified. Hilltop proposes that we poll the citizens or the electorate of Meridian in two separate polls. What we are here to talk about is the initial poll. That really will judge two things. One if the electorate will support such a facility and, two, possible financing options. If we were to go out to a bond would that be acceptable to the electorate. Kind of the time frame. If -- if we decide to move forward with it, as members of the steering committee we will work with Hilltop employees and we will build a questionnaire that will be called out to local -- to citizens of Meridian. Estimate that we need at least 400 full responses to a ten minute survey. It will take probably about a month to get the questions. Now, they have done numerous polls like this and they will help guide us with the questions to get -- to find out the information that we need. Once that -- about four weeks is done -- and usually it doesn't take quite that long, but with the holidays coming up people are busy, we figure it will take probably through the end of December to reach that. At that point , once the questions have been created, a local -- a national pole firm will be used, they will call both land lines and cell numbers in the Meridian area with registered voters and that takes about a week. Once that's completed we will have a complete study about two weeks after that. So, really, we are looking at probably having the results of this poll back sometime mid to late February. We didn't just come to give you an update, we also are in need of funds. We were looking for the city to help with the financing of this initial poll. The Hilltop study for a ten minute poll to reach 400 registered voters in Meridian costs 14,500 dollars and we are asking the city if they would help fund up to half of that. The Meridian Development Corporation has agreed if the city will team with them, they will finance at least half of that. The Meridian chamber has agreed to pitch in 300 dollars also. We have also asked the Meridian Downtown Business Association if they have the funds if they could help contribute to that as well. And I'm open to questions from you now. Rountree: Questions? Bird: Mr. President? Rountree: Mr. Bird. Bird: Clint, you say this is 400 people -- registered voters are going to -- for 14,500 dollars -- Shiflet: Well, that's how many responses they give. They will probably have to call 12, 15 thousand registered voters to get 400 that will actually do a ten minute survey. Rountree: Other questions? Meridian City Council Workshop November 10, 2015 Page 5 of 58 Milam: Mr. President? Clint, so -- I mean, obviously, there are the professionals, but looking at this and considering that we are going to base this on the vote of -- or the opinion of 400 people, this seems very miniscule to -- as far as their reach. Shiflet: Sure. We had the same thought. Thanks for the question, Councilor -- Council Member Milam. Sorry. We had the same -- same thought. Doesn't seem like a lot, but they said they could really -- with as little as 400 they can get a very accurate -- that's -- when they worked with the city of Boise they had four or five hundred registered voters are all they can do. They have it narrowed down, they can ask the questions in such a way that they can -- they are very, very good. With the foothills levy they were almost spot on with what their polling found with what -- the actual vote they got. Milam: Mr. President? Clint, do you know how many they had on that? Shiflet: I don't. I don't, no. Milam: Okay. Rountree: Luke? Cavener: I'm good. No questions. Shiflet: Oh. Squires: Hi. I can answer that question, Council Woman Milam. Ashley Squires, Meridian Development Corporation. They had a sample size of 400. Milam: Thank you. Borton: Mr. President? Rountree: Mr. Borton. Borton: Is the scope of the survey to answer all four questions with two -- or two each to the performing arts center and to the multi-purpose center? That being the electorate supporting it and their support of different ways to finance it? Is that all four blended into one? Shiflet: That would be blended into this initial survey. Borton: Okay. Shiflet: If -- if we get the results that, yes, it would be supported by the electorate, then, we will go to look at doing a second survey where we will get specific into types of financing so see what type of -- if you -- too much in the initial survey I think would be overwhelming. Meridian City Council Workshop November 10, 2015 Page 6 of 58 Borton: Okay. Financing is not part of this -- Shiflet: No. Just basic questions about financing. Cavener: Mr. President? Clint, in the pro forma or whatever -- the form that Hilltop has sent over, it shows the cost of a ten minute survey versus a 12 minute survey for 400 versus 500. Benefits of a 12 minute survey over a ten minute survey or the benefits of having a response of 500 versus 400, is it -- Shiflet: Benefits -- the more people you talk to probably the closer it will be. I believe -- you know, three to four percent difference if you get another hundred people and you can get a few more questions. It costs a little more, because the longer the survey the more people -- you know, if you tell somebody I need you on the phone for 15 minutes, you won't get nearly as many people answering as if you have them on the phone for ten minutes. Cavener: Mr. President, maybe one follow up. Rountree: Luke. Cavener: The vendor, then, would be recommending a ten minute survey with a minimum of 400 responses, that's their recommendation moving forward? Shiflet: They feel that is the minimum to get the information that we need. Milam: Mr. President? So, what about a five minute survey that can reach a lot more than -- you know, maybe 1,000? Shiflet: I don't think you could get enough questions in there to accurately gauge. Milam: Even without having -- talking about financing? Shiflet: Uh-huh. I think you need to have that initial point in there, because as we learned recently from the library bond, I think we really need to know if the electorate will support some type of public finance, because as members of the community have talked to developers, they say there has to be skin in the game from the city for the larger developers to want to be involved in this type of project. Zaremba: Mr. President? Rountree: David. Zaremba: Speaking of financing, at the end of your discussion I think you said something like you're hoping the city will contribute maybe half of the cost of the survey -- Meridian City Council Workshop November 10, 2015 Page 7 of 58 Shiflet: Yes. Zaremba: -- and that MDC will contribute half and that the Chamber might contribute half and the Downtown Business Association -- Shiflet: The Chamber will look at possibly doing up to 300 dollars and, then, the Downtown Business Association we haven't heard back from them. So, we are asking up to half and could go down if the chamber board approves up to -- they talked about 300 dollars if the Downtown Business Association is able to contribute some. So, up to half. But it likely will be less than that. Zaremba: I thought it sounded too good to have four halves. Shiflet: Four halves is great. Rountree: Other questions? Comments? Borton: Mr. President? Rountree: Mr. Borton. Borton: I think this group has done phenomenal work and the comment with regards to the city having skin in the game, this is a great example I think for us for a relatively small fee to participate in really the due diligence we want to see anyway. Kind of test the waters, engage the community's desire to have either or both of these amenities as part of their city. So, when I look at the ten minute survey of -- at 14,500 or for 400 responses or an alternative for 500 responses for a nominal increase -- if MDC has made a generous commitment to participate with half of that cost, I don't know if that includes -- whether it's the 400 or the 500 -- seems important enough for the city to participate as well in that endeavor and gather the information. If I had a choice I would probably say 500. I mean if the intent is to get the most valid data set that we can -- Shiflet: Uh-huh. Borton: -- for an additional thousand dollars I would lean going that route. But either way I think the city should support the effort. Shiflet: And really, like I say, 500 would probably give us a more accurate number. We were just trying to keep the cost as low as possible. Borton: And -- Mr. President. To that point and this to this committee's work, the due diligence that you all have done to investigate these groups, to interview them, then, to help all volunteering to scope and hone the questions and participate in developing the survey itself, is invaluable. It's a wonderful asset to the process. So, that's a big part of why I think the city should participate is because it's got lots of skilled individuals like yourselves in the group steering that process. Meridian City Council Workshop November 10, 2015 Page 8 of 58 Shiflet: Thank you very much. Rountree: Further comments? Cavener: Mr. President? Rountree: Luke. Cavener: I agree. I think that more often than not we always find ourselves being Monday morning quarterbacks saying if we would have known we would have acted one way or another. It seems like this is an organization that's got pretty great success at finding very accurate data that allows municipalities to make decisions. Actually, I agree with Councilman Borton, if there is an opportunity to get 500 responses back with 400, noting the success that they were able to find data from Boise for 400, if we could be even able to drill down that a little bit further for 500 and MDC is willing to participate, I'm more in favor of leaning towards the survey response of 500 individuals as well. Rountree: Further comment? Before I ask a nodding of the heads and a motion, Calvin, I don't want you to lose your opportunity to say something, so -- if you wish go ahead. If not, that's fine. Barrett: Mr. President, I can't echo enough what Councilman Borton and Councilman Cavener said. There is a phenomenal group of people that is working on the steering committee and they have put in countless hours and the thought from the committee is that we need a direction and in order for us to continue to work in this endeavor is we feel that it's vital to know do we have the community support to continue to allocate the volunteer group and their time, as well as their company's time associated with works on this project. They are very passionate about improving our downtown facility. We have met with -- the first -- the first polling group we put together was to figure out what is downtown. There is a multitude of joint efforts that are going on to revitalize our downtown. It's not only this steering committee, it's also what the Chamber is doing, it's also what MDC is doing in terms of their marketing plan. So, all of this is all coming together and we just feel it's crucial that we know are we going in the right direction, because we feel that we are going to have to have some public financing and we know how difficult it is in this state to come up with public financing. So, with that that's my comments and would stand for any questions. Rountree: Further questions? Comments? I'm hearing a request for somewhere around 7,250, with an option of anot her five. My suggestion is we do the half for the four and additional funding from Downtown Business Association and the Chamber utilized to accomplish an additional hundred. That way everybody in the game has skin in the game. Shiflet: Okay. Meridian City Council Workshop November 10, 2015 Page 9 of 58 Bird: Mr. President? I think that we ought to go with the 500 at 16,800 and we can make a motion that we could go up to 8,400 -- up to 8,400 and that way if the Downtown Association or the Chamber can kick in some money, that would be great, but at least we are up to that and I still think we need to go to 500 people. I know they were successful in Boise, but I think a lot of that was done by a couple of councilmen that worked their rear ends off, too, that have done that before. So, I would -- I have no problem -- if our community development liaison has no problem, I would like to see a motion that took us to 8,400 and -- up to 8,400. Milam: Mr. President? Keith, is that -- so, are you saying your motion to be up to 8,400, half after you subtract from the top what the MDC and the Downtown Business Association -- what -- the balance of -- half of the balance of that? Bird: We are not -- we are not going to pay anymore. Right now it's 16,800. So, if we go up to 8,400, that's half of that, so we are not going to pay over 8,400. We might be only 8,000 or we might pay only 7,500, whatever -- whatever the half comes up to, whatever the Downtown and them put in, sure, we will subtract it and -- but up to. We are not guaranteeing 8,400, but up to 8,400. Milam: I understand. Rountree: So, who would like to craft a motion? Zaremba: Mr. President, before we do. I am in favor of doing this. I guess my question is what financing -- do we need to discuss what account will this come out of? Rountree: Got Bruce's attention. Chatterton: Council Member Zaremba, Community Development has a budget. However, there is no such line item in our budget. This was not budgeted for. So, certainly open to suggestions. If we had -- perhaps repurposing something that we were going to be doing, but, again, I don't know what that is and I hadn't thought to scour our budget for -- for this. But we do not have a -- this currently allocated. Bird: Mr. President? I guess then we do -- the City Council can do it out of our budget. We have done this and I agree with everybody that this is something that needs to be done, so whether we -- so, we know whether we go on or we quit, so -- and nobody wants to see a center down here more than I do, so -- I think we can take it out of our budget if we have to. Rountree: Thank you, Bruce. Luke, you -- Cavener: Yeah. I would be happy to make a motion, Mr. President. I move that we accept the Meridian Chamber of Commerce financial task force update report and allocate an amount up to 8,400 dollars to conduct a survey with Hilltop Public Solutions for a ten Meridian City Council Workshop November 10, 2015 Page 10 of 58 minute survey to gauge the public opinion dealing with -- related to a potential bond for a downtown performing arts facility. For 500 people. Thank you. Milam: Second. Rountree: It's been moved and seconded. The motion I'm not going to restate. Borton: Mr. President, discussion? Rountree: Discussion. Borton: The scope of this survey within the motion in regards to the performing arts center and the multi-purpose center? Both of them? Shiflet: Correct. Rountree: Further discussion? Nary: Mr. President? Just so it's clear for the Council, so what we will do we will work with the Chamber task force and the MDC in creating -- either creating the agreement or folding Meridian into that agreement on how that's going to get done. I don't think we are going to contract with Hilltop -- Shiflet: No. Nary: -- Solutions, I think they will, so we will work with them to make -- you will end up with an agreement of some sort back in front of you to approve. Rountree: And further note, I will work with the Mayor's office and resolve the budget issue. Okay. Any further discussion? We have a motion and a second. Roll call. Roll Call: Rountree, yea; Bird, yea; Zaremba, yea; Borton, yea; Milam, yea; Cavener, yea. MOTION CARRIED: ALL AYES. Shiflet: Thank you very much. B. Lakeview Golf Club Foot Golf Program Rountree: Thanks for the work. Next item is the Lakeview Golf Club FootGolf program and approval. Erik. Welcome. Oaas: Council President Rountree and City Council -- Rountree: Before you start, I'd like to say that that 9th green looks a lot less interesting than it used to, which is a good thing. Meridian City Council Workshop November 10, 2015 Page 11 of 58 Oaas: Thank you, Council President Rountree. Needless to say, we are pretty darned excited about it and anxious to -- to have it in place and have the grass starting to heal already, so it will, hopefully, be playable the first of May. City Council, I'm here tonight before you to -- to make -- probably to answer any specific questions you might have with regard our proposal to incorporate FootGolf into the services offering that we have at Lakeview. I have put a written presentation together that has probably been circulated through the Council already. Am I making that presumption correct? Rountree: You're right. Oaas: And with that the -- what we -- just a little bit of background. The FootGolf is a combination of soccer and golf that plays by the traditional rules of -- or the rule of traditional golf and it's been widely accepted around the country and even in places around the world. The American FootGolf League is the exclusive member of the -- the governing body, which is the -- the Federation of International FootGolf and -- and, essentially, it's -- it's played on the same golf course, it's played using -- utilizing different greens, so you're not -- you're not marking up or damaging the most expensive part of the golf course and, essentially, when it's not in u se the hole -- the hole and the pins where the FootGolf is played are -- there are covers put over them and flags are taken down, so the -- the potential of conflict with the traditional golfers is -- is very small, because we have chosen the time of day t hat's on the tee -- the tee sheets that shows, you know, very few traditional golfers play and, in addition to that, for those who do play and want to come out and play, we will always have the back nine exclusively for use by traditional golfers and only the front nine after 3:00 p.m. in the afternoon. So, we see this as a way of really bringing out a -- a different demographic, bringing out a different set of the population that -- that -- that doesn't want to invest in golf clubs and, quite frankly, you know, it's an opportunity for grandparents to bring their grandchildren out and not only learn the rules of golf, but learn the etiquette of golf as well. So, we are -- we are quite excited about -- about incorporating this at Lakeview and we -- based on the research that we have done we do expect that we will bring, you know, a whole different set of folks out that otherwise we wouldn't be seeing. So, with that I'm here to answer any specific -- any specific questions you might have. Rountree: Questions? Anyone? Luke? Cavener: Yes, Mr. President. Erik, a couple questions. This is fascinating to me. I think this is an evolution of the sport and a unique way to introduce people, but first your comment about the etiquette of golf. I'm curious how this new sport will teach people the etiquette of golf, especially when the research that I have seen is that it attracts younger people, typically families that are more -- that don't prefer to play the game of golf. So, talking about how you plan to really instill the golfing etiquette to people that really are turned off a little bit by the sport. Oaas: Councilman Cavener, I mean that's a good -- good question. What we intend to do is -- we have a short video that -- that we will ask all new FootGolfers to -- to watch. You Meridian City Council Workshop November 10, 2015 Page 12 of 58 know, it's about -- it's about four -- four to five minutes and it, essentially, talks about the rules of the game -- of the game of FootGolf, but it also talks specifically about the etiquette of golf and, really, the focus on, you know, adhering to and respecting, you know, what that -- what that really means. So, we would want to train people and it may take some -- may -- it will take some policing from time to time to -- you know, to -- to remove people that -- you know, that don't respect the game of golf, that don't respect the etiquette that's involved and we -- we understand that -- that it will require those -- everyone, even traditional golfers, need to understand that it's a privilege. It's a privilege to play and -- and sometimes traditional golfers even get a little bit out of control and they have to be brought -- called to task. Cavener: Mr. President, follow up, if I may? Rountree: Luke. Cavener: To that point here, talk to me a little bit about now out at Lakeview how often are you finding traditional golfers aren't following the etiquette rules and what are you doing to enforce that now and do you have any plans to change or evolve that approach to FootGolfers if they are allowed? Oaas: Councilman Cavener, we probably most often find instances -- and they are not -- they are not real common, but when they do happen it's typically involving a tournament and there are -- there are some folks -- traditional golfers that come out and play very, very rarely and -- and sometimes a tournament -- tournament play is the only time that they come out and play and so, you know, we don't really require traditional golfers to watch a -- you know, a movie on golf etiquette, but that's usually where we have instances of people that are sort of out of control. And so, you know, like I said, this is -- this will be an educating process and, you know, we know that we will have to call people to task from time to time, but -- but I think the -- if I could ask our PGA professional Roy Ahnstedt to come up and talk a little bit about his skepticism originally and -- and his discussions thereafter with a good friend of his at another golf course. So, Roy. Ahnstedt: Mr. President, Council Members, my original -- Rountree: Excuse me, Roy. If you would just state your name and address for the record, so if we need to get a hold of you we can. Ahnstedt: Okay. It's Roy Ahnstedt. PGA member. Address is 230 South Old Quarry Way, Boise, Idaho. Rountree: Thank you. Ahnstedt: When -- when Erik and Mary Claire brought this to my attention that they were wanting to do this -- I had been with the facility about three weeks and I was like what ? And I had heard a little bit about FootGolf, but hadn't really looked into it. So, I went in and I looked at it and I looked around and I did some research on the side and I have a Meridian City Council Workshop November 10, 2015 Page 13 of 58 friend of mine who is a PGA member and president -- has been the president of the Texas state PGA -- section of PGA and I contacted him and asked him, because he's very involved in it. He has some of his children playing in it and he's actually stepped up and been the president of the US Golf Association in Texas and he's found that it's been a very good asset to his facility to introduce people to golf, because not everybody can afford to play, but golf -- FootGolf is played very similar to golf. You still tee off from a set of tees. It's not a running sport per se, it's a walking sport or they ride carts. They actually have national events now and he's hosted the national event at his facility and he sees it as an asset, not a detractor. Just to that point, I have talked to some of our members or our pass holders about FootGolf and their questions are, well, how is it going to affect us and to the point of how are we correcting faults in golf is through instruction we are correcting it. By giving instruction to our golfers we teach them etiquette. Anytime I'm teaching lessons I will teach etiquette. Our juniors are being taught etiquette in the junior program through First Tee through our youth programs here in the city we will do that and we will do that same thing with FootGolf if we bring it in and when we bring it in. So, I don't believe that it will be a factor of etiquette or a problem with etiquette, the questions are, well, how fast do they play? They are going to even be slower. Well, in reality, it's not slower. I also -- we have also talked with -- with Ridgecrest and they say it's a great avenue to get youth the involved. It's easy for them to kick a ball, but it's hard for them to hit a ball. But we could also transition them from FootGolf to regular golf. Oaas: Thank you, Roy. Rountree: Other questions? Milam: Mr. President? Rountree: Genesis. Milam: I probably have a whole bunch. Erik, so you -- the time of day, after 3:00 p.m., is generally not very busy? Oaas: Correct. Milam: Can you be more specific? Oaas: In terms of -- Council Woman Milam, I think, you know, we -- you know, when you're looking at your tee times you're really looking at blocks of time and -- and, generally, after 3:00 o'clock -- I mean you just -- you just see this curve of traditional golfers, you know, it just -- it just falls off. I don't know how to put it any other way, other than just saying it's -- it's a substantial drop after 3:00 o'clock. Milam: Mr. President? Just to clarify. So, this is -- they would just golf right in along with regular golfers, so they might be in front of you or behind you if you're playing a round of golf? Meridian City Council Workshop November 10, 2015 Page 14 of 58 Oaas: Councilwoman Milam, the -- what we will do is we will -- as I said, we will reserve the back nine exclusively for traditional golfers. The FootGolf will only be played on six of the nine -- front nine holes. But what we will do -- and, again, that's only after 3:00 p.m. in the afternoon. But what we will do is -- is if traditional golfers want to play the front nine, rather than the back nine or back nine two times, then, they can get a tee time just right along side of FootGolf two, three, or foursomes as the case may be. It's going to take a little time for us to figure out the timing of -- like Roy said, you know, the pace of play. The holes with FootGolf are much shorter on two -- on -- on three of the front nine holes will have two FootGolf holes on one traditional golf hole. So, it's -- so it -- there is a -- there is a science to figuring out, you know, how to space them so that there is no conflict. Milam: So, the holes for the footballs don't get in the way -- in the way of -- for golfers? Oaas: No. They -- the -- what we do is you -- you mow an area that -- for a FootGolf green that's on the side of the fairway, so it's -- it's not even -- not even close to the traditional green and when -- and at 3:00 o'clock we will send our cart boys out with the flags and they will remove the covers off the top of the holes and put the flags in and, then, at the end of the day, you know, the last thing they do at night is go back out and pull the flags and put the covers over the holes, so that -- so that, really, again, it's to minimize any potential conflict that could occur. Milam: Okay. Thanks. Rountree: Erik, on that point, since that's usually where I am, is that a free drop? Oaas: Absolutely. It is a free drop if your golf ball goes into the FootGolf hole. Bird: I was going to say leave it out there for me. I might be able to get something. Mr. President? Rountree: Mr. Bird. Bird: What -- the task force I understand has been meeting on this and stuff and what -- what was their suggestion on this? I believe you're a member of that task force. Rountree: Well, the way I left that discussion and, Erik, you were there as well -- was that the task force in general agreed with what he was proposing. I expressed some concern about the conflicts and whatnot and another representative on the committee was pretty adamant that it was going to cause some issues, so -- but the remainder of the committee was pretty much okay -- at least that's what I came away with. Bird: Mr. President? I -- I know we have got something regarding Ridgecrest, but Ridgecrest, as it says, put it on their executive course. I have got -- in the summertime you're telling me that your place goes down after 3:00, even with the long evenings and stuff people going out -- coming from work and stuff don't play that late? Meridian City Council Workshop November 10, 2015 Page 15 of 58 Oaas: We -- from time to time we have league play, even in the summertime, but that's only -- it's only nine holes and -- but, yes, it's a significant drop off after 3:00 o'clock. You know, it -- when the evenings cool off, of course, people -- and that's why we offer, you know, some pretty heavy discounted rates for people who come out and play late in the day, the twilight rate, and it's substantially less. But even -- even with those incentives, Councilman Bird, it's a significant drop off in the activity level. Bird: Follow up. What do we do in the spring when we are the home court I think for the Meridian golf team still, aren't we? Oaas: They -- Bird: They will have tournaments and practice and stuff? Oaas: Yes. Yes. Bird: And their tournaments don't start until like 4:00 something, so are we going to -- on their tournament days we will shut down the Golf Foot -- Oaas: Absolutely. Absolutely. And for other -- other tournament activity that there will be times that -- that it just doesn't -- doesn't fit the schedule and it's -- it's -- it's an addition to the service offering that because of the nature of it we are able to turn it on or turn it off pretty darn easily. Bird: You know, Erik, I got a -- I got mixed emotions, because I believe we have got the course probably as well as it's ever been in the history of the course. Oaas: Yes. I would agree with -- Bird: Seriously. Since '78. And I don't think -- I don't want to say -- stop you from trying something new, but I just hope it don't tear up -- and I -- I understand that that they will -- they won't be wearing their soccer shoes or anything, because soccer shoes are horrible on turf. Oaas: Correct. Bird: Because you're sliding sideways and everything else. They are not like football cleats or basketball -- or baseball cleats, but I -- I mean it's a business that you have to look at. You have got to, I'm sure, get more revenue out there or want to get more revenue. Hope you do. So, I don't know, I -- as long as the course stays in good condition I have no problem with it, but -- and if it -- as long as it don't bother the people that have built this course up -- and I'm talking about the traditional golfers, your membership, your -- stuff like that. Oaas: Councilman Bird, I appreciate your comments, but we are pretty darn sensitive to Meridian City Council Workshop November 10, 2015 Page 16 of 58 -- to how hard we have worked in getting the course looking the way it does. I mean we are -- we are not about -- not about to let -- you know, let this course go back to the weed patch that it was, you know, 15 -- 12, 15 years ago. No. And because of the fact that cleats are not allowed, the wear and tear on the golf course is actually less than it would be with traditional golf. Rountree: David. Zaremba: Thank you, Mr. President. I'm guessing that the investment is not real big, since the golf course already exists and the clubhouse and all the facilities, the -- the investment to make this happen is probably small enough that you can consider this, even if it was only a test or an experiment or is the investment so big that you really have to be committed to do this or not do it? Oaas: Councilman Zaremba, you're -- you're -- the former is correct. The investment is about somewhere around 3,000 dollars and what that buys you is it buys you the regulation cups and it buys you the flags and it -- it, essentially, pulls in the expertise of the American FootGolf League in the layout of the course. In order for them to certify Lakeview as a -- as a certified course they have to -- they have to sign off on the layout and, you know, we give them our thoughts. Our ground superintendent Rich -- Rich Rush has worked with Mary Claire and with Roy and with the AFGL on the layout to make sure that everyone is comfortable with it. But, yes, we will be a certified member and the investment is -- is not too substantial. Three thousand dollars is -- you know, is a lot of money regardless, but it's not -- you know, a hundred thousand dollars or 20,000 dollars, it's relatively modest. Zaremba: So, I guess what I -- why I was thinking about that is that to me it's worth trying and I know you will continue to review the business value of it, but I'm comforted to hear that the investment isn't so great that you have to keep saying, oh, we have spent this money and we got to keep it going, even if it's not the right thing. It sounds good to me. I hope it works. But I just want to make sure that it's something that can be reviewed and if it's not working you could stop it. Oaas: Councilman Zaremba, I mean you hit the nail on the head and, you know, our traditional golfers, we respect and understand that's the heart and soul of Lakeview and -- and that will never change. We see this as an additional service offering to bring out more people, to get more public involved -- in the facility, but, believe me, if we find that it's having, you know, a severe negative impact on our traditional golfers and our heart and soul, we will end it immediately. Milam: Mr. President? Rountree: Genesis. Milam: I think my -- my last comment I guess -- the last question from a business perspective it seems like a good idea. You know, I think it's good to try new things, but Meridian City Council Workshop November 10, 2015 Page 17 of 58 also, like David said, it's very -- you have to be careful about your current customers and so the main concern would be about how it affects your membership and are you -- before any -- this is the time of year when you start really selling next year's memberships, just let people know that this going to happening before they spend the money, so they are not upset. Maybe considering having some sort of way to touch base with your regular customers to know, without waiting for them to either stop showing up -- you don't want to wait until they stop coming, because by then it's too late. So, maybe some kind of outreach during this interim for them to communicate with you would probably be beneficial to the business, so -- I don't know if I had a question in there or not. Rountree: It sounded liked a recommendation. Milam: Well, it started out as a question in my head. Oaas: And, Council Woman Milam, Roy Ahnstedt has actually met with the men's association and the women's association to talk about it and, you're right, I mean we were careful, we didn't -- we didn't want to sort of sneak up on people and throw this at them after the first of the year. You know, we -- we have thought about this and talked about this for a long time and -- and we have no intention of misleading anyone and we -- quite honestly, you know, there have been questions, but -- but we haven't -- we have had very, very few people say, well, this is absolutely the worst thing you could ever possibly do. It's more questions how is it going to work. You know, how is the base play going to go. You know, does it affect the whole course. You know, what about tournaments? What about leagues? Those are the typical questions that our traditional golfers are concerned about and the answer is always we will respect and, as I said, treat our traditional golfers as our heart and soul. We just want to -- we think this is a way to bring more people out. Rountree: Other questions? Borton: Mr. President? Rountree: Mr. Borton. Borton: I appreciate the comments to that point, Erik. In light of the minimal costs that go into it, the issue that brought you here today is the lease condition, operating the golf course, and those other ancillary uses. A request to come to Council for consent to do those things. I have got the same questions you have and the same concerns that maybe members of the public do as well. One of the provisions, though, that would need to be included and I want to get your sense if you're okay with, is in accordance with that consent and this process we are going through that if the city in its determination felt that the fundamental golf function and purpose of the course was impeded, that it can revoke and remove the permit of use of soccer golf. Is that concept acceptable -- I'm glad to hear that the capital investment is very low. Oaas: Relatively. Meridian City Council Workshop November 10, 2015 Page 18 of 58 Borton: Relatively low. I will get to that point. But is that concept acceptable? The provision -- if we were to go forward with something like this that it would be memorialized in a written agreement, you would sign on behalf of ownership that included that provision that said if the city is to determine that this use interferes unnecessarily or unreasonably with golf course operations, that the city can revoke the consent. Oaas: Councilman Borton, yes, it is. I think the city has that right regardless of -- you know, I mean -- Borton: Okay. Mr. President? And the reason I bring that up here, I think it helps both parties and I think it helps the public in light of your comments trying to make sure that golf is not interfered with. That is a golf course and this is maybe an additional way to enhance revenue or enhance its benefit to the community. That has to be preserved by the Mayor and Council utmost. And a lot of the other terms and conditions -- Councilman Bird brought up a great one, priority use or usage reserved for the high school golf team and there will be several others like that that I think all need to be memorialized, so we are crystal clear on the rights and responsibilities associated should we go forward with it and if there is a condition along those lines that -- that you can't live with, it's problematic, then, maybe it doesn't go forward. But from the front end to have all of those spelled out to insure the city protects its need to maintain and have a golf course available and still allows your use to go forward successfully. Does that make -- does that structure seem acceptable to go forward and memorialize it that way? Oaas: Councilman Borton, I think the -- certainly the concept I think I would agree with. Trying to identify every potential condition that we would -- that we would basically turn off FootGolf for I think is -- I don't think is possible, because I think the language that -- that Council and your esteemed city attorney Mr. Nary would come to -- we have worked through this before with regard to other issues and -- and I think we come to a meeting of the minds pretty easily. I guess the -- I'm concerned about trying to think about every -- every possible condition we would like to -- we would like to move forward with it is all I'm saying and I think the language that -- keeping the language broad to me actually protects the city better than it does trying to narrow down every potential condition that you might -- might or might not think of. Borton: Mr. President? And I appreciate that. I don't necessarily disagree, I just think -- I don't want the alternate problem to exist if it's too broad and the city exercises its discretion and says we have determined that it's an unreasonable interference and you say based on what; right? We don't, right? We don't have those. I'm not necessarily suggesting to line those out, and, quite frankly, I think the city can create that proposal and give it to you of what the city's conditions and restrictions would be and start from there and I used the golf team as one more crystal clear example of a condition. But it's -- so it's fair to you, quite frankly, so -- Oaas: Sure. Meridian City Council Workshop November 10, 2015 Page 19 of 58 Borton: -- if that situation were to occur. That's the only -- from my perspective that's the only way to proceed on something like this. It's got to be memorialized and signed by you and say I bless this, I will live by those terms. Oaas: That's perfectly acceptable. Borton: Okay. Oaas: I, of course, want to see the terms first, but -- Borton: Yeah. If it doesn't work for you then it doesn't work. But that's -- that's the process that the lease has contemplated is just that. Oaas: Uh-huh. Borton: So, I think we would memorialize it going forward. From my perspective -- kind of an elephant in the room concern is -- is the rent issue. I can tell you from my perspective not only would I ever support ever going forward with anything like that, seeing that rent is 35 days late, a nominal, miniscule rounding error type of thing after what we have discussed before. So, that's is a relative factor if the purpose of soccer golf is to promote net revenue to the course. So, that, obviously, would need to be remedied. Oaas: And, Councilman Borton, we are prepared to do so immediately. Borton: Sure. Rountree: Other comments? Questions? Bill, direction? Nary: Mr. President, Members of the Council, I mean if the direction is to create -- craft an agreement, I have heard some of the conditions that I think we can -- we can create I do believe, no matter what the conditions are there is always going to be due process that's going to be a part of that, there is going to be a notice, there is going to be opportunity to be heard. You know, we write CUPs all the time and there are conditions and many of them are very broadly discretionary and it gives the Council the ability to hear the matter, hear what the complaints are and, then, make the determination is that unreasonable interference. I think Council Member Borton is correct, I think that's the terminology that's in the contract today, but I don't think it's reasonable, necessarily, to try to identify every single thing that might be unreasonable interference, but we have identified things about membership concerns, interference with traditional golf being played there. We know it has some interference. Obviously, that's inherent in the proposal. But we are looking at things beyond just what's already proposed. So, it's going to be driven by the facts and the circumstances and so what I would anticipate is we will have an agreement that would be an addendum to the existing agreement that Mr. Oaas has. It's going to have language like you have outlined in here and some of the commitments Mr. Oaas has made and at the end of the day what the facts are is what's going to drive us having another discussion with you on whether or not based on the facts, the evidence that's Meridian City Council Workshop November 10, 2015 Page 20 of 58 being presented as to how it unreasonably interferes with the course use, then, the Council makes that decision that it is and, then, we are going to move forward and revoke -- and revoke the city's permission to do that. I think Mr. Oaas has recognized the city can always do it, we just need to articulate why and I think part of that is going to be determined by what the circumstances are and we don't have to define every one of them. I think we have to make sure it's clear what we are talking about, something beyond what is -- you know, if the concern, like, for example, is -- the complaint is I can only play on the back nine after 3:00 o'clock if I don't want to play with FootGolf. Well, that's inherent in the proposal. That's not unreasonably interfering with it, because you have already agreed that that's what he was proposing to do. If I can never play in the front or I have some other factual thing -- I'm not a golfer, so I can't really wing it on that. If I have something else that factually is different than what's proposed, then, that's when you folks are going to have to make that decision on is this an unreasonable interference, because, again, the objective, which we will put in this agreement is we don't want to unreasonably interfere with traditional golf, the use of the public facility, the public's access and use of this facility for traditional golf, which is still the most paramount thing and that's where I think the tournament and stuff and the Meridian High golf thing really relates to that. That's really the purpose of what is there, so the public can use it for golf. This is an accessory use and it can interfere. This is no different than Mr. Oaas' other activities like weddings and rental of the property for other uses and things like that. Same idea that it won't interfere with the golf being used. Rountree: Timeline? Nary: I'm sure we can have a proposed draft to Mr. Oaas by the first of next week to consider. I'd like to have it -- I mean, hopefully, we can get it done fairly quickly and that way I know Mr. Oaas is waiting to begin doing this and we need an agreement in place to do it. So, I'm hoping we can get it -- you know, something in front of you -- I wouldn't think by next Tuesday, but certainly the following Tuesday. If everything goes well that would be what I would hope to shoot for. Borton: Mr. President? Rountree: Joe. Borton: To that point, one -- one gap in the data that we have -- or at least I have is information from the golfers themselves, right, as far as -- I'm out there rarely and I don't know how many -- how much everyone else plays, but there may be a particular concern or a focus should be addressed on something like that the regular golfers -- not necessarily the committee, but somebody to show up to speak to us and say here is some things you might want to think about if you were to allow it. Maybe they opposed it, but that would be good knowledge for us to have, rather than us guess and articulate what golfers might have concern with without hearing from them first. Rountree: To that point Mr. Oaas has indicated they have spoken to both the men's and women's association. I think that would be good information to help drive this and Meridian City Council Workshop November 10, 2015 Page 21 of 58 understand what those associations, made up of a number of traditional golfers and every day golfers out there. Oaas: Council President and Councilmen, I think that's perfectly fine. I think our PGA professional has had a number of -- a number of discussions with the folks and we can certainly include them in the discussions with -- with Mr. Nary. Borton: Mr. President. That would be great, Erik. And if they are encouraged to send those communications -- I guess they can always send it directly to Council, too, but -- Oaas: Sure. Borton: -- but to Mr. Nary and he can share it with us, so we might hear those perspectives. Oaas: Absolutely. Borton: It couldn't hurt. Oaas: We just would prefer that we get -- at least get -- at least get a direction from Council and, hopefully, tonight and, hopefully, an approval pending, you know -- you know, pending the issues that -- you know, that you have all brought up. Nary: Mr. President? What I can do is -- at our last golf course focus meeting, as well as we had a couple in the summer, we did include not just the golf course focus members -- and we have a couple of new members, but also men's and women's association presidents were part of the discussions we had this summer. So, I can reach out to them and see what concerns they have. I have heard some. We heard some at the meeting of the golf course focus group and see what other things that are concerns and, then, share that along with you and, again, work that into a crafted agreement and certainly have a draft to Mr. Oaas and for all of you to look at here shortly, so -- Rountree: Other discussion? Zaremba: Mr. President? At this point I would say I appreciate that you appear to be thinking out of the box and I hope you will continue to do that. I'm kind of curious whether the next step is -- has anybody anywhere invented something liked snowshoe golf or -- I mean how do you make use of the winter months? Oaas: Well, Councilman Zaremba, actually, FootGolf can be played to some extent in the winter months, because you're not on the -- you're not on the green, you're not damaging the green potentially. So -- so, I think you will find that -- that this -- this will be played even -- you know, even when it's cold outside. Borton: Mr. President? To Erik's question on going forward, I think in -- in abstract there can be a document and terms created that could make -- in my perspective make me Meridian City Council Workshop November 10, 2015 Page 22 of 58 comfortable. I don't know if it would make you comfortable, so I can't -- I wouldn't say no today from my perspective. I'd say let's go forth on the path that we have all discussed, but based on that you choose to take some action, I mean that -- you're on your own in that regard. But I think the only commitment is some momentum to continue to explore and develop the mutual agreement. Whether that turns out to be completed or not, I guess we don't know that yet. Bird: Mr. President? Rountree: Mr. Bird. Bird: I will make a motion that we continue with the Lakeview golf -- FootGolf program approval and for the attorney to get an agreement satisfactory agreed upon by the golf course, plus the Council, and bring it back to us on the 24th for our approval. Rountree: I have a motion. Zaremba: Second. Rountree: It's been moved and seconded. Discussion? Seeing none, this is a contractual item, roll call vote. Roll Call: Rountree, yea; Bird, yea; Zaremba, yea; Borton, yea; Milam, yea; Cavener, yea. MOTION CARRIED: ALL AYES. Oaas: Thank you. Appreciate it. Rountree: Thank you, Erik. Oaas: Thank you. We will look forward to -- maybe we will bring our soccer ball next time. Milam: A demonstration for us. Oaas: It's got to be a number five soccer ball to be regulation. Bird: Leave the holes out there in case I golf. C. Community Development: Transportation Projects Update - Discuss Transportation Related Projects, Studies and Programs Including: The Ada County Highway District 2016-2020 Integrated Five Year Work Plan, Transportation Alternatives Program Applications and Truck Routes Meridian City Council Workshop November 10, 2015 Page 23 of 58 Rountree: Next item is a presentation from Community Development on all things transportation. Caleb. Hood: Mr. President, Members of the Council, I am going to be working from a memo dated November 5 that should be in your packets for this evenings meeting. I -- as stated in that memo I don't plan on going through every item listed in that memo, but I did want to give you an update -- a written update on most of the transportation projects that have gone on since late August when I was before you and kind of did the same type of presentation. I think I have about four of the items in your memo that I would like to highlight for you and need some direction and guidance on a few of those. So, the first thing that I'd just like to call to your attention is on the first page, ACHD did adopt their 2016 to 2020 integrated five year work plan on October 28th. We discussed that and sent a letter to them requesting a couple of changes and one of those was heard, the Meridian- Chinden and Locust Grove-Chinden were reinstated back into the program. Both in unfunded years, but they are at least listed in the program. So, that was one of three changes ACHD had. The other in Meridian was the speed zone request at Rocky, which we discussed again late August, came to our attention in some requests from members of the community and ACHD has already installed that. So, just in the past couple few months since we have talked about that, there is a speed zone now out at Rocky Mountain High School. So, that isn't in the integrated five work plan, because it's done. So, it's not a 2016 or -- a project in the integrated five year work plan. So, I just wanted to let you know that that happened. I didn't come back to you after that initial draft, because there really weren't any changes from the initial draft that we all reviewed and went through to the final draft. So, just wanted to kind of close the loop on that and let you know it is adopted now. Moving on to page -- I'm going to fast forward. If there are any ones that I don't highlight here and you have questions or comments on, please, feel free to bring those up. But I'm going to fast forward to page four of your packet and just kind of highlight the -- so far the two meetings we have had on the U.S. 20-26 task force have been -- I have been encouraged that they have been good meetings, in my opinion. We have had about 15 to 25 folks at one of the first two meetings that we have had and the next meeting will be on November 30th. So, again, a good group of folks, good mixture of knowledge and different aspects that those members bring to -- to the table, so, again, I'm excited about what that group can do to bring some attention to the needs along Chinden Boulevard and get some capacity improvements there. Also on page four just a quick highlight. I did receive from Peggy Gardener today an invite, so I think it's official that Tuesday, December 15th, 9:30 a.m., here in Council chambers there will be a meeting between yourselves and the Ada County Highway District commissioners. I have listed the topics that are there for that meeting, but if you haven't already, please, put that on your calendar. And, then, the next item down, Idaho Avenue placemaking. I want to just kind of take you to this. Again, I'm not going to go through all of the history, but I do have a little presentation that I'm going to run through real quickly and let you read some of the bullet points just as a quick refresher. I mean this is something that some of you have been involved with since the spring. Most all of you were at the joint meeting that was held here with the MDC board and a couple of members of the Downtown Business Owners Association earlier this summer and you all said to look at the block of Idaho between Main and 2nd Street for placemaking, right sizing, road diet, whatever you Meridian City Council Workshop November 10, 2015 Page 24 of 58 wanted to call it, that the consultants that won that -- that award for the grant kind of came out and identified Idaho as a -- one of the top four potential sites to do something and you all really liked the idea of doing some placemaking on that block of Idaho. So, since, then, we have had various meetings with members from ACHD and the Downtown Business Owners Association and business owners and MDC and just, again, a quick refresher. You all set aside some money in FY-16 to do some of this. MDC has matched that. So, there are some funds to do some things, but I will highlight the lighter, quicker, cheaper aspect of this. This isn't an ultimate type of improvement. This is a test drive something to see if it makes sense to maybe do an ultimate improvement or change to the cross - section there. So, what we are looking at -- the last bullet point on this slide is some installation -- if we can get some consensus from the business owners and the Council and MDC board, to do an installation sometime in the spring of 2016 and at least have that in on the ground until about this time next year when the weather starts to turn. If it's successful and the businesses like it and the material that are out there can -- are weather resistant and something that, you know, maybe space heaters or the patio heaters are brought outside, maybe it's something that those businesses want to see left up year around, but at least we have it up through the -- the fair weather months this next year is kind of the idea. So, again, the goals and objectives -- really the highlight avenue -- Idaho Avenue, excuse me, for -- for better public use, bring attention to the businesses and activity to that block and just a greater downtown in general. The reason that that block was identified by the consultant was there is 55 feet of asphalt there and that's way wider than what you would need for two travel lanes and on -street parking, so they saw an opportunity there to take back, if you will, some of the travel lane wide for pedestrian realm, business use, other public uses. They didn't really get into what exactly the project would be, but they saw an opportunity to use existing right of way for other purposes, other than just using it as asphalt for cars. The bullet I have highlighted here is the partnerships to maximize that private investment and activation on the new public spaces. So, kind of where we are at right now with this project -- we got general consensus from the property owners and the business owners along this block and the greater downtown in general. Where we are at is who wants to partner and actually do something in front of their -- their business now at this point. With the money that's been budgeted we can't make full improvements of a boardwalk, if you will, or -- and I have got some examples, but widening the curb and bringing that up to grade on both sides of the block for -- even though it's a short block that money we can't use and give this cross-section to all of the businesses as far as a -- well, I will just show you what -- something like this. We couldn't build this on both sides of the road with the 15,000 dollars that we have budgeted and the matching money that MDC has. So, we are looking for those businesses that are interested and maybe they come to the table -- pardon the pun -- but with the tables and chairs and that's the partnership or they agree to plant the planters and keep them watered and put the table and chairs out at night or, again, make sure that they are locked down at night, so, you know, vandalism is limited. That's kind of where we are at right now is trying to gauge -- okay, everyone seems to like the concept. Who really want to be, you know, fully engaged and activate this area. So, trying to work with those businesses that see who raises their hand and say, yes, I want that out in front of my business and here is what I will bring to the party as my contribution. If the city slash MDC builds something like this I'm willing to do X, Y and Z. Whatever that is. So, that's Meridian City Council Workshop November 10, 2015 Page 25 of 58 kind of where we are at right now. I'm going back up a little bit. And then -- and just to kind of reiterate, this is a -- it can be used potentially long-term interim, but it's not the end all, be all for Idaho, it's just to try to see maybe what the best use of that right of way -- the public right of way is. So, maybe we can even make some improvements along that or if the two or three businesses initially that are interested in doing something actively in front of their store fronts, more and more businesses want to do that, we could grow this over time to do it in front of more and more businesses. But, again, I will highlight the lighter, quicker, cheaper aspect. We don't want it to look cheap, but we do have that budget constraint, so -- so, here is what Idaho Avenue looks like currently in a plan view with a five foot clear zone highlighted and this doesn't have to be in this location, but that's the number one priority is to maintain a sidewalk realm so people can walk up and down the street. So, that has to be maintained at all times. It doesn't have to be in this exact location, there is some wiggle room. If you look there is 15 feet on the north side of the roadway between the face of the building and the curb, so you got some area where that five feet -- we have to maintain five foot clear at all times, basically, for ADA reasons. And, then, we get the tree grates and things like that and, then, you are lim ited more down to seven, eight, nine feet between the tree grates and the face of the building, so -- but here is what I was talking about earlier. You have got 54, 55 feet of asphalt, eight and a half foot wide parking stalls and 37 foot travel lane widt hs, which, again, this is just two lanes. The typical travel lane is about 11 feet. So, you know, there is some area there that could be reutilized when you look at this all in whole. And will -- just before I go to the -- the preferred concept, Brian developed quite a few different concepts of what you could do. At the end it's -- it's pretty vanilla, pretty basic. I mean it is -- it does just take the existing parking and move it seven and a half feet on both sides towards the center line. So, there is nothing magical about that, but it does maintain the same number of parking stalls and was one of our objectives is do no harm as far as the parking realm goes, but we did play with parking, because we heard from businesses that there is a parking issue down there and so we do have some concepts where, you know, we have got angled parking on both sides or 90 degree parking on one side or the other, just to play with different things to see what might work. At the end of the day this was the one that was preferred by, again, most everybody. There are still some I think that would like to see some additional parking stalls, but you really don't do a lot of placemaking with that. If you turn the parking and make an angle you lose a lot of the space you pick up for a placemaking opportunity. It becomes a parking project then. And so it's not really what was envisioned with the study to double the parking stalls, it was a -- let's make the street more interesting and attractive for businesses. So, again, what we are really going to be talking about here is the seven and a half feet on both sides of the road and we have even toyed with doing it just on one side of the street based on curb cuts and current users on the south side, but at the end of the day it made sense to just move the parking in on both sides towards the center line and still maintaining 11 foot travel lanes and, again, do no harm at the parking. Then the question becomes what do we do then in this area? And don't get caught up -- we are not planning on painting it, you know, sun yellow solid the entire thing, that's just to kind of highlight that area, that that's the area we are gaining and it's actually -- I have got a little diagram that -- couple diagrams that shows that a little bit more. So, within that area you're really actually only talking about a six foot wide improvement roughly, because you have a door swing area, so you stop about two to Meridian City Council Workshop November 10, 2015 Page 26 of 58 three feet short of -- you know, envision this paint line as a curb line. Now, that's your new curb line, but a passenger getting out of the car needs somewhere to open their door or ding up your improvement, your planters or your tree boxes or whatever else you have to put in there. So, you're really looking at about a six foot wide poten tial improvement in this area. So, again, this just shows some of the amenities that could be put out there. This isn't a blueprint for what has to go out there, we are trying to gauge what that interest is. At this point in time I think what I would propose to Council is we use some of the money that the city has budgeted to define the area, so paint it somehow in whatever ACHD color they want, maybe -- I don't know what design it's going to be. It probably won't be, again, solid yellow and maybe do some planters and some bike racks and some things that really help reclaim the space and, then, let the businesses to take it over and say this is what we would like to do. This is how we would like to activate that space. I will just, you know, kind of point out these two examples. It's really the same -- the deck seating example and the boardwalk, essentially, are the same thing. The only real difference is the table and chairs are here in -- you know, closer to the travel lanes and the parking and in this example are up against the building here, so you would take that clear zone and move it out here. With the tables and chairs here, obviously, that's going to be something where this -- that specific business is going to benefit from that more than if the tables and chairs are out here in the public realm. In this scenario you wouldn't have table service for this area. ACHD does have some concerns about crossing the sidewalk with plates and beverages and those types of things. Not to say somebody cou ldn't bring some food to the table and eat it, but there wouldn't be table service from the adjacent business and if tables are put out here in this deck seating example, but could be deck seating, that boardwalk avenue could be used as a sidewalk here if the business was interested in putting that table and chair up against their building. But it would need to be up against their building. So, that's kind of the -- you know, some of the -- the list of amenities. We have talked -- and I'm not going to try to summarize all of the conversations. Some of the feedback I have heard, though, from some of the businesses are if they want to police themselves in this and let them come up with the standards for what the tables and chairs should be, you know, if th ey don't want to have plastic tables and chairs, that's fine, but let them kind of set those standards. I have heard also, you know, that there -- eclectic is not back, we don't want it -- you know, everyone's furniture to look the same, but it should sti ll look nice. Again, the lighter, quicker, cheaper, but let's not make this look cheap type of comments. But there is still a lot of work to do as far as getting everyone at least in this block of businesses to kind of agree on the guidelines to play by, so I'm not quite sure -- and MDC, not quite sure how that all is going to play into the next steps, but we are moving there. So, this just kind of shows some of those examples in what, you know, it would look like in this view and, again, don't get too -- too caught up on where the planters are or the bike racks, but for those businesses that are interested you could build these coves of boardwalk areas and, you know, we have been looking at different materials and different modular systems that you could reuse, you could put up. They have adjustable feet, basically, where you put the -- you know, the feet down and that's your base for decking and you can -- you know, it's like two by four modular, you know, deck that you build it's secured in place, it's pretty sturdy, but, again, you can lift it up and move it to another block relatively easy or -- or if we need another stage for, you know, a groundbreaking ceremony or something we could use it like that, because that's kind of Meridian City Council Workshop November 10, 2015 Page 27 of 58 how this system works is you, you know, level it off and, then, you put the decking on top of. But, anyway, the two or three or four, whoever is interested in maybe building some of those here and, then, having some other amenities kind of within that area. Here where you don't build up the boardwalk, potentially having a couple of ramp areas where people are getting out of their cars, you know, could still get at the sidewalk level, you know, and, again, this isn't -- this is where the ramp is going to go, but just showing some of those amenities that could go in this area. A menu of things that could be placed out there. So, the next steps. So, again, we have been sharing and receiving feedback on the cross - section of the amenities. We got a short list, so I have highlighted again -- understand what the stakeholder activation partnership and support might be. That's really the key piece here and what I envision happening is getting a short list of businesses that are interested and they say here is my contribution, please bui ld that boardwalk in front of my -- my business and I'm going to bring table and chairs. I don't know what else they are really going to bring to that party, but -- but asking them what -- what would you do to activate this area? I think who pays to maintain -- whether that be the city, MDC, and the private side, we are going to continue to build consensus on what that looks like and, then, again, come back to you for a final action before we spend the money. These got budgeted, make sure we are all on the same page there. So, that's kind of an update there. I don't know if you have any thoughts on maybe best -- the best way to go about developing -- you know, I think these agreements, kind of like your conversation about -- with -- with the golf course, I don't know that it needs to be anything too much legalese in those, but I do think if there is a written agreement probably with these businesses to say, yeah, I'm bringing tables and chairs and you will provide boardwalk and this is the idea, the intent behind it, and so we have something in writing that if they say, oh, never mind, I don't want to do tables and chairs. No, we built a boardwalk there because you said you were going to bring the tables and chairs. So, something anyway, just kind of wh at I envisioned, but, again, I don't want to make this a huge, you know, long legal document for the business, but just have some understanding that protects them and protects the city and MDC in that. So, I don't know if you have any comments at this poi nt, but that's kind of where we are at with this project. Again, fingers crossed, we can -- we can -- everything seems to be moving forward. This spring, you know, there should hopefully some improvements out there on the ground, so -- are there any comments or questions on this project? Bird: No. Just thank you, Caleb. Nice presentation. Cavener: Mr. President? Rountree: Luke. Cavener: Caleb, does -- and I may be remembering conversations in my head, but does MDC have an esthetic standard that they are trying to work towards and build or downtown that you're aware of? Hood: Mr. President, Councilman Cavener, I'm not quite sure I understand the question. Esthetic standards for streetscape? Meridian City Council Workshop November 10, 2015 Page 28 of 58 Cavener: For -- for the building exteriors and -- the reason why I ask is -- is if we are looking to put forth some form of agreement, then, the tables and chairs just would need to adhere to whatever, you know, esthetic standards the MDC has established for -- for downtown and that will keep it somewhat arbitrary, but confined to make sure that -- and if you don't own it, again, that could be based on -- on my recollection. Hood: I don't -- Mr. President, I don't know for sure, but I have not heard anything like that. The city does have some general standards, because, you know, right now in the city core the city took over the regulatory aspect of that from ACHD for the sidewalk realm. So, we actually have some improvement standards for what can and can't be placed out in -- in the sidewalk realm in the downtown core. We don't go as far as to regulate the quality of -- well, we say, hey, mailboxes can be placed here and trees are placed there and tables and chairs can be here, as long as you have five foot, but we don't go to the extent of this is the manufacturer you need to go through and I don't think MDC has anything like that either. To my knowledge anyway. Bird: Mr. President? Rountree: Mr. Bird. Bird: To my knowledge MDC has never set a standard on something like that. We have code and, you know, we have ordinance and stuff through the city for that to be adhered to, but as far as something like that we have not ever -- Rountree: David? Zaremba: Mr. President. Caleb, I think this is a really cool idea. I like it. The one thought that comes to me that needs to be put to the stakeholders probably -- if we are talking about narrowing the travel lanes in the middle of the street, my first thought is what about delivery trucks and I realize both sides of the street have very narrow alleys behind them and I don't know whether delivery trucks are able to use those alleys or not. I assume they are probably using the street and obstructing it, but if we narrow the travel lane -- I guess my question to the stakeholders -- if they have the opportunity to ask is how are their deliveries going to work? Hood: I can bring that up. I mean -- Mr. President, Councilman Zaremba, just anecdotally I mean I see most of the deliveries occurring in the alley and in this block delivery trucks could potentially -- and I'm not talking about 18 wheeler, triples, but most delivery trucks there is usually a parking stall or two that are available here and they could even use a parking stall temporarily or put your hazards on -- I mean that's -- even now you're still blocking the lane, even with the additional area there you would still -- cars would still have to -- even though there is not a center lane, still technically swing around you to go around you, but I can bring that up with them to make sure there is not a concern there. They all are aware, obviously, that the travel lane is narrow, because that's the intent, but I can just make sure they thought that through and that if they do have deliveries that are Meridian City Council Workshop November 10, 2015 Page 29 of 58 on the street, either out the alley or m aking sure that, you know, our police are aware and they are not creating a traffic hazard. Just a quick -- to that point a little bit, the traffic volumes -- we asked ACHD just to look at the traffic volumes on here to see what we are talking. Less than 600 vehicle trips a day. So, this is less than most residential streets in Meridian as far as volume goes. That goes to the point of this block really needs some love and attention. It's not getting a lot of folks that are there. I mean at least not motorists, but pedestrian traffic is going to be pretty low as well, but just so you know, there is not a huge -- it's not a major thoroughfare, so -- Rountree: Chief. Lavey: Mr. President, I will tell you that it may not have a lot of travel, it's our number one complaint that we get on our parking violations currently. It's our biggest street we get complaints on. Rountree: And what -- what constitutes the violation? Too long of parking? Lavey: It's usually the -- there is not enough parking spots for our patrons, because employers or employees of businesses are parking too long and not turning over parking spots to patrons to do business there is usually the number one complaint. Rountree: Okay. Thanks, chief. Any other comments? Caleb, I guess my thoughts on this -- first, I like the idea and I think the parklettes -- the thing that we did last year worked pretty well. If you really want it to work with the stakeholders, minimize the amount of can'ts and give them a suite of cans that they can use. Give them a big sheet of paper and some markers and let them go to town and get their ideas, as opposed to feeding them ideas and tell them design this as if you're going to pay for it. And, then, we will figure out how we can make it happen with the various partners, not that -- don't tell them you're going to pay for it, but have them think about it as if it's their dollars. Hood: And that's -- Mr. President, that's a good idea, especially for the amenities. I'm pleasantly surprised at the cross-section again. Most everyone like this cross -- this revised cross-section. Rountree: And if that's how -- if that's what they like, then, you know, put a fine point on it with them about what are those amenities going to look like -- Hood: Yeah. Rountree: -- and think about it in terms of your budget, so -- because they will be pretty creative. Hood: And, quite frankly -- if I can, Mr. President, Members of the Council. That is what I kind of expect is, again, pay to play type of a thing here. We don't have a huge budget on this, we can't afford to build the boardwalks and all the furniture for everybody on the block, so those businesses, even though they may not have to pay a hundred percent of Meridian City Council Workshop November 10, 2015 Page 30 of 58 everything, they are going to have to probably pay for something if they want some dedicated -- you know, let me get a bike rack. You may get a bike rack in front. If you don't want a bike rack what else would you like to see there. So, having them design something I think is a good idea and I will -- I will bring that up in our next meeting, so -- Rountree: Any other comments for Caleb? Bird: I have none. Rountree: Thank you. Hood: So, you mentioned, Mr. President, parklettes and that was another one I wanted to just give a quick update on. We had the demonstration project a couple years ago, one -- for one weekend. We are -- we have had some requests from downtown businesses to reinstitute that -- that tool for businesses to take over a parking, so it's a little bit differen t than -- than this Idaho Avenue placemaking, because we aren't displacing the parking stalls, we are just moving the existing parking stalls closer. In the parklette examples -- and I will just -- I think I got a picture. You know, the parklette would a ctually take over a parking stall or two for an outdoor sitting area, an outdoor park in a parking stall and so we are working with legal. Brian McClure and Emily Kane have been working on coming up with some terms for -- with ACHD to say, ACHD, can we ha ve -- can we have this tool that we can give to our businesses downtown that if they adhere to these construction rules and, you know, it's got to be two feet from the adjacent spot and two feet in and, then, you have got to have substantial improvements on either side, you know, the rules for what it looks like. Is that something that ACHD is willing to allow us to work with the businesses on to construct parklettes in front of their business. So, that's something that's in the works now. I just want to give you a heads up. We will bring that back to you. We are still kind of in that negotiation phase about what's acceptable and not acceptable to the highway district and us, but we have a really good start on that. We have got -- there is some other metro areas -- Salt Lake, Seattle, Portland, San Francisco, that all have this parklette and street type of a concept that we are kind of basing that on and ACHD has been receptive to it so far. So, working on that and probably your -- in the near future we will bring that back to you for review and approval on your -- on your agenda, so -- I see you looking at Justin. I don't know if that -- or out that way anyways. Did you -- he has been involved with some of those conversations, so I don't know if we -- but we are really in the legal department right now kind of looking at some of those things, so -- just a quick update on parklettes. Rountree: Very good. Hood: If there is any questions on that. And, then, two final things. So, truck routes were discussed in August and October by the Meridian Transportation Commission. So, just in October we discussed that a little bit more. We had Alan Ginkel was there, he's the chairman of the Idaho Trucking Association and the commission -- you know, Councilman Zaremba was there and part of the dialogue, they talked about it for a good while, I don't remember how long, but we certainly vetted it for a while, but really struggled what's the Meridian City Council Workshop November 10, 2015 Page 31 of 58 problem we are trying to solve here and I -- and I kind of tried to give them a little bit of what I heard. But they really didn't see a -- a viable solution. So, at the end of the day they didn't think that it's a good idea to designate truck route -- truck routes at this time in northwest Meridian and that the real solution is to get Highway 16 extended to I-84 and so they just wanted to really pass that onto the Council, knowing that it's I think number 14 or 15 on their regional list of unfunded transportation projects, but, really, that's the issue that we all knew was going to be coming when State Highway 16 stopped at Chinden was you're going to get not just trucks, but cars and -- cars and trucks in general coming down using Black Cat or Ten Mile to get to I-84 and so -- but, again, at the end of the day it didn't seem that made sense to designate Meridian Road and have those truck come down through downtown or go to Eagle Road didn't seem -- you know, having them go six miles out of direction didn't seem to be appropriate either, so they really couldn't figure, again, what's the problem we are trying to solve and even if we -- there was a problem to answer is State Highway 16, not an existing arterial that connects to the freeway. So, that was kind of the message they asked me to move forward was not saying that State Highway 16 should jump 20-26 in importance, but, hey, there is a need out there, too, and just to let you all know that they are supportive of that and if there is something you want them to do to push State Highway 16 forward, you know, whatever, th ey are willing to serve kind -- and I don't know what that looks like at this point, but that's kind of the message. So, I don't know if Councilman Zaremba has anything he wants to add, but that's -- to paraphrase probably a half hour or 45 minute conversation in three or four minutes. That's my report back to you all, so if there is something else we need to do regarding that aspect let me know, but they didn't really see a next steps for them, so -- Zaremba: That was an excellent summary. Rountree: Caleb, the thing that I think needs -- the problem is that given the lack of continuity in the state highway system, the local roads provided to us from ACHD -- a couple of them have become state highways. There is no reason in the world why logging trucks should be running up and down Ten Mile and they are. There is not a mill anywhere in Ada County. To me that's an issue. That's state commerce with state -- if they want to help ACHD maintain Ten Mile, that's one thing. The state needs to brace up and say, hey, there is commerce coming through here that's not just on I-84 and it's not -- we are not necessarily the destination of that and the local network is carrying that burden. ACHD has no way at this point to weigh loads. I don't know that they even have a load limit on their roadways. They should. And if they had enforcement capability, which I don't think they do, they don't have any statutory authority to do that. So, these local roads are getting beat up by some pretty heavy loads going up and down them. Hood: That is fair and, again, I think the commission understood some of that, they just didn't know what the solution would be to that. Rountree: I don't know what the solution is -- Hood: If it's signage and, then, enforcement a nd they were like, well, where do we -- if we tell them not to use Ten Mile do we tell them to use Meridian Road or where -- I mean Meridian City Council Workshop November 10, 2015 Page 32 of 58 what's the alternative to that logging truck that, obviously, is trying to get through to go somewhere. I don't know where they are coming from or going to, but they are just trying to get through Meridian. So, how -- where do we -- they just didn't see a solution. They didn't really have a -- Rountree: There is a lack of continuity in the state system. That's the solution and that's what we need to be pressed for. Hood: Okay. Rountree: And I know it's difficult. It's just not going to happen overnight. It's going to be years. Hood: And that's -- you know, 16 is their -- that was what their solution was. When 16 goes through. That -- we support 16 going through. We think that will help, so -- Rountree: Yeah. Zaremba: Mr. President? I think one of the questions the commission had in trying to determine their value to the city is should they try and get active and do something about it. Should the transportation commission write letters to ITD or the governor or become involved or just make a recommendation to the Council and the Mayor that we do something. Rountree: I think as far as the commission's actions, they are there to make recommendations, so I would encourage them to make all of those that they feel necessary. Zaremba: Okay. Make the recommendations to us, not directly to the agency that -- Rountree: To the Council. Zaremba: Yeah. Rountree: To the Council. Zaremba: Okay. Hood: And just -- they did have a motion on the table to have me draft a letter to tell you that -- basically what I just told you and I said I can verbally tell them that. I will tell the Council you support State Highway 16 and you as a group stand at the ready to do whatever that is, but they didn't really know how -- like you said, they are a recommending body, they really can't do anything without your blessing. So, just -- they are -- they are looking at this like, yeah, we kind of see this being an issue, that the state highway stops there and that -- so, I don't -- we will discuss it some more as far as what State Highway 16 looks like and all that, but if you have any thoughts on maybe what they could do -- Meridian City Council Workshop November 10, 2015 Page 33 of 58 actual steps that they could take or folks that they could invite and engage in conversation, that's probably good if you want to e-mail me or call me or whatever, so -- Rountree: Is that it? Hood: The final thing -- the final thing -- I have one more -- one more topic. So, this is -- it's titled Rail With Trail in your packet. It's on page five. It r eally has to do with the COMPASS call for transportation projects that's currently out there. So, COMPASS has a call for projects. Applications are actually due this Friday. What we -- we as internally staff and yesterday at the transportation commission have talked about two projects to apply for. We currently have in the TAP program -- well, just a quick refresher. Last year we actually did the arterial crossing study for the Rail With Trail. So, we had a consultant come in and recommend a grade crossing for the arterial system in 3rd Street for when the -- the path -- Rail With Trail pathway is constructed and how you cross ACHD system and the highway. So, in this year in the budget parks has the money to design the first half mile of pathway. There is about 500,000 dollars in the TIP through the TAP program, so the regional transportation improvement program we have been allocated about 500,000 dollars to construct the first segment of Rail With Trail in FY-18 and '19. So, that's coming up and we are doing design this year. So, our thought as staff was let's continue building on that then. We will do this as the first and, then, the program is open for FY-20 now, so we are going to apply for funds in '20 and '21 to do another segment of the Rail With Trail path. That's the next -- you know, we have eight miles to build. Let's ask for more money to keep building it. The issue there is I just want to make you all aware of it. This first -- this first segment we can pretty much do with -- with very little impact. There is two property owners we have to coordinate with, aside from the irrigation district. It would all be done in the irrigation district easements and not in UP corridor. It goes -- the first segment would go from Meridian Road at the HAWK signal here, down Broadway to 2nd and, then, use irrigation district easement out to about Northwest 8th. And I can pull the Google Earth map if you want. But that's what currently is looking to be designed and constructed and, then, after that, though, we are looking at right of way needs and we can't use TAP funds to buy right of way, you have to have the easement or the land available to make your transportation improvements. So, there is some -- again, our internal Rail With Trail working group, as well as our streetscape and community character group and the Meridian Transportation Commission said, yeah, go ahead and apply for funds. There is only about 450,000 dollars available each year in the TAP program. To get funded for this first segment the city matched it 20 percent. The minimum match requirement is 7.34 percent. So, to make your application look more attractive you overmatch it, just -- it tends to score better when you go through that process and ours was successful the first go around, but I want to just see if there is any appetite to go forward with more -- with more money. I know that Mayor is a proponent of the Rail With Trail corridor. We haven't -- just, again just to be honest, we haven't made much progress with UP on getting them off of their current position of allowing this in their corridor, but I'm still optimistic that we can get them to change their position, but, you know, this will give us some more years to do that, but -- but we don't currently have the right of way and I know that's something that's going to come up at COMPASS when they ask me where are you actually going to build this? You don 't have the land, so I'm going Meridian City Council Workshop November 10, 2015 Page 34 of 58 to have to -- but there is that project and, then, the other one that parks is looking at applying for is some improvements to the community center here in downtown. Some streetscape improvements. So, on page six is a littl e more information on the call for projects? That's not really a transportation project per se, there is also some façade improvements and storm drain improvements there as well, but it is eligible. So, really, COMPASS is saying show us your project and we will see if we have some -- some funding sources somewhere that can help you out. They will help you find a grant. So, that's kind of what their mantra is these days is what is it saying. You focus on the project, we focus on what type of funding fit s. But those are the two applications that we would recommend moving forward with it. I have had initial conversations with the city's grant review committee. Have not formally gotten a recommendation from them, because I don't know exactly how much we are going to ask for yet and that's part of the question for you all, it's -- if you want me to move forward on an application particular for the Rail With Trail project, how much should I ask for? Are we greedy and we ask for a million dollars to construct a mile and a half of pathway? Do we do -- you know, half of that. Again, we have got to -- there is 450,000 dollars out there. Safe Routes to School will usually get some off the top for safe routes to school coordinators. You're really talking abou t 300,000 or so that's available for projects. Talking about one or two projects in the region gets funded. That's kind of my question. I can tell my thoughts, but I want to kind of hear some you first before I make a pitch. So, any thoughts o n that project? First of all, that project and, then, if you're willing to match it with funds potentially in those out years and what we could actually be asking for. Rountree: Comments? David? Zaremba: Mr. President, I would certainly think it's a project that needs to get started. It's a piece of a much bigger project, but it has to start somewhere and perhaps this -- this would seed some community interest in developing some partnerships that haven't come to light yet if we get it started. It's like several other things, if the city has skin in the game, then, if we can do some of that with outside assistance that's good, too. That's my opinion. Rountree: Other comments? Milam: Well, Mr. President? Caleb, so you said there is probably 300,000 dollars left for two projects and you're wanting to know what we should ask for out of that 300,000? Is that kind of -- a total of 450 that -- Hood: Yes and no. So, that regional allocation is for around 450,000 dollars a year. So, there is -- there is two years that they are looking at funding. So you have got potentially 900,000 dollars. Historically your safe routes to school coordinators gets funded through this funding source. Historically. I don't know if the COMPASS board is going to continue to do that or not, but, then, if you assume that, though, you're taking roughly 150,000 dollars off the top of that each year to fund those three positions in Caldwell and Boise to have safe routes to school coordinators to the YMCA. So, yes, then, you're looking at 300,000 a year or 600,000 dollars in total for a project or projects in Ada and Canyon Meridian City Council Workshop November 10, 2015 Page 35 of 58 county. I don't know who is going to apply this year, but, again, you can match that and the reason we -- some of the reason we got funded originally is we are using most of the money in -- split over two years, '18 and '19, they are giving us two to three hundred thousand dollars in each of those years, so we have 500,000 dollars total. But we are over matching that to -- to boost the program, to really leverage their funds more and get more money in the ground. But, yes, there is roughly -- my guesstimate is there is going to be about 300,000 dollars for projects. Milam: We could ask for 200,000 just because. Hood: And I guess if I can, just -- just -- and that's fine. The thing we got to think about there is, then, what -- what do we have -- do we have a project. Because we are talking roughly 300 quarters of a million dollars a mile to build this thing. When you talk about lights and fencing and the asphalt and storm drain and all those things, are you going to match that with 500,000 dollars? Do you have a project to build or what? You know what I'm saying? So, it's -- we got to think that through a little bit. We can't just build a segment that's a path to nowhere, you know; right? It's got to -- it's got to connect somewhere and typically you do a mile segment, you do from one ar terial to the other, so you can get on the sidewalks and go a mile and do your next mile and do your next mile . So -- and we can do that, but it's -- again, it's got to have a logical termini. Rountree: Other comments? Any direction? Hood: If I can, Mr. President -- sorry to interrupt. Rountree: Go ahead. Hood: I was just going to let you know kind of the first project that we looking at doing and where that -- how that kind of plays out. So, here is City Hall. You can -- what we are planning on doing is sidewalk here, but if you look at after 3rd Street -- not 2nd Street. I'm sorry. I think I said 2nd Street before. Bringing it down and, then, this is all -- outside of the -- the UP right of way, the irrigation district has this easement that runs all the way down here and connects up. This makes a nice half mile pathway segment in our budget that we can get developed and, then, someday build the other half mile out to Linder Road where we have to dip down and, you know, coordinate with UP. If worse case scenario -- if that doesn't happen, the park's master pathway plan actually goes right along this drain and there is portions of it already built through some of this multi -use -- or multi-family project. So, the parks already has in their master plan bringing this up to Pine and Linder anyway along the -- I can't remember if that's the Nine Mile -- yeah. The Nine Mile. Bring it up there. I mean ideally we would have it running just east-west here, but worst case scenario not all is with this first phase that runs -- again, here is the total scope. Something like that makes the connections on street a little bit, but, again, we need to get pedestrians here anyways, because that's where your signal is to cross Meridian Road. We don't want to bring pedestrians and bicyclists here where there is no -- no safe crossing at Meridian Road. There is an existing HAWK signal here. So, we want to start folks here, move there -- anyway, just so you know kind of what the first phase is. Ideally Meridian City Council Workshop November 10, 2015 Page 36 of 58 the second phase would be here as a half segment, but we don't have the right of way -- most of the right of way. And we have looked at that. I mean we would have to -- you know, it's easier in some blocks than others to hug that up against the property line. But just kind of want to let you know what that -- that's what '18, '19 project looks like and will go into design. Rountree: Caleb, my thoughts on that would be tentatively apply for it, but understand if we can't get a project more flushed out than what we are talking about tonight, that that money would be back in and be utilized. Is there a time constraint on the use? Hood: There -- Mr. President. There is not a time constraint. I will let you know that, you know, balancing happens all the time and COMPASS is already asking me if we think we are going to build this in 18-19, because there is other needs and they are like if you're not serious about doing this we have got a greenbelt pathway in Ada County or in Boise or in Eagle that could use the money. What do you think ? And we are like, no, we are going to design, we are going to build th is one, you know. So, they -- COMPASS does a good job of making sure we don't let those funds go to waste. They get reallocated somewhere. But there is not too many needs. Again, your program isn't very robust here. You only have one or two projects that you're funding and -- yeah. You advance something too much you got to give them a heads up that, hey, got a design so you can construct it in '18. FY-18 isn't that far out, so -- Rountree: Well, either way with that second phase you could either go down the railroad right of way, if you can get their approval, or you can go through neighborhoods where we already have an established pathway and complete a pathway for a mile. Hood: Potentially if we have the right of way, yes. Rountree: And those funds could be utilized in either location. Hood: Yeah. Rountree: And what's the anticipated match? Hood: Again, the minimum is seven -- seven and three-quarter percent is what we have to at least come to the table with. For the project we al ready have in the program, Council said 20 percent. So, just to give you an idea. You know, it's advanced construction, you're talking about FY-20 money probably. Rountree: How much money will be required to at least connect that section to the existing pathway in the master plan -- pathway master plan? Hood: Well -- so, we will make that connection here. The scope for what we were -- we are doing it in '18. We are basically tying in with the sidewalk network that currently exists and make some sidewalk improvements here is kind of the idea. What we haven't looked at -- what we haven't looked at as a group is where do we have existing easements or Meridian City Council Workshop November 10, 2015 Page 37 of 58 right of way to just build -- you know, I don't think there is anything here where we could just make that happen. You know, we have to acquire from the church, from these property owners probably the easement to do that. So, we haven't explored that as an option. Quite frankly, I mean our -- our project is to run it -- I mean that's my marching orders is to do it here. But, again, it's not a wasted pathway if it -- through redevelopment and whatnot it eventually goes out there, but you got a tie in here to Pine and the sidewalk for all these neighbors are now connected up and could use the pathway at least to get out, you know, to City Hall say or downtown. Another route to downtown. So, I haven't looked -- we haven't looked at what it would take to fill in this gap, you know, can see it exists here, doesn't here -- I don't know how you get through here. I mean there is definitely some constraints. And, again, how friendly are folks? Can we just acquire an easement? Do they want us to buy something from them? I mean if we have to acquire real estate that's going to drive your project costs up pretty quickly. Sorry, I keep moving it around. Rountree: Anybody have a desire? I think just throw a number out. Why don't you look at a 250,000 dollar request and it would be to proceed with design and right of way for the existing first phase, because I think it's probably going to cost more than a half a million dollars. Hood: Yeah. Rountree: And combine that with the concept of the design for the second phase. Hood: So, is that 250 the federal portion that we are going to match or are we taking seven or ten percent off of that as our match? We want to ask for 250,000 dollars and we are going to match that with something else? Rountree: I'm just trying to get a reaction. Hood: Okay. I'm just -- okay. Rountree: Be 50,000. Match the 250,000. That would give you a 300,000 project. Hood: And, quite honestly, we -- if we come to terms with UP, we may be able to construct the remaining half mile for about -- that's kind of what our ballpark is, about 400,000 -- like I said before, about 750 for a full mile. So, a half mile, you know, we can do that for right about that budget is kind of our preliminary and so it's going to be close. If -- if we can get the right of way from UP or an easement from them. Rountree: Comments? Cavener: Mr. President? Rountree: Luke. Meridian City Council Workshop November 10, 2015 Page 38 of 58 Cavener: Caleb, if what I'm hearing you say is accurate and that -- I guess there is a lot of ifs. There is a lot of bouncing balls we have got to follow. So, if -- if we ask for 250 and if we match 50, that gets us the extra 300 and that would allow us to construct the remaining half mile if UP is willing to cooperate? I just want to make sure that all those ifs are correct. Hood: Mr. President? That's some of them. That's not all of them. But, yes, you have those ones correct. Cavener: That's a lot of big ifs. Hood: And, again, I will be honest, that's going to come out at the scoring committee at COMPASS when they are looking at all these applications. Those are ifs that they call out and they say where are you going to put this? You don't have the right of way now -- Cavener: Right. Hood: And they kind of -- they gave us a little bit of -- you know, they showed us some support in this first round by saying good faith. We want to fund this. We think it's great for the region. We are going to put it in our program. Meridian, you better make it happen. Make some headway with UP. Second round, I'm not as optimistic I can convince them, because we haven't made much headway with them i n the three years we have been talking to them. Three or four years now we have been talking to them. Cavener: Mr. President? My comment is, then, in light of that, is if -- without us providing some demonstratable success I'm almost against putting forth any number until we can show that we are able to be good stewards with the dollars that we received and we have accomplished something. I may be the minority on this, but there is just too many ifs for -- for my stomach to tolerate and not enough -- I guess ultimately I wonder if we hurt our credibility if we -- if we continually asked for projects and we haven't proven that we have been able to accomplish them? Hood: I mean that -- that's a valid point. I mean there is some risk there. Again, this program isn't very robust if we say give it to us -- no, never mind, we can't use it. They got to scramble and find a project. I don't want to be Debbie Downer here. I think we have a good project. It doesn't -- other than that it really doesn't hurt much to apply. I mean there is a lot of pros here as well. But the -- but you have hit on most of the cons. I mean some credibility with the rest of, you know, our neighbors if we don't deliver on some things and, you know, I'm kind of torn. I want to see this happen, too, but -- Milam: So, the other option would be the community center, then, right, Caleb? Hood: So, there really are two and that is a -- kind of a separate funding source and separate program that has different -- that really is -- yes, I need your -- somewhat of a blessing on that, but that is not as critical and have as much intricacy as this and if you Meridian City Council Workshop November 10, 2015 Page 39 of 58 want I could have Mike Barton or Jay Gibbons come back and talk to you a little bit more about that project, but that one is more kind of a high level, hey, help us with this project. Milam: Okay. Hood: Figure out where there might be funds available . So, it's not quite the same. Yes, that is another project that we are looking to apply at this time for. Borton: Mr. President? Rountree: Joe. Borton: I think Councilman Cavener's comments are pretty on the point and his concerns I think are very valid and, you know, if we were on the other side of -- of a request such as this and, then, we were competing against applicants who had the challenge that we have, we would clearly view those requests as less worthy and less substantial. So, if we are in those -- that situation now. I share those concerns. If we can't show some proven success with the existing project yet or with UP after that long -- credibility is important. Rountree: Other comments? I guess my comment -- I would agree with the down side that Luke points out, but being the proverbial optimist if we don't ask we don't get. Hood: Yeah. And I will -- I don't know -- credibility may not be the right term there. We do have support for Nampa and Boise. They are cheering for us here, too. But they realize that obstacle about where are you going to build this thing, that, again, we haven't answered yet. So, they are cheering us. I think they want to support us in this, but they just haven't seen much movement from the other side and so there will come a time when they are like -- you haven't made it happen. You know, you haven't shown any progress, like you said, so -- Rountree: There is next year. Hood: Yeah. We can apply. There will be a call for projects next year Rountree: Yeah. What's the sense of the Council? I kind of get the sense that we don't want to play right now, we want to prove ourselves and -- Cavener: Mr. President, maybe one additional question. I think I have said that four times tonight. Caleb, average amount of applicants -- or applications that they receive any given year? And I know that it fluctuates from year to year, but would we be one of three, one of two, one of ten? I mean what -- Hood: It's a fairly new program -- the TAP program is fairly new. I mean that's with the new -- well, it's not that new now. The current transportation bill. Going off of the first call and actually didn't do a call last year, because funded this new and so they had to fund the first five years of the program. Eagle applied for I think a couple of pathways. I know Meridian City Council Workshop November 10, 2015 Page 40 of 58 Ada County had a couple and Boise had a couple. I don't -- I don't know how many more there were, but that gives you a rough estimate. I mean one or two per city, basically. Excluding Kuna. I don't think Star had anything. Garden City may have had one or two, but -- you're probably looking at -- you're looking at more than a handful. Cavener: Okay. Rountree: The money does roll around in those. So, we are comfortable with the direction that -- not this year? And I would like more information about the -- the community center. Hood: Okay. Rountree: See what we can do there. Hood: Sure. Rountree: Okay. Anything else, Caleb? Hood: Thank you for your time. Item 6: Items Moved From the Consent Agenda Rountree: Thank you. Okay. Nothing removed from the agenda, unfortunately. Item 7: Department Reports A. Police and Fire Departments: Public Safety Annual Update Rountree: So, we have Department Reports. Police and Fire Department. Public safety annual update. Lavey: Mr. President, Council, thank you for the opportunity to speak today. I was thinking that this was going to be a short meeting tonight and I was wrong. So, in the interest of time I have cut my presentation from 40 slides to 25. I'm actually just kidding. This is going to be a joint presentation ton ight between the Police Department and the Fire Department. What I have done is I have picked some topics to update you on with really the hopes of starting a dialogue. So, if you have any questions we would sure take that, but I am going to try to keep my -- my comments brief, even though that's kind of hard for a chief to do. The first thing I would like to do is celebrate the fact that we were and are the number one city in the nation in regards to safety, quality of life, and a whole bunch of other areas, but the take away that I got was that we are rated at 80 violent crimes per 100,000 and that seems like a lot, but when you compare the nation average to 366 per 100,000, you know why Meridian is doing pretty darn good. Now, we realize that as a joint effort -- it's a joint effort from everybody to get that sort of a number. That's from the support we get at Council. It's from the law enforcement. It's from our Meridian City Council Workshop November 10, 2015 Page 41 of 58 community. But we take pride in that number. I'd like to share some -- a few stats with you. You have heard me talk about before the acronym DDACTS and I hate acronyms, but the reason why we have the acronym DDACTS is because Data Driven Analysis for Crime and Traffic Safety is a mouthful. And, really, what it is -- it's just evidence based policing. You're taking certain stats and you're looking at crimes and you're looking at traffic crashes and seeing where there is a similar correlation and putting your resources in that area to, basically, combat two things at one time. You can actually lower crime and you can actually lower crashes. In Meridian our primary DDACTS zone is -- and I know this is hard to believe, but it's the Eagle Road corridor and it is from the interstate to Fairview and for the first half of this year I have some interesting and comforting statistics. But, generally speaking, we have had an increase for calls for service, crimes and citations in those areas, but that's because of our proactive enforcement. I'd like to tell you that we have reduced property damage crashes by 37 percent. We have reduced minor injury crashes by 48 percent. We have reduced moderate injury crashes by 26 percent and we have reduced serious injury crashes from 68 percent -- or 68 percent. Now, I know that this was a controversial topic, but one of the reasons we believe these crashes are reduced is not only because of our enforcement and educational efforts, it is because of the center dividers. The actual center dividers have reduced the serious injury crashes that we have, although we still have a lot of rear-ending type crashes. Those are from distracted driving, they are not necessarily from pulling out in front, making left -hand turns or doing u-turns on the roadways. Citations in those areas are up 9.9 percent, but we would -- we would expect that, because we are providing enforcement there. And, then, the overall calls for service in the city is currently up 6.2 percent over last year. Now there is some hot spots in the city and without calling names to the businesses, I will tell you that some of the hot sports are Fairview and Eagle. Fairview and Records. Overland and Stoddard. And in the area around Me ridian Road and the interchange, some of those businesses in that area. Eagle and Ustick. Cherry Lane and 8th. Ten Mil e and -- not Ten Mile. Linder and Ustick-McMillan area and Meridian and Cherry area. Some of the types of calls that we see are -- commonly we see are shoplifting, simple assault, battery, some burglaries, nickel burglaries and domestic violence. We still, as much as we educate people, we are a city of crimes of opportunity. We leave stuff unsecured, in the open, unlocked and it walks away. If we could get people to lock their doors and take their valuables, we could reduce our crimes even more. We have seen an increase in some of our drug and narcotic violations and some of our DUI -- DUI calls. However, if you recall we have put together a DUI task force with a grant and we also have our impact team providing proactive law enforcement, so with proactive enforcement you're actually going to see your stats increase. A couple of other things. We probably had our highest number of hires in this last year, both on some turnovers, some retirements, some additional positions that were added through Council and some additional positions that were added through grants. We have four more officers that are going to start on November 16th that are lateral officers, they are already certified. They will just have to go through our training and, then, will be on the streets and we are currently advertising for new police officers, recruit police officers with anticipation of testing on December 5th. Now, we have had two major projects that we have been undergoing this past year and we are proud of both and I would like to highlight some of those. One of them is our body worn camera program. That was an in-depth study of about 18 months before we went Meridian City Council Workshop November 10, 2015 Page 42 of 58 live. We wanted to make sure we did it right. A lot of stakeholders involved in that. So far it's been a success. I will tell you that every uniformed police officer in the city wears a camera. It has been too early to actually look at what is done as far as reducing officer complaints or uses of force, but it appears that that's the case so far. It does have some unintended consequences that I talked with you about when we were going into the program and that has to deal with the public records request and that will be part of my next presentation, so we will get into that in just a little bit. And, then, the public safety training center. I thank you all for coming out and supporting us when we had the ribbon cutting a few weeks ago. I want to tell you that I don't have the exact numbers in front of me yet, but I will in about a week. We are under budget and we will come back in front of you and give you those numbers here in about a week. We are just closing out the last bills that are going through that project, but it is up and running and operational. Some of the classes that we have had out there so far is our in-service training. We have new officer training. Fitness testing. We have a domestic violence strangulation course sponsored through St. Al's that we had out there. We had a hundred people show up to that class. Originally 40 and, then, the class went to a hundred. We almost didn't have a big enough place to have the class. Our MACLE training, which is Multi-Area Law Enforcement -- our Law Enforcement Executive Training. We have had our police chief's conference scheduled for out there. Advance police academy training and our TIP training, which is our trauma intervention program training are just some of the classes we have had over there in the last month. And, then, as we discussed through the budget process, we had several items that we had included in the budget request that were removed with the thoughts of taking the saved money and coming back and finishing off the remodel of the police department. Those items were the shelves in the evidence storage, the malfunctioning gates at the police department, the cracked planter boxes at the police department, the exterior cameras -- security cameras. The stainless steel counter for the evidence room and the carpet in the public meeting room. I will be coming in front of Council in the next week or two to provide a budget amendment for those -- for those areas. We all have all the bids in place for that. We actually had to close out the construction project before we could move into spending that money. And I am going to turn it over to my counterpart with the fire department and let him give a quick update on some of his things. Niemeyer: Good evening, Mr. President, Council. I thought about this -- when Jeff and I first started this, what, four years ago we had a PowerPoints and we kind of ribbed each other a little bit and now we are getting old and I guess boring. Come to you with a little bit of drier presentations, but, nonetheless, important. I do want to echo Chief Lavey's comments about the training center. We apprec iate your support in that. If you build it they will come and we have come. We have filled that training center on a daily basis. Again, thanks to Jamie Leslie, Lieutenant Leslie, who really was great at spearheading that -- that build out. Some highlights on what we have brought to that training center so far. We had a two day southwest Idaho Fire and EMS chiefs conference where we used all classrooms, including the auditorium that we had full. Some quest speakers were brought in on leadership for those two days. We have had EMS multi-agency block training where Ada County Paramedics, ourselves and Kuna have done skilled lab training in the sim room. Just last month I attended a multi-agency fire training where we did Meridian City Council Workshop November 10, 2015 Page 43 of 58 classroom training in the sim room, went through a strip mall scenario and, then, actually traveled to a strip mall over at Linden and Chinden -- or Linder and Chinden and actually walked through that strip mall. So, we took a classroom to the location and we were able to continue on that training. Very important for us. We have done extrication training and CPR classes. Another one that was kind of unique for us was hose testing. On an annual basis we have to test our hoses. In the past we have gone to a church parking lot to hook up to a hydrant and, then, lay that hose out and test it and that was the place where we had enough room to do that. Because of this facility we were able to do that right in the lane next to the building. So, it worked out very well. Ladder testing. And, then, two weeks ago we had our EMS JPA board meeting and I will tell you the two commissioners who were present, the mayors that were present , and the fire district commissioners that were present all raved about the facility. They really gave Meridian a lot of praise for the job they did in building that facility. We do have some very important training coming in the near future. We have multi-agency officer development course. This is a development course that we started about two years ago. It's always been held in Boise. We are bringing it here. It's going to be a 12 week program and we have the National Fire Academy coming out and this is one of the things we could never do before, because we didn't have the auditorium size big enough to bri ng the National Fire Academy from Emmitsburg to Meridian and we now have a course coming in January, two day course that the National Fire Academy is coming to us. That's a really big deal for us. The new CAD training will be happening there. In February Dr. David Griffin. Dr. Griffin was an engineer in 2007 when the Charleston sofa store fire occurred. They lost nine firefighters that day because of poor planning and poor execution. Dr. Griffin was not a doctor at the time, his life spiraled out of control downward for a year. He decided to go back. He got his doctorate, went back to his department and helped make positive change that they needed to recognize the issues that they had that day. So, he does this in honor of them . I have had two of m y staff over the years attend this training and there is not a dry eye in the room when he does it. It's a very powerful message. That's going to be a valley wide offering where we are going to have representatives from all departments across the valley participating in that and in sharing in the cost of that. And, lastly, Tim Dietz is coming in February. Tim Dietz is a retired captain from the Tualatin Valley Fire Department outside of Portland. Tim had a tragedy early in his career, his son drowned i n a bathtub, so he saw first hand how the impact of responders can be when they show up to a call. He watched several of his colleagues go through mental health crisis and he decided to do something about it, so he decided to do a study in psychology and he now goes around and helps departments understand mental health in the fire service and I can speak a little bit to this first hand. I asked Chief Lavey earlier how many years in law enforcement he had and he had 29 years currently in law enforcement. I have 24 years in public safety, which tells me I am younger than Chief Lavey, so I do have something on him, but I think if you were to ask either one of us right now to recall those significant calls, in an instant we could and we could tell you the sig hts, the sounds, the smells, everything. As responders we tuck that away in the back of our brain, we try not to bring it out, but some folks when they are in times of crisis in their lives or their family, just as we all can be today, those things come forward and right now nationally in the fire service we are seeing the firefighters dying by their own hand than in a fire. That's a national statistic right now. So, chiefs that are not paying attention to that aren't doing their job. So, we are Meridian City Council Workshop November 10, 2015 Page 44 of 58 bringing in the folks that can help our -- our firefighters recognize and work through those issues. So, those are just a few that are coming that we are very excited about. Engine 33 -- I thank you all that showed up to Station 3 for the push in of the engine. Great event. Great community event. Councilman Borton's son came over and helped push that engine in, as did many others. That was a big day for our firefigh ters and we greatly appreciate your support. I do want to thank for the record Captain Justin Winkler and his crew, who did a lot of work to get the brackets in and get the equipment moved over from the old engine and, then, Captain Rountree and his crew that made sure the communications equipment in that engine were ready to go. They were a very important part of getting that engine in service, so we appreciate the support and I think the community had a good time out there. Our fire department master plan update, that is moving forward. It's in full swing now. We have spent about the last two to three weeks submitting the data and the information needed for the consultants to begin their work. We found out last week they are coming to town next week, so we are moving quickly. We have been working on scheduling, so expect to see some information coming to you very soon on that. Calls for service in 2015 so far. We have an 18 percent increase currently in the calls for service from 2014. Last year we had 5,800 calls. We are anticipating 6,300 calls. Interesting listening to Chief Lavey -- and we did not correlate this data ahead of time -- we are seeing the same things he reported to you. Our extrication calls are down. Our motor vehicle collisions are down. For some reason I can't explain it are cars going into buildings are up dramatically and I don't know why. We just had another one today. So, I will ask Chief Lavey to now do some enforcement on cars in the buildings and see if we can't get that down. We have seen also an increase in structure fires. We have seen an increase in assault calls and we have seen an increase in mental health calls. So, certainly that is something that we are keeping an eye on and trying to get out public education on and help with those. Councilman Bird asked the question, I do have an answer for you right now. In previous discussion we asked how often are Ada County Paramedics showing up before us and it's about 28 percent of the time right now. That's part of our discussions and data analysis that we are going, but I do have that answer for you. As far as calls for service so far in 2015 you see our current average response times for the city is five minutes and 28 seconds and for the district it's five minutes and 57 seconds. Our calls in the district, we have mapped them out, there is a lot more calls happening closer into the city limits than there are way out on the edges. So, that's helping our response times there. The ARV update, I want to update you quickly on that where we are at. We did take your input and the Mayor's input and went to our retreat, spent three days asking a lot of questions and ended up asking a lot more questions. Since the retreat we have been meeting twice a week and we will continue to do so as we prepare a report for Council on that. But two things that have come out of that right away. One is that at no cost and no addition we can do some things differently today through our dispatch center that would not have us going on as many calls as we are today. There is a lot of calls we go on that through what's called a pro QA system, that's a series where the dispatcher asks some questions to insure they know what the severity is and, then, they dispatch the resource based on that. That has never been implemented in this county. Meridian is going to be the test. We have been working with Ada County and the dispatch center on that. That will go live when CAD goes live. The new CAD system. We are anticipating anywhere from 20 to 28 percent reduction in call Meridian City Council Workshop November 10, 2015 Page 45 of 58 volume just by implementing that no cost option and program. We are looking at about 1,200 calls a year. In two weeks I will be able to tell you exactly -- not exactly -- project how many miles that would save a year on the engines by not going to those call types. The second focus that we have -- and I heard Chief Lavey -- somewhat mention this -- it's really -- the mileage and the engine wear and the longevity is a symptom of something much bigger and that is this idea of the right resource for the right call with the right people at the right time and that's a big discussion. That will be a focus of our presentation. Working with our Council liaison Councilman Borton we will be coming to you in January with a full presentation. We are going to get that information to you at least two weeks in advance so you have time to read and digest and formulate questions, so we have a good discussion on that. And, then, lastly I will be back next Tuesday -- at next Tuesday's Council meeting. We were notified last week there will be a 60 percent increase in cost of fire engines. We are going to be coming back to you with that discussion. It's just a brief -- I will have some information to you out on Friday, so you, again, have some information prior to next week's discussion. So, with that we would stand, I guess, for any questions. Bird: Mr. President? Rountree: Mr. Bird. Bird: Mark, our call volume is up 18 percent. Now, is this on -- as you know, I'm not correct on how to make calls, but I call this fire and the emergency -- EMS emergencies code calls. Niemeyer: Yes. Bird: Our code calls. The ones where you go out and pick me up when I fall or something like that. I don't determine them real emergencies or something like that and I know that's a very -- and I don't want us to quit that, don't get me wrong. Niemeyer: Sure. Bird: I'm glad we are able to do that. You see our code calls is up 18 percent -- or is it -- or is it the overall calls of everything? Niemeyer: Yeah. Overall call volume is what that number represents. The exciting t hing is we will be able to tell you, if you want to know, how many of those were code three runs, critical calls, that kind of thing. I did kind -- I did kind of question my staff, because I know one of the questions you have asked, Councilman Bird, quite a bit is what are all these other categories and I hate them, too. What those are are what's called NFIRS, National Fire Incident Reporting System, and the NFIRS codes that we are required to report to the feds -- what we are doing is combining some of those and creating then categories that make more sense to us internally. So, those other call types maybe false alarms, could be nothing found, some of those, so we can simplify those a little bit and, then, we will be able to tell you how many of those we responded code three to and how many were nonemergent responses. Meridian City Council Workshop November 10, 2015 Page 46 of 58 Bird: And on one good note, Mark -- and everybody knows that I am pretty hot on response times. Niemeyer: Uh-huh. Bird: This year from 2014, if you maintain it, you will be one thousandths faster than you were in 2014. Niemeyer: Yeah. We have been working on it. Bird: Okay. Thank you. Rountree: Other questions? Comments? Thank you, chief. Niemeyer: Thank you. Cavener: Mr. President? Rountree: Luke. Cavener: A question for Jeff. Is that okay to address that -- Rountree: Go ahead. Cavener: All right. Chief, you -- and I must have missed the chance for questions on your presentation. The body worn cameras I'm happy to hear that update. I k now that when you initially started talking to us about this, the biggest concern was storage space and the cost associated with that. So, I'm just curious since we have been using it are we hitting our benchmarks for space? Are we uploading more than we expe cted? Are we uploading less than we expected? Lavey: Mr. President, Councilman Cavener, I'm trying to figure out how to answer that, because it was a five year projected program. We are only about seven months into it, so it's real early to say that. I will tell you that we had worked really hard on how long to maintain that video and how to properly tag it and where that's -- why that's critical is if it's tagged as evidence, then, it -- then we have to keep it longer. If it's tagged as no value, we can get rid of it sooner. I will tell you that we had at one point three terabytes -- that's a lot. In seven months. But I also can tell you that that was reduced by 60 percent in the first 210 day turnover that we had. So, we are on target right now, but I do not know what it's going to be like in the future. We have Cloud storage. We have not went over any of it yet, but when it comes later into that contract we will definitely have to look at it and see what it is. So, the answer is so far we are good, but we are going to have to constantly look at that. We also have been working with the Association of Cities and Counties and some potential proposed legislation as far as how long you store this -- Meridian City Council Workshop November 10, 2015 Page 47 of 58 Cavener: Sure. Lavey: -- video footage. Some of the departments have -- if it had no value whatsoever, like a traffic stop, they got rid of it within 30 days. One of the things that we have done is -- we don't get rid of anything unless it was an accident. If it's an accident we can delete it right away. If it's any other footage, we keep it for 210 days, which is just past the period of file a tort. Cavener: Okay. Just keep us updated on that. Lavey: I will do that. Cavener: Thank you. B. Meridian Police Department Report: Proposed Fee Schedule Update Rountree: All right. You're going to tell us about the fee schedule. Lavey: Yes. Mr. President and Council, the next item on the agenda is a proposed increase to the fee schedule for charges from the police department. I will tell you that the last time Council has heard this was in 2011. We have not had an increase since then. Part of the reason for the increase is to more closely approximate the cost to process these records to what it's costing the city. In your packets you're going to have a two page document that was prepared by Bill's staff. Emily had put that together. You're going to see a column that talks about the service. You're going to see a column that talks about the current fee, proposed fee and the reason for the increase. If there is no -- if there is a blank, then, there is no proposed increase. You're going to see labor to redact the exempt public records. It's currently 38 dollars an hour. That is for an attorney review. Currently we are staffed by senior level attorneys that are reviewing these public records requests and their hourly rate is $51.83. We actually have to take the lowest level of that salary and that's where that increase is. Do you not have the packet? Did I have that look? Nary: I don't -- pardon me, chief. I don't know why it wasn't added to the packet, so -- Lavey: Can we make copies real quick then? Nary: If it's all right with the Council, since this is really just a discussion of what's going to be published and, then, you will have a hearing, you can probably just display it. Lavey: Okay. I don't know how to work that, so -- no, that picture will come back some day. Just don't delete it, because I have it on the Cloud. I will tell Council, since we are looking for time, I got a picture of a couple of firefighters that were at the training center holding donuts to their face, giving us a bad time about having donuts in the public safety training center and I said that's not something I would have tra nsmitted, because I saved it Meridian City Council Workshop November 10, 2015 Page 48 of 58 and it's not cops eating donuts, it's firefighters eating donuts and so I'm kind of thinking that's going to be my first slide of the public safety academy of this fall. Niemeyer: If I may, chief, just to clarify that event, my training chief and I were at the public safety -- Lavey: Eating donuts. Niemeyer: Large law enforcement gathering and they had about eight boxes of Krispy Kreme donuts that we decided to kipe a couple. Bird: Did you have any lounge chairs? Niemeyer: Not that I saw. Milam: There are not pictures of that; right? Rountree: Okay. Okay. Back to business. Lavey: Yes. Okay. So, now that you know what I'm talking about, I had that look -- I can see there was several of you that had that look in your face of confusion, like I don't have any idea what he's talking about and I usually get that look from my kids and so right away I knew something was wrong. So, the salaries for the attorneys that are actually reviewing our public records requests have increased and so that's where you're going to see an increase proposed. You're not seeing an increase in page -- per page charge. You're seeing an increase in the labor for the public records clerk that's actually doing the -- the review from 20 dollars to 26 dollars. That is a salary increase as well. You have a current fee of one dollar per CD or a current fee of 7.50 for a thumb drive. A lot of our reports now are -- well, most of our reports are electronic. Nothing is hard copy anymore, so we give them out to people on either CDs or thumb drives. I will tell you that under Idaho code the first two hours are free and the first 100 pages are free and, then, after that these would be the charges that come into play. So, someone is not going to have to pay this right away. I will also tell you that in 2011 this City Council, when they put in the fee schedule, they also elected to not charge for the first ten dollar overage and so if we give the first two hours free, plus the first hundred pages free, if we go over that, the next $9.99 is also free to the city. I asked the question -- well, and my staff said that we should request that Council revise that and maybe start charging for the overages and I asked, well, how much are we losing right now and they couldn't answer that and so one of the things that I would propose to this Council is -- is if you want to leave it as it is, that we start keeping track of our overage costs and see how much we are actually losing or we can leave it status quo if you're comfortable with that as well. I did tell you that the unintended consequences of the body worn cameras was public records requests and we are getting those. We haven't had to honor a whole lot of them yet, because when they find out how much it's going to cost to actually have an attorney sit and watch that much tape and, then, us produce it to them, they have not followed through with that. But it's an issue that we are looking at. So, it's something -- it's something to consider. We are Meridian City Council Workshop November 10, 2015 Page 49 of 58 already giving them hundreds of dollars service of based on state code and, then, we are giving them ten dollars additional on top of that. Bill, did you have a comment on that? I'm just looking at -- Nary: Mr. President, Members of the Council, you know, I would concur with the chief that it's probably worth at least exploring how much of that really -- I mean the ten dollars -- when you look at the cost of personnel it's probably not a great deal of additional time and that ten dollar artificial ceiling or floor really sort of deals with the increased cost of personnel, because, again, as the cost of personnel goes up, that ten dollars really becomes -- instead of being 15 minutes over, it's now ten, then, it's five. I think it makes some sense that we have some floor, because there is, obviously, some cost of preparing even an invoice to provide to somebody. My concern -- and I think that's a part of the conversation in gathering data is when you -- when you charge and you're going to have to charge in excess of the two hours, then, you're required to provide an estimate before you do it. So, that would, then, mean if we think it's going to be more than two hours, we have to, then, provide an estimate, provide that to the person, get the yea or nay, then, do the work, then, get paid. It's additional staff time to do that and that you can't charge for. So, I think it's good to gather the data, because we do need to know I think Terry and the -- the attorney that review these records were concerned with that. It may seem miniscule to just waive ten dollars at a time, but four or five a day -- four or five a day every day for a year is significant and we can balance that with the personnel or administrative costs of preparing the estimates that are necessary to recapture that. So, I would concur with the chief, I think we need to study it and I think we need to at least have you have the data to make that determination. So, I would suggest leaving it status quo for now , give us time to gather the information and, then, at a later time we can bring that back. I wouldn't delay this change now for that. I would simply say we will gather that information over the next six to eight to ten months, especially as the body worn cameras become more prevalent and see where -- where this really lies. Bird: Mr. President? Rountree: Mr. Bird. Bird: And, Bill, I agree with you, but I think we -- I think we need to set a time. I believe that we -- we are deserving of what costs we have got into it and if we giving $9.99 out on every one I'd like to know the facts -- you know, get the facts, but why can't we do that in six months and let's get it back. I mean if this is a lot of money at the years end, you know, maybe it's a car we have helped purchase or something -- that we give away. I think we are entitled to get our costs out of everything that they ask. I mean there is nothing wrong with that. Milam: Mr. President? Well, so we are never going to get our costs back, because we are already giving two free hours, plus a hundred pages. I don't -- I don't know where this ten dollars came from, but I don't see what the point is really. I don't -- you know, they are getting two hours. That's not going to change. And I don't -- personally, you know, I think that's enough. Meridian City Council Workshop November 10, 2015 Page 50 of 58 Nary: Mr. President? Mr. President, Members of the Council, I think where it came from, in my recollection of the discussion, is all of it costs money to prepare and I'm sure everyone of us have gotten a rebate or a retur n check from some business for $1.73 and thought they spent two dollars making this piece of paper to mail it to me. So, that's what we were trying to avoid and so I think we have to capture the cost of everything that would be required to again charge th ose fees and make sure we are making the right business decision and giving you the right information to make that decision with and I have no qualms with Council Member Bird's request that we do it within six months. I don't know what the data looks like, so I don't know what we will have in six months, but we can certainly have some data and we can have some conversation of the costs, because, again, I would agree. I mean I think they already are provided a cushion in the code by the legislature as to what people are entitled to without any cost to them. It does make sense that everything beyond that should be recaptured, it's just what's the business piece of that and I just don't have the answer. Cavener: Mr. President? Rountree: Luke. Cavener: I think to Mr. Nary's point, I agree that we need to look at this. I guess my ultimate question is why are we now looking at the fee schedule four years later, as opposed to -- to looking at this annually? We see fee recalculations annually from a lot of different departments. Police could be included in that. To me what it boils down is I don't think that we need to create a financial burden for our citizens to access public records and I appreciate, chief, the point that oftentimes the financial co mponent deters people away from requesting those records, but, quite frankly, we shouldn't make it more difficult for our public to get records, we should be making it easier and if we are making it too costly for out citizens to access public records, maybe we need to be looking at our costs overall. Rountree: Other comments? Lavey: Mr. President, Councilman Cavener, I didn't realize we were making it more difficult. I was just making an observation that we don't charge for that. We follow the state code. So, I can't say that we make it more difficult. We follow the state code. Rountree: Any other questions? Do you have anymore comments; Jeff? Lavey: Yeah. I wasn't done with the presentation. We kind of got side stepped. There is page two. It's kind of like Caleb. I actually have a couple more items. The one additional area that we provide police officers for private businesses at their request at times. So, if The Village has something going on and they want to hire police officers , they can do that under the -- the city contract. We currently charge a rate of 40 dollars per police officer and, then, we charge a rate of 50 dollars per supervisor . However, that's not recouped in our cost either. We currently propose an increase of 47 dollars for police officer and the Meridian City Council Workshop November 10, 2015 Page 51 of 58 average police officer overtime rate is just -- just over that. So, it's right at the average. And, then, the supervisor currently is 50. We are proposing 57. The average overtime for the supervisor is 57, 67. All other fees would remain unchanged and, then, just for note, we do not charge for the use of the equipment or the patrol car for that service. And that is the fee schedule. There is going to be an addendum that we are going to request that we are going to come back to that will cover the public training safety center fees to use that facility as well. We are currently researching and exploring like facilities in the area to come up with a similar pay structure that will come in front of Council with a p roposal probably next month. Any other questions? Rountree: Question? Comments? So, let's move this forward to publication. Bird: Get her going. Rountree: Get it going. Move it on. And we will schedule a hearing the first part of December. Lavey: There is a -- there is a timeline at the top of the schedule, I think, that was prepared by legal. You can kind of zoom in on that. Page one at the top. Rountree: Let's move it forward and look for hearing December 1st. Thank you, Jeff. Cavener: Thanks, chief. C. Public Works - Propose City Code Update for Credit Calculation Rountree: Okay. And the next item, Public Works. Update for credit calculations. Kyle. Radek: Mr. President, Council Members, I can see this is what everybody was waiting for this evening, so I will try not to disappoint. I'm joined by Karie Glenn from utility billing and she is going to make sure I don't make any mistakes in what I say here. Essentially, we have a misalignment between our current practice and our code and we want to fix that and, basically, our objective is to maintain the fair billing practices that we have been -- we have been doing for -- since before I started working here at least a decade. My agenda -- I'm going to quickly describe to you the current sewer building practices, residential versus commercial. I'm going to talk about the two problems we identified. One is that some commercial accounts have a residential use pattern in how we deal with that and, then, other commercial accounts -- the second problem, other commercial accounts have consumptive uses that are not collected in the sewer and how we deal with that and I will talk about the proposed solution. Actually, two proposed solutions and ask for your guidance. We, essentially, have two different kinds of accounts in our utility billing system. We have residential and commercial accounts. Residential accounts are dwelling units that have their own water services and the way sewer is billed for those accounts from November 15th to March 15th, essentially in the wintertime, the sewer fee is based on the actual water use that -- that goes into that building and that establishes what we call the winter average. We also refer to that as a credit calc average. CCA. Meridian City Council Workshop November 10, 2015 Page 52 of 58 And I'm not sure how it got called the CCA, but on a lot of our forms it's -- it's called that. But that's the winter average according to our code. So, then, from March 15th to November 15th, when it gets warmer out, the sewer fee is based on the lesser o f the actual use that that user uses for the month or the winter average. The assumption being that if they use more water in the summertime, they are using it for washing the car or irrigating their lawn or doing something else that doesn't go down the s ewer. So, we don't want to charge them sewer on that. So, that's been -- since before my time here that's been the way we have done the residential sewer billing. Commercial, which does include multi-family dwellings, is billed differently. The current code does not support the winter average for commercial accounts essentially. Assumes that everything that goes into the meter goes down the sewer. So, that is -- the commercial accounts are billed according to what is used through the water meter all year. The first problem I want to talk about is where we have commercial accounts that have a residential use pattern. Essentially, some of the commercial accounts we have use water the exact same way residential accounts do. In the summertime they use c ity water to irrigate their landscaping and it doesn't go down the sewer. So, the current solution that we have is we treated those accounts like they are residential accounts. We put them on a winter average and so -- and it's -- it's an equitable solution and they are -- they are charged for what should be going down their sewer. The problem we have is that our current code does not support this practice. If we interpret it strictly it would require them to pay sewer fees for the water that they use for irrigation and we, obviously, don't think that's fair. We think that our current practice of applying the credit calc average or the winter average where it is appropriate is fair and the right thing to do. The current magnitude of the problem and its -- like I said, we have been doing this since before I started working here. We currently have about a hundred commercial accounts that we apply the winter average to. And here is an example of -- to me those accounts -- there is a separate account for each one of these buildings with the white roof. That's the Washington Square Apartments. And that was the latest one that we dealt with where they -- they, you know, came to us and said, hey, we think we are paying for -- too much for sewer and these accounts, they find themselves. We think we are paying too much for our sewer bill and we looked at the account and we said, yeah, you're right, the only place that water is going is either in the apartment complex or on that lawn. This account needs to b e on a winter average. Here is another one. This is Batteries Plus on Fairview, that's just a house with a lawn. It happens that it's a business. The second problem I want to discuss is that there are other consumptive uses that don't go down the sewer and so some commercial accounts included uses for cooling towers, esthetic features like water fountains or pools and evaporation can account for a lot of water, you know, leaving , being consumed. If you have a cooling tower in its top month you can -- you can send 100,000 gallons of water into the air with no problem and that's -- that's a lot of sewer fees. So, our current solution to that problem is we provide an opportunity for those customers to, essentially, prove to us that they have consumptively used that water and we have about a handful of these accounts -- I think right now they are all -- they are all evaporative cooling towers. An example is our Citi Group building, United Heritage Insurance building, they have no separate city meter that goes to their cooling tower, but they do have a private meter that goes to their cooling tower and they generally have somebody servicing it every month, so that they have an opportunity to read it every month. So, we go out there, confirm that Meridian City Council Workshop November 10, 2015 Page 53 of 58 their -- their metering is set up properly, so that if they give us accurate reads that it will reflect their consumptive use and we allow them to -- to submit a billing adjustment once a year for that consumptive use. We also give them the opportunity to put a separate water only city service. That's not always a cost effective solution. Sometimes you might have a guy that's paying -- you know, that's getting a 500 dollar credit on sewer, because he's on winter average and it would cost him three or four thousand dollars to put in a separate water service -- city water service. So, I don't want to force people to do that. And, as I said, we have about a handful of accounts that have this issue we are asking them to -- to prove that they do use water consumptively and it doesn't go down the sewer. So, we will give them that credit. Here is an example of a water feature at The Village that consumes water and goes into the air. Here is an example of a pool. Most of our -- and I shouldn't say most, but a lot of our new subdivisions have pools. So, our proposal for discussion and direction from Council is we want to -- and we being Karie Glenn and I and legal staff -- I assume Bill would probably have Andrea help us with this -- is update the city codes so that it makes sense for what we are doing. We would like to require that new commercial buildings provide separate city services for consumptive uses. That addresses the second problem that I talked about and we would like to include in the code to allow existing commercial properties to be kept on the winter average for sewer fee calculation if it's applicable, but provide a trigger for -- for example, a substantial improvement, a change of use, a new building, change of ownership, something like that, some major investment in the property where we could require the establishment of new services to meet the -- the new building requirements, just like you might do with plumbing code or electrical code. We also would like to continue to allow customers to submit requests for billing adjustments based on water uses that did not go down to the sewer, so we would like to continue that practice. Essentially that's something that everybody can do. You know, a residential customer can leave the hose on in February and send 50,000 gallons of water into their backyard and if that's during February that's -- we are going to -- we are going to charge them sewer on that, but it didn't go down the sewer, so we are going to let them submit an adjustment request. So, we want t o continue that practice to be fair and -- and we also -- we have a -- kind of a parallel effort already going on with the engineering division. We are working on our design standards for land development to -- to guide developers and engineers in what we want them to build and meet our design standards. We do have a requirement that if -- if different uses for water are identified that are consumptive and aren't going to go down the sewer, we are going to require separate meters be put in. However, most often meters don't go in with land development, they go in with building development, so we need to cover that in city code. But we would like to develop our design standards to compliment that city code. So, that's all I have to -- to give you. I will be happily stand for questions. Otherwise, I would like to work with -- with legal and utility billing and work up some code to -- to meet the objectives I talked about and come back to you and share it. Zaremba: Mr. President? Rountree: David. Meridian City Council Workshop November 10, 2015 Page 54 of 58 Zaremba: Two different subjects. One on swimming pools. Let's say we are talking about a backyard swimming pool. They fill it in the spring and in the fall maybe they drain it. Where does that water go to? Does it go down the sewer or are they puttin g it down the storm drains? Radek: Mr. President, Councilman Zaremba, good question. I have gone out on a couple of those where they have been either filling the pool or emptying and filling the pool for maintenance or something during the winter -- winter averaging time and so they got a huge sewer bill and -- and so I had to go out there and say, well, did it -- did it go out in the sewer or not and so I check out their pool and prove to me that that pool doesn't drain to the sewer and I have seen some pools that -- I think most often if it's a -- if it's a permanent pool it won't -- it won't be emptied for the winter, it will just stay full in the winter and in that case they didn't have a drain to the sewer and they were actually emptying it into the storm drain, which I'm not sure is not a different problem , but -- but, yeah, we -- we have both. We have sewer -- pools that drain to sewer and pools that drain to -- that don't and so it's a case-by-case basis. Zaremba: Okay. Thank you. Second question is the other way around. What about things that are being put into the sewer that didn't come into a business -- let's say in a water pipe -- and I'm wilding thinking, for example, a hair salon that puts chemicals in the sink maybe, goes down the drain, restaurants have stuff that goes, a photo place that has their own dark room, has chemicals that -- they didn't come in the water pipe, but they are going down sewer. Radek: Yes. Mr. President, Councilman Zaremba, I think we are talking about a pretreatment issue mostly. I think -- I think mostly that's going to be a water quality issue and not so much a quantity issue. You do also have the -- the possibility of people putting, you know, RV waste in the sewer in different places. I don't have -- I don't have a real good answer for that one. But I think -- I think in general you're -- if you have got a business that does add things to the sewer you are -- you are talking about pretreatment folks, they are going to probably identify problems like that. Zaremba: And do we have a program that does that? That goes around to businesses and checks what they are doing? Maybe there is a fire department inspection that would bring that to light. Radek: Well, again, I -- the right person to ask that question is our -- is our pretreatment people and I'm not totally familiar with how they identify their businesses that they do visit, but they sure have a list of businesses that they visit, so -- Zaremba: Okay. Rountree: Got a helper that just came into the room. He might be able to answer. Radek: There you go. Did you hear all that? Meridian City Council Workshop November 10, 2015 Page 55 of 58 Stewart: I did. Radek: Okay. Stewart: So, Council President, Councilman Zaremba or -- yeah, Councilman Zaremba, sorry, I just happen to be stopping by to see the presentation and, yes, we have a pretreatment program and every company that's identified that either puts chemicals or other things in the drainage system has to have a pretreatment permit and we inspect that, we go and make sure that they have the right kind of sand and grease traps or whatever is necessary in order to filter that stuff out. They have to remove that before it goes into the sewer system. So, we do have a permitting process that takes care of those issues. Hopefully that answers your question. Zaremba: How do we know who needs that? Stewart: When they come -- when they submit for a building permit -- you know, certain types of businesses are identified as having those types of needs and so we will work through it when they come in for a tenant improvement or a building permit process, we will identify whether they need a pretreatment permit and we will -- Zaremba: We are alerted to it at that time? Stewart: That's correct. Zaremba: Thank you. Rountree: Other questions? Guidance? Move forward and -- Radek: Thank you. Rountree: -- get a draft that you can bounce off of us. Radek: Thank you. D. City Council Liaison/Committee Updates Rountree: Karie, thanks for sitting here all night. Good to see you. Well, that brings us to the Council liaison update and I want to establish a rule, given the length of time we have had tonight and with Councilman Borton having to leave us, so pick the one highlight that you want to talk about and we will get this done in a hurry, so we can get into our next session. So, I'm going to start with Councilman Borton. I know he has an 8:00 o'clock he wants to try to get to. Borton: Thank you, Mr. President. I guess the one highlight is the work in progress on the ARV work with fire. In particular we are going to hear back in the next few weeks in how that ties into some of the opportunities with engine replacement and making that a Meridian City Council Workshop November 10, 2015 Page 56 of 58 more efficient process. So, they have done some good work and it will be a data d riven discussion, which I always like when it comes back. That's the highlight that I'm looking forward to. Rountree: Very good. Luke. Cavener: Biggest highlight, Community Development has got a new office -- new foyer. New lobby for their update. So, it's worth checking out. Become more efficient in helping public. Rountree: David. Zaremba: Biggest highlight refers to the Legal Department. Next week the Idaho Business Review is having an Idaho Leaders In Law event and our own Mr. Nary is going to be honored in that. There will be other people honored as well, but he is one of the special people being honored and I have a request for everybody, that the Mayor was invited to go to that and apparently can't, so Peggy has asked me to find out if any of you can go. You and your spouse. One Council person and spouse are invited to go and -- Bird: It's on a Tuesday. Zaremba: It's on Tuesday. It's from 8:00 to -- it's from 5:30 to 8:00, so whoever goes would be missing our Council meeting. Rountree: Don't everybody jump. Zaremba: Yeah. So, before we break up -- you don't need to tell me right now, but before let me know if you can or you think your spouse can I will let Peggy know. But kudos to Mr. Nary. Nary: Thank you. Rountree: Genesis. Milam: Well, you heard from police, so since that could be exciting. The clerk counter just -- the redesign starts tomorrow. They are very excited about that. And the early voting went well. I know you're going to have a count whe n they get that from the Ada County elections, they will have it -- let us know how many people came, but it was very successful, so -- Bird: Parks is continuing to do really good. Parks looks great. They are putting away for winter. Finance has got the year end almost done. It's to the auditors and the auditors -- in fact, I think they have got a couple of young people out here working on it, so that's it. Rountree: Five more meetings. Meridian City Council Workshop November 10, 2015 Page 57 of 58 Milam: That's your highlight? Rountree: And, Robert, just give me one. Simison: One thing that we are working on right now is the school growth fees working group with the school, chamber, cities, county, legislators, making a little bit of progress, but really looking primarily at a funding formula to reduce levies as one of the big issues or find dedicated sources for basically new school growth construction, so continue to work on that over the next two months. Item 8: Future Meeting Topics Rountree: Thank you. Next item, future meeting topics. This at this point? Item 9: Executive Session per Idaho State Code 74 -206 (a)(f): (a) To consider hiring a public officer, employee, staff member or individual agent, wherein the respective qualities of individuals are to be evaluated in order to fill a particular vacancy or need. This paragraph does not apply to filling a vacancy in an elective office or deliberations about staffing needs in general, AND (f)To Consider and Advise Its Legal Representatives in Pending Litigation Rountree: Seeing none, No. 9, Executive Session. Bird: Mr. President? Rountree: Mr. Bird. Bird: I move we go into Executive Session as per Idaho State Code 74-206(a)(f). Zaremba: Second. Rountree: It's been moved and seconded to go into Executive Session. Roll call. Roll Call: Rountree, yea; Bird, yea; Zaremba, yea; Borton, yea; Milam, yea; Cavener, yea. MOTION CARRIED: ALL AYES. EXECUTIVE SESSION: (8:06 p.m. to 9:03 p.m.) Rountree: I need a motion to come out of Executive Session. Bird: So moved. Milam: Second. Meridian City Council Workshop November 10, 2015 Page 58 of 58 Rountree: It's been moved and seconded to come out of Executive Session. All in favor signify by aye. Opposed same sign? MOTION CARRIED: ALL AYES. Bird: I move we adjourn. Milam: Second. Rountree: It's been moved and seconded that we adjourn. All those in favor signify by aye. MOTION CARRIED: ALL AYES. Rountree: Thank you, ladies and gentlemen. MEETING ADJOURNED AT 9:03 P.M. (AUDIO R-ECORDING'ON FILE OF THESE PROCEEDINGS) 12 / I / 15 DATE APPROVED ATTEST: 1 1 rV n 1) , City of JAYCEE 94ZLMAN, CITY `.'` SEAL Meridian City Council Meeting DATE: November 10,2015 ITEM NUMBER: 4A PROJECT NUMBER: ITEM TITLE: License Agreement Between the Nampa and Meridian Irrigation Distr 4 License Agreement Between the Nampa and Meridian Irrigation District and the City of Meridian Regarding the Ridenbaugh Canal Pathway Within Cavin Ridge Estates No. 1 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 Sawtooth Law Offices,PLLC License and/or Project Agreement(s) Approved Board Meeting 17 November 2015 Agreement 6 pages Meridian, City of Ridenbaugh Canal Instrument #2015-107215 ADA COUNTY RECORDER Christopher D. Rich BOISE IDAHO Pgs=6 NIKOLA OLSON 201 NAMPA MERIDIAN IRRIGATION DIST 11!23/2001515 10::5454M AAM II 1 II I I ii 1111 III I ill I I II I i 111111111111111 1111ill11II111 Jill III I l,INO FEE 00168247201601072150060061 AGREEMENT AGREEMENT, made and entered into this day of ; 2015, by and between NAMPA & MERIDIAN IRRIGATION DISTRICT, an irrigation district organized and existing under and by virtue of the laws of the State of Idaho, hereinafter referred to as the "District," and THE CITY OF MERIDIAN, a political subdivision and municipality of the State of Idaho hereinafter referred to as the "City," WITNESSETH: WHEREAS, the parties hereto entered into a Master Pathway Agreement For Developing and Maintaining Pathways for public use along and across some of the District's ditches and within some of the District's easements and fee title lands dated December 19, 2000, recorded as Instrument No. 100102999, records of Ada County, Idaho,' hereinafter referred to as the "Master Pathway Agreement;" and, WHEREAS, the District and the City intended by entering the Master Pathway Agreement to accomplish the following in a manner that is consistent with their respective legal and fiduciary responsibilities; to enhance the City's pathway planning though early consultation between the City and the District; to establish a process for the City's submission of pathway requests and the District's consideration of such requests; and to provide the general conditions for the District's approval and authorization of pathway requests affecting the District's ditches, property, operations and maintenance; and, WHEREAS, the District grants to the City the right develop pathways to encroach within the District's property/easements along and across the District's ditches, canals and easements therefor upon the terms and conditions of said Master Pathway Agreement and after the execution of an agreement for each proposed crossing and encroachment; and, WHEREAS, the City is the owner of an easement to operate and maintain the multi use pathway (which crosses the real property/easement of the District hereinafter mentioned) particularly described in the "Pedestrian Pathway Easement" attached hereto as Exhibit A and by this reference made a part hereof; and, WHEREAS, the District controls the irrigation ditch or canal known as the RIDENBAUGH CANAL (hereinafter referred to as "ditch or canal") together with the real property and/or easements to convey irrigation and drainage water, to operate and maintain the ditch or canal, and which crosses and intersects said multi use pathway of City as shown on Exhibit B attached hereto and by this reference made a part hereof; and, AGREEMENT - Page 1 WHEREAS, the City desires approval to construct, install, operate and maintain a paved multi -use pedestrian pathway within the District's property/easement for the Ridenbaugh Canal under the terms and conditions of said Master Pathway Agreement and those hereinafter set forth, NOW, THEREFORE, for and in consideration of the premises and of the covenants, agreements and conditions hereinafter set forth and those set forth in said Master Pathway Agreement, the parties hereto agree as follows: I. The City may: a) construct, operate, maintain and repair a 10 foot pathway within the District's real property and/or easement for the Ridenbaugh Canal, located within Caven Ridge Estates Subdivision No. 1, more particularly described in Exhibit A, attached hereto, located southeast of the intersection of Meridian Road and Victory Road, Meridian, Ada County, Idaho. 2. Any construction, widening or crossing of said ditch or canal shall be performed in accordance with the "Special Conditions" stated in Exhibit C, attached hereto and by this reference made part thereof. 3. The permitted hours of use of the pathway shall be from one half hour before sunrise and one half hour after sunset. 4. The parties hereto incorporate in and make part of this Agreement all the covenants, conditions, and agreements of said Master Pathway Agreement unchanged except as the result of the provisions of this Agreement. The covenants, conditions and agreements herein contained and incorporated by reference shall constitute covenants to run with, and running with, all of the lands of the City described in said Exhibit A, and shall be binding on each of the parties hereto and on all parties and all persons claiming under them or either of them, and the advantages hereof shall inure to the benefit of each of the parties hereto and their respective successors and assigns. IN WITNESS WHEREOF, the District has hereunto caused its corporate name to be subscribed by its officers first hereunto duly authorized by resolution of its Board of Directors and the City has hereunto subscribed its corporate name to be subscribed and its seal to be affixed thereto, all as of the day and year herein first above written. NAMPA & MERIDIAN IRRIGATION DIST CT By'� , Its President ATTEST: Its AGREEMENT - Page 2 THE CITY OF MERIDIAN B y o� ATTEST: STATE OF IDAHO ss: County of Canyon C '--) , n- 6:: --- On this I q day of 2015, before me, the undersigned, a Notary Public in and for said State, personally appeared Clinton C. Pline and Daren R. Coon, known to me to be the President and Secretary, respectively, of NAMPA & MERIDIAN IRRIGATION DISTRICT, the irrigation district that executed the foregoing instrument and acknowledged to me that such irrigation district executed the same. IN WITNESS WHEREOF, I have hereunto set my ha a affixed my offs sea], the day and year in this certificate first above wri�mi E E 41Z� '<X :I Notary Public for Idaho Up !:I , esiding at Idaho Uty), My Commission Exires: Fr B STATE OF IDAHO UB0 J* : 0 ...... * R. County of Ada OF ��)t "I'1011100 On this Q day of /'\J1)\fe-mbP_V', 2015, before me, the undersigned, allotary Public in and for said State, personally appeared etjq,,jj Poujhe and joilue- /Ahn&'I known to me to be the Coanc;l P1tj;&,n-t and C&gg— . respecti,�ely, of The CITY OF MERIDIAN, the entity that executed the foregoin0 g instr6ment and acknowledged to me that such entity executed the same. IN WITNESS WHEREOF, I have hereunto set my hand and 4 a in official sea], the day and year - in this certificate first above written. m 01 -- o t;a +rP u lic or 00:jj�A sr4y2o Residing at 00' '3 A* My Commission Expires:,, \,on aDQ� 0 'We 04 0 04®0®88® 406889 AGREEMENT - Page 3 EXHIBIT A Legal Description The City owns or is to be granted an easement across Lot I, Block 2 of Caven Ridge Estates Subdivision No. I for the construction, operation and maintenance ofthe pathway referenced herein. EXHIBIT B Location of Property/Canal See Exhibit C -I attached hereto. EXHIBIT C Special Conditions a, The location and construction of the pathway shall be in accordance with Exhibit C -I, attached hereto and by this reference made a part hereof. b. Construction shall be completed one year from the date of this agreement. Time if of the essence. AGREEMENT - Page 4 •0 A T X30NIaNV dVWUINIOIA'S3JLON'M3AOD :JNIA3ALl7S J-1\ 71AID i"won WIS SUMN s' Or'ArHUnVNVAVO I, �Wi TK VW WOMMMIM SAVO' L ATTITOSIRVIRADAV30 1 to 1 gI rill 91 X to 1 Ui 1 it MA 1 !fill ills :5!11 111, 1 11 1 i rat , A ftl� •0 ;cut; fail :1 i ing.49. A T 0 1 � 4�4 5 Cn CAD a "visa 5, i to L, a z 4 I, V-4 195 oil I ho Not K N 'RE PC WH M T 3»1 51 Its mill a I 4kg gam in Sri a 15, uIpM lot! of! h 19 _0 1 Hit NO n. 1 agoQ 1 W, NSA I m AW A, W lose S' to Lot 1: 1 lip! "Alto 04. 0541 lot it I MV 0 +K q y Exhibit C-1, page 1 A T L ;cut; fail :1 i ing.49. A T 0 1 � 4�4 5 Cn CAD a "visa 5, i to L, a z 4 I, V-4 195 oil I ho Not K N 'RE PC WH M T 3»1 51 Its mill a I 4kg gam in Sri a 15, uIpM lot! of! h 19 _0 1 Hit NO n. 1 agoQ 1 W, NSA I m AW A, W lose S' to Lot 1: 1 lip! "Alto 04. 0541 lot it I MV 0 +K q y Exhibit C-1, page 1 ..:." .11 s na,a an ,ur ., ,a ,„ ,o .. U68P1tU(cXi3NgHd b!20 SiA3 srm a., ,v.m„» wr ,„nmrnw. .p¢. ! 4 '""'.,'.•'. 4UCL0 NOJ3U0'UN38 n —ii eannn ur a ra N m"` tU6311D5'3AVNIlNNVUi MN o9x , *'+# iwtaaaaa =ar ; 'JNIAaAanB Vol ZM ArH`onVNVAVD h3e+sa5 �au+:M+ua .i Am tH wI ., ivanionais a =h NVldNOUVE)aHIMmSUUd „„e au nocmar,naaa xxn a �,, r%,e'� a,eai'trotumaw a,nranvva a,xanwtsi-uw+aaa as 'ONt'SU9EINVDN3 L'ON NO{SNOAOSSALV1B33JOIH N3AN� a, waaaim urawwaanamaaaa Aa, S3IVIOOSStf'8111AV3'1 ”'—'... �-- Exhibit C-1, page 2 Meridian City Council Meeting DATE: November 10,2015 ITEM NUMBER: 4B PROJECT NUMBER: ITEM TITLE: Findings of Fact, Conclusions of Law: H-2015-0006 Baltic Place Addi.k*m Findings of Fact, Conclusions of Law: H-2015-0006 Baltic Place Addition by Cair Paravel, LLC Located 1151 E. Kalispell Street Request: Modification to the Development Agreement (Inst. #1131126756) to Include a Provision Allowing the Future Development of a Cemetery in the I -L Zoning District on Lot 2, Block 1 with Approval of a Conditional Use Permit 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 10,2015 ITEM NUMBER: 4C PROJECT NUMBER: ITEM TITLE: Findings of Fact, Conclusions of Law: H-2015-0010 Shops at Victory Findings of Fact, Conclusions of Law: H-2015-0010 Shops at Victory by White -Leasure Development Company Located at 3210 S. Eagle Road Request: City Council Review of the Preliminary Plat Condition (# 1.2.2) that Requires the Property to be Subdivided Prior to Issuance of a Building Permit MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: MAILE SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS Meridian City Council Meeting DATE: November 10,2015 ITEM NUMBER: 4D ITEM TITLE: Final Order: H-2015-0007 Stonesthrow Subdivision Final Order: H-2015-0007 Stonesthrow Subdivision by Steve Arnold Located 1/4 Mile South of E. Fairview Avenue on the West Side of N. Mount Hood Avenue Request: Final Plat Approval Consisting of Thirty -Six (36) Building Lots and Eight (8) Common Lots on 9.21 Acres of Land in an R-40 Zoning District MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: MAILE SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS Meridian City Council Meeting DATE: November 10,2015 ITEM NUMBER: 4E ITEM TITLE: Woodland Springs (MDA -15-004) Woodland Springs (MDA -15-004) Development Agreement Modification for Woodland Springs Subdivision (MDA -15-004) Located at 1728 and 1736 E. McMillan Road, in the SW 1/4 of Section 29, Township 4N., Range 1 E. MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION LE SENT TO SENT TO DATE: MAINOTES INITIALS AGENCY APPLICANT ADA COUNTY RECORDER Christopher D. Rich 2015-104424 BOISE IDAHO Pgs=5 BONNIE 11/13/2015 09:32 AM MERIDIAN CITY NO FEE IIIIIIIIIIIIIIIIIIIIIIIN 111111111111111111111111 00165312201501044240050051 ADDENDUM TO DEVELOPMENT AGREEMENT PARTIES: 1. City of Meridian 2. Woodland Springs, LLC, Owners 3. Morgan Development, Developer THIS ADYE M TO DEVELOPMENT�AGREEMENT (this Addendum), is made and entered into thi day of None,, O2 5, by and between City of Meridian, a municipal corporation of the State of Idaho, hereafter called CITY, Morgan Development, whose address is 5145 S. Heyrend Drive, Idaho Falls, ID 83403, hereinafter called DEVELOPER, and Woodland Springs, LLC, whose address is 5145 S. Heyrend Drive, Idaho Falls, ID 83403, hereinafter called OWNERS. RECITALS A. City and OWNER and/or DEVELOPER entered into that certain Development Agreement that was recorded on February 28, 2008 in the real property records of Ada County as Instrument No. 108022886 ("DEVELOPMENT AGREEMENT"). B. City and OWNER and/or DEVELOPER now desire to amend the Development Agreement, which terms have been approved by the Meridian City Council in accordance with Idaho Code Section 67-6511. NOW, THEREFORE, in consideration of the covenants and conditions set forth herein, the parties agree as follows: 1. OWNER and/or DEVELOPER shall be bound by the terms of the Development Agreement, except as specifically to Section 5, to delete a portion of 5.1.12 to be amended as follows: 5. CONDITIONS GOVERNING DEVELOPMENT OF SUBJECT PROPERTY.• 5.1. Developer and/or Owner shall develop the Properot in accordance with the following special conditions: 12. All buildings on the site shall substantially comply with the elevations in E.A:hibit A (subject to fill compliance with fitture design review). All bitildings shall be substantially consistent with the square footages shown on the concept plan: a maximzm7 11, 000 square foot professional office and retail building; a 4,500 square foot convenience store/fuel station (subject to CUP approval); and, a maximmn 33,000 square foot nndti-tenant commercial building. Materials for the subject buildings shall include: cultured stone, stucco and stucco accents, and metal standing seann roofing. Woodland Springs MDA 15-004 Page 1 2. OWNER and/or DEVELOPER agrees to abide by all ordinances of the City of Meridian that are consistent with the terms of the Development Agreement and this Addendum and the Project Site shall be subject to de -annexation if the OWNER and/or DEVELOPER, or their assigns, heirs, or successors shall not meet the conditions of this Addendum as herein provided, and the Ordinances of the City of Meridian that are consistent with the terms of the Development Agreement and this Addendum. 3. If any provision of this Addendum is held not valid by a court of competent jurisdiction, such provision shall be deemed to be excised from this Addendum and the invalidity thereof shall not affect any of the other provisions contained herein. 4. This Addendum sets forth all promises, inducements, agreements, condition, and understandings between OWNER and/or DEVELOPER and City relative to the subject matter herein, and there are no promises, agreements, conditions or under -standing, either oral or written, express or implied, between OWNER and/or DEVELOPER and City, other than as are stated herein. Except as herein otherwise provided, no subsequent alteration, amendment, change or addition to this Addendum shall be binding upon the parties hereto unless reduced to writing and signed by them or their successors in interest or their assigns, and pursuant, with respect to City, to a duly adopted ordinance or resolution of City. a. Except as herein provided, no condition governing the uses and/or conditions governing development of the subject Project Site herein provided for can be modified or amended without the approval of the City Council after the City has conducted public hearing(s) in accordance with the notice provisions provided for a zoning designation and/or amendment in force at the time of the proposed amendment. 5. This Addendum shall be effective as of the date herein above written. 6. Except as amended by this Addendum, all terms of the Development Agreement shall remain in full force and effect. ACKNOWLEDGMENTS IN WITNESS WHEREOF, the parties have herein executed this agreement and made it effective as hereinabove provided. OWNER: DEVELOPER: WOODLAND SP S, IIKC MORGAN DEVELOPMENT CITY OF MERIDIAN PIT) A UC AS j ST: t� oma, City of ' By: nAli �( SEL aye L. Holman, City Cleric Counul P"eil e , C"" r Woodland Springs MDA 15-004 f "' T n E ¢� Page 2 STATE OF IDAHO, ) ): ss County of Ada, ) 'th On this 15 day of UC- e�-, , 2015, before me, the undersigned, a Notary Public in and for said State, personally appeared f lo' 4 42�a A , known or identified to me to be the Amb e-1of Woodland Springs, LLC, and the person who executed the above on behalf of said Limited Liability Corporation. IN WITNESS WHEREOF, I have hereunto set my hand and affixed my official seal the day and year in this certificate first above written. Re (SEAL) .....,,..... q �� IF 1JBL% STATE OF IDAHO, ) ): ss County of Ada, ) Notary Public for Idaho Residing at: a k'&'_ My Commission Expires: Onthis 1 day of OC i �,– , 2015, before me, the undersigned, a Notary Public in and for said States ersonally appearedev-1 , known or identified to me to be the of Morgan De elopment, and the person who executed the above on behalf of said company. IN WITNESS WHEREOF, I have hereunto set my hand and affixed my official seal the day and year in this certificate first above written. ,. (SEAL) .° OF 1" 6Z111A " Notdry Public for IdaKo Residing at: i�akl /A My Commission Expires: Woodland Springs MDA 15-004 Page 3 STATE OF IDAHO ) ss County of Ada ) On this d� oNf �Ov�r�h2a/ , 2015 before me, a Notary Public, personally appeared Tmn4my4k-w� an ycee olman, know or identified to me to be the p J jMayor and Clerk, respectively, of the City of Meridian, who executed the instrument of behalf of said City, and aclmowledged to me that such City executed the same. IN WITNESS WHEREOF, I have hereunto set my hand and affixed my official seal the day and year in this certificate first above written. Nota y P lic for I • "s. ; Residing at: cA-� k\�) is t1% 1v • Commission expires:a �)f 01010 rye••00 Woodland Springs MDA 15-004 Page 4 EXHIBIT A "fe NfLf IN (PL.,,,WV1EW I � , ". "L' "L _ I fc1kE Woodland Springs — MMA 15-004 Meridian City Council Meeting DATE: November 10,2015 ITEM NUMBER: 4F PROJECT NUMBER: ITEM TITLE: Agreement to Accept Payment in Lieu of Installing Street Lights at CarMax Agreement to Accept Payment in Lieu of Installing Street Lights at CarMax Auto Superstore 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 C EN DIAN�- Public ' °''"o Works Department TO: Mayor Tammy de Weerd Members of the City Council FROM: Austin Petersen — Transportation and Utility Coordinator DATE: November 2, 2015 Mayor Tammy de Weerd City Council Member=# Charlie Rountree Keith Bird Joe Borton Luhe Cavener Genesis Milam David Zaremba SUBJECT: AGREEMENT TO ACCEPT PAYMENT IN LIEU OF INSTALLING STREET LIGHTS AT CARMAX AUTO SUPERSTORE I. RECOMMENDED ACTION A. Move to: 1. Approve the attached agreement with CarMax Auto Superstores West Coast, Inc. 2. Authorize the Mayor to sign the agreement II. DEPARTMENT CONTACT PERSONS Austin Petersen, Transportation and Utility Coordinator 489-0352 Warren Stewart, PW Engineering Manager 489-0350 Tom Barry, Director of Public Works 489-0372 III. DESCRIPTION A. Back rg ound One of the general requirements of the City's approval of the CarMax Auto Superstore at 4043 E Elden Gray Ln in Meridian (CarMax) is to install street lighting on all public roadway frontages. The section of Fairview Ave. fronting CarMax is scheduled to be widened by the Ada County Highway District within the next ten years. As the design for this project has not been completed, and the shoulder of this section of Fairview will remain unimproved, CarMax is unable to install the three (3) street lights required along this frontage in a location where they will not need to be relocated with the upcoming roadway widening project. Page 1 of 3 VII. LIST OF ATTACHMENTS A. Agreement to Accept Payment in Lieu of Installing Streetlights at CarMax Auto Superstore. Approved for Council Agenda: 4L �i Page 3 of 3 // /s D to AGREEMENT TO ACCEPT PAYMENT IN LIEU OF INSTALLING STREETLIGHT AT CARMAX AUTO SUPERSTORE'" THIS AGREEMENT for streetlight installation, made this 10 day of ,r, 2015 between the City of Meridian, a municipal corporation organized under the laws of the State of Idaho, whose address is 33 East Broadway Avenue, Meridian, Idaho (hereinafter "City"), and CarMax Auto Superstores West Coast, inc, 12800 Tuckahoe Creek Parkway, Richmond, VA 23238 (hereinafter "CarMax"). WHEREAS, CarMax has received from City, conditional approval of the for the CarMax Superstore at 4043 E Elden Gray Ln in Meridian ID, case no CZC-15-038; and, WHEREAS, one of the General Requirements of City's approval of CZC-15-038 is to install street lights on all public roadways per the City of Meridian Improvement Standards for Street Lighting; and, WHEREAS, the Ada County Highway District is designing road widening improvement for this section of Fairview Ave and, Carmax is currently unable to install the three required streetlights on Fairview Ave. in a location where they will not need to be relocated during the road widening project; and, WHEREAS, when this section of Fairview Ave. is widened, City is willing to install the required streetlights if CarMax has paid to City the estimated amount necessary to install the streetlights. NOW THEREFORE, THE PARTIES AGREE AS FOLLOWS: 1. CarMax shall pay to City the amount of $18,150 as the amount necessary to supply, wire, and install three, 250 Watt high-pressure sodium, Meridian City Type -1 Street Light with 12 foot mast arms. 2. City agrees to accept the amount set forth in Article 1 in lieu of requiring CarMax to install the 30' streetlight on Fairview Ave. in front of the development. 3. Upon payment of the amount in Article 1 by CarMax to City, CarMax's requirement to install the three 30' streetlights on Fairview Ave. shall be considered satisfied. 4. This Agreement shall be binding upon and inure to the benefit of the parties hereto and their heirs, successors and assigns, and shall survive any transfer by CarMax of CarMax Property. IN WITNESS WHEREOF, the parties shall cause this Agreement to be executed by their duly authorized officers the day and year first above written. CARMAX AUTO SUPERSTORES WEST COAST, INC. CITY OF MERIDIAN C�� By: By r) � Dan Bickett, Vice President of Construction, T&fflff ff 4eAveef drmayef_ Design and Facilities koant ce CDuaW/ A/ -g d&P-f Meridian City Council Meeting DATE: November 10,2015 ITEM NUMBER: 4G PROJECT NUMBER: ITEM TITLE: Renewal of Interagency Agreement Among Law Enforcement Agencies Renewal of Interagency Agreement Among Law Enforcement Agencies of Ada County, Idaho For a Consolidated Records Management System in an amount not to exceed $11,317.00 ►i14491ZLei Z[oil0K Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS AGREEMENT NO. 106qa Jk -IS-- RENEWAL IS RENEWAL INTERGOVERNMENTAL AGREEMENT AMONG LAW ENFORCEMENT AGENCIES OF ADA COUNTY, IDAHO For a Consolidated Records Management System (RMS) THIS RENEWAL AGREEMENT is entered into this 1st day of December 2015, by and between the City of Boise, on behalf of the Boise Police Department (BPD), Ada County, on behalf of the Ada County Sheriff's Office (ASCO), and the City of Meridian, on behalf of the Meridian Police Department (MPD) (hereinafter collectively "Parties"). WITNESSETH: WHEREAS, the Parties entered into Ada County Agreement No. 10592 for consolidated records management on December 17, 2013 (hereinafter "Agreement"); and WHEREAS, said Agreement ended on September 30, 2014; and WHEREAS, said Agreement was renewed as Agreement No. 10592-1-15 for the period beginning October 1, 2014, through September 30, 2015; and WHEREAS, said Agreement is subject to renewal by the Parties for additional one-year terms; and WHEREAS, it is now the mutual intent of the Parties to renew said Agreement for an additional six-month term; NOW, THEREFORE, this Agreement does renew Agreement No. 10592 for the period of October 1, 2015, through March 31, 2016, with all terms and conditions thereto in full force and effect, with the inclusion of Exhibit A and a revised Exhibit B, attached hereto and made a part hereof. RENEWAL INTERGOVERNMENTAL AGREEMENT AMONG LAW ENFORCEMENT AGENCIES OF ADA COUNTY, IDAHO - PAGE 1 nAsherifflrecords management agreement 2015-16 (six months).docx IN WITNESS WHEREOF, the parties have executed this Agreement on the date and year written above. Board of Ada County Commissioners By: `�- Ji ibbs, Commissioner By: 6zz-wm-� Rick Yzaguiire, mmissioner By: � &fq &N—L.—Case, Commissioner ATTEST: Christopher D.Rich, a ounty Clerk by Phil McGrane, Chief Deputy C BOIS 12/1/15 avid . Bieter Mayor ATTEST: 12/1/15 y d Lowry City Cleric RENEWAL INTERGOVERNMENTAL AGREEMENT AMONG LAW ENFORCEMENT AGENCIES OF ADA COUNTY, IDAHO — PAGE 2 nAsherifflrecords management agreement 2015-16 (six months).doex CITY OF MERIDIAN Date 1 t� !�� By: e�-z-c (L�=_---- T,aR�y-Pc�d— may'a; C"m.c_r / ATTEST: CG�c0"NrCD A uc, 0 / City of City Clei N1,11 TANA- lunIII o �F. SEA -L T � 2 ADA COUNTY S ERIFF'S OFFICE Date '!'�, By: Step 1 t Bal-tlett Ada County Sheriff Approved as to form:"VI All _ 0 — I Josepf, ullet, Chief Legal Advisor to the Sheriff RENEWAL INTERGOVERNMENTAL AGREEMENT AMONG LAW ENFORCEMENT AGENCIES OF ADA COUNTY, IDAHO—PAGE 3 i0sherift\records management agrcement2015-16 (six months).clocx EXHIBIT A SCOPE OF SERVICES 1. Definitions: Data: For purposes of this Agreement, data shall be any piece of digital information produced by the agency that has been converted from the legacy system (IBM AS/400), or created, collected, input, and subsequently stored on the RMS while that agency is a party to this Agreement, including but not limited to Incident Tracking System (ITS) information and National Incident -Based Reporting Standards (NIBRS) information. Failover: Backup operational mode in which designated functions of a system are assumed by secondary system components when the primary component becomes unavailable through a major system failure, thus ensuring a mission -critical system is always available. Level of Authority: Level of access assigned to each user's account in order to access data within the RMS system. Records Management System: Consolidated and collaborative system comprised of data and related work processes for collecting, storing, and sharing public safety information, including police and sheriff department records pertinent to all parties covered under this Agreement. 2. Coordination and Communication among the Agencies: a. Application Administrator: Each agency shall designate both a primary and backup Application Administrator to maintain the RMS application and provide those persons' names, titles, addresses, phone numbers, and email addresses to the other groups listed in this Paragraph. It will be the role of the Application Administrator to assign a user ID, log -ins, and passwords for each user within his agency. b. Business Rules/Processes Board Member: Each agency shall designate a Business Rules/Processes Member, who will be responsible for providing input and establishing standard business processes and standard configuration of RMS for continuity of usage across all agencies, and provide that person's name, title, address, phone number, and email address to the other groups listed in this Paragraph. c. Notification Groups: Each agency shall maintain a standard list of contacts to which communication will be made regarding scheduled system down-time, emergency system down-time, and/or status of reported issues. d. Executive Committee: The governing board presiding over the RMS system and processes, comprised of a representative from each agency as designated by each agency's chief law enforcement officer or designee and convening only as needed to provide general agency direction to the Steering Committee and/or RMS Project Manager. e. RMS Project Manager: The Steering Committee members shall designate a Project Manager as needed for the planning and coordinating of future implementations (expansions) of RMS and provide that person's name, title, address, phone number, and email address to the other groups listed in this Paragraph. RENEWAL INTERGOVERNMENTAL AGREEMENT AMONG LAW ENFORCEMENT AGENCIES OF ADA COUNTY, IDAHO — EXHIBIT A nAsheriffirecords management agreement 2015-16 (six months).doex f. Steering Committee Member: Each agency shall designate a Steering Committee Member, who will be responsible for directly addressing issues identified by the Project Manager and guiding the Project Manager with regard to future RMS implementations and on-going support, and provide that person's name, title, address, phone number, and email address to the other groups listed in this Paragraph. It will be function of the Steering Committee Member to identify the RMS users in his agency and document each user's level of authority and security profile and to coordinate with the Application Administrator, who will assign user ID's, log -ins, and passwords. g. Technology Advisory Board Member: Each agency shall designate one of its IT employees as a Technology Advisory Member, who will be responsible for providing technology advice to the Steering Committee, Business Rules/Processes Board, and Project Manager, and provide that person's name, title, address, phone number, and email address to the other groups listed in this Paragraph. If, after the. designated individuals have been named from each agency, any agency wishes to subsequently change its aforementioned candidate(s), the agency must notify all of the other groups listed above in writing, by means of the notification groups. This is critical to ensure all appropriate parties are kept informed of activities impacting the use of RMS. 3. Procedures for New Implementations: If a new implementation is needed, the Steering Committee will designate a Project Manager, who, along with the Steering Committee will work with the assigned project manager from New World Systems, the licensor of the Aegis MSP software suite, to develop an implementation schedule and timeline. The Project Manager will keep the agencies informed of project progress, the anticipated cost of the initiative, and of any decisions to modify the schedule. The parties should cooperate as required for the efficient and prompt completion of tasks. 4. City of Boise Police Department Responsibilities: a. Serve as the agency hosting Aegis MSP RMS on behalf of Ada County for all agencies formerly served by Ada County as listed herein. b. Provide annual estimates, percentage adjustments, and invoices to each agency for annual maintenance and support for services provided by City of Boise Information Technology resources as described in Exhibit B "Costs and Payments." c. Acquire and work with third party vendors as may be required to provide the services described in Exhibit A, Paragraph 7, not provided by New World Systems. d. Provide, maintain, and publish the process for other agencies to report technical support issues to the City of Boise Help -Desk as described in Exhibit A, Paragraph 7. e. Provide and coordinate ongoing maintenance and technical support services to other agencies within the scope described in Exhibit A, Paragraph 7. f. Provide storage of all agencies' RMS data as required for record retention pursuant to applicable Idaho statutes. Storage requirements will be assessed annually prior to Agreement renewal and associated increased will be included in Exhibit B "Costs and Payments." RENEWAL INTERGOVERNMENTAL AGREEMENT AMONG LAW ENFORCEMENT AGENCIES OF ADA COUNTY, IDAHO — EXHIBIT A nAsherifflrecords management agreement 2015-16 (six months).docx g. Keep other agencies informed of issues reported to City of Boise and of technical issues reported by City of Boise to New World Systems by utilizing the common Notification Group identified in Exhibit A, Paragraph 2. 5. Individual Participating Agency Responsibilities: a. Provide project management services as the need arises based upon the selection of the project manager as agreed upon by all agencies. b. Assign the following resources: primary and backup Application Administrator, Business Rules/Process Board member, Steering Committee member, and a Technology Advisory Board member to function as described in Exhibit A, Paragraph 2. c. The Steering Committee member shall identify those members of his/her agency who will be users of the RMS. The level of authority and security profile for each user from each agency will be documented by the Steering Committee member within each agency. The Steering Committee Member shall coordinate with the applicable Application Administrator who will assign a user ID/log-ins and passwords for each user within their respective agency. d. Immediately report to the Application Administrator when a RMS user ceases to use RMS, or leaves the employment for any reason, in order to inactivate the user account in RMS. The Application Administrator will inform the agency Steering Committee member of the account that has been inactivated. e. Immediately report to the agency's IT Department, through the support request process shown in Exhibit A, Paragraph 7, when an RMS user ceases to use RMS, or leaves employment for any reason, in order for the RMS client software to be removed from the user's machine if applicable. f. Immediately report to the City of Boise Help -Desk, through the support request process shown in Exhibit A, Paragraph 7, when an RMS user ceases to use RMS, or leaves the employment of the agency for any reason, in order for City of Boise IT to remove any associated account from the applicable remote access servers. g. Ensure that all users only use the RMS for valid law enforcement and public safety purposes, according to law and defined procedures. h. Promptly report any suspected security breaches to the Application Administrator. i. Handle requests for release of records in accordance with Exhibit A, Paragraph 6, and as required by law. j. Ensure that all data entered onto the RMS shall adhere to "Data Entry Standard Procedures" to be established by the Business Rules/Process Board; the agency Application Administrator shall be responsible to ensure all users of that agency adhere to the standards. k. Acquire, maintain and administer necessary hardware equipment and desktop software applications necessary for accessing the RMS from the agency's local site. 1. Provide the agency's own local network connection capable of communicating effectively with the RMS on the City of Boise network. in. Ensure agency's own underlying technology, including GIS data, is kept current so as not to hinder or impede usage of the RMS by other agencies. RENEWAL INTERGOVERNMENTAL AGREEMENT AMONG LAW ENFORCEMENT AGENCIES OF ADA COUNTY, IDAHO — EXHIBIT A nAsherifflrecords management agreement 2015-16 (six months).docx n. Handle technical problems at the local level including local connectivity issues, report unresolved problems according to Exhibit A, Paragraph 7, and follow all instructions given by the technical support service providers of New World Systems and/or City of Boise IT, as applicable. o. Request technical assistance from the City of Boise IT Department by following the support request process as described in Exhibit A, Paragraph 7. p. Maintain the agency's applicable software license, maintenance, and support contracts as may be required to continue to meet the purposes of this Agreement through FY15 and for each renewal year thereafter. 6. Security and Release of RMS Data: a. All data converted from the legacy system (IBM AS/400), or created, collected, input, and subsequently stored on the RMS shall be the sole property of the agency that produced the data, with each agency granting to each other consent to use and review the data only for lawful law enforcement purposes and in accordance with other procedures described herein. Each agency shall be responsible for responding to Idaho public records requests (PRRs), and any other requests made to said agency to view, access, or release agency's own data. Access to data on the RMS is limited to the parties to the Agreement. If a request is made of one agency for release of data of another agency, the requestor shall be directed to the party that produced that data. b. Agencies shall retain the ability to secure data, documents, photos and audio as deemed necessary for investigative integrity. 7. Maintenance and Technical Support Services: Maintenance. The City of Boise shall: a. Provide and maintain the PRODUCTION Aegis MSP software system and in the optimal configuration as designated by New World Systems. b. Provide and maintain the TEST/TRAINING Aegis MSP software system and in the optimal configuration as designated by New World Systems. c. Install Aegis MSP software upgrades as made available by New World Systems or otherwise permit New World Systems to install upgrades consistent with the standard software maintenance agreement with Ada County. d. Ensure City of Boise's contributions to GIS data are kept current, and that all agencies' GIS data are aggregated and made available in the RMS so as not to hinder or impede usage of the RMS by the other agencies. e. Using the Notification Group, coordinate scheduled system down-time in advance. f. Using the Notification Group, notify agency contacts in the event of an emergency or otherwise unplanned, system downtime event. g. Perform backups of both Production and Test/Training data on a nightly, and incremental, backup schedule. h. Provide Storage Area Network (SAN) for secure storage of data records and associated record attachments of all file format types with the exception of video RENEWAL INTERGOVERNMENTAL AGREEMENT AMONG LAW ENFORCEMENT AGENCIES OF ADA COUNTY, IDAHO — EXHIBIT A nAsherifflrecords management agreement 2015-16 (six months).docx files. Note: Attachments are only possible via the desktop client remote access (not possible through Citrix). i. Provide a failover system that will allow an alternate location to access data in the event the primary location is unavailable for a period of greater than eight (8) hours. NOTE: The failover process may require an 8 -hour time period to execute, and only data will be available (attachments are NOT included in the failover location). j. Provide the backup and failover technology in a separate, secure geographic location other than the location of primary production and test/training environments. k. Provide a copy of the data, if requested, by any agency terminating its participation in the Agreement. 1. Provide a high speed wide -area network connection physically located between all agencies from the production, test/training, and failover environments to the point of local network connection at the other agency locations. m. Maintain and provide technical support for the designated method of remote access currently provided by Citrix software. Note: Uploads/attachments are NOT possible directly from local drives or external storage devices (PC, flash drives, any other external device); uploads/attachments are only possible through the local client installation. n. Provide to agencies instructions for Citrix remote access installation. o. Provide to agencies instructions for the Aegis MSP desktop client installation. p. Maintain all software licenses, maintenance, and support contracts associated with required third party vendors, such as Citrix. Technical Support Services. The City of Boise shall provide the following types of technical support rafter proper internal triage process has occurred as described in Figure 1: a. Help -Desk services b. Desk -top support services c. Network administration d. Server administration e. Application administration f. Database administration g. Development services h. GIS services i. After-hours emergency support j. Contact with the New World Systems vendor RENEWAL INTERGOVERNMENTAL AGREEMENT AMONG LAW ENFORCEMENT AGENCIES OF ADA COUNTY, IDAHO — EXHIBIT A nAsherifflrecords management agreement 2015-16 (six months).doex Figure 1 — Multi -Agency Issue Reporting Process: The Multi -Agency Issue Reporting Process is described as follows: Level l Support — Application Administrator: An RMS user experiencing an issue shall report the issue first to the agency's Application Administrator, who shall first rule out any process/procedural issues. If the Application Administrator is unable to resolve the issue, it is escalated to Level 2 - the agency's internal IT staff. See note under Level 4 that describes if the Application Administrator determines at this point the issue is a New World Systems' support issue, the Application Administrator may contact the vendor directly to report the issue. Level 2 Support — Agency's internal IT staff: The Application Administrator shall report the issue to the agency's internal IT staff, who shall first attempt to resolve all local hardware, software issues, and/or local area network issues. If the agency's internal IT staff is unable to resolve the issue, it is escalated to Level 3. See note under Level 4 that describes if the agency's internal IT staff determines at this point the issue is a New World Systems' support issue, the agency's internal IT staff may contact the vendor directly to report the issue. Level 3 Support — City of Boise Help -Desk: The Application Administrator or agency IT staff shall report the issue to the City of Boise Help - Desk by phoning 384-3767 during normal business hours, after-hours, and on weekends; the Help -Desk will triage the issue and assign it to the appropriate Boise IT personnel, who will then work with the reporting agency until resolved. If the City of Boise IT staff is unable to resolve the issue, staff will escalate the issue to Level 4, New World Systems technical support. See note under Level 4 that describes if the City of Boise IT staff determines at this point the issue is RENEWAL INTERGOVERNMENTAL AGREEMENT AMONG LAW ENFORCEMENT AGENCIES OF ADA COUNTY, IDAHO — EXHIBIT A nAsherifflrecords management agreement 2015-16 (six months).docx v IdmDteean �°DD�eb - �� 4�-�� R NENGYIT YES --1 ODSD O ' '. MIIOC81�011 aD ^e IT c re dcl+ n>ifrae'm TeDD:IODDIID IIO{tkal�]II aR n 1. MW N NYf �e L» The Multi -Agency Issue Reporting Process is described as follows: Level l Support — Application Administrator: An RMS user experiencing an issue shall report the issue first to the agency's Application Administrator, who shall first rule out any process/procedural issues. If the Application Administrator is unable to resolve the issue, it is escalated to Level 2 - the agency's internal IT staff. See note under Level 4 that describes if the Application Administrator determines at this point the issue is a New World Systems' support issue, the Application Administrator may contact the vendor directly to report the issue. Level 2 Support — Agency's internal IT staff: The Application Administrator shall report the issue to the agency's internal IT staff, who shall first attempt to resolve all local hardware, software issues, and/or local area network issues. If the agency's internal IT staff is unable to resolve the issue, it is escalated to Level 3. See note under Level 4 that describes if the agency's internal IT staff determines at this point the issue is a New World Systems' support issue, the agency's internal IT staff may contact the vendor directly to report the issue. Level 3 Support — City of Boise Help -Desk: The Application Administrator or agency IT staff shall report the issue to the City of Boise Help - Desk by phoning 384-3767 during normal business hours, after-hours, and on weekends; the Help -Desk will triage the issue and assign it to the appropriate Boise IT personnel, who will then work with the reporting agency until resolved. If the City of Boise IT staff is unable to resolve the issue, staff will escalate the issue to Level 4, New World Systems technical support. See note under Level 4 that describes if the City of Boise IT staff determines at this point the issue is RENEWAL INTERGOVERNMENTAL AGREEMENT AMONG LAW ENFORCEMENT AGENCIES OF ADA COUNTY, IDAHO — EXHIBIT A nAsherifflrecords management agreement 2015-16 (six months).docx a New World Systems' support issue, the City of Boise IT staff may contact the vendor directly to report the issue. Level 4 Support — New World Systems technical support: Any of the three previous levels of support shall escalate the issue directly to New World Systems if it is determined at that level that the issue requires vendor assistance to resolve. If this option is pursued by any previous level of support, the reporting entity must utilize the Notification Group to advise all other agencies that an issue has been reported to the vendor and subsequently to advise all other agencies when the issue has been resolved. After Hours Support. The Aegis MSP system has been classified as an URGENT system, which is any system that, when inoperable, causes disruption to services being rendered to the public. Systems in this class must be repaired within a reasonable amount of time. The City of Boise IT Department's normal operating hours are from 7AM to 5PM Monday through Friday. After Hours support will be from 5PM to 7AM the following day. Weekends and holidays are considered after hours support 24/7. After hours contact should be made by phoning 384-3767. A Help -Desk representative will be available to answer the call 24/7. If for some reason, the call is missed, a return phone call will be made within 15 minutes from receiving the first voice mail. If the issue cannot be resolved within a half an hour by this first point of contact, the issue will be escalated to tier 3 support (IT specialist). The IT specialist shall begin troubleshooting no later than 3 hours from being dispatched by the Help -Desk and subsequently remain engaged until the issue is resolved. Note: Boise City holidays include: Veterans Day, Thanksgiving Day, Christmas Day, New Year's Day, Martin Luther King/Human Rights Day, Presidents Day, Independence Day, and Labor Day, and one other floating holiday. Exception: Portions of fiber within the wide area network between agencies are dependent upon the Ada County Highway District (ACHD); disruptions in network connectivity created by an outside entity such as ACHD are beyond the control of the City of Boise; however, City of Boise IT will work with, and/or remain in contact with, such entity until the issue is resolved. City of Boise IT will publish to the Notification Group periodic progress reports until the issue is resolved. NOTE: A window of down-time will, from time to time, be required in order to perform routine, planned maintenance on the RMS (i.e. apply service packs, upgrades). Notification regarding scheduled down-time will be published in advance to the Notification Group. If technical support calls are received during scheduled down-time, the calls will be logged and users notified when the service is back up and running. Payment for Maintenance and Technical Support Services. The maintenance and technical support services described above shall be funded by the agencies, according to Exhibit B "Costs and Payments." RENEWAL INTERGOVERNMENTAL AGREEMENT AMONG LAW ENFORCEMENT AGENCIES OF ADA COUNTY, IDAHO— EXHIBIT A nAsherifflrecords management agreement 2015-16 (six months).docx EXHIBIT B COSTS AND PAYMENTS 1. Six-month Maintenance, Support Costs, and Billinj4 Procedures A. SIX-MONTHMAINTENANCE AND SUPPORT COSTS: Table 1 lists the known six- month reoccurring expenses of the RMS for support and "standard software maintenance agreements" (SSMA) related to this Agreement, to be applicable in fiscal year 2016, which is October 1, 2015 through March 31, 2016. Table 1 FY16 Six -Month Maintenance and Support Costs B. BASIS FOR PAYMENT OF SIX-MONTHMAINTENANCE AND SUPPORT, SIX- MONTH READJUSTMENTS BASED ON DR COUNT: Table 2 reflects the FY2016 six-month maintenance costs, broken down by each agency, a list of the services comprising the total cost for each agency, and a dollar estimate for each. Table 2 includes the DR count and percentage total (totaling 100%) for each agency. Table 2 Breakdown by Agency of Fiscal Year 2016 Six -Month Maintenance and Support Costs (2014 RMS DR Count) City of Boise Police 28,486 (58%) NW Aegis MSP FY 16 New World Systems SSMA: This agreement does not include SSMA for the Co Link Interface. $ 75,444.00 City of Boise IT Hardware, Software Maintenance, and Professional Services (as described in Exhibit A, Par. 7) $ 23,286.00 ANNUAL COST TOTAL: $ 98,730.00 B. BASIS FOR PAYMENT OF SIX-MONTHMAINTENANCE AND SUPPORT, SIX- MONTH READJUSTMENTS BASED ON DR COUNT: Table 2 reflects the FY2016 six-month maintenance costs, broken down by each agency, a list of the services comprising the total cost for each agency, and a dollar estimate for each. Table 2 includes the DR count and percentage total (totaling 100%) for each agency. Table 2 Breakdown by Agency of Fiscal Year 2016 Six -Month Maintenance and Support Costs (2014 RMS DR Count) City of Boise Police 28,486 (58%) NW Aegis MSP $ 43,758.00 IT Support $ 17,465.00 Sub -Total Annual Cost: $ 61,223.00 Ada County Sheriff 13,354 (27%) NW Aegis MSP $ 20,369.00 IT Support $ 5,821.00 Sub -Total Annual Cost: $ 26,190.00 Meridian Police 7,163(15%) NW Aegis MSP $ 11,317.00 IT Support* $ 0 Sub -Total Annual Cost: $ 11,317.00 Total New World Support: $ 75,444.00 Total Boise Technical Support: $ 23,286.00 Grant Total Annual Costs: $ 98,730.00 *Boise City and City of Meridian have entered into a collateral agreement in this regard. RENEWAL INTERGOVERNMENTAL AGREEMENT AMONG LAW ENFORCEMENT AGENCIES OF ADA COUNTY, IDAHO — EXHIBIT B nAsherifflrecords management agreement 2015-16 (six months).docx C. BILLING PROCEDURES: In November of FY16, the City of Boise will send an invoice for the City of Boise Technical Support Services to each agency, and each agency shall pay the amount billed to the City of Boise within thirty (30) days of the date of the invoice, at the address given on the invoice. In November of FY16, the ACSO will send an invoice for the New World Systems SSMA fees to each agency; and each agency shall pay the amount billed to the ACSO within thirty (30) days of the date of the invoice, at the address given on the invoice. The maintenance and support fees are nonrefundable. RENEWAL INTERGOVERNMENTAL AGREEMENT AMONG LAW ENFORCEMENT AGENCIES OF ADA COUNTY, IDAHO — EXHIBIT B nAsherifflrecords management agreement 2015-16 (six months).docx Meridian City Council Meeting DATE: November 10,2015 ITEM NUMBER: 4H PROJECT NUMBER: ITEM TITLE: Professional Service Agreement for Traffic Box Wrap Art Professional Service Agreement for Traffic Box Wrap Art - "Throwback in Time" by Emily Payne at Meridian and McMillan; Sponsored by Orthodontics at BridgeTower 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 fQ day of November, 2015 ("Effective Date"), by and between the Cit .-of Merid�an,ya icippal corporation organized under the laws of the State of Idaho ("City"), and ("Contractor"), an individual person and parent or legal guardian PR NAME OF PARENT OR LEGAL GUAR IAN -- of Emily Payne, 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 Throwback in Time, 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. 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 - 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 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. I , IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the ` day of November, 2015. CONTACTOR: Name:'- ° ' 11 rI MCI I or Guardian of Emily CITY OF MERIDIAN: BY: < C ,, - (2- 0",JEDAuG-s,, )IAN IDAIao ARTIST: Emily Pay e Holman, City Clerk � PROFESSIONAL SERVICES AGREEMENT—TRAFFIC 6 COMGH�vIU'NAT ITY A�, ROJECT PAGE 3 of 9 F7 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 macCmeridiancity.org. EXHIBIT B APPLICATION MATERIALS PROFESSIONAL SERVICES AGREEMENT- UnLYPY BOX WRAP PAGE 6 Of 9 ;5r-- Meridian Commission Application £t Acknowledgments: TRAFFIC BOX ART DIGITAL REPOSITORY 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 NTA 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. 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. 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 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: WcQ'� Date: Q41 I I '0 Letter of intent: My art piece is called, Throwback in time. I created this piece, thinking about the past. Although I am quite young and did not live in the 80s, my parents did, so 1 know the style. I wanted my art to remind us, that, even though we should look to the future our past is too. It helped us get where we are now. I enjoyed creating this art work because I was thinking about the fun, creative style of the 80s. Everything was bright, bold and happy. My picture reminds us that we should be like that too. Biography: My name is Emily Payne and I have recently turned 13 years old. I attend Sawtooth middle school and am in the seventh grade. My hobbies include swimming, baking/cooking, and of course, art. Art is my way of expressing feelings. I don't have a journal (though I would like to start one) and I don't like to talk about feelings, so I do art. When I am drawing or painting, my thoughts comes down on the paper. It can be a form of stress relief for me that I really enjoy. Emily Payne EXHIBIT C THRO WBA CKINTIME PROFESSIONAL SERVICES AGREEMENT-- TRAFFIC BOX COMMUNITY ART PROJECT PAGE 9 of 9 Meridian City Council Meeting DATE: November 10,2015 ITEM NUMBER: 5A ITEM TITLE: Meridian Development Corporation Meridian Financial Task Force Update MEETING NOTES U 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 10,2015 ITEM TITLE: ITEM NUMBER: u_= Lakeview Golf Club Lakeview Golf Club Foot Golf Program Approval r�✓ 9/-,�kj ka.,alt- MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION a DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS Meridian City Council Meeting DATE: November 10,2015 ITEM NUMBER: 5C PROJECT NUMBER: ITEM TITLE: Community Development: Transportation Projects Update Community Development: Transportation Projects Update - Discuss Transportation Related Projects, Studies and Programs Including: The Ada County Highway District 2016-2020 Integrated Five Year Work Plan, Transportation Alternatives Program Applications and Truck Routes MEETING NOTES C,(& 4 -5 -FV 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 10,2015 ITEM NUMBER: 7A PROJECT NUMBER: Department Reports ITEM TITLE: Police and Fire Departments Police and Fire Departments: Public Safety Annual Update MEETING NOTES C)v � __5� 7a007 -t Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS November 101h CitV Council Joint Public Safety update RECEWED J3 CITY OFt IM XA CITY CI -C OFFICE 1. Training Center uses by Fire Department since opening a. SW Idaho Fire/EMS Chiefs 2 day conference b. EMS multi -agency block training c. Fire multi -agency training and drills d. Extrication training e. CPR Classes f. Hose testing g. Ladder testing 2. Training coming in near future a. Multi -agency officer development course (12 weeks) b. National Fire Academy 2 day course c. New CAD training d. Dr. David Griffin, Charleston Fire Department- 2 day Valley wide training e. Tim Deitz- Firefighter mental health education- 2 day course 3. E33 Placed in service- Thank you for your support! 4. Fire Department Master Plan update a. ESCI coming to town next week for site visits and interviews b. Agencies have been submitting data and information over the last 2 weeks 5. Calls for service 2015 a. Call volume is up (current) 18% over 2014 b. EMS Calls- Ada County arriving first on location approximately 28% of the time c. Average response time year to date: I. City avg response time = 5:28 ii. District avg response time = 5:57 6. ARV Update a. First step at no cost will be to implement PROQA- 20% reduction in call volume anticipated b. Focus for further discussion- "Right resource, right call, right people, right time" c. Full presentation to Council planned for January workshop 7. Engine purchase FY15 a. Department will be presenting on November 17th regarding Nov. 30th 6% cost increase, and option to avoid increase Meridian City Council Meeting DATE: November 10,2015 ITEM NUMBER: 7B PROJECT NUMBER: Department Reports ITEM TITLE: Meridian Police Department Report Meridian Police Department Report: Proposed Fee Schedule Update 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 PROPOSED FEE SCHEDULE UPDATES MERIDIAN POLICE DEPARTMENT TIMELINE : November 10: MPD department report to City Council to explain the updates November 16: Valley Times publishes notice of hearing November 23: Valley Times publishes notice of hearing December 1: Public hearing, City Council resolution to adopt updated fee schedule SERVICE CURRENT FEE PROPOSED FEE REASON FOR INCREASE Labor to redact exempt public records $38.00/hour $51.83/hour; $0.86/minute MPD is now staffed by three senior-level attorneys; this rate represents the lowest hourly rate of those attorneys (as required per Idaho Code § 74- 102(10)(e)). Paper copies of public records (applies if records are redacted, more than 100 pages, or more than 2 hours) $0.10/page Labor to make paper copies of public records (applies if records are redacted, more than 100 pages, or more than 2 hours) $20.00/hour $26.27/hour This rate represents the hourly rate of our records clerk trained and qualified to process PRRs. CD or DVD with public record information $1.00 each Thumb drive with public record information $7.50 each Labor to upload public record information to CD, DVD, or thumb drive $20.00/hour $26.27/hour This rate represents the hourly rate of our records clerk trained and qualified to process PRRs. NSF check fee $20.00 Photographs (35 mm 4x6-inch prints) $0.15/print Extra-Duty Personnel – Officer $40.00 $47.00 This rate represents the average hourly rate of all officers ($47.94). Extra-Duty Personnel – Supervisor $50.00 $57.00 This rate represents the average hourly rate of all supervisors ($57.67). False alarm – third within calendar year $25.00 False alarm – fourth within calendar year $50.00 False alarm – fifth within calendar year $75.00 False alarm – sixth or subsequent within calendar year $100.00 each Nuisance/weeds abatement administrative fee $100.00 Dog redemption fee $10.00 Cat redemption fee $12.50 Livestock redemption fee $25.00 Dog license – neutered $16.00 Dog license – non-neutered $21.00 Lost dog tag replacement $5.00 Meridian City Council Meeting DATE: November 10,2015 ITEM NUMBER: 7C PROJECT NUMBER: Department Reports ITEM TITLE: Public Works Public Works - Propose City Code Update for Credit Calculation 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 10,2015 ITEM NUMBER: 7D PROJECT NUMBER: Department Reports ITEM TITLE: City Council Liaison City Council Liaison/Committee Updates 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 10,2015 ITEM NUMBER: 8 PROJECT NUMBER: ITEM TITLE: Future Meeting Topics 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 10,2015 ITEM NUMBER: 9 PROJECT NUMBER: ITEM TITLE: Executive Session per Idaho State Code 74-206 (a)(f Executive Session per Idaho State Code 74-206 (a)(f): (a) To consider hiring a public officer, employee, staff member or individual agent, wherein the respective qualities of individuals are to be evaluated in order to fill a particular vacancy or need. This paragraph does not apply to filling a vacancy in an elective office or deliberations about staffing needs in general, AND (f)To Consider and Advise Its Legal Representatives in Pending Litigation 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