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2015-11-17
CITY COUNCIL REGULAR MEETING AGENDA City Council Chambers 33 East Broadway Avenue Meridian, Idaho Tuesday, November 17, 2015 at 6:00 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. Community Invocation by Randy Rodes from The Vineyard Meridian 4. Adoption of the Agenda Adopted 5. Consent Agenda Approved A. Approval of Task Order 10461.E to SPF WATER ENGINEERING for the "WELL 29 WELL HOUSE AND PUMPING EQUIPMENT — IDEQ PERMITTING AND ENGINEERING - DESIGN" project for a Not -To -Exceed amount of $89,900.00 B. Approval of Purchase Order #16-0106 for New and Replacement Sensus Water Meters to Ferguson Enterprises in the Not -To -Exceed amount of $653,814.00. C. Approval of Task Order 10615.A to Bowen Collins & Associates for the "CONTROLS DESIGN AND PROGRAMMING — PRV 1, 3 & 7 CONTROL SYSTEM UPGRADES" project for a Not -To -Exceed amount of $54,600.00. D. Professional Service Agreement for Traffic Box Wrap Art - "Happy Elephant" by Andrew Clifford at Fairview & Locust Grove E. Approval of the August 11, 2015 City Council Meeting Minutes Meridian City Council Meeting Agenda — Wednesday, November 17, 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. 6. Action Items Land Use Public Hearing Process: After the Public Hearing is opened the staff report will be presented by the assigned City planner. Following Staff's report the applicant has up to 15 minutes to present their application. Each member of the public may provide testimony up to 3 minutes or if they are representing a larger group, such as a Homeowners Association, they are allowed 10 minutes. The applicant is then allowed 10 additional minutes to respond to the public's comments. No additional public testimony is taken once the public hearing is closed. A. Public Hearing: TEFRA Hearing for Ambrose School Approved B. Public Hearing Continued from October 20, 2015: H-2015-0002 Woodland Springs Subdivision by Woodland Springs, LLC Located Northeast Corner of N. Locust Grove Road and E. McMillan Road Approved 1. Request: Two (2) Year Time Extension on the Preliminary Plat for Woodland Springs Subdivision in Order to Obtain the City Engineer's Signature on the Second Phase Final Plat C. Continued from October 27, 2015: Shelburne Subdivision No. 1 (H-2015- 0004) by Shelburne Properties, LLC Located 1/4 Mile East of S. Eagle Road and North of E. Amity Road Continued to December 1, 2015 1. Request: Final Plat Approval Consisting of Forty -Eight (48) Building Lots and Twelve (12) Common Lots on 19.42 Acres of Land in the R-4 Zoning District D. Public Hearing: Stinker Station at Paramount Commercial (H-2015-0012) by CSHQA Located 1410 W. McMillan Road Approved 1. Request: City Council Review of a Reduced Buffer to Residential Uses from 25 Feet to a Width Ranging from 7 to 11 Feet; and to be Relieved from Conditional Use Permit Condition #1.5 Which Requires the Fuel Canopy to Incorporate Materials and Colors Consistent with the Convenience Store/Restaurant E. Public Hearing: RZ 15-012 Easy Jet Subdivision by Reginald Jones Located 2750 S. Eagle Road Continued to December 1, 2015 1. Request: Rezone of 6.55 Acres of Land from the R-4 to the R-15 (4.93 Acres) and L -O (1.62 Acres) Zoning Districts 2. Request: Preliminary Plat Approval Consisting of Three (3) Multi -Family Residential Building Lots, Two (2) Commercial/ Office Building Lots and Meridian City Council Meeting Agenda — Wednesday, November 17, 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. One (1) Common Lot on 5.41 Acres of Land in a Proposed R-15 and L -O Zoning Districts 3. Request: Conditional Use Permit for a Multi -Family Development Consisting of Sixty -Four (64) Residential Dwelling Units in an R-15 Zoning District and Office Uses in an L -O Zoning District 7. Department Reports A. Fire Department: Discussion of Fire Engine Purchase Approved Budget Amendment for an Amount Not -to -Exceed $518,250.00 8. Other Items 9. Executive Session Per Idaho State Code 74-206 (a)(i): (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 (i) To engage in communications with a representative of the public agency's risk manager or insurance provider to discuss the adjustment of a pending claim or prevention of a claim imminently likely to be filed Amended onto the agenda: (f) To Consider and Advise Its Legal Representatives in Pending Litigation Into Executive Session at 6:48 p.m. Out of Executive Session at 8:03 p.m. Adjourned at 8:03 p.m. Meridian City Council Meeting Agenda — Wednesday, November 17, 2015 Page 3 of 3 All materials presented at public meetings shall become property of the City of Meridian. Anyone desiring accommodation for disabilities related to documents and/or hearing, please contact the City Clerk's Office at 888-4433 at least 48 hours prior to the public meeting. Meridian City Council November 17, 2015 A meeting of the Meridian City Council was called to order at 6:00 p.m., Tuesday, November 17, 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: Ted Baird, Jaycee Holman, Bruce Chatterton, Sonya Watters, Clint Dolsby, Jeff Lavey, Mark Niemeyer, Mike Barton 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: Good evening and welcome everybody for the City Council meeting at 7:00 o'clock for our November 17th meeting. I'd like to open the meeting with roll call attendance, Madam Clerk. Item 2: Pledge of Allegiance Rountree: If you would all stand and join me in the Pledge of Allegiance. (Pledge of Allegiance recited.) Item 3: Community Invocation by Randy Rodes from The Vineyard Meridian Rountree: Next we will have our invocation from Pastor Randy Rodes from The Vineyard Meridian Church. Welcome, Randy. And, please, join us in the invocation or take this as a moment of silence. Rodes: Lord God, thank you this evening for this time when we gather to make decisions on behalf of this great city. Lord, we thank you for our Mayor and every one of these Council Members and all of our city officials and as we think about this month being Thanksgiving month we are grateful to you, God, for our nation and for the freedoms that we have here. So, we ask, Lord, tonight that you would give your wisdom to each of these Council Members as they make decisions and give your wisdom and you would give, Lord, them the -- the knowledge and all they need to -- to make those decisions that protect our community and that is for the good of our community and we appreciate, Lord, Meridian City Council November 17, 2015 Page 2 of 21 the fact that that is their heart and so thank you for this meeting tonight. We give it to you in Jesus' name, amen. Rountree: Randy? Randy? I don't know if you have officially received that, a City of Meridian pin. And thank you. Rodes: Thank you. Item 4: Adoption of the Agenda Rountree: Next item is the adoption of the agenda. Bird: Mr. President? Rountree: Mr. Bird. Bird: On the agenda, Item 6-C has been requested by the applicant to continue to December 1st, 2015. Item 6-E has been requested to continue to December 1st, 2015. And on Item 9 the Executive Session, it has been asked to add Section F, which is to consider and advise its legal representative of pending litigation. With that I move we accept the agenda. Zaremba: Second. Rountree: It's been moved and seconded to approve the agenda. All those in favor signify by aye. Opposed by the same sign. MOTION CARRIED: ALL AYES. Rountree: Next item -- or before we go on, those folks that may be here for Item 6-E, the continuation has been requested because the applicant's representative could not be here this evening and they are still working on comments, so the hearing will open, but we will have no presentation on the application this evening, unless staff feels that it's necessary, and if you're here for that you won't know what they are presenting, we don't know what they are presenting, so unless you want to sit through the rest of the meeting there probably won't be any testimony this evening. But if you wish to come on December 1st or if you wish to provide written testimony that's welcome as well. Item 5: Consent Agenda A. Approval of Task Order 10461.E to SPF WATER ENGINEERING for the “WELL 29 WELL HOUSE AND PUMPING EQUIPMENT – IDEQ PERMITTING AND ENGINEERING - DESIGN” project for a Not-To-Exceed amount of $89,900.00 Meridian City Council November 17, 2015 Page 3 of 21 B. Approval of Purchase Order #16-0106 for New and Replacement Sensus Water Meters to Ferguson Enterprises in the Not-To- Exceed amount of $653,814.00. C. Approval of Task Order 10615.A to Bowen Collins & Associates for the “CONTROLS DESIGN AND PROGRAMMING – PRV 1, 3 & 7 CONTROL SYSTEM UPGRADES” project for a Not-To-Exceed amount of $54,600.00. D. Professional Service Agreement for Traffic Box Wrap Art - "Happy Elephant" by Andrew Clifford at Fairview & Locust Grove E. Approval of the August 11, 2015 City Council Meeting Minutes Rountree: Okay. Next item is the Consent Agenda. Bird: Mr. President? Rountree: Mr. Bird. Bird: I move that we approve the Consent Agenda as published 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 vote. Roll Call: Rountree, yea; Bird, yea; Zaremba, yea; Borton, yea; Milam, yea; Cavener, yea. MOTION CARRIED: ALL AYES. Item 6: Action Items A. Public Hearing: TEFRA Hearing for Ambrose School Rountree: Next item under Action Items, Item 6 is a public hearing for the TEFRA hearing for Ambrose -- Ambrose School and I will officially open the public hearing for that and if there is a representative out there from Ambrose, would you, please, come forward and tell us about this particular hearing. Yes. All the way up here. Give us your name and address for the record. Vander Leest: My name is Kirk Vander Leest and my address is -- our address is 6100 North Locust Grove Road in Meridian. So, this is for a refinance -- a bond refinance that we are undergoing through Wells Fargo to acquire and build -- acquire eight acres and to build out the final structure on our existing parcel. Meridian City Council November 17, 2015 Page 4 of 21 Rountree: For the record would you tell us what TEFRA stands for? Vanderly: Great question. I have a piece of paper here that I think can help me in that and -- I don't know what that stands for. I apologize. I'm before you tonight as a member of the board of directors asking to stand in front of you. Rountree: Are there any questions? Cavener: Mr. President? Rountree: Luke. Cavener: I searched out the handy Google and according to that it says that TEFRA is the Tax Equity and Fiscal Responsibility Act of 1982. The federal law dealing with basically tax revenue and bonding. Maybe the member of our legal department can add any other additional information that he deems necessary. Baird: Mr. President, Members of the Council, this is simply a part of the process for the Ambrose School to receive the bonds from the public financ e authority. The local jurisdiction that the school has been the bond holder is in basically hosts the hearing, that's why we are here. All that we will be doing at the close of the hearing is taking a motion to approve the documents that the city has he ld the hearing, doesn't have any objection to the bond and -- there you go. Rountree: Any further questions? Zaremba: Mr. President? Rountree: Mr. Zaremba. Zaremba: Just to clarify our role in this, my understanding is that, of course, Ambrose School is a private organization that's not an arm of the city and they are either taking or renewing a loan and the city's position is not to take on any responsibility for the loan, but to assure the lender that this is an organization that does business in our city and is known to us. I believe that's the only part we are being asked to respond to. Am I correct? Rountree: That's correct. Baird: Yes. And the documents that the Mayor will sign say that. Rountree: Any other questions? This is a public hearing. Is there anyone in the audience that wishes to testify? I see no one and I will comment that there has been no written testimony received, so I will officially close the hearing and seek a motion on the proposed -- not the resolution, but the actions that have been requested. Meridian City Council November 17, 2015 Page 5 of 21 Bird: Mr. President? Rountree: Mr. Bird. Bird: I think we need a motion to close the public hearing first, don't we? Rountree: If you wish, but that's -- Bird: Okay. Whatever. Then I will make a motion that we -- City Council approves the public finance authority, educational facility revenue, refunding and improvement bond for Ambrose School Series 2015 and for the Council President to sign and the Clerk to attest. Zaremba: Second. Rountree: It's been moved and seconded for the motion stated. Roll Call: Rountree, yea; Bird, yea; Zaremba, yea; Borton, yea; Milam, yea; Cavener, yea. MOTION CARRIED: ALL AYES. Vander leest: Thank you all. Rountree: Do we need another motion to -- do we need a motion for the -- Bird: This is just for the public hearing. Baird: Mr. -- Council President. I think the motion was inconclusive that all appropriate documents be signed by the Council President. B. Public Hearing Continued from October 20, 2015: H-2015-0002 Woodland Springs Subdivision by Woodland Springs, LLC Located Northeast Corner of N. Locust Grove Road and E. McMillan Road 1. Request: Two (2) Year Time Extension on the Preliminary Plat for Woodland Springs Subdivision in Order to Obtain the City Engineer's Signature on the Second Phase Final Plat Rountree: Very good. The next item, Item 6-B, public hearing continued from October 20th for the Woodland Springs Subdivision time extension. Staff. Watters: Thank you, President Rountree, Members of the Council. The application before you is a request for a time extension on the preliminary plat for Woodland Springs Subdivision. This property is located at the northeast corner of North Locust Grove Road and East McMillan Road. The applicant requests a two year time extension on the preliminary plat to obtain the city engineer's signature on the second and final phase final plat. This is the fourth time extension requested by the applicant. The preliminary plat Meridian City Council November 17, 2015 Page 6 of 21 was approved in 2007 and the first phase final plat was recorded in 2008. With all extensions the Council may require compliance with current provisions of the UDC as a condition for granting the time extension. As conditions of approval of the subject time extension staff recommends future development comply with the design standards in effect at the time of development and that a vehicular cross-access ingress-egress easement and a pedestrian pathway stub is provided to the property to the north for future interconnectivity as shown on the plan before you. No written testimony has been received on this application. Staff is recommending approval of the requested time extension with the conditions in the staff the report. Staff will stand for any questions. Rountree: Any questions for staff? Bird: I have none. Rountree: Seeing none, does the applicant want to make some comments? Please. If you would state your name and address for us. Morgan: My name is Matt Morgan. 4543 McCowin Lane, Idaho Falls, Idaho. I'd like to thank City Council tonight for -- for your time in considering my time -- my extension on my preliminary plat. With the change in the economy we are -- we are still doing our best as developers of the property to regain some ground and get the project jump started and moving forward, so we are still pursuing our -- our same approvals that were approved in 2008 -- '7 I guess it was. With that said I respectfully would like to dispute some of the staff's recommendations in the interest of what I understand is a new -- some new standards and guidelines as it relates to the cross-access agreement in the ingress easement that's being proposed on the north and my reasons in disputing that are -- are that in my conditions of approval when we started this development one of the conditions for approval was that I place a fence on both my east property lines and my north property line. That's in my development agreement, which is contradictory to -- to having cross- access across my property line on the north. But also my dispute is further in the interest of -- for a cross-access agreement at either of these locations there is no proposed development plan with the neighboring property north of me and I believe that the Comprehensive Plan calls for residential development to the north as well, which I don't know necessarily lends itself to a cross-access agreement up on the north road frontage on Locust Grove. As far as the pedestrian pathway cross-access agreement in the back, if you look at our -- our plan for our -- land plan for our development, I think that the pedestrian pathway in the back would -- would cross in behind the inline retail building that we intend to build there and I don't know that in the interest of in the evenings that that would necessarily be a safe passage of pedestrians back in behind that building in this particular situation. So, with those reasons I just respectfully would like to request the extension of my preliminary plat without these additional guidelines that I guess were -- go along with the new ordinance that's been put in place since I started this development.. Rountree: Questions? Cavener: Mr. President? Meridian City Council November 17, 2015 Page 7 of 21 Rountree: Luke. Cavener: Mr. Morgan, just a question. The two year extensi on, that's going to put you at a decade from when you first brought this project here. What assurances that we are not going to see you again asking for another two year extension? Morgan: I can't give you any guarantees on that, but I can assure you that -- that that time that's past since then is strictly due to the downturn in the economy and we are doing everything we can to market the property. Colliers is helping us market the property and we are doing everything we can. We have aggressively negotiated on several different deals that have come our way just in the last 12 to 18 months and the Colliers brokers are telling me that things are looking more positive all the time for the development and we have been able to hang on. We -- we weren't like a lot of other developments that went into foreclosure and bankruptcy. My partner Ball Ventures and I, we both have substantial amount of money invested in this project and I can assure you we are doing everything in our power to try to get things moving forward so that it will work economically for us and the city. Cavener: Thank you. Rountree: Okay. This is a public hearing. Is there anyone in the public who wishes to provide testimony? Seeing none, are there anymore questions for Mr. Morgan or staff? Milam: Mr. President? Rountree: Genesis. Milam: I guess I would like to have staff maybe address the issues that Mr. Morgan brought up regarding the pathways and cross-access. Watters: President Rountree, Council Woman Milam, there is a require -- or there is a requirement on here for fencing around the north and I believe it was east perimeter boundaries. That does still stand. However, a section of that fencing could be -- I'm not sure if it's existing or not, but if it is it could be removed for the cross-access. We do like to see pedestrian and vehicular cross-access and interconnectivity between residential subdivisions and commercial for neighborhood commercial uses. Rountree: Any other questions? Zaremba: Mr. President? Rountree: Mr. Zaremba. Zaremba: I would just like to comment the idea behind cross-access agreements is so that customers, drivers, don't need to go out onto the arterial road in order to get from Meridian City Council November 17, 2015 Page 8 of 21 property to property and in my opinion that would be useful and true whether the neighbor is residential or not. Rountree: Other comments? Questions? Mr. Morgan, you get the last word. Morgan: As I say, I just don't think that the conditions here lend themselves that well to cross-access agreement, but I guess my comments will just stand as stated, so -- Rountree: Okay. Thank you. Morgan: Thank you. Rountree: Seeing no more folks wishing to testify do we have a motion? Bird: Mr. President? Rountree: Mr. Bird. Bird: I move we close the public hearing on H-2015-0002. Zaremba: Second. Rountree: It's been moved and seconded to close the public hearing on Item 6-B. All those in favor signify that aye. Opposed same sign. MOTION CARRIED: ALL AYES. Rountree: What are your wishes? Bird: Mr. President? Rountree: Mr. Bird. Bird: I move that we approve the two year time extension for H-2015-0002 and in this time extension include staff recommendations for a cross-access and ingress easement. Rountree: Do I have a second? Zaremba: Second. Rountree: It's been moved and seconded as stated. Roll call vote. Borton: Mr. President? Rountree: Joe. Meridian City Council November 17, 2015 Page 9 of 21 Borton: Did the motion include the staff conditions with regards to compliance with the UDC conditions as well? Bird: Yes. Yes. The staff conditions. Borton: Okay. Rountree: Roll call. Roll Call: Rountree, yea; Bird, yea; Zaremba, yea; Borton, yea; Milam, yea; Cavener, nay. MOTION CARRIED: FIVE AYES. ONE NAY. C. Continued from October 27, 2015: Shelburne Subdivision No. 1 (H-2015-0004) by Shelburne Properties, LLC Located 1/4 Mile East of S. Eagle Road and North of E. Amity Road 1. Request: Final Plat Approval Consisting of Forty-Eight (48) Building Lots and Twelve (12) Common Lots on 19.42 Acres of Land in the R-4 Zoning District Rountree: Okay. Next item is Item 6-C. Could I have a motion to continue that item? Bird: Mr. President? Rountree: Mr. Bird. Bird: I move we continue H-2015-0004 to December 1st, 2015. Zaremba: Second. Rountree: It's been moved and seconded to continue Item 6-C. All those in favor of the continuance signify by aye. Thank you. MOTION CARRIED: ALL AYES. D. Public Hearing: Stinker Station at Paramount Commercial (H- 2015-0012) by CSHQA Located 1410 W. McMillan Road Approved 1. Request: City Council Review of a Reduced Buffer to Residential Uses from 25 Feet to a Width Ranging from 7 to 11 Feet; and to be Relieved from Conditional Use Permit Condition #1.5 Which Requires the Fuel Canopy to Incorporate Materials and Colors Consistent with the Convenience Store/Restaurant Meridian City Council November 17, 2015 Page 10 of 21 Rountree: Next item is Item 6-D, public hearing for Stinker Station at Paramount Commercial, H-2015-0012. Staff. Watters: Thank you, President Rountree, Councilmen. The next application before you is a request for City Council review. This site consists of one acre of land. It's zoned C-G, located at 1410 West McMillan Road, just at the northeast corner of McMillan and Linder Roads. A conditional use permit was recently approved for a drive-thru establishment on this site within 300 feet of another drive-thru facility and extended hours of operation, 24 hours a day, seven days a week, for a convenience store and restaurant and a fuel facility in the C-G district adjacent to residential uses. The hours for the drive-thru are restricted from 6:00 a.m. to 11:00 p.m. The extended hours do not apply to the drive-thru. The applicant is requesting City Council review of the following conditions of approval associated with the conditional use permit. The first condition is number 1.2D, which requires a 25 foot wide landscape buffer to be provided adjacent to the residential uses to the north, unless otherwise approved by Council. The applicant proposes a reduced buffer width ranging from seven to 11 feet between the drive-thru driveway and the east- west cross-access driveway located along the north boundary of the site adjacent to Linder Springs Apartments. The buffer is proposed to contain a six foot tall CMU bound and screened wall and landscaping. The reduction does not affect building setbacks. So, just to kind of go through this. This is the drive-thru window here. Cars going through the drive-thru. Their proposed buffer. The line here is the proposed CMU wall and this area here is the cross-access driveway that goes between the properties here within this subdivision. There is a five foot wide landscape buffer and six foot tall wood fence along the north boundary of this lot adjacent to the residential uses that we have put in with that development. The second request is to condition number 1.5, which requires the fuel canopy for the fuel facility to incorporate materials and colors consistent with the convenience store and restaurant. The applicant requests to be relieved from this requirement. The proposed canopy as shown there is finished with aluminum composite panels faced with Sinclair graphics per Sinclair fuel's branding and imaging requirements and is a recognized element used by the company to brand and identify themselves to their customers. There has been no written testimony submitted on this application and staff will stand for any questions. Rountree: Questions for staff? Seeing none, is the applicant present? Marshall: For the record, Jim Marshall, CSHQA Architects, 200 Broad Street, Boise. Members of Council, we are very excited to work with Stinker Stations as their remodeling some of their stores, bringing some new C stores to the valley and this is our first new ground up Stinker with Stinker stores. Currently just remodeled one in the Hyde Park area. So, we are very excited to work with them as they are upgrading some of their stores. I think staff kind of went over the issues real quickly. The building is approximately 50 feet south of the property line with the adjacent property owner with the residential portion. Stinker has had several conversations. They actually have a letter of approval or acceptance with the adjacent residential owner. We went through some concessions and back and forth with providing the sound wall , locating it where the mini boards and order boards would be, as well as limiting the hours of the drive-thru portion of Meridian City Council November 17, 2015 Page 11 of 21 it. So, what we have here is a nice landscape planter. There is still buffers to the building from the adjacent residential, but also includes a six foot sound wall that should help any transmittals of sounds from the drive-thru window or the order board as well. To be relieved of the condition for the canopy, we are providing a similar material on the building as on the canopy. The canopy is a branding piece for Sinclair, just like Ford or Chevy, our people are very particular about this as well and so that is the direction we would like to proceed is with the branding. We have worked with Stinker in trying to find complimentary colors that go with the greens, but it still works a s a whole, as well as the light that's going to be on the Stinker sign and some of the background pieces will be complimentary t o the white that's on the canopy as well. Also we have an access point across the back and a pedestrian pathway that we are connecting to the adjacent residential across the back and it runs around to the front of the store and matches up to where the ped estrian crossing is and gate in the back fence. I think that pretty much concludes it. I would stand for any questions that you might have. Rountree: Any questions? Milam: Mr. President? Did you say you had that letter with you or did you present it to -- Marshall: We presented it to staff, but we do have one with us if you would like to we could bring it forward. It was presented I think at least in our CUP portion; is that correct, Sonya? Watters: Yeah. I can attest to that. The city did receive a letter from the adjacent property owner stating they were okay with the reduced buffer. Milam: Thank you. Cavener: Mr. President. Question. The seven to 11 feet of landscape buffer, is that -- is that a range or is that -- Marshall: Yeah. As you can see on the -- on the -- yeah, it's thinner, kind of where our exit is for of the escape lane. So, what we are doing is where you can see the term residential on the top of the screen, that's where the connection to the adjacent residential is. Cavener: Uh-huh. Marshall: As pedestrians from there would proceed south, we pick up a sidewalk against the building, so pedestrians have a safe path around to the face of the building, so that narrows up that drive aisle just a little bit on that landscaping. Rountree: Other questions? Thank you. Marshall: Thanks. Meridian City Council November 17, 2015 Page 12 of 21 Rountree: This is a public hearing. Are there any individuals that wish to testify? Don't see anybody. Thank you. Borton: Mr. President? Rountree: Mr. Borton. Borton: Question for staff with regards to the canopy. Was there any discussion or give and take with regards to the -- any of its design elements? Looking at the UDC condition about materials and colors consistent which seems somewhat flexible. Was there any progress made? Watters: President Rountree, Councilman Borton, no, they didn't proposed any alternative, they just would like it approved as is. Borton: Okay. Were there proposals or alternatives that staff presented they thought would fit that condition that might be a middle ground that weren't acceptable? Watters: There was some suggestions made basically in colors, some material to the pillars of the canopy. At the very least -- there is not a lot you can do with these, but color helps a lot. Borton: None of it was acceptable? Watters: No. Rountree: Other questions? I do have a sign up here for Steve Watts wishing to testify for. You don't have to come up here if you don't want. I have got your -- Watts: I'm Steve Watts with Stinker stores. Do you need my address? Rountree: Yes. Watts: 300 North Orchard Street in Boise. Rountree: Thank you. Watts: Just like to thank you for the opportunity to come before you and have you consider our request. What I would like to share with you is we spent a great deal of time working with the neighbors, held a neighborhood meeting, spent a great deal of time talking with each of the members of the apartment complex on both the reduced landscape barrier request, as well as colors and renderings. Spent quite a bit of time with the developer and the staff and folks here and believe that we came to a solution that's going to look very complimentary to the development. As Jim shared with you, CSHQA spent a lot of time on colors and design and as you see from the picture the lines in the canopy match the lines on the front of the building and we feel like given what we had to Meridian City Council November 17, 2015 Page 13 of 21 work with we made it as complimentary as we could. The colors I think look nice and I think it will be a welcome addition to the -- to the development and so appreciate your consideration. As far as different colors go, fuel brands are much like car brands or anything else, they have a lot of brand loyalty. It's a recognized part of the Stinker brand, as is true with any gas station, so as we look around Meridian and Boise, we look at brands like Sinclair, Shell, Chevron, what we are requesting is consistent with what is currently out there and permitted and accepted within the City of Meridian, as well as the surrounding areas. So, feel pretty good about the effort s we have put forward to create a design that would be very complimentary to the city and the development this is going to be in, so happy to answer any questions if anybody has them, but appreciate your consideration. Rountree: Any questions? Bird: I have none. Borton: Mr. President? Rountree: Mr. Borton. Borton: Mr. Watts, is what's shown here the original canopy as presented or does this reflect concessions or alterations made by -- Watts: That's -- that's an original Sinclair canopy design, so this is what's known as a Sinclair centennial image and the Sinclair centennial image, which is their current image, looks exactly like this in all formats, so it's similar to what Chevron would have in blue colors or Shell in yellow. This is just what comes from Sinclair and typically the changes on it might be which side of the canopy Sinclair is on or which side the dinosaur is on as you face traffic, but as far as the design this is -- this is how they -- they come out. So, it's not our intent to be inflexible, but we have to adhere to brand standards when we are branded with a Sinclair or a Chevron, so it's really a reflection of what they -- what they ask us to put together to meet their brand standards. Borton: Okay. Thank you. Rountree: Any other questions? Thank you. Watts: Thank you. Rountree: I will ask again if there is anyone wishing to testify? All right. Any further discussion? What's your pleasure? Bird: Mr. President? Rountree: Mr. Bird. Meridian City Council November 17, 2015 Page 14 of 21 Bird: I move we close the public hearing on H-2015-0012. Zaremaba: Second. Rountree: It's been moved and seconded to close the public hearing on Item 6-D. All those in favor signify by aye. Opposed the same sign. Thank you. MOTION CARRIED: ALL AYES. Bird: Mr. President? Rountree: Mr. Bird. Bird: I feel the canopy is -- it's a standard that I'm sure Sinclair has got all over the United States and -- and I don't see anything offensive with it. It's the same as Chevron, Gem Fuel, or any of them, they have got their standard one that they put up and it's kind of a trademark for them, so I really can't see penalizing them on that. I don't see anything wrong with the canopy as it stands. The reduced buffer is -- I have no problem with, as long as it's -- they have talked to the neighbors, they have evidently done their diligence of getting out and talking to everybody and we have got a letter on file stating that's fine, so that's my view. Rountree: Other comments? Borton: Mr. President? Rountree: Mr. Borton. Borton: I agree with Councilman Bird. I think the provision with regard to the canopy is -- I think it's a valid condition and it's one that I appreciate staff insuring and enforcing. I think this is an exception. From what I heard from the testimony is somewhat unique circumstances with regards to this particular tenant. Removing this particular condition from this project I don't think speaks to an opportunity to remove it from other projects, I think this is a unique rare circumstance, so I'm supportive of it in light of that. Rountree: Further comment? Bird: Mr. President? Rountree: Mr. Bird. Bird: If we have no other comments, I move we approve H-2015-0004 and to approve the -- the buffer, but to allow the -- I'm sorry. Pull that. Didn't have a second. I move that we approve H-2015-0012 and reduce the buffer, but leave the canopy as in. Rountree: Is there a second? Meridian City Council November 17, 2015 Page 15 of 21 Milam: Second. Rountree: It's been moved and seconded to approve Item 6-D with respect to the reduced landscape buffer and the condition that the canopy stays as proposed. Roll call. Roll Call: Rountree, yea; Bird, yea; Zaremba, yea; Borton, yea; Milam, yea; Cavener, yea. MOTION CARRIED: ALL AYES. E. Public Hearing: RZ 15-012 Easy Jet Subdivision by Reginald Jones Located 2750 S. Eagle Road 1. Request: Rezone of 6.55 Acres of Land from the R-4 to the R- 15 (4.93 Acres) and L-O (1.62 Acres) Zoning Districts 2. Request: Preliminary Plat Approval Consisting of Three (3) Multi-Family Residential Building Lots, Two (2) Commercial/ Office Building Lots and One (1) Common Lot on 5.41 Acres of Land in a Proposed R-15 and L-O Zoning Districts 3. Request: Conditional Use Permit for a Multi-Family Development Consisting of Sixty-Four (64) Residential Dwelling Units in an R-15 Zoning District and Office Uses in an L-O Zoning District Rountree: Next item on the agenda is public hearing for RZ 15-012, Easy Jet Subdivision. And as I stated earlier, this is a request for a continuance until December 1st in order for the applicant's representative to be here and in order for them to make a presentation to City Council. If there is anyone here that is for this particular hearing and can't possibly be here for the 1st, we would welcome your comments, but since we don't have an item before us in terms of information, it's kind hard for us to deal with the comments they could get back on the 1st. So, I will offer that opportunity, but, again, it's your first opportunity, but it might not be your last. I don't see anybody that is stepping forward. I do have a sign up for Dennis McKibben against and Robert Nielson against. So, we have that on record and we will continue that on with the hearing. That will be part of the hearing record. If there is no one wishing to testify at this point time I need a motion for continuance. Bird: Mr. President? Rountree: Mr. Bird. Bird: I move we continue the public hearing on RZ 15-012 to December 1st, 2015. Milam: Second. Meridian City Council November 17, 2015 Page 16 of 21 Rountree: It's been moved and seconded to continue Item 6 -E. All those in favor signify by aye. Opposed same sign? Thank you. MOTION CARRIED: ALL AYES. Item 7: Department Reports A. Fire Department: Discussion of Fire Engine Purchase Rountree: Next item is Department Reports. Chief. Niemeyer: Mr. President, Members of the Council, thank you for hearing our request tonight and considering it. As you recall in the FY-16 budget we did allocate funds for one fire engine to be replaced at the tune of 535,000 dollars. That is Engine 39. It's a 1993 Pierce engine. We had two pump failures on that. It's 22 years old with 140,000 miles on it. So, that was the engine you approved to be replaced. As we went through the process of looking at our specs for the engine we just bought, we looked at areas that we could try and find to even cut cost further. We were able to -- as we were back at Pierce looking at a new chassis that they were offering now that is slightly lighter weight than the Arrow chassis that we just bought. Certainly still meets the department's need based on our call volume and we were able to bring down that single engine price to 526,800. So, not a large savings, but certainly trying to find savings where ever we can. About two weeks ago we were informed there is a six percent cost increase coming effective November 30th of this year that we did not anticipate. That's a breakdown of two increases. One is three percent increase in the HGAC government contract, which our city uses to buy capital items. It does give us our best pricing for fire engines going through that government contract and, then, another three percent increase through Pierce as a result of federal emissions requirements coming to new fire engines. As we learned that, we sat down and met with Stacy Kilchenmann, the CFO, as well as Councilman Borton, just to articulate that that change is coming and in working with Stacy identified an option to purchase two this year. Certainly wasn't in the plans going into this budget year, but this is an opportunity that has presented ourself almost out of financial crisis with the increase. That -- that change, that increase amounts to 31,608 dollars -- I even got it down to the eight. If you order multiple engines at the same time, there is additional savings through Pierce, so that's another 17,100 dollars if two are ordered, which brings the price per engine down to 518,250, which is the budget amendment amount before you. In working with Mrs. Kichenmann there is currently 458,000 dollars in the public safety fund. You all allocated one percent last year to go into that to start planning for replacements of engines. In addition we did receive a check for 12,000 dollars from the sale of our 1982 Pierce last year. That has been put into the fund. Very conservatively we did some research to find out if we sold two what are they going to be worth on the open market. That conservative figure is 50,000 dollars. We were told anywhere from 75 to 85. We wanted to make sure we were being conservative and not bringing you a number that's way beyond what we could bring. If the second engine is approved tonight, it would replace the current Engine 35. That's a 2002 Pierce, 13 years old, with 160,000 miles. Meridian City Council November 17, 2015 Page 17 of 21 For some of you that were here at the time, that was originally Engine 31 when new Station One was built in 2000. That's where that engine was originally, as we did move it out to Station Five to try and keep the miles down on it as long as we could. So, that is the request before you tonight. I will certainly stand for any questions that I can answer. Rountree: Question for the chief? Cavener: Mr. President? Chief, the proposed engine of 8,200 dollars less than the one we just replaced -- I recognize it's lighter. What other differences are we looking at? I mean where is the difference in the 8,200? Niemeyer: The biggest cost is just the difference in the chassis. If I get real technical it's in the frame rail and I'm going to try and articulate as best I can from memory. I believe we are going from a 14 inch frame rail to a ten inch frame rail. That is the biggest cost in the steel and what it takes to put that engine together. Operationally it does nothing to hinder our response or to hinder even the long term sustainability of the engine based on our call volume. Cavener: Okay. Thank you. Zaremba: Mr. President? As I recall, the supplier Pierce has kind of a long lead time and they keep getting longer. I wonder if there would be any advantage in -- or extra savings in ordering three of them now and tell them we don't want the third one for ten years or -- it may take them that long anyhow if they are having a big backlog. Bird: Let's keep our money and make -- Niemeyer: The challenging part to that -- realizing the theory you're going behind -- is the delivery of goods, especially capital items if you pay for it now, certainly Finance will say we need to be receiving that in a timely manner. We -- we have been working with Stacy, she understands the lead time to get these built, so we have allocated a mechanism that if we receive it after October we carry forward those funds, understanding it's coming mid October, November 1st at the latest. I don't know if I can twist Stacy's arm -- Zaremba: Don't want to do that for several years though. Niemeyer: Yeah. Zaremba: I understand. Okay. Borton: Mr. President? Rountree: Mr. Borton. Borton: I understand that the request now is to get the direction from Council to bring forward a budget amendment for that sum at the next meeting; is that correct? Meridian City Council November 17, 2015 Page 18 of 21 Niemeyer: Councilman Borton, you should have the budget amendment before you. I sure hope. Borton: We don't have -- the form itself is not here. I know you want the direction before the 30th so the order can be placed, but -- Niemeyer: Yes. Borton: -- we don't have the form. Niemeyer: I will find out where that went. I have got it. A copy of it. I went through the process, so I was thinking it was on the agenda for tonight. Rountree: Other questions? Just for clarity, there is money budgeted already for one. Niemeyer: Yes. Rountree: And you're requesting a budget amendment for an additional to be funded out of the public safety fund? Niemeyer: The public safety fund and we will be short -- Rountree: And the sale of another engine. Niemeyer: Yeah. There will be 48,250 taken out of the General Fund that will be replaced once the engines are sold. So, it will come back to the General Fund. That's the amount we are short from the public safety fund. I apologize, I thought you had the amendment in front of you. Bird: Mr. President? Rountree: Mr. Bird. Bird: To clarify the framework on going down, I -- I don't think that -- I think they overbuilt. I have had the privilege of getting to go through that plant and watching it. The structure is still built the same, they just go from a 14 inch tube to a ten inch tube, which is -- but the walls are the still same, they are still 3/16ths inch walls. They were putting some of these out when I was back there for the smaller departments and I think it's well worth the savings and -- because the equipment that goes on it is still all the same, works the same and everything, so -- and I -- I think we can tighten our belts and save our six percent for our taxpayers and get this done. I'm in favor of it. Rountree: Other comments? Questions? Just -- Is the payload reduced? Less volume of water you're able to haul? Meridian City Council November 17, 2015 Page 19 of 21 Niemeyer: No. Same size tank. Rountree: Okay. Bird: Got the same size weight distribution? Niemeyer: Yeah. Same suspension and everything else. And we have evaluated it carefully and we are very confident it's a good chassis. Bird: They talked to Ron and I back there when we were back there. Niemeyer: Thank you. Rountree: Okay. No more questions? What's your pleasure? Borton: Mr. President? Rountree: Mr. Borton. Borton: I would move that we approve the budget amendment for first and the second fire engine -- the amount is what I'm trying to articulate, because it's coming from -- it's not the 48,250, it's from the General Fund as well. Niemeyer: The budget amendment amount is 518,250 dollars. Borton: Mr. President? Rountree: Mr. Borton. Borton: I move that we approve the budget amendment for the Fire Department for the purchase of a second engine as presented in an amount not to exceed 518,250 dollars. Zaremba: Second. Rountree: It's been moved and seconded to approve the budget amendment and seek signature of that. Roll call vote. Roll Call: Rountree, yea; Bird, yea; Zaremba, yea; Borton, yea; Milam, yea; Cavener, yea. MOTION CARRIED: ALL AYES. Niemeyer: Mr. President, I will follow up on that amendmen t and get that to you in the absence of the Mayor. And just to close the loop, I did chat with the Mayor before she left and she was supportive of this. I meant to mention that in my presentation. Item 8: Other Items Meridian City Council November 17, 2015 Page 20 of 21 Rountree: Next item. Other items? Item 9: Executive Session Per Idaho State Code 74-206 (a)(i): (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 (i) To engage in communications with a representative of the public agency's risk manager or insurance provider to discuss the adjustment of a pending claim or prevention of a claim imminently likely to be filed Amended onto the agenda: (f) To Consider and Advise Its Legal Representatives in Pending Litigation Rountree: Final item is the Executive Session. Bird: Mr. President? Rountree: Mr. Bird. Bird: I move we go into Executive Session as per Idaho State Code 74-206, items (a), (f) and (i). Zaremba: Second. Rountree: It's been moved and seconded to go into Executive Session. Roll call vote. Roll Call: Rountree, yea; Bird, yea; Zaremba, yea; Borton, yea; Milam, yea; Cavener, yea. MOTION CARRIED: ALL AYES. EXECUTIVE SESSION: (6:48 p.m. to 8:03 p.m.) Rountree: I need a motion to come out of Executive Session. Bird: So moved. Cavener: Second. Rountree: It's been moved and seconded to come out of Executive Session. All in favor signify by aye. MOTION CARRIED: ALL AYES. Bird: I move we adjourn. Meridian City Council November 17, 2015 Page 21 of 21 Milam: Second. Zaremba: Second. Rountree: It's been moved and seconded that we adjourn. All in favor signify. MOTION CARRIED: ALL AYES. Rountree: Thank you all. Have a good evening. MEETING ADJOURNED AT 8:03 P.M. (AUDIO G ON FILE OF THESE PROCEEDINGS) t2 i -[DE , HA ERO TREE � � DATE APPROVED ,4� PtUD AOCCi ��. ATTEST: "` f ctr� ,f LMAN, (;I I Y ULEKK Vr:r !,, o • Item #6C: Shelburne Subdivision — FP (H-2015.0004) — Applicant requests continuance to December 1St • Item #6E: Easy Jet — RZ, PP, CUP (RZ-15-012; PP -15-016; CUP -15-017)— Applicant requests continuance to December 1st Item #7A: Woodland Springs (H-2015.0002) Application(s): ➢ Time Extension (Preliminary Plat) Location: The property is located at the NEC of N. Locust Grove Road & E. McMillan Road Summary of Request: The applicant requests a 2 -year time extension on the preliminary plat to obtain the City Engineer's signature on the 2nd (and final) phase final plat. This is the 4th time extension requested by the applicant; the preliminary plat was approved in 2007 and the 1St phase final plat was recorded in 2008. With all extensions, the Council may require compliance with current provisions of the UDC as a condition for granting the time extension. As conditions of approval of the subject time extension, staff recommends future development comply with the design standards in effect at the time of development; and that a vehicular cross-access/ingress-egress easement and a pedestrian pathway stub is provided to the property to the north for future interconnectivity. Written testimony: None Staff Recommendation: Approval with the conditions in the staff report Notes: Item #6D: Stinker Station - CR (H-2015-0012) Application(s): ➢ City Council Review Size of property, existing zoning, and location: This site consists of 1 acre of land, zoned C -G, located at 1410 W. McMillan Road. History: A CUP was recently approved for a drive-through establishment on this site within 300' of another drive-thru facility; and extended hours of operation (24 hours a day/7 days a week) for a convenience store/restaurant and fuel facility in the C -G district adjacent to residential uses (the hours for the drive-thru are restricted from 6 am to 11 pm). Summary of Request: The applicant requests City Council review of the following conditions of approval associated with the CUP: (the applicant's request is in italics) • #1.2d — "A 25 -foot wide landscape buffer is required to be provided adjacent to the residential uses to the north as set forth in UDC Table 11-213-3 in accord with the standards listed in UDC 11-313-9C, unless otherwise approved by City Council at a public hearing with notice to surrounding property owners through submittal and approval of a City Council Review application." A reduced buffer width ranging from 7 to 11 feet is proposed between the drive-through driveway and the east/west cross - access driveway located along the north boundary of the site adjacent to the apartment complex to the north. The buffer is proposed to contain a 6 -foot tall CMU sound and screen wall and landscaping (see landscape plan submitted with application). The reduction does not affect building setbacks. (Note: A 6 -foot tall wood fence and a 5 -foot wide landscape strip exist along the southern boundary of the apartment complex to the north.) • #1.5 — "Future structures built on the site shall comply with the design standards listed in UDC 11-3A-19 and the guidelines in the Meridian Design Manual or any updates thereof that are in effect at the time of Certificate of Zoning Compliance review. The UDC (11-3A-19) does not allow prefabricated steel panels as a primary finish material; the front elevation of the convenience store/restaurant shall be revised accordingly. The fuel canopy shall incorporate materials and colors consistent with the convenience store/restaurant and should not exceed 20 feet in height in accord with UDC 11-4-3-20." The applicant requests to be relieved of the portion of the condition that requires the fuel canopy to incorporate materials and colors consistent with the convenience store/restaurant. The proposed canopy is finished with aluminum composite panels faced with Sinclair graphics per Sinclair Fuel's branding and imaging requirements and is a recognized element used by the company to brand and identify themselves to their customers. Written Testimony: None Notes: Meridian City Council Meeting DATE: November 17,2015 ITEM NUMBER: 5A PROJECT NUMBER: Consent Agenda ITEM TITLE: Approval of Task Order 10461.E Approval of Task Order 10461.E to SPF WATER ENGINEERING for the "WELL 29 WELL HOUSE AND PUMPING EQUIPMENT - IDEQ PERMITTING AND ENGINEERING - DESIGN" project for a Not -To -Exceed amount of $89,900.00 MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: MAILED SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS Memo To: Jaycee L. Holman, City Clerk, From: Keith Watts, Purchasing Manager CC: Jacy Jones, Brent Blake Date: 11-12-2015 Re: November 17th City Council Meeting Agenda Item The Purchasing Department respectfully requests that the following item be placed on the November 17th City Council Consent Agenda for Council's consideration. Approval of Task Order 10461.E to SPF WATER ENGINEERING for the "WELL 29 WELL HOUSE AND PUMPING EQUIPMENT — IDEQ PERMITTING AND ENGINEERING - DESIGN" proiect for a Not -To -Exceed amount of $89,900.00. Recommended Council Action: Award of Task Order 10461.E to SPF WATER ENGINEERING for the Not -To -Exceed amount of $89,900.00. Thank you for your consideration. 0 Page 1 E IDIA Public IDAHO Works Department TO: Keith Watts, Purchasing Manager FROM: Brent Blake, Engineering Project Manager DATE: 11/10/2015 Mayor Tammy de Weerd City Council Memberls Charlie Rountree Keith Bird Joe Borton Lube Cavener Genesis Milam David Zaremba SUBJECT: WELL #29 PUMPING FACILITIES - DESIGN TASK ORDER WITH SPF WATER ENGINEERING, LLC FOR A NOT -TO -EXCEED AMOUNT OF $89,900.00 I. DEPARTMENT CONTACT PERSONS Brent Blake, Engineering Project Manager 489-0340 Kyle Radek, Assistant City Engineer 489-0343 Waren Stewart, City Engineer 489-0350 Tom Barry, PW Director 489-0372 II. DESCRIPTION A. Background Development continues to increase demand for potable water in the City. Specifically, development is occurring in the northwest region of the City creating a need for supply wells and associated pumping facilities. During the 2015 fiscal year a test well was constructed at a site within the Oaks South Subdivision located near the intersection of McDermott and McMillan Roads. Water quality samples were collected from the test well and sent to a lab for testing and evaluation. Lab results showed outstanding water chemistry making the site an ideal location for a production well and pumping facility. B. Proposed Project The proposed project is to design a pump house and identify associated equipment needed to supply up to 2500 gallons per minute to the water distribution system. Page 1 of 2 C. Describe Item The Pumping Facilities Design Task Order consists of designing a new pump house, pump and motor, discharge piping, flush line, electrical controls, heating and ventilation system, site improvements and landscaping. Because of the rapidly changing demand in this developing area, the -task order will also include an analysis of various long-term pump sizing strategies at the facility to determine the most cost effective approach. III. IMPACT A. ' Fiscal Impacts Project Costs: ----- ------ ----- -, - ; Fiscal Year 2016 --------------------- Total i $89,900.00 -------------------------------------------------------- --------------------------------- Total Project Cost $89,900.00 Project Funding ------ --- --- ---------- ----- - - ---- Fiscal Year 2016 Account Code - / Codes ---- -------------------------------------- --- -------------------- 3490-96129 $550,000.00 ------------------------------------ ------ ----------------------- ---_----Total Funding A---- -- _-__-___-_ $550,000.00i B. Alternatives The City could choose not to approve this task order. Without this task order the Well #29 Pumping Facility will not be designed or constructed. The test well and production well will sit idle without a return on investment and the City may not be able to meet the growing development -driven potable water demand. Departmental Approval: Page 2 of 2 TASK ORDER NO. 10461.e Pursuant to the MASTER AGREEMENT FOR PROFESSIONAL SERVICES BETWEEN CITY OF MERIDIAN (OWNER) AND SPF WATER ENGINEERING (ENGINEER) This Task Order is made this day of November, 2015 and entered into by and between the City of Meridian, a municipal corporation organized under the laws of the State of Idaho, hereinafter referred to as "City", and accepted by (SPF WATER ENGINEERING), hereinafter referred to as "Engineer" pursuant to the mutual promises, covenant and conditions contained in the Master Agreement (Category 6a) between the above mentioned parties dated October 1, 2014. The Project Name for this Task Order 10461.e is as follows: CITY OF MERIDIAN Well 29 Well Douse and Pumping Equipment — IDEQ Permitting and Engineering Design PROJECT UNDERSTANDING BACKGROUND The new municipal production well will be located southeast of the intersection of McMillan and McDermott Roads. Under a separate scope of work, SPF is currently working on design of the well. A test well at the site has been completed, and construction of the production well is anticipated to occur during the spring of 2016. The following is our understanding of background information and of the new facility features desired by the City: • There will be an anticipated 4 to 5 psi artesian pressure from Well 29. • Pump station architecture should be similar to the new pump station by the tank southeast of the intersection of Victory and Locust Grove Roads, and will include CMU block (both smooth and split face), skylights, block glass windows, aluminum fascia and soffits, metal roofing, and LED lighting. • The interior floor plan layout is flexible, City staff note that they like the Well 10B layout. Task Order 10461.e Well 29 Well House and Pumping Equipment— IDEQ Permitting and Engineering Design Page 1 of 5 SPF WATER ENGINEERING • The Well 29 facility will initially house a "small" domestic pump (may be submersible), anticipated to be in the 200 to 500 gpm range. Fire flows (1750 gpm required, the City typically targets 1,800 to 2,000 gpm) for this zone will be cascaded down from upper pressure zones, to be verified with the hydraulic model by City staff. In the future, a larger pump will be installed at Well 29 to meet domestic and fire flow demands. Initial facility sizing will be based on accommodating the larger pump in the future. • The pump (initial and future) will be on a VFD. Initially a small VFD will be installed for the small pump. Electrical service and space will be provided now for a future large VFD. We understand that the City prefers Toshiba VFDs. • PLC and HMI equipment will be included. • The facility should include a well flush, system PRV, and manual system flush around the PRV. The City wants to be able to flush both the well and the distribution system through the facility flush line. • Sodium hypochlorite will be a liquid system, with a dual -walled tank of less than 500 gallons. Sodium hypochlorite fill will be by hose inside the building or through a filling port on the building exterior. The sodium hypochlorite system sizing should accommodate the future larger pump. It is desirable to fill the hypochlorite tank once per month. A residual chlorine analyzer will be included. • No polyphosphate system will be included in the design. • Both heating and cooling systems will be included. • There will be a plug-in (pigtail) for a trailer -mounted generator included, sized for the ultimate pump size and facility loads. The City will provide input on the plug specification and appropriate generator size as they expect it will be used elsewhere if needed. • There is a 20' easement from the well lot to Five Mile Creek. • There will be a flush/pressure relief line to Five Mile Creek located to the south. The City has a master agreement with Nampa -Meridian Irrigation District. We will need to get an agreement in place with NMID for the flush/pressure relief water discharge. SCOPE OF WORK SPF will provide consulting services related to the design and Idaho Department of Environmental Quality (IDEQ) permitting of the new Well 29 well house facility. The well is being designed, permitted, and constructed under a separate scope of work. Services during Construction will be provided under a separate scope of work. The following work tasks will be required. Task 1 — Preliminary Design Work Predesign Conference with Meridian. SPF will set up a pre -design conference with City Staff to review key facets of the design prior to commencing work. Task Order 10461.e Well 29 Well House and Pumping Equipment— IDEQ Permitting and Engineering Design Page 2 of 5 SPF WATER ENGINEERING Budgetary Cost Estimate. We understand that the City needs a budgetary -level cost estimate for construction of the well house and pumping equipment in February 2016. SPF will prepare this estimate using information from similar projects and previous bid results. Prepare Preliminary Engineering Report. A PER will be prepared for the well house and pumping equipment. The PER will describe design criteria and other specific design details for the well house. The PER will be submitted to IDEQ for review and approval. SPF will respond to IDEQ questions or comments during the review process. We expect that the PER will be submitted with the Well Completion Report for Well 29. Agreement with NMID. SPF will work with NMID and the City to get an agreement for flush / pressure -relief discharge to Five Mile Creek. We understand that the City already has a master agreement with NMID and the agreement for this facility should be fairly straightforward to obtain. We have included 20 hours in our budget for this work. The City attorney(s) will provide any needed legal input. Cooling Analysis. We will model different options for cooling the building including conventional air conditioning, evaporative cooling, and a heat pump. Task 2 — Well House and Pumping Equipment Desiqn Conceptual Design Drawings. SPF will prepare conceptual (10 -percent) level design drawings that include design criteria, a site plan, and the mechanical floor plan for the well house. These plans allow everyone to see the basic layout and concept for the facilities and agree up -front that the layout is acceptable prior to detailed design work commencing. The City of Meridian will review the conceptual plans and provide comments. SPF will meet with City Staff to review the comments and discuss any desired changes to the proposed layout. This meeting will be a good time to list equipment where the City has standardized around one manufacturer (for example, sodium hypochlorite pumps shall be Grundfos models), and then this information can be incorporated into the final design work. 90 -Percent Drawings and Specifications. SPF will complete a 90 -percent design package including full plans and specifications for the well house, pumping equipment, mechanical piping, electrical equipment, building, site, and all associated appurtenances. This design package will be reviewed by the City of Meridian and internally by SPF (independent QA/QC review). SPF will meet with City Staff to review comments and discuss any desired changes to the 90 -percent plans and specifications. The City will provide front-end (bidding) specifications for this project. Subcontractors to SPF for design work will include Bowen & Collins for electrical engineering and controls design, Engineering Inc. for HVAC design, Lochsa Engineering for structural/architectural design, and The Land Group for landscape design and surveying. Task Order 10461.0 Well 29 Well House and Pumping Equipment— IDEQ Permitting and Engineering Design Page 3 of 5 SPF WATER ENGINEERING 100 -Percent Drawings and Specifications. SPF will finalize the drawings and specifications with comments from the 90 -percent review process. DEQ Submittals. SPF will provide the required plans and specifications to IDEQ for review, in addition to the required checklists. SPF will respond to comments or questions from IDEQ during the review process. Task 3— Bidding Assistance Plans to City. SPF will provide 10 copies of specifications and full-size plans, in addition to a CD of electronic PDF format drawings, to the City for distribution to interested contractors. Assistance with Bidding. SPF will attend the pre-bid conference, respond to requests for information from contractors, and prepare addendums as needed. ASSUMPTIONS Services During Construction, Programming, and As -Built Certification are not included in this task order and will be completed under a separate Scope of Work. TIME OF COMPLETION and COMPENSATION SCHEDULE We understand that the City would like to have design complete and IDEQ approval for the Well 29 Well House and Pumping Facility plans and specifications by the end of August 2016. The City would like to bid the project in September 2016. SPF will begin work immediately upon notice to proceed. We anticipate that Task 1 will take approximately 45 days to complete the PER and submit it to IDEQ, and Task 2 will take between 90 to 120 days to prepare and submit plans to IDEQ. Note that the Well House PER cannot be submitted to IDEQ prior to the well completion report being submitted to IDEQ. The following schedule is based on a Notice to Proceed (NTP) from the City by November 2015 and resulting in Final Design being completed by August 2016. A NTP issued on a different date will change the schedule accordingly. COMPENSATION AND COMPLETION SCHEDULE Task Description Due Date Compensation 1 Preliminary Design Work ■ June 2016 $12,000 2 Well House and Pumping Equipment Design ■ Au ust 2016 $70,500 3 Bidding Assistance ■ September 2016 $7,400 TASK ORDER TOTAL: $89,900 Task Order 10461.e Well 29 Well House and Pumping Equipment— IDEQ Permitting and Engineering Design Page 4 of 5 SPF WATER ENGINEERING The Not -To -Exceed amount to complete all services listed above for this Task Order No. 10461.e is eighty nine thousand nine hundred dollars ($89,900). No compensation will be paid over the Not -to -Exceed amount without prior written approval by the City in the form of a Change Order. Any and all travel will only be reimbursed if pre -approved by the project Manager, and only per the City of Meridian Travel Policy. Reimbursable expenses will be paid at cost and only if pre -approved by the Project Manager. Any travel and/or reimbursables paid will be paid as part of the Not -To -Exceed Task Order Total per the Compensation and Completion Schedule above. CITY OF MERIDIAN BY: 004 ( �na,+,,_fJc , (ariu.l V��► 7' Dated: tl�rz�i� Approved by Council HOLMAN, CITY CL SPF WATER ENGINEERING BY: %& � �*_�,,,a �_ , V;ce �res�a Dated: �41vS S_FA 1 Purchasing Approval ° .h y ,w,' apart e t Appro 1 BY. BY: KEIT ATTS, Pur6fiasing Manager WA N STEW RT, Engineering Manager City Project Manager Brent Blake Dated: /fig Task Order 10461.e Well 29 Well House and Pumping Equipment— IDEQ Permitting and Engineering Design Page 5 of 5 SPF WATER ENGINEERING Date: Fund: CONTRACT / AGENDA CHECKLIST 11/5/2015 REQUESTING DEPARTMENT 60 Department: 3490 Public Works GL Account: 96129 Project # 10461.e Construction: Task Order PSA x Equipment Project Name: Well 29 Pumping Facilities - Design Project Manager: Brent Blake Department Representative: Contractor/Consultant/Design Engineer: SPF Water Budget Available (Attach Report): yes Contract Amount: $89,900.00 Will the project cross fiscal years? Yes No x Budget Information: FY Budget: FY16 Enhancement #: Grant #: Other: Type of Grant: CONTRACTCHECKLIST BASIS OF AWARD Low Bidder Highest Rated Master Agreement x (Bid Results Attached) (Ratings Attached) (Category) 6a Typical Award Yes No If no please state circumstances and conclusion: Debarment Status (Grant/Federal Funded Projects Only) na (Type in date verified and the status) Date Award Posted: na 10 day protest period: na PW License # na Expiration Date Corporation Status LLC - Existing Insurance Certificates Received (Date): February 19, 2015 Payment and Performance Bonds Received (Date): Builders Risk Ins. Req'd: Yes na No na (Only applicabale for projects above $1,000,000) na na Expiration Date: January 1, 2016 Rating: A+ Rating: na If yes, has policy been purchased? na Date Submitted to Clerk for Agenda: November 12, 2015 Approval Date By: Purchase Order No.: Date Issued: WH5 submitted (Only for PW Construction Projects) NTP Date: (Only for non Public Works Project) All x 0 0 W a 4.) w U C) U O ft N $4 (�v4o44 � � � u N to H U C G U H y� appo U W Wa) �i to o 1 In O E 0) q M w 41 a 4-I 0 J-� Q) Ol 4-3M v u ro 0 0 w 14 m 1° N O d kD ri U m I �a d 0 0 da & u 0 0 0 0 0 w bi 0 0 0 0 0 o C o 0 0 0 0 4-) •,1 o 0 0 0 0 N G m N N N N C b�•� W r) l0 �O TS d M M M M U � � w w %D �o (Yi aN In In O O 0 vP9a P. v u ro 0 0 w 14 m 1° N O d kD ri U m I �a w O w w k0 u m oo 1� r r bi m o o 0 0 C 0 0 0 0 4.)•rr--�� m m 00 a w m N G m N N N N � W r) l0 �O TS d M M M M C E w w %D �o (Yi aN In In O O 0 v u ro 0 0 w 14 m 1° N O d kD ri U m I �a O O O O O u o 0 0 O o 4 m o o 0 0 3 O O O O O rt a a U w o q H N G m M M M M iT) N W r) l0 �O *W9 In In O C, O O Soi � rl ri ri v u ro 0 0 w 14 m 1° N O d kD ri U m I �a 110 0 w W w 4 m m o0 r r r 4 m o o 0 0 3 m 00 m N 00 N 0o N 00 N w a a U w o q H N G m M M M M iT) N W r) l0 �O *W9 In In O C, O O W rl ri ri v u ro 0 0 w 14 m 1° N O d kD ri U m I �a •rl 4J J 0 U W� > ; H o ;F HHRH ri N 4-I 41 m N q 7 0 a 3 U H W W w a a U w o q H v u ro 0 0 w 14 m 1° N O d kD ri U m I �a IDSOS Viewing Business Entity Page 1 of 1 IDAHO SECRETARY OF STATE Viewing Business Entity x Lawerence Denney, Secretary of State [ New Search ] [ Back to Summary ] [ Get a certificate of existence for SPF WATER ENGINEERING LLC ] [ Monitor SPF WATER ENGINEERING, LLC business filingsSPF WATER ] r LLC 2222 NORTH 111TH STREET OMAHA, NE 68164 Type of Business: LIMITED LIABILITY COMPANY Status: EXISTING State of Origin: IDAHO Date of 15 May 2015 Origination/Authorization: Current Registered Agent: C T CORPORATION SYSTEM 921 S ORCHARD ST STE G BOISE, ID 83705 File Number: W151657 Date of Last Annual Report: Annual Report Due: May 2016 Original Filing: [ Help Me Print/View TIFF ] Filed 15 May 2015 CERTIFICATE OF View Image (PDF format) ORGANIZATION View Image (TIFF format) ti, [ Help Me Print/View TIFF ] Amendment Filed 18 Jun NAME View Image (PDF format) View 2015 CHANGED TO Image (TIFF forma WESTERN W.E. LLC Amendment Filed 22 Jul 2015NAMECHANGED View Image(PDF format) TO SPF WATER View Image STIFF format) ENGINEERING, LLC Idaho Secretary of State's Main Page State of Idaho Home Page Comments, questions or suggestions can be emailed to: sosinfoCa sos.idaho.gov http://www.accessidaho.org/public/sos/corp/Wl 51657.html 11/12/2015 SPFWA-1 OP ID: JY "�-- "--` CERTIFICATE 4F LIABILITY INSURANCE DATE TYPE OF INSURANCE 15 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER, IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the pollcy(les) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement, A statement on this certificate does not confer rights to the certificate holder In lieu of such endorsement(s). PRODUCER The Hartwell Corporation -Cal PO BOX 400 NAME CT Jeremy Kroll _ PHONE 208-459-1678 FAX A1C. No, Extl: �AIC No : 208-454-1114 Caldwell, ID 83606 Jeremy Kroll E-MAIL ADDRESS: v INSURER( S) AFFORDING COVERAGE_____ NAIClI X INSURERA:Trayelers Indemnify Co of Am. 25658 02/19/2016 INSURED SPF Water Engineering, LLC 300 E Mallard Drive, Suite 350 Boise, ID 83706 INSURER B: Idaho State Insurance Fund 36129 INSURER C : Travelers Indemnity Co 25666 --- INSURER D: Catlin Insurance Co -- 19518 _ INSURER E: _ $R— 1,000,00 INSURER F; COVERAGES CERTIFICATE NUMBER: REVISION NUMBER• THIS IS TO CERTIFY THAT THE POLICIES, OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR LTR TYPE OF INSURANCE DE �e i_— �___�. —� POLICY NUMBER POUCY EFF IP Mo POLICY EXP MM/DD/VYYY LIMITS A X X COMMERCIAL GENERAL LIABILITY CLAIMS-MADEN OCCUR CGD381 X X 680-4798X147 02/19/2016 02/19/2016 EACH OCCURRENCE $ 1,000,00 PREMISES Ea occurrence $ _ 1,000,00 MED EXP (Any one person) 3 10,00 _ PERSONAL B ADV INJURY _ $R— 1,000,00 AGGREGATE LIMIT APPLIES PER: POLICY 1:1 JET ❑ LOC GENERAL AGGREGATE $ _ a 2,000,00 GEN'L PRODUCTS - COMP/OP AGG $ 2,000,00 Emp Ben. $ 1,000,00 OTHER: C AUTOMOBILE X LIABILITY ANY AUTO BA -4803X476 02/19/2015 02/19/2016 COMBINED SINGLE LIMIT May _ BODILY INJURY (Per person) $ALL X OS SCHEDULEDBODILY AUTOS HIRED AUTOSNON-OWNED AUTOS CAT353 H INJURY Per accident ( ) $ 1,000,00AUTOS PROPERTY DAMAGE Per accident �— $ - UMBRELLA LIAB X OCCUR EACH OCCURRENCE $ 2,000,00 C X EXCESS DAB -- CLAIMS -MADE CUP -004803X101 02/20/2016 02/1912016 AGGREGATE $ 2,000,00 DED X RETENTION $ 10,000 ----_ _ _. $ B WORKERS COMPENSATION AND EMPLOYERS' LIABILITYX N YIN ANY PROPRIETOR/PARTNER/EXECUTIVE OFFICERIMEMBER EXCLUDED? (Mandatory In NH) If yyes, describe under DESCRiPTiON OF OPERATIONS berow NIA 593624 – 01/01/2015 _ 01/01/2016 PER OTH- STATUTE ER _ E.L. EACH ACCIDENT $ 1,000,00 $ — --- E.L. DISEASE - EA EMPLOYEE _ $ 1,000,00 E.L.DISEASE -POLICY LIMIT --- $ 1,000,00 D Profes Liability ED99388-0216 02/19/2015 02/19/2016 Ea Claim 2,000,00 $10,000 Deduct Anni Aggr 2,000,00 DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached If more apace Is required) MERID03 City of Meridian Department of Public Works 33 E Broadway Ave Meridian, ID 83642 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE ©1988-2014 ACORD CORPORATION, All rights reserved. CORD 25 (2014/01) The ACORD name and logo are registered marks of ACORD Meridian City Council Meeting DATE: November 17,2015 ITEM NUMBER: 5B PROJECT NUMBER: Consent Agenda ITEM TITLE: Approval of Purchase Order #16-0106 Approval of Purchase Order # 16-0106 for New and Replacement Sensus Water Meters to Ferguson Enterprises in the Not -To -Exceed amount of $653,814.00 MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: MAILED SENT TO AGENCY SENT APPLICANT NOTES INITIALS L:4 I I L81 To: Jaycee L. Holman, City Clerk, From: Keith Watts, Purchasing Manager CC: Jacy Jones, Dennis Teller Date: 11-12-2015 Re: November 17th City Council Meeting Agenda Item The Purchasing Department respectfully requests that the following item be placed on the November 17, 2015 City Council Consent Agenda for Council's consideration. Approval of Purchase Order #16-0106 for New and Replacement Sensus Water Meters to Ferguson Enterprises in the Not -To -Exceed amount of $653,814.00. This PO is a sole source purchase per the previously approved Sole Source for Sensus Water Meters. Recommended Council Action: Approval of Purchase Order #16-0106 to Ferguson Enterprises for the Not -To -Exceed amount of $653,814.00 and authorize the Purchasing Manager to sign. Thank you for your consideration. • Page 1 CITY OF MERIDIAN 33 EAST BROADWAY AVE. MERIDIAN, ID 83642 (208)888-4433 Vendor Address: FERGUSON WATERWORKS #1701 FERGUSON WATERWORKS #1701 PO BOX 802817 CHICAGO, IL 60680-2817 Description Sensus Water Meters - New Capital Project 10472 Sensus Water Meters - New Replacement Project 10500 Purchasing Manager: Special Instructions Purchase Order Attention: Chip Hudson Billing Attn: Finance 33 E Broadway Ave Address: Meridian, ID 83642 Shipping City of Meridian Address: Water Department 2235 NW 8th Meridian, ID 83646 Shipping Method: FOB: Unit I Quantity 1.00 1.00 11/18/2015 16-0106 truck destination Unit Price Total 330,000.00 323,814.00 Purchase Order Total: 330,000.00 323,814.00 $653,814.00 Yearly Sensus water meters & related eqmt. Sole Source (evergreen) approved at Council 12-16-2014. Not -To -Exceed $653,814.00 Proj 10472 - Capital = $330,000.00 Proj 10500 = Replacement = $323,814.00 60-3410-52450 Case Mgt. Ticket No. 51918 FEI1822 FERGUSON 462 NORTH LOCUST GROVE RD, Dellver Tot aldon. enbyak®Eergueon. com ENTERPRISES, MERIDIAN, iD 83642-0000 From: A1don Enbyak 4� Comments: 15:46:24 SEP 012015 Bid No.......: B163046 Bid Date....: 09/01/15 Quoted By.: ALE Customer: CITY OF MERIDIAN METER ACCOUNT 2235 NW STH ST MERIDIAN, ID 83646 CUSt Ptd#...: ANNUAL CONTRACT FERGUSON WATERWORKS #1701 Price Quotation Phone: 208-855-2040 Fax :208-855-2869 Page # 1 Cust 208-888-2191 Terms........: NET 10TH PROX Ship To: CITY OF MERIDIAN METER ACCOUNT 2235 NW 8TH ST MERIDIAN, ID 83646 Job Name: 2016 -ANNUAL CONTRACT Item Description Quantity Net Price UM Total SC41XXXXGiDAXX LF 4 OMC2 M/T iOGPL 1000G AMR 1 3089.110 EA 3089.11 ST41XXXXGlDAXX LF 4 OMT2 M/T 10GPL 1000G AMR 1 2414.760 EA 2414.76 SC21XXXXGIGAXX LF 2 OMC2 M/T IGPL 1000G AMR 1 1419,640 EA 1419.84 ST21XXXXGlGAXX LF 2 OMT2 MIT IGPL IOOOG AMR 1 991.810 EA 991.81 SCi iXXXXGiGAXX LF 1-1/2 OMNI C2 TRPL I USG WISTRN 1 1231,680 EA 1231.68 STi iXXXXGlGAXX LF 1.5 OMT2 Mir 1 GPL 1 OOOG AMR 1 841,360 EA 841,36 S13SBGLXX LF 3/4 IPERL 1MG SM 6 3W 1 154,730 EA 154,73 SSM80802239001 LF STRNR I IPERL 1 1,050 EA 1,05 SSM66502239001 LF STRNR 3/4 IPERL 1 0.970 EA 0.97 S14SSGLXX LF 1 IPERL IMG SM 6 3W 1 196.880 EA 196.88 S5396153752063AL M520R-D1-TC--TC-AL 2P PIT W -A 1 189.560 EA 189,56 S5396163752001AL M520R-C1-TC-X-AL iP PIT TC W -A 1 186.420 EA 186,42 SSM50535200009 CABLE TR IPERL 6TRPL 3WIRE SEN AY 1 28.900 EA 28.90 S5396353752201MI M520M-F1-TC-X-E-MI 1P PIT W-ID/LD 1 149,730 EA 149.73 S6396353752203Mi M520M-Fl-TC-TC-E-MI 2P PIT TCW -ID/ 1 171,000 EA 171.00 Net Total: $1106760 Tax: $0.00 Freight: $0,00 Total: $11067,80 Quoted prices are based upon receipt of the total quantity for immediate shipment (48 hours), SHIPMENTS BEYOND 48 HOURS SHALL BE AT THE PRICE IN EFFECT AT TIME OF SHIPMENT UNLESS NOTED OTHERWISE Seller not responsible for delays, lack of product or increase of pricing due to causes beyond our control, and/or based upon Local, State and Federal laws governing type of products that can be sold or put into commerce, This quote Is offered contingent upon the buyer's acceptance of Settees terms and conditions, which are incorporated by reference and found either following this document, or on the web at http:l/wolseleyna.com/terms,.,conditionsSale,htmt Govt Buyers: All items are open market unless noted otherwise, LEAD LAW WARNING: It is illegal to Install products that are not "lead free" in accordance with US Federal or other applicable law In potable water systems anticipated for human consumption, Products with 'NP in the description are NOT lead free and can only be installed in non -potable applications, Buyer is solely responsible for product selection. FEI1822 FERGUSON 452 NORTH LOCUST GROVE RD, DellverTo: aldon.enbyakeferguaon.com ENTERPRISES, MERIDIAN, ID 83642-0000 From: Aldon Enbyek Comments: 11:37,10 OCT 26 2015 FERGUSON WATERWORKS #1701 Price Quotation Page # 1 Phone: 208-855.2040 Fax :208.855-2869 Bid No.......: B164549 Bid Date....: 10/26/15 CUSP 208-868-2191 Quoted By.: ALE Terms........: NET 10TH PROX Customer: CITY OF MERIDIAN METER ACCOUNT 2235 NW STH ST MERIDIAN, ID 83646 Cust PO# ..: QUOTE TO CHIP Ship TO: CITY OF MERIDIAN METER ACCOUNT 2235 NW 8TH ST MERIDIAN, ID 83646 Job Name: ANNUAL CONTRACT Item Description Quantity Net Price UM Total S12S8GLXX LF 3/4S IPERL IMG SM 6 3W 1 146.930 EA 146.93 Net Total: $146.93 Tax: $0.00 Freight: $0.00 Total: $146.93 Quoted prices are based upon receipt of the total quantity for immediate shipment (48 hours), SHIPMENTS BEYOND 48 HOURS SHALL BE AT THE PRICE IN EFFECT AT TIME OF SHIPMENT UNLESS NOTED OTHERWISE, Setter not responsible for delays, lack of product or increase of pricing due to causes beyond our control, and/or based upon Local, State and Federal laws governing type of products that can be sold or put into commerce: This quote is offered contingent upon the buyer's acceptance of Seller's terms and conditions, which are incorporated by reference and found either following this document, or on the web at http;/Iwolseleyna.com/terms conditionsSale.htmi, Govt Buyers; All items are open market unless noted otherwise. LEAD LAW WARNING; It is illegal to install products that are not "lead free" in accordance with US Federal or other applicable law in potable water systems anticipated for human consumption. Products with 'NP in the description are NOT lead free and can only be installed in non -potable applications. Buyer Is solely responsible for product selection, A x �4 0 P4 N a W to H 0 (d U) N [i m N N � N O W ro o ,o 0 o to C. m � 0 u P4 a w 0 +-) a� a� .) +) V) ao m m m 0 N 0 0 r m ID 0 w H 00 v tp a 0 ao ao a- 0 0 ri li 0 0 0*1 m w to O 0 o o m m 4-) •ri o m m 4-)qqa)9 U � � P4 o to V W o n eH a li 0 t� •.i lio 0 0 0 N 0 OD t0 N N to •ri aS �r 0 O 0 o 0 0 cq r r r a (D W to kD N o u) to vn Q) o m o a O 0� o fl t0 110 11 14N 0 o 0 0 O 0 O 0 H oH 4 4 3 N OD co li OD m cn � o 0 0 0 H m o z z W N H N N N V W o x o Ca qq N , 2 H z 0 W P4 a w 0 A ao m m m 0 N 0 0 r m ID 0 w H 00 v tp a C� f1EKIDIAN�-- CITY OF MERIDIAN SOLE SOURCE FORM Date: 12-16-2014 PURCHASING AGENT 33 l=ast Broadway Avenue Meridian, ID 83642 Phone: 208-888-4433 Fax: 208-887-4813 Item or Service: Water Meter and Reading System Equipment - Perpetual ❑ Sole Source: Item is available from only one vendor. Item is one -of -a kind item and is not sold through distributors. Manufacturer is a sole distributor. Refer to instructions on 2" d page for completion. JUSTIFICATION: (Attach additional pages if needed) The City made the decision to switch over to Sensus Automated Water Meters several years ago and by doing so greatly improved its water recording system by standardizing the radio frequency and communication between meters and reading software. This standardization reduced the amount of time needed to complete monthly reads and simplified data transactions required for the billing process. The Public Works Department designated Sensus as the Sole Brand water meter for the City on November 1, 2011 in order to maintain this reading capability and avoid data transfer issues encountered with the mixing of multiple meter brands. Distributors for Sensus Metering Systems are assigned a specific geographic territory in which they are allowed to sell Sensus products. They are prohibited from selling outside that assigned territory and risk being terminated as a distributor should they "sell or attempt to sell Sensus Products outside their Territory' which dictates a Sole Source for the supply of Sensus Water Meters. The City approved a sole source to United Pipe & Supply on November 1, 2011. United Pipe has since gone out of Business and the manufacture (Sensus) has assigned Furguson Enterprises as their replacement. Ferguson Enterprises, with their Idaho, Washington, Oregon and Alaska branches, is an exclusive distributor of Sensus Automated Meter Reading (AMR) and meter products for these regions. They are not permitted to sell outside of these areas and distributors from other states are not permitted to sell to customers within these boundaries. *Please see attached the attached letter from Sensus Technologies which verifies the sole source designation. CERTIFICATION: I am aware of the requirements set forth in the City's Purchasing Policy & Procedures Manual for competitive bidding and the established criteria for Justification for sole source/sole brand purchasing. I have gathered technical information and have made a concerted effort to review comparable/equal equipment. I hereby certify as to the validity of the Information and feel confident that this justification for sole source/sole brand meets the City's criteria and is accurate. Council Dennis Teller Approval Date: 1..C2Mb I Ll NAME Purchasing Approval: Department Manageq P asing anager Meridian City Council Meeting DATE: November 17,2015 ITEM NUMBER: 5C PROJECT NUMBER: Consent Agenda ITEM TITLE: Approval of Task Order 10615.A Approval of Task Order 10615.A to Bowen Collins & Associates for the "CONTROLS DESIGN AND PROGRAMMING - PRV 1, 3 & 7 CONTROL SYSTEM UPGRADES" project for a Not -To -Exceed amount of $54,600.00. MEETING NOTES l Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: MAILED TO SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS Date: 11/5/2015 Fund: 60 Department: CONTRACT / AGENDA CHECKLIST REQUESTING DEPARTMENT 3490 GL Account: Public Works 94300 Project # 10615.a Construction: Task Order X PSA Equipment Project Name: Controls Design and Programming - PRV 1, 2 & 3 Control System Upgrades Project Manager: Clint Worthington Department Representative: n/a Contractor/Consultant/Design Engineer: Bowen Collins & Associates Budget Available (Attach Report): yes Contract Amount: $54,600.00 Will the project cross fiscal years? Yes No X Budget Information: FY Budget: FY16 Enhancement #: Grant #: Other: Type of Grant: CONTRACT CHECKLIST BASIS OF AWARD Low Bidder Highest Rated Master Agreement x (Bid Results Attached) (Ratings Attached) (Category) 7a Typical Award Yes No If no please state circumstances and conclusion: Debarment Status (Grant/Federal Funded Projects Only) Date Award Posted: na na (Type in date verified and the status) 10 day protest period: na PW License # na Expiration Date na Corporation Status Goodstanding Insurance Certificates Received (Date): July 16, 2015 Expiration Date: July 16, 2016 Rating: A Payment and Performance Bonds Received (Date): na Rating: na Builders Risk Ins. Req'd: Yes na No nan If yes, has policy been purchased? na (Only applicabale for projects above $1,000,000) Date Submitted to Clerk for Agenda: November 12, 2015 Approval Date By: Purchase Order No.: Date Issued: WH5 submitted (Only for PW Construction Projects) NTP Date: (Only for non Public Works Project) Memo To: Jaycee L. Holman, City Clerk, From: Keith Watts, Purchasing Manager CC: Jacy Jones, Garrick Nelson Date: 11/6/2015 Re: November 17th City Council Meeting Agenda Item The Purchasing Department respectfully requests that the following item be placed on the November 17th City Council Consent Agenda for Council's consideration. Approval of Task Order 10615.A to Bowen Collins & Associates for the "CONTROLS DESIGN AND PROGRAMMING — PRV 1 3 & 7 CONTROL SYSTEM UPGRADES" project for a Not -To -Exceed amount of $54,600.00. Recommended Council Action: Award of Task Order 10615.A to BOWEN COLLINS & ASSOCIATES for the Not -To -Exceed amount of $54,600.00. Thank you for your consideration. 0 Page 1 EN DIAN�-- Public I D A H O Works Department TO: Keith Watts FROM: Clint Worthington Staff Engineer II DATE: 11/2/2015 Mayor Tammy de Weerd City Council Mernberso Charlie Rountree Keith Bird Joe Borton Whe Cavener Genesis Milam David Zaremba SUBJECT: PRV 1, 3 AND 7 SCADA CONTROL SYSTEM UPGRADES - DESIGN AND PROGRAMMING TASK ORDER WITH BOWEN COLLINS FOR A NOT TO EXCEED AMOUNT OF $54,600. I. DEPARTMENT CONTACT PERSONS Clint Worthington, Staff Engineer II 489-0349 Kyle Radek, Assistant City Engineer 489-0343 Warren Stewart, City Engineer 489-0350 Tom Barry, PW Director 489-0372 II. DESCRIPTION A. Background The City of Meridian operates a water and sewer system with approximately 27,000 accounts. Public Works plans to upgrade existing water and wastewater supervisory control and data acquisition (SCADA) radio systems to a single SCADA system utilizing the City's existing wide area network. The current SCADA Master Plan includes the assessment of the existing SCADA system and development of future SCADA system improvement projects. One of the highest priority projects identified during the SCADA master planning process was the need for new Programmable Logic Controllers (PLC's). B. Proposed Project This project will provide control panel, PLC, radio, associated wiring and appurtenance installation at three different Pressure Reducing Valve (PRV) sites. III. IMPACT A. Fiscal Impacts Page I of 2 Funding is available in the Capital Electronics enhancement for the design and programming of this project. The task order amount is for a not exceed amount of $54,600. Project Costs: Fiscal Year 2016 Design & Programming Task Order Project Funding; $54,600 Total $54,600 Fiscal Year 2016 Account Code / Codes Available Funding 3490-94300 $300,000 -- - - Total Funding $300,000 Time Constraints Execution of the attached task order is critical in order to begin design and complete the project to ensure reliable communications from these PRV Sites. Execution of the contract allows Public Works to complete the project in the fiscal year (FY 2016) which it was budgeted. Departmental Approval: W1155. Page 2 of 2 TASK ORDER NO. 10615.a Pursuant to the MASTER AGREEMENT FOR PROFESSIONAL SERVICES BETWEEN CITY OF MERIDIAN (OWNER) AND BOWEN COLLINS & ASSOCIATES (ENGINEER) This Task Order is made this 17th day of November, 2015 and entered into by and between the City of Meridian, a municipal corporation organized under the laws of the State of Idaho, hereinafter referred to as "City", and accepted by (BOWEN COLLINS), hereinafter referred to as "Engineer" pursuant to the mutual promises, covenant and conditions contained in the Master Agreement between the above mentioned parties dated July 2, 2014. The Project Name for this Task Order 10615.a is as follows: CITY OF MERIDIAN CONTROLS DESIGN AND PROGRAMMING - PRV 11 3 & 7 Control System Upgrades SCOPE OF WORK Our scope is to provide control panel design services to replace the existing SCADA PACK PLC's at the following sites; PRV 1, 3 & 7. The control panel will be designed to utilize existing instrumentation and provide spare 1/0 for future use. Our scope also includes control panel programming services to start-up the new control panel that will be constructed and installed at PRV 1, 3 & 7 sites. Task 1 - Design Services • Site survey to identify existing 1/0. • Develop 1/0 list for current and future needs. • Provide control panel drawings suitable for construction. • Provide bid documents (specifications as needed). Deliverables • 90% review documents. • 100% Construction documents incorporating review comments. Task 2 - Bidding Services Create bid schedule • Attend kickoff meetings • Answer bidding questions Task Order 10615.a Controls Design and Programming -Well 31 control system upgrades Page 1 of 3 BOWEN COLLINS Deliverables • Bid schedule Task 3 — Construction Management Services • Review submittals for control panel hardware • Review submittals for instrumentation Deliverables • Submittal review Task 4 - Programming Services • Program PLC and HMI and provide onsite start-up for PRV 1, 3 & 7 • Program MDS radio and provide onsite start-up for PRV 1, 3 & 7 Deliverables Electronic copy of the PLC and HMI programs that are created and modified during the project. While preparing our scope of services and fee estimate, we have made the following assumptions: • On Site installation of new SCADA control panel, power quality monitoring panel, and all instrumentation will be complete before BC&A integrator is called out to verify 1/0 loop checks and deploy programming. • The remote site communication will utilize the GE MDS 900Mhz radio network. • On Site verification of the radio path study would not be required. TIME OF COMPLETION and COMPENSATION SCHEDULE The following schedule is based on a Notice to Proceed (NTP) from the City by November 2, 2015 and resulting in Final Design Documents completed January, 31, 2016 and Final Programming completed by April 30, 2416. A NTP issued on a different date will change the schedule accordingly. COMPENSATION AND COMPLETION SCHEDULE Task Description Due Date Compensation 1 Design Services ■ 1/31/2016 ■ $25,800 2 Bid Services ■ 2/28/2016 ■ $1,300 Task Order 10615.a Controls Design and Programming - Well 31 control system upgrades Page 2 of 3 BOWEN COLLINS 3 Construction Management Services ■ 3/30/15 $1,500 3 Programming Services ■ 4/30/2016 $26,000 TASK ORDER TOTAL $54,600 The Not -To -Exceed amount to complete all services listed above for this Task Order No. 10615.a is fifty four thousand six hundred dollars ($54,600). No compensation will be paid over the Not -to -Exceed amount without prior written approval by the City in the form of a Change Order. Travel and meals are excluded from this Task Order unless explicitly listed in the Scope of Services AND Payment Schedule. CITY OF MERIDIAN BOWEN COLLINS & ASSOCIATES ,, BY: BY: D\A/1.(,l.,Q aaAka , CatAd i l�ir2Slr f — Dated: 11 cam Dated: T Approved by,Council:/jjow"-� i City of HOLMAN, CITY CL �� SEAQ Purchasing Approval Pati I orks artment Approval BY: B ' KEITH , TTS, Pu ehasing Manager W RREN ST WART, Engineering Manager City Project Manager Clint Worthington, Staff Engineer II Dated: ,(f%665 Task Order 10615.a Controls Design and Prdgramming -Well 31 control system upgrades Page 3 of 3 BOWEN COLLINS City Of Meridian Detailed Statement of Revenues and Expenditures - Rev and Exp Report - Keith - Unposted Transactions Included In Report 3490 - Water Construction Projects 60 - Enterprise Fund From 10/1/2015 Through 9/30/2016 Budget with Current Year Amendments Actual Percent of Budget Budget Remaining Remaining Capital Outlay 94300 Capital - Electronics 1053... McMillan PRV SCADA Cabinet 0.00 23,450.00 (23,450.00) 0.00°% SCADA SCADA 300,000.00 0.00 300,000.00 100.00°% Total Capital Outlay 300,000.00 23,450.00 276,550.00 92.180 TOTAL EXPENDITURES 300,000.00 23,450.00 276,550.00 92.180 Date: 11/12/15 12:16:39 PM Page: 1 Meridian City Council Meeting DATE: November 17,2015 ITEM NUMBER: 5D PROJECT NUMBER: Consent ITEM TITLE: Professional Service Agreement for Traffic Box Wrap Art Professional Service Agreement for Traffic Box Wrap Art - "Happy Elephant" by Andrew Clifford at Fairview & Locust Grove MEETING NOTES enda Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: MAILED SENT TO AGENCY SENT 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 if"" day of November, 2015 ("Effective Date"), by and between the Cit of Meri�d}' �n,a� municipal corporation organized under the laws of the State of Idaho ("City"), and 7T, C—t11rd' ("Contractor"), an individual person and parent or legal guardian PRINT NAME OF PARENT OR LEGAL GUARD -IAN of Andrew Clifford, a minor child ("Artist") WHEREAS, the City desires that public art will be a component of our community and to that end, has undertaken the Traffic Box Community Art Project ("Project"), within which artwork created by community members will be transformed into vinyl wraps and used to cover traffic control boxes at various locations throughout Meridian, with permission from the property owner Ada County Highway District, as a benefit to the public; WHEREAS, representatives of the Meridian Arts Commission ("MAC") selected a piece of art created by Artist entitled Happy Elephant, depicted in Exhibit A hereto ("Artwork"), which was displayed at the 2015 West Ada School District Student Art Show, to win the "Community Art Award"; WHEREAS, following Artist's work to obtain the written permissions attached hereto as Exhibit B, on October 20, 2015, MAC recommended to Meridian City Council that such artwork 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 become 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 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 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 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 PROFESSIONAL SERVICES AGREEMENT- UTILrrY BOX WRAP PAGE 1 Of 5 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. 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. 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 or Artist in the course of any activity associated with this Agreement not caused by or arising out of the tortious conduct of City, regardless of the manner by which such claim may be brought. C. Relationship of Parties. Contractor 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 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 PROFESSIONAL SERVICES AGREEMENT—UTILITY BOX WRAP PAGE 2 of 5 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 terns, 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. City Council approval required. The validity of this Agreement shall be expressly conditioned upon City Council action approving the Agreement. Execution of this Agreement by the persons referenced below prior to such ratification or approval shall not be construed as proof of validity in the absence of Meridian City Council approval. IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the 11�ay of November, 2015. CONTACTOR: ARTIST: / Andrew Clifford Print Name: Parent or Guardian of Andrew Clifford CITY OF MERIDIAN: BY: P U-_'It1g[°i v sF'foan SEAL lman, City Clerk PROFESSIONAL SERVICES AGREEMENT— UTILITY BOX WRAP PAGE 3 of 5 EXHIBIT A HAPPYELEPHANT PROFESSIONAL SERVICES AGREEMENT - UTILITY BOX WRAP PAGE 4 of 5 EXHIBIT B JULY 22, 2015 AND AUGUST 28, 2015 LETTERS FR OM DISNEY ENTERPRISES, INC. PROFESSIONAL SERVICES AGREEMENT — UTILITY BOX WRAP PAGE 5 of 5 x� f.2 Enterprises, r�r July 22, 2015 Andrew Clifford 941 W. Pennwood St. Meridian, ID 83642 Dear Mr. Clifford, Thank you for your letter dated June 23, 2015 requesting permission to display your wining Disney inspired, animatronic elephant artwork as discussed in your letter in the Meridian, Idaho area. While Disney Enterprises, Inc, does not object to your using of Disney's animatronic elephant character for display in your town setting, we must caution you against any implication of association with or sponsorship by the Disney organization or any of its affiliates. Additionally, it should be understood that our authorization is limited to your town of Meridian, Idaho. No public reproduction of your artwork and images for any purpose whatsoever, in uploading or posting on social media outlets is allowed. We sincerely appreciate your consideration of our rights, Sincerely, Ani Akobyan Permissions Department (818) 567-5415 (818) 558-7483/fax LP/aa 500 South Buena Vista Street, Burbank, CA 91521-1389 Tel 814.560,3654 Fax 818,558.7483 ores ry ._ rf f IsOrp Enterprises, Inc. to August 12, 2015 Andrew Clifford 941 W. Pennwood St. Meridian, ID 83642 Dear Mr. Clifford, Thank you for your follow up correspondence dated August 3, 2015 requesting further clarification for the Meridian Arts Commission to display your wining Disney inspired, animatronic elephant artwork as discussed in your letter in the Meridian, Idaho area. Disney Enterprises, Inc. acknowledges that if publicly displayed and visible, nor you or the city of Meridian have control over what others photograph and post on social media websites. Please note, we must caution you against any implication of association with or sponsorship by the Disney organization or any of its affiliates. Furthermore, we can only give you permission to use Disney intellectual property. If your artwork is based on someone else's work, we do not offer our legal opinion as to whether or not someone is entitled to use any Disney properties in connection with a non -Disney related activity. We encourage you to consult a lawyer familiar with intellectual property rights (e.g. copyright, trademark) to determine whether your proposed use may run afoul of any laws. We sincerely appreciate your consideration of our rights and wish you good luck. Sincerely, Ani Ako byan Permissions Department (818) 567-5415 (818) 558-7483/fax LP/aa 5010 Swath Buena Vista Street. Burbank„ CA 91521-1389 Tel 818.56O,3634 Fax 818.558.74183 Meridian City Council Meeting DATE: November 17,2015 ITEM NUMBER: 5E PROJECT NUMBER: Consent Agenda ITEM TITLE: Approval of the August 11, 2015 City Council Meeting Minutes Approval of the August 11, 2015 City Council Meeting Minutes MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: MAILED SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS Ci t y C o u n c i l M e e t i n g Ci t y C o u n c i l M e e t i n g Ci t y C o u n c i l M e e t i n g Ci t y C o u n c i l M e e t i n g No v e m b e r 1 7 , 2 0 1 5 No v e m b e r 1 7 , 2 0 1 5 No v e m b e r 1 7 , 2 0 1 5 No v e m b e r 1 7 , 2 0 1 5 It e m s # 6 B : W o o d l a n d S p r i n g s S u b d i v i s i o n - Z o n i n g & A e ri a l M a p s Ap p r o v e d P r e l i m i n a r y P l a t Ap p r o v e d C o n c e p t P l a n Ve h i c u l a r cr o s s - a c c e s s Pedestrian pathway It e m s # 6 D : S t i n k e r S t a t i o n - Z o n i n g & A e r i a l M a p s Ap a r t m e n t s Si t e / L a n d s c a p e P l a n 7- 1 1 ’ w i d e l a n d s c a p e b u f f e r wi t h a 6 ’ t a l l C M U w a l l 7- 1 1 ’ w i d e l a n d s c a p e b u f f e r wi t h a 6 ’ t a l l C M U w a l l Re s i d e n t i a l Residential Co n d i t i o n # 1 . 5 “ T h e f u e l c a n o p y s h a l l in c o r p o r a t e m a t e r i a l s a n d c o l o r s c o n s i s t e n t wi t h t h e c o n v e n i e n c e s t o r e / r e s t a u r a n t a n d sh o u l d n o t e x c e e d 2 0 f e e t i n h e i g h t i n ac c o r d w i t h U D C 1 1 - 4 - 3 - 2 0 . ” -- T h e a p p l i c a n t r e q u e s t s t o b e r e l i e v e d o f th i s r e q u i r e m e n t . Meridian City Council Meeting DATE: November 17,2015 ITEM NUMBER: 6A PROJECT NUMBER: Action Items ITEM TITLE: Public Hearing: TEFRA Hearing for Ambrose School Public Hearing: TEFRA Hearing for Ambrose School MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: MAILED TO SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS Dinsmore draft dated 11/13/2015 Approval by the City of Meridian, Idaho, of the Public Finance Authority Educational Facility Revenue Refunding and Improvement Bonds (The Ambrose School), Series 2015 Pursuant to Section 147(f) of the Internal Revenue Code of 1986, as amended, including any applicable United States Treasury temporary regulations, the undersigned Mayor of the City of Meridian, Idaho (the "City"), constituting the "Executive" and the "applicable elected representative" within the meaning of said Section 147(f), hereby approves the captioned bonds to be issued by the Public Finance Authority in an aggregate principal amount not to exceed $6,500,000 (the "Bonds"), the proceeds of which will be used by The Ambrose School, Inc., an Idaho nonprofit corporation (the `Borrower"), to: (i) refinance outstanding indebtedness of the Borrower incurred to fund the costs of the acquisition, construction, installation and equipping of a school building located at 6100 North Locust Grove Road in the City; (ii) finance the costs of the acquisition by the Borrower of approximately 8.23 acres of land contiguous to the present campus of The Ambrose School located at 6100 North Locust Grove Road in the City, and the construction, installation and equipping thereon of a 24,000 square foot auxiliary gymnasium and cafeteria, including reimbursement to the Borrower for certain of such costs paid by the Borrower in anticipation of the loan (collectively, the "Project"); (iii) fund capitalized interest on the Bonds, if any; (iv) fund any required debt service reserve fund; and (v) pay certain costs of issuance of the Bonds, including initial costs of any credit enhancement. This approval (i) is given following a public hearing held by the City Council of the City at the City Council Chambers, 33 East Broadway Avenue, Meridian, Idaho 83642, on Tuesday, November 17, 2015 at or about 6:00 p.m., following reasonable public notice published in advance of such hearing, (ii) is for the purpose of satisfying said Section 147(f) and any United States Treasury Regulations and the local approval requirements of Section 66.0304(11)(a) of the Wisconsin Statutes, (iii) is final and conclusive for such purpose and (iv) is given as of November 17, 2015. The City will not bear any responsibility for the tax-exempt status of the Bonds, the debt service on the Bonds or any other matter related to the Bonds. Tammy deAV-ee , Chime UwGi.cQ- -Mayer-, City f Meridian, Idaho 9999869 Dinsmore draft dated 11/13/2015 PUBLIC FINANCE AUTHORITY EDUCATIONAL FACILITY REVENUE REFUNDING AND IMPROVEMENT BONDS (THE AMBROSE SCHOOL), SERIES 2015 CERTIFICATE OF PUBLIC HEARING The undersigned City Clerk of the City of Meridian, Idaho, hereby certifies that a public hearing was held on November 17, 2015 at 6:00 p.m, at the City Council Chambers, 33 East Broadway Avenue, Meridian, Idaho 83642, in accordance with the public notice published in the Valley Times, and that the hearing was conducted in a manner which provided a reasonable opportunity to be heard for persons with differing views on the issuance of the above -referenced bonds (the `Bonds"). There was no comment from the public at the hearing regarding the Bonds and there was no written comment received regarding the Bonds prior to the hearing. Dated: November 17, 2015 9999869 CITY OF MERIDIAN, IDAHO �.D A U U� ro City of — Jayce ohnan, City Clerk E P\T�D A _N ZISEAL ++,e'rnc SUS CITY OF MERIDIAN CITY COUNCIL PUBLIC HEARING SIGN-UP SHEET DATE November 17, 2015 ITEM # 6A Project Number: Project Name: TEFRA Hearing Ambrose School I PLEASE PRINT NAME FOR AGAINST NEUTRAL x RECEIVED NOV CITY OF 7t!EKQR� CITY CLERKS OFFICE Meridian City Council October 28, 2008 Page 9 of 54 De Weerd: Okay. There were no items moved from the Consent Agenda. Item 8: Public Hearing: Foundations Academy / St. Ambrose Christian High School Bond Approval: De Weerd: So, we will go to Item 8, which is a public hearing for Foundations Academy for their school bond approval. Who do I turn this over to? Nary: Is Mr. Goodwin -- Madam Mayor, he's supposed to be here. De Weerd: Is Mr. Goodwin here? This is part of your process; correct? Goodwin: Correct. And I'm about as -- not real sure exactly what -- what we need to accomplish, because I know it's unusual for this type of a thing to come before the Council, so I will answer any questions you have. De Weerd: Okay. Council, this is part of their process to go into the bond approval. Goodwin: I can briefly explain it if you like. De Weerd: That would be good. Goodwin: We have applied through the state of Colorado to issue tax free municipal bonds for our facility, which is at 6100 North Locust Grove in Meridian and the reason for the application in the state of Colorado is that the laws of the state of Idaho prohibit it with regard to religious institutions, even schools, and municipal bonds. So, it's customary and normal for this to happen and it's happened in this district for Cole Valley Christian School to function as a state constitution amendment that makes it a customary thing for schools in states like Idaho to apply for that out of state and that as I understand our purpose here this evening is that the -- the presiding authority, called SEGFA in Colorado needs a motion from the city that you're not opposed to such a move going forward. De Weerd: Thank you. This is a public hearing, but while I have you in front of us, I did want to comment. I participated in their foundation dedication ceremonies and they launched it off with a showing of the talent -- the artistic talent of their school body, kids from K through 12 recreated some artistic masterpieces, including the Mona Lisa, Starry Night, the American Gothic and a portrait of George Washington and I was not familiar with the fifth, but they filmed that from above and you saw these masterpieces being recreated and coming to life. The logistics of such an exercise were that the old classmen went and did the outlining and each of the classes had their individual responsibilities for coloring that part of the portrait. It was truly the most amazing thing I have ever seen and my hat's off to you. That was just an amazing experience. So, thank you for letting me be a part of it. Meridian City Council October 28, 2008 Page 10 of 54 Goodwin: We were honored to have you. Thank you. And we had a lot of fun with it. If you would like to see it, the high speed footage -- I don't know if you knew that, but it's on You Tube. If you search for aerial art gallery it will be the first thing that you see and you can watch it. It's about a three minute video of it coming together. It's kind of fun. De Weerd: That's great. And I talked to one of your older classmen and they said that there is also a Christian site that you hope to put it on as well as You Tube and I wasn't familiar with it, so -- Got God or -- I -- Goodwin: I'm unaware of what they might be talking about. We did put it on another site -- it was shot in high definition and You Tube doesn't do high definition, so there is another site that has the high definition version of it and that may be a Christian site. I'm not aware of it. But, yeah, we are, obviously, a Christian school and have much of the -- what we do is centered around Christ, but that -- that was a lot of fun. We enjoyed having you. Thank you for speaking. De Weerd: That was a good experience. Okay. Council, any questions? Rountree: Madam Mayor? De Weerd: Yes, Mr. Rountree. Rountree: My recollection on these types of activities is that we keep the hearing open for a prescribed period of time. Was that the case with this one or is it just a matter of having a public hearing and, then, having the resolution come before us? Nary: Madam Mayor, Members of the Council, Council Member Rountree, from the material that Mr. Goodwin had sent me, I believe we only have to have this hearing. don't think it's a comment period like you would in some -- in some grant programs. I think this is the hearing and if there are people here to speak, obviously, they could they could provide comment and if there aren't any, then, we can go forward with a with a motion by the Council. Goodwin: That's my understanding, because we published two weeks ago by federal law in the newspaper the existence of this hearing. So, there is a publication period that I think replaces the need for an open public comment. De Weerd: Okay. Rountree: Another question, Madam Mayor. And it's probably for Mr. Nary. I don't see a draft resolution. Other than endorsing their activity to seek bonds from the state of Colorado or through the state of Colorado, is there any requirement on the part of the city to do anything more than endorse that? Guarantee them or -- Nary: Madam Mayor, Members of the Council, Council Member Rountree, no, we are not guaranteeing the bond. Meridian City Council October 28, 2008 Page 11 of 54 Rountree: --overseeing them? Nary: We are really just providing the public forum and I think, as Mr. Goodwin stated, we did this one other time with the Cole Valley Christian Church and it's the same -- the same type of thing where the city is really just a forum -- the municipality has to simply sponsor the hearing process and allow the comment time to occur and I think all the motion that's necessary by this Council is, essentially, your consent to them going forward with their action. We are not -- again, the city is not on the -- responsible for these bonds or any of those things and whether or not -- unless Mr. Goodwin thinks -- didn't see any information that a written resolution is required. If you certainly -- if you need that, we can provide that and bring that back next week, but I didn't see that we even needed to prepare that for you. Goodwin: I don't -- our lawyers may know more than I do, but I think all they need is a motion and, you know, it needs to be in the record that it's been supported here. I think as it was explained to me by SEPTA in Denver, they just do not want to be running they don't want to be a back door to avoid local municipalities, if the local municipality you know, if this were to happen without your knowledge. They don't want it to be a back door. Hoaglun: Madam Mayor? De Weerd: Ms. Hoaglun. Hoaglun: Just a question for Mr. Nary. In reading through the material there was something about having the Mayor sign an approval certificate I guess just to acknowledge that fact. So, I guess there is some form of something that you will -- if we approve it, then, she would sign and that's on the record, then. Is that -- is my understanding correct? Nary: Madam Mayor, Council Members, Council Member Hoaglun, that's correct. That's what was attached was simply a -- and that is just -- and that's what the document I was reviewing -- or referring to, but it simply indicates that the Council has consented to the hearing and to this document that they, essentially, approve you going forward with that and, then, there is a signature place for the clerk to sign that we have held a public hearing and that notice was properly done. Zaremba: Madam Mayor? De Weerd: Mr. Zaremba. Zaremba: The materials do have a statement that the City of Meridian, Idaho, will not bear any responsibility for the tax exempt status of the bonds that service on the bonds or any other matter related to the bonds. So, that's a very comforting sentence to me. Meridian City Council October 28, 2008 Page 12 of 54 do have one question, though. Where are you able to sell the bonds? Can you sell them in Idaho? Goodwin: Yes. We can sell them anywhere, but they are only tax exempt on the federal level. They are sold on the open market. They are seven day typical municipal tax free bonds. They are sold under a letter of credit, so they are sold on a triple A rating, so they are like a negotiable instrument. They aren't sold to individuals for 30 years or anything like that. De Weerd: Okay. Any other questions from Council? Rountree: I have none. De Weerd: Okay. Thank you. Goodwin: Thank you very much. Appreciate it De Weerd: Okay. This is a public hearing. Is there any member of the public who would like to provide testimony on this application or on this agenda item? Okay. Seeing none, Council? Rountree: Madam Mayor? De Weerd: Mr. Rountree. Rountree: I move that we close the public hearing on Item No. 8. Rountree: Second. De Weerd: I have a motion and a second to close the public hearing on Item 8. All those in favor say aye. All ayes. Motion carries. MOTION CARRIED: ALL AYES. Rountree: Madam Mayor? De Weerd: Mr. Rountree. Rountree: I move that the City Council resolves that we consent with the Foundation Academy moving forward with their bonding activity and authorize the Mayor and the Clerk to sign the appropriate documents. Bird: Second. De Weerd: Okay. I have a motion and a second. Any discussion? Madam Clerk, will you call roll. Meridian City Council October 28, 2008 Page 13 of 54 Roll -Call: Bird, yea; Rountree, yea; Zaremba, yea; Hoaglun, yea. De Weerd: All ayes. Motion carries. MOTION CARRIED: ALL AYES. Item 9: Request for Reconsideration for AP 08-005 Instant Equity Auto by The Land Group: De Weerd: Item 9 is a request for reconsideration for AP 08-055. Council, you have in front of a letter requesting reconsideration. Is there any additional information that you need or order -- for this item? Bird: I don't. Rountree: Madam Mayor? De Weerd: Mr. Rountree. Rountree: I move that we approve the request for reconsideration of Instant Equity Auto, based on the reasons outlined in their letter. Bird: Second. De Weerd: Okay. I have a motion and a second. Any discussion on that? Madam Clerk, will you call roll. Roll -Call: Bird, yea; Rountree, yea; Zaremba, yea; Hoaglun; yea. MOTION CARRIED: ALL AYES. De Weerd: So, this item will be reset for a public hearing with the appropriate public noticing given. Item 10: MFP 08-006 Request to phase the perimeter and common space fencing approved with the final plat landscaping plan for Hacienda Subdivision (FP 05-031) by Jayo Construction — east side of Meridian Road, approximately a quarter mile south of East Chinden Boulevard: De Weerd: Okay. Item 10 has been requested to be continue to November 5th. Zaremba: Madam Mayor? De Weerd: Mr. Zaremba. TEFRA Hearing Instructions 1. Officially open the public hearing by announcing that it is open at the designated hearing start time, and announce the purpose of the hearing. • The hearing time appears in the notice published in advance of the hearing. • Starting a few minutes early or late is fine, but if the hearing is started early, you will want to wait until the designated time to allow those who want to attend to arrive. • Even if no one has shown up for the hearing, the hearing must still be held. • The announcement of the purpose can be very general, for example, stating that the hearing is being held in connection with the potential issuance of the bonds. Another option is to read the introductory paragraph of the notice that was published in advance, as that paragraph typically gives a brief description of why the hearing is being held. You may, but there is no need, to read the entire notice. 2. Ask for any comments from the public for or against the proposed project/financing. • If no one from the public is there, we recommend either noting that fact for the record or noting for the record that the floor was open for public comment and no comments were provided. 3. Officially close the public hearing after all comments from the public have been expressed. • Public hearings for this purpose can be as short as a minute (or even shorter). It is acceptable if no one attends the hearing other than the person(s) conducting it. 4. Consider the approving legislation or other approval after the hearing is closed. • The legislation can be considered immediately after the hearing as long as it is considered during part of the public meeting of the elected legislative body, or it may be considered at a later date and/or time so long as it is considered after the hearing is over and as part of a public meeting of the elected legislative body. • In the alternative, the chief elected executive officer of the governmental unit (such as the mayor of a city) may provide the TEFRA approval after the hearing is over. 9973062 Meridian City Council Meeting DATE: November 17,2015 ITEM NUMBER: 6B PROJECT NUMBER: H-2015-0002 ITEM TITLE: H-2015-0002 WoodlandSprings Subdivision Request: Two (2) Year Time Extension on the Preliminary Plat for Woodland Springs Subdivision in Order to Obtain the City Engineer's Signature on the Second Phase Final Plat MEETING NOTES CA,4-tw 19Wj I 1 11 Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: MAILED SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS CITY OF MERIDIAN CITY COUNCIL PUBLIC HEARING SIGN-UP SHEET DATE November 17, 2015 ITEM # 6131 Project Number: Project Name: H-2015-0002 Woodland Springs PLEASE PRINT NAME FOR AGAINST NEUTRAL a yki R'_ V , MIN 017 eF- CiTY CLERKS OFFICE Meridian City Council Meeting DATE: November 17,2015 1 q, I un I_l = i PROJECT NUMBER: ITEM TITLE: Shelburne Subdivision No. 1 (H-2015-0004) Request: Final Plat Approval Consisting of Forty -Eight (48) Building Lots and Twelve (12) Common Lots on 19.42 Acres of Land in the R-4 Zoning District MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION 6C DATE: MAILED SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS CITY OF MERIDIAN CITY COUNCIL PUBLIC HEARING SIGN-UP SHEET DATE November 17, 2015 Project Number: ITEM # 6C1 H-2015-0004 Project Name: Shelburne P T NAME FOR AGAINST NEUTRAL __g CITY OF N,01��4t CITYCLERKS FE Meridian City Council Meeting DATE: November 17,2015 ITEM NUMBER: 6D PROJECT NUMBER: ITEM TITLE: Stinker Station at Paramount Commercial (H-2015-0012) Request: City Council Review of a Reduced Buffer to Residential Uses from 25 Feet to a Width Ranging from 7 to 11 Feet; and to be Relieved from Conditional Use Permit Condition #1.5 Which Requires the Fuel Canopy to Incorporate Materials and Colors Consistent with the Convenience Store/Restaurant MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: MAILED SENT TO AGENCY SENT APPLICANT NOTES INITIALS CITY OF MERIDIAN CITY COUNCIL PUBLIC HEARING SIGN-UP SHEET DATE November 17, 2015 ITEM # Project Number: H-2015-0012 6D1 Project Name: Stinker Station at Paramount PLEASE PRINT NAME FOR AGAINST NEUTRAL 1*41 1,1 CITY CLERKS OF=FICE Meridian City Council Meeting DATE: November 17,2015 ITEM NUMBER: PROJECT NUMBER: ITEM TITLE: RZ 15-012, PP -15-016 Easy Jet Subdivision Request: Rezone of 6.55 Acres of Land from the R-4 to the R-15 (4.93 Acres) and L -O (1.62 Acres) Zoning Districts 2. Request: Preliminary Plat Approval Consisting of Three (3) Multi -Family Residential Building Lots, Two (2) Commercial/ Office Building Lots and One (1) Common Lot on 5.41 Acres of Land in a Proposed R-15 and L -O Zoning Districts MEETING NOTES -ro iz///f Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: MAILED SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS CITY OF MERIDIAN CITY COUNCIL PUBLIC HEARING SIGN-UP SHEET DATE November 17, 2015 ITEM # 6E/112/3 Project Number: RZ PP CUP Project Name: Easy Jet PLEASE PRINT NAME FOR AGAINST NEUTRAL —'Flo (3LOT 06- 41c \Z Ll/ RECETV71-11n V1,00V I 1 '218 CITY � CITY CLERKS OFFICE Meridian City Council Meeting DATE: November 17,2015 ITEM NUMBER: 7A PROJECT NUMBER: Department Reports ITEM TITLE: Fire Department: Discussion of Fire Engine purchase MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: MAILED SENT TO AGENCY SENT APPLICANT NOTES INITIALS c. 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Engine replacement amendment request RECEIVED NOVy I rY 0v(y-,it CITY CLERKS OFFICE At the FY16 budget hearings, City Council approved $535,000 for the purchase of a replacement fire engine based on the current replacement schedule. Additionally, through very thoughtful discussions, a commitment was made to begin building a "savings account" for future replacement needs. As the Fire Department presented, there are 4 front line fire engines (after the purchase of the FY16 replacement) still identified as "Critical' replacement based on the Fleet Management evaluation process. Two weeks ago the Fire Department learned there will be a 6% increase in the cost of a fire engine after November 30th, 2015. This cost increase was broke into two parts: A) a 3% increase in the HGAC government contract- the first increase in 3 years, and B) a 3% increase in the cost of the Pierce engine due to EPA Engine component required changes. To help contain costs the Fire Department, after careful analysis and consideration, has elected to move to a lighter weight chassis design. Had we elected to stay with the same chassis just purchased last year, the cost of an engine would have been $540,000 ($5,000.00 over what had been budgeted for). Through this change, we were able to reduce the cost of one engine to $526,8000. If two engines are purchased, the cost per each unit would drop to $518,250. The cost of replacing one vs. two engines prior to the November 30th, 2015 price increase deadline is as follows - The cost difference of $48,708 is a combination of the 6% increase ($31,608) and the savings realized ($17,100) when a multiple order purchase is done. Buy 1 Buy 1 Total cost Buy 2 Savings Difference engine engine for two engines FY16 through FY16 by FY17 engines by Nov. 301h multiple Nov. 30th purchased ($518,250.00 (2) in separate each) purchase - years $526k base vs. 518k base Engine $526,800 $526,800 $1,036,500 cost 6% $31,608 $17,100 increase Total $526,800 $558,408 $1,085,208 $1,036,500 $48,708 The cost difference of $48,708 is a combination of the 6% increase ($31,608) and the savings realized ($17,100) when a multiple order purchase is done. The Fire Department is therefore requesting decision makers to consider the purchase of 2 fire engines in the FY16 budget, to be ordered prior to the November 30th deadline. In meeting with Stacy Kilchenmann, CFO for the City it was agreed we could accomplish this in a cost neutral manner. That graphic is below - Fund Total request- $518,250 1. Public Safety Fund $458,000 2. Recent sale of Engine 38 to school district $12,000 SUBTOTAL $470,000 3. Amendment amount needed to cover cost difference (General Fund) $48,250 4. Sale of 2 fire engines (if approved), conservative based on research $50,000 Total funds (real and projected) $520,000 Approving this concept would result in the following operational changes: 1. Replacement of 2002 Engine 35 (originally Engine 31 when Fire Station #1 was built); Currently 13 years old with 157,838 actual ROAD miles and 10,818 engine hours (equates to 324,540 engine miles) 2. Replacement of 1993 Engine 39 (approved for FY16 budget due to multiple pump failures); Currently 22 years old with 137,499 actual ROAD miles and 10,420 engine hours (equates to 312,600 engine miles) This would result in the following future needed replacements: 1. Engine 32; Currently 15 years old with 178,314 actual ROAD miles and 12,327 engine hours (equates to 369,810 engine miles); would move to reserve status upon replacement of Engine 39. 2. Engine 38- Reserve engine (Originally Engine 33); Currently 11 years old with 137,570 actual ROAD miles and 10,420 engine hours (equates to 312,600 engine miles) 3. Engine 34; Currently 10 years old with 131,916 actual ROAD miles and 9,355 hours (equates to 280,650 engine miles) 4. Engine 31 (originally Engine 35- bought from Florida plant); Currently 7 years old with 58,531 actual ROAD miles and 4,034 engine hours (equates to 121,020 engine miles) 5. Truck 31; Currently 7 years old with 50,000 actual ROAD miles and 4800 hours (equates to 144,000 engine miles) Other future considerations will include the Water tender and Two Brush engines, however those are not anticipated for replacement in the next 5-7 years unless their usage changes. I wanted to get this information to you prior to the November 17th Council meeting, so you had adequate time to review. I will also be including this material in my presentation so it can be included in the public record. Meridian City Council Meeting DATE: November 17,2015 ITEM NUMBER: 9 PROJECT NUMBER: Department Reports ITEM TITLE: Executive Session Per Idaho State Code 74-206 Executive Session Per Idaho State Code 74-206 (a)(i): (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 (i) To engage in communications with a representative of the public agency's risk manager or insurance provider to discuss the adjustment of a pending claim or prevention of a claim imminently likely to be filed MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: MAILED SENT TO AGENCY SENT APPLICANT NOTES INITIALS