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2014-03-11(_N -E IDIAN�- CITY COUNCIL WORKSHOP IDAHO MEETING AGENDA City Council Chambers 33 East Broadway Avenue Meridian, Idaho Tuesday, March 11, 2014 at 3:00 PM 1. Roll -Call Attendance X David Zaremba O Joe Borton (Arrived at 4:02 p.m.) X Charlie Rountree X Keith Bird X Genesis Milam X Luke Cavener O Mayor Tammy de Weerd 2. Pledge of Allegiance 3. Adoption of the Agenda Adopted 4. Consent Agenda Approved A. Final Order for Approval: FP 14-005 Paramount Subdivision No. 24 by Brighton Investments, LLC Located South of W. Chinden Boulevard and West of N. Meridian Road Request: Final Plat Approval Consisting of Thirty -Two (32) Single Family Residential Building Lots and Four (4) Common Lots on 12.36 Acres of Land in an R-8 Zoning District B. Final Order for Approval: TEC 14-001 Olivetree at Spurwing Subdivision by Spurwing Limited Partnership Located North of W. Chinden Boulevard and West of Spurwing Way Request: Two (2) Year Time Extension on the Preliminary Plat in Order to Obtain the City Engineer's Signature on a Final Plat C. Final Order for Approval: FP 14-006 Village at Cold Creek by Hayden Homes Idaho, LLC Located North Side of W. Ustick Road Approximately 1/3 Mile East of N. Ten Mile Road Request: Final Plat Approval Consisting of Sixteen (16) Single Family Residential Building Lots and Three (3) Common/Other Lots on 4.38 Acres of Land in an R-8 Zoning District D. CableONE Movie Night in Meridian 2014 Single -Night Sponsorship Agreement Between the Meridian Library District and the City of Meridian for a Not -to -Exceed Amount of $700.00 Meridian City Council Meeting Agenda — Tuesday, March 11, 2014 Page 1 of 2 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. E. Approval of Cooperative Agreement between the City of Meridian and Valley Regional Transit for "Annual Dues and Service Contribution" for a Not -To -Exceed Amount of $137,426.00 F. CableONE Movie Night in Meridian 2014 Single -Night Sponsorship Agreement Between Dental Care for Kids and the City of Meridian for a Not - to -Exceed Amount of $350.00 G. Resolution No. 14-980: Authorizing the City Clerk to Destroy Certain Semi - Permanent Records of the Information Technology Department 5. Community Items/Presentations A. Police Department: Swearing In of New Police Officers B. Solid Waste Advisory Commission: Annual Report Presentation C. Solid Waste Advisory Commissions presentation on Proposed Ada County Landfill Tip Fee Schedule Approved Recommendations D. Republic Services Annual Report 6. Items Moved From Consent Agenda 7. Department Reports A. Finance Department: Strategic Plan Update B. Community Development: Review and Approve City Roadway, Intersection, and Community Program Project Priorities for 2014 8. Ordinances A. Third Reading of Ordinance No. 14-1596: An Ordinance Amending Title 10, Chapter 7, Section 12, Meridian City Code, known as the Meridian Impact Fee Ordinance Schedule; to Provide for an Amendment to the Police, Fire and Parks and Recreation Impact Fee Schedules Approved 9. Future Meeting Topics 10. Executive Session Per Idaho State Code 67-2345 (1)(f): (f) To Consider and Advise Its Legal Representatives in Pending Litigation In at 5:29 p.m. Out at 5:59 p.m. 11. An Action by the City Council May Follow the Executive Session None Adjourned at 5:59 p.m. Meridian City Council Meeting Agenda — Tuesday, March 11, 2014 Page 2 of 2 All materials presented at public meetings shall become property of the City of Meridian. Anyone desiring accommodation for disabilities related to documents and/or hearing, please contact the City Clerk's Office at 888-4433 at least 48 hours prior to the public meeting. Meridian City Council Workshop March 11, 2014 A meeting of the Meridian City Council was called to order at 3:00 p.m., Tuesday, March 11, 2014, by council President Charlie Rountree. Members Present: Charlie Rountree, David Zaremba, Keith Bird, Genesis Milam and Luke Cavener. Members Absent: Mayor Tammy de Weerd. Others Present: Bill Nary, Jaycee Holman, Bruce Chatterton, Caleb Hood, Warren Stewart, Kyke Radek, Bill Parson, Justin Lucas, Michael de St. Germain, Perry Palmer, and Dean Willis. Item 1: Roll-call Attendance: Roll call. X David Zaremba Joe Borton X Charlie Rountree X Keith Bird X Genesis Milam X Luke Cavener Mayor Tammy de Weerd Rountree: Good afternoon and welcome, everybody. The time is 3:00 o'clock and I'm opening the Tuesday, March 11th, City Council Workshop. First item on the agenda is roll call. Item 2: Pledge of Allegiance Rountree: Next item on the agenda is the Pledge of Allegiance. If you would, please, join us. (Pledge of Allegiance recited.) Item 3: Adoption of the Agenda Rountree: Item 3 is the adoption of the agenda. Bird: Mr. President? Rountree: Mr. Bird. Bird: On Item 4-B, that resolution number is 14-908. And with that I move that we approve the agenda as published. Zaremba: Second. Meridian City Council Workshop March 11, 2014 Page 2 of 45 Rountree: It's been moved and seconded to approve the agenda. All those in favor signify by aye. Any nays? MOTION CARRIED: FIVE AYES. ONE ABSENT. Item 4: Consent Agenda A. Final Order for Approval: FP 14-005 Paramount Subdivision No. 24 by Brighton Investments, LLC Located South of W. Chinden Boulevard and West of N. Meridian Road Request: Final Plat Approval Consisting of Thirty-Two (32) Single Family Residential Building Lots and Four (4) Common Lots on 12.36 Acres of Land in an R-8 Zoning District B. Final Order for Approval: TEC 14-001 Olivetree at Spurwing Subdivision by Spurwing Limited Partnership Located North of W. Chinden Boulevard and West of Spurwing Way Request: Two (2) Year Time Extension on the Preliminary Plat in Order to Obtain the City Engineer's Signature on a Final Plat C. Final Order for Approval: FP 14-006 Village at Cold Creek by Hayden Homes Idaho, LLC Located North Side of W. Ustick Road Approximately 1/3 Mile East of N. Ten Mile Road Request: Final Plat Approval Consisting of Sixteen (16) Single Family Residential Building Lots and Three (3) Common/Other Lots on 4.38 Acres of Land in an R-8 Zoning District D. CableONE Movie Night in Meridian 2014 Single-Night Sponsorship Agreement Between the Meridian Library District and the City of Meridian for aNot-to-Exceed Amount of $700.00 E. Approval of Cooperative Agreement between the City of Meridian and Valley Regional Transit for "Annual Dues and Service Contribution" for aNot-To-Exceed Amount of $137,426.00 F. CableONE Movie Night in Meridian 2014 Single-Night Sponsorship Agreement Between Dental Care for Kids and the City of Meridian for aNot-to-Exceed Amount of $350.00 G. Resolution No. 14-980: Authorizing the City Clerk to Destroy Certain Semi-Permanent Records of the Information Technology Department Rountree: Next item is the Consent Agenda. Meridian City Council Workshop March 11, 2014 Page 3 of 45 Bird: Mr. President? Rountree: Mr. Bird. Bird: I move we approve the Consent Agenda, including Item G, which is the proposed resolution number 14-980 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, please. Roll Call: Bird, yea; Rountree, yea; Zaremba, yea; Borton, absent; Milam, yea; Cavener, yea. MOTION CARRIED: FIVE AYES. ONE ABSENT. Item 5: Community Items/Presentations A. Police Department: Swearing In of New Police Officers Rountree: Next item on the agenda -- and I think what most of you are here for today, is the Police Department swearing in of new police officers. Jeff. Lavey: Mr. President, Council, thank you for the opportunity to present today. This is probably the -- the best time that we have coming in front of Council, introducing the new employees to the city. I would like to have the three officers come up now and stand over here and allow me to give a quick introduction before we do the oath of office. They also have several family members that are here today, as well as fellow police officers to witness this. So, it's my pleasure to announce that we have hired three additional police officers. All of these officers come to you with previous experience. Two of them came from a state to the south of us and one of them came from an organization here in Idaho. Two of them have elected to take up residency in the City of Meridian. They actually want to live in the community for which they work and we won't hold it against the third one, but he wanted a little more acreage and the prices were a little too high in Meridian, so he had to go a little farther west. But all three of them are -- have over five years of experience with other agencies and they are currently in their advanced training here at the Meridian Police Department. So, I would like to introduce to you Brian Albers and Jake Simon, and I'm amazed that they are standing in the order for which I have their names. That was not coordinated. And Mike Netherton. So, if you gentlemen would raise your right hand and repeat after me. I, state your name, do solemnly swear or affirm, that I will support the Constitution of the United States and the constitutional laws of the state of Idaho and the laws and ordinances of the City of Meridian; that I will abide by the Law Enforcement Code of Ethics and the policies and procedures of the Meridian Police Department; that I will obey all lawful orders of those Meridian City Council Workshop March 11, 2014 Page 4 of 45 -- from those appointed over me and that I will, to the best of my ability, faithfully discharge all the duties of police officer in and for the City of Meridian, State of Idaho, so help me God. (Repeated by officers.) Lavey: Congratulations, gentlemen. So, at this time if there is some family that would like to take pictures, you can come close, you don't have to like do it from the audience. Council will allow that. And if Council has any comments we will take those. Bird: Mr. President? Rountree: Mr. Bird. Bird: Welcome to Meridian and I know you will do us a great job. We are glad to have you. Thank you very much for serving us. Zaremba: Mr. President? Rountree: Mr. Zaremba. Zaremba: I would second that. Welcome. Our police department as a group and individuals are very well received in this community, because everybody is very proud of them and they are very community oriented and we appreciate you adding yourselves to that. So, welcome, we are glad to have you here. Rountree: Brian, Jake and Mike, welcome to Meridian. We are proud that you selected our community to come to work with us and be part of our community, but particularly thankful for your family to allow you to do the jobs you do in any instance it's a profession that I think we all understand and many of us wonder why -- at some point in time why anybody would choose that profession, but I'm glad you have, I'm glad you have chosen Meridian and welcome to you and your families and I hope you enjoy a long stay here and possibly can even retire from our community. Thank you. Cavener: Mr. President? I will just echo a lot of those comments, especially those to the -- the loved ones and family that are here to support these officers today. You truly do a service and I'm eternally grateful for your public service and your service to our community. I appreciate it. Thank you. Milan: Mr. President? Rountree: Mrs. Milam. Milam: Welcome to Meridian. Welcome to Idaho for those of you that are new here. know that you're going to love this community environment that we live in and we Meridian City Council Workshop March 11, 2014 Page 5 of 45 appreciate your stepping up to protect us and our loved ones and thank you to you and yours. Lavey: Mr. President, Council, thank you for your time today. B. Solid Waste Advisory Commission: Annual Report Presentation Rountree: Thank you, Jeff. The next item on the agenda is the annual report from the Solid Waste Advisory Commission, known as SWAC. Cory: Mr. President, Members of the Council, on behalf of the Commission I want to extend our best wishes. Last year was a very pleasant year for us. You have received an approved report from SWAC and I will just touch on highlights that are in that report. First I'd like to thank you for just the membership that we have had. We were fully staffed for the year with five citizen members, one youth commissioner, three city employees and two ex-officio members. One of the major items of the commission is to administer -- to administer the commercial recycling -- well, I guess before I get there. One of the biggest items from last year was the commercial recycling ordinance and SWAC concluded a year long project with City Council's approval of the commercial recycling ordinance. In 2013 we held two public input sessions at separate meetings and made some changes to the draft exemption before recommending the ordinance to City Council for approval. The ordinance was passed and went into effect April 29th of last year. One of the major items that we have that we take care of is administration of the community recycling fund program. Last year the beginning balance for the fund was just over 69,000 dollars, of which 23,000 had been set aside for the split corridor arts project and the dog park project. SWAC reviewed and recommended four additional applications for City Council approval continued to monitor the split corridor arts project. The successful projects last year were the Meridian Youth Baseball bleachers at Settlers Park for the City of Meridian Parks and Recreation. Eighth Street Park playground equipment. For the City of Meridian small grant to develop a video to encourage recycling and also for the Parks and Recreation Department obtaining recycling containers for Heroes and Julius Kleiner Park. At the completion of that the balance of the account was 1,000 dollars, which leads me into our next item, which is secondary markets around the area and they have been extremely soft for well over a year. While the recycling program grows within the City of Meridian and receives found attention, the amount of money that has come back from recycling has been -- well, there has been -- none has been coming back. We don't really have any indication that that market is going to come back soon, but we are -- as a commission we are looking for any source of additional revenue to go ahead and get funds into the community recycling fund, so that we can support projects that are involved in recycling and environmental activities in the city. Just hitting some of the other business activities for the last year, we monitored and reported to Council on Dynamis waste energy project at the Ada County landfill. We monitored the progress and developments related to changing from a -- the current volume based tipping fee system to a weight based system and I will express some more information on that in the next agenda item. We Meridian City Council Workshop March 11, 2014 Page 6 of 45 developed -- he continue to develop the -- well, we developed the Meridian residential curb side services chart to allow the customer service representative that answer calls from the citizens something to help them identify the difference between ourselves and any other cities to make it clear what you get when you pay your utility bill here in the City of Meridian. We analyzed and recommended changes to the format of the solid waste rate schedule. That created some categories for disposal, as well as collection, so that it was clearer where the money was going and reviewed and recommended to the City Council the approval of the rates proposed of FY-13 annual rate adjustment. We reviewed citizen input regarding noise levels related to early warning detecting -- collection activities at local schools and thanks to the help of Republic things were done to make the -- the citizens more comfortable with what was occurring. Some of the other activities, quickly, that occurred were visiting certain facilities throughout the valley that can take recycled materials to see when they would be in a position to take more material directly and, then, be available for numerous presentations from the citizens and Republic Services and the list is presented in the report. Looking forward to 2014, again, we will be -- I will talk a little bit about the tipping fee program that's occurring in the next agenda item. We will monitor the progress of the pilot grass recycling program and report back to you on its -- how it is progressing. We will continue to research and learn more about glass recycling opportunities. We will continue to expand the community recycling fund project -- program by locating new recycling revenue sources and as funds allow sponsor projects advertising CRFP to the public and processing, selecting and recommending to you project applications which fill the purpose of the requirements of the program. We continue to look at ways to use MYAC and our youth commissioner to get things advertised throughout the community and get people excited about our activities and we will be assisting the city in developing an electronic waste recycling program. In conclusion, it's been a productive year for SWAC and we will continue to learn as the commission -- as a commission and look forward to even greater productivity in the year to come and with that I would stand for questions. Rountree: Any questions for Steve? Bird: Mr. President? Rountree: Mr. Bird. Bird: Steve, do you have any idea -- or maybe Mr. President can answer this better -- what SWAC has given to this community since we -- we started this program? I mean I think I could name you probably 150,000 real fast, but I know that's just touching -- Rountree: I think you're probably looking somewhere between 150 and 300 thousand. can't tell you for sure. But it's -- it's a sizable amount of money and, obviously, it goes -- Bird: It's 88,000 right how and it goes right in -- it goes right back to the community. Rountree: It goes right back into the community. Meridian City Council Workshop March 11, 2014 Page 7 of 45 Bird: That's the greatest thing. Cory: Mr. President, Councilman Bird, thank you for that and, in fact, the good works go even before my time on the commission. There were some projects -- some playgrounds and such that were supported as much as ten years ago -- Bird: Yeah. Cory: -- and, of course, now we have set up a fairly solid program over the last couple of years, but, yes, I think the numbers we have discussed are pretty representative. Bird: Follow up? Rountree: Mr. Bird. Bird: I just appreciate what you guys do. This committee has just been very solid and what you give back to the community is unreal and I appreciate it and the community appreciates it. It's -- it's tax dollars saved by you guys being able to do it and you do it. I appreciate it. Rountree: Any other questions, comments? I just echo what Councilman Bird said. SWAC has come together over the years and has become very formalized, if you will, and have some processes and procedures now in place. They do a great job with the community. They do hear issues and resolve them typically before they get to us, which is grand. They also take on some pretty heavy stuff, like the next item they are going to be talking about with the rates and have done a lot extra work, way above and beyond what you would anticipate a committee to do to, essentially, keep us at status quo. But I won't steal all your thunder, Steve, but thank you and all your committee members. They are dedicated. I don't know that it -- it's seldom that they don't they a quorum at their meetings and they are able to do business. So, again, thank you. C. Solid Waste Advisory Commissions presentation on Proposed Ada County Landfill Tip Fee Schedule Cory: Thank you. Should I proceed with the next -- Rountree: Go on to Item C, please. 5-C. Cory: Also in 2013 we -- there was an ongoing process to discuss a change up at the landfill. The county had some desires to address some problems up there and they came in with a suggestion that it might be time to go ahead and change from a volume based rate system to a weight base system and while that may seem like it would be something that would administrative in nature, the ramifications were extreme, especially to the City of Meridian. It put in jeopardy the use of our -- our transfer station within the city and as we expressed to them, could -- well, the closing of the transfer station could bring another 80,000 trips per year across the valley of residents taking Meridian City Council Workshop March 11, 2014 Page 8 of 45 material up to the landfill, increasing the air pollution and other activity -- other detrimental effects in the community and all in all that was understood and received very well and it took us awhile, but we were able to come together on a consensus that I will discuss in a couple of minutes, but as of the meeting February 26th, the Solid Waste Advisory Commission reviewed the proposal of the Ada County Landfill tip fee schedule as presented by Dave Logan, the director of Ada County operations department, roughly speaking for all of the activities that the -- the residents of Meridian will experience it will still be a volume based system, which allows us to continue the way that we are proceeding, but if someone comes up to the landfill, then, they will be crossing the scales up there and they will be charged on a pound -- on a weight basis and that works out well for the county, because their clerks don't have to come out of the booth, they don't have to climb into the trucks and try to assess the volume, so it reduces their employment liability extensively. But it only affects the people that drive up to the landfill. The bottom line on this is that they have made it clear that there will be no effect on Meridian or its residence. So, in summary, no change to current rates for the City of Meridian. The city will continue to pay municipal disposal on a volume basis disposal fee currently priced at 11 dollars ayard -- a cubic yard. Meridian bio solids will continue to be accepted at the landfill on a volume base disposal fee currently priced at 11 dollars per cubic yard. Republic Services Meridian Transfer Station will continue to provide full services to self haulers and Meridian trash will continue to be consolidated into transfer loads, reducing trips to the landfill and avoiding additional greenhouse gas emissions, particulates -- many other things. Dave Fisher has expressed that he will work to insure that the transfer station fee is equivalent to or less than what the self haulers would pay at the landfill, thus encouraging them to stay here in our community rather than going on. Republic Services, furthermore, will redirect all none compacted loads from Idaho waste systems to the Ada County Landfill representing some additional revenue for the county. Noncommercial self haulers will pay by weight, as I have expressed before. All stakeholders acknowledge disposal costs and resulting fees are subject to future range due to regulatory requirements, landfill operations, and whatever else. And the county commissioners have directed Ada County operations department to establish a landfill solid waste advisory group that the details of which were -- will come up. But the commission recommends that City Council authorize the Mayor to prepare and submit a favorable correspondence regarding the proposal to Dave Logan, so that it can be included in his presentation of the proposed tip fee schedule to Ada County Commissioners in the near future. And with that I would stand for questions about the -- Rountree: Any questions? Bird: Mr. President? Rountree: Mr. Bird. Bird: Maybe you're not the one to ask, Steve, but I think you probably are. How -- how is our grass thing going with the McGretys, with Mike and Gary? Meridian City Council Workshop March 11, 2014 Page 9 of 45 Cory: We just started that this last year. It was late in the year and there were a number of subscribers who started at that particular point and having moved to that particular point Republic is going to spend time this year to further encourage the process and I would welcome someone from the public to come up here and -- Bird: I can get them next time when they -- I didn't know which -- which item to hit this on, but I'd just kind of like an update on the grass. Rountree: Rachelle will probably give us one. Well, let's see if there is anymore questions for Steve. You're up next anyway, so -- okay. Cavener: Mr. President. Steve, a question for you. The county based SWAC, has there been discussion about who would be -- who would be represented on this group, the members of the Meridian SWAC, then, be asked to be serving in that capacity as well or has there been any discussions about membership? Bird: No details of the structure have been presented to us at this time. There was a comment made by some of the operations group at the county that -- a working group that exists right now might continue, but I don't think that that fulfills the desires of the county commission or the members, so I think that there is going to be some further discussion to develop a structure. Cavener: Okay. Thank you. Rountree: Other questions? Steve, what's the -- what's the date certain on the -- Republic's presentation on the rates that you need a letter? Cory: The county has said that they will wait until they get the letter from you, so they don't want to push it, but they would prefer to do it later in this month -- Rountree: Okay. Cory: -- or first part of next month. Rountree: Very good. Anything else? Comments on the recommended actions or move forward with the letter of recommendation? Milam: Do we need a motion for that? Rountree: Oh, it wouldn't hurt. Milam: Mr. President, I move that we write a letter recommending to the -- who is it? To the landfill? Ada County. For the approval of the rate structure. Anything I'm missing there? Rountree: Second someone? Meridian City Council Workshop March 11, 2014 Page 10 of 45 Zaremba: Second. Rountree: All right. Moved and seconded to move forward with the letter to Ada County recommending approval of the rate structure. All those in favor signify by aye. Opposed nay? That's, Steven. We will get that done. MOTION CARRIED: FIVE AYES. ONE ABSENT. Cory: Thank you, Mr. President, Council. D. Republic Services Annual Report Rountree: And next up Republic Services annual report. And, Rachele, if you want to come up and ask -- answer the grass question -- he's got it covered? Okay. Zaremba: Mr. President? While they are gathering themselves, just a further comment on the letter. It probably should include as an addendum the rate fee that was just explained to us, so that when the -- when the letter goes there isn't any doubt about what version of the rate fee that we are recommending. Rountree: Okay. We can do that. McDannel: Mr. President, Members of the Council, here to review -- Rountree: If you could give your name and address. McDannel: Oh. Apologize. My name is Konrad McDannel with Republic Services. Sorry. Do I need to say my address as well? Rountree: If you have got one there. McDannel: Yes, I -- located at 11101 West Executive Drive in Boise. Rountree: Thanks, Konrad. McDannel: So, I'd like to review the 2013 annual report in the City of Meridian for Republic Serves trash and recycling. So, in 2013 we saw an increase in household accounts of 2.6 percent during that year. With that it brought an increase in trash tons 3.2 of tons. Also increasing was cycle times. It increased by 3.3 percent overall during 2013. About 80 percent of Meridian residents have a recycled cart with their trash carts. Of course we'd like to see that get closer to the one hundred percent mark. As was addressed in the SWAC report that commodity rates for comingled materials was -- was soft, to say the lease. The average price per ton on commingled materials was negative $6.33 for the year. Over the course of 3013 Republic Services processed the recycle items collected curbside at a cost of 27,000 for the year. Recycle at fall took place Meridian City Council Workshop March 11, 2014 Page 11 of 45 again this year. It was the second year that the program was operated in Meridian by -- by Republic Services and an increase of cubic yards of leafs collected during that time -- during the 2013 season was 790 cubic yards, which is an increase of 62 percent from the previous year. SWAC -- the SWAC report touched on grass recycling. I have a couple of comments about that and, then, if you want to ask me questions about that feel free. It was a new program initiated in 2013. We had the hopes of launching it in late spring, early summer, and at that time we started to promote it heavily and market that service and -- and it generated a lot of buzz throughout the community. We had quite a bit of excitement. However, we ran into some red tape with DEQ and -- and that slowed us down a little bit, so we -- by the time we satisfied their requirements the program was officially released in I believe late August, at which time we lost quite a bit of that momentum that we generated in early spring and summer. At this point the -- well, the program runs April through October for grass only recycling and so in August you can imagine the overall deflation of excitement at that point when lawns are dry and they are not really growing and -- and it is a subscription service at 7.95 a month. So, the perception was, well, I will just wait until next year. This year is already pretty close to over this season. So, we lost a lot of momentum in that and we ended up with roughly a hundred subscribers for the season. I believe the count now is 154 and now with all the regulatory requirements out of the way, we can go back into full swing this season and we -- we expect that to be -- to far surpass -- far surpass where it is today this time next year. Any question about grass recycling before I move on? Bird: Mr. President? Rountree: Mr. Bird. Bird: Konrad, was there enough given to the vendor at all so that they could run their tests and stuff and see what -- see how they are going to have to mix for the feed and stuff or -- was we able to get any of it processed or was it just put on hold? McDannel: Well, I'm going to -- Rachele does work closely with our vendor on that and -- Rachele, do you mind speaking to that? Klein: Council President and Councilman Bird, there was not enough volume -- Rountree: Rachele, just -- Klein: Yes. Oh. Rountree: -- state your name and -- Klein: Rachele Klein, Republic Services, 11101 West Executive Drive in Boise. Anyway, there was not enough volume last year to conduct many studies. We did ensile it, so it was, you know, packed in the pit, but there really wasn't enough to go on -- we could have run the test, but they would not have been conclusive enough to move forward and actually mix it as a portion of the ration. So, this year as of -- as a matter of Meridian City Council Workshop March 11, 2014 Page 12 of 45 fact just as today we are up to almost 200 accounts and those are just numbers that I pulled on my phone, so I should have passed them to Konrad as we walked in, but -- so we are already gaining momentum, so we expect to do a test mid summer and, then, again, the fall just to see where we are. So, once we have those volumes back we will -- we will report back. Bird: Rachele, are we just doing this in Meridian or are we doing it in Boise, too? Klein: You know what, that's a good question. It's offered in Boise, Meridian, and Eagle. It's really a Meridian program. What -- at last count out of that 196 homes that we have -- or almost 200 homes over 130 were from Meridian. So, really, it's a Meridian based program, we are just seeing a few in Boise and a few in Eagle and I'm not exactly sure why that is, other than this seems to be where all the interest is, so -- Bird: If it takes off like the vendors plan on it taking off, we are going to need probably more grass than Meridian can accumulate. Klein: Yes. Bird: I hope it's just very successful. Klein: I hope so, too. Thank you. Rountree: Thank you. McDannel: Thanks, Rachele. Any further questions about grass recycling? Rountree: Thank you. McDannel: Okay. Moving onto household hazardous waste collections. We saw a huge spike in household hazardous waste collection and our site is located at the office on Franklin Road and we have hazardous waste trucks there every Monday. We saw an increase of 52 percent in tons accepted. With this increase we actually to had increase staff as well to handle -- to handle those materials and get residents in and out of the job site efficiently. Commercial trash. We saw a slight decrease during 2013. Commercial recycling remains stable. SWAC reported -- in the SWAG report they mentioned more initiatives for commercial recycling, which we are excited about marketing even heavier this year, so we can see that number begin to increase once again. Industrial trash collection, which is usually driven by the construction market, we saw an increase in those services of 20 percent during 2013 and, again, a lot of that can be attributed -- attributed to new construction. For example, the Village at Meridian contributed quite a bit to that. Industrial recycling remains stable. Industrial recycling is more than just commingle materials or cardboard materials, it's saving diverted from the landfill such as appliances would and sheetrock, so -- and each of those has their own independent market that they are based on and -- and, hopefully, we will see that start to climb up here in 2014. Overall transfer station collection, we saw an increase of 22 Meridian City Council Workshop March 11, 2014 Page 13 of 45 percent in 2013. This takes into account not just our trucks, but also independent contractors around the Meridian area, as well as the general public as it's open to those residences as well. Republic Services takes great pride in being an active member in the community. We -- donate to many special events throughout the year. A special event would be something that's short-term. Usually for a weekend. Examples of such events would be Lions Club rodeo, Optimist Christmas tree lot, Rake Up Meridian, things of that nature. We are happy to donate in any way we can as far as services go and also you might see our cardboard boxes out if you're out and about in those events. So, Republic Services makes donations of services to many of the city buildings. Last count were 18 different sites. These would include City Hall, the fire department, various parks and so on. For the year 2013 Republic Services donated 76,600 dollars for the year in trash and recycling services. As mentioned in the SWAC report, we began recycling at the parks -- three in particular. Kleiner, Settlers and Heroes and those -- those parks are -- they have the recycle containers on site and we encourage the community to use them and that -- when the market is profitable we -- we collect the revenue from that commodity and revenue goes into the community recycling fund. So, we -- along with other ideas we have for 2014 as far as sponsorships to increase that fund, we would like to see continued success at the parks for the recycling, because the money does benefit the parks as well, so it makes sense. I believe the SWAC report reported about a thousand dollars worth of revenue generated from that program, which was about five thousand pounds worth of recycled material from the three parks and with that I'd like to turn it over for questions. Rountree: Question for Konrad? Milam: I have none. Bird: Very good report. Rountree: Thank you for the report and thank you Republic Services for the continued great partnership that you have with the City of Meridian. You see Steve Sedlacek in the audience and he continues to be a friend of Meridian working with Republic on our waste disposal issues and appreciate, Steve, your time as well. And, again, SWAC, thank you for your time. Good report and we are -- it sounds like we are in good shape all the way around. McDannel: Thank you, Mr. President, Council. Item 6: Items Moved From Consent Agenda Rountree: There were no items removed from the Consent Agenda. Item 7: Department Reports A. Finance Department: Strategic Plan Update Meridian City Council Workshop March 11, 2014 Page 14 of 45 Rountree: The next item is 7-A, Finance Department. Stacy. Kilchenmann: Good evening. Do you feel like you have had -- oh, sure. Do you feel like you have not had enough of the Finance Department yet? We are back. So, this evening is our annual strategic plan presentation and we will try to go through it quickly, so you don't fall over and go into a coma. So, just briefly what the agenda is going to be is I am going to give a brief overview of our year financially. I have picked a few things out of the auditor financial statement -- just a few things, not all of them, and just some points we want to make and, then, each manager is going to talk about their function and area, which they are just thrilled to be able to get to do, so -- so bear with them. Some people don't mind it and some aren't so accustomed to it. So, our core values can be summed up in probably about five words. Transparency, accountability, conservatism, ethical and professional standards, and customer service. And our customer service is both through our external customers, like our utility billing customers, particularly to you the Council, who were charged with making decisions about the budget, as well as other department managers and leaders who have to make financial decisions. So, again, our agenda is to just -- I'm going to pick out some key points. Each manager will talk about their challenges and goals and if you have questions, please, interrupt and ask at anytime. So, we have some accounting slang for those of you who are new that you will hear us sling around the lot and you will be really getting to know the finance department as you go through the budgets with each of your departments. So, a couple of -- I picked out a few of the key items. I'm going to talk about what we call governmental fund and you will see that in the audit report, which I'm sure everybody read in detail. That refers to the General Fund, which is the General Fund, Impact Fee Fund, Development Services, and finally Capital Improvement Fund and those are services really, just to sum it up, that can't be provided by fees like parks, police, and fire. The Enterprise Fund -- you will hear it called the business type fund, the Enterprise Fund and the proprietary fund and those are fee supportive services and a couple things about that that are interesting. So, the General Fund can give money to the Enterprise Fund or support Enterprise Fund services, the Enterprise Fund cannot in return give money to the General Fund unless it's on a lending basis and that would include charging interest. So, then, we have several governing bodies, so we don't always make up our evil thoughts all by ourselves, we actually get that from a wide variety of regulatory bodies. FASB is our overall guiding board called the Financial Accounting Standards Board. GASB, Governmental Accounting Standards Board. GAAP, General Accepted Accounting Principals. AICPA, American Institute of Certified Public Accountants. And this is state of Idaho, which is where most of our purchase regulations come from, some reporting requirements and ethic standards and, of course, the IRS and I don't need to explain those initials. So, we talked -- I'm going to talk a little bit about budget, but mostly about the auditor's financial statement. We did a budget both for the Enterprise Fund and General Fund. We do that on a cash basis, just like your check, here is my paycheck, here is what I'm spending. When we go through the audited financial process we go through a conversion process and we prepare two different sets of statements. One -- the reason that -- that we do this is to take our cash statements and make them like -- as like as possible to any other entity. In other words, we convert them to a full accrual basis, like in business. We -- we do Meridian City Council Workshop March 11, 2014 Page 15 of 45 this because the bodies that be want a bank or a bond underwriter or just anybody who is interested to pick up a government -- a city statement compared to a state statement, compared to Enron, they want to have that comparability for users -- yeah. Enron, that wasn't a good example, but -- Enron drove a lot of the -- Rountree: But that's why you're doing it. Kilchenmann: Yeah. Exactly. So, I'm not really going to talk much about the converted financial statement, because even though the intent was good, they are very difficult to follow. Then you will hear us say carry forward a lot, and carry forward means it's something that was appropriated in a prior year that hasn't been completed. So, a big park project or a big Enterprise Fund project could go for several years and we just keep carrying forward the amount we budgeted and that can make our budget look a lot larger than it is, especially for the Enterprise Fund. As we will see later, most of their budget is in capital. And, then, ethics, I just wanted to bring that up, because we have new audit risk standards and ethics is a very important part of that. They do a risk assessment and so just because we added two Council seats in FY-14 that will be an area of risk. Just changes like that. So, it's really -- it really permeates the whole organization from not just how we handle numbers, but how we conduct our business in general. So, I'm going to start with the General Fund or the governmental fund, and this was from FY-13 auditor financial statement and this is what you can sort of call our income statement or as close to the income statement as we really get with the General Fund. And we have got our revenues and expenditures, kind of familiar, and, then, we have what we might refer to as our operating revenue or how much we are over and under. So, you can see the Capital Improvement Fund is really an arm of the General Fund, but they are shown separately. So, our total revenue, if you will, from operations was 306,000 dollars. So, we come down to another part of the statement and that's called other sources and uses. I have highlighted a couple of numbers that I think are key to understand. One, the operating transfer -- the transfer in, the 1.5 million dollars, that is a transfer from that Enterprise Fund to pay for half of HR, accounting, IT, those support services that serve both the General Fund and the Enterprise Fund. So, that is an allowable cost allocation. We can see why that's so important as we go through the presentation. Then the two million dollars that I read is just a transfer in and out, that is where we are transferring an excess amount for the Development Services Fund -- in other words, building department -- building revenue, building permits, over a period of time exceeded building department expenses by that amount, so we transfer that to the Capital Improvement Fund. So, that -- I'm not sure exactly the -- that was probably over a couple years and we will be asking to do that again when we do the budget. So, then, we come down to the number net change and fund balance, which is 1.7 million to the good. But you have to remember that 1.5 of that came from the Enterprise Fund and so, then, we get -- at the end of the year we get to that 3.2 million dollar fund balance for our ending fund balance. So, if we look -- oh. I thought maybe you had a -- you were so fascinated you had a question. So, I looked at a ten year -- just a ten year look back at what our operating revenue has been over a ten year period of time and it's been 4.8 million dollars. So, we have gathered 306 million dollars in revenue and we have spent 301 million dollars. And if you look at the change in fund balance, again, it's 18 million Meridian City Council Workshop March 11, 2014 Page 16 of 45 dollars, but we have to note that of that 18 million dollars, 14 million dollars came from the transfer from the Enterprise Fund. So, if we go from the income statement and go to the balance sheet, I tried to take that three -- 32 million dollars and break it down so it made a little more sense, because it's like, well, we have 32 million dollars in fund balance to spend, but, actually, when we break it down to the various fund designations, one part is the impact fee fund, which we have talked about ad nauseam, but this is a balance in each of those restricted funds at the end of the year. So, parks about five million, the fire getting close to a million and police about 650,000. So, those are set aside only for those particular projects. Then we have to take out again that carry forward number out of our fund balance and, then, we have got some amounts for prepaid items and we have already obligated to pay and pretty soon we get -- and we have got the public safety fund, but we have already begun that, so we have designated that for the training center. So, we get down to six million available to spend. Then we have the operating reserve and what that operating reserve is is four months of our current year -- or our past year budget, four months operating. That's kind of typical to do, because for the General Fund we only get our big chunks of money twice a year, so that reserve helps avoid borrowing, it cushions against economic downtown. For example, in '09 and '10 sales tax dropped by 17 percent over a one year period of time. So, if you're running tight that fund balance can help you get through. Emergencies, if we had a big emergency, so we will be -- when we take that out, which is 11.2 million, we are down to 5.1 million dollars in available fund balance. So, that is really how much we have to spend today that's not obligated for something else. To sort of basically go through expenses and revenues on the General Fund side, I'm going to talk about personnel expense for the General Fund, because it's by far the majority of the expense and I'm going to talk about -- I want to look at why it's difficult not to take our three percent property tax increase and why the Finance Department can be so negative and conservative and why we want to keep revenue estimates low, but I also want to highlight what we have been able to do over the last decade. So, if you look on the right-hand side, those are building permits, commercial and residential and you can see that skyrocket there at the beginning of the decade. The other group shows changes in personnel. So, basically, over this period of time, roughly '6 to '14, we have hired 83 people and I'm going to go through and read each department -- or where each -- where all the hires were, but that was the kind of change that was necessary to keep up with that growth, just on the personnel side. So, on the revenue side building permit sales have been very important for us to enable us to do some capital projects, but you can look and see what happened in March of 2007, that's when the bottom -- the bottom just -- it just went boom, like in a one month period of time. So, that's the black line that's got the little diamonds on it. And, then, on the right-hand side I compare our property tax base increase, which is the heavy white line in the top graph and it slowly climbs and, then, it drops the two years we didn't take our levy increase and I compared it to the increase that we have earned from new construction and you can see new construction was just booming and funding our property tax revenue and, then, it -- of course it took a dive. So, if we said we are only going to increase the personnel budget five percent and no more and when you take our three percent property tax increase, just taking those two key elements out of all of our expenses, we are taking one expense personnel and one revenue property tax and comparing them and if you think Meridian City Council Workshop March 11, 2014 Page 17 of 45 of the prior slide how hard it is to keep property tax -- or to keep personnel increases only at five percent, you can see that we are going to outgrow our -- our property tax -- our personnel. We already have outgrown it, but that spread just gets bigger and bigger and that -- Todd talked a little about that in his fund forecast when we did the CIP plan. So, again, I want to -- I showed this slide before, but I want to show how -- how important property tax is when you compare it to our other revenue sources. It's so much greater. So, back to the fund balance, why we want to maintain a healthy fund balance and, first of all, we won't -- we have a five million dollar fund balance, we don't want to have a 50 million dollar fund balance, because if our fund balance means it's too big, that means we are collecting revenue from our property taxpayers that we don't need. We are overcollecting. So, we want to show that we are using what we collect. So, it's a balance there. Just being big isn't necessarily good. So, one thing about having a healthy fund balance is amendments. They always seem to pop up. Although the best practice is that they only be for emergencies, in reality we have opportunities that happen during the year, we can't wait 24 months to take advantage of them, we need to use fund balance for amendments. And, then, again, we use fund balance as our savings account for our capital projects and I'm going to skip the Enterprise Fund and go a completely different route. We are going to go to the fee based services and I'm just going to review it really. On the operating income the Enterprise Fund revenue was about four million dollars and as you go through you can see it kind of goes through that same process we went through the General Fund, you have revenue, minus expenses, we get operating income. We do the contribution, which is the money that is transferred for their share of the admin expenses and, then, we get the change in net balance for increase in fund balance. The important thing about this is if you look at the very bottom you see a number that's in blue that says depreciation expense, it's almost seven million dollars, within that -- this income statement that number is included. So, we are actually putting this number in this -- into this income statement. If we took it out, this change in fund balance would be almost 18 million. And briefly depreciation is an accounting entry where we say a building costs 100,000 dollars, it's going to last for ten years, ten divided by 100,000 dollars is the amount we need to set aside every year to replace that building. So, that -- that tells us the Enterprise Fund balance is healthy, it's probably growing at an amount that's sustainable to support any big infrastructure projects they need to do. So, they have two principal sources of income. Usage fees, which is the amount you all pay every month for water and sewer and that has increased pretty steadily. That's the blue line. Even during the recession it increased about two -- two percent, accounts grew, and, then, the connection fee, which is the red line, and those are wildly variable depending on what development is doing. So, on the expense side, this was a breakout of their expenses, excluding depreciation -- remembering depreciate is about seven million. So, most of their expense is in capital, unlike the General Fund where it's in personnel. They have had three amendments this year, they have added six employees, they have added -- they have amended for a ground reservoir and we have adjusted their carry forward projects to get at the amount that they spent between the end of the budget notice and the end of the year. So, their personnel -- here is their growth in personnel in the grid on the lower right-hand corner. They have had significant growth factors, just like the General Fund, infrastructure improvement, quality improvement, regulatory compliance, increase in product delivery. Meridian City Council Workshop March 11, 2014 Page 18 of 45 So, each -- each department will go through all of their accomplishments and their strategic plan. So, here is -- here is where their big expense is and that's capital and there is -- we have two sources of capital growth. We have developer contributed outlines, which are when a developer puts in an oversize line, when the project is done they turn that over to us to own and maintain. Then, of course, what we pay for capital. So, you can see that big fluctuation and that big upswing during that period of growth. The projects are big, they can take several years. We just closed that wastewater treatment plant project, it was 27 million dollars. So, we have big projects, so we let the fund balance build and build and, then, use that fund balance. So, in 2013 the capital budget was about 20 million. They spent about 56 percent of that. But FY-15 capital budget is 28.7 million. So, again, finally getting at that end point of their fund balance with that yellow line being investments in capital assets with it up over 200 million dollars and, then, we have got their fund balance just kind of plugging along, not really decreasing or increasing, which is good. So, basically, I have talked a lot about the expense side and where the revenue comes from, but we really have had some fantastic successes and I just kind of summarize them. I didn't even begin to touch on all of them, but every department has grown, has kept their service up. High quality and we haven't had to -- we have had no layoffs. We have kept their benefits whole and think -- I looked through and every year the employees have at least gotten some sort of increase. So, now we are heading into budget season -- I think it starts Friday. AIC had a good way to describe it, a sporting challenge that you're about to enter into. So, sort of our philosophy is that revenue forecast error on the low side. One time money should definitely be used for one time items. That is just crucial. So, like if we have a spurt in building permit sales, that should only be used for capital items for one time items. Unfortunately, a lot of those one time items come with big ongoing costs, like in the fire department. You can see Mark, the way he is. So, one of our big lifesaver -- had to throw this in here -- is that the building department contract inspector cost, so when revenue goes down the expense goes down and that really has been a lifesaver for us. Our departments really work together to prioritize and compromise. They have been led by the Mayor, the Council has just jumped on board, gotten very involved in the budget, and people really do say, okay, I will give that up, I believe you have made a case that your item is more important. And, then, we are committed to using short and long range tools for planning and commitment. So, we are looking at our next challenge or the next area we want to take on, when a city grows, the more you grow the more difficult the budget process becomes, because you don't have that growth from the inception, so if you notice Boise, when they wanted to replace some fire -- fire department -- some fire stations and make some repairs, they had to bond for it, because they are not getting their influence of growth to fund new projects. So, we are going to look as we -- as you reach maturity you have to look at replacements and so forth with less growth. So, that's when we really think that financial planning just becomes more and more important every year. So, the city as a whole has talked about going and doing a strategic plan and doing some performance budgeting and you will hear a lot about that in the future. So, we are really committed to that, that -- whatever you call it, it's called performance budgeting, priority based budgeting, outcome based budgeting, they are all slang terms that mean the same thing. But what we want to do is measure the cost of a service level, then, we need to prioritize the services and, then, Meridian City Council Workshop March 11, 2014 Page 19 of 45 we need to determine what our service -- service performance level is going to be on outcome. So, big -- big, difficult project, but challenging and it will be fun and Ithink -- it will be fun and that's what we will all be looking forward to in the next year. So, I'm going to turn this over the finance managers. There is -- first we have Rita who is our controller. Rita has mastered the difficult art of pulling together those complicated financial statements and she did this -- we used to have -- the auditors used to do it and Rita grabbed a hold of it and took control of it and she can convert and know GASB like no one's ever saw. She's also very concerned about internal control, because that's a big part of our audit and she has a lot of our institutional knowledge and can remember almost everything. Keith is our purchasing manager. He's full of ideas and he talks really fast, though, so even though the stack of paper he gave you might look intimidating, he will fly through it in a matter of seconds. Todd is our senior budget analyst and he's also our project manager. If we need a project done we give it to Todd. If we need something done on time we give it to Todd. Todd keeps us on the straight and narrow. So, Todd will be the one working a lot with performance measurements, because if we -- he won't let us drift off the path. And, then, Karie is our utility billing manager and she's kind of like customer service central, she just -- her -- she and her group do an excellent job. We get a lot of comment cards and 99 percent of them are positive. Unfortunately, Karie is not here today, she's ill, so I will come up and do a quick wrap up on her area. So, with that I will sit down and turn it over to Rita. Rountree: Are there any questions for Stacy? Bird: I have a couple questions before she leaves. Rountree: And before we proceed let the record show that Councilman Borton is present. Bird: Mr. President? Rountree: Yes. Bird: Just a couple clarifications. You said the 1.5 million carry over was because of a fund that come from Enterprise Fund, but General had already paid the expenses. Kilchenmann: Yes. Bird: So, that's General Fund profit. Kilchenmann: Yes. It's atransfer -- Bird: Okay. It wasn't -- it wasn't -- it didn't come from Enterprise. Kilchenmann: No. Bird: And another thing that was stated here -- this is just for public's -- Meridian City Council Workshop March 11, 2014 Page 20 of 45 Kilchenmann: Well, it was transferred -- Bird: -- knowledge is we -- we didn't lay anybody off, but there was a lot of jobs we didn't fill when -- with attrition. Kilchenmann: Well, we kept -- Bird: On the downside. So, that was great. Kilchenmann: We kept our base low. We worked to keep our base low. Bird: That's true and we have and that's why we have been successful. Kilchenmann: And we have -- I think it's important -- you make an important part that I didn't articulate very well point. Our point is that we kept our base low before we got to the recession and that is why we didn't have problems once we got to the recession. So, we didn't live too high on the hog during the good times. Bird: And I think that -- that goes back to '96 -- well, it goes back farther than that, but when Councilman Rountree started in '98, when I started, we have always kept a tight budget and it paid off and thanks to you guys, too. But I just wanted to clarify that that 1.5 -- we had already paid -- General Fund had already paid those expenses. Kilchenmann: Yes. And, then, we took a transfer from the Enterprise Fund. Bird: Thank you. Rountree: Any other questions? Thanks, Stacy. See you in a minute. Rita, welcome. Cunningham: My turn. Good afternoon. Okay. I'm not so good with this thing. Okay. I'm here to talk about financial reporting and as you know our big accomplishment this year was another clean audit and Stacy and I really have to give thanks to our whole department, all the knowledgeable staff we have. Todd. Barb. Jenn. Jenny. Karie. Keith. Kathy. Leslie. Maria. Cody. Peter. Ev. Barbara and Hillary. And they do all the work day in and day out to actually get us this clean audit. Let's see. And here we are at Christmas. The other thing that changed this year -- we have a little change up on or org charts. The four managers now report directly to Stacy and this is the kind of projects that are on my list right now. To hire a new accountant. I'm actually working with HR right now on that staffing requisition. We are looking at a centrist report. It's actually a four page citizen's report that would be on demographics, performance, cost, and some of the future issues. So, we will be working with you to help develop that report. GASB, of course, is always writing changes for us, so we will be looking at some -- we are actually working with PERSI right now to find out what our net liability is going to have to be on our financial statements in two years. Then, of course, Meridian Heights, the water-sewer district. We are actually looking at transferring the debt and Meridian City Council Workshop March 11, 2014 Page 21 of 45 the assets, so there is quite a bit of work involved and we are working with legal and public works on that. And, then, of course, utility billing software replacement. There is a big group of us that are going to be working on that project. The challenges that I see for financial reporting are the internal controls. They are what help us get that clean audit, but, then, they are always changing and we have other departments that change their processes, their software fees, that changes -- in turn changes our control, so we have constantly got to be ready for these new changes. We have all those other agencies that are writing regulations, guidelines, and sending down .new policies that change our internal controls. The other thing that I see is our contracts and agreements and managing -- to make sure that we are compliant with our agreement. This has been something that's been on our -- a challenge for the Finance Department for quite a few years. We have -- we enter into hundreds of different agreements every year and they have multiple expectations, they have multiple expirations. They are lengthy in their expiration date, like such as the -- a 50 year one with the senior center and they also have -- the senior center, we bill every year, but, then, every ten years we negotiate that bill amount for the parking lease and it's -- and, then, we have -- every 25 years we may -- may negotiate whether or not we are going to up the lease. So, it's like as city staff turns over who is going to remember and who is going to actually track them and so how do we minimize risk and we actually have -- we are working on that right now, so you are going to hear a little bit about that from the next managers. And now I'm going to turn it over to Keith. Hopefully you have no questions. Bird: Questions for Rita? Thanks, Rita. Cunningham: Okay. Thank you. Watts: Council Members, I'm just going to try to be brief and I will try not to go as fast as Stacy said. I will try to give you a chance to catch up to me. I did provide a couple of documents for you earlier today. We will go over some of the accomplishments. We just picked a couple. And one of them is a new contract checklist that we use when we bring something to Council. Some of you are familiar with it. It's something that we ran through many of your Council members before we implemented it. But it's a document that allows us to -- to track each step along the way in the contracts and also use it as a checklist for purchasing to make sure we don't skip anything prior to bringing it to Council on an agenda. The next thing that we created that -- and I guess I should also state -- you have a blank and, then, you have a sample form of both of these documents that I'm talking about. The next one is a contract worksheet -- or a bid slash contract plan and worksheet, but it's something to help us plan the entire city's bid and procurement process. We often get slammed at particular parts of the year with requests to go out for bid and enter into agreements and with only two of us in purchasing it's sometimes difficult to keep up with that workload. So, this actually gives them an idea as -- the project manager an idea of how many days it takes from the date we get all the information we need to go out to bid until we actually bring a contract before Council and can issue that notice to proceed. Initially I created that document to help out with Public Works in their execution rates, but Ihave -- since then I have implemented that and distributed that through all the departments and we will be Meridian City Council Workshop March 11, 2014 Page 22 of 45 working with them to try to fill those out early in the year. We like to take those from the enhancements even and -- and use those to map out the year, so we don't get buried all at one time. Another big thing that we did was create a general a-mail account for purchasing. So, rather than general questions, getting a-mails to both Kathy and I, we have them funneled into one general account and we can both access that. And I would also like to acknowledge Kathy. Kathy Wanner is our buyer. This year she finished afew -- some additional classes and actually got certified, so she's now a certified professional public buyer. So, I'd like to acknowledge her for that. Rountree: Very good. Watts: A couple goals and projects that we have for this next year. We are going to be revising the -- the construction bid and contract documents to shorten them and simplify them, so we don't have duplication and just to streamline the contract process and we should have that done by mid -- mid -- I should say in two or three months is what our goal is. The other thing is to actually centralize all of our purchasing templates. We do have quite a few templates that we have created over the years and we are trying to wean those out and have a centralized depository for all those items. The other -- or the next project I have is to work with Chief Niemeyer to develop an -- either an RFP or an agreement for professional services to contract a firm to help us with the city's strategic plan. That will be -- that's an ongoing project. And, then, also we have an RFP that has been issued and the results are now in from our evaluations. We are going to be issuing multiple awards to several shops throughout the city for fleet vehicle maintenance. So, we will have fixed contracts, fixed prices, and not just one shop, of course, but it will be multiple shops and the departments will be able to utilize those. And, then, always looking for efficiencies to keep up with increased workload. Challenges. Like Rita has stated before, GAAB is our biggest challenge and contract management. How do we better manage our -- our contracts and share the data, both internally and externally and continue our transparency. Public records request once again. Those are numerous. Bid challenges. We still get bid challenges. That's still I think dependent on the economy. But I would like to state that we still have had no successful bid challenges to date. We processed 332 case management requests. We issued 67 formal bids or RFPs and we issued 333 purchase orders with a value of 22,800,000 in FY-13. One of our big challenges that I see forthcoming is the city has approved two additional project managers and with that we are going to have an increase in construction projects and that means bids for the purchasing department with the same staff. So, that I see as a challenge as well. Any questions? Rountree: Questions for Keith? Thank you, Keith. Watts: That will bring up Todd. Lavoie: Good afternoon, Council Members. I'm going to talk about the budget planning and forecasting. As you can see we have achieved a few accomplishments during the past 12 months. Probably one of the biggest ones has to do with the state PERSI plan. The state mandated a change that all reporting agencies update their software to Meridian City Council Workshop March 11, 2014 Page 23 of 45 integrate with their new back end software program and with that Barb Hohler, our payroll administrator, and Nick Thier, our engineer up in IT, those two together worked with PERSI and I have to say that they were the very first city -- or very first reporting entity within the state of Idaho to get a successful implementation and at this date we are currently one of the few agencies reporting on their new platform, so huge kudos go to Barb Hohler and Nick Thier for getting that done. They spent countless hours getting that done. A huge project. They were way ahead of schedule for what PERSI wanted us to do, so those were our biggest accomplishment based on the new mandated rules set by the state. Healthcare reform, you know, we see it every day, we hear about it. We are still uncertain what it's going to do to the overall impact to the bottom line. We meet, we talk about it, we are doing the best we can to manage this and the same with PERSI, you know, if they make changes to the contribution rates we need to make sure we have the financing available to satisfy the needs. We are also working on a number of programs to help manage our insurance claims. Anything that is associated with ICRMP -- in the Finance Department we need to know what's going in and what's coming out and we have a database to help us managed the ICRMP claims, so we can keep track of payments, have the status of the claim, and we are working with -- we will work with HR and Legal over the future months here to get them more involved with the program. We have built the program, we haven't fully implemented it within the city yet. But I think in future months we should have a program supported by all departments within the city. So, that will be fully integrated, data will be available at everybody's fingertips and I think it will be a useful tool going forward. Current goals and projects. You have heard about it from Keith. You have heard about it from Rita. Contract management. It is a big touchy subject. There is lots of contracts -- lots of project managers involved. Many people have their fingers in the contracts. Finance will not see every single contract that goes through the Mayor's desk, so the liability does fall kind of on the Finance Department to make sure that we do have to -- or we are satisfying the risks, the liabilities, the payments due. So, in conjunction with, again, Nick Thier up in IT, our engineer, Keith Watts and Kathy Wanner and I, we are working on a contract management database. We hope to have this up and running by August and be done with phase one. Right now the finance division is writing the report with IT. We will integrate departments in the future. It's amulti-phase project. But, again, we will have one central location to help manage and control the contracts that the City of Meridian engages in. As Stacy mentioned, we are always looking at future planning five, ten year plans, 15 year plans, making sure that we put the city in the best position that we can, so we are continuing write programs that assist us to deliver you guys the right answers, so we can guide the city in a positive position going forward. Stacy mentioned the different budgeting tactics and techniques. We are going to continue to look at the best budgeting performance ideas that we think would put the city in the best position. Again, the strategic plan, I believe, a few of your managers and the directors are involved in developing a strategic plan, we are engaged in with financial projections and whatnot to make sure that we are going in the right position. In the challenges, you heard it from Rita, Stacy, Keith, data, data, data. We are doing the best we can to manage it and as more inquiries come from other departments,. they want more analytical projects done. With that that takes a lot of data mining and without the data in a good position it's tough to get to. So, we are doing the best we can to put data in, you Meridian City Council Workshop March 11, 2014 Page 24 of 45 know, strong healthy databases to make sure we can get you the answers. Stacy mentioned it before, level of service. That's a key word. Every level -- all level of service has a dollar value. So, if we want a level of service it's going to cost us something. Continued discussions about what we can afford. Healthcare reform. Again unknown. We will continue to work on that. We talked about long-terms cost, benefit, compensation, you know, and future developments, you know, how can we give them incentives. You know, there is a committee going on about that, how -- you know, we are going to work with them to see if we can provide any financial incentives to development and whatnot. So, with that I would acknowledge Karie, but (believe -- Stacy, you working this? Yeah. Stacy will represent Karie in this position. Any questions? Rountree: Thanks, Todd. Bird: Good, Todd. Kilchenmann: Karie saved the shortest for last. She only has one slide. So, she -- she summarized her -- the amount of phone volume they handle and you can see it's a fantastic number and I think one of the things that people really appreciate about our utility billing department is they are -- they actually get to deal with a person. That's not all that common these days, but they can come into the office and deal with a live person and we have people who actually just like to come in and deal with a person and they will come and pay on a monthly basis and so we have done a few things, though, to make payment easier. I think last year she talked a little bit about we have a phone payment system. It looks like they made it a little bit easier, so it's not quite as tricky. And one of the things that she really wanted to mention was her staff retention. We have not had any turnover -- we haven't had really any turnover in the Finance Department. I think her newest staff member has been here five years now and if you have ever dropped by the office on turnoff day it is not an easy job. So, they are really a dedicated group of folks. So, I can tell you without even looking at her slide what her biggest challenge is going to be and that's our -- with our conversion to new software. Our current software is 14 years old, not being updated anymore, just completely outgrown -- we have outgrown it, as I talked about for those of you that were here during the budget process. So, we are in the process of designing -- doing a design requirement and it is definitely going to be a huge challenge. It's probably the biggest piece of software the city will ever do. It will touch every single person who owns property in Meridian. So, we are really hoping to get it right. We are trying to do quality over -- over speed, so that will be -- Rita talked a little bit about it. Rita will be also heavily involved with it, as will I, and the Public Works Department. So, that's really going to be a challenge, because that's going to be a big change for everyone. But, like I said, excellent customer service. Karie has like a lifetime contract. She's not allowed to leave the job. I also wanted to introduce Keith Mentz and Kathy. We have Barb in the striped shirt, our wonderful payroll person. And, then, the long dark hair is Jenny Field and she -- we are moving her up in our organization. So, I told her she had to come, because she might just find herself up here. So, we are -- she's been with us think four years, a little over, and she is an excellent -- been an excellent addition, really Meridian City Council Workshop March 11, 2014 Page 25 of 45 stepped up to the plate, and she's going to be taking on some new challenges when we hire a new person. So, that concludes everything. Bird: Mr. President? Rountree: Mr. Bird. Bird: Stacy, you -- we still got the Caselle? We are still using that? That -- I tell you -- was going to say, we debated on how much it would cost. Well, it's -- taken by the year it's pretty cheap. Kilchenmann: I think it was 14,000 dollars. Bird: I thought it was 15 or 16, something like that. Fourteen years. Anyway, that's just one thing. But I appreciate the presentation. Appreciate the Finance Department. You have definitely been a help to all elected officials to keep us clean and out of trouble. Thank you. Kilchenmann: Thank you. Rountree: Any questions? Stacy and all the rest of the Finance Department, thanks for the great job you do and, again, the clean audit and that's a great goal to achieve, but what I really appreciate about all of you is you're all forward thinking. You're always looking out for the city and I think you kind of have our backs most of the time, too, so I really and truly do appreciate all of you for that. Thank you. Kilchenmann: Thank you for not falling asleep. Bird: And you get to go home before 5:00. B. Community ®evelopment: Review and Approve City Roadway, Intersection, and Community Program Project Priorities for 2014 Rountree: Yeah. Next item is 7-B, Community Development. Caleb, that's going to be you? Hood: Yes, Mr. President. And with your permission I think I'm just going to stay seated here, if that's all right. Rountree: Yeah. You bet. Hood: I might have a slide. I have got my memo that I can pull up if we need to call in that as we discuss this item, so -- Mr. President, Members of the Council, we are here for the annual process that is priorities of roadway-related projects. For those of you that are new or for revisiting this topic, this is something that the city annually does. Meridian City Council Workshop March 11, 2014 Page 26 of 45 ACHD and COMPASS, ITD, typically request our priority transportation projects on an annual basis. So, this is the time and the place for that. ACRD is starting to put together their integrated five year work plan for 2015-2019. Again, they have reached out to the cities and other agencies asking them for priority projects. I will get a little bit into the methodology they use and what happened with our ranks as we send them to them here in just a second. They have asked for our lists -- and there is four of them -- by April 30th of this year. So, we do have a little bit of time. My goal is if this afternoon we can come to some consensus agreement on these lists, Iwould -- I would seek that, if we can get there. Ask the Mayor to put a cover letter on our transportation priority list, and send it over to ACRD in plenty of time. But if we can't get there today that's fine, I will take your comments, tweak them, and come back in a couple weeks or whatever you direct, so -- and, then, after that, July, August, ACHD will take all of these priorities from the various cities and other stakeholder groups and have what they call Draft A of the integrated five work plan and they send that back out to us and they say here is what we kind of think you told us or here is where everything kind of plays out initially, what do you think of that. So, we have another bite at the apple to say, yeah, it looks pretty good, but maybe if you move this one up or that one down and kind of fine tune some of those things. So, I will be back sometime later in the summer after Draft A comes out and discuss that with you, too. And, then, with the overall goal of ACRD adoption of the integrated five year work plan on their September 24th meeting. So, where we are at now -- during the February and March transportation commission meetings the Meridian Transportation Commission did discuss these same groups of priority projects. ACHD was at the February meeting. It was the Transportation Commission's first go at this. They have been around now for approximately a year, so there was a little bit of education that went along with that and Matt Edmond and Ryan Head were a part of that process to kind of answer some of those questions and, again, get the commission up to speed. They did produce the four lists that I mentioned. They are ACHD roadway, ACRD intersection projects, ACRD community program projects, which, essentially, are sidewalk projects, pedestrian, bike-related projects, and, then, the fourth one is really state facilities or ITD facilities. The timing of that doesn't necessarily correspond with some of the other things that COMPASS and ITD do with their programming, but that one is a little more simple and so I have just grouped it in with -- with ACHD priorities this year. So, before we jump into the actual lists of priorities, what I would like to do is start on page 11 in the memo and just talked a little bit about -- or show a little how this process works at ACRD. So, if you -- if you have that or can pull up the memo dated March 6 from myself for today's meeting, on page 11 there is a -- a spreadsheet that's been pdf'd and inserted as an exhibit in my memo. What that is -- ACRD sent to me and the Mayor actually received a letter as well with 130 projects that they have in the hopper that they go through this process of looking at congestion, safety, other policies that they have in place and, then, come up with a cost benefit ratio. That's, essentially, how they pick projects, so -- and I should pause. If at anytime you have questions on this, please, feel free to stop me and we can -- we can jump back or pause, so -- Cavener: Mr. President? Caleb, can you put that page 11 up for -- I can't get it to display on my machine for some reason. I got a blank page there. Meridian City Council Workshop March 11, 2014 Page 27 of 45 Bird: Neither can I. I can get the page before it. Hood: And in this format I may not be able to get it to display. That's going to be sideways. See if I can -- Milam: And it was blank at home as well. Cavener: Yeah. Bird: I can get ten and 12, but I can't get 11. Milam: I assumed it was intentionally left blank. Rountree: It's a big spreadsheet. Hood: It is pretty large. You have to go to landscape. Rotate it. Well, let -- if you will bear with me a little bit. I'm not going to spend a whole bunch of time on this, so -- but this is -- this is the page 11. There are -- what I have done is I have taken all 130 projects and I pared that down to ones that either have an M or an A, which is Meridian or Ada County. So, you don't see Boise's projects. You don't see Garden City's projects. You don't seed any other projects in Ada County. These are -- out of 130 projects there are somewheres in the neighborhood of 50 that are in Meridian. So, approximately a third or so that are in -- in Meridian or our area of impact in Ada County. So, the only reason I bring this up before you is page 11 and 12 of the memo basically, again, provide a glimpse into what ACHD is looking at when they prioritize projects. So, the first column just has the project rank and it looks like it got cropped a little bit even in mine. And, then, the project name and, then, as you go from left to right -- again, the city it's in. Where it stands in their budget process now or their five year work plan process. The project costs. And, then, the next series -- the next four columns all are -- have to do with congestion. So, how is it functioning? It's pretty technical and, again, how much delay is happening and those types of things. So, I'm not going to dwell on that too much. But that series of columns and, then, the next -- what was that -- eight or nine columns in a row have to do with safety. So, congestion and safety. Those are main technical criteria that go into -- and I'm oversimplifying this -- that go into ACHD's process. And, then, the cost. So, to get the cost benefit ratio they come up with that. Now, that X factor and why I'm bringing this before you all is there are some -- again, some -- some policies or some politics that play into a little bit of this and some programming. that plays into it, too. They got to balance the budget and pick projects that they can fund each year. Obviously, you don't have work on parallel corridors, so you shouldn't send a motorist down a detour route that's under construction, so they got to detour two or three or four miles out of their way. So, this is where we come in. Agency support points. There is a raw benefit cost ratio that comes before you as you go through these policies or, again, the politics, if you will, of this process. The support points. We get ten points for our number one project, nine points for number two, and so on and so forth down the line. If it's on the list you get a point. If it's not on the list Meridian City Council Workshop March 11, 2014 Page 28 of 45 you don't get any points. But if it at least makes your list it gets a bonus point. Important points has to do with corridors, like Ustick has been a priority corridor for ACHD in the city. Ten Mile another example priority corridor. We say, hey, just because you're in this corridor you get bonus points, because we are working from east to west or north to south on this corridor. Again, I'm not going to spend too many -- much more time on this, but this is kind of your nonsafety or nontechnical congestion related factors. And, then, at the end of the day you come up with this adjusted benefit cost ratio and you can see it goes from high to low. So, they want the biggest bang for the buck. That's -- that's, you know, the point of that story. So, again, I wasn't going to spend too much time on that. The next page in the memo explains some of the shorthand and what that is. So, again, I'm not going to dwell too much on that. Hopefully, you have had a chance to look at some of this in the memo. I apologize if page 11 didn't come through for a lot of you, that spreadsheet, in your preparation for this meeting. But 11 and 12 kind of go together and, again, explain how ACHD -- their process works. So, now I do want to jump into -- to our list, at least the draft list that the transportation commission is recommending for your review and hopeful approval. So, I'm jumping to page three now on the memo. And since I got this up I will just go there. And this is -- we are going to start with roadway projects. Priorities. It's on two pages. want to just kind of orient you a little bit with this even. So, like I just mentioned, there are 130 projects total that ACHD has on their radar screen, if you will. There are more intersections and more roadways than that in Ada County, but these are the ones that have met some criteria to at least get on the radar screen for them to consider programming. Out of those there are 29 that are in Meridian and 29 of our 35 overall roadway projects are on their radar screen. We do have a couple of them -- if there is an NA here or a zero, that means it's not on their radar screen and they think we are crazy that we have it on our needs list, because they aren't showing any need for it. No. That was my paraphrase, but -- but there is some technical merit. There is no real technical reason for them to have it in their list yet, so -- they will look at it. If it's on our list they will look at it, but they have -- you know, if there is -- they have traffic counts and no traffic crashes and that type of thing. So, that's just to kind of orient you to this -- this chart here. A couple of things to just bring to your attention are the new draft rank for 2014, the proposed draft rank is on the far right. The current on the books rank is on the left. So, I reordered this to reflect the proposed rank. But you can see where it was last year. That's the far left versus the far right. The transportation commission, when they discussed this, spent quite a bit of time on the Ten Mile corridor. Originally, they -- they had the Ten Mile projects kind of -- I can't remember, maybe Councilman Zaremba can even help me out, because he's an ex-officio member there. But it was something like one, eight, and seventeen. They are kind of -- there wasn't any rhyme or reason for that and I said, hey, you know, I have kind of noticed this in doing what I have been doing now for four or five years, I said Ten Mile has been a priority corridor for the city and to me you might want to think about moving Ten Mile kind of to be close to each other in priority, so we can finish that from Chinden to the interstate, maybe even points south. Just as a thought. And they kind of said, okay, yeah, that makes some sense. So, they kicked that around and at the end of the day those three -- the three miles of Ten Mile are at one, five and six. So, they did end up moving -- and it's sequentially, too. So, some -- you know, looking at it from Cherry to Ustick, Ustick to McMillan, and, Meridian City Council Workshop March 11, 2014 Page 29 of 45 then, McMillan to Chinden. So, completing that corridor as a priority in the top ten. forgot to mention -- anything highlighted in yellow has been highlighted, because it either advanced or recessed more than five points from last year. So, it has had a substantial change -- something's changed over the past year that -- at least in the transportation commission's opinion that project should, again, either move up or back more than five ranking points. So, as an example, Meridian Road, at Franklin-Cherry- Ustick, that one was 15 last year, this year it's proposed new number eight. Just a little bit of insight -- and I'm not going to try to represent all of the transportation commission views, but a lot of them are pretty technically savvy and based on -- I think they looked at a lot of the technical merits, the level of service map, some of the scoring and ranking in the spreadsheet we just went through at ACRD and you can see that the recommendations from the transportation commission are pretty congestion heavy -- in there. That weighed pretty heavily in their factoring of these projects, which I'm not blaming them for that, I'm just saying as an observation, if you look, the projects that have the worst level of service or the most congestion tend to rank higher. So, you go from F's to E's to D's to C's down the list. As a general tendency. Not overall -- or not every single project, but generally they tended to like the -- so, looking at the Meridian Road project, it scores pretty well at ACRD and so they -- they moved it up fairly substantially. So, same goes for -- for number ten, Ustick, Linder to Meridian. It moved up six points -- or six positions in that. Again it scores fairly well at ACHD. Just to move -- just to kind of finish that off, my tact today, my approach is just going to be to kind of highlight those ones that tended to move more than five points. Again, if there is any other projects you want to move around, that is certainly within your purview, but I just wanted to highlight any -- again, by my definition substantive changes for year over. So, the number 14, the new proposed number 14, is a new project and it enters at number 14. McMillan, Linder to Meridian. This was one that got a lot of play, particularly because of the sidewalk and bike lane needs. There are a lot of newer schools and newer subdivisions in this area and pretty big gaps in the sidewalk network out there. In fact, when we get to community programs list I will highlight some of those for you. We talked about those gaps and some pretty big gaps in front of ground currently being farmed and may be farmed for many years into the future. This project may score better as a roadway project than it would as a sidewalk only pedestrian project. So, it's kind of on the cuffs of motorists needing -- you know, this roadway needing some improvements for the general traveling public in cars, but it really is hurting in the realm of connected sidewalks and pedestrian and bicycle connectivity, particularly to schools. So, again, that's -- some of this is my editorial and I'm -- and some of it may be speculation, but as the transportation commission scored and ranked these projects, as a general rule, this one scored pretty high. So, moving down -- that's the top 20 projects. And, again, the top ten are the ones that are most important -- or top nine. I guess number ten gets the same points as everything else, but everything above number ten gets two, three, four, five -- up to ten bonus points. I'm going to -- I'm going to scroll down to number 20, we can finish this off, and then -- and, then, jump back if we need to. The only one I want to highlight on here is another --anew project --anew number 31, Linder, Chinden to State. The only reason I wanted to highlight this to you -- it's not necessarily to jump up. It's not highlighted in yellow, but I did want to highlight it, because the LDS temple is actually doing a developer cooperative Meridian City Council Workshop March 11, 2014 Page 30 of 45 agreement with ACHD to make some improvements to this section of Linder. All this isn't in Meridian, but it's near the river, so that's all lumped together and I just wanted to highlight you that it's a big, expensive project to get from Chinden to State Street -- it's a big, expensive project, but some of that is going to be undertaken over the next couple of years with the LDS church doing a big chunk of that between Chinden and their facilities. They are right on the rim, so just to highlight that aspect of it. So, it's being chunked away anyways . So, with that, Mr. President, I don't know what you want to do, if you want to pause there and see if we can come to consensus on roadways, if you want me to run through all four lists and, then, double back to any of them, I guess I'm -- kind of up to your -- your call how you would like to run this. Rountree: I think let's -- let's do each independent group, roadways, and, then, move on. So, comments, questions on the roadways? Borton: Mr. President? Rountree: Joe. Borton: Caleb, on the list that you got there, you look at number -- go up to number 11. I'm unclear of the -- the function of the list, when you have got items like this that's already designed or done or nearly done right of way acquisitions established that -- would it -- what's the reason for having that ranked so high knowing that, you know, it's already in the hopper? Caleb: Yeah. Mr. President, Councilmen, Councilman Borton, it's a good question. My -- my typical rule of thumb is until it's on the 90 day bid list we keep it on our priority project list. If this project all of a sudden falls off and they see it's no longer a priority, they may put it on the shelf and it may not go into construction. With that project it's a little bit different in that it's a federal aid project, so if you were so inclined to move that one down -- I'd still recommend we keep it on the list to get the one point. But if you're so inclined to move that down a little bit, I don't think it really hurts anything, because, again, it's a federal aid project. But as a general rule I would not recommend we take any of these projects off until -- and you will see there are acouple -- if you look all the way down to the bottom there is two projects we removed, Ustick, Locust Grove to Leslie. It's under construction. And this one isn't going to score well. The other ones that -- unless construction is imminent they may read too much into that and say -- especially if it doesn't score well technically -- now, if it does they may proceed forward with the project, but it was our bonus points that kind of put it over the top. They may delay construction, so -- and, again, anything 11 to whatever doesn't really matter when they play out once, it falls out for the discussion next year. So, we can spend some time on those projects. I wouldn't recommend that one being in the top ten. In fact -- yeah. If you wanted to move it down and move something up in preparation for next year's list, but, again, the way I operate is I'm not taking it off or recommending we remove it until dirt is moving. It's at least being -- moving towards construction. Meridian City Council Workshop March 11, 2014 Page 31 of 45 Borton: Okay. Mr. President? One other question on item number four. I didn't know what the school district acronym was, CSR2. Hood: So, that's school district number two. Correct? Safe routes to school. So, what we will look at on the fourth list of priorities this afternoon -- what we -- what we do at the city -- at least in the past what we have done is I get the list from the school district -- they are our partners, so we want to know where their needs are, you know, what parents are calling them saying, you know, this -- we need safety busing here or they are having to safety bus because there is no sidewalks or pathways. We also work with the Parks Department on the pathway network to make sure we have -- looking at it as a network, so we have safe routes to school, so that's safe routes to school project from -- from the school district. Borton: Okay. Thank you. Hood: Sorry about that. Zaremba: Mr. President? Rountree: David. Zaremba: Just a comment and I think Caleb touched on this already, but the -- ACHD's priority is -- if I'm correct, generally based on hard history and that's where you see the level of service E or F. That's talking about what it is right now. What they don't necessarily do is I don't believe they do actual modeling for future, which is why Ten Mile north of the interstate, might rank lower in their suggestion. The discussion that we have all had is at the point where Highway 16 is partially completed and ends at Chinden, before it continues down to I-84, we are all concerned about what's going to happen to Ten Mile Road as the new major through way -- and I don't believe that ACHD's model forecasts, so that's the reason why they might rank slightly different from ACRD and why they give us the opportunity to put our forecasting into it and move them around, so -- Caleb touched on that, I just thought I would emphasize that. Rountree: Other comments? That's a perFect segue for me, David. Thank you. Caleb, I have got a bunch of questions and I reordered them significantly, as you well imagine. I appreciate the information ACRD generated. It's based on numbers. It's based on counts. It's based on accidents. It's based on lots of engineering criteria. It missed two things I think. One, in my mind where we are trending to see development in Meridian, there is a lot of lots coming online in the southeast and there is a whole bunch of lots already online, but are being resurrected in the northwest. I think that ought to be a factor. The other factors is that Imake -- find no sense at all making an improvement on Ten Mile, skipping a mile, and making another improvement on Ten Mile and, then, skipping probably the biggest improvement they need is a signal on Chinden, which is not ACRD. So, I have tried to make my mind -- and this very difficult -- work somewhat on a GIS level to come up with an ordering of projects. What I'd like to go see you guys do is take our roadway base on the GIS and identify where the projects are and, then, Meridian City Council Workshop March 11, 2014 Page 32 of 45 take where we are trending growth as another layer and, then, take where we have -- for instance, I don't see why we have an intersection that has -- maybe even has a temporary signal or -- like Meridian and -- and Ustick that has a reasonable signal. It functions in all movements quite well. And have that way before we provide even a temporary signal on some of these other roads, particularly in the southeast and the northwest and to some degree we need to look at what's going on south of us -- in the southwest as well, not just in our community, but Kuna is going to start dumping a lot of traffic on Ten Mile and, obviously, is going to affect our citizens as well. So, I think we need to take a little different spin on how we prioritize these, as opposed to benefit cost, because benefit cost is not including any of that stuff. It's certainly a -- it's a perfectly good measure, but we know some other things are going on, so I think we need to take that stuff into consideration and I would be glad to sit down with you and give you my numbers and maybe sit down with some darts and figure out where they ought to be, but I don't necessarily want to rearrange everything, but there is some of these that just sequentially don't make sense to me. Hood: And, Mr. President, if I may, a couple -- a couple of things and maybe just to work on your last point. This is something I think that I failed to really explain to the transportation commission and I know you know more of this than I do, but -- but this isn't necessarily -- it's a priority list and we look at -- should this one be done before the next one. Not do this one, then, do that one, then do this one necessarily. So, it's is this project more important than the one above or below it. So, I think the commission struggled a little bit with the sequence of that, saying why would you do this and skip a mile and jump up here before doing that and it's -- well, in this mile, in and of itself, is it more important than the mile listed ahead of it. So, we can do some of those things and we can lay this out how we would program it, but that's really not our job, we don't get to program it and budget it and say, well, this five million dollar project that's there and this ten million dollar project we ought to wait on, you know that, that's -- Rountree: That's a whole other -- that's a whole other piece of this puzzle. Hood: Yeah. And, then, there is a puzzle. So, I guess I would -- and if you want to rank it, but Ijust -- try and keep that in mind, that it is a priority rank. We don't have to worry about that necessarily, but, you know, balancing the budget and doing -- fitting in projects. They are going to have projects that are going to be near the bottom of the list, but, guess what, the dollar amount is right, so they can fit it in and do it, because they got the money and they can -- so, your other point, though, about, you know, the ratio not hitting the mark on where we are likely to see or where we are trending to in our community. That's really something that can be reflected in our list and, as you know, we send a cover letter with our priority list and we can ask ACRD to include that in the -- in that third column that I explained on page 11 in the memo, the policies or the politics of things. They have got bike routes that are -- they give points. They could have hot spots or -- or whatever. They could add a column for those areas that are up and coming or whatever. But it is -- I hear you, it is very -- we are five or ten years behind of where we should be, so it's hard to program for roads and intersections that will be in need in a year or two, because we are still trying to catch up to five years ago. Meridian City Council Workshop March 11, 2014 Page 33 of 45 So, again, you all get to decide where -- what project should be where, but, as Councilman Zaremba pointed out, too, level of service is -- it's what the level of service is and was, not where it's going to be. If that's where we want to go, we want to make that investment to northwest and southeast, we can -- we can say these are where our priorities areas are. How that gets accounted for at ACRD is going to be about as much, though. They are going to say people are stuck in congestion at Eagle and Fairview right now. We have got to do something right there right now. So, I hear you, but I don't know that there is going to be a paradigm shift over there at ACHD. I mean the cost benefit is still going to probably be the -- you know, congestion and safety is still going to carry a lot of the weight. But, again, if we want to put more emphasis on that, I'm -- I totally am on board with that. Rountree: I'm all aboard for safety, congestion is a nonentity or nonfactor. Most all the roads are going -- are operating at E and F are going to operate E and F no matter what we do. Where we try to make what we anticipate on some of these old, two lane, no shoulder, no drainage, barb wire fenced lined roads that we have got 160 or 230 or 80 acres of subdivision coming in and -- Hood: I can work on a map that shows, again, kind of where those -- Rountree: I would like to have that factor there as what our priorities are. I fully understand that they did it for 20 years, where you have got to fill in the blanks with money and whatever, but you have got to start from what we feel is reasoned as well within our community. Not to say that the list is wrong, but I think there is some movement on some projects that are going to take care of some issues on South Eagle Road that are going to be coming and we are going to be hearing about them and so is ACHD and -- and all the issues that we are going to see in another few months when the bridge opens up. We have got a whole line of projects on McDermott and I'm not sure that some of the roads and some of the intersections you're talking about on McDermott are even going to exist, so -- or even be open for traffic. So, I think all of that stuff ought to be slotted down some. Anyway, I'd like to just sit down with you and talk about some of the things I have here and, then, you can bring it back to us if -- if you don't mind on that one. Hood: That's fine with me if that's -- like I said, we have until April 30th. So, if we want some more time -- I was hopeful that we could get there today, but -- Rountree: We can do better. Hood: -- if you want to come back, we definitely can come back. Zaremba: Mr. President? Rountree: Mr. Zaremba. Meridian City Council Workshop March 11, 2014 Page 34 of 45 Zaremba: And I would add to that -- I have looked through this list and had the opportunity to hear the discussion at the commission -- transportation commission, but I personally respond better to maps. If I can see visually -- and I think as Councilman Rountree is saying, if we could prepare some kind of a map that shows future development as well and, then, we can say, okay, we know that ACHD has a red line in this section, but we think it needs to be double red or whatever, if there is a way to show us a map I know that makes life easier for me. I don't know about others. Hood: I want to temper expectations here a little bit. We can -- I can make maps. Don't get me wrong. But some of the information that you may be requesting I don't know that I can overlay that in GIS and produce -- I know they have a map showing all projects in the five year work plan. What they don't get into is the CIP and the 20 year list, which is where most of our projects are. There is very few of them that are actually in the five year plan. I don't think that they produce a map that shows red for the next five years, green for year six to ten, orange for -- for 11 to 15. I don't know that I can make that -- or it's going to be very rough. I mean I can put something together, but it's probably not going to be GIS and easy to manipulate. So, I will do what I can, but I'm not quite sure I can get this map that has everything. We may just need to look at a map, an aerial, and say, you know -- and I can say, you know, development is happening here, you know, this is -- it's not in the CIP and I can look at the CIP and, yep, not on the CIP or, yep, it's in the -- the third or fifth year silo in the CIP or whatever and we can prioritize that accordingly, but -- Rountree: If you just had a map with the projects on the project list identified and what their priority suggested rank is, I can still use one of these and I can still use a legal pad. I don't need all of the other information. Hood: Okay. Rountree: The information I need to think it through I will write it down, but it's kind of hard to follow -- Hood: Okay. That helps me with the map. Rountree: Yeah. Hood: So, I can -- I will give it a shot and maybe if you come visit me we can -- Rountree: Yeah. Hood: -- we can figure out what that looks like. Rountree: I will do that. Hood: So, can we -- Mr. President, can we -- Meridian City Council Workshop March 11, 2014 Page 35 of 45 Rountree: Please. Hood: -- go ahead and run through the list, though, anyways today and, then, with the understanding we aren't going to get there today, but -- are there any other comments on roadways or does everyone want to wait until we can see that map and hear -- okay. So, intersections, which begin on page five of the -- the memo and I will go ahead and just scroll to that real quick. This one I think is -- you know, I will save the comments -- the discussion we just had to me, in my opinion, is fairly solid. Again, that may be, you know, looking backwards and not forwards as much. Just highlight a couple of the projects, I did find it a little bit odd, although maybe not overly surprising, but the Fairview, Locust Grove intersection project with a new number two did jump up pretty substantially from number 12 to number two. I will note our number one priority from last year is under construction, so it's -- it's not on the list -- or it's on the very bottom of the list, because, again, it's on that -- it got cropped off a little bit here. It's under construction there in the Ustick corridor. Just a little bit to the point, because I did hear of the discussion last week, you know, Eagle-Victory intersection. Some sensitivity -- and not to jump backwards, but that -- that roadway segment is our highest in South Meridian at number nine on our roadway list, the Eagle, Amity to Victory. So, some of the concerns you heard last week with the development application is in the top ten, it is a known need. We are -- it is on our list. It's not higher than at Ten Mile, but it is -- but it is up there currently. Some of the other projects -- the intersections -- I think this -- when we get a map and I can kind of show you some of the stuff, the intersections I think is where really south Meridian kind of is -- has been lagging behind. Particularly in the intersections. So, if you look -- first look at the intersections list, this is where, you know, the two lane roadways meet four-way stop controlled intersections and we have actually made a lot of progress over the last few years in getting at least an interim signal or a single lane roundabout or something other than four way stop control or two way stop control in Meridian. But there are still some fairly substantial needs, again, particularly in south Meridian where you don't have a -- a signalized intersection or something better than a stopped controlled intersection. So, I'm not going to run through all of those, but roughly half of our projects -- intersection projects are in south Meridian, because that is probably, as a general statement, where the biggest need is. Also just to note -- and Councilman Rountree touched on this, too, but the state facility, Chinden, four projects in the top ten on Chinden. So, that's, again, maybe somewhat of a reflection of where we are now, but also where we are going in northwest Meridian. Chinden is a major corridor. The State Highway 16 extension. There is -- there is already a need and there is going to be more of a need there on Chinden in through those intersections. I will just point out on that -- that number 11 -- new number 11, that intersection that was alluded to previously is under construction. So, Walmart is -- and has entered into an agreement with ACHD to rebuild and signalize the intersection at -- at Chinden and Ten Mile. So, that piece -- it's not the ultimate configuration, it's not, you know, the nine by seven that probably some day it will need to be, but it will be signalized, there will be turn signals -- turn lanes added and auxiliary lanes and it will be rebuilt. So, did want to highlight that, that there are some improvements there to that intersection. The Chinden-Black Cat intersection kind of came out of nowhere a little bit, but, again, it makes some sense. With 16 going in, this would be a bottle -- create -- Meridian City Council Workshop March 11, 2014 Page 36 of 45 create a bottleneck. You got Ten Mile and Chinden under construction, you got a new -- where 16 comes into Chinden, obviously, that will be -- that interchange will be -- will be completed and so this would be right in between, so it makes some sense for that to be at least in the running for -- for one of the top projects, so -- but it wasn't even on our list last year. So, that's a new project that jumped immediately into the top ten. Amity- Eagle, again, there is some recognition. It was 22 last year. It's proposed as 14. So, again, understanding that there are some needs. Lake Hazel-Meridian, again, not even within the city limits, but -- but our residents do use that intersection. I would guess that probably alarge -- larger percentage of those folks are from Kuna or -- or -- would benefit more from that, but -- and I think that's probably some of why it's still kind of near the bottom is it is on the outskirts of Meridian. The city limits don't go out that far. But, again, that's just some speculation, because that one to me is an outlier, yet it's still number 16. So, any other project probably would have been in the top ten. Or any other location, but -- so those are just a couple of observations, I think, on the intersection priority list and, Mr. President, with that I -- I would stand for any questions or to jot down any comments you have. Rountree: Comments? Caleb, my comments is I'd move the first three down. I'd move them down below probably 18. We need to get some signals on some of those intersections that don't have any signals. Those three have -- granted they are temporary, but they are not timed with any roadway improvements particularly and they work as well as they are going to work. They are not going to necessarily improve congestion, because the roadways themselves are not improved, so, again, Ijust -- maybe I'm overthinking this stuff, but just -- I really see a need on some of these outliers that we are not paying attention to. We do have -- granted, they are not seven by sevens and whatever, but they work. Hood: They do. And, Mr. President -- and, again, you -- I think you know most or all of this, but maybe for some of the others on the Council that this is their first rodeo. Some of that level of service -- that is a peak time, so it is, basically, an hour, maybe two hours of the day where it really doesn't function efficiently for a lot of these. The rest of the day the level of service is going to be C or D. You know, something that is, you know, pretty free flowing traffic. So, I'm not saying don't put any stock in level of service, but you could. I mean, you know, those top three -- you know, Franklin-Black Cat to me that one is one that -- I under -- that one I understand the importance, because Franklin is a detour route for the interstate. So, that one is on that corridor where you say, boy we need to really make an investment in this, because if there is an accident an I-84 where are people going to go and that's the designated detour route for the interstate if there is an emergency there or an accident that shuts down the freeway. But if you look at this day to day, I mean that's -- that's the rare occasion. Should that -- should that be something that trumps everything else, because you have an accident once or twice a year and people have to detour to Franklin? I don't know. May, maybe not. But -- and that was just a comment on level of service and I got off on -- down a rabbit trail I shouldn't have, so I apologize. Meridian City Council Workshop March 11, 2014 Page 37 of 45 Rountree: But the other piece of that is that once 16's across the river, Black Cat is going to be a -- a corridor of choice to get to the interstate. With Franklin being improved out there and -- I mean that intersection ought to be coordinated with the Ten Mile-Black Cat roadway improvement. It ought to go together. And it's down, what, number six? Five? Okay. All right. Milam: Mr. President. Caleb, because I am new, can you explain the level of service and how that is calculated at these intersections? Hood: Mr. President, Council Woman Milam, yes and no. Probably not to the technical -- I mean I don't calculate level of service, but, basically, it's a -- there is a ratio of cars that can get through or by a point in time and so if you -- if you think of level of service the way I think of it is in grade school I got graded on an A to an F. A is great. I'm head of the class. F you're failing. Stop -- you're basically more stopping than going and A is free flowing. Cis still pretty good. There is other cars on the road. You can change lanes pretty easily and you're going the speed limit, you're able to maintain. When you start to get into E and F and you really start to get road rage and those types of things and it's calculated by a VC ratio or volume -- Rountree: To capacity. Hood: -- to capacity ratio. So, however many lanes there are, how many cars go through there, what's the speed limit, they can calculate, you know, how many -- what that VC ratio is. So, it's a -- how -- again how many lanes, how many cars to give you a VC ratio that kind of gets to a -- and, then, again, the level of service we use -- or that ACRD uses is our p.m. peak. So, from 4:30 to 5:30 or 5:00 to 6:00 or whatever that p.m. peak hour is, that's what you see reported out here. It's on a daily level of service, but a p.m. peak level of service. So, I don't know if that's enough, but, basically, that's how it's calculated is how easily is it to traverse either through that roadway or intersection. Milam: Okay. Thank you. Zaremba: Mr. President? Rountree: Easily identified in as this: If your hand gestures exceed your progress you're at level of service F. Zaremba: I was just going to add that the -- factored in there for an intersection, if it's a signalized intersection, is how many cycles of red-green does it take you to get through that intersection and at a -- at a four way stop intersection it's a similar kind of a thought, but -- Milam: And would improve that. Zaremba: Beg your pardon? Meridian City Council Workshop March 11, 2014 Page 38 of 45 Milam: And it would improve that. Zaremba: Yeah. What can you do to improve it. Hood: Mr. President. You add lanes. You add a signal. Milam: Add lanes. Hood: That's what was alluded to, you can only get to a certain point -- I mean Eagle Road is a good example. It used to be two lanes. It's still a level of service F at the p.m. peak. I mean you can add lanes -- it buys you a little bit of time and hopefully longer, but sometimes you're going to attract more people there, because you just widened it, so that added capacity, you're going to draw more motorists potentially. Milam: Thank you. Hood: So, I'm going to move along, unless there is anymore comments on intersections at this point. ITD. Pretty simple this year. Nothing really changed in the -- the scoring and ranking, just a couple of things to note on this one. You can see I have recommended that we remove a previous number one project, Meridian Road interchange, rebuild. Obviously that has been bid. The bid -- apparent low bidder, if you haven't heard, 50.8 million. That includes the main line widening of the interstate as well. Went to Concrete -- Concrete Placing Company. So, that -- that is -- that portion -- that bid, actually, the work hasn't started yet, but this April. So, that project I'm recommending we take off, because, again, that -- that bid opening was last week. A couple of other things to note on the state list. I already talked about the -- the intersection widening at Ten Mile and Chinden. The Chinden-Locust Grove and Chinden-Meridian are actually in the ITIP, which is the Idaho version of the Transportation Improvement Plan. So, it's a statewide improvement plan. Those two projects are actually in the ITIP for construction in FY-18. So, that's kind of some exciting news that was announced fairly recently. And, then, they have some money also in right of way preservation for the corridor. So, a little bit different than ACHD's projects. These are pretty big projects. I mean we are talking all of Chinden throughout Meridian. We don't have them listed out from, you know, Locust Grove to Meridian, Meridian to Linder and so on and so forth. We just list the corridor and so there is some money that should be consistent. It's no longer the STIP, it's the ITIP. That's carried over. I apologize. But there is money also for right of way preservation. So, as development projects come online they can potentially acquire the right of way and not have to go back and buy that from developers in the future. Just one more thing to note is with our priority number three Eagle Road, there are two projects coming up sometime this next year in '15. They both are between I-84 and the Village, essentially, or Records, Fairview. One of them is being done by the developer there, CenterCal Properties, and widening Eagle Road from there to Franklin. And, then, the state is actually doing the last kind of piece of that from Franklin to I-84 on ramp westbound. So, those two projects -- I'm not quite sure -- I have got a phone call in right now to Meridian City Council Workshop March 11, 2014 Page 39 of 45 Michael Garse about the coordination of those projects. I'm not quite sure the contracts are going to be let, how seamless that's going to be, but they are listed as two different key numbers, so I'm hopeful and I will keep you updated on that as I do my all things transportation updates here throughout the year. Not quite sure how that's going to play out. Those actually slipped a little bit. They were supposed to be done this year and I just found out that those got pushed back for some reason. Like I said, I got a phone call into ITD to figure out what's -- try to figure out what's going on there, but, anyways, there is some more improvements to Eagle Road coming, too. Bird: Mr. President? Caleb, they already -- they are starting to move the power poles between Franklin and I-84. So, evidently, they are getting ready. Idaho Power is out there -- or their subcontractor is out there moving poles there the other morning. Hood: Yeah. Mr. President, like I said, as I get some more -- a little more concrete timelines about what's going on when, it's --'15 is here, essentially, so it may be sooner rather than later. I'm just trying to get a little bit better calendar. But I did want to let you know that, yeah, roadwork, again, on Eagle Road is gearing up, so some utilities are already out there. If there is no comments on this I'm going to move to our last list for today, if that's okay with everyone, and that is, again, the community programs projects. Again, to simplify, these are, essentially, safe routes to school or sidewalk or bike, pedestrian type projects. This one we put the most into the project description or narrative so you can understand kind of what -- what -- excuse me -- what the need is or where the request maybe originated from. I want to just highlight a couple of these projects, as I did on the other ones. The first project on the list was our number one from last year. No change to that. It doesn't score overly well with ACHD, but I do want you to know that the principal from Meridian Elementary was here listening to Lori den Hartog's spiel, if you will, on CDBG and I talked to him for a little bit and he's looking at putting in for a CDBG grant to make the connection on the back side of Meridian Elementary to 4th Street. There is a little connection in there. So, this project Igot -- there is some affirmation there that this project is important, the principal was here talking to us about how to improve connectivity again on the back side of -- of the elementary school there in our downtown and so not to influence you anymore, but I just wanted to let you know that -- that that is pretty important to our community and, again, as a safe route -- there are quite a few kids that walk to that elementary school, they aren't being bused in the surrounding neighborhoods. There has been some great improvements in that general vicinity over the past couple few years, too, all the way from 8th Street and the middle school -- it's a pretty good connection now between Meridian Middle and the elementary school there, kind of the back door. There is some -- some little pathways and connections that make that nice striped crosswalk they recently put in with the curb ramps and lighting on 8th Street and all those types of things kind of in this general vicinity. So, just a little bit on there. The other one I wanted to spend a little bit of time today is the new number four. That is Pine Avenue, Ralston, into downtown. What I would actually propose to you today is a little tweak to that. If you -- if you move to the second page on the memo -- and I will just scroll there real quickly, too. Number 20 on our list is a new project, but in talking with Ryan and Matt Edmonds at ACHD a little bit, what I would propose we do is kind of morph -- and Meridian City Council Workshop March 11, 2014 Page 40 of 45 we can talk with them a little bit more -- this project number four already scores well in their programming and, in fact, it's in -- it's in the integrated five year work plan for construction in '17 and I'd like to see that piece of that project still move forward, but I -- what Idon't want to lose sight of is the overall importance of Pine into our downtown from -- from Locust Grove and so what I'd like to work with them on is, basically, designing four improvements on -- on Pine. Again, we are talking between Main Street and Locust Grove area, because the benefit to motorists isn't that great. Pine ultimately is only going to be a two or three lane roadway. So, the things you're just talking about, level of service and adding capacity, is not adding a lot of capacity. It's never going to score well as a roadway project, unless just -- people start crashing and dying out there, then, maybe it will score okay, but as far as just driving it and having congestion and delay, you're not going to add anything but a center turn lane in pieces. So, you're not going to get a real big benefit. But as a walking and biking facility, Pine is it. Pine, Executive, Emerald is a major bikeway corridor and there is huge gaps in Meridian in that infrastructure. So, again, what I would propose is basically taking number 20 and integrating that scope in with number four, making it our number four project, hoping that that doesn't -- ACHD doesn't say, well, it will never work, taking that off the list, then, and we got to rescope it as this whole big Pine project, you know, let's do the rest of the pathway that we have been working on over the past several years, let's not have it be throw away money. Let's put it where it needs to go ultimately and build that and, then, start to talk about the south side of Pine and what that can look like and where bike lanes could go and all this. So, that's my -- my pitch to you. I didn't make it as clear I think to the transportation commission. I did talk to them about it, but I don't know I was -- hopefully that makes sense to you all -- when I talked to them about it I was probably a little more vague in my request to them. But that's what I would propose to do is take number 20, integrate that with -- with number four and leave it there at number four and really show how important Pine is. So, I don't know how many of you drive Pine or understand what's out there on Pine, but I traverse it sometimes. I try to keep my personal experiences out of this as much as I can, but there is people biking there and walking there and there is not a lot of a shoulder and you're in rutted driveways and it's -- it's not the -- the nicest place if you're not in a car. So, that's probably enough on that one. The other -- one of the other ones I wanted to just highlight real quickly that should have been yellow in your memo, but I failed to highlight it as such, is the new number six, Northwest 2nd Street, railroad to Broadway, there should be a yellow highlight on this. Again, this -- this is a new project this year and it jumped all the way to number six. Some of this had to do with the relocation -- well, a lot of it had to do with the relocation of the Food Bank into downtown and patrons and where they park and sidewalks and private property versus public realm and so we'd like some more definition there of where can I park as the public, where is the sidewalk, and so that's kind of what that project is. But, again, that one should have been highlight as it accelerated on our list of priorities this year, at least in draft form. Now, that also goes for number eight and nine. I'm not going to talk too much about them, but those took substantial -- substantial jumps up this year as well. And, then, onto the second page, projects 15 and 16, that's Meridian Road and Main Street for the Rail With Trails -- hopefully you all know we have received a grant and we are working on -- you all approved a contract to work with PEC on doing an arterial crossing study. So, this is Meridian City Council Workshop March 11, 2014 Page 41 of 45 to put -- ACRD already knows -- but to eventually put them on notice to let them know that we need to start talking about making those improvements to railroad crossings to Meridian and Main Street here in the downtown in hopes that the Rail With Trail gets put in in the near future. And, then, number 20 again took a jump. That I already talked about, because I'm going to combine that with number four, if everyone's okay with that. And, then, finally, as I mentioned at the beginning of this presentation -- I'm sorry this is running long, but it tends to be the case with this particular item. Number 26 -- 25, 26 -- no. I'm sorry. The new number 25, old 26, we did have Becky Barnes came and testified on this. This, again, is that section of McMillan where there is a large -- there is lots of gaps out here on McMillan and so this one was one that was determined to move higher on the roadway list to get the sidewalks in, but there was a citizen request and there has been some accidents out there and some near misses out there as well, so right now as a community program project that's fairly low, but we accelerated it on the -- on the roadway sign, so -- I had one -- sorry, I know I keep saying it's the final thing. One last thing I think. I would request -- there has been anew -- new request made just within the past week. At P&Z last Thursday -- Planning and Zoning Commission last Thursday, some of the neighbors in Kentucky Ridge came -- Meridian Heights. Kentucky Ridge Way south of Victory is a rural street section and there is now development going on with the annexation that is pretty fresh to everyone here. So, the residents in Kentucky Ridge have requested that sidewalks be put in along that collector street. So, I would request that we add that to the list, Kentucky Ridge Way south of Victory, basically retrofitting that rural cross-section with curb, gutter and sidewalk and what I would propose is that we insert that in at number 20 where I just pulled Pine from and combined that with the other Pine project and make that our number 20 priority project for this year. And, Mr. President, with that -- sorry for being long winded this afternoon, but I believe I'm done. Rountree: Comments? Bird: I have none. Rountree: Caleb, I agree with your suggestion by combining 20 and four into priority four. Makes a much bigger project, but it -- gosh, it kind of sounds like us trying to do with the roadways is it makes continuity and it makes sense, so I would suggest that we take priority nine off and let's get that accomplished with the roadway and from Franklin to Pine, cross the railroad tracks. Otherwise if we did something before that it's just a throw away project and it's taking up space and I don't think we need it on here. Hood: Mr. President, I'm not following you. Number -- the new number nine? Rountree: Your new number nine on your community programs. Hood: Okay. Rountree: It's the Linder railroad crossing. Meridian City Council Workshop March 11, 2014 Page 42 of 45 Hood: Oh, I have got Black Cat and Moon Lake, Ustick, as number nine. Rountree: My printout apparently is different, because this is the one you sent me. Hood: Yeah. That was a draft. Apparently before -- Rountree: So, it's changed. Hood: I'm sorry, what was the segment? Rountree: So, where did that go? It was the only -- old ranking number four. Hood: What's the project name? Rountree: Linder, railroad to Franklin. Hood: Linder Road. Rountree: Maybe you took it off already, if I haven't got the most recent. Hood: Yeah. It is still on the list, but it moved down to number 32. Rountree: Okay. That's all right. It can hover down there. Hood: Yeah. It's -- Rountree: Okay. Hood: And that was the thinking, yes. That's a roadway project, not a pedestrian project. Rountree: Okay. And I'd probably move your suggested number six to after the Fairview, East 3rd to Locust Grove, but I know there is issues over there and Bill's probably going to throw something at me if you did that. Hood: It's still in the top ten, so -- Rountree: Still in the top ten. And it will get moved around based on funding. Hood: So, is everyone comfortable, then, if we have a little bit of a iterative. I will make some changes -- if anyone else has comments you can go ahead and -- well, we got to plan it with the transportation commission is if you e-mail me something what I will do is I will put in -- the clerk helped me out here -- put it in a little folder, that way everyone can see everyone's comments, but I will compile them, make revisions, and, then, we will talk about it here -- I would probably say at least a couple, if not three or four weeks. Meridian City Council workshop March 11, 2014 Page 43 of 45 We don't need a date certain here, I can just add it to the agenda when we are comfortable. Rountree: Yeah, that, or the end of the month or next workshop even. Hood: But if you want to shoot me e-mails based on what you see here, hey, I would like this project to move up or that one to move down or add this project in or whatever, go ahead and feel free to shoot me those, but I will keep a record and, then, ask the clerk to put those on, so you can see any comments received between now and then, so -- Rountree: Thanks, Caleb. Hood: Thank you. Zaremba: Mr. President? Rountree: David. Zaremba: I just wanted to comment. As you're all aware as we go through this, there is an awful lot to absorb and Caleb does an excellent job of summarizing. This was just a summary of -- of what's going on and he's able to pull together other things that are going around in the city when he makes his analysis and I just want to say I appreciate his work a lot. Item 8: Ordinances A. Third Reading of Ordinance No. 14-1596: An Ordinance Amending Title 10, Chapter 7, Section 12, Meridian City Code, known as the Meridian Impact Fee Ordinance Schedule; to Provide for an Amendment to the Police, Fire and Parks and Recreation Impact Fee Schedules Rountree: And I appreciate his patience with me. But that's okay. Next item, Item 8-A, Ordinances. It's the third reading. If we could have this third reading of 14-1596. Holman: City of Meridian Ordinance No. 14-1596, third reading. An ordinance to amend the municipal code of the City of Meridian, county of Ada, State of Idaho, amending Title 10, Chapter 7, Section 12, Meridian City Code, known as the Meridian Impact Fee Ordinance Fee Schedule, to provide for an amendment to the Police, Fire, and Parks and Recreation impact fee schedule and providing an effective date. Rountree: You have heard the ordinance read by title only. Anybody out there left that wants to hear it in its entirety? Seeing none -- Bird: Mr. President? Meridian City Council Workshop March 11, 2014 Page 44 of 45 Rountree: Mr. Bird. Bird: I move that we approve Ordinance No. 14-1596 and a date certain of May 1st, 2014. Milam: Second. Rountree: It's been moved and seconded to approve the ordinance with a date certain and seconded. Roll call vote. Roll Call: Bird, yea; Rountree, yea; Zaremba, yea; Borton, yea; Milam, yea; Cavener, yea. MOTION CARRIED: ALL AYES. Item 9: Future Meeting Topics Rountree: Item No. 9, Future Meeting Topics. None there. Item 10: Executive Session Per Idaho State Code 67-2345 (1)(f): (fib To Consider and Advise Its Legal Representatives in Pending Litigation Rountree: Item No. 10, Executive Session. Bird: Mr. President? Rountree: Mr. Bird. Bird: I move we go into Executive Session as per Idaho State Code 67-2345(1)(f). Milam: Second. Rountree: It's been moved and seconded to go into Executive Session. Roll call vote. Roll Call: Bird, yea; Rountree, yea; Zaremba, yea; Borton, yea; Milam, yea; Cavener, yea. MOTION CARRIED: ALL AYES. EXECUTIVE SESSION: (5:29 p.m. to 5:59 p.m.) Item 11: An Action by the City Council May Follow the Executive Session Rountree: Mr. Bird. Meridian City Council Workshop March 11, 2014 Page 45 of 45 Bird: I move we come out of Executive Session and let it be known that no decisions were made. Zaremba: Second. Rountree: It's been moved and seconded to come out of Executive Session. All in favor say aye. MOTION CARRIED: ALL AYES. Rountree: Robert, did you have something you wanted to -- Bird: Move we adjourn. Milam: Second. Rountree: Moved and seconded. All in favor? All ayes. MOTION CARRIED: ALL AYES. MEETING ADJOURNED AT 5:59 P.M. (AUDIO RE~O.E~DI-N~G~ON~FILE~QF THESE PROCEEDINGS) P-RESID€-P1T CHARLIE-~O .EE ~r~DAU . DATE APPROVED ATTEST: ~~G°~ ~9°~~ ~, Ciry of ~ --~ __ _-- ~ r E IDI~~ - JAYC HO A , CITY ~~ ~~~, F s- y r~~ °~ die F@6;t~~~-' Meridian City Council Meeting DATE: March 11, 2014 ITEM NUMBER: 5A ( PROJECT NUMBER: FP 14-005 ITEM TITLE: PARAMOUNT SUBDIVISION NO. 24 Final Order for Approval: FP 14-005 Paramount Subdivision No. 24 by Brighton Investments, LLC Located South of W. Chinden Boulevard and West of N. Meridian Road Request: Final Plat Approval Consisting of Thirty -Two (32) Single Family Residential Building Lots and Four (4) Common Lots on 12.36 Acres of Land in an R-8 Zoning District MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS Meridian City Council Meeting DATE: March 11, 2014 ITEM NUMBER: 5B PROJECT NUMBER: TEC 14-001 ITEM TITLE: OLIVETREE AT SPURWING SUBDIVISION Final Order for Approval: TEC 14-001 Olivetree at Spurwing Subdivision by Spurwing Limited Partnership Located North of W. Chinden Boulevard and West of Spurwing Way Request: Two (2) Year Time Extension on the Preliminary Plat in Order to Obtain the City Engineer's Signature on a Final Plat MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS Meridian City Council Meeting DATE: March 11, 2014 ITEM NUMBER: 5C ( PROJECT NUMBER: FP 14-006 ITEM TITLE: VILLAGE AT COLD CREEK Final Order for Approval: FP 14-006 Village at Cold Creek by Hayden Homes Idaho, LLC Located North Side of W. Ustick Road Approximately 1/3 Mile East of N. Ten Mile Road Request: Final Plat Approval Consisting of Sixteen (16) Single Family Residential Building Lots and Three (3) Common/Other Lots on 4.38 Acres of Land in an R-8 Zoning District MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS Meridian City Council Meeting DATE: March 11, 2014 ITEM NUMBER: 5D PROJECT NUMBER: ITEM TITLE: CABLEONE MOVIE NIGHT SPONSORSHIP AGREEMENT CableONE Movie Night in Meridian 2014 Single -Night Sponsorship Agreement Between the Meridian Library District and the City of Meridian for a Not -to -Exceed Amount of $700.00 MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: &MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS CABLEONE" MMieN'Imt %0 Meridian Meridian Settlers Park CABLEONE MOVIE NIGHT IN MERIDIAN 2014 SINGLE -NIGHT SPONSORSHIP AGREEMENT This CABLEONE MOVIE NIGHT IN MERIDIAN 2014 SINGLE -NIGHT SPONSORSHIP AGREEMENT ("Agreement") is made on this _!J_ day of MQ K, 2014 ("Effective Date"), by and between the City of Meridian, a municipal corporation organized under the laws of the state of Idaho, whose address is 33 E. Broadway Avenue, Meridian, Idaho ("City"), and Dental Care for Kids, whose address is 3235 North Towerbridge Way #200, Meridian, Idaho ("Sponsor"). For good and valuable consideration and in consideration of the mutual promises and covenants herein contained, City and Sponsor agree as follows: 1. Single -Night Sponsorship. Throughout the term of this Agreement, Sponsor shall be, and shall be recognized as, the Single -Night Sponsor of City's June 13, 2014 installment of the weekly summer CableONE Movie Night in Meridian event series. As such, benefits insuring to Sponsor throughout the term of this Agreement shall include those enumerated for Single - Night sponsors in the CableONE Movie Night in Meridian 2014 Sponsorship Packet, attached hereto as Exhibit A. 2. Payment. By 5:00 p.m. on April 3, 2014, Sponsor shall prepay to City three hundred and fifty dollars ($350.00). In the event the Sponsor fails to pay this amount in full in a timely manner as provided herein, City may terminate this Agreement in the manner therefor as set forth herein. In the event that the CableONE Movie Night in Meridian program is discontinued, or the showing is cancelled or shortened before Sponsor's promotional video is shown, no portion of the amount prepaid shall be refundable, though City shall issue a raincheck to Sponsor for redemption as a Single -Night Sponsor in the following season. City shall make all decisions regarding scheduling. In the event that the CableONE Movie Night in Meridian program is discontinued, or the showing is cancelled or shortened after Sponsor's promotional video is shown, no portion of the amount prepaid shall be refundable, and no raincheck shall issue. 3. Promotion. a. City's efforts. With regard to CableONE Movie Night in Meridian, City shall undertake the promotional and advertising efforts enumerated for Single -Night Sponsors in the CableONE Movie Night in Meridian 2014 Sponsorship Packet, attached hereto as Exhibit A. MOVIE NIGHT SINGLE -NIGHT SPONSORSHIP AGREEMENT PAGE 1 of 6 b. Promotional Item Limitations. The sale or distribution of any food, drink, or other promotional item by Sponsor at Sponsor's booth, as allowed in the CableONE Movie Night in Meridian 2014 Sponsorship Packet attached hereto as Exhibit A, shall not be permitted without prior written permission from City. Such permission may be withheld or revoked at any time and for any reason. City may also, at any time, require that Sponsor discontinue the distribution of any promotional item that City deems to be negatively impacting concessions sales or deems not to be appropriate. c. Video production. City, in its sole discretion, may edit, reduce, cancel, or reject, at any time, any audio, video, or written material submitted, used, or created by Sponsor. Any pre -approval by City shall not be considered a waiver of the right to revoke or edit any such material during the term of this Agreement. Further, Sponsor warrants and represents that, as to all content of the video' pieces created or produced pursuant to this Agreement, Sponsor shall, and hereby agrees to, indemnify, defend and hold harmless City from all claims, suits, judgments, proceedings, losses, damages, costs, and expenses, of any nature whatsoever, including attorneys' fees, for which the City may become liable by reason of City's displaying of Sponsor's audio or video copy, artwork, or other content, including but not limited to claims for libel, violation of privacy, plagiarism, or copyright violations. 4. Term. The term of this agreement shall be from the Effective Date through September 1, 2014, unless earlier terminated by either party by the method established herein. 5. Cancellation; scheduling. The parties acknowledge that the 2014 CableONE Movie Night in Meridian event series schedule shall include twelve to fourteen (12-14) weekly movie showings during June, July, and August, but cancellation of any or all movie showings may be necessary due to weather or other conditions or circumstances. City shall have sole responsibility and discretion in scheduling and/or cancelling CableONE Movie Night in Meridian and all movies and activities related thereto, including any and all related activities by Sponsor. The parties hereto expressly acknowledge that Settlers Park is a public space, the management and scheduling of which shall at all times be within the sole purview of City. Any right or privilege granted to Sponsor by this Agreement shall include neither the right to exclude any law-abiding person from CableONE Movie Night in Meridian, nor the right to interfere with any person's concurrent, lawful use of Settlers Park where such concurrent use does not conflict or interfere with Sponsor's use. 6. Insurance Sponsor's responsibility. City shall not provide insurance to cover loss, theft, or damage of any equipment, materials, or personnel used or employed by Sponsor in the furtherance of this Agreement, or to cover any activity undertaken by Sponsor in the exercise of the rights or the furtherance of the obligations described herein. Any and all insurance of each party's respective property and personnel shall be the sole responsibility of that party. Sponsor shall obtain all necessary insurance as may be required in order to protect Sponsor's insurable interests for Sponsor's rights and obligations described within this Agreement, including, but not limited to, liability insurance, automobile insurance, worker's compensation insurance, and/or property insurance. MOVIE NIGHT SINGLE -NIGHT SPONSORSHIP AGREEMENT PAGE 2 of 6 arising out of or resulting from the use of City's real or personal property by Sponsor or by Sponsor's employees, agents, volunteers, or invitees and not caused by or arising out of the tortious conduct of City or its employees or volunteers. 12. Waiver. Sponsor shall, and hereby does, waive any and all claims and recourse against City, including the right of contribution for loss and damage to persons or property arising from, growing out of, or in any way connected with or incident to Sponsor's performance of this Agreement, whether such loss or damage may be attributable to known or unknown. conditions, except for liability arising out of the tortious conduct of City or its officers, agents or employees. 13. Taxes. Sponsor shall be solely responsible for the payment of taxes owed for any income realized as the result of activities undertaken pursuant or related to this Agreement. 14. Time of the essence. Sponsor acknowledges that services provided under this Agreement shall be performed in a timely manner. The Parties acknowledge and agree that time is strictly of the essence with respect to this Agreement, and that the failure to timely perform any of the obligations hereunder shall constitute a breach of, and a default under, this Agreement by the party so failing to perform. 15. Compliance with law. Throughout the course of this Agreement, Sponsor shall comply with any and all applicable federal, state, and local laws. 16. Non-discrimination. Throughout the course of this Agreement, Sponsor shall not discriminate against any person as to race, creed, religion, sex, age, national origin, sexual orientation or any physical, mental, or sensory handicap. 17. Entire Agreement. This Agreement constitutes the entire understanding between the Parties. This Agreement supersedes any and all statements, promises, or inducements made by either party, or agents of either party, whether oral or written, whether previous to the execution hereof or contemporaneous herewith. The terms of this Agreement may not be enlarged, modified or altered except upon written agreement signed by both parties hereto. 18. Costs and attorneys' fees. If either party brings any action or proceedings to enforce, protect or establish any right or remedy under the terms and conditions of this Agreement, the prevailing party shall be entitled to recover reasonable costs and attorneys' fees, as determined by a court of competent jurisdiction, in addition to any other relief awarded. 19. 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. 20. Cumulative rights and remedies. All rights and remedies herein enumerated shall be cumulative and none shall exclude any other right or remedy allowed by law. Likewise, the exercise of any remedy provided for herein or allowed by law shall not be to the exclusion of any other remedy. MOVIE NIGHT SINGLE -NIGHT SPONSORSHIP AGREEMENT PAGE 4 of 6 21. 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. 22. No assignment. Sponsor shall not assign, sublet, subcontract, or transfer its rights or responsibilities hereunder without the express written consent of City. Should Sponsor cease to exist in its current form, this Agreement and all rights granted to Sponsor hereunder shall be void. 23. Notice. Any and all notice required to be provided by either of the Parties hereto, unless otherwise stated in this Agreement, shall be in writing and shall be deemed communicated upon sending an e-mail message, addressed as follows: Sponsor: Christina Gredler ChristinaC@drbaby2th.com City Colin Moss cmoss@meridiancity.org Either party may change its e-mail address for the purpose of this paragraph by giving written notice of such change in the manner herein provided. 24. Exhibits. All exhibits to this Agreement are incorporated by reference and made a part of hereof as if the exhibits were set forth in their entirety herein. 25. Warranty of authority. The undersigned expressly warrants that, to the extent set forth herein, he is duly authorized to act as the representative and agent of Sponsor. The undersigned further warrants that he is authorized to bind Sponsor to the obligations set forth herein, and to accept the liabilities as established herein on behalf of Sponsor. SPONSOR: R - , &-full_ Authorized Representative Signature '��JtrCw a Please Print Name CITY OF MERIDIAN: Im. 6 CG /S - (Z T . MOVIE NIGHT SINGLE -NIGHT SPONSORSHIP WC Title ZbM Date ATTEST: D AUCU` I City of IbAllO ENT SEAL 1 v City Clerk PAGE 5 of 6 Exhibit A CABLEONE MOVIE NIGHT IN MERIDIAN 2014 SPONSORSHIP PACKET Single Night Sponsor For $350 you will receive: • Recognition as one event's sponsor in all promotional efforts for that event. • The opportunity to promote your business or organization at your movie night through product displays, sampling, demonstrations, etc. It is also encouraged to organize activities that add to the appeal of your movie night. Examples include bounce houses, live bands, games, raffles, etc. • The opportunity to insert one (1) thirty (30) second advertisement into the pre -movie video at your movie night. • The opportunity to hang up to two (2) banners no wider than eight (8) feet each around the seating area during your show. Banners around seating area must be free-standing. There will be no fences, trees, buildings, etc around the seating area to hang your banner on. • Your logo linked to your website on the City of Meridian website next -to your event's listing on the CableONE Movie Night in Meridian page. • Your logo and a link to your website on your movie night's event listing on the Meridian Parks and Recreation page on Facebook. • Your logo next to your event's listing on the CableONE Movie Night in Meridian flyers that are distributed throughout the season. MOVIE NIGHT SINGLE -NIGHT SPONSORSHIP AGREEMENT PAGE 6 of 6 Meridian City Council Meeting DATE: March 11, 2014 ITEM NUMBER: 5E PROJECT NUMBER: ITEM TITLE: COOPERATIVE AGREEMENT VALLEY REGIONAL TRANSIT Approval of Cooperative Agreement between the City of Meridian and Valley Regional Transit for "Annual Dues and Service Contribution" for a Not -To -Exceed Amount of $137,426.00 MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS Memo To: Jaycee L. Holman, City Clerk, From: Keith Watts, Purchasing Manager CC: Jacy Jones, Stacy Kilchenmann Date: 03/5/14 Re: March 11t" City Council Meeting Agenda Item The Purchasing Department respectfully requests that the following item be placed on the March 4 City Council Consent Agenda for Council's consideration. Approval of Cooperative Agreement between the City and Valley Regional Transit for "Annual Dues and Service Contribution" for a Not -To -Exceed amount of $137,426.00. Recommended Council Action: Approval of Cooperative Agreement to Valley Regional Transit for the Not -To -Exceed amount of $137,426.00. Thank you for your consideration. • Page 1 COOPERATIVE AGREEMENT BETWEEN VALLEY REGIONAL TRANSIT AND CITY OF MERIDIAN FOR ANNUAL DUES AND SERVICE CONTRIBUTION THIS COOPERATIVE AGREEMENT ("Agreement") is entered into this \\ day of "Ar Ck1 201 by and between VALLEY REGIONAL TRANSIT, a regional public transportation authority authorized under Chapter 21, Title 40, Idaho Code ("VRT"), and the City of Meridian, a municipal corporation organized, existing and authorized under Chapter 1, Title 50, Idaho Code ("Member") RECITALS A. VRT is the regional public transportation authority created to serve Ada and Canyon Counties, pursuant to Chapter 21, Title 40, Idaho Code, and as a result of November 3, 1998 public referendum. VRT provides publicly funded or publicly subsidized transportation services and programs in Ada and Canyon Counties. B. Member is a municipal corporation authorized under Chapter 1, Title 50, Idaho Code. C. Idaho Code § 40-2109(7) provides that VRT may enter into cooperative agreements with the state, other authorities, counties, cities and highway districts under the provisions of Idaho Code § 67-2328, which expressly authorizes public agencies to enter into agreements with one another for cooperative action for purposes within the power, privilege, or authority of said agencies. D. Idaho Code § 40-2110 provides that counties, cities, highway districts and other governmental entities in the region may enter into cooperative agreements with the regional public transportation authority in order to contribute funds from any source in recognition of costs of the authority. E. There are two primary programs which VRT budgets and funds each year. First, VRT budgets and establishes annual dues for its regular and special members, with dues for its regular members calculated pursuant to a population based formula, and dues for its special members calculated pursuant to a negotiated amount. Second, VRT budgets and establishes service contribution requirements to support the operation of motor bus services within the Nampa Urbanized Area and the Boise Urbanized Area. F. VRT has budgeted $107,426 for Member to contribute for its annual dues and fixed -route service contribution; Member has budgeted the same amount for its VRT annual dues and fixed -route service contribution. Page 1 of 4 G. VRT has budgeted $30,000 for Member to contribute for the Community Link demand response service for older adults and persons with disabilities. The Member portion represents a 20 percent local match invoiced monthly on a per ride basis. H. Service contributions support the following modes: 1) Nampa Express Service (Routes 40 & 43): Operates between Nampa and Boise making a limited number of designated stops in Caldwell, Meridian, and Boise. The service operates Monday thru Friday from 5:35 A.M. et u6:25 h a bicycle ervice racgenerally utilizes 24 passenger, 2 wheelchair capacity buses each equipped 2) Nampa Limited Stop Service (Route 42): Operates between Nampa and Boise making several designated stops in Nampa, Meridian, and Boise. The service operates Monday thru Friday from 5:35 A.M. to 8:27 P.M. The service generally utilizes 20 passenger, 2 wheelchair capacity buses each equipped with a bicycle rack. 3) Community Link for Older Adults and Persons with Disabilities: Operates within the City of Meridian as a purchase of service transportation network to serve transportation needs of older adults and persons with disabilities. The service is a demand responsive service operated Monday through Friday as part of the Community Link network through the Meridian Senior Center. The service is reimbursed on a per ride basis. AGREEMENT NOW, THEREFORE, in consideration of foregoing recitals, which are made a part of this Agreement and not mere recitals, and for other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, it is mutually agreed as follows: Section I. Term This Agreement shall be in effect from the 0 day of October, 2013, and will terminate on the 30th day of September, 2014, unless earlier terminated pursuant the mutual written agreement of the parties hereto. Section 2. Purpose The purpose of this Agreement is: (a) For Member to pay annual dues and a service contribution to VRT for Fiscal Year 2014 in the amount of $107,426 in contribution to the costs of VRT and in support of transportation services within the Nampa Urbanized. (b) For Member to provide up to $30,000 in local match for Fiscal Year 2014. The trips will be purchased on a per ride basis to support the Community Link transportation network for Older Adults and Persons with Disabilities. The Meridian portion is local match and covers 20 percent of the ten dollar cost for each ride. Valley Regional Transit will cover 80 percent of the cost per ride with federal funds. VRT will provide monthly invoices indicating the number of trips completed in the billing period and Member portion of the cost of the trip. Documentation of the number of rides being purchased will be included with each invoice. Invoices will be submitted to the City of Meridian no later than 30 days after the end of each monthly billing period. Page 2 of 4 c For VRT to use said annual dues for costs budgeted under its regional planning and program administration, and to use said service contribution for costs budgeted under its regional operating plan. (d). By October 31, 2014, VRT shall provide to Member an annual performance report on the services under this agreement. Section 3. Compliance VRT, in using said dues and service contributions, shall comply with all conditions required by applicable federal, state and local laws and regulations, and shall maintain, in accordance with generally accepted accounting practices and principles, records and books of account regarding said dues and operating costs. Section 4. Payment (a) Member shall pay its annual dues and fixed -route service contribution up to the aforesaid amount of $107,426 and up to $30,000 for Community Link services within 30 days of invoice to VRT at the following address, unless Member is notified in writing by VRT of a new address: Valley Regional Transit 700 NE 2"d St Suite 100 Meridian, Idaho 83642 (b) Member's address, for the purpose of notice or correspondence, unless VRT is notified in writing by Member of a new address, is as follows: City of Meridian 33 E. Broadway Meridian, Idaho 83642 Section 5. Miscellaneous (a) Each party hereto represents and warrants that each person executing this Agreement on behalf of such party is, at the time of such execution, duly authorized to do so by such party's governing body, and is fully vested with the authority to bind such party in all respects. (b) If any provision of this Agreement is held invalid, illegal, or unenforceable, the remainder shall be construed to conform to the intent of the parties, and shall survive the severed provisions. (c) Except as provided otherwise herein, this Agreement and any attachments hereto constitute the entire Agreement between VRT and Member concerning the subject matter hereof. The provisions of this Agreement shall be construed as a whole and not strictly for or against any party. (d) The captions and headings in this Agreement are for reference only and shall not be deemed to define or limit the scope or intent of any of the terms, covenants, conditions or agreements contained herein. Page 3 of 4 (e) This Agreement is not intended to create, nor shall it in any way be interpreted or construed to create, any third party beneficiary rights in any person not a party hereto. This Agreement shall be binding on the parties hereto, and their successors and assigns. Section 6. Indemnification protect and hold To the extent permissible by law, VRT shall indemnify, defend, p harmless Member, and it's officers, agents and employees, from and against any and all liabilities, losses, suits, claims, judgments, fines or demands arising by reason of injury or death of any person or damage to any property, including all reasonable costs for investigation and defense thereof (including but not limited to attorney fees, court costs, and expert fees), of any nature whatsoever (collectively, "Claims") arising out of or incident to this Agreement, and any renewal or extension thereof, and arising out of or caused by the negligent or intentional acts or omissions of VRT, it's officers, agents and employees, regardless of where the injury, death, or damage may occur, except to the extent any such Claims arise out of or are caused by the negligent or intentional act or omission of Member or its officers, agents and employees. Member shall give to VRT reasonable notice of any such Claims. VRT shall notify Member of the counsel to be used in carrying out its obligations hereunder. Member must state any reasonable objection that it may have regarding the use of said counsel. The provisions of this section shall be deemed to be a separate contract between the parties and shall survive the expiration or any default, termination or forfeiture of this Agreement, and any renewal or extension thereof. Notwithstanding anything to the contrary in the foregoing, Member's right to indemnification pursuant to the foregoing shall be limited to indemnification for such Claims for which Member incurs actual liability or expense. The foregoing indemnification includes, without limitation, any Claim arising out of or caused by the noncompliance of any services, programs, or activities provided by VRT under this Agreement with all applicable federal, state, and local statutes, regulations, and requirements, including, but not limited to, the Americans with Disabilities Act (ADA). Notwithstanding anything to the contrary in the foregoing, (i) no employee or officer of VRT shall be personally liable to Member under this Agreement, (ii) with respect to third party Claims, both VRT and Member expressly reserve any and all of the privileges and immunities available to them, if any, under Idaho law, and (iii) the agreement of VRT to hold harmless or indemnify Member shall be limited to, and be payable only from, VRT's available insurance or self-insurance coverage for liability assumed by contract available as a part of its general liability insurance program." EXECUTED and effective as of the date first above written. Va Regional Transit: City of Meridian: Kelli Fairless C'Ou✓w ' �+ Executive Director (l iiL city r C�6' : IDlZ IAN* \ � IDAHO I", SEAL �Fy e �r Page 4 of 4 This Agreement shall be binding on the parties hereto, and their successors and assigns. Section 6. Indemnification To the extent permissible by law, VRT shall indemnify, defend, protect and hold harmless Member, and it's officers, agents and employees, from and against any and all liabilities, losses, suits, claims, judgments, fines or demands arising by reason of injury or death of any person or damage to any property, including all reasonable costs for investigation and defense thereof (including but not limited to attorney fees, court costs, and expert fees), of any nature whatsoever (collectively, "Claims") arising out of or incident to this Agreement, and any renewal or extension thereof, and arising out of or caused by the negligent or intentional acts or omissions of VRT, it's officers, agents and employees, Claimsrise ou r atwhere of orarecausedby the the injury, death, damage may occur, except to the extentany such negligent or intentional act or omission of Member or its officers, agents and employees. Member shall give to VRT reasonable notice of any such Claims. VRT shall notify Member of the counsel to be used in carrying out its obligations hereunder. Member must state any reasonable objection that it may have regarding the use of said counsel. The provisions of this section shall be deemed to be a separate contract between the parties and shall survive the expiration or any default, termination or forfeiture of this Agreement, and any renewal or extension thereof. Notwithstanding anything to the contrary in the foregoing, Member's right to indemnification pursuant to the foregoing shall be limited to indemnification for such Claims for which Member incurs actual liability or expense. The foregoing indemnification includes, without limitation, any Claim arising out of or caused by the noncompliance of any services, programs, or activities provided by VRT under this Agreement with all applicable federal, state, and local statutes, regulations, and requirements, including, but not limited to, the Americans with Disabilities Act (ADA). Notwithstanding anything to the contrary in the foregoing, (i) no employee or officer of VRT shall be personally liable to Member under this Agreement, (ii) with respect to third party Claims, both VRT and Member expressly reserve any and all of the privileges and immunities available to them, if any, under Idaho law, and (iii) the agreement of VRT to hold harmless or indemnify Member shall be limited to, and be payable only from, VRT's available insurance or self-insurance coverage for liability assumed by contract available as a part of its general liability insurance program." EXECUTED and effective as of the date first above written. VALLEY REGIONAL TRANSIT BY. Kelli Fairless, Executive Director ? ! y Dated: CITY OF MERIDIAN BY: Tammy de Attest: Mayor Jaycee L. Holman, City Clerk Page 4 of 4 Meridian City Council Meeting DATE: March 11, 2014 ITEM NUMBER: 5F PROJECT NUMBER: ITEM TITLE: CABLEONE MOVIE NIGHT SPONSORSHIP AGREEMENT CableONE Movie Night in Meridian 2014 Single -Night Sponsorship Agreement Between Dental Care for Kids and the City of Meridian for a Not -to -Exceed Amount of $350.00 MEETING NOTES g', Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS CABLE ONE' M(7VieNo" %oMeWkM Meridian Settlers Park CABLEONE MOVIE NIGHT IN MERIDIAN 2014 SINGLE -NIGHT SPONSORSHIP AGREEMENT This CABLEONE MOVIE NIGHT IN MERIDIAN 2014 SINGLE -NIGHT SPONSORSHIP AGREEMENT ("Agreement") is made on this 1%t-" day of , 2014 ("Effective Date"), by and between the City of Meridian, a municipal corporation e anized under the laws of the state of Idaho, whose address is 33 E. Broadway Avenue, Meridian, Idaho ("City"), and Meridian Library District, whose address is 1326 West Cherry Lane, Meridian, Idaho 83642 ("Sponsor"). For good and valuable consideration and in consideration of the mutual promises and covenants herein contained, City and Sponsor agree as follows: 1. Single -Night Sponsorship. Throughout the term of this Agreement, Sponsor shall be, and shall be recognized as, the Single -Night Sponsor of City's June 6th and August 29th, 2014 installments of the weekly summer CableONE Movie Night in Meridian event series. As such, benefits insuring to Sponsor throughout the term of this Agreement shall include those enumerated for Single -Night sponsors in the CableONE Movie Night in Meridian 2014 Sponsorship Packet, attached hereto as Exhibit A. 2. Payment. By 5:00 p.m. on March 3, 2014, Sponsor shall prepay to City seven hundred dollars ($700.00). In the event the Sponsor fails to pay this amount in full in a timely manner as provided herein, City may terminate this Agreement in the manner therefor as set forth herein. In the event that the CableONE Movie Night in Meridian program is discontinued, or the showing is cancelled or shortened before Sponsor's promotional video is shown, no portion of the amount prepaid shall be refundable, though City shall issue a raincheck to Sponsor for redemption as a Single -Night Sponsor in the following season. City shall make all decisions regarding scheduling. In the event that the CableONE Movie Night in Meridian program is discontinued, or the showing is cancelled or shortened after Sponsor's promotional video is shown, no portion of the amount prepaid shall be refundable, and no raincheck shall issue. 3. Promotion. a. City's efforts. With regard to CableONE Movie Night in Meridian, City shall undertake the promotional and advertising efforts enumerated for Single -Night Sponsors in the CableONE Movie Night in Meridian 2014 Sponsorship Packet, attached hereto as Exhibit A. MOVIE NIGHT SINGLE -NIGHT SPONSORSHIP AGREEMENT PAGE I of 6 b. Promotional Item Limitations. The sale or distribution of any food, drink, or other promotional item by Sponsor at Sponsor's booth, as allowed in the CableONE Movie Night in Meridian 2014 Sponsorship Packet attached hereto as Exhibit A, shall not be permitted without prior written permission from City. Such permission may be withheld or revoked at any time and for any reason. City may also, at any time, require that Sponsor discontinue the distribution of any promotional item that City deems to be negatively impacting concessions sales or deems not to be appropriate. c. Video production. City, in its sole discretion, may edit, reduce, cancel, or reject, at any time, any audio, video, or written material submitted, used, or created by Sponsor. Any pre -approval by City shall not be considered a waiver of the right to revoke or edit any such material during the term of this Agreement. Further, Sponsor warrants and represents that, as to all content of the video pieces created or produced pursuant to this Agreement, Sponsor shall, and hereby agrees to, indemnify, defend and hold harmless City from all claims, suits, judgments, proceedings, losses, damages, costs, and expenses, of any nature whatsoever, including attorneys' fees, for which the City may become liable by reason of City's displaying of Sponsor's audio or video copy, artwork, or other content, including but not limited to claims for libel, violation of privacy, plagiarism, or copyright violations. 4. Term. The term of this agreement shall be from the Effective Date through September 1, 2013, unless earlier terminated by either party by the method established herein. 5. Cancellation; scheduling. The parties acknowledge that the 2014 CableONE Movie Night ` in Meridian event series schedule shall include twelve to fourteen (12-14) weekly movie showings during June, July, and August, but cancellation of any or all movie showings may be necessary due to weather or other conditions or circumstances. City shall have sole responsibility and discretion in scheduling and/or cancelling CableONE Movie Night in Meridian and all movies and activities related thereto, including any and all related activities by Sponsor. The parties hereto expressly acknowledge that Settlers Park is a public space, the management and scheduling of which shall at all times be within the sole purview of City. Any right or privilege granted to Sponsor by this Agreement shall include neither the right to exclude any law-abiding person from CableONE Movie Night in Meridian, nor the right to interfere with any person's concurrent, lawful use of Settlers Park where such concurrent use does not conflict or interfere with Sponsor's use. - 6. Insurance Sponsor's responsibility. City shall not provide insurance to cover loss, theft, or damage of any equipment, materials, or personnel used or employed by Sponsor in the furtherance of this Agreement, or to cover any activity undertaken by Sponsor in the exercise of the rights or the furtherance of the obligations described herein. Any and all insurance of each party's respective property and personnel shall be the sole responsibility of that party. Sponsor shall obtain all necessary insurance as may be required in order to protect Sponsor's insurable interests for Sponsor's rights and obligations described within this Agreement, including, but not limited to, liability insurance, automobile insurance, worker's compensation insurance, and/or property insurance. MOVIE NIGHT SINGLE -NIGHT SPONSORSHIP AGREEMENT PAGE 2 Of 6 7. Use of City's name, logo. City hereby conveys to Sponsor permission to use City's name for purposes of advertising, marketing, and public information, without violation of City's rights of privacy or any other rights City may possess under this Agreement, provided that Sponsor shall not use City's logo for any purpose without the express, written permission of the Mayor's Executive Assistant. 8. Termination. a. Termination for cause. If either Party determines that the other has failed to comply with any term or condition of this Agreement, violated any of the covenants, agreements, and/or stipulations of this Agreement, engaged in any act of misconduct in the performance of this Agreement; or if either Party willfully or negligently defaults in, or fails to fulfill, its material obligations under this Agreement, the other Party shall have the right to terminate the Agreement by giving written notice to the defaulting party of its intent to terminate, and shall specify the grounds for termination. The defaulting party shall have two (2) days after such notice is sent to cure the default. If the default is not cured within such period, this Agreement shall be terminated upon written notice of such termination by the terminating party. b. No compensation upon termination. In the event of termination, neither Party shall be entitled to compensation or damages for any equipment or materials provided pursuant to this Agreement or obligations incurred in furtherance of the rights conveyed by this Agreement. 9. Photography and recording. City shall be authorized to photograph, record, video tape, reproduce, transmit, or disseminate, in or from CableONE Movie Night in Meridian, all related activities for educational and public information purposes. City shall not be responsible for the actions of persons who are not under its employment or control. 10. Relationship of Parties. It is the express intention of Parties that Sponsor is an independent contractor and 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 Sponsor and City or between Sponsor and any official, agent, or employee of City. Both parties acknowledge that Sponsor is not an employee of City. Sponsor shall retain the right to perform services for others during the term of this Agreement. Sponsor shall have no authority or responsibility to exercise any rights or power vested in City. The selection and designation of the personnel of City in the performance of this agreement shall be made by City. 11. Indemnification. Sponsor specifically indemnifies City and holds City harmless from any loss, liability, claim, judgment, or action for damages or injury to Sponsor, to Sponsor's personal property or equipment, and to Sponsor's employees, agents, or volunteers arising out of or resulting from the condition of City's real or personal property or any lack of maintenance or repair thereon, and not caused by or arising out of the tortious conduct of City or its employees. Sponsor further agrees to indemnify and hold City harmless from any loss, liability, claim or action from damages or injuries to persons or property in any way MOVIE NIGHT SINGLE -NIGHT SPONSORSHIP AGREEMENT PAGE 3 of 6 arising out of or resulting from the use of City's real or personal property by Sponsor or by Sponsor's employees, agents, volunteers, or invitees and not caused by or arising out of the tortious conduct of City or its employees or volunteers. 12. Waiver. Sponsor shall, and hereby does, waive any and all claims and recourse against City, including the right of contribution for loss and damage to persons or property arising from, growing out of, or in any way connected with or incident to Sponsor's performance of this Agreement, whether such loss or damage may be attributable to known or unknown conditions, except for liability arising out of the tortious conduct of City or its officers, agents or employees. 13. Taxes. Sponsor shall be solely responsible for the payment of taxes owed for any income realized as the result of activities undertaken pursuant or related to this Agreement. 14. Time of the essence. Sponsor acknowledges that services provided under this Agreement shall be performed in a timely manner. The Parties acknowledge and agree that time is strictly of the essence with respect to this Agreement, and that the failure to timely perform any of the obligations hereunder shall constitute a breach of, and a default under, this Agreement by the party so failing to perform. 15. Compliance with law. Throughout the course of this Agreement, Sponsor shall comply with any and all applicable federal, state, and local laws. 16. Non-discrimination. Throughout the course of this Agreement, Sponsor shall not discriminate against any person as to race, creed, religion, sex, age, national origin, sexual orientation or any physical, mental, or sensory handicap. 17. Entire Agreement. This Agreement constitutes the entire understanding between the Parties. This Agreement supersedes any and all statements, promises, or inducements made by either party, or agents of either party, whether oral or written, whether previous to the execution hereof or contemporaneous herewith. The terms of this Agreement may not be enlarged, modified or altered except upon written agreement signed by both parties hereto. 18. Costs and attorneys' fees. If either party brings any action or proceedings to enforce, protect or establish any right or remedy under the terms and conditions of this Agreement, the prevailing party shall be entitled to recover reasonable costs and attorneys' fees, as determined by a court of competent jurisdiction, in addition to any other relief awarded. 19. 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. 20. Cumulative rights and remedies. All rights and remedies herein enumerated shall be cumulative and none shall exclude any other right or remedy allowed by law. Likewise, the exercise of any remedy provided for herein or allowed by law shall not be to the exclusion of any other remedy. MOVIE NIGHT SINGLE -NICHT SPONSORSHIP AGREEMENT PAGE 4 of 6 21. 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. 22. No assignment: Sponsor shall not assign, sublet, subcontract, or transfer its rights or responsibilities hereunder without the express written consent of City. Should Sponsor cease to exist in its current form, this Agreement and all rights granted to Sponsor hereunder shall be void. 23. Notice. Any and all notice required to be provided by either of the Parties hereto, unless otherwise stated in this Agreement, shall be in writing and shall be deemed communicated upon sending an e-mail message, addressed as follows: Sponsor: Kate Radford kate@mld.org City: Colin Moss cmoss@meridiancity.org Either party may change its e-mail address for the purpose of this paragraph by giving written notice of such change in the manner herein provided. 24. Exhibits. All exhibits to this Agreement are incorporated by reference and made a part of hereof as if the exhibits were set forth in their entirety herein. 25. Warranty of authority. The undersigned expressly warrants that, to the extent set forth herein, he is duly authorized to act as the representative and agent of Sponsor. The undersigned further warrants that he is authorized to bind Sponsor to the obligations set forth herein, and to accept the liabilities as established herein on behalf of Sponsor. SPONSOR: 4�7)96'd�� Auihorized Represent ive Signature �a�o,d& fs 1' Please Print Name CITY OF MERIDIAN: BY: MOVIE NIGHT SINGLE -NIGHT SPONSORSHIP) N LAI "in" `o0o0cso,;ucr`7 ATTEST: city of 1; IDIAN aye o] Clerk PAGE 5 of 6 Exhibit A CABLEONE MOVIE NIGHT IN MERIDIAN 2014 SPONSORSHIP PACKET Single Night Sponsor For $350 you will receive: • Recognition as one event's sponsor in all promotional efforts for that event. • The opportunity to promote your business or organization at your movie night through product displays, sampling, demonstrations, etc. It is also encouraged to organize activities that add to the appeal of your movie night. Examples include bounce houses, live bands, games, raffles, etc. • The opportunity to insert one (1) thirty (30) second advertisement into the pre -movie video at your movie night. • The opportunity to hang up to two (2) banners no wider than eight (8) feet each around the seating area during your show. Banners around seating area must be free-standing. There will be no fences, trees, buildings, etc around the seating area to hang your banner on. • Your logo linked to your website on the City of Meridian website next to your event's listing on the CableONE Movie Night in Meridian page. • Your logo and a link to your website on your movie night's event listing on the Meridian Parks and Recreation page on Facebook. • Your logo next to your event's listing on the CableONE Movie Night in Meridian flyers that are distributed throughout the season. \ MOVIE NIGHT SINGLE -NIGHT SPONSORSHIP AGREEMENT PAGE 6 of 6 Meridian City Council Meeting DATE: March 11, 2014 ITEM NUMBER: 5G PROJECT NUMBER: ITEM TITLE: RESOLUTION NO. Resolution No. �"I I Uy Authorizing the City Clerk to Destroy Certain Semi - Permanent Records of the Information Technology Department MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS CITY OF MERIDIAN f THE CITY COUNCIL: RESOLUTION NO. I ` I ' qa O BIRD, BORTON, CAVENER, MILAM, ROUNTREE, ZAREMBA A RESOLUTION OF THE MAYOR AND THE CITY COUNCIL OF THE CITY OF MERIDIAN AUTHORIZING THE CITY CLERK TO DESTROY CERTAIN SEMI-PERMANENT RECORDS OF THE INFORMATION TECHNOLOGY DEPARTMENT; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the Mayor and City Council have the authority pursuant to Idaho Code § 50-907(4) to, by resolution, destroy semi-permanent records, upon the advice of the City Attorney, and with such disposition to be under the direction and supervision of the City Clerk; and WHEREAS, the City Clerk has identified certain semi-permanent records that may be destroyed pursuant to Idaho Code § 50-907(2) because the time period for retention of such records has expired; NOW THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF MERIDIAN CITY, IDAHO: Section 1. That the City Clerk is hereby authorized to direct and supervise the destruction of the following semi-permanent records of the Information Technology Department: INFORMATION TECHNOLOGY YEAR(S) DESCRIPTION 1. Semi-permanent Outlook e-mail messages — E-mails dated up to and All e-mail messages, sent or received by City general; City staff including December 31, 2008 staff using Outlook software, that are stored in Outlook or the City's e-mail archiving system. (E-mail messages may be preserved elsewhere in digital or paper format for longer periods of time as the subject matter of such messages may require.) Section 2. That the City Clerk is authorized to take all necessary steps to destroy the records as provided by this Resolution. Section 3. That this Resolution shall be in full force and effect immediately upon its adoption and approval. ADOPTED by the City Council of the City of Meridian, Idaho, this 11th day of March, 2014. APPROVED by the Mayor of the City of Meridian, Idaho, this 11th day of March, 2014. APPROVED: G CC (A , iL-� Cc res► d t,,.1, CGS a �l e RESOLUTION AUTHORIZING DESTRUCTION OF INFORh -%,t � TEST: GO !y . o, CityJ IDIS DO i i 5 � ay L. Holman, City Clerk Al STI Fr`TMHNOLQ,, EPARTMENT RECORDS 2014-02 PAGE 1 OF 1 Meridian City Council Meeting DATE: March 11, 2014 ITEM NUMBER: 6A PROJECT NUMBER: ITEM TITLE: PD - SWEARING IN OF NEW POLICE OFFICERS Police Department: Swearing In of New Police Officers t 4' 0 -� J cucA. MEETING NOTES Si M..o-w fYl ► IC.,I. �.eti�_ Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS Meridian City Council Meeting DATE: March 11, 2014 ITEM NUMBER: 6B ( PROJECT NUMBER: ITEM TITLE: SWAC ANNUAL REPORT PRESENTATION Solid Waste Advisory Commission: Annual Report Presentation MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS To: The Mayor and City Council From: Meridian Solid Waste Advisory Commission: Steve Cory, Chair, citizen commissioner Karie Glenn, Vice -Chair, staff commissioner Cheryl Caldwell, citizen commissioner Robert Corrie, citizen commissioner Nancy Mann, citizen commissioner Jeffrey Townsend, citizen commissioner Ashley Miller -Burgess, youth commissioner Mollie Mangerich, staff commissioner Andrea Pogue, staff commissioner Re: 2013 SWAC Annual Report The following report was approved at the SWAC meeting on October 23, 2013: A. Membership: Throughout the year, the Meridian Solid Waste Advisory Commission (SWAC) membership was fully staffed with five citizens, one youth Commissioner, three City employees, and 2 ex -officio members. B. Commercial Recycling Ordinance: SWAC concluded a year-long project with City Council's approval of the Commercial Recycling Ordinance. In 2012 at the request of Western Recycling, City Council asked SWAC to form a committee to review the status of the City's commercial recycling program and if appropriate, to develop a commercial recycling exemption to balance the competing interests of the City's solid waste franchisee and those of independent recyclers wishing to engage in commercial recycling activity within City limits. The committee, chaired by Commissioner Steve Cory, and comprised of representatives from SWAC, City Environmental Division, Republic Services, CINTAS, United Metals, North American Recycling, and Western Recycling, met seven times. The group unanimously approved a drafted exemption at its meeting on October 23, 2012 which was then presented to SWAC for consideration. In 2013, SWAC received public input at two separate meetings and made some changes to the drafted exemption as a result (eliminating primarily the permit requirement) before recommending the Ordinance to City Council for approval. The Ordinance passed and went into effect on April 29, 2013. C. Community Recycling Fund Program (CRFP): The beginning balance for FY13 was $69,277.09 of which $23,500.00 was approved for distribution on the carry-over 2012 Split Corridor Arts Project and Dog Park projects leaving 2013 SWAC Annual Report ,- $45,777.09 available for new projects.' SWAC improved the forms, application and award time frames, and process to better assist the public through the application process. The "open window" to submit applications for FYI ran from November 1 -December 31, 2012. SWAC reviewed applications as a group after the submittal window closed. SWAC ranked the applications and recommended to City Council for funding approval those which best fit with the CRFP's purpose and selection criteria. In FYI 3, SWAC reviewed and recommended four (4) applications for City Council's approval and continued to monitor the Split Corridor Arts Project Award as well. The successful projects were: 1. Public Projects: a. Meridian Youth Baseball: Purchase and Installation of Aluminum Bleachers at Settlers Park Baseball Complex -$8,902.50 was approved and $8,902.50 was spent. The MYB organization fulfilled their cash match of $3,902.50 to complete the proj ect. b. City of Meridian Parks and Recreation Department, Project #2: 8'h Street Playground Equipment -$21,500.00 was approved and $23,801.08 was spent to purchase playground equipment manufactured from 50% postconsumer plastics. Installation is set to occur on November 1, 2013. The Parks and Recreations cash match of $8,260.00 will be fulfilled at the time of installation. c. City of Meridian Environmental Division: Graphics Animation "It Starts at Home - Solid Waste & Recycling Services in Meridian" -$5.000 was approved and spent to fund the completion of a storyboard process with the consultant and the development of draft graphics to be used in the Animation. 2. SWAC sponsored the following project: a. City of Meridian Parks and Recreation Department, Project #1: Recycling Containers Installation at Heroes and Julius Kleiner City Parks- $15,575.00 was approved and $14,773.00 was spent. $842.00 was returned to the CRFP. ' In early 2013, SWAC's stewardship of the CRFP included working with one of the 2012 Award recipients, the Dog Park Task Force, and pertinent City Staff involved in working through the details of the project's fundraiser to ensure that the project remained true to its original application. When it became apparent that the project was in the process of morphing into a very different project than had been approved by City Council, SWAC asked the applicant to come to a meeting to discuss the situation. The applicant was made aware of the Commission's concerns in advance of the meeting and ultimately chose to return the money awarded ($3,500) instead of ( appearing. The return of those funds brought the FY 13 balance to $49,277.09. 2013 SWAC Annual Report 2 Each of the FY13 projects above were timely performed and a close-out report has already been submitted to City Council. With regard to the FYI Meridian Split Corridor Arts Project, it fell behind its initial projected timeline due to process delays in selecting and recommending a final art piece to City Council. However, SWAC voted to recommend a funding extension to the end of calendar year 2013 provided a final art piece was selected by City Council within that time period. City Council did approve the CJ Rench "Under the Sun and Dreaming" art piece on October 1, 2013. SWAC will monitor the project to ensure reporting obligations are fulfilled. The ending CRFP balance in FY13 is $1066.84. D. Secondary Market(s): The secondary markets remained depressed during 2013 resulting in zero residential curbside recycling revenue or City Parks recycling revenue being returned to the CRFP since November 2012. SWAC will continue to monitor market trends and work with Republic Services to identify new recycling revenue sources for the CRFP. E. Commission Business -other: Throughout the year, other Commission business included: 1. Monitoring and reporting to City Council on the developments and demise of the Dynamis Waste- to -Energy project at the Ada County Landfill as appropriate. 2. Monitoring the progress and developments related to changing from the current volume - based (per cubic yard) tipping fee system at the Ada County Landfill to a weight -based (per ton) fee system and reporting to the Mayor and City Council as appropriate. 3. Developing the Meridian Residential Curbside Services Chart to assist Republic Service customer service representatives in answering questions about Meridian's services so as not to be confused with other local cities' services also provided by Republic Services. The chart is posted on Republic's website as well as the City's Environmental website. 4. Analyzing and recommending changes to the format of the Solid Waste Rates Schedule for more transparency. 5. Reviewing and recommending to City Council approval of Republic's proposed FY13 Annual Rate Adjustment Report to City Council. 6. Reviewing citizen input regarding noise related to early AM collection times at a local school. SWAC and Republic worked with citizens and City staff to improve quality of service to citizens' satisfaction. 7. Reviewing a citizen's recommendation that Meridian adopt two of Boise's programs: (1) Coupons for Paper Leaf Bags, and (2) Overflow stickers. After discussion including consideration of the citizen's input, SWAC did not vote to recommend these two 2013 SWAC Annual Report 3 ` programs because they are both heavily subsidized and involve increased administrative burdens that would not be cost-effective here. Boise's use of overflow stickers philosophically differs as well from the history of Meridian's adoption and implementation of its automated waste program in 2010. 8. Visiting the Environmental Abrasives facility in SE Boise to learn about their glass recycling operation. 9. Receiving presentations from citizens and Republic Services, including: (a) Chad Schwend, PSE, regarding the Household Hazardous Waste Program; (b) Anthony Navarro Mountain Glass Recycling, regarding proposed glass recycling services; (c) Bill Jarocki, VOLTAIC Solutions, regarding cleaning trash and recycling container services; (d) Republic Services, regarding the Free Sharps Containers Program; (e) Republic Services, regarding the status of the Materials Recovery Facility (MRF); (f) Republic Services, regarding multiple issues related to Ada County Landfill; (g) Republic Services, regarding the status of secondary markets; (h) Republic Services, regarding the development and status of the Grass Recycling Pilot Program; (i) Republic Services, regarding the requested annual rate/CPI adjustment; and 0) CRFP Award Recipients, regarding their close-out reports. F. Commission Business -going forward: In 2014, SWAC is particularly looking forward to: 1. Continuing to participate in and monitor the developments of the Ada County Landfill Tip Fee Working Group with regard to any changes to disposal rates and updating the Mayor and City Council as appropriate. 2. Monitoring the progress of the pilot Grass Recycling Program and reporting back to the Mayor and City Council as appropriate. 3. Continuing to research and learn more about glass and other recycling opportunities, including yard debris composting. 4. Continuing to expand the CRFP by locating new recycling revenue sources, and as the Fund allows, sponsoring projects, advertising the CRFP to the public, and processing, selecting, and recommending to City Council project applications which fulfill the purpose and requirements of the program. 5. Expanding the role of the Youth Commissioner to coordinate with MYAC the planning of opportunities to promote recycling in the community. 2013 S WAC Annual Report 4 6. Assisting in the development of a City electronic waste recycling program, thereby diverting hazardous waste from the landfill, yet also administered in comport with the City's Purchasing policies. In conclusion, it has been a productive year for SWAC. We continue to learn as a Commission and look forward to even greater productivity in the year to come. 2013 SWAC Annual Report Meridian City Council Meeting DATE: March 11, 2014 ITEM NUMBER: 6 PROJECT NUMBER: ITEM TITLE: SWAC PRESENTATION ADA COUNTY LANDFILL TIP FEE SCHEDULE Solid Waste Advisory Commissions presentation on Proposed Ada County Landfill Tip Fee Schedule MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS To: Mayor and City Council From: Steve Cory, Chairman, Solid Waste Advisory Commission Date: March 11, 2014 Re: Proposed Ada County Landfill Tip Fee Schedule (attached) INTRODUCTION: At its meeting on February 26, 2014, the Solid Waste Advisory Commission reviewed the proposed Ada County Landfill Tip Fee Schedule as presented by Dave Logan, Director of the Ada County Operations Department. The proposed schedule was drafted in a ten month-long process and informally approved by all of the stakeholders' of the Ada County Landfill Tip Fee Working Group at its February 21, 2014 meeting. The SWAC received updates throughout the Landfill Tip Fee negotiation process by Meridian representatives, Councilman Rountree, Steve Cory and Mollie Mangerich, as well as representatives from Republic Services. All parties weighed -in favorably on the proposal. Upon conclusion of its review, SWAC voted to present the proposal to City Council for its consideration. SUMMARY: The proposed Landfill Tip Fee Schedule contains: • No change to the current rates for the City of Meridian. The City will continue to pay for municipal disposal (via the City's franchised hauler), on a volume -based disposal fee, currently priced at $11.00/yd3 • Meridian biosolids will continue to be accepted at the landfill on a volume -based disposal fee, currently priced at $11.00/ yd3. • Republic Services' Meridian Transfer Station will continue to provide full services to self -haulers, and Meridian trash will continue to be consolidated into transfer loads, thereby reducing trips to landfill, avoiding additional greenhouse gas emission, increased traffic and wear and tear on roads. o Dave Fisher, Republic Services, will work to ensure the Meridian Transfer Station fee is equivalent to, or less than, what Meridian self -haulers would pay at the landfill and will communicate any changes through the Meridian Solid Waste Advisory Commission. • Republic Service's Boise Transfer Station will redirect all non -compacted loads from Idaho Waste Systems, to the Ada County Landfill. This represents approximately $500,000 in additional revenue to the County. • Non-commercial (self -haulers) will pay by weight at the Landfill (with the exception of discrete wastestreams). This provides for increased efficiency for the County's Landfill Gate Clerks, meets reporting requirements of EPA, and will increase the pass-through rate at the scales. • All stakeholders acknowledge that disposal costs, and resulting fees are subject to future change due to regulatory requirements, landfill operations, etc. • The County Commissioners have directed Ada County Operations Dept. to establish a Landfill/Solid Waste Advisory Group (name of group to be determined by County) with regular meetings (frequency to be determined). 1 Meridian: Councilman Rountree, Steve Cory, Mollie Mangerich; City of Boise: Paul Woods, Catherine Chertudi; City of Kuna: J&M Sanitation; City of Eagle: represented by Republic Services; Ada County: Commissioner Case, Commissioner Yzaguirre, Dave Logan, Operations Director, Dave Neal, Consultant -Facilitator, Vicky McIntyre, Treasure, Dave Fisher, Republic Services, Steve Sedlacek, Republic Services RECOMMENDED ACTION: SWAC recommends that City Council authorize the Mayor to prepare and submit favorable correspondence regarding the proposal to Dave Logan, Director Ada County Operations so that it can be included in his presentation of the proposed Tip Fee Schedule to Ada County Commissioners in the near future. PROPOSED TIPPING FEE SCHEDULE - REVISED 2/21/14 WEIGHT BASED TIPPING FEE SCHEDULE - NON COMMERCIAL 1. Minimum Fee 2. General MSW 3. Minimum Fee: Wood 4. Wood: Recyclable 5. Minimum Fee: Asbestos 6. Asbestos 7. Refrigeration Units 8. Tires $11.00 (up to 700 pounds)' $33.00 ton $11.00 (up to 1,000 pounds) $22.00 per ton $50.00 (up to 1 cubic yard) $50.00 per cubic yard $22.00 each $ 3.50 each (max 18" rim diameter)2 VOLUME BASED TIPPING FEE SCHEDULE - COMMERCIAL 1. Minimum Fee: Non -compacted 2. Non -compacted Waste 3. Minimum Fee: Compacted 4. Compacted Waste 5. Minimum Fee: C&D Waste 6. Minimum Fee: Wood 7. Wood: Recyclable 8. Minimum Fee: Asbestos 9. Asbestos 10. Refrigeration Units 11. Tires 1 Scalable to <1 ton at 0.50 increments Z Limit 4 tires, wheel on, OK 3 Includes Meridian biosolids $11.00 (up to 2 cubic yards) $ 5.50 per cubic yard $11.00 (up to 1 cubic yard) $11.00 per cubic yard $11.00 (up to 1 cubic yard) 3 $11.00 (up to 4 cubic yards) $ 2.75 per cubic yard $50.00 (up to 1 cubic yard) $50.00 per cubic yard $22.00 each $ 3.50 each (max 18" rim diameter) Meridian City Council Meeting DATE: March 11, 2014 ITEM NUMBER: 6D PROJECT NUMBER: ITEM TITLE: REPUBLIC SERVICES ANNUAL REPORT Republic Services Annual Report MEETING NOTES Z�60,7 � /�/o /, - �,, � Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS REPUBLIC SERVICES MEMORANDUM To: Members of the Meridian City Council: Charlie Rountree, President Keith Bird, Vice President Joe Borton Luke Cavener Genesis Milam David Zaremba CC: Members of the Meridian Solid Waste Advisory Commission From: Republic Services Subject: Fourth Quarter 2013 Solid Waste Collection and Recycling Statistics Solid Waste Collection and Recycling Annual Summary 2013 Date: January 15th, 2014 INTRODUCTION Republic Services is committed to providing reliable solid waste collection; innovative, effective recycling and waste reduction programs; quality customer service; valuable public outreach and education efforts; and strong community involvement to Meridian residents and businesses. This quarterly report includes solid waste and recycling information for the fourth calendar quarter of 2013 as well as an Annual Summary. To help identify trends we have, where possible, included data from 2012. Republic Services began operating SSC in Q2 2012. There were some reporting inconsistencies during the transition periods Q1 and Q2 2012, which are evident when the 2013 data is included. Moving forward we expect to see more consistent Q1 and Q2 data. Republic Services Quarterly Report - Q4 Data and Annual Summary 1 I REPUBLIC SERVICES HIGHLIGHTS Recycle The Fall During this three week program residents can place an unlimited number of Kraft paper leaf bags at the curb. Republic Services collects the leaves with a dedicated leaf recycling truck (identified by a "Leaf Recycling" magnet on the side). Leaves are collected on the customer's residential trash day. This year "Recycle The Fall" collected 62% more cubic yards of leaves than 2012. Cubic Yards of Leaves Collected 1 488 1 790 Rake Up Meridian "Rake Up Meridian" is a one day event, that occurs during Recycle The Fall. Volunteer groups around the community come together during this event to help rake leaves at the homes of the elderly and disabled. All leaf bags are left at the resident's curb or alley for �. collection on their regular service day. In 2013, Rake Up Meridian volunteers raked over 60 homes and recycled 870 bags of leaves. Republic Services Quarterly Report - Q4 Data and Annual Summary 2 Trash Collection Fourth Quarter (Q4) During Q4 2013, Republic Services collected 8,514 tons of trash from approximately 26,997 households 2013 Summary The total tons of residential trash collected during 2013 was 34,370. This was an increase of 1,112 tons from 2012. This 3.2% increase in trash, can be partially explained by the 2.6% increase in household accounts over the last twelve months. The average Meridian household disposed of 213 pounds of trash per month. REPUBLIC SERVICES RESIDENTIAL SERVICES Curbside Trash 10000 9500 9000 U N 0 8500 U 0 8000 F- 7500 7000 Q1 Q2 Q3 Q4 —0-2012 2013 *The difference in 02 Tonnage is likely due to the change in reporting between SSCand Republic Services I IBM Republic Services Quarterly Report - Q4 Data and Annual Summary 3 Curbside Recycling Fourth Quarter (04) Meridian households recycled 1,074 tons during Q4 2013. The average house recycled 26 pounds per month. 2013 Summary By the end of 2013 there were 26,997 active household accounts in the City of Meridian. Of those accounts, 21,691 (80%) participated in the recycling program. REPUBLIC SERVICES Meridian residents recycled a total of 4,150 tons during 2013, a 3.3% increase (136 tons) from 2012 when residents recycled 4,014 tons. The average price for curbside comingled recyclables was (-$6.33)/ton in 2013. Republic Services covered the annual cost to process those materials which amounted to (-$26,881). The following items were accepted in the curbside recycling program: Mixed Paper Cardboard Maizazines/ Catalogs Newspaper Aluminum Tin cans Rip_id Plastics 41 -7 CRepublic Services Quarterly Report — Q4 Data and Annual Summary 4 REPUBLIC SERVICES Curbside Grass Recycling Program Republic Services kicked off the first ever "grass only" recycling program in Q3 2013. This subscription based program allows customers to order a special grass cart (green with tan lid) for $7.95/month. Grass collection occurs weekly on trash day from April through October. This cart has year round benefits, including: leaf recycling in November (during Meridian's leaf collection program) and overflow trash from December through March. Participating customers are required to rinse out their grass cart in late March before grass recycling resumes in April. The grass is taken to a farm in south Ada County where it is placed in a silage pit. The grass is packed tightly and covered with a tarp. This minimizes air exposure and allows the grass to go through a "pickling" process. After several months, the ensiled grass is tested for harmful chemicals. If the results meet the federally -established thresholds, the grass silage is mixed with a variety of other feeds for cattle. If the results come in higher than acceptable, the silage is used as a soil amendment and land -applied to nutrient poor fields. Either way, the grass is beneficially reused. 2013 Summary Although the program is in its infancy, there are roughly 100 Meridian subscribers who have diverted one ton of grass from the landfill. Republic Services will continue to market and promote this program in 2014. Curbside Oil Recycling Program Curbside collection of used motor oil was first offered to Meridian residents in May 1999. Fourth Quarter (04) During Q4 2013, approximately 300 residents recycled 540 gallons of used oil. 2013 Summary In 2013, Republic Services collected 2,551 gallons of oil for recycling. This represents a 36% decrease (1,447 gallons) from oil set out at the curbside in 2012. This may be due to households taking these materials to the weekly Household Hazardous Waste Collection Events. ( Republic Services Quarterly Report - Q4 Data and Annual Summary 5 Q REPUBLIC SERVICES Household Hazardous Waste Collection Events The Meridian Household Hazardous Waste (HHW) collection site continues to be located in the Republic Services parking lot during 2013. The Meridian location is the busiest mobile collection site in Ada County. Meridian residents can drop off their HHW between noon and 7:00 pm every Monday (except major holidays). 2013 Summary ` Hazardous waste collection continued to grow in 2013. In 2013, 7,570 vehicles delivered 117 tons of hazardous waste to this site. By comparison, 5,711 vehicles delivered 77 tons in 2012. This was a growth of 33% participation and 52% materials accepted. Due to an increase in participation during 2013, additional PSC staff were added to the Meridian mobile site and the monthly cost of service increased to $65,234. In 2012, Republic Services paid $56,761 for hazardous waste collection services. f Republic Services Quarterly Report - Q4 Data and Annual Summary 6 REPUBLIC SERV/CES COMMERCIAL AND INDUSTRIAL COLLECTION Commercial Trash Collection Republic Services provides collection to each commercial business in Meridian at least once a week. In 2013, commercial trash was taken to the Republic Services transfer station, consolidated with other trash, and taken to the Ada County Landfill. Fourth Quarter (04) Commercial front load trucks collected 4,136 tons of waste during Q4 2013. 2013 Summary By the end of the year, our commercial trucks had collected 15,974 tons of trash from Meridian businesses, a 7% (1,204 tons) decrease from 2012, when 17,178 tons were collected. Disparity in data for Q1 is likely due to the difference in reporting technologies between SSC and Republic Services. Commercial Recycling Collection Republic Services offers commercial comingled recycling in Meridian. Businesses can utilize 95 -gallon carts, or 3, 5, 6, and 8 cubic yard containers. Numerous businesses and every school in Meridian recycle. Starting in 2014, Republic Services will begin tracking how many of the 1,049 Meridian businesses are utilizing the commercial recycling program. Republic Services Quarterly Report - Q4 Data and Annual Summary 7 REPUBLIC SERVICES Items that can be recycled in the commercial recycling program are identical to the materials residents recycle (listed on page 4). Fourth Quarter (04) During Q4 2013, 335 tons of comingled recyclable materials were collected from Meridian businesses. 2013 Summary Commercial recycling dipped in 2013, with businesses recycling a total of 1,277 tons, 101 tons less than 2012. Most of the 101 tons lost in Q1 2013, is likely due to differences in reporting methodologies used by SSC and Republic Services. 250 Q1 -y-2012 Q2-0-2013 Q3 Q4 Industrial Trash Collection Roll off services are provided to both permanent and temporary accounts. Industrial service includes compactors or roll off boxes (6, 8, 10, 20, 30, or 40 cubic yards). The mini boxes (6, 8, and 10 cubic yards) are taken to the Republic Services transfer station for consolidation. The larger boxes are direct hauled to the Ada County Landfill. Republic Services Quarterly Report - Q4 Data and Annual Summary 8 Fourth Quarter (Q4) Republic Services' roll off system collected 6,042 tons of waste during Q4 2013. 2013 Summary Industrial trash continued to increase throughout the year with an annual total of 21,856 tons. This was an increase of 4,335 (20%) as compared to 2012. REPUBLIC SERVICES Industrial Recycling Collection Republic Services diverts several materials from the landfill for recycling via roll off hauls from customer sites, and the "Z" wall at our transfer station. Recycled Materials: • Wood r • Yard Trimmings l • Appliances • Tires • Rock • Plastics + Cardboard/Paper • Sheetrock • Twine Fourth Quarter (04) During Q4 2013, an estimated 1,151 tons of materials was diverted from the landfill. 2013 Summary In 2013, 3,801 tons of industrial material was recycled. In 2012, 4,024 tons was recycled by Meridian's industrial sector. The industrial sector is comprised of temporary services, such as construction site removal work. Temporary services are less predictable than regular services as depicted in the graph above. Republic Services Quarterly Report - Q4 Data and Annual Summary 9 Transfer Station Collection Republic Services' transfer station accepts waste from commercial trucks, residential trucks, roll off trucks, mini roll off trucks, public vehicles, and local businesses. The waste collected at the transfer station is consolidated and taken to the Ada County Landfill for disposal. REPUBLIC SERVICES Fourth 0-uarter (04) There were 23,557 tons of waste compacted at the transfer station during Q4 2013. 2013 Summary In 2013, the transfer station collected 91,782 tons of material, a 22.3% increase over 2012 (75,020 tons). Republic Services Quarterly Report - Q4 Data and Annual Summary 10 REPUBLIC SERVICES DONATED SERVICES Special Events One of the many reasons people enjoy living in and visiting the City of Meridian is the great sense of community. That feeling is easily found at special events throughout the City. Special events come in all shapes and sizes at all different times of the year. Republic Services is proud to be a part of many of those events. The following special events took place in Q4 2013: Lion's Club Rodeo Recycle The Fall Rake Up Meridian Optimist Christmas Tree Lot Republic Services Quarterly Report - Q4 Data and Annual Summary 11 REPUBLIC SERVICES Donations Made to City Services Donation values are based on contracted commercial rates in the City of Meridian. Commercial rates include the costs of removal, disposal, and container rental. Fourth Ouarter (04) Over $20,300 in services were donated in Q4 2013 to the City of Meridian's municipal buildings and parks. 2013 Summary A total of $76,600 was donated in contractor provided services during 2013 per Republic Services' Franchise Agreement with the City. Please see Appendix A for a comprehensive list of donated services. Donations Made To City Services First Quarter I Second Quarter Third Quarter I Fourth Quarter I Annual Total $16,400 1 $20,300 $19,600 1 $20,300 1 $76,600 City Park Recycling This summer, Republic Services started tracking utilization of the 5 yard recycle dumpsters at Settler's Park, Kleiner's Park, and Hereos Park. Fourth Quarter (04) The charts below show which days each Park was serviced and how full the recycling containers were during Q4 2013. The percentage of capacity is applied against an industry average weight for loose comingle goods (42 lbs./cubic yard). The following page lists the weights and commodity values at the three parks during Q4. Republic Services Quarterly Report - Q4 Data and Annual Summary 12 REPUBLIC SERVICES Heroes Park Recycling ' (On Call Service) Settler's Park Recycling ` (Weekly, Service) Date Percent Full Weight LBs Date Percent Full Weight LBs Revenue Earned 10/7/2013 0% 0 $0.00 10/14/2013 0% 0 $0.00 10/21/2013 1% 2 $0.04 10/28/2013 50% 105 $2.10 11/4/2013 50% 105 $2.10 11/11/2013 25% 53 $1.05 11/18/2013 0% 0 $0.00 11/25/2013 75% 158 $3.15 12/2/2013 0% 0 $0.00 12/9/2013 0% 0 $0.00 12/16/2013 0% 0 $0.00 12/23/2013 0% 0 $0.00 12/30/2013 75% 158 $1.97 Q4 Total: 581 $10.41 2013 Total: 4,800 $99.47 Heroes Park Recycling ' (On Call Service) Kleiner's Park Recycling (Every Other Week Service) Date Percent Full Weight LBs Revenue Earned 10/30/2013 100% 210 $4.20 Q4 Total: 210 $4.20 2013 Total: 304 $6.31 y Kleiner's Park Recycling (Every Other Week Service) Date Percent Full Weight (LBs) Revenue Earned 10/14/2013 0% 0 $0.00 10/28/2013 0% 0 $0.00 11/11/2013 0% 0 $0.00 11/25/2013 0% 0 $0.00 12/9/2013 0% 0 $0.00 12/23/2013 0% 0 $0.00 Q4 Total: 0 $0.00 2013 Total: 544 $11.30 Republic Services Quarterly Report - Q4 Data and Annual Summary 13 APPENDIX - A Permanent City Donated Services Accounts A^^^..nf Kl .ma Orfdrpsc Services Meridian Fire Department #2 2401 N. Ten Mile 3 Yard Trash, Once a Week 2 Recycle Carts, Once a Week Meridian Fire Department #5 6001 Linder Rd 3 Yard Trash, Once a Week Recycle Cart, Once a Week Bark Park 1401 Watertower 10 Yard Roll Off, On Call 3 Yard Trash, Twice a Week Trash Cart, Once a Week Two Recycle Carts, Once a Week Merdian City Cans Main and Idaho Trash Can, Once a Week 903 N. Main Trash Can, Once a Week 132 E. Idaho Trash Can, Once a Week 853 N. Main Trash Can, Once a Week Meridian Water Department 2235 NW 8th St. Recycle Cart, Once a Week Tully Park 2500 N. Linder 8 Yard Trash, Three Times a Week Meridian City Hall 33 E. Broadway Ave 8 Yard Trash, Twice a Week 5 Yard Recycle, Twice a Week Bear Creek Park 2400 Stoddard 6 yard Trash, Twice a Week Heroe's Park 3064 W. Malta Dr. 6 Yard Trash, Twice a Week 5 yard Recycle, On Call Meridian Fire Department #3 3545 Locust Grove Rd. 3 yard Trash, Once a Week Recycle Cart, Once a Week Storey Park 205 E. Franklin Rd 6 Yard Trash, Three Times a Week Meridian Community Center 201 E. Idaho 3 Yard Trash, Four Times a Week Meridian Fire Department #1 540 E. Franklin Rd. 3 Yard Trash, Once a Week Two Recycle Carts, Once a Week 20 Yard Roll Off, On Call Meridian Fire Department #4 2515 S. Eagle Rd. 3 Yard Trash, Once a Week Two Recycle Carts, Once a Week Settler's Park 3245 N. Meridian Rd. 30 Yard Trash, On Call Two 8 Yard Trash, Six Times a Week 5 Yard Recycle, Once a Week Kleiner Park 1805 Venture St Three 6 Yard Trash, Twice a Week Fuller Park Ten Mile/Cherry Trash Cart, Once a Week Boys & Girls Club 911 N Meridian Rd 5 Yard Recycle, Every Other Week Police Activities League PAL 250 N. Baltic Pl. 30 Yard Trash, On Call Mc Maint Facility 1700 E Lanark St 6 Yard Trash, Once a Week 3 Yard Recycle, On Call Meridian Parks & Rec. 11939 Venture St. 20 Yard Roll Off, On Call Permanent Donation Accounts (Not Municipal) Account Address Services Chamber of Commerce 215 E. Franklin Recycle Cart, Once a Week Fuller Park Ten Mile/Cherry 20 Yard, On Call Boys & Girls Club 911 N Meridian Rd 3 Yard Trash, Three Times a Week 3 Yard Recycle, Every Other Week Police Activities League PAL 250 N. Baltic Pl. Trash Cart, Once a Week Recycle Cart, Once a Week Seasonal Donations Account Address Services Meridian City Leaf Donation 2130 W Franklin Rd 130 Yard Roll Off, Hauled 13 Times Meridian City Tree Donation 2130 W Franklin Rd 30 Yard Roll Off, Hauled Twice Meridian City Council Meeting DATE: March 11, 2014 ITEM NUMBER: 7 PROJECT NUMBER: ITEM TITLE: Items Moved From Consent Agenda MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS Date F(, Department: Construction: Project Name: Project Manager: Contractor/Consultant/Design Engineer: CITY OF MERIDIAN I E I'VED CONTRACT/AGENDA REQUEST CHECKLIST p REQUESTING DEPARTMENT CITY CLERKSOFFICE GL Account: Project # PSA: Department Representative: Budget Available (Attach Report): Contract Amount: Will the project cross fiscal years? Yes No Task Order: Budget Information: FY Budget: Enhancement #: Grant #: Other: Type of Grant: CQNTRACI' CHECKLIST" BASIS OF AWARD Low Bidder Highest Rated ( lid Results Attached) (Ratings Attached) Typical Award Yes No Bid No: If no please state circumstances and conclusion: 10 Day Waiting Period Complete: PW License # Corporation Status (Attach Print Out): Insurance Certificates Received (Date): Payment and Performance Bonds Received (Date): Builders Risk Ins. Req'd: Yes No Current? (attach print out) Master Agreement (Category) Bid Opening Date: Date Award Posted: Rating: Rating: If yes, has policy been purchased? D7`- Submitted to Clerk for Agenda: Approved by Council Is. Purchase Order No. Date Issued: WH5 submitted Issue Notice of Award: Date: NTP Date: Correct Category? CITY OF MERIDIAN FORMAL BID/CONTRACT PLANNING WORKSHEET Water & Sewer Lines, Lift Stations & Well Projects Worksheet Date: PROJECT NAME: PROJECT NO: PROJECT MANAGER: ENHANCEMENT NO. Fund: Department: Account Desired Construction NTP Date: Date Est. Actual Est. Request received in Purchasing Date 100% Plans and specifications received in Purchasing Date Date Bid Assembly, Complete and Issued: Date Date 21 (21 Days Min.) Bid Duration Date Date 21 (21 Days Min.) Bid Results , Issue Cond. Notice of Award & Agreement Date Date 5 (5l _,s Min.) Rec. Contractor Signed Agreement & Submit to Council Date Date 10 Verify Bonds & Ins. (Incl. 10 Day Protest Period) (10 Days Min.) Council Approval Date Date 15 (15 Days Min.) Issue Notice of Award & PO. Date Date 5 (5 Days Min.) Issue Construction NTP Date Date Count backwards from this date to determine when plans and specs need to be delivered to Purchasing TOTAL DAY TO COMPLETE PROCUREMENT PROCESS: 77 TO BEGIN CONSTRUCTION ON 100 % PLANS AND SPECIFICATIONS MUST BE DELIVERED TO PURCHASING NO LATER THAN: 0 Date: 1/22/2014 F� 60 Department: Construction: X Project Name: CITY OF MERIDIAN CONTRACT/AGENDA REQUEST CHECKLIST REQUESTING DEPARTMENT PW - ENGINEERING 3590 PSA: GL Account: 95000 Project # Task Order: NW 8th STREET SEWER TRUNK MAIN - PHASE2 BROADWAY TO CHERRY 10329A Project Manager: John Boyd Department Representative: n/a Contractor/Consultant/Design Engineer: McMaster Construction & Development - Murray Smith & Associates Budget Available (Attach Report): Yes Contract Amount: $803,370.80 10 Day Waiting Period Complete PW License # 4466 Yes Current? (attach print out) Corporation Status (Attach Print Out): Goodstanding Insurance Certificates Received (Date): January 17, 2014 Payment and Performance Bonds Received (Date): Builders Risk Ins. Req'd: Yes No X Date Award Posted: January 10, 2014 Correct Category? Yes Rating: A January 17, 2014 Rating: A If yes, has policy been purchased? n/a D ' submitted to Clerk for Agenda: January 22, 2014 Approved by Council January 28, 2014 Is. ,urchase Order No, 14-0206 Date Issued: February 7, 2014 WI -15 submitted 1/28/2014 Issue Notice of Award: Date: January 29, 2014 NTP Date: 1/29/2014 CITY OF MERIDIAN FORMAL BID/CONTRACT PLANNING WORKSHEET ( Water & Sewer Lines, Lift Stations & Well Projects Worksheet Date: PROJECT NAME: NW 8th Street Sewer Trunk Main - Phase PROJECT NO: 2 Broadway to Cherry PROJECT MANAGER: John Boyd ENHANCEMENT NO. 7 Fund: 60 Department: 3590 Account 95000 Desired Construction NTP Date: February 5, 2014 Date Est. Actual Request received in Purchasing December 11, 2013 100% Plans and specifications received in Purchasing November 4. 2013 December 13, 2014 November 7, 2013 10329A Days Est. Bid Assembly, Complete and Issued: November 25, 2013 December 23, 2013 21 (21 Days Min.) Bid Duration December 16, 2013 January 10, 2014 21 (21 Days Min.) Pf' gid Results , Issue Cond. Notice of Award & Agreement January 6. 201 January 13, 2014 5 (5 s Min.) Rec. Contractor Signed Agreement & Submit to Council January 16, 2014 January 22, 2014 10 Verify Bonds & Ins. (Incl. 10 Day Protest Period) (10 Days Min.) Council Approval January 31, 2014 January 28 2014 15 (15 Days Min.) Issue Notice of Award & PO. February 5. 2014 January 29, 2014 5 (5 Days Min.) Issue Construction NTP February 5, 2014 January 29, 2014 Count backwards from this date to determine when plans and specs need to be delivered to Purchasing TOTAL DAY TO COMPLETE PROCUREMENT PROCESS: 77 TO BEGIN CONSTRUCTION ON February 5, 2014 100 % PLANS AND SPECIFICATIONS MUST BE DELIVERED TO PURCHASING NO LATER THAN: November 4. 2013 48 Office of the Attorney General Idaho Ethics In Government Manual AUGUST 2008 LAWRENCE WASDEN Attorney General 700 West State Street Boise, ID 83720-0010 www.ag.idaho.gov My Intergovernmental and Fiscal Law Division has prepared this legal manual for your information. I hope it assists you when presented with applicable situations. Sincerely, LAWRENCE G. WASDEN Attorney General Idaho Ethics In Government RELEVANTSTATUTES Bribery and Corrupt Influence Act 18-1351. Bribery and corrupt practices — Definitions. Unless a different meaning plainly is required in this chapter: (1) 'Benefit" means gain or advantage, or anything regarded by the beneficiary as gain or advantage, including benefit to any other person or entity in whose welfare he is interested, but not an advantage promised generally to a group or class of voters as a consequence of public measures which a candidate engages to support or oppose. (2) "Confidential information" means knowledge gained through a public office, official duty or employment by a governmental entity which is not subject to disclosure to the general public and which, if utilized in financial transactions would provide the user with an advantage over those not having such information or result in harm to the governmental entity from which it was obtained. (3) "Government" includes any branch, subdivision or agency of the government of the state or any locality within it and other political subdivisions including, but not limited to, highway districts, planning and zoning commissions and cemetery districts; and all other governmental districts, commissions or governmental bodies not specifically mentioned in this chapter. (4) "Harm" means loss, disadvantage or injury, including loss, disadvantage or injury to any other person or entity in whose welfare he is interested. (5) "Official proceeding" means a proceeding heard or which may be heard before any legislative, judicial, administrative or other governmental agency or official authorized to take evidence under oath, including any referee, hearing examiner, commissioner, notary or other person taking testimony or deposition in connection with any such proceeding. (6) "Party official' means a person who holds an elective or appointive post in a political party in the United States by virtue of which he directs or conducts, or participates in directing or conducting party affairs at any level of responsibility. Idaho Ethics In Government (b) threatens harm to any public servant with purpose to influence his decision, opinion, recommendation, vote or other exercise of discretion in a judicial or administrative proceeding; or (c) threatens harm to any public servant or party official with purpose to influence him to violate his known legal duty; or (d) privately addresses to any public servant who has or will have an official discretion in a judicial or administrative proceeding any representation, entreaty, argument or other communication with purpose to influence the outcome on the basis of considerations other than those authorized by law. It is no defense to prosecution under this section that a person whom the actor sought to influence was not qualified to act in the desired way, whether because he had not yet assumed office, or lacked jurisdiction, or for any other reason. (2) Grading. An offense under this section is a misdemeanor unless the actor threatened to commit a crime or made a threat with purpose to influence a judicial or administrative proceeding, in which cases the offense is a felony. 18-1353A. Threats against state officials of the executive, legislative or judicial branch. Whoever knowingly and willfully deposits for conveyance in the mail or for a delivery from any post office or by any letter carrier, any letter, paper, writing, print, missive, or document containing any threat to take the life of or to inflict bodily harm upon any state elected official of the executive or legislative branch, or any justice, judge or magistrate of the judicial branch, or person appointed to fill the vacancy of a state elected official of the executive or legislative branch of the state of Idaho, or knowingly and willfully otherwise makes any such threat against a state elected official of the executive or legislative branch, or any justice, judge or magistrate of the judicial branch, or person appointed to fill the vacancy of a state elected official of the executive or legislative branch of the state of Idaho is guilty of a misdemeanor and upon conviction thereof shall be fined not to exceed one thousand dollars ($1,000) and shall be sentenced to not to exceed one (1) year in the county jail. If such threat is made while the defendant exhibits a firearm or other dangerous or deadly weapon, the defendant shall be guilty of a felony. Upon a second or subsequent conviction of an offense under this section, the defendant Idaho Ethics In Government interested in or likely to become interested in any matter before such public servant or a tribunal with which he is associated. (4) Legislative and executive officials. No legislator or public servant shall solicit, accept or agree to accept any pecuniary benefit in return for action on a bill, legislation, proceeding or official transaction from any person known to be interested in a bill, legislation, official transaction or proceeding. (5) Exceptions. This section shall not apply to: (a) fees prescribed by law to be received by a public servant, or any other benefit for which the recipient gives legitimate consideration or to which he is otherwise legally entitled; or (b) gifts or other benefits conferred on account of kinship or other personal, professional or business relationship independent of the official status of the receiver; or (c) trivial benefits not to exceed a value of fifty dollars ($50.00) incidental to personal, professional or business contacts and involving no substantial risk of undermining official impartiality; or (d) benefits received as a result of lobbying activities that are disclosed in reports required by chapter 66, title 67, Idaho Code. This exception shall not apply to any activities prohibited by subsections (1) through (4) of this section. (6) Offering benefits prohibited. No person shall knowingly confer, or offer or agree to confer, any benefit prohibited by the foregoing subsections. (7) Grade of offense. An offense under this section is a misdemeanor and shall be punished as provided in this chapter. 18-1357. Compensating public servant for assisting private interests in relation to matters before him (1) Receiving compensation. A public servant commits a misdemeanor if he solicits, accepts or agrees to accept compensation for advice or other assistance in preparing or promoting a bill, contract, claim, or other transaction or proposal as to which he knows that he has or is likely to have an official discretion to exercise. Idaho Ethics In Government (c) Use or disclose confidential information gained in the course of or by reason of his official position or activities in any manner with the intent to obtain a pecuniary benefit for himself or any other person or entity in whose welfare he is interested or with the intent to harm the governmental entity for which he serves. (d) Be interested in any contract made by him in his official capacity, or by any body or board of which he is a member, except as provided in section 18-1361, Idaho Code. (e) Appoint or vote for the appointment of any person related to him by blood or marriage within the second degree, to any clerkship, office, position, employment or duty, when the salary, wages, pay or compensation of such appointee is to be paid out of public funds or fees of office, or appoint or furnish employment to any person whose salary, wages, pay or compensation is to be paid out of public funds or fees of office, and who is related by either blood or marriage within the second degree to any other public servant when such appointment is made on the agreement or promise of such other public servant or any other public servant to appoint or furnish employment to anyone so related to the public servant making or voting for such appointment. Any public servant who C pays out of any public funds under his control or who draws or authorizes the drawing of any warrant or authority for the payment out of any public fund of the salary, wages, pay, or compensation of any such ineligible person, knowing him to be ineligible, is guilty of a misdemeanor and shall be punished as provided in this chapter. (f) Unless specifically authorized by another provision of law, commit any act prohibited of members of the legislature or any officer or employee of any branch of the state government by section 67-5726, Idaho Code, violations of which are subject to penalties as provided in section 67-5734, Idaho Code, which prohibition and penalties shall be deemed to extend to all public servants pursuant to the provisions of this section. (2) No person related to any member of the legislature by blood or marriage within the second degree shall be appointed to any clerkship, office, position, employment or duty within the legislative branch of government or otherwise be employed by the legislative branch of government when the salary, wages, pay or compensation of such appointee or employee is to be paid out of public funds. 7 Idaho Ethics In Government in this chapter, any person who violates the provisions of this chapter may be required to forfeit his office and may be ordered to make restitution of any benefit received by him to the governmental entity from which it was obtained. 18-1361. Self-interested contracts — Exception. Where there are less than three (3) suppliers of a good or a service within a fifteen (15) mile radius of where the good or service is to be provided, it shall not constitute a violation of the provisions of subsection (1) (d) or (e) of section 18-1359, Idaho Code, for a public servant or for his relative to contract with the public body of which the public servant is a member if the contract is reasonably necessary to respond to a disaster as defined in chapter 10, title 46, Idaho Code, or if the procedures listed below are strictly observed. For purposes of this section, "relative" shall mean any person related to the public servant by blood or marriage within the second degree. (1) The contract is competitively bid and the public servant or his relative submits the low bid; and (2) Neither the public servant nor his relative takes any part in the preparation of the contract or bid specifications, and the public servant takes no part in voting on or approving the contract or bid specifications; and (3) The public servant makes full disclosure, in writing, to all members of the governing body, council or board of said public body of his interest or that of his relative and of his or his relative's intention to bid on the contract; and (4) Neither the public servant nor his relative has violated any provision of Idaho law pertaining to competitive bidding or improper solicitation of business. 18-1361A. Non -compensated appointed public servant — Relatives of public servant — Exception. When a person is a public servant by reason of his appointment to a governmental entity board for which the person receives no salary or fees for his service on said board, it shall not constitute a violation of the provisions of subsection (1)(d) or (e) of section 18-1359, Idaho Code, for a public servant or for his relative to contract with the public body of which the public servant is a member if the procedures listed below are 9 Idaho Ethics In Government interest is disclosed to the body of which he is an officer and noted in the official minutes or similar records prior to the formation of the contract, and thereafter the governing body authorizes, approves, or ratifies the contract in good faith by a vote of its membership sufficient for the purpose without counting the vote or votes of the officer having the remote interest. As used in this section, "remote interest" means: (a) That of a non -salaried officer of a nonprofit corporation; or (b) That of an employee or agent of a contracting party where the compensation of such employee or agent consists entirely of fixed wages or salary; or (c) That of a landlord or tenant of a contracting party; or (d) That of a holder of less than one percent (1%) of the shares of a corporation or cooperative which is a contracting party. (2) Although a public official's interest in a contract may be only remote, a public official shall not influence or attempt to influence any other officer of the board of which he is an officer to enter into the contract. Violation of the provisions of this subsection shall be a misdemeanor as provided in section 59-208, Idaho Code. Any contract created or entered into in violation of the provisions of this subsection shall be void. 59-202. Officers not to be interested in sales. State, county, district, precinct and city officers must not be purchasers at any sale nor vendors at any purchase made by them in their official capacity. 59-203. Prohibited contracts voidable. Every contract made in violation of any of the provisions of the two (2) preceding sections may be avoided at the instance of any party except the officer interested therein. 11 Idaho Ethics In Government 59-209. Non -compensated public official —Exception. When a person is a public official by reason of his appointment or election to a governing board of a governmental entity for which the person receives no salary or fee as compensation for his service on said board, he shall not be prohibited from having an interest in any contract made or entered into by the board of which he is a member, if he strictly observes the procedure set out in section 18-1361A, Idaho Code. 59-210. Violation relating to public contracts. Officers shall not commit any act prohibited by section 67-5726, Idaho Code, violations of which are subject to penalties as provided in section 67-5734, Idaho Code, and which prohibitions and penalties shall be deemed to extend to all public officers governed by the provisions of this chapter. Ethics in Government Act 59-701. Short title. This act shall be known and may be cited as the "Ethics in Government ( Act of 1990." 59-702. Policy and purpose. It is hereby declared that the position of a public official at all levels of government is a public trust and it is in the public interest to: (1) Protect the integrity of government throughout the state of Idaho while at the same time facilitating recruitment and retention of personnel needed within government; (2) Assure independence, impartiality and honesty of public officials in governmental functions; (3) Inform citizens of the existence of personal interests which may present a conflict of interest between an official's public trust and private concerns; (4) Prevent public office from being used for personal gain contrary to the public interest; 13 Idaho Ethics In Government (d) Any action by a public official upon any revenue measure, any appropriation measure or any measure imposing a tax, when similarly situated members of the general public are affected by the outcome of the action in a substantially similar manner and degree. (5) "Economic gain" means increase in pecuniary value from sources other than lawful compensation as a public official. (6) "Governmental entity" means: (a) The state of Idaho and all agencies, commissions and other governmental bodies of the state; and (b) Counties and municipalities of the state of Idaho, all other political subdivisions including, but not limited to, highway districts, planning and zoning commissions or governmental bodies not specifically mentioned in this chapter. (7) "Members of a household" mean the spouse and dependent children of the public official and/or persons whom the public official is legally obligated to support. (8) "Person" means an individual, proprietorship, partnership, association, trust, estate, business trust, group or corporation, whether operated for profit or not, and any other legal entity, or agent or servant thereof, or a governmental entity. (9) "Public office" means any position in which the normal and usual duties are conducted on behalf of a governmental entity. (10) "Public official' means any person holding public office in the following capacity: (a) As an elected public official meaning any person holding public office of a governmental entity by virtue of an elected process, including persons appointed to a vacant elected office of a governmental entity, excluding members of the judiciary; or (b) As an elected legislative public official meaning any person holding public office as a legislator; or 15 Idaho Ethics In Government (3) If he is an appointed or employed state public official, he shall prepare a written statement describing the matter to be acted upon and the nature of the potential conflict, and shall deliver the statement to his appointing authority. The appointing authority may obtain an advisory opinion from the attorney general or from the attorney representing that agency. The public official may then act on the advice of the attorney general, the agency's attorney or independent counsel. (4) If he is an elected public official of a county or municipality, he shall disclose the nature of a potential conflict of interest prior to acting on a matter and shall be subject to the rules of the body of which he/she is a member and take all action required by the rules prior to acting on the matter. If a member requests to be excused from voting on an issue, which involves a conflict or a potential conflict, and the body of which he is a member, does not excuse him, such failure to excuse shall exempt that member from any civil or criminal liability related to that particular issue. The public official may obtain an advisory opinion from the attorney general or the attorney for the county or municipality or from independent counsel. The public official may then act on the advice of the attorney general or attorney for the county or municipality or his independent counsel. (5) If he is an appointed or employed public official of a county or municipality, he shall prepare a written statement describing the matter required to be acted upon and the nature of the potential conflict, and shall deliver the statement to his appointing authority. The appointing authority may obtain an advisory opinion from the attorney for the appointing authority, or, if none, the attorney general. The public official may then act on the advice of the attorney general or attorney for the appointing authority or independent counsel. (6) Nothing contained herein shall preclude the executive branch of state government or a political subdivision from establishing an ethics board or commission to perform the duties and responsibilities provided for in this chapter. Any ethics board or commission so established shall have specifically stated powers and duties including the power to: (a) Issue advisory opinions upon the request of a public official within its jurisdiction; (b) Investigate possible unethical conduct of public officials within its jurisdiction and conduct hearings, issue fmdings, 17 Idaho Ethics In Government engaged in the defense of any suit, action or proceeding, in which said prosecuting attorney appears on behalf of the people, state or county. 33-507. Limitation upon authority of trustees. It shall be unlawful for any trustee to have pecuniary interest directly or indirectly in any contract or other transaction pertaining to the maintenance or conduct of the school district, or to accept any reward or compensation for services rendered as a trustee except as may be otherwise provided in this section. The board of trustees of a school district may accept and award contracts involving the school district to businesses in which a trustee or a person related to him by blood or marriage within the second degree has a direct or indirect interest provided that the procedures set forth in section 18-1361 or 18-1361A, Idaho Code, are followed. The receiving, soliciting or acceptance of moneys of a school district for deposit in any bank or trust company, or the lending of money by any bank or trust company to any school district; shall not be deemed to be a contract pertaining to the maintenance or conduct of a school district within the meaning of this section; nor shall the payment by any school district board of trustees of compensation to any bank or trust company for services rendered in the transaction of any banking business with such district board of trustees, be deemed the payment of any reward or compensation to any officer or director of any such bank or trust company within the meaning of this section. It shall be unlawful for the board of trustees of any class of school district to enter into or execute any contract with the spouse of any member of such board, the terms of which said contract requires, or will require, the payment or delivery of any school district funds, money or property to such spouse, except as provided in section 18-1361 or 18-1361A, Idaho Code. When any relative of any trustee or relative of the spouse of a trustee related by affinity or consanguinity within the second degree is considered for employment in a school district, such trustee shall abstain from voting in the election of such relative, and shall be absent from the meeting while such employment is being considered and determined. 59-102. Legislators disqualified from holding certain offices. It shall be unlawful for any member of the legislature, during the term for which he was elected, to accept or receive, or for the governor, or other officials or board, to appoint such member of the legislature to, any 19 Idaho Ethics In Government (6) No vendor or related party, or subsidiary, or affiliate of a vendor may submit a bid to obtain a contract to provide property to the state, if the vendor or related party, or affiliate or subsidiary was paid for services utilized in preparing the bid specifications or if the services influenced the procurement process. [I.C., § 67-5726, as added by 1975, ch. 254, § 2, p. 686; am. 1991, ch. 158, § 5, p. 374; am. 1994, ch. 110 § 1, p. 243; am. 2001, ch. 36, § 7, p. 55.] 67-6506. Conflict of interest prohibited. A governing board creating a planning, zoning, or planning and zoning commission, or joint commission shall provide that the area and interests within its jurisdiction are broadly represented on the commission. A member or employee of a governing board, commission, or joint commission shall not participate in any proceeding or action when the member or employee or his employer, business partner, business associate, or any person related to him by affinity or consanguinity within the second degree has an economic interest in the procedure or action. Any actual or potential interest in any proceeding shall be disclosed at or before any meeting at which the action is being heard or considered. For purposes of this section the term "participation" means engaging in activities which constitute deliberations pursuant to the open meeting act. No member of a governing board or a planning and zoning commission with a conflict of interest shall participate in any aspect of the decision-making process concerning a matter involving the conflict of interest. A member with a conflict of interest shall not be prohibited from testifying at, or presenting evidence to, a public hearing or similar public process after acknowledging nonparticipation in the matter due to a conflict of interest. A knowing violation of this section shall be a misdemeanor. 21 Idaho Ethics In Government legally and publicly. Public officials, by the trusteeship given them by the electorate, are held to a higher ethical standard. PUBLIC EMPLOYEES OR OFFICIALS COVERED BY ETHICS STATUTES Question No. 3: Who is subject to Idaho Code §§ 18-1351 et seq., the Bribery and Corrupt Influence statutes? Answer: Idaho Code §§ 18-1351, et seq,. regulate the conduct of public servants in the areas of bribery and corrupt practices, including conflicts of interest and nepotism. Unless otherwise stated, these statutes apply to all "public servants," which is defined to mean: "any officer or employee of government, including legislators and judges, and any person participating as juror, advisor, consultant or otherwise, in performing a governmental function; but the term does not include witnesses." Question No. 4: Who is subject to chapter 7 of title 59, the Ethics in Government Act? Answer: All "public officials" are subject to the Ethics in Government Act. "Public official" means any person holding public office in the following capacity: (a) As an elected public official meaning any person holding public office of a governmental entity by virtue of an elected process, including persons appointed to a vacant elected office of a governmental entity, excluding members of the judiciary; or (b) As an elected legislative public official meaning any person holding public office as a legislator; or (c) As an appointed public official meaning any person .holding public office of a governmental entity by virtue of formal appointment as required by law; or (d) As an employed public official meaning any person holding public office of a governmental entity by virtue of employment, or a person employed by a governmental entity on a consultative basis. Question No. 5: Who is subject to the prohibition against contracts with officers contained in chapter 2, title 59, Idaho Code? 23 Idaho Ethics In Government Idaho Code § 33-507 may prohibit the continued employment by a school district of an employee whose spouse is elected to the district's board of trustees where the contract must be renewed annually. Idaho Code § 33-2106 incorporates Idaho Code § 33-507 applying the prohibition to trustees of junior college districts. Question No. 9: May a county enter into a contract for goods or services with the son/daughter-in-law of one of the commissioners? Answer: Idaho Code §§ 18-1359(1)(F) and 67-5726 applies in this situation. The code section provides: No person related to a county commissioner by blood - or marriage within the second degree shall be appointed to any clerkship, office, position, employment or duty with the commissioner's county when the salary, wages, pay or compensation of such appointee or employee is to be paid out of public funds. The commissioner's son/daughter-in-law is clearly related by marriage within the second degree, and will be compensated for the performance of his/her duties. The county would be prohibited from hiring the commissioner's son/daughter-in-law. CONFLICTS OF INTEREST/PROHIBITED CONTRACTS Question No. 10: What action is required under chapter 7 of title 59, Idaho Code, the Ethics in Government Act, if a conflict of interest exists? Answer: The Ethics in Government Act requires certain action when a conflict of interest exists. A conflict of interest is generally defined as any "official action or any decision or recommendation by a person acting in a capacity as a public official, the effect of which would be to the private pecuniary benefit of the person or a member of the person's household, or a business with which the person or a member of the person's household is associated." When a conflict of interest exists, the public official must disclose the conflict. Under the Ethics in Government Act, disclosure does not affect an elected public official's authority to be counted for the purpose of determining a quorum and to debate and to vote on the matter. 25 Idaho Ethics In Government Answer: The answer depends upon the specific statute and how the courts may have interpreted that statute. Violations of Idaho Code § 59-201 are voidable by any party, except the interested official, but not void from the beginning. Idaho Code § 59-203. However, violations of other ethics statutes may cause the contract to be void. For instance, in Independent School Dist. No. 5 v. Collins, 15 Idaho 535, 98 P. 857 (1908), the court addressed violations of Idaho Code § 33-507, stating: [S]uch contracts are absolutely void. If money is illegally paid on such void contract, the district may recover it back, and in case the district refuses to do so, any taxpayer of the district may, for and on behalf of the district, maintain an action for the recovery of the money so illegally paid. 15 Idaho at 541. In any contract or transaction entered into which is ruled void, the public official would be required to refund any money he/she receives pursuant to a contract or transaction with the board. Such a challenge could be initiated by the board or by a taxpayer within the respective governmental entity. Question No. 13: May the employer of a city council member contract with the city? Answer: The answer is "yes," under certain circumstances, such as when an interest is defined to be remote under Idaho Code § 59-201A and, therefore, not a conflict of interest. "Remote interest" means: (a) That of a non -salaried officer of a nonprofit corporation; or (b) That of an employee or agent of a contracting party where the compensation of such employee or agent consists entirely of fixed wages or salary; or (c) That of a landlord or tenant of a contracting party; or (d) That of a holder of less than one percent (1%) of the shares of a corporation or cooperative that is a contracting party. 27 Idaho Ethics In Government It shall be unlawful for any trustee to have pecuniary interest, directly or indirectly, in any contract or other transaction pertaining to the maintenance or conduct of the school district, or to accept any reward or compensation for services rendered as a trustee except as may be otherwise provided in this section. (Emphasis added.) Purchases by the district of material from an establishment owned by the spouse of a school board trustee provide a direct or indirect pecuniary benefit to the member of the school board. The school board trustee would certainly benefit from any transactions between the district and the business establishment. Even if there is not a written contract between the business establishment and the district, it does not take the situation outside the reach of Idaho Code § 33-507. There would still be a contractual relationship between the business and the district. Moreover, the contract would be void. Idaho Code § 33-2106 incorporates Idaho Code § 33-507 and makes the limitations on the authority of school district trustees applicable to trustees of junior college districts. Question No. 16: May a county employee purchase property that the county has for sale? Answer: There is no express prohibition against a county employee purchasing county property, unless that individual is a county commissioner or other officer. See Idaho Code §§ 31-807A and 59-202. This rule applies to county employees generally. Sheriffs' deputies selling property at sheriffs' sales are prohibited from participating in the sale. BRIBERY/CORRUPT INFLUENCE & GIFTS TO PUBLIC OFFICIALS Question No. 17: Would a regional tour sponsored by a chamber of commerce to acquaint legislators with a region of the state, provided without charge to every member of the Idaho Legislature, violate the Bribery and Corrupt Influence Act? Answer: Idaho Code § 18-1356 regulates gifts to public servants. Subsection (4) relates to legislative and executive officials: 29 Idaho Ethics In Government the public officials to the benefit of the company sponsoring the trip. The trip does not relate to any upcoming bidding or contracting process in which the company stands to gain or lose. The trip does not seem to violate the Ethics in Government Act. Idaho Code § 18-1359(l)(a) is also not an issue in this case. The officials are acting strictly in their official capacity, there will be no private or personal gain in the form of entertainment or other purely personal activities, and the business trip appears to be directed solely at a legitimate legislative function --gathering technical information relevant to the state's interest in a product. This type of informational business trip does not call into question the type of private pecuniary gain or official action in return for such gain which Idaho's ethics laws clearly and strongly outlaw. The trip would not violate either the Ethics in Government Act or the Bribery and Corrupt Influences Act. Question No. 19: Can members of the Idaho Legislature accept gift packs from a marketing association in the state of Idaho in which the products are intended to promote the variety and quality of merchandise produced in Idaho? Answer: According to Idaho Code § 59-703(4), a conflict of interest occurs when a legislative official takes official action or makes an official decision or recommendation, the effect being to the "private pecuniary benefit" of such person, the person's household or business. Based on the facts in this case, it is difficult to foresee any legislator having a conflict of interest resulting from the acceptance of one of the complimentary gift packs. A conflict of interest requires some official action by the legislator. From the facts presented in this case, there is no indication the receipt of the gift pack was the result of any official action, decision or recommendation taken or proposed by any legislator. Mere acceptance of the gift pack does not violate the provisions of Idaho Code § 18-1359(1)(b). In addition, under Idaho Code § 18-1359(1)(b), trivial gifts or benefits, which do not exceed $50.00 in value, are not prohibited if they are incidental to personal, professional or business contacts and do not affect official impartiality. Question No. 20: If a major corporate officer of a firm which performs a great deal of work for one of the state departments should become a member of the Idaho Legislature, would there be any possibility of a "conflict of interest" arising out of his holding public office and voting on appropriations while continuing to be a corporate officer of a private firm? 31 Idaho Ethics In Government legislative, executive and judicial; and no person or collection of persons charged with the exercise of powers properly belonging to one of these departments shall exercise any powers properly belonging to either of the others, except as in this constitution expressly directed or permitted. In relation to the separation of powers between state and local governments (prohibiting a person from serving in an executive capacity on the local level and as a legislator in the state government), this office has been unable to find any authority indicating that the doctrine has any application. The fact that a state legislator is also a municipal executive officer does not in any sense impinge or intrude upon the authority of the state judicial or executive branches. Similarly, the fact that a city mayor is also a state legislator does not intrude upon the authority of the respective city council. Thus, holding dual public offices, one municipal and one state, does not violate art. 2, § 1 of the Idaho Constitution. This office can find no statutory or common law prohibition preventing a city mayor from serving in the Idaho Legislature. Question No. 22: May a member of a county planning and zoning commission serve as a city councilman without creating a conflict of interest? Answer:The Local Planning Act contains a conflict of interest provision: A member or employee of a governing board, commission, or joint commission shall not participate in any proceeding or action when the member or employee or his employer, business partner, business(,) associate, or any person related to him by affinity or consanguinity within the second degree has an economic interest in the procedure or action. Idaho Code § 67-6506. Because a city council member is an agent of the city he/she represents, this section would probably prevent him/her from participating in any county zoning decisions that may affect the city's economic interests. However, there is no provision requiring the council member to resign his/her position. 33 Idaho Ethics In Government CONSANGUINITY CHART 4 Great Great Grandparent 35 Idaho Ethics In Government Idaho Code § 31-4505 County Commissioner -- Pollution Control 37 Financing. Idaho Code § 31-4905 Regional Disposal Districts -- District Board. Idaho Code § 33-2106 Junior Colleges, Trustees of Junior College Districts. Idaho Code § 33-2120 Junior Colleges -- Dormitory Housing Projects. Idaho Code § 33-3004 Idaho State University. Idaho Code § 33-3403 Idaho School for the Deaf and Blind. Idaho Code § 39-1328 Organization of board -- Seal -- Duties of treasurer -- Compensation of members -- Financial statement. Idaho Code § 39-1446 Organization meeting — Chairman -- Executive director -- Surety bond and conflict of interest. ( Idaho Code § 39-5603 Standards for provision of personal assistance services. Idaho Code § 39-6412 Organization. Idaho Code § 39-6607 Organization. Idaho Code § 39-7408B Site review panels -- Members, chairman, quorum, meetings, staff. Idaho Code § 39-7908 Site review panels established. Idaho Code § 40-409 Turnpikes. Idaho Code § 40-612 County Commissioners --Commissioner not to have interest in highway contracts. Idaho Code § 41-208 Department of Insurance -- Director. 37 Idaho Code § 67-1406 Idaho Code § 67-4713 Idaho Code § 67-4909 Idaho Code § 67-5252 Idaho Code § 67-5726 Idaho Code § 67-6221 Idaho Code § 67-6407 Idaho Code § 67-6506 Idaho Code § 67-7405 CIdaho Code § 67-7443 Idaho Code § 67-7704 Idaho Code § 68-108 Idaho Code § 70-1410 Idaho Code § 70-2105 Idaho Ethics In Government Employment of attorneys restricted -- Exemptions. Department of Commerce --Travel and Convention Industry Council. Organization of board -- Accounts of treasurer -- Compensation of members -- Annual audit - - Removal of directors. Presiding officer -- Disqualification. Prohibitions. Housing and Finance Association. Conflict of interest. Conflict of interest prohibited. Commission — Appointment -- Chairman. Conflict of interest. Bingo -Raffle advisory board -- Members -- Appointment -- Qualifications. Power of court to permit deviation or to approve transactions involving conflict of interest. Port Districts Port Districts --Economic Development Financing Act 39 Meridian City Council Meeting DATE: March 11, 2014 ITEM NUMBER: $A PROJECT NUMBER: ITEM TITLE: FINANCE DEPARTMENT STRATEGIC PLAN UPDATE Finance Department: Strategic Plan Update MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS JV6,/-? qll� 3/11/2014 RECET-7T MAR :.l .: Finance Department CITY 2014 Strategic Plan Presentation Finance Department Core Values • Transparency • Accountability • Conservatism • High Ethical and Professional Standards • Customer Service BN� OFFICE 1 Agenda • Snapshot of FY2013 Audited Financial Statements • Report on challenges and goals from each functional area manager. • Questions — welcome anytime during presentation C1 D �'i I.ET DAYS TOYS. EASIEST. ..:: 4H Accounting Slang ■ Governmental Fund - tax supported activities that cannot be provided, as a whole, by fees. (Parks, Police, Fire) • Enterprise Fund —fee supported services — cannot give money to the General Fund • Governing Bodies • FASB — Financial Accounting Standards Board ■ GASB—Governmental Accounting Standards Board ■ GAAP—Generally Accepted Accounting Principals ■ AICPA—American Institute of Certified Public Accountants ■ State of Idaho — Purchasing, Reporting, Ethics ■ IRS • Budget versus Audited Financial Statements — budget is prepared on a cash basis (checkbook) year-end financial statements are restated to be in accordance with financial statements prepared for any entity (basically) • Carry Forward or Re -Appropriated - something budgeted in one year but not completed so "carried forward" to the next year. • Ethics — important part of the new risk assessment standards - "tone at the top" Even a change in elected officials considered a risk factor. 3/11/2014 2 3/11/2014 City of Meridian FY2013 Audited Financial Statements Statement of Revenues, Expenditures, and Changes in Fund Balance _..__. _. __.. Year Ended September 30,2013 j Total General E} Governmental Funds Revenues - $38,301,404, _Capital $2,076r $38,303,480 Expenditures _+ . _.. _.._ -$37.,550,4001 __.__ _ _- $446 587: .._ _...___ .----------- -$37,103,813 Excess Revenue Over (Under) $751,004 -$444,511' $306,493 Other Sources (Uses) I Operating Transfer -In _ $3,606,621 Operating Transfer Out Unrealized gain (loss) . 1 -$118,048} $5 251:-$112,797 on investments Proceeds from sale of assets $15,0291 1$15,029 Total Other Financing -$586,2261 $2,050,165 $1,463,939 1 Net Change in Fund Balance I $164,778 I $1,605,654 i $1,770,432 Fund Balance_ Beg Year $30,468,716] $610,616; $31,099,332 _� Fund Balance End Year 1 $30,653,4941 $2,216,270 $32,869,764 • Enterprise Transfer = $1,561,707 w/o the transfer the change in fund balance would be $208,725 • Transfer between General Fund and Capital Fund excess Develop Services revenue/cost Ten Year Net Operating Revenue Minus Expense Audited Governmental Funds +$4,801,993 (excludes fund transfers) Total Revenue - $306,005,451 Total Expense - $301,203,458 3 Audited Financial Statements Change in Governmental Fund Balance $14,038,275 of the $18 Million Dollars is from Other Sources/(Uses) which is principally Transfers In from the Enterprise Fund for Admin Support (HR, IT, Legal, Finance) FY2013 Audited Governmental Fund Balance FY2013 Ending Governmental Fund Balance i ) I_ $32,E Less Prepaid/Grant Expenses I $ Less Re-AppropnationFY2013 $4 Impact Fee Fund Less IMF Reappropriation I I j $1,: $4,� 1 Capital lmprovementFund; i # $3,. Less CIP Fund Reappropriation $+ I Less Public Safety Fund Reappropriation FY2013 ; �.. $2,1 I i Unassigned Fund Balance $16,: Less Operating Reserve i $11,. Available Unrestricted Fund Balance $5,: 134 9431 120,975 Split — Out Impact Fee Balance • Parks = $4,785,960 • Fire= $886,415 • Police = $640,479 Operating Reserve is for • Emergency • Avoid borrowing between semi- annual tax payments • Cushion for economic downturns. In FY2009 and FY2010 sales tax shared by state with cities dropped 17%. • Leaves us with $5.1 million in unassigned available Fund Balance — more on this in a minute................. 3/11/2014 4 On the Expense Side Flying to Keep up with Growth Highlighting personnel expense since it is the majority of on-going General Fund expense. Even in FY2013 when we hired one person and had a 1% salary increase overall General Fund personnel went up 4%. AverageAnnual % Change 'mm-FY2014 %Change !FY13•FY14 Increase I DollarChange _,Employees FY2006 i FYZ114 !FY2006•FY2014 PERSONNEL I General ldmnisuahonl 21% 6% j $1,436,821 _ 9013932 27 ParksandRecreaton 20% ! 1% _ I $737,472, $1,788,542: 9 PdiceDepartrnent 13% f 5% $1082774! $9,322,462: 29 Fife Department 18% 7% 54,663282; $7920,663 22 DevelopmentSer4ces1 _ 6% I 1% 3870166 $1920663 4 A 5% - $14,190,515 pi'W'2621 83 OPERATING L Buildinghlual j 5 520558 $1,928203 Parks andReaea6on i 5556,3301 $1,562,416 Commerdal Square Footage Added per Burding Permrl Sales 1,600.'00 I 1,000,000 �------------ -- i 'I - —T - — ---, M"s M"6 M'o7 0200 MW MCI' 0011 M01' FY1013 And on the Revenue Side Oops - March 2007 Residential Building Permit Sales FY2007-2009-2009 Difficult to not take the minimum allowable 3% property tax. Property Tax Annual Increase Base & New Construction 57,soo,"' WK00' f315M000 $4moo' sso'.'oo $o M006 M007 M00a M009 FRq��O.M Projection GF Personnel vs. Property Tax 5% Personnel Increase/ 3% Property Tax Increase i 3s0'0Ao0 - 301WA00 2S,OWA'o - - - - — - 2D,000,0a' ------ — ----- 10,'00,000 j �'Y M1�'Y��1�M1�e'b�yM1�'J� �Ah�yp'L�M16M1�^ti�M1��'CO .q.-Persannd cost.-6-Pmpertytaa 3/11/2014 61 Major Sources of General Fund Income Selected Governmental Fund Sources of Income $25,000,000 —-- — — $20.000,000 - — $15,000,000 — — - - - $10,000,000 $5,000,000— . FY2013 FY2012 FY2011 FY2010 FY2009 FY2008 FY2007FY2006 FY20OS FY2004 FY2003, -*--property Tax --*—Building Permit Revenue —Ir -Sales Tax Revenue Sharing —Rural Fire District • Only property tax is consistent and can be depended on to at least increase at least 3%. Revenue — Expense Back to Fund Balance • When growth stops — revenue growth stops. Maintaining a healthy fund balance allows cities to replace items without trying to bond. Amendments; things always pop up. Although general best practice and by true definition amendments are only for emergencies, a strong fund balance allows us take advantage of opportunities. For example purchasing the land across the street from City Hall for a future parking lot. Amendments should generally NOT be used to add staff because that creates an on- going cost that should be considered in the overall budget analysis. • Fund balance is used as a savings account for capital projects. 3/11/2014 D FY2013 Audited Enterprise Fund Operating Income REVENUES, EXPENSES, AND CHANGES IN FUND NET POSITION - PROPIETARY FUND FY2013 FY2012 FY2011 Operating Revenues $21,465,076 $20,697,403 $19,749,177 Operating Expense $17,477,271 $17,452,669 $17,452,669 Operating Income $3,987.8051 $3,244,734 $1,772,375 Non -Operating Revenue (Expense) $5,794,199 $4,934,164 $1,958,606 Income before Contributions/Transfers $9,782,004 $8,178,898 $3,7301981 Donated Water and Sewer Lines $2,579,539 $1,780,396 $1,581,368 Transfer to General Fund -$1,561,707 -$1,527,474 -$1,218,294 Change in Net Position $10,799,836 $8,431,820 $4,094,055 De reciation Included in Operating Expense J§MM $6,455,243 $6,322,956 • Depreciation — what does it mean? • Not Budgeted • Add back depreciation Change in Net Position would be $17.6 Million Utility Revenue Sources • Usage fees increase steadily — even during recession accounts increased at least 2% annually. Fee increase in Water sales impacted by weather. • Connection fees go up and down depending on development activity. 3/11/2014 7 C Utility Expenses FY2014 Budget Excluding Depreciation City of Meridian Enterprise Original FYZ014 Budget $42A Million Orty Forward Opmtlrr{ tarry Forward Cap{ta1 Capital ' Utility Expense - Personnel Growth Factors • Rapid Infrastructure Expansion Infrastructure Improvement • Service Quality Improvement ■ Amended - 6 employees - $ 525,250 ■ Amended - ground reservoir $500,000 ■ Amended - reduce carry forward $3,793,534 (projects completed by the end of FY2013 but after the budget is noticed) Enterprise Fund Staff- FY2014 • Regulatory Compliance -------- FTE_Change FY2006 - FY2014 FY2006 1 -- - --- - FY2014 — I-- -_- f • Rapid Increase in volume of j MUGS product delivery pN► Adm1n I-- _________20 Water WWTP 6 - 20 28 37 -- ----- 22 31 17 - ---- 2 3 -97-1- -23 3/11/2014 0 Utility Expenses — Capital • Construction projects can be very large and span several years - Recent Waste Water Treatment Plant project closed out of construction in progress was $27 million plus. • In FY2013 capital budget was $19.9 million with $10.8 spent, about 56% of total budget. • FY2015 capital budget is $28.7 million Enterprise Fund Audited Financial Statements 9/30/2013 Fund Balance $44.6 Million FY2013 Carry Forward not reflected in audited financials - $8,436,005 , leaving available fund balance at $36,138,257. • On -Paper Reserves — Operating - $4,500,000 (s1b $5.8 for 4 months) — Depreciation - $4,000,000 (annual depreciation is up to $6.4 Million and is accounted for in calculating the fund balance of $44.6 million and FY2013 operating income of $9.8 million) — Emergency Reserve - $5,000,000 3/11/2014 4 Meridian's Success A City built in 14 Years ♦ 5 Fire Stations ♦ Fire Safety Program ♦ acres in developed parks ♦ Built a Police Station ♦ Community Policing, Community Safety, Drug, youth involvement ♦ Built a City Hall ♦ Numerous community events and involvement; ♦ Christmas events, 4th of July, Fun Runs, Recreation and Sports Leagues, Mayor's Youth Group, ♦ No lay-offs, no year employees did not get something with benefits remaining whole. ♦ High quality utility service and product. ♦ Infrastructure growth met developer needs. City of Meridian Revenue and Expense Budgeting Forecast Principals X Budgeting is a "sporting challenge" (AIC Budgeting Manual) X Revenue Forecast should error on the low side. X Use one-time money for one-time items. (building permit revenue spurts, fund balance, sales tax surge) X Tricky — one time projects usually come attached to on-going costs. X Work to keep the annual base expense below the lowest predicable revenue so future generations have funds for new and replacement capital. X Contracting for Building has been a savior because when revenue goes down the expense goes down. X Departments work together to prioritize and compromise. X Short and Long range planning tools and commitment 3/11/2014 10 Next Challenge X As a City grows the more scarce resources become. X Financial planning becomes more and more difficult as increasingly scarce resources must cover more services and programs. x Performance budgeting, priority based budgeting, and outcome based budgeting, are all similar. x Measure the cost of a service level X Prioritize services x Determine service performance X Big and Crucial Project!!!!!!!!!!!!!!!! • Reta Cunningham —Controller Keith Watts - Purchasing Manager Todd Lavoie — Senior Budget Analyst • Karie Glenn — Utility Billing Manager 3/11/2014 11 Financial Reporting Accomplishments: • Clean Audit Thanks to Knowledgeable Staff: —Todd, Barb, Jenn, — Jenny, Karie, Keith, — Kathy, Leslie, Maria, — Codee, Peter, Ev — Barbara, and Hillary 3/11/2014 OR) Financial Reporting Current Proiects: • New Hire —Accountant • Centric Report — New quarterly citizens report • GASB changes such as reporting PERSI net liability • MHWSD dissolution — Value assets — Assumption of debt — Implementation of special assessment • Utility Billing software replacement Financial Reporting Challenges: — Internal controls and process controls • Always changing • Other departments change their process, software, new fees • Policy compliance (HR, Purchasing, IRS, PERSI, St Tax Commission, Dept of Labor, St Statutes, City Ordinance, City Policy, GASB/GAAP) — Contracts & Agreements • Managing compliance, milestones, expirations, expectations • We enter into hundreds of agreements every year with multiple expectations, multiple deliverables, lengthy expirations such as 50 years and even multiple expirations • As City Staff turn over who will track, who will remember • How do we minimize risks 3/11/2014 13 • Introduce Keith Watts, Purchasing Manager Purchasing • ACCOMPLISHMENTS: • Created New Contract Check List Form — The new form was created to inform Council of all steps taken prior to Council approval. • Created Bid/Contract Worksheet — Developed this form as project management tool to strategically plan bid development. Initially created to assist Public Works with their execution rate, I have distributed for City wide use. • Established anticipated contract execution timeline. • Established General Email accounts for ease of use — Purchasing@cityofineridian.org • National Certification — Purchasing Assistant became certified. Both Purchasing Manager and Buyer are now nationally certified. 3/11/2014 14 Purchasing • CURRENT GOALS AND PROJECTS: • City Purchasing Templates: — Revise Public Works Construction IFB • Shorten the bid template for simplicity and reduce duplication with agreement. — Centralize Purchasing templates • City of Meridian Strategic Plan RFP — Work With Chief Niemeyer to draft key components • Multiple Award Contracts for City Wide Vehicle Maintenance • Look for efficiencies to keep up with increased work load with the current purchasing staff levels. Purchasing CHALLENGES: Data, Data, Data, Data — Contract Management -How to better manage and share data - continued transparency. — Public Records Requests • Quantity of requests • Bid challenges Quantity of Work — Processed 332 Case Management Requests, Issued 67 Formal Solicitations and Cut 333 Purchase orders with a value of $22,800,000 in FY2013. — With the hiring of 2 additional Project Managers and subsequent increase in the number of construction projects, the workload is expected to increase while Purchasing staff levels remain the same. 3/11/2014 15 • Introduce Todd Lavoie, Budget Analyst Budget Planning and Forecasting • Accomplishments: • PERSI Integration — Meridian was the 151 agency to report all PERSI information successfully • PERSI and Health Care Reporting — Developed reports to assist the City with managing employee eligibility for PERSI and Health Benefits • Health Care Reform created new requirements for eligibility • Established General Email accounts for ease of use — Accountsreceivable@citvofineridian.org — Accountspayable@cityofineridian.org — Finance@citvofineridian.org • Developed ICRMP Insurance claims database — Database will allow for automated input, tracking and reporting for ICRMP Insurance claims for the City of Meridian 3/11/2014 16 Budget Planning and Forecasting • Current Goals and Proiects: • Develop database tools to assist with: — Contracts Management Database (Nick Phares - IT) • Centralized location to track and manage City contracts • Phase 1 was completed February 2014 — Phase 1 report development in process — Go Live will be within the next few months after testing is complete — Future development will involve all other departments — Capital Improvement Plan — 5/10/15 Year Forecasting • Includes Revenue, Personnel and operating forecasting • Performance Measurement • City of Meridian Strategic Plan • Priority Based Budgeting Budget Planning and Forecasting • Challenges: • Data, Data, Data, Data — How to better manage and share data amongst Citizens, Staff and Council • General Fund Balance — Level of Service versus Available Funding • Health Care Reform — Unknown Costs???? • Compensation Analysis — Short Term vs. Long Term • Benefits Analysis — Short Term vs. Long Term • Financial Incentives for Development and Construction • Infrastructure Replacement Model — Develop future financing foraging infrastructure C 3/11/2014 0el • Introduce Karie Glenn, Utility Billing Manager Utility Billing Processes and Challenges FY2013 Monthly Averages Turn-offs for non-payment 290 Payment Arrangements 215 Phone Calls Handled 3647 Rental Billings Processed 130 ❑ Accomplishments ✓ Phone payment transferred to new service as well as toll free number ✓ Staff retention. All staff is committed to professional improvement through BEST and other training opportunities ❑ Challenges ➢ outgrowing the billing system; data storage and handling ➢ Limitations of Caselle Classic; no updates to the product ➢ Manual processing of certain aspects ➢ Unable to provide quality assistance to other departments where data requests or integration or concerned ❑ Current Focus ✓ Continue to provide quality customer service ✓ Working with Project Manager and Moss Adams to find a new Utility Billing Software 3/11/2014 18 Meridian City Council Meeting DATE: March 11, 2014 ITEM NUMBER: $B ( PROJECT NUMBER: ITEM TITLE: CD - CITY ROADWAY, INTERSECTION AND COMMUNITY PROGRAM Community Development: Review and Approve City Roadway, Intersection, and Community Program Project Priorities for 2014 MEETING NOTES CJk J�1-4 Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS EIDIANC-- i IDAHO March 6, 2014 MEMORANDUM TO: Mayor Tammy de Weerd City Council Members CC: City Clerk FROM: Caleb Hood, Planning Division Manager C� Mayor Tammy de Weerd City Council Members: Keith Bird Joe Borton Luke Cavener Genesis Milam Charlie Rountree David Zaremba RE: Roadway, Intersection, Highway and Community Program Project Priorities March 11th, 2014 City Council Workshop Agenda Item Annually, the City prepares transportation priority lists for the transportation agencies to consider in their programming and budget processes. The Ada County Highway District (ACHD) is starting to put together the Integrated Five -Year Work Plan (IFYWP) for fiscal years 2015-2019. Part of the ACHD process includes consideration of agency and other stakeholder (e.g. — school district's) priorities. ACHD has asked to have the cities' transportation project priorities by April 30th, 2014. Meridian's Transportation Commission (TC), with assistance from city staff, has compiled four lists of priorities for the Council to consider before sending to ACHD. There are several "major" changes from the priorities the City sent to ACHD last year — those priorities are highlighted yellow in the far right- hand column. The draft priority spreadsheets for ACHD roadway projects, ACHD intersection projects, ACHD Community Programs (CP) projects (e.g. — sidewalks), and ITD/State facilities projects are attached below and will be presented and discussed during the March 11th workshop. For 2014, ACHD provided the City with updated Level of Service (LOS) information (map attached) as well as a draft prioritization spreadsheet (11" x 17" document attached). Most of the TC -proposed changes to priority order reflect congestion/LOS/safety. As you will see in the priority project lists below, many of the projects lie along priority corridors like, Ustick, Ten Mile, Chinden and Linder. In summary, most changes made to the priority lists for 2014 can be attributed to LOS and other technical criteria, or the addition of new projects to the lists. ACHD will not be accepting applications for projects that have an economic development impact this year. At the direction of Council, staff prepared an application for the E. 3rd Street extension to be the City's application for an Economic Development (ED) project last year; that project is currently in preliminary development, with design to begin in 2017. In future years, ACHD may accept more ED applications but they were overwhelmed with applications last year and are not currently accepting new applications. On March 11th, staff will present the draft project priority lists for roadways, intersections, and community program projects, as well as the ITD/State priority lists. After Council endorses the project priorities, the lists will be submitted to ACHD by the April 30th deadline. 2 ACHD Roadway Projects 3 1 8/22 Ten Mile Road, Cherry to CN 2015 Ustick LOS E & F 1 3 7/20 Ustick Road, Meridian to CN 2017 i Locust Grove LOS E I 2 7 16/64 Linder Road, Ustick to Not in FYWP McMillan CIP = 2022-2026 LOS F 3 Linder Road, Franklin to 3/7 Cherry Franklin to Pine in PD; to Cherry not in FYWP LOS F 6 11/39 (including RR 1 CIP = 2022-2026 JSD#2 SR2S crossing/signal) ! project too ; P J 4 4 24/90 Ten Mile, Ustick to OF in FYWP _ McMillan CIP = 2017-2021 5 5 29/122 Ten Mile Road, McMillan j Not in FYWP to Chinden CIP = 2027-2031 j 6 10 4/8 Locust Grove, Fairview to Not in FYWP Ustick CIP = 2017-2021 LOS F 7 3 15 5/10 Meridian Road, PD in FYWP Fairview/Cherry to Ustick CIP = 2017-2021 LOS F 8 12 10/36 Eagle, Amity to Victory Not in FYWP CIP = 2027 - 2031 LOS F 9 16 9/26 Ustick Road, Linder to DSN 2014; CN 2017 Meridian CIP = 2017-2021 LOS E/F 10 11 19/72 Franklin Road Black Cat DSN 2013/2014• ROW 2015; CN 2016/17 Federal Aid project to Ten Mile w/ Frank/Black INT; 1-84 Detour Route 11 8 25/96 Linder Road, Cherry to j Not in FYWP j Ustick CIP = 2022-026 !LOS F 12 Linder, Overland to Not in FYWP 9 <20/73 - Franklin (Includes CIP = 2027-2031 Overpass of I-84*) *ITD jurisdiction 13 I LOS E ( McMillan Road, Linder to { Not in FYWP ( Badly needs NEW NA I Meridian ! Not in CIP Isidewalks and bike lanes too 14 Pine Avenue, Meridian to Not in FYWP Make CP, and/or ED 13 18/70 Locust Grove CIP = 2022-2026 to 3 -lanes wide - _ _ application _ 15 14 13/53 Locust Grove, Ustick to _. Not in FYWP McMillan CIP = 2017-2021 to 3 -lanes wide !LOS E 16 LOS F; Split 27 1/3 McMillan Road Locust CN 2015 between Boise & Grove to Eagle CIP = 2017-2021 Meridian 17 Fairview Avenue, Meridian j Not in FYWP for widening !CP sidewalks i 18 15/61 to Locust Grove CN 2017-2021 to 7 -lanes wide project in FYWP 1 18 17 12/49 Ustick Road, Ten Mile to Not in FYWP' Linder CIP = 2017-2021 19 j 28 17/63 Linder Road, McMillan to ) ; Not in FYWP LOS D/E 20 - - Chinden --- - - _ CIP = 2017-2021 - - - - € -- 3 19 23/85 Fairview Avenue, Locust Not in FYWP for widening I Grove to Eagle CN 2017-2021 to 7 -lanes wide 21 23 ! 21/77 Locust Grove, Victory to Not in FYWP Overland j CIP = 2022-2026 to 3 -lanes wide LOS E 22 22 22/83 Ten Mile, Victory to Not in FYWP Overland CIP = 2017-2021 LOS E 23 24 NA Locust Grove, Amity to Not in FYWP E Victory CIP = 2017-2021 to 3 -lanes wide 24 20 NA Meridian Road, Ustick to Not in FYWP' McMillan CIP =' 2017-2021 to 3 -lanes wide 25 21 NA Meridian Road, McMillan Not in FYWP to Chinden CIP = 2022-2026 to 3 -lanes wide 26 LOS E; NEW NA McMillan Road Meridian Not in FYWP Comm. Programs to Locust Grove Not in CIP App? 27 26 26/102 lRoad,McDermott Franklin in 2P toBlackCat 2FYWP CIP 2026 I-84 detour route 28 29 14/58 Fairview Avenue, Eagle to Not in FYWP Cloverdale CIP = 2022-2026 to 7 -lanes wide 29 ` 25 NA E Cherry Lane, Linder to I Not in FYWP for widening Meridian CIP = 2022-2026 to 7 -lanes wide 30 j Split in Meridian/Eagle; NEW 28/117 Linder, Chinden to State Not in FYWP Expensive ($20M); CIP = 2027-2031 some being built by LDS Temple 31 [ May be in Boise or NEW 6/16 Fairview Corridor CN 2017 Meridian, between Linder and Orchard j 32 NEW 27/116 Ten Mile, Amity to Victory ; OF In FYWP CIP = 2027-2031 33 30 NA ; E. 3`d Connection Not in FYWP or CIP 2013 City Econ. Dev, APPLICATION 34 31 NA Broadway Ave/Idaho Ave, Not in FYWP or CIP Extension of local E. 6th to Locust Grove street downtown 35 -2 Ustock i +��eaF j .-� Under construction; ! j Eagle/SH « 5) i remove Deletedl - 3-2 Rail fEi6r- Preservati �n �tilizatien Net ,. FYWP eF nm Remove; to CP list Deleted!. 4 2014 ACHD Intersection Priorities 2 3/14 Ustick/Meridian DSN 2014; CN 2017 New #1; LOS''E 1 12 4/23 Fairview/Locust Grove Not in FYWP CIP = 2017-21 LOS E 2 4 9/76- Franklin/Black Cat DSN 2013; ROW 2014; CN 2016/17 Federal `Aid Project w/ roadway widening to the east 3 - 5 12/101 Ustick/Black Cat Not in FYWP PD Ultimately a 7 x 7 signalized CIP = 2017-2021 4 7 NA Overland/Linder Not in FYWP CIP = 2027-2031 5 j PD Ultimately a 7 x 7 signalized 6 8/75 Amity/Ten Mile CIP = 2027-2031 intersection 6 11 2/13** Cherry/Linder Not I= CIP 2017P21 LOS C 7 8 _ 5/47 Chinden/Meridian* Not in FYWP or CIP / CN 2018 in ITIP _ $ 9 6/62, Chinden/Locust Grove* Not in FYWP or CIP / CN 2018 in ITIP 9 Not in FYWP NEW 10/92 Chinden/Black Cat* CIP = 2027-2031 10 **2014 and PD '> **Developer Coop. Project w/ j 3 13/108 Chinden/Ten Mile* ` CIP = 2017-2021 partial improvement 2014 - Move down? 11 Completed interim signal in 15 NA ' Victory/Locust Grove Not in FYWP 2013 CIP -2017-2021 Ultimately a dual -lane RAB 12 Not in FYWP Completed interim signal in 16 NA Cherry/Black Cat - CIP = 2017-2021 2013 13 Not in FYWP Completed single -lane RAB in s 22 NA Amity/Eagle CIP = 2022-2026 2013; Ultimate dual -lane RAB 14 Not in FYWP Completed interim signal in 14 NA Victory/Ten Mile CIP = 2017-2021 2013 15 € 23 7/68 j Lake Hazel/Meridian* ! PD CIP = 2022-2026 ; LOS F 16 13 NA - Franklin/McDermott Not in FYWP _ CIP = 2027-2031 SH -16 17 17 15/129 ! McMillan/Black Cat Not FYW I= CIP 2017P2021 18 18 NA McMillan/McDermott Not in FYWP or CIP SH -16 19 Not in FYWP 1 Priority Corridor (Ustick); 19 NA Ustick/McDermott i CIP = 2017-2021 i SH -16 20 20 NA Cherry/McDermott Not in FYWP CIP = 2027-2031 SH -16 21 21 NA Ustick/Star Not in FYWP f I 1 CIP - 2022-2026 22 NEW 11/95 Amity/Black Cat Not in FYWP CIP = 2017-2021 23 NEW I 14/125 McMillan/Star Not in FYWP E CIP = 2017-2021 24 1 NEW NA Amity/Linder Not in FYWP CIP = 2027-2031 25 1 i /i 1, 1 � 1 I..F I /I Grev GN 2011 Under / remove €rern hs t include DELETED 40 NA Linder/1111Tracks Net In IMP eF G_1P fee Reffleve and in R9adWaVs-last DELETED: 2014 ITD Priorities 0 e M.P.ridi;i., ooRd it Rpb-,i a r RVEE + FGFF ula f�mdr. om n CN CN 2014; Project out to bid; April Remove; bid opening 3/4 2014 begin CN Chinden/Locust Grove Intersection 1 Chinden (US 20/26) Widening J $50K/year for ROW preservation in STIP ; and Chinden/Meridian in ITIP 1 CN FY2018 (Key# 13941) 2 Linder Road Overpass " Not in STIP/TIP 2 i *Improvements via STARS in TIP/STI P from River Valley to Franklin - CN 2015 - add one 3 Eagle Road Corridor Not in STI P/TIP* northbound and one southbound 3 lane (Key# 13349); and, add one southbound lane on Eagle from Franklin to 1-84, CN 2015 (Key 13473) via Federal Aid. 4 SH -16 Extension Phase 1 CN began in 2013 Funding from 20/26 to 1-84 not 4 identified CHD Communitv Proeram Priorities W. 4th, Broadway to 1 81 Maple (aka Broadway to Cherry) Create connection from Fairview to Meridian Partial CN Elementary, and south across Pine. May require 2013 Washington to pedestrian crossing at Pine. Existing pole and flashing school zone light/sign at Pine/W. 2nd; Carlton; Remaining stripedcrosswalk at Pine/W. 1st. Adjacent to Meridian Elementary, within 1/2 mile of, Meridian phases 2017 Middle school This project has been scoped and is currently included in the ACHD IFYWP. It connects directly to a school and other recently completed sidewalk projects. Staff recommends this project remain In the top 5. 1 The section from first to pine was ( E This project will extend access to the Vest side of roadway - extension needed for recently completed by ACHD through ,Construct missing sidewalk segments on the !connection to existing sidewalk approaching sidewalk repair funds. The remaining Ralson into ! Meridian Elementary school. W. 1st at Pine is section will extend all the way down to W 1st 2 41 Broadway to Pine'CN 2017 !designated elementary crossing with guards; main Broadway which also recently had 31 Downtown (E. ! CN 2017 ;entrance for buses and parking. Partial sidewalk sidewalk installed. The project request 'exists, but block between Idaho and Broadway should be modified to reflect this. Staff the recently -constructed Five Mile Creek Pathway. II Staff recommends this project remain in missing; other portions substandard. recommends this project stay in the top Parks Department Priority. 5. 2 The primary component of this project is Five Mile Creek Path - Meridian r Connect Bud Porter Pathway with Fairview Ave. the pedestrian signal at James Court and Rd./Lakes 4 jvia James Court. Intesection was recently striped Meridian Road. This is a key crossing of 6 37 Ave.(Segment 'G)(James !CN 2016 !for a cross -walk; add signage at James Court and Meridian Road for access to the pathway.' install RRFB, HAWK signal, or other. Parks The Bike signage along James Court is iCourt/Meridian with the Casa Bella Subdivision. The .Department Priority. complete. Staff recommends this project Rd Ped Crossing)i ibe moved into the top 5. 3 7 This project will extend access to the Pine Avenue, ,Construct missing sidewalk segments on the Five Mile Creek pathway and complete Ralson into : north side of Pine Avenue, between Ralstin Place some key segments along Pine. It 7 31 Downtown (E. ! CN 2017 land E. 2nd Street. This segment uses a portion of facilitates walking to the downtown. 5th and Adkins) the recently -constructed Five Mile Creek Pathway. II Staff recommends this project remain in Parks Department Priority. the top 10. (See also Pine, Locust Grove r to Main St. project) Sidewalk section in front of Church and 4 Sidewalk needed on west side of roadway. Two Baseball fields recently was approved Locust Grove, parcel connections needed (LDS Church, Alpha with the Casa Bella Subdivision. The McMillan to and Allmon) to tie existing segments together. developer should install this section and 3 _ 58 Chinden CN 2018 Central Academy and Foundations/Ambrose the request should be modified to only (Comiskyto Academyare within n the mile. Shoulder along include the section between Segundo Commander)and Locust Grove Is not very wide. Commander. Alternate routes exist - this project could be dropped in priority < due to the changes. Staff recommends moving this project 5 NW 2"d Street, NEW Railroad to ! Sidewalk on both sides of NW 2"d Street, in front up in the priority. The project will benefit i Broadway � of new food bank. Legal Dept. & Joselyn request. the edestnan that use the Meridian P � Food bank. 6 Sidewalk is d on the north side of McMillan lon of this segment will be c Millan connecting the intersection provements darge with the Tustin #2 McMillan, Locust L.G./McMillan with the sidewalk and pathway in Subdivision. The remaining portions will 8 NA Grove to Red ! jSaguaro Subdivision, connecting to Heritage need to be completed. Staff recommends Horse Way Middle School. This will also make the connection this project be modified based on the !to Prospect Elementary just south of the eminent development and remain in the 'McMillan/Red Hose intersection. top 10. Project comes out of the Downtown Meridian Ped/Bike Plan. Project scores 7 !Missing several pieces of sidewalk in this section. P Fairview, E 3 to' ! NEW 31 2018 Both Lighting be Locust Grove ;CN sides or roadway. would nice too. well in ACHD's prioritization and is along . a high traffic corridor. ` 8 Black Cat and Safe Routes to School request of JSD2. 15 58 Moon CN 2016 Pedestrian signal at Black Cat and Moon' Lake for Lake/Ust ck kids crossing Black Cat to get to school. 9 Ridenbaugh Need a pedestrian crossing of Eagle Road at the Pathway/Eagle ACHD Traffic 9 NA Rd. Crossing analyzing Ridenbaugh_Canal. Add signage, stripe crosswalk, Get final word from ACHD. Consider (Copper pJet Pt - crosswalk. install RRFB,' HAWK signal, etc. Part of pathway removal if not feasible. li system, Segment F. Parks Department Priority.Easy 10 7 ;There is no sidewalk on the south side of Ustick ;near W. 3rd Street, directly across from the DSN w/ +,entrance to Settlers Park. Residents south of the ! Ustick &West Included with roadway project. Consider 10 NA ! Intersection !park currently have no "safe" route to get across !3rd HAWK Signal; removal from this list. project. I Ustick in this area. Please scope and construct ITD ROW - Consider for TAP funding or other grants. k with school district to determine if project is still needed based on ent bussing routes. Alternate routes available. Project should be constructed with site development. See if ACHD would consider an interim improvement. 12 13 I made. ASAP, possibly with Meridian/Ustick intersection 14 I or Ustick, Meridian to Linder widening project. IThis pedestrian crossing will be a key component There is approximately 1,000 feet of sidewalk Eagle Road, River missing on the west side of Eagle Road, between 11 NA Valley to Ustick River Valley and Leslie Drive. This connection will Road* allow safe passage between existing and new !Crossing;project. development and River Valley Elementary and funding. 1s Kleiner Park. This is on an ITD, not ACHD facility. This pedestrian crossing will be a key component 1 No goopedestrian connections from NEW RRX Pedestrian subdivisdions on west side of Locust Grove Road 12 NA S. Locust Grove jTo be scoped, to Sienna Elementary, west of Eagle Road. Add at Palermo I ;flashing lights/ped signal, crosswalk and signage Locust Grove, across S. Locust Grove at/near E. Palermo (add !short section of sidewalk). j !ACHD No additional comment development solution on radar for more permanent fix in the Locust Grove services is 14 NA Overland to working with Out parcel near Mountain View HS with no ;Puffin property owner; sidewalk. to get connection ITD ROW - Consider for TAP funding or other grants. k with school district to determine if project is still needed based on ent bussing routes. Alternate routes available. Project should be constructed with site development. See if ACHD would consider an interim improvement. 12 13 I made. 14 Meridian Roadi IThis pedestrian crossing will be a key component Prioritize out of top 10 but request and RRX NEW ' jin the first phases of the Meridian Rail w/ Trail ACHD scope these projects as part of the I Pedestrian ;needed. larger crossing study that the City is !Crossing;project. funding. 1s ` 3main Street and This pedestrian crossing will be a key component 1 Prioritize out of top 10 but request ACHD scope these projects as part of the NEW RRX Pedestrian in the first phases of the Meridian Rail w/ Trail crossing study that the City is Crossing project. fundinlarger 9• 16 Locust Grove, Interim/temporary connection (Paradise to Red Paradise to 19 NA Rock) constructed in 2010. Please keep long-term No additional comment SettlersBridge solution on radar for more permanent fix in the Sub. future. 17 Partial CN Five Mile Creek 2013, Pine to Badley; Fairview to Pine pathway along Five Mile Creek. j Pathway - �Badley 16 NA (remaining Fairview Construct remaining segment from Badley to !segment to (S egment H1A) (S Lakes Avenue. Parks Department Priority. ;Fairview still ;needed. j IIdentified in (Downtown Meridian E. State, 3rd and Neighborhood !Lloyd Kennedy, a properly owner in this block, requests this block be retrofitted with sidewalk. 20 i NA 4th Bicycle and His is the only property with sidewalk currently Pedestrian ;and it is in disrepair. I Plan. To be 2 -lanes exist. CIP has Pine as a 3 -lane roadway. Pine, Locust Improvements in this mile will primarily benefit EW NA =Grove to Main ! pedestrians and bicyclists. Also could be ED Street j application. (see Pine, Ralstin into downtown Not in ACHD ROW, probably will not score well when scoped. i 18 No additional comment 19 This is a key bicycle corridor and full improvements on this section would help pedestrian and bicyclists. Consider moving up even higher/combining with #4. 20 NEW 82 Victory, west of It Mesa NEW Linder, McMillan to Chinden McMillan, Ten NEW I Mile to Linder Safe crossing of kids near Sienna, west of Eagle Duane is currently a rural street with no curb, Road. at Victory and Brandy's Jewel that serves gutter or sidewalk. Recently, Duane was opened this area. Consider removing from list. l up to connect with Redfeather Subdivision.Duane Mountain High School. My son goes to this school Duane Drive, ACHD is approximately 0.4 miles long and straight. Kids The Linder/Divide Creek crossing appears across 4 lanes of traffic with cars doing 45 miles 21 NA Ustick to discussing with (and others) walk up to Ustick to catch the bus No additional comment COMBINED Redfeather neighborhood. and get to other services. Request for pavement being hit on McMillan Road near Linder. She says widening and/or sidewalk, curb and gutter on at she has seen two close calls in recent days, least one side (east probably, due to less due to the lack of complete sidewalks. She says vegetation.) Ithat the children are walking correctly at the edge East-West pathway connection within and/or I of the road but cars are coming too close to the sidewalk. North side has large areas but is to pedestrians, in some cases going around cars adjacent to the RR corridor. This pathway should ACHD Planning waiting to tum into subdivisions and then almost identify why pedestrians need to walk on Meridian Rail- extend through Meridian and connect with Nampa 22 NA coordinating No additional comment ;With-Trailwith City. ;and Boise, creating a regional multi -use pathway. I Main request at ACHD is for crossings at arterial jintersections. Parks' Department Priority. No additional comment 23 23 Eagle Road, CN 2017 (east Property owner request to ACHD. Bus stop on Falcon to Victo side) Eagle near Falcon. ACHD now has ROW. McMillan, Need pedestrian access to/from Hunter The Hunter Elementary School boundary not longer goes north of McMillan Road. 25 NA' Goddard Creek Elementary across McMillan. Please consider new Consider removing project or keeping it to Palatine cross -walk to access school south of McMillan. as a low priority. Large sections of this sidewalk will be I w Citizen request to build continuous sidewalk on built with future development. This project is not likely to score well with 26 NA McMillan, Linder ' McMillan between Linder and Meridian. NOTE: ACHD as a CP project, but may as a Ito Meridian There is more sidewalk missing than existing in roadway. Consider removing or keeping this mile. a low priority or amending scope so not I so large. Broadway, W. 4th Spotty sidewalk segments'. Segment from 4th to NEW 37 th OF Meridian' constructed in 2013 by ACHD, but not to W. 7 all the way to 7th. Extends recent project on Broadway. NEW 82 Victory, west of It Mesa NEW Linder, McMillan to Chinden McMillan, Ten NEW I Mile to Linder Safe crossing of kids near Sienna, west of Eagle There is an existing pedestrian crossing Road. at Victory and Brandy's Jewel that serves this area. Consider removing from list. Crosswalk and speed zone in front of Rocky Mountain High School. My son goes to this school and everyday we watch helplessly as kids dart The Linder/Divide Creek crossing appears across 4 lanes of traffic with cars doing 45 miles to be the same as this request. per hour. COMBINED Concerns about the potential of a pedestrian being hit on McMillan Road near Linder. She says she has seen two close calls in recent days, involving school children walking in that area — due to the lack of complete sidewalks. She says Ithat the children are walking correctly at the edge South side of McMillan has 99% I of the road but cars are coming too close to the sidewalk. North side has large areas but is to pedestrians, in some cases going around cars without sidewalk staff unable waiting to tum into subdivisions and then almost identify why pedestrians need to walk on makino contact with the Dedestrians. the north side. NEW Chinden, east of Small gap in between 2 subdivisions — �SpurwingITD ROW. Consider alternate funding Ten Mile W and Tree Farm. I source. 21__ 22 23 24 25 26 27 28 29 30 24 NA I Eagle, Zaldia to UF (Roadway 4 67 Linder, RR to ;widening is in Franklin FYWP) Two parcels prevent continuous sidewalk. Narrow Need to check with ACHD on the status - shoulder - high speed, high volumes of traffic. was in their budget but has been Children walk to Sienna Elementary along this removed due to adjacent property owner route. issues. ' 31 ACHD has indicated that this project is unlikely to proceed as a sidewalk only crossing of the railroad (see Roadway Priorities list). Staff recommends leaving Fill in the gaps in the sidewalk on the west side of this project on the list and exploring with the roadway, between the railroad tracks and ACHD the viability of this project. Staff Franklin Road. recognizes this as an important connection to MHS and recommends it stay on the list but move down as it looks it will be done with roadway project. 32 Between Linder and Ten Mile there is a small gap in the sidewalk on the south side of McMillan 12695 McMillan ( E(between Bridgetower and Caymus Cove 18 ! 11 j Road CN 2014 f subdivisions). This gap is only about 30' long and Maintain on list until ACHD confirms that (Montellino/ is part of the "flag" of a county -zoned parcel. This this will be done in 2014. Pallatine) gap would create continuous sidewalk on the isouth side of McMillan between Ten Mile and Linder. j E. 3rd Street, An upgraded crossing of the RR tracks is needed NEW! Railroad crossing; 'to tie in with the pedestrian improvements (Pine to Franklin) I existing and planned between Storey Park and j 33 10 2014-2018 IFYWP Cn Year: The year of planned construction in the adopted Integrated Five -Year Work Plan. PD: Preliminary Development, 2019 or later UF: Unfunded, no construction year is identified yet Estimated Project Cost: This includes prior expenditures on a project, and whatever was programmed in the adopted IFYWP. These numbers are most subject to change during the update process. Current Daily Count: The most recent 24-hour vehicle count on file. Estimated Daily Delay Reduction: The estimated reduction in vehicle hours of delay expected between the current facility configuration and the improved configuration with forecast 2018 volumes during the typical business day. Estimated Annual Congestion Benefit: The expected benefit for a year (250 business days) based on the Estimated Daily Delay Reduction and an hourly delay cost estimated at $20 per vehicle per hour in Ada County based on the Texas Transportation Institute's annual Urban Mobility Report. Crash Types/Costs: These are based on ITD and FHWA data that are updated annually - PDO (Property Damage Only) $6700 per incident - Class C (Possible Injury) $58000 per incident - Class B (Visible Injury) $88000 per incident - Class A (Incapacitating Injury) $310000 per incident - Fatality: $6M+ per incident, but costed as a Class A for prioritization purposes Crash Rate: Number of crashes on a facility per Million Entering Vehicles (MEV) for intersections or Million Vehicle Miles Traveled (MVMT) for road segments. This is based on a rolling five-year crash history. Average Annual Crash Cost: This is the estimated cost of crashes a facility has experienced annually based on its crash history and crash costs by severity. Estimated Crash Reduction Factor: This is estimated based upon likely improvements to be made with a project and the expected crash reduction rate each improvement is expected to yield based on the Highway Safety Manual. Examples include added a two-way left turn lane (259'0), adding a dedicated right turn lane (1.5% per approach), �. signalizing a two-way stop (25%), or installing a roundabout (75% for injury crashes and 40% for PDO crashes). Estimated Annual Safety Benefit: The reduction in annual crash costs expected after a project. Raw Benefit/Cost Ratio: The total estimated Safety and Congestion benefits expected over a project's life divided by the Estimated Project Cost. Project life is generally assumed to be 20 years, but may be 30 for improvements such as concrete intersections, or less for projects such as an interim signal that is expected to exceed an acceptable LOS in less than 20 years. Program Adjustment Factor. This is a factor used to be applied to the raw benefit/cost ratio to get the Adjusted Benefit/Cost Ratio based on considerations deemed important but not accounted for in safety or congestion: Agency Support: 0-10 points based on agency request ranking; 10 points for a top request to 0 points for a low request. Importance: 5 points each for ACHD priority corridor, Communities in Motion corridor, freeway diversion route, mobility arterial. Specific Area/Access Management: 5 points each for being located in a Specific Area Plan or being an access management project. ' Previous Investment: From 0 points if no funds have been spent to 10 points in right-of-way acquisition is complete. City Limits: from 0 points for a project in an unincorporated area to 10 points for a project 95% or more in city limits. Bikeway Points: Up to 10 points based on Appendix H of the ACRD Roadways to Bikeways Pian. 12 13 Meridian City Council Meeting DATE: March 11, 2014 ITEM NUMBER: 10 PROJECT NUMBER: ITEM TITLE: Future Meeting Topics MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS Meridian City Council Meeting DATE: March 11, 2014 ITEM NUMBER: 9A PROJECT NUMBER: ITEM TITLE: ORDINANCE NO. Third Reading of Ordinance No. 14-1596: An Ordinance Amending Title 10, Chapter 7, Section 12, Meridian City Code, known as the Meridian Impact Fee Ordinance Schedule; to Provide for an Amendment to the Police, Fire and Parks and Recreation Impact Fee Schedules MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS Meridian City Council Meeting DATE: March 11. 2014 ITEM TITLE: ITEM NUMBER: PROJECT NUMBER: Executive Session Per Idaho State Code 67-2345 (1)(f): (f) To Consider and Advise Its Legal Representatives in Pending Litigation MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS Meridian City Council Meeting DATE: March 11, 2014 ITEM NUMBER: 12 PROJECT NUMBER: ITEM TITLE: An Action by the City Council May Follow the Executive Session MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS