2017-06-27 SpecialMeridian City Council Pre-Council Meeting Agenda – June 27, 2017 Page 1 of 1
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.
CITY OF MERIDIAN
CITY COUNCIL PRE-COUNCIL MEETING
SPECIAL MEETING
AGENDA
Tuesday, June 27, 2017 at 4:00 p.m.
City Council Chambers
33 East Broadway Avenue, Meridian, Idaho
1. Roll-call Attendance:
X Anne Little Roberts X Joe Borton
X Ty Palmer X Keith Bird
__X___ Genesis Milam __X___ Luke Cavener
X Mayor Tammy de Weerd
2. Adoption of the Agenda Adopted
3. Continued from June 20, 2017 Special Meeting: FY2018 Budget
Presentation Workshop
4. Citywide Strategic Plan Discussion
Continued to June 27, 2017 Regular Meeting
5. Executive Session per Idaho State Code 74-206(d): To consider
records that are exempt from disclosure as provided in chapter 1,
title 74, Idaho Code.
Into Executive Session at 5:27pm
Out of Ex ecutive Session at 6:04pm
Adjourned at 6:05pm
Meridian City Council - Budget Workshop June 27, 2017
A Budget Workshop meeting of the Meridian City Council was called to order at
4:00 p.m., Tuesday, June 27, 2017, by Mayor Tammy de Weerd.
Members Present: Mayor Tammy de Weerd, Keith Bird, Genesis Milam, Ty
Palmer, Luke Cavener, Joe Borton and Anne Little Roberts
Item 1: Roll-call Attendance:
Roll call.
X_ Anne Little Roberts X _ _Joe Borton
X__ Ty Palmer X_ Keith Bird
__X__ Genesis Milam __X__ Lucas Cavener
_X Mayor Tammy de Weerd
De Weerd: I will go ahead and start tonight's special meeting with roll call. For
the record it is Tuesday, June 27th. We will start with roll call attendance, Mr.
Clerk.
Item 2: Adoption of the Agenda
De Weerd: Item No. 2 is adoption of the agenda.
Bird: Madam Mayor?
De Weerd: Mr. Bird.
Bird: On the agenda Item No. 3 is the continuous -- continuing from June 20th
the budget presentation for IT and Finance and with that I move we approve the
budget as -- or the budget -- this is going to be a good night. The agenda has
published.
Borton: Second.
De Weerd: I have a motion and a second to approve the -- adopt the agenda as
published. All those in favor say aye. All ayes. Motion carried.
MOTION CARRIED: ALL AYES.
Item 3: Continued from June 20, 2017 Special Meeting: FY2018 Budget
Presentation Workshop
De Weerd: Item 3 is our special meeting on the 2018 budget workshop. Jenny.
Meridian City Council Budget Hearing
June 27, 2017
Page 2 of 28
Fields: Good afternoon, Madam Mayor and Council Members. This is a
continuation of our budget workshop number two from last Tuesday. The
agenda today is we are going to go through IT, then, Finance, then, I will wrap it
up and budget number will be on July 19th. With that I'm going to hand it over to
Dave to present IT.
De Weerd: Hi, Dave.
Tiede: Hi, Mayor. Council Members. Glad to be here before you today. I didn't
get to present last week. It's good to have you here. So, we will get started with
Information Technology. Our agenda today is, again, budget dollars at work for
FY-17 and, then, our 2018 enhancements that are being requested and, then,
our road ahead. So, for our FY-2017 budget dollars at work, if you recall we had
an IT cyber security assessment budget enhancement this last year . That's
something that we have selected a vendor to work with and we are actually in
progress with that. We actually received some equipment from the vendor -- or
the contractor they are working with this last week and it goes into our
environment tomorrow, in fact, and we will be doing some scanning and whatnot
and, then, from there we will be working on a cyber security defense plan moving
forward and identifying areas that we want to address annually and working with
departments for some of those things, such as user awareness training, things
like that. So, anyways, moving forward in a good direction. We asked for a
position of network administrator this last year and that has been filled internally.
We promoted Eli Daniel into that position . He is out in training this week, so he's
not represented back here. But some of the things that we have been able to do
with that position, as we have been able to diversify our risk a little bit more in
infrastructure services. Infrastructure services really refers to the back end of IT,
our servers, storage, network, et cetera, that everything runs on throughout the
city. So, having another staff member has helped us so we can -- we can
diversify that risk and give a little bit more continuity there. We have made a lot
of starting improvements and improving our network, cleaning things up and
providing some better long-term resiliency. One of those efforts was our -- an
effort with Public Works to provide redundancy back to the water and wastewater
treatment plant, so that that network has full resiliency in the event that some of
our fiber is struck or affected somehow. So, that connectivity won't go down. So,
anyway, that is a good thing and reduces our liabilities as an organization. We
have been able to do a wireless refresh at key facilities and -- this is one area
that I'd really like to highlight, because we identified this facility as an area that
had some concerns with wireless infrastructure and so we went and asked for
funding last year to replace some of that and we were able to save a lot of money
on that, because our network administrator was able to handle that workload and
take care of it. We didn't have to contract out to bring somebody in to install the
equipment, make recommendations and actually do it and, then, on the flip side
of that we also were able to get a lot better coverage with less equipment , which,
again, is fantastic. And if we had gone to a third-party contractor for that they
would have recommended a lot more equipment and a lot more expense than
Meridian City Council Budget Hearing
June 27, 2017
Page 3 of 28
what we were able to accomplish and still get the service that we need . So, that
was fantastic. I already alluded a little bit to the Public Works fiber, which does
support SCADA remote site connectivities, but on another note we also have
been with this position able to start looking at how we better -- provide better
connectivity to those options in the hard to get to areas. We have a lot of
different water, wastewater infrastructure in areas -- in residential areas that don't
necessarily get good connectivity options from commercial grade carriers and we
have been able to partner with a couple different companies with -- for
technology that will give us security, but also connectivity over cell service, which
has been fantastic. So far we have it out at -- I think there is five sites in
production. We have lit up two more that are waiting to have everything
configured to communicate over that and right now it's looking like a very good ,
affordable option for connectivity to these various SCADA sites, which, again,
back -- these are what control all the water and sewer infrastructure and how you
get analytics and whatnot of those. So, very important infrastructure and we
have been able to get a very good, reliable and affordable option for connectivity,
which is fantastic. So, moving on we also asked for a position of a web
developer in FY-2017 and ended up hiring Katherine Roebuck. She has been
with us since late last fall. One thing that I was going to mention is over the last
three years, as shown in the city survey, our usability and content of our website
has increased substantially. We have increases of seven and 14 percent
respectively I believe in the usability and quality -- I think I have those backwards.
I think the usability was 14 percent increase and quality was seven percent
increase. That has been largely in an effort that has been driven by the Mayor's
office and Kaycee Emery, our communications manager, as far as a face lift to
the city website and going through an update in content , but on the flip side we
have also had improvements to the website in the way of open gov, giving people
more of what they want at their fingertips . For our financial data we have moved
over to a new utility billing system, provided a better web porthole for people to
access their utility services and, then, we have made big strides of improvements
with our Accella system for the -- the contractor phasing side. So, all those
things are what our web developer will continue to do and she's already starting
to do. She's working to improve the website, improve performance, make sure
the content is more up to date. She has really hit the ground running and tackled
some things that we have not been able to do in the past, such as accessibility.
If you didn't know, there is actually certain compliance requirements with ADA
related websites and we have been able to tackle some of those that we weren't
even aware of. So, that's been great. She's also been making improvements in
search engine optimization, which is, basically, getting the city's website out there
when people are looking for relevant information and that's an art to itself , if you
can imagine that. Anyway. So, lots of great improvements to the website. Lots
more to come. So, we are excited about that. It's also creating a lot of efficiency
for departments. They have a contact point to go to that they know can work
through their issues and get the information out there on the website in a manner
that's efficient, but also that looks good and helps with our brand and our overall
objectives for the city. So, currently, we are working on transitioning away from
Meridian City Council Budget Hearing
June 27, 2017
Page 4 of 28
our old CMS system, so that's a work in progress. It's going to take some time.
We have departments that we are migrating over and that's a system that we
didn't ask for funding last year or we asked for it, but in lieu of a web developer
we were able to get -- to remove that eventually, so that's our plan at this point,
migrating away from that. So -- anyway. And, then, our last enhancement we
had was for an expansion for IT, directly related to personnel increases. So, we
built out some cubicles in the old art area, expanded IT into there, and that has
been done for quite some time now. It's great, we have room to grow. Yeah.
We love it. So, moving on. These are two enhancements that we have this year
and I will go into more details on the next slide. So, our first enhancement is for
license tracking software. This is a need that we have and it's to maintain the
level of services that we currently provide throughout the city. We have really
made an effort over the last five years to get a better handle on all the service --
all the software that the city handles and have a central point that manages that,
but also reduces the risk of liability when it comes to license compliance issues
or what we are using that we may not be licensed for . So, this offer will help us
do that. It will help us prevent compliance issues, because we will be able to
actually do real time tracking. It will help us identify needs where we might need
department -- software for departments, but also where we can, with the
software, we will be able to identify, hey, look, we actually own this software in
another department that's not being used and we can reappropriate that
software, which will, again, save the city money, which is a good thing. We will
be able to analyze usage of software, which we can see, hey, look, if there is a
need for the software, is it being used, is it not, should we discontinue u se or
could it be used somewhere else. So, again, pretty minimal cost, but will provide
a lot of benefit to the city and will help us to better accomplish this task that we
are already trying to do manually right now. So, one time costs up front,
purchase software, and, then, ongoing maintenance costs is what it looks like, so
-- and this is the funded section. Our next enhancement is a service desk
manager and this is, again, to maintain a level of service that we currently have,
but it is in the unfunded area at this point. I believe it's in the tier two, if I
remember right. So, we are looking for a new position of a service desk manager
and the reason for that is we need to be able to maintain our current level of
service to our internal customers. Right now the service desk manager role is
something that does happen, but not as well as we would like it -- or as I would
like it to. So, the role of a service desk manager is to help maintain the level of
service that our customers need. It's focused on customer service. One of the
things that we are doing right now is transitioning to a new ticketing system , so
that we can get some better analytics and that person can help understand those
analytics better and also help drive our needs moving forward, so we understand
where our money is being spent on support and what those costs look like .
When we sign up for a big -- as an example, when we sign up for a new software
project, especially a large one like utility billing software, there is a lot of
implications to staff time on that and we want to be able to get ahead of those
things a little bit more than we have been able to in the past. So, this will help us
do that. This person will help be able to understand those matrix and
Meridian City Council Budget Hearing
June 27, 2017
Page 5 of 28
performance measurables, so -- and, then, the other piece internally, we want to
be able to continue to mentor our staff and have somebody available to do that .
So, this was created -- or this need was create by a gap that was created about a
year and half ago when I was promoted to CIO. At this point I am doing my best
to fill that role and fill both shoes, but I can't say that I always feel like I'm doing --
I'm doing both roles to the best of my ability without putting in a hundred hours a
week and I'm happy to do that for an extended amount -- you know, a certain
amount of time, but at some point -- at some point my wife is like, well, maybe --
maybe it's time to look elsewhere. So, anyway, that's just one factor of all of it.
But, again, our biggest thing is to continue that level of service and continue to
drive that -- maintain that with -- for our internal customers, which I guess I would
say you guys hear about growth constantly and you understand that picture , but
as a service arm in the organization, really, all -- all of the city staff are our
customers and as they grow we continue to have that need to continue to
support them and as you know more and more people rely on technology to get
their jobs done throughout the city and that's -- that's just the way it goes. So,
anyway, it is a critical need and that's why it's on here. But it is in the unfunded
section of a tier two at this point. I did not want to go into replacements. I feel
like that's a horse I have beat on a lot, but I did want to highlight a couple
infrastructure replacements that we have for IT, just because they are bigger
ticket items. I don't have numbers on here, but you can find those numbers in
your replacement book for the IT Department. One is our storage area network.
That is the single most probably critical piece of infrastructure that IT has and
when I say it's critical, I don't mean it's critical to IT, I mean it's critical to all the
other departments, because that is where their data resides to do their jobs. The
other key component of that is that is our key factor in our disaster recovery --
recovery or continuity plan that we have for IT. So, at this point if this building
were unavailable for some reason or another and if we had to go somewhere
else and continue to maintain service, this technology is what actually enables us
to do that in a timely fashion. We can get things up and going in as little as four
hours if needed and have everything back up and running and this -- this
technology is what enables that. So, anyway, it's not cheap for sure, but we did
look at some other options. This year we -- we have looked at various options,
but one of those was the Cloud and just seeing what -- that that would take to get
our information in the Cloud for all these services that we have that are residing
on this piece of infrastructure and the cost we would have over a five year period
for that is 1.3 million dollars versus this storage area network at, you know,
300,000. So, anyway, we think it's the right direction to go, that's why we are
recommending to continue this direction and the technology does need to be
replaced. But I at least wanted to mention that we are -- we have evaluated
other options just to see what's going to make the most sense for the city. So, to
go hand in hand with that, we have our data center switches that are up in our
data center here that hook most of our servers and the storage together. Again,
those are -- those are at -- this October they will be at the nine year mark. We
have had some issues with them. They -- they don't -- they don't meet our needs
anymore and with new technology they will be even in a worse situation. Things
Meridian City Council Budget Hearing
June 27, 2017
Page 6 of 28
have just changed quite a bit in the network landscape in the last ten years. So,
just kind of the name of the game. We are also looking at doing our server
operating systems. This is more of a requirement from a compliance with
updates and things like that. At this point we are running server operating
systems for all of our servers that came out in -- I'm thinking late 2009. But --
anyway. So, it's kind of past that mark where we look at software and say this is
an issue. But the key kicker here is most software manufacturers also announce
end of life cycles for most of their software and we are planning to make sure that
we can get new software in place before we get to that situation where we are
not supported, where they aren't getting updates. As you heard last year when I
talked about security, one of the biggest areas that is a risk with IT security is
exploits that happen with software that's not kept up to date. So, we just want to
make sure that we are ahead of that and we are not getting the city into a
situation where we are introducing more risk. So, that covers our big ticket
replacement items for IT. The road ahead. I just want to highlight a few CSP
items. I'm sure you have seen these before, as they are on the current CSP, but
we have Microsoft Office that is also getting to that point where we are going to
have to look at a replacement there. So, I think it's on the CFP for 2019, if I
remember right. We are currently running Microsoft Office 2010 and it still works
great, meets our needs, but at some point we are going to have to pull the plug
and look at the new version. Our exchange server, which is our e-mail server, is
in the same boat. Substantially less costlier than Microsoft Office. I mentioned
our data center switches, but we have many other switches, network
infrastructure, that are in need of update over the next few years. Most of them
are right around the eight, nine year mark. Some of them aren't meeting our
needs currently, but we are getting by and so those need to be replaced as well.
So, they are on our CSP. Then a couple other items that are more future
planning items and as the -- the Enterprise license agreement is something that
we have considered over the last few years, just because we do use GIS a lot.
This is the main GIS software that all departments are using and at some point
there will be a tipping point where our current licensing model -- and this will
wither be a wash or this one will cost us less money. It's basically where they
size it based off your size of your population of your city versus buyin g a bunch of
one time licenses that you continue to pay maintenance on . So, that's something
that's on our horizon. And, then, the other one that I have on here is an
electronic document management system and that's -- that's one that's a few
years out for sure. We are doing a lot of research right now just trying to figure
out where we want to go and what the benefits would be to the city if that's
something that we want to pursue, so -- and with that I will stand for questions. I
guess I would say sit for questions mind you.
De Weerd: Thank you, Dave. Questions from Council?
Cavener: Madam Mayor?
De Weerd: Mr. Cavener.
Meridian City Council Budget Hearing
June 27, 2017
Page 7 of 28
Cavener: Dave, a question for you on the enhancement for the license tracking
software. Can you share with Council how many unique -- I guess I take this to
be software licenses, not dog licenses or other types of -- how many unique
software licenses that we have and how many on average expire each year?
Tiede: Absolutely. Councilman Cavener, Madam Mayor, Members of the
Council, when you say licenses, that's a -- kind of a subjective term. So, what I
will say is how many different software or pieces of software, different
applications do we have --
Cavener: Okay.
Tiede: -- and we are, last I checked, nearing the 300 mark as a city. Now, that
includes everything from Fire to Public Works to Police, whatever. So, it's a lot of
different software and a lot of it is something that 's specific to a specific business
need, so, obviously, there is stuff that police might use that other departments
will not, whatever. Most of those -- I say most, I would say probably half of the
software that we have has some kind of maintenance cycle on them where we
are paying an annual fee for updates and support and things of that nature.
Those ones when you -- when you go out of compliance on that, there is usually
reinstatement or penalty fees on top of that when you try to go and redo that
maintenance. In extreme circumstances it will actually make you buy the
software all over again. That doesn't happen, luckily, often and we have had a
pretty good handle on the maintenance stuff for the last few years where IT is
tracking that and making sure that we do renew those things as they come up , so
that we are not incurring more costs. Does that answer your question?
Cavener: It does. Madam Mayor, follow up if I may. Dave, it helps a lot -- can
you share with us what you guys are doing now to track that versus what the tool
would do?
Tiede: Absolutely. So, currently our -- our focus that we have been able -- or the
focus that we have had over the last few years has been on that reoccurring
maintenance costs and we have developed a tool internally that helps with that .
So, we -- we get a maintenance invoice comes due or -- when a maintenance
invoice comes we, obviously, you know, hey, look, there is something due. But a
lot of the times the companies will forget to pay us and, obviously, it benefits
them if they don't say anything to us, because, then, they can charge
reinstatement fees, which is kind of slimy, but it is what it is. So, we have
developed a system where we can actually track these, put the start and end
dates and we will practically go out and reach out to them and say we need a
quote, we need to renew this and, then, go follow through with that. So, on the
renewals we have made really good strides there, but the place that we haven't
been able to address it as well is the -- the software that we installed that's more
of a one time purchase, right, and so an example would be Microsoft Office or
Meridian City Council Budget Hearing
June 27, 2017
Page 8 of 28
Adobe Acrobat where we have one of these pieces of software come up and we
purchase it for a department for a specific user in that department and we do our
best to capture what's on there, but what happens over time is their computer
gets replaced, responsibilities shift, people come and go, and the record of what
needs to be there isn't always completely accurate and so this will actually -- this
piece software actually allow -- will actually in an autonomous fashion dial into
each computer, see what's on there and, then, match that up against what we
actually have purchased and allows us to do audits against that.
Cavener: Great. Thank you. That's helpful.
De Weerd: Any other questions?
Cavener: Madam Mayor?
De Weerd: Mr. Cavener.
Cavener: Question then -- and I guess we shift to replacements and you shared
a little bit about some of the needs for these replacements . On our replacement
forum, some of the conditions are listed as poor and others are listed at the end
of life and I think you have touched on that. I just want to make -- get
clarification. These are listed end of life that a functionality of them are still
acceptable, but because they are no longer supported software wise is the
rationale for replacement.
Tiede: In some cases, yes. So, when we say end of life usually that means that
it's no longer supported by the manufacturer, which in some cases is okay; right?
If we have a wireless access point that's end of life, like we had a year ago in this
building, if it goes down it's not that big of a deal; right? So, the criticality or
nature of the equipment being used is also a factor in that . For instance, our
storage area network, the SAN, that is -- if that goes down and we have to a part
from the manufacturer, business stops at the City of Meridian. Everything from
utility billing systems to finance systems to land use permitting -- whatever, it's
all gone until we get a piece of equipment back from the manufacturer to help us
out. They charge a premium for that equipment. They charge a premium to
come fix the problem. We are down for X amount of time. Because we don't
have any type of warranty or agreement with them that could be weeks and we
have been in that situation one time before with a piece of infrastructure that
wasn't quite as critical, where we were literally down for four months. So,
anyway, we have made strides to make sure that doesn't happen again.
Cavener: Madam Mayor, one additional question then. On those SANs, when
we replace them what do we do with our old equipment on those particular
elements?
Meridian City Council Budget Hearing
June 27, 2017
Page 9 of 28
Tiede: At this point for our last -- the last time we replaced them we actually
continued to use that in a limited fashion for another piece of storage where we
could put data if we needed. We were using it at the time for our video recording
system. For this roll out there is a good chance that we will not do that, just
because we see hardware failures on a regular basis . For instance, in the last
week both of these devices had faults that went back to the manufacturer to go
back for repairs on. So, at this point it was just the -- the failure rates are already
seen. I wouldn't feel comfortable putting anything on it wit hout saying that if -- as
long as you're comfort with it not going down -- it going down and being out of
service for three months, we are okay with it. But I can't imagine that most of our
internal customers would be okay with that.
Cavener: Sure.
Tiede: So, at this point, yeah, I feel like we will probably end up taking those out
to auction.
Cavener: Madam Mayor, one more question if I may. What is the end of life time
for those SANs? You had mentioned -- and I appreciate that -- wanting to
identify the solution before the end of life period occurs.
Tiede: Right.
Cavener: What is that time table slated for?
Tiede: It depends on the piece and it depends on the manufacturer. For our
SAN specifically, the end of life that they gave us was -- and just so -- there is --
there is two different terms that they use -- or we use in the industry; right?
There is end of support, which basically means after end of support you pay a
premium for support; right? And, then, there is end of life, which basically means
at that point it doesn't matter how much money you give them they aren't going to
help you out; right? So, we are at end of support this fall, as of December this
year. End of life itself, they gave us two additional years. The cost for that
support for the first year, which was all they were able to give us, was 30,000
dollars for one -- one of the units. We expect that number to go up 60 to a
hundred the following year. So, that was an option we considered as well, but at
this point it feels like we are kicking the can down the road a little bit for a very
high cost and more risky, so --
Cavener: Thanks, Dave. I appreciate it.
De Weerd: Any other questions? Thank you.
Tiede: Madam Mayor?
De Weerd: Yes.
Meridian City Council Budget Hearing
June 27, 2017
Page 10 of 28
Tiede: I was asked to bring forth a discussion of a mobile device SOP. Would
you like me to do that at this time?
De Weerd: Is that something we want to put maybe on the workshop for July?
Yeah. We have quite a few things ahead of us if that's --
Tiede: Madam Mayor, at this point during the last week's budget workshop I was
asked to present it during workshop and that 's the only reason I brought it back
up, but I am comfortable with whatever makes the most sense.
De Weerd: Okay. We have a long evening ahead of us. Council, do you want to
hear that or schedule it for a future agenda?
Cavener: Madam Mayor?
De Weerd: Mr. Cavener.
Cavener: David, how long is your presentation?
Tiede: Five, ten minutes.
Bird: How long was our questions?
Cavener: Madam Mayor, if I may, I suggest, then, if IT is comfortable with this,
that we move this to a workshop session. They have provided us some
materials. Gives us the opportunity to review it and if there is any questions that
we can have those addressed for we make a final decision on the budget.
De Weerd: Well, we will put it on July's workshop.
Cavener: Thank you, Dave. I appreciate it.
De Weerd: Thank you.
Cunningham: Madam Mayor, Members of Council, Todd was conveniently at
another appointment with his dog, so Jenny and I are going to kind of tag team
this. So, we are going to start out with our agenda, which is our vision statement,
budget dollars at work for '17, our enhancements for '18 and, then, kind of a look
ahead and, then, we will close with any questions. First off, as you know, what
the city's vision is is to be the premier community and we look at we are the
support to help provide that highest level of customer service to all of our
departments and our citizens and -- and all of you and so to make sure that we
are the premier department within the premier city. Our budget dollars at work.
You guys gave us 21,000 dollars last year for the open gov and, actually, Jenny
and Todd -- I think they did a great job getting that launched. They actually got it
Meridian City Council Budget Hearing
June 27, 2017
Page 11 of 28
out on the site in February. Jenny can probably tell you more about it, because I
know they have plans to actually launch it out to the departments as well.
Fields: Right. So, currently there are 206 unique visitors that are visiting the site
since the -- since the last 30 days and the average span of the visit is around
three minutes. So, we know people are looking at it and are engaged --
engaging with open gov. Our plan is to roll it out -- after we implement the
automation is to roll it out to the departments and build more robust reports, so
that departments can drill in and utilize open gov that way. We think it's going to
be much friendlier than MIP. For a lot of them it's -- for us it's intuitive, for them
not so much.
Cunningham: Right. So -- then you also gave 75,000 for the priority based
budgeting and I can tell you that -- oh, there we go. We have all kinds of cute
little things. They have actually looked, you know, what -- this is going to tell and
it is going to be a very large project to identify all the programs within all the
departments and, then, to cost all those programs. So, it was decided that we
would start phase one and that's actually going to be identifying the programs
and, then, phase two, costing those programs. But I can tell you that one of our
enhancements does tie to this, so we will get into that. We are going to ask for
three enhancements and it's the administrative assistant, our lobby remodel, and,
then, also for a financial analyst. The first one is for the assistant. As you know,
Finance doesn't have an administrative assistant and we did have Hillary and she
-- we miss her greatly. I know she only was there a few hours a day for Finance
it seemed like, but she actually -- especially as long as she worked for us, she
actually did a lot in those few hours and we could -- we could use some help with
our records retention. She was the one that actually managed that. We could
use some help in the purchasing department. She actually did a lot of the case
management tickets. She did the e-mail for Keith and Sandra. She did contract
database entry, website content entries, and, then, also utility billing is looking at
moving to the paperless movement and so we would ask that person to help with
that -- help us with our -- our mail room, our fleet management, and as you know
-- yeah. It was a part-time position before, so we could really use an
administrative assistant. Next. The remodel this is kind of a pet peeve of mine. I
have had to sit at the counter in MUBS and so I have had to get up on those high
chairs and then -- and, then, try to move that chair around and get down off that
high chair. It's not a very -- if you have to sit there eight hours a day it's not a real
nice workstation and so what we would like to do -- this is going to do two things.
It's actually going to -- right now we house two employees in that big lobby. We
are going to shorten up the lobby a bit for the customers. We are going to create
two functional workstations for the staff that are there full time and , then, we are
also going to add three more workstations in the back. So, we are going to really
utilize the space there and that's going to actually be covered with the capital
improvement funds, rather than General, and, then, the last one is the financial
analyst and this one, as everybody knows, is going to help Jenny with that
priority based budgeting. I think it's a great idea to look at the performance of our
Meridian City Council Budget Hearing
June 27, 2017
Page 12 of 28
programs, but with that we are going to -- we are going to need help. I can tell
you in existing staff we just don't have the resources to take that where we need
to. So -- do you have anything else on that, Jenny?
Fields: This position will also do more analytical work, such as the centric and
financial modeling and forecasting, whereas we are not doing that currently.
Cunningham: No time.
Fields: No time. And this position will also help with the city -- the city wide fee
development and management program that we are rolling out.
Cunningham: We are going to come to you in August to explain to you what we
are doing on the consolidated fee schedule , because it's something right now the
fees are all managed by the department and what Finance would like to do is
kind of take over the overall management of it and the document storage , so that
we can kind of get it on a schedule for you guys. And with that, then, we move
into the road ahead. In four days we are going to ask for more software. We are
looking at procurement software and budget software. So, anything that could
help us in the procurement side, the cases are just growing and growing and you
can't even imagine the budget transactions that we have.
Fields: And we have a few Council Members have requested electronic versions
of the budget and this budget software will allow that, instead of getting the -- on
top of getting the budget book, there is also an electronic version.
Cunningham: With that we stand for any questions.
De Weerd: Counsel, any questions?
Bird: I have none, Mayor.
De Weerd: Okay. Thank you.
Fields: So, I'm just going to wrap up our budget workshop number two. This is
just a reminder of what we presented the past two workshops. We are
requesting the Council to consider using three million dollars from the Capital
Improvement Fund. We have proposed a number of enhancements that did not
meet -- or that did not make the balanced -- proposed budget and is identified in
the unfunded list. Here before you is the recap of our current budget proposal
and it is requesting new growth revenue to pay for current service needs. So,
what do we need from you, Council, between today and July 19th? Ask
questions, request clarifications, communicate with city staff and fellow member
-- Council Members. The handout that you just received is a list of follow-up
questions, inquiries, and questions that you inquired the past two workshops and
that's been delivered to departments and departments will be responding or
Meridian City Council Budget Hearing
June 27, 2017
Page 13 of 28
following up to those inquiries in the coming week . The executive branch has
presented a ton of information. The budget book has a lot of information and city
staff has worked very hard to develop and prepare the balanced budget for your
consideration. From now until July 19th the Finance Department will continue to
work with Mayor, departments and Council to fine tune the FY-18 budget and will
deliver an updated budget proposal on the 19th. With that we would like to thank
you, Council, Mayor, and all city staff with the time and the effort in helping
developing this year's FY-18 proposed budget. Do you have any question s for
me?
De Weerd: So, Council, as you look at the -- the list that Jenny handed out, is
there anything that we missed? We wanted to make sure that the questions that
you asked for further information and follow up are accurately captured and --
because we do want to get that back to you . We will have VRT come back and
do a presentation. Kelly wants to come in and do numbers on what we are
funding, number of riders, and those kind of things and so we will have that. I
know that we did ask for a written request from the Rural Fire District. I don't
know if you need any -- anything to revisit with them face to face, but we could
schedule them in as well if you need that conversation outside of what is listed on
-- on this. But anything else at this point?
Borton: Madam Mayor?
De Weerd: Mr. Borton.
Borton: A couple of adjustments. Under police level of service question I had
asked. I didn't anticipate that being something for this upcoming budget year.
Fields: Right.
Borton: So, for the purpose of the next three weeks I would delete that, but it is
something to investigate, develop, perhaps adopt prior to next year's budget
development.
Fields: Okay.
Borton: And, then, the wastewater question with regards to it being a crane, that
was answered in the -- in the meeting as I recall, so there was no follow up on
that. One item that would be helped to circulate -- if you go back two slides --
maybe two. Three. Four. The budget gap revenue, that negative 550,000
dollars, where at least with this year we are funding existing maintenance
operations of the city with new growth revenue to a certain degree --
Fields: Right.
Meridian City Council Budget Hearing
June 27, 2017
Page 14 of 28
Borton: -- to see what that five year trend is for that budget revenue. It should
always be a positive figure we hope.
Fields: Okay.
Borton: This year it's negative and I'm curious how that's been trending over the
last five years.
Fields: Okay. I can definitely follow up.
De Weerd: Anything further from Council?
Cavener: Madam Mayor?
De Weerd: Mr. Cavener.
Cavener: And it doesn't have to be as part of the budget presentation, but just to
make sure that it's on somebody's radar, the -- and taken to Council and the cost
recovery model they use in the Parks Department on what we talked about, the
specific pieces of revenue. It is a very specific item. I had to note that there was
a plan to present us an update as to how old the cost recovery model is and any
recommendations for changes, so that can be absent of the budget conversation,
just to Mayor and staff would be most appropriate.
De Weerd: Anything further from Council?
Fields: Thank you.
De Weerd: Thank you. Okay. Council, the next item is the strategic plan
discussion and I think we will pull it up so that you have it in front of you on the
screen. So, close the budget books and grab your strategic planning information.
Cavener: Madam Mayor?
De Weerd: Yes.
Cavener: Would you be willing to grant us five minute recess, so that we can
maybe grab a quick bite to eat while we go through this?
De Weerd: Uh-huh. Do we have --
Bird: We have got food in there, but I thought we were going to do it in Executive
Session. You guys want to eat now?
Cavener: Well, we have got -- I just don't know how long this discussion is going
to take and I would hate to for it to be 6:00 o'clock and --
Meridian City Council Budget Hearing
June 27, 2017
Page 15 of 28
De Weerd: Well, we will -- what we can do is walk through this process and end
it at 5:30 to adjourn into Executive Session. We can have the Executive Sessio n
discussion and eat at the same time, so we can -- and anything we can't do we
will put on the end of our regular agenda.
Cavener: Works for me.
De Weerd: Does that sound reasonable, Council? Yes?
Bird: Sounds good.
Item 4: Citywide Strategic Plan Discussion
De Weerd: Okay. Okay. So, Council, in front of you is -- or on the screen is the
front page of -- of Jaycee's PowerPoint.
Holman: It's a beauty. Madam Mayor, Members of the Council, I overheard a
question regarding access to the software. I had sent an e-mail around today,
but some of you may not have been able to see that yet . We thought it would be
a fairly painless process to do it, but Dave and I -- they were able to do it in IT
and Dave and I tried to work through it last Friday and I basically tried to log in as
one of you, lots of errors, lots of issues and so we are trying to work through that
now, because we are needing to -- basically the software does not sit out in the
Cloud it actually resides on our network, so you have to VPN in to get into that
software, but you don't all have individual computers, so that makes doing a VPN
into the network more difficult. So, IT is trying to figure that out right now, but
your computer up in the Council chambers will work for logging in and doing that,
but for now to be able to VPN in from an individual computer, that -- we are still
trying to figure that out. It lost about three clicks in. I couldn't figure out how to
do it. And so Dave happened to do a bunch of stuff. So, anyways, he's figuring
that out, but you will have access -- that computer in the City Council office will
work, because it's -- it sits on our network, so -- and from your computers here
Dave said it should work, so I just wanted to answer that. It ended up being a
little more complicated when I tried to log in and, then, we thought IT could do it,
because, of course, it magically always works for them, but --
De Weerd: Well -- and, really, the testing has been done at -- from City Hall, so
the VPN thing was tested out and it will not work on iPads. So, just -- you're
distracting with your snicker doodle. So, Council, what we thought we would do
is just pull up the strategic plan and go through it from the focus area , do 1-A, 1-
B, 1-C, see if there are any objectives that is needed discussion and, if not, we
will, then, move to the next objective and just walk through it that way. Does that
sound -- okay. So, in front of you you have goal 1-A. Is there anything in -- in
this section that needs discussion? There is 1-A-2, which is complete and 1-
A-3 that is recommended by staff to delete. Are you okay with those -- the
Meridian City Council Budget Hearing
June 27, 2017
Page 16 of 28
change of deleting 1-A-3 and since 1-A-2 is complete it could -- it could fall out. If
there is nothing further on that --
Cavener: Oh, sorry, Madam Mayor.
De Weerd: Yes.
Cavener: 1-A-1.
De Weerd: Yes.
Cavener: I believe is listed as a high priority. It seems like it's been delayed in
its process and I'm curious if you can give us -- give us an update as to the
progress that is being made and your recommendation if it should stay as a high
priority or if it should be moved to -- in my opinion, maybe low or removing it
completely.
De Weerd: What we have in here -- and it does not have a staff requested
change. We are -- we are working this plan and recommend keeping it as is.
Each of the leads have gone through all of these strategies and objectives to look
at relevancy and what is in here is what is -- this is the adopted plan and -- that is
being worked on. If you turn to the executive report that was also sent to you
displaying the 71 objectives, it does show you the tactics that are under there in
the column that says percentage objective , that is a weighted percentage of what
it takes in each of these objectives with the various tactics related to it. If the
completed column says yes, that objective weight -- that weighted objective or
weighted tactic will move over into the completed column. So, as you see in
objective 1-A-1, 25 percent of that objective has been completed and so as you
can see this is one of those that is being actively worked on.
Cavener: Madam Mayor?
De Weerd: Mr. Cavener.
Cavener: I guess my -- unfortunately, I guess my question still remains is can we
be given an update as to why -- what's the cause of the delay? If I'm hearing you
correctly, it's staff and your desire that this remains a high priority. I guess I just
would like a little more explanation as to what 's -- if it's a high priority and was
supposed to be completed last year, why it's only 25 percent of the way
completed.
De Weerd: At this point all's I can say is all of -- these objectives are being
worked on and I will give you detail in the October bi-annual -- or semi-annual
update to what is the progress what -- if the influencing delay of community
development, as you can see in this strategic plan, has been assigned a number
of these strategic objectives and we are processing high numbers of permits and
Meridian City Council Budget Hearing
June 27, 2017
Page 17 of 28
applications, so they are balancing a lot of this with their day-to-day demands, so
I can't get into specifics on why this has not been completed , but I can say at this
point it is 25 percent complete.
Holman: Madam Mayor?
De Weerd: Yes, Ms. Holman.
Holman: If I may. For example, on this one there are other tactics that are in
progress right now, but until the actual tactic is complete that completed
percentage does not update. So, for example, tactic two, it says zero percent
complete, but when I go in there and I read the status notes on that particular
tactic, Bruce Chatterton updated it, for example, in attendance at the MDC board
meetings and many subcommittees. Attendance at all MDBA board meetings.
Bruce Chatterton is now an ex-officio MDBA board member. Many
subcommittees. So, he -- there are some updates in there that you're not seeing
on this report, but there is some work being done on the other tactics . But as far
as the completed percentage, you're not going to see that until the full tactic is
checked off. So, I hope that helps and being able to get into the software -- when
you have those questions you can log in and you will be able to look at notes and
see some of the activity.
Cavener: Madam Mayor?
De Weerd: Mr. Cavener.
Cavener: In light of that -- thank you, Jaycee. I would suggest that we move this
to a low priority. Prior to the additional feedback from Jaycee I was of the mind
of just removing it. Destination Downtown has been a dead plan for many years
and if there is not a lot of effort being made to revive it, I would just as soon
remove it, but if there is progress being made, that progress would ideally be
shared in the October meeting, if it can't be shared today, but I would move that
we would move this from a high priority to a low priority.
De Weerd: Any other comments or questions? At this point the recommendation
from the -- the lead is to keep that at high. Certainly we can visit that in the
October update, where we can bring a status on all the activities . I will say that
the downtown plan and making sure that it 's communicated that all -- all parties
are on the same page remains of a high priority both for the city and the Meridian
Development Corporation. So, we see this as a priority area.
Milam: Madam Mayor?
De Weerd: Mrs. Milam.
Milam: I -- I was curious why 1-A-3 was recommended to be deleted.
Meridian City Council Budget Hearing
June 27, 2017
Page 18 of 28
De Weerd: I guess -- and Mr. Chatterton did talk about that when we had this on
the agenda in February and, frankly, I don't recall the specifics on that, other than
in terms of the Meridian Development Corporation and there has been a lot of
progress in those relationships with the steering committee and the city, MDC,
the MDBA, and the chamber, working in concert with each other, that it didn't
need to be a specific focus, because of all the progress and the parties all being
on the same page and moving forward.
Holman: Madam Mayor?
De Weerd: Ms. Holman.
Holman: There are notes in the software. Do you want me to read what the note
was in there regarding the thought process behind that?
De Weerd: Sure.
Holman: Okay. I had recommended to City Council objective be deleted from
strategic plan due to legislative changes to urban renewal agencies and
questions about it being included in the plan originally. So, that was back in
March. That was Robert Simison's update after he presented to you all. So,
hopefully that refreshes that a little bit.
De Weerd: Okay.
Palmer: Madam Mayor?
Palmer: Mr. Palmer.
Palmer: I don't have a super strong opinion exactly one way or the other, just -- I
wanted to point out the value of having the tactics on this one where I, too,
wanted it to go away until now seeing the tactics and one -- the first one that
really stood out to me -- determine the existing financial obligations and
budgetary practices of the urban renewal agency. I think that is a fantastic idea.
If we don't, as a city know, what it is that they have done, given that -- I'm sure I
understand the background of the state technically created the urban renewal
agencies and, then, we gave it life, more or less, that -- because we say go or
stop and if we as a city don't know exactly what it is that they have done or what
their financial situation is, that made me want to leave this one in here, whereas
before when we looked at the tactics I wanted it gone. Commentary.
Cavener: Madam Mayor?
De Weerd: Mr. Cavener.
Meridian City Council Budget Hearing
June 27, 2017
Page 19 of 28
Cavener: I guess a question for Council Member Palmer or the Council as a
whole. Is there merit in removing the other tactics, less that particular one,
because I -- I agree there is some value in that and weighting that tactic at a
hundred percent and -- but that is a high priority and look for an update from that
in October.
De Weerd: I -- I guess I would see this as something that we can work with the
MDC and asking them to come and -- and present to Council. They have the --
the better opportunity to explain what their financial obligations and budget
practices are, as in hearing the note in the -- under the tactics and what needed
to be removed is when this was written there were some questions about that
reporting structure and MDC can easily come and -- and discuss this or we can
continue to -- we can just give an update in October. I don't care.
Little Roberts: Madam Mayor?
De Weerd: Yes, Mrs. Little Roberts.
Little Roberts: I would like to see --
De Weerd: Is your mike turned one? Okay.
Little Roberts: Okay.
De Weerd: Thank you.
Little Roberts: Is it on? Given all the activity and things that we have been
seeing lately from downtown, I would like to see us just leave things as they are
and watch the progress and get an update in October. At this point I guess I am
not real comfortable taking anything off or reducing it down , because our
downtown is critical, we have got a lot of parts and pieces working on it, but I
think we will have a lot more information in a few months.
De Weerd: Okay. If -- do we want to go item by item and see if there is a
majority that wants it in, out, high, low? What -- what's your pleasure? Is
everyone in support of 1-A-1 remaining in as -- as shown? We have two no's.
Mr. Bird, what was that?
Bird: I am a no, too. We have already spent so much money on downtown --
destination downtown that I think that the process we are doing right now and
getting -- between the city and MDC getting people interested in downtown to do
things is the way we are going to form it. We have got to get people interested in
downtown before we can have a Destination Downtown, so --
De Weerd: Mr. Bird, does -- this objective is regarding reinvigorating the
Destination Downtown plan by communicating with stakeholder groups, gaining
Meridian City Council Budget Hearing
June 27, 2017
Page 20 of 28
broad and strong support as Mr. Chatterton noted in his -- some of his notes
under the tactics. It's about building relationships and making sure that people
are all on the same page. That's what that -- that objective really is about. It's
not spending additional money.
Bird: Madam Mayor -- Madam Mayor, I understand that, but how much did Mr.
Chatterton spend to find out that Meridian didn't want -- or couldn't find anybody
that wanted to come down and put in a center and stuff, so --
De Weerd: Well, Mr. Bird, Mr. Chatterton got approval from the Council to spend
that money. So, it's tied on whether to keep 1-A-1 in. I -- does anyone have a
different opinion on whether to keep it in or out?
Milam: I'm good keeping all of 1-A in.
De Weerd: Okay. Well, maybe we should look at this on -- do we want to keep
all of 1-A in or take it out?
Borton: Madam Mayor?
De Weerd: Mr. Borton.
Borton: Do a grinding halt. I'd keep it all in there and by all I would keep every
single objective in this thing. I will just kind of cut to the chase. From my
perspective we adopted it, we have reviewed each objective, if there is any
debate it's a debate on the correlation between, which of these objectives are
high priority items and of those which has there not been sufficient action and
accomplishment. I mean that's -- I see the legislative executive role focused
more on that. So, if we identify as a Council that there is these listed objectives
that we want to see progress on and these ones are high priority and these ones
aren't, that when we have these bi-annual -- if not more frequent updates -- if
there is a high priority where the Council said, for example, to Mr. Cavener's
point, 1-A-1 is high priority, it's important, the question that will come from us is --
at least for me is not that it shouldn't come off , I would say that's a high priority
item. It still is. Now, we can have a debate on why things haven't been done . Is
there a lack of resources? Is there something that's impeding the employees
from executing that? Let us know. And, if not, I don't want to -- from my
perspective I don't want to take it out, because it's a great idea, but we are not
getting it done. I'd rather put more pressure on getting it done, which falls on
your lap, quite frankly, and find out what it is that's impeding the progress. So,
I’m just going to say keep it all, but there is going to be hard questions on those
high priority items within this thing that haven't been moved, what's holding us
back.
Milam: Madam Mayor?
Meridian City Council Budget Hearing
June 27, 2017
Page 21 of 28
De Weerd: And I -- I guess in order to answer those questions it really needs to
be at the -- the semi-annual report as those -- those -- what has been
accomplished and -- and where the lead feels their progress is, so -- and so
going through this one at a time is -- at this point and explaining the priority -- I
told the directors they didn't need to be here, because this was about what was
already adopted and whether it needed to be changed . Mrs. Milam.
Milam: I agree with Councilman Borton and I know that over time things will
change and I don't agree that we should remove items bec ause they are not
being completed, but things may change where we -- we have an item that was a
low priority and now it becomes a high prio rity and I think that re-adjusting those
when -- when the time is appropriate is probably going to -- more likely to happen
probably more often than not with certain items, but -- but I agree this is what we
adopted. We have been through this over and ove r and I don't -- I don't see the
point taking anything out.
Little Roberts: Madam Mayor?
Cavener: Madam Mayor? Oh.
De Weerd: Mrs. Little Roberts.
Little Roberts: I would agree with that assessment. We did adopt it and items
may move in priority depending on what else is happening, but I think we should
leave it as is and watch the progress and learn in October where things are and if
they are not happening why.
Cavener: Madam Mayor?
De Weerd: Mr. Cavener.
Cavener: I guess I was under the impression that this is a continuation of this --
the semi-annual meeting that we attempted to have a few months ago where
those very questions were asked. The fact is there are significant amount of
objectives that are marked high that were to be completed in the past 18 months
that in many cases haven't been -- from what we are able to see -- began. So,
I'm all for seeing what the progress is, but in front of me I haven't seen a lot of
progress and that -- and that's why the question has -- has arisen for me is
what's going on with these and why isn't th ere as much progress and if there is
not progress -- we can't have a 54 page list of objectives that we all m ove high,
because the ones that are high don't get accomplished and the ones that are low
we think are important, so we move them to high where they don't get
accomplished. So, I feel that this is -- while, Mayor, I appreciate the semi- annual
meeting is the place to ask those questions, I guess I was under the impression
that that was a goal of tonight's meeting was to get some of those questions
asked answered.
Meridian City Council Budget Hearing
June 27, 2017
Page 22 of 28
De Weerd: It was my understanding when we talked about setting this this was
each objective -- was there a belief by Council that some should be removed or
not and that in October, which we added the semi-annual, that we would be
covering a lot of the updates then. This executive report does show where you
have one hundred percent of an objective complete. It is reflected in the -- the
column under completed and so I will tell you that I have -- I have answered that
question numerous times that -- and I would love to go into detail on it in October
where we can bring back a progress report. This -- this will give you a better idea
of the completed objectives and in the note section you can see what staff is
working on by what is listed in the notes and I thought tonight was really about if
you wanted an objective in there or not and what woul d fall off if the majority
supported that.
Milam: Madam Mayor?
De Weerd: Mrs. Milam.
Milam: Not to change the entire system and -- just to throw this thought out
there. Another way to look at this might be to have each department prioritize
these similar to the way they did with the budget . If that would be more helpful.
So, everything isn't like put on ten highs, but you got number one priority, number
two priority, number three priority, and as they get completed, then, they move up
in priority number and, then, have the -- you move the completed ones
somewhere else.
Borton: Madam Mayor?
De Weerd: Mr. Borton.
Borton: To a certain degree doesn’t that come from us? Is it not our role,
though, to say of these objectives here is what we wou ld like staff to execute.
These ones are the more critical than others.
De Weerd: Council, you know, I think it all has to be within context and -- and it's
going to be easiest to put into context when you have the semi-annual update.
The priority system that I believe was discussed when this was officially adopted
in January of 2016, much of the -- the priorities are dictated by the work plans in
the departments. The departments do have strategic plans that were derived
from master planning process in Parks, in Fire, in Public Works and so that has
loaded the priorities into some of these and others it's -- it's part of a process and
a project that they are already involved in and it's a multi-year. It changes with
almost every one of these objectives. The objectives are -- are a working plan
that supports the strategic goal, which is the goal in the blue and kind of one of
those reasons we said how deep into the operational piece do we really want to
Meridian City Council Budget Hearing
June 27, 2017
Page 23 of 28
get into. It really is -- these are areas that are supporting the focus areas and
supporting the strategic goals. So, it just --
Borton: Madam Mayor?
De Weerd: In some cases too much information is not always the best . Yes, Mr.
Borton.
Borton: I love information. You're asking the wrong person. Perhaps this. One
of the things that brought us to today -- there is two different considerations that
really haven't been vetted from winter and of all of these objectives , which we
have already all adopted and we are looking for progress, there is two categories
of concern. One is -- and I'm trying to remember the spreadsheet that Mr.
Cavener brought. One is it may be a good objective, but there has been no
progress or no explanation as to why it stalled and that's the concern. But there
is another category that we really haven't heard that there may be objectives that
the concern from a Council member may be it's not that it's too slow, there is no
progress, but I think we ought to revisit the objective itself , regardless of the
speed of its completion. So, when I make remarks about I'm comfortable with the
whole plan, I want to see progress done on it and I don't want to remove anything
for the mere fact that progress has been slow. But if -- but in that second
category -- and Councilman Cavener, I think because you had that spreadsheet,
we didn't have a chance for anybody to say I think Objective 3 -B-3, for example,
should come out for this substantive reason. Not because it's slow, but for some
other reason.
Cavener: Sure.
Borton: And we could say, okay, that's a good idea, take it out, or we will say as
a majority let's just leave it in. I understand your position now, but let's leave it in.
That's the discussion -- that second category of reasons. So, this is a whole -- I
don't know if Councilman Cavener has had that -- you haven't, I guess, but that
chance to say for the non -- not that we haven't made progress on it, but the --
these -- because there was a lot on the list. I saw a lot of no progress made. A
lot of the concern. But there were some where that wasn't the reason. It was
something more substantive. So, perhaps that's -- this is the opportunity to hear
those types of comments from anybody. And if the majority says good
information, keep it in, Keith Bird rule applies and it all stays in, and we move
forward as a whole and if the majority says great information , you made me think
about it a different way, it should come out, then, that objective comes out. So,
that's my thoughts coming.
De Weerd: And that's what I thought we were discussing, not the -- necessarily
the progress or lack thereof, but what fundamentally you had thought needs to be
removed.
Meridian City Council Budget Hearing
June 27, 2017
Page 24 of 28
Cavener: Madam Mayor?
De Weerd: Mr. Cavener.
Cavener: We have had so many meetings where we have talked about what this
meeting is going to be, I guess I'm -- I'm surprised that there hasn't been any
consideration to address what was our most major concern about this plan in
March was with the lack of progress. I think six weeks ago there was a plan to
try and have this meeting before the end of May. Councilman Borton directly
spoke about what were my concerns and frustrations about a lack of progress on
the vast majority of the objectives that were set to be complete and so for us to
sit here today and say we didn't think that was part of what this meeting was
supposed to be, I have to say I'm surprised, because I was under the impression
that was a lot of what we were going to talk about, because to Council Member
Borton's point -- and we talked about this in May -- we didn't even get to the point
to address what objectives we want removed substantively. Our short
conversation was about where we were in this process . So, I guess I'm
struggling to find where the disconnect was as to why we are not prepared to
address the vast majority of these objectives that are still listed as incomplete --
now you brought me a cookie. I'm going to be so much nicer. Thank you. An
explanation as to why these aren't complete and what progress is being made. I
love the fact that we have got an ability to see that and perhaps if we would have
been able to see that earlier maybe that would have addressed some of my
concerns as they did with 1-A-3. But for us to say that that was not part of what
this meeting was supposed to be about I think is not a correct statement in my
opinion.
De Weerd: Well, it seems like everyone's communicating at a different level. In
your executive report you have -- you do see when the last edits were, so you
can see that many of these objectives do have notation on when they were last in
there and so it's -- it is a point of what has been being worked on. You do have
also under the completed column under the objective itself where tacti cs have --
certain tactics have been completely completed, so there is activity and what I
can say and what I did say in February, in March, in April and probably in May
and now is that we felt after -- when we gave the initial -- or, yeah, the initial
update for 2017 was this was a process of getting to that first update and seeing
how as the objectives were rolled out that they were not in a correct order as they
started to work the plan. They had to fully develop the tactics, develop the lead,
assign tactics that weren't part of their departments, get buy-in from there. It was
a process that in many opinions and I think that was shared earlier this year , too,
is this was kind of the start of the plan. So, as everyone is owning this and has
been utilizing the -- the amazing tool that -- that Jaycee and IT has put together
to bring greater transparency in terms of progress, this is -- let move forward with
this adaptive plan and know that staff is working it and you're going to have a lot
of those more in-depth details when you get your semi-annual update in October.
Meridian City Council Budget Hearing
June 27, 2017
Page 25 of 28
Cavener: Madam Mayor?
De Weerd: Mr. Cavener.
Cavener: And to that point -- and I think this is -- I think what I said in February if
-- there is six of us here and if three or four of us are comfortable with this plan as
is without explanation, then, let's -- let's do move forward. I'm not one of them,
but if the majority of you are comfortable and want to continue the plan as is,
without changes, without explanation, then, man, I would be happy to move past
this.
Bird: Madam Mayor?
De Weerd: Mr. Bird.
Bird: And, Councilman Cavener, I don't disagree with you, but in the same token
in January of 2016 when we passed I don't think -- I think every one of us was
sitting on the Council at that time. I have real frustrations with the speed things
get done in the public sector. Coming from the private world -- this is a saying
you guys have probably heard me say a hundred times -- the faster you do it, the
more you make. The public, if it takes a little longer it justifies your job. I -- I
think that it is -- it's something that we all voted on it. Let's give it a chance.
Some of these -- some of these items you don't do overnight and I understand in
the public they have got to jump through a lot of hoops that we don't have to jump
through in the private sector, so --
Cavener: Madam Mayor?
Bird: -- let's give it a chance.
De Weerd: Mr. Bird, I guess I would say that a lot has been going on. Every
month you have a department that stands in front of you and gives you a
strategic update. In the budget hearings you got an overview of your budget
dollars at work and what each of those departments have done and
accomplished over this last year. This strategic plan includes areas that are not
day-to-day in response to the growth pressures and I can tell you that every
single one of our departments are heavily impacted by the growth that the city is
-- is continuing to perform and serve to. So, where you may not see the -- the
progress that you think that you should, they are working diligently every day to
continue to deliver the standard of service that our citizens have come to expect
and continue to raise the needle of that level of service to that next level and --
and so when we come in October we can explain some of the things that might
have an influence on whether a tactic or an objective is completed or not , but
they need to -- they need that -- that opportunity to not only refine their tactics,
weight their tactics, because that's a new thing that happened over this period of
time, too, and so we look forward to our semi-annual update and we will ask
Meridian City Council Budget Hearing
June 27, 2017
Page 26 of 28
Counsel are there objectives as Councilman Borton said, that you have a real
issue with, not on its completion or not, on priority whether it's high or low, but
something that at this point you do not think should be in this strategic plan that
was adopted in January 2016 that we need to discuss.
Palmer: Madam Mayor?
De Weerd: Mr. Palmer.
Palmer: I was just sworn in in January of '16 and while I feel like I may have
been a fairly well prepared 28 year old to take this office, there was still a lot
about city government that I didn't understand. I had a lot more to learn over the
last year and a half and so having had that time I have been waiting for this
opportunity to be able to go into this and especially now that we have the tactics,
because I can tell you many times 1-C-3, for example, I have been told that
doesn't mean what you think it means. Well, now that we have got the tactics it
screams what I think it means and I'm begging somebody to tell me still it doesn't
mean what I think it means. There is another one that screams debt that's 95
percent completed, looking at opportunities for the city to go into debt. Why
would we waste a minute when we brag about how we have never gone into debt
on -- on putting staff time into figuring out ways that we could possibly look at
going into debt. There is 58 pages here of which I have marked up maybe a third
of them that I would love to discuss as a whole , which there was no way it was
going to happen in this allotted time, which we haven't even gotten to now. So, I
don't know where we are or what to do. Do you want to go into some specifics?
Do we not?
De Weerd: I guess you're correct, there is five minutes left. So, we -- we can put
this on the tail end of our City Council. As I understand it, there is several areas
that have been requested to continue on our agenda. So, we should have time.
Palmer: That would be awesome.
De Weerd: So --
Bird: That would be fine with me.
De Weerd: We can put that at the tail end and --
Bird: Get your questions answered once and for all.
Item 5: Executive Session per Idaho State Code 74-206(d): To
consider records that are exempt from disclosure as provided
in chapter 1, Title 74, Idaho Code.
De Weerd: Okay. Item 5 is the Executive Session.
Meridian City Council Budget Hearing
June 27, 2017
Page 27 of 28
Bird: Madam Mayor?
De Weerd: Mr. Bird.
Bird: I move we go into Executive Session as per Idaho State Code 74-
206(1)(d).
Borton: Second,
De Weerd: I have a motion and a second to adjourn into Executive Session. Mr.
Clerk, will you call roll.
Roll call: Bird, yea; Borton, yea; Milam, yea; Cavener, yea; Palmer, yea; Little
Roberts, yea.
MOTION CARRIED: ALL AYES,
EXECUTIVE SESSION: 5:27 (p.m. to 6:04 p.m.)
Bird: I move we come out of Executive Session.
Milam: Second,
De Weerd: I have a motion and a second to come out of Executive Session. All
those in favor say aye. All ayes. Motion carried.
MOTION CARRIED: ALL AYES,
De Weerd: Do I have a motion to adjourn this special meeting?
Bird: So moved.
Borton: Second.
De Weerd: All those in favor. All ayes.
MOTION CARRIED: ALL AYES.
MEETING ADJOURNED AT 6:05 P.M.
(AUD1�O,. 4RDlNG-ON FLLE OF THESE PROCEEDINGS)
MAYOR T Y DE WEERD DATE APPROVED
Meridian City Council Budget Hearing
June 27, 2017
Page 28 of 28
ATTEST:
C.JAYqEOLE(S) CITY CLERK
ED AU-`-
01V
UG\
('i1y of
jQ�E IDIS
IDAHO
SEAL
OVED
6/29/2017
1
FY2018 Budget
Workshop
Information Technology
•FY2017 Budget Dollars at work
•FY2018 Enhancements
•The Road Ahead
Information Technology
Agenda
6/29/2017
2
Enhancements
•Security Assessment
–Selected vendor to assist with a Cybersecurity Plan; starting work!
•Network Administrator – Eli Daniel
–Diversifying risk in Infrastructure Services
–Improving network, clean up, long term resiliency
–Wireless refresh at key facilities
–SCADA remote site connectivity options
Information Technology
FY2017 Budget Dollars at Work
Enhancements
•Web Developer – Catherine Roebuck
–Improving website, performance, content, and more
–Accessibility and search engine optimization improvements
–Efficiencies for departments
–Working on transitioning away from CMS
–City survey results
•Expansion (TI)
–Storage area now part of IT
–Added cubicles
Information Technology
FY2017 Budget Dollars at Work
6/29/2017
3
Enhancement Title (in priority order) Service Level (increaseor maintain) Amount
License Tracking Software Maintain $12,500
Service Desk Manager Maintain $141,666
Total $154,166
Information Technology
Enhancement Summary
Enhancement Description:
This request is for software to be used for license tracking and compliance. This will:
1. Help prevent compliance issues by tracking licenses
2. Help identify need, plan software purchases, control receipt and distribution.
3. Analyze software usage and help avoid unnecessary purchases.
Project Life: Year 1 of 1 Funding Source:50% General Fund / 50% Enterprise Fund
Prior Year(s)
Funding
FY2018 FY2019 FY2020 FY2021 FY2022 Total Estimated
Project Cost
$0 $12,500 $2,500 $2,500 $2,500 $2,500 $22,500
One-Time Cost: $10,000 On-Going Cost: $2,500 Service Level: Maintain
Strategic Plan Objective : This items falls under the Responsive Government focus area and is part of IT’s plan
to maintain software for the City.
Information Technology
License Tracking Software
6/29/2017
4
Enhancement Description:
•The IT department is seeking a new position of Service Desk Manager.
1. Helps maintain level of services our customers need
2. Focused on customer service
3. Drives and understands service desk metrics
4. Develops and mentors staff
Project Life: Year 1 of 1 Funding Source:50% General Fund / 50% Enterprise Fund - Unfunded
Prior Year(s)
Funding
FY2018 FY2019 FY2020 FY2021 FY2022 Total Estimated
Project Cost
$0 $141,666 $102,366 $102,366 $102,366 $102,366 $551,129
One-Time Cost: $39,300 On-Going Cost: $102,366 Service Level: Maintain
Strategic Plan Objective : This items falls under the Responsive Government focus area and is critical for IT to
maintain current service levels for the City and to allow other positions to manage their responsibilities effectively.
Information Technology
Service Desk Manager
IT Infrastructure Replacements
•Storage Area Network (SAN)
•Datacenter switches
•Server operating systems
Information Technology
Replacements
6/29/2017
5
CFP items
•Microsoft Office (Replacement)
•Exchange Server (Replacement)
•Network Update (Replacement)
•ESRI ELA
•EDMS
Information Technology
The Road Ahead
Questions?
Information Technology
FY2018 Budget
Workshop
Finance Department
Vision Statement
Budget Dollars At Work
Enhancements
The Road Ahead
Questions
Finance Department
Agenda
City of Meridian Vision Statement:
By 2035, Meridian will be the West’s premier community in which to live,
work, and raise a family
Finance Department Vision Statement:
As a valued member of the City’s growing community, the Finance
Department’s Vision is to work in harmony with the City’s overall
commitment to obtain the highest levels of Customer Service, Accountability,
Respect, and Excellence for our City’s departments, citizens, and growing
community members.
Finance Department
Vision Statements
Open Data Transparency Solution
Objective of Budget request : “We are requesting a open data/business transparency solution that will be
accessed through the City's website.”
One-Time Expense Budget =$15,000 Actual = $12,425
Annual On-Going Expense Budget =$6,000 Actual = $4,900
Finance Department
Budget Dollars at Work
Priority Based Budgeting
Budget = $75,000
Finance Department
Budget Dollars at Work
Phase 1 Phase 2
Finance Department
Enhancement Summary
Enhancement Title (in priority order)Service Level Amount
Finance -Administrative Assistant Maintain $64,772
Finance -MUBS Counter Remodel Increase $33,000
Budget -Financial Analyst Increase $91,785
Total $270,033
Enhancement Description:
•Lead the Finance team with records retention
•Assist with the management of insurance database, contract management database, comprehensive financial
plan db.
•Assist Purchasing Division with case management, contract review, website content
•Assist Utility Billing with document management (progress movement towards paperless)
•Oversee city pool car management, mail room, policy and procedure digital manual development
•This position will fill a void created when the Finance Department lost a PT FTE during FY2017
One-Time Cost:$8,500 On-Going Cost:$56,272 Service Level: Maintain
Strategic Plan Objective: “Responsive Government” and “Strategic Growth”. This position will meet the
Departments Mission to provide our customers with the highest level of customer service.
Finance Department
Administrative Assistant
Project Life: Year 1 of 1 Funding Source:General Fund 50% -Enterprise Fund 50%
Prior Year(s)
Funding
FY2018 FY2019 FY2020 FY2021 FY2022 Total Estimated
Project Cost
$0 $64,772 $56,272 $56,272 $56,272 $56,272 $289,858
Enhancement Description:
•Improve work stations for existing staff.
•Increase usable space for 3 more staff and centralize Utility Billing staff for efficient back-up and coverage
•This remodel will reduce the customer lobby space from 10x26 feet to 10x13 feet, allowing MUBS room for 5
staff rather than our current counter staff of 2.
•This enhancement is requesting the use of Capital Improvement Fund Balance dollars of $33,000
One-Time Cost:$33,000 On-Going Cost:$0 Service Level: Increase
Strategic Plan Objective: “Responsive Government” and “Strategic Growth”. We have physical limitations to
the high counters and high chairs with our employees that is causing concern and risk. The lobby remodel will assist
the department with providing better customer service and allowing staff members to keep coverage at 100%.
Finance Department
MUBS Counter Remodel
Project Life: Year 1 of 1 Funding Source:Capital Improvement Fund Balance
Prior Year(s)
Funding
FY2018 FY2019 FY2020 FY2021 FY2022 Total Estimated
Project Cost
$0 $33,000 $0 $0 $0 $0 $33,000
Enhancement Description:
•Assist with annual Budget Development process
•Lead the City with program/priority based budgeting process
•Assist with development financial analysis tools, analytical reports (Centric), financial modeling and forecasting
•Assist the City with establishing service levels, key performance indicators, activity based accounting
•Develop citywide fee development/management program
One-Time Cost:$8,500 On-Going Cost:$83,285 Service Level: Increase
Strategic Plan Objective: 1.B.5 (Develop a Fiscal Model), 3.E.4 (Institute Priority Based Budgeting), 5.A.3
(Evaluate Financial tools for the City), 3.D.2 (Deploy Performance Measurement program), 3.E.2 (Conduct Priorities
of Government exercise).
Finance Department
Financial Analyst
Project Life: Year 1 of 1 Funding Source:General Fund 50% -Enterprise Fund 50%
Prior Year(s)
Funding
FY2018 FY2019 FY2020 FY2021 FY2022 Total Estimated
Project Cost
$0 $91,785 $83,285 $83,285 $83,285 $83,285 $424,927
Procurement Software
Budget Software
Finance Department
The Road Ahead
Finance Department
Questions
FY2 018 Budget Workshop Follow -Ups:
• Genesis — Rough estimate of cost savings for an additional Building Maintenance Worker
• Cavener— Examples of priority ranking, kind of items in each category
• Cavener— What are the 13 high priority cases that are currently outstanding?
• Cavener— What are employees doing versus contractors?
• Cavener — Can we demonstrate the cost savings? The need?
Community Development
• Cavener — Would like to see scope of work for Growth Goal Consultant
I:._.I VII
• Cavener & Mayor— Look at standardizing office chair cost, same type of chair citywide. Varying
in costs, would like more consistency.
• Cavener — Since 2009, what percent of customer pay electronically versus other methods?
• Cavener — Since 2009, what are the numbers of move in, outs, sells, transfers etc.? demonstrate
increase in workload
Fire
• Borton —Would like updated analysis engine by engine
• Bird — Since 2008, how many float firefighters have been added?
• Mayor — Council approved Level of Service, are we meeting it?
• Mayor— Bring back detail on CLA fitness program, cost, and how can we phase in?
• Mayor— Detail list of fitness equipment replacement?
• Mayor— Would like Rural Fire District commitment in funding Fire Station #6 first year
personnel/operating cost in writing.
• Mayor — What are the full costs for Fire Station #6?
o Finance will assist in cost projection and analysis
• Cavener — How many Personnel Reclassifications in the past 5 years?
• Cavener — Define the 3 different types of Personnel Reclassifications? Equity Adjustment,
Internal Alignment and Department Request.
F:\BUDGET\FY2018\FY2018 Budget Workshop Follow -Ups 1
Sther GovernmentVallej! Regional Ti-ansit (VRI
• Genesis — How many unique riders?
• Genesis — Would like more detail on Express and Limited Stop Services
• Cavener — How much revenue will adult sports/baseball program bring in?
• Cavener — How much revenue is generated by Homecourt?
• Cavener — Why is fiber connection needed at Homecourt? Whereas it's not funded for PD?
• Cavener— Number of reservation at amphitheater?
• Genesis — Update South Meridian Regional Park Construction enhancement form with revised
number of acres.
• Genesis — What is the development cost per acre?
• Palmer — Calls for service graphs and charts, showing the different types of calls
• Borton — Level of Service Study Metric would be helpful utilizing 3 categories
• Palmer —What is the cost to use Desert Range?
• Bird — How deep is Well #15?
• Borton — How is it done without crane?
o Staff — Rented
■ Public Works will provide clarification
F:\BUDGET\FY2018\FY2018 Budget Workshop Follow -Ups 2