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2019-11-26 Work Session C I T Y C OUNC I L W OR K SESSI ON A GENDA C ity Council Chamber s 33 E ast B roadway Avenue M er idian, I daho Tuesday, November 26, 2019 at 4:30 P M 1. Roll-C all Attendance X A nne L ittle R oberts 4:32 arrival J oe B orton X Ty P almer X Treg B ernt X Genesis Milam X L uke Cavener X Mayor Tammy de Weerd 2. Adoption of Agenda – Adopted as Noted 3. Consent Agenda [Action Item] – Approved as Amended A. Approve M inutes of Novemb er 12, 2019 C ity C ouncil Wor k S ession B. Approve M inutes of Novemb er 12, 2019 C ity C ouncil Regular M eeting C. F indings of F act, C onclusions of L aw for Inglewood Place S ubdivision (H-2019-0090) by T he P ointe at M eridian, LLC , located at 3250 E . Victor y Rd. D. F inal Order for Turf F ar m Subdivision No. 1 (H-2019-0095) by B righton Investments, LLC , located off the NE C orner of S. E agle Rd. and E . L ake Hazel Rd. E. Agr eement for P r ovision of Water S ervice O utside M eridian C ity L imits: 7000 W. Ustick Rd. F. D evelopment Agreement for Victory C ommons (H-2019-0091) with Kuna Victor y, LLC (O wner) and B VA D evelopment, LLC (D eveloper), located at 130 E . Victor y Rd. and 3030 S . M er idian Rd. G. M emorandum of Agr eement for Civic B lock D evelopment Proposal between the C ity of M eridian, M er idian D evelopment C orpor ation and G alena O ppor tunity F und H. Approval of Amendment 1 to AI A B 133 Agr eement to C S HQ A, Inc. for the “Design, Construction D r awings and S ervices During Construction – S cenario Village” project for a Not-To-E xceed amount of $309,000.00 I. Approval of Task O rder 11081.a - Well 17 Water T r eatment F acility D esign to M ountain Waterwor ks for the Not-to-E xceed amount of $283,786.00 – Item moved to 5-D(1) J. AP I nvoices for P ayment 11/27/19 $2,040,041.25 4. Items M oved F rom the C onsent Agenda 5. D epar tment / Commission Repor ts A. Community D evelopment: P r ogram Year 2018 C ommunity D evelopment Block G r ant E nd-of-Year Repor t B. Infor mation Technology: K ey P erformance Indicators C. M ayor's O ffice: K ey P erfor mance Indicators D. P ublic Works: B udget Amendment in the Amount of $900,000 for Well 17 Water T r eatment [Action Item] - Approved D(1). Approval of Task Order 11081.a - Well 17 Water Treatment Facility Design to Mountain Waterworks for the Not-to-Exceed amount of $283,786.00 [Action Item] – Approved E. P ublic Works: B udget Amendment in the Amount of $423,375 for S treetlight Installation for the Chinden C ostco S TAR P r oject [Action Item] – Approved F. P ublic Works: S econd Addendum to City Utilities Reimbursement Agr eement between the C ity of M eridian, C ostco Wholesale Corpor ation and Ada County Highway D istr ict [Action Item] - Approved G. Community D evelopment: S har ed Vehicles - Review Draft Request for P r oposals, Agreement Terms, and T imeline [Action Item] – Continued to December 3, 2019 6. E xecutive S ession per Idaho C ode 74-206(1)(f) to communicate with legal counsel for the public agency to discuss the legal r amifications of and legal options for pending litigation, or controver sies not yet being litigated but imminently likely to be litigated - Vacated Meeting Adjourned at 5:57 pm Meridian City Council Work Session November 26, 2019. A Meeting of the Meridian City Council was called to order at 4:30 p.m., Tuesday, November 26, 2019, by Mayor Tammy de Weerd. Members Present: Tammy de Weerd, Joe Borton, Luke Cavener, Genesis Milam, Ty Palmer, Anne Little Roberts and Treg Bernt. Also Present: Chris Johnson, Ted Baird, Caleb Hood, Warren Stewart, Brian Caldwell, Joe Bongiorno and Dean Willis. Item 1: Roll-call Attendance: Roll Call. A. Meridian City Council X__ Anne Little Roberts X_ _ Joe Borton X__ Ty Palmer X__ Treg Bernt _ X___Genesis Milam _X___Lucas Cavener __X__ Mayor Tammy de Weerd De Weerd: Okay. I will go ahead and start tonight's -- or this work session agenda. Thank you for joining us. It is Tuesday, November 26th. 4:30. We will start with roll call attendance. Item 2: Adoption of Agenda De Weerd: Item 2 is adoption of the agenda. Cavener: Madam Mayor? De Weerd: Mr. Cavener. Cavener: Thank you. We are going to move Item 3-I to Department and Commission Reports. Like to renumber that as Item 5-D-1. And with that I move we adopt the agenda as presented. Milam: Second. De Weerd: Thank you. I have a motion and a second to adopt the agenda as changed. All those in favor say aye. All ayes. MOTION CARRIED: FIVE AYES. ONE ABSENT. Item 3: Consent Agenda [Action Item] Meridian City Council Meeting Agenda December 10, 2019 – Page 4 of 261 Meridian City Council Work Session November 26, 2019 Page 2 of 31 A. Approve Minutes of November 12, 2019, City Council Work Session B. Approve Minutes of November 12, 2019 City Council Regular Meeting C. Findings of Fact, Conclusions of Law for Inglewood Place Subdivision (H-2019-0090) by The Pointe at Meridian, LLC, located at 3250 E. Victory Rd. D. Final Order for Turf Farm Subdivision No. 1 (H-2019-0095) by Brighton Investments, LLC, located off the NE Corner of S. Eagle Rd. and E. Lake Hazel Rd. E. Agreement for Provision of Water Service Outside Meridian City Limits: 7000 W. Ustick Rd. F. Development Agreement for Victory Commons (H-2019-0091) with Kuna Victory, LLC (Owner) and BVA Development, LLC (Developer), located at 130 E. Victory Rd. and 3030 S. Meridian Rd. G. Memorandum of Agreement for Civic Block Development Proposal between the City of Meridian, Meridian Development Corporation and Galena Opportunity Fund H. Approval of Amendment 1 to AIA B133 Agreement to CSHQA, Inc. for the "Design, Construction Drawings and Services During Construction — Scenario Village" project for a Not-To- Exceed amount of $309, 000. 00 J. AP Invoices for Payment 11/27/19 $2,040,041.25 De Weerd: Item 4. There were no items moved from -- oh, sorry. Item 3 is the Consent. Cavener: Madam Mayor? De Weerd: Mr. Cavener. Cavener: With the previously notated change, I move we approve the Consent Agenda as presented. For the Mayor to sign and the Clerk to attest. Milam: Second. De Weerd: I have a motion and a second to approve the Consent Agenda. Mr. Clerk, will you call roll. Meridian City Council Meeting Agenda December 10, 2019 – Page 5 of 261 Meridian City Council Work Session November 26, 2019 Page 3 of 31 Roll call: Borton, absent; Milam, yea; Cavener, yea; Palmer, yea; Little Roberts, yea; Bernt, yea. De Weerd: All ayes. MOTION CARRIED: FIVE AYES. ONE ABSENT. Item 4: Items Moved From the Consent Agenda De Weerd: No items were moved from the agenda. Item 5: Department/Commission Reports A. Community Development: Program Year 2018 Community Development Block Grant End-of-Year Report De Weerd: So, we will move to Item 5, Department Reports. We will start with our Community Development Block Grant. Campbell: Thank you, Madam Mayor, Members of the Council. So, I'm here today to provide the annual report for the Community Development Block Grant Program. Just as a reminder, this program is guided by a five year plan called the Consolidated Plan and we go out to the community and we survey the community, see what the needs are, work with different stakeholders to identify the goals for the program. Each year we -- we complete an action plan, so that we can figure out the strategies that we will use to move towards those goals each year and at the end of the year, then, we complete the CAPER to give everybody an update on what's going on. The PY-18 ran from October 1st, 2018, to September 30th, 2019. So, what exactly is a CAPER? It is -- if I can get the button. Hold on. Okay. So, a CAPER is an acronym for the Consolidated Annual Performance and Evaluation Report. This is basically just a way for us to look at the annual accomplishments and evaluate how -- the progress that we are making towards the Consolidated Plan goals. It's also a way to be transparent to the public for how the program is being run. One of the biggest things are the goals and outcomes of the program. Everybody wants to know what we are actually doing with the funds, so each of the goals we identify activities to meet those goals. The first goal that we addressed was improving accessibility. These were all construction projects. They take a little bit longer. So, these were all in progress at the end of the program year. So, the top one is the sidewalk project that MDC is working on in the Carlton Avenue area. We also had the Public Works modernization of the streetlights in two separate LMI neighborhoods and the Meridian Library District began upgrades on ADA compliant restrooms. To enhance homeownership opportunities we provided assistance to four families. They were able to purchase homes in Meridian using our program and those were administered by the Ada County Housing Authority, as well as Neighborworks Boise. With the goal of providing social services, we worked with Meridian Boys and Girls Club and they provided extended care scholarships for 40 children and Jesse Tree prevented homelessness for 35 families. Our final goal that we addressed this year was admin and fair housing. We have met all Meridian City Council Meeting Agenda December 10, 2019 – Page 6 of 261 Meridian City Council Work Session November 26, 2019 Page 4 of 31 of the deadlines for timeliness reporting and applications. There has been a lot of training this year. I have been able to identify -- identify some areas for process improvements of monitoring -- monitoring application, budgeting, things like that. Working with the other entitlement agencies to do an analysis of impediments for the whole Treasure Valley, so that we are not so siloed and we can kind of work together a little bit better and we also, the four entitlement communities, did a fair housing radio campaign in April. So, the other area of people's concern is, of course, the funding. So, for funding this year we started out with 708,000 dollars -- 708,000 dollars and that was 422,000 dollars for the current year and, then, there was a rollover of about 280,000 dollars. So, of that we spent 342,000 dollars, 19,000 dollars on administration, fair housing activities for housing the homebuyer assistance program. We spent 40,000 dollars and on public facilities and infrastructure we spent around 238,000 dollars. That was for the Carlton sidewalks, the Crestwood-Fenway streetlights project and there was also an invoice -- the whole project for the Meridian Elementary picnic shelter was completed last year, but we just had one invoice that we had to pay this year. And, then, we also had public services for 38,000 dollars for the Boys and Girls Club and Jesse Tree. With us working with low to moderate income households, then, one of the biggest things is housing affordability. So, we have really tried to look at ways that we can be involved in that to make it a little bit better in Meridian. Some of the efforts that we have done so far is child care through the Boys and Girls Club to make sure that parents can go to work and they don't have to pay the extra cost for childcare fees for those households that qualify and they can put more money towards their housing expenses. We also have the homebuyers assistance program that I discussed and we are currently discussing a homeowner rehab program, so that people who are in housing that they can currently afford can stay there and we are working on a proposal to develop a work group that can address the bigger issue of housing affordability, so that we can do bigger things and have a more citywide approach. As far as our homebuyer assistance program, since 2009 we have been able to help 38 households and of those 84 percent are currently maintaining home -- or I'm sorry. So, 84 percent are maintaining ownership, but we only get up to five years, because that's kind of what HUD does with their -- their housing programs. It's not a requirement for this one, but we just kind of had it as a threshold to see where people were at. So, of the people who purchased homes before 2016 that -- or 2015 that 75 percent maintain homeownership for at least five years. We also, as far as I'm aware, the best -- to the best of my knowledge there was a zero percent default rate on all of those loans, which is really good considering the fact that the national FHA serious delinquency rate is 3.7 percent nationally. It's really important to stay involved in the community to know what's going on from year to year. So, some of the collaborative efforts that we have been doing this year -- we have been working with our path home, the Behavioral Health Board, Meridian Anti-Drug Coalition, Housing and Homelessness Roundtable, Neighbors United and we have been working on a diversity work group. So, that is the extent of it. Here is kind of the timeline of what's happening right now. The CAPER is open for public comment from November 22nd to December 10th. There will be a public hearing on December 10th and, then, I will put in any comments I receive and give you guys the final version and resolution for you to approve on December 17th and as soon as I get that back I will submit it to HUD. So, no later than the 20th it will be submitted to HUD. So, here is my contact information. The CAPER is available on the website, which is the Meridian City Council Meeting Agenda December 10, 2019 – Page 7 of 261 Meridian City Council Work Session November 26, 2019 Page 5 of 31 bottom link down there, and people can submit comments to me by phone, e-mail, and down the hall in Community Development. So, however. Does anybody have any questions? De Weerd: Council? Mr. Cavener. Cavener: Madam Mayor. Thank you. Crystal, just curious. Those -- those four homes that we helped with homebuyer assistance, do we know the range of what those homes are selling for and does any of our partner organizations place limitations on what a house can cost for us to provide assistance? Campbell: So, that's a great question. There are some. This year one of the process improvements that we made is that we asked the ACHA to make sure that it fits into the affordable housing criteria. It's Section 215 under HUD -- Cavener: Okay. Campbell: -- and so they are required to make sure that they can afford the home before they actually get into it. So, there are some restrictions around that. But I -- I can't remember them all off the top of my head right now. Cavener: Madam Mayor. And, Crystal, don't expect you to be the subject matter expert, so if you don't know it's okay. Does Ada County Housing Authority, then, place a -- a ceiling on what a home can cost based on the market? Campbell: I don't believe that they do. I don't believe that they do. They have been running into issues. They ended up turning back some money again this year, because they are having a hard time finding homes that do fall into the criteria where people can afford them and people are also coming in and making cash offers and buying them just outright over the top of people who -- who are in line for it. So, yeah, it's been a struggle. Cavener: Okay. Thanks. I appreciate it. Great report. B. Information Technology: Key Performance Indicators De Weerd: Very nicely done. Any other questions from Council? Okay. Thank you, Crystal. Okay. Item 5-B is under our IT Department. As I gave you a heads up, we will start coming in front of Council department by department to talk about their key performance indicators related to dashboards. So, quarterly you have been receiving dashboards. They would like to come and -- and give you an overview of why they think it's important that you get the dashboards that they share and seek your input on any additional measurements or how they are moving the needle type of illustrations. This will also be used this feedback as we move to phase two of our accountability website in opengov in phase two. So, phase two of opengov we will start sharing dashboards, so our citizens are seeing the same thing you are and you have instant access to those. So, Meridian City Council Meeting Agenda December 10, 2019 – Page 8 of 261 Meridian City Council Work Session November 26, 2019 Page 6 of 31 just want to kind of set the parameters as we start these discussions. Thank you, Dave, for being the guinea pig and kicking us off. Tiede: Thank you, Madam Mayor, for that introduction. So, to start things off we will just jump right into IT's key performance indicators. The first thing that we are going to give you here is phone calls. These, again, are the quarterly reports that you get from the Mayor's office. You will see here that we track phone calls. This is across the board across our department for all our interactions with customers. This helps us get an idea of what our workload looks like from that standpoint and kind of gives you an idea of what -- one of the -- one of the various things that we are doing. So, next item that we have here is tickets or requests. So, everything that comes into the IT Department, whether it's for a new project for software development or whether it's, hey, my mouse is not working -- turns into a ticket or a request for us. So, we track these. We are able to report off of them and you can see here quarterly about how many we do. This is a really good gauge for us on what our workflow looks like, areas where we can improve, areas where customers are having problems. We also use this information for projects and what the timelines look like. So, anyway, super helpful for staff and we actually track this one in much more detail on the operational side, so -- the next one we have is just an employee supported. As you can imagine being a support or administrative department, we support our employees. So, as employee growth continues so do the number of requests that we get for supporting those employees. So, helpful for us to know, hey, look, do we need to adjust resources or figure out if we have additional needs based off of new folks coming in. Typically, we don't do that. Practically it's a reactionary thing. So, hey, we have had all these things happen and we need to come back and ask for more staff to continue to handle technical support. But it's one of the stats that we use. The next one is devices supported. This is just client devices. So, computers that end users touch, our employees touch, not everything else that we touch on the back end, just because that would be about quadruple this number. Just not worth showing. Anyways -- but as this number continues to grow -- continues to grow it also is reflective, again, of our staffing levels and needs. It's also something that we tie into the budget. So, you will see on the next slide a little more detail. We show you additions to these two things. So, both devices and employees. Devices, because a -- first of all, hey, look that's important to us, because we are supporting more technology. It's impactful to our staffing and shows overall the city continues to grow, obviously. But also shows the budget. So, we have numbers in here that we report on a quarterly basis showing, hey, look, this was the cost of these new assets that we acquired and that's more of a heads up for you to know that's going to come up again. When we buy a piece of technology it's not a one-time purchase, it's not, hey, look, get it and forget it. It's -- it comes back again, because those items need to be refreshed on a regular basis. Typically for these devices you're going to see a five year replacement cycle per our computer replacement policy. So, just, again, more of a heads up. And, then, same goes for positions. As we continue to add new positions we continue to grow and, again, that's useful for budgeting purposes. So, the last thing, which is a recent addition that we -- we have been tracking for a number of years, but it's recently been added to the quarterly dashboard, is our customer satisfaction rating, which we are pretty proud of. You can see here we have a 99 to a hundred percent satisfaction rating and that has been over the last three years. We also track how many people -- or how Meridian City Council Meeting Agenda December 10, 2019 – Page 9 of 261 Meridian City Council Work Session November 26, 2019 Page 7 of 31 many of the responses -- requests that we actually send the survey out for actually responds and that's lower than I would like to see. It's at 15 percent. So, ten employees get something resolved and one out of -- 1.5 of those actually give us a response to say, yes, thanks, which, you know, it is what it is. We get feedback in multiple avenues. It's not just over the survey. So, we hear a lot of positive all the time, but we would definitely like to get that number up a little bit higher, too, a little bit more reflective statistic of the overall how we are doing. So, again, very happy with those numbers and overall I think if you talk to our customers you will find that they are pretty pleased with the service that we provide. So, that makes us happy. That's what we are here for. That is it. That's what we have on our quarterly dashboard and I guess with that I will stand for any questions. De Weerd: Thank you, Dave. Council, any feedback? Milam: Madam Mayor? De Weerd: Yes. Milam: I appreciate the report. I'm glad you added the last section on the customer satisfaction. I think that's important. Would like to see a higher number, but if you go back a few slides, it was like a jump in employees, like one quarter like jumped way up and, then, jumped way down. Did that -- Tiede: I can explain that. So, what happened here is we -- for many years we had tracked contractors -- De Weerd: He told them they were on their own. Tiede: Yeah. We were like, hey, sorry. I think -- dropped -- drew the wrong number. Sorry. No. We were tracking contractors as part of that number, because we do provide support to many city contractors as well and that also impacts our workload. But what we found is with many temporary or contracted employees it's a little harder to keep track of when they start and stop and so our numbers were skewed pretty bad, because of that, so we took them out of that mix and that's why you see the number jump from almost just over 550 down to just over 500 that one quarter and I believe when we sent that out back in 2018 that we actually said, hey, look, this is the reason for it, but it's been -- it's been a while. So, I appreciate the question. Milam: Thanks. De Weerd: Mr. Cavener. Cavener: Madam Mayor. Just a comment. Dave, again, I think you hear this every time. We appreciate so much the IT Department. It's such a linchpin for all the other departments and the service you provide to your internal customers and so they can go and do great things for our citizens. It's really great. The other piece that I just -- I want Meridian City Council Meeting Agenda December 10, 2019 – Page 10 of 261 Meridian City Council Work Session November 26, 2019 Page 8 of 31 to continue to commend you, that you have really created a culture of solution orientated responses. If one of our staff employees has a concern or needs a solution, sometimes it's off the shelf, sometimes you guys spend considerable time to develop something that is even more remarkable in house. Always being mindful for our taxpayers and making sure that the investment is right at the right time and I just think that's a culture you don't find in government very often and I just think it's something you guys need to be commended for doing that and reinforcing that culture year over year. Tiede: Thanks -- thank you, Council Member Cavener. I appreciate that. De Weerd: And I think sometimes you don't see it because they haven't earned the trust and respect and -- and our IT Department has, which allows a lot more of that to happen. Tiede: It does. De Weerd: Thank you, Dave. Borton: Madam Mayor? De Weerd: Oh. Mr. Borton. Borton: Just a couple of quick questions. On those early slides what's the difference between someone who calls you and a ticket? Do you get that many calls that don't generate tickets? Tiede: We do. And that's because it's follow up on a project that we are working on or going back and forth with the customer about an issue or whatever. So, the ticket count is, obviously, a lot less than the phone contact because of that. De Weerd: Or IT just tells you to turn off your computer and turn it back on again. Tiede: And, then, they call again and say, hey, it's still not fixed and we are like, well, did you try dancing around in a circle. That could help. Borton: And the satisfaction survey comes from those who -- who have a ticket? Tiede: Yes. Borton: Okay. Tiede: Yes. And, again, that's optional. People do not have -- they are not required to respond to that. Borton: But, Madam Mayor, one last -- maybe a suggestion to chew on to Luke's comment is we have talked about articulating the value of a lot of the in-house development, what you do, and the savings that we capture because we are not Meridian City Council Meeting Agenda December 10, 2019 – Page 11 of 261 Meridian City Council Work Session November 26, 2019 Page 9 of 31 outsourcing it, buying something off the shelf. So, that would be a nice figure to know down the road at some point. Tiede: Yeah. We are going to try to report that on at least an annual basis. I believe we included -- during our budget discussion I believe we included some of that information in our budget request just -- for a position, just because we figured, hey, look it aligns with what we are looking for and here are some of the value that provides, but because software projects can tend to go anywhere from three months to 18 months, it's not something that we feel super useful to report on on a quarterly basis. Borton: Makes sense. Tiede: So -- Cavener: Madam Mayor? De Weerd: And I think one thing that Dave didn't mention is they -- they went on, looked at corporations and what they are sharing with their boards to see what matters and -- and that's where they came up with a number of these, feeling that this -- this would be of interest. Mr. Cavener. Cavener: Thank you, Madam Mayor. Just to remind Council, too. And we talked a lot about this at the budget. So much of what we are going towards in software as a service. So, it's subscription models and so we often can capture maybe in a year and estimate of what you save. That gets compounded year over year over year and really long term savings and, Dave, to kind of dovetail on that, I appreciate that you really evaluate when it makes sense to use an off-the-shelf tool and when it makes sense to have you guys develop things in house and get that collaborative process with department directors, with the internal customers is really finding solutions that meet the needs of departments. I just think that's a really cool, really appropriate business model that your department should be proud of, that the city should be proud of. It's something I love when I go visit other city leaders talk about this team that you guys have and amazing accomplishments that you bring on an annual basis. So -- Tiede: Thank you. It's something that we take great pride in and it's really cool to be able to say, hey, look, we developed this product. It works for our customers a hundred percent. It makes their jobs easier and it was at a fraction of the cost of what we would have done if we had bought it off the shelf. So, that's pretty satisfying, so -- De Weerd: Okay. Thank you. Tiede: Thank you. C. Mayor' s Office: Key Performance Indicators De Weerd: Item 5-C is under the Mayor's Office. Meridian City Council Meeting Agenda December 10, 2019 – Page 12 of 261 Meridian City Council Work Session November 26, 2019 Page 10 of 31 Simison: Thank you, Madam Mayor, Members of the Council. So, I'm here to talk about the Mayor's Office KPIs and I think our KPIs are a little different than what you will see from most departments, because these are really based upon overall city goals and objectives that we work on in the Mayor's Office. So, with that, the five categories that we are looking at measuring are related to events, public engagement, communications, strategic planning, continuous improvement and innovation and programming. This really covers the Mayor's Office and other government, the employees that we have in our office and other government that -- things that they work on. So, with that I will just go right into and what -- these are all pulled -- these five areas are really areas of our strategic plan that we focus on in terms of the strategic objectives which are assigned to the Mayor's Office or other government, which is where the KPI is derived from and we probably realize that you have never seen a Mayor's Office KPI on -- on the dashboard and even with what I'm going to go over, I don't know how much sense it will make to -- to do that under the data we currently have and use, but I think the question mark will be is this adequate and where do we go from here or do we look at different data in order to provide that long term. So, the first one is related to events. So, this is pulled from the city strategic plan and we have an outcome based model for all these KPIs that we are looking at and so if you look at the city strategic plan we talk about our city sponsored events and from the last city survey we did we had a rating of 67 percent for our event satisfaction from the residents. So, what we did when we did the strategic plan is we reset that. Our goal was to be 75 percent at the 2020 survey. So, that -- that survey will be done this next summer. It's in the budget, it will be part of that and that's what you are going to see from all of these KPIs is we had a level that was a base, a benchmark from the last survey, we set a goal for this next survey. So, that's what we are working towards to see the outcomes of the things that we have done and implemented over the last three years citywide and in the Mayor's Office and if it moved the benchmark. What you will also see on here is some indicators that we can utilize moving forward, so we know -- especially if we are going to continue to do a city survey every three years, maybe we go to every two years, but even that time frame between that can be difficult. So, what else might we be able to look at in the -- in the meantime to set benchmarks on other indicators to maybe tell us how we think we are doing in those teams before we go out every two or three years for just the survey. So, whether that's looking at NextDoor polling, you know, asking the residents, you know, how to -- if you went to this event what did you think and getting that feedback from them. You know, social media, putting that stuff out and asking the community what did you think of this event. What was your overall satisfaction. And if we are not seeing that we are even tracking of what our goal is and what we would like to see in this city survey, then, we can ask ourselves why. So, the next one was on public engagement and this is one of the ones that I worked heavily on over the last several years and our goal was to increase satisfaction of public engagement from 61 to 65 percent. De Weerd: Robert, your slide changed. Simison: Oh. Sorry. Yes. Okay. So, again, this was -- this was the public engagement, how do we involve our citizens to help them feel empowered with our goal. Indicators on this could be NextDoor. Looking at -- looking at how many people are looking at videos Meridian City Council Meeting Agenda December 10, 2019 – Page 13 of 261 Meridian City Council Work Session November 26, 2019 Page 11 of 31 that we do of our events, you know, be after the fact. On the personal level -- and I'm just one person, I'm -- I don't put the value on how many people show up at each event necessarily, because typically when people are happy, they don't come out. When they are not happy that's when you typically will see more people show up to give their viewpoint and as I have told the Mayor for years, if you want a hundred people at an event I will get you a hundred people at the event, you're just not going to like the conversation that occurs at that event and that may not be what you want to talk about. So, for me it is looking at the -- the back end, what does that public engagement look like. Did they feel like they were valued? Did they feel like they were heard? So, that's the -- that's the outcome that we will have is trying to go towards that 65 percent. So, in communications, this, too, in -- in the last system survey was at 69 percent with a goal of reaching towards 75 percent towards our satisfaction and this -- our indicators that we are looking at and some of these still have to be evaluated further, but, you know, looking at when we do pay for a post, what's our ROI on that? Do we feel like we got a better value from that, either in terms of people showing up, people being involved or engaged in that. What our top posts are. Talking to Shandy, yes, we were joking, if we put a cute cat in every video, you know, we -- our numbers would go through the roof. De Weerd: Boomerang. Simison: Yes. Boomerang cats and there you go. But what are the topics that people feel most engaged about, you know, and what we have heard so far is recycling. Recycling and trash is one of the biggest posts that we have on those topics. So, does that mean we only stay focused on that? No. But at least it gives us an idea about where the conversation is occurring and what might drive people to future conversations, so that they can feel a part of that comment. Of course we can look to, you know, our interaction on NextDoor, how many people participate in our posts or our polling that feel like are they also being heard and -- from that standpoint. So, strategic planning, you know, this -- this has, obviously, been -- so, you have heard about this one before. You get regular updates. This is one that does show up in your packets about where we are in terms of percentage of strategic objectives or tactics completed from that standpoint. So, we will continue to provide that information. Continuous improvement and innovation. So, this one is -- you know, Vince, you know, was trying to figure out how -- how do you show the value and get feedback from residents in terms at the 90,000 foot level and, you know, looking at if we can improve our overall satisfaction -- satisfaction of services, perhaps that has a direct correlation to improvements that we make in that process, whether process improvements or just overall program improvements. So, we are looking at raising that from 76 to 84 percent as our end goal for continuous improvement and you can see some of the indicators that we would look at in terms of numbers of processes. You know, this is just an -- an example, but we may want to look at not just numbers of processes, but number of programs that actually had process improvements or we will get the ones that have the direct -- you know, that touch those people and what processes were improved in those areas, whether it's patrol -- police patrol or -- or fire education programs, those -- along those lines. But that's the -- from that perspective. And, then, programming. This is an area where we don't -- where we have not yet set KPIs and -- but we are -- we are starting to look at that and I think that has -- having Dave Miles on Meridian City Council Meeting Agenda December 10, 2019 – Page 14 of 261 Meridian City Council Work Session November 26, 2019 Page 12 of 31 the board will really help us look at our programming, what do the KPIs look like in our programming area. Some of the things that we have talked about are looking -- you know, looking at, you know, survey programming, but MYAC is a great example. Year over year return participants in MYAC, you know, how do we gauge the value of someone that comes in as a freshman and they continue through four years, that will help maybe give us an indication about the value of that to the people who are doing it or something else. How many -- how many people from MYAC end up becoming a youth commissioner, you know, from that. So, we -- we are going to look at what type of KPIs can show that what we are trying to do in terms of providing leadership in MYAC, how that translates or correlates throughout that process. So, we will be working more on our programming elements, KPIs. And as I -- as I noted -- I'm going to end here with just a basic comment. We are doing a new city survey during this next year where we will update these. We will also be working on a new strategic plan during this next year, which will help set new overall goals, objectives, strategic elements and probably KPIs for the Mayor's Office if we stay at this 90,000 foot level, but I think when we do that, so that we can remain relevant and not create stagnant information, we will want to set up whatever goals and objectives that can be ongoing measured and it may be as simple as doing a quarterly NextDoor poll on things and that may be what sets our goal or could be something else. So, while this is our first attempt in the Mayor's Office, we at least want to put some stuff out there for you guys to look at and I would love to get any feedback on things that you think you would like to see or things missing, whether that's today or as we move forward. And with that I will stand for any questions. De Weerd: Council, any questions? Bernt: Madam Mayor? De Weerd: Mr. Bernt. Bernt: No questions. More -- more of a comment. Well done, Robert. Mayor elect citizen. I -- I, honestly, think -- I was -- I was pretty surprised with the numbers with public engagement and communicate -- I thought they would have been higher, because I think you guys do a phenomenal job with how you communicate with the community. In fact, I think you guys do such an effective job of communicating with the -- with the -- with our residents that it almost -- I almost think that -- that going forward with -- at least with me that would be something that I look at more, as opposed to like creating more ordinances that just -- you know, that can bog down our system, to be honest with you. I think you guys -- time after time, whether it's recycling situation or anything else, you guys have really hit the nail on the head with reaching out to as many people as possible. Good job on that. Simison: Madam Mayor, Councilman Bernt, if I could just -- just so you are aware, you probably haven't seen the 2017 survey results in comparison to other communities. We are off the chart in our numbers. Most communities are in the 30s for services, all the way across the board. So, the fact that we are up in the 80s and 90s in some individual departments with what they get, as well as these other things, we are already at a really Meridian City Council Meeting Agenda December 10, 2019 – Page 15 of 261 Meridian City Council Work Session November 26, 2019 Page 13 of 31 high level in comparison to other communities and we -- you know, I moved the bar on these six to seven percentage points, you know, hoping that what we would do was -- was see that type of increase, but it's -- it's phenomenal the survey results that we get when you compare them to other communities in Idaho and throughout the northwest. Bernt: Madam Mayor, follow up. That doesn't surprise me, honestly. It's really amazing what your Mayor's Office and your team has done to -- to really hone in on that. You're doing a great, great job. My neighbors have talked to me about it. Simison: Thank you. Bernt: Great job. De Weerd: Okay. Any other comments? Questions? Cavener: Madam Mayor? De Weerd: Mr. Cavener. Cavener: This may be more of a 90,000 foot view question for you, Robert, or you, Madam Mayor. This data that you share with us is beneficial. It's good for us to know. I assume it's being brought before Council because you are looking for some feedback and so as we do these over the next set of weeks, what is that feedback that you're looking to gain from City Council? De Weerd: We are looking for feedback on -- in terms of those quarterly reports on information that is helpful for you as you're out in the community and you're getting questions, there are elements of what citizens would want to know that -- that you, then, have the answers to. These are not all the -- the operational KPIs, but these are the outward facing and -- that shows that we are working in those focus areas as part of our strategic plan and these are probably more frequently asked questions that you get from citizens. And since we don't know what all the questions you are asked, these have -- most of them are showed up on the quarterly report, but some of them might be new, some of them might be modified saying here is what we believe you would like to know, but you tell us is this too much information? Is it not enough? If it's not enough what do you want to be able to answer. Okay. Thank you, Robert. Simison: Thank you. D. Public Works: Budget Amendment in the Amount of $900, 000 for Well 17 Water Treatment [Action Item ] De Weerd: Okay. Item 5-D. Does D go before D-1? I assume. I just wanted to verify that. D. Public Works. Our budget amendment and we have Warren here to talk with us about that. Meridian City Council Meeting Agenda December 10, 2019 – Page 16 of 261 Meridian City Council Work Session November 26, 2019 Page 14 of 31 Stewart: Madam Mayor, Members of the Council, we have a budget amendment for you to consider tonight -- if I can get all these things organized here. This first budget amendment is for Well 17. As you all know, iron and manganese in our water system has been a matter of concern for a while now. It causes some taste and odor and also discoloration of the water. We have been doing a lot of work over the past few years to address that. We have put in several treatment facilities and have a flushing program that has greatly mitigated these issues throughout the city and the complaints and so forth for that have continued to drop. However, recently it -- well, let me start out by saying that manganese itself, that's the thing we are going to talk a little bit about tonight, is not a regulated contaminant, it's a secondary contaminant by the EPA is not a threshold or a limit that's set for that. But recently the Idaho Department of -- DEQ has issued a health advisory for manganese and it basically has suggested that there might be some issues for infants under the age of six months if they have too much manganese in the formula or whatever they drink. So, we have just recently done a series of tests on all of our wells to determine what constituents we have and what levels they are and one of our wells, Well 17, has manganese levels that are approaching the limits that they suggest are unhealthy for these infants. It doesn't exceed that threshold, but it is close. We had already planned in 2022, I believe, to put a treatment facility on Well 17. So, what this budget amendment does is it moves that up. We are, essentially, suggesting that we move up that treatment facility from -- from 2022 to this year, start that process this year, to design and construct a treatment facility at Well 17, so that we don't run the risk of having a well that exceeds that threshold. This -- excuse me. This is going to be offset by the fact that we had last year completed a test well for Well 33, which was going to be a new well for the city, and in doing those tests wells we did a lot of sampling of the various water quality at the different aquifers and found that there really wasn't a good source of water at that location. So, we didn't feel it was prudent to move ahead and build the production well and the pumping facilities at this time for Well 33 and also by moving 17 up we -- this allows us to delay or postpone some work on a different treatment facility that we were going to do at Well 23. So, you should see in the memo that you have that the costs are pretty well offsetting in the long term plan, but really this is about -- this budget amendment is about approving the money that we need to start the design and construction for an iron and manganese filter at Well 17 and with that I will stand for any questions. De Weerd: Thank you, Warren. Questions from Council? Mr. Bernt. Bernt: Just one question. Thank you, Madam Mayor. So -- so, to start out, the construction and -- and the design review for this project, what's the ultimate cost going to be? Or is that -- there was 700,000 in total? Stewart: Well, I think the enhancement for this particular one is -- if I remember right is 900,000. Bernt: Oh, 900,000. Meridian City Council Meeting Agenda December 10, 2019 – Page 17 of 261 Meridian City Council Work Session November 26, 2019 Page 15 of 31 Stewart: That's first year. That's 2020. So, what that will get us is the design and the purchase of the equipment. We actually have to procure -- go out with an RFP and -- and procure the filtration package itself and, then, once that filtration package has been selected, then, they build the building and all the other facilities around that particular treatment package. So, this year will be the design work and the pilot testing and the procurement of the actual treatment package and the next year they will build the building and finish out the project. De Weerd: This is a two year project and just getting the equipment itself is around nine months and so you need to order it well in advance. Stewart: That's correct. De Weerd: Well in advance. Any other questions? Okay. We will ask for action on the budget amendment and if you want any further discussion on the task -- task order. Mrs. Little Roberts. Little Roberts: Madam Mayor, I move that we approve the budget amendment for 900,000 for Well 17 treatment. Can I go ahead and include the design for 283,786, not to exceed that amount? De Weerd: If we can have two separate motions that would be awesome. Little Roberts: Okay. So, I will amend that to move that we approve the 900,000 for Well 17 treatment. Milam: Second. De Weerd: I have a motion and a second to approve Item 5-D. Any discussion? Mr. Clerk. Roll call: Borton, yea; Milam, yea; Cavener, yea; Palmer, yea; Little Roberts, yea; Bernt, yea. De Weerd: All ayes. Motion carried. MOTION CARRIED: ALL AYES. D(1). Approval of Task Order 11081. a - Well 17 Water Treatment Facility Design to Mountain Waterworks for the Not-to-Exceed amount of $283, 786. 00 [ Action Item] De Weerd: Item D-1 is regarding the task order. Is there any additional information on that? Okay. Mrs. Little Roberts. Meridian City Council Meeting Agenda December 10, 2019 – Page 18 of 261 Meridian City Council Work Session November 26, 2019 Page 16 of 31 Little Roberts: Madam Mayor, I move that we approve our design to Mountain Works for not to exceed -- excuse me -- for Well 17 for a not to exceed 283,786 dollars. Milam: Second. De Weerd: I have a motion and a second to approve Item 5-D-1. Mr. Clerk. Roll call: Borton, yea; Milam, yea; Cavener, yea; Palmer, yea; Little Roberts, yea; Bernt, yea. De Weerd: All ayes. MOTION CARRIED: ALL AYES. E. Public Works: Budget Amendment in the Amount of $423,375 for Streetlight Installation for the Chinden Costco STAR Project [Action Item] De Weerd: Thank you, Warren. And I assume that you are Item 5-E as well and talking streetlights. Stewart: Thank you, Madam Mayor, Members of the Council. Again, this is a budget amendment to add the street lighting to the Chinden Boulevard improvements that the Costco facility -- or the Costco construction is going to facilitate. As you may recall, we have had some discussion about this. They were originally included, then, they were removed and if we wanted them back in this was something that the city was going to have to pay for. We have got the change order or cost or the cost to add that back into the project. It was a little higher than we had anticipated or had hoped, to be honest with you, but we did take a look at this and try to do some assessment to determine whether or not if we went out and did this on our own separately after the project was complete and put these lights in later, whether we would save any money and, honestly, there are efficiencies with putting it in with the project and the bidding environment right now is not that great, to be honest with you, just from the standpoint there are is a lot of work and we are having a hard time getting good bids from -- on some of our other projects. So, we don't necessarily believe that we are going to get a better price. So, our recommendation is to go ahead and move forward with the price that we have been given. Move forward with this budget amendment and include the lights in the work with the rest of the project and just get it done and it will be done, the lights will be in when the rest of the facility is completed. And with that I will stand for any questions. The next item -- maybe I can address that now, is just the amendment of the agreement that we had originally signed with them, the amendment to this agreement to include the streetlights in the project. And I will stand for questions. De Weerd: Thank you, Warren. Council, any questions? Cavener: Madam Mayor? Meridian City Council Meeting Agenda December 10, 2019 – Page 19 of 261 Meridian City Council Work Session November 26, 2019 Page 17 of 31 De Weerd: Mr. Cavener. Cavener: Warren, you will have to forgive me, I know this has kind of been a bouncing ball and you and your team have been working diligently on this. But the end of the day the agreement was either Costco or the state to pay for the lights. The city's got to pay for the infrastructure. Is that accurate? Stewart: Madam Mayor, Members of Council, Councilman Cavener, the -- the state did agree to pay for the conduit and the junction boxes, but the wiring and the poles and the lights themselves, they were not willing to pay for under the STARS agreement and so if we wanted them in it was going to be the city's responsibility to include them in the project. Cavener: Madam Mayor, follow up. De Weerd: Uh-huh. Cavener: So, Warren, our agreement was with Costco, not with the state. Stewart: That is correct. Cavener: Okay. De Weerd: Costco is doing the work. Cavener: Madam Mayor. But we are -- City of Meridian is still paying them for the lights. I guess, Madam Mayor, to -- this kind of leads to my question. Where are the dollars for the lights coming from? Is that a -- is that an Enterprise expense or is that a General Fund expense? Stewart: So, Madam Mayor, Members of the Council, that will be a General Fund expense. There are -- there is a certain percentage of that, about 88,000 dollars, that we have collected from developments that have taken place on Chinden Boulevard that haven't installed the lights, but have put money up for the lights. So, there is about 88,000 dollars in funding that's included in this -- overall there is 400,023 dollars. So, the actual money that will be coming from the General Fund -- new money that will be coming from the General Fund will be that, less the 88,000. But the, you know, 300 and some odd thousand dollars is going to come out of the General Fund and that's what we had talked about previously. Little Roberts: Madam Mayor? De Weerd: Mrs. Little Roberts. Little Roberts: Madam Mayor, if I may. Warren, I think -- didn't the confusion that Councilman Cavener is referring to have something to do with the state saying what was Meridian City Council Meeting Agenda December 10, 2019 – Page 20 of 261 Meridian City Council Work Session November 26, 2019 Page 18 of 31 deemed as not necessary regarding safety and the lighting wasn't necessary, but we determined that it was? Stewart: Yeah. Yes, Madam Mayor, Members of the Council. There was -- our -- our policy -- city policy would require that this roadway be lit. AC -- or not ACHD -- ITD policy requires that the intersections be lit. They don't -- they don't -- yeah. There -- there is -- there is a lot of gray area there and they -- their interpretation of the rules and the regulations was that this would not be required and we said, well, it's required for us and Costco -- we are requiring Costco to put the lights along their frontage, because that's in our DA that they have to do that and they are going to do that at their expense. But the rest of the lights that are along the improvement -- this project was assigned by ITD to Costco to be constructed. ITD was originally going to do the project, but they weren't going to do it as fast as Costco wanted, so they assigned it to Costco and said you guys can build it for us and that's why that we had the agreement with Costco, instead of with ITD. Milam: Madam Mayor? De Weerd: Mrs. Milam. Milam: I scared myself. Warren, wasn't there also, though, future development that will reimburse some of these funds further down? De Weerd: Yes. We have already collected around 80,000 -- Milam: Eighty-eight already -- Stewart: Eighty-eight. Milam: -- but for future development. Stewart: Madam Mayor, Council Member Milam -- Milam: Or is that -- Stewart: -- yes, that's correct. So, for undeveloped parcels along this corridor, this two mile corridor, when they come in we will assess them similar to what we did those that have already developed. Whatever the cost provide is that we are going to pay for here, we will assess them to reimburse us for those along their frontage. Milam: And that will go back to the General Fund? Stewart: Correct. Milam: Madam Mayor. So, just to clarify. So, up until now they have been putting it -- it's been going into the Enterprise Fund? Meridian City Council Meeting Agenda December 10, 2019 – Page 21 of 261 Meridian City Council Work Session November 26, 2019 Page 19 of 31 Stewart: No. Milam: Oh, it is from the General Fund, the 88,000 that we have? Okay. Just seemed a little commingled there for a second. My miss -- Stewart: Didn't mean to insinuate that. It's in its own -- you know, there is a -- there is an account for that funding. Milam: Madam Mayor? Just one last -- so, based on the number of lights and the future development, how much of this will be reimbursed? Or will it all be covered at the end of the day? Steward: Madam Mayor, Members of Council, it could be, but that depends on, you know -- obviously, some of these parcels -- I don't know whether they will all develop, whether some of them will stay undeveloped and how long that will occur. So, I think it's theoretically possible that they would all be reimbursed at some point. Bernt: Madam Mayor? De Weerd: Mr. Bernt. Bernt: I mean I think we are sort of in the position we -- we have to do this. I will be voting yes, plugging my nose at the same time. I don't think it's right that -- that the state put us in this position at the last minute. I think it was the 11th hour they let us know that, you know, they wouldn't be reimbursing Costco for this and -- and that's where this whole confusion stemmed from. So, another example of our great state leaders putting the burden back in our -- in our -- in our lap, so -- thank you so very much. Palmer: Madam Mayor? De Weerd: Mr. Palmer. Palmer: I think when it comes to all the money that the city does spend from shade structures to clown camp, there is an appropriate government expense and I think that the -- the amazing work that we do with the street lighting program is definitely a worthwhile investment for our citizens. So, I will be voting for it happily, spelling every bit of it along the way without holding my nose. In fact, with that I would like to make the motion. I move that we approve the budget amendment in the amount of 423,375 dollars for the streetlight installation on Chinden. Little Roberts: Second. De Weerd: I have a motion and a second. Any discussion? Bernt: Madam Mayor? Meridian City Council Meeting Agenda December 10, 2019 – Page 22 of 261 Meridian City Council Work Session November 26, 2019 Page 20 of 31 De Weerd: Mr. Bernt. Bernt: I think that's what we call putting lipstick on a pig. De Weerd: No. Public safety and the lighting standards is a big responsibility. Yes, the road building authority did not fund it, it is our mandate, it's our role and -- and so we need to ensure it's there. Bernt: I agree. De Weerd: Any further discussion? Cavener: Madam Mayor? De Weerd: Mr. Cavener. Cavener: I think, Warren, the county got put in front of the firing line a little bit tonight and I think my -- my frustration is not with you and not with the state or with Costco, I mean we all take ownership and I feel like we as a city made a commitment to our citizens that the infrastructure needed -- for the Costco development to go in it was going to be paid by the growth and the development. I think that your answers are sufficient to lead me to believe that future development will reimburse the taxpayers. So, I'm -- I'm supportive as well. Appreciate you kind of helping us get all up to speed on this tonight. De Weerd: You know, I will just preface it as future development might. This -- this is not for granted and I will tell you what, the developments are going along that corridor and not creating the trips and those trips are traveling through our city. We want them to travel through our city safely and so it is a responsibility of all. If you don't close the gap on that because there is a lot of development that is already there, you have collected -- but we didn't collect to the amount that this is anticipated per light. So, it is something that I think Mr. Palmer communicated, this is -- this is a critical role for the city and if we are not fully reimbursed for those costs, it is a cost of -- of what we need to provide in providing public safety. So, if there is nothing further, Mr. Clerk. Roll call: Borton, yea; Milam, yea; Cavener, yea; Palmer, yea; Little Roberts, yea; Bernt, yea. MOTION CARRIED: ALL AYES. De Weerd: Thank you. And thank you for you and your team. This has been one of those long, drawn out conversations and -- and you put a lot of work into it. The Police Department stepped up as well in -- in giving us an idea of -- of crash rates out in the area and why these continue to be so important. So, thank you for what you have done and continue to do to make sure that corridor is a safe corridor. Stewart: Thank you. Thank you all. Meridian City Council Meeting Agenda December 10, 2019 – Page 23 of 261 Meridian City Council Work Session November 26, 2019 Page 21 of 31 F. Public Works: Second Addendum to City Utilities Reimbursement Agreement between the City of Meridian, Costco Wholesale Corporation and Ada County Highway District [Action Item ] De Weerd: Okay. So, that was on the budget amendment. The next item, Item 5-F, is regarding the second amendment and that is the agreement with Costco. I don't think we need any further -- Palmer: Madam Mayor? De Weerd: Mr. Palmer. Palmer: I move that we approve Item 5-F, the second addendum to the city utilities reimbursement agreement between the city and Costco. Little Roberts: Second. De Weerd: I have a motion and a second. Any discussion? Mr. Clerk, will you call roll. Roll call: Borton, yea; Milam, yea; Cavener, yea; Palmer, yea; Little Roberts, yea; Bernt, yea. De Weerd: All ayes. MOTION CARRIED: ALL AYES. G. Community Development: Shared Vehicles - Review Draft Request for Proposals, Agreement Terms, and Timeline [Action Item] De Weerd: Item 5-G is under our Community Development Department. Shared vehicles. Caleb? Favorite topic. Hood: Madam Mayor, Members of the Council, shared vehicles, aka e-scooters. So, three weeks ago I was here kind of getting some direction from the Council reporting some numbers from Bird, who is our current service provider for shared vehicles. I got a little bit of direction from the Council -- really had two things on my to do list. One was to contact Bird, again, who currently has the agreement with the city to provide our shared vehicle service and understand from them some of the efforts that they are making or have been trying to make to deploy scooters that are consistent with the contract and, then, two, got some direction to move forward with an RFP for 2020. So, I'm here to report back on -- on those two items. So, I did talk to Arthur, with -- with Bird Rides. That current agreement ends the end of this year, by the way, 12/31/19, in case that wasn't -- wasn't clear and just kind of asked him again what -- you know, what's going on, you're deploying roughly half of what we kind of anticipated you would put out as the minimum. Meridian City Council Meeting Agenda December 10, 2019 – Page 24 of 261 Meridian City Council Work Session November 26, 2019 Page 22 of 31 Do we need to amend the contract? Maybe just -- maybe I will start there, since I mentioned it. Their interpretation of the contract -- and if you read it it says at initial deployment they will have a hundred, not ongoing they will have a hundred every day. So, as we get into the draft RFP and draft contract that you -- that you have in your packet, we have cleared that up to clarify that that's an ongoing daily expectation for this, not just on day one you have that certain amount. So, I do not have before you today an amendment to the contract because they don't believe they are in violation and, again, at this point with five weeks left in the year it's not worth arguing about my opinion. So, we are going to -- we are letting that go. But, really, he said the main reason some of the effort that they haven't been making is largely because of The Village. He said without The Village the program in Meridian really isn't very viable. That's the destination, if you will, in Meridian. So, he -- they are not seeing the ridership they would have hoped for, because they haven't been able to negotiate something to allow e-scooters on the premise at The Village. So, that was -- that was a lot of our conversation. He said that coupled with the fee structure -- and he didn't say it was, you know, crazy, but is like without The Village we aren't going to pay 25,000 dollars next year because of the ridership numbers you're seeing. So, something's got to give there, right? Either less -- you know, lessen your fee or you get The Village if you really want us to be interested in that. He didn't say they wouldn't put in -- respond to a proposal, but they are on the fence on if they do. Kind of depending. So, that's kind of the update I have for you with our current contractor regarding that and, then, the second part of that, again, was to get ready to proceed with letting the RFP for the next contract year. So, Keith Watts -- thanks to Keith he's been -- played a large role in kind of updating this for what you have in your packets tonight and Emily Kane and Legal as well. So, what you see in the packet -- and I'm going to run through that with you here real quickly, which we -- I don't think it will take a ton of time, but the -- the sample contracts -- so, it's really kind of two pieces. It's the RFP and, then, attached to that is a contract -- a sample contract. The sample contract is largely what we use now, but it is a sample; right? We have got to negotiate with whoever responds and there could be some tweaks, so I don't want this to be taken as this is the contract, because there could be some negotiation back and forth. So, I think with that I'm going to just -- just jump in and kind of just go in order of the pages. So, I'm going to start on page three of the draft RFP, that's kind of the first -- the first thing to call out is it's clear now that this is a non-exclusive franchise agreement. The real question for your touch point for you is up to two. We talked about that. You could potentially get three or four or more. Two seems to be at least for the next year and we will talk about even the term here in a second, manageable and -- and appropriate and it says -- so, it says up to two non-exclusive franchise agreements. So, that's the first kind of, again, touch point, if we want to change that, if we don't want to put a cap on it, and if we are not interested in just having one and we say two or more -- I mean there is all kinds of different ways you could word this, but that's how it currently is -- may offer up to two non-exclusive franchise agreements. And we can come back to that, too, if you want to read and have more thoughts. The other thing also on page three that I would just call to your attention is that non-refundable franchise fee that's due annually. It's 25 -- 25,000 dollars currently. We have prorated that and I will talk about kind of the timing of this program here in another couple of pages, but we anticipate -- and, again, assuming a thumbs up tonight to get -- to move forward with the timeline that we have -- we have got in here by March Meridian City Council Meeting Agenda December 10, 2019 – Page 25 of 261 Meridian City Council Work Session November 26, 2019 Page 23 of 31 1st having the contract and, then, able to deploy by March 1 of 2020. So, that 25,000 dollars has been prorated for year one in the contract and that, then, ties into -- this is a newer thought, but having a three year term. So, that is on page -- so, it's on page three, but it's also on page 17 in a little more definition. So, page 17 of the -- that covers the franchise fee and -- let's see, how does it read? That that's due on the first of every month. So, that's in C on page 17 and the term is page 15. So, again, right now it's -- and the draft would be -- the sample agreement would be -- expires on 11:59 p.m. on December 31st, 2022. So, a three year term. So, I don't know if there is any -- any comments on that. Keith may be a better one to kind of walk you through that. That was something that he recommended we do with each of the vendors, again, up to two. Rather than doing an RFP every year, it could be renewable for that three year term. De Weerd: Keith, did you have a comment? Watts: Well, one of the things -- when Caleb was going through trying to point these things out, just to clarify a little bit, in the RFP we -- we have two sections, like you said. We have the RFP, which is instructing people how to propose, but all the terms and conditions of the resulting contract will be in that agreement. So, all of our terms and conditions are in the second phase in the contract. So, the fee structure, the -- when they -- when they make their payments, the term, all of that will be in the contract itself -- in the sample contract. Hood: Yeah. So, Madam Mayor, just to say that another way, we have combined those things; right? So, page 13 -- one to 13 is sort of the RFP and the questionnaire and all that and, then, page 14 through 30 would be an example of what that contract should -- could look like -- should look like. It will roughly be those terms. So, then, just to keep going, then, on page ten -- and, again, this would be the RFP section, then, is that proposed schedule. So, again, assuming there is no major changes to what -- you know, kind of where this is headed, we are looking at mid December, December 13th, to issue the RFP; January 10th would be the deadline for submission. January 24th we would have a selection panel that would review, score, and select up to two vendors. Just a couple of business days later we would notify those -- those respondents of how they did there and, then, February 10th begin negotiations with hoping to wrap that up by February 18th again and that gives us a couple of weeks for them to prepare to deploy and, again, deploy on or by the first of March. So, that's kind of the schedule that we have -- we have drafted. It gives -- gives the RFP on the street for enough time to score, to negotiate, to launch. I think the next thing I have highlighted is on page 13. So, again, we are still -- we are on the -- we are not in the contract part of this or the agreement part of this, but it would potentially end up as a term in the -- in the contract and this has to do with an age limitation. I will just let you know as one of the scoring committee members last year, this was a big deal for those that were there. Not necessarily city staff, but for the downtown reps, the entertainment folks that were there, the youth commissioner that was there, having the ability to verify users was big technology, like -- I don't remember how everybody scored it, but that was one of the key things and the responses was do you have the tech that you can verify that the user is of age or licensed or whatever. So, I guess my question -- or our question to you is should we disclose that early on in this? Meridian City Council Meeting Agenda December 10, 2019 – Page 26 of 261 Meridian City Council Work Session November 26, 2019 Page 24 of 31 Don't waste your time if you can't, because it's going to be such a key component to this or is it just another factor that factors in this new scoring committee, they can decide how important of a factor that is. I don't want it to get so far along that -- I will just quickly -- a quick aside. I think some of the reasons that I mentioned a few weeks ago -- we haven't had a whole lot of complaints -- 15 or so for the entire life of the program, is I believe a lot of it -- that there is a restriction on minors or unlicensed riders. I haven't gotten any complaints that -- you know, that there is a nine year old riding this thing and buzzing me in the -- you know, park or whatever. So, not to say that we -- we have to do that again, but that -- that -- maybe we could attribute some of the -- and I am not going to call this a successful program, but limiting some of the complaints is that you have to be a licensed driver by Bird. So, we could potentially make that part of the eligibility questionnaire and put in there can you restrict riders to being licensed, 16, 18, whatever we want that to be. Is that -- is there -- is there want to do that in the questionnaire in the RFP section, not just in the scoring section of that. Milam: Madam Mayor? De Weerd: Mrs. Milam. Milam: It's -- Bird doesn't really have a way to make sure that the rider is of age. The person who is paying for it has to be of age and I don't remember what it says in their contract that you're not going to let -- does it say you're not going to allow somebody else -- I paid for it just to try it -- just to try it out, rode a minute, gave it to my daughter and, then, she rode it around and she's 22. My son is 11. He wanted to ride it and I didn't let him, but I easily could have next time, because I still have some balance. But -- so, I guess just be careful with the wording, because they do not have a way -- that's the point -- of making sure that the rider is a licensed driver. Hood: Right. The tech isn't there where they do a thumbprint or an eye scan to verify that you are -- Milam: So, I think putting that in an RFP might kind of give that impression that there really is that -- that technology and we don't have that now, so we just need to be careful with the -- with the verbiage on that is my opinion. Watts: Madam Mayor, Council Woman Milam, what Caleb is getting after -- and the basis for this is if we are going to utilize that information as part of our evaluation criteria, which is what happened last year, it really should be in the RFP. Now, how we word it -- we can work on how we word it to where we are not asking for something that isn't currently available, but if they are going to be evaluated on some method of trying to -- to keep underage riders off of them, we need to include that in the request and in the evaluation criteria itself. Milam: Madam Mayor? De Weerd: Mrs. Milam. Meridian City Council Meeting Agenda December 10, 2019 – Page 27 of 261 Meridian City Council Work Session November 26, 2019 Page 25 of 31 Milam: Keith, I don't have a problem with that. All I'm saying is be careful how you word it as we do not have that -- what he just said is not what we have right now, because they cannot guarantee that the rider is going to be licensed. Bird's technology can't do that, so -- I just don't want to make the competition unfair either. De Weerd: Any other comments from Council? Cavener: Madam Mayor? De Weerd: Mr. Cavener. Cavener: A comment first and, then, maybe a question for Caleb. Comment, just answering your question about a three year term, I don't think that's something I'm super excited about. I think we are still learning a lot about this technology and its longevity and I worry about committing to some type of a three year program this early in the stages. My question is about the fee, the 25,000 dollars. I think when that number was developed it was designed to capture the cost of staff time to administer and run the program and I'm just curious -- again, I don't know -- kind of stretching this out there to the administrative side. Is that dollar amount too high, too low? We don't know. We -- it's hard, because we got one, versus two -- I mean help me -- help me understand if that dollar amount that we have decided upon is appropriate. Hood: Yeah. Madam Mayor, Councilman Cavener, so we did track that database I mentioned last time when we get a complaint how much time we spent with that. I don't have it in front of me, but it was only like two hours. That said, we have spent a whole lot of time behind the scenes on developing contracts and administering, answering questions, setting up websites, you know, all kinds of -- and I don't -- I'm one; right? And we don't ask others to track exactly how much time they are spending. Kind of to your point about in year two and three and four, I hope to see the amount -- you know, this sort of just runs itself, you know, and we deal with complaints every so often and so maybe the 25,000 dollars is too much, you know. We had a smaller window and we prorated it last year. We spent -- I would say we spent more on resources getting this up off the ground and running last year and even prepping for this next year with Emily and Keith and we were invested in talking with Parks and how they are doing and -- so, we aren't -- to answer your question, I don't -- I can't -- we aren't accounting for it every minute we spend fully loaded, here is what it costs us to do this. I would say 25 -- I would roll with 25 for another year and we can come back and say, yeah, this thing practically runs itself, let's cut the fee in half or, man, it really has blown up and we are spending clerk and mine and Parks and everybody's, you know, messing with this all the time. Right now I don't know how we would justify a change I guess is my -- so, I would say let's get a little more data, that was kind of last time. Let's get a little more data, let's understand a little bit better and, then, maybe see if that's enough, too much, or what? Watts: One thing to add -- or a couple things. We definitely don't have enough information for the short time that we actually ran this to actually give you that information so you know what it would take, but another thing to take into consideration is kind of throwing a Meridian City Council Meeting Agenda December 10, 2019 – Page 28 of 261 Meridian City Council Work Session November 26, 2019 Page 26 of 31 monkey wrench into things, if you're anticipating or considering awarding to two vendors and 25,000 dollars was too much for one vendor, there is no way that you're going to get two vendors to give you 25 for half the ones that they got last year. So, I mean that -- that's a -- that's a real thing to consider. If -- if one vendor couldn't make it for that I don't know how you would split their rider share into two and make it feasible. If we are going to go through the motion, I would like to make it worthwhile. You know, I don't think we should ask for something that we probably aren't going to have any chance of getting. Cavener: Madam Mayor? De Weerd: Mr. Cavener. Cavener: To follow up on that, I know we have talked about this a number of months ago. I inquired about -- even if we -- City of Meridian should be in the scooter business or if it is appropriate for our public transit authority to operate that, I'm just curious, Keith or Caleb, did the team have any further conversations on that or is the feeling, hey, because we have developed this program let's run it or has there been any consideration about maybe turning it over to another agency that are more equipped to handle public transit opportunities. Watts: I think the city staff that discussed this question whether it was even feasible, we think -- you know, our -- our thought was that's probably part of the reason Bird didn't fully integrate, because it's not feasible for them. They even stated as much to Caleb, that it's -- you know, it's not something that's justified through any business model just because, you know, the cost outweighs their possible earnings from the program. Hood: And maybe just to piggyback a little better answer to your question, I have not had conversations with VRT, for example, about them -- you know, as this program grows, as a bus service grows, I could see, again, down the road potentially that making some sense right now with the level of bus service we have and this service, it really -- it doesn't -- it doesn't seem like a nice marriage. There really isn't a reason to have those conversations. So, again, just quite frankly, no, I haven't explored that. I will let you know, though, I have had conversations with third-party companies that say, hey, we are interested in this data and we can help you grow this program if you charge them a per ride fee and you get a piece of that, we can help. So, there is companies out there, right, that will help kind of grow this system and they get paid based on a per ride, because the city gets paid on a per ride. So, there is a third-party vendor that takes the data, analyzes it, figures out where you can -- you know, how you can improve the system. With our fee model -- I kind of mentioned this before and I don't mean to say that us -- but our fee structure is a flat fee. It's set. Whether one ride is made or 100,000 rides are made, the city gets paid the same. So, what do we care? And I'm not saying that like what do we care, but just there really isn't an incentive to hire, then, a third party to say let's make this a successful program. So, unless we change our fee structure, no one's really interested in it, besides the vendor themselves, because they get paid per ride. There really isn't an incentive and I'm not advocating necessarily to go to a per ride fee structure, but if you were, that's sort of when we, then, buy in more to the program as staff and say, yeah, let's Meridian City Council Meeting Agenda December 10, 2019 – Page 29 of 261 Meridian City Council Work Session November 26, 2019 Page 27 of 31 make this successful, because now there is some incentive, if you will, not just for the general good of the community, but also bottom line. There is -- there is an incentive there, so -- De Weerd: But I think regardless of that charge, they weren't getting usage and so therein lies the bottom line question is can you make a program work at this point? Palmer: Madam Mayor? De Weerd: Mr. Palmer. Palmer: I -- I -- this whole thing is hilarious. I think it was Ronald Reagan that said if it -- when talking about kind of the left side of the political spectrum -- that if it moves tax it, if it keeps moving regulate if, it stops moving subsidize it. We had a rollout, completely privately ran, and they described it as one of their best rollouts ever in the excitement, the usage and we shut them down. Said, wait, it moves, so let's tax it and regulate it and now we have taxed it and regulated it nearly to its death and now we are talking about, oh, well, maybe we can help you get in here with a third party, we will just take a little bit more from you and there is a potential opportunity for us to help you build a successful program, but I'm glad it sounds like you're not advocating for that, just mentioning that -- that there is people out there that are willing to do that. But, instead, we are talking about still even considering 25,000. As I remember it this was all something that we did ourselves, that we were -- we wanted to take this on and regulate this thing and so the 25,000, as I remember it -- correct me if I'm wrong -- but it was completely there to mitigate the costs that we -- that some anticipated were going to come because of problems and we have had 15 complaints and two hours spent, that is a fantastic return on investment. Two hours of time for 25,000 dollars. So, to -- either we are willing to take this on and deal with the contracts and everything and -- and as a service to those that are paying taxes and making sure that it doesn't become a burden on them we are not and we are going to consider the 25,000 as -- as helping pay for all this and even, then, it's still way too much. So, I -- I'm going away. No doubt government will continue to screw it up, but my last parting words is, hey, I was right. If it's going to be successful it needs to not have us involved in it. De Weerd: So easy to say when you have 20/20 hindsight. So, hindsight is awesome. Well, I think the -- the choice in front of Council is do you want to put it out? It goes back to Councilman Cavener's question is -- is it something the city is interested in doing. Is it our role and -- and, if so, then -- or, if not, they will go and find another person that can -- can help them, because it is in the public right of way. There is some life safety issues. We are concerned about streetlights and -- and I will tell you, the rollout without all the agreements and all the T's crossed and I's dotted probably cost the city more in resources trying to figure it all out and work with all the parties than the 25,000 that we are talking about. So, Council, really, what Caleb is standing in front of you saying we have -- we have come back with the information you have requested and -- and it's -- it's totally up to you on do we put it out now? Do you want to wait? They are not going to roll it out in Meridian City Council Meeting Agenda December 10, 2019 – Page 30 of 261 Meridian City Council Work Session November 26, 2019 Page 28 of 31 the middle of winter. I can guarantee you there won't be any use. But what -- what is -- what is your interest and, then, staff is just looking for direction on next steps. Bernt: Madam Mayor? De Weerd: Mr. Bernt. Bernt: Thank you, Caleb, and thank you for, honestly, all the work that you put into this and the preparation and getting us the data that we need. Thank you as -- as always, Keith, for what you have done as well. My -- for me it just boils down to usage, you know, and that was my concern from the beginning. Are we dense enough? Is there enough people -- other than, you know, teenagers in this area that are, you know, riding these -- these shared vehicles, we don't have a university and we don't have a big downtown area currently and so it makes it pretty difficult. I would bet that most of the usage in Boise happens in those areas. So, if the usage isn't there and The Village is hesitant to have these share vehicles used on their property, I would agree with Bird in saying that that's the focal point, that's the -- that's the -- sort of like the hub of the shared vehicles and if they are not wanting to have the shared vehicle on their property, it makes it real difficult for this program to succeed regardless of, you know, the amount of whatever the fee is with us and so my concern -- another concern -- I don't want you to waste your time on this. I mean we are about ready to have a Comprehensive Plan and there is so many more important things that we are -- that you are -- that you are dealing with and that you need to look at and pay attention to, far more than the shared vehicle program in our city and so if you're -- if we are -- if we are expending our resources on -- on shared vehicles and if they are appropriate or not, I think it's a complete waste of our time right now given the lack of resources we have in the Planning Department. So, my -- my recommendation would be to -- I mean if -- if we have more data to look at that proves me wrong, you know, if there is something out there that I don't know about, then, let's take a look at it. But if the data that we have in front of us is what it is, I have no interest in continuing this program. Borton: Councilman Bernt. Palmer: Mr. President? Borton: Mr. Palmer. Palmer: Maybe some clarification on -- on what you're saying. Are you saying dis-allow them to be used in a city or are you saying just don't regulate them? Bernt: I think that there needs to be some -- some type of fee from Bird. You know, Bird would -- I mean that would -- that they should pay in order to cover our resources and if this -- if they are wanting to get bigger or if we -- we want more vendors to participate, it will create more resources. I mean I get -- I -- I find it hard to believe that Caleb's department has only exhausted two hours of their time on this. I know that we have almost talked about that and -- on the dais, you know, so I guarantee you it's been longer Meridian City Council Meeting Agenda December 10, 2019 – Page 31 of 261 Meridian City Council Work Session November 26, 2019 Page 29 of 31 than two hours that these guys have been dedicating to the success of -- of the shared vehicle program in our city. So, I do support a fee. Open to the discussion -- needs -- needs be whatever that fee is, but it's a program that -- that is using -- that's being used in our city, on our roads. Maybe Councilman Cavener's thought is correct and maybe this is an issue with VRT. I have no idea. But I don't want to exhaust anymore -- anymore of our resources talking about it that's for sure. Cavener: Madam Mayor? De Weerd: Mr. Cavener. Cavener: Caleb, do you have a recommendation for Council? Hood: No. Cavener: That's okay. That's all right. Madam Mayor, it wasn't -- it wasn't meant to be a trick question, just appreciate your -- your subject matter expertise. Madam Mayor, appreciate Council Member Bernt's comments I guess -- I mean I'm at the place, we have developed the contract, we have developed the mechanism for the RFP, let's -- let's put it out on the street, let's see what the response is. Allow the committee to vet the process, issue award if warranted, and move forward, but I would hope that maybe we as a body and a new Mayor and Council can have this conversation in 2020 about what our intention is of a vehicle share program, if we are the most appropriate home or if there is a better place for this to be. Milam: Madam Mayor? De Weerd: Mrs. Milam. Milam: I agree with Councilman Cavener in the fact that we have already -- we have all the tools that we -- we have worked all this time and I guarantee it's a lot more than two hours on, you know, putting this together. We -- and I don't think it's fair to do a pilot program for less than a year and base the results on that. We don't know why Bird was not successful. Maybe they did a terrible job advertising. That's not our job to determine. If we have vendors that want to participate in the program, then, I think we -- I think we should go forward with the RFP -- and as far as the term goes, I would -- I would be more comfortable with an automatic renewal every year with an -- with an option for either party to terminate with a -- however 30 day, 60 day -- some kind of notice. That way we don't have to do an RFP every year, but it's not locking anybody into a contract for three years. As lowering -- as far as lowering the fees, I mean nobody -- nobody has been able to answer the question as to the magic question. Shall we make it 10,000 dollars? Does it depend? We do it one price if there is only one vendor or a different price if there are two vendors? I think we need to figure that out when you're -- before you put that out if that's the -- the total the number. Everybody write a number on a paper. Meridian City Council Meeting Agenda December 10, 2019 – Page 32 of 261 Meridian City Council Work Session November 26, 2019 Page 30 of 31 Watts: Madam Mayor, Council Member Milam, Council Members, when we -- when we are talking about a three year agreement, we are not locking anyone in. We always have the termination clause for either side and the one thing is if you put a multi-year agreement out, it sometimes gives the vendor a little bit more skin in the game. Now, you know, he can actually do this without having to go through the RFP process. Believe it or not, putting proposals together for companies costs money and we don't want to have them redo this every year, especially if it's the same vendor that's going to do this. So, we would like to give them the option if everything works well -- and if it's not working well we have the option to negotiate in between those two years as to -- you know, from year two to three and one to two as well. So, I'm in -- I'm in big favor if we are going to do this, I would -- I would recommend doing a multi-year agreement Cavener: Madam Mayor? De Weerd: Mr. Cavener. Cavener: Suggestion. Appreciate the feedback from staff and discussion amongst us tonight. We are up against a fairly lengthy meeting that's going to start here in four or five minutes. Is it prudent to continue this item either to our agenda later on tonight or to next week? Curious what the body's thoughts are. I would like to marinate on the -- on the three year proposal. Something initially I'm not supportive of, but I appreciate your feedback, Keith, and I want to think on that. Not seeing any reservations or hesitation -- Caleb, if we continue this for another week it's not going to put anything -- okay. Madam Mayor, I move that we continue Item 5-G to next Tuesday. Milam: Second. De Weerd: I have a motion and a second to continue this until next week. All those in favor say aye. Any opposed? Okay. MOTION CARRIED: ALL AYES. Item 6: Executive Session per Idaho Code 74-206(1)(f) to communicate with legal counsel for the public agency to discuss the legal ramifications of and legal options for pending litigation, or controversies not yet being litigated but imminently likely to be litigated De Weerd: We don't have time for Item No. 6, so we will move that -- I believe it was already on our next agenda, so we will just put that on the end of our regular City Council meeting. So, with that said I would entertain a motion to adjourn our work session. Borton: Madam Mayor? De Weerd: Mr. Borton. Borton: Move we adjourn. Meridian City Council Meeting Agenda December 10, 2019 – Page 33 of 261 Meridian City Council Work Session November 26, 2019 Page 31 of 31 Milam: Second. De Weerd: I have a motion and a second to adjourn. All those in favor say aye. All ayes. MOTION CARRIED: ALLAYES. MEETING ADJOURNED AT 5:57 P.M. (AUDIO RECORDING ON FILE OF THESE PROCEEDINGS) MAYbR-TAKYY DE WEERD _DteoAu� ATE APPROVED W �s r r 's 0 ('iiv of C I JO OIN----QTY CLER IDAHO SEAL orthe TRE �.. EIDIAN?DAHO- CITY COUNCIL WORK SESSION AGENDA November 26, 2019 Agenda Item Number: 3 A Item Title: Approve Minutes of November 12, 2019 City Council Work Session Meeting Notes: I TEM SHEET C ouncil Agenda I tem - 3.A . Presenter: Estimated Time f or P resentation: 0 Title of I tem - Approve M inutes of November 12, 2019 City Council Work S ession AT TAC HM E NT S: Description Type Upload D ate Meeting Minutes Minutes 11/18/2019 Meridian City Council Meeting Agenda November 26, 2019 – Page 3 of 352 Meridian City Council Work Session November 12, 2019 Page 17 of 17 being litigated but imminently likely to be litigated De Weerd: Thank you. Item 7 is Executive Session. Borton: Madam Mayor? De Weerd: Mr. Borton. Borton: I move we go into Executive Session pursuant to Idaho State Code 74-206(1)(f). Cavener: Second. De Weerd: I have a motion and a second to adjourn into Executive Session. Mr. Clerk, will you call roll. Roll call: Borton, yea; Milam, yea; Cavener, yea; Palmer, yea; Little Roberts, yea; Bernt, yea. De Weerd: All ayes. MOTION CARRIED: ALLAYES. EXECUTIVE SESSION: (5:20 p.m. to 6:02 p.m.) De Weerd: Council, I would entertain a motion to come out of Executive Session in our work session. Cavener: Madam Mayor, I move that we come out of our Executive Session and adjourn our work session. Milam: Second. De Weerd: I have a motion and a second to come out of Executive Session, as well as to adjourn our work session. All those in favor say aye. Okay. All ayes. MOTION CARRIED: FIVE AYES. ONE ABSENT, MEETING ADJOURNED AT 6:02 P.M. (AUDIO RECORDING ON FILE OF THESE PROCEEDINGS) MAYOR T DE WE ._aP�EOA� . DATE APPROVED ATT E � 0 ,,101yur (�1/rE IDIZ IAN? - CITY COUNCIL WORK SESSION AGENDA November 26, 2019 Agenda Item Number: 3 B Item Title: Approve Minutes of November 12, 2019 City Council Regular Meeting Meeting Notes: a I TEM SHEET C ouncil Agenda I tem - 3.B . Presenter: Estimated Time f or P resentation: 0 Title of I tem - Approve M inutes of November 12, 2019 City Council Regular M eeting AT TAC HM E NT S: Description Type Upload D ate Meeting Minutes Minutes 11/18/2019 Meridian City Council Meeting Agenda November 26, 2019 – Page 21 of 352 Meridian City Council November 12, 2019 Page 74 of 74 MEETING ADJOURNED AT 10:14 P.M. (AUDIO RECORDING ON FILE OF THESE PROCEEDINGS) 11 / 2 — MAY TA Y DE WEERD OAucUsr DATE APPROVED ATTES W =o " IDIAN�-- CHR J S - CITY C K IDAHO SEAL �JFR or me TRF EIDIAN+=- �J CITY COUNCIL WORK SESSION AGENDA November 26, 2019 Agenda Item Number: 3 C Item Title: Findings of Fact, Conclusions of Law for Inglewood Place Subdivision (H-2019-0090) By The Pointe at Meridian, LLC. Located at 3250 E. Victory Road Meeting Notes: I TEM SHEET C ouncil Agenda I tem - 3.C. Presenter: Estimated Time f or P resentation: 0 Title of I tem - F indings of F act, C onclusions of L aw for Inglewood P lace S ubdivision (H-2019- 0090) by T he P ointe at M eridian, L L C, located at 3250 E. Victory Rd. AT TAC HM E NT S: Description Type Upload D ate F indings Findings/Orders 11/19/2019 E xhibit A Findings/Orders 11/19/2019 Meridian City Council Meeting Agenda November 26, 2019 – Page 96 of 352 CITY OF MERIDIAN FINDINGS OF FACT, CONCLUSIONS OF LAW AND DECISION & ORDER FILE NO(S). H-2019-0099 - 1 - CITY OF MERIDIAN FINDINGS OF FACT, CONCLUSIONS OF LAW AND DECISION & ORDER In the Matter of the Request for Annexation of 10.29 Acres of land with the C-C (3.76 Acres) and R-15 (6.53 Acres) Zoning Districts; Preliminary Plat Consisting of Eight (8) Building Lots and One (1) Common Lot on 8.84 Acres of Land in the C-C and R-15 Zoning Districts; and Conditional Use Permit for a “Nursing or Residential Care Facility” Consisting of 86 Dwelling Units on 3.48 Acres of Land in the R-15 Zoning District, by James Petersen, The Pointe at Meridian, LLC. Case No(s). H-2019-0090 For the City Council Hearing Date of: November 12, 2019 (Findings on November 26, 2019) A. Findings of Fact 1. Hearing Facts (see attached Staff Report for the hearing date of November 12, 2019, incorporated by reference) 2. Process Facts (see attached Staff Report for the hearing date of November 12, 2019, incorporated by reference) 3. Application and Property Facts (see attached Staff Report for the hearing date of November 12, 2019, incorporated by reference) 4. Required Findings per the Unified Development Code (see attached Staff Report for the hearing date of November 12, 2019, incorporated by reference) B. Conclusions of Law 1. The City of Meridian shall exercise the powers conferred upon it by the “Local Land Use Planning Act of 1975,” codified at Chapter 65, Title 67, Idaho Code (I.C. §67-6503). 2. The Meridian City Council takes judicial notice of its Unified Development Code codified at Title 11 Meridian City Code, and all current zoning maps thereof. The City of Meridian has, by ordinance, established the Impact Area and the Amended Comprehensive Plan of the City of Meridian, which was adopted April 19, 2011, Resolution No. 11-784 and Maps. 3. The conditions shall be reviewable by the City Council pursuant to Meridian City Code § 11-5A. 4. Due consideration has been given to the comment(s) received from the governmental subdivisions providing services in the City of Meridian planning jurisdiction. 5. It is found public facilities and services required by the proposed development will not impose expense upon the public if the attached conditions of approval are imposed. 6. That the City has granted an order of approval in accordance with this Decision, which shall be signed by the Mayor and City Clerk and then a copy served by the Clerk upon the applicant, the Community Development Department, the Public Works Department and any affected party requesting notice. Meridian City Council Meeting Agenda November 26, 2019 – Page 97 of 352 CITY OF MERIDIAN FINDINGS OF FACT, CONCLUSIONS OF LAW AND DECISION & ORDER FILE NO(S). H-2019-0099 - 2 - 7. That this approval is subject to the Conditions of Approval all in the attached Staff Report for the hearing date of November 12, 2019, incorporated by reference. The conditions are concluded to be reasonable and the applicant shall meet such requirements as a condition of approval of the application. C. Decision and Order Pursuant to the City Council’s authority as provided in Meridian City Code § 11-5A and based upon the above and foregoing Findings of Fact which are herein adopted, it is hereby ordered that: 1. The applicant’s request for annexation and zoning, preliminary plat and conditional use permit is hereby approved per the conditions of approval in the Staff Report for the hearing date of November 12, 2019, attached as Exhibit A, with the requirement of a Development Agreement. D. Notice of Applicable Time Limits Notice of Preliminary Plat Duration Please take notice that approval of a preliminary plat, combined preliminary and final plat, or short plat shall become null and void if the applicant fails to obtain the city engineer’s signature on the final plat within two (2) years of the approval of the preliminary plat or the combined preliminary and final plat or short plat (UDC 11-6B-7A). In the event that the development of the preliminary plat is made in successive phases in an orderly and reasonable manner, and conforms substantially to the approved preliminary plat, such segments, if submitted within successive intervals of two (2) years, may be considered for final approval without resubmission for preliminary plat approval (UDC 11-6B-7B). Upon written request and filed by the applicant prior to the termination of the period in accord with 11-6B-7.A, the Director may authorize a single extension of time to obtain the City Engineer’s signature on the final plat not to exceed two (2) years. Additional time extensions up to two (2) years as determined and approved by the City Council may be granted. With all extensions, the Director or City Council may require the preliminary plat, combined preliminary and final plat or short plat to comply with the current provisions of Meridian City Code Title 11. If the above timetable is not met and the applicant does not receive a time extension, the property shall be required to go through the platting procedure again (UDC 11- 6B-7C). Notice of Conditional Use Permit Duration Please take notice that the conditional use permit, when granted, shall be valid for a maximum period of two (2) years unless otherwise approved by the City. During this time, the applicant shall commence the use as permitted in accord with the conditions of approval, satisfy the requirements set forth in the conditions of approval, and acquire building permits and commence construction of permanent footings or structures on or in the ground. For conditional use permits that also require platting, the final plat must be signed by the City Engineer within this two (2) year period. Upon written request and filed by the applicant prior to the termination of the period in accord with 11-5B-6.G.1, the Director may authorize a single extension of the time to commence the Meridian City Council Meeting Agenda November 26, 2019 – Page 98 of 352 CITY OF MERIDIAN FINDINGS OF FACT, CONCLUSIONS OF LAW AND DECISION & ORDER FILE NO(S). H-2019-0099 - 3 - use not to exceed one (1) two (2) year period. Additional time extensions up to two (2) years as determined and approved by the City Council may be granted. With all extensions, the Director or City Council may require the conditional use comply with the current provisions of Meridian City Code Title 11(UDC 11-5B-6F). Notice of Development Agreement Duration The city and/or an applicant may request a development agreement or a modification to a development agreement consistent with Idaho Code section 67-6511A. The development agreement may be initiated by the city or applicant as part of a request for annexation and/or rezone at any time prior to the adoption of findings for such request. A development agreement may be modified by the city or an affected party of the development agreement. Decision on the development agreement modification is made by the city council in accord with this chapter. When approved, said development agreement shall be signed by the property owner(s) and returned to the city within six (6) months of the city council granting the modification. A modification to the development agreement may be initiated prior to signature of the agreement by all parties and/or may be requested to extend the time allowed for the agreement to be signed and returned to the city if filed prior to the end of the six (6) month approval period. E. Notice of Final Action and Right to Regulatory Takings Analysis 1. The Applicant is hereby notified that pursuant to Idaho Code 67-8003, denial of a development application entitles the Owner to request a regulatory taking analysis. Such request must be in writing, and must be filed with the City Clerk not more than twenty-eight (28) days after the final decision concerning the matter at issue. A request for a regulatory takings analysis will toll the time period within which a Petition for Judicial Review may be filed. 2. Please take notice that this is a final action of the governing body of the City of Meridian. When applicable and pursuant to Idaho Code § 67-6521, any affected person being a person who has an interest in real property which may be adversely affected by the final action of the governing board may within twenty-eight (28) days after the date of this decision and order seek a judicial review as provided by Chapter 52, Title 67, Idaho Code. F. Attached: Staff Report for the hearing date of November 12, 2019 Meridian City Council Meeting Agenda November 26, 2019 – Page 99 of 352 By action of the City Council at its regular meeting held on the 2t�" day of NbyembP.r 2019. COUNCIL PRESIDENT JOE BORTON VOTED \ COUNCIL VICE PRESIDENT LUKE CAVENER VOTED ki COUNCIL MEMBER ANNE LITTLE ROBERTS VOTED COUNCIL MEMBER TY PALMER VOTED COUNCIL MEMBER TREG BERNT VOTED! COUNCIL MEMBER GENESIS MILAM VOTED �� P MAYOR TAMMY de WEERD VOTED (TIE BREAKER) Mayor Tam e Weerd Attest: Qo�PSE� AUGUST' \ � w0tv of ro 0 SEAL Copy served upon Applicant, Community Development Department, Public Works Department and City Attorney. By: Dated: City Clerk's Office CITY OF MERIDIAN FINDINGS OF FACT, CONCLUSIONS OF LAW AND DECISION & ORDER FILE NO(S). H -2019-Q999 0pCQ(3 - 4 - EXHIBIT A Page 1 HEARING DATE: November 12, 2019 TO: Mayor & City Council FROM: Sonya Allen, Associate Planner 208-884-5533 Bruce Freckleton, Development Services Manager 208-887-2211 SUBJECT: H-2019-0099 Inglewood Place Subdivision LOCATION: 3250 E. Victory Rd on the NE corner of S. Eagle Rd. and E. Victory Rd., in the SW ¼ of Section 21, Township 3N., Range 1E. I. PROJECT DESCRIPTION Annexation and zoning of 10.29 acres of land with C-C (3.76 acres) an R-15 (6.53 acres) zoning districts; preliminary plat consisting of 8 building lots and 1 common lot on 8.84 acres of land; conditional use permit for a multi-family development consisting of 14 dwelling units on 1.91 acres of land in the R-15 zoning district; and, conditional use permit for a “nursing or residential care facility” consisting of 86 dwelling units on 3.48 acres of land in the R-15 zoning district. II. SUMMARY OF REPORT A. Project Summary STAFF REPORT COMMUNITY DEVELOPMENT DEPARTMENT Description Details Page Acreage 10.29 Future Land Use Designation MU-C Existing Land Use Single-family residential/agricultural Proposed Land Use(s) Mixed-use professional office, retail, nursing/residential care facility, and multi-family residential Current Zoning RUT in Ada County Proposed Zoning R-15 and C-C Lots (# and type; bldg/common) 8 building; 1 common Phasing plan (# of phases) 2 (1st phase residential; 2nd phase commercial) Number of Residential Units (type of units) 100 units (86 in residential care facility and 14 duplex style multi-family units) Meridian City Council Meeting Agenda November 26, 2019 – Page 101 of 352 Page 2 B. Community Metrics Density (gross & net) 24 units/acre in nursing/residential care facility and 6.5 units/acre in multi-family portion (gross); 45 units/acre in nursing/residential care facility and 12.5 units/acre in multi- family portion (net) Open Space (acres, total [%] / buffer / qualified) Open space is only required for the multi-family development – a total of 0.30 of an acres is provided in excess of UDC req. Amenities Clubhouse, fitness center, plaza, gazebo Physical Features (waterways, hazards, flood plain, hillside) McDonald Lateral crosses the southwest corner of the site within a 41’ wide easement Neighborhood meeting date; # of attendees: January 3, 2019 (20 attendees) and July 16, 2019 (8 attendees) History (previous approvals) ROS #8196, 9059, 10764 Description Details Page Ada County Highway District  Staff report (yes/no) Not yet  Requires ACHD Commission Action (yes/no) No Fire Service  Distance to Fire Station 0.5 mile from Fire Station #4  Fire Response Time 1 minute under ideal conditions; can meet the response time goals  Resource Reliability 81% from Fire Station #4 – does not meet the target goal of 85% or greater  Risk Identification Risk factor of 4 – current resources would not be adequate to supply service to this project (see comments in Section VIII.C)  Accessibility Project does not meet all required access, road widths and turnarounds; roadways needs to be 26’ wide for ladder truck access  Special/resource needs An aerial device is required; the closest truck company is 8 minutes travel time (under ideal conditions) – Fire Dept. can meet this need in the required timeframe.  Water Supply Requires 2,000 gallons per minute for 2 hours  Other Resources NA Police Service  Distance to Police Station 3 miles  Police Response Time 4 minutes  Calls for Service For time period of 7/1/2018-6/30/2019: 607 calls within a mile of site  Accessibility No issues with the proposed access  Specialty/resource needs No additional resources are needed at this time; the PD already services the area  Crimes 84  Crashes 33 Wastewater Meridian City Council Meeting Agenda November 26, 2019 – Page 102 of 352 Page 3 C. Project Maps  Distance to Sewer Services 0 feet  Sewer Shed Five Mile Trunkshed  Estimated Project Sewer ERU’s See application  WRRF Declining Balance 13.7  Project Consistent with WW Master Plan/Facility Plan Yes  Impacts/Concerns Flows Commitments have been added to the Declining Balance Water  Distance to Water Services 0 feet  Pressure Zone 4  Estimated Project Water ERU’s See application  Water Quality Concerns None  Project Consistent with Water Master Plan Yes  Impacts/Concerns Extend water easement to north property line at northwest portion of property to facilitate potential future connection. Water main connection to Eagle Rd. will be required with 1st phase Future Land Use Map Aerial Map Meridian City Council Meeting Agenda November 26, 2019 – Page 103 of 352 Page 4 III. APPLICANT INFORMATION A. Applicant/Owner: James Petersen – The Pointe at Meridian, LLC – 4859 S. 190 W., Salt Lake City, UT 84107 B. Representative: Jacob Shirley – Think AEC – 5151 S. 900 E., Salt Lake City, UT 84117 IV. NOTICING Planning & Zoning Posting Date City Council Posting Date Newspaper Notification 9/13/2019 10/25/2019 Radius notification mailed to properties within 300 feet 9/17/2019 10/22/2019 Public hearing notice sign posted on site 9/18/2019 10/29/2019 Nextdoor posting 9/17/2019 10/22/2019 V. STAFF ANALYSIS A. ANNEXATION & ZONING The Applicant requests annexation and zoning of 10.29 acres of land with R-15 (6.53 acres) and C-C (3.76 acres) zoning districts consistent with the MU-C (Mixed Use – Community) Future Land Use Map (FLUM) designation in the Comprehensive Plan. A conceptual site plan and Zoning Map Planned Development Map Meridian City Council Meeting Agenda November 26, 2019 – Page 104 of 352 Page 5 building elevations were submitted for the development showing how the property is planned to develop, included in Section VII. Proposed Use: The Applicant proposes to develop the site with a mix of uses including nursing/residential care facility, age restricted (55+) multi-family residential, office and commercial retail uses. Independent living (14 units) is proposed on the east side of the site [i.e. multi-family (duplex style single-level units on one parcel)]; a 3-story nursing/residential care facility is proposed in the center of the site consisting of independent living (46 units), assisted living (30 units) and memory care (10 units); a 12,300 square foot (s.f.) 3-story office is proposed on the west side of the senior living facility; and retail commercial uses are conceptually proposed on 3 pads along the west side of the site adjacent to S. Eagle Rd. – the applicant is requesting flexibility for the ultimate layout of this portion of the development. The Allowed Uses table in UDC Table 11-2A-2 for the R-15 zoning district lists nursing or residential care facilities as a conditional use subject to the specific use standards of UDC 11-4-3- 29; and multi-family developments as a conditional use subject to the specific use standards listed in UDC 11-4-3-27. Compliance with the dimensional standards listed in UDC Table 11-2A-7 for the R-15 district is required, including but not limited to the maximum building height of 40 feet. The Allowed Uses table in UDC Table 11-2B-2 for the C-C zoning district lists professional services (offices) and retail uses as principal permitted uses. Compliance with the dimensional standards listed in UDC 11-2B-3 for the C-C district is required, including but not limited to the maximum building height of 50 feet. Comprehensive Plan (https://www.meridiancity.org/compplan): This property is designated MU-C (Mixed Use – Community) on the Future Land Use Map. The MU-C designation allocates areas where community-servicing uses and dwellings are seamlessly integrated into the urban fabric. The intent is to integrate a variety of uses, including residential, and to avoid mainly single-use and strip commercial type buildings. Non-residential buildings in these areas have a tendency to be larger than in MU-N (Mixed-Use Neighborhood) designated areas but not as large as in MU-R (Mixed Use – Regional) designated areas. Goods and services in these areas tend to be of the variety that people will mainly travel by car to but also walk or bike to (up to 3 or 4 miles). Employment opportunities for those living in and around the neighborhood are encouraged. The proposed development meets many of the goals of Mixed- use Community designation. Please see the following analysis for which specific goals are met and which are deficient. The proposed land uses and residential densities are consistent with those desired in MU-C designated areas. Transportation: Access to the site is proposed via one (1) driveway access from S. Eagle Rd., an arterial street, which ACHD is restricting to right-in/right-out; and one (1) full-access local public street (S. Titanium Ave.) from E. Victory Rd. Internal driveways are proposed for internal access within the site. The new local street (S. Titanium Ave.) is proposed to extend to the north boundary of the site for future extension and interconnectivity when the property to the north redevelops. Comprehensive Plan Policies (https://www.meridiancity.org/compplan): Goals, Objectives, & Action Items: Staff finds the following Comprehensive Plan policies to be applicable to this application and apply to the proposed use of this property (staff analysis in italics): Meridian City Council Meeting Agenda November 26, 2019 – Page 105 of 352 Page 6  “Provide for a wide diversity of housing types (single-family, modular, mobile homes and multi-family arrangements) and choices between ownership and rental dwelling units for all income groups in a variety of locations suitable for residential development.” (3.07.03B) The mix of housing options proposed to be provided on this site will contribute to the variety of housing types available in the City for its senior residents.  “Provide housing options close to employment and shopping centers.” (3.07.02D) The proposed development will provide housing options for seniors in close proximity to office and commercial uses planned to develop on the western portion of the site.  “Require open space areas within all development.” (6.01.01A) An open space exhibit is included in Section VII that complies with the minimum UDC standards listed in UDC 11-3G-3 and 11-4-3-27.  “Permit new development only where urban services can be reasonably provided at the time of final approval and development is contiguous to the City.” (3.01.01F) The proposed development is contiguous to the City and urban services can be provided to this development.  “Restrict private curb cuts and access points on collectors and arterial streets.” (3.06.02D) One (1) access is proposed via E. Victory Rd. and one (1) access is proposed via S. Eagle Rd. Staff is of the opinion the proposed accesses shown in Section VII are acceptable unless otherwise restricted by the City Council and/or ACHD.  “Require pedestrian access connectors in all new development to link subdivisions together to promote neighborhood connectivity as part of a community pathway system.” (3.03.03B) Pedestrian walkways are proposed throughout the development between the residential and commercial uses; and along E. Victory Rd. and S. Eagle Rd. for access to existing and future developments in the vicinity.  “Work with transportation agencies and private property owners to preserve transportation corridors, future transit routes and infrastructure, road and highway extensions, and to facilitate access management planning.” (3.01.01J) The Applicant has been working with ACHD on the proposed access points to the roadway network. In reviewing development applications, the following items will be considered in all Mixed Use areas, per the Comprehensive Plan (pgs. 23-24): (Staff’s analysis in italics) • “Residential densities should be a minimum of six dwellings/acre.” The residential gross densities for the nursing/residential care facility and multi-family portion exceed the minimum desired at 24 units per acre and 6.5 units per acre respectively. • “Where feasible, higher density and/or multi-family residential development will be encouraged, especially for projects with the potential to serve as employment destination centers and when the project is adjacent to US 20/26, SH-55, SH-16 or SH-69.” This project is adjacent to two (2) main arterial roadways – E. Victory Rd. and S. Eagle Rd. The proposed development does include multi-family and assisted living components, which will provide for the density desired in close proximity to employment. However, because this development is not being marketed to residents that are still active in the labor force, residents will most likely not be working in the nearby employment centers. • “A conceptual site plan for the entire mixed-use area should be included in the application.” A conceptual development plan was submitted for the proposed mixed use development, included in Section VII.C. Meridian City Council Meeting Agenda November 26, 2019 – Page 106 of 352 Page 7 • “In developments where multiple commercial and/or office buildings are proposed (not residential), the buildings should be arranged to create some form of common, usable area, such as a plaza or green space.” Green space is proposed within the residential portion of the development. A common usable area should also be provided in the commercial/office area as envisioned away from adjacent arterial streets. • “The site plan should depict a transitional use and/or landscaped buffering between commercial and existing low- or medium-density residential development.” The proposed plan depicts single-level residential homes (duplex style) along the east boundary adjacent to existing single-family homes. A landscape buffer and 6-foot vinyl fence is proposed along the northern boundary of the site as a buffer to the existing rural residential property to the north. • “A mixed-use project should include at least three types of land uses [i.e. commercial (includes retail, restaurants, etc.), office, residential, civic (includes public open space, parks, entertainment venues, etc.), and industrial]. Exceptions may be granted for smaller sites on a case-by-case basis.” The proposed development will at a minimum include a mix of commercial retail, office, and residential uses as desired. • “Community-serving facilities such as hospitals, churches, schools, parks, daycares, civic buildings, or public safety facilities are expected in larger mixed-use developments.” The proposed nursing/residential care facility will provide healthcare services to the elderly residents of the facility. At 8.84 acres, staff does not consider this development to be a large scale mixed-use development. • “Supportive and proportional public and/or quasi-public spaces and places including but not limited to parks, plazas, outdoor gathering areas, open space, libraries, and schools are expected; outdoor seating areas at restaurants do not count.” The proposed concept plan in Section VII.C does not depict any public and/or quasi-public spaces and places in the commercial portion of the site; the common area proposed in the residential portion of the development is solely for the residential use and does not satisfy this requirement. These types of public spaces should be included in the commercial (C-C zoned) area when it develops. • “All mixed-use projects should be directly accessible to neighborhoods within the section by both vehicles and pedestrians.” The proposed development will be directly accessible to the mixed use designated property to the north when it redevelops via a public street connection stubbing to that property (S. Titanium Ave.). There is also an existing public stub street (E. Publisher St.) at the east boundary of the property to the north (2960 S. Eagle Rd.) which will be extended with development of that property and will provide vehicular and pedestrian interconnectivity with the residential neighborhood (Sutherland Farm Subdivision) to the east. Currently, the only interconnectivity that can be provided is via the pedestrian sidewalk along the frontage of the site adjacent to S. Eagle Rd. and E. Victory Rd. • “Street sections consistent with the Ada County Highway District Master Street Map are required within the Unified Development Code.” The Master Street Map does not depict any streets across this property. • “Because of the existing small lots within Old Town, development is not subject to the Mixed-Use standards listed herein.” The proposed development is not within Old Town; therefore, this provision is not applicable. Meridian City Council Meeting Agenda November 26, 2019 – Page 107 of 352 Page 8 In reviewing development applications, the following items will be considered in MU-C areas, per the Comprehensive Plan (pgs. 33-34):  “All developments should have a mix of at least three land use types.” The proposed development contains a mix of uses as required (i.e. commercial/retail, office, and residential).  “Developments should comply with the general guidelines for development in all Mixed Use areas.” See analysis above.  “Residential uses should comprise a minimum of 20% of the development area at densities ranging from 6 to 15 units/acre.” Residential uses comprise more than 20% of the development area at a gross density of 24 units per acre for the nursing/residential care facility and 6.5 units per acre for the independent living portion.  “Non-residential buildings should be proportional to and blend in with adjacent residential buildings.” The proposed 3-story office building will be proportional to the adjacent 3-story nursing/residential care facility to the east. Design elements and construction materials of the non-residential buildings should be consistent with those in the residential portion of the development.  “Vertically integrated structures are encouraged.” No vertically integrated structures are proposed.  “Unless a structure contains a mix of both residential and office, or residential and commercial land uses, a maximum building size should be limited to a 30,000 square-foot building footprint.” The largest building proposed on the site is the nursing/residential care facility which has a building footprint of 18,394 square-feet.  “Supportive and proportional public and/or quasi-public spaces and places including but not limited to parks, plazas, outdoor gathering areas, open space, libraries, and schools that comprise a minimum of 5% of the development area are required. Outdoor seating areas at restaurants do not count towards this requirement.” These types of spaces and places should be provided.  Where the development proposes public and quasi-public uses to support the development above the minimum 5%, the developer may be eligible for additional residential densities and/or an increase to the maximum building footprint.” Not applicable Zoning: Based on the analysis above, Staff is of the opinion the requested annexation with the R-15 and C-C zoning districts and proposed development is generally consistent with the MU-C FLUM designation for this site. The proposed annexation area is contiguous to City annexed property and is within the Area of City Impact Boundary. A legal description and exhibit map for the annexation area is included in Section VII.A as well as individual legal descriptions and a map for each of the zoning districts proposed. The City may require a development agreement (DA) in conjunction with an annexation pursuant to Idaho Code section 67-6511A. In order to ensure the site develops as proposed with this Meridian City Council Meeting Agenda November 26, 2019 – Page 108 of 352 Page 9 application, staff recommends a DA as a provision of annexation with the provisions included in Section VIII. B. PRELIMINARY PLAT The proposed preliminary plat consists of eight (8) building lots and one (1) common lot on 8.84 acres of land in the proposed R-15 and C-C zoning districts for Inglewood Place Subdivision. The plat is proposed to develop in two phases as shown in Section VII.B as follows: Phase 1 will include an 80K square foot nursing/residential care facility and 14 multi-family units (duplex style); Phase 2 will include a mix of retail, professional service/office uses. The Applicant requests allowance for one (1) building permit to be issued for the senior living facility on Lot 1, Block 2 prior to subdivision of the property. Because there are four (4) existing parcels, Staff is amenable to the request but recommends the property is subdivided prior to issuance of any additional building permits. Existing Structures/Site Improvements: There are several existing structures on this site that are required to be removed prior to signature on the final plat for the phase in which they are located. Dimensional Standards (UDC 11-2): The proposed plat and subsequent development is required to comply with the minimum dimensional standards listed in UDC Table 11-2A-7 for the R-15 district and Table 11-2B-3 for the C-C district. Access (UDC 11-3A-3): One access is proposed via S. Eagle Rd., an arterial street, which ACHD is restricting to right- in/right-out. Staff recommends this access is only allowed on a temporary basis until such time as the property to the north redevelops and an access driveway can be constructed in alignment with E. Moon Dipper St. on the west side of Eagle Rd. At such time, the driveway access shall be removed and the landscape buffer along Eagle Rd. extended. Additionally, an access easement shall be provided to the property to the north and a driveway extended to the northern property boundary for future interconnectivity and access via Eagle Rd. through the property to the north (an access easement will also be required to be provided to this property when the property to the north redevelops). A local public street (E. Titanium Ave.) access is proposed via E. Victory Rd., an arterial street, which will be a full access. The public street is proposed to extend from Victory Rd. to the northern boundary of the site to be extended when the property to the north redevelops for interconnectivity and access. Pathways (UDC 11-3A-8): There are no pathways depicted on the Pathways Master Plan for this property. Sidewalks (UDC 11-3A-17): Sidewalks are required to be constructed adjacent to all public streets as set forth in UDC 11-3A- 17. The UDC requires 5-foot wide detached sidewalks to be constructed along arterial streets (i.e. S. Eagle Rd. and E. Victory Rd.). There is an existing attached sidewalk along Eagle Rd and a portion of Victory Rd. nearest to the intersection. Because the existing sidewalk is in good condition, the Director has waived this requirement allowing the sidewalk to remain and not be reconstructed as a detached sidewalk but the remainder of the sidewalk along Victory Rd. should be constructed as a detached sidewalk as depicted on the landscape plan in Section VII.D. Meridian City Council Meeting Agenda November 26, 2019 – Page 109 of 352 Page 10 Parkways (UDC 11-3A-17): Parkways are required to be constructed and landscaped per the standards listed in UDC 11 -3A- 17E. A parkway is proposed along E. Victory Rd. where there is not an existing sidewalk in accord with UDC standards. Landscaping (UDC 11-3B): Street buffer landscaping is required to be provided as set forth in UDC Table 11-2B-3 for the C- C district and 11-2A-7 for the R-15 district and planted in accord with the standards listed in UDC 11-3B-7C. A 25-foot wide street buffer is required along S. Eagle Rd. and E. Victory Rd., both arterial streets, measured from the back of sidewalk where attached sidewalks are located and from the back of curb where detached sidewalks are required. Plans submitted with the final plat application and Certificate of Zoning Compliance applications shall comply with this requirement. Street buffers in residential districts are required to be placed in a common lot and maintained by the Homeowner’s Association; street buffers in commercial districts are required to be placed in a common lot or a permanent dedicated buffer maintained by the property owner of business owner’s association per UDC 11-3B-7C.2. The plat should be revised accordingly. A 25-foot wide landscape buffer to adjoining residential uses is required on the C-C zoned portion of the site along the northern boundary, landscaped per the standards listed in UDC 11-3B-9C, unless a reduced buffer width is requested and modified by City Council at a public hearing with notice to surrounding property owners. The existing 15-foot wide ingress-egress easement should be depicted along the northern boundary of the site; no permanent structures or trees/shrubs should be planted within this easement. Qualified Open Space & Site Amenities (UDC 11-3G): Because the residential (R-15 zoned) portion of the site is under 5 acres in size, the qualified open space and site amenity standards listed in UDC 11-3G-3 do not apply. However, the open space & site amenity standards listed in UDC 11-4-3-27 for multi-family developments do apply (see analysis below). Fencing (UDC 11-3A-6, 11-3A-7): All fencing constructed on the site is required to comply with the standards listed in UDC 11-3A- 7. A 6-foot tall solid vinyl fence is proposed along the north boundary of the site in accord with UDC standards. Existing Easement: There is an existing 15-foot wide ingress/egress easement (Inst. #7907119) that runs along the northern boundary of this site that benefits the adjacent property to the north as depicted on the plat. Waterways (UDC 11-3A-6): The McDonald Lateral crosses the southwest corner of this site and is proposed to be piped in accord with the standards listed in UDC 11-3A-6B.3. Utilities (UDC 11-3A-21): Connection to City water and sewer services is proposed in accord with UDC 11-3A-21. Street lighting is required to be installed in accord with the City’s adopted standards, specifications and ordinances. See Section VIII.B below for Public Works comments/conditions. Meridian City Council Meeting Agenda November 26, 2019 – Page 110 of 352 Page 11 Pressurized Irrigation System (UDC 11-3A-15): An underground pressurized irrigation (PI) system is required to be provided for each lot within the development as set forth as set forth in UDC 11-3A-15. If a PI pump station is required on the developed property, such station shall be on a lot solely dedicated to that pump station and shall be owned by the entity that owns and maintains the PI system as set forth in UDC 11-3B-6E. Storm Drainage (UDC 11-3A-18): An adequate storm drainage system is required in all developments in accord with the City’s adopted standards, specifications and ordinances. Design and construction shall follow best management practice as adopted by the City as set forth in UDC 11-3A-18. Building Elevations (UDC 11-3A-19 | Architectural Standards Manual): Conceptual building elevations were submitted for the proposed structures on the site as shown in Section VII.F. All structures are required to comply with the design standards listed in the Architectural Standards Manual. Submittal and approval of a Certificate of Zoning Compliance and Design Review applications are required prior to submittal of building permit application(s). The design of the commercial structures should incorporate some of the same or similar design elements and construction materials as those in the residential portion of the development. C. CONDITIONAL USE PERMITS FOR MULTI-FAMILY DEVELOPMENT Specific Use Standards (UDC 11-4-3): The proposed use is subject to the following standards: (Staff’s analysis/comments in italic text) 11-4-3-27: MULTI-FAMILY DEVELOPMENT: Multi-family developments with multiple properties shall be considered as one property for the purpose of implementing the standards set forth in this section. A. Purpose: 1. To create multi-family housing that is safe and convenient and that enhances the quality of life of its residents. 2. To create quality buildings and designs for multi-family development that enhance the visual character of the community. 3. To create building and site design in multi-family development that is sensitive to and well integrated with the surrounding neighborhood. 4. To create open space areas that contribute to the aesthetics of the community, provide an attractive setting for buildings, and provide safe, interesting outdoor spaces for residents. B. Site Design: 1. Buildings shall provide a minimum setback of ten feet (10') unless a greater setback is otherwise required by this title and/or title 10 of this Code. Building setbacks shall take into account windows, entrances, porches and patios, and how they impact adjacent properties. Complies 2. All on-site service areas, outdoor storage areas, waste storage, disposal facilities, and transformer and utility vaults shall be located in an area not visible from a public street, or shall be fully screened from view from a public street. The site plan depicts screened Meridian City Council Meeting Agenda November 26, 2019 – Page 111 of 352 Page 12 trash enclosures; all proposed transformer/utility vaults and other service areas shall comply with this requirement. 3. A minimum of eighty (80) square feet of private, usable open space shall be provided for each unit. This requirement can be satisfied through porches, patios, decks, and/or enclosed yards. Landscaping, entryway and other access ways shall not count toward this requirement. In circumstances where strict adherence to such standard would create inconsistency with the purpose statements of this section, the Director may consider an alternative design proposal through the alternative compliance provisions as set forth in section 11-5B-5 of this title. The submitted site plan and elevations depict each unit with a private patio however they appear to be below the minimum 80 square feet; the plans should be revised to comply with this standard. 4. For the purposes of this section, vehicular circulation areas, parking areas, and private usable open space shall not be considered common open space. These areas were not included in the common open space calculations for the site. 5. No recreational vehicles, snowmobiles, boats or other personal recreation vehicles shall be stored on the site unless provided for in a separate, designated and screened area. 6. The parking shall meet the requirements set forth in chapter 3, "Regulations Applying to All Districts", of this title. 7. Developments with twenty (20) units or more shall provide the following: a. A property management office. b. A maintenance storage area. c. A central mailbox location, including provisions for parcel mail, that provide safe pedestrian and/or vehicular access. d. A directory and map of the development at an entrance or convenient location for those entering the development. (Ord. 18-1773, 4-24-2018) This development consists of 14 units so these standards do not apply. C. Common Open Space Design Requirements: 1. A minimum area of outdoor common open space shall be provided as follows: a. One hundred fifty (150) square feet for each unit containing five hundred (500) or less square feet of living area. Not applicable b. Two hundred fifty (250) square feet for each unit containing more than five hundred (500) square feet and up to one thousand two hundred (1,200) square feet of living area. Seven (7) units are between 500 and 1,200 s.f.; therefore, a total of 1,750 s.f. (or 0.04 acres) of common open space is required for these units. c. Three hundred fifty (350) square feet for each unit containing more than one thousand two hundred (1,200) square feet of living area. Seven (7) units contain more than 1,200 s.f.; therefore, 2,450 s.f. (or 0.06 of an acre) of common open space is required for these units. At a minimum, a total of 4,200 s.f. (or 0.10 of an acre) of outdoor common open space is required to be provided in the proposed development. A total of 0.29 of an acre is proposed to be provided in a central common area as shown in Section VII.E, in excess of the minimum standards. Meridian City Council Meeting Agenda November 26, 2019 – Page 112 of 352 Page 13 2. Common open space shall be not less than four hundred (400) square feet in area, and shall have a minimum length and width dimension of twenty feet (20'). The central common open grass area complies with this requirement. 3. In phased developments, common open space shall be provided in each phase of the development consistent with the requirements for the size and number of dwelling units. The multi-family component of this project is proposed to be developed in one (1) phase. 4. Unless otherwise approved through the conditional use process, common open space areas shall not be adjacent to collector or arterial streets unless separated from the street by a berm or constructed barrier at least four feet (4') in height, with breaks in the berm or barrier to allow for pedestrian access. (Ord. 09-1394, 3-3-2009, eff. retroactive to 2-4- 2009) The common open space area is central to the development and not adjacent to any collector or arterial streets. D. Site Development Amenities: 1. All multi-family developments shall provide for quality of life, open space and recreation amenities to meet the particular needs of the residents as follows: a. Quality of life: (1) Clubhouse. (2) Fitness facilities. (3) Enclosed bike storage. (4) Public art such as a statue. b. Open space: (1) Open grassy area of at least fifty by one hundred feet (50 x 100') in size. (2) Community garden. (3) Ponds or water features. (4) Plaza. c. Recreation: (1) Pool. (2) Walking trails. (3) Children's play structures. (4) Sports courts. 2. The number of amenities shall depend on the size of multi-family development as follows: a. For multi-family developments with less than twenty (20) units, two (2) amenities shall be provided from two (2) separate categories. b. For multi-family development between twenty (20) and seventy five (75) units, three (3) amenities shall be provided, with one from each category. c. For multi-family development with seventy five (75) units or more, four (4) amenities shall be provided, with at least one from each category. Meridian City Council Meeting Agenda November 26, 2019 – Page 113 of 352 Page 14 d. For multi-family developments with more than one hundred (100) units, the decision making body shall require additional amenities commensurate to the size of the proposed development. 3. The decision making body shall be authorized to consider other improvements in addition to those provided under this subsection D, provided that these improvements provide a similar level of amenity. (Ord. 05-1170, 8-30-2005, eff. 9-15-2005) Based on 14 proposed units, a minimum of 2 amenities are required; a gazebo and BBQ area are proposed from the open space and quality of life categories in accord with UDC standards. The multi-family portion of this development will also have access to the amenities located in the nursing/residential care facility. E. Landscaping Requirements: 1. Development shall meet the minimum landscaping requirements in accord with chapter 3, "Regulations Applying to All Districts", of this title. 2. All street facing elevations shall have landscaping along their foundation. The foundation landscaping shall meet the following minimum standards: a. The landscaped area shall be at least three feet (3') wide. b. For every three (3) linear feet of foundation, an evergreen shrub having a minimum mature height of twenty four inches (24") shall be planted. c. Ground cover plants shall be planted in the remainder of the landscaped area. The landscape plan shall be revised to comply with these requirements. F. Maintenance and Ownership Responsibilities: All multi-family developments shall record legally binding documents that state the maintenance and ownership responsibilities for the management of the development, including, but not limited to, structures, parking, common areas, and other development features. The Applicant shall comply with this requirement. Parking (UDC 11-3C): Off-street parking is required to be provided for multi-family dwellings based on the number of bedrooms per unit [Multi-family: 1-bedroom requires 1.5 per unit with at least 1 in a covered carport or garage, 2-3 bedroom units require 2 per unit with at least 1 in an a covered carport or garage], as set forth in UDC Table 11-3C-6. Based on (7) 1-bedroom units and (7) 2-3 bedroom units, a minimum of 14 covered carport or garage spaces and 11 uncovered spaces are required. Parking is proposed as follows: 14 garage spaces, 14 driveway (tandem) spaces, and 11 surface parking spaces for a total of 39 spaces in excess of UDC standards. D. CONDITIONAL USE PERMIT FOR NURSING/RESIDENTIAL CARE FACILITY 11-4-3-29: NURSING OR RESIDENTIAL CARE FACILITIES: A. General standards: 1. If the use results in more than ten (10) persons occupying a dwelling at any one time, the applicant or owner shall concurrently apply for a change of occupancy as required by the building code in accord with Title 10 of this code. This standard is not applicable. 2. The owner and/or operator of the facility shall secure and maintain a license from the State of Idaho Department of Health and Welfare, facility standards division. The applicant shall comply with this requirement. B. Additional standards for uses providing care to children and juveniles under the age of 18 Meridian City Council Meeting Agenda November 26, 2019 – Page 114 of 352 Page 15 years: This section is not applicable as care will not be provided to juveniles. 1. All outdoor play areas shall be completely enclosed by a minimum 6-foot non-scalable fence to secure against exit/entry by small children and to screen abutting properties. The fencing material shall meet the swimming pool fence requirements of the building code in accord with Title 10 of this code. 2. Outdoor play equipment over 6-feet high shall not be located in a front yard or within any required yard. 3. Outdoor play areas in residential district or uses adjacent to an existing residence shall not be used after dusk. C. Additional standards for uses providing care to patients who suffer from Alzheimer’s disease, dementia or other similar disability that may cause disorientation: A barrier with a minimum height of 6 feet, along the perimeter of any portion of the site that is accessible to those patients shall be provided. The fencing material shall meet the swimming pool fence requirements of the building code in accord with Title 10 of this code. Staff recommends a detail of the proposed fencing be submitted with the Certificate of Zoning Compliance application that complies with the aforementioned requirement if outdoor recreation areas are proposed for the memory care facility. Parking (UDC 11-3C): Off-street parking is required to be provided for the nursing/residential care facility at a ratio of 0.5 space per bed; based on a total of 86 beds proposed, a minimum of 43 spaces are required. A total of 84 spaces are proposed consisting of 23 garage spaces and 61 surface/uncovered spaces, in excess of UDC standards. VI. DECISION A. Staff: Staff recommends approval of the proposed Annexation & Zoning with the requirement of a Development Agreement, Preliminary Plat, and Conditional Use Permits per the conditions included in Section VIII in accord with the Findings in Section IX. B. The Meridian Planning & Zoning Commission heard these items on October 3, 2019. At the public hearing, the Commission moved to recommend approval of the subject AZ, PP and CUP requests. 1. Summary of Commission public hearing: a. In favor: Jim Petersen, Developer; Jacob Shirley, Think Architects; David Gagliano (property owner to east); Matt Graham, T-O Engineers b. In opposition: None c. Commenting: Jason Attinger (HOA President for Sutherland Farm) d. Written testimony: John & Juanita Sharp; John Carptenter, Applicant’s Representative (in agreement with staff report & recommended change to condition #A.3E) e. Staff presenting application: Sonya Allen; Caleb Hood f. Other Staff commenting on application: None 2. Key issue(s) of public testimony: a. The property owners to the north (Sharp’s) requested their access easement that lies on the northern portion of this site to be free of any curbing and landscaping and that all buildings, berming, and landscaping be set back so as not to interfere with their easement; b. Safety concern pertaining to proposed access via S. Eagle Rd., specifically a left-in from Eagle and traffic backing up while cars are waiting to turn since there is no turn lane; Meridian City Council Meeting Agenda November 26, 2019 – Page 115 of 352 Page 16 c. Mr. Attinger & Mr. Gagliano) would like the Applicant to construct a new fence (possibly vinyl) along the east property boundary to replace the exising fence to avoid double fencing. Developer (Jim Petersen) agreed to work with neighbors on this. 3. Key issue(s) of discussion by Commission: a. Future access to the site from the north via Eagle Rd.; b. Amount of parking needed on the site in relation to how many spaces are proposed (i.e. how many of the residents in the nursing/residential care facility have cars – the Applicant stated not many); c. The lack of a common public/quasi-public space in the commercial portion of the development; d. Concern pertaining to traffic flow through the site, specifically the north/south public street proposed between the cottages and residential care facility; and proposed accesses via Eagle Rd. and Victory Rd. 4. Commission change(s) to Staff recommendation: a. Modification to condition #A.3E in Section VIII to depict the existing access easement along the northern boundary of the site to be free of trees and bushes (grass is allowed) and pedestrian walkwaqys; fencing shouldn’t restrict access to the easement and its purpose; b. Modification to condition #A.1f to remove the portion of the condition that limits the access via Eagle Rd. to temporary; c. Add a new condition requiring the Applicant to work with the adjacent neighbors on a new replacement fence (as agreed upon by the Developer) along the east boundary of the site (see condition #A.3g); d. Add a new condition requiring the Applicant to work with Staff and ACHD to implement traffic calming signage and/or safety measures on the public street entering the site from Victory Rd. to assist with pedestrian safety (see condition #A.15). 5. Outstanding issue(s) for City Council: a. None C. The Meridian City Council heard these items on November 12, 2019. At the public hearing, the Council moved to approve the subject AZ, PP and CUP requests. 1. Summary of the City Council public hearing: a. In favor: Jacob Shirley, Think Architects (Applicant’s Representative); John Carpenter, T-O Engineers; James Petersen (Developer) b. In opposition: None c. Commenting: John Sharp d. Written testimony: Butch Weedon; Monica Ramsey e. Staff presenting application: Sonya Allen f. Other Staff commenting on application: None 2. Key issue(s) of public testimony: a. Mr. Weedon requests no further development is allowed on Eagle Rd. until the gridlock is relieved; b. Ms. Ramsey requests the project is denied due to existing traffic issues in this area that will worsen with the proposed development; and, c. Mr. Sharp needs a clear access maintained within his easement for access to his pump at the east end of his property and a gate for access through the perimeter fence. 3. Key issue(s) of discussion by City Council: a. Access via Eagle Rd.; and, b. Traffic calming on the north/south local street. 4. City Council change(s) to Commission recommendation: Meridian City Council Meeting Agenda November 26, 2019 – Page 116 of 352 Page 17 a. Add requirement for a gate to be installed in the fence along the northern property line for the property owner to the north’s access to his pump (see Section VIII, A.3e). I. EXHIBITS Annexation & Zoning Legal Descriptions and Exhibit it Maps Meridian City Council Meeting Agenda November 26, 2019 – Page 117 of 352 Page 18 Meridian City Council Meeting Agenda November 26, 2019 – Page 118 of 352 Page 19 Meridian City Council Meeting Agenda November 26, 2019 – Page 119 of 352 Page 20 Meridian City Council Meeting Agenda November 26, 2019 – Page 120 of 352 Page 21 Meridian City Council Meeting Agenda November 26, 2019 – Page 121 of 352 Page 22 A. Preliminary Plat (date: 08/27/2019) & Phasing Plan Meridian City Council Meeting Agenda November 26, 2019 – Page 122 of 352 Page 23 Phase 1 Phase 2 Meridian City Council Meeting Agenda November 26, 2019 – Page 123 of 352 Page 24 B. Conceptual Site Plan (date: 10/2/2019) Meridian City Council Meeting Agenda November 26, 2019 – Page 124 of 352 Page 25 REVISED (dated: November 7, 2019) Meridian City Council Meeting Agenda November 26, 2019 – Page 125 of 352 Page 26 C. Landscape Plan (date: 8/27/2019) Meridian City Council Meeting Agenda November 26, 2019 – Page 126 of 352 Page 27 Meridian City Council Meeting Agenda November 26, 2019 – Page 127 of 352 Page 28 Meridian City Council Meeting Agenda November 26, 2019 – Page 128 of 352 Page 29 Meridian City Council Meeting Agenda November 26, 2019 – Page 129 of 352 Page 30 REVISED (dated: 10/30/19) Meridian City Council Meeting Agenda November 26, 2019 – Page 130 of 352 Page 31 Meridian City Council Meeting Agenda November 26, 2019 – Page 131 of 352 Page 32 Meridian City Council Meeting Agenda November 26, 2019 – Page 132 of 352 Page 33 Meridian City Council Meeting Agenda November 26, 2019 – Page 133 of 352 Page 34 Meridian City Council Meeting Agenda November 26, 2019 – Page 134 of 352 Page 35 D. Qualified Open Space Exhibit (date: 08/27/2019) Meridian City Council Meeting Agenda November 26, 2019 – Page 135 of 352 Page 36 REVISED (dated: Oct. 9, 2019) Meridian City Council Meeting Agenda November 26, 2019 – Page 136 of 352 Page 37 E. Conceptual Perspectives & Building Elevations (date: 08/08/2019): Meridian City Council Meeting Agenda November 26, 2019 – Page 137 of 352 Page 38 Meridian City Council Meeting Agenda November 26, 2019 – Page 138 of 352 Page 39 Conceptual Nursing/Residential Care Facility Elevations: Meridian City Council Meeting Agenda November 26, 2019 – Page 139 of 352 Page 40 Meridian City Council Meeting Agenda November 26, 2019 – Page 140 of 352 Page 41 Conceptual Multi-Family (Duplex Style) Elevations: Meridian City Council Meeting Agenda November 26, 2019 – Page 141 of 352 Page 42 Conceptual Office Building Elevations: Meridian City Council Meeting Agenda November 26, 2019 – Page 142 of 352 Page 43 Meridian City Council Meeting Agenda November 26, 2019 – Page 143 of 352 Page 44 Conceptual Retail Building Elevations: Meridian City Council Meeting Agenda November 26, 2019 – Page 144 of 352 Page 45 Meridian City Council Meeting Agenda November 26, 2019 – Page 145 of 352 Page 46 Meridian City Council Meeting Agenda November 26, 2019 – Page 146 of 352 Page 47 Meridian City Council Meeting Agenda November 26, 2019 – Page 147 of 352 Page 48 II. CITY/AGENCY COMMENTS & CONDITIONS A. PLANNING DIVISION 1. A Development Agreement (DA) is required as a provision of annexation of this property. Prior to approval of the annexation ordinance, a DA shall be entered into between the City of Meridian, the property owner(s) at the time of annexation ordinance adoption, and the developer. Currently, a fee of $303.00 shall be paid by the Applicant to the Planning Division prior to commencement of the DA. The DA shall be signed by the property owner and returned to the Planning Division within six (6) months of the City Council granting the annexation. The DA shall, at minimum, incorporate the following provisions: a. Future development of this site shall be generally consistent with the conceptual site plan, conceptual building elevations, preliminary plat, phasing plan, landscape plan, and qualified open space exhibit included in Section VII and the provisions contained herein. b. All multi-family (i.e. duplex style) structures, the nursing/residential care facility, and all commercial/office structures shall comply with the design standards listed in the Architectural Standards Manual. The design of the commercial structures should incorporate some of the same or similar design elements and construction materials as those in the residential portion of the development. An application for Design Review shall be submitted concurrently with the Certificate of Zoning Compliance application and approved prior to submittal of building permit applications. c. Buildings within the commercial (C-C zoned) portion of the development shall be arranged to create some form of common, usable area, such as a plaza or green space as set forth in the Comprehensive Plan for mixed use designated areas (see pg. 23 of the Comprehensive Plan). d. Supportive and proportional public and/or quasi-public spaces and places including but not limited to parks, plazas, outdoor gathering areas, open space, libraries, and schools that comprise a minimum of 5% of the development area shall be provided within the mixed use/commercial portion of the development as set forth in the Comprehensive Plan (outdoor seating areas at restaurants do not count) (see pgs. 24 & 28 of the Comprehensive Plan). e. One (1) building permit is allowed to be issued for the nursing/residential care facility on Lot 1, Block 2 prior to subdivision of the property. f. The driveway access via S. Eagle Rd. is restricted to a right-in/right-out access and is only allowed on a temporary basis until such time as the property to the north redevelops and an access driveway is constructed via S. Eagle Rd. in alignment with E. Moon Dipper St. to the north on the west side of Eagle Rd. At such time, the driveway access on this site via S. Eagle Rd. shall be removed and the street buffer extended in place of the driveway. g. An access easement shall be provided to the property to the north in alignment with the north/south driveway on the east side of the future retail pads depicted on the site plan; a recorded copy of said easement shall be submitted to the Planning Division with the Certificate of Zoning Compliance application for the adjacent development. Meridian City Council Meeting Agenda November 26, 2019 – Page 148 of 352 Page 49 2. The preliminary plat included in Section VII.B, shall be revised as follows: a. Depict common lots for the 25-foot wide street buffers required along E. Victory Rd. on Lot 1, Block 2 and Lot 1, Block 1; street buffers shall be measured from the back of sidewalk where attached sidewalks are located and from the back of curb where detached sidewalks are required. Landscaping on these lots shall be maintained by a homeowner’s association in accord with UDC 11-3B-7C.2a. b. Depict the PI pump station on a lot dedicated solely for itself and owned by the entity that owns and maintains the PI system in accord with UDC 11-3B-6E. c. Include a note on the plat prohibiting direct lot access via S. Eagle Rd. and E. Victory Rd. other than those access points approved with this application. 3. The landscape plan included in Section VII.D shall be revised as follows: a. Depict a 25-foot wide street buffer along S. Eagle Rd. and E. Victory Rd., measured from the back of sidewalk where attached sidewalks are located and from the back of curb where detached sidewalks are required. b. Depict a 25-foot wide landscape buffer to residential uses along the northern boundary of the C-C zoned portion of the site; and landscaping in accord with the standards listed in UDC 11-3B-9C that includes a mix of evergreen and deciduous trees and shrubs that results in a barrier that allows trees to touch at the time of tree maturity. c. For the multi-family (duplex style units) portion of the site, landscaping shall be depicted along the foundations of all street facing elevations as set forth in UDC 11-4-3-27E. d. For the nursing/residential care facility, if an outdoor recreation area is proposed for the memory care portion of the facility, a barrier with a minimum height of 6 feet shall be provided along the perimeter of any portion of the site that is accessible to those patients. The fencing material shall meet the swimming pool fence requirements of the building code in accord with Title 10 of this code. A If applicable, a detail of the proposed fencing shall be submitted with the Certificate of Zoning Compliance application that complies with the aforementioned requirement. e. Depict the existing 15-foot wide ingress-egress easement along the northern boundary of the site free of trees and bushes (grass is allowed) and pedestrian walkways; fencing shall not restrict access to the easement and its purpose – a gate shall be installed in the perimeter fence for access to the pump on the adjacent property to the north. f. Extend the north/south driveway on the east side of the future retail pads depicted on the site plan to the north property boundary for future extension, interconnectivity and access via S. Eagle Rd. g. Depict fencing along the east boundary of the site. Applicant shall work with the adjacent neighbors to the east on a new replacement fence (as agreed upon by the Developer at the Commission hearing). 4. Submit a detail of the proposed BBQ pavilion with the final plat application. 5. Signage for addressing needs to be provided at the public street for the multi-family (duplex style) homes for emergency wayfinding purposes. 6. The multi-family development shall have an ongoing obligation to comply with the specific use standards listed in UDC 11-4-3-27. Meridian City Council Meeting Agenda November 26, 2019 – Page 149 of 352 Page 50 7. For each of the multi-family (i.e. duplex style) units, a minimum of eighty (80) square feet of private, usable open space shall be provided for each unit as set forth in UDC 11-4-3-27B.3. This requirement can be satisfied through porches, patios, decks, and/or enclosed yards. 8. The nursing/residential care facility shall have an ongoing obligation to comply with the specific use standards of UDC 11-4-3-29. 9. The owner and/or operator of the nursing/residential care facility shall secure and maintain a license from the State of Idaho Department of Health and Welfare, facility standards division as set forth in UDC 11-4-3-29A.2. 10. The multi-family development shall record a legally binding document that states the maintenance and ownership responsibilities for the management of the development, including, but not limited to, structures, parking, common areas, and other development features as set forth in UDC 11-4-3-27F. A recorded copy of said document shall be submitted to the Planning Division prior to issuance of the first Certificate of Occupancy for the development. 11. A Certificate of Zoning Compliance and Design Review application(s) is required to be submitted to the Planning Division and approved prior to submittal of building permit applications for all structures within the development. All structures shall comply with the design standards listed in the Architectural Standards Manual. 12. If any drive-through establishments are proposed within the site, compliance with the specific use standards listed in UDC 11-4-3-11 is required. 13. All existing structures on this site are required to be removed prior to signature on the final plat phase in which they are located. 14. All drive aisles adjacent to the 3-story nursing/residential care facility and 3-story office building shall be a minimum of 26 feet in width per Fire Department requirements. 15. The Applicant shall work with Staff and ACHD to implement traffic calming signage and/or safety measures on the public street entering the site from Victory Rd. to assist with pedestrian safety. B. PUBLIC WORKS 1. Site Specific Conditions of Approval 1.1 Extend water easement to north property line at northwest portion of property to facilitate potential future connection. A water main connection to Eagle Rd. is required with the first phase of development. 2. General Conditions of Approval 2.1 Applicant shall coordinate water and sewer main size and routing with the Public Works Department, and execute standard forms of easements for any mains that are required to provide service outside of a public right-of-way. Minimum cover over sewer mains is three feet, if cover from top of pipe to sub-grade is less than three feet than alternate materials shall be used in conformance of City of Meridian Public Works Departments Standard Specifications. 2.2 Per Meridian City Code (MCC), the applicant shall be responsible to install sewer and water mains to and through this development. Applicant may be eligible for a reimbursement agreement for infrastructure enhancement per MCC 8-6-5. Meridian City Council Meeting Agenda November 26, 2019 – Page 150 of 352 Page 51 2.3 The applicant shall provide easement(s) for all public water/sewer mains outside of public right of way (include all water services and hydrants). The easement widths shall be 20-feet wide for a single utility, or 30-feet wide for two. The easements shall not be dedicated via the plat, but rather dedicated outside the plat process using the City of Meridian’s standard forms. The easement shall be graphically depicted on the plat for reference purposes. Submit an executed easement (on the form available from Public Works), a legal description prepared by an Idaho Licensed Professional Land Surveyor, which must include the area of the easement (marked EXHIBIT A) and an 81/2” x 11” map with bearings and distances (marked EXHIBIT B) for review. Both exhibits must be sealed, signed and dated by a Professional Land Surveyor. DO NOT RECORD. Add a note to the plat referencing this document. All easements must be submitted, reviewed, and approved prior to development plan approval. 2.4 The City of Meridian requires that pressurized irrigation systems be supplied by a year- round source of water (MCC 12-13-8.3). The applicant should be required to use any existing surface or well water for the primary source. If a surface or well source is not available, a single-point connection to the culinary water system shall be required. If a single-point connection is utilized, the developer will be responsible for the payment of assessments for the common areas prior to prior to receiving development plan approval. 2.5 All existing structures that are required to be removed shall be prior to signature on the final plat by the City Engineer. Any structures that are allowed to remain shall be subject to evaluation and possible reassignment of street addressing to be in compliance with MCC. 2.6 All irrigation ditches, canals, laterals, or drains, exclusive of natural waterways, intersecting, crossing or laying adjacent and contiguous to the area being subdivided shall be addressed per UDC 11-3A-6. In performing such work, the applicant shall comply with Idaho Code 42-1207 and any other applicable law or regulation. 2.7 Any existing domestic well system within this project shall be removed from domestic service per City Ordinance Section 9-1-4 and 9 4 8 contact the City of Meridian Engineering Department at (208)898-5500 for inspections of disconnection of services. Wells may be used for non-domestic purposes such as landscape irrigation if approved by Idaho Department of Water Resources Contact Robert B. Whitney at (208)334-2190. 2.8 Any existing septic systems within this project shall be removed from service per City Ordinance Section 9-1-4 and 9 4 8. Contact Central District Health for abandonment procedures and inspections (208)375-5211. 2.9 Street signs are to be in place, sanitary sewer and water system shall be approved and activated, road base approved by the Ada County Highway District and the Final Plat for this subdivision shall be recorded, prior to applying for building permits. 2.10 A letter of credit or cash surety in the amount of 110% will be required for all uncompleted fencing, landscaping, amenities, etc., prior to signature on the final plat. 2.11 All improvements related to public life, safety and health shall be completed prior to occupancy of the structures. Where approved by the City Engineer, an owner may post a performance surety for such improvements in order to obtain City Engineer signature on the final plat as set forth in UDC 11-5C-3B. 2.12 Applicant shall be required to pay Public Works development plan review, and construction inspection fees, as determined during the plan review process, prior to the issuance of a plan approval letter. Meridian City Council Meeting Agenda November 26, 2019 – Page 151 of 352 Page 52 2.13 It shall be the responsibility of the applicant to ensure that all development features comply with the Americans with Disabilities Act and the Fair Housing Act. 2.14 Applicant shall be responsible for application and compliance with any Section 404 Permitting that may be required by the Army Corps of Engineers. 2.15 Developer shall coordinate mailbox locations with the Meridian Post Office. 2.16 All grading of the site shall be performed in conformance with MCC 11-12-3H. 2.17 Compaction test results shall be submitted to the Meridian Building Department for all building pads receiving engineered backfill, where footing would sit atop fill material. 2.18 The design engineer shall be required to certify that the street centerline elevations are set a minimum of 3-feet above the highest established peak groundwater elevation. This is to ensure that the bottom elevation of the crawl spaces of homes is at least 1-foot above. 2.19 The applicants design engineer shall be responsible for inspection of all irrigation and/or drainage facility within this project that do not fall under the jurisdiction of an irrigation district or ACHD. The design engineer shall provide certification that the facilities have been installed in accordance with the approved design plans. This certification will be required before a certificate of occupancy is issued for any structures within the project. 2.20 At the completion of the project, the applicant shall be responsible to submit record drawings per the City of Meridian AutoCAD standards. These record drawings must be received and approved prior to the issuance of a certification of occupancy for any structures within the project. 2.21 A street light plan will need to be included in the civil construction plans. Street light plan requirements are listed in section 6-5 of the Improvement Standards for Street Lighting. A copy of the standards can be found at http://www.meridiancity.org/public_works.aspx?id=272. 2.22 The City of Meridian requires that the owner post to the City a performance surety in the amount of 125% of the total construction cost for all incomplete sewer, water and reuse infrastructure prior to final plat signature. This surety will be verified by a line item cost estimate provided by the owner to the City. The surety can be posted in the form of an irrevocable letter of credit, cash deposit or bond. Applicant must file an application for surety, which can be found on the Community Development Department website. Please contact Land Development Service for more information at 887-2211. 2.23 The City of Meridian requires that the owner post to the City a warranty surety in the amount of 20% of the total construction cost for all completed sewer, water and reuse infrastructure for duration of two years. This surety will be verified by a line item cost estimate provided by the owner to the City. The surety can be posted in the form of an irrevocable letter of credit, cash deposit or bond. Applicant must file an application for surety, which can be found on the Community Development Department website. Please contact Land Development Service for more information at 887-2211. C. FIRE DEPARTMENT http://weblink.meridiancity.org/WebLink8/0/doc/176733/Page1.aspx D. POLICE DEPARTMENT http://weblink.meridiancity.org/WebLink8/0/doc/177167/Page1.aspx Meridian City Council Meeting Agenda November 26, 2019 – Page 152 of 352 Page 53 E. COMMUNITY PLANNING ASSOCIATION OF SOUTHWEST IDAHO (COMPASS) http://weblink.meridiancity.org/WebLink8/0/doc/177122/Page1.aspx F. BOISE PROJECT BOARD OF CONTROL Plans must be submitted to Boise Project- Board of Control for comment and review prior to construction. http://weblink.meridiancity.org/weblink8/0/doc/177500/Page1.aspx G. NAMPA & MERIDIAN IRRIGATION DISTRICT (NMID) http://weblink.meridiancity.org/WebLink8/0/doc/177496/Page1.aspx H. CENTRAL DISTRICT HEALTH DEPARTMENT (CDHD) http://weblink.meridiancity.org/WebLink8/0/doc/176951/Page1.aspx I. DEPARTMENT OF ENVIRONMENTAL QUALITY (DEQ) http://weblink.meridiancity.org/WebLink8/0/doc/177194/Page1.aspx J. IDAHO TRANSPORTATION DEPARTMENT (ITD) http://weblink.meridiancity.org/WebLink8/DocView.aspx?id=178079&dbid=0 K. ADA COUNTY HIGHWAY DISTRICT (ACHD) http://weblink.meridiancity.org/weblink8/0/doc/177899/Page1.aspx III. FINDINGS A. Annexation and/or Rezone (UDC 11-5B-3E) Required Findings: Upon recommendation from the commission, the council shall make a full investigation and shall, at the public hearing, review the application. In order to grant an annexation and/or rezone, the council shall make the following findings: 1. The map amendment complies with the applicable provisions of the comprehensive plan; The City Council finds the Applicant’s proposal to annex and develop the subject 10.29 acre property with R-15 and C-C zoning is consistent with the associated MU-C FLUM designation for this property. (See section V above for more information.) 2. The map amendment complies with the regulations outlined for the proposed district, specifically the purpose statement; The City Council finds the proposed map amendment and development complies with the purpose statements of the residential and commercial districts in that it will provide for a range of housing opportunities (for the City’s senior residents) and retail and service needs for the community consistent with the Comprehensive Plan. 3. The map amendment shall not be materially detrimental to the public health, safety, and welfare; The City Council finds the proposed map amendment should not be detrimental to the public health, safety and welfare as the proposed residential and commercial uses should be compatible with adjacent existing and future residential and commercial uses in the area. Meridian City Council Meeting Agenda November 26, 2019 – Page 153 of 352 Page 54 4. The map amendment shall not result in an adverse impact upon the delivery of services by any political subdivision providing public services within the city including, but not limited to, school districts; and The City Council finds City services are available to be provided to this development. 5. The annexation (as applicable) is in the best interest of city. The City Council finds the proposed annexation is in the best interest of the City. B. Preliminary Plat (UDC 11-6B-6) In consideration of a preliminary plat, combined preliminary and final plat, or short plat, the decision making body shall make the following findings: (Ord. 05-1170, 8-30-2005, eff. 9-15- 2005) 1. The plat is in conformance with the comprehensive plan and is consistent with this unified development code; (Ord. 08-1372, 7-8-2008, eff. 7-8-2008) The City Council finds the proposed plat is generally in conformance with the UDC if the Applicant complies with the Development Agreement provisions and conditions of approval in Section VIII. 2. Public services are available or can be made available ad are adequate to accommodate the proposed development; The City Council finds public services can be made available to the subject property and will be adequate to accomodate the proposed development. 3. The plat is in conformance with scheduled public improvements in accord with the city's capital improvement program; The City Council finds the proposed plat is in substantial conformance with scheduled public improvements in accord with the City’s CIP. 4. There is public financial capability of supporting services for the proposed development; The City Council finds there is public financial capability of supporting services for the proposed development. 5. The development will not be detrimental to the public health, safety or general welfare; and The City Council finds the proposed development will not be detrimental to the public health, safety or general welfare. 6. The development preserves significant natural, scenic or historic features. (Ord. 05-1170, 8- 30-2005, eff. 9-15-2005) The City Council is unaware of any significant natural, scenic or historic features that need to be preserved with this development. Meridian City Council Meeting Agenda November 26, 2019 – Page 154 of 352 Page 55 C. Conditional Use Permit (UDC 11-5B-6E) The Commission shall base its determination on the Conditional Use Permit requests upon the following: 1. That the site is large enough to accommodate the proposed use and meet all the dimensional and development regulations in the district in which the use is located. Multi-Family Development: The City Council finds that the subject property is large enough to accommodate the proposed use and dimensional and development regulations of the R-15 district (see Analysis, Section V for more information). Nursing and Residential Care Facility: The City Council finds that the subject property is large enough to accommodate the proposed use and dimensional and development regulations of the R-15 district (see Analysis, Section V for more information). 2. That the proposed use will be harmonious with the Meridian Comprehensive Plan and in accord with the requirements of this Title. Multi-Family Development: The City Council finds that the proposed use is consistent with the future land use map designation of MU-C and is allowed as a conditional use in UDC Table 11-2A-2 in the R-15 zoning district. Nursing/Residential Care Facility: The City Council finds that the proposed use is consistent with the future land use map designation of MU-C and is allowed as a conditional use in UDC Table 11-2A-2 in the R-15 zoning district. 3. That the design, construction, operation and maintenance will be compatible with other uses in the general neighborhood and with the existing or intended character of the general vicinity and that such use will not adversely change the essential character of the same area. Multi-Family Development: The City Council finds the proposed design of the development, construction, operation and maintenance should be compatible with the mix of other uses planned for this area and with the intended character of the area and that such uses will not adversely change the character of the area. Nursing and Residential Care Facility: The City Council finds the proposed design of the development, construction, operation and maintenance should be compatible with the mix of other uses planned for this area and with the intended character of the area and that such uses will not adversely change the character of the area. 4. That the proposed use, if it complies with all conditions of the approval imposed, will not adversely affect other property in the vicinity. Multi-Family Development: The City Council finds that if the applicant complies with the conditions outlined in this report, the proposed use will not adversely affect other property in the area. Nursing and Residential Care Facility: The City Council finds that if the applicant complies with the conditions outlined in this report, the proposed use will not adversely affect other property in the area. Meridian City Council Meeting Agenda November 26, 2019 – Page 155 of 352 Page 56 5. That the proposed use will be served adequately by essential public facilities and services such as highways, streets, schools, parks, police and fire protection, drainage structures, refuse disposal, water, and sewer. Multi-Family Development: The City Council finds that essential public services are available to this property and that the use will be adequately served by these facilities. Nursing and Residential Care Facility: The City Council finds that essential public services are available to this property and that the use will be adequately served by these facilities. Meridian City Council Meeting Agenda November 26, 2019 – Page 156 of 352 E IiDIAN*,----- DAH CITY COUNCIL WORK SESSION AGENDA November 26, 2019 Agenda Item Number: 3 D Item Title: Final Order for Turf Farm Subdivision No. 1 (H-2019-0095) By Brighton Investments, LLC. Located off the NE Corner of S. Eagle Rd. and E. Lake Hazel Rd. Meeting Notes: I TEM SHEET C ouncil Agenda I tem - 3.D. Presenter: Estimated Time f or P resentation: 0 Title of I tem - F inal Order for Turf F arm Subdivision No. 1 (H-2019-0095) by B righton Investments, L L C , located off the NE Corner of S . E agle Rd. and E . L ake Hazel Rd. AT TAC HM E NT S: Description Type Upload D ate O rder Findings/Orders 11/19/2019 E xhibit A E xhibit 11/19/2019 E xhibit B E xhibit 11/19/2019 Meridian City Council Meeting Agenda November 26, 2019 – Page 157 of 352 ORDER OF CONDITIONAL APPROVAL OF FINAL PLAT FOR TURF FARM SUBDIVISION NO. 1 H-2019-0095 Page 1 of 3 BEFORE THE MERIDIAN CITY COUNCIL HEARING DATE: NOVEMBER 12, 2019 IN THE MATTER OF THE REQUEST FOR FINAL PLAT CONSISTING OF 49 BUILDING LOTS AND 7 COMMON LOTS ON 7.97 ACRES OF LAND IN THE R-15 ZONING DISTRICT FOR TURF FARM SUBDIVISION NO. 1 BY: BRIGHTON INVESTMENTS, LLC APPLICANT ) ) ) ) ) ) ) ) ) ) ) ) ) CASE NO. H-2019-0095 ORDER OF CONDITIONAL APPROVAL OF FINAL PLAT This matter coming before the City Council on November 12, 2019 for final plat approval pursuant to Unified Development Code (UDC) 11-6B-3 and the Council finding that the Administrative Review is complete by the Planning and Development Services Divisions of the Community Development Department, to the Mayor and Council, and the Council having considered the requirements of the preliminary plat, the Council takes the following action: IT IS HEREBY ORDERED THAT: 1. The Final Plat of “PLAT SHOWING TURF FARM SUBDIVISION NO. 1, LOCATED IN A PORTION OF THE SW ¼ OF THE SW ¼ OF SECTION 33, TOWNSHIP 3 NORTH, RANGE 1 EAST, B.M., CITY OF MERIDIAN, ADA COUNTY, IDAHO, 2019, HANDWRITTEN DATE: 10/10/2019, by AARON L. Meridian City Council Meeting Agenda November 26, 2019 – Page 158 of 352 ORDER OF CONDITIONAL APPROVAL OF FINAL PLAT FOR TURF FARM SUBDIVISION NO. 1 H-2019-0095 Page 2 of 3 BALLARD, PLS, SHEET 1 OF 4,” is conditionally approved subject to those conditions of Staff as set forth in the staff report to the Mayor and City Council from the Planning and Development Services divisions of the Community Development Department dated November 12, 2019, a true and correct copy of which is attached hereto marked “Exhibit A” and by this reference incorporated herein, and the response letter from Kody Daffer, Brighton Corporation, a true and correct copy of which is attached hereto marked “Exhibit B” and by this reference incorporated herein. 2. The final plat upon which there is contained the certification and signature of the City Clerk and the City Engineer verifying that the plat meets the City’s requirements shall be signed only at such time as: 2.1 The plat dimensions are approved by the City Engineer; and 2.2 The City Engineer has verified that all off-site improvements are completed and/or the appropriate letter of credit or cash surety has been issued guaranteeing the completion of off-site and required on-site improvements. NOTICE OF FINAL ACTION AND RIGHT TO REGULATORY TAKINGS ANALYSIS The Applicant is hereby notified that pursuant to Idaho Code § 67-8003, the Owner may request a regulatory taking analysis. Such request must be in writing, and must be filed with the City Clerk not more than twenty-eight (28) days after the final decision concerning the matter at issue. A request for a regulatory takings analysis will toll the time period within which a Petition for Judicial Review may be filed. Meridian City Council Meeting Agenda November 26, 2019 – Page 159 of 352 Please take notice that this is a final action of the governing body of the City of Meridian, pursuant to Idaho Code § 67-6521. An affected person being a person who has an interest in real property which may be adversely affected by this decision may, within twenty- eight (28) days after the date of this decision and order, seek a judicial review pursuant to Idaho Code§ 67-52. By action of the City Council at its regular meeting held on the 2-0" day of ED Alli w Qo Attest: 0 Zv cIIY of E IDA> IDAHO ti Jo on s�, SEA �c City Cle c By: Tamm Mayor, Cito eridian Copy served upon the Applicant, Planning and Development Services Divisions of the Community Development Department and City Attorney. By:bak 41, Dated: t � -au —M ORDER OF CONDITIONAL APPROVAL OF FINAL PLAT FOR TURF FARM SUBDIVISION NO. I H-2019-0095 Page 3 of 3 EXHIBIT A Page 1 HEARING DATE: 11/12/2019 TO: Mayor & City Council FROM: Sonya Allen, Associate Planner 208-884-5533 Bruce Freckleton, Development Services Manager 208-887-2211 SUBJECT: H-2019-0095 Turf Farm Sub. No. 1 LOCATION: East side of S. Eagle Rd., north of E. Lake Hazel Rd. I. PROJECT DESCRIPTION The Applicant proposes a Final Plat consisting of 49 building lots and 7 common lots on 7.97 acres of land in the R-15 zoning district. II. APPLICANT INFORMATION A. Applicant: Brighton Investments, LLC – 2929 W. Navigator Dr., Ste. 400, Meridian, ID 83642 B. Owner: Same as Applicant C. Representative: Kody Daffer, Brighton Development, Inc. – 2929 W. Navigator Dr., Ste. 400, Meridian, ID 83642 III. STAFF ANALYSIS Staff has reviewed the proposed final plat for substantial compliance with the approved preliminary plat in accord with the requirements listed in UDC 11-6B-3C.2. The lots on the west side of S. Palatino Way have been reconfigured from that shown on the preliminary plat to no longer be accessed via common driveways with access being provided instead from the local street (S. Palatino Way). The number of buildable lots depicted on the proposed final plat have decreased by five (5) STAFF REPORT COMMUNITY DEVELOPMENT DEPARTMENT Meridian City Council Meeting Agenda November 26, 2019 – Page 161 of 352 Page 2 and the common area increased slightly from that shown on the approved preliminary plat; therefore, staff deems the final plat in substantial compliance with the approved preliminary plat as required. A segment of the City’s multi-use pathway system is proposed as an amenity along the Ten Mile Creek. Note: The east portion of this site was included in a previous final plat application but the final plat was never recorded (H-2019-0008 Hill’s Century Farm Sub. 12). IV. DECISION Staff: Staff recommends approval of the proposed final plat within the conditions noted in Section VIII of this report. V. EXHIBITS A. Preliminary Plat (date: 1/29/2018) Meridian City Council Meeting Agenda November 26, 2019 – Page 162 of 352 Page 3 B. Final Plat (date: 10/10/2019) Meridian City Council Meeting Agenda November 26, 2019 – Page 163 of 352 Page 4 C. Landscape Plan (dated: 8/19/19) Meridian City Council Meeting Agenda November 26, 2019 – Page 164 of 352 Page 5 VI. CITY/AGENCY COMMENTS & CONDITIONS A. Planning Division Site Specific Conditions: 1. Applicant shall comply with all previous conditions of approval associated with this development (H-2017-0149, Development Agreement #2018-034522 – Turf Farm). 2. The applicant shall obtain the City Engineer’s signature on the subject final plat within two years of the City Council’s approval of the preliminary plat (by March 6, 2020); or apply for a time extension, in accord with UDC 11-6B-7. 3. Prior to submittal for the City Engineer’s signature, have the Certificate of Owners and the accompanying acknowledgement signed and notarized. 4. The final plat prepared by KM Engineering stamped on 10/10/2019 by Aaron L. Ballard, included in Section VII.B shall be revised as follows: a. Note #13: Include recorded instrument number for ACHD landscape license agreement. b. Note #19: Include recorded instrument number for pathway easement. c. Note #20: Include recorded instrument number for ACHD sidewalk easement. 5. The landscape plan prepared by KM Engineering, dated 8/19/19 is approved as submitted. 6. Future homes constructed in this development shall substantially comply with the conceptual elevations approved with H-2017-0149. 7. The Ten Mile Creek shall remain open as a natural amenity and not be piped or otherwise covered in accord with UDC 11-3A-6 and shall be protected during construction. 8. Prior to any development occurring in the Overlay District, a hydraulic and hydrologic analysis is required to be completed and submitted to the City and approved by the Floodplain Administrator per MCC 10-6. 9. Staff’s failure to cite specific ordinance provisions or conditions from the preliminary plat and/or development agreement does not relieve the Applicant of responsibility for compliance. B. Public Works Site Specific Conditions: 1. A Floodplain Development Permit is required for this development. Please contact Jason Korn in the Public Works Department with any questions. General Conditions: 2. Sanitary sewer service to this development is available via extension of existing mains adjacent to the development. The applicant shall install mains to and through this subdivision; applicant shall coordinate main size and routing with the Public Works Department, and execute standard forms of easements for any mains that are required to provide service. Minimum cover over sewer mains is three feet, if cover from top of pipe to sub -grade is less than three feet than alternate materials shall be used in conformance of City of Meridian Public Works Departments Standard Specifications. 3. Water service to this site is available via extension of existing mains adjacent to the development. The applicant shall be responsible to install water mains to and through this Meridian City Council Meeting Agenda November 26, 2019 – Page 165 of 352 Page 6 development, coordinate main size and routing with Public Works. 4. All improvements related to public life, safety and health shall be completed prior to occupancy of the structures. Where approved by the City Engineer, an owner may post a performance surety for such improvements in order to obtain City Engineer signature on the final plat as set forth in UDC 11-5C-3B. 5. Upon installation of the landscaping and prior to inspection by Planning Department staff, the applicant shall provide a written certificate of completion as set forth in UDC 11-3B-14A. 6. A letter of credit or cash surety in the amount of 110% will be required for all incomplete fencing, landscaping, amenities, pressurized irrigation, prior to signature on the final plat. 7. The City of Meridian requires that the owner post with the City a performance surety in the amount of 125% of the total construction cost for all incomplete sewer, water infrastructure prior to final plat signature. This surety will be verified by a line item cost estimate provi ded by the owner to the City. The applicant shall be required to enter into a Development Surety Agreement with the City of Meridian. The surety can be posted in the form of an irrevocable letter of credit, cash deposit or bond. Applicant must file an application for surety, which can be found on the Community Development Department website. Please contact Land Development Service for more information at 887-2211. 8. The City of Meridian requires that the owner post to the City a warranty surety in the amount of 20% of the total construction cost for all completed sewer, and water infrastructure for a duration of two years. This surety amount will be verified by a line item final cost invoicing provided by the owner to the City. The surety can be posted in the form of an irrevocable letter of credit, cash deposit or bond. Applicant must file an application for surety, which can be found on the Community Development Department website. Please contact Land Development Service for more information at 887-2211. 9. In the event that an applicant and/or owner cannot complete non-life, non-safety and non-health improvements, prior to City Engineer signature on the final plat and/or prior to occupancy, a surety agreement may be approved as set forth in UDC 11-5C-3C. 10. Applicant shall be required to pay Public Works development plan review, and construction inspection fees, as determined during the plan review process, prior to the issuance of a plan approval letter. 11. It shall be the responsibility of the applicant to ensure that all development features comply with the Americans with Disabilities Act and the Fair Housing Act. 12. Applicant shall be responsible for application and compliance with any Section 404 Permitting that may be required by the Army Corps of Engineers. 13. Developer shall coordinate mailbox locations with the Meridian Post Office. 14. All grading of the site shall be performed in conformance with MCC 11-1-4B. 15. Compaction test results shall be submitted to the Meridian Building Department for all building pads receiving engineered backfill, where footing would sit atop fill material. 16. The engineer shall be required to certify that the street centerline elevations are set a minimum of 3-feet above the highest established peak groundwater elevation. This is to ensure that the bottom elevation of the crawl spaces of homes is at least 1-foot above. 17. The applicants design engineer shall be responsible for inspection of all irrigation and/or drainage facility within this project that do not fall under the jurisdiction of an irrigation district or ACHD. The design engineer shall provide certification that the facilities have been installed Meridian City Council Meeting Agenda November 26, 2019 – Page 166 of 352 Page 7 in accordance with the approved design plans. This certification will be required before a certificate of occupancy is issued for any structures within the project. 18. At the completion of the project, the applicant shall be responsible to submit record drawings per the City of Meridian AutoCAD standards. These record drawings must be received and approved prior to the issuance of a certification of occupancy for any structures within the project. 19. Street light plan requirements are listed in section 6-7 of the Improvement Standards for Street Lighting (http://www.meridiancity.org/public_works.aspx?id=272). All street lights shall be installed at developer’s expense. Final design shall be submitted as part of the development plan set for approval, which must include the location of any existing street lights. The contractor’s work and materials shall conform to the ISPWC and the City of Meridian Supplemental Specifications to the ISPWC. Contact the City of Meridian Transportation and Utility Coordinator at 898-5500 for information on the locations of existing street lighting. 20. The applicant shall provide easement(s) for all public water/sewer mains outside of public right of way (include all water services and hydrants). The easement widths shall be 20 -feet wide for a single utility, or 30-feet wide for two. The easements shall not be dedicated via the plat, but rather dedicated outside the plat process using the City of Meridian’s standard forms. The easement shall be graphically depicted on the plat for reference purposes. Submit an executed easement (on the form available from Public Works), a legal description prepared by an Idaho Licensed Professional Land Surveyor, which must include the area of the easement (marked EXHIBIT A) and an 81/2” x 11” map with bearings and distances (marked EXHIBIT B) for review. Both exhibits must be sealed, signed and dated by a Professional Land Surveyor. DO NOT RECORD. Add a note to the plat referencing this document. All easements must be submitted, reviewed, and approved prior to signature of the final plat by the City Engineer. 21. Applicant shall be responsible for application and compliance with and NPDES permitting that may be required by the Environmental Protection Agency. 22. Any existing domestic well system within this project shall be removed from domestic service per City Ordinance Section 9-1-4 and 9 4 8 contact the City of Meridian Water Department at (208)888-5242 for inspections of disconnection of services. Wells may be used for non- domestic purposes such as landscape irrigation if approved by Idaho Department of Water Resources. 23. Any existing septic systems within this project shall be removed from service per City Ordinance Section 9-1-4 and 9 4 8. Contact the Central District Health Department for abandonment procedures and inspections. 24. The City of Meridian requires that pressurized irrigation systems be supplied by a year-round source of water (MCC 9-1-28.C.1). The applicant should be required to use any existing surface or well water for the primary source. If a surface or well source is not available, a single-point connection to the culinary water system shall be required. If a single -point connection is utilized, the developer will be responsible for the payment of assessments for the common areas prior to development plan approval. 25. All irrigation ditches, canals, laterals, or drains, exclusive of natural waterways, intersecting, crossing or laying adjacent and contiguous to the area being subdivided shall be addressed per UDC 11-3A-6. In performing such work, the applicant shall comply with Idaho Code 42-1207 and any other applicable law or regulation. Meridian City Council Meeting Agenda November 26, 2019 – Page 167 of 352 From:Kody Daffer To:Sonya Allen; Adrienne Weatherly; Charlene Way; Chris Johnson Cc:Jon Wardle; Mike Wardle Subject:RE: Turf Farm Sub. 1 - FP H-2019-0095 Staff Report for Nov. 12th Council Mtg Date:Wednesday, November 6, 2019 10:36:55 AM Attachments:image006.png All We have reviewed the staff report and analysis, and agree with the conditions of approval. We request that this item be placed on City Council consent agenda on November 12th. Thank you, Kody Daffer Cell 208.871.3812 From: Sonya Allen <sallen@meridiancity.org>  Sent: Wednesday, November 6, 2019 8:59 AM To: Adrienne Weatherly <aweatherly@meridiancity.org>; Charlene Way <cway@meridiancity.org>; Chris Johnson <cjohnson@meridiancity.org> Cc: Kody Daffer <kdaffer@brightoncorp.com> Subject: Turf Farm Sub. 1 - FP H-2019-0095 Staff Report for Nov. 12th Council Mtg Attached is the staff report for the proposed final plat for Turf Farm Sub. 1. This item is scheduled to be on the City Council agenda on Nov. 12th. The hearing will be held at City Hall, 33 E. Broadway Avenue, beginning at 6:00 pm. Please call or e-mail with any questions. Kody - Please submit a written response to the staff report to the City Clerk’s office (cityclerk@meridiancity.org) and me by 3:00 pm the Thursday prior to the meeting. If you are in agreement with the conditions of approval contained in the staff report and you submit a written response accordingly, your item will be placed on the consent agenda; consent agenda items are passed in one motion by the Council at the beginning of the meeting. Note: If you are in agreement with the staff report, it is still recommended you attend the meeting in the event the item is pulled off of the consent agenda for discussion. If you do not respond to the staff report by Thursday at 3:00 pm, or if you have concerns with the conditions of approval, your project will be placed on the regular agenda. Thanks, Sonya Allen | Associate Planner City of Meridian | Community Development Dept. 33 E. Broadway Ave., Ste. 102, Meridian, Idaho 83642 Phone: 208-884-5533 | Fax: 208-489-0578 EXHIBIT B Meridian City Council Meeting Agenda November 26, 2019 – Page 168 of 352 CjQ/rEDAHO IDiZ IANC -- CITY COUNCIL WORK SESSION AGENDA November 26, 2019 Agenda Item Number: 3 E Item Title: Agreement for Provisions of Water Service Outside Meridian City Limits: 7000 W. Ustick Rd. Meeting Notes: I TEM SHEET C ouncil Agenda I tem - 3.E . Presenter: Chris J ohnson Estimated Time f or P resentation: 1 min Title of I tem - Agreement for P rovision of Water S ervice Outside M eridian City L imits: 7000 W. Ustick Rd. Agreement to hookup water outside city limits AT TAC HM E NT S: Description Type Upload D ate A greement to Hook Up Water at 7000 W. Ustick R d.A greements / C ontracts 11/21/2019 Meridian City Council Meeting Agenda November 26, 2019 – Page 169 of 352 ADA COUNTY RECORDER Phil McGrane 2019-119397 RECORDING REQUESTED BYAND BOISE IDAHO Pgs=5 VICTORIA BAILEY 11/27/2019 11:39 AM WHEN RECORDED RETURN TO: CITY OF MERIDIAN, IDAHO NO FEE City Clerk City of Meridian 33 E Broadway Avenue Meridian, ID 83642 EERM�� III IN L11 101 Do UT I D1 ti 111 Fill 0111 N N rM " I LTJ I N 1=1 I 1111 ILTIOR IRM 0 LIN t I I This AGREEMENT FOR PROVISION OF WATER SERVICE OUTSIDE MERIDIAN CITY LIMITS ("Agreement") is made this day of �J0-v'efy-AJtV-- 2019, by and between the City of Meridian, a municipal corporation organized under the laws of the State of Idaho, whose address is 33 East Broadway Avenue, Meridian, Idaho ("City"), and Gerald R. and Phyllis A. Flower, whose mailing address is 18089 Celestia Drive, Nampa, Idaho, 83687 ("Users") (collectively, "Parties"). WHEREAS, Users are the owner of parcel number S0432438800, located at 7000 W. Ustick Road, Meridian, Idaho, PAR #8800 OF SW4SE4, SEC 32 4N IW, #438600-S, #95015507 ("Subject Property"), which real property is located in Ada County, outside of Meridian City limits; WHEREAS, the City is authorized by Idaho Code section 50-323 to develop, operate, and maintain a domestic water supply, and to protect the same from contamination, and the City does exercise such authority, including by the adoption and enforcement of Title 9, Chapters I and 4, Meridian City Code; NOW, THEREFORE, for good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged and agreed, and in consideration of the mutual promises and covenants herein contained, and in consideration of the recitals above, which are incorporated herein, the Parties agree as follows: A. Provision of Services. At all times relevant hereunder, City shall provide water service to the Subject Property, subject to the terms and conditions of this Agreement and any and all applicable laws and City ordinances. B. Billing. City shall bill Users monthly for water usage according to the metering, accounting, and billing system in place under Meridian City Code and the policies and practices of the City of Meridian. C. Recordation. City shall record this Agreement, and shall submit proof of such recording to Users. AGREEMENT FOR EXTENSION OF DOMESTIC WATER SERVICE OUTSIDE MERIDIAN CITY LiMirrs —'7000 W. USTICK PAGE 1 OF 6 Meridian City Council Meeting Agenda November 26, 2019 – Page 171 of 352 Meridian City Council Meeting Agenda November 26, 2019 – Page 172 of 352 Meridian City Council Meeting Agenda November 26, 2019 – Page 173 of 352 CITY OF MERIDIAN: ED AUGUST' �s J o BY: Attest: Z o`y Ur Ta e ayor i nson, er IDAHO STATE OF IDAHO ) s. SEAL`� stir \\tee ) ss: Fp O/ the TREP� County of Ada ) FCHARLENE WAY SION #67390 RY PUBLIC OF IDAHOON EXPIRES 3/28/22 I HEREBY CERTIFY that on this 2-l0'4"'' day of 'Z o l q - before the undersigned, personally appeared TAMMY de WEERD and CHRIS JOHNSON, known or identified to me to be the Mayor and City Clerk, respectively, of the City of Meridian, who executed the instrument on behalf of the City of Meridian, and acknowledged to me that the City of Meridian executed the same. IN WITNESS WHEREOF, I have hereunto set my hand and affixed my official seal the day and year in this certificate first above written. ougi ru Way� - Notary Public for Idaho Residing at �m ,�diaI / Idaho My Commission Expires: �52 -d1� -A6 0A00 -S AGREEMENT FOR EXTENSION OF DOMESTIC WATER SERVICE OUTSIDE MERIDIAN CITY LIMITS — 7000 W. USTICK PAGE 6 OF 6 CjQ/rEDAHO IDfZ IANC -- CITY COUNCIL WORK SESSION AGENDA November 26, 2019 Agenda Item Number: 3 F Item Title: Development Agreement for Victory Commons (H-2019-0091) With Kuna Victory, LLC (Owner) and BVA Development Corporation and Galena Opportunity Fund, Meeting Notes: I TEM SHEET C ouncil Agenda I tem - 3.F. Presenter: Bill Parsons Estimated Time f or P resentation: 0 Title of I tem - D evelopment Agreement for Victory Commons (H-2019-0091) with Kuna Victory, L L C (Owner) and B VA D evelopment, L L C (Developer), located at 130 E . Victory Rd. and 3030 S . M eridian Rd. Modified Development A greement between the C ity of Meridian and K una Victory L L C (O W NE R ) and B VA D evelopment, L L C f or Victory C ommons H-2019-0091 (original instrument #s104153422 and instrument#106155843) AT TAC HM E NT S: Description Type Upload D ate Development A greement Victory Commons-H-2019-0091 A greements / C ontracts 11/19/2019 E xhibit A-H-2019-0091 E xhibit 11/19/2019 E xhibit B -H-2019-0091 E xhibit 11/19/2019 Meridian City Council Meeting Agenda November 26, 2019 – Page 175 of 352 ADA COUNTY RECORDER Phil McGrane 2019-119405 BOISE IDAHO Pgs=29 NIKOLA OLSON 11/27/2019 11:45 AM CITY OF MERIDIAN, IDAHO NO FEE DEVELOPMENT AGREEMENT PARTIES. 1. City of Meridian 2. Kuna Victory, LLC, Owner 3. BVA Development, LLC Developer THIS DEVELOPMENT AGREEMENT (this Agreement), is made and entered into this f g day of A*dkr , 2019, by and between City of Meridian, a municipal corporation of the State of Idaho, hereafter called CITY whose address is 33 E. Broadway Avenue, Meridian, Idaho 83642 and Kana Victory, LLC, whose address is 901 Pier view Drive, Suite#201, Idaho Falls, Idaho 83402, hereinafter called OWNER and BVA Development, LLC, whose address is 2775 W. Navigator Dr., Suite 220, Meridian, Idaho 83642, hereinafter called DEVELOPER. RECITALS: 1.1 WHEREAS, Owner is the sole owner, in law and/or equity, of certain tract of land in the County of Ada, State of Idaho, described in Exhibit "A", which is attached hereto and by this reference incorporated herein as if set forth in full, herein after referred to as the Property; and 1.2 WHEREAS, Idaho Code § 67-6511 A provides that cities may, by ordinance, require or permit as a condition of zoning that the Owner/Developer make a written commitment concerning the use or development of the subject Property; and 1.3 WHEREAS, City has exercised its statutory authority by the enactment of Section 11-513-3 of the Unified Development Code ("UDC"), which authorizes development agreements upon the annexation and/or re -zoning of land; and 1.4 WHEREAS, Owner and/or Developer has submitted an application for Modification to an existing Development Agreement, recorded in Ada County as Instrument # 104153422 and an Addendum to Development Agreement as Instrument # 106155843 modifying such prior agreements as they relate to the property described in the attached Exhibit "A" and as subject to this Agreement; and 1.5 WHEREAS, Owner/Developer made representations at the public hearing before the Meridian City Council, as to how the Property will be developed and what improvements will be made; and 1.6 WHEREAS, the record of the proceedings for the Modification of Development Agreement on the Property held before the City Council, DEVELOPMENT AGREEMENT— VICTORY COMMONS (H-2019-0091) PAGE 1 OF 9 Meridian City Council Meeting Agenda November 26, 2019 — Page 176 of 352 M e r i d i a n C i t y C o u n c i l M e e t i n g A g e n d a N o v e m b e r 2 6 , 2 0 1 9 – P a g e 1 7 7 o f 3 5 2 M e r i d i a n C i t y C o u n c i l M e e t i n g A g e n d a N o v e m b e r 2 6 , 2 0 1 9 – P a g e 1 7 8 o f 3 5 2 M e r i d i a n C i t y C o u n c i l M e e t i n g A g e n d a N o v e m b e r 2 6 , 2 0 1 9 – P a g e 1 7 9 o f 3 5 2 M e r i d i a n C i t y C o u n c i l M e e t i n g A g e n d a N o v e m b e r 2 6 , 2 0 1 9 – P a g e 1 8 0 o f 3 5 2 M e r i d i a n C i t y C o u n c i l M e e t i n g A g e n d a N o v e m b e r 2 6 , 2 0 1 9 – P a g e 1 8 1 o f 3 5 2 M e r i d i a n C i t y C o u n c i l M e e t i n g A g e n d a N o v e m b e r 2 6 , 2 0 1 9 – P a g e 1 8 2 o f 3 5 2 ACKNOWLEDGMENTS IN WITNESS WHEREOF, the parties have herein executed this agreement and made it effective as hereinabove provided. OWNER: Kuna Victory, LLC, an Idaho limited liability company By: BV Management Services nc., an Idaho corporation, the Exec �1Qanager By: Cortney Liddiard, Pr sident Date: DEVELOPER: BVA Development, LLC, an Idaho limited liability company By: BV Management Services, Inc., an Idaho corporation, the Ex rtive Manager B} Cortney Liddiard, P • sident Date: CITY OF MERIDIAN By: Mayor y de Weerd ATTEST: Auk'_ �P � v V (IlV U( �B-!',rat�1AN i -�� LL DEVELOPMENT AGREEMENT- VICTORY COMMONS (H-2019-0091 PAGE 8 OF 9 STATE OF IDAHO ) / ss: County of On this /9 "'04 day of 2019, before me W Gillis , a Notary Public in and for said State, personally appeared known or identified to me to be the p of BV Management Services, Inc., the Idaho corporation that is the Executive Manager of Kuna Victory, LLC, the Idaho limited liability company that executed the within instrument or the person who executed the instrument on behalf of said limited liability company, and acknowledged to me that such limited liability company executed the same. IN WITNESS WHEREOF, I have hereunto set my hand and affixed my official seal the day and year in this certificate first above written. (SEAL) JEDD K JONES COMMISSION NO. 20181559 tary Public r1m, o NOTARY PUBLIC Residing at:eSTATEOF IDAHOG MY COMMISSION EXPIRES 8124/24 My Commission Expires: STATE OF IDAHO / ss: County of On this. day of1,.,0�." r , 2019, before me je'a c6e_1 > a Notary Public in and for said State, personally appeared ci , known or identified to me to be the de 7� of BV Management Services, Inc., the Idaho corporat' n that is the Executive Manager of BVA Development, LLC, the Idaho limited liability company that executed the within instrument or the person who executed the instrument on behalf of said limited liability company, and acknowledged to me that such limited liability company executed the same. IN WITNESS WHEREOF, I have hereunto set my hand and affixed my official seal the day and year in this certificate first above written. (SEAL)-"'.` JEDD K JONES COMMISSION NO. 20181559 J NOTARY PUBLIC STATE OF IDAHO t MY !'•- ?t.4MISSION EXPIRES 8/24/24 -..- . r w STATE OF IDAHO ) : ss N ary Public fQfIdaho Residing at: ffio&"& CD My Commission Expires: County of Ada n, ) On this (app day of November, 2019, before me, a Notary Public, personally appeared Tammy de Weerd and Chris Johnson, known or identified to me to be the Mayor and Clerk, respectively, of the City of Meridian, who executed the instrument or the person that executed the instrument of behalf of said City, and acknowledged to me that such City executed the same. IN WITNESS WHEREOF, I have hereunto set my hand and affixed my official seal the day and year in this certificate first above written. CHARLENE WAY COMMISSION 467390 NOTARY PUBLIC STATE OF IDAHO COMMISSION EXPIRES"3128/22 O)M'AfnyC Notary Public for Idaho Residing at: Yl� Commission expires PAGE 9 OF 9 CITY OF MERIDIAN FINDINGS OF FACT, CONCLUSIONS OF LAW AND DECISION & ORDER FILE NO(S). H-2019-0091 - 1 - CITY OF MERIDIAN FINDINGS OF FACT, CONCLUSIONS OF LAW AND DECISION & ORDER In the Matter of the Request for a Development Agreement Modification for the Purpose of Removing the 16.74 Acre Property from the Boundary of the Two Previous DA’s (Instrument No(s). 104153422 and 106155843), Modifying Ownership Information, Including New Provisions and a New Concept Plan, by BVA Development, LLC. Case No(s). H-2019-0091 For the City Council Hearing Date of: October 15, and 22, 2019 (Findings on November 6, 2019) A. Findings of Fact 1. Hearing Facts (see attached Staff Report for the hearing date of October 15, 2019, incorporated by reference) 2. Process Facts (see attached Staff Report for the hearing date of October 15, 2019, incorporated by reference) 3. Application and Property Facts (see attached Staff Report for the hearing date of October 15, 2019, incorporated by reference) 4. Required Findings per the Unified Development Code (see attached Staff Report for the hearing date of October 15, 2019, incorporated by reference) B. Conclusions of Law 1. The City of Meridian shall exercise the powers conferred upon it by the “Local Land Use Planning Act of 1975,” codified at Chapter 65, Title 67, Idaho Code (I.C. §67-6503). 2. The Meridian City Council takes judicial notice of its Unified Development Code codified at Title 11 Meridian City Code, and all current zoning maps thereof. The City of Meridian has, by ordinance, established the Impact Area and the Amended Comprehensive Plan of the City of Meridian, which was adopted April 19, 2011, Resolution No. 11-784 and Maps. 3. The conditions shall be reviewable by the City Council pursuant to Meridian City Code § 11-5A. 4. Due consideration has been given to the comment(s) received from the governmental subdivisions providing services in the City of Meridian planning jurisdiction. 5. It is found public facilities and services required by the proposed development will not impose expense upon the public if the attached conditions of approval are imposed. 6. That the City has granted an order of approval in accordance with this Decision, which shall be signed by the Mayor and City Clerk and then a copy served by the Clerk upon the applicant, the Community Development Department, the Public Works Department and any affected party requesting notice. Meridian City Council Meeting Agenda November 6, 2019 – Page 245 of 610 EXHIBIT B Meridian City Council Meeting Agenda November 26, 2019 – Page 185 of 352 CITY OF MERIDIAN FINDINGS OF FACT, CONCLUSIONS OF LAW AND DECISION & ORDER FILE NO(S). H-2019-0091 - 2 - 7. That this approval is subject to the new proposed provisions all in the attached Staff Report for the hearing date of October 15, 2019, incorporated by reference. These provisions are concluded to be reasonable and the applicant shall meet such requirements of the application. C. Decision and Order Pursuant to the City Council’s authority as provided in Meridian City Code § 11-5A and based upon the above and foregoing Findings of Fact which are herein adopted, it is hereby ordered that: 1. The applicant’s request for a modification to the existing Development Agreement is hereby approved per the provisions in the Staff Report for the hearing date of October 15, 2019, attached as Exhibit A. D. Notice of Applicable Time Limits Notice of Development Agreement Duration The city and/or an applicant may request a development agreement or a modification to a development agreement consistent with Idaho Code section 67-6511A. The development agreement may be initiated by the city or applicant as part of a request for annexation and/or rezone at any time prior to the adoption of findings for such request. A development agreement may be modified by the city or an affected party of the development agreement. Decision on the development agreement modification is made by the city council in accord with this chapter. When approved, said development agreement shall be signed by the property owner(s) and returned to the city within six (6) months of the city council granting the modification. A modification to the development agreement may be initiated prior to signature of the agreement by all parties and/or may be requested to extend the time allowed for the agreement to be signed and returned to the city if filed prior to the end of the six (6) month approval period. E. Notice of Final Action and Right to Regulatory Takings Analysis 1. The Applicant is hereby notified that pursuant to Idaho Code 67-8003, denial of a development application entitles the Owner to request a regulatory taking analysis. Such request must be in writing, and must be filed with the City Clerk not more than twenty-eight (28) days after the final decision concerning the matter at issue. A request for a regulatory takings analysis will toll the time period within which a Petition for Judicial Review may be filed. 2. Please take notice that this is a final action of the governing body of the City of Meridian. When applicable and pursuant to Idaho Code § 67-6521, any affected person being a person who has an interest in real property which may be adversely affected by the final action of the governing board may within twenty-eight (28) days after the date of this decision and order seek a judicial review as provided by Chapter 52, Title 67, Idaho Code. F. Attached: Staff Report for the hearing date of October 15, 2019 Meridian City Council Meeting Agenda November 6, 2019 – Page 246 of 610Meridian City Council Meeting Agenda November 26, 2019 – Page 186 of 352 441 By action of the City Council at its regular meeting held on the (, day of f1'1vJ 2019. COUNCIL PRESIDENT JOE BORTON VOTED / COUNCIL VICE PRESIDENT LUKE CAVENER VOTED COUNCIL MEMBER ANNE LITTLE ROBERTS VOTED COUNCIL MEMBER TY PALMER VOTED COUNCIL MEMBER TREG BERNT VOTED COUNCIL MEMBER GENESIS MILAM VOTED MAYOR TAMMY de WEERD VOTED TIE BREAKER) Mayor Tammy eer o ATED AUGUSTAttest: $ Go¢ 4 I' o9 W ti City OE E IDIS IDA H O% a Chrif Jo n SEAL Fy City le 4,rF 1Ae TRF AgO Copy served upon Applicant, Community Development Department, Public Works Department and City Attorney. By: Dated: t`- L - l I City Clerk's Office CITY OF MERIDIAN FINDINGS OF FACT, CONCLUSIONS OF LAW AND DECISION & ORDER FILE NO(S). H-2019-0091 - 3 - Meridian City Council Meeting Agenda November 26, 2019 – Page 187 of 352 EXHIBIT A Page 1 HEARING DATE: 10/15/2019 TO: Mayor and City Council FROM: Kevin Holmes, Associate Planner 208-884-5533 Bruce Freckleton, Development Services Manager 208-887-2211 SUBJECT: H-2019-0091 Victory Commons MDA LOCATION: 130 E. Victory Rd. and 3030 S. Meridian Rd., in the SW ¼ of Section 19, Township 3N., Range 1E I. PROJECT DESCRIPTION Request to modify the terms of the existing development agreement (instrument #106155843 & 104153422) for the purpose of updating ownership information and boundaries of the subject properties subject to the new terms, modifying and adding new provisions, and including a new conceptual site plan. II. SUMMARY OF REPORT A. Project Summary III. APPLICANT INFORMATION A. Applicant/Representative: BVA Development, LLC 2775 W. Navigator Dr., Suite 220 Meridian, ID 83642 STAFF REPORT COMMUNITY DEVELOPMENT DEPARTMENT Description Details Acreage 16.74 Current Zoning C-G Neighborhood meeting date; # of attendees: 7/30/2019; 4 attendees History (previous approvals) AZ-03-038; PFP-03-007; CUP-03-071; MI-06-005; DA inst. # 104153422 and addendum inst. # 106155843 Meridian City Council Meeting Agenda November 6, 2019 – Page 248 of 610Meridian City Council Meeting Agenda November 26, 2019 – Page 188 of 352 Page 2 B. Owner: Kuna Victory, LLC 901 Pier View Drive, Suite #201 Idaho Falls, ID 83402 IV. NOTICING City Council Posting Date Newspaper Notification 9/27/2019 Radius notification mailed to properties within 300 feet 9/24/2019 Public hearing notice sign posted 9/13/2019 Nextdoor posting 9/24/2019 V. STAFF ANALYSIS The applicant has applied for a development agreement modification (MDA) for the subject 16.74 acre property (parcels R5915720012 and R5915720020) from the existing development agreement and addendum (Inst. No. 106155843 & 104153422). These previous agreements were recorded in 2004 and 2006, respectively. The applicant is proposing to update the ownership and boundaries of the properties subject to the amended DA, modify and add new provisions and include a new conceptual site plan. Currently, the existing DAs governs a larger area owned by separate entities than the applicant’s property. Modifying the existing DA for the subject property will facilitate the development of the property without obtaining consent from multiple owners. The applicant is requesting Council approval of a new site plan for the properties (Exhibit D) and the specific removal of the following building design and size requirements included with the addendum to the current DA: 1. Principally permitted uses on the subject property shall be allowed without Conditional Use Permit approval, provided all future buildings have: sloped metal roofs with overhanging eaves that are supported by posts; are oriented toward the public street (Front door facing street); siding visible from the street containing at least a three-foot tall wainscoting constructed of stone, brick, or other similar materials; that each building will provide a variety of building materials and colors; and each building is generally consistent with the nine pictures submitted with MI-06-005 (attached to this addendum), as determined by the Planning Director. If a future proposed building is not consistent with the above-mentioned provisions, then the building and use shall be required to obtain Conditional Use Permit approval prior to construction and operation. 2. Future construction on the subject site shall be generally consistent with the Master Site Plan submitted with MI-06-005 (Exhibit C), as determined by the Planning Director. All buildings with frontage on Victory Road or Meridian Road will be limited to a maximum 11,000 square foot building footprint and no building on this site shall have a building footprint larger than 20,000 square feet. If a future proposed building is not consistent with the Master Site Plan, then the building shall be required to obtain Conditional Use Permit approval. The site plan and building designs submitted by the applicant do not comply with these two above requirements and would require Conditional Use Permits for each building on the site. Staff is Meridian City Council Meeting Agenda November 6, 2019 – Page 249 of 610Meridian City Council Meeting Agenda November 26, 2019 – Page 189 of 352 Page 3 recommending they be removed from the agreement and replaced with the conditions listed in Section VIII below. In order to maintain the cohesive character of the development envisioned by the original DA, staff is recommending that some shared design features be included in all new buildings on the site. All new buildings should include architectural features such as faux wood and metal panel accents and extra fenestration/windows. In addition, staff is recommending that all new buildings comply with the commercial standards of the Architectural Standards Manual. Staff has reviewed the proposed site plan and uses and found it to be in general compliance with Meridian City Code. The proposed site plan has fewer buildings, and with larger footprints, than what is currently shown in the existing DA. The applicant is proposing three of these larger buildings be multi-tenant flex space, a principally permitted use in the C-G zoning district in Table 11-2B-2. The three other buildings are proposed to be a mix of office, retail, and healthcare services. These uses are also all principally permitted in the current zoning. The proposed site plan moves the access drive to S. Meridian Rd. / SH-69 approximately 300 feet south of its current location. ITD has given their approval for this location as a right-in/right-out restricted access (see Exhibit F). UDC 11-3H-4B restricts the establishment of new approaches on SH-69 unless approved by Council at the recommendation of the Idaho Transportation Department. Since ITD has given their tentative approval (Exhibit F) and the access shall be limited to a right- in/right-out only, staff is supportive of the relocation of this access point. Council approval is needed for the location of this approach as shown on the site plan (Exhibit D). The existing plat of Mussell Corner Subdivision established a cross access easement agreement throughout the subdivision, recorded under instrument number 105085931. Staff recommends that with any future subdivision the cross access locations between the subject properties and Lots 2 & 3, Block 1 of Mussell Corner Subdivision be retained. In addition, all newly created lots shall have cross access granted between them to facilitate site integration. Staff is also recommending that the existing cross access agreement in place with Jacks Place Sub to the north be retained. At this point in time, there is a daycare which limits the utilization of this agreement but it is in the interest of the City to maintain the option should the site redevelop in the future. To ensure the site develops as proposed, staff recommends replacing sections 4, 5, and 6 of the existing DA and Addendum (Inst. Nos. 104153422 & 106155843), with new provisions. Staff has included the DA provisions that should be incorporated in the new DA, included in Section VIII below. VI. DECISION A. Staff: Staff recommends approval of the proposed MDA per the provisions in Section VIII. B. Council: The Meridian City Council heard this item on October 15, and 22, 2019. At the public hearing, the Council moved to approve the subject MDA request. 1. Summary of the City Council public hearing: a. In favor: Geoffrey Wardle and Roberta Stewart b. In opposition: None c. Commenting: Randy Lasher, Joel and Denise White, Jilene Arnold and Bret Hormuth Meridian City Council Meeting Agenda November 6, 2019 – Page 250 of 610Meridian City Council Meeting Agenda November 26, 2019 – Page 190 of 352 Page 4 d. Written testimony: Randy Lasher e. Staff presenting application: Kevin Holmes and Bill Parsons f. Other Staff commenting on application: Bill Nary and Joe Bongiorno 2. Key issue(s) of public testimony: a. b. c. d. e. f. g. Height and design of the proposed structures. Obstruction of views. Final design of the proposed development. Topography differences between Observation Terrace and the proposed development. Connecting the micropath in Observation Terrace with the 10-foot multi-use pathway in the proposed development. Statutory requirements for noticing property owners of the project. Types of uses proposed for the development. 3. Key issue(s) of discussion by City Council: a. b. c. Height and design of the proposed structures. Integrating the pond as an amenity. Preserving views for the adjacent neighborhood. 4. City Council change(s) to Staff’s recommendation: a. Council added two (2) new DA provisions: Limited the height of the structures to 35 feet; and Required outdoor mechanical equipment to be installed in accord with UDC 11- 3A-12. Meridian City Council Meeting Agenda November 6, 2019 – Page 251 of 610Meridian City Council Meeting Agenda November 26, 2019 – Page 191 of 352 Page 5 VII. EXHIBITS A. Legal Description and Development Agreement Boundary Meridian City Council Meeting Agenda November 6, 2019 – Page 252 of 610Meridian City Council Meeting Agenda November 26, 2019 – Page 192 of 352 Page 6 Meridian City Council Meeting Agenda November 6, 2019 – Page 253 of 610Meridian City Council Meeting Agenda November 26, 2019 – Page 193 of 352 Page 7 Meridian City Council Meeting Agenda November 6, 2019 – Page 254 of 610Meridian City Council Meeting Agenda November 26, 2019 – Page 194 of 352 Page 8 B. Current Development Agreement Provisions (Inst. Nos. 104153422 & 106155843) Meridian City Council Meeting Agenda November 6, 2019 – Page 255 of 610Meridian City Council Meeting Agenda November 26, 2019 – Page 195 of 352 Page 9 ADDENDUM Inst. No 106155843 Provisions: Meridian City Council Meeting Agenda November 6, 2019 – Page 256 of 610Meridian City Council Meeting Agenda November 26, 2019 – Page 196 of 352 Page 10 Meridian City Council Meeting Agenda November 6, 2019 – Page 257 of 610Meridian City Council Meeting Agenda November 26, 2019 – Page 197 of 352 Page 11 C. Original Concept Plan Meridian City Council Meeting Agenda November 6, 2019 – Page 258 of 610Meridian City Council Meeting Agenda November 26, 2019 – Page 198 of 352 Page 12 D. Proposed Conceptual Site Plan (dated: 08/07/2019) Meridian City Council Meeting Agenda November 6, 2019 – Page 259 of 610Meridian City Council Meeting Agenda November 26, 2019 – Page 199 of 352 Page 13 E. Conceptual Building Renderings (not approved) Meridian City Council Meeting Agenda November 6, 2019 – Page 260 of 610Meridian City Council Meeting Agenda November 26, 2019 – Page 200 of 352 Page 14 F. Idaho Transportation Department Letter Meridian City Council Meeting Agenda November 6, 2019 – Page 261 of 610Meridian City Council Meeting Agenda November 26, 2019 – Page 201 of 352 Page 15 G. Parks Department Conditions of Approval Reviewer: Kim Warren / Pathways Project Manager Planner Assigned: Kevin Holmes Project Name: Victory Commons File No: H-2019-0091 Date: 10.10.19 The following will be required for development of the proposed project: CONDITIONS OF APPROVAL - PATHWAYS 1. The project developer shall design and construct multi-use pathways consistent with the location and specifications set forth in the Meridian Pathways Master Plan Map and Master Pathways Plan Document Chapter 3) and as listed below. Any proposed adjustments to pathway alignment shall be coordinated through the Pathways Project Manager. 2. Prior to final approval, the applicant shall dedicate public access easements for two multi-use pathways, along with additional easement width for a future (third) multi-use pathway segment. These are: 2.1 A micropath connecting the micropath that extends from the cul-de-sac at E Lake Creek/ E Observation Drive across the Kennedy Lateral Easement to pedestrian facilities at Meridian Road. Width of this easement shall equal the width of the existing pathway, plus 2’ each side. 2.2 A 10’ multi-use pathway along Meridian Road to connect the existing sidewalk east of Meridian Road to the 10’ pathway north of the property. Coordinate with adjacent owner to north as necessary to achieve this connection. Multi-use pathway easements shall be a minimum of 14’ wide (10’ pathway + 2’ shoulder each side). 2.3 If in good condition, the existing sidewalk along Meridian Road may remain. It is the City’s intent to ultimately achieve a 10’ detached multi-use pathway along the length of this parcel. If applicant chooses not to replace existing sidewalk, applicant shall dedicate any additional easement width necessary to provide for a future 10’ detached multi-use pathway. Submit easement documents to the Planning Division for Council approval and subsequent recordation. Use standard City template for public access easement. Easement checklist must accompany all easement submittals. 3. Construct multi-use pathways per typical paving section(s) shown in the Meridian Pathways Master Plan Chapter 3. 4. The owner (or representative association) of the property affected by each public access easement shall have an ongoing obligation to maintain the multi-use pathways. 5. Project developer shall be responsible for procuring any easements necessary to complete the pathway connection between Meridian Road and the end of the existing micro-path. 6. Project developer shall be responsible for obtaining license agreement and other permission(s) as required for constructing within irrigation district easements. Meridian City Council Meeting Agenda November 6, 2019 – Page 262 of 610Meridian City Council Meeting Agenda November 26, 2019 – Page 202 of 352 Page 16 Should any discrepancy exist between these conditions of approval and the requirements of the irrigation district, the developer shall work with Pathways Project Manager to achieve a pathway design that meets both City and irrigation district objectives. City requirements as stated shall not nor are they intended to) override those of the irrigation district having jurisdiction over the project area. VIII. CITY/AGENCY COMMENTS & CONDITIONS Recommended Development Agreement Provisions: USES PERMITTED BY THIS AGREEMENT: 4.1 The uses allowed pursuant to this Agreement are only those uses allowed under City’s Zoning Ordinance codified at Meridian Unified Development Code § 11- 2B. CONDITIONS COVERING DEVELOPMENT OF SUBJECT PROPERTY: 5.1. Owner/Developer shall develop the Property in accordance with the following special conditions: 1. Future development of this site shall comply with the design standards listed in UDC 11-3A-19 and the guidelines contained in the Architectural Standards Manual. In addition, new buildings shall include the following architectural features: faux wood and metal panel accents and extra fenestration/windows. 2. All future development of the subject property shall comply with City of Meridian ordinances in effect at the time of development. 3. Certificate of Zoning Compliance and Administrative Design Review applications are required to be submitted to the Planning Division for approval of all future buildings/uses on the site, prior to applying for building permit. 4. Direct cross access shall be provided between Lots 2 and 3, Block 1 of Mussel Corner Subdivision. 5. Applicant shall provide a recorded cross agreements between the subject properties and with parcels R5915720030, R5915720042, and R6242270030 in accord with UDC 11-3A-3. The recorded agreement shall be submitted to the Planning Division prior to obtaining occupancy of the first structure. 6. The existing access to S. Meridian Rd. at the north end of the property shall be closed as required by ITD and new approach constructed per ITD standards. The applicant shall install a detached sidewalk and landscape the area with a 25-foot wide street buffer to match the adjacent sidewalk and landscaping and in accord with UDC 11-3B-7C. 7. The required landscape buffer along S. Meridian Rd. and E. Victory Rd. shall meet the standards listed in UDC 11-3B-7 prior to the issuance of Certificate of Occupancy for any new construction. 8. The required 25-foot wide land use buffer to the residential uses to the north and east shall be constructed to the standards of UDC 11-3B-9. If the Meridian City Council Meeting Agenda November 6, 2019 – Page 263 of 610Meridian City Council Meeting Agenda November 26, 2019 – Page 203 of 352 Page 17 planting of vegetation is restricted by any easement, the required buffer materials shall be planted outside of said easement to comply with the standards listed above. 9. All future and existing uses on the property shall comply with the outdoor storage as an accessory use standards of UDC 11-3A-14. 10. The open pond shall have recirculated water and shall be maintained such that it does not become a mosquito breeding ground. 11. Prior to any Certificate of Zoning Compliance approvals for the area marked Future development commercial retail storage” on the submitted site plan, the pond area shall be improved as an amenity with pedestrian walking paths and an outdoor seating area. 12. Comply with the Parks Department Conditions of Approval included in Exhibit G of the staff report dated October 15, 2019. 13. The development of the property shall substantially comply with the conceptual site plan included in Exhibit D of the staff report dated October 15, 2019. 14. No building on the property shall have a maximum building height that exceeds 35 feet, measured in accord with UDC 11-1-5B(1). 15. Outdoor mechanical equipment shall be installed in accord with UDC 11-3A- 12. Meridian City Council Meeting Agenda November 6, 2019 – Page 264 of 610Meridian City Council Meeting Agenda November 26, 2019 – Page 204 of 352 EIDIANDAH k-- CITY COUNCIL WORK SESSION AGENDA November 26, 2019 Agenda Item Number: 3 G Item Title: Memorandum of Agreement for Civic Block Development Proposal between the City of Meridian, Meridian Development Corporation and Galena Opportunity Fund. Meeting Notes: Y71 I TEM SHEET C ouncil Agenda I tem - 3.G. Presenter: Chris J ohnson Estimated Time f or P resentation: 1 minute Title of I tem - M emorandum of Agreement for C ivic B lock Development P roposal between the C ity of M eridian, M eridian Development Corporation and Galena O pportunity F und C ivic B lock MO A AT TAC HM E NT S: Description Type Upload D ate Memorandum of Agreement A greements / C ontracts 11/22/2019 Meridian City Council Meeting Agenda November 26, 2019 – Page 205 of 352 MEMORANDUM OF AGREEMENT CIVIC BLOCK DEVELOPMENT PROPOSAL This MEMORANDUM OF AGREEMENT ("Agreement") is made this 2_�q day of November, 2019 ("Effective Date"), by and between the City of Meridian, a municipal corporation organized under the laws of the State of Idaho ("City"), and Meridian Development Corporation, an urban renewal agency organized under the laws of the State of Idaho ("MDC") and the Galena Opportunity Fund, a Delaware Limited Liability Company registered to do business in Idaho ("Respondent"). The foregoing may be collectively referred to as "Parties" or individually as a "Part " Y• WHEREAS, MDC in cooperation with the City issued a Request for Proposals ("RFP") seeking proposals from interest parties for the development or redevelopment of the Civic Block property containing parcels owned by the City and MDC; WHEREAS, Respondent submitted the sole proposal and that was selected by MDC and the City subject to certain contingencies including the Respondent's proposal to de -annex a portion of the existing downtown urban renewal district encompassing Respondent's property and the civic block and the subsequent creation of a small new urban renewal district specific to their project; WHEREAS, the Parties desires to describe the process necessary for the Respondent's Proposal to move forward; NOW, THEREFORE, for good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged and agreed, and in consideration of the mutual promises and covenants herein contained, the Parties agree as follows: 1. The portion of Respondent's proposal for de -annexation of a portion of the existing urban renewal district and the creation of a new smaller site-specific urban renewal district is a legislative process by the City. The City makes no commitment whatsoever regarding the de -annexation and creation of a new district as this action involves a public process. Following that process, City will consider whether this aspect of the proposal is in the public interest and meets the requirements of Idaho Code or not. The City only agrees to go through the public process and makes no agreement regarding the outcome of that process. 2. MDC and the City's acceptance of the Respondent's proposal was conditioned upon the attached list of contingencies (See Exhibit A attached hereto and incorporated by reference herein). The Parties acknowledge and agree to these contingencies. 3. The Respondent agrees that its Proposal will remain valid until the completion of the public process for the de -annexation and creation of the new site specific district and, if said request is approved by the City, the negotiation and possible execution of an owner participation agreement with MDC regarding the project. 4. The Respondent agrees to move forward with the City Parks and Recreation Department in the design of the Community Center. 5. The Respondent is responsible to prepare and pay for the necessary information, analysis and MEMORANDUM OF AGREEMENT RFP CIVIC BLOCK PROJECT PAGE 1 OF 4 M e r i d i a n C i t y C o u n c i l M e e t i n g A g e n d a N o v e m b e r 2 6 , 2 0 1 9 – P a g e 2 0 7 o f 3 5 2 M e r i d i a n C i t y C o u n c i l M e e t i n g A g e n d a N o v e m b e r 2 6 , 2 0 1 9 – P a g e 2 0 8 o f 3 5 2 documents that are required by Idaho Code and that it feels are needed to support the creation of the new smaller site-specific urban renewal district. Respondent will present this information to MDC for comment prior to making their request and presenting the information to the Mayor and City Council regarding de -annexation and creation of the new site-specific district. 6. The Respond may request reimbursement for its expenses related to the creation of the new site- specific district and the initial design of the community center. If the de -annexation and creation of the new site-specific district does not occur, then there will be no reimbursement of any of the Respondent's costs. If the new site specific district is created then MDC agrees to consider a request for reimbursement of the initial expenses described in this paragraph and that it will negotiate in good faith regarding an owner participation agreement which addresses the reimbursement of the costs of certain reimbursable public improvements constructed by Respondent with any reimbursement occurring over time from a portion of the tax increment generated in the site specific district and received by MDC. 7. This Agreement is governed by the laws of the State of Idaho, constitutes the entire understanding between the Parties and may not be modified except by written consent of all the Parties. This Agreement will automatically terminate upon the City's denial of the Respondent's request to approve the de -annexation and creation of the new site-specific district, the negotiation and execution of an owner participation between MDC and Respondent or at 5:00pm on January 31. 2021 whichever occurs first. IN WITNESS WHEREOF, the parties hereto have executed this Agreement effective as of the date first noted above. MERID N DEVELOPMENT CORPORATION: By: bave Winder, Chairman Attest: Ste Vlassek, Secretary CITY OF MERIDIAN: Tammy de We 01 Mayor GALENA QPPORTUN� FUND: Bill T President Auc,� c ;►y „r C��' `E IDIAN IDAHO 0 the MEMORANDUM OF AGREEMENT RFP CIVIC BLOCK PROJECT PAGE 2 OF 4 M e r i d i a n C i t y C o u n c i l M e e t i n g A g e n d a N o v e m b e r 2 6 , 2 0 1 9 – P a g e 2 1 0 o f 3 5 2 �rE IDIZ IAN.,*-- �J CITY COUNCIL WORK SESSION AGENDA November 26, 2019 Agenda Item Number: 3 H Item Title: Approval of Amendment 1 to AIA B133 Agreement to CSHQA, Inc. for the 'Design, Construction Drawings and Services during construction - Scenario Village" project for a not -to -exceed amount of $309,000.00 Meeting Notes: rJ✓ I TEM SHEET C ouncil Agenda I tem - 3.H. Presenter: Consent Estimated Time f or P resentation: 1 Title of I tem - Approval of Amendment 1 to AIA B 133 Agreement to C S HQ A, Inc. for the “D esign, C onstruction Drawings and Services During C onstruction – S cenario Village” project for a Not-To-E xceed amount of $309,000.00 AT TAC HM E NT S: Description Type Upload D ate Council Memo Cover Memo 11/21/2019 B udget R eport Cover Memo 11/21/2019 A mendment No. 1 - Scenarior Village D esign Cover Memo 11/21/2019 Meridian City Council Meeting Agenda November 26, 2019 – Page 211 of 352 Page 1 Memo To: C. Jay Coles, City Clerk, From: Keith Watts, Purchasing Manager CC: Jamie Leslie Date: 11/21/2019 Re: November 26 th City Council Meeting Agenda Item The Purchasing Department respectfully requests that the following item be placed on the November 26 th City Council Consent Agenda for Council’s consideration. Approval of Amendment 1 to AIA B133 Agreement to CSHQA, Inc. for the “Design, Construction Drawings and Services During Construction – Scenario Village” project for a Not-To-Exceed amount of $309,000.00. Recommended Council Action: Approval of Amendment No. 1 to CSHQA, Inc. for the Not-To-Exceed amount of $309,000.00 Thank you for your consideration. City of Meridian Purchasing Dept. Meridian City Council Meeting Agenda November 26, 2019 – Page 212 of 352 city of Meridian Statement of Revenues and Expenditures - Rev and Exp Report - Jenny FY202O - Unposted Transactions lncluded In Repc 2f70 - PD TEaining Center From ro/t/2019 Through 9/30/2020 Budget with Amendments Current Year Actual Budget Remaining 50r2 01 07 55 9 Capital outlay Pub1lc safety Training Ctr ceneral Fund fmpact Fund CapitaL Projects Total- Capital Out.lay DEPT EXPENDITURES TOTAI, EXPENDITURES 58,778.04 804,999.95 2 , 694 . 999 .96 o - o0 3, 558, 7'77 -95 , r -9,fJJ.25 - ,--- q. qq- -],jl!.llL25 _ ],j]3,11_3_,6 0.00 -].1$.JZ.2S= 58,778.04 804 ,999 .96 2 .694 .999 .95 3 , 5s3_ 11:l .j5 00 00 00 0 0 o Datet la/2r/19 01:52:03 PM Page: 1 Meridian City Council Meeting Agenda November 26, 2019 – Page 213 of 352 TASK ORDER AUTHORIZATION Date: September 26, 2019 Task Order No.: 02 Rev 1 - 06 Client: City of Meridian Project No.: 17287.000 33 East Broadway Meridian, Idaho 83642 Project: First Responder Training Center 1401 East Watertower Street Meridian, Idaho 83642 Description of Services: Task 02 – Design Site and Buildings within Scenario Village Master Planned Location Task 2 is null and void. Task 03 – AIA B133 Contract Revisions Contract revisions annotated on the attached Exhibit A Task 04 – Training Building Services to be performed under Task 04 are detailed on the attached Exhibit A Task 05 – Site Prep for Burn Prop Services to be performed under Task 05 are detailed on the attached Exhibit A Task 06 – Briefing/Locker/Restroom Facility Services to be performed under Task 06 are detailed on the attached Exhibit A The terms and conditions of the original contract signed by the Architect on August 30, 2018, shall apply with the revisions annotated in Task 3 of this Task Order Authorization to the services provided in this Task Order Authorization. This Authorization shall be considered an addendum to the original contract with the Architect/Engineer. Compensation shall be as follows: Task 02 – $0.00 Task 03 - $0.00 Task 04 - Fixed Fee basis of $194,000.00 plus Reimbursable Expenses Task 05 – Fixed Fee basis of $15,000.00 plus Reimbursable Expenses. Task 06 – Fixed Fee basis of $100,000.00 plus Reimbursable Expenses. Meridian City Council Meeting Agenda November 26, 2019 – Page 214 of 352 Task Order Authorization Task Order Nos.: 02 Rev. 1- 06 Project Name, Location: First Responder Training Center, Meridian, Idaho Project No.: 17287.000 Page 2 of 2 September 26, 2019 This Task Order Authorization constitutes your acceptance and authorization for the Architect and/or Engineer to proceed with the services described above. Approved By: Tammy de Weerd, Mayor Date: X Ito- 0�4 Approved By: Z' Craig A. Slocum, Ar itect Date: September 26, 2019 We appreciate this opportunity and look forward to continue working with you on this project. Please contact this office if you have any questions. Sincerely, CSHQA, Inc. flAffill Dave Davies, AIA Attachments City of Meridian Page 1 September 26, 2019 EXHIBIT A – PROJECT SCOPE First Responder Training Facility Meridian, ID Project No. 17287.000 Task 03 – AIA B133 Contract Revisions Modify the Existing AIA B133 dated June 2018 contract between City of Meridian and CSHQA, Inc. as follows: 1: Change Project Name to “First Responder Training Center” The Construction Manager: To be retained by Owner. 1.1.3: Replace text with: Enclosed Scenario Building: $1,940,000.00 Burn Prop Structure: $190,000.00 Briefing Building: $900,000.00 1.1.4.1: Complete Construction Documents: Replace text with, Summer 2020 1.1.4.2: Commencement of Construction: Replace text with, Fall 2020 1.1.10.1: Construction Manager: Replace text with, 2020 1.1.10.5: Civil Engineer: Replace text with, Retained by CSHQA, Inc. 1.1.10.6: Other consultants: Add text, Burn Prop Vendor, Furnishings, Fixtures and Equipment by Owner and Owner’s Vendor(s). 1.1.12.1.1: Structural Engineer: Replace text with, Retained by CSHQA, Inc. 1.1.12.1.2: Mechanical Engineer: Replace text with, CSHQA, Inc. 1.1.12.1.3: Electrical Engineer: Replace text with, CSHQA, Inc. 1.1.12.1.4: Replace text with, CSHQA, Inc. 1.1.13: Add text, Exhibit A and Exhibit B 4.1.6 Delete, Exhibit A 4.1.9: Replace text with, Architect Exhibit A 4.1.10: Replace text with, Architect Exhibit A 4.2 Add text, Exhibit A 5.6 Add the following text: Meridian City Council Meeting Agenda November 26, 2019 – Page 216 of 352 City of Meridian Page 2 September 26, 2019 The Owner shall furnish surveys to describe physical characteristics, legal limitations and utility locations for the site of the Project, and a written legal description of the site. The surveys and legal information shall include, as applicable, grades and lines of streets, alleys, pavements and adjoining property and structures; designated wetlands; adjacent drainage; rights-of-way, restrictions, easements, encroachments, zoning, deed restrictions, boundaries and contours of the site; locations, dimensions and necessary data with respect to existing buildings, other improvements and trees; and information concerning available utility services and lines, both public and private, above and below grade, including inverts and depths. All the information on the survey shall be referenced to a Project benchmark. 5.7 Add the following text: The Owner shall furnish services of geotechnical engineers, which may include but are not limited to test borings, test pits, determinations of soil bearing values, percolation tests, evaluations of hazardous materials, seismic evaluation, ground corrosion tests and resistivity tests, including necessary operations for anticipating subsoil conditions, with written reports and appropriate recommendations. 11.1: Replace text with the following: Task 01: Fixed Fee basis of $20.404.00 plus Reimbursable Expenses Task 02: Not Used Task 03: $0.00 Task 04: Fixed Fee basis of $194,000.00 plus Reimbursable Expenses Task 05: Fixed Fee basis of $15,000.00 Task 06: Fixed Fee basis of $100,000.00 13.2.3: Other documents: Replace text with, Exhibit A and Exhibit B Task 04 – Training Building Provide architectural and engineering (mechanical (HVAC and plumbing), electrical, structural, and civil) design services to include the following: • Shell Scope: Both Pre-Engineered Structural Steel building with metal siding and Structural Wood Frame component simulating a two-story apartment breezeway with exterior stairs and possible access to a simulated roof element prop on the interior of the Steel Building. Also include an exterior stair down to Basement. • Interior Scope: Single level with partial basement including interior and exterior stairs. Access to some simulated roof elements. Offset components at interior at main simulated concrete or asphaltic concrete roadway. Concrete drive through capability for vehicles including EMS and fire trucks with curbs and simulated sidewalks. Incorporate heating and cooling, ventilation in some areas, moderate abuse resistance and flexibility of layout over time. Several props to be built on the interior including: Apartment, Retail Shop, Dry Cleaner, Generic Store, Bank, Bar/Tavern and a Storage Room all including interior and exterior entrances and some glass on interior and exterior. Include interior stairs from second level apartment/roof area. • Finished Areas Scope: Men’s/Women’s Restrooms, Dressing Room with Personal Lockers, Custodial Room, Electrical Room, Drinking Fountain Area. Site: Parallel parking on the east side and simulated alley on the west side with roadway/parking on the north and back drive connection to roadway on the south leaving a pad site for future scenario building. Meridian City Council Meeting Agenda November 26, 2019 – Page 217 of 352 City of Meridian Page 3 September 26, 2019 NOTE: Overall: Approximately 8,400 sf main floor plus 1,200 sf basement with an Initial Construction Budget of $1,940,000.00. Task 05 – Site Prep for Burn Prop Provide architectural and engineering (mechanical (plumbing), electrical and civil) design services to include the following: • Burn Prop Scope: Purchased by others for installation onto the site across the road to the south of the existing PSTC facility. Prop will require Concrete Pier Concrete Supports, Propane and Electrical Utility connections, Storm and Fire Water drainage and consideration for fire truck access. Anticipate a Gravel Site with limited concrete slab, if any. NOTE: Overall: Initial Construction Budget for Site Prep $100,000.00. not including burn prop. Task 06 – Briefing/Locker/Restroom Facility Provide architectural, landscape architectural, interior design, and engineering (mechanical (HVAC and plumbing), electrical, telecommunication, structural, and civil) design services to include the following: • Structure System Scope: Single level, low slope roofing, cold formed steel framing, masonry exterior with consideration for future adjacent parking structure. • Interior Finish Scope: Locker Rooms, Toilet Rooms, and Briefing Room sized appropriately given growth projections for Meridian City. Site: Secured vehicle parking, as many as the site will allow. Consider canopy structures over parking if budget allows. NOTE: Overall: Approximately 4,000 sf with an Initial Construction Budget of $900,000.00. Meridian City Council Meeting Agenda November 26, 2019 – Page 218 of 352 lockers/toilets briefing room covered surface parking. Future parking structure above.3 Il l u s t r a t i o n f r o m me e t i n g l a t e 20 1 9 r e v 2 se c u r i t y f e n c e b a s e m e n t 1 b a c k a l l e y / d r i v e b a c k d r i v e (e ) P S T C F a c i l i t y (e) K9 Facility ba c k d r i v e si t e p r e p f o r OF O I B u r n Pr o p 2 3 4 new surface parking (covered) future parking garage 2nd level gr a v e l co n c . se c u r i t y f e n c e EX H I B I T B Au g u s t Me r i d i a n C i t y C o u n c i l M e e t i n g A g e n d a N o v e m b e r 2 6 , 2 0 1 9 – P a g e 2 1 9 o f 3 5 2 EIDIANC-- DAJ CITY COUNCIL WORK SESSION AGENDA November 26, 2019 Agenda Item Number: 4 Item Title: Items Moved From Consent Agenda Meeting Notes: EI IDZ IANC-- �J CITY COUNCIL WORK SESSION AGENDA November 26, 2019 Agenda Item Number: 3 I Item Title: Approval of Task Order 11081.1 — Well 17 Water Treatment Facility Design To Mountain Waterworks for the not -to -exceed amount of $283,786.00 Meeting Notes: I TEM SHEET C ouncil Agenda I tem - 3.I . Presenter: Estimated Time f or P resentation: 0 Title of I tem - Approval of Task Order 11081.a - Well 17 Water T reatment F acility Design to M ountain Waterworks for the Not-to-Exceed amount of $283,786.00 AT TAC HM E NT S: Description Type Upload D ate Council Memo Cover Memo 11/21/2019 Requisition Cover Memo 11/21/2019 Contract C hecklist Cover Memo 11/21/2019 Task Order 11081.a Cover Memo 11/21/2019 Meridian City Council Meeting Agenda November 26, 2019 – Page 220 of 352 Page 1 Memo To: Chris Johnson, City Clerk From: Sandra Ramirez, Buyer CC: Brent Blake; Keith Watts Date: November 21, 2019 Re: November 26 th City Council Meeting Agenda Item The Purchasing Department, on behalf of the Public Works Department, respectfully requests that the following item be placed on the November 26 th City Council Consent Agenda for Council’s consideration. Approval of Task Order 11081.a - Well 17 Water Treatment Facility Design to Mountain Waterworks for the Not-to-Exceed amount of $283,786.00. This Task Order coincides with the Public Works request for a Budget Amendment for $900,000.00. Recommended Council Action: Approval of Task Order 11081.a – Well 17 Water Treatment Facility Design to Mountain Waterworks for the Not-to-Exceed amount of $283,786.00 as well as authorize the Purchasing Manager to sign the Purchase Order for the Not-To-Exceed amount of $283,786.00. Thank you for your consideration. City of Meridian Purchasing Dept. Meridian City Council Meeting Agenda November 26, 2019 – Page 221 of 352 M e r i d i a n C i t y C o u n c i l M e e t i n g A g e n d a N o v e m b e r 2 6 , 2 0 1 9 – P a g e 2 2 2 o f 3 5 2 N / A N / A N / A N / A x x N / A N / A x N / A N / A N / A N / A N / A G o o d s t a n d i n g 1 1 / 2 1 / 2 0 1 9 M e r i d i a n C i t y C o u n c i l M e e t i n g A g e n d a N o v e m b e r 2 6 , 2 0 1 9 – P a g e 2 2 3 o f 3 5 2 Task Order 11081.a Well 17 Water Treatment Facility – Design Page 1 of 14 Mountain Waterworks TASK ORDER NO. 11081.a Pursuant to the MASTER AGREEMENT FOR PROFESSIONAL SERVICES BETWEEN CITY OF MERIDIAN (OWNER) AND MOUNTAIN WATERWORKS, INC. (ENGINEER) This Task Order is made this ___ day of November 2019 and entered into by and between the City of Meridian, a municipal corporation organized under the laws of the State of Idaho, hereinafter referred to as “City”, and accepted by Mountain Waterworks, INC., hereinafter referred to as “Engineer” pursuant to the mutual promises, covenant and conditions contained in the Master Agreement (category 1d) between the above mentioned parties dated October 1, 2017. The Project Name for this Task Order is as follows: WELL 17 WATER TREATMENT FACILITY – DESIGN PROJECT UNDERSTANDING The City of Meridian’s (City) domestic water system experiences water quality issues related to the precipitation of iron and manganese from groundwater resulting in brown water events, reduced chlorine residuals, extended system flushing, and customer complaints. The purpose of this project is to investigate feasible treatment options and implement the preferred water treatment technology at Well 17 located on the corner of Locust Grove and Time Zone Drive. The City intends to have the existing structure demolished and construct a new well house/treatment facility including a greensand (or similar technology) system for their approximately 1,000 gallon per minute (GPM) Well 17. The project will consist of: (1) Establishing iron and manganese removal criteria at Well 17. (2) Completing final design and preparing specifications for the procurement of an iron and manganese removal system from an equipment supplier using a competitive procurement process. Completing final design and preparing a construction document package for City’s use in obtaining bids for the construction and installation of the previously procured equipment. SCOPE OF WORK Mountain Waterworks will perform the following tasks for the iron and manganese removal project at Well 17. Meridian City Council Meeting Agenda November 26, 2019 – Page 224 of 352 Task Order 11081.a Well 17 Water Treatment Facility – Design Page 2 of 14 Mountain Waterworks Task 1 – Project Management and Administration Mountain Waterworks will provide the overall project planning, management, scheduling, coordination of efforts and the day-to-day administrative tasks required for this Task Order. The project is assumed to require eight months for the water treatment equipment procurement and design of the water treatment facility. Mountain Waterworks will prepare written monthly progress reports. The reports will include the following items: • A written description of the progress of the work accomplished to date. • A summary of project issues and concerns that need to be resolved. • A summary of changes in contract amount or time (if applicable). • Monthly invoices for work completed. Deliverables • Monthly progress reports and detailed invoices Task 2 – Pilot Test Mountain Waterworks will perform a pilot test at Well 17 for up to five (5) days to determine the recommended conditions for iron and manganese removal. Processes currently expected to be tested include: • Greensand media filtration • Pyrolusite media filtration The pilot test will consist of two columns for testing, one for each process, at varying loading rates to establish filter performance criteria. Field tests on the raw water and filter effluent are expected to include the following: Field Testing Parameter Frequency Manganese 60 minutes (or as defined in the pilot plan) Iron, Total 60 minutes (or as defined in the pilot plan) Ammonia Twice Daily Hydrogen Sulfide Daily Chlorine Solution Strength Daily or more frequently if necessary Free/Total Chlorine Daily or more frequently if necessary Alkalinity Daily pH 60 minutes (or as defined in the pilot plan) Free Chlorine Residual 60 minutes (or as defined in the pilot plan) Mountain Waterworks will coordinate with the City to determine desired free chlorine residual after filter and monitor dosing to achieve it to the extent possible. Mountain Waterworks will assist the City in conducting a taste test of the water produced during various pilot test setups. Report Meridian City Council Meeting Agenda November 26, 2019 – Page 225 of 352 Task Order 11081.a Well 17 Water Treatment Facility – Design Page 3 of 14 Mountain Waterworks Data produced from the pilot testing will be analyzed to determine the efficacy and efficiency of the tested filter media for iron and manganese removal at varying loading rates. The analysis will also estimate required chlorine dose. Mountain Waterworks will prepare a draft Well 17 Pilot Study Report containing the results of the pilot test and analysis. The report will include an evaluation of the tested media and treatment processes for full scale use at Well 17 and will serve as a basis of design. After meeting with the City to review the draft report, Mountain Waterworks will prepare a final Well 17 Pilot Study Report incorporating pertinent revisions. Although likely not required by IDEQ, the final report will be provided to IDEQ as an attachment to the Preliminary Engineering Report (Task 7). Deliverables • Draft and final Well 17 Pilot Study Report Task 3 – Public Meeting and Zoning Requirements (if necessary) Mountain Waterworks will assist the City in obtaining a certificate of zoning compliance. If the preferred layout of new facilities does not meet setback or other dimensional requirements, Mountain Waterworks will assist the City in obtaining a variance. Mountain Waterworks will specifically provide the following: • Certificate of Zoning Compliance – Mountain Waterworks will prepare submittal package per Planning Department requirements for obtaining a certificate of zoning compliance. A preliminary landscaping plan, site plan, and building elevations will be included for zoning compliance and approval. • Neighborhood Meeting – if authorized by the City, Mountain Waterworks will provide public involvement services that may include mailers, door hangers, or limited door-to-door visits. • Variance Application – If required by the final design layout, Mountain Waterworks will prepare the variance application for submittal to the City of Meridian Community and Development Services (CDS). This will include one (1) pre- application meeting with the City CDS staff. Task 4 – Iron and Manganese Removal Equipment Procurement Package Mountain Waterworks will prepare technical specifications to solicit bids for water treatment equipment for the Well 17 treatment project through a competitive bidding process. Mountain Waterworks will prepare draft performance specifications for the preferred equipment and review it with the City in a Workshop. It is anticipated that the specifications will likely include: • A range of expected well water quality. • The results of the Well 17 pilot testing. • Well production and pressure information. • Equipment performance requirements for removal of iron and manganese and other pertinent parameters. • Requirements for identifying and defining treatment system operational and maintenance costs. Meridian City Council Meeting Agenda November 26, 2019 – Page 226 of 352 Task Order 11081.a Well 17 Water Treatment Facility – Design Page 4 of 14 Mountain Waterworks • Limitations on backwash flow and volume that are allowed. • Requirements for a guaranty of treatment performance. • Penalties for not meeting the treatment guaranty. • Requirements for submittals, training, startup, and operations and maintenance manuals. Deliverables • Draft and final technical performance specification for treatment equipment in electronic (PDF & word) format. Task 5 – Equipment Procurement Assistance Mountain Waterworks will assist the City during the procurement process of the water treatment equipment in responding to technical questions from prospective bidders. Mountain Waterworks will assist the City’s evaluation and selection of the proposed treatment equipment following the receipt of bids through the competitive bidding process. It is anticipated that the technical information to evaluate will likely include: • Bidders’ qualifications • General product information • General layout drawings • Product performance information • Treatment system operational and maintenance costs • Example project installations • References The City will administer the equipment procurement process. Mountain Waterworks will assist the City in responding to technical questions that the City is unable to answer through the review of the Contract Documents. Deliverables • Attend the pre-bid conference • Written responses to technical questions (addendum) • Participate in the review of bids and selection process • Technical evaluation of treatment equipment submittals and concurrence of City’s recommendation of award of procurement contract. Task 6 – Survey and Mapping Mountain Waterworks will provide topographical survey and prepare base mapping for the design of the water treatment facility at the existing well site, identify waterline connections, and locate the drain line outfall alignment to the existing sanitary sewer main located in Time Zone Drive. It is anticipated that the effort will include: • Research and Utility Request: Research available land monuments, plats, records of survey, right-of-ways, and recorded easements on the project site. Contact utility companies prior to survey via Dig-line to request field locations of utilities and available utility mapping. Utilities will be shown to the extent they are visible in the field, or located by the utility or Owner. It is assumed that the City will provide Title Reports for all properties that will be encroached upon by the proposed project. Meridian City Council Meeting Agenda November 26, 2019 – Page 227 of 352 Task Order 11081.a Well 17 Water Treatment Facility – Design Page 5 of 14 Mountain Waterworks • Survey Control: Establish survey control at the site and along the outfall line alignment using: horizontal coordinate system, NAD 1983 translated to the Ada County G.I.S. system, and vertical control based on NAVD 1988. Right-of-ways (ROW’s) will be established and shown on the base map using Ada County G.I.S. data. Any land monuments will be located and shown where found from visual observations during the field survey. Well lot lines will be developed from field measurements and recorded plat information. • TBM’s: Establish temporary construction benchmarks (T.B.M.’s) at two locations on the well lot. • Topographic Survey: Complete topographic survey as previously described herein. For the purposes of this scope and fee proposal, it is assumed that survey will include existing observable features such as building corners, sidewalks, fences, edge of roadways, power poles, and utility boxes, property lines (including existing elevations at property lines), and structures. Existing utilities shall be located to the extent that they are visibly marked by the utility companies. • Base Mapping: Prepare topographic mapping in Civil 3D 2018 at a 1” = 20’ scale, 22”x34”. Topographic features will be depicted using accepted Mountain Waterworks standard symbols. Topographic features will be shown on the design plans to the extent that they are found or field located by the utility companies, such as fences, utility poles, surfacing, utilities, edge of pavement, face of curb, sidewalks, striped roadway centerline, guard rails, signal poles, signs, mail boxes, face of retaining walls, telephone risers, large trees, and include monuments of record and physical survey of monuments and property pins that are found. Provide locations (X & Y coordinates) and elevation of local temporary benchmarks to be used on Project. Property lines will be shown based on Ada County G.I.S. mapping. Contours at one-half foot (1/2’) intervals will be generated. Roadway will be cross-sectioned at 50’ intervals on centerline, edge of pavement, gutter, top of curb and natural ground near ROW. Deliverables • Base mapping pdf with 0.5-foot contours intervals of the project site, including the drain line outfall to the existing sanitary sewer. Task 7 – Preliminary Engineering Report Mountain Waterworks will prepare a preliminary engineering report (PER) for the facility in compliance with IDEQ rules IDAPA 58.01.08, Section 503. A conceptual design based on the City-selected equipment in Task 3 will be developed in a workshop approach with the City. The single workshop will address: • Building and equipment layout and equipment selection • New building layout – assume a single building to house the well and treatment systems with a separate electrical room • Site layout • 30% design drawings: o Title Sheet o Site Civil Plan Meridian City Council Meeting Agenda November 26, 2019 – Page 228 of 352 Task Order 11081.a Well 17 Water Treatment Facility – Design Page 6 of 14 Mountain Waterworks o Design Criteria o P&ID o Building Layout & Concept Floor Plan o Building Elevation • Document capacity in adjacent sanitary sewer to receive backwash (by the City) • Operation and maintenance considerations • Preliminary cost estimate • Site source power evaluation The results of the workshop will be developed into a PER for City and IDEQ approval. The PER will identify design criteria, site constraints, code requirements, permitting and entitlement requirements, a list of equipment to be provided in the facility along with their electrical requirements, and a description of the operation, maintenance, and control of the facility. A geotechnical report for use in footing/foundation and stormwater facility design will be completed and included in the PER. A general building and equipment layout plan will be included. A conceptual level cost estimate will also be provided in the PER. Six (6) copies of the PER will be submitted to the City for initial review. Following the City’s review, the report will be updated and provided to the City for submission to the IDEQ as the Preliminary Engineering Report for approval. Mountain Waterworks will incorporate applicable IDEQ comments and publish a final PER to IDEQ and the City. Deliverables • Draft PER for City Review • Final Draft PER for IDEQ Review • Final PER for City and IDEQ Approval Task 8 – Design (50%, 90% and 100% Submittals) Mountain Waterworks will prepare civil, mechanical, electrical, architectural and structural design and prepare plans and specifications for the construction of a treatment facility for iron and manganese removal at Well 17. The facilities included in the design will be as described in the PER from Task 7. Design elements will include the following: 1. Demolition of the existing well facility. 2. New well piping, valves, and controls. 3. Chlorine oxidation and disinfection system, including residual monitoring. 4. Iron and manganese removal equipment including filters, media, backwash controller, backwash flow meter, backwash flow control, pressure relief valve, piping, and other related appurtenances. 5. Electrical power and controls for the new treatment and building equipment. 6. A new single-story CMU building with metal roof and fire suppression system. 7. Lighting, heating, ventilation, and air conditioning for the new building. Lighting is assumed to be industrial, chemically resistant fluorescent lighting. Heating is assumed to be ceiling-mounted industrial electrical space heater(s) and a pad or wall mounted heating and air conditioning unit. Ventilation will be provided by wall and ceiling vents. 8. On-site yard piping improvements needed for the new treatment facility. 9. Site civil design including grading, fencing, landscaping, and vehicle access. Meridian City Council Meeting Agenda November 26, 2019 – Page 229 of 352 Task Order 11081.a Well 17 Water Treatment Facility – Design Page 7 of 14 Mountain Waterworks 10. Drain line to the existing sanitary sewer main. A traffic control plan is also included within this task. 11. Erosion and sedimentation control plan. A preliminary list of expected design drawings is attached (Attachment A). Drawings and specifications will be submitted to the City for review and approval at 50%, 90% and 100% completion. Up to six (6) hard copies of the 50% and 90% submittals will be provided to the City, and ten (10) sets of the 100% submittal, plus an electronic copy (PDF and AutoCAD in accordance with GIS Standard) of the 100% submittal, will be provided to the City. Mountain Waterworks will submit final drawings and specifications to the IDEQ for review and approval. An engineer’s opinion of probable construction cost will be updated and submitted with the 90% documents. The City may require up to ten days for review of the 90% submittal and the State will require up to 30 days for review of the 100% submittal. 8.1 - 50% Design Mountain Waterworks will develop preliminary design plans based on the approved PER. The preliminary design plans will include a site plan, building floor plan, piping and equipment plan, building elevations, and preliminary electrical and control plan. The 50% design package will include preliminary technical specifications (not including architectural, mechanical or electrical) and a preliminary Opinion of Probable Construction Cost. Provide 50% plans to City for initial review. Deliverables • 50% Complete preliminary design Plans, six (6) copies at scale TBD to City. • Preliminary Opinion of Probable Construction Cost. 8.2 - 90% Agency Review Design, Plans and Specifications Mountain Waterworks will finalize design of structures, equipment, major plant piping, process, site plan to allow final detailing of the same during the 100% design activities. Specific activities, and work products from 90% design including the following: Project Management • Conduct constructability review • Conduct operability review • Update engineer’s opinion of probable construction cost • Coordination with treatment equipment vendor Civil • Finalize building and major site element horizontal locations. • Finalize floor/control levels and finished grades. • Define contractor staging, storage, and off-site access corridors. • Prepare site grading, drainage, landscape and Temporary Erosion Sediment Control plans. • Prepare yard piping and drain layouts. Meridian City Council Meeting Agenda November 26, 2019 – Page 230 of 352 Task Order 11081.a Well 17 Water Treatment Facility – Design Page 8 of 14 Mountain Waterworks • Prepare access road revisions to building. • Prepare technical specifications. • Erosion and sediment control plan in accordance with City of Meridian requirements. Architectural • Finalize building floor plan and elevations for building. • Finalize the structural design concepts for the building. • Review applicable codes for the building with City Building, Plumbing, and Electrical Officials and the Fire Marshal. Complete building and fire code analysis. • Prepare technical specifications. Structural • Complete structural design for new building and selection of materials of construction. • Prepare framing plan for building. • Prepare final floor plan for building. • Prepare technical specifications. Process • Final major equipment sizing calculations. • Coordinate with instrumentation and control system (I&CS) on completion of P&ID’s. Mechanical • Calculate the hydraulic profile for all major gravity process pipelines and hydraulic structures. Establish maximum and minimum water surface elevations for all process tanks. • Coordinate with architectural and structural team on preparation of building layout. • Assemble catalog cuts for all major process equipment. Complete equipment data sheets or equipment list on all major equipment items to include asset tags per City of Meridian Asset Management Guidelines. • Coordinate with I&C in the finalization of P&ID’s. • Finalize ancillary equipment sizing and line sizing calculations (chemical storage, feed and delivery systems, etc.). • Final equipment selection (type, size, weight, and arrangement). • Finalize selection of piping materials. • Prepare technical specifications. HVAC/Plumbing • Energy compliance documents for the mechanical systems. • Prepare mechanical specifications as required. • Prepare fire suppression system drawing and specifications as required. • HVAC load calculations and sizing of new HVAC systems as required. Meridian City Council Meeting Agenda November 26, 2019 – Page 231 of 352 Task Order 11081.a Well 17 Water Treatment Facility – Design Page 9 of 14 Mountain Waterworks • Ductwork sizing and layout. • Assist in obtaining approval of mechanical/plumbing/fire suppression documents from reviewing agencies. • Subconsultant will assist Mountain Waterworks in obtaining approval of mechanical documents from reviewing agencies. Instrumentation and Control • Design to upgrade control system to current City standards. • Develop P&IDs. • Develop design package to demo the existing control panel and install the new control panel. • Develop control panel drawings suitable for UL construction. • Prepare instrumentation and control specifications as required. • Subconsultant will coordinate with Mountain Waterworks and other subconsultants on applicable items for City’s SCADA integration. Electrical • Service load and standby power calculations. Note that permanent standby power facilities are not included within the project scope. • Site lighting. • Interior lighting. • Power distribution. • Energy compliance documents for lighting systems. • Prepare electrical specifications. • Subconsultant will coordinate with Mountain Waterworks and other subconsultants on applicable items. • Subconsultant will assist Mountain Waterworks in obtaining approval of electrical documents from reviewing agencies. Quality Control Mountain Waterworks and subconsultants will perform quality control (QC) reviews by a senior engineer to provide an independent review of the 90% design prior to submittal to City. 90% Design Workshop Mountain Waterworks will conduct a design workshop to review the work products with the City’s personnel and other key project staff. Workshop minutes, including the City’s comments will be prepared and distributed to attendees. Mountain Waterworks will implement City and agency review comments from the 90% review as warranted. Completion of the final design will include plans, technical specifications, bid schedule and the Engineer’s Opinion of Probable Construction Cost. These items will be submitted to the City for bidding purposes. 8.3 - 100% Contract Document Preparation Mountain Waterworks will complete final technical contract drawings and specifications for competitive bidding. Key activities during this phase will include: Meridian City Council Meeting Agenda November 26, 2019 – Page 232 of 352 Task Order 11081.a Well 17 Water Treatment Facility – Design Page 10 of 14 Mountain Waterworks Design Management • Conduct final reviews and incorporate 90% design review comments. Contract Document Completion • Prepare final construction drawings. • Prepare final technical specifications. • Prepare final calculations. • Complete final checking and coordination review, agency permitting compliance reviews. Incorporation of Final Review Comments Mountain Waterworks will modify the contract documents to reflect all agreed upon 90% review comments from the City, IDEQ, ACHD and Mountain Waterworks’ quality control review. The final documents will then be provided to the City and will be submitted to IDEQ for review and approval. These plans will be incorporated into the building permit package in Task 10. Task 9 – Bidding Assistance - Water Treatment Facility Mountain Waterworks will assist the City during the bidding process for the construction of the new water treatment facility in responding to technical questions from prospective bidders. The City will facilitate the bidding process. Mountain Waterworks will assist the City in responding to technical questions that the City is unable to answer through review of the Contract Documents for City’s use in preparation of addenda. Deliverables • Written responses to technical questions submitted during the bidding • Attend pre-bid meeting, prepare and distribute meeting notes to attendees Task 10 – Agency Coordination and Permitting Mountain Waterworks will assist the City with agency approval process. Mountain Waterworks shall submit the plans, on behalf of the City, specifically limited to the following: • IDEQ Plan Approval. Complete the IDEQ Checklist and submit copies of the design for review. Mountain Waterworks shall make required changes to the plans and specifications based on their review. • Ada County Highway District Plan Approval. Submit copies of the design to the ACHD for review and approval of the off-site sewer line and a new driveway approach, if applicable. • City of Meridian Building Permit. Complete the Building Permit application and submit copies of the design for review. Mountain Waterworks will meet with the Building Department to discuss their review of the plans, if necessary. Required comments will be integrated into the plans and resubmitted for review and approval. This process is estimated to take one (1) month. This excludes revisions that require modification to the base design. Meridian City Council Meeting Agenda November 26, 2019 – Page 233 of 352 Task Order 11081.a Well 17 Water Treatment Facility – Design Page 11 of 14 Mountain Waterworks Task 11 – Existing Well Evaluation and Reconstruction As part of the City’s standard maintenance program, the well pump, column, and motor are planned to be removed, serviced, and the well will be video inspected and condition documented. Under Task 11, engineer shall coordinate, supervise, or perform the following: • Conduct a short-term hydraulic test of the existing equipped well as baseline data for specific capacity and for comparison to the original specific capacity; and to compare the actual current pump performance to the original pump curve. After pump rehabilitation is completed and the pump is installed, a second hydraulic test will be performed to evaluate and document the pump performance. • Develop documents and schedules for use in obtaining quotes, and work with the City Project Manager to engage contractor for pump and motor removal, pump inspection/rehabilitation, motor delivery to electrical shop (Hopper Electric), motor pickup and delivery back to well site, and pump/motor re- installation. • Video inspect the inside of the well casing and screens. • Develop documents and schedules for use in obtaining quotes, and work with the City Project Manager to engage contractor for well cleaning. A specification for disinfection and cleaning will be included. • Work with the City’s contractor on site to inspect and disinfect tools to be inserted in the well and to provide on-site procedures for the cleaning. • Video inspect the cleaned casing and well screens. • Develop a technical memorandum to the City with documentation, conclusions, and recommendations on the current condition of the well. Engineer will review contractor's invoices and recommend action for payment. Deliverables • Well inspection technical memorandum. • Well inspection video(s). • Well pump bidding/quote documents. • Well cleaning bidding/quote documents. ASSUMPTIONS While preparing our scope of services and fee estimate, we have made the following assumptions: • The City will provide to Mountain Waterworks the following for Well 17: • Updated water quality information for Well 17. • Record drawings for Well 17, including the well construction log. Meridian City Council Meeting Agenda November 26, 2019 – Page 234 of 352 Task Order 11081.a Well 17 Water Treatment Facility – Design Page 12 of 14 Mountain Waterworks • Pump curve and pump setting information for the well pump as currently installed. • Historical geotechnical reports and/or drilling logs for the Well 17, as available. • A legal description for the existing Well 17 lot. • Site access for Mountain Waterworks to locate equipment and personnel at Well 17 to perform the pilot test. The City will also provide power (110 VAC) for injection equipment and lighting. • Provide SCADA I/O standards and guidance to Mountain Waterworks on the requirements of the instrumentation and controls and SCADA systems for the project. • Standard City PLC specifications for incorporation into the project. • The City will provide the following during any bidding or procurement process: • all bidding and contract documents including, but not limited to, advertisement for bids, bid forms, contracts/agreements, condition of the contract, award, bonding and insurance requirements. • Incorporate Mountain Waterworks’ technical specifications and drawings into Bidding and Contract Documents using the City’s contracting boiler plate to bid procurement of the treatment equipment. • Provide all administration to bid and procure the iron and manganese removal water treatment equipment. • Incorporate Mountain Waterworks’ technical specifications and drawings into Bidding and Contract Document using the City’s contracting boiler plate to bid the construction and startup of the water treatment facility. • The City will distribute the Bidding and Contract Documents for the construction of the iron and manganese removal water treatment facility. • Following a review of the bids received for the construction of the water treatment facility, the City will award and execute a contract with the successful bidder. • The City will: • Provide on-going review of Mountain Waterworks’ work and timely consideration of design issues within a time acceptable to the City and Mountain Waterworks. • Pay for all permits and fees needed for the project. • Provide project manager to serve as a liaison with other City departments and divisions to facilitate the project reviews and approval process. • Mountain Waterworks will: • Utilize an electronic platform for transmission of project documents including invoicing, reports, any electronic plan submittals, and construction submittal review. Meridian City Council Meeting Agenda November 26, 2019 – Page 235 of 352 Task Order 11081.a Well 17 Water Treatment Facility – Design Page 13 of 14 Mountain Waterworks • The bidding of the iron and manganese removal water treatment equipment will be open to both greensand and adsorptive types of water treatment systems that meet specified performance requirements. • The wastewater from the facility will be discharged to the City’s existing sanitary sewer system. There will be no backwash storage tank. The City has or will verify that the existing sanitary sewer main has adequate capacity to receive and convey the equipment backwash water. • Space is available on the existing lot for on-site stormwater disposal. • It is assumed that a fire suppression (sprinkler) system will be required. • The existing electrical service to the site is capable of accepting the electrical loads associated with the demands for this new equipment, building, and associated appurtenances. An evaluation to verify this assumption is included in Task 7. • The filter panel, programming and startup will be provided by the manufacturer for the process equipment. SCADA and base station programming will be included as part of a future Construction Services Task Order. • The well evaluation will be limited to analysis of the well condition. The selected pump contractor will be responsible for evaluating and recommending pump upgrades such as bearing replacement, impeller changeout, motor servicing, or bowl replacement. • Construction Services • Services during construction of the water treatment facility are not included in this Scope of Work. A separate scope of work and associated budget will be prepared after the bidding of the construction of the water treatment facility. TIME OF COMPLETION and COMPENSATION SCHEDULE The following schedule is based on a Notice to Proceed (NTP) from the City by _December_2019 and resulting in Final Design being completed by August 2020. An NTP issued on a different date will change the schedule accordingly. COMPENSATION AND COMPLETION SCHEDULE Task Description Due Date Compensation 1 Project Management and Administration Ongoing throughout project $6,660 2 Pilot Test 45 days after NTP for this task $27,190 3 Public Meeting and Zoning Requirement (if necessary) 90 days after NTP for this task $2,160 4 Iron and Manganese Removal Equipment Procurement Package 180 days after NTP for this task $12,240 5 Bidding Assistance - Equipment Procurement Dependent on City’s Scheduling $3,600 6 Survey and Mapping 30 after NTP for this task $5,840 7 Preliminary Engineering Report 60 days after NTP for this task $33,660 Meridian City Council Meeting Agenda November 26, 2019 – Page 236 of 352 8 Final Design for 90% and 100% Submittal 90 days after NTP for this task $162,856 9 Bidding Assistance - Construction of the Water Treatment Facility Dependent on City's Scheduling $11,740 10 Agency Coordination, Meetings and Permitting Ongoing through Tasks 2 through 9 $2,160 11 1 Well Evaluation and Reconstruction 1 60 days after NTP for this task $15,680 TASK ORDER TOTAL: $283,786.00 The Not -To -Exceed amount to complete all services listed above for this Task Order No. 11081.a is (two hundred eighty-three thousand seven hundred eighty-six dollars) $283,786.00. No compensation will be paid over the Not -to -Exceed amount without prior written approval by the City in the form of a Change Order. No travel or expenses will be reimbursed through this agreement. All costs must be incorporated in the individual tasks within the Compensation and Completion Schedule above. CITY OF MERIDIAN BY: KEITH WATTS, Purchasing Manager Dated: Approved by Council Date:(o- City Project Manager: Brent Blake MOUNTAIN WATERWORKS BY: Dated: 11/14/19 Task Order 11081.a Well 17 Water Treatment Facility — Design Page 14 of 14 Mountain Waterworks I TEM SHEET C ouncil Agenda I tem - 3.J . Presenter: Estimated Time f or P resentation: 0 Title of I tem - AP Invoices for P ayment 11/27/19 $2,040,041.25 AT TAC HM E NT S: Description Type Upload D ate I nvoices Cover Memo 11/21/2019 Meridian City Council Meeting Agenda November 26, 2019 – Page 238 of 352 City Of Meridian Invoices Selected for Payment - Invoices for Payment - Amie Code Fund Fund Title Vendor Name Invoice/Credit Description Invoice Amount 01 General Fund A-1 STAMP & MABEL'S LABELS namplate for Kayla George 9.00 01 General Fund ALL AMERICAN INSURANCE Notary stamp 50.00 01 General Fund ANITA SMITH LAWSON Traffic Box Art Wrap from Repository - Birds of a Feather 300.00 01 General Fund AXON ENTERPRISE INC 20-0119 USB-C to USB-A Cable for AB3 or Flex2 90,352.00 01 General Fund BOISE MOBILE EQUIPMENT, INC Portable Flat-Lighter Visor Light for Impact Team 256.00 01 General Fund BOISE SPRING WORKS 220/MF042, repair springs 655.00 01 General Fund CANINE DEVELOPMENT GROUP INC Packtrack Annual Subscription - D.Cushing 100.00 01 General Fund CHAVCO TREE & LANDSCAPE SERVICES, INC. tree pruning & cleanup at City Hall 1,975.00 01 General Fund CHAVCO TREE & LANDSCAPE SERVICES, INC. tree pruning & tree cleanup at City Hall 950.00 01 General Fund CITY OF BOISE IT COMMUNICATIONS 220/Program radio for BC31 callout 65.00 01 General Fund CITY OF BOISE IT COMMUNICATIONS Printing Neighborhood Watch Brochures 180.13 01 General Fund CIVIL SURVEY CONSULTANTS 19-0381 Pine Project fiber 10/1-10/31 528.00 01 General Fund CIVIL SURVEY CONSULTANTS Survey/Professional Services for Parking Lot Expansion 1,122.00 01 General Fund CLARK WARDLE LLP Golf Course Issue 10/15/19-10/28/19 1,952.50 01 General Fund COMPUNET Monthly Labor Charges - October 2019 To Be Billed at Actual 50.00 01 General Fund CURTIS CLEAN SWEEP INC restripe Seasons & Fuller Parks - parking lots 225.00 01 General Fund D & B SUPPLY bollard hardware for Kleiner Park - qty 2 2.37 01 General Fund D & B SUPPLY parts for Storey Bark Park faucet from frost freeze x 2 12.38 01 General Fund DASH MEDICAL GLOVES Latex Gloves 869.70 01 General Fund DAVID WUERTH instructor fee - Digital Photography 10/8-10/29/19 - qty 6 288.00 01 General Fund DIGLINE, INC.20-0010 St. light Underground Pwr Locates Svc to 10/31/19 1,376.51 01 General Fund DMH ENTERPRISES 20-0035 FY20 Plumbing Plan Review & Inspection Svcs - Oct19 47,359.87 01 General Fund FAMILY TANG SOO DO instructor fee - Martial Arts 10/4-10/29/19 - qty 10 296.00 01 General Fund FRANKLIN BUILDING SUPPLY 220/Wood bundles for training 309.00 01 General Fund FRANZ WITTE LANDSCAPE Lemp/Larkwood Path tree mitigation for const removal 2,750.00 01 General Fund HANSON JANITORIAL 20-0056 gloves, cloths, spray bottle, cleaners x 638 6,426.19 01 General Fund HANSON JANITORIAL 20-0056 toilet paper for park restrooms - qty 28 1,013.60 01 General Fund HOME DEPOT CREDIT SERVICES 220/Spiral bits, tap connectors 22.79 01 General Fund HOME DEPOT CREDIT SERVICES 220/Tool bag & gloves, Fire Investigation tools 31.97 01 General Fund HOME DEPOT CREDIT SERVICES electrical tape for Christmas lights - qty 1 6.95 01 General Fund HOME DEPOT CREDIT SERVICES electrical tape for Christmas tree - qty 1 6.95 01 General Fund HOME DEPOT CREDIT SERVICES insulation board for Fuller Park restroom - qty 1 22.73 01 General Fund IDAHO POWER 2200773816, City Hall Power October 2019 6,082.10 Date: 11/21/19 03:24:29 PM Page: 1Meridian City Council Meeting Agenda November 26, 2019 – Page 239 of 352 City Of Meridian Invoices Selected for Payment - Invoices for Payment - Amie Code Fund Fund Title Vendor Name Invoice/Credit Description Invoice Amount 01 General Fund IDAHO POWER 2205054725, Police Power November 2019 2,802.02 01 General Fund IDAHO POWER 2224834438 City Hall Power Billing November 2019 35.48 01 General Fund IDAHO POWER Fuller Park Power Billings November 2019 762.74 01 General Fund INTERMOUNTAIN DESIGN, INC Moving Parks and Rec Fire Extinguisher 150.00 01 General Fund INTN'L SOCIETY of ARBORICULTUR ISA member dues for E Huff 12/31/19-12/31/20 270.00 01 General Fund INTN'L SOCIETY of ARBORICULTUR ISA member dues for M Barton 12/31/19-12/31/20 185.00 01 General Fund JACKSON CODE CONSULTANTS, INC 20-0064 Fire Plan Review and Inspection Services FY20-Oct19 68,517.70 01 General Fund JOHN M. PETERS PLC K9 Legal Training For Handlers / Supervisors 11/6/19 3,845.92 01 General Fund KREIZENBECK, LLC 19-0328 pay #6 Homecourt Bay 5 remodel thru October 2019 20,337.11 01 General Fund LAWN CO MAINTENANCE 19-0222 price code 1/landscape maintenance contract 11/2019 8,870.80 01 General Fund LAWN CO MAINTENANCE 19-0397 weekly mowing of 11 parks - 6th & 7th mow 6,800.00 01 General Fund LAWN CO MAINTENANCE sprinkler blowouts & repairs at various sites 10/1-10/26/19 4,903.87 01 General Fund LEA ELECTRIC, LLC.220/Outlets for Kitchen stove exhaust fans 2,060.00 01 General Fund LEA ELECTRIC, LLC.Electrical Work to Retrofit Upstairs Drink Fountain 174.00 01 General Fund LES SCHWAB TIRE CENTER Kleiner Park Exmark tire replacement - qty 2 234.98 01 General Fund LES SCHWAB TIRE CENTER Kleiner Park mule tire mount 35.00 01 General Fund LEXIS NEXIS On line legal research 10/01/19-10/31/19 130.00 01 General Fund LOTUS BOISE CORP KHITS Block Party radio ads 9/4-9/7/19 - qty 19 spots 200.00 01 General Fund LOWE'S UGLY Electrical Book/Electrical Inspectors 15.09 01 General Fund LOWE'S washer/dryer combinations for Kleiner & Discovery x 2 2,272.58 01 General Fund MODERN PRINTERS Modern Printers-Fall MUBS Newsletter cut & fold Qty, 17,200 223.00 01 General Fund MODERN PRINTERS Plumbing Inspector Tags Qty. 4000 295.00 01 General Fund MODERN PRINTERS Red Corrections Tags/All Inspectors Qty. 5000 2,066.00 01 General Fund MOTOROLA 20-0059 New Vehicle Radios & Replacement Portable Radios 794,698.27 01 General Fund NET SUPPORT INC Annual Maintenance Renewal DNA Corp Pack A 1,820.70 01 General Fund OFFICE DEPOT, INC.file sorter, caddy, sign holder, organizer - qty 6 37.93 01 General Fund OFFICE DEPOT, INC.Keyboard/Mse, Crdls, MK550 38.07 01 General Fund OFFICE DEPOT, INC.markers, pencils, lead - qty 10 75.66 01 General Fund OFFICE DEPOT, INC.Office Depot-bankers boxed for Mayor's office 29.50 01 General Fund OFFICE DEPOT, INC.Office Depot-copy paper & doorstop for Mayors office 33.44 01 General Fund OFFICE DEPOT, INC.pencil lead - qty 1 pkg 1.85 01 General Fund OGLETREE, DEAKINS, NASH, SMOAK, & STEWART Union Grievance Issue 2,475.00 01 General Fund ON THE SPOT CLEANERS #15 Dry Cleaning for PD Uniforms 1,386.00 Date: 11/21/19 03:24:29 PM Page: 2Meridian City Council Meeting Agenda November 26, 2019 – Page 240 of 352 City Of Meridian Invoices Selected for Payment - Invoices for Payment - Amie Code Fund Fund Title Vendor Name Invoice/Credit Description Invoice Amount 01 General Fund OPENGOV INC 20-0065 Performance Measures - Between $80-100 Million - 1Y 11,570.00 01 General Fund OVERHEAD DOOR COMPANY 220/ prev mtnc garage doors, St. 4 220.00 01 General Fund OVERHEAD DOOR COMPANY 220/prev mtnc garage door, St. 3 220.00 01 General Fund OVERHEAD DOOR COMPANY 220/prev mtnc garage doors, St. 5 220.00 01 General Fund OVERHEAD DOOR COMPANY 220/Repair & Prev Mtnc on garage doors, St. 2 467.14 01 General Fund OVERHEAD DOOR COMPANY 220/Repair garage door & prev mtnc, St. 1 393.60 01 General Fund OVERHEAD DOOR COMPANY 220/repair garage door, st. 1 571.35 01 General Fund OVERHEAD DOOR COMPANY Lanark Parks Shop door repair 110.00 01 General Fund PARSONS BEHLE & LATIMER Self Funding Issue thru 10/31/19 922.55 01 General Fund PAVEMENT SPECIALTIES OF IDAHO, INC Fuller Park Parking Lot Seal Coat & Stripe 7,983.00 01 General Fund PAVEMENT SPECIALTIES OF IDAHO, INC Fuller Park Pathway Asphalt Repairs 8,710.50 01 General Fund PRECOM Professional Services Location: Meridian CIty Hall Re-Termi 804.00 01 General Fund PREMIER SIGNS 220/Striping, decals, graphics, MF035, MF038, MF039 1,850.15 01 General Fund QUALITY ELECTRIC 20-0043 FY20 St. Light Power Locates Svc to 10/28/19 5,156.25 01 General Fund REDGATE SOFTWARE Extra Users for SQL Prompt Professional, 1 extra user, add 1 997.78 01 General Fund RICOH USA, INC Print/Copy charges for Plan Review 10/2019 40.11 01 General Fund ROGERS TIRE PROS AND AUTO CARE flat repair & oil change for fleet truck 7 - license C7403 158.48 01 General Fund ROGERS TIRE PROS AND AUTO CARE fleet truck 20 oil change - license C19062 50.13 01 General Fund ROGERS TIRE PROS AND AUTO CARE fleet truck 20 snow tire change-over - license C19062 75.00 01 General Fund ROGERS TIRE PROS AND AUTO CARE oil change for fleet truck 33 - license C19245 46.71 01 General Fund ROGERS TIRE PROS AND AUTO CARE tires for Settlers Park golf cart - qty 2 130.40 01 General Fund RYAN STEINBRONER Refund:A-2019-0328 Zoning Verification Permit Not Needed 53.00 01 General Fund SAFEBUILT LLC 20-0095 Mechanical & Structural Plan Review 31,128.62 01 General Fund SHANNON LIND instructor fee - Gentle Movement Stretch 10/2-10/30/19 x 8 224.00 01 General Fund SHI INTERNATIONAL CORP 19-0414 Enterprise Immune System Multiple Platforms English 20,300.00 01 General Fund SHI INTERNATIONAL CORP Microsoft VIsual Studio Professional 2019 License - 1 User 326.50 01 General Fund SHI INTERNATIONAL CORP SQLSvrStdCore 2017 Single Mvl 2Lic CoreLic 2017 Windows 4,702.54 01 General Fund SPECIALTY CONSTRUCTION SUPPLY caution tape - qty 2 24.00 01 General Fund SPECIALTY CONSTRUCTION SUPPLY liquid ice melt - qty 1,459 gallons 1,921.62 Date: 11/21/19 03:24:29 PM Page: 3Meridian City Council Meeting Agenda November 26, 2019 – Page 241 of 352 City Of Meridian Invoices Selected for Payment - Invoices for Payment - Amie Code Fund Fund Title Vendor Name Invoice/Credit Description Invoice Amount 01 General Fund SPF WATER ENGINEERING, LLC 19-0030 Settlers Park irrigation well engineering - Oct 2019 477.50 01 General Fund STOEL RIVES LLP Solid waste contract issue 7,963.20 01 General Fund SUNBELT RENTALS 750 air compressor for park blowouts 11/5-11/8/19 1,764.88 01 General Fund SUNBELT RENTALS air compressor for blowouts at various sites 10/23-10/31/19 2,437.36 01 General Fund SYNCB/AMAZON 498936489776;Ank USB C Hub Ada, 5-in-1 USB C Ada, w 4k USB c 5.86 01 General Fund SYNCB/AMAZON 544399969835; 220/Keyb-Monr mnt for MDT, EMS vehicle, MF043 214.89 01 General Fund SYNCB/AMAZON 638447477696; 220/Tea, incentives, & vacuum bags, ST. 3 33.96 01 General Fund SYNCB/AMAZON 699767493759; 220/two underbed tool boxes for BR34 803.70 01 General Fund SYNCB/AMAZON 855797749448; 220/Reciprocating saw blades, qty 2 89.90 01 General Fund SYNCB/AMAZON 858554598399; 220/Hands free cell device for pub ed vehicle 30.98 01 General Fund SYNCB/AMAZON 935756637696; 220/HDMI Ports 37.36 01 General Fund SYNCB/AMAZON 963497998783; 220/nameplates for desks, qty 2 57.98 01 General Fund SYNCB/AMAZON 975943948375; 220/stand for mount for docking station MF043 203.21 01 General Fund T-ZERS SHIRT SHOP 20-0070 220/Embroidery for dept uniforms, qty 21 197.50 01 General Fund T-ZERS SHIRT SHOP embroidery for uniform coat - qty 1 30.00 01 General Fund TATES RENTS (GENERAL OFFICE)credit adjustment reference invoice 1268660-13 (309.03) 01 General Fund TATES RENTS (GENERAL OFFICE)hedge trimmer maintenance 203.50 01 General Fund TATES RENTS (GENERAL OFFICE)propane for forklift 25.52 01 General Fund TATES RENTS (GENERAL OFFICE)trencher for Renaissance Park artwork 11/15/19 93.12 01 General Fund TENZINGA Tenzinga Performance Management Annual License Fee 480.00 01 General Fund THE LAND GROUP, INC.16-0233 professional servces E James Court Path - Oct. 2019 1,903.29 01 General Fund TRANSUNION RISK & ALTERNATIVE DATA SOLUTIONS TLOxp Charges & Credits 370.80 01 General Fund TREASURE VALLEY PARTNERSHIP Treasure Valley Partnership Membership Dues FY20 10,044.00 01 General Fund ULTRA TOUCH CAR WASH Basic Car Wash Vehicle # 12 C21129 12.70 01 General Fund ULTRA TOUCH CAR WASH Basic Car Wash Vehicle # 9 C21132 12.70 01 General Fund ULTRA TOUCH CAR WASH Basic Car Wash Vehicle #8 C21127 12.70 01 General Fund ULTRA TOUCH CAR WASH Basic Car wash, Vehicle #13 C21268 12.70 01 General Fund ULTRA TOUCH CAR WASH Basic wash with rubber mats Vehicel #15 C21308 15.70 01 General Fund ULTRA TOUCH CAR WASH car wash for Park Ambassador vehicle 12.70 01 General Fund UNION PACIFIC RAILROAD CO 20-0026 South Parking Lease 12/011/19 - 12/31/19 1,920.08 01 General Fund USSSOA 20-0048 Flag Football officials 10/21-11/1/19 - qty 16 1,401.44 Date: 11/21/19 03:24:29 PM Page: 4Meridian City Council Meeting Agenda November 26, 2019 – Page 242 of 352 City Of Meridian Invoices Selected for Payment - Invoices for Payment - Amie Code Fund Fund Title Vendor Name Invoice/Credit Description Invoice Amount 01 General Fund USSSOA 20-0048 Flag Football officials 11/11-11/15/19 - qty 9 788.31 01 General Fund USSSOA 20-0048 volleyball officials for games 10/21-11/1/19 x 115 2,620.11 01 General Fund USSSOA 20-0048 volleyball officials for games 11/11-11/15/19 x 48 1,093.61 01 General Fund XEROX CORPORATION - PASADENA Xerox 7845 base 10/2019; click 9/23-10/21/19; MX4506016 355.32 Total 01 General Fund 1,226,224.43 55 Capital Projects CANO ROOFING 19-0187 Discovery Park Maint. Shop Roofing FINAL 2,940.60 55 Capital Projects CANO ROOFING 19-0187 Retainage Discovery Park Maint. Shop Roofing FINAL 2,370.00 55 Capital Projects LEIGHTON ENTERPRISES, INC 18-0236-BP7 Wood Framing & Trusses- So Meri Reg Park FINAL 1,359.50 55 Capital Projects LUCKYDOG RECREATION 19-0284 CO2 Disc Park Shelters at Dog Prk & Playground FINAL 10,309.00 55 Capital Projects OVERHEAD DOOR COMPANY 19-0193 Discovery Park Maint. Shop Sectional Doors FINAL 453.75 55 Capital Projects SBI CONTRACTING 18-0241 Retainage BP12 Specialties-So Meridian Reg Prk FINAL 586.50 55 Capital Projects TVR INC 19-0197 Retainage - Discovery Park Maint Shop HVAC FINAL 540.00 55 Capital Projects WALKER FOX BRICK AND BLOCK INC 19-0048 CO1 to AIA A132 for Masonry Svcs at Disc Prk FINAL 4,263.50 55 Capital Projects WALKER FOX BRICK AND BLOCK INC 19-0198 Discovery Park Maint. Shop Masonry FINAL 3,142.50 Total 55 Capital Projects 25,965.35 60 Enterprise Fund ANALYTICAL LABORATORIES INC.20-0005, Bac T Sampling 1,929.45 60 Enterprise Fund ASSOC OF STATE FLOODPLAIN MANAGERS 2020 CRM Renewal of ASFPM 31742 David Miles 165.00 60 Enterprise Fund BILLING DOCUMENT SPECIALISTS 20-0004 FY20 Statement & Delinquent Notice Proc Svc 11/05/19 8,643.14 60 Enterprise Fund BOISE MOBILE EQUIPMENT, INC Installation & Labor for Laptop Mount, C10815, WO#273083 90.00 Date: 11/21/19 03:24:29 PM Page: 5Meridian City Council Meeting Agenda November 26, 2019 – Page 243 of 352 City Of Meridian Invoices Selected for Payment - Invoices for Payment - Amie Code Fund Fund Title Vendor Name Invoice/Credit Description Invoice Amount 60 Enterprise Fund BOLEN'S CONTROL HOUSE Relays to repair pump 1 at S. Black Cat lift station (2 qty) 1,057.05 60 Enterprise Fund BOLEN'S CONTROL HOUSE Termocouple plug connectors to repair Rack 2, PLC (3 qty) 10.51 60 Enterprise Fund C. H. SPENCER Membrane Filter for Free CL2 Measurement System, Qty 5 260.00 60 Enterprise Fund CAREER UNIFORMS 2 Shirts and jacket for T. Glock 90.85 60 Enterprise Fund CAREER UNIFORMS Jacket for Brent Blake 44.15 60 Enterprise Fund CAREER UNIFORMS Shirts for ADarby & Wastewater staff (28 qty)485.15 60 Enterprise Fund CAREER UNIFORMS Shirts for MLatham (2 qty)63.90 60 Enterprise Fund CARRIER CORP Labor & parts to repair boiler 1 in Lab building (40.5 hrs) 6,307.18 60 Enterprise Fund CITY OF BOISE Fish Tissue Monitoring Agreement w/City of Boise 4,590.00 60 Enterprise Fund CIVIL SURVEY CONSULTANTS 17-0023 WRRF Capacity Expansion Service to 10/31/19 725.00 60 Enterprise Fund CIVIL SURVEY CONSULTANTS 18-0334 Water Main Ext. Victory Rd - Ten Mile Svc 10/1-10/31 1,555.00 60 Enterprise Fund CIVIL SURVEY CONSULTANTS 19-0019 - 20-0106 Utility Design Ten Mile to 10/31/19FINAL 13,002.00 60 Enterprise Fund CIVIL SURVEY CONSULTANTS 19-0405 Sewer Main Ext. 5 Mile Trunk Svc to 10/31/19 2,446.00 60 Enterprise Fund CIVIL SURVEY CONSULTANTS No PO ACHD -Ten Mile - OVerland to Victory Svc to 10/31/19 917.00 60 Enterprise Fund CIVIL SURVEY CONSULTANTS No PO Franklin Rd Interconnect w Suez Svc to 10/31/19 1,270.00 60 Enterprise Fund CIVIL SURVEY CONSULTANTS No PO Water-Sewer Replacement to 10/31/19 1,750.00 60 Enterprise Fund CONDOC No PO Condoc Services -Multiple Projects -Svc to 10/31/19 149.97 60 Enterprise Fund D & B SUPPLY Shovels for plant (2 qty)59.98 60 Enterprise Fund DC ENGINEERING 17-0405 PSA for Primary Electrical Sys. Design to 10/30/19 1,925.00 60 Enterprise Fund DENNIS PATTON Reimb:D.Patton, WW Txt I App Fee, Exam & License 117.00 Date: 11/21/19 03:24:29 PM Page: 6Meridian City Council Meeting Agenda November 26, 2019 – Page 244 of 352 City Of Meridian Invoices Selected for Payment - Invoices for Payment - Amie Code Fund Fund Title Vendor Name Invoice/Credit Description Invoice Amount 60 Enterprise Fund DIGLINE, INC.Digline Tickets, Qty 1233 Oct2019 2,192.75 60 Enterprise Fund EWING CO., INC.18-0447,19-0234,19-0338,20-0072 WRRF Upgrade Svc to 10/31/19 536,081.94 60 Enterprise Fund FERGUSON ENTERPRISES INC.1in Short Leg Setter, Qty 1 530.22 60 Enterprise Fund FERGUSON ENTERPRISES INC.90 Degree Manhole Cover Hook, Qty 2 89.90 60 Enterprise Fund FISHER SCIENTIFIC Dust masks (3pk)27.76 60 Enterprise Fund GRANT MECHANICAL, INC Labor & parts for annual boiler maint at S. Black Cat L.S. 1,163.08 60 Enterprise Fund H.D. FOWLER COMPANY Meter Key, Valve Box Base, 2in Joint Compressor, Qty 14 1,060.54 60 Enterprise Fund INSTRUMENT TECHNOLOGIES INC.Calibrations/verifications of flow indicators (9 qty)1,080.00 60 Enterprise Fund IRMINGER CONSTRUCTION 19-0296 Well 28 Water Treatment Svc to 10/31/19 105,073.33 60 Enterprise Fund JACK HENRY & ASSOCIATES INC Banking Charges October 2019 625.99 60 Enterprise Fund KEMIRA WATER SOLUTIONS, INC 20-0034 PAX (45,520 lbs)13,610.48 60 Enterprise Fund LAWN CO MAINTENANCE PO#19-0221, Lawn Care Services for Well Sites, 2 Weeks FY20 1,182.44 60 Enterprise Fund LEGACY FEED & FUEL Annual Service to Hot Saw, WO#274504, 274505 127.17 60 Enterprise Fund LES SCHWAB TIRE CENTER Front Disc Brake Repair & Labor, C19969, WO#273101 426.99 60 Enterprise Fund LORIN JAMIE ALLEN Per Diem J.Allen Las Vegas NV 12/3-12/6 Groundwater Conf 274.50 60 Enterprise Fund LOWE'S Supplies to build bench in Collections bldg locker room (12 64.60 60 Enterprise Fund MITCHELL LEWIS & STAVER CO.Parts for tertiary filter 3 pump rebuild project (26 qty)1,551.13 60 Enterprise Fund MOTION & FLOW CONTROL PRODUCTS 4 inch male cam-lok x male pipe (1 qty)108.67 60 Enterprise Fund MOTION & FLOW CONTROL PRODUCTS 5x4 bushing for BRO fill for start up (1 qty)87.71 60 Enterprise Fund MOTION & FLOW CONTROL PRODUCTS Returned bushing (1 qty)(87.71) Date: 11/21/19 03:24:29 PM Page: 7Meridian City Council Meeting Agenda November 26, 2019 – Page 245 of 352 City Of Meridian Invoices Selected for Payment - Invoices for Payment - Amie Code Fund Fund Title Vendor Name Invoice/Credit Description Invoice Amount 60 Enterprise Fund MOUNTAIN WATERWORKS, INC 19-0211 Well 28 Water Treatment Service to 10/18/19 2,711.25 60 Enterprise Fund MSC INDUSTRIAL SUPPLY CO.Cord protector for welder cable & welding nozzles (25 ft 66.89 60 Enterprise Fund MSC INDUSTRIAL SUPPLY CO.Hose adapter to flush dumpsters at Headworks (2 qty)7.30 60 Enterprise Fund MSC INDUSTRIAL SUPPLY CO.Little giant submersible effluent pump (1 qty)286.93 60 Enterprise Fund MSC INDUSTRIAL SUPPLY CO.Traffic cones (60 qty)1,276.80 60 Enterprise Fund NORCO Cylinder rental for Oct 2019 61.44 60 Enterprise Fund NORCO Safety glasses and hi-vis vest for T. Glock 18.86 60 Enterprise Fund OFFICE DEPOT, INC.1 bx legal size paper; whiteout correction tape, PostIt note 64.59 60 Enterprise Fund OFFICE DEPOT, INC.Closeout blue envelopes Qty. 1 Pack 135.99 60 Enterprise Fund OFFICE DEPOT, INC.cyan, black, and magenta toner for engineering printer 1,428.30 60 Enterprise Fund OFFICE DEPOT, INC.Hole puched legal pads Qty. 1 Pack 12.45 60 Enterprise Fund OFFICE DEPOT, INC.Two calendars for staff 29.98 60 Enterprise Fund OLYMPUS TECHNOLOGIES, INC.Parts to replace old mixer pneumatic centering device (15 qt 1,915.96 60 Enterprise Fund OPTIV SECURITY INC Tempered Networks: HIPswitch 100g hardware, 2 Ethernet Porta 1,079.01 60 Enterprise Fund OXARC, INC.20-0022,Sodium Hypochlorite Well 22,11,25,27,19,Qty1800gl 3,087.00 60 Enterprise Fund OXARC, INC.20-0022,Sodium Hypochlorite Well 29,19,27,28,22,Qty2100gl 3,594.00 60 Enterprise Fund POSTNET Backflow Dec 1st Reminder Letters, Batch 1046, Qty 432 172.75 60 Enterprise Fund POSTNET Backflow Oct 1st Past Due Letters, Batch 1044, Qty 254 82.95 60 Enterprise Fund RED WING SHOES Safety boots for Jackson Allen (1 pair)167.19 60 Enterprise Fund RED WING SHOES Safety boots for KGlos (1 pair)152.99 Date: 11/21/19 03:24:29 PM Page: 8Meridian City Council Meeting Agenda November 26, 2019 – Page 246 of 352 City Of Meridian Invoices Selected for Payment - Invoices for Payment - Amie Code Fund Fund Title Vendor Name Invoice/Credit Description Invoice Amount 60 Enterprise Fund RED WING SHOES Safety boots for WMusick (1 pair)186.99 60 Enterprise Fund RED WING SHOES Steel Toed Boots, M. Flesher, Qty 1 200.00 60 Enterprise Fund RICOH USA, INC C86234082 b/w (734 qty) & color (837 qty) images for Oct 201 57.91 60 Enterprise Fund RICOH USA, INC C86236263 b/w (73 qty) & color (544 qty) for Oct 2019 34.33 60 Enterprise Fund RICOH USA, INC C86242095 b/w (1,185 qty) & color (1,065 qty) images 62.97 60 Enterprise Fund RICOH USA, INC SN#C86250182, Black & White, Color Copies, Qty 4313 120.22 60 Enterprise Fund ROCKY MOUNTAIN VALVES & AUTOMATIONS, INC. 6 in. plug valve to use for start up then to stock (1 qty)1,368.47 60 Enterprise Fund ROGERS TIRE PROS AND AUTO CARE Tire repair on lawnmower 20.00 60 Enterprise Fund SPF WATER ENGINEERING, LLC 20-0091 Well 9 Replacement Service to 10/31/19 350.00 60 Enterprise Fund SPF WATER ENGINEERING, LLC No PO Consulting Eng. Water FY20 Service to 10/31/19 1,094.50 60 Enterprise Fund SULLIVAN REBERGER 20-0003 October 2019 Lobbying Fee 3,000.00 60 Enterprise Fund SYNCB/AMAZON 437439948999;Waterproof gloves for Collections Staff (2 qty) 25.68 60 Enterprise Fund SYNCB/AMAZON 449544869559; Storage clipboards for Coll staff (2 pkgs) 44.98 60 Enterprise Fund SYNCB/AMAZON 498936489776;Ank USB C Hub Ada, 5-in-1 USB C Ada, w 4k USB c 23.99 60 Enterprise Fund SYNCB/AMAZON 538474957493;Hot coco & tea for Operations breakroom (2 qty) 33.29 60 Enterprise Fund SYNCB/AMAZON 575544558935; Ref for damaged 5 drawer cabinets for new van (484.35) 60 Enterprise Fund SYNCB/AMAZON 646678778459; Refund for damgd 5 drawer cabinets for new van (484.35) 60 Enterprise Fund SYNCB/AMAZON 796458865996; Safety Glasses, Qty 18 130.62 60 Enterprise Fund SYNCB/AMAZON 838554598399; Storage clipboards for Coll staff (1 pkg)30.98 60 Enterprise Fund SYNCB/AMAZON 845763865358; - hands free cell phone mountsQty2 26.88 Date: 11/21/19 03:24:29 PM Page: 9Meridian City Council Meeting Agenda November 26, 2019 – Page 247 of 352 City Of Meridian Invoices Selected for Payment - Invoices for Payment - Amie Code Fund Fund Title Vendor Name Invoice/Credit Description Invoice Amount 60 Enterprise Fund SYNCB/AMAZON 959386997459; 5 drawer cabinets for new van (2 qty)968.70 60 Enterprise Fund TATES RENTS (GENERAL OFFICE)Propane for forklift (10.3 qty)32.86 60 Enterprise Fund TELANSWER, INC 11/1-11/30, After Hours Service FY20 176.60 60 Enterprise Fund THE UPS STORE IPDES sample shipping (2 qty)599.00 60 Enterprise Fund TRE ENVIRONMENTAL STRATEGIES LLC WET testing (1 test)1,445.00 60 Enterprise Fund US WATER SERVICES INC 18-0494 Well 28 Water Treatment Svc to 10/15/19 46,006.20 60 Enterprise Fund US WATER SERVICES INC No PO Well 28 Water Treatment Service to 10/31/19 1,626.25 60 Enterprise Fund USA BLUEBOOK Chlorine Swiftest Dispenser Refill, Qty 8 442.39 60 Enterprise Fund USA BLUEBOOK Lens Cleaning Wipes, Marking Paint, Blue,Grn, Org, Qty 10 428.27 60 Enterprise Fund WASTECORP PUMPS LLC Shaft bearing to repair pump 7 at fermentation (1 qty)1,005.64 Total 60 Enterprise Fund 787,851.47 Report Total 2,040,041.25 Date: 11/21/19 03:24:29 PM Page: 10Meridian City Council Meeting Agenda November 26, 2019 – Page 248 of 352 �/rE IDIAN*,----- CITY COUNCIL WORK SESSION AGENDA November 26, 2019 Agenda Item Number: 5 A Item Title: Community Development Program Year 2018 Community Development Block Grant End of Year Report Meeting Notes: I TEM SHEET C ouncil Agenda I tem - 5.A . Presenter: Crystal Campbell Estimated Time f or P resentation: 10 minutes Title of I tem - C ommunity Development: Program Year 2018 Community Development Block Grant End-of-Year Report AT TAC HM E NT S: Description Type Upload D ate Report (C A P E R )Cover Memo 11/22/2019 Meridian City Council Meeting Agenda November 26, 2019 – Page 249 of 352 Meridian City Council Meeting Agenda November 26, 2019 – Page 250 of 352 C i t y o f M e r i d i a n C o m m u n i t y D e v e l o p m e n t B l o c k G r a n t ( C D B G ) P r o g r a m Table of Contents CR-05 - Goals and Outcomes ................................................................................................................................ 1 CR-10 - Racial and Ethnic Composition of Families Assisted ................................................................................ 4 CR-15 - Resources and Investments 91.520(a) ..................................................................................................... 5 CR-20 - Affordable Housing 91.520(b) .................................................................................................................. 8 CR-25 - Homeless and Other Special Needs 91.220(d, e); 91.320(d, e); 91.520(c) ............................................ 11 CR-30 - Public Housing 91.220(h); 91.320(j) ....................................................................................................... 14 CR-35 - Other Actions 91.220(j)-(k); 91.320(i)-(j) ................................................................................................ 15 CR-40 - Monitoring 91.220 and 91.230............................................................................................................... 17 CR-45 – Jurisdiction 91.520(d) ............................................................................................................................ 19 Attachment 1 – Public Comment ........................................................................................................................ 20 Attachment 2 –PR03 Activity Summary Report .................................................................................................. 21 Attachment 3 – PR26 Financial Summary Report ............................................................................................... 51 Attachment 4 – PR26 Activity Summary ............................................................................................................. 55 Meridian City Council Meeting Agenda November 26, 2019 – Page 251 of 352 C i t y o f M e r i d i a n C o m m u n i t y D e v e l o p m e n t B l o c k G r a n t ( C D B G ) P r o g r a m C o n s o l i d a t e d A n n u a l P e r f o r m a n c e a n d E v a l u a t i o n R e p o r t ( C A P E R ) 1 | P a g e CR-05 - Goals and Outcomes Progress the jurisdiction has made in carrying out its strategic plan and its action plan. 91.520(a) The Consolidated Annual Performance and Evaluation Report (CAPER) reflects the activities and expenditures for the City of Meridian’s Community Development Block Grant (CDBG) during Program Year 2018 (PY18), which covered October 1, 2018 through September 30, 2019. The CAPER outlines the progress made toward accomplishing goals identified in the PY18 Action Plan, which are derived from the following overarching goals of the 2017-2021 Strategic Plan/Consolidated Plan:  Improve accessibility options for people who have disabilities;  Enhance homeownership opportunities;  Provide social services;  Stabilize the rental gap; and  Administration and fair housing activities. During PY18 the City of Meridian accomplished the activities detailed below.  Assisted 40 children in households with a low- to moderate-income (LMI) gain access to Boys & Girls Clubs programs.  Helped prevent homelessness for 35 families through Jesse Tree. The count appears low because this activity was originally set up incorrectly to report on the number of households served instead of the number of persons served as specified by the matrix code. The system was adjusted to reflect the number of people served, but the agreement with Jesse Tree required household data instead of by person.  Assisted four (4) families obtain an affordable home in Meridian through NeighborWorks Boise and Ada County Housing Authorities (ACHA) Homebuyer Assistance programs.  Began construction on new sidewalks that will improve safety and accessibility for an estimated 1,990 residents. The number of people served with this activity is zero because the construction is not complete and we cannot enter the accomplishments until the sidewalk is fully constructed.  Began process of modernizing and installing streetlights in multiple LMI neighborhoods to improve visibility and safety for an estimated 1,500 community-members in two separate areas. The number of people served with this activity is also zero because the construction is in progress and we cannot enter the accomplishments until the streetlights are complete.  Began construction on the Meridian Library to upgrade the main restrooms and make them ADA compliant to provide better access to an estimated 1,000 people with disabilities. This project was also under construction at the end of the program year and shows zero as the actual accomplishments.  Coordinated with the Cities of Caldwell, Nampa, and Boise to educate the community on fair housing issues. Meridian City Council Meeting Agenda November 26, 2019 – Page 252 of 352 C i t y o f M e r i d i a n C o m m u n i t y D e v e l o p m e n t B l o c k G r a n t ( C D B G ) P r o g r a m Consolidated Annual Performance and Evaluation Report (CAPER) 2 | P a g e Comparison of the proposed versus actual outcomes for each outcome measure submitted with the consolidated plan. 91.520(g) Goal Category Indicator Unit of Measure Strategic Plan Program Year Expected Actual Completed Expected Actual Completed Administration and Fair Housing Activities Admin Other Other 1 1 100.00% 1 1 100% Enhance Homeownership Opportunities Affordable Housing Direct Financial Assistance to Homebuyers Households Assisted 11 4 36.36% 3 4 133.33% Improve Accessibility Non- Homeless Special Needs Public Facility or Infrastructure Activities other than Low/Moderate Income Housing Benefit Persons Assisted 220 0 0.00% 4500 0 0.00% Provide Social Services Non- Homeless Special Needs Low income services Public service activities other than Low/Moderate Income Housing Benefit Persons Assisted 2055 4033 196.25% 35 40 114.29% Homelessness Prevention Persons Assisted 5 35 700.00% 75 35 46.67% Table 1 - Accomplishments – Program Year & Strategic Plan to Date Meridian City Council Meeting Agenda November 26, 2019 – Page 253 of 352 C i t y o f M e r i d i a n C o m m u n i t y D e v e l o p m e n t B l o c k G r a n t ( C D B G ) P r o g r a m Consolidated Annual Performance and Evaluation Report (CAPER) 3 | P a g e Assess how the jurisdiction’s use of funds, particularly CDBG, addresses the priorities and specific objectives identified in the plan, giving special attention to the highest priority activities identified. Meridian utilized input from stakeholders and residents, as well as the review of fair housing barriers gathered during the 2017-2021 Consolidated Plan process to determine the highest priority projects to be conducted during PY18. Needs addressed during Year 2 of the Consolidated Plan included improvement to accessibility for people with disabilities, enhancing homeownership opportunities, and provision of necessary social services. To improve accessibility for people with disabilities, Meridian utilized data from the Consolidated Plan resident survey to prioritize the following accessibility improvements:  To address the lack of/poor sidewalks and access to handicapped parking, five segments of sidewalks in Census tract 103.21, Block Group 2, are in the process of being installed and/or repaired. About 20 percent of the households in this area are comprised of senior females living alone. Another 35 percent are families with young children; half are households led by a single mother.  To address visibility and multi-modal transportion for those of all abilities, the City is installing and/or modernizing streetlights in Census Tract 103.22, Block Group 2 and Census Tract 103.33, Block Group 1. These areas provide access to necessary community resources such as food and schools.  To provide better access to public facilities the City worked with the Meridiian Library District to upgrade the Library’s restrooms and make them ADA compliant. Prior to this upgrade, there were a number of issues with the public restrooms that made them difficult or impossible to use for those with disabilities. The bathroom entrances had insufficient turning radius for those entering in a wheelchair due to the privacy barriers adjacent to the doorways. The accessible stalls in the men’s and women's restrooms lacked many of the necessary specifications including proper toilet heights, the correct turning radius in stalls, and the needed side transfer space for users in wheelchairs. There were also problems with the location and height of a variety of fixtures in the wash area and there was insufficient lighting, creating a hazard in both bathrooms. To enhance homeownership opportunities Meridian utilized data from the Consolidated Plan resident survey, which found nearly 90 percent of renters expressed an interest in homeownership. Of this 90%, 40% would like to purchase a home, but did not have enough money for a down payment and 16% cited poor credit as an impediment to homeownership. In PY18, CDBG funds were used to provide down payment and/or closing cost assistance to LMI households who were purchasing a home in Meridian. To improve the provision of necessary social services, Meridian utilized findings from the Consolidated Plan and Analysis of Impediments (AI) to identify the following supports:  A shortage of 1,077 rental units to serve Meridian households earning $25,000 or less was identified during the previous 2012 to 2016 Consolidated Plan. This gap increased in the past 5 years to 1,348 units and was largely due to additional households falling below the poverty line. CDBG funds were used to provide homelessness prevention for those facing eviction in the Meridian area.  The AI showed that lower income children, particularly those living in Census tracts with a high density of residents with a national origin other than the United States, have lower access to proficient schools. CDBG funds were used to support Boys & Girls Club scholarships, which allowed admission to programs intended to reduce barriers for youth. Meridian City Council Meeting Agenda November 26, 2019 – Page 254 of 352 C i t y o f M e r i d i a n C o m m u n i t y D e v e l o p m e n t B l o c k G r a n t ( C D B G ) P r o g r a m Consolidated Annual Performance and Evaluation Report (CAPER) 4 | P a g e CR-10 - Racial and Ethnic Composition of Families Assisted Describe the families assisted (including the racial and ethnic status of families assisted). 91.520(a) CDBG White 66 Black or African American 3 Asian 2 American Indian or American Native 4 Native Hawaiian or Other Pacific Islander 0 Total 75 Hispanic 22 Not Hispanic 53 Table 2 – Table of assistance to racial and ethnic populations by source of funds Narrative According to data gathered in the Consolidated Plan, Meridian residents that are of Hispanic descent make up 8 percent of the total population, up from 4 percent in 2000. Eighty-six percent of residents identify as White, 2 percent identify as Asian, 1 percent identify as Native American and 1 percent identify as African American. The demographics of those assisted with CDBG funds are similar to Meridian’s overall demographic makeup. Data from the Consolidated Plan also shows that only 1 percent of Meridian households had no one over the age of 14 who was fluent in English. Residents living in such households are called “Limited English Proficiency” populations, or LEP. Meridian’s LEP proportion was slightly less than that of the county overall (1.7%) and lower than the State of Idaho (2%). Pursuant to the city’s Language Assistance Plan (LAP), all reports and communications will be made available in formats accessible to persons with disabilities and in languages other than English upon request. For those who feel they have been discriminated against based on race or ethnicity, Meridian has a Fair Housing Ordinance which outlines Meridian's response to discrimination. The Ordinance also describes how the City will promote and publicize the Federal Fair Housing Law: “With available resources, the City will assist all persons who feel they have been discriminated against because of race, color, religion, sex, national origin, disability, or familial status to seek equity under Federal and State laws by filing a complaint with the U.S. Department of Housing and Urban Development, Office of Fair Housing and Equal Opportunity, Compliance Division.” Meridian City Council Meeting Agenda November 26, 2019 – Page 255 of 352 C i t y o f M e r i d i a n C o m m u n i t y D e v e l o p m e n t B l o c k G r a n t ( C D B G ) P r o g r a m Consolidated Annual Performance and Evaluation Report (CAPER) 5 | P a g e CR-15 - Resources and Investments 91.520(a) Identify the resources made available Source of Funds Source Resources Made Available Amount Expended During Program Year CDBG public - federal $708,217 $342,117 Table 3 - Resources Made Available Narrative Respources made available this year included $272,627 reported in the PR26 Financial Summary Report and submitted in the PY17 CAPER, $13,442 that was returned to line of credit to rectify the PY15 Public Sevice and Admin Cap overages, and the PY18 CDBG award of $422,148. All available resources were allocated to viable projects during PY17, but all of the projects did not fully expend their funding as described below. The following public facilities projects account for roughly $331K of unspent funds and began during PY18 but were not completed until early PY19:  PY17 LMI Sidewalks (IDIS Activity #85)  PY18 Meridian Library Restroom ADA Upgrage (IDIS Activity #99)  PY18 Chateau/Chief Joseph Streetlights (IDIS Activity #92)  PY18 Crestwood/Fenway Streetlights (IDIS Activity #100) Both Admin and Homebuyer Assistance were underspent during PY18. Admin costs were less than anticipated and ACHA was unable to find a match for a qualified household and available home. Between these two allocations there is roughly $36K that will be reallocated during PY19. The City is waiting for the construction projects above to be complete to determine the full amount that will be reallocated and will submit an amended PY19 Action Plan to HUD in the next several months. The PR26 shows an adjustment on line 20 in the amount of $4,804.38 to adjust for funding that was flagged for the incorrect funding year in IDIS. Of this amount, $3,762.64 was for IDIS activity #82 that was reimbursed during PY18 but was reported in PY17. The remaining $1,041.74 was a correction to IDIS activity #56 that was reimbursed during PY14 but was reported in PY13. Identify the geographic distribution and location of investments Target Area Planned Percentage of Allocation Actual Percentage of Allocation Narrative Description n/a n/a n/a n/a Table 4 – Identify the geographic distribution and location of investments Narrative The City of Meridian’s basis for allocating projects is geographically delineated within its municipal boundaries. Funding is determined by meeting national objectives, qualifying eligible activities, and through a competitive Meridian City Council Meeting Agenda November 26, 2019 – Page 256 of 352 C i t y o f M e r i d i a n C o m m u n i t y D e v e l o p m e n t B l o c k G r a n t ( C D B G ) P r o g r a m Consolidated Annual Performance and Evaluation Report (CAPER) 6 | P a g e application process. The City does not specify target areas either by Census Tract or Block Group. There are eight (8) Census Tracts that are either fully or partially within Meridian’s municipal boundaries. Census Tracts 0103.21, 0103.22, 0103.33, and 0103.35 fall within Meridian’s LMI area. The use of CDBG funding is not pre - determined on areas of LMI concentration. The Boys & Girls Club is located downtown and Jesse Tree is located in Boise; however, LMI clients served reside throughout Meridian. Multiple low-moderate area activities were conducted during PY18: sidewalk construction began in Census Tract 0103.21; streetlight installation and modernization began in Census Tracts 103.33 and 103.35, and; the Library, which serves Census Tracts 0103.21, 0103.22, 0103.33, and 0103.35, began upgrading its restrooms to be ADA compliant. Leveraging Explain how federal funds leveraged additional resources (private, state and local funds), including a description of how matching requirements were satisfied, as well as how any publicly owned land or property located within the jurisdiction that were used to address the need s identified in the plan. The City of Meridian receives CDBG funds through its annual entitlement; this is the only HUD funding that the City directs toward projects. The City pays staff salaries for administration of the program and for staff time on projects the City administers, such as streetlights. It is estimated the City leverages $50,000 in local funds to administer this program. No publicy owned land or property was leveraged during PY18. Public Housing programs including Family Self-Sufficiency, Section 8, and Public Housing Comprehensive Grants provide additional funding to improve the overall resources available to those who receive services from ACHA. While no funds are leveraged for this program to provide direct payment for downpayment and/or closing costs for the Homeownership Assistance program, ACHA leverages staff time to administer the program and work with participants. This is estimated to be $4,726 of federal funds and $1,310 in general funds. NeighborWorks Boise receives over $500,000 of annual funding from NeighborWorks America, some of which is leveraged with Meridian’s CDBG funding allocation. This funding pays for housing counseling, staff time with participants, and administration of the program. The Boys & Girls Clubs of Ada County receives funding from the USDA through the Department of Education and leverages those funds with the Meridian CDBG funding to help support their programs. Funds are also leveraged for this program for staff time and additional scholarships to the Boys & Girls Club programs. It is estimated that $40,000 of federal funds and $46,800 in general funds were used for this program. Jesse Tree partners with local banks, foundations, institutions, and Cities to help fund programs including homelessness prevention. Jesse Tree receives multiple federal grants, including ESG. It is estimated that $1,300 in federal funds and $2,700 in general funds were leveraged to administer the program and provide supportive services to participants who reside in Meridian. The Meridian Development Corporation (MDC) is a local public agency that does not anticipate leveraging other funds with CDBG funds to complete the sidewalk project.. The Meridian Library District estimates that $2,700 in local funds was used to leverage staff time to oversee the Meridian City Council Meeting Agenda November 26, 2019 – Page 257 of 352 C i t y o f M e r i d i a n C o m m u n i t y D e v e l o p m e n t B l o c k G r a n t ( C D B G ) P r o g r a m Consolidated Annual Performance and Evaluation Report (CAPER) 7 | P a g e contractor for this project and for administration of the CDBG funds made available to them. Meridian City Council Meeting Agenda November 26, 2019 – Page 258 of 352 C i t y o f M e r i d i a n C o m m u n i t y D e v e l o p m e n t B l o c k G r a n t ( C D B G ) P r o g r a m Consolidated Annual Performance and Evaluation Report (CAPER) 8 | P a g e CR-20 - Affordable Housing 91.520(b) Evaluation of the jurisdiction's progress in providing affordable housing, including the number and types of families served, the number of extremely low -income, low-income, moderate-income, and middle-income persons served. One-Year Goal Actual Number of Homeless households to be provided affordable housing units 0 0 Number of Non-Homeless households to be provided affordable housing units 3 4 Number of Special-Needs households to be provided affordable housing units 0 0 Total 3 4 Table 5 – Number of Households One-Year Goal Actual Number of households supported through Rental Assistance 0 0 Number of households supported through The Production of New Units 0 0 Number of households supported through Rehab of Existing Units 0 0 Number of households supported through Acquisition of Existing Units 3 4 Total 3 4 Table 6 – Number of Households Supported Discuss the difference between goals and outcomes and problems encountered in meeting these goals. The PY18 Action Plan set a goal of assisting three (3) LMI households achieve homeownership through acquisition of existing units and Meridian was able to identify and assist four (4) households. However, two (2) of those households were served under a PY17 project that had been extended. The PY18 project had a goal of serving three (3) households but was only able to serve two (2). The subrecipient, ACHA, had difficulty identifying households that qualified for their program and were able to find a home within their price range. The high cost of housing in Meridian is a barrier for LMI families to purchase a home. Meridian continues to have a vast need for grant funds to bridge the gap of affordability for low income households. Unfortunately, the soaring housing market has made it increasingly difficult to utilize funds to help families who are at 80% or below Area Median Income as Meridian is one of the most expensive places to buy a house in Ada County. According to Zillow, the median home value in Meridian is $325,300. Meridian Meridian City Council Meeting Agenda November 26, 2019 – Page 259 of 352 C i t y o f M e r i d i a n C o m m u n i t y D e v e l o p m e n t B l o c k G r a n t ( C D B G ) P r o g r a m Consolidated Annual Performance and Evaluation Report (CAPER) 9 | P a g e home values have gone up 11.8% over the past year and Zillow predicts they will rise 5.7% within the next year. These prices make it extremely difficult for LMI households to locate affordable homes. Many qualified buyers have faced bidding wars over the few affordable units that come onto the market. Applicants continue to search for affordable housing. Discuss how these outcomes will impact future annual action plans. The City of Meridian is contracting with ACHA during PY19 and they will continue to provide outreach and marketing materials to Lender Partners and Realtors. ACHA actively promotes their program at the monthly Finally Homebuyer Seminars and mails monthly flyers to current participants in the Section 8 program. The Homeownership Coordinator is currently working with Family Self-Sufficiency participants to obtain loan approval. Several have obtained loan approval but the loan approval hasn’t been large enough to qualify for a mortgage. Participants continue to work with the Homeownership Coordinator hoping the market will soften so they may get their chance to purchase a home in the City of Meridian. ACHA has considered increasing the dollar amount of the CDBG grant provided to each household in order to help bridge the gap of affordability. The City will work with ACHA to evaluate their program during early PY19 to determine if reallocating some of the unexpended funds will assist ACHA in more effectively implementing strategies and goals. Include the number of extremely low-income, low-income, and moderate-income persons served by each activity where information on income by family size is required to determine the eligibility of the activity. Number of Households Served CDBG Actual HOME Actual Extremely Low-income 0 0 Low-income 2 0 Moderate-income 2 0 Total 4 0 Table 7 – Number of Households Served Narrative Information During PY18, the City of Meridian provided funding for four (4) households to achieve affordable housing through homebuyer assistance programs offered by ACHA and NeighborWorks Boise. These programs utilized the funding to subsidize mortgage principal amounts, assist with closing costs, and provide up to 50% of the required down payment. To ensure the Section 215 definition of affordable housing is met, ACHA and NeighborWorks Boise require participants to qualify as a first-time homebuyer, purchase a home that will be their principal residence, and the homebuyer's annual household income must be at or below 80% of Area Median Income. Both homebuyer assistance programs offered participants housing counseling and worked with homebuyers to find housing where the cost of the housing is reasonable and affordable to the homebuyer, so the housing does not exceed 95 percent of the median purchase price for the area. During PY18, the City updated the monitoring guidelines to ensure homebuyer assistance programs have a formalized process in place to document that the cost of housing meets the full Section 215 definition of affordable housing. Meridian City Council Meeting Agenda November 26, 2019 – Page 260 of 352 C i t y o f M e r i d i a n C o m m u n i t y D e v e l o p m e n t B l o c k G r a n t ( C D B G ) P r o g r a m Consolidated Annual Performance and Evaluation Report (CAPER) 10 | P a g e Of the four (4) homebuyers assisted, two (2) households qualified as moderate-income and two (2) households qualified as low-income. There were no extremely low-income households or households experiencing homelessness assisted with homeownership assistance due to the struggle to qualify for home loans with the high cost of housing in Meridian. ACHA will continue to work with eligible households to locate and be approved for affordable housing in Meridian. There were no rental households assisted under the affordable housing goal. During the Consolidated Planning process, the City of Meridian prioritized assistance for very low-income renters and/or persons at-risk of losing shelter or housing and uses this to rank projects during the application process. Often these households pay more than half of their income for rent and live in substandard housing. To assist those households with the highest/worst case needs, the City funded public service activities which provide emergency rental assistance through Jesse Tree and access to childcare through the Boys & Girls Club. Through the partnership with Jesse Tree 35 households received homelessness prevention assistance during PY18. The City does not require affordable housing activities to narrow its focus to households that qualify as those with “worst case needs” because it is difficult to find eligible households with the basic LMI criteria that are able to find a home to purchase within their means. The City identified a goal to develop an affordable housing whitepaper that will explore actions to foster and maintain housing affordability. The approach the City has taken up to this point is to assist with services and provisions that reduce the amount of income designated for basic living expenses (e.g. food, childcare, etc.) and allow people to utilize more of their income for housing costs. While developing this whitepaper, City staff collaborated with Boise City staff that have recently rolled out a housing affordability plan. Per the recommendation of the City of Boise, Meridian City staff is now changing the scope of the whitepaper to provide an overview of the status in Meridian and request Council identify a workgroup to address housing affordability for a more collaborative approach. City staff will ask that this workgroup collaborate with the surrounding communities. Meridian City Council Meeting Agenda November 26, 2019 – Page 261 of 352 C i t y o f M e r i d i a n C o m m u n i t y D e v e l o p m e n t B l o c k G r a n t ( C D B G ) P r o g r a m Consolidated Annual Performance and Evaluation Report (CAPER) 11 | P a g e CR-25 - Homeless and Other Special Needs 91.220(d, e); 91.320(d, e); 91.520(c) Reaching out to homeless persons (especially unsheltered persons) and assessing their indivi dual needs The City of Meridian has been an active member of the Ada County Continuum of Care, known as Our Path Home, for several years. City representatives have previously been involved in the Our Path Home’s Fair Housing and Performance Measurement workgroups with the hopes of better understanding the needs that those experiencing homelessness in Meridian’s face and how to better serve them. During PY18 Our Path Home was restructured and the workgroups were absorbed by the larger group. Our Path Home partners with CATCH as the coordinated entry access point. CATCH provides outreach to those who are experiencing homelessness, especially those who are unsheltered. CATCH utilizes their services as well as those of partner agencies to assess individual needs and refer participants to appropriate services. The City of Meridian strives to connect local community providers and organizations interested in involvement with Meridian’s homeless population with Our Path Home. City representatives are frequently involved in public discussions, presentations, and meetings with citizens, other governmental officials, and local service providers such as the West Ada County School District, Jesse Tree, and CATCH to provide support, understanding, and outreach to those experiencing homelessness in Meridian. In addition, the Meridian Police Department assists unhoused Meridian residents with rides to emergency housing shelters that are located in Boise as needed. Addressing the emergency shelter and transitional housing needs of homeless persons The City of Meridian is in regular contact with case management and supportive service organizations such as CATCH and Jesse Tree to assess and address the emergency and permanent housing needs of those experiencing homelessness in Meridian. In PY18, Jesse Tree was funded through Meridian’s CDBG program to provide homelessness prevention to Meridian residents at risk of losing housing. Helping low-income individuals and families avoid becoming homeless, especially extremely low - income individuals and families and those who are: likel y to become homeless after being discharged from publicly funded institutions and systems of care (such as health care facilities, mental health facilities, foster care and other youth facilities, and corrections programs and institutions); and, receiving assistance from public or private agencies that address housing, health, social services, employment, education, or youth needs Meridian’s CDBG program provides funding to Jesse Tree to provide homelessness prevention for LMI residents who are at risk of experiencing homelessness. Statewide, Idaho utilizes the SSI/SSDI Outreach, Access and Recovery (SOAR) model. SOAR is an approach that helps increase access to mainstream benefits for people who are currently experiencing or at risk of experiencing homelessness. Those returning from institutions such as jails, prisons, or hospitals have a higher prevalence than the Meridian City Council Meeting Agenda November 26, 2019 – Page 262 of 352 C i t y o f M e r i d i a n C o m m u n i t y D e v e l o p m e n t B l o c k G r a n t ( C D B G ) P r o g r a m Consolidated Annual Performance and Evaluation Report (CAPER) 12 | P a g e general population of becoming homeless upon discharge. Idaho has divided the state into three (3) Hub’s that address the needs of their local community. The SOAR Hub Leads participate in a quarterly call to address the statewide needs and coordinate efforts. The North Hub Lead and the Southeast Hub Leads are discharge planners for each of Idaho’s state-funded psychiatric hospitals and the Southwest Hub Lead is employed at the local Community Action Partnership. This group regularly problem solves ways to coordinate services for those who are coming from institutional facilities in an effort to reduce the likelihood of homelessness. SOAR is coordinated with the Idaho Department of Health and Welfare, Division of Behavioral Health Central Office, Regional Offices, and state-funded psychiatric hospitals. Our Path Home includes representation from health care facilities, mental health facilities, and correction facilities, as well as private providers that address housing, health, social services, employment, education, and youth needs. The group works to find collaborative approaches to help low-income individuals and families avoid experiencing homelessness after being discharged from publicly funded institutions and systems of care. Our Path Home partners with many organizations, such as homeless shelters, school districts, behavioral health (mental health and substance use disorder) providers, Idaho Department of Health and Welfare, Idaho Department of Labor, and Federally Qualified Health Centers (FQHC). Helping homeless persons (especially chronically homeless individuals and families, families with children, veterans and their families, and unaccompanied youth) make the transition to permanent housing and independent living, including shortening the period of time that individuals and families experience homelessness, facilitating access for homeless individuals and families to affordable housing units, and preventing individuals and families who were recently homeless from becoming homeless again Through the City’s CDBG program, Meridian provided funding to NeighborWorks Boise and Ada County Housing Authority (ACHA) to provide homeownership assistance to LMI residents. The City provided funding for Jesse Tree to provide homelessness prevention and Jesse Tree leveraged resources to provide case management services to prevent and resolve needs for households in Meridan that are experiencing homelessness or at risk of experiencing homelessness. The City's funding relationships with NeighborWorks Boise, ACHA, and Jesse Tree are aimed to develop activities through the CDBG program to facilitate access for individuals and families experiencing homelessness to affordable housing units while also preventing individuals and families from experiencing homelessness. Meridian’s collaboration with Our Path Home and the SOAR Steering Committee explores and addresses the needs of those experiencing homelessness in Meridian. These programs prioritize assistance based on: housing status, including chronic homelessness; presence of children; veteran’s status; and size of household. To address homelessness in youth, Our Path Home refers families and youth to Hays House. Hays House offers life skills, strength-based family and individual counseling as well as assistance with education resources. These programs assist individuals and families who are at risk of or currently experiencing homelessness access services to help them become stably housed and make the transition to affordable permanent housing as needed. Our Path Home and SOAR attempt to stabilize the individual or family to reduce the likelihood of experiencing homelessness again. The City partners with local committees, organizations, and networks in evaluating, understanding, and addressing the many needs of those experiencing homelessness in Meridian. Partners include the Meridian Police Department, Women’s and Children’s Alliance, Jesse Tree, Boys & Girls Club, West Ada County School District, City of Boise, CATCH, Our Path Home, Meridian Food Bank, SOAR Steering Committee, ACHA, NeighborWorks Boise, and many others. Meridian City Council Meeting Agenda November 26, 2019 – Page 263 of 352 C i t y o f M e r i d i a n C o m m u n i t y D e v e l o p m e n t B l o c k G r a n t ( C D B G ) P r o g r a m Consolidated Annual Performance and Evaluation Report (CAPER) 13 | P a g e These partnerships bring a collaborative approach to addressing current and preventing future homelessness in Meridian, as well as assist local service providers help those experiencing homelessness to make the transition to permanent housing and independent living and shorten the period of time that individuals and families experience homelessness. The City’s collaboration with these groups indicate the City's efforts and actions to define and meet these specific targets. Meridian City Council Meeting Agenda November 26, 2019 – Page 264 of 352 C i t y o f M e r i d i a n C o m m u n i t y D e v e l o p m e n t B l o c k G r a n t ( C D B G ) P r o g r a m Consolidated Annual Performance and Evaluation Report (CAPER) 14 | P a g e CR-30 - Public Housing 91.220(h); 91.320(j) Actions taken to address the needs of public housing The City does not directly provide public housing, but supports ACHA and other providers in improving public housing. Many landlords in Meridian are willing to accept Section 8 and Shelter Plus Care vouchers, but finding units in small complexes such as those located in Meridian is a challenge. Voucher holders generally have the most success finding homes in large apartment complexes, most of which are located in Boise. Nearly 90 percent of units in Meridian are single family detached homes. The City is actively engaged with community partners such as ACHA and Our Path Home to address the public housing needs in Meridian. Actions taken to encourage public housing residents to become more involved in management and participate in homeownership Public housing residents have access to case management services, allowing them to become more involved in management and participate in homeownership through ACHA's programs. One such program available to ACHA participants is Family Self-Sufficiency (FSS). This program assists individuals and families to obtain employment and improve their financial stability. ACHA works with social service agencies, non-profits, schools, businesses, and other community partners to develop comprehensive strategies that help participants learn the skills and gain the experience to enable them to obtain suitable employment. Participants in the FSS program receive an escrow account that is established by the Housing Authority for each participating individual or family. When the participant’s portion of rent is increased due to an increase in earned income, the escrow account is credited during the term of the FSS contract. If the participant completes the contract within a five-year period by being suitably employed and is no longer receiving welfare assistance, the amount in the escrow account is paid to the successful graduate. Actions taken to provide assistance to troubled PHAs ACHA is a high performing Public Housing Authority; no assistance is provided at this time. Meridian City Council Meeting Agenda November 26, 2019 – Page 265 of 352 C i t y o f M e r i d i a n C o m m u n i t y D e v e l o p m e n t B l o c k G r a n t ( C D B G ) P r o g r a m Consolidated Annual Performance and Evaluation Report (CAPER) 15 | P a g e CR-35 - Other Actions 91.220(j)-(k); 91.320(i)-(j) Actions taken to remove or ameliorate the negative effects of public policies that serve as barriers to affordable housing such as land use controls, tax policies affecting land, zoning ordinances, building codes, fees and charges, growth limitations, and policies affecting the return on residential investment. 91.220 (j); 91.320 (i) During the AI, the City utilized the “Review of Public Policies and Practices (Zoning and Planning Codes)” form circulated by the Los Angeles fair housing office of HUD to evaluate potential concerns within the City’s zoning code. The research did not reveal any negative effects of Meridian’s public policies that serve as barriers to affordable housing. This includes land use controls, tax policies affecting land, zoning ordinances, building codes, fees and charges, growth limitations, and policies affecting returns on residential investment. Meridian will continue to evaluate the policies and ameliorate as necessary. Actions taken to address obstacles to meeting underserved needs. 91.220(k); 91.320(j) The primary obstacles to fully addressing residents’ needs are: 1) Limited supply of affordable units; and 2) Limited funding. The City has allocated funding to address needs within the limitations of funding. Additionally, the City is engaged in multiple regional conversations with neighboring communities and service providers to identify and address underserved needs, maintain housing affordabiltiy, and reduce the number of families living in poverty. Actions taken to reduce lead-based paint hazards. 91.220(k); 91.320(j) The City’s website provides information regarding lead-based paint hazards as well as links to HUD resources. The City addresses lead based paint hazards through mitigation as part of redevelopment efforts in older parts of Meridian. Meridian maintains communication with EPA approved and certified lead abatement contractor’s as well as lead testing facilities to complete lead clearance exams if required. Actions taken to reduce the number of poverty-level families. 91.220(k); 91.320(j) The City focuses primarily on job creation and availability of educational opportunities to reduce the number of persons living below the poverty level. The City’s Economic Development Division works to recruit new employers and encourage business expansion within Meridian. Meridian's CDBG program funds activities that provide homelessness prevention to families who are at risk of homelessness and financial assistance to homebuyers, among other activities. The City's local strategic plan intends to address poverty-based issues through the expansion of public services, focus on economic development, and expansion of quality employment opportunities for the jurisdiction’s LMI population. Meridian’s goal is to provide residents with access to services that will help stabilize their basic needs so they can focus on improving their lives. Actions taken to develop institutional structure. 91.220(k); 91.320(j) The City continuously seeks to enhance coordination and overcome gaps in institutional structure. Collaboration with Our Path Home, attendance at Idaho Housing and Finance Association (IHFA) and other stake-holder related events, and participation in regional coalitions and associations work toward the end-goal of enhancing coordination. Plans Meridian City Council Meeting Agenda November 26, 2019 – Page 266 of 352 C i t y o f M e r i d i a n C o m m u n i t y D e v e l o p m e n t B l o c k G r a n t ( C D B G ) P r o g r a m Consolidated Annual Performance and Evaluation Report (CAPER) 16 | P a g e are being developed to enhance educational and advocacy opportunities for service providers in the area regarding public and political cultures and systems in place in the region. To address the internal structure, HUD is providing technical assistance to formalize standard operating procedures and guiding documents to monitor the program, track financials, ensure compliance, and address program requirements in a timely manner. Actions taken to enhance coordination between public and private housing and social service agencies. 91.220(k); 91.320(j) There are few capacity issues related to coordination between public and private organizations in Meridian and the surrounding area. However, the City's partnership and funding relationship with local housing services organizations including NeighborWorks Boise, Jesse Tree, and ACHA will continue to expand in the upcoming program year. Coordination with other organizations like CATCH, Boise Rescue Mission, Interfaith Sanctuary, and all members associated with Our Path Home, including private housing developers, will continue to be built upon to improve networks, coordination, and problem solving in the jurisdiction. The City’s collaboration with Our Path Home, housing and homelessness roundtables, and other regional coordination efforts contributes to the City's action plan for enhancing collaboration between public and private housing and social service agencies. Identify actions taken to overcome the effects of any impediments identified in the jurisdictions analysis of impediments to fair housing choice. 91.520(a) During the 2017-2021 Consolidated Planning period, the City of Meridian identified the following impediments to housing choice and access to opportunity:  Inaccessible infrastructure – Several sidewalks in Meridian were identified as needing improvement. During PY18, the City worked with the Meridian Development Corporation (MDC) to begin construction that will improve five (5) segments of sidewalks in a neighborhood with aging infrastructure that is occupied by seniors and low income residents. The construction is anticipated to be complete in early PY19.  Lack of affordable housing – Support preservation of housing occupied by low income homeowners and stabilization of affordable rental housing by assisting low income renter households and supporting the creation of affordable housing. Meridian will continue to use CDBG funds to work with currently funded projects and identify potential new projects that assist low income and special needs residents (e.g., provision of food staples, emergency repairs, and emergency rental assistance). During PY18, CDBG funds provided 35 households with emergency rental assistance, four (4) households with homeownership assistance, and 40 students with scholarships for extended care.  Lack of public transportation – Work regionally to improve transportation options. Meridian collaborated with the Meridian Transportation Commission, the Ada County Highway District Capital Improvement Citizen Advisory Committee (ACHD CICAC), and the Community Planning Association of Southwest Idaho Regional Technical Advisory Committee (COMPASS RTAC) to discuss the regional gaps in transportation options.  Lack of accessible housing – Increase education and understanding of fair housing laws by landlords, builders, and residents. Meridian has collaborated with the Boise, Caldwell, and Nampa CDBG Programs to develop a Fair Housing campaign. Meridian City Council Meeting Agenda November 26, 2019 – Page 267 of 352 C i t y o f M e r i d i a n C o m m u n i t y D e v e l o p m e n t B l o c k G r a n t ( C D B G ) P r o g r a m Consolidated Annual Performance and Evaluation Report (CAPER) 17 | P a g e CR-40 - Monitoring 91.220 and 91.230 Describe the standards and procedures used to monitor activities carried out in furtherance of the plan and used to ensure long-term compliance with requirements of the programs involved, including minority business outreach and the comprehensive planning requirements Per the Comprehensive Plan, a risk assessment is conducted on every project during the application process. This assessment is taken into consideration when the CDBG Scoring Committee is evaluating applications and making funding recommendations. During the program year, regular monitoring takes place with each draw. The activities submitted must comply with the stated requirements in the subrecipient agreements and provide requisite data (e.g. demographic data, payroll, etc.) for inspection prior to reimbursement. Formal monitoring is also conducted throughout the year. A risk analysis is included as an attachment to the Subrecipient Agreement and is used to determine if a project will require a desk-review or an onsite monitor for that program year. On-site monitoring occurs at least bi-annually to ensure subrecipients are meeting both the requirements and the intent of the CDBG program. A formal desk-review is conducted for every program year that does not require an onsite monitor. Other labor monitoring activities will be conducted, as activities require, according to all HUD and federal Davis Bacon labor requirements. Including minority business outreach. All relevant activities subject to these requirements will be monitored with on-site visits as frequently as required by regulations, more if circumstances require it. Desk-side monitoring takes place with each activity draw with staff and management from both Community Development and Finances departments needing to review and sign off on any reimbursement requests. The City is currently receiving technical assistance to improve the standard operating procedures and documents to guide the program, track financials, ensure compliance, and address program requirements in a timely manner. Citizen Participation Plan 91.105(d); 91.115(d) Describe the efforts to provide citizens with reasonable notice and an opportunity to comment on performance reports. A public notice of the CAPER availability and the date, time and location of the public hearing was published in the Meridian Press Tribune (previously known as the Valley Times), the Idaho Statesman, and by posting the notice on the City’s website two weeks in advance of the public hearing. After the notice was published, citizens had a period of 18 days to comment on the CAPER via email, telephone, or in person. A public hearing for the CAPER was held at City Hall on December 10, 2019 at the conclusion of the comment period. The City considered all comments and/or views receivedfrom residents.. A summary of these comments or views can be found in Attachment 1. City Council reviewed the CAPER and the summaries regarding the incorporation of citizen comments or views provided, and voted on a resolution to adopt the final PY18 CAPER. City Hall is a fully accessible building. Those with disabilities were encouraged to contact the City Clerk to make reasonable accommodations. Additionally, pursuant to the City’s Language Assistance Plan (LAP), all reports and Meridian City Council Meeting Agenda November 26, 2019 – Page 268 of 352 C i t y o f M e r i d i a n C o m m u n i t y D e v e l o p m e n t B l o c k G r a n t ( C D B G ) P r o g r a m Consolidated Annual Performance and Evaluation Report (CAPER) 18 | P a g e communications will be made available in formats accessible to persons with disabilities and in languages other than English upon request. All documents related to the City’s CDBG program can be found at: https://meridiancity.org/cdbg. Meridian City Council Meeting Agenda November 26, 2019 – Page 269 of 352 C i t y o f M e r i d i a n C o m m u n i t y D e v e l o p m e n t B l o c k G r a n t ( C D B G ) P r o g r a m Consolidated Annual Performance and Evaluation Report (CAPER) 19 | P a g e CR-45 – Jurisdiction 91.520(d) Specify the nature of, and reasons for, any changes in the jurisdiction’s program objectives and indications of how the jurisdiction would change its programs as a result of its experiences. No changes. Does this Jurisdiction have any open Brownfields Economic Development Initiative (BED I) grants? No Meridian City Council Meeting Agenda November 26, 2019 – Page 270 of 352 C i t y o f M e r i d i a n C o m m u n i t y D e v e l o p m e n t B l o c k G r a n t ( C D B G ) P r o g r a m Consolidated Annual Performance and Evaluation Report (CAPER) 20 | P a g e Attachment 1 – Public Comment Public comments will be included once we receive them. Meridian City Council Meeting Agenda November 26, 2019 – Page 271 of 352 C i t y o f M e r i d i a n C o m m u n i t y D e v e l o p m e n t B l o c k G r a n t ( C D B G ) P r o g r a m Consolidated Annual Performance and Evaluation Report (CAPER) 21 | P a g e Attachment 2 –PR03 Activity Summary Report Meridian City Council Meeting Agenda November 26, 2019 – Page 272 of 352 C i t y o f M e r i d i a n C o m m u n i t y D e v e l o p m e n t B l o c k G r a n t ( C D B G ) P r o g r a m Consolidated Annual Performance and Evaluation Report (CAPER) 22 | P a g e Meridian City Council Meeting Agenda November 26, 2019 – Page 273 of 352 C i t y o f M e r i d i a n C o m m u n i t y D e v e l o p m e n t B l o c k G r a n t ( C D B G ) P r o g r a m Consolidated Annual Performance and Evaluation Report (CAPER) 23 | P a g e Meridian City Council Meeting Agenda November 26, 2019 – Page 274 of 352 C i t y o f M e r i d i a n C o m m u n i t y D e v e l o p m e n t B l o c k G r a n t ( C D B G ) P r o g r a m Consolidated Annual Performance and Evaluation Report (CAPER) 24 | P a g e Meridian City Council Meeting Agenda November 26, 2019 – Page 275 of 352 C i t y o f M e r i d i a n C o m m u n i t y D e v e l o p m e n t B l o c k G r a n t ( C D B G ) P r o g r a m Consolidated Annual Performance and Evaluation Report (CAPER) 25 | P a g e Meridian City Council Meeting Agenda November 26, 2019 – Page 276 of 352 C i t y o f M e r i d i a n C o m m u n i t y D e v e l o p m e n t B l o c k G r a n t ( C D B G ) P r o g r a m Consolidated Annual Performance and Evaluation Report (CAPER) 26 | P a g e Meridian City Council Meeting Agenda November 26, 2019 – Page 277 of 352 C i t y o f M e r i d i a n C o m m u n i t y D e v e l o p m e n t B l o c k G r a n t ( C D B G ) P r o g r a m Consolidated Annual Performance and Evaluation Report (CAPER) 27 | P a g e Meridian City Council Meeting Agenda November 26, 2019 – Page 278 of 352 C i t y o f M e r i d i a n C o m m u n i t y D e v e l o p m e n t B l o c k G r a n t ( C D B G ) P r o g r a m Consolidated Annual Performance and Evaluation Report (CAPER) 28 | P a g e Meridian City Council Meeting Agenda November 26, 2019 – Page 279 of 352 C i t y o f M e r i d i a n C o m m u n i t y D e v e l o p m e n t B l o c k G r a n t ( C D B G ) P r o g r a m Consolidated Annual Performance and Evaluation Report (CAPER) 29 | P a g e Meridian City Council Meeting Agenda November 26, 2019 – Page 280 of 352 C i t y o f M e r i d i a n C o m m u n i t y D e v e l o p m e n t B l o c k G r a n t ( C D B G ) P r o g r a m Consolidated Annual Performance and Evaluation Report (CAPER) 30 | P a g e Meridian City Council Meeting Agenda November 26, 2019 – Page 281 of 352 C i t y o f M e r i d i a n C o m m u n i t y D e v e l o p m e n t B l o c k G r a n t ( C D B G ) P r o g r a m Consolidated Annual Performance and Evaluation Report (CAPER) 31 | P a g e Meridian City Council Meeting Agenda November 26, 2019 – Page 282 of 352 C i t y o f M e r i d i a n C o m m u n i t y D e v e l o p m e n t B l o c k G r a n t ( C D B G ) P r o g r a m Consolidated Annual Performance and Evaluation Report (CAPER) 32 | P a g e Meridian City Council Meeting Agenda November 26, 2019 – Page 283 of 352 C i t y o f M e r i d i a n C o m m u n i t y D e v e l o p m e n t B l o c k G r a n t ( C D B G ) P r o g r a m Consolidated Annual Performance and Evaluation Report (CAPER) 33 | P a g e Meridian City Council Meeting Agenda November 26, 2019 – Page 284 of 352 C i t y o f M e r i d i a n C o m m u n i t y D e v e l o p m e n t B l o c k G r a n t ( C D B G ) P r o g r a m Consolidated Annual Performance and Evaluation Report (CAPER) 34 | P a g e Meridian City Council Meeting Agenda November 26, 2019 – Page 285 of 352 C i t y o f M e r i d i a n C o m m u n i t y D e v e l o p m e n t B l o c k G r a n t ( C D B G ) P r o g r a m Consolidated Annual Performance and Evaluation Report (CAPER) 35 | P a g e Meridian City Council Meeting Agenda November 26, 2019 – Page 286 of 352 C i t y o f M e r i d i a n C o m m u n i t y D e v e l o p m e n t B l o c k G r a n t ( C D B G ) P r o g r a m Consolidated Annual Performance and Evaluation Report (CAPER) 36 | P a g e Meridian City Council Meeting Agenda November 26, 2019 – Page 287 of 352 C i t y o f M e r i d i a n C o m m u n i t y D e v e l o p m e n t B l o c k G r a n t ( C D B G ) P r o g r a m Consolidated Annual Performance and Evaluation Report (CAPER) 37 | P a g e Meridian City Council Meeting Agenda November 26, 2019 – Page 288 of 352 C i t y o f M e r i d i a n C o m m u n i t y D e v e l o p m e n t B l o c k G r a n t ( C D B G ) P r o g r a m Consolidated Annual Performance and Evaluation Report (CAPER) 38 | P a g e Meridian City Council Meeting Agenda November 26, 2019 – Page 289 of 352 C i t y o f M e r i d i a n C o m m u n i t y D e v e l o p m e n t B l o c k G r a n t ( C D B G ) P r o g r a m Consolidated Annual Performance and Evaluation Report (CAPER) 39 | P a g e Meridian City Council Meeting Agenda November 26, 2019 – Page 290 of 352 C i t y o f M e r i d i a n C o m m u n i t y D e v e l o p m e n t B l o c k G r a n t ( C D B G ) P r o g r a m Consolidated Annual Performance and Evaluation Report (CAPER) 40 | P a g e Meridian City Council Meeting Agenda November 26, 2019 – Page 291 of 352 C i t y o f M e r i d i a n C o m m u n i t y D e v e l o p m e n t B l o c k G r a n t ( C D B G ) P r o g r a m Consolidated Annual Performance and Evaluation Report (CAPER) 41 | P a g e Meridian City Council Meeting Agenda November 26, 2019 – Page 292 of 352 C i t y o f M e r i d i a n C o m m u n i t y D e v e l o p m e n t B l o c k G r a n t ( C D B G ) P r o g r a m Consolidated Annual Performance and Evaluation Report (CAPER) 42 | P a g e Meridian City Council Meeting Agenda November 26, 2019 – Page 293 of 352 C i t y o f M e r i d i a n C o m m u n i t y D e v e l o p m e n t B l o c k G r a n t ( C D B G ) P r o g r a m Consolidated Annual Performance and Evaluation Report (CAPER) 43 | P a g e Meridian City Council Meeting Agenda November 26, 2019 – Page 294 of 352 C i t y o f M e r i d i a n C o m m u n i t y D e v e l o p m e n t B l o c k G r a n t ( C D B G ) P r o g r a m Consolidated Annual Performance and Evaluation Report (CAPER) 44 | P a g e Meridian City Council Meeting Agenda November 26, 2019 – Page 295 of 352 C i t y o f M e r i d i a n C o m m u n i t y D e v e l o p m e n t B l o c k G r a n t ( C D B G ) P r o g r a m Consolidated Annual Performance and Evaluation Report (CAPER) 45 | P a g e Meridian City Council Meeting Agenda November 26, 2019 – Page 296 of 352 C i t y o f M e r i d i a n C o m m u n i t y D e v e l o p m e n t B l o c k G r a n t ( C D B G ) P r o g r a m Consolidated Annual Performance and Evaluation Report (CAPER) 46 | P a g e Meridian City Council Meeting Agenda November 26, 2019 – Page 297 of 352 C i t y o f M e r i d i a n C o m m u n i t y D e v e l o p m e n t B l o c k G r a n t ( C D B G ) P r o g r a m Consolidated Annual Performance and Evaluation Report (CAPER) 47 | P a g e Meridian City Council Meeting Agenda November 26, 2019 – Page 298 of 352 C i t y o f M e r i d i a n C o m m u n i t y D e v e l o p m e n t B l o c k G r a n t ( C D B G ) P r o g r a m Consolidated Annual Performance and Evaluation Report (CAPER) 48 | P a g e Meridian City Council Meeting Agenda November 26, 2019 – Page 299 of 352 C i t y o f M e r i d i a n C o m m u n i t y D e v e l o p m e n t B l o c k G r a n t ( C D B G ) P r o g r a m Consolidated Annual Performance and Evaluation Report (CAPER) 49 | P a g e Meridian City Council Meeting Agenda November 26, 2019 – Page 300 of 352 C i t y o f M e r i d i a n C o m m u n i t y D e v e l o p m e n t B l o c k G r a n t ( C D B G ) P r o g r a m Consolidated Annual Performance and Evaluation Report (CAPER) 50 | P a g e Meridian City Council Meeting Agenda November 26, 2019 – Page 301 of 352 C i t y o f M e r i d i a n C o m m u n i t y D e v e l o p m e n t B l o c k G r a n t ( C D B G ) P r o g r a m Consolidated Annual Performance and Evaluation Report (CAPER) 51 | P a g e Attachment 3 – PR26 Financial Summary Report Meridian City Council Meeting Agenda November 26, 2019 – Page 302 of 352 C i t y o f M e r i d i a n C o m m u n i t y D e v e l o p m e n t B l o c k G r a n t ( C D B G ) P r o g r a m Consolidated Annual Performance and Evaluation Report (CAPER) 52 | P a g e Meridian City Council Meeting Agenda November 26, 2019 – Page 303 of 352 C i t y o f M e r i d i a n C o m m u n i t y D e v e l o p m e n t B l o c k G r a n t ( C D B G ) P r o g r a m Consolidated Annual Performance and Evaluation Report (CAPER) 53 | P a g e Meridian City Council Meeting Agenda November 26, 2019 – Page 304 of 352 C i t y o f M e r i d i a n C o m m u n i t y D e v e l o p m e n t B l o c k G r a n t ( C D B G ) P r o g r a m Consolidated Annual Performance and Evaluation Report (CAPER) 54 | P a g e Meridian City Council Meeting Agenda November 26, 2019 – Page 305 of 352 C i t y o f M e r i d i a n C o m m u n i t y D e v e l o p m e n t B l o c k G r a n t ( C D B G ) P r o g r a m Consolidated Annual Performance and Evaluation Report (CAPER) 55 | P a g e Attachment 4 – PR26 Activity Summary Meridian City Council Meeting Agenda November 26, 2019 – Page 306 of 352 EIDIANC-- CITY COUNCIL WORK SESSION AGENDA November 26, 2019 Agenda Item Number: 5 B Item Title: Information Technology: Key Performance Indicators Meeting Notes: I TEM SHEET C ouncil Agenda I tem - 5.B . Presenter: Estimated Time f or P resentation: 0 Title of I tem - Information Technology: Key P erformance Indicator s Meridian City Council Meeting Agenda November 26, 2019 – Page 307 of 352 KEY PERFORMANCE INDICATORS Information Technology PHONE CALLS 0 1000 2000 3000 4000 5000 6000 7000 8000 9000 10000 Q2 (Jan - Mar) 2018 Q3 (Apr - Jun) 2018 Q4 (Jul - Sep) 2018 Q1 (Oct - Dec) 2019 Q2 (Jan - Mar) 2019 Q3 (Apr- Jun) 2019 Q4 (July - Sept) 2019 TICKETS (REQUESTS) 0 500 1000 1500 2000 2500 Q2 (Jan - Mar) 2018 Q3 (Apr - Jun) 2018 Q4 (Jul - Sep) 2018 Q1 (Oct - Dec) 2019 Q2 (Jan - Mar) 2019 Q3 (Apr- Jun) 2019 Q4 (July - Sept) 2019 EMPLOYEES SUPPORTED 480 490 500 510 520 530 540 550 560 Q2 (Jan - Mar) 2018 Q3 (Apr - Jun) 2018 Q4 (Jul - Sep) 2018 Q1 (Oct - Dec) 2019 Q2 (Jan - Mar) 2019 Q3 (Apr- Jun) 2019 Q4 (July - Sept) 2019 DEVICES SUPPORTED 540 560 580 600 620 640 660 Q2 (Jan - Mar) 2018 Q3 (Apr - Jun) 2018 Q4 (Jul - Sep) 2018 Q1 (Oct - Dec) 2019 Q2 (Jan - Mar) 2019 Q3 (Apr- Jun) 2019 Q4 (July - Sept) 2019 NEW ADDITIONS CUSTOMER SATISFACTION QUESTIONS? C IDIAN*,----- �wlDAH IZ CITY COUNCIL WORK SESSION AGENDA November 26, 2019 Agenda Item Number: 5 C Item Title: Mayor's Office: Key Performance Indicators Meeting Notes: I TEM SHEET C ouncil Agenda I tem - 5.C. Presenter: Estimated Time f or P resentation: 0 Title of I tem - M ayor's Office: Key P erformance Indicators Meridian City Council Meeting Agenda November 26, 2019 – Page 308 of 352 Mayor’s Office Key Performance Indicators Categories of Programs Measured •Events •Public Engagement and Communications •Strategic Planning •Continuous Improvement and Innovation •Programing Events Outcome Citizen’s feel connected with the events that we sponsor and they provide value to the community. Goal Citizen Survey results rated at 75% as excellent or good on the 2020 Indicators NextDoor Polling Social Media Polling In Person Surveying –Where feasible Public Engagement Outcome Involvement in local decision making increases by using traditional and non traditional approaches. Goal Citizen Survey Data Rated at 65% for Satisfaction of Public Involvement in Local Decision Making. Indicators Nextdoor -# of Comments, Feedback, Reach of Platform. Video or In Person Town Hall Usage –# views, in person contacts. Public Polling on Ordinances Advisory Votes, Election Participation. Communications Outcome Citizens are satisfied with the quality and content of communication s from the City. Goal Citizen Survey Data Rated at 75% for Satisfaction for Communications. Indicators Nextdoor -# of Comments, Feedback, Reach of Platform. Targeted Engagement Categories of Top Interactions on Social Media ROI on Paid Posts Strategic Planning Outcome Strategic Objectives are completed within the timeframe adopted. Goal Percent of Strategic Objectives completed at 70% by the end of 2020 Indicators Percentage of Tactics Completed Completed Objectives Performance Measure Tracking Continuous Improvement and Innovation Outcome Citizens and customers are satisfied with the services we provide. Processes are evaluated for waste and effectiveness. Goal Citizen Survey Data on Satisfaction for Services Provided Rated at 84% by 2020. Indicators Number of process improvement projects completed Dollars or hours reallocated via process improvements Dollars or hours saved for external users. Programing Outcome Citizens and program participants are satisfied with the quality of the programs we provide. Goal Survey Data on the quality of the programs established. Each program will have an established outcome or goal. Indicators Rating of Mayor’s Office Programs by Survey Year over Year program participation. Achievement to program outcome. Questions? CIDIAN*,----- �wl CITY COUNCIL WORK SESSION AGENDA November 26, 2019 Agenda Item Number: 5 D Item Title: Public Works: Budget Amendment in the amount of $900,000 For Well 17 Water Treatment Meeting Notes: I TEM SHEET C ouncil Agenda I tem - 5.D. Presenter: Kyle Radek Estimated Time f or P resentation: 5 minutes Title of I tem - Public Works: B udget Amendment in the Amount of $900,000 for Well 17 Water T reatment [Action Item] T his project will provide water treatment at Well 17. Upon completion, iron and manganese and associated taste and odor will be removed f rom water supplied by Well 17. AT TAC HM E NT S: Description Type Upload D ate F inal Memo - Well 17 - 11-19-19 - C M Cover Memo 11/19/2019 F inal Amendment - Well 17 - 11-19-19 - C M Cover Memo 11/19/2019 Meridian City Council Meeting Agenda November 26, 2019 – Page 309 of 352 M e r i d i a n C i t y C o u n c i l M e e t i n g A g e n d a N o v e m b e r 2 6 , 2 0 1 9 – P a g e 3 1 0 o f 3 5 2 M e r i d i a n C i t y C o u n c i l M e e t i n g A g e n d a N o v e m b e r 2 6 , 2 0 1 9 – P a g e 3 1 1 o f 3 5 2 M e r i d i a n C i t y C o u n c i l M e e t i n g A g e n d a N o v e m b e r 2 6 , 2 0 1 9 – P a g e 3 1 2 o f 3 5 2 m O NCD Y N ~ LL Y CN >_ G a LU c Q` E O F LL Q .Q a U O O Y r zA C00 ) � U C G) G)o bfl 0 Y 00 0 u 00 0 C 00 0 00 0 0o 0 Y 00 0 0o 0 co 0 0 41 FL N f0 U i N ti ti Wa0. V C r C s N O �z O1 a, LL O E E +- D.. a � 7 U N m Ol E C C c °' 0 _0 0) d o t m oo c a C Q m CL O m m C C m m O u v o Q j a0 = 0) N LL 'IL a3: O I- -i --i O C1 m m Y Z 0 N N a c c ai _ 00 00 0 _ E E 00 0 00 0 W 0 i t m O NCD Y N ~ LL Y CN >_ G a LU c Q` E O F LL Q .Q a .o a 0 0 U O O Y r Z Z C00 ) � U C G) G)o bfl 0 C 00 0 0 0 00 0 C 00 0 00 0 0o 0 0 0 00 0 0o 0 co 0 0 ti ti� N f0 U U ti ti ti ti� V C r C s xt ai xt �z ai .a 7 0 O E E 0 D.. LL � 7 U N al Ol 0) C C Ln 0 b0 0) D1 t m oo c a Y Q m CL O m m w m m O v o c � j a0 c m `0 ai ai LL 'IL a3: O E E O O 3 a m m Y Z ro E N Y Z c c ai a` 00 00 0 _ E E 00 0 00 0 W 0 i t ti �� ti ti N .o a 0 0 U Y r � U C V bfl 00 0 C 00 0 0 0 00 0 C 00 0 00 0 0o 0 0 0 00 0 0o 0 co 0 0 ti ti� N f0 ti ti V ti ti ti ti� V C r C N Q 0 0 N 0 0 O E E 0 Cl 0 T v v al Ol 0) D1 m O1 Q1 b0 0) D1 O1 m 0) m O1 Y Q m m m m m m Q U m m O m m m j a0 > C 7) u. 'IL a3: O w O O O O N N 00 ti 00 00 0 00 00 0 00 W 0 00 W 0 00 0 00 0 W 0 00 0 ti �� ti ti N ti ti ti ti ti ti ti ti ti ti O lD O V .-1 N m to O N O N a --I N O m N O N O N O N O N Iq <t O O O O O O O O v vvvvvvv m m m m m m m m O O O O O O O O lD lD lD lD lD lD lD LD .o a 0 0 .o a U Y r C E 00 0 00 0 00 0 0 0 00 0 00 0 00 0 00 0 0o 0 0 0 00 0 0o 0 co 0 0 ti ti� N ti ti ti ti ti N ti ti ti ti� r ti ti� r N ti ti ti ti ti 0 0 0 0 0 0 0 0 0 Cl 0 0 0 O1 al Ol 0) D1 m O1 Q1 0) 0) D1 O1 m 0) m O1 m m m m m m m m m m m m m m m m m m m m O O O O O O O O O O O OO m "So w lD lD lD to LD . lD w lD lD .D I .o a T E `0 LL O 0 .wr a :a CE V Q O a U -o 4 0 y� m cu O N O LLLL f O F U Y r C E a C E N m m N LL c d0 E 7 o cr 0 N cc m "So C � m E E2 cu C o OI a f0 CL d N O7 T E `0 LL O 0 .wr a :a CE V Q O a U -o 4 0 y� m cu O N O LLLL f O F M e r i d i a n C i t y C o u n c i l M e e t i n g A g e n d a N o v e m b e r 2 6 , 2 0 1 9 – P a g e 3 1 5 o f 3 5 2 EIDIAN,? -- AH CITY COUNCIL WORK SESSION AGENDA November 26, 2019 Agenda Item Number: 5 E Item Title: Public Works: Budget Amendment in the amount of $423,375 For Streetlight Installation for the Chinden Costco Star's Project Meeting Notes: I TEM SHEET C ouncil Agenda I tem - 5.E . Presenter: Warren S tewart Estimated Time f or P resentation: 5 minutes Title of I tem - Public Works: B udget Amendment in the Amount of $423,375 for Streetlight Installation for the C hinden Costco S TAR Project [Action Item] T his request is for an additional 47 streetlights to be installed on Chinden B oulevard between Black C at and L inder R oads. AT TAC HM E NT S: Description Type Upload D ate F inal Memo - Chinden S treetlights - 11-19-19 - C M Cover Memo 11/19/2019 F inal Amendment - C hinden S treetlights - 11-19-19 - C M Cover Memo 11/19/2019 Meridian City Council Meeting Agenda November 26, 2019 – Page 316 of 352 M e r i d i a n C i t y C o u n c i l M e e t i n g A g e n d a N o v e m b e r 2 6 , 2 0 1 9 – P a g e 3 1 7 o f 3 5 2 M e r i d i a n C i t y C o u n c i l M e e t i n g A g e n d a N o v e m b e r 2 6 , 2 0 1 9 – P a g e 3 1 8 o f 3 5 2 M e r i d i a n C i t y C o u n c i l M e e t i n g A g e n d a N o v e m b e r 2 6 , 2 0 1 9 – P a g e 3 1 9 o f 3 5 2 .O d J (7 z N d' 14) O1 3 cr H U w a O a, � O '@ r ° LL m s Z z _ a C N ;ti of m � 3 C C El El � C `v A� " O� v ° o — C V Q C NO O ai N G) c T @(V .O d J (7 H � cu 6 0 4. Y o W M m i••1 � (u C I+1 LL 0 N d' 14) O1 3 cr n m U C O '@ C O C m Z z _ ^� N m � 3 El El 0_ `v A� ° o — C 41 u Q NO ai E G) c T @(V ❑ ©�.1rE Z O d, v O c u s u s w O d r 'ti O I Q N U °. CL Y v U v CU LL O 3 E W O O C) O O O N O O E Ln O O �. H H N m �n O N O N r N O m N O N O N O N O N ci N v N N N N 0 p O U 0 0 00 E E W 0o ti d ���NI 0o p� o y " z z 45� E N Z - � a o Y E E L .Q L � � a -i H � cu 6 0 4. Y o W M m i••1 � (u C I+1 LL 0 N d' 14) O1 3 cr n m U C O '@ C O C m C _ _ N m � 3 0_ � ° o C N Q NO "E E T @(V a O CO w O 0 Q N Y O. D. > O::) CU LL LL�j d O 3 E W O O O O O O O O O O O V H N m �n O N O N r N O m N O N O N O N O N ci N a -i N N N N 0 0 0 0 0 0 00 W 0o OW m 0o O 0o W 00 W m O 00 O 0o H H L .Q H a -i CD O O O o O B O cl O ID O O 0 H � cu 6 0 4. Y o W M m i••1 � (u C I+1 LL 0 Ln m v N Y v c C 0 w m f. C: 0 0 H Ln M M N d' 14) O1 3 cr n m U C O '@ C O C J U _ _ a n m v N L .Q c E .d W O O O O O O O O O O O O O 0 CD 0 0 0 0 0 0 0 0 0 0 0 0 0 W eo O m O oo O � W o0 W 00 W 00 O 00 O 00 W 00 W 00 W 0o W co a -i ci ri ci N N ci C, O 0 O O CD O 0 0 O O 0 O O O O O O O Ln m v N Y v c C 0 w m f. C: 0 0 H Ln M M T 76 46 T O � U N d' 14) O1 3 cr U C O '@ C O C J U _ _ T 76 46 T O � U M e r i d i a n C i t y C o u n c i l M e e t i n g A g e n d a N o v e m b e r 2 6 , 2 0 1 9 – P a g e 3 2 2 o f 3 5 2 CITY COUNCIL WORK SESSION AGENDA November 26, 2019 Agenda Item Number: 5 F Item Title: Public Works: Second Addendum to City Utilities Reimbursement Agreement Between the City of Meridian, Costco Wholesale Corporation and Ada County Highway District. Meeting Notes: -5 I TEM SHEET C ouncil Agenda I tem - 5.F. Presenter: Estimated Time f or P resentation: 0 Title of I tem - Public Works: S econd Addendum to C ity Utilities Reimbursement Agreement between the City of M eridian, Costco Wholesale C orporation and Ada C ounty Highway D istrict [Action Item] AT TAC HM E NT S: Description Type Upload D ate A greement A greements / C ontracts 11/22/2019 Meridian City Council Meeting Agenda November 26, 2019 – Page 323 of 352 SECOND ADDENDUM TO CITY UTILITIES REIMBURSEMENT AGREEMENT – Page 1 of 5 SECOND ADDENDUM TO CITY UTILITIES REIMBURSEMENT AGREEMENT Meridian Idaho Costco This SECOND ADDENDUM TO CITY UTILITIES REIMBURSEMENT AGREEMENT (“Second Addendum”) is made and entered into this 26th day of November 2019 (“Effective Date”), by and among the CITY OF MERIDIAN, a municipal corporation of the State of Idaho (“City”); the ADA COUNTY HIGHWAY DISTRICT (“ACHD”), a highway district created pursuant to the laws of the state of Idaho; and COSTCO WHOLESALE CORPORATION, a Washington corporation (“Costco”). RECITALS A. The parties entered into that certain City Utilities Reimbursement Agreement, dated August 6, 2019, and that First Addendum to City Utilities Reimbursement Agreement, dated August 27, 2019 (collectively, “Utilities Agreement”). B. City has identified certain additional utility improvements that City desires to be included within the planned roadway improvements. C. The parties enter into this Second Addendum to provide additional and revised terms to the Utilities Agreement. AGREEMENT NOW THEREFORE, for good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged by each of the parties hereto and the recitals set forth above, which are hereby acknowledged by the parties as true and correct and incorporated herein, the parties agree as follows: 1. The parties agree to add a new Exhibit F to the Utilities Agreement, which is attached to this Second Addendum as Attachment A. 2. The parties hereby add a new Section 2.3 to the Utilities Agreement as follows: 2.3 Streetlights. City desires the installation of certain additional streetlights along Chinden, as described in Exhibit F (“Streetlight Improvements”), be included in the Chinden Improvements. Upon substantial completion of the Streetlight Improvements, Costco will invoice City for all costs Costco has incurred for design and installation of the Streetlight Improvements, including engineering, legal, and project management costs incurred related to this Second Addendum and the Streetlight Improvements. Within thirty (30) days of receipt of such invoice, City will pay the invoice in full. The current estimated cost for the Streetlight Improvements is Four Hundred Twenty-Three Thousand Three Hundred Seventy-Five Dollars ($423,375) (“Estimate”); however, the parties acknowledge this is only an estimate and Costco’s request for reimbursement will reflect actual costs incurred. Before incurring costs greater than the Estimate, Costco will obtain the City’s written consent. If the City declines to provide such consent within fifteen (15) Meridian City Council Meeting Agenda November 26, 2019 – Page 324 of 352 SECOND ADDENDUM TO CITY UTILITIES REIMBURSEMENT AGREEMENT – Page 2 of 5 days, then Costco may discontinue further work on the Streetlight Improvements and, even if prior to substantial completion, provide an invoice to City fo r actual costs incurred not to exceed the Estimate, which invoice the City will pay in full within (30) days of receipt. 3. The parties agree to delete and replace in full Section 3.1 to the Utilities Agreement with the following language: 3.1 Project Costs. The parties acknowledge and agree that all of the utility improvements described in this Agreement are included within the “approved transportation improvements” described in the STAR Agreement, with the exception of the Streetlight Improvements as defined herein. The City agrees to provide, at City expense, all inspection, field survey, and grade control required for the installation of all City improvements described in the Utilities Agreement. City represents and warrants to Costco that City has allocated and appropriated all funds necessary to make each of the reimbursement payments to Costco contemplated in this Agreement and has complied with all applicable laws, including all procurement laws. 4. Unless defined herein, all capitalized terms in this Second Addendum shall have the same meaning as set forth in the Utilities Agreement. Except as expressly modified by this Second Addendum, all terms and conditions of the Utilities Agreement remain unmodified and in full force and effect. [end of text; signatures and Attachment A follow] Meridian City Council Meeting Agenda November 26, 2019 – Page 325 of 352 IN WITNESS WHEREOF, the parties have executed this Agreement, effective as of the Effective Date. CITY: CITY OF MERIDIAN, a municipal corporation of the State of Idaho By: Tamm ocera Its: �-IaU r ACRD: ADA COUNTY HIGHWAY DISTRICT, a highway district created under the laws of the state of Idaho By: Its: COSTCO: COSTCO WHOLESALE CORPORATION, a SECOND ADDENDUM TO CITY UTILITIES REIMBURSEMENT AGREEMENT — Page 3 of 5 IN WITNESS WHEREOF, the parties have executed this Agreement, effective as of the Effective Date. CITY: CITY OF MERIDIAN, a municipal corporation of the State of Idaho By: Its: ACHD: ADA COUNTY HIGHWAY DISTRICT, a highway district created under the laws of the state of Idaho By: Its: COSTCO: COSTCO WHOLESALE CORPORATION, SECOND ADDENDUM TO CITY UTILITIES REIMBURSEMENT AGREEMENT — Page 3 of 5 SECOND ADDENDUM TO CITY UTILITIES REIMBURSEMENT AGREEMENT – Page 4 of 5 Attachment A [see attached] Meridian City Council Meeting Agenda November 26, 2019 – Page 327 of 352 SECOND ADDENDUM TO CITY UTILITIES REIMBURSEMENT AGREEMENT – Page 5 of 5 Exhibit F Streetlight Improvements in Chinden AS SHOWN WITHIN: US 20 / 26 SH – 16 to Linder Road Federal Aid Project NO. A021(858) Key NO. 21585 ADA County  Illumination & ITD Plans (Sheets 254 – 263) Cost description below. Meridian City Council Meeting Agenda November 26, 2019 – Page 328 of 352 E IDIAN?-- CITY COUNCIL WORK SESSION AGENDA November 26, 2019 Agenda Item Number: 5 G Item Title: Community Development: Shared Vehicles - Review Draft Request for Proposals, Agreement Terms and Timeline Meeting Notes: I TEM SHEET C ouncil Agenda I tem - 5.G. Presenter: Caleb Hood Keith Watts Emily Kane Es timated Time for P res entation: 20 minutes Title of Item - Community Development: S hared Vehicles - Review Draft Request for P roposals, Agreement Terms, and Timeline [Action Item] As req uested by C ounc il, b ringing b ac k the d is cus s io n fo r next year's services for s hared vehicles (e-s cooters ) AT TAC HM E NT S: Description Type Upload D ate Cover Memo Cover Memo 11/21/2019 R F P and Contract Cover Memo 11/22/2019 Meridian City Council Meeting Agenda November 26, 2019 – Page 329 of 352 Memo To: Mayor & City Council From: Caleb Hood, Planning Division Manager Date: 11/21/2019 Re: Shared Vehicle Program On November 6 th , City Staff presented an update to the Council on the shared vehicle (e-scooter) program. During the discussion on the 6 th , Council directed Staff to contact our current service provider, Bird, and begin to prepare to send out a new RFP for services in 2020. Staff has talked to Bird and prepared a draft RFP. The draft RFP and a sample contract for 2020 are attached. Staff will present verbal updates for this program and go over next steps during the November 26 th workshop. Some of the discussion points will be: • Minimum and maximum number of vehicles to be deployed and maintained, if any • Maximum number of potential vendors • Fee methodology (flat fee, per vehicle, per ride) • Term/Length of contract • Age restriction • Schedule Meridian City Council Meeting Agenda November 26, 2019 – Page 330 of 352 PURCHASING DEPARTMENT 33 East Broadway Ave., Ste 106 Meridian, ID 83642 Phone: (208) 489-0416 Fax: (208) 887-4813 REQUEST FOR PROPOSALS PROJECT NO. CD-2008-11034.B CONTRACT SPECIFICATIONS FOR: VEHICLE SHARING PROGRAM PROPOSALS MUST BE RECEIVED PRIOR TO 4:00 P.M . JANUARY 10, 2020 DELIVER TO : CITY OF MERIDIAN, PURCHASING DEPARTMENT 33 EAST BROADWAY AVENUE, STE 106 MERIDIAN, ID 83642 Prepared by: KEITH WATTS NAME AND ADDRESS OF VENDOR SUBMITTING PROPOSAL NAME: ADDRESS: . DATE:. . _______________________________ . . Email: _______________________________ Meridian City Council Meeting Agenda November 26, 2019 – Page 331 of 352 2 of 22 REQUEST FOR PROPOSALS CITY OF MERIDIAN Meridian, Idaho 83642 PROJECT # CD-2008-11034.B TABLE OF CONTENTS PART PAGE Cover Sheet;;;;;;;;;;;..;;;;;;;;;;;. 1 Table of Contents;;;;;;;;;;;..;;;;;;;;; 2 I. Notice Calling for Proposals;;;;;;;;;;;;;;....... 3 II. Instructions to Respondents;;;;;;;;;;;;;;;; 6 III. Proposal Form;;;;;;;;;;;;;;;;..................... 10 IV. Questionnaire ;;;;;;;;;;;;;;;;;;;;;.. 12 V. Sample Agreement;;;;;;;;;;;;;;;;;;;.. 13 Meridian City Council Meeting Agenda November 26, 2019 – Page 332 of 352 3 of 22 PART I NOTICE CALLING FOR PROPOSALS PURPOSE The City of Meridian seeks proposals to for a Vehicle Sharing Program to provide dockless, shared e-scooters for public use on public streets and sidewalks in the City of Meridian; paved, ground-level surfaces on property owned by the City of Meridian (excluding the Water Department and the Wastewater Reuse Facility); and pathways enumerated in the City of Meridian Pathways Master Plan (collectively, “franchised premises”). The City may offer up to two non-exclusive franchise agreements to the successful Respondent(s). In entering into the franchise agreement, the City seeks to facilitate micromobility transportation options for residents of and visitors to Meridian while also protecting and enhancing the safety of the several users of streets and sidewalks in our community, including pedestrians, vehicular traffic, and shared vehicle riders. Following execution of the franchise agreement, the successful Respondent shall remit to the City Clerk a nonrefundable franchise fee in the amount of $25,000.00 annually. The Franchise fee will be due annually on January 1st of each year of the Agreement. The pro-rated fee for the first year of the agreement shall be $20,833.33 and shall be due March 1, 2020. PRESENTATIONS Those respondents which are short listed may be invited to make a presentation to the City. Further information may be provided to the prospective respondents after the initial selection. ELIGIBILITY In order to be eligible for selection, Respondent must be able to answer “yes” to all questions listed in PART IV – ELIGIBILITY QUESTIONNAIRE . City may request verification of answers. BASIS FOR SELECTION In evaluating eligible applications, the following factors will be considered: a. Ability of Respondent and proposed program to facilitate safe, balanced, effective micromobility transportation options for residents of and visitors to Meridian (20 points); b. Appropriateness of proposed program for Meridian, particularly as to traffic, rider, and pedestrian safety; effect on Meridian businesses; and reduction of vehicular traffic (20 points); Meridian City Council Meeting Agenda November 26, 2019 – Page 333 of 352 4 of 22 c. Demonstrated competence in the implementation of micromobility programming, including customer service plans and experience (20 points); d. Consistency of proposed program with City policy, CARE values, and community values (20 points); and e. Respondent’s ability to regulate, and demonstrated practice of remotely regulating, rider use of devices as to speed and location (20 points). History from the current and previous projects and customers of the respondent may be used to evaluate some of the criteria. The City reserves the right to reject any or all proposals, to make an award on the basis of suitability to purpose or superior quality, or any other criteria the City believes to be in the best interest of the City. After the City has identified the proposal with the best value for the City, the City shall have the right to negotiate with the respondent over the final terms and conditions of the contract. These negotiations may include bargaining. The primary objective of the negotiations is to maximize the City’s ability to obtain best value, based on the requirements and the evaluation factors set forth in the Request for Proposals. If an agreement cannot be reached, the negotiation will be terminated and similar negotiations may occur with the next ranked respondent. GENERAL TERMS AND CONDITIONS Mistakes must be corrected and the correction inserted; correction must be initialed in ink by the person signing the Proposal. The City reserves the right to waive any informalities or minor irregularities in connection with the Proposals received. All provisions of the City code are applicable to any Proposal submitted or contract awarded pursuant thereto. Within thirty (30) days after the Proposal opening, a contract may be awarded by the City to the one or two highest ranked responsive and responsible Respondent(s), subject to the right of the City to reject all Proposals, as it may deem proper in its absolute discretion. The time for awarding a contract may be extended at the sole discretion of the City if required to evaluate Proposals or for such other purposes as the City may determine, unless the Respondent objects to such extension in writing with his/her Proposal. The City of Meridian does not discriminate on the basis of race, religion, sex, national origin, marital status, age, physical handicap, ownership by women or minorities or sexual orientation. EXAMINATION OF CONTRACT DOCUMENTS Meridian City Council Meeting Agenda November 26, 2019 – Page 334 of 352 5 of 22 Respondents shall carefully examine the specifications, and satisfy themselves as to their sufficiency, and shall not at any time after submission of the Proposal, dispute such specifications and the directions explaining or interpreting them. AWARD The City of Meridian reserves the right to make an award to that/those highest ranked responsive and responsible contractors (s) whose Proposal (s) is/are most responsive to the needs of the City. PURCHASE AGREEMENT DOCUMENTS A copy of the Notice Inviting Proposals, General Conditions and Instructions to Respondents, Special Conditions, Additional Terms and Conditions, Specifications, Plans and / or Drawings, Proposal’s Submittal, and any other related documents will remain on file in the office of the City Purchasing Manager. It is understood that these documents will form the basis of the purchase agreement upon award of the contract. All materials or services supplied by the Contractor shall be in conformance with all the specifications contained herein and shall be in compliance with any applicable Local, State, and Federal Laws and regulations. CITY’S REPRESENTATIVE Keith Watts, Purchasing Manager 33 East Broadway Avenue, Suite 106 Meridian, ID 83642 (208)489-0417 kwatts@meridiancity.org Any and all explanations desired by a respondent regarding the meaning or interpretation of this Request for Proposals or any part thereof must be requested in writing and directed to the person named as the Purchasing Representative and in accordance with Part II, section 1 “EXPLANATIONS TO RESPONDENTS”. Violation(s) may be caused for rejection of the proposal. Dated: CITY OF MERIDIAN _________________________________ Keith Watts, Purchasing Manager Meridian City Council Meeting Agenda November 26, 2019 – Page 335 of 352 6 of 22 PART II INSTRUCTIONS TO RESPONDENTS 1. EXPLANATIONS TO RESPONDENTS There are twenty (20) total pages in this Request for Proposals. It is the respondent’s responsibility to ensure that all pages are included. If any pages are missing, immediately request a copy of the missing page (s) by e-mailing your request to Keith Watts, Purchasing Manager at kwatts@meridiancity.org , RFP Project # CD-2008- 11034.B. Any explanation desired by a respondent regarding the meaning or interpretation of the Request for Proposals, or any part thereof, must be requested in writing (via e-mail) and with sufficient time allowed for a reply to reach respondent before the submission of their proposal. Any interpretation made will be in the form of an addendum to the Request for Proposals, issued by the Purchasing Manager, and will be furnished to all prospective respondents of record. Oral explanations or instructions given before proposal opening will not be binding. 2. CONDITIONS AFFECTING THE WORK Before submitting a proposal, each respondent must (1) examine the Request for Proposals documents thoroughly, (2) visit the site to familiarize himself/herself with local conditions that may, in any manner, affect cost, progress or performance of the work, (3) familiarize himself/herself with Federal, State and Local laws, ordinances, rules and regulations that may, in any manner, affect cost, progress or performance of the work; and (4) study and carefully correlate respondent’s observations with the Request for Proposals. Failure to do so will not relieve respondent from responsibility for estimating properly the difficulty or cost of successfully performing the work. The City will assume no responsibility for any understanding or representations concerning conditions made by any of it’s officers or agents prior to the execution of the contract, unless included in the Request for Proposals, or any addendum. 3. SUBMITTAL REQUIREMENTS One (1) original, two (2) hard copies and one (1) electronic copy (USB Drive) of the respondent’s proposal will be received by the City until 4:00 p.m., MT on the due date stated above at the office of the Purchasing Manager, City of Meridian, 33 East Broadway Avenue, Ste. 106, Meridian, Idaho 83642. The envelope must be sealed and the outside of the envelope must bear the notation: PROJECT # CD-2008-11034.B VEHICLE SHARING PROGRAM JANUARY10, 2020 4:00 P.M. The Proposal must contain the following information: a. Completed proposal form submitted on PART III - PROPOSAL FORM . Meridian City Council Meeting Agenda November 26, 2019 – Page 336 of 352 7 of 22 b. Completed questionnaire submitted on PART IV – QUESTIONNAIRE . c. Written narrative to include each and all of the following: 1) Description of respondent’s experience with shared vehicle programs, including how long the respondent has been engaged in this business, experiences in other venues, including under other similar contracts awarded to it, and work completed of similar type and magnitude. 2) A description of the proposed program, including which shared vehicles are to be offered for hire or use, and the number of shared vehicles to be deployed (both as planned initially and as projected when program is fully developed), hours of operation, deployment locations, fleet balancing approach, and proposed program start date. 3) Specifications of shared vehicles to be used in the program, including maximum speeds, identification with current franchisee contact information; method by which customers can notify local agent to report safety or maintenance issues; and whether able to: stand upright when parked, inform riders of the location of designated parking areas, be remotely disabled or controlled, condition and safety features to protect the safety of riders, pedestrians, motor vehicles, and property. 4) Plan for addressing public safety and other issues and incidents related to the shared vehicles’ operation and/or parking, including response time, approach to shared vehicles improperly or inconveniently parked. 5) Proposed role of City staff in program management, including fielding complaints or suggestions, enforcement of rider rules, and encountering or removing shared vehicles improperly or inconveniently parked. 6) Conditions of operation that will protect the public health, safety, and welfare and mitigate effects of the program on vehicular traffic, pedestrians, or property. 7) Plan and capabilities for sharing vehicle and ridership data with City to inform and support public safety and transportation planning efforts, including anonymized trip records for each shared vehicle deployed within Meridian (e.g., trip start date, time, and location; duration; distance; trip end date, time, and location). 8) Rider rules, regulations, and terms of use, including whether the following conditions will be recommended or required for riders: minimum age, helmet use, licensed driver. 9) Plan for public outreach and education prior to and during franchise term, including plan to contact Meridian business, school, and residential communities. 10) Plan for outreach and communication with Meridian Police Department regarding public safety issues prior to and during franchise term. Meridian City Council Meeting Agenda November 26, 2019 – Page 337 of 352 8 of 22 11) Plan for outreach and communication with transportation authorities and pathway easement property owners regarding program’s use of infrastructure prior to and during franchise term. 12) Plan, including currently available technology, to remotely regulate or control shared vehicle speeds and locations, particularly in City parks, pathways, and facilities. 13) Plan for locations and approach to installation of transmitters, if any, to identify parking locations to shared vehicles. 14) Description of successes and lessons learned in other communities in which the Respondent has operated vehicle sharing program(s). 15) Contact information for up to five (5) references from other communities in which the Respondent has operated vehicle sharing program(s). 4. LATE PROPOSALS AND MODIFICATIONS Proposals and modifications thereof received after the exact time of closing of proposals listed on the cover of this solicitation will not be considered. 5. WITHDRAWAL OF PROPOSALS Unless otherwise specified, proposals may be withdrawn by written request received from respondent prior to the time set for closing of proposals. 6. INTENT OF THE CITY The objective of this Request for Proposals is to provide sufficient information to enable qualified respondents to submit written proposals. This Request for Proposals is not a contractual offer or commitment to purchase services. Contents of this Request for Proposals and respondent’s proposal will be used for establishment of final contractual obligation. It is to be understood that this Request for Proposals and the Respondent’s proposal may be attached or included by reference in an agreement between the City and successful Respondent. 7. REQUIRED INSURANCE Insurance requirements are listed in PART V – SAMPLE AGREEMENT . . 8. PUBLIC RECORDS The City of Meridian is a public agency. All documents in its possession are public records. Proposals are public records and, except as noted below, will be available for inspection and copying by any person. If any Respondent claims any material to be Meridian City Council Meeting Agenda November 26, 2019 – Page 338 of 352 9 of 22 exempt from disclosure under the Idaho Public Records Law, the Respondent will expressly agree to defend, indemnify and hold harmless the City from any claim or suit arising from the City's refusal to disclose any such material. No such claim of exemption will be valid or effective without such express agreement. The City will take reasonable efforts to protect any information marked "confidential" by the Respondent, to the extent permitted by the Idaho Public Records Law. Confidential information must be submitted in a separate envelope, sealed and marked "Confidential Information" and will be returned to the Respondent upon request after the award of the contract. It is understood, however, that the City will have no liability for disclosure of such information. Any proprietary or otherwise sensitive information contained in or with any Proposal is subject to potential disclosure. 9. PROPOSED SCHEDULE December 13, 2019 RFP issued. January 10, 2020 DEADLINE FOR SUBMISSION OF PROPOSAL: All applications must be received by 4:00 p.m. (MST). By January 24, 2020 Selection panel convenes and selects vendor(s). By January 27, 2020 Selected Respondent(s) notified; franchise agreement(s) offered. By February 10, 2020 Franchise negotiations complete; prospective franchisee must return signed agreement by 12:00 p.m. (MST). February 18, 2020 Execution of franchise agreement. Meridian City Council Meeting Agenda November 26, 2019 – Page 339 of 352 10 of 22 PART III PROPOSAL FORM In response to the Request for Proposals, the undersigned respondent hereby proposes to furnish labor, material, travel, professional services, permits, supervision, equipment and all related expenses, and to perform all work necessary and required to complete the following project in strict accordance with the terms of this Request for Proposals and the final contract for: PROJECT # CD-2008-11034.B VEHICLE SHARING PROGRAM Respondent certifies that he/she has examined and is fully familiar with all of the provision of the Request for proposals and any addendum thereto; that he/she is submitting a proposal in strict accordance with the Instructions to Respondents; and that he/she has carefully reviewed the accuracy of all materials submitted in response to this proposal. Respondent certifies that he/she has examined the proposal documents thoroughly, studied and carefully correlated respondent’s observations with the proposal documents, and all other matters which can in any way affect the work or the cost thereof. Respondent agrees that this proposal constitutes a firm offer to the City which cannot be withdrawn by the respondent for sixty (60) calendar days from the date of actual opening of proposals. If awarded the contract, respondent agrees to execute and deliver to the City within seven (7) calendar days after receipt of City’s Conditional Notice of Award, the applicable Contract form, franchise fee, and insurance certificates. RESPONDENT’S BUSINESS NAME: By: (signature in ink) Date: Agent: Title: Meridian City Council Meeting Agenda November 26, 2019 – Page 340 of 352 11 of 22 RESPONDENT’S LOCAL ADDRESS/PHONE/ E-MAIL (PH) (E-MAIL) RESPONDENT’S CORPORATE ADDRESS/PHONE/ E-MAIL (PH) (E-MAIL) NAME/ADDRESS OF REGISTERED AGENT IN IDAHO: DECLARATION: The undersigned declares: that he/she holds the position indicating below as a corporate officer or the owner or a partner in the business entity submitting this Proposal; that the undersigned is informed of all relevant facts surrounding the preparation and submission of this Proposal, that the undersigned knows and represents and warrants to the City of Meridian that this Proposal is prepared and submitted without collusion with any other person, business entity, or corporation with any interest in this Proposal. I declare under penalty of perjury that the foregoing is true and correct. RESPONDENT: BY: TITLE: ADDRESS: DATE: Meridian City Council Meeting Agenda November 26, 2019 – Page 341 of 352 12 of 22 PART IV ELIGIBILITY QUESTIONNAIRE Respondent must answer “yes” or “no” to each of the following questions. Circle the correct answer. A. Does Respondent operate vehicle sharing programs in at least twenty (20) cities, and/or has Respondent provided 1,000,000 rides to date (in aggregate)? YES NO B. Will Respondent deploy shared vehicles which meet each and all of the following physical specifications? 1. Labeled with current contact information for the franchisee. 2. Able to stand upright when parked. 3. In good repair so as not to interfere with or degrade public facilities, operations, systems, or equipment or to present an imminent or foreseeable threat to the safety of riders or the public. 4. Age Limitation (if Council wants) YES NO C. Will Respondent connect an app to all shared vehicles deployed which meets all of the following specifications? 1. Explains the method by which riders can notify the local agent of the franchisee to report safety or maintenance issues. 2. Informs riders of the location of designated parking areas. 3. Capable of being remotely disabled. 4. Capable of being located and controlled remotely, by geofencing or other remote technology. YES NO Meridian City Council Meeting Agenda November 26, 2019 – Page 342 of 352 13 of 22 PART V SAMPLE AGREEMENT FRANCHISE AGREEMENT BETWEEN CITY OF MERIDIAN AND FRANCHISEE FOR OPERATION OF SHARED VEHICLE SHARING PROGRAM This FRANCHISE AGREEMENT BETWEEN CITY OF MERIDIAN AND FRANCHISEE FOR OPERATION OF SHARED VEHICLE SHARING PROGRAM (“Agreement”) is made entered into this ___ day of _____________, 2019 (“Effective Date”), by and between CONTRACTOR NAME, a corporation organized under the laws of the state of STATE, (“Franchisee”), and the City of Meridian, Idaho, a municipal corporation organized under the laws of the state of Idaho (“City”). I. STATEMENT OF PURPOSE . The City of Meridian has established, by ordinance, a Vehicle Sharing Program Franchise for the operation of Vehicle Sharing Programs on Franchised Premises. This Franchise is granted pursuant to the procedures and subject to the conditions and restrictions set forth in City’s request for proposals for Project no. CD-2008-11034.B, and Franchisee’s response thereto, attached hereto as Exhibit A (“Proposal”). In consideration for City’s grant of this franchise, City shall not operate a Vehicle Sharing Program in Meridian. The purpose of this Agreement is to establish terms and conditions governing Franchisee’s use of Franchised Premises for its Vehicle Sharing Program. II. DEFINITIONS . The following definitions shall apply to the terms used in this Agreement. A. BEACON: A Bluetooth transmitter, placed by Franchisee, which broadcasts parking locations to nearby Shared Vehicles. B. ELECTRIC POWER-ASSISTED BICYCLE or E-BIKE: A vehicle that has two (2) or three (3) tandem wheels, has no floorboard, and is propelled either by human power or with the assistance of an electric motor. E-bikes are consumer products, as defined by 15 U.S.C. section 2085, rather than motor vehicles as defined by Idaho Code section 49-123(1)(h). C. ELECTRIC POWER-ASSISTED SCOOTER or E-SCOOTER: A vehicle that has two (2) or three (3) tandem wheels, has a floorboard designed to be stood upon when riding , and is propelled either by human power or with the assistance of an electric motor. E-scooters are consumer products, as defined by 15 U.S.C. section 2085, rather than motor vehicles as defined by Idaho Code section 49-123(1)(h). D. GEOFENCE: A virtual boundary around a geographical area monitored by a global positioning system or radio frequency identification technology, which triggers a response from a shared vehicle when it enters or leaves the geofenced area. Such response may include, but shall not be limited to, decreased maximum speed or inoperability. Meridian City Council Meeting Agenda November 26, 2019 – Page 343 of 352 14 of 22 E. FRANCHISED PREMISES: 1. Public streets and sidewalks in the City of Meridian; 2. Paved, ground-level surfaces on property owned by the City of Meridian, excluding the Water Department and the Wastewater Reuse Facility; and 3. Pathways enumerated in the City of Meridian Pathways Master Plan, to the extent City is duly authorized to convey such franchise under the various instruments establishing such pathways. F. FRANCHISEE or VEHICLE SHARING PROGRAM FRANCHISEE: A person who owns, manages, operates, or acts on behalf of a Vehicle Sharing Program. G. PROGRAM or VEHICLE SHARING PROGRAM: The offer for hire or use, by self- service, of one or more shared vehicles. H. RESTRICTED AREA: Any location where shared vehicles may not be parked. I. RIDER: A person riding or using a shared vehicle. J. SHARED VEHICLE: An e-bike, e-scooter, bicycle, or other vehicle offered by a Vehicle Sharing Program Franchisee for hire or use by self-service III. FRANCHISE GRANTED . City, for and in consideration of the covenants and conditions set forth in this Agreement and agreed to be kept and performed by Franchisee, does hereby provide to Franchisee a franchise to allow riders to use shared vehicles, as part of Franchisee’s Vehicle Sharing Program, on the Franchised Premises. Franchisee shall not use Franchised Premises for any other purpose without the express written consent of City. IV. TERM . This Agreement shall be effective on the Effective Date first written above, and shall expire at 11:59 p.m. on December 31, 2022, unless earlier terminated by the method set forth herein. V. CITY COMMITMENTS . A. City Contact. Communication between City and Franchisee regarding administrative matters shall occur via e-mail or telephone between City Contact and Franchisee Contact. The following individual shall serve as the City Contact, City’s personnel designated to serve as the liaison between City and Franchisee for administrative matters: City Contact Name: Caleb Hood Planning Division Manager Telephone number: 208-489-0572 E-mail address: chood@meridiancity.org B. Right of entry. City and City’s contractors, employees, agents, and invitees, shall be authorized to, at all times, to inspect City’s property and personal property located Meridian City Council Meeting Agenda November 26, 2019 – Page 344 of 352 15 of 22 thereon, for the purposes of inspection for compliance with the terms of this Agreement. C. No support. City shall not provide support, monitoring, or administration services related to Franchisee’s use and occupancy of Franchised Premises and/or Franchisee’s personal property thereon. VI. FRANCHISEE COMMITMENTS . A. Franchisee Contact. Communication between Franchisee and City regarding administrative matters shall occur via e-mail or telephone between City Contact and Franchisee Contact. The following individual shall serve as the Franchisee Contact, Franchisee’s personnel designated to serve as the liaison between City and Franchisee for administrative matters: Franchisee Contact Name: Telephone number: E-mail address: B. Type and number of shared vehicles. 1. Deployment. By March 1, 2020, Franchisee shall deploy and maintain in Meridian no fewer than one hundred (100) e-scooters, and no more than one hundred fifty (150) e-scooters, to be available for use as shared vehicles. All shared vehicles shall meet the specifications of those described in Franchisee’s Proposal. The date upon which the first one hundred (100) e-scooters are deployed in Meridian shall be deemed the Initial Deployment Date. 2. Increase. Every fourteen (14) days following the Initial Deployment Date, Franchisee may request authorization from City to increase the number of e- scooters offered in Meridian under its Vehicle Sharing Program, by increments of up to one hundred (100) e-scooters, up to a maximum of five hundred (500) e- scooters deployed in Meridian. 3. Increase authorization. Franchisee Contact shall make its request for authority to increase the number of shared vehicles offered under its Vehicle Sharing Program via e-mail to City Contact, which request shall include a description of which and how many additional shared vehicles are to be offered for hire or use, the plan for addressing public safety issues related to the additional shared vehicles’ operation and/or parking, and Franchisee’s certification that all shared vehicles previously offered by Franchisee in Meridian were used, on average, at least three times per day in the previous month, with data verifying same. Within seven (7) days of Franchisee Contact’s request for authority to increase the number of shared vehicles offered under its Vehicle Sharing Program, the City Contact shall either authorize or deny the requested increase. The City Contact shall deny a request from Franchisee for an increase in the maximum number of shared vehicles offered under a Vehicle Sharing Program Franchisee Franchise where: Meridian City Council Meeting Agenda November 26, 2019 – Page 345 of 352 16 of 22 a. Data does not reflect that all shared vehicles offered by Franchisee under the previous version of the Vehicle Sharing Program franchise were used, on average, at least three times per day in the previous thirty (30) days. b. The Franchisee has violated a term or condition of this Agreement or of law, or c. The operation of the Program and/or any component thereof has varied materially from the description submitted with the Proposal. d. The total deployed e-scooters has already reached 500 units in the City. C. Franchise fee. Following execution of the franchise agreement, the successful Respondent shall remit to the City Finance Department a nonrefundable franchise fee in the amount of twenty-five thousand dollars $25,000.00. D. Beacons. If Franchisee installs Beacons, Franchisee shall notify City of same and provide to City an electronic interface that allows City to view and suggest locations of Beacons. Franchisee shall not install a Beacon without the permission of the owner of the real and/or personal property on which the Beacon is installed. E. Timely response; removal by City. Within two (2) hours of receiving notice, Franchisee shall respond to any request to move, remove, or redistribute shared vehicles; reports of incorrectly parked shared vehicles; or reports of unsafe/inoperable shared vehicles by relocating, re-parking, or removing the shared vehicle(s) at issue. Franchisee shall comply within twenty-four (24) hours with City’s order to remove all shared vehicles due to denial or revocation of an application for a Vehicle Sharing Program Franchise, expiration of the franchise term, failure to timely remit all or any portion of the franchise fee or any portion thereof, or any other reason City deems to serve the public health, safety, and/or welfare. In the event any shared vehicle is not relocated, re-parked, or removed within the timeframe specified herein; if any shared vehicle is parked in one location for more than seventy-two (72) hours without moving; or in exigent circumstances, such shared vehicle may be removed by City and taken to a City facility for storage at the expense of the Franchisee. City may charge Franchisee one hundred dollars ($100.00) per shared vehicle removed and stored by City. Franchisee shall pay any invoice for such charge within thirty (30) days of City’s mailing or e-mailing such invoice. F. Good repair. Franchisee shall be solely responsible for monitoring shared vehicles to ensure that they are in good repair and that their use does not interfere with or degrade City’s facilities, operations, systems, or equipment or present an imminent or foreseeable threat to the public health and safety. G. Data reports. To inform and support public safety and transportation planning efforts, Franchisee shall provide to City, in the form and manner requested by City Contact, at least quarterly, a report of anonymized trip records for each shared vehicle deployed within Meridian, to include, but not be limited to, the following data: trip start date, time, and location; duration; distance; and trip end date, time, and location. H. Hours of operation. Franchisee shall remove all shared vehicles from use, whether physically or by geofencing, between 11:00 p.m. and 6:00 a.m. Franchisee understands and acknowledges that City parks are closed every day between dusk (30 Meridian City Council Meeting Agenda November 26, 2019 – Page 346 of 352 17 of 22 minutes after sunset) and dawn (30 minutes before sunrise), and may be closed at or for any time, place, or use by order of the Meridian Parks and Recreation Director. I. Shared vehicle specifications. Franchisee shall ensure that each shared vehicle used under a Vehicle Sharing Program is: 1. Labeled with current contact information for the Franchisee and explains the method by which riders and/or the public can notify Franchisee’s local agent to report safety, maintenance, or parking issues. 2. Able to stand upright when parked. 3. Capable of informing riders of the location of designated parking areas. 4. Capable of being remotely disabled. 5. Capable of being located and controlled remotely, by geofencing or other remote technology. 6. In good repair so as not to interfere with or degrade public facilities, operations, systems, or equipment or to present an imminent or foreseeable threat to the safety of riders or the public. J. Rider information. Vehicle Sharing Program Franchisees shall inform riders of all regulations regarding the proper use and parking of shared vehicles. Franchisee shall provide a mechanism by which riders may provide feedback to Franchisee, including feedback regarding parking areas or damaged shared vehicles. K. Parking shared vehicles on Franchised Premises. Franchisee acknowledges, understands, agrees to comply with, and make every effort to ensure that riders comply with, the provisions of Meridian City Code regarding parking of shared vehicles, including, without limitation, the requirement that shared vehicles be parked in a manner that leaves clear at least five feet (5’) of the useable area of pathways and sidewalks. L. Shared vehicles in City parks. Use of shared vehicles in City parks shall be subject to the following. 1. Franchisee shall establish geofences to prohibit shared vehicle use in or on the following areas: a. Playgrounds in regional parks; b. Special use parks; c. Tennis courts; and Pickle Ball courts d. Storey Bark Park and Discovery Bark Park. 2. Franchisees shall use verifiable technology to ensure that in parks, riders shall not use a shared vehicle in excess of eight miles per hour. 3. Franchisee shall instruct and require riders to park shared vehicles upright, next to a public bicycle rack or at a parking location identified by a Beacon. 4. Franchisees deploying shared vehicles in parks shall park such shared vehicles upright, at a public bicycle rack or at a parking location identified by a Beacon. M. Public park. The parties hereto expressly acknowledge that City parks and City- owned facilities are public spaces, the management and scheduling of which shall at all times be within the sole purview of City. City shall have the right to allow the use of parks and City-owned facilities, and close all or any portion thereof, for any purpose and under any condition. At all times, Franchisee shall be on an equal Meridian City Council Meeting Agenda November 26, 2019 – Page 347 of 352 18 of 22 footing with the general public regarding its use of parks and City-owned facilities. Franchisee shall exercise any privileges granted by this Agreement only in accordance with the terms of this Agreement and in accordance with any and all applicable laws and City policies. N. Public places. Franchisee acknowledges that the management and scheduling of parks, pathways, streets, and sidewalks shall at all times be within the sole purview of City and/or, where applicable, the Ada County Highway District (“ACHD”) or Idaho Transportation Department (“ITD”). Such entities shall have the right to condition or the use of, and/or close all or any portion of, their respective properties, for any and all purposes and under any and all conditions. At all times, Franchisee shall be on an equal footing with the general public regarding its use of public property. Franchisee shall exercise any right granted by its franchise only in accordance with the terms of this Chapter; with any and all applicable laws; and with City, ACHD, and ITD policies. O. Outreach. At least twenty-one (21) days prior to deploying, parking, or allowing the use of shared vehicles on the Franchised Premises, Franchisee will provide to City, for City’s review, input, and approval, a marketing and targeted community outreach plan that: 1. Describes and promotes the Vehicle Sharing Program; 2. Educates the public regarding how to safely use shared vehicles, including in parks and on pathways; 3. Educates the public regarding where and how to properly park shared vehicles; and 4. Informs the public about advisory safety measures and applicable City regulations. Such plan shall include, at a minimum: a) a timeline, including a plan to initiate marking and community outreach fourteen (14) days prior to deploying, parking, or allowing the use of shared vehicles on the Franchised Premises; b) three (3) public education/outreach events; and c) infographics or videos, suitable for sharing by City on social media and print forums. Franchisee shall not initiate marketing and outreach efforts related to its Meridian shared vehicle program without City’s prior approval of Franchisee’s marketing and outreach plan, which approval shall not be unreasonably withheld. VII. GENERAL PROVISIONS . A. Limitations. The franchise issued pursuant to this Agreement is only valid for program operation within the public right-of-way within the city of Meridian. Franchisee must obtain permission to use or allow shared vehicles on property other than the public right-of-way, including property owned by private parties and public entities. Private property owners and government entities may restrict or prohibit the use of shared vehicles and/or the conduct of a Vehicle Sharing Program on their property. B. Risks acknowledged; as-is condition. Franchisee acknowledges that its use of Franchised Premises carries risks, some of which are unknown, and accepts any and all such risks. Franchisee acknowledges that Franchisee has inspected the Franchised Meridian City Council Meeting Agenda November 26, 2019 – Page 348 of 352 19 of 22 Premises and does hereby accept same as being in good and satisfactory order, condition, and repair. It is understood and agreed that City makes no warranty or promise as to the condition, safety, usefulness or habitability of Franchised Premises, and Franchisee accepts same on an “as is” basis, both as of the Effective Date of this Agreement and throughout the term of this Agreement and all related activities. C. Restoration or repair. Franchisee shall be responsible for all costs of restoration or repair of the Franchised Premises necessitated by damage caused by Franchisee’s use under this Agreement. D. No agency. It is understood and agreed that Franchisee is not, and shall not be considered, an agent of City in any manner or for any purpose whatsoever in Franchisee’s use and occupancy of the Franchised Premises. E. Indemnification. Franchisee specifically indemnifies City and holds City harmless from any loss, liability, claim, judgment, or action for damages or injury to Franchisee, to Franchisee’s personal property or equipment, and to Franchisee’s employees, agents, guests or invitees arising out of or resulting from the condition of Franchised Premises or any lack of maintenance or repair thereon and not caused by or arising out of the tortious conduct of City or its employees. Franchisee 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 arising out of or resulting from the use and occupancy of Franchised Premises by Franchisee or by Franchisee’s agents, employees, guests or business invitees and not caused by or arising out of the tortious conduct of City or its employees. If any claim, suit or action is filed against City for any loss or claim described in this paragraph, Franchisee, at City’s option, shall defend City and assume all costs, including attorney’s fees, associated with the defense or resolution thereof, or indemnify City for all such costs and fees incurred by City in the defense or resolution thereof. F. Insurance. Within three (3) business days of the Effective Date of this Agreement, Franchisee shall submit to City proof of an insurance policy, issued by an insurance company licensed to do business in Idaho, protecting Franchisee and all of Franchisee’s employees and/or agents from all claims for damages to property and bodily injury, including death, which may arise from operations under or in connection with the Vehicle Sharing Program. Such insurance shall name the City as additional insured, and shall provide that the policy shall not terminate or be canceled prior to the expiration date without thirty (30) days’ advance written notice to the City. Such insurance shall afford minimum limits of five hundred thousand dollars ($500,000.00) per person bodily injury, five hundred thousand dollars ($500,000.00) per occurrence bodily injury, and five hundred thousand dollars ($500,000.00) per occurrence property damage. In no case will Franchisee deploy any e-scooters prior to receiving acceptance of Franchisee’s insurance certificates. G. Termination. Either party may terminate this Agreement for convenience or for cause. Termination shall be effective five (5) calendar days following mailing of written notice. Franchisee agrees that upon termination or expiration of this Agreement, Franchisee shall remove all of its personal property from Franchised Premises and surrender same to City in the same good condition as received, Meridian City Council Meeting Agenda November 26, 2019 – Page 349 of 352 20 of 22 reasonable wear and tear, act of God, act of nature, or damage by weather excepted. Franchisee agrees to surrender possession and occupancy of the Franchised Premises peaceably at the termination of this Agreement and any renewal or extension thereof. Franchisee shall be responsible for all costs of restoration or repair of the Franchised Premises necessitated by damage caused by Franchisee’s use under this Agreement. H. Notices. Communication between the Franchisee Contact and the City Contact regarding day-to-day matters shall occur via e-mail or telephone. All other notices required to be given by either of the parties hereto shall be in writing and be deemed communicated when personally served, or mailed by U.S. mail, postage prepaid. Notices shall be addressed as follows: If to Franchisee: FRANCHISEE NAME c/o . Street Address City, State Zip If to City: City of Meridian Attn: Caleb Hood, Planning Division Mgr. 33 E. Broadway Avenue Meridian ID 83642 I. No waiver. City’s waiver on one or more occasion of any breach or default of any term, covenant or condition of this Agreement shall not be construed as a waiver of any subsequent breach or default of the same or a different term, covenant or condition, nor shall such waiver operate to prejudice, waive, or affect any right or remedy City may have under this Agreement with respect to such subsequent default or breach by Franchisee. J. No assignment. Franchisee shall not assign, sublet, or transfer its rights under this Agreement, or any portion thereof, without the express written consent of City. K. Independent contractor. In all matters pertaining to this Agreement, Franchisee shall be acting as an independent contractor, and neither Franchisee nor any officer, employee, contractor, or agent of Franchisee shall be deemed an employee of City. Franchisee 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. L. Compliance with laws. In performing the scope of services required hereunder, City and Franchisee shall comply with all applicable laws, ordinances, and codes of Federal, State, and local governments. M. Attorney Fees. Should any litigation be commenced between the parties hereto concerning this Agreement, the prevailing party shall be entitled, in addition to any other relief as may be granted, to court costs and reasonable attorneys’ fees as determined by a court of competent jurisdiction. This provision shall be deemed to be a separate contract between the parties and shall survive any default, termination or forfeiture of this Agreement. N. Entire agreement. This Agreement contains the entire agreement of the parties and supersedes any and all other agreements, leases, or understandings, oral or written, whether previous to the execution hereof or contemporaneous herewith. Meridian City Council Meeting Agenda November 26, 2019 – Page 350 of 352 21 of 22 O. Applicable law. This Agreement shall be governed by and construed and enforced in accordance with the laws of the State of Idaho. P. Approval required. This Agreement shall not become effective or binding until approved by both Franchisee and by Meridian City Council. IN WITNESS WHEREOF, the parties shall cause this Agreement to be executed by their duly authorized officers to be effective as of the day and year first above written. FRANCHISEE: Franchisee Name __________________________________ Printed Name Title CITY OF MERIDIAN: Attest: BY: ___________________________ ______________________________ Tammy de Weerd, Mayor Chris Johnson, City Clerk Meridian City Council Meeting Agenda November 26, 2019 – Page 351 of 352 EIDIANDAHO ,+-- CITY COUNCIL WORK SESSION AGENDA November 26, 2019 Agenda Item Number: 6 Item Title: Executive Session per Idaho Code 74-206(1)(f) I �v l Meeting Notes: �►� SS��n 22 of 22 EXHIBIT A PROPOSAL Meridian City Council Meeting Agenda November 26, 2019 – Page 352 of 352