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2020-02-11 Work Session
Iwl P IDIAN� CITY COUNCIL WORK i DAH O SESSION AGENDA City Council Chambers 33 East Broadway Avenue Meridian, Idaho Tuesday,February 11,2020 at4:30 PM 1. Roll-Call Attendance X Liz Strader X Joe Borton (Left at 6:31 p.m.) X Brad Hoaglun X Treg Bernt X Jessica Perreault X Luke Cavener X Mayor Robert E. Simison 2. Adoption of Agenda - Adopted 3. Announcements 4. Consent Agenda [Action Item] -Approved A. Oaks North Subdivision No.2 Release of Sanitary Sewerand Water Main Easement B. Final PlatforOaks North Subdivision No.6(H-2019-0145)by Toll Southwest,LLC,Located at6060 W.McMillan Rd. C. Acceptance Agreementfor Display of Artwork in Initial Point Gallery 1. Elizabeth Hilton: 7/31/2020 - 8/27/2020 D. Fire Department: Temporary License Agreement between City of Meridian and Jamcolnvestmentsfor Meridian FireStationNo.6 Staging and Ribbon Cutting E. AP Invoices for Payment 02/12/2020 -$354,650.71 5. Items Moved From the Consent Agenda [Action Item] 6. Community Items / Presentations A. Ada County Highway District: North Meridian Neighborhood Bike and Pedestrian Plan 7. Department/ Commission Reports A. Transportation Commission: Safety Busing Discussion B. Transportation Commission:Updateon NW8th St.Travel and Bike Lane Widths C. Community Development: Fiscal Year 2020 Budget Amendment for the amount of$105,539.00 for a Comprehensive Associate Coordination Planner Position [Action Item] - Approved D. Finance: Procurement Policy and Budget Thresholds Discussion [Action Item] - Approved E. PublicWorks:FiscalYear202O BudgetAmendmentin the amount of$58,008forWaterOperator I(Utility Locates)[Action Item] -Approved 8. Executive Session per Idaho State Code 74-206(1)(c)To acquire an interest in real property not owned by public agency. Into Executive Session at 5:58 p.m. Out of Executive Session at 7:11 p.m. Meeting Adjourned at 7:11 p.m. Meridian City Council Work Session February 11, 2020. A Meeting of the Meridian City Council was called to order at 4:30 p.m., Tuesday, February 11 , 2020, by Mayor Robert Simison. Members Present: Robert Simison, Joe Borton, Luke Cavener, Treg Bernt, Jessica Perreault, Brad Hoaglun and Liz Strader. Also present: Adrienne Weatherly, Bill Nary, Caleb Hood, Keith Watts, Warren Stewart, Laurelei McVey, Jeff Brown, Joe Bongiorno and Dean Willis. Item 1: Roll-call Attendance: Liz Strader _X_ Joe Borton _X_ Brad Hoaglun _X_Treg Bernt X Jessica Perreault _X Luke Cavener _X_ Mayor Robert E. Simison Simison: I will call this meeting to order. Today is February 11th, 2020, at 4:30 p.m. Open this meeting with roll call attendance. Item 2: Adoption of Agenda Simison: Item No. w is adoption of the agenda. Bernt: Mr. Mayor? Simison: Councilman Bernt. Bernt: I move that we adopt the agenda -- agenda as presented. Hoaglun: Second. Simison: I have a motion and a second to adopt the agenda as published. Is there any discussion on the motion? If not all those in favor signify by saying aye. Opposed nay. The ayes have it. MOTION CARRIED: ALLAYES. Item 3: Announcements Simison: Item No. 3 is announcements. I have no announcements. Does anybody else have any announcements that they would like to make at this time? Item 4: Consent Agenda [Action Item] Meridian City Council Meeting Agenda February 25,2020— Page 4 of 342 Meridian City Council Work Session February 11,2020 Page 2 of 32 A. Oaks North Subdivision No. 2 Release of Sanitary Sewer and Water Main Easement B. Final Plat for Oaks North Subdivision No. 6 (H-2019-0145) by Toll Southwest, LLC, Located at 6060 W. McMillan Rd. C. Acceptance Agreement for Display of Artwork in Initial Point Gallery 1. Elizabeth Hilton: 7/31/2020 - 8/27/2020 D. Fire Department: Temporary License Agreement between City of Meridian and Jamco Investments for Meridian Fire Station No. 6 Staging and Ribbon Cutting E. AP Invoices for Payment 02/12/2020 - $354,650.71 Simison: Okay. Item No. 4, Consent Agenda. Bernt: Mr. Mayor? Simison: Councilman Bernt. Bernt: I move that we approve the Consent Agenda, for the Mayor to sign and the Clerk to attest. Hoaglun: Second. Simison: I have a motion and a second to approve the Consent Agenda. Any discussion? If not, all those in favor signify by saying aye. Opposed nay. The ayes have it. MOTION CARRIED: ALLAYES. Item 5: Items Moved From the Consent Agenda [Action Item] Simison: There were no items moved from the Consent Agenda. Item 6: Community Items / Presentations A. Ada County Highway District: North Meridian Neighborhood Bike and Pedestrian Plan Simison: So, we will move right into Item No. 6-A, a community presentation from the Ada County Highway District regarding the North Meridian Neighborhood Bike and Pedestrian Plan and with that I will call up Edinson -- Meridian City Council Meeting Agenda February 25,2020— Page 5 of 342 Meridian City Council Work Session February 11,2020 Page 3 of 32 Bautista: Edinson Bautista. Simison: Okay. Awesome. If you could just state your name and address for the record, please. Bautista: My name is Edinson Bautista at 3775 Adam Street, Ada County Highway District. Good afternoon, Mayor Simison and Council Members. My name is Edinson Bautista, ACHD senior transportation planner and project manager for the North Meridian Neighborhood Plan. In today's meeting I wanted to present the kickoff of the -- of the neighborhood bike and pedestrian plan project. The North Meridian Neighborhood Plan is the 13th of -- of a series. That graph displays ACHD level of completion for the neighborhood plans that have been adopted. The Eagle and BMP whitewater park neighborhood plans were adopted -- were the last to be adopted with -- adopted on October 23rd of 2019. This -- this graph reflects that once the neighborhood plans are adopted there is an ongoing process of working the projects identifying to a plan. As of now ACHD has completed 258 projects and 131 projects currently programed in the integrated five year work plan. The North Meridian Planning Area is highlighted in this slide. The light polygon designate the planning area. The plan -- the plan area is generally followed in the north by the Chinden Boulevard and Boise River, South by the Highway 1-84, east following in the city limits and West Can-Ada Road and McDermott Road. The neighborhood plans aim to achieve the following objectives: Identify in maps the biking and walking destinations as it pertains to the planning area. Throw out a robust public outreach process, identify the needs of connectivity, transit, biking and walking facilities to gather a general consensus for community recommendations. Develop a user friendly plan that communicates existing condition and needs, as well as convey proposals for projects to both the public and ACHD. Through analysis, technical review, and public outreach define, prioritize, and rank projects that address the needs identified. Additionally, we will identify existing gaps in sidewalk and the bicycle network. We will identify existing gaps in this -- throughout -- throughout this process we aim to brand the neighborhood plans to ensure recognition throughout the community of this planning effort and ACHD continue commitment to bikes and pedestrian improvements. Through standard neighbor plan procedures public outreach is conducted in three different stages. Through certain outreach we work with students in the planning area to identify any concerns or recommendation they have regarding the routes to and from schools. We also hold a public open house -- in this case will have two open houses to identify the general public needs and recommendations. Throughout the process we also hold public meetings to address any specific concerns of the public that comes out of the open houses. Our next steps include from March to June we will conduct public outreach and identify bike and pedestrian needs. On July present to ACHD commission and -- and the City of Meridian the draft project list that comes out of that public outreach process. On August a refinement of the plan report and on September present to the ACHD commission for adoption hearing. With this I conclude the presentation and I will stand for any questions. Simison: Thank you. Council, any questions? Meridian City Council Meeting Agenda February 25,2020— Page 6 of 342 Meridian City Council Work Session February 11,2020 Page 4 of 32 Strader: Mr. Mayor? Simison: Council Woman Strader. Strader: Thank you for presenting. I was curious if part of your outreach will include looping in our Transportation Commission? Bautista: Mayor Simison, Council Member, yes, we have -- we have worked -- worked with Caleb to coordinate a presentation to the Meridian Transportation Committee. Strader: Thank you. Simison: Any other questions? All right. Thank you very much. Bautista: Thank you. Item 7: Department / Commission Reports A. Transportation Commission: Safety Busing Discussion Simison: So, Item 7-A under Department/Commission Reports, is Transportation Commission, safety busing discussion. And I think Caleb, there from the side. Hood: Thank you, Mr. Mayor, Members of the Council. I think a couple of pictures will help here. So, at the Meridian Transportation Commission meeting earlier this month, they made a recommendation to you all to recommend to the West Ada school board safety busing for kids on the west side of Eagle Road to get to Hillsdale Elementary. Here is a current walk zone for Hillsdale. So, the park -- I will show you an aerial here in a second. So, here is -- here is Hillsdale. This is Taconic Drive. This is a school speed zone. It's -- it's posted 45, but there are flashers. There is a crossing guard. Simison: Caleb, I think you -- you have got Tuscany up, not -- you go down one. Hood: That's Sienna, huh. Simison: Yeah. Hood: Sorry. They look so similar. Here we go. Right there. Okay. Good call. Nothing else changes though. So, everyone over here is in the walk zone technically, but on Taconic, the -- there has been construction going on with new subdivisions that are coming online. The city has a well site here and so the sidewalk is intermittently tore up or it's a construction zone, so the school district has been safety busing these kids kind of on and off the last couple of years while construction has been going on. There has been some concern not only from the administration of the elementary school, but also the YMCA about the safety of the traveling, biking, walking to those facilities from, again, neighborhoods on the -- on the west side of Eagle Road. So, they are recommending to Meridian City Council Meeting Agenda February 25,2020— Page 7 of 342 Meridian City Council Work Session February 11,2020 Page 5 of 32 you -- and this one is a little bit of a weird recommendation in that it's to the school board, that they consider continuing to safety bus. It's my understanding that here even later this month they are going to discontinue that, because, again, the construction that was keeping children from walking to school. There is no gaps in the sidewalks and, again, it's -- it's signed and all the hardware are in place that would -- that is their request to you that you petition, if you will, the school board. I don't know what that means, if that's a letter, if that's -- I know you have a joint meeting with them Thursday, if that's a conversation. We didn't get into those details. But that is the recommendation from the Transportation Commission. Maybe just a little bit more background. The Transportation Commission actually met in January and heard from those folks and, then, we have a subcommittee of the Transportation Commission that met before the full transportation met two weeks ago. So, it's been something that's been discussed and it wasn't a unanimous vote by the Transportation Commission, but it was something that at the end of the day they -- they recommend you -- you petition. So, I don't know that I have much more to add, but I will stand for any questions you may have. Simison: Council, any questions? Cavener: Mr. Mayor? Simison: Councilman Cavener. Cavener: Not a -- not a question, maybe just a -- a comment and this was something that we discussed at the Transportation Commission a couple months ago for Council's benefit. Hillsdale Elementary School has the second highest amount of busing of any of the other elementary schools in the district and that--for me that was a surprising statistic to learn, because I remember when this project was first presented the -- the concept of that neighborhood and the school was to kind of be a -- a school that serves the neighbors around there, but because of the way that the district boundaries are designed you have as many kids that live in Century Farms neighborhood being bused to other schools as you have kids who live outside of Century Farms that are being bused in. For example, I think you guys all know I live on the corner of Victory and Meridian Road, right around there, and Hillsdale was -- is our home elementary school. So, it goes all the way to the Meridian Greens neighborhood. So, it's a -- it's a wide area. I -- as I recall -- and I haven't went back to look in the minutes, but I -- I was under the understanding that when this project was developed and even with the --the adjacent-- is that Reflection Ridge? Sorry, Caleb. That -- that neighborhood on Taconic? Sky Mesa. Thank you. Thank you very much. That when those came on there was discussion about safety busing being provided to serve those neighbors until the district boundary was reallocated. So, I'm one -- I'm not supportive -- I guess it's not our call to make, but I'm not supportive of the district abandoning the safety busing to have young elementary school kids having to cross at Eagle Road to be able to get to school. The issues related to the YMCA I think are also much larger and probably require more than just a letter from us. It's a collaborative solution between us, the YMCA, school board, and the highway district, because they have got a couple of access challenges both with Amity and Eagle. So, I'm supportive of us doing -- doing a letter. I know we are meeting with the school board on Thursday. I Meridian City Council Meeting Agenda February 25,2020— Page 8 of 342 Meridian City Council Work Session February 11,2020 Page 6 of 32 would hope that this is -- we would have an opportunity to discuss this issue. It's rare that you get an HOA, a parent teacher group, and the administration all showing up at a Transportation Commission meeting at 4:00 o'clock in the afternoon saying we need help with this, but you had a bunch of stakeholders in lockstep on this asking for help -- not just with the safety busing, but some other issues, but this is the first one that's before us and so just some background knowledge for those of us that -- that are new and -- and my feelings about where we need to go on this issue. Simison: Caleb, a couple quick questions for you. So, Eagle Road at that areas is an ACHD road; correct? So, we at least have a willing partner to work with if there is other changes to that road, if we were to -- because there is no school zone on that road -- or is -- or is there? Does this go to 20 in the -- in the morning during crossing times? Hood: Correct. Yeah. That was this last year they added that -- Simison: Okay. Hood: -- the school zone flashers. And -- yeah. Simison: So, there is a --there is a Hawk signal along with school zone flashes at Taconic or no Hawk signal? Hood: No Hawk signal. There is a crossing guard at the intersection of Eagle and Taconic. I'm not exactly sure where -- where the signs and the flashers are on Eagle, but somewhere in this area. And, then, as Councilman Cavener mentioned, there is also a -- a school zone around the -- the elementary, but this intersection has been improved, but there is not a Hawk signal there currently. Now, that intersection will be rebuilt sometime in the near future. That developer, once they get to a certain threshold, is -- is charged with rebuilding this intersection. Right now it looks like it's going to be a roundabout and at that time they are going to put a crosswalk -- striped crosswalk probably on the south -- south leg I think is where it's going, so -- so, there are some more changes, some more improvements coming out there. There were some recently put in and that's why from the school district's perspective, at least from their administration's perspective, this is -- it checks all the boxes on being a safe route. All of the sidewalks are in place. They have got all the school zones. It's got all the bells and whistles that one would need. The thing that's a little bit different here is the -- the speed and the context of that. It's not typical. Well, maybe it's not atypical either, but 45 -- it was 50 or 55 just a year ago. So, it's -- people are used to going pretty fast on this roadway and, then, all of a sudden down to 20. I'm not aware of any incidents out there, but that's -- that's a concern. Cavener: Mr. Mayor? Simison: Councilman Cavener. Meridian City Council Meeting Agenda February 25,2020— Page 9 of 342 Meridian City Council Work Session February 11,2020 Page 7 of 32 Cavener: I think Caleb hit the nail right on the head, is that you have got high -- people used to go to a high speed that have now been brought into a slow speed and I think the reason there hasn't been any incidents is because we have got a program in place that's getting these kids to school safely, that's quickly coming to an end and -- and I think it's all -- the timing is very fitting for us to be able to advocate -- and Caleb is correct, this checks all the boxes in terms of a form, but common sense would tell you we got to do something better than let first graders cross Eagle Road in the morning and after school and for somebody who lives out in that area, in my opinion the -- the place where those signals pop up is too short of a distance. You know, by the time you see it the time to react isn't enough. So, I think there is -- there is further improvement that we could advocate with the highway district, but at a minimum keeping the busing seems to make sense. Perreault: Mr. Mayor? Simison: Council Woman Perreault. Perreault: Caleb, since the school district is in supportive of this and recommending it, is that -- is there an assumption that they are willing to continue the service and the expenditure involved? Hood: So, Mr. Mayor, Council Woman Perreault, this is where it gets a little bit awkward. The administration of the elementary school would like to see the safety busing continue. The administration headquarters checks all the boxes. So, there is a principal at the elementary school and -- and I don't want to put words in his mouth, but their -- their -- their transportation coordinator is kind of on the fence. He is trying to kind of walk that line in between the administration of the school and the direction they have been given from the board and other staff there. So, I think the request is from -- as Councilman Cavener said, essentially, the principal of the school, the HOA, the PTO, to continue safety busing and I -- honestly, I don't -- I don't know that the decision has been made, but I have not heard that from the decisionmakers that this will remain safety busing. I think they are trying to get over that hump is what the -- Borton: Mr. Mayor? Simison: Councilman Borton. Borton: A procedural question. So, if -- if using the -- the district using their matrix objectively, this could warrant removal of safe busing. Is it their policy that it would be removed unless petitions identifying unusual circumstances for it to remain for a period of time and are we, then, being asked by this collective group to be that petitioner to the district to collectively ask for that exception to the existing policy? Hood: Mr. Mayor, Councilman Borton, that's a good question and I didn't get into that too much with Ian Updike, who is my point of contact, basically, with the school district, about how that procedure really goes forward and I'm -- I'm -- so, I'm kind of under the Meridian City Council Meeting Agenda February 25,2020— Page 10 of 342 Meridian City Council Work Session February 11,2020 Page 8 of 32 impression, though, that there isn't a formalized process for that. It is sort of a petition, but doesn't have to be written, it can be somewhat verbal type of a thing. So, I don't think there is any true outline of -- of how this gets made. It can -- it could be a letter or a request just made by the Council and that's enough to get them to change away from their policy. There may be a written policy on that. Well, I know there is a written policy on it. I don't know what a variance to that looks like or -- or-- or how to do that. But that's -- I assume we are following that, because, again, that's how it's been requested of us by administration of the elementary school, as well as their transportation coordinator. Simison: So, Council, if I -- if I may, just a couple things I think to look at in this area long term. You all know how I feel about roundabouts. I'm not going to get on my soapbox about even a small roundabout at this location, which provides a great walking access point over potentially to the Y, the park, et cetera, from that standpoint. But regardless of whether -- what the boundaries may or may not be long term, I think there is a safe assumption that with the residential growth around Hillsdale long term this is not going to be a walk zone from this location. Eventually I think that this area will probably be bused to some other school as the area further develops. But from that standpoint what do you think would be -- if we are going to not ask the school district to maintain what they are currently doing, what do you think would be adequate safety standards. Is the school zone enough from your perspective to say that that would be safe enough if you don't want to see that continue or is there something else in this area that you think would make sense. Would it be a Hawk? Would it be something else? Just food for thought. With both sides into your minds. Hood: So, Mr. Mayor, I know that the question is for Council or at least something for them, but I do want to mention it -- and, again, Councilman Cavener brought it up. We will be bringing you the Transportation Commission's recommendation for priority projects. So, I didn't get into it today, but there are some ancillary improvements that the Transportation Commission is going to -- is currently ranking and will bring to you. I don't know where that's going to play out in -- if this is going to be number one priority or not to improve some of the crosswalks and other things in this area, but just wanted to let you know that's coming this next -- first part of this next month. Strader: Mr. Mayor? Simison: Council Woman Strader. Strader: I agree. I attended a recent Transportation Commission meeting and they were certainly working on trying to fix the pedestrian routes to school in this area and -- and looking at the whole neighborhood I think for improvement. I just -- I feel like there is a compelling public safety element to this that leads me to think we should encourage them to continue the busing for safety reasons. Like the anecdotal, you know, information that I have heard is that it's just too unsafe to expect children to cross there. I don't know what kind of improvements would make me feel comfortable with them crossing and I haven't seen I guess enough evidence that there are other improvements that would get me there on it. My feeling is that long term we want to encourage, to your point, the school district Meridian City Council Meeting Agenda February 25,2020— Page 11 of 342 Meridian City Council Work Session February 11,2020 Page 9 of 32 to look at their boundaries pretty hard and, hopefully, come up with a boundary that makes sense and a process for doing that. Maybe we could have that discussion with them. Start that discussion on Thursday. But I would be supportive of a letter from the city to support the safety busing. Cavener: Mr. Mayor? Simison: Councilman Cavener. Cavener: I guess, then, a procedural question for maybe Mr. Nary. I would like us to discuss this with the school district on Thursday. I know we have got an agenda item that's labeled growth and I don't know if this falls within that or if we need to, you know, modify our agenda to list this item as a -- Nary: Mr. Mayor, Members of Council, Council Member Cavener, since they -- they won't be aware you're going to bring it up, it probably would be wise to at least give them some advance notice that as part of your growth discussion you want to talk about this specific item, so that way the trustees at least are prepared, so that is not a surprise. Otherwise, you really won't have a robust discussion. Cavener: And Mr. Mayor. Maybe, then, in conjunction with that is Councilman Hoaglun and I were kind of talking about we wouldn't want our kids crossing Eagle Road to get to school. A thought came to mind, which has been a big issue at a lot of our elementary schools is if the safety busing goes away what you will see is the parents in this other neighborhood are just going to drive their kids over to the school and we see this in elementaries in every neighborhood in Meridian, this parent caravan of cars that park on the public streets to drop off and pick up and I know PD gets those lovely phone calls from neighbors and parents. So, perhaps maybe that's a -- that's another piece either for this meeting or for a future meeting, we have got to come up with a collaborative solution to -- address that particular issue, because that is impacting every corner of our community. Simison: And just so -- I am meeting with the superintendent tomorrow, that I can give them a heads up -- Cavener: Great. Simison: -- that this would be an item potentially for discussion. Okay. At this point in time I'm hearing not necessarily a letter is necessary then? We just have a conversation. Borton: Mr. Mayor? Simison: Councilman Borton. I think so. I think the discussion might flush out what the letter could contain, the discussion on Thursday, and I think we all understand that they wouldn't eliminate safe busing upon a belief that there is not any safety concern, I'm sure it's budgetary and they are compressed in their bus funding in a million different areas Meridian City Council Meeting Agenda February 25,2020— Page 12 of 342 Meridian City Council Work Session February 11,2020 Page 10 of 32 and so they create some policy that allows them to objectively eliminate it when certain criteria are met. So, I wouldn't want them thinking that we are under some assumption that the removal of safe busing is because they think that it's now safe and perfect. I'm sure they acknowledge that they are just trying to utilize limited resources in an efficient way. So, we can probably -- that will help frame the discussion on Thursday somewhat. Perreault: Mr. Mayor? Simison: Council Woman Perreault. Perreault: I -- I agree that a letter would be appropriate, but also with -- with Councilman Borton that we wait until we have that discussion before we -- before we really figure out what the content of that would be. B. Transportation Commission: Update on NW 8th St. Travel and Bike Lane Widths Simison: Okay. Seeing nothing else, Item 7-13, an update on Northwest 8th Street travel and bike lane with Mr. Hood. Hood: Mr. Mayor, Members of the Council, so ACHD is designing a maintenance project right now for construction in the summer of 2021 and it goes from Cherry Lane to Pine Avenue. So, roughly a half mile. It's really broken into two different sections, though. This is Camellia right here, kind of mid block, and the cross-section today north, so adjacent to Meridian Middle. Well, let me just show you -- I have got a picture that's -- so, that's what it looks like next to the middle school. So, you got roughly, give or take, right, three and a half foot wide bike lanes. You do have a little bit of a gutter, 11 to 11 and a half of traveling lanes and, then, about ten and a half to -- so, that's the existing condition in this half mile that we are going to mainly focus in on today. The southern half of that -- so, from Camellia to Pine -- to Pine I don't need to really talk, it's more of a standard cross-section. Instead of the center turn lane that you see here, there is on-street parking and, then, the bike lanes and, then, two travel lanes. So, the width is roughly the same between the curbs, it's just a different cross-section. This is substandard. As you could imagine about three, three and a half foot bike lane doesn't meet the ideal for a bike lane width and ACHD has designed -- their initial design is to go to a five foot bike lane, five foot, ten and a half foot and, then, a ten foot center turn lane. So, essentially, your curbs don't change after this project. They do want something in writing from the city if possible supporting that cross-section. I did take this topic to the Transportation Commission -- again the same meeting earlier this month. They were not supportive of the -- of the ten and a half foot lanes. They wanted to see a -- six inches, basically, taken off of each of the bike lanes to make those four and a half feet and increase the travel lanes to 11 foot lanes. So, that's their recommendation to you. Their -- their main reason was the plan that ACHD has calls out this section of 8th Street as a type one facility. Don't need to get into all that, but, basically, it's -- it's a shared facility, so you wouldn't even have bike lanes on it basically. It's you ride in traffic, basically, because it's such -- such low volumes and low speed. They have done -- and I included this in your memo. I didn't include all the Meridian City Council Meeting Agenda February 25,2020— Page 13 of 342 Meridian City Council Work Session February 11,2020 Page 11 of 32 -- the data tables. I have them if you want to scroll through them with -- with the speed analysis and number of the bikes that were going on when they -- when they looked at that and cars parked. But, basically, the 85th percentile. So, the speed -- average speed that -- that folks are driving this and the volume actually classify this as a level two, which means a dedicated bike lane here. So, it's -- and Justin's probably going to cringe. I don't want to say it's inconsistent with the bikeways master plan, but -- but that data doesn't directly align with how they envision this -- the street to really work. So, that was the Transportation Commission's first thought was, well, there shouldn't be bike lanes on this. Your -- your plans don't call for bike lanes here. It shows it as a type one facility or level one facility. And then -- and I'm just going to quote them. They have a general disdain for lanes that narrow. So, they are more -- and this wasn't everybody chiming in at the Transportation Commission, but the consensus was that that's just too narrow of lanes and so they recommended, again, that -- that, essentially, six inches be taken off of each of the bike lanes and added to the travel lanes to make them 11 feet. They were okay with the ten foot center turn lane, but they wanted the travel lanes to be at least 11 feet. After that meeting I contacted the ACHD project manager and let him know, hey, they aren't real supportive at the Transportation Commission of your proposed cross-section. Shared some additional information with me that I didn't have. In fact, Council Woman Strader, as she mentioned, was there and asked a question about the school district. The school district actually sent a letter in support of ACHD's cross-section. The commission did not have that in front of them. So, I received that after the meeting and, then, also received that data I was referring to. So, about the -- the speed limits and volumes on the roadway and why they think it's appropriate now to actually stripe back bike lanes after this maintenance project gets complete. So, they didn't have that information that you do now. I talked to Mr. Lucas before the meeting. You know, again, the ACHD project manager would like a letter in support of the reduced travel lanes. Obviously, they get to decide. I think it's something that they factor in from the city, you know, with our preference. We don't necessarily get to decide though. So, you could do everything from, you know, stay silent on this to write a letter to -- you know, write a letter in support or against or whatever you would like to do. So, I'm -- it says update on Northwest 8th Street travel and bike lane width. So, there is an update for you. If you would like me to do something more than an update -- if you would like me to take an action and write a letter for the Mayor's signature stating one way or the other, I'm certainly willing to do that. Mr. Lucas I know is familiar with this, too. So, if you have any questions of him or myself, be happy to answer them. But that's, essentially, the question, if you will, before you. Simison: Thank you, Caleb. What -- what is the urgency of action for the next Transportation Commission meeting if they were to be presented with this same information? Hood: So, Mr. Mayor, it's my understanding that Dave Rader, the PM, is planning to go to the ACHD commission later this month. Could it be delayed? I don't -- I don't know. Maybe. I didn't ask him that question. But he -- that's why it's on this agenda, so he can take this information back to their commission in the near -- near future. So, he's -- he's ready to go and report, hey, this is what we would like to design and build with this project Meridian City Council Meeting Agenda February 25,2020— Page 14 of 342 Meridian City Council Work Session February 11,2020 Page 12 of 32 and they want this piece of information. So, I don't want to put Justin on the spot, but it sounds like he's prepared for that question, so I know -- yeah. Perreault: Mr. Mayor? Simison: If we could give Justin -- Perreault: Oh. Okay. Go ahead. Simison: -- get some feedback on -- if he knows the importance of today resolution versus three weeks from today. Lucas: Mr. Mayor, Members of the Council, my name is Justin Lucas. I represent the Ada County Highway District. Business address is 3775 Adams Street in Garden City, Idaho. This has been kind of a fluid conversation. We have had input from the Transportation Commission. We have had input from the school district. We got letter -- a letter recently from the Safe Routes to School coordinator for the Treasure Valley area. Based on all of this input what -- and this is -- I'm giving you information that Caleb did not have until I spoke with him today. We believe we have found a solution to this issue. We are going to -- there are bike lanes there now. We are going to keep the bike lanes there. They are going to be a little bit wider and we are not going to narrow the lanes quite as much as we originally anticipated. So, it's kind of a compromise solution. It does not need to go back before the ACHD commission, so they are not going to have to take an official action on this. Lane width, when you get within six inches, this is like a striping error. You know, this -- this is a truck that -- that, you know, stripes these lanes down and so we believe that we can make this work. The school district really wants those bike lanes there. We believe they are appropriate and we believe we can make them a little bit wider without compromising those --the traveling widths. So, I apologize for not having all this information to Caleb, but we -- as I say, some of these project issues, they -- they escalate, then, we get a bunch of information and, then, we kind of go, okay, what's the --what's the best way to approach this and we believe we found a really good compromise that I think matches the -- very closely to the Transportation Commission's recommendation of not -- of not narrowing those lanes so much. There will not be a ten foot travel lane on this section. If anything, the lowest we would go is ten and a half feet and that may just be for a very short period -- a short space within the -- within the -- this -- this roadway cross-section, which isn't uncommon on a roadway like this. So, I hope that answers the questions and I'm glad to ask -- answer anymore questions you might have. Simison: Any questions for Justin? Thank you, Justin. Lucas: Thank you. C. Community Development: Fiscal Year 2020 Budget Amendment for the amount of $105,539.00 for a Meridian City Council Meeting Agenda February 25,2020— Page 15 of 342 Meridian City Council Work Session February 11,2020 Page 13 of 32 Comprehensive Associate Coordination Planner Position [Action Item] Simison: Any further comments or questions for Caleb? All right. Great. Moving on. Item 7-C is under Community Development fiscal year 2020 budget amendment for the amount of 105,539 dollars for a comprehensive associate coordination planner position. Turn this over to Caleb. Hood: Mr. Mayor, Members of the Council, it's -- it's really probably not a coincidence the last couple of items really speak to this position that we are asking to fund this year. This -- this budget amendment is for a new FTE that would largely coordinate issues like we have just been talking about with the school district and with ACHD and other transportation related partners. I know you wouldn't be seeing me as much, because there is someone else sitting here that would be on the Transportation Commission and facilitating that group. That's -- that's a large piece of what this person would do. But it would be basically all things transportation and education. So, this is a need that we have in -- in the planning division of Community Development. It would be a -- an FTE, again, that's largely charged with being a liaison, a touch point to deal with some of the most pressing issues in our community. So, this is a new position and we don't have all the day-to-day stuff worked out -- work plan, but that's -- there is a lot to do and we would also envision them helping just kind of as needed, but someone with a transportation background and a planning background is who would be the ideal candidate. So, that is the request is for that new FTE and I would stand for any questions. Simison: Are there any questions for Caleb on the item? Borton: Mr. Mayor? Simison: Councilman Borton. Borton: This is, if I'm correct, an acceleration of an existing plan for an existing position. A need for just trying to fast track. It's filling it? Hood: Mr. Mayor, Councilman Borton, yes, this is in our consolidated financial plan. I think it was 2022. Simison: Are there other conversation or discussion? Bernt: Mr. Mayor? Simison: Councilman Bernt. Bernt: Caleb, would this -- would this planner have other responsibilities or would this planner be able to help with, you know, other associate planner needs that you are in need of right now in your department? Meridian City Council Meeting Agenda February 25,2020— Page 16 of 342 Meridian City Council Work Session February 11,2020 Page 14 of 32 Hood: So, Mr. Mayor, Councilman Bernt, it depends on the candidate. I don't see them probably -- unless they walk on water, I don't see them being able to do plan review, help process development applications. But I do see them helping on some of the priority projects we discussed last month. So, helping on some of the comp plan implementation stuff. So, this -- this person would be in the long range side of the division, not on the current planning side, but if we got somebody with a background like that that could -- and they will help assist, so they will cover some of the transportation elements of what the current planners do, but they probably won't be writing staff reports and issuing permits and those types of things, unless it's just somebody that, again, has this great background and some expertise in that. We don't plan on training them up too much to do that. So, that's a different need. There is a need there as well, but that's not this position. Bernt: Mr. Mayor, follow up. Simison: Yes. Bernt: So, Caleb, to -- to help clarify, this is almost a position that would mirror like Brian McClure's position in a different way. Not same responsibilities, but same type of long range type planning expertise. Hood: Correct. Mr. Mayor, Councilman Bernt, that's -- it's on that side of the org chart, yes. So, Brian and this position are the two in long range. Different skill set than Mr. McClure, but, yes, very similar. They would be sharing duties covering for each other. Brian does transportation stuff. So, you know, he would probably see a little relief that way, but this person, again, could make maps and graphics and those types of things. So, yes, some overlap. That's -- anyone on staff that's probably your -- your closest similar position. Perreault: Mr. Mayor? Simison: Council Woman Perreault. Perreault: As the Planning Department liaison I have reviewed the job description of this at length and very impressed with how detailed they have made it and I see a lot of benefit as they have broken down the role. I see an enormous amount of benefit, especially to have -- I mean this meeting is an example of where that -- that liaison would have made a significant difference. I think we -- we may not have even had to discuss these things as counselors if there had been a liaison that had already been, you know, helping with this process between the Planning Department and the Transportation Commission and ACHD and so you and I had talked, Mr. Mayor, about the benefits that the different roles bring -- new roles bring and I think that it will -- it will help us as Council and other members of their department to, indeed, take things off of the plates of some of the other staff, as well as potentially -- that potentially are. So, as I have discussed this with them and what their-- what their intention is with this role, I am in support of it as the liaison. So, if there are no other questions, I would like to make a motion that we approve the position for Meridian City Council Meeting Agenda February 25,2020— Page 17 of 342 Meridian City Council Work Session February 11,2020 Page 15 of 32 fiscal year to 2020, a budget amendment for the amount of 105,539 dollars for a comprehensive associate coordination planner position. Bernt: Second. Simison: I have a motion and a second to approve the budget amendment. Is there discussion on the motion? I will just add briefly-- I think the -- I know that there is a desire from Council to get more information from the school district to have a value add to our planning process. This is that -- designed to be that role and that function to provide that information, working with the school district to make sure we get that. That's important, so that not just in the long -- in the immediate, but also the long range, you know, in terms of those planning components and, then, I think that the community has stated the transportation and education are two of their biggest concerns through -- I think what those of us that were out knocking doors heavily this last year learned. So, I think this goes right into the priorities of our community at this point in time. Is there further discussion? Strader: Mr. Mayor? Simison: Council Woman Strader. Strader: I just want to say I think that's spot on and that this reflects a critical need in our community and a critical need within the Planning Department and I'm supportive of it. Simison: If there is nothing further, ask the clerk to call the role. Roll call: Bernt, yea; Borton, yea; Cavener, yea; Hoaglun, yea; Strader, yea; Perreault, yea. Simison: All ayes. Motion carried. MOTION CARRIED: ALL AYES. D. Finance: Procurement Policy and Budget Thresholds Discussion [Action Item] Simison: Okay. Item 7-D under Finance. Turn this over to Mr. Watts. Watts: And thank you, Mr. Mayor and Council Members. I'm here today to discuss the process of awarding procurement contracts and purchase orders. I have discussed this with my liaison previously and here just seeking some direction from you. The current process outlined out in the purchasing -- or the procurement policy requires a procurement manager to bring all contracts and purchase orders over 50,000 dollars back to Council for approval. This process -- process is basically a duplicate of the budget process and the enhancements taking place for the -- for the fiscal year budget. In an attempt to expedite the procurement process and to issue notices to proceed quicker and Meridian City Council Meeting Agenda February 25,2020— Page 18 of 342 Meridian City Council Work Session February 11,2020 Page 16 of 32 get our contracts out to the -- to our contractors and vendors, take a look at the requirement of the purchasing policy, try to determine what value add we have of our current policy and also the legality of what's required. I have worked with the city's legal department, as well as several other agencies to discuss the legal requirements, as well as what the current process is with other folks. Found some key points. Council's responsibility is for setting the budget for the city staff to execute. I discussed with the Legal Department the legal requirements and they have researched and determined there is no legal requirement for us to bring any contractor POs back to Council for approval. The procurement manager is responsible for issuing all solicitations, writing contracts and purchase orders, verifying budgets are in place prior to issuing contracts and POs. Verifying that the contractors and vendors have the appropriate insurance, bonds, licenses to perform the work and provide goods and to verify that the contractors and consultants are registered with the state -- Secretary of State. So, the process that procurement goes through, essentially, is vendor selection. Once Council approves the budget we work with the departments to determine their project needs and we issue solicitations for their projects and determine the lowest cost vendors or highest rank in the instance of an RFP. At the conclusion of the solicitation process the procurement, then, issues a contract in a form that's been previously approved by the Legal Department. We have a boilerplate contract that we use, as well as purchase order forms, and issue the contracts, draft them, make sure all those documents are included, like said before, and everything is met and, then, we currently bring them to Council for approval. As I previously stated, I also met with several other agencies. I met with the procurement manager at -- both the state procurement manager and city of Boise and Ada county as well. The results I got from them is that the state procurement manager --the state has no further requirements to award contracts. They don't go back to another governing body once the budget is set. The city of Boise -- currently they take only contracts above 200,000 dollars to Council for approval. They moved to this dollar amount a couple of years ago when we moved the threshold for the formal bid solicitation award. They moved to that dollar limit when we did that. So, they did that a couple of years ago. They are considering going unlimited or approaching their council with that and Ada county is currently looking at moving to the 200,000 dollar limit, which matches the formal bid threshold as well. One of the key reasons -- or some of the key reasons I have looked at trying to make a modification is to provide a quicker time frame from bid opening to award of contract. On average this will save somewhere between six and 19 days minimum if everything lines up perfectly. That's the minimum time it takes to get something through Council. It will help projects to actually get completed during the fiscal year. When we get down towards the end of the fiscal year, a couple of weeks -- two, three, four weeks on the front end of our project can be the difference of completing it during the fiscal year and moving it into the -- the next fiscal year. That has been frustrating for project managers in the past and it creates additional workload on the project managers, because they have to carry those funds forward. It's additional work on their budget folks, as well as Finance Department budget folks, because we are now carrying funds further that we wouldn't have to if we could complete those quicker and also eliminate some overhead on our contractors and vendors. When we award a contract we open a bid, folks are there, our contractors and vendors, they are there to see the bid opening. Once they see the low bid they do begin to gather equipment, Meridian City Council Meeting Agenda February 25,2020— Page 19 of 342 Meridian City Council Work Session February 11,2020 Page 17 of 32 personnel, and start assigning folks to those projects. If we take four or five, six weeks to award a contract, those guys are sitting idle, because they are not going to put them on another job and, then, pull them back off. So, we are trying to keep their overhead down for a reason. If we can do that when we can -- when we go out for our bids, they will not need to include standby time, because the agency takes a longer time to award contracts than could be. So, we are -- that's one of the benefits I'm hoping to -- to gain from that is to address this with our contractors and vendors, let them know that we will be doing this in an expeditious manner and they won't have folks sitting around waiting for us to approve contracts and in the end it will allow the procurement division to provide better customer service with quicker turnaround times. With that I'm just looking for direction on where you might -- excuse me -- where you might want to take this. Simison: Thank you, Keith. Council, any questions? Strader: Mr. Mayor? Simison: Council Woman Strader. Strader: Thank you. Mr. Watts, I do have several questions. To me this is -- we have a high level of control and oversight right now and I don't totally disagree that we could talk about what level of oversight is appropriate. Can you walk me through the other checks and balances that exist to make sure of that and -- I totally trust you, but if there is a new person running procurement and that person has poor intentions or something goes wrong, what are the checks and balances the Council would have to make sure that we don't have something go wrong and that we have a high level of oversight, especially on material contracts of a large dollar amount. Watts: Internally in the procurement division we have two folks, Sandra Ramirez and myself. We double check each other's work and we -- so, we have within our own guide -- you know, our own guidelines we double check each other's work, make sure that there is nothing out of character or we have missed anything. As far as if -- if I were to leave office and, you know, urgently or unexpectedly, I would imagine that Council would want to put a stay on that process and implement a temporary process until either I returned or you were comfortable with the person that was in the procurement manager's position. Strader: Mr. Mayor, follow up. Simison: Yes. Strader: One of the things I was struggling with a little bit -- I think you did a great job outlining the procurement process, but as someone that's coming in that's new, what I struggled with is very lengthy and I felt like I really wanted like an Excel spreadsheet literally that had here is the process we have now, here are the exact changes I'm asking for, here is a rationale, you know, in -- in like Excel or -- or even a red line to the existing procurement policies, so I could identify really quickly the exact changes that you were requesting. I guess I -- I'm a little uncomfortable where some cities are moving to with an Meridian City Council Meeting Agenda February 25,2020— Page 20 of 342 Meridian City Council Work Session February 11,2020 Page 18 of 32 unlimited lack of Council oversight over material procurement contracts, I view that oversight as an important check that we have in our municipal government and I think I personally, just speaking for myself, I would be open to a smaller dollar amount perhaps, because of timing considerations and so forth that could be approved without Council, but I do think there is a certain level where it is appropriate for Council to review, because the circumstances when we set the budget may change during the year and they could change dramatically and I -- it just seems like something that is prudent management to sort of have oversight on that, just speaking for myself. Thanks. Watts: Mayor, Council -- Council Woman Strader, one of our main objectives during this process is we verify budget amounts before we even issue a solicitation. So, we wouldn't -- we wouldn't even issue a solicitation if there was not budget already approved at that time to go forward. So, that is a -- that is a big part of this process. As far as dollar amounts proposed, what I am proposing is just moving to the 200,000 dollars. That's what we have in there currently for our proposal. I was just providing the unlimited just for a range to show you what other folks have done and are looking into. I'm not saying we are looking into doing that immediately. There are a few other options, you know, could be included or incorporated into the process as well. Strader: Mr. Mayor? Simison: Council Woman Strader. Strader: Maybe if you could elaborate on -- let's say hypothetically we were to go with this 200,000 threshold, would there be a process with at least the Council liaison to continue to have some oversight over smaller contracts or some other, you know, type of mechanism where Council could review these -- the information would be available for Council to continue to review and monitor? Watts: Mr. Mayor, Council Woman Strader, I do have a suggestion. I will pass out a document here if you don't mind. Stewart: Mr. Mayor? That was me. Warren. Simison: Yes, Warren. Stewart: I just wanted to take a moment maybe in --as one of the customers of the Keith's purchasing department and say, you know, it's not often that we have an opportunity to sort of reduce the bureaucracy and streamline a process that can have an impact on us and I know that there is a lot of contracts and one thing and another that are outside of Public Works, but we are -- we are probably one of the most significant customers and I can tell you that we have a construction season during the summertime that our budget process doesn't necessarily align with, because we close at the end of September and we are still in the heat of construction and so every week counts when it comes to our ability to execute contracts, get these contractors in the field and get them working during the short limited time frame that we have to do the work in the summer. So, this type of Meridian City Council Meeting Agenda February 25,2020— Page 21 of 342 Meridian City Council Work Session February 11,2020 Page 19 of 32 an approach where we have already -- you know, we have already come to the City Council, we have asked for a specific project to be approved, a budget to be approved, you guys have had the oversight to determine whether or not that -- that request makes sense and, then, when we get to the point where it's like, okay, we are ready to hire the consultants and the contractors, as long as those are within those budgetary constraints that you guys have set it makes it much more efficient and timely for us to be able to move forward with these projects and take advantage of that short window of construction that we really have and so just wanted to share that with you from the Public Works perspective. This -- these things actually do matter. The week or two -- I mean one week on a big project out at the wastewater treatment plant can --we can spend a million dollars and that's a million dollars that's either in the correct budget year or has to be carried forward into the next one. So, it matters. So, something to think about. Simison: Councilman Bernt? Bernt: Thank you, Mr. Mayor. Appreciate that -- that wise wisdom. I do have a question and maybe just to refresh my memory and to help those who are new on this dais, explain the process in which -- like let's just say that you do have a budget that's been approved by Council for X project in the amount of 450,000 dollars, especially in -- in -- in the current economic condition that we are in where it's tough to find contractors that -- prices are always going up. I mean what is 450,000 dollars today may be 475 in three months and so explain to us what would happen if you receive bids back and it was over budget. Watts: Mr. Mayor, Councilman Treg, anytime we have a request for a contract or appeal that is over budget, we put that on hold until the department can -- can either come to Council and request a -- an overspend or a -- I mean a budget amendment or if they have savings in another area we will -- we will ask the department director if they have savings in another area where they could still award that contract and maybe they are going to forego another project. So, a lot of the -- a lot of the wastewater and water line projects -- it's a big pool and it's up to the engineering manager and the director to determine which projects we are going to approach that year. Anytime it's actually over a budget it's on hold. We -- we cannot -- legally I cannot award a contract or a PO over the budget amount. Bernt: A dollar. Watts: Huh? Bernt: If it's a dollar. Watts: Correct. It doesn't -- it doesn't mater if it's ten cents. If it's over the budget amount it's -- I cannot do that. Bernt: Mr. Mayor, follow up? Simison: Yes. Meridian City Council Meeting Agenda February 25,2020— Page 22 of 342 Meridian City Council Work Session February 11,2020 Page 20 of 32 Bernt: Keith, thank you for that. So, let's just hypothetically say that -- that Warren has this project that's going on that he is in charge of and he has some extra money in a -- in a -- in their account that can be used toward maybe -- maybe a different project that can be -- like when you just explained and let's just say that that's 15,000 dollars. Would you at that point come back to Council and speak to us in regard to that or since Warren has extra money in a budget or can steal from Peter to pay Paul to get his project done, can -- do you still need our direction? Watts: We don't come back to Council for that direction, but only the department directors can authorize that and that's ran through the Finance Department, through the finance director and the budget office as well. So, everything has to align in order for that to happen. Stewart: Mr. Mayor? Simison: Warren. Stewart: Thank you. So, if -- if those projects are in the same account code that can occur and -- and that's kind of -- maybe to clarify here. So, when we do mainline extensions or mainline replacements we may have a half a dozen projects -- all those projects end up under one account code under one budget. We don't know at the beginning of the year exactly -- Bernt: Right. Stewart: -- we have estimates on what those are going to cost, but they -- some of them will bid a little high, some of them will bid a little low. We still can't go over the total that we ask you guys to approve for the budget process. We cannot go over that total without coming to you for a budget amendment. Now, if we have one project -- which we don't even request them from you this way, but if we had one project that bid a little higher than our estimate and one project that bid a little lower, we can -- we can make those adjustments in the same account code. But the reality of it is that if they are not in a similar account code we can't -- even Dale has limited authority to do anything about that without coming to you. So, really, when it comes to exceeding the overall budget, there is -- there is very little that we can do without getting some level of -- of Council approval for that. Bernt: Mr. Mayor, one more follow up and, then, I think Brad has some useful information he would like to share. Simison: Okay. Bernt: Mr. Mayor, you know, I think -- I think this is a true testament to how this -- this process has worked in the past. Honestly, Keith, you do a fantastic job, not only in our city, but throughout the state. I mean those who are new, you need to understand that Mr. Watts is at the forefront of almost every single procurement policy that is driven at the Meridian City Council Meeting Agenda February 25,2020— Page 23 of 342 Meridian City Council Work Session February 11,2020 Page 21 of 32 state level as well. So, I think -- so, with that said I think it's just a true testament we don't have to worry about it for the most part, because you do such a phenomenal job and your team does such a phenomenal job and -- and the staff here at City Hall does a fantastic job as a whole. I do understand the concern that Council Woman Strader mentioned, you know, Keith Watts has a life -- you know, you're not going to be here for -- you're not immortal. You know, you are going to -- there is going to be a time when you are going to retire and you are going to be gone and -- and so I -- you know, maybe that causes us pause to a certain degree, but just as long as -- in my own personal opinion I think I'm in favor of this procurement policy change with the 200,000 dollar limit and if it goes above that and if there is a budget or -- or project that goes over budget, just -- just as long as we are made aware, I think that you are not going to -- in my opinion I think I'm okay with that personally. Hoaglun: Mr. Mayor? Perreault: Mr. Mayor? Simison: Councilman Hoaglun. Hoaglun: Yes, Mr. Mayor and Keith. I think Councilman Bernt just touched on what I wanted to talk about and that is the transparency component to it. I'm satisfied with our internal controls. I think Council Woman Strader, you know, brought up some good questions and -- and we have -- have a process in place to protect it. We want to move it quickly. We don't need to do some of the things that we are doing now, but I'm trying to think of a way and asking you for suggestions, how do we create transparency in the process that we can see something or citizens can see something that things have been approved and -- not that there is going to be any questions, but just so there is a way to have that open and available to the public. Watts: Thank you, Mr. Mayor, Councilman Hoaglun. Currently our bids are advertised in the newspaper. They are posted on our website. We hold public pre-bid meetings, public bid openings, and post the awards on our website as well. So, there is that transparency currently and as you know-- and -- and as you know we are currently moving to our online bid process -- you know, our bid system, the electronic software that we had purchased last year and everything will be realtime available to any citizen that wants to sign up and go onto our website and take a look at it. So, that -- that information will be realtime. Hoaglun: Mr. Mayor? Simison: Councilman Hoaglun. Hoaglun: Mr. Mayor, Keith, thank you for that. Yeah. So, once -- once the bid is awarded people can go in there -- it sounds like that will be up and running and they can see what's been awarded. We can go in there, see -- there is not any -- if there are questions they can come to Council or send us a note if someone's concerned about something, but we Meridian City Council Meeting Agenda February 25,2020— Page 24 of 342 Meridian City Council Work Session February 11,2020 Page 22 of 32 -- it sounds like we will have that transparency available to us. So, that's -- that's what I wanted to get at and make sure that it was available to everybody. Thank you. Perreault: Mr. Mayor? Simison: Council Woman Perreault. Perreault: Yes. I wanted to ask Councilman Strader if she would clarify her thoughts on -- you -- you had suggested that -- that a Council Member be involved -- the Council liaison be involved in that process. Can you -- can you expound on that I guess? Strader: Mr. Mayor? Simison: Go ahead. Strader: Thanks. Well, I should start by saying it in no way reflects my level of trust for you. I have the utmost trust in you. I have the utmost trust in your department. I started my career at an investment bank that was robbed of several billion dollars by a rogue trader, so I -- you know, I -- I come from a highly regulated industry where even small dollar amounts have -- on a regular basis could -- could cause a problem and so I'm just trying -- I'm trying to put myself in the mindset of how do we give you the ability to act quickly. Clearly there is a need, because of construction timelines and the weather and the timing of the year, but satisfy ourselves that we have sufficient oversight over this process, because I view that as part of our job. So, my thought was, you know, if there was complete transparency of information as in I, Liz Strader, could go online at any time and see all bids that were awarded, if they were changed, how much they were changed for us, and ask questions about it and if the Council liaison was committed, you know, possibly to looking at these changes regularly and reviewing them with you to bring discrepancies to our attention, you know, then, maybe I could get comfortable with some discretionary authority up to a certain dollar amount and I realize that's a change from what you have proposed, so I apologize, but I am new and I am still learning the process, but I do feel uncomfortable without having those assurances. Watts: Council Woman Strader, Mr. Mayor, currently we are as transparent as we can be in public procurement. By law no bids can ever be changed. You submit a bid at the due date and time those bids are opened, they are locked, they are sealed, you -- no contractor or vendor has the opportunity to change a bid. They are opened in public, they are recorded in public, and they are posted publicly on our website. It's very transparent. Nothing is behind closed doors. I'm not sure how much more transparent we can get with that process. Cavener: Mr. Mayor? Simison: Councilman Cavener. Meridian City Council Meeting Agenda February 25,2020— Page 25 of 342 Meridian City Council Work Session February 11,2020 Page 23 of 32 Cavener: A couple of suggestions or some thoughts as I have sat here listening to just banter back and forth by -- by this body. Keith, if I understand correctly, we as this body will set a budget for a department based on enhancements that are presented by the -- by each director that authorizes the dollars to be spent, which gives you as staff the ability to go out and handle the bid process and award the bids. With this new bid process -- new bid software that I understand you guys are procuring, would allow a public facing portal, so that Council or the public can see that process. Perhaps a further step forward could be, you know, on a -- on a monthly basis on our agenda -- on the Consent Agenda is a summary of dollars that have been allocated -- expenses paid. I don't know if that would satisfy Council Members Strader's concerns, which is valid and appropriate -- a further step forward to the public to say not only do we talk about this during the budget process, not only is the bid process public and here is a spot where you can see it, but in addition to, that would be on each Council agenda on a monthly basis, that this Council would have the ability to review and approve and -- and speak directly to the public this is where we are headed. Is -- is everything in the last -- with the exception of that last piece that I proposed, we are already set up and able to do; correct? So, Mr. Mayor, just a thought, that I just -- I'm supportive of what's being proposed with kind of the addendum of my soapbox in the last 45 seconds. Watts: Councilman, Mayor--or I mean Mr. Mayor, Councilman Cavener, one clarification. On a monthly basis that report you would get, that wouldn't be for approval, because, then, I would be holding -- it would be a report of the expenditures that we authorized during that month. Cavener: Mr. Mayor? Simison: Councilman Cavener. Cavener: Keith, correct. If I misspoke. To me it would be -- it's a summary. This is what you have done and should a Council Member say, well, hum -- or a member of the public -- and I think the other part that we haven't acknowledged is that-- like this is a competitive bidding community and if -- if one agent goes rouge and something's awarded, we are going to hear about that from the development community or from the bidding community about where they think something went awry. So, that's another set of checks and balances from the public keeping an eye on the decision making process. Simison: And, you know, I would ask Keith or Council, how often has one of these ever been pulled off and discussed in recent memory from an agenda? Watts: Mr. Mayor, in -- in my 14 years I -- I can't remember one, to be honest. I -- in the policy I will always have the authority and I will use that authority to require something to come before Council for whatever reason. Sometimes there might have been --there are times when we go with the second low bid -- low bid, because the apparent low bid at bit opening does not have the correct license or documentation. So, it would be illegal for us to award to him. Even when I do that -- so, he's -- he's no longer the apparent low bidder, the second low bidder is really the apparent low bidder in that situation. Even Meridian City Council Meeting Agenda February 25,2020— Page 26 of 342 Meridian City Council Work Session February 11,2020 Page 24 of 32 when that's the case I typically bring that before Council anyway, just because it wasn't perfectly smooth. Simison: So, the second question for you -- in -- in what process do we currently have that someone would know that if you put something on the agenda that was a different amount that they would know that? Watts: When we bring something to the Council we include the bid results. Simison: I understand that. Just looking for the -- if someone was trying to be shady about this, I mean would they have to fudge the bid number in the process that they are currently looking at and that-- even if-- even if someone was being shady this --whatever changes you are talking about wouldn't satisfy that, because it would still look on paper to be the same, you know. So, I think that's where we get into our audits and our other financial controls from that standpoint where -- where you can truly see if there is a bad actor and I think that that's -- that that's key is from that standpoint, but the other part of this is just, you know, the reality of the speed of doing business for a city or for anybody else, but whatever -- you know, if you -- short of Councilman Cavener's amendment -- if we raise it by 20,000 dollars, does that give people comfort? I mean everything has a dollar threshold before where -- where we currently are operating where we are not being required to do these amendment controls. Yeah, I don't -- I'm not going to speak for the departments on -- because I don't know which way they would prefer. I mean does it create more work to create that or create more work to wait a week to come before Council to get approval from that standpoint. So, it's just wherever your threshold level is, if you say you need it down 25,000 from where Keith is suggesting, to not do that, what would that be? Or does that not exist because of transparency in some other fashion that you don't think is being met. We do have open.gov, which also will have all the spending aspects to this for the general public to get to, but I'm just trying to be realistic in terms of how do we move things forward. What is a realistic expectation for people to go and review contracts, review bids, follow the bouncing balls -- as Council Members is that what you really want to do as your liaison assignment to the Finance or the other departments. If that's the case, yes, but let's not put in controls that you are not thinking is viable for you and that you are not willing to follow from a -- because, then, it just has more work for the staff to do. And with that I will get off my soapbox. Watts: Mr. Mayor, I would add that I asked those very questions of these other agencies. What's the difference between a hundred and two hundred. What's the difference between two hundred and four hundred. They are -- those procurements, they are all handled exactly the same way. Nobody had an answer for what the difference is, because there really truly is no difference. Our process is the same for all of those procurements. and I did want to make one more clarification with Mr. Cavener when -- when the budget is set purchasing doesn't get that -- that budget to utilize. The directors have the authority to manage their budgets. We don't manage their budgets, so that's why we do as the director and their team request. We are a customer service division. We execute the budgets that the directors and their departments request of us. I just wanted to clarify that. Meridian City Council Meeting Agenda February 25,2020— Page 27 of 342 Meridian City Council Work Session February 11,2020 Page 25 of 32 Strader: Mr. Mayor? Simison: Council Woman Strader. Strader: I am comfortable that, you know, in any kind of enterprise -- at some point you have a certain level of authority. I like Council Member Cavener's thought process on receiving some type of report at the end of the month -- a summary report, if you will, that has the pertinent information that we would need to review, so that if we had a question we could follow up. You know, trust is given and, then, trust can be taken away if we feel like some expectation is not being met and I -- and I certainly -- you know, again, I -- I very much trust your department, I'm just trying to think about what is a check and balance here, so that in the future if you are not the person in that seat and that person is a different person and the level of trust is different, you know, we are looking at that as we should. So, I would be comfortable with -- with that change. Perhaps you want to discuss the amount as well. Two hundred thousand for Boise -- Boise is a city of a different size and we are -- although we are growing quite fast, I hope -- I would like to hear my other Council Members' opinion on what a material threshold is. Borton: Mr. Mayor? Simison: Councilman Borton. Borton: This may be a summary of everything that -- that I have heard. I think the -- the level of detail and focus that Council Woman Strader is emphasizing is what every one of us should always have and everyone that follows us should have in the desire to make sure that every T is crossed and -- and everything is done appropriately and that's always a good question to ask, even if it grinds, let's grind, because that's our primary responsibility. I think Councilman Hoaglun's comment about transparency is spot on and we have talked about it back with open.gov as functional transparency, you know, that -- it's all public record, but can we do it in a way that makes it functional and easy for not only us, but anybody who attends our Council meetings and I think Councilman Cavener's suggestion about maybe a monthly standing agenda item that simply lists the vendor and the contract amount. That may spark a question from the public when they see it or one of us and maybe not and that's fine, but at least it's an additional simple level of making everybody aware. I'm comfortable with the adjusted threshold amount. I think it fits the explanation that you have provided. You got to draw a line somewhere and I -- I think that explanation you have provided and other communities have used makes sense as well. I think of a takeaway if we approve the adjusted policy limits today, I think it would also be helpful for Finance and the liaison to work with what does that report look like. What do we do? Is it, you know, a monthly vendor and contract amount? What type of functional transparency can be provided all of us and, then, bring that back with here is what we have come up with. It might fit what all of Council has described being a -- a concern of making it easy to be aware of -- of how these contracts are going. So, I'm supportive of it and I think the explanation that everyone has provided is going to make this process better. Meridian City Council Meeting Agenda February 25,2020— Page 28 of 342 Meridian City Council Work Session February 11,2020 Page 26 of 32 Bernt: Mr. Mayor? Simison: Councilman Bernt. Bernt: As I was going back and forth up here on the dais I was trying to think back in our conversation, Keith, about the failsafe that we were talking about, because you and I were discussing in between talking about the car that your dad was going to buy, but we were talking about-- like I was struggling with it,just like everyone else and all the other Council Members that you spoke with, but at the very end the failsafe was the dollar amount that would be added to a list maybe on the Consent Agenda of all of the things that you spent that was above -- I think the mark was like 50,000 dollars or something like that, that we could -- that we could -- and whether that's on consent or whether that's an e-mail, that is what made it comfortable for me and so thank you, Luke. That's exactly -- I was -- I was trying to remember with Brad and what's -- it's like I heard it from somewhere. So, it's perfect. Cavener: Mr. Mayor? Simison: Councilman Cavener. Cavener: Where do we go from here? What -- what -- what -- Simison: I have no idea. Cavener: Keith, what are you looking for? Simison: If you need to come back with some -- with revisions to what you are proposing, because it is listed as an action item. Watts: Mr. Mayor, Councilman Cavener, I'm good with the change to the 200,000 dollars. I can work with my liaison to determine the look of the report and the content of that report, unless you want that report somehow to be listed in -- in the policy. I wouldn't think so. I think that's just a process that we will go through. But I'm good with moving it to the 200,000 dollars and, then, work with my liaison to provide the report that you guys will all discuss and agree upon. Nary: Mr. Mayor? Simison: Mr. Nary. Nary: Mr. Mayor, Members of Council. Keith, would -- it sounds to me -- so, we have a -- we have a report each week before payments are made that are listed on the -- on the Consent Agenda that lists every single request for payment, from ones as low as nine dollars up to 5,800 dollars and variances of that. So, it sounds to me from Council that's basically what you are asking for for these types of procurements at a certain dollar level. The difference would be is they would be after the fact. It's really just a report, rather than Meridian City Council Meeting Agenda February 25,2020— Page 29 of 342 Meridian City Council Work Session February 11,2020 Page 27 of 32 an approval; is that right? So, the format that you have here may be a good starting point for what you are talking about. Watts: Mr. Mayor or-- Mr. Mayor and Mr. Nary, what I envisioned actually with that report -- we open bids all week long. I would think a weekly, basis rather than a monthly basis, and anything that we open prior to the deadline to submitting for the Council agenda, I would put those items on that list to most likely more -- more likely than not you will get to see those amounts before those contracts are actually awarded, but you will have the information as soon as we can. I don't want to -- that -- that would not delay my process any further. So, I think we are going to be gathering that information anyway, so I would think that would be a weekly report, just like -- it would mimic the finance report and there is a statute requirement on the AP side. There is no statute requirement, this is just a -- to satisfy your desire to have additional knowledge. But I would think we would do that as we open bids on a weekly basis and provide that information to Council on a weekly basis. Cavener: Mr. Mayor? Simison: Councilman Cavener. Cavener: With that I think I'm comfortable and I will make a motion that we approve the revised procurement policy, recognizing that staff will work -- I guess with me, with the liaison, to come up with a bid summary that would be provided to Council on the Consent Agenda on a -- as -- on a regular basis. Thank you, Council Member Hoaglun. Simison: Do I have a second? Hoaglun: Second. Simison: I have a motion and a second. Is there any discussion on the motion? If not, all those in favor signify by saying aye. Opposed nay. The ayes have it. Watts: Thank you. Cavener: Great work, Keith. Appreciate it. MOTION CARRIED: ALLAYES. E. Public Works: Fiscal Year 2020 Budget Amendment in the amount of$58,008 for Water Operator I (Utility Locates) [Action Item] Simison: Item 7-E is Public Works for a budget amendment of 58,008 dollars for a Water Operator 1. 1 will turn this over to Ms. McVey. Meridian City Council Meeting Agenda February 25,2020— Page 30 of 342 Meridian City Council Work Session February 11,2020 Page 28 of 32 McVey: Thank you. All right. Thank you. Mayor and Members of the Council, thanks for giving me just a couple minutes of your evening to discuss our budget amendment. This is for a utility locating position, which is called a Water Operator I. So, in this presentation I will give you a quick overview of how and why we do utility locating, how many locates we do and why this amendment is in front of you tonight. So, it's a state requirement for utility companies to locate their underground utilities anytime someone calls Digline. So, these calls can come from anyone who plans to do underground work in a street or right of way, so a citizen or a contractor. Digline, then, dispatches a locate ticket to all underground utility owners and we are required by law to respond and mark out our utilities. This is a really important activity from a liability standpoint, because it can cause significant issues if our lines are hit and, then, additionally if the locate is either not done or done incorrectly, that liability and cost falls back onto the city. So, the city has historically been locating its water, sewer and reclaimed water lines and we get about 800 locate calls each month. This locating activity is currently done by two water division employees. So, what's changed. In 2018 the city became aware that it would also need to locate the electrical utilities that are attached to city on streetlights. So, this was previously not occurring and represented a potential liability to the city. So, knowing that the city didn't immediately have resources to do these extra locating, we began contracting out this work with the promise to reevaluate this strategy once we had additional information. So, we currently have about 7,900 city-owned streetlights and this number is projected to grow to nearly 30,000 at full city built out. So, this is a program that's only going to continue to increase. For FY-20 we budgeted almost 100,000 dollars to cover the cost of this contracted electrical utility locating, which is made up of two main primary components that you see. So, the Digline dispatch ticket costs and, then, also the contracted locating labor. So, when we took a look at these contracted costs and compared them to the cost of bringing in another in-house utility locator, we realized the cost savings to the city would occur if we brought this work in-house and, then, as the city continues to grow and as these locate tickets continue to grow that cost savings just continues to grow as well to the city. So, the big cost savings comes from the fact that we would just receive one Digline ticket, rather than the two that are required today under this contract operating scenario, as well as the savings on the labor of not having to hire a contract locator to go out and locate the streetlights. So, this budget amendment total cost also includes the necessary equipment and training for the two existing locators to get them up to speed to be able to locate the electrical utilities as well. So, in summary, it's the Department's recommendation and request that you approve the budget amendment for the locating FTE, which would allow the city to bring streetlight locating entirely in-house. This amendment has a less than one year payback for the city and results in a net -- almost nearly net neutral budget amendment due to the cost savings from the Digline tickets and, then, the contracted labor that we won't be spending this year. So, with that I will stand for any questions. Simison: Thank you. Are there any questions? Cavener: Mr. Mayor? Cavener: Councilman Cavener. Meridian City Council Meeting Agenda February 25,2020— Page 31 of 342 Meridian City Council Work Session February 11,2020 Page 29 of 32 Cavener: Laurelie, thanks for coming before us and I love that when a question pops in my head you kind of immediately start to almost answer -- McVey: Okay. Cavener: -- it, but my question is about the -- the savings analysis that you provided to us in the memo and it's very appealing, but it also looks kind of deceptively low and so I'm curious does the -- the total annual expenses include the need for either office space or a vehicle for the employee? I see the op --annual operation expenses of 10,000 dollars at the start. Typically when we see a new vehicle it's much higher. So, I'm just -- I'm just trying to figure out where those things are coming from and if that's something that's included for this position. McVey: Councilman Cavener, great questions. So, this position does not include a vehicle. We were able to actually relocate and shift some vehicles around and do some vehicle sharing in positions that utilize vehicles less frequently. This position, obviously, needs a vehicle full time, so we reallocated one of those vehicles to this position and so we are not requesting a new vehicle with this budget amendment. Cavener: Mr. Mayor? Simison: Councilman Cavener. Cavener: But there will come a time where that vehicle will need to be replaced, I assume in a year or two years, three years, four years. McVey: So, Mr. Mayor, Councilman Cavener, another good question. So, not that we foresee at this point. So, we were able to look at positions that don't necessarily utilize vehicles full time. So, some of our administration -- administrative positions, our instrument tech positions that can share vehicles, because they are not driving around full-time all day. So, we don't anticipate the need to come back at a later time and ask you for another vehicle. Simison: I guess I would add -- eventually the vehicle you have would be replaced one way or the other from whatever use, wouldn't it, in any capacity. This may expedite that in some fashion. Cavener: And, Mr. Mayor, the reason why I asked is, you know, I -- I take that total annual expense pretty seriously and I know that you do, too, and I think the six years that I have been here I have had enough budget enhancements come before us where there is a vehicle replacement that was utilized from another department and now that department has another vehicle that is set for replacement and when I'm looking at the total annual expense, factoring that cost into, too, to me at least at a gut level, based on your presentation here tonight and in the memo you provided us, there isn't as much cost savings as -- as initially presented and it does make me take pause about -- I think where you are wanting to go is appropriate, I guess I'm just -- I'm curious if now is actually the Meridian City Council Meeting Agenda February 25,2020— Page 32 of 342 Meridian City Council Work Session February 11,2020 Page 30 of 32 right time. I trust you as staff say it is, but I just think it's important that we look at this and seeing what the real cost is to the city, to our ratepayers, before we make that decision. Strader: Mr. Mayor? Simison: Council Woman Strader. Strader: I just want to point out I -- I believe that that vehicle expense could be quantified in a fairly straightforward manner and if you amortize even the full expense of a new vehicle over an average life of -- you tell me, what, five years, for like a 50,000 dollar vehicle, maybe adds another 10,000 expense and, then, maybe some fuel for the full year, I -- I think just making a comparison -- and maybe you could elaborate on what that vehicle cost might be, it still looks like a net savings to the city from just a back-of-the- envelope perspective and I'm hoping you could just elaborate. I feel comfortable that from a common sense perspective it looks like we would save money. McVey: Mr. Mayor, Council Woman Strader, your points are absolutely correct. So, even --we did run this analysis with a vehicle loaded in and there is still cost savings. We were just able to offset that at this point with -- I guess shifting some of those vehicles around from positions that don't necessarily utilize a full-time vehicle. Cavener: Mr. Mayor? Simison: Councilman Cavener. Cavener: Laurelie, is this a mission critical that you get this person hired right now? If we were to continue this two weeks to give me that extra analysis -- again, maybe I'm the only -- and if I'm the only one that has those concerns, let's -- let's move forward. I don't want to slow the train down, but when you will see an annual net benefit of 70,000 dollars over ten years and I think in that ten year period we might buy two -- McVey: Oh. Cavener: -- trucks that are -- Borton: Per year. Cavener: Per year? McVey: Yes. Cavener: Much different. My inability to read the report the correct way. Simison: Are there any further -- any further questions? Strader: Mr. Mayor? Meridian City Council Meeting Agenda February 25,2020— Page 33 of 342 Meridian City Council Work Session February 11,2020 Page 31 of 32 Simison: Council Woman Strader. Strader: With all due respect, because I think it's good to do the analysis on the vehicle, but it feels like from looking at this the annual net benefit is very significant. I move that we approve Item 7-E, Fiscal Year 2020 budget amendment in the amount of 58,008 dollars for Water Operator I. Cavener: Second. Simison: I have a motion and a second to approve the budget amendment. Is there any discussion on the motion? If not, clerk will call the roll. Roll call: Bernt, yea; Borton, yea; Cavener, yea; Hoaglun, yea; Strader, yea; Perreault, yea. Simison: All ayes. Motion carries. Thank you. MOTION CARRIED: ALL AYES. Item 8: Executive Session per Idaho State Code 74-206 (1)(c) to acquire an Interest in real property not owned by a public agency. Simison: Item 8. Bernt: Mr. Mayor? Simison: Councilman Bernt. Bernt: I move we move into Executive Session per Idaho State Code 74-206(1)(c). Hoaglun: Second. Simison: I have a motion and a second to move into Executive Session. Is there a discussion on the motion? If not, the clerk will call the roll. Roll call: Bernt, yea; Borton, yea; Cavener, yea; Hoaglun, yea; Strader, yea; Perreault, yea. Simison: All ayes. MOTION CARRIED: ALLAYES. EXECUTIVE SESSION: (5:58 p.m. to 7:11 p.m.) Bernt: Mr. Mayor? Meridian City Council Meeting Agenda February 25,2020— Page 34 of 342 Meridian City Council Work Session February 11,2020 Page 32 of 32 Simison: Councilman Bernt. Bernt: I move we come out of Executive Session. Hoaglun: Second. Simison: All those in favor say aye. Motion carried. MOTION CARRIED: ALLAYES. Bernt: Mr. Mayor? Simison: Councilman Bernt. Bernt: I move we adjourn. Hoaglun: Second. Simison: A motion and a section to adjourn. All those in favor? The ayes have it. MOTION CARRIED: ALLAYES. MEETING ADJOURNED AT 7:11 P.M. (AUDIO RECORDING ON FILE OF THESE PROCEEDINGS) 02 / 25 2020 Mayor Robert E. Simison DATE APPROVED ATTEST- CHRIS JOHNSON - CITY CLERK Meridian City Council Meeting Agenda February 25,2020— Page 35 of 342 E IDIAN*.=� IDAHO CITY COUNCIL WORK SESSION AGENDA February 11 , 2020 Agenda Item Number : 4 A Item Title : Oaks North Subdivision No . 2 Release of Sanitary Sewer and Water Main Easement Meeting Notes : L�J C-/WE I� ITEM SHEET Council Agenda Item - 3.A. Presenter: Estimated Time for Presentation: 0 Title of Item - Oaks North Subdivision No. 2 Release of Sanitary Sewer and Water Main Easement ATTACHMENTS: Description Type Upload Date Release of Easement Exhibit 2/4/2020 Meridian City Council Meeting Agenda February 11,2020— Page 3 of 71 ADA COUNTY RECORDER Phil McGrane 2020-017470 a BOISE IDAHO Pgs=1 LISA BATT 02/12/2020 08:14 AM CITY OF MERIDIAN, IDAHO NO FEE i i i FULL RELEASE OF EASEMENT I TYPE OF EASEMENT BEING RELEASED: Sanitary Sewer and Water Main Easement GRANTEE: CITY OF MERIDIAN a GRANTOR: Toll Southwest LLC INCLUDING SUCCESSORS AND ASSIGNS WHEREAS, by easement dated May 15 , 2019 and recorded as Instrument Number 2019-040291 in the records of Ada County, State of Idaho,an easement of the type and nature set forth in the above-captioned title was granted to the City of Meridian, an Idaho `` Municipal Corporation,over and across the real property legally described therein. WHEREAS,the continuance of this easement is no longer necessary or desirable. i NOW, THEREFORE, in consideration of the premises, the said City of Meridian does hereby vacate, relinquish,release and abandon the said rights and easements hereinabove referred to and described,with R the intent that the same shall forthwith cease and be extinguished. i IN WITNESS WHEREOF, THE CITY OF MERIDIAN has caused hese presents to be executed by its proper officers there unto duly authorized this 1 lth day of February I CITY OF MERIDIAN O�Pt�p AUG. _2 City of Robert .,. Simiso �or �DAHD } W SEAL By rienne e e eputy C er For Chris Johnso Ci Clerk lFRor the TREP�J STATE OF IDAHO, ) : ss. County of Ada ) This record was acknowledged before me on 2'I1-2O (date) by Robert E. Simison and Adrienne Weatherly on behalf of the City of Meridian, in their capacities as Mayor and Deputy City Clerk respectively. r CHARLENE AY Notary Signature COMMISSION 067390 My Commission Expires:Is -as as a NOTARY PUBLIC STATE OF IDAHO MY COMMISSION EXPIRES 3128/22 i I Version 01/01/2020 v v WE IDIA -N*.= IDAHO CITY COUNCIL WORK SESSION AGENDA February 11 , 2020 Agenda Item Number : 4 B Item Title : Final Plat for Oaks North Subdivision No . 6 ( H - 2019 =0145 ) by Toll Southwest, LLC . Located at 6060 W . McMillan Rd . Meeting Notes : nV C-/WE I� ITEM SHEET Council Agenda Item - 3.13. Presenter: Estimated Time for Presentation: Title of Item - Final Plat for Oaks North Subdivision No. 6 (H-2019-0145) by Toll Southwest, LLC, Located at 6060 W. McMillan Rd. Click Here for Application Materials ATTACHMENTS: Description Type Upload Date Staff Report Staff Report 2/5/2020 Meridian City Council Meeting Agenda February 11,2020— Page 5 of 71 STAFF REPORT E COMMUNITY DEVELOPMENTDEVELOPMENT DEPARTMENT .►A H O HEARING 2/11/2020 Legend R DATE: L ��Project Lflcfl�iar TO: Mayor&City Council FROM: Sonya Allen,Associate Planner RUT R= -R'4 R-_ 208-884-5533 R'8 R Bruce Freckleton,Development Services Manager R-15 208-887-2211 R-1 SUBJECT: H-2019-0145 Oaks North No. 6 UT - R- LOCATION: 6060 W.McMillan Rd.,in the SW 1/4 of Section 28,TAN.,R.1W. (Parcel R_4 RUT ' #S1428347000& SO428314880) I. PROJECT DESCRIPTION Final plat consisting of 36 building lots and 9 common lots on 13.92 acres of land in the R-4 zoning district. II. APPLICANT INFORMATION A. Applicant/Owner: Toll Southwest, LLC—3101 W. Sheryl Drive, Suite 100,Meridian,ID 83642 B. Representative: Sabrina Durtschi—3101 W. Sheryl Drive, Suite 100,Meridian, ID 83642 III. STAFF ANALYSIS Staff has reviewed the proposed final plat for substantial compliance with the preliminary plat as required by UDC 11-6B-3C.2. There is one(1) fewer buildable lot and additional common open space than shown on the approved preliminary plat. Therefore, Staff finds the proposed final plat is in substantial compliance with the approved preliminary plat as required. IV. DECISION A. Staff: Staff recommends approval of the proposed final plat with the conditions of approval in Section VI of this report. Page 1 Meridian City Council Meeting Agenda February 11,2020— Page 6 of 71 V. EXHIBITS A. Preliminary Plat(date: 8/6/2013) --------------- .! 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H i ,•i�'.n'G '^a' �f- '-�6�'�/ -� ��r� f t�.�e,°aun\aewt5iai,�natkwi,¢op.x xn d�,ua pixe¢ve.,urt toxn�ruin[irv.mwrvxuw.,n°e,u7 eiawxrret .� � � ��t'. � 185•� f � �, �tmwrnaa�woc,..ecn�-u�w,.w��aw,oaia°w�im.was rmiwwte�rm,xnrxi �� �>�� .��- '® ''^ ;Y5,183�N f/ l I� t ` � �n�nuace ovaa�sxw,Q.,ue..,,,a�,..,n...z.��w�sn,..,,.�aGao,e,,.•e.m.,.,x�e.a.m,an..e..,m i�-l ?'� .�. -\� �;' ,r�;aasr / ,�• i_— ,,.gym *o.�P.,cea.,.e,w«,�ae��. .�A%. •. ��.7� / ®ry� �� 1 //%f�/ �p 1 �_✓ - r LEGEND aT. a`•�°yam'© ?.• S .� � / / \ � � email '• s; ® •$�tman / r O Ewxoaaass nAt=ntonA.naa .114 / 3 � •9� = ® �+¢� / /� \/ �� \ \_ _ • aunt cw,crsururn® sEr trs xElvn xrm as nt,s \ `` o sEr se•xErma mm as nt,s .�'� 4- ` l 'mnL.✓ �/� �� � � � /^� u�i.c NTED aaM.uor sEr PONT OF • � �'S ( \ V SP 1CQ 2LQ __— 4ECTIOfJ 11NE �! `"'iiY" ��0. \I �fr�.��N���\ ® PoMT OF f � PIA�L�lfllury PRESSLHE FP1CJ�nOR /,\ \ 'f'N&7'yy� IRY. �` `BEcx11NC —._._._.— nrn for oxvrkcE EasEIAExrwE � \ 444���\�' 's�l'�y�y ��r•\ �•d've, $k r 1 s�Iv�,>w-„a z �� /qna�` � 60• e� _______ �,+osra3u mnTw orsarv�u� Y � I SURVEY NARRATIVE — — nc,or�dwxwrsonvwc \\ e�w�cnwcgy�Hr�r.,a�w�, ,rio�s�rte,an 61E1@fr llrvE PER l A\ \ C h. I Ku1rN1•Ci'xEOYmu�iir9,aYJ®ndl�i JP SA3�R 9dJY,ARV IJIE ��`/ ` i, / iJ � Nf,onw ilffop.M�a�maYAF.ccanaFeir��w,eES / � \ ` `fa� ��\ `� I e°ni,;o,a,w,t,�ucc�,oEFw of,aEmta T,E — -- IADJMBlF PR[PEMVLIFE 1 n ?Jutions Land Surveying and Consulting _ eA_vsffew�R 1 ntee xus,� n �? a '� za,e s,s,r arEw v 1r Mdrl.'M fIW➢ p P - -�_ Q m "cfw`.�C�naxs�-�_A livat��-�v! 31 'a �zuel�ww a.peel zeals5� simmi o•rFu rnr rs ..,.,.v �.oc>aww�>~us k�'n rr roT w.mso»xs SHEET}OF4 Page 3 — Meridian City Council Meeting Agenda February 11,2020— Page 8 of 71 THE OAKS NORTH SUBDIVISION NO.b BOOK PAGE cure TnaE NE TABLE CURVE p LENGTH R1y1111S DELTA BEruING I:HpiO un6m ppmnd Mf6 WV AxrV—U.,E san' LSE WOI 4rPtxPE 59M wdV %UNY m�YY4it fi.7Y 9mY51t w50' IIYT16 m�Y6YTr R U •lBY 984aa5a1: N9 IW+6u'c Ife6 nearut leu' Iwm'r>= maeost eaar wsr .�,o�i• ausTn� u,r am' imyxt a Naa war s>vru•e.msE nrr luv snur,rr n ».3T arax ew m' amsnuw nA' ati n,bmhif 91Apt 1S .susxt [w 6R' arax iaG'V br�al'tlY drY Sled x;a;r�r �.y ® S rn me trax• rxrm• as,mot me �'e$ ne ,mar amm• Ira•ss•as'x•xe ioaar rase mwuE 's- ns ate azur rsrn• sr,svet xsr asx —VE �§ na mn guar emr axrlst � Sew mm•4rE g. ns auar uam- Atmmt ie nar sanm� y� � �ewt +ssr A1'16Wt UT am 43P]5'rYr � S°' cn rse ssim• evnr s.a,rc sur ;aw sar+ew>: ca rer msr nrar aw•sre s s• m. �\ $.¢� rm' �nI"%Y Err meY x�m• sNaY IBiatYs£ msa' u[6 'AT167 BL0�1 it E21 n.rS x�m• �r reivYlt si.,Y S_,yYylY ca os.' msr msW' yol.w nos I� �-wrre + �� n.a mn ,nrsr snsst � e ''�"E xta rxrr s•Nt Lw sze sretre 1 u, lur swnr. :sr n.Yr msm u>w i1e I¢sR wwxeuw WEBSTER DETAIL qa>3YE R ou' SVYi55rY W'rs +xiu rr msa.Tr® se,w wam amu' sn7lmr xtl• svaran tour Guar luvsra•:tIMSu'E kTr swJSar. oaoa xam +rumr ssuwe•E esae rrnn~ nze Ixrw�YE nary uaro Nm•.r evw•wE nas ax .,ml CH fiJY ]ar00' b,Yw• 9iY'b'E sd,i' R06 rq)I'NrT cs we waa ww,r mnrw•E n.e osa r¢ssr�a. 139e xu9fxY �9�11 S �eoE ,t ON ar.H* �Ourveyinqielutlons and Consulting Izoy xaraxow r.��zmlzesxsn SHEET 2 OF 4 Page 4 Meridian City Council Meeting Agenda February 11,2020— Page 9 of 71 C. Landscape Plan(date: 12/10/2019) IT 17 7-1 PHASE 6 M .._..._._ _.. OAKS NORTH �FUTURE OAKS�y�FTH;P A d$ - - '!JII- �'IL � I -I'-I LIB IJ-FUTURE OAK$NORTH PHASES `�Olkl[8NORTH PHASE-3- - z a O a = LU OAKS NORTH PHJ1 - -i Ir Z C 'n. -' .... OA �f�ORTH ! 0 y z ❑ LLI J 4 J 1 , I I I I 0 - T HABE 1 � H NOTPS f�HA'$I E 5 l T IN ii j I W.MCMILLAN ROAD ovERwL LANUSGRPE I x-�rri�11' PLAN L1.0 Page 5 Meridian City Council Meeting Agenda February 11,2020— Page 10 of 71 AiGHI NE L12 MATCHLI NE C . IBM \ NOTES Z S 4 i� 3 � \ O❑ J O 4 I I F'LANY SGHCGLLL e i ism r ' NOTES mI 1.,11co c N11 I'll 11 11O d MATCNUNE 2 O �1.2" C q ;AT CILRIE L1,1cc F ` ��, F p ❑ O a a LLI Z ¢ c CO I 1 1 Y a Q z LL 4` PLRN 1-1.2 Page 6 Meridian City Council Meeting Agenda February 11,2020— Page 11 of 71 F'LANY SGH�DUL� !� NO s s NOTES _ o a 2 o a 2 q 'JUZ � r kl LAN�9CAPE RAN L1.3 _\ PLANT SGHEDLLE �E Alp RM ���I2FF f�ANTIN6/5�'AKING ... �-1) VIWL PR--FEF � LANDSCAPE GALGLLATIONS NOTES � Q CC Z Z po Q 5H--TI- Z Y dS f J '1 a i i 0 O PLANTER'�I II III I LAN�9CAPE RAN LIA Page 7 Meridian City Council Meeting Agenda February 11,2020— Page 12 of 71 VI. CITY/AGENCY COMMENTS & CONDITIONS A. Planning Division Site Specific Conditions: I. Applicant shall comply with all previous conditions of approval associated with this development(AZ-13-008,RZ-13-015,DA Inst.No. 114030972; PP-13-014). 2. The applicant shall obtain the City Engineer's signature on the final plat within two(2)years of the City Engineer's signature on the previous phase final plat, in accord with UDC I I-6B- 7 in order for the preliminary plat to remain valid or a time extension may be requested. 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 shown in Section V.B prepared by Land Solutions, stamped on 12/9/2019 by Clinton W. Hansen, shall be revised as follows: a. Note#10: Include the recorded instrument number of the Development Agreement—Inst. "114030972". b. Note#12: Include the recorded instrument number of the ACHD License Agreement. c. Legend: Include the recorded instrument number of the ACHD permanent sidewalk easement. d. Include the Book and Page numbers of the recorded plats for The Oaks North Subdivision No. 1 and No. 3 noted on Sheet 1. e. Include the recorded instrument number of the ACHD temporary easements noted on Sheet I. 5. The landscape plan shown in Section V.0 prepared by Jensen Belts Associates,dated 12/10/19, shall be revised as follows: a. In the Landscape Calculations table on Sheet L1.3, include the linear feet of parkways (minus 26' for driveways) and the required number of trees in accord with the standards listed in UDC 11-313-7C. One(1)full-size copy and one(1) electronic copy of a revised landscape plan shall be submitted prior to signature on the final plat by the City Engineer. 6. A license agreement shall be obtained from the Irrigation District to develop the easement area on Lots 1-3, Block 28 and Lots 10-13, Block I I with fencing and landscaping; a copy of said agreement shall be submitted to the Planning Division prior to signature on the final plat by the City Engineer.If irrigation district/lateral association requires access across the buildable lots in the form of a gravel road and/or a portion of the property cannot be customized by the home owners, the applicant shall place the easements in a common area to be owned and maintained by the HOA. 7. Future homes constructed in this phase shall comply with the elevations included in the development agreement (Oaks North and South Subdivision — Inst. No. 114030972) with materials and architectural features to be the same or higher quality as shown in the elevations. 8. Prior to the issuance of any new building permit,the property shall be subdivided in accordance with the UDC. Page 8 Meridian City Council Meeting Agenda February 11,2020— Page 13 of 71 9. Prior to signature of the final plat by the City Engineer,the applicant shall provide a letter from the United States Postal Service stating that the applicant has received approval for the location of mailboxes. Contact the Meridian Postmaster, Sue Prescott, at 887-1620 for more information. 10. Staffs 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. This phase of the development will result in multiple dead-end water mains,which may result in poor water quality. As future phases are developed,additional mainlines will eliminate these dead-ends and correct this concern. 2. Extend sewer mainline to the project boundary along W. Snow Currant Street to meet the City's "to and through" policy. End this mainline with clean-out with at least the required minimum slope. 3. Slope of line along N. Purple Heart Way needs to be 0.4%minimum. 4. Temporary dead-ends longer than 150'require a manhole.Place manhole instead of CO at end of N.Purple Heart Way and east end of W.McNair St as those temporary dead-ends are greater than 150'. General Conditions: 5. 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. 6. 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 development, coordinate main size and routing with Public Works. 7. 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. 8. 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. 9. 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. 10. 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 provided 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 Page 9 Meridian City Council Meeting Agenda February 11,2020— Page 14 of 71 be found on the Community Development Department website. Please contact Land Development Service for more information at 887-2211. 11. 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. 12. 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. 13. 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. 14. 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. 15. Applicant shall be responsible for application and compliance with any Section 404 Permitting that may be required by the Army Corps of Engineers. 16. Developer shall coordinate mailbox locations with the Meridian Post Office. 17. All grading of the site shall be performed in conformance with MCC 11-1-413. 18. 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. 19. 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. 20. 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. 21. 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. 22. 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. 23. 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 Page 10 Meridian City Council Meeting Agenda February 11,2020— Page 15 of 71 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 I I" 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. 24. Applicant shall be responsible for application and compliance with and NPDES permitting that may be required by the Environmental Protection Agency. 25. 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. 26. 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. 27. 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. 28. 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. Page 11 Meridian City Council Meeting Agenda February 11,2020— Page 16 of 71 E IDIAN*.=�Io CITY COUNCIL WORI< SESSION AGENDA February 11 , 2020 Agenda Item Number : 4 C Item Title : Acceptance Agreement for Display of Artwork in Initial Point Gallery Elizabeth Hilton Meeting Notes : C-/WE I� ITEM SHEET Council Agenda Item - 3.C. Presenter: Estimated Time for Presentation: 0 Title of Item -Acceptance Agreement for Display of Artwork in Initial Point Gallery ATTACHMENTS: Description Type Upload Date Elizabeth Hilton Agreement Agreements /Contracts 2/3/2020 Meridian City Council Meeting Agenda February 11,2020— Page 17 of 71 ACCEPTANCE AGREEMENT . DISPLAY OF ARTWORK IN INITIAL POINT GALLERY, MERIDIAN CITY HALL This ACCEPTANCE AGREEMENT : DISPLAY OF ARTWORK IN INITIAL POINT GALLERY, MERIDIAN CITY HALL ("Agreement") is made on the l lth day of February , 20 20 ("Effective Date") , by and between the City of Meridian, a municipal corporation organized under the laws of the State of Idaho ("City") , and Elizabeth Hilton, an individual person ("Artist") . (City and Artist may hereinafter be collectively referred to as "Parties . ") WHEREAS , the City desires that public art will be a component of Meridian City Hall by the display of artwork in Initial Point Gallery, an art gallery on the third floor of Meridian City Hall, the address of which is 33 E. Broadway Ave . , Meridian, Idaho ("Initial Point Gallery") ; WHEREAS , the Meridian Arts Commission (" Commission") recommends to the Meridian City Council that Artist' s artwork be displayed in Initial Point Gallery, WHEREAS , the Meridian City Council accepts such recommendation and directs the Commission to work with Artist to establish a display of Artist' s artwork in Initial Point Gallery; and WHEREAS , the Parties acknowledge that Meridian City Hall is primarily a place of public business, that Initial Point Gallery is a public place, and that while the City seeks to encourage artistic expression and public dialogue, the City must simultaneously ensure that Meridian City Hall is a place where citizens, employees, and visitors of diverse ages and perspectives feel welcome and comfortable , 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 : I. SCOPE OF SERVICES. Artist shall personally deliver artwork to Initial Point Gallery, on July 31 , 2020, at such time as is specified by the Gallery Curator. Artist shall be responsible for installing such artwork on July 31 , 2020, at the direction of the Gallery Curator; shall allow the display of such work in Initial Point Gallery from July 31 , 2020 through August 27 , 2020, in accordance with the terms of this Agreement; and shall be responsible for removal of such artwork on August 28 , 2020 , at such time as is specified by the Gallery Curator . II. COMPENSATION AND SALE OF ARTWORK. A. No compensation . Artist shall display Artist' s artwork in Initial Point Gallery at the pleasure of the Meridian City Council . City shall not provide compensation to Artist for services, work, and/or any activity undertaken pursuant to or related to this Agreement. B . Sale of artwork. Artist may, at the direction of and in the manner established by the Gallery ACCEPTANCE AGREEMENT - INITIAL POINT GALLERY DISPLAY PAGE 1 Curator, passively offer the artwork on display in Initial Point Gallery for sale. No price shall be displayed on or be proximate to any piece on display in Initial Point Gallery. City personnel shall not facilitate in any way the sale of Artist's work; any transaction related to the sale of artwork shall be handled solely by Artist. Artist acknowledges the Commission's request that Artist voluntarily donate to the Commission twenty percent(20%) of proceeds from any artwork sold due to its display in Initial Point Gallery. Upon the sale of a piece of artwork on display in Initial Point Gallery, Artist may remove such artwork from the Gallery, provided that Artist replaces the removed piece with another piece of artwork within twenty- four(24)hours of such removal. Artist shall coordinate the removal, replacement, and/or substitution of any and all artwork with the Gallery Curator prior to such activity. III.TIME OF PERFORMANCE. Artist shall provide services described in this Agreement in a timely manner, as described herein. Artist acknowledges and agrees that time is strictly of the essence with respect to this Agreement, and that the failure to timely perform any of the obligations hereunder shall constitute a default of this Agreement. IV.INSTALLATION. A. Coordination with Curator. Prior to the installation, removal, replacement, and/or substitution of the display in Initial Point Gallery or any portion or component thereof, Artist shall coordinate any and all such activity with the Gallery Curator. Artist shall be responsible for contacting the Gallery Curator at least thirty(30) days prior prior to the date of delivery of artwork to Initial Point Gallery to confirm details regarding the installation, removal,publicity, and promotion of the exhibit. Artist's failure to affirmatively contact the Gallery Curator as required by this paragraph shall constitute a default of this Agreement. B. Inspection of display. Prior to or after installation, the Gallery Curator and/or the City may inspect and/or review the artwork proposed by Artist for display in Initial Point Gallery to ensure compliance with all criteria set forth in the most recent Call to Artists issued for Initial Point Gallery, and the Application and Acknowledgements Form completed by Artist, as well as to ensure that such artwork may be safely and appropriately displayed in Initial Point Gallery. If the Gallery Curator or the City concludes that the display or any portion or component thereof does not meet the criteria set forth in these enumerated documents, does not reflect artwork as described to the Commission or the Gallery Curator, or cannot be safely and/or appropriately displayed in Initial Point Gallery, the Gallery Curator or the City may require the immediate removal of such artwork from Initial Point Gallery. Further, the Gallery Curator or the City may require the immediate removal of such artwork from Initial Point Gallery where such removal serves the best interest of the City. V. DISPLAY. A. Original artwork. Artist warrants that any and all artwork provided by Artist for display in Initial Point Gallery shall be, and is, original work conceived and created by Artist. ACCEPTANCE AGREEMENT—INITIAL POINT GALLERY DISPLAY PAGE 2 Meridian City Council Meeting Agenda February 11,2020— Page 19 of 71 B. Photographs of artwork. City may photograph the artwork displayed in Initial Point Gallery, as City may desire for purposes of advertising, marketing, and public information. Where practicable and to the extent of City's authority, Artist shall be acknowledged on each such photograph to be the creator of the original subject thereof, provided that photographic reproductions of artwork shall not be identified as or represented to be the finished artwork. C. Use of Artist's name. Artist hereby conveys to City permission to use Artist's name for purposes of advertising, marketing, and public information, without violation of Artist's rights of privacy or any other rights Artist may possess under this Agreement,provided that City shall not use Artist's logo, if any, for any purpose without the express, written permission of Artist. D. Use of City's name. City hereby conveys to Artist permission to use City's name for purposes of advertising, marketing, and public information, without violation of City's rights of privacy or any other rights City may possess under this Agreement,provided that Artist shall not use City's logo for any purpose without the express, written permission of the Mayor's Chief of Staff. E. Removal of artwork by City. City shall have the right to remove Artist's artwork from public display at any time and for any reason. Such removal may be temporary or permanent in nature. Where such artwork is or is intended to be removed from public display for longer than forty-eight(48)hours, City shall notify Artist in the manner set forth herein. While it is intended that Artist's artwork will be displayed in Initial Point Gallery for the period set forth herein, this period may be shortened by City for any reason, without notice to the Artist. F. Removal of artwork by Artist. Artist shall coordinate with the Gallery Curator the removal, replacement, and/or substitution of any and all artwork prior to such activity, whether such activity is necessary due to the sale of a piece or for any other reason. G. Simultaneous display. City may elect to display the work of more than one Artist or Organization in Initial Point Gallery at any time, at the City's sole discretion. The manner and arrangement of the display(s) in Initial Point Gallery shall be determined by the Gallery Curator. VI.INDEMNIFICATION,WAIVER,AND INSURANCE. A. Indemnification. Artist shall, and hereby does, indemnify, save, and hold harmless the City and any and all of its employees, agents, volunteers, and/or elected officials from any and all losses, claims, and judgments for damages or injury to persons or property, and from any and all losses and expenses caused or incurred by Artist or Artist's servants, agents, employees, guests, and/or invitees. B. Waiver. Artist shall, and hereby does, waive any and all claims and recourse against City, including the right of contribution for loss and damage to persons or property arising from, growing out of, or in any way connected with or incident to Artist's performance of this Agreement, whether such loss or damage may be attributable to known or unknown ACCEPTANCE AGREEMENT—INITIAL POINT GALLERY DISPLAY PAGE 3 Meridian City Council Meeting Agenda February 11,2020— Page 20 of 71 conditions, except for liability arising out of the tortious conduct of City or its officers, agents or employees. C. Insurance Artist's responsibility. City shall not provide insurance to cover loss, theft, or damage of artwork displayed in Initial Point Gallery or to cover any activity undertaken by Artist in the furtherance of Artists' rights or obligations described herein. Insurance of the artwork; of the Artist's person,property, or interests; and/or of the Artist's employees or agents shall be the sole responsibility of Artist. Artist shall obtain all necessary insurance as may be required in order to protect Artist's insurable interests for its rights and obligations described within this Agreement, including,but not limited to, liability insurance, automobile insurance, worker's compensation insurance, and/or insurance of the artwork to be displayed in Initial Point Gallery. Artist shall bear any and all risks of, and actual, loss of, theft of, and/or damage to the artwork prepared for, transported to, transported from, installed or hung in, and/or displayed in Initial Point Gallery. VII. TERMINATION. A. Termination for cause. If City determines that Artist has failed to comply with or is in default of any term or condition of this Agreement, violated any of the covenants, agreements, and/or stipulations of this Agreement, falsified any record or document required to be prepared under this Agreement, engaged in fraud, dishonesty, or any other act of misconduct in the performance of this Agreement; or if either Party willfully or negligently defaults in, or fails to fulfill, its material obligations under this Agreement; the other Party shall have the right to terminate the Agreement by providing written notice to the defaulting party of its intent to terminate, and shall specify the grounds for termination. The defaulting party shall have two (2) calendar days, not including Sundays or federal holidays, after the other party mails such notice to cure the default. If the default is not cured within such period, this Agreement shall be terminated immediately upon mailing of written notice of termination. B. Termination without cause. City may immediately terminate this Agreement for any reason at any time without prior notice to Artist. C. Termination upon death or incapacity of Artist. This Agreement shall automatically terminate upon the death or incapacity of Artist. D. Non-waiver. A waiver of any breach or default of any provision of this Agreement shall not be construed as a waiver of a breach of the same or any other provision hereof. VIII. GENERAL PROVISIONS. A. Relationship of Parties. It is the express intention of Parties that Artist is an independent party and not an employee, agent,joint venturer, or partner of City. Nothing in this Agreement shall be interpreted or construed as creating or establishing the relationship of employer and employee between Artist and City or between Artist and any official, agent, or ACCEPTANCE AGREEMENT—INITIAL POINT GALLERY DISPLAY PAGE 4 Meridian City Council Meeting Agenda February 11,2020— Page 21 of 71 employee of City. Both parties acknowledge that Artist is not an employee of City. Artist shall retain the right to perform services for others during the term of this Agreement. B. Compliance with law. Throughout the course of this Agreement, Artist shall comply with any and all applicable federal, state, and local laws. C. Non-Discrimination. In fulfilling or exercising any right or obligation under this Agreement, Artist shall not discriminate against any person as to race, creed, religion, sex, age, national origin, sexual orientation or any physical, mental, or sensory disability. D. Entire agreement. This Agreement constitutes the entire understanding between the Parties. This Agreement supersedes any and all statements, promises, or inducements made by either party, or agents of either party, whether oral or written, and whether previous to the execution hereof or contemporaneous herewith. The terms of this Agreement may not be enlarged, modified or altered except upon written agreement signed by both parties hereto. E. Agreement governed by Idaho law. The laws of the State of Idaho shall govern the validity, interpretation,performance and enforcement of this Agreement. Venue shall be in the courts of Ada County, Idaho. F. Cumulative rights and remedies. All rights and remedies herein enumerated shall be cumulative and none shall exclude any other right or remedy allowed by law. Likewise, the exercise of any remedy provided for herein or allowed by law shall not be to the exclusion of any other remedy. G. Severability. If any provision of this Agreement is found by a court of competent jurisdiction to be illegal, invalid, or unenforceable, the remainder of this Agreement shall not be affected. H. Successors and assigns. Artist shall not subcontract or assign any of Artist's obligations under this Agreement that require or that may require Artist's artistic talent or expertise. Artist may subcontract or assign obligations that do not require Artist's artistic talent or expertise. All of the terms, provisions, covenants and conditions of this Agreement shall inure to the benefit of, and shall be binding upon, each party and their successors, assigns, legal representatives, heirs, executors, and administrators. I. Notice.Any and all notice required to be provided by the Parties hereto, unless otherwise stated in this Agreement, shall be in writing and shall be deemed communicated upon mailing by United States Mail, addressed, if to the Artist, to the address written below, and if to the City, to: 33 E. Broadway Avenue, Meridian, Idaho, 83642. Either party may change its respective mailing address by giving written notice of such change in the manner herein provided. J. City Council approval required. The validity of this Agreement shall be expressly conditioned upon City Council action approving the Agreement. Execution of this ACCEPTANCE AGREEMENT—INITIAL POINT GALLERY DISPLAY PAGE 5 Meridian City Council Meeting Agenda February 11,2020— Page 22 of 71 Agremient by the persons referenced below prior to such ratification or approval shall not be constived as proof of validity in the absence of Meridian City Council approval . IN WITNESS WMREOF, the parties hereto have executed this Agreement on the Effective Date written above . ARTIST@ 4 El abe Hilton Address : , n . Phone; � R E-mail; a Af e � C1Ty OF MERIDIAN: BY; obert E. miso , Mayor T pUGUST o�P��� � ' o� 9 Attest' - � a CItO �1p+ hris son, City Cle Z 1 1,01, 10 Uj TER of th6 ���P`'J ACC8PTANCI� AORLLMENT - INI7TAL POIN'1 GALLERY DISPLAY PAGt b I ZE 3Jad ZITS 3EI330 X3Q33 LESZ - 9EC - - 80Z CCOCT © ZH / TC / TO WEIDIAN*= - ILHO CITY COUNCIL WORK SESSION AGENDA February 11 , 2020 Agenda Item Number : 4 D Item Title : Fire Department : Temporary License Agreement between City of Meridian and Jamco Investments for Meridian Fire Station No . 6 Staging and Ribbon Cutting Meeting Notes : CiWEI�� ITEM SHEET Council Agenda Item - 3.D. Presenter: Deputy Chief Joe Bongiorno Estimated Time for Presentation: 2 minutes Title of Item - Fire Department: Temporary License Agreement between City of Meridian and Jamco Investments for Meridian Fire Station No. 6 Staging and Ribbon Cutting Temporary license is between the parcel owner and City of Meridian to allow construction staging, construction and public parking in the empty west neighbor parcel during construction and Ribbon Cutting Grand Opening Ceremony for Fire Station#6. ATTACHMENTS: Description Type Upload Date Memo to Council Cover Memo 2/4/2020 Temporary License Agreement Agreements /Contracts 2/4/2020 Meridian City Council Meeting Agenda February 11,2020— Page 24 of 71 Mayor Robert E. Simison E IDIAN� Treg Be City Council Members: rnt Brad Hoaglun Joe Borton Jessica Perreault 1 U H ri O Luke Cavener Liz Strader February 4, 2020 MEMORANDUM TO: Mayor and City Council CC: Stacy Redman FROM: Meridian Fire RE: Temporary Agreement—Property adjacent to Station#6 Temporary Agreement between the parcel owner and City of Meridian to allow construction staging, construction and public parking in the empty west neighbor parcel during construction and Ribbon Cutting Grand Opening Ceremony for Fire Station#6. City agrees to clear the parcel of weeds and make it suitable for parking without bringing in additional material. Additionally, City agrees to clean sidewalks and gutters adjacent to premise for use of premise. Meridian City Council Meeting Agenda February 11,2020— Page 25 of 71 DocuSign Envelope ID:77C6FEDC-7967-4555-8F35-1BE1DEC824B9 TEMPORARY LICENSE AGREEMENT THIS AGREEMENT made and entered into this 24th day of January , 2020,by and between the City of Meridian, an Idaho Municipal Corporation, hereinafter called "City", and Jamco Investments LLC, hereinafter called"Jamco". WHEREAS, City is sponsoring an event to celebrate the grand opening of its Fire Station No. 6, and WHEREAS,Jamco owns a parcel of bare land adjacent to Fire Station No. 6 that could accommodate public parking for the grand opening event, and WHEREAS, Jamco has allowed the use of its property for construction staging and construction related parking during the construction of Fire Station No. 6, and WHEREAS,Jamco is willing, upon certain terms and conditions, to provide non- exclusive, temporary use of the property for the purposes stated herein for a period of time defined within this Agreement. NOW, THEREFORE,the parties hereto agree as follows: 1. GRANT OF TEMPORARY LICENSE For and in consideration of promises contained herein, and other good and valuable consideration, Jamco hereby gives and grants to City the non-exclusive right,privilege and license to use the real property, located at the corner of Overland and Linder Roads in Meridian, Idaho, identified as Ada County Parcels S1224223534, S1224223495, and S1224223560. The property subject to this agreement is generally depicted as Lots 1, 2 and 3 on Exhibit A (referred to herein as the "licensed premises"). 2. TERM OF AGREEMENT This temporary license is granted for a term of date of signed agreement to March 12, 2020 and also includes a license to perform the tasks related to "Preparation of the Premises" set forth herein prior to March 12, 2020. 3. USE OF LICENSED PREMISES City's use of the licensed premises shall be limited to accommodating staging and parking during construction, public parking of passenger vehicles for persons attending the grand opening ceremonies at Fire Station No 6 and preparing the premises as set forth herein. Temporary License Agreement - 1 - Meridian City Council Meeting Agenda February 11,2020— Page 26 of 71 DocuSign Envelope ID:77C6FEDC-7967-4555-8F35-1BE1DEC824B9 4. PREPARATION OF PREMISES AS COMPENSATION FOR THIS LICENSE: City agrees to scrape and clear the entire leased premises of weeds and use best efforts to rough-level the premises so that it will be suitable for temporary vehicle parking without bringing in additional material. Additionally, City agrees to power wash and sweep the sidewalks, and use a street sweeper to clean the gutters adjacent to the premises. 5. REPAIR AND RESTORATION OF PREMISIS: City shall be responsible for restoration or repair of the licensed premises necessitated by damage caused by City's use under this Agreement. 6. INDEMNIFICATION AND INSURANCE To the extent permitted by law, City hereby agrees to defend and hold Jamco 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 maintenance, use, and occupancy of the licensed premises by City, its invitees, agents, and employees. If any claim, suit or action is filed against Jamco for any loss or claim described in this paragraph, City shall defend Jamco and assume all costs, including attorney's fees, associated with the defense or resolution thereof, however Jamco shall not be relieved hereby from liability for its own negligent or willful act or omission or that of its employees. In addition, City shall maintain, and specifically agrees to maintain throughout the term of this Agreement, liability insurance in the minimum amount as specified in the Idaho Tort Claims Act set forth in Title 6, Chapter 9 of the Idaho Code, and such amount shall be deemed to be the limit of City's covenant to save and hold harmless Jamco. 7. NOTICES A. All notices to be given with respect to this Agreement shall be in writing addressed as follows: To Jameo: Jamco Investments LLC 3383 N. Five Mile Road, #123 Boise, ID 83713-3925 To City: City of Meridian City Clerk 33 East Broadway Meridian,ID 83642 B. Notice shall be either delivered or sent by certified mail, postage prepaid, return receipt requested to the party to be notified at the address specified above, or such other address as either party may designate in writing. Every Temporary License Agreement -2- Meridian City Council Meeting Agenda February 11,2020— Page 27 of 71 DocuSign Envelope ID : 77C6FEDC-7967-4555-8F35- 1BE1DEC824139 notice shall be deemed to have been given at the time it is deposited in the United States mail , or upon delivery to the party above specified, or their agent or legal representative . 8 . APPROVAL BY CITY COUNCIL REQUIRED This Agreement shall not be effective for any purpose whatsoever until it is approved by the resolution of the City Council and executed by the Mayor . IN WITNESS WHEREOF, the parties hereto have subscribed their names the day and year first above written . Jamco Investments LLC �ocu5igned by: I, By �. a, fi4 �c& effiM-&jKwspA4ember CITY OF MERIDIAN By : C ' Robert . Sintson , ayor Attest . QRPSED AUG ., p Q o � z city or w E ID�A�'�- loll IDAHO Chrik hnon, City Clerk A� SEAL P � Of the TREP�'J� Temporary License Agreement - 3 - DocuSign Envelope ID:77C6FEDC-7967-4555-8F35-1BE1DEC824B9 EXHIBIT"A" PARCEL MAP -r-4-1 ii iii - - Yeiidian 1 19 4D FireSiation CL Temporary License Agreement -4- Meridian City Council Meeting Agenda February 11,2020— Page 29 of 71 E IDIAN -- IDAHO CITY COUNCIL WORK SESSION AGENDA February 11 , 2020 Agenda Item Number : 4 E Item Title : AP Invoices for Payment 2 / 12/2020 - $ 354 , 650 . 71 Meeting Notes : C-/WE I� ITEM SHEET Council Agenda Item - 3.E. Presenter: Estimated Time for Presentation: 0 Title of Item -AP Invoices for Payment 02/12/2020 -$354,650.71 ATTACHMENTS: Description Type Upload Date AP Invoices for Payment 02/12/2020 - $354,650.71 Cover Memo 2/6/2020 Meridian City Council Meeting Agenda February 11,2020— Page 30 of 71 City Of Meridian Invoices Selected for Payment-Invoices for Payment- Eunice Fund Code Fund Title Vendor Name Invoice/Credit Description Invoice Amount 01 General Fund A-1 STAMP&MABEL'S LABELS name plate-Sarah Kaiser 9.00 01 General Fund ABOUT THE KIDS,INC. instructor fee- Lacrosse 1/20/20-qty 17 408.00 01 General Fund ADA COUNTY PARAMEDICS 220/CPR First aid cards(16)-City Training 320.00 01 General Fund ADA COUNTY SHERIFF'S OFFICE Phone Translation Service for Dec 2019 336.59 01 General Fund ADVANCE AUTO PARTS fleet truck 20 battery-qty 1 138.01 01 General Fund ADVANCE AUTO PARTS wiper blades for rec van&truck 15-qty 4 58.92 01 General Fund AIR FILTER SALES air filters for Homecourt-qty 2 72.00 01 General Fund AMERICAN PLANNING ASSOCIATION 4-1/20-3/31/21 Cameron Arial APA Membership 539.00 Renewal 01 General Fund AMERICAN PLANNING ASSOCIATION 4/1/20-3/31/21 Bill Parsons APA/AICP renewal 533.00 01 General Fund AMERICAN PLANNING ASSOCIATION APA member dues for S Siddoway 4/1/20-3/31/21 420.00 01 General Fund AMERICAN SOC LANDSCAPE ARCHITE 4/1/20-3/31/21 Brian McClure ASLA annual renewal 455.00 01 General Fund AT&T MOBILITY LLC ATT First Net invoice 12/21 - 1/20/20 586.75 01 General Fund BAILEY INVESTMENTS LLC Refund:A-2020-0017-App Not Needed Orig CR20-283 133.00 01/22/20 01 General Fund BATTERIES PLUS BULBS 220/Batteries for desktop radios(2), Dawn and 79.98 Kenny's 01 General Fund Campbell Tractor Co. cap screw x 7&credit on screws for JD 1445 mower x (2.33) 4 01 General Fund Campbell Tractor Co. John Deere 1445 mower broom parts-qty 5 59.30 01 General Fund Campbell Tractor Co. John Deere 1445 mower broom wheels-qty 4 287.30 01 General Fund CENTURYLINK CENTREX phone lines, Homecourt, FS#1 721.33 1/19-2/18/2020 01 General Fund CENTURYLINK Fuller Park Modem Service 1/10-2/9/20 139.61 01 General Fund CITY OF BOISE ATTORNEYS OFFICE 20-0032 prosecutor legal svc for February 2020 41,844.02 01 General Fund CITY OF BOISE ATTORNEYS OFFICE JustWare Prosecutor License&Support Victim Witness 2,379.00 Jan-July 01 General Fund COMMERCIAL TIRE 220/4 new tires E-34, MF045 1,879.96 01 General Fund D&B SUPPLY Dog Food for K9 Wyatt 42.98 01 General Fund DISASTER KLEENUP 220/Mitigation, Leak Sta. 1 water damage, 1st invoice 1,880.90 01 General Fund ELECTRICAL WHOLESALE SUPPLY CO 42 watt lights for Gordon Harris Park-qty 5 42.31 01 General Fund ELECTRICAL WHOLESALE SUPPLY CO lens covers for bollards at Kleiner Park-qty 15 2,812.50 01 General Fund EMERGENCY RESPONDERS HEALTH 2O-0028 220/Prev Health exams,qty 7 5,880.00 CENTER 01 General Fund FRED PRYOR SEMINARS Pryor renewal CEU trainings K Pitt 199.00 01 General Fund HOME DEPOT CREDIT SERVICES 220/Spring links(2),shop supplies 6.96 01 General Fund IDAHO CORRECTIONAL INDUSTRIES Business cards-Joe Dodson 46.25 01 General Fund IDAHO HUMANE SOCIETY 20-0057 FY20 Id Humane Soc Animal Cont Svcs 43,378.00 February 2020 01 General Fund IDAHO POWER Fire Department Power- January 2020 2,686.60 Date:2/6/20 02:33:28 PM Meridian City Council Meeting Agenda February 11,2020— Page 31 of 71 Page:1 City Of Meridian Invoices Selected for Payment-Invoices for Payment- Eunice Fund Code Fund Title Vendor Name Invoice/Credit Description Invoice Amount 01 General Fund IDAHO STATE POLICE Background and employment testing 133.00 10/31/19-11/21/19 01 General Fund IDAHO STATE POLICE Background and Employment Testing December 2019 66.50 01 General Fund INNOVATIVE AIR ceiling heaters for Settlers Park concessions building x 3 2,055.00 01 General Fund INTERMOUNTAIN GAS Intermountain Gas January 2020 103.93 01 General Fund 30E BONGIORNO PerDiem:3.Bongiorno,Vision202O,Murfreesboro,TN2/1... 192.50 01 General Fund 30SEPH WHILDEN PerDiem:J.Whilden,Human Trafficking 231.00 Training,Sacramento,CA 01 General Fund KENDALL FORD OF MERIDIAN Oil Change for Unit# 36 58.34 01 General Fund KENDALL FORD OF MERIDIAN repair bracket for float truck wire harness 71.60 01 General Fund LEA ELECTRIC, LLC. 220/Power installation,GFCI addition Work Cmpltd 2,957.00 1/29/20 01 General Fund LEA ELECTRIC, LLC. Add Power and Data Ports in CAU 907.00 01 General Fund LEVEL 3 COMMUNICATIONS, LLC. Level 3 Communications Telephone, 12/17/19- 984.29 1/16/20 268238 01 General Fund LIGHTHOUSE UNIFORM CO 220/Class A jacket, Rountree 466.30 01 General Fund LIGHTHOUSE UNIFORM CO 220/Class A uniform insignia,Caps(2) 568.88 01 General Fund LOTUS BOISE CORP 100.3 Homecourt radio ads 1/6-1/11/20-qty 24 spots 480.00 01 General Fund LOTUS BOISE CORP 107.1 Homecourt radio ads 1/6-1/12/20-qty 24 spots 288.00 01 General Fund LOTUS BOISE CORP 94.9 Homecourt radio ads 1/6-1/11/20-qty 24 spots 288.00 01 General Fund LOTUS BOISE CORP 3-105 Homecourt radio ads 1/6-1/12/20-qty 23 spots 110.00 01 General Fund M2M WIRELESS Parks Modem Service 12/17-01/16/2020 286.34 01 General Fund MASTERCARD MC COMDEV(BS)#2 3anuary/2020 11563.01 01 General Fund MASTERCARD MC HR#0520-3ANUARY CHARGES 5,822.45 01 General Fund MASTERCARD MC Parks#1 1/31/20 Statement- 764.58 01 General Fund MASTERCARD MC Parks#2 1/31/20 Statement- 190.08 01 General Fund MASTERCARD MC Parks#3 1/31/20 Statement- 2,886.45 01 General Fund MASTERCARD MC Parks#4 1/31/20 Statement- 314.74 01 General Fund MASTERCARD MC PD#1 1/31/2020-Statement- 137.99 01 General Fund MASTERCARD MC PD#3 1/31/2020-Statement- 1,240.88 01 General Fund MASTERCARD MC PD#5 1/31/2020-Statement- 848.35 01 General Fund MERIDIAN TROPHY E. Huff retirement plaque engraving 25.60 01 General Fund MERIDIAN TROPHY Name Badges, Liz, Brad, Robert 29.85 01 General Fund MINUTEMAN,INC. lock set for Storey Bark Park 774.00 01 General Fund MOBILE DATA SERVICES DC Power Chargers for Mobile E-Cite Ticket Printers 83.52 01 General Fund MUNICIPAL EMERGENCY SVCS 220/SCBA Repair(8), Repair Completed Jan. 2020 433.20 01 General Fund OFFICE DEPOT, INC. 220/Chairs(6),Sta. 6 589.93 01 General Fund OFFICE DEPOT,INC. 220/Task chairs(4), Midback chairs(5).Sta. 6 799.91 01 General Fund OFFICE DEPOT,INC. key lock box-qty 1 61.61 01 General Fund OFFICE DEPOT, INC. keybd/mouse(2), Post-Its,copy paper(2cases) 197.65 Date:2/6/20 02:33:28 PM Meridian City Council Meeting Agenda February 11,2020- Page 32 of 71 Page:2 City Of Meridian Invoices Selected for Payment-Invoices for Payment- Eunice Fund Code Fund Title Vendor Name Invoice/Credit Description Invoice Amount 01 General Fund OFFICE DEPOT, INC. labels for artwork in February 2020 IPG show-qty 1 14.06 box 01 General Fund RED WING SHOES Safety Boot Replacement Inspector K. Pitt 167.19 01 General Fund RED WING SHOES Safety Boot Replacement Inspector R. Orozco 197.99 01 General Fund REDGATE SOFTWARE Support&Upgrades package for SQL Compare 102.96 01 General Fund RESERVE ACCOUNT Postage Use,January 2020 1,062.75 01 General Fund RICOH USA,INC s/n C86284062 svc contract 4971725 page counts 128.07 01 General Fund RYAN &RYAN MARKETING instructor fee-Pro Cookie Deco for Kids 1/16/20 x 5 80.00 01 General Fund SECURITY GATE SYSTEMS, LLC PD Admin West Gate Repair 1,031.00 01 General Fund SERTA MATTRESS CO 220/Mattresses(6),Sta. #6 1,269.00 01 General Fund SLHS SERVICE AREA pre-employment testing Babcock,Demartile,Demchuk 199.00 01 General Fund SOUTHERN COMPUTER WAREHOUSE HEW-W1A80A#BG3 Hewlet Packard HP Color LaserJet 980.00 Pro MFP M479 01 General Fund SOUTHERN COMPUTER WAREHOUSE Microsoft: MSF-LQ6-00016 Surface Pro 6 256GB I5 (1,036.18) 8GB Black 01 General Fund SOUTHERN COMPUTER WAREHOUSE Netmotion Wirless NM Mobility Premium Maintenance, 4,282.39 Netmotion 01 General Fund SPARKLIGHT City Hall Cable Service 01/16-02/15/20 47.78 01 General Fund SPECIALTY CONSTRUCTION SUPPLY liquid ice melt-qty 2,017 gallons 2,380.06 01 General Fund STAR FIRE DISTRICT MAINTENANCE 20-00120 220/MF045,coolant leak, ladder rack loose, 1,589.82 DIVISION drive 01 General Fund STAR FIRE DISTRICT MAINTENANCE 20-0120 220/repair camera, install MDT MF023 3,308.74 DIVISION 01 General Fund STATION PARK CENTERCAL LLC refund CZC A2020-0021 2070 N.Eagle application fee 173.00 01 General Fund STEPHANY GALBREAITH Reimbursement:S.Galbreaith, Mileage 133 x$.58 77.14 01 General Fund SYNCB/AMAZON 447894984943 Keyboard R Beierle 35.96 01 General Fund SYNCB/AMAZON 563438696439 220/6pk storage totes for clothing 43.90 storage 01 General Fund SYNCB/AMAZON 637387446995 220/2 knife blocks, St.1 and St. 3 191.98 01 General Fund SYNCB/AMAZON 666895349467 220/2 Rhodia Notebooks 35.45 01 General Fund SYNCB/AMAZON 865489883895 220/Organizer cont ClassA insignia 26.99 clothing exp 01 General Fund TRANSUNION RISK&ALTERNATIVE TLOxp Charges&Credits 379.50 DATA SOLUTIONS 01 General Fund ULTRA TOUCH CAR WASH Basic Car wash #7 J Bartolomew C21130 13.56 01 General Fund ULTRA TOUCH CAR WASH Basic Car Wash Vehicle# 5 C20995 13.56 01 General Fund ULTRA TOUCH CAR WASH Basic Car Wash Vehicle#13 C21268 22.06 01 General Fund ULTRA TOUCH CAR WASH Basic Car Wash Vehicle#2 J J Shane C20823 16.56 01 General Fund UNION PACIFIC RAILROAD CO 20-0021 monthly lease for Main St parking lot 416.67 Date:2/6/20 02:33:28 PM Meridian City Council Meeting Agenda February 11,2020— Page 33 of 71 Page:3 City Of Meridian Invoices Selected for Payment-Invoices for Payment- Eunice Fund Code Fund Title Vendor Name Invoice/Credit Description Invoice Amount 01 General Fund VERIZON FINANCIAL SERVICES, LLC. 965467287-00001 Data Plan #1, 12/21 - 1/20/20 744.89 BELLEVUE 01 General Fund VERIZON FINANCIAL SERVICES, LLC. 965467287-00002 Cellphones- 12/21-1/20/20 8,487.42 BELLEVUE 01 General Fund VERIZON FINANCIAL SERVICES, LLC. 965467287-00003 Data Plan #2- 12/21-1/20/20 917.63 BELLEVUE 01 General Fund VERIZON FINANCIAL SERVICES, LLC. Verizon sub acct-00004-set up in error by Verizon-6 10.92 BELLEVUE day Total 01 General Fund 162,796.24 20 Grant Fund VERIZON FINANCIAL SERVICES, LLC. 965467287-00002 Cellphones- 12/21-1/20/20 53.20 governmental BELLEVUE Total 20 Grant Fund 53.20 governmental 60 Enterprise A-1 STAMP&MABEL'S LABELS 2 Color Ink Stamp Pad Qty.2 16.00 Fund 60 Enterprise A-1 STAMP&MABEL'S LABELS MUBS stamp pad replacements x5 61.00 Fund 60 Enterprise ANDRITZ SEPARATION,INC O-rings for centrifuge rebuild(3 qty) 430.46 Fund 60 Enterprise BOISE APPLIANCE&REFRIGERATIO Maintenance&Replace Filter for Ice Machine @ Admin 388.33 Fund Bldg 60 Enterprise BOISE RIGGING SUPPLY Hook for sludge pump cranes(1 qty) 41.72 Fund 60 Enterprise BOISE RIGGING SUPPLY Service Truck Crane Inspection,C18131,WO#277241, 125.00 Fund 277242 60 Enterprise BOLEN'S CONTROL HOUSE Thermocoupler for rack 2k,gas flare flex IO(1 qty) 127.57 Fund 60 Enterprise BRANOM OPERATING COMPANY, LLC. Gas detectors-combustible for digester 4(1 qty) 392.50 Fund 60 Enterprise BRANOM OPERATING COMPANY, LLC. Sensor H2S&Sensor Sentry Cat Bead combustible(2 842.50 Fund qty) 60 Enterprise CENTURYLINK CENTREX phone lines, Homecourt, FS#1 623.24 Fund 1/19-2/18/2020 60 Enterprise CH2M HILL ENGINEERS, INC 18-0070 WRRF Capacity Expansion Services to 14,080.25 Fund 12/27/19 Date:2/6/20 02:33:28 PM Meridian City Council Meeting Agenda February 11,2020— Page 34 of 71 Page:4 City Of Meridian Invoices Selected for Payment-Invoices for Payment- Eunice Fund Code Fund Title Vendor Name Invoice/Credit Description Invoice Amount 60 Enterprise CH2M HILL ENGINEERS, INC 20-0203 Pilot SCADA Server-City Hall(17.75 hrs) 3,067.57 Fund 60 Enterprise COMMERCIAL TIRE 2 New Tires,Installation&Balance,C10815, 358.73 Fund WO#279318 60 Enterprise DUBOIS CHEMICALS INC 20-0002 Ferric chloride(43,900 Ibs) 7,506.90 Fund 60 Enterprise ELECTRICAL WHOLESALE SUPPLY CO Light Bulbs for Admin Bldg,Qty 30 68.60 Fund 60 Enterprise ENERGY MANAGEMENT CORPORATION Labor&parts to rebuild filter 3 motor at tertiary filter 508.00 Fund 60 Enterprise FERGUSON ENTERPRISES INC. 3/4x6 SS Rep Clamp,Qty 1 77.29 Fund 60 Enterprise FERGUSON ENTERPRISES INC. Bushing,Cplr,Fing Repair Kit, Diamond Saw Bld,Qty 30 2,180.54 Fund 60 Enterprise FERGUSON ENTERPRISES INC. Command Link Wall Charger,Qty 2 241.54 Fund 60 Enterprise FISHER SCIENTIFIC Conductivity standard(1 qty) 48.23 Fund 60 Enterprise FISHER SCIENTIFIC Phenol(1 qty) 48.58 Fund 60 Enterprise FISHER SCIENTIFIC Test tube brush(2 pkg) 139.60 Fund 60 Enterprise GOBLE SAMPSON ASSOCIATES,INC. Rotor&radial casing liner(3 qty) 1,483.32 Fund 60 Enterprise GRANT MECHANICAL,INC HVAC repair in Ops bldg (7.5 hrs) 787.25 Fund 60 Enterprise HOME DEPOT CREDIT SERVICES LED Lamps for FlagPole @ Admin Bldg,Qty 1 13.48 Fund 60 Enterprise I. KRUGER INC. Parts to repair mixer 3 at digester 5(1,166 qty) 3,057.21 Fund 60 Enterprise IDAHO CORRECTIONAL INDUSTRIES Business cards for C.Boggess- PW 46.25 Fund 60 Enterprise IDAHO POWER 2202131047,WWTP Power-Janurary 2020 40,734.08 Fund 60 Enterprise IDAHO POWER 2205167097 WWTP Power- Liftstations-January 2020 3,095.65 Fund 60 Enterprise IDAHO PRESS-TRIBUNE BID notice WRRF Switch invite to bid 64.86 Fund 60 Enterprise JADE ROBERTS REFUND WT/S/T: 1909 W AMERICAN FORK DR TITLE 37.67 Fund COMPANY OVERPAI Date:2/6/20 02:33:28 PM Meridian City Council Meeting Agenda February 11,2020— Page 35 of 71 Page:5 City Of Meridian Invoices Selected for Payment-Invoices for Payment- Eunice Fund Code Fund Title Vendor Name Invoice/Credit Description Invoice Amount 60 Enterprise JUB ENGINEERS 19-0373 ACHD-Victory Water&Sewer Imprvmt Svc to 2,636.30 Fund 12/31/19 60 Enterprise KELLER ASSOCIATES,INC. 20-0098 FY20 QLPE Services-12/1-31/19 Rackham-9 2,610.00 Fund sheets 60 Enterprise KELLER ASSOCIATES,INC. 20-0098 QLPE Svcs 12/1-31/19 10-mile church addtn-1 290.00 Fund sheet 60 Enterprise KELLER ASSOCIATES,INC. 20-0098 QLPE Svcs 12/1-31/19 Blackstone Bldg Offc 290.00 Fund Mod-lsheet 60 Enterprise KELLER ASSOCIATES,INC. 20-0098 QLPE Svcs 12/1-31/19 Grimmet Lateral 290.00 Fund Reloc-1 sheet 60 Enterprise KELLER ASSOCIATES,INC. 20-0098 QLPE Svcs 12/1-31/19 Stapleton#1-5 sheets 1,450.00 Fund 60 Enterprise KELLER ASSOCIATES,INC. 20-0098 QLPE Svsc 12/1-31/19 GemPrep ph2 290.00 Fund Mod-lsheet 60 Enterprise KENDALL FORD OF MERIDIAN Replacement for broken tail light on Collections truck(1 244.21 Fund qt 60 Enterprise KENDALL FORD OF MERIDIAN Returned core for tail light(1 qty) (80.00) Fund 60 Enterprise LARRY&MARIE VANOVER REFUND WT/S/T: 1029 HONKER DR CUSTOMER PAID 43.95 Fund AFTER CLOSING 60 Enterprise LINDA K WALKER REFUND WT/S/T: 2964 E GREEN CANYON DR 138.76 Fund CUSTOMER PAID AFTER CL 60 Enterprise LORIN JAMIE ALLEN reimburse L.Allen wat treatment class II exam fee 25.00 Fund 60 Enterprise LOWER BOISE WATERSHED COUNCIL 20-0188 FY20 Lower Boise Watershed Council 10,821.00 Fund 10/1/19-9/30/20 60 Enterprise LUCAS DAVIS reimburse L.Davis water Class II exam fee&license fee 87.00 Fund 60 Enterprise MASTERCARD MC WW#1 January 2020 Statement 2,932.79 Fund 60 Enterprise McCALL INDUSTRIAL Nipple&plug(19 qty) 87.43 Fund 60 Enterprise MURRAYSMITH INC 19-0083 Water—Sewer Main Repl. Gregory Lft Svc to 2,118.00 Fund 12/31/19 60 Enterprise MURRAYSMITH INC 19-0389 Water Main Repl. Hickory-Fairview Svc to 11,687.00 Fund 12/31/19 60 Enterprise NORTHWEST POWER SYSTEMS, INC Annual inspection of CAT portable generator 532.50 Fund 60 Enterprise NORTHWEST POWER SYSTEMS,INC Annual inspection of generator at N. Black Cat I.s. 327.50 Fund Date:2/6/20 02:33:28 PM Meridian City Council Meeting Agenda February 11,2020— Page 36 of 71 Page:6 City Of Meridian Invoices Selected for Payment-Invoices for Payment- Eunice Fund Code Fund Title Vendor Name Invoice/Credit Description Invoice Amount 60 Enterprise NORTHWEST POWER SYSTEMS, INC Annual inspection of generator at Oaks lift station 327.50 Fund 60 Enterprise NORTHWEST POWER SYSTEMS,INC Annual inspection of generator at Overland Park lift 327.50 Fund station 60 Enterprise NORTHWEST POWER SYSTEMS, INC Annual inspection of generator at S. Black Cat I.s. 327.50 Fund 60 Enterprise NORTHWEST POWER SYSTEMS,INC Annual inspection of ONAN mobile generator 280.00 Fund 60 Enterprise NORTHWEST POWER SYSTEMS, INC Annual inspection on MQ mobile generator 280.00 Fund 60 Enterprise OCTAVIO GUTIERREZ REFUND trash 805 E AMITY RD CUSTOMER MOVED 67.36 Fund 60 Enterprise PLATT ELECTRIC SUPPLY Conduit Electrical Materials,Qty 68,WO#278570 84.34 Fund 60 Enterprise PLATT ELECTRIC SUPPLY Parts to install electrical cords to Collections vehicle gar 35.66 Fund 60 Enterprise POLYDYNE INC 20-0001 Polymer(35,500 Ibs) 41,779.50 Fund 60 Enterprise POSTNET Backflow Jan 1st Past Due Letters, Batch 1047,Qty 254 100.21 Fund 60 Enterprise REALTY MANAGEMENT ASSOCIATES REFUND WT/S/T: 220 E WILLIAMS ST OVERPAYMENT 232.89 Fund FROM APPLIED DE 60 Enterprise RESERVE ACCOUNT Postage Use,January 2020 71.50 Fund 60 Enterprise RICHARD&MARY EKHALM REFUNDS WT/S/T: 2531 N CROOKED CREEK WAY 195.19 Fund TITLE COMPANY OVERP 60 Enterprise RICK MURRAY Per Diem:R.Murray,AWWA,Anaheim,CA 297.00 Fund 2/24/20-2/28/20 60 Enterprise ROBERT CARR REFUND WT/S/T: 3430 W WOODMONT DR TITLE 45.15 Fund COMPANY OVERPAID 60 Enterprise SCHINDLER ELEVATOR CORP Five year hydralic safety testing of WRRF elevator 5,270.00 Fund 60 Enterprise SIGNS, ETC Vehicle lettering&strips on new van 343.06 Fund 60 Enterprise SILVER CREEK SUPPLY Ice melt(49 bags) 451.58 Fund 60 Enterprise SILVER CREEK SUPPLY PVC Slip Ball Valve, Bushing, Nipple,OCCT,Qty 26 42.91 Fund 60 Enterprise SILVER CREEK SUPPLY Spreader&drain buster cleaner(2 qty) 314.08 Fund Date:2/6/20 02:33:28 PM Meridian City Council Meeting Agenda February 11,2020— Page 37 of 71 Page:7 City Of Meridian Invoices Selected for Payment-Invoices for Payment- Eunice Fund Code Fund Title Vendor Name Invoice/Credit Description Invoice Amount 60 Enterprise SNAKE RIVER WIRELINE, LLC NO PO Well 18 Water Treatment Svc to 1/17/20 850.00 Fund 60 Enterprise STAR CRANE&RIGGING Crane service for pumps 2-5, influent, 1,000 hr service 975.00 Fund (6.5 60 Enterprise STATEFIRE DC SPECIALTIES, LLC Labor for Syr state elevator recertificaiton for Lab, 440.00 Fund Admin, 60 Enterprise SUSAN BULLOCK REFUND WT/S/T: 2276 S BLACKSPUR WAY 49.78 Fund CUSTOMER PAID AFTER CLOS 60 Enterprise SYNCB/AMAZON 438596554878 Sampler tubing (16 pkgs) 1,706.24 Fund 60 Enterprise SYNCB/AMAZON 453367543536 Amazon sent wrong faucet(1 qty) (133.91) Fund 60 Enterprise SYNCB/AMAZON 467638377439 Replacement heater for control panel 262.00 Fund (1 qty) 60 Enterprise SYNCB/AMAZON 539436669335 New faucet for sink in Lab bldg(1 qty) 133.91 Fund 60 Enterprise SYNCB/AMAZON Dome Mirrors for Admin Bldg,Qty 4 299.96 Fund 60 Enterprise T-ZERS SHIRT SHOP Clothing for ADarby&DPatton (5 qty) 133.75 Fund 60 Enterprise ULINE, INC. Corrugated Box,Industrial Tape,Tape Dispenser,Qty 368.32 Fund 67 60 Enterprise UNITED SITE SERVICES INC NO PO WRRF Capacity Porta Potty Services to 1/5/20 112.34 Fund 60 Enterprise VERIZON FINANCIAL SERVICES, LLC. 965467287-00001 Data Plan #1, 12/21 - 1/20/20 1,670.12 Fund BELLEVUE 60 Enterprise VERIZON FINANCIAL SERVICES, LLC. 965467287-00002 Cellphones- 12/21-1/20/20 2,696.67 Fund BELLEVUE 60 Enterprise VERIZON FINANCIAL SERVICES, LLC. 965467287-00003 Data Plan #2- 12/21-1/20/20 223.13 Fund BELLEVUE 60 Enterprise VERIZON FINANCIAL SERVICES, LLC. Water modem for emergency 12/24-1/23/2020 svc 21.28 Fund BELLEVUE 60 Enterprise WESTERN STATES AUTOMATION, LLC 20-0207 Badger flowmeters for repairs(2 qty) 13,376.53 Fund 60 Enterprise WESTERN STATES AUTOMATION, LLC Threaded Ball Valve,OCCT,Qty 2 227.86 Fund Total 60 Enterprise 191,801.27 Fund Date:2/6/20 02:33:28 PM Meridian City Council Meeting Agenda February 11,2020— Page 38 of 71 Page:8 City Of Meridian Invoices Selected for Payment-Invoices for Payment- Eunice Fund Code Fund Title Vendor Name Invoice/Credit Description Invoice Amount Report Total 354,650.71 Date:2/6/20 02:33:28 PM Meridian City Council Meeting Agenda February 11,2020— Page 39 of 71 Page:9 (00� WE IDIAN*.=� IDAHO CITY COUNCIL WORK SESSION AGENDA February 4, 2020 Agenda Item Number : 5 Item Title : Items Moved From Consent Agenda Meeting Notes : E IDIAN*.t� IDAHO CITY COUNCIL WORK SESSION AGENDA February 11 , 2020 Agenda Item Number : 6 A Item Title : Ada County Highway District : North Meridian Neighborhood Bike and Pedestrian Plan Meeting Notes : CiWEI�� ITEM SHEET Council Agenda Item - 5.A. Presenter: Edinson Bautista,ACHD Caleb Hood Estimated Time for Presentation:20 minutes Title of Item-Ada County Highway District:North Meridian Neighborhood Bike and Pedestrian Plan In 2020,ACHD is evaluating north Meridian, generally described as north of I-84 exclusive of the greater downtown area, for complete active transportation improvements like sidewalks, pathways and other bike/ped facilities. ACHD staff will provide an overview and schedule for the project. Meridian City Council Meeting Agenda February 11,2020— Page 40 of 71 o � n x rlA VolkIt kip f _ s � Wpi 6 ' � � ( MCan Ada' Rd 44 In > 1McDermo RdW . '. � CL 03CL a C IT 1 p , 1�Ir�n�, , � Oar 0 lot VIEWS a TM �. IvIq T Eagle ' Rd /� - r A- 'a `: - �� a Ir 6'11{l�(((j(j��:�!^ t^- r fn-c� r 'a - f 41 if f1"� t :lj � J r• - r • Y�1� ` 4140 �rrL1 1 A IV e! Fl5rig ALAM Li(, � aF:HM� ��1� • . A .� + �� , - ,�: d61. Al AQF IF M 1 - O„ E IDIAN IDAHO CITY COUNCIL WORK SESSION AGENDA February 11 , 2020 Agenda Item Number : 7 A Item Title : Transportation Commission : Safety Busing Discussion Meeting Notes : C-/WE I� ITEM SHEET Council Agenda Item - 6.A. Presenter: Caleb Hood Estimated Time for Presentation: 10 minutes Title of Item -Transportation Commission: Safety Busing Discussion During the February 3rd Meridian Transportation Commission meeting, the Commission voted to direct Staff to draft a memo to Council recommending that the West Ada School District safety bus children on the west side of Eagle, south of Amity. Children in that area attend Hillsdale Elementary and there are some concerns with them crossing Eagle Road. ATTACHMENTS: Description Type Upload Date Hillsdale Safety Busing Cover Memo 2/5/2020 Meridian City Council Meeting Agenda February 11,2020— Page 41 of 71 Memo To: Mayor& City Council From: Caleb Hood,Planning Division Manager C Date: 2/5/2020 Re: Hillsdale Elementary Safety Busing Over the last several months, the Meridian Transportation Commission (TC)has been working with the West Ada School District, the South YMCA, the Hillsdale HOA, ACHD and others to review how children, in particular, traverse in the area. On January 30th, the TC School Zone Subcommittee met to discuss changes to cross-walk locations, school zone signage and flashers near Hillsdale Elementary. As part of that discussion, the TC School Zone Committee discussed with the full TC on Febuary 3rd, requesting Council petition the WASD School Board to continue safety busing children on the west side of Eagle Road that attend Hillsdale Elementary. A vote to write this memo to Council passed the TC with a vote of 6-2. Children are currently bused west of Eagle Road, but that temporary and planned to go away after construction along Taconic is finished. The lands west of Eagle Road are in the designated walk zone for Hillsdale Elementary. Even with the enhance cross-walk at Taconic/Eagle and a crossing guard however, the speed on Eagle Road is concerning; it is posted 45 MPH but is in a school zone (20 MPH) with flashers. NOTE: Council and the WASD Board have a joint meeting on Thursday. Meridian City Council Meeting Agenda February 11,2020— Page 42 of 71 WENNDIA *= - IDAHO CITY COUNCIL WORK SESSION AGENDA February 11 , 2020 Agenda Item Number : 7 B Item Title : Transportation Commission : Update on NW 8th St . Travel and Bike Lane Widths Meeting Notes : C-/WE I� ITEM SHEET Council Agenda Item - 6.13. Presenter: Caleb Hood Estimated Time for Presentation: 20 minutes Title of Item -Transportation Commission: Update on NW 8th St. Travel and Bike Lane Widths ACHD Staff has proposed installing conventional bike lanes on both sides of NW 8th Street between Pine Avenue to Cherry Lane. Conventional bike lanes will require reducing the vehicle lanes to 10- 10.5 feet on the segment of NW 8th Street, between Cherry and Camellia, approximately 1,200 feet. ACHD has requested City support for this cross-section. On February 3rd, the Meridian Transportation Commission voted to NOT support the proposed lane configuration. ATTACHMENTS: Description Type Upload Date Memo to Council Cover Memo 2/5/2020 Meridian City Council Meeting Agenda February 11,2020— Page 43 of 71 Memo To: Mayor& City Council From: Caleb Hood,Planning Division Manager C Date: 2/5/2020 Re: NW 8th Street,Pine Ave to Cherry Lane—Cross-Section ACHD is in design of a maintenance project on NW 8th Street between Pine Avenue and Cherry Lane, about '/2 mile long. This project is planned for construction in the summer of 2021. Currently, there is a travel lane in each direction, a center turn lane and bike lanes on NW 81h between Cherry and Camellia, abutting Meridian Middle School, approximately '/4 mile long. South of Camellia, the bike lanes remain,but the center turn lane is removed in favor of on-street parking to Pine, approximately '/4 mile long. ACHD is not proposing to change the cross-section of either segment, but is looking for feedback on the proposed bike, travel and center-turn lane widths. The existing bike lane between Cherry and Camellia is only 3.5' wide. This is a substandard width. After the maintenance project is complete, ACHD is proposing to stripe the bike lanes 5' wide. To do this however, the travel lanes would be reduced to 10.5' each, with a 10' center turn lane; the sidewalks do not change (see below). SB LANE TWLT LANE NB LANE 7't 2' 5't i 10.5' 10' 10.5' i 5't 2' 5'f Typical Section 4 (New Lane Configuration 8th St, Between Camellia Ln - Cherry Ln) ACHD states that their proposal will enhance safety; the 10' travel lanes will calm traffic in the Meridian Middle School Zone; conventional 5-foot bike lanes will provide a higher level of comfort for those commuting to Meridian Middle School on bike or elsewhere. Meridian City Council Meeting Agenda February 11,2020— Page 44 of 71 City Staff from Parks, Planning, Public Works and Legal reviewed the ACHD cross-section proposal in January. It was noted that City Staff has been contacted previously by parents and the Administration of Meridian Middle School about motorists parking/idling in the bike lane and using it for pick-up and drop-off. This creates a safety concern for a couple of key reasons. First, there is a mid-block cross-walk that when a car parks near"shields" line-of-sight for drivers so they can't see pedestrians entering the cross-walk. And second, if someone is trying to use the bike lane, they have to go into the travel lane to go around the parked/idling car. While Staff recognizes that buses use this route as well, and the narrow lanes may be more difficult for them to maneuver in, the ACHD-proposed cross-section was preferred. Thus, Staff recommended ACHD proceed with the reduced travel lane widths. However, on February 3rd, the Meridian Transportation Commission voted against the ACHD-proposed cross-section. Here are the two reasons they stated: 1)the configuration is not consistent with the 8th Street Level 1 bike network designation(this designation calls for sharrows/shared streets and ACHD is proposing bike lanes which are a Level 2 improvement); and 2)they have a general distain for lanes that narrow. Further, the Transportation Commission recommended ACHD change the cross-section, should bike lanes be retained, so the bike lanes are 4.5' wide and the travel lanes are 11' wide (the 10' center turn lane is okay.)NOTE: The gutter does not"count"towards the bike lane width, but functionally helps as it allows a shy-distance/shoulder. After the Transportation Commission meeting, City Staff talked with the ACHD Project Manager, Dave Rader. He shared some additional information that was not available to the Transportation Commission. Staff does not know if the below information would change the Commission's recommendation, but wanted to share this with Council: I wanted to share this information with you regarding the Level 1 network designation. Based on a recent speed and traffic study this roadway falls into the level two Category. We obtained vehicles counts north of Pine (1840 ADT) and south of Cherry (1470) ADT. The speed study indicates the that 85% of vehicles were traveling at 29 MPH on average. I averaged our data and plotted it on our bike facility matrix and it falls in the level 2 designation (see below). Note the small print in the matrix that 85t" percentile speed is preferred over posted speed. I have also attached our recent traffic data reference. Meridian City Council Meeting Agenda February 11,2020— Page 45 of 71 E Bike Facility Matrix 60 EVALUATION I trtgtnrlfinponotys�srPQu�rbto0etormine t40 REQUIRED wAetlfer MAe f«•does ore appropnote. BuHPred Bike lane 40 20 10 ADT 3 .Protected&ke la Raised Blke lane -Cycle Track -Muhl-us!Datnway i 2 ' Shoulder Gilt!Lane , Convent�onsl Bike Une BuMered&k!Lan! ' 55 85th Percentile • 29 MPH • 10 20 21 30 • so Meridian • •Agenda February2020 '.•-46 of Parking Observations-NW 8th St..Camellia Ln.to Pine Ave. Hage I of 1 From Jsaak Date 10/2/2019 9:27 AM Location.NW 8th St Collection Method-Field Parking Observations-NW 8th St.,Camellia Ln.to Pine Ave. Please perform on street parking observations(-6)at various times of day on NW 8th St.(Meridian)between Camellia Ln.and Pine Ave. Submitted by Joshua Saak. 10/22019 9 34 AM Dus dale has been changed.I IW2019 NTDOMAINWoudens la ger 10r22019 9 34 AM Tne t"et has bean asmgred Io aN Ildsabn NTDOMAINWbudenslager 1002019 9.27 AM N hchal svbmefed NTDOMAIN4saaak / r0/7//9 /.C)b ✓C{'1.CLe wP3T Si�2 lol8/is lo'yS 6 edLsr s,d� , / �,�sr s.�l� J0115//9 115 S Ea.57- /b/7b/7 4 71 2 s `/ FaSr /bl/re/l9 a,' 3S 2 ea-5 7- s.dQ Bike Observations-NW 8th St.S of Cherry Ln. Page 1 of' From Jsaak Date.10/7/2019 9:50 AM Location.NW 8th St Collection Method Video Bike Observations-NW 8th St.S of Cherry Ln. Please perform bike counts and observations on NW 8th St.just south of Meridian JHS from 7:30am to 8:45am and from 2:45pm to 4pm to coincide with school arrival and departure times. Note use of both sidewalks and bike lanes during both time periods.Selective video camera installation would be acceptable. Submitted by Joshua Saak. 10/720191007 AN ccam r.»u«rn<nan,<cia2uie NTDOMAI"loudens lager t0/71201 9 10.07 AM T.1c.I sa Gng H.A. NTDOMAINIAlou den slag er 1 D7712019 9.50 AM vew tkket sub-he. NTDOMAINWsaak /0//{/7y 7:30 S 5r-de.T . .5-, s✓ aL n)6 l / St a_r 49A-. —Sr R-WeL.Ha 1e/4,//4 Z:YS `T i 0t� G CQe r -7 7 2 S:44-4G,f 56 t ST-d—r i3,/-- E.sr s/ .wc1� NB Meridian City Council Meeting Agenda February 11,2020— Page 47 of 71 west Ada vv� SCHOOL DISTRICT January 31,2020 To Whom it May Concern: The West Ada School District strongly supports the proposal to paint larger bike lanes along 8"'Street in Meridian.The District fully agrees with the proposal that a solution is needed to provide safer and more functional facilities for bicyclists along this route. Improvements like these are needed as the Treasure Valley continues to grow and we promote alternate modes of transportation. The District encourages all reviewers to strongly consider this request based on the benefits to students as well as the public at large. Sincerely, / Ian Updike Transportation Liaison West Ada School District#002 Meridian City Council Meeting Agenda February 11,2020— Page 48 of 71 E IDIAN*=� IdAHO CITY COUNCIL WORK SESSION AGENDA February 11 , 2020 Agenda Item Number : 7 C Item Title : Community Development : Fiscal Year 2020 Budget Amendment for the amount of $ 105 , 539 . 00 for a Comprehensive Associate Coordination Planner Position Meeting Notes : C-/WE I� ITEM SHEET Council Agenda Item - 6.C. Presenter: Caleb Hood Estimated Time for Presentation: 5 minutes Title of Item - Community Development: Fiscal Year 2020 Budget Amendment for the amount of$105,539.00 for a Comprehensive Associate Coordination Planner Position [Action Item] The Community Development Department is seeking to add an FTE to the Planning Division. This position would largely be responsible for coordinating with the School District and ACHD on growth related topics. They would serve as a liaison to other agencies like COMPASS, VRT and I TD as well. Further, they would be charged with assisting in performing tasks consistent with the Comprehensive Plan and Strategic Plan. ATTACHMENTS: Description Type Upload Date New FTE Form - Comprehensive Associate Coordination BudgetAmendment 2/5/2020 Planner Meridian City Council Meeting Agenda February 11,2020— Page 49 of 71 A 0 O O O 3 C 0 0 0 0 0 0 n �, 0 0 0 0 0 0 0 0 0 0 0 0 0 O o 0 O 0 0 0 0 3 O Q !D FA N F-+ N r N Q �h N r F N F, r N N N r r Q ! r r r N r� r� N F 0. 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Presenter: Estimated Time for Presentation: 20 Title of Item - Finance: Procurement Policy and Budget Thresholds Discussion [Action Item] ATTACHMENTS: Description Type Upload Date Procurement Policy Backup Material 2/7/2020 Meridian City Council Meeting Agenda February 11,2020— Page 52 of 71 / / m ƒ ƒ \ ; \ } kon m 3 / \ / § > z 3 = m ( L/ID ( & E \ ( / \ _ ! . i / / \ § / ! / s / 0 2 m m 2 \ \ / 0 2 7 ® © > s , \ \ 2 2 0 § § § § 2 % t 2 2 7 m � 0 0 S * 2 m a) Ni y y $ PQ ~ a) C) \ \ \ pt 2 J r t � ? / 2 wM a \ \ / j 2 8 § § § k 2 J % IQ NJ < $ m Z 2 , R R % ± = m = _ ? § 2 k m ) m m # n m a m m a & o 9 90 3 Procurement Policy - 2019 Draft DRAFT 1. Policy Objective 1. To set forth the City's policy regarding a centralized procurement system for the City,the purpose of which is to establish the rules and processes for procurements within the City, based on State code. a. Commodities and services purchased in the public sector represent a direct cost to the citizens and taxpayer. b. Every purchase that City employees make is subject to public scrutiny. Ethics, Impartiality, Accountability, Professionalism,Service and Transparency are the values and guiding principles of public purchasing. c. The rules, processes and regulations contained in this policy were developed to encourage competitive solicitations, promote transparency,guard against collusion and comply with State Statutes. d. This Procurement Policy outlines the requirements for purchasing all goods and services. e. The policy addresses a variety of topics which include; Categories, Methods,Authority, Ethics, appeals, and payments. 2. Policy Details 1. Purchasing Categories, Methods and Authority a. The City has assigned the following categories, methods and purchasing authority for purchases. i. All employees are to identify which category is right for their respective request or purchase and follow that policy. ii. General liability, automotive, and workman's compensation insurance are required for all contracts,written or verbal,which require services to be performed on City property. 1) In addition, most professional services agreements will require professional errors and omissions insurance. 2) It is each employee's responsibility to verify that such insurance is in place prior to the start of work. Only the City's Risk Manager may waive any insurance requirement. b. PURCHASING CATEGORIES i. CATEGORY ONE: Goods, Supplies& Equipment(I.C. §67-2806) 1) Purchases up to$15,000 require one quote. 2) Purchases$15,001 to$50,000 require three written quotes. 3) Purchases$50,001 to$100,000 require an informal bid process. 4) Purchases$100,001 and above require a formal bid process. ii. CATEGORYTWO: Contracted Services(I.C. §67-2806) 1) Purchases up to$15,000 require one quote. 2) Purchases$15,001 to$50,000 require three written quotes. 3) Purchases$50,001 to$100,000 require an informal bid or RFP process. 4) Purchases$100,001 and above require a formal bid or RFP process. iii. CATEGORYTHREE: Professional Services 1) Sub-category(a) I.C. §67-2320: Engineering,Architect, Construction Management, Land Surveyors a) Purchases up to$25,000 require i) A review of consultant's qualifications, and determination of Qualification, or ii) Selection from a current approved roster. b) Purchases$25,001 and above require i) A formal RFQ process,or ii) Selection from a current approved roster created from a formal RFQ. 2) Sub-Category(b) I.C. §67-2803(4):Attorney,Accountant etc. a) Purchases in this category are exempt from any solicitation requirement. All other policy and procedure requirements still apply. iv. CATEGORY FOUR:Public Works Construction 1) Purchases in this category have special requirements that must be met regardless of which Meridian City Council Meeting Agenda February 11,2020— Page 53 of 71 Purchasing Policy Page 1 department conducts the purchase. a) All public works contractors performing work on projects above$50,000(I.C. § 54-1903)(i) must have a current Idaho Public Works Contractors License in the applicable trade(s). b) It is the responsibility of the employee making the purchase to verify that the contractor meets this requirement. c) Payment and performance bonds are required for all public works construction projects above$50,000. These bonds shall be 100%of the contract price individually. d) Purchases up to$25,000 require one quote. e) Purchases$25,001 to$50,000 require three written quotes. f) Purchases$50,001 to$200,000 require an informal bid process. (I.C. §67-2805)(2a) g) Purchases of$200,001 and above require a formal bid process. h) TAX COMMISSION REQUIREMENTS FOR PUBLIC WORKS CONSTRUCTION i) Within thirty(30)calendar days after City awards a contract to a public works contractor,the Purchasing Department shall notify the state tax commission that the contract has been awarded and shall provide to the state tax commission the name and address of the prime contractor. See I.C. §54-1904A. ii) If material or equipment is purchased or supplied by the City, who is exempt from sales and use taxes,for subsequent use or installation by a public works contractor,then the use by the contractor is subject to use tax. One. For example, if a contractor has a public works contract to build a structure using materials owned and supplied by the City,the contractor is the consumer of the materials and is subject to a use tax on their value. Two. This tax falls directly upon the contractor and not the owner of the property. See Idaho Administrative Rules 35.01.02.12 v. CATEGORY FIVE: Repair of Heavy Equipment 1) Purchases in this category are exempt from solicitation requirement.See I.C. §67-2803(14) c. PURCHASING METHODS i. QUOTE 1) Quotes may be obtained either verbally or written and must contain the following: a) Description of the goods or services requested b) All costs including delivery to the end users location c) Any vendor terms and conditions ii. INVITATION FOR BID(Bid) 1) All Invitation for Bids shall be issued by the Procurement Division and in one of two forms, Informal and Formal. 2) In the event of a tie bid,the City may award to the bidder it chooses. a) Informal bid requirements i) be open for a minimum of three days ii) Must be sent to a minimum of three vendors. iii) Be awarded to the bidder submitting the lowest responsive bid. (goods and services)or iv) Be awarded to the qualified bidder submitting the lowest responsive bid. (construction) b) Formal bid requirements i) Advertised in the local paper two times with the last at least 7 days prior to the opening. ii) Be open for a minimum of 14 days iii) Bids must be submitted sealed. iv) A public bid opening shall take place v) Be awarded to the bidder submitting the lowest responsive bid. (goods and services) vi) Be awarded to the qualified bidder submitting the lowest responsive bid. (construction) Meridian City Council Meeting Agenda February 11,2020— Page 54 of 71 Purchasing Policy Page 2 iii. REQUEST FOR PROPOSAL (RFP) 1) Request for Proposal's may be used for general services i.e.janitorial and landscape services or complex purchases i.e. software, specialized equipment, leases etc. Requests for Proposals shall be issued and managed by the Purchasing Division. Minimum Request for Proposal requirements are as follows: a) Describe what the product or service or solution is to accomplish. b) Provide evaluation criteria of how the solicitation will be awarded. c) City Project Manager shall select the evaluation team. d) Shall be awarded to the highest ranked proposer as ranked by the evaluation team. e) Final terms and conditions of the contract, including cost, may be negotiated. iv. REQUEST FOR QUALIFICATIONS(RFQ) 1) Request for Qualifications must be used for the selection of Engineers,Architects, Construction managers and Land Surveyors(I.C. §67-2320). 2) RFQ's shall be issued and managed by the Purchasing Division. 3) RFQ's, although not required, may also be used for other types of professionals services, i.e. accountant, attorney, auditor etc. Please contact Purchasing for applicability. a) Request for Qualification requirements i) Describe the services required. ii) Provide evaluation criteria of how the solicitation will be awarded. iii) City Project Manager shall select the evaluation team. iv) Cost may NOT be a factor in the evaluation process. v) Shall be awarded to the highest qualified firm/individual as ranked by the evaluation team. vi) Final terms and conditions,scope of work and cost may be negotiated. v. PRE-QUALIFICATION 1) The City may require Public Works Contractors to be pre-qualified for a particular project (I.C. §67-2805)(3)(b). a) Pre-Qualification Requirements i) Advertise the Pre-Qualification in the local paper two times with the last publication at least 7 days prior to the qualification due date. ii) Describe the construction services to be performed. iii) Provide evaluation criteria of how contractors will be evaluated. iv) City Project Manager shall select the evaluation team. v) Only Contractors selected through the Pre-Qualification process will be allowed to bid on the construction project. All other bids received will be deemed non- responsive. vi. LEASES 1) All leases must be processed through the Procurement Division regardless of dollar amount. 2) Capital leases must be appropriated and expensed for the full amount the first year of the lease. vii. COOPERATIVE PURCHASING 1) With the approval of the Procurement Manager, purchases may be completed using cooperative purchasing agreements with the any State Agency or Political Subdivison or government entities or associations thereof. Purchases may also be completed utilizing any purchasing cooperative that offers goods and/or services as a result of competitive solicitation in accordance with I.C. §67-2807, and that have been approved by the Procurement Manager. 2) PUBLIC WORKS CONSTRUCTION PROCUREMENTS ARE EXCLUDED FROM COOPERATIVE PURCHASING. 3) The Department may use the established state,federal, city, or county contracts to make purchases. The Division of Purchasing contract information is located at: a) http://purchasing.idaho.gov/statewide contracts.html 4) In accordance with I.C. §67-2803(1)and §67-2807(1),the City may also piggyback on other Meridian City Council Meeting Agenda February 11,2020— Page 55 of 71 Purchasing Policy Page 3 city or county bids if the pricing is consistent with the original bid and the bid process followed I.C.Title 67. 5) All contract documentation should accompany the purchase request. viii. EMERGENCY PURCHASE 1) Emergency purchases maybe completed without the requirement of a solicitation (I.C. § 67-2808)(1). All other policy and process requirements still apply. a) Emergency Purchase Requirements i) The emergency purchase is necessary to safeguard life, health or property. ii) The City Council must declare that an emergency exists within 60 days of the emergency event. ix. SOLE SOURCE PURCHASES 1) Sole Source purchases are exempt from solicitation requirements and are broken into two categories a) Sole Source Purchases up to $50,000. i) Procurement Manager approval is required. ii) Only one source is reasonably available. iii) Sole source purchases must meet one of the requirements listed in Category b below: b) Sole Source Purchases above$50,000(I.C. §67-2808)(2). i) Only one source is reasonably available. ii) Procurement Manager&City Council approval is required prior to purchase. iii) Sole Source must be advertised in the local paper fourteen (14) calendar days PRIOR to making purchase. iv) Category b sole source purchases must meet one of the following requirements: One. Compatibility of equipment,components,accessories,computer software, replacement parts or service is the paramount consideration; Two. Where a sole supplier's item is needed for trial use or testing; Three. The purchase of mass-produced movies,videos, books or other copyrighted materials; Four. The purchase of public works construction,services or personal property for which it is determined there is no functional equivalent; Five. The purchase of products, merchandise or trademarked goods for resale at a political subdivision facility; Six. Where competitive solicitation is impractical, disadvantageous or unreasonable under the circumstances. x. PURCHASING AUTHORITY 1) By adoption of this Policy,the City Council has set the following signatory thresholds for purchases through the Procurement Division. 2) Through adoption of this Policy the Mayor has delegated signing authority to the Procurement Manager for purchases made per this policy: a) PURCHASES UP TO $10,000 i) Purchase Orders and Contracts in this range may be signed by any Department Director or Authorized City Personnel. ii) All City Departments Directors are required to insure all employees have read the Purchasing Policy prior to delegating signing authority for purchases in this range. iii) The employee is responsible for verifying that there are funds available for the purchase and for obtaining all required documentation, i.e. insurance, licenses etc.,for the applicable purchasing category. iv) The employee is responsible for obtaining the City Attorney's approval of any contract the employee is signing. b) PURCHASES ABOVE$10,000 i) Purchase Orders and contracts in this range must be signed by either the Procurement Manager,the Mayor or their respective designees, prior to the Meridian City Council Meeting Agenda February 11,2020— Page 56 of 71 Purchasing Policy Page 4 purchase. ii) The Chief Financial Officer/City Treasurer will stand as the signatory in the absence of the Purchasing Manager. c) PURCHASE ORDERS AND CONTRACTS ABOVE $200,000 i) All purchase orders and contracts in this range require legal review and City Council approval. d) CHANGE ORDERS i) Employees may create change orders. ii) All change orders must utilize the standard City form and be approved by the Procurement Manager. iii) The Procurement Manager shall determine if specific change orders require Council approval. iv) Employees are to contact the Procurement Manager prior to drafting& issuing a change order. e) CREDIT CARD USAGE i) This policy states the minimum guidelines required by the City Credit Card Policy,City Policy 6.2.5, and by law. ii) Individual departments may establish more restrictive guidelines for usage. iii) Credit card purchases must comply with the Procurement Policy requirements stated above. xi. PURCHASING ETHICS AND VENDOR RELATIONSHIPS 1) Every City employee has a personal responsibility to conduct government business in an ethical manner and assure the integrity of the City purchasing and purchasing processes. 2) All City employees and elected officials are responsible for adherence to City and State purchasing rules, and regulations. a) CODE OF ETHICS i) All City employees responsible for procuring goods or services shall: One. Follow the rules and regulations of the City Standards of Conduct Policy 7.5 and the laws of the State of Idaho. Two. Avoid activities that would compromise or give the perception of compromising the integrity of the procurement process and the best interests of the City. (ref. City Conflict of Interest Policy 6.18). Three. Reduce the potential for any charges of preferential treatment by actively promoting the concept of competition. Four. Act as good custodians of public money by obtaining maximum benefit for funds spent. Five. All employees are required to comply with the City's Policy 6.11 in regards to gifts and gratuities. First. In addition to City Policy 6.11 employees in a position to make or recommend an award of a City purchase shall not solicit or accept gifts, money, prejudicial discounts or entertainment material which might influence or appear to influence purchasing decisions. b) VENDOR RELATIONSHIPS i) Developing and maintaining good relationships with our suppliers is important. City personnel should work through the Procurement Division for vendor communication. ii) Maintain and practice,to the highest degree possible, business ethics, professional courtesy,and competence in all transactions. iii) Adhere to and protect the supplier's business and legal rights to confidentiality for trade secrets, and other proprietary information. c) LOYALTY AWARDS(GIFT CARDS)AND GIFTS i) Employees are prohibited from personally accepting loyalty/gift cards and/or gifts from vendors for making purchases on behalf of or in any capacity for the City. Meridian City Council Meeting Agenda February 11,2020— Page 57 of 71 Purchasing Policy Page 5 ii) The City, and not the employee,is being rewarded for its faithful business. T iii) Therefore,employees are to ask for discounts on the purchase being made in lieu of gift cards. d) PROHIBITIONS i) The City has adopted the following state statutes in regard to purchasing prohibitions: One. I.C. §67-5726—Conflict of interest regarding the holding of contracts or selling to the City property or supplies by City employees unless award is made after competitive bids per City Policy 6.18. Two. I.C. §67-5726—Prohibition regarding the influencing or conspiring to influence public purchasing decisions and contract awards. Attempts at influence may include kickbacks and bribes, peddling or payment of a fee, back door selling, hard-sell tactics,fraternization, or offering gifts to avoid following published procedures or gain advantages. Three. I.C. §67-5726—Circumventing Purchasing Authorization—Prohibits efforts by employees to obtain products or services by avoiding the competitive process by splitting purchases or creating false emergency situations. Four. I.C. §67-5726—No vendor or related party, or subsidiary, or affiliate of a vendor may submit a bid to obtain a contract to provide property to the City, if the vendor or related party, or affiliate or subsidiary was paid for services utilized in preparing the bid specifications or if the services influenced the procurement process. xii. APPEALS 1) The City strives for a fair, legal and transparent solicitation process. 2) Any bidder, proposer or vendor who believes they were aggrieved in connection with a solicitation or award may appeal to the Procurement Manager. 3) The solicitation appeals are as follows: a) Specification Appeal i) Informal Solicitation—A bidder/proposer must submit an appeal to the Procurement Manager at least one (1) day prior to the due date and time of the solicitation. ii) Formal Solicitation—A bidder/proposer must submit an appeal to the Procurement Manager no later than three (3) days prior to the due date and time of the solicitation. b) Appeal of Award i) Formal Solicitation—A bidder/proposer must submit an appeal to the Procurement Manager within seven (7) calendar days of the transmittal of the Notice of Intent to Award, stating the express reason(s)the aggrieved bidder feels that the award decision is in error. xiii. PAYMENT PROCESSING 1) See Accounts Payable Policy 2. Idaho Statutes Regarding Purchasing, Contracting and Purchasing a. Public Works Contractor Licensure Requirements i. I.C. §54-1903 (i) b. Exemptions to Public Works Contractor Licensure i. I.C. §54-1903 (i) &(k) c. Filing of Notices and Income Tax Returns-- Payment of Income Taxes by Contractors i. I.C. §54-1904A d. Public Works Construction Bidding i. I.C. §67-2803 (2) & (3) e. Public Purchasing of Goods and Services Bidding i. I.C. §67-2803 (2) ii. I.C. §67-2805 (2) & (3) f. Purchasing By Political Subdivisions Meridian City Council Meeting Agenda February 11,2020— Page 58 of 71 Purchasing Policy Page 6 i. I.C.Title 67,Chapter 28 g. Exemptions to Public Purchasing of Goods and Services Bidding i. I.C. §67-2803 (1)through (7) ii. I.C. §67-2806 iii. I.C. §67-2808(1) h. Joint Purchasing Program i. I.C. §67-2807(1) i. Penalties—Political Subdivisions/Public Officials i. I.C. §54-1914(2) ii. I.C. §54-1920(2) iii. I.C. §59-1026 j. Penalties—Contractors i. I.C. §54-1914(1) ii. I.C. §54-1920(1) & (3) k. Prohibitions i. I.C. §67-5726 I. Professional Service Contracts with Design Professionals,Construction Managers and Professional Land Surveyors i. I.C. §67-2320 m. Disposal of Surplus i. I.C.Title 50,Chapter 14 n. Abandoned or Unclaimed Property in Possession of Sheriff or City Police Department--Sale at Public Auction. i. I.C. §55-403 o. Written Plans and Specifications for Work To Be Mande by Officials—Availability i. I.C. §67-2309 p. Leases i. I.C. §50-1409 q. Public Works Contractors i. I.C.Title 54,Chapter 19 r. IDAHO ADMINISTRATION RULES i. Idaho Sales and Use Tax Administrative Rules—Contractors 1) 35.01.02.12 s. STATE OF IDAHO BOARD OF EXAMINERS i. State Personal Surplus Property Policy and Procedures 1) Policy No.442-40 3. Policy Roles and Responsibilities 1. City Purchasing Manager is responsible for establishing all procurement policies 2. City department directors are responsible for establishing all procurement procedures for their departments 3. Procurement Manager is responsible for approving the City Purchasing Policy 4. City Purchasing Manager is responsible for updating the purchasing policy annually 4. General Purpose Statement The City of Meridian (City) has an important responsibility to its citizens to carefully account for public funds, manage municipal finances wisely and transparently, manage growth, plan for adequate funding necessary for future maintenance, and development within the City. The financial management policies of the City are designed to establish guidelines for the fiscal stability of the City.The scope of the financial management policies of the City generally spans, among other issues, accounting, auditing, financial reporting, internal controls, operating and capital budgeting, revenue management, cash and investment management,expenditure control, asset management, procurement, debt management, and planning concepts, in order to: a. demonstrate to the citizens of Meridian,the investment community,and community partners that the Meridian City Council Meeting Agenda February 11,2020— Page 59 of 71 Purchasing Policy Page 7 City is committed to a strong fiscal operation; b. provide precedents for future policy-makers and financial managers on common financial goals and strategies; c. present fairly,transparently,and with full disclosure the financial position and results of the financial operations of the City in conformity to Generally Accepted Accounting Principles (GAAP); and d. determine and demonstrate compliance with finance-related legal and contractual issues in accordance with provisions of the State of Idaho Government Code and other pertinent legal documents and mandates. 5. Policy Approval Approval Date- Resolution Number- Governance Body : Finance Department- Procurement Manager Related Procedures • Road Trust requests from ACHD Meridian City Council Meeting Agenda February 11,2020— Page 60 of 71 Purchasing Policy Page 8 E IDIAN --- IDAHO CITY COUNCIL WORK SESSION AGENDA February 11 , 2020 Agenda Item Number : 7 E Item Title : Public Works : Fiscal Year 2020 Budget Amendment in the amount of $ 58 , 008 for Water Operator I ( Utility Locates ) Meeting Notes : C-/WE I� ITEM SHEET Council Agenda Item - 6.E. Presenter: Laurelei McVey Estimated Time for Presentation: 10 mins. Title of Item - Public Works: Fiscal Year 2020 Budget Amendment in the amount of$58,008 for Water Operator I (Utility Locates) [Action Item] This amendment will fund one Water Operator I FTE and the required training, tools and equipment needed to locate all PW Utility Lines including lines related to City-owned streetlights. ATTACHMENTS: Description Type Upload Date BudgetAmendment BudgetAmendment 1/29/2020 Meridian City Council Meeting Agenda February 11,2020— Page 61 of 71 i I Mayor Robert Simison E I DIAN*-- City Council Me � lee Berton Berton D A H O Lube Cavener Public Liz 5 Beret Liz trader Works Department Jessica erreau lt Brad Hoaglun TO: Mayor Robert Simison Members of the City Council FROM: Laurelei McVey Deputy Director Utility Operations I DATE: 1/8/20 i { SUBJECT: BUDGET AMENDMENT FOR FY 2020 IN THE AMOUNT OF$58,008 i FOR WATER OPERATOR I (UTILITY LOCATES) G REQUESTED COUNCIL DATE: 2/11/20 C I. RECOMMENDED ACTION A. Move to: 1. Approve the Water Operator I Budget Amendment for$58,008. 2. Authorize the Mayor to sign the amendment. II. DEPARTMENT CONTACT PERSONS Laurelei McVey, Deputy Director Utility Operations 208-985-1259 Dale Bolthouse, Director of Public Works 208-985-1257 Dennis Teller, Water Superintendent 208-985-1200 III. DESCRIPTION A. Background Underground utility locating is a requirement of Idaho State law and a critical function that protects life/health safety as well as prolonging the useful life of the City's underground assets. Residents and contractors are required to call Digline (811), anytime they dig underground to request utility locating services. Digline then dispatches the respective utility owners (water/sewer, gas, electrical, cable, etc.)to locate and mark their utilities. f �� Meridian City Council 6eaging 7ggenda February 11,2020— Page 62 of 71 In 2018, the City became aware that it would be required to locate underground electrical utility lines related to City-owned streetlights. This locating effort is in addition to the City's historic responsibility to locate water and sewer lines. The City is currently responsible for locating the 7,819 City-owned streetlight underground power runs, 1,107 miles of water and sewer mains, and over 77,000 water and sewer service lateral lines. The City receives an average of 768 locate calls per month. Due to limited staffing resources and abilities in locating underground electrical lines, streetlight locating was initially contracted out with a cost of approximately $100,000/year. Understanding that this cost would increase as the number of City-owned streetlights grew, the Public Works Department conducted an analysis to determine the best long-term solution for the City — either continuing with the contracted service or bringing the work in-house by hiring a full-time employee. The evaluation showed a payback of<1 year if the City were to bring this work in-house through the hiring of an additional utility locate employee. This amendment will fund one FTE (Water Operator 1) and the required training, tools and equipment needed to locate electrical lines as well as additional required streetlight locating tools for the two existing locate positions. The three locate FTE's would then all be able to perform any of the City's locating requirements. B. Reason for Amendment This will save City budget within the first year. The sooner the City brings this service in-house,the sooner the City will begin realizing cost savings. IV. IMPACTS/ADUSTMENTS Fiscal Impacts The total amendment reflects 7 months of the fiscal year of salary and benefits for the new Water Operator I plus one-time and on-going expenses totaling$58,008. FY20 7-Month Impact—March thru September Water Operator 1 $44,695 One Time & On-Going Costs $13,313 FY20 Total Water Operator I — $58,008 (Suggested Future State) 7 Month Estimated Cost of $58,205 Contractor/Digline Tickets— (Current State) FY20—7 month savings $197 Page 2 of 3 Meridian City Council Meeting Agenda February 11,2020— Page 63 of 71 SAVINGS ANALYSIS Annual Expense Cost Savings Annual Total Locate Operations Annual FTE Annual Digline Contract Annual Net Expense Expense Expense (Savings) (Savings) Total Savings Benefit Yr.0 $10,020 Yr. 1 $3,985 $66,061.00 $70,046 $16,317.72 $83,461.88 $99,779.60 $29,734 Yr. 2 $3,985 $68,042.83 $72,028 $17,430.59 $89,153.98 $106,584.57 $34,557 Yr. 3 $3,985 $70,084.11 $74,069 $18,558,35 $94,922.24 $113,480.59 $39,411 Yr.4 $3,985 $72,186.64 $76,172 $19,658.86 $100,551.13 $120,209.99 $44,038 Yr.5 $3,985 $74,352.24 $78,337 $20,647.70 $105,608.85 $126,256.55 $47,919 Yr. 6 $3,985 $76,582.80 $80,568 $21,684.21 $110,910.42 $132,594.63 $52,027 Yr. 7 $3,985 $78,880.29 $82,865 $22,722.89 $116,223.03 $138,945.91 $56,081 Yr. 8 $3,985 $81,246.70 $85,232 $23,802.22 $121,743.62 $145,545.85 $60,314 Yr. 9 $3,985 1 $83,684.101 $87,669 $24,925.691 $127,489.921 $152,415.61 $64,747 Yr. 10 $3,985 1 $86,194.62 1 $90,180 $26,094.701 $133,469.201 $159,563.90 $69,384 As shown in the above chart,the ROI for this FTE is realized in year 1. This amendment impact 1 pa t will be offset this fiscal year by the contracted services funds that will not be used. Cost savings will also be realized as Digline will only charge the City for one ticket per location versus two. Currently Digline charges the City for two locates each time a call comes in - one for water/sewer infrastructure and the other for streetlight power runs. � � z 3 a Approved for Council Agenda: / Date Meridian City Council fV�{�etingfAgenda February 11,2020- Page 64 of 71 c> Cl) CL o 3 0 0 0 fD 0 0 0 0 0 0 C � 0 0 � 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Q N K �(D III Up _ aim O ►� cn ° .a UQ v d rt Cr7 n W w w w p w w w w w w p F-+ w w i-. w w w w w w w w w w w p w w w w w w w w p 0 N C A A A w '� A A A A A A `C W A A W A A A A A -Pb A A A A A 'C! 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He�pamil;iL. .. niihility 491 Miles of Sewer Mains 616 Miles of Water Mains GAS-OIL-STEAM 6 Miles of Reclaimed Water Mains 77,000 Service Laterals ZIP SEWER TEMPORARYSURYE'f'I IRK�IGS °A- �800 Locate Calls/Month PROPOSED EXCAVATIONI Currently have 2 Utility Locate FTEs (Water Operator 1/II) Streetlight Locating Contracted Service Costs 7,819 Streetlights Currently Contracted Services Budget FY20 • Digline Tickets — $16,300 Estimated 30,000+ at Buildout • Locate Services ~ $83,500 • Total = —$99,800 per year In - House Locating - Payback Analysis SAVINGS ANALYSIS Annual Expense Cost Savings Initial Costs: Annual Total Locate • Equipment/Tools Operations Annual FTE Annual Digli ne Contract Annual Net • Training Expense Expense Expense (Savings) (Savings) Total Savings Benefit Yr. 0 $10,M Yr. 1 $3,985 $66,061.00 $70,046 $16,317.72 $83,461_88 $99,779.60 29,734 Ongoing Costs: Yr. 2 $3,985 $68,042.83 $72,028 $17,430.59 $89,153.98 $106,584-57 $34,557 • FTE Yr. 3 $3,985 $70,084.11 $74,D59 1 $18,558.35 $94,922.Z4 $113,480-59 $39,411 Yr.4 $3,985 $72,186.64 $76,172 $19,658.86 $100,551.13 12V09.99 $44,039 Yr. 5 $3,985 $74,352.24 $78,3371 $20,647.70 $105,608.85 126,256.55 $47,919 Yr. 6 $3,985 $76,582.90 $80,568 1 $21,684.21 $110,910.42 132,594.63 $57,027 Yr. 7 $3,985 $78,580.29 $82,865 $22,722789 116,223.03 138,945.91 $56,081 Yr. B $3,985 $81,245.70 $85,232 $23,802.22 $121,743.62 $145,54S.85 $60,314 Yr. 9 $3,985 1 $83,684.10 $87,669 $24,925.69 $127,489.92 $152,41S.61 $64,747 Yr. 10 $3,999 1 $86,194.62 1 $90,1$0 _$R,094.701 $133,469.20 $159,563,90 69,384 Locating Contracted Annual - In-House FTE Locating Savings Costs Costs m Recommendation - In - House Streetlight Locating • It is cost effective to bring streetlight locating in house, with a payback of <1 year • Improves Efficiency • Eliminates duplicate Digline tickets r _ Of -- • Saves engineering staff time • Supports the growing utility locating needs i • Budget neutral amendment for FY20 fE IDIAN*=m� IDAHO CITY COUNCIL WORK SESSION AGENDA February 11 , 2020 Agenda Item Number : 8 Item Title : Executive Session per Idaho State Code 74 - 206 ( 1 ) ( c ) To acquire an interest in real property not owned by a public agency Meeting Notes : \V" , G7 ' , S; �-