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2020-10-20 RegularL E IDIAN= - City Council Regular Meeting City Council Chambers, 33 East Broadway Avenue Meridian, Idaho Tuesday, October 20, 2020 at 6:00 PM Minutes VIRTUAL MEETING INSTRUCTIONS Limited seating is available at City Hall. Consider joining the meeting virtually: https://us02web.zoom.us/j/85669707766 Or join by phone: 1-669-900-6833 Webinar ID: 856 6970 7766 ROLL CALL ATTENDANCE PRESENT Mayor Robert E. Simison Councilman Joe Borton Councilman Brad Hoaglun Councilman Treg Bernt Councilwoman Jessica Perreault Councilwoman Liz Strader ABSENT Councilman Luke Cavener PLEDGE OF ALLEGIANCE COMMUNITY INVOCATION ADOPTION OF AGENDA Motion to adopt the agenda as amended made by Councilman Bernt, Seconded by Councilman Hoaglun. Voting Yea: Councilman Borton, Councilman Hoaglun, Councilman Bernt, Councilwoman Perreault, Councilwoman Strader CONSENT AGENDA [Action Item] Motion to approve the amended consent agenda (Item 6 amended) made by Councilman Bernt, Seconded by Councilman Hoaglun. Voting Yea: Councilman Borton, Councilman Hoaglun, Councilman Bernt, Councilwoman Perreault, Councilwoman Strader Compass East Parcel Water Main Easement No. 1 Compass East Parcel Water Main Easement No. 2 Acceptance Agreement for the Display of Artwork in Initial Point Gallery for November 2020 Between City of Meridian and Melissa Reche' 4. Third Addendum to City Utilities Reimbursement Agreement by and Among the City of Meridian, the Ada County Highway District, and Costco Wholesale Corporation 5. Services Contract Agreement Between the City of Meridian and American Cleaning Services for Janitorial Services for Fiscal Year 2021 Through Fiscal Year 2025 6. Resolution No. 20 2232 Amended Resolution to No. 20-2237: A Resolution of the Mayor and City Council of the City of Meridian to Amend the City of Meridian Standard Operating Policy and Procedure Manual by Amending Policy and Procedure 4.2 - Vacation Leave Benefits; Policy and Procedure 4.5 - Bereavement Leave; Policy and Procedure 4.11 - Paid Parental Leave (PPL); Policy and Procedure 5.4 - Education Reimbursement; and Policy and Procedure 5.5 - Director Benefit Program; and by Creating a New Policy and Procedure 5.6 - Retirement Match Program 7. Resolution No. 20-2235: A Resolution to Amend the City of Meridian's Citywide Records Retention Schedule; and Providing an Effective Date 8. AP Invoices for Payment - 10-14-21 - Special - $844,940.28 9. Invoices for Payment - 10-21-20 - $2,492,606.78 ITEMS MOVED FROM THE CONSENT AGENDA [Action Item] PUBLIC FORUM - Future Meeting Topics The public are invited to sign up in advance of the meeting at meridiancity.oWl forum to address elected officials regarding topics of general interest or concern of public matters. Comments specific to active land use/development applications are not permitted during this time. By law, no decisions can be made on topics presented at Public Forum. However, City Council may request the topic be added to a future meeting agenda for further discussion or action. The Mayor may also direct staff to provide followup assistance regarding the matter. ACTION ITEMS Public Hearing process: Land use development applications begin with presentation of the project and analysis of the application by Planning Staff. The applicant is then allowed up to 15 minutes to present their project. Members of the public are then allowed up to 3 minutes each to address City Council regarding the application. Citizens acting as a representative of a Homeowner's Association may be allowed up to 10 minutes to speak on behalf of represented homeowners who have consented to yielding their time. After all public testimony, the applicant is allowed up to 10 minutes to respond to questions and comments. City Council members may ask questions throughout the public hearing process. The public hearing is then closed, and no further public comment is heard. City Council may move to continue the application to a future meeting or approve or deny the application. The Mayor is not a member of the City Council and pursuant to Idaho Code does not vote on public hearing items unless to break a tie vote. 10. Public Hearing Continued from September 15, 2020 for Jocelyn Park Subdivision (H-2020-0067) by Bonnie Layton, Located on the South Side of W. Victory Rd., Approximately 1/4 Mile West of S. Meridian Rd. A. Request: A Preliminary Plat consisting of 67 single-family residential lots and 7 common lots in an existing R-8 zoning district. Motion to approve made by Councilwoman Strader, Seconded by Councilman Borton. Voting Yea: Councilman Borton, Councilman Hoaglun, Councilman Bernt, Councilwoman Perreault, Councilwoman Strader 11. Public Hearing for Gemstone Center No. 3 (H-2020-0094) by Tamara Thompson of The Land Group, Inc., Located at 965, 1021, 1075 and 1135 N. Hickory Ave. A. Request: Easement Vacation to vacate utility easements established along interior lot lines of Lots 1-4, Block 4 of the Gemstone Center No. 3 subdivision to complete property boundary adjustment that merges all four lots into one lot. Motion to approve made by Councilman Hoaglun, Seconded by Councilman Bernt. Voting Yea: Councilman Borton, Councilman Hoaglun, Councilman Bernt, Councilwoman Perreault, Councilwoman Strader FUTURE MEETING TOPICS EXECUTIVE SESSION 12. Per Idaho Code 74-206A(1)(a) To deliberate on a labor contract offer or to formulate a counteroffer. Amended to add Per Idaho Code 74-206(1)F: To communicate with legal counsel for the public agency to discuss the legal ramifications of and legal options for pending litigation, or controversies not yet being litigated but imminently likely to be litigated. Motion to enter amended Executive Session made by Councilman Bernt, Seconded by Councilman Hoaglun. Voting Yea: Councilman Borton, Councilman Hoaglun, Councilman Bernt, Councilwoman Perreault, Councilwoman Strader In to Executive Session: 7:09 pm Out of Executive Session: 8:02 pm ADJOURNMENT 8:02 pm Item#2. Meridian City Council October 20, 2020. A Meeting of the Meridian City Council was called to order at 6:01 p.m., Tuesday, October 20, 2020, by Mayor Robert Simison. Members Present: Robert Simison, Joe Borton, Treg Bernt, Jessica Perreault, Brad Hoaglun and Liz Strader. Members Absent: Luke Cavener. Also present: Chris Johnson, Bill Nary, Joe Dodson, Alan Tiefenbach, Brian Caldwell, Joe Bongiorno and Dean Willis. ROLL-CALL ATTENDANCE Liz Strader _X_ Joe Borton _X_ Brad Hoaglun _X_Treg Bernt _X_ Jessica Perreault Luke Cavener _X_ Mayor Robert E. Simison Simison: Council, I will call this meeting to order. For the record it is Tuesday, October 20th at 6:01 p.m. and we begin tonight's meeting with roll call attendance. PLEDGE OF ALLEGIANCE Simison: If you would all like to, please, stand and join us in the Pledge of Allegiance. (Pledge of Allegiance recited.) COMMUNITY INVOCATION Simison: Next on the agenda we will be -- have the community invocation, which will be performed by Justin Jordan of Real Life Ministries. Thank you for being here and for those of you who would like to, if you would like to just take this as a moment of silence, as compared to participating in the community invocation, you are more than welcome to do so. Justin. Jordan: Thank you, Mayor. Why don't spend some time praying. Lord, just come before you this evening recognizing, God, that we are blessed to live in the community that we live in and, Lord, as these Council Members join together to make decisions for our city we are reminded of Romans 13 that says that they have been put in the leadership position by you. We pray, God, that they would lead with integrity, lead with leadership and vision in the decisions that they make for the betterment of our community would -- it would actually allow our community to thrive, Lord. We thank you for their service. We thank you for their sacrifice and their willingness to make our community great. Lord, we pray for our community as we continue to grow and continue to see people come. May Page 5 Meridian City Council Item#2. October 20,2020 Page 2 of 26 we continue to be a light to the rest of our state and our nation, Lord. Thank you for these leaders and I pray for their life and blessing in the midst of the meeting tonight. We pray this in your son's name, amen. Simison: Thank you. Jordan: Thank you. Have a great night. ADOPTION OF AGENDA Simison: Next item is adoption of the agenda. Bernt: Mr. Mayor? Simison: Oh. And for the -- for the record, Council Woman Strader has joined us. Councilman Bernt. Bernt: Mr. Mayor, there are some changes to the agenda this evening. Item No. 6 will have an updated number changing from Resolution No. 20-2233 to -- I guess that's Consent, actually. So, we will just talk about that at Consent. But there is another change in Executive Session, which is No. 12. We are going to add 74-206(1)(f) to this evening's Executive Session. Hoaglun: Mr. Mayor? Simison: Councilman Hoaglun. Hoaglun: I would second the adoption of the agenda as amended. Simison: We have a motion and a second to adopt the agenda as amended. 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: FIVE AYES. ONE ABSENT. CONSENT AGENDA [Action Item] 1. Compass East Parcel Water Main Easement No. 1 2. Compass East Parcel Water Main Easement No. 2 3. Acceptance Agreement for the Display of Artwork in Initial Point Gallery for November 2020 Between City of Meridian and Melissa Reche' Page 6 Meridian City Council Item#2. October 20,2020 Page 3 of 26 4. Third Addendum to City Utilities Reimbursement Agreement by and Among the City of Meridian, the Ada County Highway District, and Costco Wholesale Corporation 5. Services Contract Agreement Between the City of Meridian and American Cleaning Services for Janitorial Services for Fiscal Year 2021 Through Fiscal Year 2025 6. Resolution No. 20-2233 Amended Resolution to No. 20-2237: A Resolution of the Mayor and City Council of the City of Meridian to Amend the City of Meridian Standard Operating Policy and Procedure Manual by Amending Policy and Procedure 4.2 — Vacation Leave Benefits; Policy and Procedure 4.5 — Bereavement Leave; Policy and Procedure 4.11 — Paid Parental Leave (PPL); Policy and Procedure 5.4 — Education Reimbursement; and Policy and Procedure 5.5 — Director Benefit Program; and by Creating a New Policy and Procedure 5.6 — Retirement Match Program 7. Resolution No. 20-2235: A Resolution to Amend the City of Meridian's Citywide Records Retention Schedule; and Providing an Effective Date 8. AP Invoices for Payment - 10-14-21 - Special - $844,940.28 9. Invoices for Payment - 10-21-20 - $2,492,606.78 Simison: Next item is the Consent Agenda. Bernt: Mr. Mayor? Simison: Councilman Bernt. Bernt: Like I just said, Consent Agenda, Item No. 6 will have an updated number changing from 20-2233 to Resolution No. 20-2237. With that I move that we approve the Consent Agenda as -- as amended. For the Mayor to sign and for the Clerk to attest. Hoaglun: Mr. Mayor? Simison: Councilman Hoaglun. Hoaglun: Second the motion. Simison: I have a motion and a second to approve the Consent Agenda as amended. Is there any discussion on the motion? If not, all those in favor signify by saying aye. Opposed nay. The ayes have it and the Consent Agenda is agreed to. Page 7 Meridian City Council Item#2. October 20,2020 Page 4 of 26 MOTION CARRIED: FIVE AYES. ONE ABSENT. ITEMS MOVED FROM THE CONSENT AGENDA [Action Item] Simison: There were no items moved from the Consent Agenda. PUBLIC FORUM — Future Meeting Topics Simison: Mr. Clerk, did anybody sign up under public forum? Johnson: Mr. Mayor, there were none. ACTION ITEMS 10. Public Hearing Continued from September 15, 2020 for Jocelyn Park Subdivision (H-2020-0067) by Bonnie Layton, Located on the South Side of W. Victory Rd., Approximately '/4 Mile West of S. Meridian Rd. A. Request: A Preliminary Plat consisting of 67 single-family residential lots and 7 common lots in an existing R-8 zoning district. Simison: Okay. Then with that we will move into Action Items. First Action Item is a public hearing, which was continued from September 15th, 2020, for Jocelyn Park Subdivision, H-2020-0067. I will continue this public hearing with staff comments. Dodson: Thank you, Mr. Mayor. Good evening, Members of the Council. Again, this was continued from about a month ago. I was going to do a brief overview of the project again for our benefit and for the record and, then, I will hand it over to the applicant to get into a little bit more of the details that have come about since September 15th. And let me share my screen. The application before you consists of 12.67 acres of land zoned R-8 and is located at the south side of West Victory Road approximately a quarter mile west of South Meridian. The subject property was annexed in 2013 as part of the larger area known as Victory South. There is an existing development agreement associated with this annexation and property and a preliminary plat that was approved for this property in 2018 of the same plat. That plat is set to expire in December of this year. The proposed development has a gross density of 5.1 dwelling units per acre, meeting the density requirements for the future land use designation of medium density residential. Access for this development is proposed to be extension -- via extension of stub streets from adjacent subdivisions in the south and the northwest. The applicant is proposing to stub a street to the property located to the northeast of the site for future connectivity and it will have a temporary cul-de-sac on it as well as seen here. The applicant is proposing the new local streets as 33 foot street sections within 47 feet of right of way, which allows on- street parking where there are no driveways. A minimum of ten percent qualified open space is required. According to the open space exhibit, the applicant is proposing a total of 3.65 acres of open space. After removing the end cap lot in the south, which is this Page 8 Meridian City Council Item#2. October 20,2020 Page 5 of 26 one, and the open space lot here due to UDC requirements regarding the pond, the amount of qualified open space left is 2.46 acres, which is vastly more than the requirement of 1.3. The issue that was before City Council about a month ago was regarding the canal and the required sidewalk along the frontage. The location in relation to Victory Road brings up many concerns here. Code dictates that sidewalks are required when the property has frontage on public roads like that of Victory Road. ACHD has conditioned the applicant to construct a detached sidewalk at least 31 feet from centerline. This requirement would place the sidewalk within the irrigation district easement and into the toe of the slope if it was placed adjacent to Victory Road. The applicant filed an appeal with ACHD regarding this and that appeal was denied and ACHD is still requiring them to have a sidewalk. Since the last meeting I have received this revised plat and it shows a proposed alternative that staff finds meets the intent of the sidewalk requirements. It would be basically creating a sidewalk on the north part of this open space and connect back down to the new local street, use the sidewalks on that local street, go over one building a lot and, then, come out to Victory Road through the common lot in the adjacent subdivision. The applicant representative for Timberline to the west of Jocelyn Park has agreed to this as well and ACHD has also given their support of this. Other than that, I would like to hand it off to the applicant at this point and they can -- or I will stand for questions as well. Thank you. Simison: Thank you, Joe. Council, any questions for staff at this point? Okay. Hearing none -- is the applicant's representative here with us? If you would come forward and state your name and address for the record, please. Layton: Good evening, Mayor and Council. Bonnie Layton. I'm with WH Pacific. 690 South Industry Way, Suite 10, in Meridian, Idaho. 83642. And appreciate your time this evening to review this issue for our client. As you can see as -- as Joseph had said, we did approach ACHD to request a waiver, which they denied -- Simison: Can you speak a little closer -- pull up the mic so it's closer. Layton: Sorry. Is that better? Okay. We had approached ACHD to request a waiver from the staff decision to place it in the location that was of concern for us. Instruction from the district was that we were to work with staff to come up with a couple of alternatives that would be -- that would still meet the standards of ACHD that we could bring back to you folks, along with the one that you see on the screen here that Joseph identified, the other alternative would be to use the sidewalk that's at the entrance and, Joseph, do you have the picture of the -- the plan with the entrance to Timberline? Do you happen to have that on your screen? I have got some hard copies that I could maybe hand out. I think that Matt had sent that. Okay. So, the other option would be to just use -- how do you want me to do this? Johnson: We can bring it up on the screen over here. The first time we have used this feature in a while. I will go make copies. Layton: Oh, I do have some here. Page 9 Meridian City Council Item#2. October 20,2020 Page 6 of 26 Simison: Mr. Clerk, we do have Council Members who can't see copies from here. Layton: Can everybody -- are we ready to proceed? Can everybody kind of see -- what I wanted to show in this and just illustrate the image that Joseph has up on the screen, if you head farther to the west that's where you see the entrance into Timberline Subdivision, which in conversations with ACHD they are amenable to using the sidewalk at that entrance and, then, coming down, connecting -- connecting along the street on the north side, as opposed to going through the common lot. So, they are amenable to that as well. And, then, of course, what the plan would be is to pick up the sidewalk at our park in the common lot and head it north and, then, keep continuing to the east. In that second option we are using their infrastructure. It's a little bit cleaner of a scenario for them. But we have worked diligently with staff, both here at the city-- we appreciate their time and their help, as well as with ACHD to try to resolve this issue. So, with that I -- we ask for your approval tonight and I can stand for any questions that you may have. I believe this was the only outstanding item before you. Simison: Thank you. Council, any questions? And for those that are remote do you feel like you have seen what has been proposed? Perreault: Mr. Mayor? Strader: Mr. Mayor? Simison: Council Woman Strader. Strader: I'm not sure that the visual was quite what --what I need, but I think I understood verbally. It might be good if the applicant could -- or you guys could just describe that. I guess my -- well, my general question, though, is just what are we doing to the east and how are we getting people safely across the street. It kind of feels a little bit like a road to nowhere. I don't think the, you know, plot next door has a plan yet, so is there a plan for maybe a pedestrian bridge to go across this canal or a plan to the east or just give us a flavor for the bigger picture of how people will safely get around from a pedestrian perspective. Layton: Mr. Mayor, Council Woman Strader, it was our understanding at least when we first came in that there was an application that's now been pulled that was to the east and that was one of our concerns to begin with just the access. There is actually no room as you head east adjacent to Victory Road and the canal, there is no room for a sidewalk. So, originally it was always planned that whatever pedestrian access there would be in the future it would develop on the south side of the canal on those eastern parcels. The parcel right next to us is an outparcel and wasn't part of that proposed development that had been withdrawn, but as we were instructed to try to put in whatever connection that we could do for future developments, so we did as we were instructed. For the time being, of course, though, people moving through the site would either go to the south and around or maybe there is a little sign that's -- I don't know, not a through pedestrian access. I'm not sure. But we are doing what's typically seen, I guess, and required of developers to Page 10 Meridian City Council Item#2. October 20,2020 Page 7 of 26 at least stub to the edge of our property. So, we have tried to -- tried to do that as requested. Simison: Joe, from a staff perspective -- I mean, obviously, we don't want a sidewalk to nowhere. Is the intention of the Community Development Department to continue to extend the sidewalk along the parcels on this side of the canal and, then, propose a way for it to connect to Meridian Road? Is that what's envisioned? Dodson: Mr. Mayor, Members of Council, that is correct. Yes. Because like the applicant has stated, there is no room on the west side or north side, depending on your frame of reference, from the canal and Victory Road. Without realigning and doing major reconstruction of that byACHD there would be no room for a sidewalk there. So, it is the intention and would be the requirement if that other project had not been withdrawn to have that sidewalk on the south and east side of the canal. So, this -- eventually when this outparcel gets redeveloped and, then, the other two or three parcels to the northeast of that, this will continue through there. However, those applications deem it -- Simison: Onto Meridian Road. Does that answer your questions? Dodson: Yes. Eventually to Meridian Road. Correct. Strader: Mr. Mayor? Simison: Yes, Council Woman Strader. Strader: I think it's the only piece that I wasn't tracking was -- is there the ability or would it be appropriate to ensure there is some kind of crossing to the north? Is there a sidewalk there they could connect to or is that just not typically done in this type of instance? Dodson: Council Woman Strader, that was sort of the -- the point of this continuance in the sense that they can't directly cross it here where we have -- you know, have determined it to be very unsafe. So, the existing crossing, I guess you could say, is at the Timberline entrance, which is why they were proposing to use some of their sidewalk and, then, connect back out to where Timberline will stub their sidewalk to, which is about right here. And, then, that -- you know, anybody would be able to continue west along the frontage and that's the thing that Bonnie was trying to show us. I took a blew -- a closer picture for us, so that we could see the parcel that is in question. Strader: Mr. Mayor? Layton: Mr. Mayor, Council -- Council Woman Strader, if I may. Joseph, could you scroll back to this -- thank you. To this image. So, initially, what we had spoke about was, you know, trying to, as an alternative, we had promoted crossing on -- at the entrance to the Timberline Subdivision and connecting up with the Ten Mile pathway on -- on that side. That was a proposal that was -- that was not in agreement with the city or the feedback that we received and so we worked to try to comply with requirements of both the city and Page 11 Meridian City Council Item#2. October 20,2020 Page 8 of 26 ACHD on this and came up with the development that -- that we are showing you tonight. There we go. That's it. So, thank you very much. So -- if this mouse gives me -- Simison: And speaking only for myself, but, you know, we do promote detached sidewalks. This is just a little bit more detached than we normally would do, but it is the same basic concept when it's all said and done and we normally would not require someone to provide access across the street, especially if they are building into a planned sidewalk network. If this is what is envisioned for the planned sidewalk network to be on the south side of the canal, then, that seems to meet the intentions of what we need, because no one has to walk on the street side to get to any specific location if it connects to Meridian Road, in my opinion. Hoaglun: Mr. Mayor? Simison: Councilman Hoaglun. Hoaglun: Question for the applicant. Just wanted to check through a couple things. You have the turnaround and there was some concern -- I think the Commission talked about making sure it's wide enough -- big enough for fire trucks and whatnot. Does that turnaround that's designed now meet all city requirements? Layton: Mr. Mayor, Council Member Hoaglun, yes, that would be the -- the case that we have designed it to meet those requirements. Hoaglun: And follow up, Mr. Mayor? Simison: Councilman Hoaglun. Hoaglun: Two questions. One is the micro path and the other is that open space where that sidewalk is. The micro path I think they noted something that needs to be at least 15 feet wide. So, I don't think there was -- it didn't look like it met requirements, but that's something that staff will make sure it does. Is that what we are going to do on that? I guess that's more a question for Joe. Dodson: Mr. Mayor -- Hoaglun: We don't need to make sure that's conditioned or anything like that? Dodson: Councilman Hoagland, that is -- you are referring to the micro path in the -- guess the eastern half; correct? That's the one that I was concerned about. Hoaglun: Yes. Dodson: I do have a condition already in there regarding that width, just to ensure that it's at least 15 feet wide through the whole thing. So, there is no need to I guess address that separately. Page 12 Meridian City Council Item#2. October 20,2020 Page 9 of 26 Hoaglun: Great. Thank you. And the last one was I was just curious about that open space between the street and the sidewalk, is that an area that the HOA will take care of? Is that lawn? What is -- what is that going to look like? Layton: Yes, Councilman Hoaglun. This -- you are talking about the green area to the north. That's our public park with amenities that we have submitted as part of our application. That would be part of the HOA. Hoaglun: Okay. Great. Thank you. Layton: And if I may, in this exhibit just -- now that we have got the -- the entrance -- so, ACHD was amenable for us coming down this way through and, then, connecting up and connecting the sidewalk that way. The other option was, as Joseph had shown, to go through the common lot. Both versions meet their-- their intent of pedestrian connection. Simison: Council, any additional questions for the applicant? Council Woman Perreault, I saw you move. We didn't hear your voice, just so you know. Nothing yet. One or the other remote with -- Councilman Strader, are you able to speak? Can we hear you? We seem to have lost the audio for our three remote Council Members. Just a second, please. Perreault: There is no chat box on my side. Simison: We are good now. Perreault: You can hear me now? Simison: Yes, we have got audio. Perreault: Okay. So, that was not on my side then. Simison: No. Perreault: No wonder you weren't answering me. I addressed the Mayor about four times. Excuse me. So, I just -- I just have a couple more questions for the applicant. First of all, I'm wondering if it would be possible to put a side by side or to show what the original plan was for that section that's on the north side between the canal and the -- the street. I'm trying to remember what that looked like and if that is the same size -- if you just took a portion of the open space out in order to put that sidewalk in and are there any other differences with this revised plat, other than the -- other than the sidewalk. Are there any changes to the size of the lots, anything like that? I just wanted to clarify if -- if that sidewalk was the only change that was made to the revised plat. Layton: Mr. Mayor, Council Woman Perreault, we made some minor revisions based on some preliminary Planning and Zoning comments, but, no, the only change that we have made is showing that sidewalk through the open space and -- and how that would connect Page 13 Meridian City Council Item#2. October 20,2020 Page 10 of 26 up. As Joseph mentioned we will exceed the required open space for this development. So, even taking into consideration that the sidewalk would maybe be counted as taking up some of that, we are still -- far exceed the open space requirement for this. Did I answer all of your questions, Council Woman? Perreault: Mr. Mayor? Simison: Council Woman Perreault. Perreault: Yes, you did. I wasn't -- I wasn't concerned as much about the entire open space. Obviously, based on the -- the staff presentation you have met it quite well. I just wasn't sure if it altered that area in any other capacity, other than just having the sidewalk go through or if you had -- had -- you know, had to adjust any of the -- the lot sizes or if you had to make any major modifications in order to get that sidewalk in that location is what I was -- what I was attempting to -- to ask. But I think we are good now. You have answered my questions. Thank you very much. Layton: Okay. Thank you. Strader: Mr. Mayor? Simison: Council Woman Strader. Strader: Just a quick follow up for staff. Is there a -- I assume staff has a preference for the proposed pedestrian connection, but is there a major difference between the option that goes through the -- the common lot or existing -- connecting to that other sidewalk network that's further down? I'm not sure where the sidewalk ends, if there is a sidewalk on Victory on the adjacent property to the west. Dodson: Mr. Mayor, Council Woman Strader, the difference is about four building lots and they are R-8, so it's going to be roughly 200'ish extra feet if they were to go and stay on the sidewalk along Cumberland. Staff's opinion would be to use the sidewalk here -- added sidewalk through the common lot just to make it a quick, you know, about a hundred foot transition to Victory Road. When Timberline is constructed the sidewalk will end about here where this pump -- irrigation pump thing is. So, it will -- it will connect right into there and that would be staff's preference. Layton: Mr. Mayor and Council Woman Strader, in speaking with ACHD in terms of their preference and also speaking with the planner for the Timberline Sub, it's my understanding that ACHD had conveyed to them that using the existing infrastructure at the entrance would actually be better for ACHD. Otherwise, they are entering into some sort of agreement with the Timberline Sub, because that's their infrastructure for their sidewalk. So, it might be a little bit cleaner to do it at the entrance. But, again, what they had communicated to us is that either scenario would be acceptable. I think our preference would be to use the one at the entrance to keep that as clean as possible. Page 14 Meridian City Council Item#2. October 20,2020 Page 11 of 26 Simison: From a connectivity standpoint -- I mean would -- I assume Timberline has sidewalk that's required along their frontage and, then, it would come to a red stop. It would be just pretty much wasted sidewalk at that situation, in my opinion, you know, so I -- to me it's either don't have Timberline do it and rerouted it all the way through or connect it through there, instead of having a red sign that says you can't go any further. That just looks unfinished, quite frankly. Hoaglun: Mr. Mayor, I was trying to recall when we talked about Timberline there was that discussion about where to cross Victory and was it going to be down there -- it was going to be closer to that -- where their entrance is and -- and there was some discussion -- was it right there, was it a little bit further to the west I think because of that curve and everything that takes place and making sure there was enough distance and sight lines. Dodson: Mr. Mayor, if I may. Councilman Hoaglun, the -- one of the proposed options by the applicant was to actually install a real pedestrian crossing here, which there is not one, and that would be at the entrance of Timberland No. 2 and, then, use those sidewalks. They are --Timberland is going to build a sidewalk and it will stop at, basically, the edge of the irrigation district easement. Because that sidewalk is there -- I mean it -- when we did a site visit we saw two kids walk to the end of this here and cross the street right there and jaywalk. So, we understand and know that there is that danger potential, which is part of the reason why the applicant does not want to construct a sidewalk along this curve for obvious reasons here. I do happen to agree with Mr. Mayor that if -- if we don't have the internal connection in the common lot as shown here, then, yes, that-- that sidewalk would just dead end there and would I think incentivize people to stop there and be like, well, I'm going across Victory now, because that's the only other place for a sidewalk. So, if we have this here at this juncture, at least they have another way to go here. Hoaglun: Mr. Mayor? Simison: Councilman Hoaglun. Hoaglun: Just to comment on it. Yeah. That -- that makes sense. If you have a sidewalk that dead ends and what -- that expectation. So, I mean if they want to come into the subdivision and take that sidewalk up they could, but this way if they just continue, not aware of what's in the subdivision, you take that and come up and meet that and continue on to -- although it's going to dead end, you know, further to the east, because that's depending on that property owner's --what they do with that property and so there -- there is some validity to your idea, Mr. Mayor, I will grant you that. Simison: Just one. Layton: Mr. Mayor, Councilman Hoaglun, Joseph, if you could maybe put on the one that has all -- the full -- the Timberline entrance. I don't know if it's the camera again. And that was one of our concerns and so in thinking about where people are crossing to get to the north side and, you know, to the Mayor's point of maybe stopping at the -- if we were to Page 15 Meridian City Council Item#2. October 20,2020 Page 12 of 26 stop the sidewalk at the entrance to the Timberline Sub and not have them continue on and build that to the west, that entrance is a pretty good indication of where you are going to go, because there wouldn't be a sidewalk to continue you down and so if you are looking at the west you would know, okay, I'm not going to be able to continue on, it's going to be a landscaped strip, there is no sidewalk, so I better cross here if I want to keep going down, so -- heading to the east, so -- and, again, that would work with ACHD's -- either option. Perreault: Mr. Mayor? Simison: Council Woman Perreault. Perreault: I apologize, but I didn't really follow that line of thinking from the applicant. I don't know if it's because I'm more visual, but I'm not really tracking with what -- what it is that you are proposing. So, I'm understanding the Mayor's concerns about people crossing -- not -- not realizing that the sidewalk will go just to the south and -- and through this subdivision and eventually out to the east and -- and, you know, jumping over across Victory Road, but I have lost it from there. So, if you would talk about pedestrians walking to the west and connecting, then, across in the main entrance in Timberline up to the north pathway. Is that what -- this -- I mean. Sorry. Just go ahead and repeat what you are saying. Layton: Mr. Mayor, Council Woman Perreault, just following up from what Joseph had described and what we had initially proposed and, then, hearing what Councilman Hoaglun had said about the Timberline Subdivision and there was some discussion about where they were going to cross up there to the -- further to the west and maybe I misunderstood Councilman Hoaglun, but in terms of this subdivision here -- so, initially what we had proposed last time was that there would be a pedestrian crossing here that would take you to the ten foot path and Timberline has a sidewalk that comes here and -- Perreault: I'm sorry, Mr. Mayor. When -- when you say here and there we have no way to tell where you are looking or where you are talking about, because there is no pointer or anything showing up on our screen. That's part of why I think I'm getting lost. Layton: Okay. I'm sorry. I'm drawing on the image, but maybe you can't -- can you see the image? Perreault: I can now, but it wasn't showing up before. Layton: Okay. Perreault: Thank you. Layton: Sorry about that. I'm using the touchscreen to draw. So, initially we had proposed a crossing here and that's what Joseph was speaking about. Councilman Page 16 Meridian City Council Item#2. October 20,2020 Page 13 of 26 Hoaglun had said it sounded like there was some discussion about crossing when the Timberline Subdivision had come in. Maybe I misunderstood that. But initially we had proposed a crossing here and, then, people could go to the north and connect up with the -- the pathway on the north side of Victory. If I'm understanding the Mayor correctly, you know, building this sidewalk, obviously stopping it here, there -- that's a sidewalk to nowhere. So, one of the options is to connect it through the common lot, which ACHD is amenable with. The other option is what if we were to, you know, just -- this was just to be landscaped through here and the sidewalk. There wasn't a continuation this way that you came down through the subdivision, connected up and, then, went through our common lot. And maybe I misunderstood the Mayor, but that's -- Simison: That's -- that's accurate from my perspective. I would either recommend we have a stop at Timberline and go south or continue and go that direction and I don't know what ACHD's -- I know Justin is on the call. If Timberline has been approved for the sidewalk I assume -- Dodson: Yeah. Simison: -- that -- you know, how that would even work if we did not want the sidewalk. I guess that was a question for Council. Do you want a sidewalk in front of the Timberline or not or would -- are you okay with the -- entering this Timberline Subdivision for pedestrian access and we -- if a HAWK signal is what is desired in this location -- I'm not saying it should be, because I don't know if it's a good place for one or not. But would you rather have them put the money that they might put in the sidewalks into a HAWK signal in this location to allow that connection across, as compared to a sidewalk that has no purpose. And I'm mixing two applications, but the issues are all related. Hoaglun: Mr. Mayor? Simison: Councilman Hoaglun. Hoaglun: Just trying to mentally walk through this. I mean if -- if you are going to have a ten foot sidewalk and do I understand that is what it would be if it's along Victory Road in front of the Timberline -- no. That's on the other side. That's right. So, it's a normal sidewalk, just like there is in front of their house, you know, I -- I would -- if I were a homeowner in that area I would prefer the sidewalk to be along Victory Road, instead of having more people walking in front of my house. Now, there is a group out there, just to give you some idea of what's going on. That parcel to the east that is unplatted and applications have been filed, but withdrawn -- I mean they would like to make it a park, a nature reserve type thing, you know, funding and all those types of challenges are out there, but if that were to happen, you know, that -- part of that funding would have to go to connect to the sidewalk here, but where the applicant's property meets -- but getting people to that and through, what is the best way to connect them. Would they know, okay, so I will just go through the subdivision or do they follow it to the conclusion on Victory Road and, then, come up the common lot and, then, head east again. I mean if I'm a homeowner I would prefer people be on the back side of the house and along the road, Page 17 Meridian City Council Item#2. October 20,2020 Page 14 of 26 as opposed to in front of my house, but it is an either/or, it's six of one or half a dozen. I don't know. Simison: I don't have a preference, I just don't want a red and white sign put up where the sidewalk ends with never a continuation. Strader: Mr. Mayor? Simison: Council Woman Strader. Strader: Yeah. I agree. I think it may not be super intuitive. When the whole thing finally does connect one day I don't think it will be super intuitive for pedestrians to go through the subdivision. So, my preference would be to keep the sidewalk on the Timberline frontage, have the connection go through the common lot and probably temporarily there needs to be some type of a sign to indicate this doesn't go all the way through or something. I don't know how we do that. But that's just my initial thought. Simison: Council Woman Strader, I would think at some point in time, if ACHD would allow it, that we would have a sign that would say continue -- you know, pedestrian access to Meridian Road with a sign. I would hope we could work with ACHD to make that serve as the direction, but you never know. Council Woman Perreault. Perreault: Sorry, I didn't mean to interrupt. I was just going to say I completely agree with Council Woman Strader. In addition to there being a sign about it not going through, I would anticipate some signage that identifies it as -- as a public walkway, because if -- if I'm walking along there I'm assuming -- if I'm going to head south into Timberline -- if I'm going to head south into the subdivision that it's probably private access and not public access and so I -- I wouldn't even think to go into the subdivision, I would just cross the street to the north and take the -- take the pathway up there. So, in this case the signage will be really important -- significant to identify one from the other. But I also expect the same -- the same that the Mayor has mentioned, which is that pedestrians are going to cross -- try to cross Victory Road right there -- right there immediately north of where this sidewalk heads up and -- and connects to -- to what would be the Timberline sidewalk along Victory and not continue to the west and head out of the Timberline entrance where the sidewalk connects on the north side. Am I making sense? So, the HAWK signal would -- if there was one -- a pedestrian signal will be significantly helpful to clarify and identify for people that the crossing is not in this location right there next to the common lot. Hoaglun: Mr. Mayor, I -- Simison- Councilman Hoaglun. Hoaglun: -- might have a question for legal counsel on this and that is, you know, the applicant that's before us we are determining where their sidewalk is going to be, giving them approval. On the other parcel that's not part of this application, are we just making Page 18 Meridian City Council Item#2. October 20,2020 Page —of 26 a recommendation of where the sidewalk goes or do we -- is that part of the motion? Because that's a different -- that's already been taken care of and is moving forward. So, how do we handle that? Nary: So, Mr. Mayor, Members of the Council, great question. So, the applicant is required to build a sidewalk. That's a city code requirement. So, they are basically asking where would you want them to build it. Where do you want them to spend the money to build it. If you want them to build it through this walkway that goes to Victory Road, but, then, again, there is no sidewalk along Victory Road, because that, again, I think -- I don't know that the applicant's not committing to build the sidewalk on Victory Road to the east -- or to the west; correct? Just to the north. Or making the connection into that subdivision, which would, then, be incumbent on that subdivision to finish its sidewalk, correct, because you are not going to build that road -- that sidewalk either. So, you are either building the small red arrow or the two arrows. Is that right? Layton: Mr. Mayor and Mr. Nary, we have talked to -- my client has talked to the owners and the planner of the Timberline Subdivision to try to work out an agreement and cost sharing if we were to put it through the common lot. As I mentioned previously, forACHD this requires -- that's their infrastructure, so, then, there is an agreement that needs to be made. The cleanest option would be -- and it would be the least revision to the -- to anything that has been approved with Timberline, would be to have the path head from Victory south right at the entrance of Timberline and pick up along the north side of the road there and, then, the three red arrows, which are in our park area, would be the sections of the sidewalk that we would build. Nary: Oh, I see. So, Mr. Mayor, Members of the Council, I guess, again, yeah, you can only make a recommendation on this application and they are not, again, building anything in the other one. Is that connection going to be satisfactory. I missed -- maybe Joe said it and I missed it -- what stage of the process is the adjacent project? Dodson: Council, Mr. Nary -- Simison: That they are actually building. Dodson: They --Timberline No. 2 final plat has been approved. I have not received their final plat signature application yet. Timberline One is being constructed now -- Nary: Okay. Dodson: So, those -- there is no improvements, really, for Timberline No. 2 at this point. Same as for this property. But there will be a sidewalk here. This sidewalk here would be new to the plat. However, it's in a common lot, they could put that in at any time and we would never really know nor care, because it's not going to be within an easement or anything like that, it's just a sidewalk. So, it won't become an ACHD issue until it gets into this common lot, which would be the required frontage improvements. Page 19 Meridian City Council Item#2. October 20,2020 Page 16 of 26 Hoaglun: So, Mr. Mayor, question for Joe. Simison: Councilman Hoaglun. Hoaglun: Joe, so there will be -- Timberline would be constructing a sidewalk to that -- along Victory to that point at that red arrow. Dodson: That is correct, sir. Simison: Unless we were to somehow take action and ask them not to. And I don't -- I see that we have Mr. Lucas on the line. I think that to me is one of the questions that Council -- it depends upon the direction you give to this applicant, we may want to take action on the other or not. Hoaglun: And, Mr. Mayor, that -- that is the question, if -- if this is outside of their application do we -- can we take action on that in this -- in this motion or is it just a recommendation or what's the process for that, so -- Nary: Mr. Mayor -- Simison: Mr. Nary. Nary: -- Members of the Council, I mean it would only be a recommendation when -- when the applicant for final plat for the other project comes through, but, again, you can't impose new building requirements on them either. So, if it's just the connection that's all we are talking about. Strader: Mr. Mayor? Simison: Council Woman Strader. Strader: It sounds like, if staff can -- can confirm, based on what we all just said if we ask for the connection to happen through the common lot, then, what we will end up with is Timberline Subdivision will have a sidewalk along its frontage, then, the pedestrians would go through the common lot and back south of the canal and, then, eventually it will connect through the rest of our sidewalk network. If they could just confirm that we are getting a continuous sidewalk in that instance. Dodson: Mr. Mayor, Members of the Council, Council Woman Strader, that is the intent, yes. As with any subdivision they are going to be required to continue the sidewalk. As those properties to the east come in any of them that have frontage along Victory -- again there is physically no room for that without realigning the canal, which, again, this is not going to be one that's going to get tiled because of its size. So, the sidewalk will be on the south and east side of the canal and, then, be continued on as those applications for those parcels come through. But, again, we can't -- as Mr. Nary said, we can't condition those properties at this point. Page 20 Meridian City Council Item#2. October 20,2020 Page 1 t of 26 Hoaglun: And Mr. Mayor? Simison: Councilman Hoaglun. Hoaglun: To follow up with the applicant to make sure, it sounds like you have had -- or property owner has had discussions with the Timberline representatives and that is in works to have some sort of agreement, cost sharing, that sort of thing to construct that sidewalk from -- the second longer leg of that L on the Timberline side and so that is -- the expectation of everybody is that it's likely that's where it's going to go and, yes, there are some other necessary steps that ACHD to take, but it sounds like everybody's in agreement towards that. Layton: Mr. Mayor, Council Hoaglun, yes, that is correct. As I mentioned -- and Joseph has some correspondence from the planner for the Timberline Subdivision and working with her clients and speaking with ACHD to help try to -- all of us work together to solve this issue and I know that my client has had some discussions with them as well. So, that is the intent is to try to resolve this and work together. Hoaglun: Okay. Thank you. Nary: Mr. Mayor? Simison: Mr. Nary. Nary: Mr. Mayor, Members of the Council, Council Member Hoaglun, to answer your earlier question, you can still condition this project to make that happen, that that will be a condition of their approval that they have this connection north to south from the sidewalk that's been approved in Timberline north to Victory Road and that's not an imposition on Timberline, because if they don't make it happen, then, they are going to have to come back to ask you to change that condition to, then, get a final plat signature, because the deal falls through or something happens. Simison: Not to question Mr. Nary, but how do we condition things on an off property? Nary: You are conditioning -- you are conditioning this applicant to make that connection north and south in that location that they are proposing based on their request. Simison: Their request. Okay. Thank you. Strader: Mr. Mayor, I'm willing to take a crack on a motion, but I wouldn't want to close the public hearing. Simison: I see Councilman Borton has unmuted himself. Do you have any questions or comments to add to this conversation? Borton: No. I will see where the motion goes. Page 21 Meridian City Council Item#2. October 20,2020 Page 18 of 26 Simison: Okay. Borton: Thank you, Mayor. Simison: Yes. And we are -- we are in a -- we still have yet to open this up for further comments from the public. So, is there any further questions for the applicant from Council at this time? Hoaglun: Mr. Mayor? Simison: Councilman Hoaglun. Hoaglun: If the applicant has anything further to add before we get into the next phase. Layton: Thank you, Mr. Mayor, Councilman Hoaglun. Thank you. Mr. Nary, to your point, if there is a condition of approval could it be that the connection is an approved connection perACHD with ACHD approval -- north-south connection, you know, in the event that as -- as the plan progresses that ACHD says, okay, you know, what happens if things shift. I'm just concerned about that. Is that an issue or can we leave it a little bit more broad in terms of what that can -- how that condition reads, so that if there is some unforeseen change we are not coming back and having to do that. Nary: So, Mr. Mayor, Members of Council, so what you are asking is could staff craft a condition that says they will either -- either make this north-south connection as depicted on this -- on this exhibit or an approved ACHD connection that goes to the west that connects to Victory Road. So, essentially, that public sidewalk that will, then, come out of the entranceway as an alternative if the other can't happen -- yes, they could craft that if that's the Council's desire. Layton: Okay. Thank you for clarifying that. Simison: Okay. Thank you. This is a public hearing. I don't know if we have anyone who has signed up to testify on this application. Johnson: We do not, Mr. Mayor. Simison: Okay. If there is anybody in the audience who would like to testify, if you would like to come forward now and we -- the last time I checked I don't think we had anybody in the room. Johnson: Mr. Mayor, there is one person who -- I don't know who they are. Simison: Okay. If you would like to testify on this application if you could use the raise your hand feature down below and our clerk can bring you in to provide testimony. Are they raising their hand, Mr. Clerk? Page 22 Meridian City Council Item#2. October 20,2020 Page 19 of 26 Johnson: No, Mr. Mayor. Simison: Okay. Then with that I guess I will invite the applicant back up to -- for any closing comments. Layton: Mr. Mayor, Members of the Council, I just want to -- on behalf of myself and my client thank you for your time and your consideration on this. I know it's -- it's an important matter in terms of safety in the area and the growth and development of the community in general. I appreciate staff's hard work on this to try to help us get this issue resolved, as well as our neighbors to the west, the Timberline Subdivision and their representatives. So, I thank you tonight for your time and hope that we can move this project forward. Thank you. Simison: Thank you. Strader: Mr. Mayor? Simison: Council Woman Strader. Strader: If it works for everybody I would try to make a motion, but would prefer to leave the hearing open in case we need to iron out some details. So, my motion would be after considering all staff, applicant, and public testimony, I move to approve file number H- 2020-0067 as presented in the staff report for the hearing date of October 20th, 2020, with the connection to the north per the revised plat north to Victory Road or if that alternative is not workable, an alternative connection could be approved by Planning staff and the Mayor's office. In addition, that the applicant would work with Planning staff for any appropriate signage. Simison: So, Council, you have heard what the motion may become once we close the public hearing. So, is there any discussion on that potential motion before we close the public hearing? Hoaglun: Mr. Mayor? Simison: Councilman Hoaglun. Hoaglun: Question for staff. Joe, do we need to have included in that to allow the Ridenbaugh Canal to remain open? Dodson: Mr. Mayor, Councilman Hoaglun, I believe you do, yes, because it's on the list of the protected waterways, even though it is large. I do you think you have to add that, yes. Hoaglun: Yes. Mr. Mayor and Joe. Yeah, the next to the last paragraph talks about the applicant is requesting a Council waiver to keep the canal open. So, we probably need to -- probably need to add that, Council Woman Strader. Page 23 Meridian City Council Item#2. October 20,2020 Page 20 of 26 Simison: Council, anyone else have some feedback on that proposed motion or -- Nary: Mr. Mayor? Simison: Mr. Nary. Nary: Mr. Mayor, part of the motion I heard was that the Planning staff and the Mayor's office needs to approve an alternate connection and that's unusual. That isn't something we have normally done. Not that you can't do that, but it was just unusual. And I was wanting to clarify for the planners Council Member Strader's motion. The north-south connection through that common area lot was contingent upon the --ACHD approving it, as well as, obviously, them making an arrangement to make it -- to build it with the adjacent property owner. So, if either those two contingencies don't happen, the other alternative would, then, be the already approved existing right of way sidewalk through the subdivision. Bernt: Mr. Mayor? Simison: Councilman Bernt. Bernt: I would probably invite Ms. Strader to make that motion again to clarify -- Simison: After we close the public hearing. Bernt: Okay. Simison: She's going to have a lot to -- Nary: I just wanted to clarify those couple of points. Simison: And you don't need to give the Mayor's office any approval in your revised motion. Strader: Mr. Mayor, I move that we close the public hearing. Bernt: Second. Simison: I have a motion -- Borton: Second. Simison: -- and second to close the public hearing. Is there discussion on the motion? If not, all those in favor signify by saying aye. Opposed nay. The ayes have it. MOTION CARRIED: FIVE AYES. ONE ABSENT. Page 24 Meridian City Council Item#2. October 20,2020 Page 21 of 26 Strader: Mr. Mayor? Simison: Council Woman Strader. Strader: I will try real hard and I know Councilman Borton especially will help me. After considering all staff, applicant, and public testimony, I move to approve file number H- 2020-0067 as presented in the staff report for the hearing date of October 20th, 2020, with the following conditions: To keep the canal open, to make the connection of Timberline North to Victory Road per the revised plat that was presented in our meeting. To work with Planning staff on appropriate signage and if that connection north to Victory is not workable, with Planning staff approval, to receive an -- to get approval of an alternate connection. Borton: Second for discussion. Simison: I have a motion and a second for discussion. Borton: Mr. Mayor? Simison: Councilman Borton. Borton: If I understood, the motion would require the connection to the north as presented on the screen right now on this revised plat, but if the applicant and the adjacent property owner are unable to complete that connection as presented, the alternate solution would be to utilize that existing to be built connection on the public sidewalk with that property, the Timber property to the west. I don't know if there is additional -- if our Planning Department has anything additional to review and approve, but it sounded from the applicant's comment that what's presented is the preferred Option A that they will strive to accomplish, but if for whatever reason they are not able to, then, the previously approved ACHD access to the neighborhood will be the connection. Dodson: Mr. Mayor? Simison: Yes, Joe. Dodson: And, Councilman Borton, you are correct in your question there. It's either going to be approve it and -- and make the applicant get this connection or your alternative is allowing them to use this portion as their required sidewalk and, then, the assumption is that the connection to Victory occurs on the already approved sidewalk along the local streets within Timberline. Borton: Correct. Simison: And maybe at least from my perspective -- oops, we just didn't get agreement and now we have just de facto approval that, even if they say they didn't get to an agreement. So, I guess that would be my question to Council. And, again, just from my Page 25 Meridian City Council Item#2. October 20,2020 Page 22 of 26 perspective I don't care about which direction, but I don't think the other applicant -- that Timberline would -- should have to build that sidewalk if there is not going to be any connection to that point. So, my request to Council is choose one or the other and if one doesn't work make them come back and make a decision about both at that appropriate time. Borton: I agree. Bernt: Mr. Mayor? Simison: Councilman Bernt. Bernt: I would be in favor of the first option and striking the alternative option and if in the future that -- that's not able to take place, then, we can approach that at a later date. I think that that is, in my opinion, by far the most -- it's the most advantageous connection. The other one is very confusing and could be potentially -- it could -- it's just not opportunistic, in my -- in my opinion. So, I would be in favor of having Ms. Strader's motion without the alternative at this time and approaching it in the future if need be. Simison: The public hearing is closed. Strader: Mr. Mayor? Simison: Council Woman Strader. Strader: I would like to revise my motion to strike the alternative ability for Planning staff to approve an alternative route and if there -- my discussion piece on that would be if for some reason this doesn't work out, the applicant could certainly come back before us. Simison: Does the second concur or not concur? Borton: Second agrees. Simison: We have a motion and a second with modifications. Is there further discussions or comments on the motion? If not, Clerk will call the roll. Roll call: Bernt, yea; Borton, yea; Cavener, absent; Hoaglun, yea; Strader, yea; Perreault, yea. Simison: All ayes. Motion carries and the item is agreed to. Thank you very much for staff and everyone working to find that solution and hopefully we can make that area somewhat connected. MOTION CARRIED: FIVE AYES. ONE ABSENT. Page 26 Meridian City Council Item#2. October 20,2020 Page 23 of 26 11. Public Hearing for Gemstone Center No. 3 (H-2020-0094) by Tamara Thompson of The Land Group, Inc., Located at 965, 1021, 1075 and 1135 N. Hickory Ave. A. Request: Easement Vacation to vacate utility easements established along interior lot lines of Lots 1-4, Block 4 of the Gemstone Center No. 3 subdivision to complete property boundary adjustment that merges all four lots into one lot. Simison: Okay. Next item on the agenda is a public hearing for Gemstone Center No. 3, H-2020-0094. We will open this public hearing with staff comments. I will turn it over to Alan. Tiefenbach: Good evening, Mr. Mayor and Council. Alan Tiefenbach, associate planner with the City of Meridian. This is a relatively simple case. This is a vacation of easements and what it is is there is a property that's approximately 9.8 acres, it is on the northwest quadrant of Pine and Hickory. There is -- there is three existing lots there now and I will give you this. So, there is -- I'm sorry. There is four existing lots there now. The applicant came into the city and they want to do a certificate of zoning compliance in order to do a large warehouse building on this property. This warehouse building would be laying across these interior lot lines. If you look here I have highlighted them yellow for you to show you what is actually being proposed. In order to do that they have to go through a parcel boundary adjustment. So, basically, it's an administrative process with staff where they would merge it into one lot that they can build that building. However, on the existing plat -- and that's the note that you see that's highlighted there, it's note two, it says that interior lot lines that there is utility and drainage easements that -- that are in place five feet on either side of interior lots. Because that note is there staff does not have the authority to merge these lots together without the Council actually vacating these easements. As is required we were able to get letters from all of the providers, so that would be CenturyLink, Sparklight, Intermountain Gas, Idaho Power and they all were fine with this and this is the result of what's happening. This -- this certificate of zoning compliance has been issued pending this as a condition of approval and the parcel boundary adjustment would also be a condition of approval. So, with that staff would recommend that the City Council approve this case and vacate the easements in this area. Simison: Thank you, Alan. Council, do you have any questions for staff? Okay. Thank you very much. Would the applicant like to --there she is -- be recognized for 15 minutes? State your name and address for the record, please. Thompson: Thank you, Mr. Mayor, Members of the Council. Tamara Thompson. I'm with The Land Group at 462 East Shore Drive in Eagle. I think Alan covered it pretty well. This is an existing subdivision, the Gemstone Center No. 3, which was recorded in 1999 and I just want to clarify that there are no existing facilities within those drainage and utility easements. Therefore, the utility companies were fine with releasing those easements and -- and we are doing a lot of boundary line adjustment for the purpose of consolidating Page 27 Meridian City Council Item#2. October 20,2020 Page 24 of 26 all the lots and my clients are ready to get started with this project and submitting for their CZC and, then, construction drawings for permits. And with that I will stand for questions. Simison: Thank you. Council, any questions? Perfect. This is a public hearing. Is there anybody present who would like to provide testimony on this application? Seeing no one in the audience and no one online, would the applicant like to make any final comments? Thompson: Thank you. I'm -- I'm fine. We appreciate your time tonight. Thank you. Simison: Thank you. Then with that, Council, do I have a motion? Hoaglun: Mr. Mayor? Simison: Councilman Hoaglun. Hoaglun: I move we close the public hearing for H-2020-0094. Bernt: Mr. Mayor? Simison: Councilman Bernt. Bernt: Second that motion. Simison: I have a motion and a second to close the public hearing. 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: FIVE AYES. ONE ABSENT. Hoaglun: Mr. Mayor? Simison: Councilman Hoaglun. Hoaglun: After hearing staff and applicant testimony, I move we approve H-2020-0094 as presented in the staff report for October 20th, 2020. Bernt: Second. Simison: I have a motion and a second to approve Item H-2020-0094. Is there any discussion on the motion? If not, Clerk will call the roll. Roll call: Bernt, yea; Borton, yea; Cavener, absent; Hoaglun, yea; Strader, yea; Perreault, yea. Simison: All ayes. Motion carries and the item is agreed to. Thank you. Page 28 Meridian City Council Item#2. October 20,2020 Page 25 of 26 MOTION CARRIED: FIVE AYES. ONE ABSENT. Thompson: Thank you. FUTURE MEETING TOPICS Simison: Council, any items under your future meeting topics? EXECUTIVE SESSION 12. Per Idaho Code 74-206A(1)(a) To deliberate on a labor contract offer or to formulate a counteroffer. Amended to add Per Idaho Code 74- 206(1)F: To communicate with legal counsel for the public agency to discuss the legal ramifications of and legal options for pending litigation, or controversies not yet being litigated but imminently likely to be litigated. Simison: If not, do I have a motion for Item No. 12? Bernt: Mr. Mayor? Simison: Councilman Bernt. Bernt: I move that we go into Executive Session per Idaho Code 74-206A(1)(a) and 74- 206(1)(f). Hoaglun: Second the motion. Simison: I have a motion and a second to go into Executive Session. Is there any discussion? If not, Clerk will call the roll. Roll call: Bernt, yea; Borton, yea; Cavener, absent; Hoaglun, yea; Strader, yea; Perreault, yea. Simison: All ayes. And we adjourned into Executive Session. MOTION CARRIED: FIVE AYES. ONE ABSENT. EXECUTIVE SESSION: (7:09 p.m. to 8:02 p.m.) Bernt: I move we come out of Executive Session. Hoaglun: Second. Simison: All those in favor say aye. All ayes. Page 29 Meridian City Council Item#2. October 20,2020 Page 26 of 26 MOTION CARRIED: FIVE AYES. ONE ABSENT. Bernt: I move we adjourn. Hoaglun: Second. Simison: Motion and second to adjourn. All those in favor say aye. We are adjourned. MOTION CARRIED: FIVE AYES. ONE ABSENT. MEETING ADJOURNED AT 8:02 P.M. (AUDIO RECORDING ON FILE OF THESE PROCEEDINGS) 11 / 04 2020 MAYOR ROBERT E. SIMISON DATE APPROVED ATTEST: CHRIS JOHNSON - CITY CLERK Page 30 7/tem 77 E IDIAN 'aAHO AGENDA ITEM ITEM TOPIC: Compass East Parcel Water Main Easement No. 1 Page 4 Proilect Name (Subdivision): Compass East Parcel Water Main Easement Number: 1 Identify this Easement by sequential number if Project contains more than one Water Main easement. ( See Instructions for additional information). ADA COUNTY RECORDER Phil McGrane 2020-141156 BOISE IDAHO Pgs=5 CHE FOWLER 10/21/2020 11:19 AM CITY OF MERIDIAN, IDAHO NO FEE WATER MAIN EASEMENT THIS Easement Agreement, made this 20th day of October , 20 20 betweenCompass East Charter Schools ("Grantor"), and the City of Meridian, an Idaho Municipal Corporation ("Grantee"); WHEREAS, the Grantor desires to provide a water main right-of-way across the premises and property hereinafter particularly bounded and described; and WHEREAS, the water main is to be provided for through underground pipelines to be constructed by others; and WHEREAS, it will be necessary to maintain and service said pipelines from time to time by the Grantee; NOW, THEREFORE, in consideration of the benefits to be received by the Grantor, and other good and valuable consideration, the Grantor does hereby give, grant and convey unto the Grantee the right-of-way for an easement for the operation and maintenance of water mains over and across the following described property: (SEE ATTACHED EXHIBITS A and B) The easement hereby granted is for the purpose of construction and operation of water mains and their allied facilities, together with their maintenance, repair and replacement at the convenience of the Grantee, with the free right of access to such facilities at any and all times. TO HAVE AND TO HOLD, the said easement and right-of-way unto the said Grantee, it's successors and assigns forever. IT IS EXPRESSLY UNDERSTOOD AND AGREED, by and between the parties hereto, that after making repairs or performing other maintenance, Grantee shall restore the area of the easement and adjacent property to that existent prior to undertaking such repairs and maintenance. However, Grantee shall not be responsible for repairing, replacing or restoring anything placed within the area described in this easement that was placed there in violation of this easement. THE GRANTOR covenants and agrees that Grantor will not place or allow to be placed any permanent structures, trees, brush, or perennial shrubs or flowers within the area described for this easement, which would interfere with the use of said easement, for the purposes stated herein. THE GRANTOR covenants and agrees with the Grantee that should any part of the right-of- way and easement hereby granted shall become part of, or lie within the boundaries of any Water Main Easement Version 011/01/2020 public street, then, to such extent, such right-of-way and easement hereby granted which lies within such boundary thereof or which is a part thereof, shall cease and become null and void and of no further effect and shall be completely relinquished. THE GRANTOR does hereby covenant with the Grantee that Grantor is lawfully seized and possessed of the aforementioned and described tract of land, and that Grantor has a good and lawful right to convey said easement, and that Grantor will warrant and forever defend the title and quiet possession thereof against the lawful claims of all persons whomsoever. THE COVENANTS OF GRANTOR made herein shall be binding upon Grantor's successors, assigns,heirs,personal representatives,purchasers,or transferees of any kind. IN WITNESS WHEREOF, the said parties of the first part have hereunto subscribed their signatures the day and year first herein above written. GRANTOR: STATE OF IDAHO ) ) ss County of Ada ) This record was acknowledged before me on td' (date) by11j-'—,wA—,1 V� (name of individual), [complete the following if signing in a represen tive capacity, or strike the following if signing in an individual capacity] on behalf of ?iyi4 o X& (name of en ity on be if of whom record was executed), in the following representative capacity: ��oar� �% (type of authority such as officer or trustee) 0. E' 1yOTAR}-: Notary Signature O= My Commission Expires: P C UBL� ,OF,�Q,,� . Water Main Easement Version 01/01/2020 GRANTEE: CITY OF MERIDIAN Robert E. Simison, Mayor Attest by Chris Johnson, City Clerk STATE OF IDAHO, ) : ss. County of Ada ) This record was acknowledged before me on 10-20-2020 (date) by Robert E. Simison and Chris Johnson on behalf of the City of Meridian, in their capacities as Mayor and City Clerk, respectively. Notary Signature My Commission Expires: Water Main Easement Version 01/01/2020 FOX HMH LAND SURVEYS engineenng WATER LINE NORTH PARCEL LEGAL DESCRIPTION A parcel of land within the Southwest 1/4 of the Southwest 1/4,Section 10,Township 3 North, Range 1 West, Boise Meridian,Ada County, Idaho being more particularly described as follows: COMMENCING at the Corner of Sections 9, 10, 15& 16 in the intersection of W. Franklin Road and N. Black Cat Road monumented by a found Aluminum Cap as shown on Corner Record Instrument No. 2018-016068, from which the 1/4 Corner common to Sections 10 and 15 monumented by a found Aluminum Cap as shown on Corner Record Instrument No. 2018-088996 bears South 89'15'37" East, 2640.62 feet;thence along the Section line, South 89°15'37" East, 702.09 feet; thence North 00°36'41" East, 35.88 feet to the Northerly Right-of-Way for W. Franklin Road;thence North 00°36'41" East, 319.00 feet to the Southwest Corner of Grantor's Parcel and the POINT OF BEGINNING; Thence North 00°36'41" East,437.09 feet; Thence North 89°23'19"West, 5.00 feet; Thence North 00°36'41" East, 10.00 feet; Thence South 89°23'19" East, 5.00 feet; Thence North 00°36'41" East, 285.89 feet to the Northwest Corner of Grantor's Parcel; Thence along the North boundary of Grantor's Parcel, South 89°15'44" East, 20.00 feet; Thence South 00°3641" West, 732.98 feet; Thence North 89°15'37"West, 20.00 feet to the POINT OF BEGINNING. Containing 14,709 square feet more or less See attached Exhibit Survey Map END OF DESCRIPTION Prepared By: Ronald M. Hodge, PLS Survey Departmen anager AN G\ Tr o 857 �, oq Zq-z� 9jF OF RH:tc D,ygC p M NCO 680 S. Progress Ave., Suite#213 • Meridian, Idaho 83642 •Tel: 208-342-7957 • Web: hmh-Ilc.com Equal Opportunity Employer EXHIBIT WATERLINE SURVEYMAP S89°15'44"E 20.00' R/W m co W. AVIco ATOR N SE W TRET , M zo R/W Z , S89°23'19"E 5.00'-] rn N00°36'41"E r cl' M 10.00' , N89°23'19'W 5.00' W ,co v in 0 O V � O Z Point of ' Beginning N89°15'37"W 20.00' 0 0 M W v co Point of o Commencement Z Wp � 00 zo.Cq M Lj 9 10 702 09' z M _ _ 1938.53' 10 '"'°S891537E 2640.62 — —� 16 15 W. FRANK —IN ROAD 15 CR 2018- 016068 LEGEND cR 201 6067 BOUNDARY AN, — — SECTION — � rFR --------------------- NEW EASEMENT R/W RIGHT-OF-WAY TIE/DETAIL 8575 3 SURVEY MONUMENT (p �9 zv0 ® 'CALCULATION POINT ` XCZL.+ EASEMENTAREA OF ��4 IM S20009-04 ACHD Water Const Easements.dwg 77 E IDIAN 'aAHO AGENDA ITEM ITEM TOPIC: Compass East Parcel Water Main Easement No. 2 Page 10 Proiect Name (Subdivision): Compass East Parcel Water Main Easement Number: 2 Identify this Easement by sequential number if Project contains more than one Water Main easement. ( See Instructions for additional information). ADA COUNTY RECORDER Phil McGrane 2020-141157 BOISE IDAHO Pgs=5 CHE FOWLER 10/21/2020 11:19 AM CITY OF MERIDIAN, IDAHO NO FEE WATER MAIN EASEMENT THIS Easement Agreement, made this 20th day of October , 2020 between Compass East Charter Schools ("Grantor"), and the City of Meridian, an Idaho Municipal Corporation ("Grantee"); WHEREAS, the Grantor desires to provide a water main right-of-way across the premises and property hereinafter particularly bounded and described; and WHEREAS, the water main is to be provided for through underground pipelines to be constructed by others; and WHEREAS, it will be necessary to maintain and service said pipelines from time to time by the Grantee; NOW, THEREFORE, in consideration of the benefits to be received by the Grantor, and other good and valuable consideration, the Grantor does hereby give, grant and convey unto the Grantee the right-of-way for an easement for the operation and maintenance of water mains over and across the following described property: (SEE ATTACHED EXHIBITS A and B) The easement hereby granted is for the purpose of construction and operation of water mains and their allied facilities, together with their maintenance, repair and replacement at the convenience of the Grantee, with the free right of access to such facilities at any and all times. TO HAVE AND TO HOLD, the said easement and right-of-way unto the said Grantee, it's successors and assigns forever. IT IS EXPRESSLY UNDERSTOOD AND AGREED, by and between the parties hereto, that after making repairs or performing other maintenance, Grantee shall restore the area of the easement and adjacent property to that existent prior to undertaking such repairs and maintenance. However, Grantee shall not be responsible for repairing, replacing or restoring anything placed within the area described in this easement that was placed there in violation of this easement. THE GRANTOR covenants and agrees that Grantor will not place or allow to be placed any permanent structures, trees, brush, or perennial shrubs or flowers within the area described for this easement, which would interfere with the use of said easement, for the purposes stated herein. THE GRANTOR covenants and agrees with the Grantee that should any part of the right-of- way and easement hereby granted shall become part of, or lie within the boundaries of any Water Main Easement Version 01/01/2020 public street, then, to such extent, such right-of-way and easement hereby granted which lies within such boundary thereof or which is a part thereof, shall cease and become null and void and of no further effect and shall be completely relinquished. THE GRANTOR does hereby covenant with the Grantee that Grantor is lawfully seized and possessed of the aforementioned and described tract of land, and that Grantor has a good and lawful right to convey said easement, and that Grantor will warrant and forever defend the title and quiet possession thereof against the lawful claims of all persons whomsoever. THE COVENANTS OF GRANTOR made herein shall be binding upon Grantor's successors, assigns, heirs, personal representatives, purchasers, or transferees of any kind. IN WITNESS WHEREOF, the said parties of the first part have hereunto subscribed their signatures the day and year first herein above written. GRANTOR: STATE OF IDAHO ) ss County of Ada This record was acknowledged before me on (date) by./�/�"�^� V.--A JT- (name of individual), [complete the following if signing in a represej ative capacity, or strike the following if signing in an individual capacity] on behalf ofl,�,,, 144, ilL l,,4,1 (name of entity on behalf of whom record was executed), in the following representative capacity: `i ate,: (type of authority such as officer or trustee) (st AO ,,,. ` •• ••••••• ••� • : No ry Siature z ee Doffil r I My Commission Expires: = o : - 14 •.,,�••. .• y� o�••.....••ao,,,,. Water Main Easement Version 0 1/0 1/2020 GRANTEE: CITY OF MERIDIAN Robert E. Simison, Mayor Attest by Chris Johnson, City Clerk STATE OF IDAHO, ) : ss. County of Ada ) This record was acknowledged before me on 10-20-2020 (date) by Robert E. Simison and Chris Johnson on behalf of the City of Meridian, in their capacities as Mayor and City Notary Signature My Commission Expires: Water Main Easement Version 01/01/2020 *6, ,j FOX HMH 1WLAND SURVEYS engineenng WATER LINE SOUTH PARCEL LEGAL DESCRIPTION A parcel of land within the Southwest 1/4 of the Southwest 1/4, Section 10, Township 3 North, Range 1 West, Boise Meridian, Ada County, Idaho being more particularly described as follows: COMMENCING at the Corner of Sections 9, 10, 15 & 16 in the intersection of W. Franklin Road and N. Black Cat Road monumented by a found Aluminum Cap as shown on Corner Record Instrument No. 2018-016068, from which the 1/4 Corner common to Sections 10 and 15 monumented by a found Aluminum Cap as shown on Corner Record Instrument No. 2018-088996 bears South 89°15'37" East, 2640.62 feet; thence along the Section line, South 89°15'37" East, 702.09 feet; thence North 00°36'41" East, 35.88 feet to the Northerly Right-of-Way for W. Franklin Road and the Southwest Corner of Grantor's Parcel and the POINT OF BEGINNING; Thence along the West boundary of Grantor's Parcel, North 00°36'41" East, 319.00 feet to the Northwest Corner of Grantor's Parcel; Thence along the North boundary of Grantor's Parcel, South 89°15'37" East, 20.00 feet; Thence South 00°36'41" West, 319.00 feet to the Northerly Right-of-Way for W. Franklin Road; Thence along said Northerly Right-of-Way, 89°15'37" West, 20.00 feet to the POINT OF BEGINNING. Containing 6,380 square feet more or less See attached Exhibit Survey Map END OF DESCRIPTION Prepared By: Ronald M. Hodge, PLS Survey Department Manager 0 5 O �G O 85 �05•z9.2°�� 9T F 0 F RH:tc �Nq� D M 680 S. Progress Ave., Suite#213 • Meridian, Idaho 83642 • Tel: 208-342-7957 • Web: hmh-llc.com Equal Opportunity Employer EXHIBIT WATER LINE SURI/EYMAP R/W — — — W. AVIATOR STREET I I I S89°15'37"E 20.00' o �o 0 m � Point of M "' Beginning w ' Point of M O p Commencement z U) Vw Wp N89°15'37'W zo Cq 20.00' T LO Cl 9 10 702.09' z _ _ 1938.53' 10 16 15 S89°15'37"E 2640.62' W. FRANKLrN ROAD 15 CR 2018- CR 20 8-0 @C7 016068 LEGEND / BOUNDARY 4 — — — SECTION S ER sG --------------------- NEW EASEMENT R/W RIGHT-OF-WAY �� o TIE/DETAIL n SURVEY MONUMENT cr�D4 ZjZ0 o ® CALCULATION POINT �0 9TF \�P� �<v �X}1�XXxX; EASEMENT AREA ti��O 0f NOS M . S20009-04 ACHD Water Const Easements.dwg 7/tem 77 E IDIAN 'aAHO AGENDA ITEM ITEM TOPIC: Acceptance Agreement for the Display of Artwork in Initial Point Gallery for November 2020 Between City of Meridian and Melissa Reche' Page 16 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 20th day of October 2020("Effective Date"), by and between the City of Meridian, a municipal corporation organized under the laws of the State of Idaho ("City"), and Melissa Reche 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 November 30, 2020, at such time as is specified by the Gallery Curator. Artist shall be responsible for installing such artwork on November 30, 2020, at the direction of the Gallery Curator; shall allow the display of such work in Initial Point Gallery from November 30, 2020 through December 3, 2020, in accordance with the terms of this Agreement; and shall be responsible for removal of such artwork on December 4, 2020, at such time as is specified by the Gallery Curator. IL 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 I Item#3. 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 page 18 Item#3. 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 page 19 Item#3. 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 page 20 Item#3. 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 parry 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 page 21 Item#3. Agreement by the persons referenced below prior to such ratification or approval shall not be construed as proof of validity in the absence of Meridian City Council approval. IN WITNESS WHEREOF,the parties hereto have executed this Agreement on the Effective Date written above. ARTIST: da / Melissa Re hd Address: 53 S • C-7 rQe:fz w o P( Qo�se��L� T�� 709 Phone: ZD — ":A742— '1 8q 1 E-mail: ('Lsl o ns loss S-E-Lc i C7 �Y?a� • C 6Yh 3 CITY OF MERIDIAN: BY: Robert E. Simison, Mayor Attest: Chris Johnson,City Clerk I I i ACCEPTANCE AGREEMENT—INITIAL POINT GALLERY DISPLAY PAGE 6 Page 22 7/tem 77 E IDIAN 'aAHO AGENDA ITEM ITEM TOPIC: Third Addendum to City Utilities Reimbursement Agreement by and Among the City of Meridian,the Ada County Highway District, and Costco Wholesale Corporation Page 23 THIRD ADDENDUM TO CITY UTILITIES REIMBURSEMENT AGREEMENT Meridian,Idaho Costco This THIRD ADDENDUM TO CITY UTILITIES REIMBURSEMENT AGREEMENT ("Third Addendum") is made and entered into this 20th day of October 2020 ("Effective Date"), by and among the CITY OF MERIDIAN, a municipal corporation of the State of Idaho ("City"); the ADA COUNTY HIGHWAY DISTRICT ("ACHD"), a highway district created pursuant to the laws of the state of Idaho; and COSTCO WHOLESALE CORPORATION, a Washington corporation("Costco"). RECITALS A. The parties entered into that certain City Utilities Reimbursement Agreement dated effective August 6, 2019 ("Original Agreement") wherein the City agreed to reimburse Costco for certain utility and infrastructure improvements made by Costco for the benefit of the City. B. The Original Agreement was modified by that certain First Addendum to City Utilities Reimbursement Agreement dated effective August 27, 2019 ("First Addendum") and by that certain Second Addendum to City Utilities Reimbursement Agreement dated effective November 26, 2019 ("Second Addendum") in order to account for changes in scope and price of the utilities being constructed by Costco. The Original Agreement, First Addendum, and Second Addendum shall be referred to collectively as the"Utilities Agreement". C. As of the Effective Date,the utility and infrastructure improvements made by Costco under the Utilities Agreement are substantially complete and the parties desire to account for final price adjustment and change orders requested by the City and ACHD as set forth herein. AGREEMENT 1. The parties agree to modify Section 1.1 of the Utilities Agreement as follows and to replace Exhibit A to the Utilities Agreement,with Exhibit A,attached hereto and incorporated herein: 1.1 Fiber Optic Conduit. City desires the installation of 2" fiber optic conduit, as described in Exhibit A ("Conduit Improvements"), be included in the Chinden Improvements. City has designed the Conduit Improvements for inclusion in the Chinden Improvements plans to be approved by ITD. Upon substantial completion of the Conduit Improvements, Costco will invoice City for all costs Costco has incurred for design and installation of the Conduit Improvements. Within thirty (30) days of receipt of such invoice, City will pay the invoice in full. The current estimated cost for the Conduit Improvements is One Hundred Twenty-Five Thousand Six Hundred Eight Dollars and Fifty Cents ($125,608.50); however,the parties acknowledge this is only an estimate and Costco's request for reimbursement will reflect actual costs incurred. 2. The parties agree to modify Section 1.2 of the Utilities Agreement as follows and to replace Exhibit B to the Utilities Agreement,with Exhibit B,attached hereto and incorporated herein: 1.2 Black Cat/Chinden Intersection. City desires certain improvements, including a fire hydrant relocation, at the Chinden/Black Cat intersection, as described in Exhibit B ("Black Cat Utility Improvements"),be included in the Chinden Improvements. City has designed the Black Cat Utility Improvements for inclusion in the Chinden Improvements plans to be approved by ITD. Upon substantial completion of the Black Cat Utility THIRD ADDENDUM TO CITY UTILITIES REIMBURSEMENT AGREEMENT Page 1 of 10 Improvements, Costco will invoice City for all costs Costco has incurred for design and installation of the Black Cat Utility Improvements. Within thirty (30) days of receipt of such invoice, City will pay the invoice in full. The current estimated cost for the Black Cat Utility Improvements is Ten Thousand Seven Hundred Seventy -Seven Dollars and Fifty Cents ($10,777.50); however, the parties acknowledge this is only an estimate and Costco's request for reimbursement will reflect actual costs incurred. 3. The parties agree to modify Section 2.3 of the Second Addendum by renumbering the provision as Section 1.3 of the Utilities Agreement, replacing Exhibit F to the Utilities Agreement, with Exhibit F, attached hereto and incorporated herein, and as follows: 1.3 Streetlights. City desires the installation of certain additional streetlights along Chinden, as described in Exhibit F ("Streetlight Improvements"), be included in the Chinden Improvements. Upon substantial completion of the Streetlight Improvements, Costco will invoice City for all costs Costco has incurred for design and installation of the Streetlight Improvements, including engineering, legal, and project management costs incurred related to this Second Addendum and the Streetlight Improvements. Within thirty (30) days of receipt of such invoice, City will pay the invoice in full. The current estimated cost for the Streetlight Improvements is Four Hundred Eighteen Thousand Eight Hundred Sixty -Nine Dollars and Five Cents ($418,869.05) ("Estimate"); however, the parties acknowledge this is only an estimate and Costco's request for reimbursement will reflect actual costs incurred. Before incurring costs greater than the Estimate, Costco will obtain the City's written consent. If the City declines to provide such consent within fifteen (15) days, then Costco may discontinue further work on the Streetlight Improvements and, even if prior to substantial completion, provide an invoice to City for actual costs incurred not to exceed the Estimate, which invoice the City will pay in full within (30) days of receipt. 4. The parties agree to modify Section 2.1 of the Utilities Agreement as follows and to replace Exhibit C to the Utilities Agreement, with Exhibit C, attached hereto and incorporated herein: 2.1 Service Stubs. City desires the installation of sewer and/or water service stubs for extension of City services to third party property owners, as described in Exhibit C ("Service Stubs"), be included in the Ten Mile Improvements. ACHD has incorporated the Service Stubs into ACHD's design of the Ten Mile Improvements. Upon substantial completion of the Service Stubs, Costco will invoice City for the costs incurred for installation of the Service Stubs. Within thirty (30) days of receipt of such invoice, City will pay the invoice in full. City is solely responsible for collecting any payment from the third party property owners, and City will pay Costco's invoice in full in accordance with this section regardless of the amount or timing of any third party property owner payment to City. The current estimated cost for the Service Stubs is Six Thousand One Hundred Dollars ($6,100.00); however, the parties acknowledge this is only an estimate and Costco's request for reimbursement will reflect actual costs incurred. 5. The parties agree to modify Section 2.2 of the Utilities Agreement as follows and to replace Exhibit D to the Utilities Agreement, with Exhibit D, attached hereto and incorporated herein: 2.2 Cost Share Permit Improvements. City and ACHD have entered into that certain Ada County Highway District Cost Share Permit, dated April 23, 2019 ("Permit"), for THIRD ADDENDUM TO CITY UTILITIES REIMBURSEMENT AGREEMENT Page 2 of 10 certain City improvements within Ten Mile Road (collectively, "Permit Improvements"), which improvements are generally described in Exhibit D. ACHD has incorporated the Permit Improvements into ACHD's design of the Ten Mile Improvements. Upon substantial completion of the Permit Improvements, Costco will invoice City for the costs incurred for installation of the Permit Improvements set forth in Section D.1 of Exhibit D. Within thirty (30) days of receipt of such invoice, City will pay the invoice in full, and City will provide notice of such payment to ACHD, which full payment and notice will satisfy City's obligations in the Permit to pay ACHD for the installation of the Permit Improvements. The current estimated cost for City's portion of the Permit Improvements is Fifty -Four Thousand Twenty -Seven Dollars and Thirty -Seven Cents ($54,027.37) ; however, the parties acknowledge this is only an estimate and Costco's request for reimbursement will reflect actual costs incurred. Upon substantial completion of the Permit Improvements, Costco will invoice ACHD for the costs incurred for installation of the ornamental rock set forth in Section D.2 of Exhibit D. Within thirty (30) days of receipt of such invoice, ACHD will pay the invoice in full. The current estimated cost for said ornamental rock is Eleven Thousand Dollars ($11,000.00); however, the parties acknowledge this is only an estimate and Costco's request for reimbursement will reflect actual costs incurred. 6. The parties agree to modify Section 2.3 of the Utilities Agreement as follows and to replace Exhibit E to the Utilities Agreement, with Exhibit E, attached hereto and incorporated herein: 2.3 Sewer and Water Improvements. City desires the installation of certain sewer and water improvements, as described in Exhibit E ("Sewer and Water Improvements"), be included in the Ten Mile Improvements. ACHD has incorporated the Sewer and Water Improvements into ACHD's design of the Ten Mile Improvements. Upon substantial completion of the Sewer and Water Improvements, Costco will invoice City for all costs Costco has incurred for design and installation of the Sewer and Water Improvements. Within thirty (30) days of receipt of such invoice, City will pay the invoice in full. The current estimated cost for the Sewer and Water Improvements is Ninety -Six Thousand Seven Hundred Fifty Dollars and Twenty -Five Cents ($96,750.25); however, the parties acknowledge this is only an estimate and Costco's request for reimbursement will reflect actual costs incurred. 7. Unless defined herein, all capitalized terms in this Third Addendum have the same meaning as set forth in the Utilities Agreement. Except as expressly modified by this Third Addendum, all terms and conditions of the Utilities Agreement remain in full force and effect. 8. This Third Addendum may be executed in one or more counterparts, and all of the counterparts shall constitute one and the same agreement, notwithstanding that all parties hereto are not signatories to the same or original counterpart. City, ACHD and Costco agree that this transaction may be conducted by electronic means pursuant to the provisions of the Uniform Electronic Transaction Act. [end of text; signatures and exhibits follow] THIRD ADDENDUM TO CITY UTILITIES REIMBURSEMENT AGREEMENT Page 3 of 10 DocuSign Envelope ID:6CDDDBC6-559C-4A38-AE91-7D3D078C7179 IN WITNESS WHEREOF,the parties execute this Third Addendum effective as of the Effective Date. CITY: CITY OF MERIDIAN, a municipal corporation of the State of Idaho By: Its: ACHD: ADA COUNTY HIGHWAY DISTRICT, a highway district created under the laws of the state of Idaho By: Its: COSTCO: COSTCO WHOLESALE CORPORATION, a Washington corporation FPDocuSignedd by: aw 66, By: Peter Kahn Its: AVP THIRD ADDENDUM TO CITY UTILITIES REIMBURSEMENT AGREEMENT Page 4 of 10 Exhibit A Conduit Improvements Pay Item Description Quantity Unit Unit Price Total Cost 5901-05F SP Junction Box 41 EACH $1,200.00 $49,200.00 Type 5-45T with Riser SP Install 1-2" RPC 5911-06D Conduit for Future 13,405 LF $5.70 $76,408.50 Use (Meridian) TOTAL COST of CITY REIMBURSEMENT $125,608.50 THIRD ADDENDUM TO CITY UTILITIES REIMBURSEMENT AGREEMENT Page 5 of 10 Exhibit B Black Cat Utility Improvements Pays Item Description Quantity Unit Unit Price Total Cost 401.4.1.A.1 6"Water Line 27 LF $82.5+0 $2,227.50 402.4.1.A.1.a 6" Gate Valve 1 EACH $1,700.00 $1,700.00 402.1.1.A.1.b 12'Gate Valve 1 EACH $2,25-0.00 $2,250.00 Relocate Fire 403.4.1.B.1 Hydrant 1 EACH $4,600.00 $4,600.00 TOTAL COST of CITY REIMBURSEMENT $10,777.50 THIRD ADDENDUM TO CITY UTILITIES REIMBURSEMENT AGREEMENT Page 6 of 10 Exhibit C Service Stubs Pay Item Description Quantity Unit Unit Price Total Cost 404.4.1.A.1 1"Water Service 1 EACH $3,400.00 $3,400.00 504.4.1.B.1 4"Sewer Service 1 EACH $4,850.00 $4,850.00 504.4.1.A.1 8"Sewer Service 1 EACH $6,100.00 $6,100.00 CO #17 RFC#33 404.4.LA.1—1" _1 EACH $3,400.00 Water Service Credit ($3,404.00) CO#17 RFC#33 504.4.1.6.1—4" _1 EACH $4,850.00 ($4,850.00) Sewer Service Credit TOTAL COST of CITY REIMBURSEMENT $6,100.00 THIRD ADDENDUM TO CITY UTILITIES REIMBURSEMENT AGREEMENT Page 7 of 10 Exhibit D Permit Improvements Pay Item Description Quantity Unit Unit Price Total Cost SSP 25002 Ornamental Rock 210 CY $125 $26,250.00 Install Traffic Signal 1131.01.02.A Interconnect Conduit 4,605 LF $5.20 $23,946.00 (Trench)—City of Meridian RFC#06 City Separate CO #17 Junction Boxes 1 L5 $15,604.97 $15,604.97 RFC#33 SSP 25002— CO #17 Ornamental Rock Credit -16 CY $125 ($Z,Cb00.0<3) RFC#33 SSP 25050—4" CO #17 Topsoil Addition 146 SY $8.40 $1,226.40 TOTALCOSTI $65,027.37 D.1 City Permit Improvement Reimbursement Obligations City Cost Share Agreement No. 32 committed reimbursement for Permit improvement on 9 identified parcels Pay Item Description Quantity Unit Unit Price Total Cost SSP 25002 Ornamental Rock 122 CY $125 $15,25,0.00 Install Traffic Signal 1131.01.02.A Interconnect Conduit 4,&05 LF $5.20 $23,946.00 (Trench)—City of Meridian RFC#06 City Separate Junction CO #17 1 LS $15,604.97 $15,604.97 Boxes CO #17 RFC#33 SSP—25002 -16 CY $125 Ornamental Rock Credit ($2,000.QO) CO #17 RFC#33 SSP 25050-4" 146 Sy $8.40 $1,226.40 Topsoil Addition TOTAL COST OF CITY REIMBURSEMENT $54,027.37 D.2 ACHD Reimbursement Obligations Remaining planned quantity of Ornamental Rock ACHD is committed to reimburse Pay Item Description I Quantity Unit I Unit Price Total Cost SSP 25002 Ornamental Rock 1 8.8 1 CY $125 $11,000.00 TOTAL COST OF ACHD REIMBURSEMENT $11,000.00 THIRD ADDENDUM TO CITY UTILITIES REIMBURSEMENT AGREEMENT Page 8 of 10 Exhibit E Sewer and Water Improvements Pay Item Description Quantity Unit Unit Price Total Cost 401.4.1.A.1 12" PVC WATER MAIN (INCLUDES 150.00 LF $110.00 $16,500.00 EXCAVATION, BEDDING, BACKFILL) 401.4.1.13.1 12" DUCTILE IRON! MECHANICAL JOINT 8.00 EACH $890.00 $7,120.00 FITTINGS See Bidding 24"STEEL CASING PIPE (OPEN TRENCH and Contract INSTALLATION) 40.00 EACH $400.00 $16,000.00 Documents 2030.4.1.C.1 ADJUST VALVE CAN LIDS&CONCRETE 13.00 EACH $1,150.00 $14,950.00 COLLAR 2030.4.1.D.1 RELOCATE EXISTING FIRE HYDRANT 1.00 EACH $7,SD0.00 $7,800.00 ASSEMBLY 403.4.1.A.1 FIRE HYDRANT ASSEMBLY 2.00 EACH $7,050.00 $14,100.00 CO#17 RFC#10 City Directed Manhole 1.00 LS $7,194.06 $7,194.06 Adjustments CO#17 RFC#26 Relocate Existing Blow Off Valve 1.00 LS $3,418.37 $3,418.37 CO#17 RFC#28 Relocate Blowoff Valve and 1.00 LS $9,667.82 $9,667.82 Reclaimed Water Line TOTAL COST of CITY REIMBURSEMENT $96,750.25 THIRD ADDENDUM TO CITY UTILITIES REIMBURSEMENT AGREEMENT Page 9 of 10 Exhibit F Streetlight Improvements Pay Item Description Quantity Unit Unit Price Total Cost CO#1 Additional Streetlight 47 EACH $8,029.11 $377,368.17 CO#1 Survey 1 LS $2,450.00 $2,450.03 CO#1 Testin 1 LS $700.00 $700.00 CO#1 Contractor Admin Expenses $19,025.81 EACH $1.00 $19,025.81 CO#1 Legal 637.50 EACH $1.00 $637.50 CO#1 Engineering $6,487.50 EACH $1.00 $6,487.50 CO#1 Owner Contract Admin $12,200.07 EACH $1.00 $12,2CO.07 Expenses 3% TOTAL COST of CITY REIMBURSEMENT $418,869.05 THIRD ADDENDUM TO CITY UTILITIES REIMBURSEMENT AGREEMENT Page 10 of 10 7/tem 77 E IDIAN 'aAHO AGENDA ITEM ITEM TOPIC: Services Contract Agreement Between the City of Meridian and American Cleaning Services for Janitorial Services for Fiscal Year 2021 Through Fiscal Year 2025 Page 34 Item#5. C� fIEN , IN4, IDAHG-. MEMO TO CITY COUNCIL Request to Include Topic on the City Council Agenda From: Sandra Ramirez, Buyer Meeting Date: October 20, 2020 Cc: Keith Watts, Procurement Manager Presenter: N/A Estimated Time: 0.00 Topic: Janitorial Services Recommended Council Action: Approve award of 5-year contract to American Cleaning Services for the Not-to-Exceed amount of $345,970.20 annually as well as authorize Procurement Manager to sign the FY21 Purchase Order for the Not-to-Exceed pro-rated amount of$317,139.35. Background: A formal Request for Proposals (RFP) for Janitorial Services was issued in April 2020; evaluations were complete in May 2020 listing American Cleaning Services as the second highest ranked contractor. The highest ranked contractor, Clearview Cleaning submitted a proposal outlining company and listed no objections to the City's contract requirements. However, the City learned Clearview Cleaning was in the process of a buyout by the same company whom currently owns and operates as the City's current contractor,Varsity Facility Services/KBS. Of the five (5) submitted proposals,Varsity ranked fourth. Since Clearview did not state in their proposal that they were in the process of selling to KBS,the City's evaluation team did not have a fair representation of their firm during the evaluation process. This fact was brought to the City's attention at the conclusion of the evaluation period. Upon learning this,the City Procurement Division and Public Works staff held multiple meetings with Clearview& KBS staff attempting to come to an agreement. A mutual agreement was not achieved. With the approval of the City's Legal Department, negotiations were broke off. Per State Statute, the City entered negotiations with the second highest ranked firm,American Cleaning Services. The agreement before you today is the result of those negotiations. Page 35 Item#5. CW-2022-10150.a - Janitorial Services FY202 Scoring Summary Active Submissions ResponsivenessTotal Cover LetterSheet Supplier Clearview Cleaning 87.45 Pass Pass Service American Cleaning 86.06 Pass Pass Service Company ABM Industries Group 82.78 Pass Pass LLC Varsity Facility 80.5 Pass Pass Services LGC Global Energy 57.18 Pass Pass FM, LLC. Page 36 Item#5. 1 -2025 SpecificCost Proposal C - Evaluation C-1 - Qualifications & C-2 - Criteria Experience Qualifications i pts •0 pts 30 pts 20 . 7.786 ($345,880.20) 79.67 27.83 17.5 7.147 ($376,812.00) 78.92 26.17 16.5 6.281 ($428,730.60) 76.5 26 15.67 10 ($269,300.64) 70.5 24.58 15 3.817 ($705,528.63) 53.37 17.2 11 Page 37 Item#5. • • of Approach • Providing Quality Services 1 pts 34.33 36.25 34.83 30.92 25.17 Page 38 SERVICES CONTRACT AGREEMENT JANITORIAL SERVICES FY2021-2025 PROJECT NUMBER 10150.A THIS AGREEMENT FOR JANITORIAL SERVICES shall become effective October 20th 2020, between the City of Meridian, a municipal corporation organized under the laws of the State of Idaho, hereinafter referred to as "CITY", 33 East Broadway Avenue, Meridian, Idaho 83642, and American Cleaning Services hereinafter referred to as "SERVICES PROVIDER", whose business address is 616 Front Street, Boise Idaho 83702. INTRODUCTION Whereas, the City has a need for services involving JANITORIAL SERVICES FY2021-2025; and WHEREAS, the Services Provider is specially trained, experienced and competent to perform and has agreed to provide such services; NOW, THEREFORE, in consideration of the mutual promises, covenants, terms and conditions hereinafter contained, the parties agree as follows: TERMS AND CONDITIONS 1. Scope of Services: 1 .1 SERVICES PROVIDER shall perform and furnish to the City upon execution of this Agreement and receipt of the City's written notice to proceed, all services, and comply in all respects, as specified in the Request for Proposal documents CW-15-10150 and also the document titled "Scope of Services" a copy of which is attached hereto as Exhibit "A" and Exhibit "B" and incorporated herein by this reference, together with any amendments that may be agreed to in writing by the parties. 1 .2 All documents, drawings and written work product prepared or produced by the Services Provider under this Agreement, including without limitation electronic data files, are the property of the Services Provider; provided, however, the City shall have the right to reproduce, publish and use all such work, or any part thereof, in any manner and for any purposes whatsoever and to authorize others to do so. If any such work is copyrightable, the Services Provider may copyright the same, except that, as to any work which is copyrighted by the Services Provider, the City reserves a royalty-free, non-exclusive, and irrevocable license to reproduce, publish and use such work, or any part thereof, and to authorize others to do so. Page 39 Item#5. 1 .3 The Services Provider shall provide services and work under this Agreement consistent with the requirements and standards established by applicable federal, state and city laws, ordinances, regulations and resolutions. The Services Provider represents and warrants that it will perform its work in accordance with generally accepted industry standards and practices for the profession or professions that are used in performance of this Agreement and that are in effect at the time of performance of this Agreement. Except for that representation and any representations made or contained in any proposal submitted by the Services Provider and any reports or opinions prepared or issued as part of the work performed by the Services Provider under this Agreement, Services Provider makes no other warranties, either express or implied, as part of this Agreement. 1 .4 Services and work provide by the Services Provider at the City's request under this Agreement will be performed in a timely manner in accordance with a Schedule of Work, which the parties hereto shall agree to. The Schedule of Work may be revised from time to time upon mutual written consent of the parties. 2. Consideration 2.1 The Services Provider shall be compensated on a Not to Exceed basis as provided in Exhibit C "Payment Schedule" attached hereto and by reference made a part hereof for the Not-to-Exceed amount of $345,970.20 annually for years 1- 5. 2.2 The Services Provider shall provide the City with a monthly statement, as services warrant, of fees and costs to be earned and incurred for services provided during the billing period, which the City will pay within 30 days of receipt of a correct invoice and approval by the City. The City will not withhold any Federal or State income taxes or Social Security Tax from any payment made by City to Services Provider under the terms and conditions of this Agreement. Payment of all taxes and other assessments on such sums is the sole responsibility of Services Provider. 2.3 Service Provider will provide an itemized monthly statement listing each facility separately and referencing the assigned purchase order number. Itemization will include, but not limited to: A. Facility B. Service Provided C. Service Date(s) D. Service Rate (if applicable) E. Total Amount 2.4 Except as expressly provided in this Agreement, Services Provider shall not be entitled to receive from the City any additional consideration, compensation, salary, wages, or other type of remuneration for services rendered under this Agreement., including , but not limited to, meals, lodging, transportation, drawings, Page 40 Item#5. renderings or mockups. Specifically, Services Provider shall not be entitled by virtue of this Agreement to consideration in the form of overtime, health insurance benefits, retirement benefits, paid holidays or other paid leaves of absence of any type or kind whatsoever. 3. Funding: The amounts beyond the 2021 fiscal year have not yet been appropriated by the City. Contractor may NOT expend more than the amount specified and approved for a specific fiscal year. Agreement is contingent upon budget approval for each fiscal year. 4. Term: 4.1 This agreement shall become effective upon execution by both parties, and shall expire upon (a) completion of the agreed upon work, (b) September 30, 2025 or(c) unless sooner terminated as provided below or unless some other method or time of termination is listed in Attachment A. 4.2 Should Supplier default in the performance of this Agreement or materially breach any of its provisions, City, at City's option, may terminate this Agreement by giving written notification to Supplier. 4.3 Should City fail to pay Supplier all or any part of the compensation set forth in Attachment B of this Agreement on the date due, Supplier, at the Supplier's option, may terminate this Agreement if the failure is not remedied by the City within thirty (30) days from the date payment is due. 4.4. This Agreement shall terminate automatically on the occurrence of any of the following events: a) Bankruptcy of insolvency of either party; or b) Death of Supplier. 5. Independent Contractor: 5.1 In all matters pertaining to this agreement, SERVICES PROVIDER shall be acting as an independent contractor, and neither SERVICES PROVIDER nor any officer, employee or agent of SERVICES PROVIDER will be deemed an employee of CITY. Except as expressly provided in Exhibit A and Exhibit B, Services Provider has no authority or responsibility to exercise any rights or power vested in the City. The selection and designation of the personnel of the CITY in the performance of this agreement shall be made by the CITY. 5.2 Services Provider shall determine the method, details and means of performing the work and services to be provided by Services Provider under this Agreement. Services Provider shall be responsible to City only for the requirements and results specified in this Agreement and, except as expressly provided in this Agreement, shall not be subjected to City's control with respect to the physical action or activities of Services Provider in fulfillment of this Agreement. Page 41 Item#5. 6. Indemnification and Insurance: SERVICES PROVIDER shall indemnify and save and hold harmless CITY from and for any and all losses, claims, actions, judgments for damages, or injury to persons or property and losses and expenses and other costs including litigation costs and attorney's fees, arising out of, resulting from, or in connection with the negligent acts and/or errors or omissions by the SERVICES PROVIDER, its servants, agents, officers, employees, guests, and business invitees, and not caused by or arising out of the tortuous conduct of CITY or its employees. SERVICES PROVIDER shall maintain, and specifically agrees that it will maintain, throughout the term of this Agreement, liability insurance in the minimum amounts as follow, General Liability One Million Dollars ($1 ,000,000) per incident or occurrence, Automobile Liability Insurance One Million Dollars ($1 ,000,000) per incident or occurrence and Workers' Compensation Insurance , in the statutory limits as required by law. The CITY shall be named an additional insured on both General Liability and Automotive policies. The limits of insurance shall not be deemed a limitation of the covenants to indemnify and save and hold harmless CITY; and if CITY becomes liable for an amount in excess of the insurance limits, herein provided, SERVICES PROVIDER covenants and agrees to indemnify and save and hold harmless CITY from and for all such losses, claims, actions, or judgments for damages or injury to persons or property and other costs, including litigation costs and attorneys' fees, arising out of, resulting from , or in connection with the performance of this Agreement by the Services Provider or Services Provider's officers, employs, agents, representatives or subcontractors and resulting in or attributable to personal injury, death, or damage or destruction to tangible or intangible property, including use of. SERVICES PROVIDER shall provide CITY with a Certificate of Insurance, or other proof of insurance evidencing SERVICES PROVIDER'S compliance with the requirements of this paragraph and file such proof of insurance with the CITY at least ten (10) days prior to the date Services Provider begins performance of its obligations under this Agreement. In the event the insurance minimums are changed, SERVICES PROVIDER shall immediately submit proof of compliance with the changed limits. Evidence of all insurance shall be submitted to the City Purchasing Agent with a copy to Meridian City Accounting, 33 East Broadway Avenue, Meridian, Idaho 83642. A Fidelity Bond shall be acquired, also known as an Employee Dishonesty Bond with the minimum amount of $50,000. This bond is to protect the city and its employee's personal property, money, and securities within the City's facilities against loss or damage caused by Service Providers employees or agents' dishonesty, theft, or actions leading to a loss. 7. Notices: Any and all notices required to be given by either of the parties hereto, unless otherwise stated in this agreement, shall be in writing and be deemed communicated when mailed in the United States mail, certified, return receipt requested, addressed as follows: Page 42 Item#5. CITY Service Provider City of Meridian American Cleaning Service Procurement Manager Attn: Eli Schmoeger 33 E Broadway Ave 616 W. Front St. Meridian, ID 83642 Boise, ID 83702 208-888-4433 208 344-8464 Email: kwatts@meridiancitv.org Email: eli@americancleaning.com Either party may change their address for the purpose of this paragraph by giving written notice of such change to the other in the manner herein provided. 8. Attorney Fees: Should any litigation be commenced between the parties hereto concerning this Agreement, the prevailing party shall be entitled, in addition to any other relief as may be granted, to court costs and reasonable attorneys' fees as determined by a Court of competent jurisdiction. This provision shall be deemed to be a separate contract between the parties and shall survive any default, termination or forfeiture of this Agreement. 9. Time is of the Essence: The parties hereto acknowledge and agree that time is strictly of the essence with respect to each and every term, condition and provision hereof, and that the failure to timely perform any of the obligations hereunder shall constitute a breach of, and a default under, this Agreement by the party so failing to perform. 10. Assignment: It is expressly agreed and understood by the parties hereto, that SERVICES PROVIDER shall not have the right to assign, transfer, hypothecate or sell any of its rights under this Agreement except upon the prior express written consent of CITY. 11. Discrimination Prohibited: In performing the Services required herein, SERVICES PROVIDER shall not unlawfully discriminate in violation of any federal, state or local law, rule or regulation against any person on the basis of race, color, religion, sex, national origin or ancestry, age or disability. 12. Reports and Information: 12.1 At such times and in such forms as the CITY may require, there shall be furnished to the CITY such statements, records, reports, data and information as the CITY may request pertaining to matters covered by this Agreement. 12.2 Services Provider shall maintain all writings, documents and records prepared or compiled in connection with the performance of this Agreement for a minimum of four (4) years from the termination or completion of this or Agreement. This includes any handwriting, typewriting, and printing, photo static, photographic and every other means of recording upon any tangible thing, any form of communication or representation including letters, words, pictures, sounds or symbols or any combination thereof. Page 43 Item#5. 13. Audits and Inspections: At any time during normal business hours and as often as the CITY may deem necessary, there shall be made available to the CITY for examination all of SERVICES PROVIDER'S records with respect to all matters covered by this Agreement. SERVICES PROVIDER shall permit the CITY to audit, examine, and make excerpts or transcripts from such records, and to make audits of all contracts, invoices, materials, payrolls, records of personnel, conditions of employment and other data relating to all matters covered by this Agreement. 14. Publication, Reproduction and Use of Material: No material produced in whole or in part under this Agreement shall be subject to copyright in the United States or in any other country. The CITY shall have unrestricted authority to publish, disclose and otherwise use, in whole or in part, any reports, data or other materials prepared under this Agreement. 15. Compliance with Laws: In performing the scope of services required hereunder, SERVICES PROVIDER shall comply with all applicable laws, ordinances, and codes of Federal, State, and local governments. 16. Changes: The CITY may, from time to time, request changes in the Scope of Services to be performed hereunder. Such changes, including any increase or decrease in the amount of SERVICES PROVIDER'S compensation, which are mutually agreed upon by and between the CITY and SERVICES PROVIDER, shall be incorporated in written amendments to this Agreement. 17. Termination: If, through any cause, SERVICES PROVIDER, its officers, employees, or agents fails to fulfill in a timely and proper manner its obligations under this Agreement, violates any of the covenants, agreements, or stipulations of this Agreement, falsifies any record or document required to be prepared under this agreement, engages in fraud, dishonesty, or any other act of misconduct in the performance of this contract, or if the City Council determines that termination of this Agreement is in the best interest of CITY, the CITY shall thereupon have the right to terminate this Agreement, in part or in its entirety, by giving written notice to SERVICES PROVIDER of such termination and specifying the effective date thereof at least fifteen (15) days before the effective date of such termination. SERVICES PROVIDER may terminate this agreement at any time by giving at least sixty (60) days' notice to CITY. In the event of any termination of this Agreement, all finished or unfinished documents, data, and reports prepared by SERVICES PROVIDER under this Agreement shall, at the option of the CITY, become its property, and SERVICES PROVIDER shall be entitled to receive just and equitable compensation for any work satisfactorily complete hereunder. Notwithstanding the above, SERVICES PROVIDER shall not be relieved of liability to the CITY for damages sustained by the CITY by virtue of any breach of this Page 44 Item#5. Agreement by SERVICES PROVIDER, and the CITY may withhold any payments to SERVICES PROVIDER for the purposes of set-off until such time as the exact amount of damages due the CITY from SERVICES PROVIDER is determined. This provision shall survive the termination of this agreement and shall not relieve SERVICES PROVIDER of its liability to the CITY for damages. 18. Construction and Severability: If any part of this Agreement is held to be invalid or unenforceable, such holding will not affect the validity or enforceability of any other part of this Agreement so long as the remainder of the Agreement is reasonably capable of completion. 19. Advice of Attorney: Each party warrants and represents that in executing this Agreement. It has received independent legal advice from its attorney's or the opportunity to seek such advice. 20. Entire Agreement: This Agreement contains the entire agreement of the parties and supersedes any and all other agreements or understandings, oral of written, whether previous to the execution hereof or contemporaneous herewith. 21. Public Records Act: Pursuant to Idaho Code Section 9-335, et seq., information or documents received from the Contractor may be open to public inspection and copying unless exempt from disclosure. The Contractor shall clearly designate individual documents as "exempt" on each page of such documents and shall indicate the basis for such exemption. The CITY will not accept the marking of an entire document as exempt. In addition, the CITY will not accept a legend or statement on one (1) page that all, or substantially all, of the document is exempt from disclosure. The Contractor shall indemnify and defend the CITY against all liability, claims, damages, losses, expenses, actions, attorney fees and suits whatsoever for honoring such a designation or for the Contractor's failure to designate individual documents as exempt. The Contractor's failure to designate as exempt any document or portion of a document that is released by the CITY shall constitute a complete waiver of any and all claims for damages caused by any such release. 22. Confidentiality: Services Provider understands and acknowledges that all tests and results (confidential information) are intended solely for the City. Services Provider agrees to hold all confidential information in confidence and will not disclose the confidential information to any person or entity without the express prior written consent of City. 23. Applicable Law: This Agreement shall be governed by and construed and enforced in accordance with the laws of the State of Idaho, and the ordinances of the City of Meridian. 24. Approval Required: This Agreement shall not become effective or binding until approved by the City of Meridian. Page 45 Item#5. CITY OF MERIDIAN AMERICAN CLEANING SERVICE BY: BY: BY: - KEITH WATTS, Procurement Manager ELI SCHMOEGER, President Dated: 10-20-2020 Dated: 10/7/2020 Page 46 Item#5. EXHIBIT A SCOPE OF SERVICES 1. General This Contract establishes the standard for janitorial services at various City facilities. The Service Provider shall provide all management, supervision, labor, materials, supplies, transportation of owner supplied supplies to each facility, and equipment (except as otherwise provided), and will plan, schedule, coordinate and assure effective performance of all services described herein. The Service Provider will be required to provide janitorial and related services in accordance with the specifications of this solicitation. All services shall be performed in the highest professional manner, and in accordance with all applicable, current industry standards, regulations, codes and statutes. Unless the means or methods of performing a task are specified elsewhere in this contract, Service Provider shall employ methods that are generally accepted and used by the industry. Contract oversight is by the Building Maintenance Technician or their designated representative. 2. Silence of Specifications The apparent silence of these specifications as to any detail or to the apparent omission from it of a detailed description concerning any point, shall be regarded as meaning that only the best commercial practices are to prevail. All interpretations of these specifications shall be made on the basis of this statement. 3. Service Locations The work shall be performed at the City locations identified in this section. The City reserves the right to add or delete locations. LOCATION ADDRESS SQUARE FOOTAGE (Estimated area of service) City Hall 33 E Broadway 100,000 Police Station 1401 E. Watertower 32,9500 Administration Building Police Station 1401 E. Watertower 540 K-9 Building Police Station 1223 E. Watertower 12,700 Public Safety Training Center PSTC Water Administration 2235 NW 81" St. 8,000 Page 47 Item#5. Wastewater Resource 3401 N. Ten Mile 12,200 Recovery Facility — Administration Building Wastewater Resource 3401 N. Ten Mile 3,600 Recovery Facility — Controls Building Wastewater Resource 3401 N. Ten Mile 2,500 Recovery Facility — Lab Building (non-lab area only for internal cleaning) Parks and Recreation 1700 E. Lanark 2,500 Maintenance Building Community Center 213 E Idaho 4,200 Fire Station 1 540 E. Franklin Road 6,000 livable Fire Station 2 2401 N. Ten Mile Road 2,300 livable Fire Station 3 3545 N. Locust Grove 2,300 livable Fire Station 4 2515 S. Eagle Road 2,300 livable Fire Station 5 6001 N Linder Road 2,300 livable Fire Station 6 1435 W. Overland 7,029 livable Fire Safety Center 1901 E. Leighfield 920 'Measurements are approximations only. It is up to the Service Provider to field-verify dimensions to satisfy their needs. 4. Schedule of Services Work is to be performed outside of the City's regularly scheduled business hours except where otherwise specified. All tasks are to be completed on their designated service days. Service schedule cannot be altered without prior approval from the City's Building Maintenance Technician. All regular janitorial personnel must work the same continuous shift. 5. Observed Holidays City observed holidays are listed below. City facilities are closed on these days and services are not required except where otherwise specified. Scheduled services that fall on a holiday are to be performed the next business day. Observed holidays are: • New Year's Day • Martin Luther King/Human Rights Day • President's Day • Memorial Day • Independence Day • Labor Day • Veterans Day • Thanksgiving Day Page 48 Item#5. • Christmas Day 6. Minimum Qualifications of Service Provider Service Provider must meet the minimum qualifications set forth to be considered eligible to provide the proposed service. Service Provider must: A. Be a company that has been in business and performing services specified herein for a minimum of five (5) consecutive years. B. Possess and keep in force all licenses, certifications, bonds and permits required to furnish and perform the services specified herein. C. Possess the ability to commit sufficient staffing, equipment and materials to perform the work required (with the exception of restorative carpet cleaning services). 7. Qualifications of Service Provider's Personnel A. All matters and costs pertaining to the recruitment, screening, City required background screening, hiring and retention of personnel shall be the exclusive responsibility of the Service Provider. These matters shall be done fully in compliance with existing statutes and regulations pertaining to affirmative action, non-discrimination, wage and hour and any other stipulations germane to prudent personnel management. B. All personnel used by the Service Provider shall be subject to review and approval by the City. The City reserves the right to demand the removal of any employee who is deemed unacceptable for any reason. C. All work by contract personnel shall be performed in a professional, courteous manner. Discourtesy, rudeness, or the use of profanity will not be tolerated, and shall be grounds for immediate removal of the offending employee from performing work under any contract awarded as a result of this specification. 8. Staffing Levels: Service provider shall maintain an adequate number of employees to satisfactorily perform scheduled tasks. Service Provider will provide an adequate number of trained cleaning personnel each day to ensure that all cleaning services herein specified are accomplished. It is the Service Provider's responsibility to determine and furnish the total staff-hours required to meet the requirements of the service level agreement. The Service Provider shall provide onsite supervision at City Hall. Supervisor will be responsible for staff at all locations. Service Provider will ensure that all employees working within City facilities can read and understand warning signs that are written in English. Page 49 Item#5. The Service Provider shall provide onsite supervision to assure competent performance of the work during the scheduled hours. The Service Provider or authorized agent will make daily routine inspections prior to leaving for the day to ensure that the work is performed as required by this Contract. The Service Provider's job manager and supervisors must be literate and fluent in the English language, because of the necessity to read chemical labels, job instructions and signs, as well as the need for conversing with management personnel. The Service Provider's on site supervisor must also be literate and fluent in the primary language of the Janitorial staff. All supervisors shall have an intimate knowledge of the various cleaning tasks, equipment and materials so as to be able to maintain and control an effective inspection and follow-up program. The supervisor shall be authorized to represent and act for the Service Provider. The Service Provider shall provide and equip each shift supervisor with a communication device such as a cell phone or similar independent communication device. 9. Staff Training: Service Provider shall comply with the OSHA Standard as it pertains to the training, safety and equipment needed for all employees engaged in Janitorial service. Service Provider shall be responsible for compliance on date of Contract acceptance. Proposer shall furnish information about the training programs for managers, supervisors and workers covering the following categories: Include training for 1) general cleaning, 2) floor work, 3) carpet cleaning and 4) OSHA standards. Describe in detail your firm's training procedures for complying with above regulations. 10. Cleaning Standards: The following cleaning standards shall be used on a daily basis and during the quality assurance inspection process to assess the quality of cleaning. A. Building and Elevator Mats, Carpets, Floors, Cove Bases, Corners, Thresholds, and Stairwell Landings and Steps 1 . Shall be free of dust, cobwebs, spots, stains, gum, dirt and debris without causing damage. 2. Shall appear visibly and uniformly clean. Adjoining walls, doors and floor surfaces shall also be free of dust, soil and cleaner residue. 3. Hard/resilient floors shall have multiple coats of a slip-resistant seal and finish applied that result in a consistent high-shine, unless otherwise directed by CITY. Page 50 Item#5. B. Building and Elevator Walls, Ceilings, Wainscot and Ledges 1 . Shall be free of dust, cobwebs, soil, spots and stains without causing damage. 2. Elevator walls and ceiling shall be polished to a high-shine and shall appear streak-free, film-free and uniformly clean. 3. Elevator buttons and surround, inside and outside of the car, shall be disinfected. C. Building and Elevator Doors 1 . Doors shall be free of dust, cobwebs, soil, spots and stains without causing damage. 2. Elevator doors shall be polished to a high-shine and shall appear streak- free, film-free and uniformly clean. 3. Handles, push plates, crash bar apparatus, and kick plates on doors shall be polished to a high-shine and shall appear streak-free, film free and uniformly clean. 4. Handles, push plates and crash bar apparatus shall be disinfected. D. Glass and Metal Surfaces 1 . Shall appear streak-free, film-free and uniformly clean. This includes the elimination of dust and soil from sills, ledges and heat registers. E. Water Fountains 1 . Shall be free of dust, cobwebs, soil, scale and water spots without causing damage. Bright work shall be disinfected and polished to a streak-free shine. Pushbars shall be cleaned and disinfected. Water fountains shall appear visibly and uniformly clean. This includes the elimination of film and cleaner residue. F. Stairwell Handrails, Related Surfaces, Exposed Mechanical and Structural Elements, Window Sills and Ledges 1 . Shall be free of dust, cobwebs, dried-soil and soil without causing damage. These surfaces shall appear visibly and uniformly clean. This included the elimination of film, streaks, lint, standing water, cleaner residue or film. G. Restrooms Page 51 Item#5. Special Note: Maintaining a sanitary restroom environment that minimizes the possibility of cross-infection is considered of the highest priority by CITY. Sanitation levels shall be closely monitored by inspection, and approved testing methods. 1 . Dispensers and hardware shall be free of dust, dried-soil, bacteria and soil without causing damage. Bright work shall be uniformly cleaned, disinfected and shall appear visibly and uniformly clean. This includes the elimination of film, streaks and cleaner residue. Dispensers shall be refilled when required with proper expendable supply item. No cleaning agents are to come in contact with fixture sensors. 2. Sinks shall be free of dust, bacteria, soil, cleaner residue and soap film without causing damage. They shall appear visibly and uniformly clean, and polished-dry. This includes the elimination of streaks, embedded soil, film and water spots. 3. Counters shall be free of dust, cobwebs, bacteria, and soil without causing damage. Surfaces shall be uniformly cleaned, disinfected and shall appear visibly and uniformly clean. 4. Mirrors shall be free of dust and soil. Mirrors and surrounding metal framework shall appear streak-free, film-free and uniformly clean. 5. Toilets, toilet seats and urinals shall be free of dust, cobwebs, bacteria, soil, organic matter, cleaner residue and scale without causing damage. These fixtures shall appear visibly and uniformly clean, disinfected and polished- dry. This includes the elimination of streaks, film and water spots. 6. Partitions and ledges shall be free of dust, cobwebs, soil and graffiti without causing damage. Partitions shall appear visibly and uniformly clean, disinfected and polished-dry. This includes the elimination of streaks and film. 7. Waste containers shall have contents removed and can liners replaced. Inside and outside of the container shall be cleaned and disinfected. Containers shall appear visibly and uniformly clean. This includes the elimination of streaks, foodstuff and the presence of an offensive odor emitting from the container. H. Air Vents 1 . Shall be free of dust, cobwebs, and soil. This also pertains to air distribution units and exhaust vents. They shall appear visibly and uniformly clean. I. Light Fixtures Page 52 Item#5. 1 . Light fixtures shall be free of dust, cobwebs, and soil without causing damage. Diffusers shall remain in proper position and appear streak-free and uniformly clean. J. Counters and Office Equipment 1 . Shall be free of dust, cobwebs, dried-soil and soil without causing damage. They shall appear visibly and uniformly clean. K. Waste and Recycling Containers 1 . Waste container contents shall be removed from waste containers and can liners replaced, as required. Inside and outside of the container shall be cleaned and disinfected monthly, at a minimum. Containers shall appear visibly and uniformly clean. This includes the elimination of streaks, foodstuff and the presence of an offensive odor emitting from the container. 2. Recycling containers shall be cleaned and disinfected monthly, at a minimum. Containers shall appear visibly and uniformly clean. This includes the elimination of streaks, foodstuff and the presence of any offensive odor emitting from the container. L. Furniture and Furnishings 1 . Common area, conference room, copier area furniture and equipment shall be free of dust, cobwebs, dried-soil and soil without causing damage. They shall appear visibly and uniformly clean. This includes the elimination of cleaner residue, streaks and film. Individual office desks and work surfaces will be cleaned by CITY of Meridian employee. 2. Tables and chairs shall be free of dust and soil. These surfaces shall appear visibly and uniformly clean. Tables are to be wiped with cleaner daily to remove all finger prints. 3. Lamps shall be free of dust, cobwebs, dried-soil and soil without causing damage. Lamps shall appear visibly and uniformly clean. This includes the elimination of streaks, cleaner residue and film. 4. Partitions and ledges shall be free of dust, cobwebs, soil and graffiti without causing damage. Partitions shall appear visibly and uniformly clean. This includes the elimination of streaks, film and cleaner residue. 5. Cabinets, refrigerator and microwave exterior tops, sides and front shall be cleaned and free of dust, soil, cleaner residue and soap film. Sinks and fixtures shall be clean and sanitized. M. Miscellaneous Carpet Cleaning/Deep Machine Extraction Page 53 Item#5. 1 . The professional cleaner shall use truck mounted, heavy duty hot-water extraction method for cleaning of carpets (and upholstered chairs). All cleaning methods and workmanship must be in strict accordance with carpet and furniture manufacturer's requirements. 2. Carpets that are cleaned must be dry within seven (7) hours after completion of work. The Service Provider shall supply and set up fans of adequate size and in sufficient number to ensure carpets will be dry within said time frame. 3. All Service Provider employees providing services must have a minimum of five (5) years of verifiable commercial carpet cleaning experience. 4. The cleaning will take place during the weekend, or in the evening after hours if approved by City 5. The cleaning operations frequency and locations are noted in the Task Frequency Sheets of Exhibit B. N. Janitor Closets and Storeroom 1 . Shelves - Shall be free of dust, cobwebs, dried-soil and soil. They shall appear visibly and uniformly clean. Supplies and equipment shall be stored in an organized fashion, in their appropriate locations by neatly utilizing shelving space. 2. Storeroom shall appear visibly and uniformly clean. Delivered supplies shall be unpacked and stored, in an organized fashion, in their appropriate locations by neatly utilizing shelving and storage space. 3. Janitor carts shall be free of dust, cobwebs, dried-soil and soil. They shall appear visibly and uniformly clean. Supplies and equipment stored on janitor carts shall also be free of dust and soil, and organized, neatly. Carts shall be cleaned and disinfected monthly, at a minimum. 4. Walls shall be free of dust, cobwebs, dried-soil and soil without causing damage. They shall appear visibly and uniformly clean. This includes the elimination of film, streaks and cleaner residue. 5. Utility sinks shall be free of dust, cobwebs, soil, cleaner residue and soap film. Utility sinks shall appear visibly and uniformly clean. This includes the elimination of streaks, embedded soil, film and water spots. 6. Bright work shall be cleaned, de-scaled and polished. Page 54 Item#5. 7. Floors shall be free of dust, dried-soil, gum, spots, stains and debris. Hard/resilient floors shall have multiple coats of a slip-resistant seal and finish applied that result in a consistent high-shine, unless otherwise directed by CITY. Floors shall appear visibly and uniformly smooth and clean. This includes the elimination of dust streaks, lint, standing water, cleaner residue and film. O. Trash Removal/Trash Containers/Recycle Containers 1 . Waste removal shall be to containers designated by CITY and shall be deposited in such a manner that contents will not fly around causing a mess or nuisance. 2. Waste containers shall be fitted with a liner. 3. Recycle bins in cubicles and office areas shall be emptied as necessary. 11. Security 1 . Service Provider will be responsible for compliance with all City security requirements. 2. All doors and windows shall be closed and locked upon completion of cleaning operations in the area. All areas shall be double-checked at end of shift to verify the areas are secured. On occasion, certain areas that are normally open for cleaning may be secured. In such a situation, cleaning shall take place only upon request of the Building Maintenance Technician. Service Provider will not enter any office where the door is closed. 3. Service Provider shall not duplicate any keys for premises unless directed to do so by the Building Maintenance Technician. Service Provider/Supervisory staff must promptly report any lost keys or need for additional keys to the Building Maintenance Technician. 4. To avoid the possibility of tracing lost keys to the premises, the Service Provider shall not put identification on any keys. 5. Service Provider will only access departments through the card reader access doors. A. Background Checks: 1 . Service Provider shall hire an independent security firm (specialist) to perform background checks and fingerprinting on all employees, subcontractors, vendors, delivery personnel, or others required to have regular access to the Page 55 Item#5. site. These checks will be conducted on an annual basis. Any prior convictions for theft offenses, violent crimes, sexual offenses, and criminal convictions will not be allowed. Cost of background checks will be borne by the Service Provider. Employees working at the Police Department campus will be required to go through an additional background check. The cost for background checks will be borne by the service provider. 2. Service Provider shall submit a written plan to the City's site representative for review and approval. The plan shall outline procedures proposed for conducting background checks. Submittal shall also contain name and qualifications of the security firm that will perform background checks. 3. The background checks shall check for outstanding warrants (both local and national), verification of U.S. citizenship or appropriate work visa, and known ties to terrorist groups. Only personnel whose background is clear of the listed items shall be allowed to obtain security photo identification/access cards and gain full access to the site. The Service Provider shall provide a list to the City with personnel proposed to have site access privileges. Further the Service Provider must certify that a background check has determined each individual is clear of the listed items B. Photo Identification/Access Cards: 1 . Security photo identification/access cards shall be worn at all times by on-site personnel (Service Provider's employees, subcontractors, and others required to have access to site). Only personnel that pass specified background check shall be allowed to wear security photo identification/access cards. 2. Personnel will not be allowed to access site without security photo identification/access cards. Personnel found on-site without photo identification/access cards are to be immediately removed from site. 3. Security photo identification/access cards shall be issued by the City. The City will supply up to 12 photo/identification/access cards the first year at no charge. Additional photo identification/access cards will be at the cost of $20 each, which will be the responsibility of the Service Provider. Lost or stolen cards must be reported immediately and the Service Provider will be responsible for replacement cost. Service Provider shall schedule arrangements with Building Maintenance Technician and Security Coordinator. C. Intrusion Alarms: 1 . Service Provider's personnel performing work at service locations equipped with intrusion alarms will be responsible for disarming the alarm upon entering the facility and arming the alarm upon exiting. City's Building Maintenance Technician shall be responsible for furnishing instructions to the Service Page 56 Item#5. Provider's supervisory personnel on the correct procedures for operating each intruder alarm system. Awarded Service Provider could be responsible for any false alarm fees due to the improper use of the intrusion system. It shall be the Service Provider's responsibility to instruct any temporary or replacement personnel on the operation of the intruder alarm system. 12. Safety The Service Provider shall be responsible for all necessary training relating to the application of chemicals and the use of equipment as it relates to the Work. Service Provider shall be solely responsible for initiating, supervising and maintaining all needed safety precautions in connection with the Work (i.e. hazardous material communication, blood borne pathogens, etc.). Service Provider shall take all necessary precautions for the safety of, and provide for the necessary protection to prevent damage, injury or loss to employees, bystanders, materials, equipment and property. In so doing, Service Provider shall comply with the applicable rules and regulations of any regulatory body (i.e. OSHA) having jurisdiction over the safety of persons or property. Service Provider shall be liable for any resulting damage arising from its operations. Service Provider will not compromise the safety of City employees or the public through Service Provider's, Service Provider Employees, or Service Provider's Agents actions. Service Provider may be required to maintain an incident log and report OSHA recordable incidents to the Building Maintenance Technician within 24 hours of request. 13. Materials, Supplies and Equipment A. Supplies 1 . Service Provider shall furnish all cleaning supplies and equipment necessary to do the work. CITY will furnish the following supplies: restroom and kitchenette soap, restroom and kitchenette paper products, hand sanitizer dispenser product, garbage bins plastic bags and restroom feminine products. 2. Ordering supplies will be done via email to the Building Maintenance Technician. 3. Service Provider shall be responsible for transporting supplies from City Hall to the individual service locations and stocking supplies in the Janitorial Rooms/Closets. 4. Service Provider shall maintain owner furnished supplies. 5. Service Provider certifies that all materials, equipment, etc., used in the performance of the Work meet all Occupational Safety and Health Act (OSHA) and applicable environmental requirements. Page 57 Item#5. 6. A complete list of cleaning materials, supplies and equipment to be used by Service Provider shall be submitted to City prior to the commencement of the Service Agreement. The list must show generic-type, brand name, model number (if applicable), product name (if applicable) and catalogue number. In the case of cleaning chemicals, a copy of the Safety Data Sheets (or Material Safety Data Sheets if Safety Data Sheets are not yet available for the product) must be provided. 7. All cleaning chemicals used by Service Provider shall be in compliance with OSHA's Hazard Communication Standard (HCS). B. Hazardous and Toxic Substances Manufacturers and distributors are required by the Federal Hazardous Communication Standard (29 CFR 1910.1200) to label each hazardous material or chemical container, and to provide Material Safety Data Sheets to the purchaser. Contractor must comply with these laws and must provide CITY with copies of the Material Data Sheets five (5) days prior to performance of services or contemporaneous with delivery of services. The CITY will require that the Contractor maintain an onsite Material Safety Data Sheet three ring binder for all chemicals and substances used in each facility. Binders shall be kept in the primary janitorial closet in each facility. C. Equipment Service Provider will furnish and maintain in good working condition all the necessary cleaning equipment required to maintain the facilities as specified in this Scope of Services including, but not limited to, vacuum cleaners, mops, buffers, strippers, scrubbing machines, extension poles, ladders and carpet extraction equipment. Equipment (vacuums, buffers, pylons, buckets) will be kept clean by the Service Provider and stored in a designated location when not in use. 14. Storage Space A. City may provide some storage space at the various facilities for janitorial supplies and equipment. Due to the limited amount of space, and storage space beyond that which City is presently providing for janitorial equipment is the responsibility of Service Provider. B. Service Provider shall keep storage spaces neat a clean at all times and in accordance with applicable fire codes, regulations and good housekeeping standards. 15. Waste & Recycle Removal All collected trash and recycling must be transported by Service Provider to area(s) designated by the City. Each location will have a collection site(s). Page 58 Item#5. 16. Reporting Problems Janitorial staff shall report any operational or maintenance problems encountered during the course of the work to their supervisor at the end of each shift. These issues shall be communicated to the Building Maintenance Technician by Service Provider's supervisory and/or managerial staff by 12:00 PM on the following business day. The supervisor will alert City if supply stock is below two weeks. 17. Performance / Evaluation of Work The level of cleaning is extremely important. Quality of work will be formally evaluated through inspections scheduled by the Building Maintenance Technician at the CITY's discretion. Evaluation of work will include the following: 1 . Adherence to work schedule for all scheduled work tasks 2. Performance and quality of cleaning for scheduled work tasks 3. Adherence to all specifications and requirements of the contract documents At a minimum, a semi-annual, in-person meeting must be conducted between the Service Provider/Supervisor and the City to discuss performance/evaluation of work. It will be the responsibility of the Service Provider to coordinate this meeting and to be prepared to discuss the items listed below: 1 . Adherence to work schedule for all scheduled work tasks 2. Performance and quality of cleaning for scheduled work tasks 3. Repetition of violations of work tasks not performed during the month 4. Response time to correct substandard work 5. Adherence to all specifications and requirements of the contract documents 18. Inspections A. Service Provider Lead/Supervisor will make daily routine inspections at each location after services have been provided to ensure Service Provider's work is performed as required by this Contract. a. Service Provider will create a checklist for use in daily routine inspections and review with City for approval before use. The checklist will be aligned specifically with the contract "Task List" of services to be performed in each facility at the designated times. It will be completed by indicating the completion of tasks and will be signed by the Service Provider Lead/Supervisor designating satisfactory completion of services. Service Provider will provide the completed checklist to the Building Maintenance Technician in electronic form the day after being completed. B. CITY's Building Maintenance Technician or designee shall conduct regular inspections of the premises to ensure compliance with the work required by this contract. Page 59 Item#5. C. Extra work authorized by the Building Maintenance Technician will also be inspected on a regular basis to ensure compliance with the standards of the City and this contract. D. The Service Provider's supervisor shall be available, upon request, for inspections with the Building Maintenance Technician. 19. Service Complaints and Violation Substantiation Process A. Service Complaints Service Complaints from within the City will be dispositioned through a validation process. Once a complaint is received the City will go through the following process to validate its legitimacy and determine if it is a "Task Violation". Process Outline: 1 . Complaint will be visually confirmed. If feasible, a picture with supporting information will be obtained. 2. The City will cross check the complaint against the completed daily "Checklist" from the Service Provider/Supervisor. 3. A determination of whether a service violation occurred or not will be made by the City. 4. If a service violation has occurred, the Service Violation Penalties section of this contract will be followed. 5. The findings of this process will be shared with the Service Provider/Supervisor as per the "Communication" protocol of this agreement. B. Service Violations Service Violations from the CITY's Building Maintenance Technician or designee regular inspections to ensure compliance with the work required by this contract will go through the following process. Process Outline: 1 . A picture with supporting information will be obtained. 2. The City will cross check the service violation against the completed daily "Checklist" from the Service Provider/Supervisor. 3. If a service violation has occurred, the Service Violation Penalties section of this contract will be followed. 4. The findings of this process will be shared with the Service Provider/Supervisor as per the "Communication" protocol of this agreement. Page 60 Item#5. C. Service Violations must be corrected within two (2) hours for daily and weekly tasks and 48 hours all other tasks. Failure to respond within the timeframe will be cause for a $100 penalty for each service task. D. Service Provider's Supervisor will notify Building Maintenance Technician once deficiency is corrected and provide picture of correction. In the event that the Building Maintenance Technician re-visits the deficiency noted as being corrected and finds the deficiency not corrected, City will levy a $100 penalty for each time the Service Provider has to be contacted again to address the deficiency. 20. Communications Service Provider shall not contact clients unless specifically directed to by the Building Maintenance Technician. All communication between CITY and SERVICE PROVIDER shall be through the Building Maintenance Technician with email being the primary method of communication and a phone call the secondary method of communication. Service Provider/staff shall return Building Maintenance Technicians phone calls within four (2) hours of receipt. 21. Service Violation Penalties A. Service Provider will be allowed no more than one (1) substantiated service task violation related to the non-performance or unsatisfactory performance of work included in the Contract per month per location. City will levy a $100 penalty each violation above that threshold. B. In the case of non-performed work, CITY may: 1 . Withhold from Service Provider's invoice all billings associated with that location for non-performed work as set out in Contract. 2. Perform the services with CITY personnel or other means. C. In the case of unsatisfactory work, CITY may: 1 . Withhold payment from Service Provider's invoice all billings associated with that location for unsatisfactory work as set out in Contract. 2. Perform the services with CITY personnel or other means. D. In the event of a repeated violation of any task at an individual location, an escalation penalty of an additional $100 shall be assessed for each substantiated task violation at that location. This penalty should be considered cumulative and unlimited for each violation of the same task, and will be in effect for each year of the contract. Substantiated task violations will be tracked, documented and reported on to insure proper assessment of any such penalty. E. Should CITY elect options B.2 and C.2 above, CITY will also deduct all costs, including administrative costs, incurred by CITY to obtain satisfactory completion of the services. F. Repeated instances of non-performance or non-satisfactory performance will be grounds for termination of the Contract for the default pursuant to the terms of the Contract. Page 61 Item#5. G. If the Service Provider fails to perform the work required by the terms of the Contract and subsequent work requests in a diligent and satisfactory manner, the City may terminate said Contract, and perform or cause to be performed all or any part of the work needed to complete and/or correct same. The Service Provider agrees that it will reimburse the City for any expense incurred therefrom, and the City, at its election, may deduct said amounts from any sum owing the Service Provider. The waiver by the City of a breach of any provision of the contract by the Service Provider shall not operate or be construed as a waiver of any subsequent breach by the Service Provider. 22. Turning Off Lights Janitorial staff is expected to turn off all lights as they complete their work with the exception of those that are designated to remain on as determined by City. 23. Lost and Found Service Provider shall be responsible for ensuring that all articles found by its personnel are turned in to the nearest City lost and found location, as managed by City or agent in charge of such articles, not later than by the end of each shift. 24. Suspension of Work CITY unilaterally may order Service Provider, in writing, to suspend, delay or interrupt all or any part of the work for such period of time as they may determine to be in the best interest of CITY. Reasons may include, but are not limited to, the following: A. Fire or other casualty, which renders the facility or any part thereof, unfit for occupancy or use immediately. B. Interruption of facility services or systems, such as utilities, elevator, plumbing, electrical, heating/cooling systems, which renders the facility or any part thereof unfit for occupancy or use immediately. C. A facility or any part thereof remaining vacant or unoccupied immediately by virtue of CITY relocating the occupants to another facility, or performing remodeling, renovations, and/or construction within a facility or part thereof. 25. Notice of Suspension of Work CITY will give notice of suspension of work and effective date as follows: A. If work suspension is due to 23 "A" or "B" above, verbal notice will be given within twenty-four (24) hours of effective date, written confirmation to follow. Page 62 Item#5. B. If suspension is due to 23 "C" above, written notice will be given at least ten (10) working days in advance prior to effective date. C. Reduction in payment during a suspension period will be calculated on prorated basis of the proportion of the monthly rate listed on the Proposal Form. 26. Interrupted Service In the event that CITY declares an emergency due to road or weather conditions or other reasons, and the building is closed for the day or opens late, or closes early, CITY may grant excused absences to Service Provider's employees or may require Service Provider to have the employees make up the lost time in order to complete the Janitorial duties. Service Provider must make every effort to provide Janitorial services, particularly if the occurrence is on a Friday or is on a day preceding a holiday. Work should be performed during the holiday or weekend so that the building will be cleaned prior to office hours on the following work day. 27. Conduct of Employees Employees of Service Provider, while performing work under this contract, will not: A. Remove any CITY of Meridian property or personal property, equipment, monies, forms, or any other item from their place. B. Engage in horseplay or loud boisterous behavior. C. Play amplified sound equipment. D. Be under the influence of alcohol or drugs. E. Smoke within the building. F. Bring unauthorized personnel to job site (e.g., relatives, friends, guests and children). G. Turn on or off or use any CITY equipment other than Service Provider's equipment. H. Use any CITY telephone except a telephone designated by the building management for the purpose of business under this contract. I. Open any desk, file cabinet, storage cabinet or refrigerator. J. Disturb or remove any article from desks. K. Consume any food or beverage, other than that brought with the employee or purchased from vending machines, and only in areas designated by the building management for regular breaks. L. Engage in long conversations with visitors or other individuals. M. Take photographs of the building or its content. N. Remove any documents, records, forms or paper of any kind which is not either in trash cans or clearly marked as trash. O. Engage in any activity which is not in the best interest of CITY or is otherwise detrimental to the performance of this Contract. If an employee arrives to the work site and their actions suggest intoxication, this person will be asked to confine their presence to a waiting area while a contract supervisor is contacted to the purpose of escorting the employee away from the building safely. Page 63 Item#5. P. Enter any office where the door is closed. 28. Discipline or Discharge of Employees Any Service Provider's employee whose employment or performance is objectionable to CITY shall be immediately transferred from the premises. A request by CITY to transfer an employee shall not constitute an order to discipline or discharge the employee. All actions taken by the Service Provider in regards to employee discipline shall be at the sole discretion of the Service Provider. The department shall be held harmless in any disputes the Service Provider may have with the Service Provider's employees. This shall include, but is not limited to, charges of discrimination, harassment, and discharge without just cause. Page 64 Item#5. EXHIBIT B City Hall General Cleaning Throughout (includes elevators and bathrooms) Task Frequency Task Monday Weekly Monthly Quarterly Notes through Friday Thoroughly clean and X vacuum carpet, mats and rugs using a beater bar/brush type vacuum (includes removing all spots and stains smaller than a dinner plate) Mechanically agitate X carpets, mats and rugs Vacuum loose dirt and X debris,then remove stains/spills with non- tracking, no-buildup cleaner at hard surface floors Vacuum door thresholds X then wipe clean with appropriate cleaner Deep machine extraction of Annually Schedule with City for carpets with mounted unit approval Scrub and buff hard surface X floors Strip all tile and linoleum Semi-Annually floors and apply wax and sealer Wipe down elevator walls X and ceiling with appropriate streak free cleaner Dust horizontal surfaces up X to 70 inches. This includes shelves, moldings, ledges, windowsills, chair rails, furniture tops, file cabinet tops, bookcase tops, picture frames, and similar surfaces. Use a lightly treated cloth, dusting mitts, or dust mop (excludes desktops) Page 65 Item#5. Dust horizontal surfaces X above 70 inches. This includes shelves, moldings, picture frames ledges, windowsills, pipes, ductwork,vents, etc. Spot clean partition walls X Empty trash bins (replace X trash liners semi-weekly at a minimum) Empty recycling bins 2X Tues and Thur Hand clean server room Semi-Annually floors Clean and polish door kick X Spot clean as needed plates between frequencies Clean and disinfect all touch X points (light switches, door automatic opener controls, door handles, push plates, crash bar apparatus, elevator control push buttons and surroundings etc.) Clean and wet mop X stairwells Dust all window blinds Annually Schedule with City for (internal and external approval windows) Clean all window blinds with Annually Schedule with City for no streak, no buildup approval cleaner or ultra-sonic clean (internal and external windows) Clean glass in doors (both X Spot clean as needed sides) between frequencies Spot clean walls in all areas X As needed Clean and disinfect X counters, table tops, sinks, fixtures, front of refrigerators and microwaves at kitchens, break areas and Department kitchenettes Clean, damp wipe and dry X work area counter surfaces Pour water into floor drains X Page 66 Item#5. Dust and clean air vents in X walls and ceiling Change air fresheners 2X As needed Clean and disinfect X bathroom toilets, urinals, sinks, counters partitions, shelving, dispensers, shower walls and floors Clean bathroom mirrors and X bright work Clean and sanitize all X bathroom floors Check and refill toilet paper X dispensers Professionally steam clean Annually Schedule with City for all bathroom shower walls approval and floors and reseal grout Deep clean bathroom X Schedule with City for shower curtains and door approval panel enclosures Machine clean bathroom X floors and baseboard (includes buffing) Clean and sanitize drinking X fountains Check and refill towel X dispensers, soap dispensers, hand sanitizer dispensers, etc. Wash exterior side of Semi-annually Schedule with City for exterior windows approval Wash the interior side of Annually Schedule with City for exterior windows approval Clean both sides of interior X Spot clean as needed wall glass from floor to top between frequencies of door frame height at all areas other than Council Chambers and Historical Society Clean both sides of interior Annually Spot clean as needed wall glass from top of door between frequencies frame height to ceiling City Hall Lobby Dust main entry raised Annually Schedule with City for artwork approval Clean both sides of interior X Spot clean as needed wall glass from floor to top between frequencies Page 67 Item#5. of door frame height at City Hall main entry vestibule interior wall Clean both sides of interior Annually wall glass from the top of door frame height to ceiling at City Hall main entry vestibule interior wall Clean both sides of interior X Spot clean as needed wall glass from floor to top between frequencies of door frame height at Council Chambers and Historical Society Initial Point Art Gallery Clean and remove dead Annually Schedule with City for insects and debris from high approval window sills and framed ledges Day Porter Duties Clean front entrance doors X Between Hours of 1:00 and glass, sweep, mop, and 2:30 empty trash bins and vacuum as needed,wipe down employee breakroom, check and replace paper towels and soap in dispensers at kitchenettes, break areas and bathrooms as needed, and other duties as needed or assigned Close Out Procedures Insure all exterior doors are closed and locked;Turn off all lights in each areas as the task in the area is complete; All trash and recycling to be placed in designated areas; Cleaning supervisor to inspect daily and ensure all work has been performed according to the contract and leave a check off sheet with signature for City staff every day Police Station Admin General Cleaning Throughout (includes elevators and bathrooms)to be Provided During Normal Business Hours Task Frequency Task Monday Weekly Monthly Quarterly Notes through Friday Page 68 Item#5. Thoroughly clean and X vacuum carpet, mats and rugs using a beater bar/brush type vacuum (includes removing all spots and stains smaller than a dinner plate) Mechanically agitate X carpets, mats and rugs Vacuum loose dirt and X debris,then remove stains/spills with non- tracking, no-buildup cleaner at hard surface floors Vacuum door thresholds X then wipe clean with appropriate cleaner Deep machine extraction of Semi-Annually Schedule with City for carpets with mounted unit approval (Public Meeting Room, Patrol Room, Briefing Room) Deep machine extraction of Annually Schedule with City for carpets with mounted unit approval Scrub and buff hard surface X Schedule with City for floors approval Strip all tile and linoleum Semi-Annually Schedule with City for floors and apply wax and approval sealer Wipe down elevator walls X and ceiling with appropriate streak free cleaner Dust horizontal surfaces up X to 70 inches. This includes shelves, moldings, ledges, windowsills, chair rails, furniture tops, file cabinet tops, bookcase tops, picture frames, and similar surfaces. Use a lightly treated cloth, dusting mitts, or dust mop (excludes desktops) Dust horizontal surfaces X above 70 inches. This includes shelves, moldings, picture frames ledges, windowsills, pipes, ductwork,vents, etc. Page 69 Item#5. Spot clean partition walls X Empty trash bins (replace X trash liners semi-weekly at a minimum) Empty recycling bins 2X Tues and Thurs Hand clean server room Semi-Annually Schedule with City for floors approval Clean and polish door kick X Spot clean as needed plates Between frequencies Clean and disinfect all touch X points (light switches, door automatic opener controls, door handles, push plates, crash bar apparatus, elevator control push buttons and surroundings etc.) Clean and wet mop X stairwells Dust all window blinds Annually Schedule with City for (internal and external approval windows) Clean all window blinds with Annually Schedule with City for no streak, no buildup approval cleaner or ultra-sonic clean (internal and external windows) Clean glass in doors (both X Spot clean as needed sides) between frequencies Spot clean walls in all areas X Clean and disinfect X counters, table tops, sinks, fixtures, front of refrigerators and microwaves at kitchens, break areas and Department kitchenettes Clean, damp wipe and dry X work area counter surfaces Dust and polish shared X workstations, bookshelves, chairs, and electronics in Patrol (including shift Sargent offices and small report rooms) Pour water into floor drains X Page 70 Item#5. Dust and clean air vents in X walls and ceiling Change air fresheners 2X As needed Clean and disinfect X bathroom toilets, urinals, sinks, counters partitions, shelving, dispensers, shower walls and floors Clean bathroom mirrors and X bright work Clean and sanitize all X bathroom floors Check and refill toilet paper X dispensers Professionally steam clean Annually Schedule with City for all bathroom shower walls approval and floors and reseal grout Deep clean bathroom X Schedule with City for shower curtains and door approval panel enclosures Machine clean bathroom X floors and baseboard (includes buffing) Clean and sanitize drinking X fountains Check and refill towel X dispensers, soap dispensers, hand sanitizer dispensers, etc. Wash exterior side of Semi-Annually Schedule with City for exterior windows approval Wash the interior side of Annually Schedule with City for exterior windows approval Clean both sides of interior X Spot clean as needed wall glass from floor to top between frequencies of door frame height Clean both sides of interior Annually wall glass from top of door frame height to ceiling Close Out Procedures Insure all exterior doors are closed and locked;Turn off all lights in each areas as the task in the area is complete; All trash and recycling to be placed in designated areas; Cleaning supervisor to inspect daily and ensure all work has been performed according to the contract and leave a check off sheet with signature for City staff every day Police Station K-9 Page 71 Item#5. General Cleaning Throughout (includes bathrooms) to be Provided During Normal Business Hours Task Frequency Task Monday Weekly Monthly Quarterly Notes through Friday Thoroughly clean and X vacuum carpet, mats and rugs using a beater bar/brush type vacuum (includes removing all spots and stains smaller than a dinner plate) Vacuum door thresholds X then wipe clean with appropriate cleaner Scrub and buff hard surface X Schedule with City for floors approval Strip all tile and linoleum Semi-Annually Schedule with City for floors and apply wax and approval sealer Dust horizontal surfaces up X to 70 inches. This includes shelves, moldings, ledges, windowsills, chair rails, furniture tops, file cabinet tops, bookcase tops, picture frames, and similar surfaces. Use a lightly treated cloth, dusting mitts, or dust mop (excludes desktops) Dust horizontal surfaces X above 70 inches. This includes shelves, moldings, picture frames ledges, windowsills, pipes, ductwork,vents, etc. Empty trash bins (replace X trash liners semi-weekly at a minimum) Empty recycling bins X Clean and polish door kick Spot clean as needed plates between frequencies Clean and disinfect all touch X points (light switches, door automatic opener controls, door handles, push plates, Page 72 Item#5. crash bar apparatus, elevator control push buttons and surroundings etc.) Clean glass in doors (both X Spot clean as needed sides) between frequencies Spot clean walls in all areas X As needed Clean, damp wipe and dry X work area counter surfaces Pour water into floor drains X Dust and clean air vents in X walls and ceiling Change air fresheners 2X As needed Clean and disinfect X bathroom toilets, urinals, sinks, counters partitions, shelving, dispensers, shower walls and floors Clean bathroom mirrors and X bright work Clean and sanitize all X bathroom floors Check and refill toilet paper X dispensers Machine clean bathroom X floors and baseboard (includes buffing) Clean and sanitize drinking X fountains Check and refill towel X dispensers, soap dispensers, hand sanitizer dispensers, etc. Wipe down gym equipment X with an approved disinfectant Close Out Procedures Insure all exterior doors are closed and locked; Turn off all lights in each areas as the task in the area is complete; All trash and recycling to be placed in designated areas; Cleaning supervisor to inspect daily and ensure all work has been performed according to the contract and leave a check off sheet with signature for City staff every day Police Station PSTC Page 73 Item#5. General Cleaning Throughout (includes bathrooms) to be Provided During Normal Business Hours Task Frequency Task Monday Weekly Monthly Quarterly Notes Through Friday Thoroughly clean and X vacuum carpet, mats and rugs using a beater bar/brush type vacuum (includes removing all spots and stains smaller than a dinner plate) Mechanically agitate X carpets, mats and rugs Vacuum loose dirt and X debris,then remove stains/spills with non- tracking, no-buildup cleaner at hard surface floors Vacuum door thresholds X then wipe clean with appropriate cleaner Deep machine extraction of Annually Schedule with City for carpets with mounted unit approval Scrub and buff hard surface X Schedule with City for floors approval Strip all tile and linoleum Semi-Annually Schedule with City for floors and apply wax and approval sealer Dust horizontal surfaces up X to 70 inches. This includes shelves, moldings, ledges, windowsills, chair rails, furniture tops, file cabinet tops, bookcase tops, picture frames, and similar surfaces. Use a lightly treated cloth, dusting mitts, or dust mop (excludes desktops) Dust horizontal surfaces X above 70 inches. This includes shelves, moldings, picture frames ledges, windowsills, pipes, ductwork,vents, etc. Spot clean partition walls X Page 74 Item#5. Empty trash bins (replace X trash liners semi-weekly at a minimum) Empty recycling bins 2X Tues and Thur Hand clean server room Semi-Annually Schedule with City for floors approval Clean and polish door kick X Spot clean as needed plates between frequencies Clean and disinfect all touch X points (light switches, door automatic opener controls, door handles, push plates, crash bar apparatus, elevator control push buttons and surroundings etc.) Dust all window blinds Annually Schedule with City for (internal and external approval windows) Clean all window blinds with Annually Schedule with City for no streak, no buildup approval cleaner or ultra-sonic clean (internal and external windows) Clean glass in doors (both X Spot clean as needed sides) between frequencies Spot clean walls in all areas X Clean and disinfect X counters, table tops, sinks, fixtures, front of refrigerators and microwaves at kitchens, break areas and Department kitchenettes Clean, damp wipe and dry X work area counter surfaces Pour water into floor drains X Dust and clean air vents in X walls and ceiling Change air fresheners 2X As needed Clean and disinfect X bathroom toilets, urinals, sinks, counters partitions, shelving, dispensers, shower walls and floors Clean bathroom mirrors and X bright work Page 75 Item#5. Clean and sanitize all X bathroom floors Check and refill toilet paper X dispensers Machine clean bathroom X floors and baseboard (includes buffing) Clean and sanitize drinking X fountains Check and refill towel X dispensers, soap dispensers, hand sanitizer dispensers, etc. Wash exterior side of Semi-Annually Schedule with City for exterior windows approval Wash the interior side of Annually Schedule with City for exterior windows approval Clean both sides of interior X Spot clean as needed wall glass from floor to top between frequencies of door frame height Clean both sides of interior Annually Spot clean as needed wall glass from top of door between frequencies frame height to ceiling Wipe down mats and X equipment with approved sanitizer in Mat Room Close Out Procedures Insure all exterior doors are closed and locked;Turn off all lights in each areas as the task in the area is complete; All trash and recycling to be placed in designated areas; Cleaning supervisor to inspect daily and ensure all work has been performed according to the contract and leave a check off sheet with signature for City staff every day Water Department Admin General Cleaning Throughout (includes bathrooms) Task Frequency Task Monday Weekly Monthly Quarterly Notes Through Friday Thoroughly clean and 2X Task to be performed vacuum carpet, mats and Tuesday and Thursday rugs using a beater bar/brush type vacuum (includes removing all spots Page 76 Item#5. and stains smaller than a dinner plate) Mechanically agitate X carpets, mats and rugs Vacuum loose dirt and 2X Task to be performed debris,then remove Tuesday and Thursday stains/spills with non- tracking, no-buildup cleaner at hard surface floors Vacuum door thresholds 2X Task to be performed then wipe clean with Tuesday and Thursday appropriate cleaner Deep machine extraction of Annually Schedule with City for carpets with mounted unit approval Scrub and buff hard surface X Schedule with City for floors approval Strip all tile and linoleum Semi-Annually Schedule with City for floors and apply wax and approval sealer Dust horizontal surfaces up X to 70 inches. This includes shelves, moldings, ledges, windowsills, chair rails, furniture tops, file cabinet tops, bookcase tops, picture frames, and similar surfaces. Use a lightly treated cloth, dusting mitts, or dust mop (excludes desktops) Dust horizontal surfaces X above 70 inches. This includes shelves, moldings, picture frames ledges, windowsills, pipes, ductwork,vents, etc. Spot clean partition walls 2X As needed Empty trash bins (replace 2X Task to be performed trash liners semi-weekly at a Tuesday and Thursday minimum) Empty recycling bins 2X Task to be performed Tuesday and Thursday Hand clean server room Semi-Annually Schedule with City for floors approval Clean and polish door kick X Spot clean as needed plates between frequencies Clean and disinfect all touch 2X Task to be performed points (light switches, door Tuesday and Thursday Page 77 Item#5. automatic opener controls, door handles, push plates, crash bar apparatus, elevator control push buttons and surroundings etc.) Dust all window blinds Annually Schedule with City for (internal and external approval windows) Clean all window blinds with Annually Schedule with City for no streak, no buildup approval cleaner or ultra-sonic clean (internal and external windows) Clean glass in doors (both X Spot clean as needed sides) between frequencies Spot clean walls in all areas 2X As needed Clean and disinfect 2X Task to be performed counters, table tops, sinks, Tuesday and Thursday fixtures, front of refrigerators and microwaves at kitchens, break areas and Department kitchenettes Clean, damp wipe and dry 2X Task to be performed work area counter surfaces Tuesday and Thursday Pour water into floor drains 2X Task to be performed Tuesday and Thursday Dust and clean air vents in X walls and ceiling Change air fresheners 2X As needed Clean and disinfect 2X Task to be performed bathroom toilets, urinals, Tuesday and Thursday sinks, counters partitions, shelving, dispensers, shower walls and floors Clean bathroom mirrors and 2X Task to be performed bright work Tuesday and Thursday Clean and sanitize all 2X Task to be performed bathroom floors Tuesday and Thursday Check and refill toilet paper 2X Task to be performed dispensers Tuesday and Thursday Professionally steam clean Annually Schedule with City for all bathroom shower walls approval and floors and reseal grout Page 78 Item#5. Deep clean bathroom X Schedule with City for shower curtains and door approval panel enclosures Machine clean bathroom X floors and baseboard (includes buffing) Clean and sanitize drinking 2X Task to be performed fountains Tuesday and Thursday Check and refill towel 2X Task to be performed dispensers, soap dispensers, Tuesday and Thursday hand sanitizer dispensers, etc. Wash exterior side of Semi-annually Schedule with City for exterior windows approval Wash the interior side of Annually Schedule with City for exterior windows approval Clean both sides of interior X Spot clean as needed wall glass from floor to top between frequencies of door frame height Clean both sides of interior Annually Spot clean as needed wall glass from top of door between frequencies frame height to ceiling Close Out Procedures Insure all exterior doors are closed and locked;Turn off all lights in each areas as the task in the area is complete; All trash and recycling to be placed in designated areas; Cleaning supervisor to inspect daily and ensure all work has been performed according to the contract and leave a check off sheet with signature for City staff every day Parks Maintenance General Cleaning Throughout (includes bathrooms) Task Frequency Task Monday Weekly Monthly Quarterly Notes Through Friday Thoroughly clean and 2X Task to be performed vacuum carpet, mats and Tuesday and Thursday rugs using a beater bar/brush type vacuum (includes removing all spots and stains smaller than a dinner plate) Mechanically agitate X carpets, mats and rugs Vacuum loose dirt and 2X Task to be performed debris,then remove Tuesday and Thursday Page 79 Item#5. stains/spills with non- tracking, no-buildup cleaner at hard surface floors Vacuum door thresholds 2X Task to be performed then wipe clean with Tuesday and Thursday appropriate cleaner Deep machine extraction of Annually Schedule with City for carpets with mounted unit approval Scrub and buff hard surface X Schedule with City for floors approval Strip all tile and linoleum Semi-Annually Schedule with City for floors and apply wax and approval sealer Dust horizontal surfaces up X to 70 inches. This includes shelves, moldings, ledges, windowsills, chair rails, furniture tops, file cabinet tops, bookcase tops, picture frames, and similar surfaces. Use a lightly treated cloth, dusting mitts, or dust mop (excludes desktops) Dust horizontal surfaces X above 70 inches. This includes shelves, moldings, picture frames ledges, windowsills, pipes, ductwork,vents, etc. Spot clean partition walls 2X As needed Empty trash bins (replace 2X Task to be performed trash liners semi-weekly at a Tuesday and Thursday minimum) Empty recycling bins 2X Task to be performed Tuesday and Thursday Hand clean server room Semi-Annually Schedule with City for floors approval Clean and polish door kick X Spot clean as needed plates between frequencies Clean and disinfect all touch 2X Task to be performed points (light switches, door Tuesday and Thursday automatic opener controls, door handles, push plates, crash bar apparatus, elevator control push buttons and surroundings etc.) Page 80 Item#5. Dust all window blinds Annually Schedule with City for (internal and external approval windows) Clean all window blinds with Annually Schedule with City for no streak, no buildup approval cleaner or ultra-sonic clean (internal and external windows) Clean glass in doors (both X Spot clean as needed sides) between frequencies Spot clean walls in all areas 2X As needed Clean and disinfect 2X Task to be performed counters, table tops, sinks, Tuesday and Thursday fixtures, front of refrigerators and microwaves at kitchens, break areas and Department kitchenettes Clean, damp wipe and dry 2X Task to be performed work area counter surfaces Tuesday and Thursday Pour water into floor drains 2X Task to be performed Tuesday and Thursday Dust and clean air vents in X walls and ceiling Change air fresheners 2X As needed Clean and disinfect 2X bathroom toilets, urinals, sinks, counters partitions, shelving, dispensers, shower walls and floors Clean bathroom mirrors and 2X bright work Clean and sanitize all 2X bathroom floors Check and refill toilet paper 2X dispensers Machine clean bathroom X floors and baseboard (includes buffing) Clean and sanitize drinking 2X fountains Check and refill towel 2X dispensers, soap dispensers, hand sanitizer dispensers, etc. Wash exterior side of Semi-Annually Schedule with City for exterior windows approval Page 81 Item#5. Wash the interior side of Annually Schedule with City for exterior windows approval Clean both sides of interior X Spot clean as needed wall glass from floor to top between frequencies of door frame height Clean both sides of interior Annually Spot clean as needed wall glass from top of door between frequencies frame height to ceiling Close Out Procedures Insure all exterior doors are closed and locked;Turn off all lights in each areas as the task in the area is complete; All trash and recycling to be placed in designated areas; Cleaning supervisor to inspect daily and ensure all work has been performed according to the contract and leave a check off sheet with signature for City staff every day Community Center General Cleaning Throughout (includes bathrooms) Task Frequency Task Monday Weekly Monthly Quarterly Notes Through Friday Thoroughly clean and X vacuum carpet, mats and rugs using a beater bar/brush type vacuum (includes removing all spots and stains smaller than a dinner plate) Mechanically agitate X carpets, mats and rugs Vacuum loose dirt and X debris,then remove stains/spills with non- tracking, no-buildup cleaner at hard surface floors Vacuum door thresholds X then wipe clean with appropriate cleaner Deep machine extraction of Annually Schedule with City for carpets with mounted unit approval Scrub and buff hard surface X Schedule with City for floors approval Strip all tile and linoleum Semi-Annually Schedule with City for floors and apply wax and approval sealer Page 82 Item#5. Dust horizontal surfaces up X to 70 inches. This includes shelves, moldings, ledges, windowsills, chair rails, furniture tops, file cabinet tops, bookcase tops, picture frames, and similar surfaces. Use a lightly treated cloth, dusting mitts, or dust mop (excludes desktops) Dust horizontal surfaces X above 70 inches. This includes shelves, moldings, picture frames ledges, windowsills, pipes, ductwork,vents, etc. Spot clean partition walls X As needed Empty trash bins (replace X trash liners semi-weekly at a minimum) Empty recycling bins 2X Tues and Thur Clean and polish door kick X Spot clean as needed plates between frequencies Clean and disinfect all touch X points (light switches, door automatic opener controls, door handles, push plates, crash bar apparatus, elevator control push buttons and surroundings etc.) Dust all window blinds Annually Schedule with City for (internal and external approval windows) Clean all window blinds with Annually Schedule with City for no streak, no buildup approval cleaner or ultra-sonic clean (internal and external windows) Clean glass in doors (both X Spot clean as needed sides) between frequencies Spot clean walls in all areas X As needed Clean and disinfect X counters, table tops, sinks, fixtures, front of refrigerators and microwaves at kitchens, Page 83 Item#5. break areas and Department kitchenettes Clean, damp wipe and dry X work area counter surfaces Pour water into floor drains X Dust and clean air vents in X walls and ceiling Change air fresheners 2X As needed Clean and disinfect X bathroom toilets, urinals, sinks, counters partitions, shelving, dispensers, shower walls and floors Clean bathroom mirrors and X bright work Clean and sanitize all X bathroom floors Check and refill toilet paper X dispensers Machine clean bathroom X floors and baseboard (includes buffing) Clean and sanitize drinking X fountains Check and refill towel X dispensers, soap dispensers, hand sanitizer dispensers, etc. Wash exterior side of Semi-Annually Schedule with City for exterior windows approval Wash the interior side of Annually Schedule with City for exterior windows approval Clean both sides of interior X Spot clean as needed wall glass from floor to top between frequencies of door frame height Clean both sides of interior Annually Spot clean as needed wall glass from top of door between frequencies frame height to ceiling Close Out Procedures Insure all exterior doors are closed and locked;Turn off all lights in each areas as the task in the area is complete; All trash and recycling to be placed in designated areas; Cleaning supervisor to inspect daily and ensure all work has been performed according to the contract and leave a check off sheet with signature for City staff every day Page 84 Item#5. Homecourt General Cleaning Throughout (includes bathrooms) Task Frequency Task Sunday Weekly Monthly Quarterly Notes Through Saturday Thoroughly clean and X vacuum carpet, mats and rugs using a beater bar/brush type vacuum (includes removing all spots and stains smaller than a dinner plate) Mechanically agitate X carpets, mats and rugs Vacuum loose dirt and X debris,then remove stains/spills with non- tracking, no-buildup cleaner at hard surface floors Vacuum door thresholds X then wipe clean with appropriate cleaner Deep machine extraction of Annually Schedule with City for carpets with mounted unit approval Scrub and buff hard surface X Schedule with City for floors approval Strip all tile and linoleum Semi-Annually Schedule with City for floors and apply wax and approval sealer Dust horizontal surfaces up X to 70 inches. This includes shelves, moldings, ledges, windowsills, chair rails, furniture tops, file cabinet tops, bookcase tops, picture frames, and similar surfaces. Use a lightly treated cloth, dusting mitts, or dust mop (excludes desktops) Dust horizontal surfaces X above 70 inches. This includes shelves, moldings, picture frames ledges, windowsills, pipes, ductwork,vents, etc. Spot clean partition walls X As needed Page 85 Item#5. Empty trash bins (replace X trash liners semi-weekly at a minimum) Empty recycling bins 2X Tues and Thur Clean and polish door kick X Spot clean as needed plates between frequencies Clean and disinfect all touch X points (light switches, door automatic opener controls, door handles, push plates, crash bar apparatus, elevator control push buttons and surroundings etc.) Dust all window blinds Annually Schedule with City for (internal and external approval windows) Clean all window blinds with Annually Schedule with City for no streak, no buildup approval cleaner or ultra-sonic clean (internal and external windows) Clean glass in doors (both X Spot clean as needed sides) between frequencies Spot clean walls in all areas X As needed Clean and disinfect X counters, table tops, sinks, fixtures, front of refrigerators and microwaves at kitchens, break areas and Department kitchenettes Clean, damp wipe and dry X work area counter surfaces Pour water into floor drains X Dust and clean air vents in X walls and ceiling Change air fresheners 2X As needed Clean and disinfect X bathroom toilets, urinals, sinks, counters partitions, shelving, dispensers, shower walls and floors Clean bathroom mirrors and X bright work Clean and sanitize all X bathroom floors Page 86 Item#5. Check and refill toilet paper X dispensers Professionally steam clean Annually Schedule with City for all bathroom shower walls approval and floors and reseal grout Deep clean bathroom X Schedule with City for shower curtains and door approval panel enclosures Machine clean bathroom X floors and baseboard (includes buffing) Clean and sanitize drinking X fountains Check and refill towel X dispensers, soap dispensers, hand sanitizer dispensers, etc. Wash exterior side of Semi-Annually Schedule with City for exterior windows approval Wash the interior side of Annually Schedule with City for exterior windows approval Clean both sides of interior X Spot clean as needed wall glass from floor to top between frequencies of door frame height Clean both sides of interior Annually Spot clean as needed wall glass from top of door between frequencies frame height to ceiling Sweep baseboards with X small broom (pull away moveable bleachers) Sweep entire basketball X courts with large push broom Wet mop spills and stains X Dust bleachers X Clean gym floor of any gum X Auto scrub hardwood floors X Close Out Procedures Insure all exterior doors are closed and locked;Turn off all lights in each areas as the task in the area is complete; All trash and recycling to be placed in designated areas; Cleaning supervisor to inspect daily and ensure all work has been performed according to the contract and leave a check off sheet with signature for City staff every day Fire Station 1 Page 87 Item#5. General Cleaning Throughout (includes bathrooms) Task Frequency Task Monday Weekly Monthly Quarterly Notes Through Friday Deep machine extraction of Annually Schedule with City for fabric recliners with approval mounted unit Strip all tile and linoleum Annually Schedule with City for floors and apply wax and approval sealer Professionally steam clean Annually Schedule with City for all bathroom shower walls approval and floors and reseal grout Deep clean bathroom X Schedule with City for shower curtains and door approval panel enclosures Machine clean hard surface Annually Schedule with City for floors and baseboard approval (includes buffing) Close Out Procedures Insure all exterior doors are closed and locked;Turn off all lights in each areas as the task in the area is complete; All trash and recycling to be placed in designated areas; Cleaning supervisor to inspect daily and ensure all work has been performed according to the contract and leave a check off sheet with signature for City staff every day Fire Station 2 General Cleaning Throughout (includes bathrooms) Task Frequency Task Monday Weekly Monthly Quarterly Notes Through Friday Deep machine extraction of Annually Schedule with City for fabric recliners with approval mounted unit Strip all tile and linoleum Annually Schedule with City for floors and apply wax and approval sealer Professionally steam clean Annually Schedule with City for all bathroom shower walls approval and floors and reseal grout Deep clean bathroom X Schedule with City for shower curtains and door approval panel enclosures Page 88 Item#5. Machine clean hard surface Annually Schedule with City for floors and baseboard approval (includes buffing) Close Out Procedures Insure all exterior doors are closed and locked;Turn off all lights in each areas as the task in the area is complete; All trash and recycling to be placed in designated areas; Cleaning supervisor to inspect daily and ensure all work has been performed according to the contract and leave a check off sheet with signature for City staff every day Fire Station 3 General Cleaning Throughout (includes bathrooms) Task Frequency Task Monday Weekly Monthly Quarterly Notes Through Friday Deep machine extraction of Annually Schedule with City for fabric recliners with approval mounted unit Strip all tile and linoleum Annually Schedule with City for floors and apply wax and approval sealer Professionally steam clean Annually Schedule with City for all bathroom shower walls approval and floors and reseal grout Deep clean bathroom X Schedule with City for shower curtains and door approval panel enclosures Machine clean hard surface Annually Schedule with City for floors and baseboard approval (includes buffing) Close Out Procedures Insure all exterior doors are closed and locked;Turn off all lights in each areas as the task in the area is complete; All trash and recycling to be placed in designated areas; Cleaning supervisor to inspect daily and ensure all work has been performed according to the contract and leave a check off sheet with signature for City staff every day Fire Station 4 General Cleaning Throughout (includes bathrooms) Task Frequency Task Monday Weekly Monthly Quarterly Notes Through Friday Page 89 Item#5. Deep machine extraction of Semi-Annually Schedule with City for carpets with mounted unit approval (hallway and living area) Deep machine extraction of Annually Schedule with City for carpets with mounted unit approval (all carpeted areas) Deep machine extraction of Annually Schedule with City for fabric recliners approval Strip all tile and linoleum Annually Schedule with City for floors and apply wax and approval sealer Professionally steam clean Annually Schedule with City for all bathroom shower walls approval and floors and reseal grout Deep clean bathroom X Schedule with City for shower curtains and door approval panel enclosures Machine clean hard surface Annually Schedule with City for floors and baseboard approval (includes buffing) Close Out Procedures Insure all exterior doors are closed and locked; Turn off all lights in each areas as the task in the area is complete; All trash and recycling to be placed in designated areas; Cleaning supervisor to inspect daily and ensure all work has been performed according to the contract and leave a check off sheet with signature for City staff every day Fire Station 5 General Cleaning Throughout (includes bathrooms) Task Frequency Task Monday Weekly Monthly Quarterly Notes Through Friday Deep machine extraction of Semi-Annually Schedule with City for carpets with mounted unit approval (hallway and living area) Deep machine extraction of Annually Schedule with City for carpets with mounted unit approval (all carpeted areas) Deep machine extraction of Annually Schedule with City for fabric recliners with approval mounted unit Strip all tile and linoleum Annually Schedule with City for floors and apply wax and approval sealer Page 90 Item#5. Professionally steam clean Annually Schedule with City for all bathroom shower walls approval and floors and reseal grout Deep clean bathroom X Schedule with City for shower curtains and door approval panel enclosures Machine clean hard surface Annually Schedule with City for floors and baseboard approval (includes buffing) Close Out Procedures Insure all exterior doors are closed and locked;Turn off all lights in each areas as the task in the area is complete; All trash and recycling to be placed in designated areas; Cleaning supervisor to inspect daily and ensure all work has been performed according to the contract and leave a check off sheet with signature for City staff every day Fire Station 6 General Cleaning Throughout (includes bathrooms) Task Task Frequency Notes Monday Weekly Monthly Quarterly Through Friday Deep machine extraction of Annually Schedule with City for fabric recliners with approval mounted unit Scrub and buff hard surface Annually Schedule with City for floors approval Strip all tile and linoleum Annually Schedule with City for floors and apply wax and approval sealer Seal all concrete floors Annually Schedule with City for approval Dust horizontal surfaces Semi-Annually Schedule with City for above 70 inches. This approval includes shelves, moldings, picture frames ledges, windowsills, pipes, ductwork,vents, etc. Professionally steam clean Annually Schedule with City for all bathroom shower walls approval and floors and reseal grout Deep clean bathroom X Schedule with City for shower curtains and door approval panel enclosures Page 91 Item#5. Machine clean hard surface Annually Schedule with City for floors and baseboard approval (includes buffing) Close Out Procedures Insure all exterior doors are closed and locked;Turn off all lights in each areas as the task in the area is complete; All trash and recycling to be placed in designated areas; Cleaning supervisor to inspect daily and ensure all work has been performed according to the contract and leave a check off sheet with signature for City staff every day Fire Safety Center General Cleaning Throughout (includes bathrooms) Task Task Frequency Notes Monday Weekly Monthly Quarterly Through Friday Deep machine extraction of Annually Schedule with City for carpets with mounted unit approval Machine clean hard surface Annually Schedule with City for floors and baseboard approval (includes buffing) Strip all tile and linoleum Annually Schedule with City for floors and apply wax and approval sealer Close Out Procedures Insure all exterior doors are closed and locked;Turn off all lights in each areas as the task in the area is complete; All trash and recycling to be placed in designated areas; Cleaning supervisor to inspect daily and ensure all work has been performed according to the contract and leave a check off sheet with signature for City staff every day WRRF Admin General Cleaning Throughout (includes elevators and bathrooms) Task Task Frequency Notes Monday Weekly Monthly Quarterly Through Friday Thoroughly clean and 3X Task to be performed vacuum carpet, mats and Monday, Wednesday, rugs using a beater and Friday bar/brush type vacuum (includes removing all spots and stains smaller than a dinner plate) Page 92 Item#5. Mechanically agitate X carpets, mats and rugs Vacuum loose dirt and 3X Task to be performed debris,then remove Monday, Wednesday, stains/spills with non- and Friday tracking, no-buildup cleaner at hard surface floors Vacuum door thresholds 3X Task to be performed then wipe clean with Monday, Wednesday, appropriate cleaner I and Friday Deep machine extraction of Annually Schedule with City for carpets with mounted unit approval Scrub and buff hard surface X Schedule with City for floors approval Strip all tile and linoleum Semi-Annually Schedule with City for floors and apply wax and approval sealer Wipe down elevator walls X and ceiling with appropriate streak free cleaner Dust horizontal surfaces up X to 70 inches. This includes shelves, moldings, ledges, windowsills, chair rails, furniture tops, file cabinet tops, bookcase tops, picture frames, and similar surfaces. Use a lightly treated cloth, dusting mitts, or dust mop (excludes desktops) Dust horizontal surfaces X above 70 inches. This includes shelves, moldings, picture frames ledges, windowsills, pipes, ductwork,vents, etc. Spot clean partition walls X As needed Empty trash bins (replace 3x Task to be performed trash liners semi-weekly at a Monday, Wednesday, minimum) and Friday Empty recycling bins 2X Tues and Thur Hand clean server room Semi-Annually Schedule with City for floors approval Clean and polish door kick X Spot clean as needed plates between frequencies Page 93 Item#5. Clean and disinfect all touch 3X Task to be performed points (light switches, door Monday, Wednesday, automatic opener controls, and Friday door handles, push plates, crash bar apparatus, elevator control push buttons and surroundings etc.) Clean and wet mop X stairwells Dust all window blinds Annually Schedule with City for (internal and external approval windows) Clean all window blinds with Annually Schedule with City for no streak, no buildup approval cleaner or ultra-sonic clean (internal and external windows) Clean glass in doors (both X Spot clean as needed sides) between frequencies Spot clean walls in all areas 3X As needed Clean and disinfect 3X Task to be performed counters, table tops, sinks, Monday, Wednesday, fixtures, front of and Friday refrigerators and microwaves at kitchens, break areas and Department kitchenettes Clean, damp wipe and dry 3X Task to be performed work area counter surfaces Monday, Wednesday, and Friday Pour water into floor drains 3X Task to be performed Monday, Wednesday, and Friday Dust and clean air vents in X walls and ceiling Change air fresheners 2X As Needed Clean and disinfect 3X Task to be performed bathroom toilets, urinals, Monday, Wednesday, sinks, counters partitions, and Friday shelving, dispensers, shower walls and floors Clean bathroom mirrors and 3X Task to be performed bright work Monday, Wednesday, and Friday Page 94 Item#5. Clean and sanitize all 3X Task to be performed bathroom floors Monday, Wednesday, and Friday Check and refill toilet paper 3X Task to be performed dispensers Monday, Wednesday, and Friday Machine clean bathroom X floors and baseboard (includes buffing) Clean and sanitize drinking 3X Task to be performed fountains Monday, Wednesday, and Friday Check and refill towel 3X Task to be performed dispensers, soap dispensers, Monday, Wednesday, hand sanitizer dispensers, and Friday etc. Wash exterior side of Semi-Annually Schedule with City for exterior windows approval Wash the interior side of Annually Schedule with City for exterior windows approval Clean both sides of interior X Spot clean as needed wall glass from floor to top between frequencies of door frame height Clean both sides of interior Annually Spot clean as needed wall glass from top of door between frequencies frame height to ceiling Close Out Procedures Insure all exterior doors are closed and locked; Turn off all lights in each areas as the task in the area is complete; All trash and recycling to be placed in designated areas; Cleaning supervisor to inspect daily and ensure all work has been performed according to the contract and leave a check off sheet with signature for City staff every day WRRF Controls General Cleaning Throughout (includes bathrooms) Task Task Frequency Notes Daily Weekly Monthly Quarterly Thoroughly clean and 3X Task to be performed vacuum carpet, mats and Monday, Wednesday, rugs using a beater and Friday bar/brush type vacuum (includes removing all spots and stains smaller than a dinner plate) Mechanically agitate X carpets, mats and rugs Page 95 Item#5. Vacuum loose dirt and 3X Task to be performed debris,then remove Monday, Wednesday, stains/spills with non- and Friday tracking, no-buildup cleaner at hard surface floors Vacuum door thresholds 3X Task to be performed then wipe clean with Monday, Wednesday, appropriate cleaner I and Friday Deep machine extraction of Annually Schedule with City for carpets with mounted unit approval Scrub and buff hard surface X Schedule with City for floors approval Strip all tile and linoleum Semi-Annually Schedule with City for floors and apply wax and approval sealer Dust horizontal surfaces up X to 70 inches. This includes shelves, moldings, ledges, windowsills, chair rails, furniture tops, file cabinet tops, bookcase tops, picture frames, and similar surfaces. Use a lightly treated cloth, dusting mitts, or dust mop (excludes desktops) Dust horizontal surfaces X above 70 inches. This includes shelves, moldings, picture frames ledges, windowsills, pipes, ductwork,vents, etc. Spot clean partition walls 3X As needed Empty trash bins (replace 3X Task to be performed trash liners semi-weekly at a Monday, Wednesday, minimum) and Friday Empty recycling bins 2X Tues and Thur Hand clean server room Semi-Annually Schedule with City for floors approval Clean and polish door kick X Spot clean as needed plates between frequencies Clean and disinfect all touch 3X Task to be performed points (light switches, door Monday, Wednesday, automatic opener controls, and Friday door handles, push plates, crash bar apparatus, elevator control push Page 96 Item#5. buttons and surroundings etc.) Dust all window blinds Annually Schedule with City for (internal and external approval windows) Clean all window blinds with Annually Schedule with City for no streak, no buildup approval cleaner or ultra-sonic clean (internal and external windows) Clean glass in doors (both X Spot clean as needed sides) between frequencies Spot clean walls in all areas 3X As needed Clean and disinfect 3X Task to be performed counters, table tops, sinks, Monday, Wednesday, fixtures, front of and Friday refrigerators and microwaves at kitchens, break areas and Department kitchenettes Clean, damp wipe and dry 3X Task to be performed work area counter surfaces Monday, Wednesday, and Friday Pour water into floor drains 3X Task to be performed Monday, Wednesday, and Friday Dust and clean air vents in X walls and ceiling Change air fresheners 2X As needed Clean and disinfect 3X Task to be performed bathroom toilets, urinals, Monday, Wednesday, sinks, counters partitions, and Friday shelving, dispensers, shower walls and floors Clean bathroom mirrors and 3X Task to be performed bright work Monday, Wednesday, and Friday Clean and sanitize all 3X Task to be performed bathroom floors Monday, Wednesday, and Friday Check and refill toilet paper 3X Task to be performed dispensers Monday, Wednesday, and Friday Machine clean bathroom X floors and baseboard (includes buffing) Page 97 Item#5. Clean and sanitize drinking 3X Task to be performed fountains Monday, Wednesday, and Friday Check and refill towel 3X Task to be performed dispensers, soap dispensers, Monday, Wednesday, hand sanitizer dispensers, and Friday etc. Wash exterior side of Semi-Annually Schedule with City for exterior windows approval Wash the interior side of Annually Schedule with City for exterior windows approval Clean both sides of interior X Spot clean as needed wall glass from floor to top between frequencies of door frame height Clean both sides of interior Annually Spot clean as needed wall glass from top of door between frequencies frame height to ceiling Close Out Procedures Insure all exterior doors are closed and locked;Turn off all lights in each areas as the task in the area is complete; All trash and recycling to be placed in designated areas; Cleaning supervisor to inspect daily and ensure all work has been performed according to the contract and leave a check off sheet with signature for City staff every day WRRF Lab (non-lab area inside cleaning only) General Cleaning Throughout (includes elevators and bathrooms) Task Task Frequency Notes Daily Weekly Monthly Quarterly Thoroughly clean and 3X Task to be performed vacuum carpet, mats and Monday, Wednesday, rugs using a beater and Friday bar/brush type vacuum (includes removing all spots and stains smaller than a dinner plate) Mechanically agitate X carpets, mats and rugs Vacuum loose dirt and 3X Task to be performed debris,then remove Monday, Wednesday, stains/spills with non- and Friday tracking, no-buildup cleaner at hard surface floors Vacuum door thresholds 3X Task to be performed then wipe clean with Monday, Wednesday, appropriate cleaner and Friday Page 98 Item#5. Deep machine extraction of Annually Schedule with City for carpets with mounted unit approval Scrub and buff hard surface X Schedule with City for floors approval Strip all tile and linoleum Semi-Annually Schedule with City for floors and apply wax and approval sealer Wipe down elevator walls X Task to be performed and ceiling with appropriate Monday, Wednesday, streak free cleaner and Friday Dust horizontal surfaces up X Task to be performed to 70 inches. This includes Monday, Wednesday, shelves, moldings, ledges, and Friday windowsills, chair rails, furniture tops, file cabinet tops, bookcase tops, picture frames, and similar surfaces. Use a lightly treated cloth, dusting mitts, or dust mop (excludes desktops) Dust horizontal surfaces X above 70 inches. This includes shelves, moldings, picture frames ledges, windowsills, pipes, ductwork,vents, etc. Spot clean partition walls 3X As needed Empty trash bins (replace 3X Task to be performed trash liners semi-weekly at a Monday, Wednesday, minimum) and Friday Empty recycling bins 2X Tues and Thur Hand clean server room Semi-Annually Schedule with City for floors approval Clean and polish door kick X Spot clean as needed plates between frequencies Clean and disinfect all touch 3X Task to be performed points (light switches, door Monday, Wednesday, automatic opener controls, and Friday door handles, push plates, crash bar apparatus, elevator control push buttons and surroundings etc.) Clean and wet mop X stairwells Page 99 Item#5. Dust all window blinds Annually Schedule with City for (internal and external approval windows) Clean all window blinds with Annually Schedule with City for no streak, no buildup approval cleaner or ultra-sonic clean (internal and external windows) Clean glass in doors (both X Spot clean as needed sides) between frequencies Spot clean walls 3X As needed Clean and disinfect 3X Task to be performed counters, table tops, sinks, Monday, Wednesday, fixtures, front of and Friday refrigerators and microwaves at kitchens, break areas and Department kitchenettes Clean, damp wipe and dry 3X Task to be performed work area counter surfaces Monday, Wednesday, and Friday Pour water into floor drains 3X Task to be performed Monday, Wednesday, and Friday Dust and clean air vents in X walls and ceiling Change air fresheners 2X As needed Clean and disinfect 3X Task to be performed bathroom toilets, urinals, Monday, Wednesday, sinks, counters partitions, and Friday shelving, dispensers, shower walls and floors Clean bathroom mirrors and 3X Task to be performed bright work Monday, Wednesday, and Friday Clean and sanitize all 3X Task to be performed bathroom floors Monday, Wednesday, and Friday Check and refill toilet paper 3X Task to be performed dispensers Monday, Wednesday, and Friday Machine clean bathroom X floors and baseboard (includes buffing) Page 100 Item#5. Clean and sanitize drinking 3X Task to be performed fountains Monday, Wednesday, and Friday Check and refill towel 3X Task to be performed dispensers, soap dispensers, Monday, Wednesday, hand sanitizer dispensers, and Friday etc. Wash exterior side of Semi-Annually Schedule with City for exterior windows approval Wash the interior side of Annually Schedule with City for exterior windows approval Clean both sides of interior X Spot clean as needed wall glass from floor to top between frequencies of door frame height Clean both sides of interior Annually Spot clean as needed wall glass from top of door between frequencies frame height to ceiling Close Out Procedures Insure all exterior doors are closed and locked;Turn off all lights in each areas as the task in the area is complete; All trash and recycling to be placed in designated areas; Cleaning supervisor to inspect daily and ensure all work has been performed according to the contract and leave a check off sheet with signature for City staff every day Page 101 Item#5. EXHIBIT C MILESTONE / PAYMENT SCHEDULE A. Total and complete compensation for this Agreement shall not exceed $345,970.20. LOCATION MONTHLY COST ANNUAL COST City Hall Complex $ 13,800.00 $ 165,600.00 Police Station Admin Building $ 3,600.00 $ 43,200.00 Police Station - K-9 Building $ 160.00 $ 1,920.00 Police Station Public Safety Training Center (PSTC) $ 1,350.00 $ 16,200.00 Water Administration $ 450.00 $ 5,400.00 Wastewater Resource Recovery Facility— Admin Building $ 880.00 $ 10,560.00 Wastewater Resource Recovery Facility Controls Building $ 350.00 $ 4,200.00 Wastewater Resource Recovery Facility Lab Building $ 350.00 $ 4,200.00 Parks and Recreation Maintenance Building $ 220.00 $ 2,640.00 Parks and Recreation Homecourt $ 6,800.00 $ 81,600.00 Community Center $ 550.00 $ 6,600.00 Page 102 Item#5. Fire Station 1 $ 62.50 $ 750.00 Fire Station 2 $41.67 $ 500.04 Fire Station 3 $41.67 $ 500.04 Fire Station 4 $ 41.67 $ 500.04 Fire Station 5 $41.67 $ 500.04 Fire Station 6 $ 62.50 $ 750.00 Fire Safety Center $ 29.17 $ 350.04 Additional Services Supervisor $ 40.00 Custodian $ 25.00 Day Porter $ 30.00 Callout Services / $ 45.00 COVID clean Emergency $ 65.00 Calls Total billable hourly rate for janitorial services, inclusive of all costs, including materials, equipment, supplies, labor, taxes, overhead, and any other cost necessary for the completion of work with the exception of supplies for stocking dispensers. Page 103 E IDIAN:--- AGENDA ITEM ITEM TOPIC: Resolution No. 20-2237: A Resolution of the Mayor and City Council of the City of Meridian to Amend the City of Meridian Standard Operating Policy and Procedure Manual by Amending Policy and Procedure 4.2 - Vacation Leave Benefits; Policy and Procedure 4.5 - Bereavement Leave; Policy and Procedure 4.11 - Paid Parental Leave (PPL); Policy and Procedure 5.4 - Education Reimbursement; and Policy and Procedure 5.5 - Director Benefit Program; and by Creating a New Policy and Procedure 5.6 - Retirement Match Program CITY OF MERIDIAN RESOLUTION NO. 20-2237 BY THE CITY COUNCIL: BERNT, BORTON, CAVENER, HOAGLUN, PERREAULT, STRADER A RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF MERIDIAN TO AMEND THE CITY OF MERIDIAN STANDARD OPERATING POLICY AND PROCEDURE MANUAL BY AMENDING POLICY AND PROCEDURE 4.2 — VACATION LEAVE BENEFITS; POLICY AND PROCEDURE 4.5 — BEREAVEMENT LEAVE; POLICY AND PROCEDURE 4.11 — PAID PARENTAL LEAVE (PPL); POLICY AND PROCEDURE 5.4 — EDUCATION REIMBURSEMENT; AND POLICY AND PROCEDURE 5.5 — DIRECTOR BENEFIT PROGRAM AND BY CREATING A NEW POLICY AND PROCEDURE 5.6 — RETIREMENT MATCH PROGRAM; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the Mayor and City Council have authority over the operations, policies, and procedures for the City of Meridian; WHEREAS the City has previously approved a Standard Operating Policy and Procedures Manual in 2002 for application to all employees of the City; WHEREAS the City Council may amend the Manual from time to time as necessary to incorporate changes as needed; NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF MERIDIAN, IDAHO AS FOLLOWS: SECTION 1. The City of Meridian Standard Operating Policies and Procedures Manual is hereby amended as to Policy and Procedure 4.2 — Vacation Leave Benefits; Policy and Procedure 4.5 Bereavement Leave; Policy and Procedure 4.11— Paid Parental Leave (PPL); Policy and Procedure 5.4 — Education Reimbursement; and Policy and Procedure 5.5 — Director Benefit Program and by creating a new Policy and Procedure 5.6 — Retirement Match Program; copies of said policies and procedures are attached and incorporated by reference as Exhibit "A". SECTION 2. This Resolution shall be in full force and effect upon adoption and approval. ADOPTED by the City Council of the City of Meridian, Idaho, this 13th day of October, 2020. APPROVED by the Mayor of the City of Meridian, Idaho, this 13th day of October, 2020. APPROVED• „�. [Mayor Robert E. gimison r��� I�L:ISI': p '•� 1A By ; Chrl$ JOh n Itj+ C1 CITY OF MERIDIAN POLICY AND PROCEDURES MANUAL UPDATE — OCTOBER, 2020 Page 105 EXHIBIT A afCity of Meridian fER,1DIAN'' Standard Operating Policy Number 4.2 Vacation Leave Benefits Purpose: To set forth the City's policy defining vacation leave benefits and eligibility requirements. Policy: Eligible City employees with the exception of directors and represented employees under the collective labor agreement shall accrue paid time off based on tenure with the organization or prior relevant experience. Employees may use accrued time off as per this policy at their discretion with appropriate authorization. This policy shall be implemented pursuant to the Vacation Leave Benefits Standard Operating Procedures. Authority&Responsibility: Supervisors shall ensure appropriate coverage for the employee's absence and authorize paid vacation as appropriate so as to meet the needs of City operations. Payroll in conjunction with Human Resources shall ensure proper tracking and payment of vacation hours for employees. Revision Date:10/2020 Item#6. a-WERIDIAKv.- City of Meridian Standard Operating Procedures Number 4.2 Vacation Leave Benefits Purpose: To set forth City's vacation leave benefits and eligibility requirements.The City provides paid vacation leave as one of the many ways in which it shows its appreciation for employee's loyalty and service. Procedures and Related Information: I. Accrual Rates A. Vacation accrues from the date of hire. Vacation hours accrue on a calendar'month accrual period basis.The monthly accrual is based on length of service unless otherwise approved in accordance with the procedures. Monthly accrued vacation hours are posted to the employee's vacation leave balance on payday and are available to use on the first day of the calendar month following the accrual period.An employee cannot use vacation hours for a particular calendar month in advance or during the period in which they are earned. B. New Hires and re-hires with prior relevant experience, whose essential duties, responsibilities, knowledge, skills and abilities align with a specific job description can be credited for previous years of service with Department Director and Human Resources Director approval. The accrual rate shall be agreed upon prior to the conditional offer of employment to any applicant and will be effective upon hire. Credited years of service shall not exceed a one for one ratio. C. The monthly accrual rate for employees, other than represented employees in the Fire department are as follows: Length of Service Monthly Accrual Maximum Accrual Limit 0-2 Years 12.00 Hours 288 Hours 3 -4 Years 12.50 Hours 300 Hours 5 -6 Years 13.00 Hours 312 Hours 7—8 Years 13.50 Hours 324 Hours 9—10 Years 14.00 Hours 336 Hours 11-12 Years 14.50 Hours 348 Hours 13—14 Years 15.00 Hours 360 Hours 15—16 Years 15.50 Hours 372 Hours 17—18 Years 16.00 Hours 384 Hours 19—20 Years 16.50 Hours 396 Hours 21—22 Years 17.00 Hours 408 Hours Revision Date:10/2020 Page 107 Item#6. Length of Service Monthly Accrual Maximum Accrual Limit 23—24 Years 17.50 Hours 420 Hours 25 Plus Years 18.00 Hours 432 Hours II. Accrued vacation hours may be carried over from one (1) calendar year to the next up to a two (2) year cap from the employee's maximum annual accrual limit.Any excess over the two (2) year cap will cease to accrue until hours have been taken. A. Regular Full-Time Employees Eligible employees in this group would be eligible to use vacation leave once hours have been accrued following standard department approval processes. Director use of vacation leave is in accordance with Director Benefits Program and related Policy and Procedures, number 5.5. B. Law Enforcement and Represented Employees under the Collective Labor Agreement. 1. Police and represented employees have a one (1)year introductory period and may not use vacation leave benefits during the first year of employment unless approved by the Chief. 2. Vacation leave accruals for represented employees in the Fire Department shall be governed by the provisions of the collective labor agreement. Refer to the union contract for breakdown of schedule. C. Temporary, Seasonal, and Part-Time Employees Seasonal,temporary, and part-time employees are not eligible for vacation leave benefits. III. Vacation Leave Approval Approval for vacation leave must be pre-approved (except for those provisions under FMLA) by the employee's supervisor or department director as necessary so scheduling of work can be accomplished. IV. Other Leave Provisions A. Employees who leave the City's employment are paid all vacation leave accrued up to the time of separation. Employees separating from their employment may not use accrued leave to extend their separation date for the purpose of receiving holiday pay or other benefits. Page 108 Revision Date:10/2020 Item#6. � �� ���� �--• City of Meridian Standard Operating Policy Number 4.5 Bereavement Leave Purpose: To set forth the City's policy providing paid Bereavement Leave for regular full-time employees. Policy: In the event of a death in the immediate family of an employee,the City allows regular full-time employees an absence from work with pay of up to five (5) consecutive workdays. Additional time off may be granted, utilizing the employee's accrued vacation time, consistent with the policies of the City. The employee shall notify his/her supervisor as soon as possible to schedule the use of this leave. This policy shall be implemented pursuant to the Bereavement Leave Standard Operating Procedures. Authority& Responsibility: Immediate supervisor and department director or designee shall be responsible for administration of this policy. Revision Date:10/202 Page 109 Item#6. City of Meridian Standard Operating Procedures Number 4.5 Bereavement Leave Purpose: To set for the City's procedures regarding paid time off for regular full-time employees to address the needs of the employee upon the death of a member of the employee's immediate family. Procedures and Related Information: I. In the event of a death in the immediate family of an employee,the City allows regular full- time employee an absence from work with pay of up to five (5) consecutive workdays. Additional time off may be granted, utilizing the employee's accrued vacation time consistent with the policies of the City.The employee shall notify his/her supervisor as soon as possible prior to the use of this leave. I I II. For purposes of this policy, immediate family shall be defined as current spouse, children, parents, in-laws, brother, sister, grandparents, or grandchild of the employee. In-laws are defined as a father, mother, or grandparents of current spouse, or sister and brother-in-law of the employee.Adopted,foster, or"step" relationships will be considered the same as any other family relationship III. Bereavement Leave provisions for represented employees in the Fire Department shall be governed by the provisions of the current collective labor agreement. 1 Revision Date: 10/202 Page 110 Item#6. * City of Meridian Standard Operating Policy p g Y Number 4.11 Paid Parental Leave (PPL) Purpose: To set forth the City's policy regarding paid parental leave that is offered to eligible employees. Policy: The City recognizes that it is in a unique position to be a model for other government organizations. As such, in an effort to provide an opportunity for parents to bond and welcome a new child to their family, the City offers paid parental leave. Parental leave is available to regular full-time employees, regardless of gender. This policy shall be implemented pursuant to the Paid Parental Leave (PPL) Standard Operating Procedures. Authority and Responsibility: Human Resources is responsible for the administration of this policy. Revision Date 10/2020 Page 111 Item#6. City of Meridian IDI — Standard Operating Procedure Number 4.11 Paid Parental Leave (PPL) Purpose: To set forth the City's procedures regarding paid parental leave that is offered to eligible employees. Procedures and Related Information: I. Definition .Parental leave refers to paid time off following the birth of an employee's natural child or the legal placement of a child with an employee for the purposes of adoption. The maximum amount of paid parental leave, per eligible occurrence, is 480 hours(12 week equivalent). The 480 hours of paid parental leave may be used consecutively or intermittently but will run concurrently with the 12-week approved FMLA event. II. Eligibility A. Coverage and Eligibility:An employee's eligibility for Paid Parental Leave shall be made based on the employee's months of service and hours of work as of the date of the qualifying life event.Employees who become parents via birth,adoption are considered Eligible Employees if: 1. Employee is classified as Regular Full Time. Employee must be eligible for Family and Medical Leave(FMLA)by being in pay status for at least 1,250 hours in the previous 12-month period.3. Eligibility determinations are made as of the date that the child is born or placed via adoption. 4. If both parents are Eligible Employees, each may receive Paid Parental Leave. Both parents may take their leave simultaneously or at different times within the FMLA 12-week eligible period. B. Paid Parental Leave (PPL) provisions for represented employees in the Fire Department shall be governed by the provisions of the current collective labor agreement. III. Certification of Eligibility for Parental Leave A. Eligible Employees shall be required to certify that they will use Paid Parental Leave to give birth to a child or will use Paid Parental Leave to care for or bond Revision Date:10/2020 Page 112 Item#6. with a child. B. Employees may be required to submit documentation (if applicable)to Human Resources. Official documents may include but not limited to: Qualifying Event Acceptable Documentation Adoption • Adoption Order Proof of Placement Birth • Birth Certificate or Report of Birth • Custody Order • Proof of Placement C. Documents provided must show the date of birth or date of placement, if placement was other than the date of birth.The name of the legal parent must appear on the birth certificate, a legal document establishing paternity or a legal document establishing adoption. IV. Timecard Requirements: A. Eligible employees will account for paid parental leave hours using the "parental leave" column of the timecard. Eligible employees will also track FMLA hours in the "FMLA" column fo the timecard,to run concurrently with the paid parental leave hours. Revision Date:10/2020 Page 113 Item#6. City of Meridian Standard Operating Policy Number 5.4 Education Reimbursement Purpose: To set for the City's policy regarding educational reimbursement provided by the City. Policy: The City encourages employees to expand their knowledge and skills through participation in outside educational programs during non-working hours. The City will assist regular full-time employees in, furthering their education by contributing to the cost of approved taken at accredited institutions. This policy shall be implemented pursuant to the Education Reimbursement Standard Operating Procedures. Authority&Responsibility: Department Director, or designee, along with the Human Resources Department are responsible for administering this policy. Revision Date:10/202 Page 114 Item#6. 0 I'll City of Meridian awE t!5' Standard Operating Procedure Number 5.4 Education Reimbursement Purpose: To set forth the City's procedures regarding educational reimbursement provided by the City. Procedures and Related Information: I. The City encourages employees to expand their knowledge and skills through participation in outside educational programs during non-working hours. II. The City will assist regular full-time employees by contributing to the cost of approved courses taken at accredited institutions.The City will reimburse up to $3,000.00 per accounting fiscal year for registration,tuition,fees and books.Travel and similar miscellaneous expenses are not reimbursable.The department director may consider reimbursement in excess of$3,000.00 for registration,tuition,fees and books with the prior approval of the Mayor.The funding for any additional reimbursement above the standard threshold must come from the department's current budget for training. Approval will be on an annual basis in conjunction with the City's annual budget development process.Students must pay the institution directly. No billing statements shall be sent to the City of Meridian finance or any other department for education reimbursement purposes. III. To be eligible for reimbursement the courses must be approved in advance of participation by the department director. IV. To qualify for education reimbursement, an employee must be employed with the City for six (6) months.To receive reimbursement, an employee must be on the payroll at the time the course has begun and completed.The course must be completed with a passing grade of C or better or a P on pass/fail basis. Reimbursement will be made after the successful completion of the course(s). Copies of grades, receipts for tuition, books, and fees must be submitted with the reimbursement request to Human Resources for processing. V. The Application for Education for Reimbursement Form is located on the Human Resources Intranet page or contact Human Resources. VI. Education Reimbursement provisions for represented employees in the Fire Department shall be governed by the provisions of the current collective labor agreement. Revision Date:10/2020 Page 115 Item#6. { City of Meridian � IDI ~- Standard Operating Policy Number 5.5 Director Benefits Program Purpose: To set forth the City's policy outlining fair and equitable benefits for the department directors of the City.The City acknowledges that the directors' work in excess of other positions within the City and hold the highest amount of accountability for the direction of the various Departments.The directors are accountable to the Mayor,the City Council, and the citizens of Meridian. Policy: The department directors of the City serve as appointees pursuant to Idaho Code.The expectation is that the director will perform and meet the expectations of the Mayor and City Council.This benefit plan was developed to insure that the City of Meridian can attract and retain the most qualified directors.This plan provides cost effective and positive incentives to recognize the value and enhancement quality executive personnel can provide to the benefit of Meridian and its citizens. This policy shall be implemented pursuant to the Director Benefits Program Standard Operating Procedures. Authority& Responsibility: Human Resources will be tasked to monitor and implement the requirements of this policy. Human Resources will further be responsible to keep the benefits provided under this policy current with the job market through its normal measures. Revision Date: 10/2020 Page 116 Item#6. WE City of Meridian Standard Operating Procedures Number 5.5 Director Benefits Program Purpose: To set forth the City's procedures outlining additional benefits for the department directors of the City. Procedures and Related Information: I. The department directors shall receive the following benefits in addition to the other City benefits provided: A. No introductory period of employment; B. Annual Leave accrual at 18 hours per month with a maximum accrual of 432 hours; C. Ability to convert up to%of accrued vacation leave annually (maximum annual conversion amount is 100 hours) and direct it to a City deferred compensation plan (All IRS regulations must be adhered to); D. Upon beginning of employment,the director will receive a bank of 40 hours of sick leave and 16 hours of annual leave; E. The City will pay for an additional$80,000 in life insurance coverage above and beyond the City provided coverage; F. If necessary,the City will provide up to the 21 days of paid coverage to qualify for Short Term Disability program (STD). Directors own available leave must be applied first; G. If necessary,the City will provide "make-up" pay between STD and the director's salary for up to 90 days or until Long Term Disability (LTD) becomes available. Director's own available leave must be applied first; H. If necessary,the City will provide make-up pay between LTD and the directors salary for up to 90 days. Director's own available leave must be applied first. II. In areas where director benefits exceed regular employee benefits, directors shall receive the greater benefit. Revision Date:10/202 Page 117 Item#6. 4E City of Meridian Standard Operating Policy Number 5.6 Retirement Match Program Purpose: To set forth the City's policy regarding the Retirement Match Program. Policy: In support of the City's Vision to provide competitive benefits for all employees post retirement needs, the City has established a retirement match program for all regular full time employees and elected officials contributing to an allowable Retirement Plan as defined in this policy. This policy shall be implemented pursuant to the Retirement Match Program Standard Operating Procedures. Authority&Responsibility: Human Resources is responsible for the administration of this policy. Revision Date: 10/2020 Page 118 Item#6. ERIDIANy= City of Meridian Standard Operating Procedure Number 5.6 Retirement Match Program Purpose: To set forth the City's procedures regarding the Retirement Match Program and eligibility requirements. Procedures and Related Information: I. Eligibility a. All regular full time employees and elected officials contributing to an allowable Retirement Plan as defined in these procedures. b. Retirement match provisions for represented employees in the Fire Department shall be governed by the provisions of the current collective labor agreement. II. Employer Match Amount a. The City of Meridian will match up to a maximum of 2%, or as approved by City Council, of all employee investments into an allowable Retirement Plan as defined in the procedures per pay period. b. The Retirement Match Program is not eligible for Vacation or Sick Time Accrual Rollover Programs. III. Allowable Retirement Programs a. The City of Meridian allowable deferred compensation retirement programs: i. PERSI Choice 401K ii. State 457 Pre-Tax Retirement Plan IV. Employee Match Amount a. Employees electing to participate in the City Retirement Program are limited to whole percentage contribution amounts. i. Allowable contribution amounts: 1. 1% 2. 2% V. Roles and Responsibilities a. Eligible employees are responsible for establishing an allowable retirement account. b. Eligible employees are responsible for notifying Human Resources of their Employee Contribution distribution to allowable retirement plans. c. Human Resources is responsible for managing all paperwork associated with employee contribution amounts. Revision Date: 10/2020 Page 119 7/tem 77 E IDIAN 'aAHO AGENDA ITEM ITEM TOPIC: Resolution No. 20-2235: A Resolution to Amend the City of Meridian's Citywide Records Retention Schedule; and Providing an Effective Date Page 120 Item#7. CITY OF MERIDIAN RESOLUTION NO. 20-2235 BY THE CITY COUNCIL: BERNT,BORTON, CAVENER, HOAGLUN, PERRAULT, STRADER A RESOLUTION TO AMEND THE CITY OF MERIDIAN'S CITYWIDE RECORDS RETENTION SCHEDULE;AND PROVIDING AN EFFECTIVE DATE. WHEREAS, on August 27,2019 the Mayor and City Council adopted and approved Resolution 19-2162 which updated the Citywide Records Retention Schedule; and WHEREAS, it is recognized that from time to time it will be necessary to update the Citywide Records Retention Schedule for proper management of city records; and WHEREAS,an update to the current Citywide Records Retention Schedule has been completed and the amended Schedule is attached hereto as Exhibit A. NOW,THEREFORE,BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF MERIDIAN CITY,IDAHO: Section 1. That the City Council of the City of Meridian hereby adopts the 2020 Citywide Records Retention Schedule attached hereto as Exhibit A. Section 2.That the City Clerk is hereby authorized to implement the 2020 Citywide Records Retention Schedule adopted by this Resolution. Section 3. That this Resolution shall be in full force and effect immediately upon its adoption and approval. ADOPTED by the City Council of the City of Meridian, Idaho this loth day of October, 2020. APPROVED by the Mayor of the City of Meridian, Idaho,this loth day of October,2020. APPROVED: ATTEST: Robert E. Simison,Mayor Chris Johnson,City Clerk CITY OF MERIDIAN 2020 RECORDS RETENTION SCHEDULE PAGE 1 OF 2 page 121 Item#7. EXHIBIT A 2020 RECORDS RETENTION SCHEDULE CITY OF MERIDIAN 2020 RECORDS RETENTION SCHEDULE PAGE 2 OF 2 page 122 0 W IDIAIZN,:-- �J 2020 RECORDS RETENTION SCHEDULE Approved October _. 2020 by Resolution No. 20- Item#7. TABLE OF CONTENTS Introduction ...................................................................................... Page 3 Frequently Asked Questions ................................................................... Page 5 City Attorney's Office .......................................................................... Page 7 City Clerk's Office .............................................................................. Page 10 Commissions, Committees, Boards ............................................................ Page 15 Community Development ....................................................................... Page 16 Finance Department .............................................................................. Page 27 Fire Department ................................................................................... Page 38 Human Resources Department ................................................................. Page 42 Information Technology Department ......................................................... Page 51 Mayor's Office ................................................................................... Page 54 Parks and Recreation Department ............................................................. Page 59 Police Department ............................................................................... Page 68 Public Works Department ...................................................................... Page 78 Appendix A: Idaho Statute Title 50, Chapter 9, Section 50-907 ......................... Page 93 2 1 P a g e Page 124 Item#7. INTRODUCTION Management of public records is a vital function of every city, and understanding the basic principles of records management is essential for every city official and staff member. In basic terms, the definition of a public record, as established by Idaho law, is any recorded information that relates to the business of city government. Public records can be on any medium—paper documents,books, maps,pictures, audio/visual recordings, microfilm or microfiche, as well as digital or electronic documents, including computer files and email. THE CITY CLERK'S ROLE Idaho Code section 50-908 outlines the role and responsibilities of the City Clerk as municipal records manager. That law directs the City Clerk to: ensure the orderly and efficient management, retention, and destruction of city records in compliance with state and federal laws and city ordinances, resolutions and policies; identify and care for historical records; and coordinate the transfer of permanent records to the Idaho State Historical Society's ("ISHS's") permanent records repository. All city employees and elected officials have responsibilities with regard to city records. Idaho Code section 50-908 establishes those responsibilities. Employees and officials must protect the records in their custody; cooperate with the City Clerk to efficiently manage records and preserve records of enduring value; and pass on to their successors records necessary for the continuing conduct of city business. All city records are property of the city, and no city official, elected, appointed or staff, may assert any personal or property right to such records, even where he or she may have developed or compiled them. The unauthorized destruction or removal of city records is prohibited by law. CLASSIFICATION AND RETENTION OF MUNICIPAL RECORDS Idaho Code section 50-907(5)requires every city in Idaho to adopt a records retention schedule, listing the types of city records retained by the city and the retention period for each type of record. As of July 1, 2016, Idaho Code section 50-907(1)-(4) classifies municipal records into four separate categories (permanent, semipermanent, temporary, and historical). Each of the four classifications either list specific record types or provides a description for what constitutes records fitting that classification. The statute allows for cities to designate additional records for each classification as deemed appropriate by the City Council. Cities may assign records to a fifth category designated as transitory. 3 1 P a g e Page 125 Item#7. Permanent and historical records may not be destroyed, but must be retained by the city in perpetuity, or transferred to the ISHS's permanent records repository for permanent retention upon resolution of the City Council according to the procedures established in section 50-907, Idaho Code. Semipermanent records shall be retained for not less than five (5)years after the date of issuance or completion of the matter contained within the record. Temporary records are to be retained for not less than two (2) years. After the expiration of the designated retention period for semipermanent and temporary records, the destruction of those records may be destroyed only by resolution of the City Council,upon advice of the City Attorney, and in coordination with the City Clerk according to the procedures established in section 50-907, Idaho Code. Transitory records may be destroyed upon expiration of the designated retention period according to the procedure established by the department. FINAL DISPOSITION OF RECORDS As set forth above, permanent and historical records are never destroyed—they are retained in perpetuity by the city or transferred to the ISHS by resolution of City Council. Semipermanent and temporary records may only be destroyed by resolution of City Council. The process for destruction of all nonpermanent records typically begins once the records have reached their minimum retention period,but there are some important exceptions,where circumstances dictate that records must be kept longer: ■ Records related to pending criminal or civil cases; ■ Records that are the subject of a pending public records request; and ■ Records needed for any pending audit or investigation. The departments, the City Clerk, and the City Attorney's Office work closely together to resolve retention questions and to accomplish final disposition of records according to the process set forth in section 50-907, Idaho Code. The first step in the official record destruction process is that the City Clerk obtains approval for the destruction of the records from the City Attorney's Office. If appropriate, the City Attorney's Office prepares a resolution and submits it to City Council for approval to destroy the records. Depending on the records to be destroyed, the City Clerk may be required to notify the ISHS at least thirty(30) days prior to destruction. When all of the steps are complete, the City Clerk notifies the department that it may destroy the designated records. The department destroys the records within thirty(30) days of notification and returns proof of destruction to the City Clerk. In addition to the above information, the following FAQ on classification and retention of municipal records is designed to summarize the changes to Idaho Code section 50-907 that became effective on July 1, 2016 and provide quick answers to often-asked questions. The statute in its entirety is included in Appendix A. 4 1 P a g e Page 126 Item#7. FAQ: CLASSIFICATION AND RETENTION OF MUNICIPAL RECORDS PER IDAHO CODE SECTION 50-907 AS OF JULY 1,2016: 1. What are the four(4) statutory record classifications? The four(4) classifications are permanent, historical, semipermanent, and temporary. For complete information regarding the retention period and list of specific record types for each category, go to Appendix A at the end of this Schedule where the statute is set forth in its entirety. 2. How are historical records described? Historical records shall consist of records which, due to age or cultural significance, are themselves artifacts of historical value. Historical records have enduring value based on the administrative, legal, fiscal, evidential or historical information they contain. Historical records shall be retained by the city in perpetuity or may be transferred to the ISHS's permanent records repository pursuant to subsections 8 and 9 of section 67-4126, Idaho Code, upon resolution of the City Council. 3. Does the City allow for a fifth (511) record category? Yes, the 5th available record category is called"Transitory" and the retention period is less than two (2)years. Transitory records do not need a resolution to destroy them. However, they should be destroyed according to department policy. 4. Can the City reproduce, retain and manage records in a photographic, digital or other nonpaper medium? Yes, see Idaho Code section 50-907(6) for the necessary form and medium requirements to comply with the statute. 5. Is a reproduced record deemed an original public record for all purposes? Yes, provided it is retained by the city in any form and medium permitted by Idaho Code section 50- 907(6). 6. When can a semipermanent or temporary paper original be summarily disposed of or returned to sender? A semipermanent or temporary paper original can be summarily disposed of or returned to sender once it has been retained in an appropriate nonpaper medium. 7. Can a permanent paper on,-inal be summarily disposed of or returned to sender like semipermanent and temporary records once it has been reproduced in a nonpaper medium? Yes, once a permanent paper original is converted, it may be treated like a copy and destroyed provided the following steps are followed: a. Prior to destruction of original paper documents, the City Clerk shall provide written notice, either by email or mail, including a detailed list of the documents proposed for destruction to the ISHS. 5 1 P a g e Page 127 Item#7. b. The ISHS has 30 days after receipt of the City Clerk's notice to review the list and respond in writing, either by email or mail, to the City Clerk identifying any documents that will be requested to be transferred from the city to the ISHS for retention in the permanent records repository. c. Any documents that will not be transferred may be destroyed. d. If the City Clerk has not heard back from the ISHS within thirty(30) days after the ISHS received notice from the City Clerk, then the records may be destroyed. 8. What has changed regarding destruction or transfer of records? a. Permanent records: (1) Must be kept forever by the city, except for paper originals of permanent records maintained in a nonpaper medium as discussed in FAQ #7 (above); or (2) Permanent records may be transferred to ISHS's permanent records repository upon resolution by City Council. b. Semipermanent and Temporary records: (1) May be destroyed only by resolution of the City Council and upon the advice of City Attorney, except for paper originals of semipermanent or temporary records retained in a nonpaper medium. (2) Such disposition is under the direction and supervision of the City Clerk. The Clerk no longer needs to give thirty(30) day written notice to the ISHS of intent to destroy. (3) Copies: It is always important to remember that once a Resolution to Destroy Records is approved and the City Clerk gives the department the "ok"to destroy the records listed therein, the department must take care to destroy all versions of the records listed. In other words, copies cannot outlive the destruction of the original record. 6 1 P a g e Page 128 Item#7. CITY ATTORNEY'S OFFICE RECORD DESCRIPTION CATEGORY RETENTION PERIOD Legal Department Administrative Written messages and reminders, Transitory Until administrative need Records meeting notes, working drafts, legal ends or superseded research source documents and notes, copies of accounts payable invoices and expense reports, presentations, documents recording department activities or plans, department reports to directors, and other material or aids that support an employee's day-to-day job functions. Bankruptcy Records documenting notification Semipermanent 5 years after receipt of Notices and Case to the city that certain individuals IC§50-907(2)(a,g) Trustee Final Report or Files have filed for bankruptcy, and used an Order Dismissing the to determine if the individual owes Case. (See Civil Case money to the city and to file notice Files for litigated claims or claim with the court. and adversary actions) Information may include: debtor's name,utility accounts information, prepared repayment plan and related documentation. Budget Working documents utilized to Transitory Until administrative need Preparation establish yearly budget, including ends or superseded Records enhancements, amendments, carry forward support, FTE anticipation, and quotes for goods or services. Civil Case Files Pending and closed cases filed by Semipermanent 10 years after date of last and against the city, including all IC§50-907(2)(g) action pre-litigation, litigation, appellate documents (complaints, summons, investigations, reports, attorney notes, discovery-related records, pleadings, affidavits, motions, deposition transcripts, disposition, orders and judgments, exhibits, appeals, and related records), and bankruptcy adversary action files. Departmental Reports prepared by the city Semipermanent 5 years Reports attorney for the mayor and city IC§50-907(2)(e) council. 7 Page Page 129 Item#7. RECORD DESCRIPTION CATEGORY RETENTION PERIOD Director/Manager Director and manager's records Transitory Until employee HR-related regarding City Attorney's Office separation(then Records employees, including performance transferred to HR) evaluations, comment cards, complaints, certificates, etc. Forms, Templates Legal forms and templates. Transitory Until superseded Land Use Appeals Appeals of land use decisions, Semipermanent 10 years after date of last including staff reports, pleadings, IC§50-907(2)(g) action briefs, and related records. Legal Opinions, Formal and informal opinions and Semipermanent 10 years Memoranda memoranda rendered by the city IC§50-907(2)(g) attorney for the mayor, city council, or city departments, examining legal questions relating to state/federal law/rules or local ordinances/policies. Privileged Records held in confidence by the Semipermanent 75 years Administrative City Attorney's Office regarding IC§50-907(2)(g) Records confidential or privileged matters including personnel investigations, settlements related to personnel matters. Settlement Settlement agreements and related Semipermanent 75 years Records documentation from civil cases, IC§50-907(2)(g) claims, mediation, and arbitration. Training Records related to training and Transitory Until administrative need Materials continuing education programs ends or superseded attended by City Attorney's Office staff. Documents may include instructional materials, course descriptions, class enrollment and attendance records, certificates of attendance, etc. Risk Management Claim Files Claims for damages filed by and Semipermanent 10 years,provided there against the city, including claims IC§50-907(2)(a,g) is no litigation. (See caused by city Civil Case Files for employees/equipment, including litigated claims) Property Damage Records, Liability Claims Records, Public Injury Reports, and related correspondence. Insurance Policy Records documenting the terms Semipermanent 5 years Records and conditions of city insurance IC§50-907(2)(g) 8 1 P a g e Page 130 Item#7. RECORD DESCRIPTION CATEGORY RETENTION PERIOD policies covering liability, property, motor vehicle, etc. Records usually include: policies, endorsements, rate change notices, agent of record, and related documents. 9 1 P a g e Page 131 Item#7. CITY CLERK'S OFFICE RECORD DESCRIPTION CATEGORY RETENTION PERIOD Administrative Records Activity Daily, weekly monthly or other reports Transitory Until administrative Logs/Reports documenting the activities of the City needs ends Clerk's Office employees, including but not limited to: sign in/out sheet for keys, archival Records and phone Logs, land use, ordinances,permits, minutes, and resolution tracking spreadsheets, and Dashboard statistics. Administrative Copies of: A/P invoices, Expense Transitory Until administrative Records Reports, MIP A/P unposted Reports, need ends or record Detailed Statements of Revenues and is superseded Expenditures. Budget Preparation Working documents utilized to build base Transitory I year or until Records budgets and establish yearly budgets, administrative need including but not limited to ends enhancements, amendments, carry forward support, FTE anticipation, vehicle replacement, quotes for service/maintenance. CorrespondencePolicy/program correspondence, Permanent In perpetuity documenting the formulation, adoption and implementation of significant policy/program decision. Including but not limited to Commission, Committee and City Clerk determination. Records created or received in the course Semipermanent 5 years of administering city policies,procedures or programs,but these records do not provide insight into significant policy, procedure or program discussions or decisions. Correspondence created or received in the Transitory Until administrative course of administering City policies, need ends procedures or programs including but not limited to memos, notes, thank you notes, surveys, letters to businesses and citizens and day-to day office and housekeeping correspondence that does not contain unique information about City functions or programs, for example scrolling agenda and announcements. 101Page Page 132 Item#7. RECORD DESCRIPTION CATEGORY RETENTION PERIOD Customer Complaint or Compliment records Transitory Until administrative Complaints/Kudos including but not limited to letters, phone need ends calls, comment cards and in-person feedback from citizens, customers, developers and contractors. Forms/TemplatesForms/Templates created for use by the Transitory Until administrative City Clerk's Office including but not need ends or record limited to visual aids, applications, is superseded checklists, land use transmittals and web documents. HR Documents Departmental employee personnel records, Transitory Until employment is including but not limited to training terminated, then records, coaching notes, Performance forward to HR Evaluation, contact information. Record is confidential and will be kept in a locked files with manager until employment has ended; File sent to HR for retention after termination(voluntary or involuntary). Meeting Records Internal meeting records and/or staff level Transitory Until administrative and Notes notes generated in the course of day to day need ends or Special business, including but not limited to superseded Projects/Initiatives agendas, notes and presentations. Reference/Owner's Documents to include but not limited to: Transitory Until superseded or Manuals/ Owner's Manuals and code updates. administrative need Handbooks ends Department Departmental Policy or program records Transitory 1 year after Guidelines, Policies, documenting the formulation, adoption document is Procedures, and implementation of departmental replaced and/or Processes and policy or program decisions. Including administrative need Reports but not limited to Standard Operating ends Procedures and Guidelines, reference materials or materials obtained from another government entity or agency used in the development of said procedure. Presentations Formal department presentations to Transitory Until administrative Council, Chamber of Commerce or other need ends agencies/entities or people, e.g.New Council member training, Joint Council/Commission workshop training. Telephone Records Message logs, voicemails, Mitel call Transitory Until administrative volume reports etc. need ends Operational Records Audio/Video Audio and video recordings of City Semipermanent 5 years Recordings Council, Commission and Committee Meetings. 11 1 Page Page 133 Item#7. RECORD DESCRIPTION CATEGORY RETENTION PERIOD City Council and Records documenting meetings of the Permanent In perpetuity Planning and City Council and/or Planning and Zoning IC§50- Zoning Meeting Commission and motions, resolutions, 907(1)(a) Agenda,Minutes ordinances, transcripts and other actions and Minute Books taken at meetings. Contracts & Agreements with vendors and other Semipermanent 10 years after Agreements to parties for the acquisition, lease, lease- IC§50- expiration which the City is a purchase or sale of equipment, supplies, 907(2)(b) Party services or property, letters of credit, warranty surety agreements which have been approved at a City Council meeting, approved by the Mayor, or have been recorded with Ada County. Easement Easement agreements which have been Permanent In perpetuity Agreements to approved at a City Council meeting, which the City is a approved by the Mayor, or have been Party recorded with Ada County. Deeds & Real Records relating to ownership of real Permanent In perpetuity Property Records property, including deeds, title opinions, IC§50- abstracts and certificates of title, title 907(1)(e) insurance, documentation concerning alteration or transfer of title, and records relating to acquisition and disposal of real property such as offer letters, options, agreements of short duration, staff reports, appraisal and inspection reports, letters of transmittal, and related records. Election— Reports showing contributions and Permanent In perpetuity Campaign Finance expenditures in city campaigns by IC§50- Reports mayor/council candidates, political 907(1)(g) committees and independent persons/entities. Includes C-1 (Certification of Treasurer), C-2 (Campaign Financial Disclosure Report), C-4 (Independent Expenditures), C-5 (48 Hour Notice of Contributions/Loans Received), C-6 (Statement by Nonbusiness Entity), and C-7 (48 Hour Notice of Independent Expenditures). Election— Includes declarations of candidacy and Permanent In perpetuity Candidate intent for candidates for city elective IC§50- Declarations & office. Declarations of candidacy are 907(1)(g) Petitions filed by candidates to get their name on the election ballot, and are accompanied by a filing fee of$40 or a petition with 12 1 Page Page 134 Item#7. RECORD DESCRIPTION CATEGORY RETENTION PERIOD the signatures of at least five qualified city electors, including a certification by the county clerk of the number of signatures that are of qualified city electors. Declarations of intent are filed by write-in candidates, and do not require the filing fee or petition. Election— Includes the first and second notice of Permanent In perpetuity General/Regular election and sample ballot which are IC§50- (Election Files) published in the official newspaper, poll 907(1)(g) books showing the name, address and signature of those voting in City elections, and the tally book in which election staff record and total the votes cast for each candidate and ballot question at the polling precinct. Election— Includes the following records: polling Semipermanent 5 years General/Regular places,judges and clerks, challengers and IC§50- (Working Files) watchers, voting machines and vote tally 907(2)(g) systems, correspondence, and other records not specifically listed in this schedule. Election ballots, including voted ballots, Temporary 2 years unused ballots, spoiled ballots,ballot IC§50- stubs, absentee voting, and duplicate poll 907(3)(e) books. Oaths of Office Signed oaths of elected officials swearing Permanent In perpetuity to uphold the federal and state constitutions and laws of the city. Passports—General Training records, Department of State Transitory Until administrative Information monthly newsletters, and Passport need ends or record Agent's Reference Guide. is superseded Passports— Daily transmittal spreadsheets that Transitory 2 years Transmittals accompany passport applications mailed to the Department of State Regional office. Permits & Licenses Records relating to city permits and Semipermanent 5 years licenses issued in the City Clerk's Office. IC§50- 907(2)(d) Public Notices Records relating to proof of mailings. Transitory Until administrative need ends Public Records Written public records requests, city Temporary 1 years after last Requests denials of public records requests, action responses, etc. 131Page Page 135 Item#7. RECORD DESCRIPTION CATEGORY RETENTION PERIOD Records Destruction records including tracking Permanent In perpetuity Management reports, destruction resolution and Records authorization from Idaho State Historical Society and legal counsel. Records of Records of historical significance not Permanent In perpetuity Historical otherwise maintained by the Meridian Significance Historical Preservation Commission. Room Scheduling & Records documenting scheduling and Transitory Until administrative Reservation reservations related to public meeting need ends Records for City rooms in City Hall. Such as reservation Hall request forms, and Outlook calendar scheduling records. Vehicle Titles State of Idaho Certificate of Title for Transitory Until vehicle is no vehicles owned by the City. longer owned by the City 141Page Page 136 Item#7. COMMISSIONS', COMMITTEES,AND BOARDS RECORD DESCRIPTION CATEGORY RETENTION PERIOD Agendas Agendas of commission, committee, Permanent In perpetuity or board meetings. IC§50- 907(1)(a) Audio Recordings Audio recordings of commission, Semipermanent 5 years committee, or board meetings. IC§§50- 907(2)(g) Bylaws Internal rules governing commission, Permanent In perpetuity committee, or board structure, IC§50- operations, procedures, officers, etc. 907(1)(h) Contact Document listing commission, Transitory Until administrative Information committee, or board members' names, need ends addresses, phone numbers, e-mail addresses, etc. Correspondence Correspondence regarding day-to-day Transitory Until administrative commission, committee, or board need ends operations or administration. Historical Project Records documenting a commission, Historical In perpetuity Records committee, or board project of IC§50-907(4) historical or cultural significance to the City and/or Meridian community. Minutes Summary or verbatim minutes of Semipermanent 5 years commission, committee, or board IC§§50- meetings; documents and other written 907(2)(g) or visual materials presented at meetings (e.g., handouts, photos, presentations, etc.). Project Files and Documents and materials used by staff Transitory Until administrative Reports or commission, committee, or board need ends members in the course of researching, developing, completing, reporting on, or acting on initiatives of the commission/committee/board. Roster, current List of current commission/committee/ Transitory Until record is board members, including names, seat superseded numbers, and appointment dates. Roster, historical List of all commission, committee, or Historical In perpetuity board members throughout history of IC§50-907(4) the body; may include names, seat numbers, dates of appointment and departure. *Note: This schedule does not apply to City Council or Planning &Zoning Commission records, which are addressed in Clerk's Office Records Retention Schedule. 151Page Page 137 Item#7. COMMUNITY DEVELOPMENT DEPARTMENT RECORD DESCRIPTION I CATEGORY RETENTION PERIOD Administrative—All Divisions: (Community Development(CD) Departmental/Operational, Building Services, Economic Development, Land Development, Planning( Community Development Block Grant(CDBG) and Current/Long Range Planning) Activity Daily, weekly, monthly, or other reports Transitory Until administrative Logs/Reports documenting the activities of the need ends Community Development(CD) employees, including, but not limited to: sign in/out sheet for credit card, car sign in/out, archival records log, and dashboard. Administrative Copies of. A/P invoices, expense reports, Transitory Until administrative Records A/P unposted Reports, Detailed need ends or record Statements of Revenues, and is superseded Expenditures. Budget Preparation Working documents utilized to build Transitory I year or until Records base budgets and establish yearly administrative need budgets, including, but not limited to: ends enhancements, amendments, carry forward support, Full Time Equivalent (FTE) anticipation, vehicle replacement, and quotes for service/maintenance. Committee/Ad-Hoc Agendas and meeting minutes/notes for Temporary 2 years Team Records special groups convened by Community Development for specific purposes such as understanding operational gaps, Code issues, and process delays. Correspondence Policy/program correspondence, Permanent In perpetuity documenting the formulation, adoption, and implementation of significant policy/program decisions. Records created or received in the course Semi- 5 years of administering city policies, permanent procedures, or programs, but these records do not provide insight into significant policy,procedure, or program discussions or decisions, including,but not limited to: citizen response letters, change of address notifications including corner lot change of address, and street name changes. 16 1 Page Page 138 Item#7. RECORD DESCRIPTION CATEGORY RETENTION PERIOD Correspondence and support material Transitory Until administrative created or received in the course of need ends administering City policies, SOPS, programs, or customer service requests; including other city departments and interagency coordination, including,but not limited to: lists, maps, graphics, figures, and other location specific materials and information, thank you notes, letters to businesses, citizens, and day-to-day office and housekeeping correspondence, for example: final action courtesy letters, will-serve letters and address verifications. Customer Complaint or compliment records Transitory Until administrative Complaints/Kudos including,but not limited to: letters, need ends phone calls, comment cards and in person feedback from citizens, customers, developers and contractors. Department Departmental policy or program Permanent In perpetuity Guidelines, Policies, correspondence, documenting the Procedures, formulation, adoption, and Processes and implementation of significant Reports departmental policy or program decisions, including,but not limited to: Standard Operating Procedures (SOP) and department guidelines, etc. Departmental records created or received Temporary 2 years or until in the course of administering administrative need departmental policies,procedures, or ends programs,but these records do not provide insight into significant policy, procedure,program, discussions, or decisions. Including, but not limited to: citizen response letters. City/departmental SOP/policy manual or Transitory 1 year after reference material from another document government agency or business. replacement or until administrative need ends Director Documents, including,but not limited to: Permanent In perpetuity Determination/Inter written request for Unified Development pretation Code (UDC) interpretation, analysis, and the responsive departmental opinion. 171Page Page 139 Item#7. RECORD DESCRIPTION CATEGORY RETENTION PERIOD Forms/Templates Forms/templates created for use by the Transitory Until administrative CD department, including, but not need ends or record limited to: visual aids/cut-sheets, is superseded applications, checklists, and web documents. HR Documents Departmental employee personnel Transitory Until employment is records, including, but not limited to: terminated; then training records, coaching notes, forward to HR performance evaluation, contact information; record is confidential and will be kept in a locked file, with manager,until employment has ended. Marketing Documents, including,but not limited to: Transitory Until record is Materials working and draft research superseded or products/materials, analysis, maps, administrative need images,photos, demographics, market ends studies, conference materials, site selector information, spreadsheets, public outreach/town hall information, publications, or other metrics for department, inter-departmental, and external customers. Meeting Records Internal meeting records and notes Transitory Until administrative and Notes generated in the course of day-to- day need ends or record business, including,but not limited to: is superseded agendas, notes, and presentation. Presentations Formal department presentations to City Transitory Until administrative Council, Commissions, Chamber of need ends Commerce, other agencies/entities, or people. Professional Service Documents or communication related to Transitory Until administrative Agreement(PSA)/Co a PSA/contract, including, but not need ends ntracts limited to: copies of contract documents; emails including(performance related) correspondence from our PSA consultants (electrical,plumbing, mechanical, structural, and fire disciplines). Special Final departmental documents related to Permanent In perpetuity Projects/Initiatives special, non-confidential, or one-time projects, including, but not limited to: strategic plan initiatives, urban renewal districts, inventory, or non- application specific projects. 181Page Page 140 Item#7. RECORD DESCRIPTION CATEGORY RETENTION PERIOD Work-in-progress documents, material, Transitory Until record is or work products for ongoing or one time superseded or projects, including, but not limited: to administrative need strategic plan initiatives, urban renewal ends districts, inventory, or non-application specific projects. Staff Working Documents, including,but not limited to: Transitory Until record is Documents, Notes notes, draft spreadsheets, PowerPoints, superseded or and Drafts Word, Adobe InDesign documents and administrative need underlying work-in-progress information ends that supports the day-to-day staff s job function. Reference/Owner's Documents, including,but not limited to: Transitory Until record is Manuals/ owner's manuals, International Code superseded or Handbooks Council (ICC), and reference documents administrative need from other companies, government ends agencies (e.g. Idaho Power, American Disabilities Administration (ADA), Ada County Highway District (ACHD), Energy Commission, etc.). Reports & Studies Documents, including,but not limited to: Transitory Until record is draft research information, market superseded or studies,planning studies, and related administrative need documents not adopted in the ends Comprehensive Plan or UDC (e.g. pathways, downtown street crossing). Telephone Records Message logs, voicemails, Transitory Until administrative ShoreTel/Mitel call volume reports, etc. need ends Zoning Verification Documents, including,but not limited to: Semi- 10 years Letter written requests for zoning analysis of a permanent specific parcel/property and the responsive departmental opinion. Building Division—Commercial and Government Buildings Building Plans and Drawn and written approved for Permanent In perpetuity Specifications for construction plans and specifications for Commercial and commercial and government buildings, Government including, but not limited to: structural Buildings calculations, geotechnical investigations/reports (soil classifications: strength, compressibility, load bearing values tests: groundwater, borings, pits, subsurface exploration), 191Page Page 141 Item#7. RECORD DESCRIPTION CATEGORY RETENTION PERIOD and Certificate of Occupancy 2012 or later. Building Accela files related to commercial and Semi- 10 years from record Applications for governmental buildings and projects, permanent date for all records Commercial including, but not limited to: permit dated 2012 or later Projects and application, signs, inspection records, Government certificates of values,photos,building, Buildings mechanical, plumbing, fire, and/or electrical permits, letters, and correspondence. Temporary Occupancies. Transitory Until issuance of Final CO Sign Permit Plans & Drawn and written approved for Permanent In perpetuity(see Specifications construction plans and specifications for Planning Schedule commercial and government buildings for Retention) signs, including,but not limited to: (wall, free standing, and monument/subdivision identification). Building Division—Non-Commercial and Non-Government Buildings (Residential) Building Plans & Drawn and written approved for Permanent In perpetuity Specifications for construction building plans and Non-commercial & Certificate of Occupancy 2012 or later. Non-government Projects (after the structure or project receives final inspection & approval) Building Accela Files related to Non-commercial Semi- 10 years from record Applications for and Non-governmental buildings and permanent date for all records Non-Commercial projects, including, but not limited to: dated January 2012 Projects and Non- permit applications, inspection records, or later Government photos, building, mechanical, plumbing, Buildings and/or electrical permits. Temporary Certificate of Occupancies. Transitory Until issuance of Final CO Building Correspondence, including, but not Transitory Until administrative Correspondence for limited to: signed letters of alternative need ends Non-compliant compliance from design professional, Projects & Building engineers, or architects, letters generated Code Enforcement from City's legal counsel, documented Cases (compliance notes of conversations, telephone logs, & legal letters) photos of violations, analysis reports/logs, etc. 201Page Page 142 Item#7. RECORD DESCRIPTION CATEGORY RETENTION PERIOD Economic Develo ment Economic HTML text stored in economic Transitory Until record is Development development website's external data superseded or Website base. Documents, including but not administrative need limited to: Available Properties Lists and ends marketing information. Confidentiality Documents, related to signed Transitory Until administrative Agreement Projects confidentiality agreements, including, need ends & but not limited to: letters of intent, Correspondence/Do community Tax Reinvestment Incentive cuments (TRI)match letter, market research, project prospectus,photos, and written correspondence. Economic Development - Community Development Block Grant (CDBG) Plans and Reports Plans, reports, substantial plan Permanent In perpetuity amendments, and related correspondence. Sub Recipient Documents, including,but not limited to: Semi- 5 years from the Agreements and agreements, Consolidated Annual permanent completion of a Supporting Performance Evaluation Report program year's Documents (CAPER), sub-recipient agreements, HUD approved environmental review records, PSAs CAPER (and corresponding products), sub- recipient reporting documents (activity reports, draw requests, labor files), etc. Land Development Division—Commercial and Government Buildin s Land Development Documents created or used in the land Permanent In perpetuity Commercial and development phase of a commercial or Governments government building project, including, Project Files but not limited to: annotated plats, engineer certifications pertaining to (e.g. private stormwater systems, pressurized irrigation, gravity irrigation, private roads). Files or documents created and/or used Semi- 10 years in the land development phase of a permanent commercial project, including but not limited to: approval letters, QLPE letters, soil reports, and drainage calculations. Files or documents created and/or used Transitory Until administrative in the land development phase of a need ends commercial project, including,but not limited to: approved for construction drawings, staff reports, invoices, 21 1 Page Page 143 Item#7. RECORD DESCRIPTION CATEGORY RETENTION PERIOD application review comments, will serve letters, transmittals, and memos. Land Development Division—Non-Commercial and Non-Government Buildings (Residential) Land Development Documents created and/or used in the Permanent In perpetuity Non-Commercial land development phase of a residential and Non- or Non-Government project, including, Government but not limited to: annotated plats, (Residential) Project engineer certifications pertaining to (e.g. Files private stormwater systems, pressurized irrigation, gravity irrigation and private roads). Files or documents created or used in the Semi- 10 years land development phase of a residential permanent or commercial subdivision project, including, but not limited to: approval letters, QLPE letters, soil report, and drainage calculations. Files or documents created used in the Transitory Until administrative land development phase of a residential need ends or commercial subdivision project, including, but not limited to: approved for construction drawings, staff reports, invoices, application review comments, will serve letters, transmittals, and memos. Permits and Files or documents created and/or used Semi- 10 years from the Inspection Records in the land developments phase of all permanent creation of the —All Land Governmental, Commercial, or records Development Residential/Commercial Subdivision (Accela Record projects with Accela ID's (LD-DEV, ID's) LD-CLOT, LD-RSUB, LD-CSUB, LD- CAP, LD-MISC, LD-WSA). Surety All documents related to surety Transitory Until requirements (performance) agreements, including,but not limited to: and/or conditions are work-in-progress files for development met and of a surety agreement(correspondence, administrative need bids, memos, surety applications, ends or release contract filing information), Letters of occurs whichever is Credit, Bonds, securing the performance later compliance with requirements or conditions of a project; including, but not limited to: sewer, water, landscaping, fencing, amenities, car ports,pathways, lighting,paving/striping for private park lot(s), etc. 22 1 Page Page 144 Item#7. RECORD DESCRIPTION CATEGORY RETENTION PERIOD Letters of Credit/Bond(s) Transitory Until requirements and/or conditions are met and administrative need ends or release occurs, whichever is later(see Clerk's schedule) Cash Transitory Until requirements and/or conditions are met and administrative need ends or release occurs, whichever is later(see Finance's schedule) Surety(warranty) All documents related to Surety Transitory Until requirements Agreements, including,but not limited and/or conditions are to: working files for development of a met and surety agreement(correspondence,bids, Administrative need memos, surety applications, business ends or release filing information), Letters of Credit, occurs whichever is Bonds, securing the performance and later warranty compliance with requirements or conditions of a project; including, but not limited to: sewer, water, landscaping, fencing, amenities, car ports,pathways, lighting,paving/striping, and private park lot(s) etc. Letters of Credit/Bond(s) Transitory Until requirements and/or conditions are met and administrative need ends or release occurs, whichever is later(see Clerk's schedule) Cash Transitory Until requirements and/or conditions are met and administrative need ends or release occurs, whichever is later(see Finance's schedule) 231Page Page 145 Item#7. RECORD I DESCRIPTION CATEGORY RETENTION PERIOD Planning Division—Administrative Applications Accessory Use Documents, including, but not limited to: Permanent In perpetuity Permits for Daycare application, associated checklist items, or Home and staff report with decision letter. Occupation Alternative Documents, including,but not limited to: Permanent In perpetuity Compliance application, associated checklist items and decision letter, or decision is rendered with a concurrent administrative or hearing application. Certificate of Documents, including,but not limited to: Permanent In perpetuity Zoning Compliance application, associated checklist items, certificate of zoning compliance (CZC), and staff report. Conditional Use Documents, including,but not limited to: Permanent In perpetuity Permit Minor application, associated checklist items, Modification and staff report with decision letter. Design Review Documents, including,but not limited to: Permanent In perpetuity application, associated checklist items, and design review staff report, or decision is rendered with a concurrent CZC staff report. Private Road Documents, including,but not limited to: Permanent In perpetuity application, associated checklist items, tentative decision letter, maintenance agreement, reciprocal cross access easement and final decision letter. Property Boundary Documents, including,but not limited to: Permanent In perpetuity Adjustment application, associated checklist items and tentative decision letter, final decision letter, and documents that include recorded record of survey, new deeds,new tax parcel numbers, etc. Sign Permit Plans & Documents, including, but not limited to: Permanent In perpetuity Specifications application, associated check list items and approved, sign specifications (plans/design/drawings). Sign: Planned Sign Documents, including, but not limited to: Semi- 5 years after Program; No approved application, and sign permanent revocation from longer issuing,but requirements for a specific project. property owner still have existing records 241Page Page 146 Item#7. RECORD DESCRIPTION CATEGORY RETENTION PERIOD Sign: Limited Documents, including, but not limited to: Permanent In perpetuity Duration application, associated checklist items, and approved sign design/drawings. Surety: Planning Included in Land Development See Land See Land Description. Development Development Schedule for Schedule for retention retention Time Extension Documents including, but not limited to: Permanent In perpetuity application, staff report, and decision letter. Vacation Documents, including, but not limited to: Permanent In perpetuity application, associated checklist items and staff report with decision letter. Annexation Documents, including,but not limited to: Permanent In perpetuity application, associated checklist items, staff report, Planning and Zoning Commission Recommendations, and Findings. Comprehensive Documents, including,but not limited to: Permanent In perpetuity Plan Text and Map application, associated checklist items, Amendments staff report, area of city impact negotiation with Ada County, Planning and Zoning Commission Recommendations, Findings if accompanying another concurrent hearing application. City Council Review Documents, including,but not limited to: Permanent In perpetuity (appeal) application, associated checklist items, staff report/memo and decision letter. Conditional Use Documents, including,but not limited to: Permanent In perpetuity Permit Modification application, associated checklist items, staff report, and Findings. Development Documents, including,but not limited to: Permanent In perpetuity Agreement application, associated checklist items, Modification staff report, draft copy of the amended development agreement, and Findings. Planned Unit Documents, including,but not limited to: Permanent In perpetuity Development application, associated checklist items, staff report, Planning and Zoning 251Page Page 147 Item#7. RECORD DESCRIPTION CATEGORY RETENTION PERIOD Commission Recommendations, and Findings. Final Plat Documents, including,but not limited to: Permanent In perpetuity Modification application, associated checklist items, staff report, Order of decision. Preliminary Plat Documents, including,but not limited to: Permanent In perpetuity application, associated checklist items, staff report, Planning and Zoning Commission Recommendations, Findings. Preliminary and Documents, including, but not limited to: Permanent In perpetuity Final Plat application, associated checklist items, staff report, and Order of Decision. Short Plat Documents, including,but not limited to: Permanent In perpetuity application, associated checklist items, staff report, and Findings. Rezone Documents, including,but not limited to: Permanent In perpetuity application, associated checklist items, staff report, Planning and Zoning Commission Recommendations, and Findings. Time Extension - Documents, including,but not limited to: Permanent In perpetuity Planning & Zoning application, associated checklist items, Commission or staff report, and Order. Council Unified Documents, including,but not limited to: Permanent In perpetuity Development Code application, associated checklist items, Text Amendment staff report, Planning and Zoning Commission Recommendations. Vacation Documents, including,but not limited to: Permanent In perpetuity application, associated checklist items, and staff report. Variance Documents, including,but not limited to: Permanent In perpetuity application, associated checklist items, staff report, and Findings. 26 1 Page Page 148 Item#7. FINANCE DEPARTMENT RECORD DESCRIPTION I CATEGORY RETENTION PERIOD Administrative—All(Administration,Arts & Culture, Billing, Budget, Controller, Purchasing) Activity Daily, weekly monthly or other reports Transitory Until one year after Logs/Reports documenting the activities of the audit Finance Department employees, including but not limited to: sign in/out sheet for credit card, car sign in/out, etc. Correspondence Adopted policy/programs impacting Permanent In perpetuity departments City-wide. Records created or received in the Semipermanent 5 years course of administering city policies, procedures or programs, but these records do not provide insight into significant policy, procedure or program discussions or decisions. Including but not limited to Citizen Response letters, billing adjustment requests, etc. Correspondence created or received in Transitory Until administrative the course of administering City need ends policies, procedures or programs including but not limited to Memos, transmittals, notes, comments, thank you notes, letters to businesses and day-to day office and housekeeping correspondence that does not contain unique information about City functions or programs. Committee Agendas and meeting minutes/notes for Transitory Until administrative Records special groups convened by the need ends department for specific purposes such as understanding operational procedures, gaps, and process delays. Customer Comment cards, copies of emails, Transitory Until administrative Complaints/Kudos letters, and other documents relaying need ends complaints or kudos for staff and/or department functions. Department Finance Departmental Standard Transitory Until record is Guidelines, Operating Policy/Procedures. superseded Policies, Procedures, and Processes 27 1 Page Page 149 Item#7. RECORD DESCRIPTION CATEGORY RETENTION PERIOD Administrative Documents generated by department Transitory Until administrative Reports staff for miscellaneous internal reports. need ends May also include complaints or compliment records including but not limited to letters,phone calls, comment cards and in person feedback from citizens, customers. Forms/Templates Forms/Templates created for use by the Transitory Until administrative Finance Department including but not need ends or record limited to visual aids, applications and is superseded checklist, billing forms, budget and purchasing templates. HR Documents Departmental employee personnel Transitory Until employment is records kept in locked files with terminated; then manager until employment has ended; forward to HR File sent to HR for retention after termination(voluntary or involuntary). Staff Records and Records and notes generated in the Transitory Until administrative Notes course of day to day business, including need ends or record but not limited to; agendas, minutes, is superseded notes, presentations, notebooks, meeting notes, to-do lists, employee—compiled notes, etc. May also include documented attendance and presentation by Finance Department employees at conventions, conferences, seminars, workshops and similar training events. Includes training requests, training and Continuing Education Unit tracking reports and other related correspondence. Photographs Includes both formal and informal Transitory Until administrative photos from events or day to day need ends or record operations. is superseded Presentations Formal department presentations to Transitory Until record is Council or others, e.g. New Council superseded or member training, citywide staff training. administrative need ends Reference/Owner's Documents to include but not limited to: Transitory Until record is Manuals/Books equipment manuals, reference materials. superseded or administrative need ends Special Documents related to special or non- Temporary 2 years or until Projects/Initiatives confidential one-time projects. administrative need ends 281Page Page 150 Item#7. RECORD DESCRIPTION CATEGORY RETENTION PERIOD Telephone Records Message logs, voicemails, etc. Transitory Until administrative need ends Accounting Accounts Payable Records documenting payment of city Semipermanent 5 years bills, including reports, invoices, check IC§50- stubs,purchase orders, payment 907(2)(a) authorizations. Accounts Records documenting billing and Semipermanent 5 years Receivable collection of monies owed to the city by IC§50- vendors, citizens, organizations, 907(2)(a) governments, etc. Records include: reports, receipts, invoices, statements, etc. Information typically includes: receipt amount, date, invoice number, name, account number, account balance, adjustments, etc. Cash Receipts Receipt and supporting documentation. Semipermanent 5 years IC§50- 907(2)(a) Grant Records Records documenting the application, Semipermanent 10 years from final evaluation, awarding, administration, IC§50- grant close-out reporting and status of grants applied 907(2)(g) for, received, awarded or administered by the city. Records include: applications and proposals, summaries, objectives, activities,budgets, exhibits, award notices,progress reports, contracts, financial reports, and related correspondence and documentation. Liens Liens held by the city and any Semipermanent 5 years after lien corresponding release of liens. released Insert Code Sales & Use Tax Used to report and remit sales tax Semipermanent 5 years Forms collected and due to the state. IC§50- 907(2)(a) Travel Records Records documenting requests, Semipermanent 5 years authorizations, reimbursements, and IC§50- other actions related to employee travel, 907(2)(a) including expense reports and receipts, vouchers and related documents. Budget 291Page Page 151 Item#7. RECORD DESCRIPTION CATEGORY RETENTION PERIOD Financial Reports Reports documenting the financial Semipermanent 10 years Quarterly condition and operation of the city, IC§50- Published Reports include information on revenues 907(2)(a) and expenditures in relation to the final budget. Financial Reports Reports and data used to document the Semipermanent 5 years Year End financial condition and operation of the IC§50- city, sub ledgers related to, but not 907(2)(a) including the final Audit Report. Bank Transaction Records documenting the status and Semipermanent 5 years Records transaction activity of city bank IC§50- accounts, including account statements. 907(2)(a) Budget Hearing Newspaper notice of budget hearing. Permanent In perpetuity Notice IC§50- 907(1)(h) , Held in Clerk's Office Budget Records Records used in preparing and adopting Semipermanent 10 years the city budget, including revenue IC§50- projections, instructions, department 907(2)(a) requests, worksheets, council-approved tentative budget and notice of budget hearing, adopted appropriations ordinance and amendments, and other information. Capital Asset Record of purchase, vendor invoice and Semipermanent 5 years Records— related documents. IC§50- Purchase 907(2)(a) Capital Asset Record of disposal, department request Semipermanent 5 years after disposal Records—Disposal of disposal. IC§50- 907(2)(a) Gift and Records documenting gifts and Semipermanent 10 years Contribution contributions to the city. IC§50- Records 907(2)(a) Chief Financial Officer Investment Reports, statements, summaries, Semipermanent 5 years Records correspondence and other records IC§50- documenting and tracking investments 907(2)(a) made by the city, including the Local Government Investment Pool. Controller 301Page Page 152 Item#7. RECORD DESCRIPTION CATEGORY RETENTION PERIOD Accounting Transaction records within the Semipermanent 10 years Software Records Accounting Software system: including IC§50- -payroll, vendor listing, vendor 907(2)(a) payments, vendor purchase orders, budget transactions, cash receipts, and general ledger. Audit Report Documents the city's annual audit, Permanent In perpetuity examining compliance with generally IC§50- accepted accounting principles and 907(1)(d); Held methods, the accuracy and legality of in Clerk's transactions and accounts, and Office compliance with requirements, orders, and regulations pertaining to the financial condition and operation of the city. Information includes: financial statements, auditor's report and recommendations, single audit information concerning federal grants, and other information. Bond Records Records documenting financing of city Permanent In perpetuity improvements through bonded IC§50- indebtedness. Records include: bond 9 0 7(1)(a)(b)(h); rating information,bond and election Held in Clerk's ordinances, legal notices announcing Office bond election, bond counsel information and opinions, covenants, paid bonds and coupons, bond registers, State Treasurer public bond issue reports (IDAPA 54.01.01), etc. Departmental Reports documenting the financial Semipermanent 10 years Reports condition and operation of the city, IC§50- issued on a monthly, quarterly, annual or 907(2)(e) other basis, including quarterly published treasurer's report and year-end financial reports. Reports include information on revenues and expenditures in relation to the final budget. General Ledgers Records documenting the summary of Semipermanent 10 years accounts reflecting the financial position IC§50- of the city, showing debit, credit and 907(2)(a) balance amounts per account,budget, fund and department, asset depreciation, and totals for notes receivable, interest income, amounts due from other funds, 311 Page Page 153 Item#7. RECORD DESCRIPTION CATEGORY RETENTION PERIOD bank loans received, cash in escrow, deferred loans received, cash, revenue, accounts receivable, accounts payable, etc. Journal Entries Records including detailed reports and Semipermanent 5 years back up documentation for journal IC§50- entries. 907(2)(a) Local Records documenting the formation of a Permanent In perpetuity Improvement local improvement district and levying IC§50- Districts (LID) of special assessments, including: 907(1)(e); Held ordinance, published notices, assessment in Clerk's roll, appeals, affidavits,bonds and Office coupons, delinquencies, and related correspondence and documents. Real Property Records of real property. Permanent In perpetuity Title Records IC§50- 907(1)(e); Held in Clerk's Office Payroll Administrative Reports, statistical studies, and other Semipermanent 10 years Reports records designed and used for budget IC§50- preparation, projections, workload and 907(2)(a) personnel management, and research and general reference. Deduction Records documenting employee Semipermanent 5 years after Authorization authorization for voluntary payroll IC§50- employee separation Records deductions. Records may include: direct 907(2)(a) bank deposits, insurance applications, enrollment cards, deduction authorizations, approval notices, deduction terminations, and related records. Federal & State Records, in addition to those itemized in Semipermanent 5 years Tax Records this section, used to report the collection, IC§50- distribution, deposit, and transmittal of 907(2)(a) federal and state income taxes as well as social security tax. Examples include: the federal miscellaneous income statement(1099), employers' quarterly federal tax return (941, 941 E), tax deposit coupon(8109), and similar federal and state completed forms. 321Page Page 154 Item#7. RECORD DESCRIPTION CATEGORY RETENTION PERIOD Garnishment Records documenting requests and court Semipermanent 5 years after Record orders to withhold wages from employee IC§50- termination. earnings for garnishments, tax levies, 907(2)(a) support payments, and other reasons. Usually includes original writs of garnishment, orders to withhold, federal or state tax levies, recapitulations of amounts withheld, and related records. Information usually includes: employee name and social security number, name of agency ordering garnishment, amount, name of party to whom payment is submitted, dates, and related data. Registers—Other Monthly registers documenting earnings, Transitory Disposed yearly after deductions, and withholdings of city audit employees. Registers Year Payroll Registers: Registers or records Semipermanent 5 years End serving the same function of IC§50- documenting the earnings, voluntary and 907(2)(a) required deductions, and withholdings of city employees. Information usually includes employee name and social security number, hours worked, rate, overtime, vacation value, various allowance, gross pay, federal and state withholding, voluntary deductions, net pay, and related data. Time Records Records documenting hours worked, Semipermanent 5 years after leave hours accrued, and leave hours IC§50- employee separation taken by city employees. Information 907(2)(a) usually includes: employee name and employee number, hours worked, type and number of leave hours taken, total hours, dates and related data. W2s Annual statements documenting Semipermanent 5 years individual employee earnings and IC§50- withholdings for state and federal 907(2)(a) income taxes and social security tax, also known as federal tax form W-2. Information includes: city name and tax identification number, employee name and social security number, wages paid, amounts withheld, and related data. 331Page Page 155 Item#7. RECORD DESCRIPTION CATEGORY RETENTION PERIOD W4s Certificates documenting the exemption Semipermanent 5 years after status of individual city employees, also IC§50- employee separates known as W-4 forms. Information 907(2)(a) includes: employee name and address, social security number, designation of exemption status, and signature. PERSI Records Records relating to PERSI, including Semipermanent 5 years Employer Remittance Forms, invoices, IC§50- correspondence, financial adjustments, 907(2)(a) etc. Unemployment Records documenting employee Semipermanent 5 years Reports earnings on a quarterly basis. Used to IC§50- document costs and charges in the event 907(2)(a) of an unemployment compensation claim. Information includes: employee name and social security number, quarterly earnings. Purchasing Contracts Agreements with vendors and other Semipermanent 10 years from date of parties either in hard copies or contained IC§50- substantial on the Contract Management Database 907(2)(b) completion for the acquisition or sale of equipment, supplies, services or property, also includes insurance certificates,payment and performance bonds pertaining to a solicitation or contract that Purchasing is facilitating. Original agreements and contracts that Permanent, In perpetuity have been approved by Council. Held in Clerk's Office Lease Agreements Lease agreements for property or Semipermanent 5 years equipment. IC§50- 907(2)(b) Purchase Orders Requests and purchase orders for goods Semipermanent 10 years or services purchased by the city. IC§50- Information includes: department, 907(2)(a) delivery location, date, quantity, description,unit and total price, and authorizing signatures. Purchasing Records documenting competitive Semipermanent 10 years from the Selection bidding and purchase of goods, services, IC§50- date of award and public works construction, and 907(2)(a) procurement of design professionals. Records include: published notices and 341Page Page 156 Item#7. RECORD DESCRIPTION CATEGORY RETENTION PERIOD solicitations, specifications, bids, requests for qualifications, statements of qualifications, etc. Utility Billie Adjustment Records documenting adjustments to Semipermanent 5 years Registers customer water, sewer, garbage or other IC§50- city-provided service billings for debits, 907(2)(a) credits, refunds, returned checks, and related reasons. Information usually includes: customer's name and address, type of adjustment,justification, amount changed, authorizing signatures and other information. (Records held within the billing software). Billing Directive Application completed by owner or Semipermanent 5 years property manager to initiate Third Party IC§50- billing for specified utility account. 907(2)(a) Information included: owner, property manager,tenant, move-in date, and service address. Billing/Payment Records documenting transactions on Semipermanent 5 years Registers the water, sewer, garbage or other city- IC§50- provided service account of each 907(2)(a) customer. Useful for reference to assure accurate customer billings and posting of payments. Information often includes: customer's name, service address, meter reading, water usage,utility charges, payments, adjustments and related data. (records held within the billing software). Change Record Records documenting routine Semipermanent 5 years information changes to customer IC§50- accounts, including name and address. 907(2)(a) (Records held within the billing software). Customer File General correspondence and forms Semipermanent 5 years related to a specific utility account. This IC§50- information would be in addition to that 907(2)(a) found within the billing software. Documents in file may include and are not limited to: general letters,payment arrangement forms, third party billing does, hard copies of customer history 351Page Page 157 Item#7. RECORD DESCRIPTION CATEGORY RETENTION PERIOD reports, leak adjustment requests, letters submitted to the City for customers. Disconnect Notice Notice to City Council to verify that no Semipermanent 5 years to City Council customer currently slated for shut off IC§50- due to non-payment has requested a 907(2)(a) hearing with the Board of Adjustment. Notice includes number of customers slated for shut off and the value of the delinquent accounts. Disconnect Record Records documenting a customer's Semipermanent 5 years request for disconnection of water, IC§50- sewer, garbage or other city-provided 907(2)(a) services. (Records held within the billing software). Meter Readings Document the readings of customer Semipermanent 5 years water meters for billing purposes. IC§50- Information typically includes: meter 907(2)(a) reading, date read, account number, billing code, final reading, reason for turnoff, meter changes, and related data. (records held within the billing software) Payment One page document that records a Transitory Until administrative Arrangements customer's promise to pay. need ends. Renter Supplemental document completed by Semipermanent 5 years Addendums the tenant to accept the third party IC§50- billing for specified utility account. 907(2)(a) Information included: tenants name, service address, mailing address and phone number. Security Deposit Records documenting customer payment Semipermanent 5 years Records of a security deposit to receive IC§50- temporary dumpster services. 907(2)(a) Information usually includes date, amount of deposit, customer's name, address, and account number, date account closed, refund date, amount of deposit applied, and related information. Shut Off Turn On Electronic spreadsheet used during shut Semipermanent 5 years off day by water department field staff IC§50- and MUBS. Tracks customers that are 907(2)(a) to be shut off,payments, and turn-ons as authorized. Record includes: Customer name, service address, meter id, time of shut off, time of payment, time of turn- 36 1 Page Page 158 Item#7. RECORD DESCRIPTION CATEGORY RETENTION PERIOD on, fee waived if applicable and general notes. 371Page Page 159 Item#7. FIRE DEPARTMENT RECORD DESCRIPTION CATEGORY RETENTION PERIOD Administrative Records regarding day-to-day administration Transitory Until administrative Records of department, e.g., copies of invoices, travel need ends or record is records, uniform clothing purchases, fuel superseded charges, fuel receipts, fuel reports, inventory asset information forms, phone logs and waste water inventory. Car Seat Car seat inspection forms. Semipermanent 10 years Inspections Correspondence Day-to-day office and housekeeping Transitory Until administrative correspondence not unique to city functions need ends or programs. General administrative correspondence, Semipermanent 5 years including records created or received in the course of administering city policies/programs, but not related to significant policy/program discussions or decisions. Includes customer survey cards. Policy/program correspondence, documenting Permanent In perpetuity the formulation, adoption, and implementation of significant policy/program decisions, including letters to personnel, Certified Family Home Fire District letters, letters regarding training burns, etc. Department Monthly, Quarterly and Annual Department Permanent In perpetuity Reports reports. Equipment and Records relating to equipment and vehicles Semipermanent Destroy five (5) years Vehicle Test, owned and serviced by the City documenting after disposal of Maintenance & maintenance and repairs of equipment, vehicle or until Repair Records vehicles and other assets with a useful life administrative need generally more than five years. Includes the ends,whichever is following: fire hose records (such as test date, longer date previously tested, apparatus number, station number, hose diameter, conditions found, service date, defects corrected, etc.), annual ladder inspections and test results, tests done on SCBA's (including flow testing), etc. Vehicle maintenance records, inspections, pump testing and repair records of apparatus. Emergency medical equipment maintenance records used to verify regular maintenance of emergency medical equipment such as copies of contracts, maintenance schedules, test protocols, 38 Page Page 160 Item#7. RECORD DESCRIPTION CATEGORY RETENTION PERIOD equipment inventory,performance test records, repair records, parts used and service reports. Per NFPA Standards 1901, 1961, 1852 and 1500. Fire & Security Records documenting the department's role in Permanent In perpetuity Alarm System issuing permits, testing and maintaining fire Records and security alarms, including fire alarm and sprinkler system plans. May include permits, applications, malfunction reports, maintenance reports, and related documents. Fire Fire and arson investigation case files, Permanent In perpetuity Investigation including investigative reports, witness Records statements, photographs, maps, correspondence, notes, video and audio recordings, copies of property releases, laboratory reports, and incident/injury reports. Hazardous Inspection records of underground and above Permanent In perpetuity Materials ground fuel storage tanks. Reports and Records investigation results of incidents including spills and leaks, etc. Historical Newspaper clippings and articles relating to Permanent In perpetuity Records the Meridian Fire Department,photos of events. In-Home Care Documents relating to fire code inspections Permanent In perpetuity Facility performed by the department of home Inspections daycares and foster care homes. May include reports, notices, citations, occupancy and pre- fire planning records, floor plans, sketches, reports, lists and related documents. Inspection and Documents relating to fire code inspections Permanent In perpetuity Occupancy performed by the department of commercial Records for buildings. May include reports, notices, Commercial citations, occupancy and pre-fire planning Buildings records, floor plans, sketches, reports, lists, Tier II reports and related documents. Buildings & Fire inspection records relating to buildings Temporary 3 years from date of Subdivisions— and subdivisions that have been demolished last inspection Demolished or or are otherwise no longer in existence (never No Longer in constructed). Existence (never constructed) 391Page Page 161 Item#7. RECORD DESCRIPTION CATEGORY RETENTION PERIOD Juvenile Fire Case files related to juvenile fire setter Permanent In perpetuity Setter investigation, including investigative reports, Evaluations witness statements,photographs, maps, correspondence, notes, video and audio recordings, copies of property releases, laboratory reports, incident/injury reports. Maps Maps and related records maintained by the Transitory Until record is department for address location, reference superseded and for tracking various trends. May include lists, books and other methods of address location. Meeting Final, approved Officer and Command Staff Semipermanent 5 years Minutes meeting minutes. Narcotics Narcotic inventory and usage- hard copy, Temporary 3 years Inventory& narcotics distributed to the engine companies. Usage National Fire National Fire Incident Reporting System Permanent In perpetuity Incident (NFIRS) Fire Incident Report, relating to fire Reports run, medical emergency, casualty, hazardous materials call, false alarm, good intent, or service call. May include property release forms, civilian and fire service casualty reports, hazardous materials reports, etc. Patient Care Records related to patient care, refusal of Permanent In perpetuity Records care, denial of need for care, supplemental emergency medical services reports, diagnostic attachments to include ECG, care summary reports and vital sign reports. Plans, Records related to department operations, Transitory Until record is Protocols, including Medical Supervision Plan, standing superseded Guidelines, written orders, operational guidelines, Policies administrative and operational policies. Proof of Proof of worker's compensation and other Transitory Until record is Insurance insurance required for training tower usage by superseded other agencies. Public Records related to the design and Semipermanent 5 years Education implementation of educational and other Programs & outreach programs provided to the public by Publications the department. May include: class descriptions, instructional materials, course outlines, class enrollment and attendance records, reports, speeches, and publications. Public Record Public records requests and responses. Temporary 2 years after last Requests action 401Page Page 162 Item#7. RECORD DESCRIPTION CATEGORY RETENTION PERIOD Ride-Along Signed waivers for persons requesting a ride- Forms along with the department. Ride Along Temporary 2 years tracking records. Rural Fire All records of activities of the department or Permanent In perpetuity Protection other City departments as they relate to the District Records Meridian Rural Fire Protection District. May include: annual audits, land and apparatus acquisition records, records relating to construction of fire stations,bank statements, tax levy forms, Local Government Investment Pool statements, financial statements, annual budget records, legal notices, meeting minutes, election records, declarations of candidacy, election results, ICRMP insurance records, audio recordings of meetings. Structure Burn Records related to structure burns. Semipermanent 10 years Training Records Subpoena, Records including subpoenas for records Transitory Until administrative Duces Tecum or retained by the Fire Department (duces need ends Requiring tecum) or subpoenas requiring Fire Court Department personnel to appear in court. Appearance 411 Page Page 163 Item#7. HUMAN RESOURCES DEPARTMENT RECORD DESCRIPTION CATEGORY RETENTION PERIOD Administrative Copies of administrative records including Transitory Until administrative Records A/P invoices, expense reports,professional need ends or record membership documents, etc. is superseded Affirmative Records documenting city compliance with Semipermanent 5 years from date of Action; Equal the Civil Rights Act of 1964, the Equal IC§50-90 7(2)(g); request or personnel Employment Employment Opportunity Act of 1972 and 29 CFR action whichever is Opportunity the Americans with Disabilities Act. 1602,1602.14, later Commission Records include: plans, policy statements, 1620.32 Reports reports, investigations, case files and related information. Also includes EEO-4 reports submitted to the Equal Employment Opportunity Commission(EEOC) documenting compliance with EEOC requirements by cities with 15 or more employees. Benefits Records documenting notice to employees, Semipermanent 75 years after Continuation spouses and dependents informing them of IC§50-90 7(2)(g); employee their rights to continue insurance coverage 29 CFR 1627.3 separation, after termination or disability or family expiration of leave and whether coverage was elected or eligibility, or rejected. Continuation may be under completion of COBRA or another provision. Notice is also litigation, whichever sent to a third party administrator who is longest administers the extended coverage. Records may be filed with the Employee Benefits Records or Employee Personnel Records. Budget Prep Working documents utilized to build base Semipermanent ]0 years Records budgets and establish yearly budgets; worksheets, enhancements, amendments, etc. Collective Records documenting negotiations between Temporary 3 years Bargaining the city and employee representatives, IC§50-90 7(3)(d); including contracts, reports, negotiation 29 CFR 516.5 notes, letters of agreement, arbitration findings, cost analyses, minutes, tape recordings, etc. Committee Agendas and meeting minutes/notes for Semipermanent 7 years Records special groups convened by HR for specific purposes such as Benefits, Compensation, and Wellness. Correspondence, Correspondence created or received in the Semipermanent 5 years Administrative course of administering City policies and programs. 421Page Page 164 Item#7. RECORD DESCRIPTION CATEGORY RETENTION PERIOD Correspondence, Correspondence regarding day-to-day office Transitory Until administrative Transitory operations and does not contain unique need ends information about City functions or programs. Databases Database records created and maintained for Transitory Until administrative the purposes of generating reports, data need ends or record files, and a variety of different outputs. is superseded Department HR guidelines, including but not limited to, Semipermanent 10 years from date Guidelines, Salary Administration Guidelines. guideline in its Policies, entirety, or any part Procedures, thereof, is officially Processes, and replaced, updated Reports City Standard Operating Policy/Procedure Semipermanent 20 years from date Manual. SOP Manual in its entirety, or any part thereof, is officially replaced, updated Records documenting and relating to HR Semipermanent 5 years from date processes, including but not limited to, HR process in its recruiting/interviewing processes. entirety or any part thereof, is officially replaced, updated Policies, reports, and documents regarding Semipermanent 10 years the internal department operations and procedures (e.g. Turnover, Recruiting reports, etc.). HR reports regarding department Semipermanent 10 years performance or other management presentations. Includes reports documenting trends, department or City performance in key areas as determined. Records that document the formulation, Transitory Until administrative adoption and implementation of internal need ends or record actions/decisions. is superseded Employee Benefits Records relating to city employee benefits Semipermanent 75 years after information such as: selection of insurance IC§§50-907(2)(g) employee plans, retirement,pension, and disability and 45-610; 29 separation, plans, deferred compensation plans, and CFR 1627.3; 29 expiration of other benefit information. Records may CFR 1602.31; eligibility, or include but are not limited to: plan selection IDAPA completion of and application forms, enrollment records, 09.01.35.081 litigation,whichever contribution and deduction summaries, is longest personal data records, authorizations, beneficiary information, notices of 431Page Page 165 Item#7. RECORD DESCRIPTION CATEGORY RETENTION PERIOD disability payment made, and related documentation. Employee Medical Document an individual employee's Semipermanent 75 years after Records medical history. These records are not IC§§50-907(2)(g) employee personnel records and must be kept in a and 72-601; 29 separation, separate location from employee personnel CFR 1602.31; 29 expiration of records as required by the Americans with CFR 1910.1020 eligibility, or Disabilities Act. Records may include,but completion of are not limited to: medical exam records litigation,whichever (pre-employment,pre-assignment,periodic is longest or episodic), X-rays, and records of significant health or disability limitations. Employee Document of employee's work history. Semipermanent 75 years after Personnel Records Original employee personnel records are IC§§50-907(2)(g) employee kept by Human Resources Department and 45-610; 29 separation, unless otherwise specified. Records may CFR 1627.3; 29 expiration of include, but are not limited to: employment CFR 1602.31; eligibility, or applications, notices of appointment, IDAPA completion of training and certification records, records of 09.01.35.081 litigation,whichever health limitations, drug testing, salary is longest schedules, personal actions,performance evaluations, awards and other special recognition, letters of recommendation, investigation information, disciplinary action, notices of layoff, letters of resignation, home address and telephone, emergency notification forms, oaths of office, grievance and complaint records, and relate correspondence and documentation. (See also Employee Benefits Records, Employee Medical Records, Recruitment and Selection Records, and Volunteer Records). Notes: (1)Meridian Police Department employee personnel records including original Internal Affairs files and training materials are kept by the Police Department according to the Police Department Records Retention Schedule. Upon employee separation, these records shall be forwarded to Human Resources Department. 44 Page Page 166 Item#7. RECORD DESCRIPTION CATEGORY RETENTION PERIOD All other Police Department current employee original personnel records are kept by the Human Resources Department. (2)Meridian Fire Department employee personnel records including original training records and original records related to Union promotions are kept by the Fire Department. Upon employee separation these records shall be forwarded to Human Resources Department. All other Fire Department current employee original personnel records including ICRMP and BEST training records and Union member promotion applications and PAR forms documenting a promotion are kept by Human Resources Department.. Employment Document to the U.S. Immigration and Temporary 3 years after date of Verification Naturalization Service that an applicant or IC§50-90 7(3)(d), hire or 1 year after (I-9) of Job employee is eligible to work in the U.S. 8 U.S.C. § employment is Applicants Information includes: employee information 1324a(b)(3) terminated, and verification data such as citizenship or (Immigration whichever is later alien status and signature, employer review Reform and and verification data such as documents, Control Act) which establish identity and eligibility, and employer's signature certifying that documents were checked. This category includes forms completed for all new hires, as superseded or previous forms completed on rehires. Forms Forms created for use by HR personnel to Transitory Until administrative facilitate work, including Performance need ends or record Review,job description template, PAR is superseded template, etc. Hazard Exposure Emergency response employees exhibiting Semipermanent 75 years after Records signs or symptoms possibly resulting from IC§50-90 7(2)(g); employee exposure to hazardous substances are 29 CFR 1910.1020 separation, required to be provided medical expiration of examination and consultation. Records eligibility, or include: employee's name and social completion of security number; physician's written litigation,whichever opinion, recommended limitations; results is longest of examinations and tests; employee medical complaints related to hazardous substance exposure; description of 451Page Page 167 Item#7. RECORD DESCRIPTION CATEGORY RETENTION PERIOD employee's duties as they relate to exposure; the employee's exposure levels or anticipated exposure levels; description of protective equipment used; and information from previous medical examinations of the employee which is not readily available to physician and other information. Insurance Records documenting plan descriptions and Semipermanent 10 years Policies/Plans: summaries of city insurance policies and Employee Group plans covering employee group health and Health and Life life benefits, including annual certification Benefits records. Kinds and Levels Records documenting the description, Temporary 3 years Chart classification and compensation of city jobs IC§50-90 7(3)(d); and positions. Usually includes details of 29 CFR Part 1602 duties and responsibilities of each position and 29 CFR time percentage breakdowns of tasks, skills 1627.3 and abilities needed for each position, and related records documenting the development, modification or redefinition of each job or position. Leave Applications or requests submitted by city Temporary 3 years Applications employees for compensatory, family and IC§50-90 7(3)(d) medical leave, long term leave and other leave time. Information usually includes: employee name, department, date, leave dates requested, type of leave requested, and related data. These are not kept by Finance. Meeting Minutes Internal staff meeting records. Transitory Until administrative need ends or record is superseded Newsletters HR2You Newsletters. Transitory Until administrative need ends or record is superseded Organization HR Department Organization Charts. Transitory Until administrative Charts need ends or record is superseded Personnel Action Completed employee forms submitted to Semipermanent 75 years after (PAR) Forms HR upon initial hire,pay increase or IC§5 0-90 7(2)(g); employee decrease, change of address, or change of 29 CFR Part 1602 separation, supervisor. and 29 CFR expiration of 1627.3 eligibility, or completion of litigation,whichever is longest 461 Page Page 168 Item#7. RECORD DESCRIPTION CATEGORY RETENTION PERIOD Photographs Photographs relating to HR Transitory Until administrative sponsored/conducted City events (e.g. need ends or record service awards, employee picnic, Wellness is superseded events, etc.). Photo Photographs and other records used to Transitory Until record is Identification identify city employees, private security superseded, obsolete personnel, contract workers and other. May or administrative include photographs taken by City for needs end identification or prox card or driver's license photocopy. Position Records documenting the description, Temporary 3 years Descriptions classification and compensation of city jobs IC§50-90 7(3)(d); and positions. Usually includes details of 29 CFR Part 1602 duties and responsibilities of each position and 29 CFR time percentage breakdowns of tasks, skills 1627.3 and abilities needed for each position, and related records documenting the development, modification or redefinition of each job or position. Presentations Formal departmental presentations to Semipermanent 5 years Council, other formal bodies. Public Records Public records requests and responses. Transitory 1 year after last Requests action Recruitment and Documents regarding the recruitment and Temporary 2 years Selection Records selection of city employees and contracted IC§50-90 7(3)(d); for Applicants who service providers such as attorneys, 29 CFR 1602.31; are Hired auditors, consultants, etc. Records may 29 CFR include, but are not limited to:job 162 7.3(b)(1)(vi) announcements and descriptions, applicant lists, applications and resumes,position advertisement records, civil service and other examination records, interview questions, interview and application scoring notes, applicant background investigation information, polygraph test results, letters of reference, civil service records, staffing requisition forms, certification of eligibles, recruitment file (job announcement, position description, documentation relating to the announcement and test, and test items and rating levels), and related correspondence and documentation. 47 Page Page 169 Item#7. RECORD DESCRIPTION CATEGORY RETENTION PERIOD Meridian Police Department employee Temporary 2 years after original background investigation records separation are kept by the Police Department. Upon employee separation these original records shall be forwarded to the Human Resources Department for proper disposition. Meridian Fire Department Union original Temporary 2 years recruitment records including National Testing Network testing, application, and interview notes, for applicants who are hired, are kept by the Fire Department until the expiration of the retention period at which time they shall be properly destroyed by the Fire Department. Recruitment and Documents regarding the recruitment and Temporary 2 years Selection Records selection of city employees and contracted IC§50-90 7(3)(d); for Applicants who service providers such as attorneys, 29 CFR 1602.31; are Not Hired auditors, consultants, etc. Records may 29 CFR include, but are not limited to:job 162 7.3(b)(1)(vi) announcements and descriptions, applicant lists, applications and resumes,position advertisement records, civil service and other examination records, interview questions, interview and application scoring notes, applicant background investigation information, polygraph test results, letters of reference, civil service records, staffing requisition forms, certification of eligibles, recruitment file (job announcement, position description, documentation relating to the announcement and test, and test items and rating levels), and related correspondence and documentation. Meridian Fire Department Union original Temporary 2 years recruitment records including National Testing Network testing, application, and interview notes, for applicants who are not hired, are kept by the Fire Department until the expiration of the retention period at which time, they shall be properly destroyed by the Fire Department Resource Records including notebooks, meeting Transitory Until administrative Records/Notes notes, to-do-lists, employee-compiled notes, need ends or record etc. is superseded 48 1 Page Page 170 Item#7. RECORD DESCRIPTION CATEGORY RETENTION PERIOD Special Projects Documents related to special, one-time Semipermanent 10 years projects to include, but not limited to, Employee Satisfaction Survey, Policy Review/Revision, Salary Structure Review. Surveys HR and other initiated internal surveys, Semipermanent 10 years survey results (e.g. Salary Surveys, Employee Satisfactions Surveys, Best Place to Work. Etc.). Telephone Message logs, voicemails, etc. Transitory Until administrative Records need ends Training Records related to the design and Semipermanent 5 years from final Programs/HR implementation of training programs IC§50-907(2)(g) presentation and/or provided to employees by the City. use Documents may include course descriptions, instructor certifications, instructional materials, course outlines, class enrollment and attendance records, tests, test results, and related records. Training/Travel Records documenting attendance and Semipermanent 5 years Records presentation by HR employees at conventions, conferences, seminars, workshops, and similar training events. Includes training/travel requests, training materials, reports and related correspondence. Payroll Records documenting claims submitted by Temporary 3 years Unemployment former city employees for unemployment IC§50-907(3)(d) Claims compensation. Usually includes: claims, notices, reports, and related records. May also include records generated by the appeal of claim determinations. These are received by HR and kept in HR. Wellness Program Records related to the management and administration of the Wellness Program including: • Wellness Challenges - Semipermanent 5 years Correspondence and other Challenge documentation. • Newsletters Transitory Until administrative need ends • Emails conveying general Transitory Until administrative information related to the Wellness need ends or Program including monthly approved for announcements related to upcoming destruction in challenges, challenge winners, accordance with the 491Page Page 171 Item#7. RECORD DESCRIPTION CATEGORY RETENTION PERIOD monthly Wellness events and 5-year citywide activities, etc. email records retention period) whichever is sooner • Wellness Committee Meeting Semipermanent 7 years Agendas and Minutes • Wellness Database—includes Transitory Until administrative information from Blue Cross for need ends employee point totals, information from employee sign-in sheets to events (name, ID, signature), and employee tracking information to events/challenges (i.e., steps, exercise, weight, Bingo cards, pictures of employees, schedule for appointments (name, ID, date, time, email address, phone number)), and vendor contact information for events • Wellness Day Off—Incentive Semipermanent 75 years (retained in Verification Forms for Day Off accordance with Requests Employee Benefit records retention period) • Wellness Day Off—employee Transitory Until administrative timecard tracking records, along need ends with numbers of hours used • Wellness Hero Responses- Transitory Until administrative Correspondence and related records need ends Workers' Medical records related to job assignments Semipermanent 30 years after Compensation that document work-related injuries and employment Records and illnesses, including but not limited to, separation Claims hearing test records, hazard exposure records, first- aid incident records, physician statements, release consent forms and related correspondence, and records documenting claims submitted by city employees for work-related injuries and illnesses. These records are kept separate from employee personnel files. 501Page Page 172 Item#7. INFORMATION TECHNOLOGY(I.T.)DEPARTMENT RECORD DESCRIPTION CATEGORY RETENTION PERIOD Administrative Activity Daily, weekly monthly or other reports Transitory Until administrative Logs/Reports documenting the activities of Information needs ends Technology employees, including but not limited to: sign in/out sheet for keys, access logs and phone logs, minutes, project files and dashboard statistics. Administrative Copies of. A/P invoices, Expense Reports, Transitory Until administrative Records MIP A/P unposted Reports, Transactions, need ends or record Internal Invoices, Purchase Orders, Detailed is superseded Statements of Revenues and Expenditures. Budget Preparation Working documents utilized to build base Transitory 1 year or until Records budgets and establish yearly budgets, Administrative need including but not limited to enhancements, ends amendments, carry forward support, FTE anticipation, vehicle replacement, quotes for service/maintenance. CorrespondencePolicy/program correspondence, Permanent In perpetuity documenting the formulation, adoption and implementation of significant policy/program decision. Records created or received in the course of Semipermanent 5 years administering city policies,procedures or programs, but these records do not provide insight into significant policy,procedure or program discussions or decisions. Correspondence created or received in the Transitory Until administrative nurse of administering City policies, Need ends procedures or programs including but not limited to memos, notes,thank you notes, surveys, letters to businesses and citizens and ay-to day office and housekeeping correspondence that does not contain unique information about City functions or programs, for example scrolling agenda and announcements. HR Documents Departmental employee personnel records, Transitory Until employment is including but not limited to training records, terminated, then coaching notes,performance evaluations, forward to HR customer feedback, contact information, etc. Meeting Records Internal meeting records and/or staff level Transitory Until administrative and Notes notes generated in the course of day to day need ends or record is superseded 511 Page Page 173 Item#7. business, including but not limited to agendas, notes and presentations. Reference/Owner's Documents to include but not limited to Transitory Until record is Manuals/ owner's manuals and documentation. superseded or Handbooks administrative need ends Department Departmental Policy or program records Transitory 1 year after Guidelines, documenting the formulation, adoption and document is Policies, implementation of departmental policy or replaced and/or Procedures, program decisions. Including but not administrative need Processes and limited to Standard Operating Procedures ends Reports and Guidelines, reference materials or materials obtained from another government entity or agency used in the development of said procedure. Department Reports prepared for the Mayor and City Transitory Until administrative Reports Council. need ends Operational Records Backup Files A copy on a disk based backup appliance of Transitory 3 months the contents of all data from the City servers. Service All customer support tickets opened in Semipermanent 10 years Management Tool service management systems. IC§50-907(2)(g) (other) Department Policies, reports, and documents regarding Semipermanent 5 years Policies and internal department operations and IC§50-907(2)€ Reports procedures, e.g. computer usage policy, (dept. report) password policy, service level goals, training materials, evaluations of materials. Disaster Recovery Strategy for retention and recovery of Transitory Until record is Plan network and information systems following superseded or network or server crash or failure. updated Instant Messages All messages sent or received by City staff Transitory Until overwritten by using the City's electronic messaging system service Internally- Programming statements or instructions that Transitory Until record is Generated Source create or execute a computer program. superseded or Code updated Internet History List of websites accessed on City computers Transitory 90 days and electronic devices. Inventory List of electronic devices held by City and Transitory Until record is Management software licensing information and superseded or specifications for each electronic device updated used by City. Outlook Meeting requests sent and received by Transitory Until deleted by user Appointments employees via City email system; 521Page Page 174 Item#7. appointments scheduled via City email system by employees. Outlook E-mail All e-mail messages, sent or received by Semipermanent 5 years Messages—City City staff using City's e-mail system. (E- IC§50-907(2)(g) Staff mail messages may be preserved elsewhere (other) in digital or paper format for longer periods of time as the subject matter of such messages may require.) Outlook Tasks and Tasks, task requests and reminders sent and Transitory Until deleted by user Notes received by employees via City email system. Prox Card Access Register of which prox cards have accessed Transitory 90 days Records a restricted area. Security Camera Video footage from security cameras Transitory Until overwritten by Footage mounted on and in city facilities. system Call Records List of incoming and outgoing calls, Transitory 90 days including phone numbers and caller identification, as available. Voicemail Incoming verbal messages recorded on City Transitory Until deleted by user Messages voicemail systems. 531Page Page 175 Item#7. MAYOR'S OFFICE RECORD DESCRIPTION CATEGORY RETENTION PERIOD Administrative Records Activity Daily, weekly monthly or other reports Transitory Until administrative Logs/Reports documenting the activities of the needs ends Mayor's Office employees, including but not limited to: sign in/out sheet for credit cards and checklists. Administrative Copies of. A/P invoices, Expense Transitory Until administrative Records Reports, MIP A/P unposted Reports, need ends or record Detailed Statements of Revenues and is superseded Expenditures. Budget Preparation Working documents utilized to build Transitory 1 year or until Records base budgets and establish yearly administrative need budgets, including but not limited to ends enhancements, amendments, carry forward support, FTE anticipation, vehicle replacement, quotes for service/maintenance. Correspondence Policy/program correspondence created Permanent In perpetuity or received, documenting the formulation, adoption and implementation of significant policy/program decision. May include correspondence relating to Commission and Committee appointments and correspondence with other government agencies. Correspondence created or received in Semipermanent 5 years the course of administering city policies/programs, but these records do not provide insight into significant policy/program discussions or decisions. May include citizen response letters, letters to homeowner associations and businesses. Correspondence created or received Transitory Until administrative which is not unique to City functions or Need ends programs. May include; thank you notes, invitations, and general mail. Customer Complaint or Compliment records Transitory Until administrative Complaints/Kudos including but not limited to letters, need ends phone calls, comment cards and in 541Page Page 176 Item#7. RECORD DESCRIPTION CATEGORY RETENTION PERIOD person feedback from citizens, customers, developers and contractors. Forms/Templates Forms/Templates created for use by the Transitory Until administrative Mayor's Office including but not need ends or record limited to visual aids, applications, is superseded checklists, and web documents. HR Documents Departmental employee personnel Transitory Until employment is records, including but not limited to terminated; then training records, coaching notes, forward to HR Performance Evaluation, contact information. Record is confidential and will be kept in a locked files with manager until employment has ended; File sent to HR for retention after termination(voluntary or involuntary). Meeting Records Internal meeting records and/or staff Transitory Until administrative and Notes level notes generated in the course of need ends or record Special day to day business, including but not is superseded Projects/Initiatives limited to; agendas, notes and presentations. Reference/Owner's Documents to include but not limited Transitory Until record is Manuals/ to: Owner's Manuals and code updates. superseded or Handbooks administrative need ends Department Departmental Policy or program Transitory 1 year after Guidelines, records documenting the formulation, document is replaced Policies, adoption and implementation of and/or administrative Procedures, departmental policy or program need ends Processes and decisions. Including but not limited to Reports Standard Operating Procedures and Guidelines, reference materials or materials obtained from another government entity or agency used in the development of said procedure. Presentations Formal department presentations to Transitory Until administrative Council, Community Groups or other need ends agencies/entities or people, e.g. Strategic Update,New Council member training, and City of Meridian updates. Telephone Records Message logs, voicemails, Transitory Until administrative ShoreTel/Mitel call volume reports etc. need ends Operational Records 551Page Page 177 Item#7. RECORD DESCRIPTION CATEGORY RETENTION PERIOD Agendas & Agendas and minutes of Director Semipermanent 5 years Minutes Meetings, Operational Meetings, Mayor's Youth Advisory Council, Mayor's Senior Advisory Board, and Faith Ambassador Council Meetings. Annual Reports Report on City's and Mayor's Office Permanent In perpetuity activities over preceding year summarizing activities and financial performance. Applications Forms and materials submitted with Semipermanent 5 years application for positions or awards administered by Mayor's Office, including applications for scholarships, Promise partners, Mayor's Youth Advisory Council, volunteer positions, City commissions, and City committees or task forces. Attendance Sheets Sign-in sheets, where offered, for Transitory Until administrative activities and events hosted by the needs ends Mayor's Office. City Website HTML text stored in data base table in Transitory Until updated or Content CMS. Note: Source document may record is superseded exist elsewhere, and be retained pursuant to separate record retention schedule. Memoranda Internal or external memoranda Permanent In perpetuity summarizing research, recommendations, and other information. Mayoral memos regarding Semipermanent 5 years proclamations, meetings, or events. News Releases A written or recorded record directed at Semipermanent 25 years members of the news media for the purpose of making a newsworthy announcement. 56 1 Page Page 178 Item#7. RECORD DESCRIPTION CATEGORY RETENTION PERIOD Photos Published or historically significant Permanent In perpetuity photographs taken, owned, or stored by the Mayor's Office. Photographs that are not used or Transitory Until administrative needed for a particular purpose. need ends Proclamations Proclamations issued by the Mayor Semipermanent 10 years not read at City Council meetings. Proclamations issued by the Mayor Transitory Until administrative and read at City Council meetings. need ends Publications Informational or promotional Semipermanent 5 years publications of the Mayor's office, including newsletters, flyers, marketing materials, brochures, program materials. Public Addresses Records relating to State of the City Permanent In perpetuity address. May include script, video, PowerPoint,program, agenda, photos. Records relating to State of the City Transitory Until administrative addresses or speeches. May include need ends script, video, PowerPoint,program, agenda, photos. Special Projects Documents related to special or one- Semipermanent 10 years time projects to include,but not limited to: Strategic Plans. Talking Points Records prepared to summarize issues Transitory Until administrative in preparation for discussion with the need ends public or media. Videos Videos prepared monthly for Permanent In perpetuity informational or promotional purposes, e.g., Celebrate Meridian. Videos prepared weekly for Temporary 2 years informational or promotional purposes, e.g., City Council meetings, This Week in Meridian. 571Page Page 179 Item#7. RECORD DESCRIPTION CATEGORY RETENTION PERIOD Raw video footage, used or unused. Transitory Until administrative need ends 58 1 Page Page 180 Item#7. PARKS & RECREATION DEPARTMENT RECORD DESCRIPTION CATEGORY RETENTION PERIOD Activity Logs/Reports Daily, weekly, monthly, or other Transitory Until administrative reports documenting the activities need ends of the Parks and Recreation Department employees, including but not limited to: sign in/out sheet for credit card and diesel fuel transfer tank log sheets. Lost &Found log sheets Transitory Until administrative documenting items that have been need ends lost and found by citizens in the parks and other MPR facilities. Administrative Copies of A/P invoices, Expense Transitory Until administrative Records Reports, Detailed Statements of need ends Revenues and Expenditures, Capital Improvements Plan, Parks &Recreation Facilities Depreciation Schedule, MPR Communications Plan, and other related documents. Agendas & Minutes Agendas and minutes of weekly Semipermanent 10 years and monthly MPR staff meetings. Budget Preparation Working documents utilized to Semipermanent 10 years (follows Records build base budgets and establish Finance) yearly budgets, including but not limited to enhancements, amendments, carry forward support, FTE anticipation, vehicle replacement, and quotes for service/maintenance. Correspondence Policy/program correspondence Permanent In perpetuity documenting the formulation, adoption, and implementation of significant policy/program decision. Including but not limited to Commission and Committee. Records created or received in the Semipermanent 5 years course of administering city policies,procedures or programs, but these records do not provide insight into significant policy, procedure or program discussions or decisions. Including but not limited to citizen response letters. 591Page Page 181 Item#7. RECORD DESCRIPTION CATEGORY RETENTION PERIOD Correspondence created or Transitory Until administrative received in the course of need ends administering City policies, procedures or programs including but not limited to memos, transmittals, notes, comments, thank you notes, letters to businesses and day-to day office and housekeeping correspondence that does not contain unique information about City functions or programs. Committee Records Agendas, meeting minutes/notes, Transitory Until administrative and audio recordings of special need ends groups convened by Parks & Recreation for specific purposes, such as understanding operational gaps and process delays (e.g., Golf Course Focus Group, Christmas in Meridian, MPR Communications Plan, and Regional Geese Management). Customer Compliment or complaint records Transitory Until administrative Kudos/Complaints including but not limited to letters, need ends phone calls, emails, comment cards and in person feedback from citizens, customers, and sponsors. Department Administrative SOPs, policies, Transitory Until administrative Guidelines, processes, director's orders, etc. need ends Standard Operating pertaining to facilities and Procedures, Policies, recreation classes, camps, special Processes, and events, and sports (e.g., Lost & Director's Orders Found, CableONE Movie Night, Metal Detecting, Contracted Instructors, Registrations &Refunds, Sports League Bylaws, Partnerships Between Private or Public Entities, Hot Air Balloons). Employee Time Completed logs of employees' Semipermanent 5 years,unless Logs and Reports timesheets, tasks, and location; record is superseded reports and analysis of related by Finance data. Department 601Page Page 182 Item#7. RECORD DESCRIPTION CATEGORY RETENTION PERIOD Facility Permits Permits and materials including, Temporary 2 years but not limited to: Completed Park Alcohol and Amplified Sound Permits related to individual's or organization's park picnic shelter reservation, short-term concessions permits and related materials from vendors. Facility Reservation Completed forms and related Temporary 2 years Application and materials collected from Materials individuals or businesses registering for a recreation class, team, or event and other required documentation, such as proof of insurance. Collected Certificates of Liability Temporary 2 years Insurance from individuals or vendors. Financial Aid Completed application forms and Temporary 2 years Applications materials submitted to request financial assistance for children's class or program(e.g., Care Enough to Share). Forms/Templates Forms/templates created for use Transitory Until administrative by the Parks and Recreation need ends Department, including but not limited to internal purchase orders form, diesel fuel transfer tank log sheet, child pick up form, medical waiver, Care Enough to Share application, Generations Plaza memorial brick application, alcohol permit application, amplified sound permit application, sports roster, sports and special events registration forms, sponsor application, volunteer application. Grounds Pesticide spray records, daily Transitory Until administrative Maintenance splash pad test readings, need ends Records playground inspections, restroom cleaning safety data sheets, and 611 Page Page 183 Item#7. RECORD DESCRIPTION CATEGORY RETENTION PERIOD other documents related to parks and recreation facilities. Historical Records 2028 time capsule content Permanent In perpetuity information. Annual newsletters prepared by Permanent In perpetuity Parks &Recreation Department highlighting construction projects, park dedications, and other efforts and initiatives. Copies of MPR Department Permanent In perpetuity Annual Reports provided to the Mayor's Office in conjunction with the State of the City Address. External awards, plaques, and Permanent In perpetuity certificates bestowed upon the MPR Department. MPR Department Dashboards Permanent In perpetuity which document statistical data by year, including but not limited to the number of sports teams/participants/leagues, sports gym usage, Activity Guide enrollments, park shelter and field reservations,park acreage, urban forestry, pathway maintenance, volunteers, revenues,playground safety, turf maintenance, full-time staff, special events and temporary use permits, employee safety, vandalism, and other related information. National Recreation&Park Permanent In perpetuity Association(NRPA)PRORAGIS annual statistical field reports. Parks &Recreation Master Plan Permanent In perpetuity and Appendices which document current parks and recreation facilities and services, level of service, etc. and also provide the framework to respond to the evolving needs of the community. Park dedication plaque mock-ups Permanent In perpetuity detailing the dedication date, Mayor, City Council, MPR 62 1 Page Page 184 Item#7. RECORD DESCRIPTION CATEGORY RETENTION PERIOD Commission, MPR staff, and other volunteers and contributors. Photographs, newspaper and news Permanent In perpetuity channel articles and clippings, press releases, and videos relating to Parks and Recreation Department including but not limited to sponsored/conducted City events; park, pathway, and facility dedications, celebrations, and ribbon cuttings; park and pathway amenities, landscape and scenery; recreation classes, camps, and sports; and staff. Proclamations not otherwise Transitory Until administrative retained by the Clerk's Office. need ends HR Documents Copies of departmental employee Transitory Until employment is personnel records kept in locked terminated; then files with manager until forward to HR employment has ended; file sent to HR for retention after termination (voluntary or involuntary). Incident or Accident Citizen reports of incidents, Temporary 2 years Reports injuries, or accidents incurred during or related to a department- sponsored or department-provided class, camp, program, reservation, or activity. Indemnity Forms, Signed waiver/indemnity Temporary 2 years Medical Release agreement related to individual's Forms,Waivers or organization's participation in department-sponsored or department-provided class, camp, program, reservation, activity, transportation, or travel. Marketing Informational or promotional Transitory Materials publications of the Parks & Until Administrative Recreation Department, including Need Ends flyers,brochures,program materials, Facilities Tour/Park Ambassador/other program booklets, PowerPoint and Prezi presentations, z-cards, and videos. 631Page Page 185 Item#7. RECORD DESCRIPTION CATEGORY RETENTION PERIOD Memorial Forms Completed citizen forms Transitory Until administrative requesting memorial in MPR need ends facility under established memorial program(e.g. Generations Plaza Brick Sales form, Kleiner Park Memorial Tree Plaza Paver Sales, Memorial Tree Program form). Meeting Records Internal meeting records and notes Transitory Until administrative and Notes generated in the course of day to need ends day business, including but not limited to agendas, notes, and presentations. MPR Commission Copies of Commission and Transitory Until administrative Records Committee agendas and summary need ends minutes. Copies of bylaws. Transitory Until administrative need ends Copies of contact information Transitory Until administrative listing Commission members' need ends names, addresses, phone numbers, email addresses, etc. Copies of correspondence Transitory Until administrative regarding day-to-day operations or need ends administration. Copies of project records Transitory Until administrative documenting historical or cultural need ends significance to the City and/or Meridian community Copies of project files and reports Transitory Until administrative used by MPR staff, Commission, need ends Committee in the course of researching, developing, completing, reporting on, or acting on initiatives of the Commission/Committee. Copies of roster listing current Transitory Until administrative Commission members, including need ends names, seat numbers, and appointment dates. Presentations Formal department PowerPoint, Transitory Until administrative Prezi, and other presentations to need ends Council or others, e.g. New Council member training, Joint Council/Commission workshop 641Page Page 186 Item#7. RECORD DESCRIPTION CATEGORY RETENTION PERIOD training, and Meridian Development Corporation. Project Files Copies: Park,pathway, and other Transitory Until administrative project/initiative records, need ends including but not limited to contracts and agreements to which the City is a party, deeds and real property, site plans and maps, permits and inspection records, certificates of zoning compliance, conditional use permits, development agreements, preliminary and final plats, purchasing contracts, accounts payable invoices and other financial records, meeting agendas and minutes, and any other related correspondence. Recreation Activity Log sheets completed by parents Temporary 2 years Sign In/Sign Out to signify that minor has been Sheets dropped off or picked up from a department-sponsored or department-provided class, camp, program, or activity. Log sheets completed by Temporary 2 years participant confirming they have attended a class or activity. Reference/Owner's Documents to include but not Transitory Until administrative Manuals/Books limited to equipment and need ends electronics. Resource Records including notebooks, Transitory Until administrative Records/Notes meeting notes, to-do lists, need ends employee-compiled notes, etc. Special Event Forms Completed forms from citizens Temporary 2 years and businesses participating in a special event, including but not limited to vendor and sponsor contracts and entries. Special Documents related to special or Transitory Until administrative Projects/Initiatives non-confidential one-time project need ends to include,but not limited to: Strategic Plan Initiatives, Smoke- Free Parks, and Forestry Stimulus. Sports Schedules Record of games played and final Transitory and Scores scores. 651Page Page 187 Item#7. RECORD DESCRIPTION CATEGORY RETENTION PERIOD Until Administrative Need Ends Surveys Internal and external outreach Semipermanent 10 years surveys and results,presentations, neighborhood meeting minutes, correspondence, and summary reports to solicit citizen input on parks and recreation, customer service, and process improvement. Records of public input, including survey results, neighborhood meeting minutes, correspondence, etc. Team Rosters Record of all individuals Temporary 2 years registered for a sports team. Telephone Records Message logs, voicemails, etc. Transitory Until administrative need ends Training Records Records including but not limited Transitory Until administrative and Resources to documenting attendance and need ends presentation by City employees at conventions, conferences, seminars, workshops, and similar training events. Includes training requests, training, and Continuing Education Unit tracking reports and other related correspondence. Tree Inventory & Inventory of all public trees Permanent In perpetuity Abatement maintained by City Arborist and abatement records per City Code. Vandalism & Copies of records related to park, Transitory Until administrative Restitution Records pathway, and facility vandalism need ends incidents and restitution, including but not limited to property damage reports, etc. Volunteer Records Applications, timesheets, and Transitory Until administrative other biographical notes related to need ends City volunteers, including Park Ambassadors, scouts, and other civic groups. These records also include records documenting the activities and administration of volunteer programs in city hall and records documenting work performed for the City by citizens without compensation for their 66 1 Page Page 188 Item#7. RECORD DESCRIPTION CATEGORY RETENTION PERIOD services. May include volunteer application forms, volunteer and emergency contact information, agreements, applications, skills test results, training documentation, task assignments, monitoring records, volunteer hour statistics, volunteer program publicity records, insurance information, inactive volunteer files, and related records. 67 Page Page 189 Item#7. POLICE DEPARTMENT RECORD DESCRIPTION CATEGORY RETENTION PERIOD Administrative Administrative records including Transitory 1 year records proxy card check out list, vehicle check out log, visitor log , etc. Activity reports Daily, weekly, monthly or other Semipermanent 5 years reports documenting the activities of Idaho Code employees, including: type of activity, employees involved, time spent on SO-907(2)(e) activity, work completed, equipment used, etc. May include Education& Prevention Training reports. Asset forfeiture Documentation pertaining to the Semipermanent 5 years after closure records seizure process and obtaining approval of case through the courts. IC�SO- 907(2)(a) Briefing records Records documenting internal Transitory Until administrative communications between supervisors need ends and shift workers or between staff on different shifts to alert them to problems, issues or activities. Records may include,but not limited to: briefing logs, ILETS/NCIC messages, and bulletins from other agencies. Bulletins from Records including bulletins, circulars, Transitory Until administrative other agencies and related records received from need ends federal, state and local law enforcement agencies. Usually contains descriptions and photographs of fugitives, missing persons, stolen property, etc. Code enforcement Records created by code enforcement Semi- 5 years after last records** officers to document a violation or permanent action investigation into a suspected violation of city ordinance that does Idaho Code) not become a crime report(DR). SO-907(2)(g) 681Page Page 190 Item#7. RECORD DESCRIPTION CATEGORY RETENTION PERIOD Community service Records relating to police community Transitory Until administrative and outreach service programs. Records may need ends programs include: publications, mailing lists, plans, evaluations, notes, reports, lesson plans and outlines, etc. Crime analysis Records documenting police efforts to Temporary 3 years statistics anticipate, prevent, or monitor criminal activity. May include 90�SO- statistical summaries of crime 907(3)(d) patterns, modes of operation, analysis of particular crimes, criminal profiles, forecasts, movements of known offenders, etc. Crime reports Reports documenting a suicide, Prosecuted cases: (DRs) for Suicides, unattended death and/or criminal Unattended Deaths, offense and actions taken, including 90�SO- 1 years after final and Major Crimes charges or arrests. Record typically 907(2)(e) disposition includes location of occurrence, date (murder, and time, handling officer, involved involuntary Non-prosecuted cases: manslaughter, parties (suspects, victims, witnesses, reporting parties, etc.) and their 100 years after date of rape, sexual abuse personal information summary o of a child, p n' f last investigative terrorism) events and supportive documents (e.g., action probable cause statements, witness statements, runaway forms, release of custody forms (juveniles), criminal background information (ILETS/Triple III,Ada LE Lookup, ISTARS, JDOC), documents provided by citizens and victims, citations,property invoices, release of property forms, etc.). May include polygraph records (e.g.,pre- examination records, questions, statements of consent, analysis reports, results charts, conclusions, interviewee statements, related information);property and evidence control and disposition records (e.g., evidence photographs, receipt forms, 69 Page Page 191 Item#7. RECORD DESCRIPTION CATEGORY RETENTION PERIOD evidence logs, property reports, destruction lists,property consignment sheets, seized firearm logs, homicide evidence inventories, etc.); and/or informant case files (reports, correspondence, payment records, fingerprint cards, signature cards, letters of understanding on informants' activities and related records). Crime reports Reports documenting a criminal Semipermanent Prosecuted cases: (DRs) and citations offense and actions taken, including for other crimes charges or arrests. Record typically 90�SO- 5 years after final includes location of occurrence, date 907(2)(g) disposition and time, handling officer, involved parties (suspects, victims, witnesses, reporting parties, etc.) and their Non-prosecuted cases: personal information, summary of 5 years after date of events and supportive documents (e.g., last investigative probable cause statements, witness action statements, tow slips, administrative license suspension forms, intoxilyzer slips,field sobriety tests forms, runaway forms, release of custody forms (juveniles), criminal background information (ILETS/Triple III,Ada LE Lookup, ISTARS, JDOC), documents provided by citizens and victims, citations,property invoices, release of property forms,Leads Online printouts, shoplifting reports from store security officers, etc.). May include polygraph records (pre- examination records, questions, statements of consent, analysis reports, results charts, conclusions, interviewee statements, related information), abandoned vehicle reports,found property records, 70 Page Page 192 Item#7. RECORD DESCRIPTION CATEGORY RETENTION PERIOD traffic collision reports,property and evidence control and disposition records (e.g., evidence photographs, receipt forms, evidence logs,property reports, destruction lists,property consignment sheets, seized firearm logs, homicide evidence inventories, etc.), and/or informant case files (reports, correspondence, payment records, fingerprint cards, signature cards, letters of understanding on informants' activities and related records). Criminal history Records obtained via ILETS or local Transitory Until administrative records or jail systems (Ada LE Lookup)that need ends ILETS/NCIC provides information on the reports" accumulated criminal arrest and conviction history of an individual which may be useful in an investigation. May include summary sheet, arrest record, fingerprint information, mug shot, name, aliases, residence, sex age, date and place of birth, height, weight, hair and eye color, scars, marks, tattoos, abnormalities, date of arrest, offense committed. Digital media— Digital media attached to a crime Semipermanent Prosecuted cases: Type 1 report for a major crime. Includes video, audio, or other digital content IC,�SO- 100 years after final created by a law enforcement officer 907(2)(g) disposition in the course of an investigation or Non-prosecuted cases: response and attached to a crime report for murder, involuntary 100 years after date of manslaughter, rape, sexual abuse of a last investigative child, or terrorism. action Digital media— Digital media attached to a crime Semipermanent Prosecuted cases: Type 2 report for a felony other than a major crime. Includes video, audio, or other IC,�50- 5 years after final digital content created by a law 907(2)(g) disposition 711 Page Page 193 Item#7. RECORD DESCRIPTION CATEGORY RETENTION PERIOD enforcement officer in the course of an Non-prosecuted cases: investigation or response and attached 5 years after date of to a crime report for a crime other than last investigative murder, involuntary manslaughter, action rape, sexual abuse of a child, or terrorism. Digital media— Digital media attached to a Transitory Prosecuted Type 3 misdemeanor or infraction crime misdemeanor cases: report. Includes video, audio, or other digital content created by a law days after final disposition enforcement officer in the course of an disposition investigation or response and attached Non-prosecuted to a crime report for a misdemeanor misdemeanor cases: crime or infraction. 410 days after last investigative action Prosecuted infraction cases: 210 days after final disposition Non-prosecuted infraction cases: 210 days after investigative action Digital media— Digital media not attached to a crime Transitory 210 days Type 4* report or where no enforcement action was taken. Includes video, audio, or other digital content created by a law enforcement officer not attached to a crime report. Digital media— Digital media related to an officer Temporary 2 years Type 5* complaint. Includes video, audio, or IC other digital content created by a law �SO- 90 enforcement officer in the course of an 7(3)(d) investigation or response relevant to a complaint about such response or officer. Digital media— Digital media recorded in error. Transitory Until administrative recorded in error Includes video, audio, or other digital need ends 721Page Page 194 Item#7. RECORD DESCRIPTION CATEGORY RETENTION PERIOD content created by a law enforcement officer unrelated to an investigation or response. Field interview An informational document written by Semipermanent 5 years reports (FI cards) police officers relating to individuals, IC§50- events, or vehicles for which the 907(2)(g) officer does not have probable cause for enforcement. Typically includes name and current address of person contacted, physical description of person or vehicle, officer's name, location of contact, date and time, reason for contact, etc. Grant records Applications and required reporting Semipermanent 10 years after grant documents for grants to support law closeout enforcement initiatives and Idaho Code § programming (e.g., crime prevention, 50-907(2)(g) substance abuse programs, criminal justice, SWAT). Gun dealers' sales Records documenting purchases of Transitory Until background records guns from dealers. May include check is completed duplicate register sheets mailed by the and administrative dealer to MPD and triplicate register need ends sheets mailed by the dealer to ISP for criminal records checks and forwarded to MPD. May include sheet number, sales person, date and time, city, serial number, make, model, caliber, purchaser's information, and signatures. Health & Welfare Referrals of suspected child abuse, Semipermanent 5 years from closure Referrals adult abuse and daycare complaints. IC§SO- of referral or case. APS & Daycare 907(2)(g complaints Informant case files Records documenting information Transitory Until administrative about informants used by department. need ends not attached to personnel. Records typically include crime report** reports, correspondence, payment 731Page Page 195 Item#7. RECORD DESCRIPTION CATEGORY RETENTION PERIOD records, fingerprint cards, signature cards, letters of understanding on informants' activities and related records. Internal affairs files Records documenting department's Semipermanent 75 years after investigation of an officer's role in an IC§§50- employee separation incident for the purpose of evaluating 907(2)(g) and or completion of compliance with department policy 45-610; 29 CFR related litigation, 1 and professional standards. Records 627.3; 29 CFR whichever is longest typically include investigative materials (video and audio recordings, 16023;.31 written statements, narratives, analysis),polygraph records (pre- examination records, questions, statements of consent, analysis reports, results charts, conclusions, interviewee statements, related information), and recommended disciplinary actions, if any. Intoxilyzer 5000en, Factory and State of Idaho certificates Temporary 3 years after Draeger 9510 and for instrument; log of each person that IC§50- certificate has been LifeLoc instrument takes the breathalyzer test and 907(3)(d) and issued records verification testing. May include IDAPA suspect name, date, time, results, 11.03.01.013.06 operator name, calibration check results, simulated temperature in range, comments, etc. Intoxilyzer User certification cards and class Transitory Until administrative 5000EN,LifeLoc roster for Meridian police officers. need ends FC20, and Draeger Intoxilyzer instructor replaces with 9510 user each new certification period. certifications and class roster Local Records Local records check of police contacts Transitory 1 year after Check/ requested by OPM, FBI or military for submission to Backgrounds their employment purposes. requestor Master name index Information on individuals who are Semipermanent 100 years records field interviewed, individuals who are 741Page Page 196 Item#7. RECORD DESCRIPTION CATEGORY RETENTION PERIOD arrested, suspects or accomplices in IC§50- crimes, victims, complainants, and 907(2)(g) witnesses to incidents. Information typically includes name, address, date of birth, race, sex, date and time of incident or contact, case number (DR#), citation numbers and other identifying data. Multiple Firearms Background applications for multiple Transitory Immediately after Backgrounds firearm purchase requests. completion 18 U.S.C. § 922(t)(2)(C); 28 CFR§25.9(d) Parking citations Police department copy of citations Transitory 6 months after final issued for parking violations. Record disposition typically includes date and time, location of offense, vehicle license plate information, code violation number, and issuing officer. (Parking citations that are paid are sent to City Hall Finance Department. Parking citations that are unpaid and lead to court summons are sent to the City Prosecutor's office.) Photo identification Records with photos used to identify Transitory Until administrative records employees,private security personnel, need ends contract workers, etc. May include photos taken for employee identification cards, prox cards, etc. Public records Written public records requests, Transitory I year after response requests of any and responses, records provided, and provided all records not original (unredacted)records. associated to a Major Crime DR Public records Written public records requests, IC § 50- Record to be retained requests of records responses, records provided, and 907(2)(e) based upon the associated to a original (unredacted)records retention of the Major Crime DR pertaining to a crime DR that falls under the Category of Crime reports 751Page Page 197 Item#7. RECORD DESCRIPTION CATEGORY RETENTION PERIOD (DRs) for Suicides, Unattended original Crime DR Deaths, and Major Crimes (murder, file. involuntary manslaughter, rape, sexual abuse of a child, terrorism). Radar equipment, Records documenting the calibration Temporary 3 years after certifications, and and maintenance of radar equipment IC§50- equipment retirement maintenance that may be useful in documenting the 907(3)(d) records accuracy of the readings. Often includes original factory certification of calibration. Information relating to maintenance and repair may include a description of the work completed, parts used, date of service, equipment number, make, model, etc. Training materials Records related to training programs Semipermanent 5 years from final provided to MPD personnel by presentation and/or presenters including City employees, 90§50- use contractors, or other presenters. May 907(2)(g) include course descriptions, instructor certifications, instructional materials, course outlines and handouts, and attendance records. Vacation watch Records documenting inspection of Transitory Until administrative forms properties when the owner/occupant is need ends away. May include name, address, date requested, vacation beginning and ending time, emergency contact information, special conditions, date and time officers check the property, etc. Victim Witness Notations and documents Semipermanent 20 years after System documenting contact with victims and IC§50- investigation closure witnesses. 907(2)(g) or disposition of case, whichever is later Written warnings Written notice provided by MPD Semipermanent 5 years officer to member of the public to bring attention to a potential or actual 90�50- violation. 907(2)(g) 76 1 Page Page 198 Item#7. * Note: Where record is used for legal,training, or purposes other than those enumerated in retention period, that record shall be retained according to the retention period established for other records similarly used. ** Note: Where record is embedded with a crime report (DR), it shall be retained according to the retention period established for the crime report. 771Page Page 199 Item#7. PUBLIC WORKS DEPARTMENT RECORD DESCRIPTION CATEGORY RETENTION PERIOD All Department Records Accessibility Records, Contractor logs, key list, and any other Transitory Until administrative need City-Owned Facilities records documenting access to City- ends or record is superseded owned buildings by authorized persons. Activity Reports Daily, weekly, monthly or other Transitory Until administrative need reports documenting the activities of ends or record is superseded Public Works Department employees, including: type of activity, employees involved, time spent on activity,work completed, equipment and fuel used, reports, logs, log sheets, and related records. Ada County Highway Permits issued by Ada County Semipermanent 5 years District(ACHD) Highway District (ACHD) to dig in Permits public utility easement. Administrative Clothing order spreadsheets, copies of: Transitory Until administrative need Records Accounts Payable invoices,expense ends or record is superseded reports, leave request logs,MIP Accounts Payable invoices,professional membership documents, evacuation checklists and on call yearly roster logs. Alarm Monitoring/ Reports of monitoring fire alarms, Semipermanent 5 years Test Results Reports security alarms and sprinkler tests for all relevant City-owned facilities including annual fire alarm testing, annual backflow testing, quarterly sprinkler testing in Sapphire suppression system, monthly fire pump runs, and monthly check on fire extinguishers and Sapphire. Budget Preparation Work documents utilized to build base Semipermanent 10 years Records budgets and establish yearly budgets, including vehicle replacement worksheets, enhancements, amendments and carry forward support. Construction Construction Drawings Transitory Until replaced by record Drawings drawings Correspondence, Correspondence created or received in Semipermanent 5 years Administrative the course of administering City policies,procedures, or programs. 78 1 Page Page 200 Item#7. Correspondence, Day-to-day office and housekeeping Transitory Until administrative need Transitory correspondence that does not contain ends unique information about City functions or programs. Customer Complaint letters, notes on phone calls Transitory Until administrative need Complaints and in person complaints from ends customers/citizens. Databases Database records created and Transitory Until administrative need maintained for the purposes of ends or record is superseded generating reports, data files, and a variety of different outputs. Departmental Department reports, performance Semipermanent 10 years Reports management presentations. Engineering Capital Engineering Capital &Enhancement Semipermanent 10 years and Enhancement Plan(ECEP)— 5 year Capital Plan (ECEP) Reports Improvement Plan Reports. Engineering Project Records including but not limited to Permanent In perpetuity File attendance for public meetings, AVO's (Avoid Verbal Orders—Written Instructions), change orders, construction checklists, consultant reports, consultants/contractors contracts, contract addendums, council memos, daily reports, design checklists, door knockers/hangers, engineering estimates, field orders, final acceptance letters, inspection reports,Notices of Intent(NOI), Notices of Termination (NOT), Notices to Proceed, pay applications, preconstruction agendas, preconstruction notices, preconstruction recordings, progress reports, construction punch lists, project correspondence (letters, purchase order requisitions (PO), project-related POs, QLPE (Qualified Licensed Professional Engineer) letters, record drawings (filed separately), project-related requests for information, resubmittals, submittal responses, submittals, substantial completion letters, work change directives. 79 Page Page 201 Item#7. Equipment Records of repair and maintenance of Transitory Until asset is removed from Maintenance and equipment assigned to Public Work, service or until administrative Repair Records including but not limited to: need ends. generators, sewage lift pumps, water pumps, office equipment, and furniture. Records may include summaries, reports, and similar records usually compiled from daily work records on a monthly or quarterly basis. Facility Assessments, Records regarding maintenance and Transitory Until administrative need Maintenance, and repairs of buildings and grounds ends or record is superseded Repair Records owned or leased by the City including assessments of the condition of City- owned buildings, summaries, logs, reports, and similar records usually compiled from daily work records. Forms Forms created for use by Public Works Transitory Until administrative need personnel to facilitate their work ends or record is superseded including but not limited to performance review forms,project forms, staff forms, communication forms, and record retention labels. Geographic Aerial photographs of properties within Permanent In perpetuity Information Systems, the City. Digital Orthophotography Images Geographic Points, lines, attributes, and polygons Transitory Until superseded Information Systems, relating to infrastructure that the City GIS Data owns or maintains. Geographic A visual representation of data within a Transitory Until administrative need Information Systems, particular geographical area. Also ends Maps includes maps and data provided by outside agencies including edge of pavement, parcels, roads, and others. Health and Safety Documents related to the Public Works Transitory Until administrative need Manual Department Health and Safety Manual. ends or record is superseded HR Documents Departmental employee personnel Transitory Until employment is records should be kept in the terminated; then forward to appropriate Division's file until HR employment has been terminated (involuntary or voluntary) and then the file should be sent to HR for retention. Master Plan Records Records that document the present and Permanent In perpetuity projected needs of the City for water, 80 1 Page Page 202 Item#7. sewer, storm drainage, streets,bike paths, and other utility related systems. Includes an implementation schedule for construction,plans, reports, evaluations, cost analyses, drawings, and related documents containing rates, inventory evaluations, system rehabilitation or replacement, distribution of services, etc. Meeting Minutes Internal meeting agendas, minutes, Semipermanent 5 years sign-in sheets Photos, Building Photos relating to repair and Semipermanent Keep records requiring Maintenance replacement of City-owned equipment, engineering stamps 2 years material, and facilities. after life of structure. Keep all other records 10 years. Photos, Construction Photos relating to Public Works Permanent In perpetuity construction activities, infrastructure, inspect on photos, etc. Photos, General Photos related to Public Works Transitory Until administrative need Department activities and other general ends use pictures. Potential Exposure Report created when personnel is Transitory Until employment is Records exposed or potentially exposed to a terminated; then forward to chemical, including SDS sheet of the HR chemical involved. Record is placed in the employee personnel record. Presentations Departmental presentations. Semipermanent 10 years Preventative Preventative maintenance schedules, Transitory Until asset is removed from Maintenance Work work orders. service or until administrative Plans need ends Process Documents Standard Operating Procedures, Transitory Until administrative need Process Flowcharts, Workflows, ends Responsible Accountable Consulted Informed(RACI) Charts and Process Performance Measures. Quotes Quotes from contractors and other Transitory Until administrative need service providers. Preliminary and ends final quotes for goods and services used to conduct building repairs, maintenance, or modifications. Record Drawings Revised set of drawings submitted by Permanent In perpetuity contractor upon completion of land development phase of a commercial, governmental, or residential project or components thereof. This includes stamped record drawings, as-builts, 811 Page Page 203 Item#7. and wiring diagrams including but not limited to water and sewer infrastructure as installed in Meridian. Safety Audits Health and Safety audits. Temporary 3 years after most recent audit Safety Data Sheets Safety Data Sheets (SDS). Also see Transitory Until chemical is removed or (SDS) Potential Exposure Records above. record is superseded Safety/Health and Safety and health documents including Semipermanent 75 years Testing but not limited to training, auditory testing records, respirator fit test information. Safety Meeting Topics covered and sign-up sheet for Semipermanent 5 years Agenda/ Signup employees who attended the meetings. Sheets Supervisory Control Reports printed from Supervisory Transitory Until administrative need And Data Acquisition Control and Data Acquisition ends or record is superseded Reports (SCADA) (SCADA) system. Technical Manuals, Owner's manuals and warranties for Transitory Until asset is removed from Specifications, and City-owned vehicles and equipment. service Warranties Includes specifications, operating instructions, safety information, and terms of coverage of repair or replacement of equipment. Telephone Records A log of all messages taken both via Transitory Until administrative need phone and in person including, but not ends limited to, recorded calls, voicemails, phone call logs. Training Records documenting attendance and Semipermanent 5 years presentation by City employees at conventions, conferences, seminars, workshops, and similar training events. Includes training requests, training and Continuing Education Unit(CEU) tracking reports, and related correspondence. Vehicle Inspection, Maintenance records, inspection work Transitory Keep until vehicle is removed Maintenance,Repair orders for vehicles, vehicle mileage from service Work Orders, and reports, repair records. Reports Water Rights Records related to City of Meridian Permanent In perpetuity Water Rights including, but not limited to, correspondence, agency filings, legal opinions, references. Website Public Works Department Website. Transitory Until administrative need ends or record is superseded Administration 82 1 Page Page 204 Item#7. Area of Impact Records related to analysis of Semipermanent 25 years Records expansion of Public Works services into the Area of Impact such as those for Kuna, Kuna Treatment Plant, Meridian Heights Water and Sewer District, South Meridian Planning. Committee Records Agendas and meeting minutes for Semipermanent 5 years special groups convened by Public Works such as City Services Focus Group, Construction Best Management Practices Sub-Committee, Energy. Department Policies Documents the formulation, adoption, Transitory Until administrative need and implementation of internal ends or record is superseded actions/decisions. Includes: Computer, Geographic Information System(GIS) Policy, Dress Code, Purchasing department policies. Educational Records including but not limited to Transitory Until administrative need Outreach Materials educational brochures,bookmarks, ends or record is superseded factsheets, and posters which are displayed in the division and distributed at public education outreach events. Emergency Master Emergency plan records for City Hall, Semipermanent 10 years Plans Emergency Management, and Continuity of Operations. Events, Public Works Records related to planning Public Semipermanent 5 years Works internal and external events. Newsletters Annual newsletter prepared by the Permanent In perpetuity Public Works Department. Newsletters Monthly staff newsletter. Transitory Until administrative need (Internal) ends. Organization Charts Organization charts. Transitory Until administrative need ends or record is superseded Rate/Fee Records Records related to establishing utility Semipermanent 20 years rates and fees, including calculations, research and recommendations. Resource Documents Notebooks, Meeting Notes, To Do Transitory Until administrative need /Notes Lists, employee-compiled notes or ends or record is superseded references to assist in work including non-city lawsuits. Special Projects Documents related to special or one- Semipermanent 10 years time projects to include,but not limited to: Strategic Plans, Inventory Management, Project Information, Rail 831Page Page 205 Item#7. with Trail, Subdivisions, and Accreditation. Studies Studies related to Public Works as Transitory Until administrative need provided by consultants. ends Surveys Public Works initiated internal and Semipermanent 5 years external surveys and survey results. Capital Projects and Facilities Capital Improvement Records including but not limited to Transitory Records are kept until project Projects for Other attendance for public meetings, AVO's completion and then turned Departments (Avoid Verbal Orders—Written over to appropriate Instructions), change orders, department construction checklists, consultant reports, consultants/contractors contracts, contract addendums, council memos, daily reports, design checklists, door knockers/hangers engineering estimates, field orders, final acceptance letters, inspection reports,Notices of Intent(NOI), Notices of Termination(NOT), Notices to Proceed, pay applications, preconstruction agendas, preconstruction notices, preconstruction recordings, progress reports, construction punchlists,project correspondence (letters, responses), project info memos,project schedules, project-related purchase order(PO) requisitions,project-related POs, QLPE (Qualified Licensed Professional Engineer) letters, record drawings (filed separately),project- related requests for information, resubmittals, submittal responses, submittals, substantial completion letters, work change directives. Engineering Correspondence, Engineering transmittals (not project- Temporary 3 years Engineering related), serviceability letters, Letters of Interest. Engineering Policies Documents the formulation, adoption, Transitory Until administrative need and implementation of internal actions ends or record is superseded /decisions. Includes: project design and construction assumptions and procedures, customer relations and claims guidance, time off, attendance 841Page Page 206 Item#7. of professional association events, and other guidance. Fire Flow Requests Requests from customers for fire flow Semipermanent 75 years and responses from Engineering staff based on computer modeling. Mailing Lists Project mailing list. Transitory Until project completed Reference Documents Preliminary engineering reports, Permanent In perpetuity facility plans, other studies. Sewer Modeling Requests from customers to run sewer Semipermanent 75 years Requests model for capacity and sizing and response from Engineering staff based on computer modeling. Specifications Specifications such as, but not limited Transitory Until administrative need to the City's Supplemental Specs, ends or record is superseded Idaho Standards for Public Works Construction(ISPWC), and American Water Works Association(AWWA). Environmental Environmental Awards presented to citizens and Semipermanent 5 years Awards Records businesses in recognition of environmental contributions to the community. This includes but is not limited to award nominations, certificates, photographs, and lists of recipients. Floodplain Records of floodplain development Permanent In Perpetuity Administration including floodplain permits and floodplain certificates. Pretreatment Educational Records including but not limited to Transitory Until administrative need Outreach Materials educational brochures,bookmarks, ends or record is superseded factsheets, and posters which are displayed in the division and distributed at public education outreach events. Industrial Records related to the identification, Semipermanent Keep all records five years, Pretreatment inspections sampling,permitting, until the end of the IPDES formalized agreements and/or contracts permit cycle, or as requested between the City and individual 851Page Page 207 Item#7. facilities within the business and by state or federal agencies, industrial sectors that must comply whichever is longer with the federal requirements of the Environmental Protection Agency 40 CFR Part 403, General Pretreatment regulations. These records and supporting documentation typically include: Industrial waste questionnaires,permit applications, permits and fact sheets, inspection reports, Industrial user reports, monitoring data(including laboratory reports), required plans (e.g., slug control, sludge management,pollution prevention) , enforcement activities, and correspondence to and from the Industrial User. Permitted Facilities Records related to permitted facilities, Semipermanent 10 years including zero discharge permits Photos, Industrial Photos related to the identification, Semipermanent Keep all records five years, Pretreatment inspections sampling,permitting, until the end of the IPDES formalized agreements and/or contracts permit cycle, or as requested between the City and individual by state or federal agencies, facilities within the business and whichever is longer industrial sectors that must comply with the federal requirements of the Environmental Protection Agency 40 CFR Part 403, General Pretreatment regulations. Pretreatment Awards Awards presented to businesses in Semipermanent 5 years Records recognition of Best Management Practices (BMP) contributions to the Wastewater Resource Recovery Facility. This includes but is not limited to award nominations, certificates, photographs, and lists of recipients. Wastewater Air Permit All documents and reports related to Semipermanent 5 years from the date of the the Air Permit. Can include reports, monitoring sample, 86 1 Page Page 208 Item#7. manuals, data, and calibration measurement, report or information. application; or from end of permit Biosolids All documents and reports related to Semipermanent 5 years,until end of the biosolids production and disposal. Can IPDES permit cycle, or include Sewer Sludge Application Site longer as requested by state Logs and Sewage Sludge Management or federal agencies; Plans. Discharge monitoring reports kept 20 years after permit expiration Confined Space A written authorization prepared prior Semipermanent 5 years from date issued Entry Permit to employee entry into a Permit Required Confined Space. The Department's permit contains specific entry space, purpose and time conditions under which the entrance will operate. Discharge Records documenting effluent quality Semipermanent Keep discharge monitoring Monitoring Records discharged from the City wastewater reports 20 years after permit treatment facility. Includes permit expiration. Keep all other required supporting documentation. records 5 years, until the end of the IPDES permit cycle, or as requested by state or federal agencies, whichever is longer Equipment Records documenting the maintenance Semipermanent Keep 5 years after equipment Maintenance & and calibration of equipment and removed from service, until Calibration Records instruments used to undertake and the end of the IPDES permit monitor wastewater treatment cycle, or as requested by state operations. Useful to verify equipment or federal agencies, reliability and for reference by whichever is longer. regulatory agencies. Information includes: date, type of equipment maintained or calibrated, tests performed, repairs needed, comments, and related information. Idaho Pollutant Records documenting the application Semipermanent Keep all records 5 years,until Discharge for and issuance of a permit to the City 40 CFR 122.41 the end of the IPDES permit Elimination System under the Idaho Pollutant Discharge cycle, or as requested by state (IPDES) Records Elimination System (IPDES)program or federal agencies, which allows discharge of specific whichever is longer. pollutants under controlled conditions. Records typically include: applications, permits, addenda, modifications, and related supporting documentation. Information includes: influent and 87 1 Page Page 209 Item#7. effluent limits, chemical analysis records, water flow, test and recording requirements, definitions and acronyms, compliance schedules, and related data. Reclaimed Water Includes all records related to the Semipermanent Keep for two years beyond Records (REUSE) reclaimed water permit. Can include the period of the permit, or as permits, permit applications, manuals, requested by state or federal plans, agreements, data and reports. agencies,whichever is longer. Sewer Maintenance Records documenting the maintenance Semipermanent Keep records requiring and Repair Records and repair of City sewers. May include engineering stamps two years summaries, reports, and similar records after life of structure. Keep usually compiled from daily work other records five years or records on a monthly or quarterly until asset is removed from basis. service or the administrative need ends. Sewer Smoke Test Records documenting smoke tests Semipermanent 10 years Records undertaken to verify hookup to main sewer lines, check condition of pipes, or determine effectiveness of backflow prevention devices. Information typically includes: maps or diagrams of lines tested, location of leaks detected, inspector's name, pipe size, and related information. Sewer Television/ Records from contractors documenting Semipermanent 5 years Videoscan Inspection television inspections used to locate Records (External) problems and defects in sewer lines. Often consists of, inspections of newly constructed lines. Sewer Television/ Records documenting television Transitory Keep record until asset Videoscan Inspection inspections used to locate problems removed from service. Records (Internal) and defects in sewer lines. Often consists of periodic inspections of existing lines, final inspections of newly constructed lines, and inspections at the end of warranty periods. Valve Maintenance Records documenting the location, Semipermanent Keep records requiring Records specifications, maintenance, and repair engineering stamps two years of valves in the City sewer system. after life of structure. Keep Includes lists, charts, drawings, reports, other records five years or logs, and related records, valve until asset is removed from location, identification number, run of service or the administrative pipe, size, make, year installed, depth, need ends. 881Page Page 210 Item#7. turns to open and normal position, narratives of valve maintenance and repair, test run,personnel completing work, dates, and related information. Wastewater Complaint letters, notes, or phone calls Semipermanent Keep all records five years, Customer Complaint and in-person complaints from until the end of the IPDES Records customers or citizens permit cycle, or as requested by state or federal agencies, whichever is longer. Wastewater Preventative maintenance schedules, Semipermanent Keep records five years or Preventative work orders until the asset is removed Maintenance Work from service or until the Plan Records period of reclaimed water permit plus two years,until the end of the IPDES Permit cycle, or as requested by state or federal agencies, whichever is longer. Water Backflow Dual A list of customers who have two Transitory Until administrative need Connection List water connection sources for outdoor ends use Backflow Surveys A survey of properties noting the Transitory Until administrative need location and type of hazard and type of ends or record is superseded assembly Backflow Tester Tester information including a copy of Transitory Until administrative need Information their license,proof of insurance, and ends or record is superseded tester kit calibration Backflow Tester List A list of backflow testers with their Transitory Until administrative need pricing ends or record is superseded Backflow Tests Backflow assemblies test report Temporary 3 years Chlorine Residuals/ A report showing sample dates and Permanent In perpetuity Compliance locations of free chlorine remaining in the City water system Clothing Spreadsheet Spreadsheet with individual clothing Transitory Until administrative need and boot information ends or record is superseded Confined Space A written authorization prepared prior Semipermanent 5 years from date issued Entry Permit to employee entry into a Permit Required Confined Space. The Department's permit contains specific entry space, purpose and time conditions under which the entrance will operate. Construction Bacteria sample results taken for water Semipermanent 5 years Samples line/well construction 891Page Page 211 Item#7. Consumer Report mandated by EPA delivered to Transitory Until administrative need Confidence Reports Meridian citizens that are connected to ends (CCR's) City water Critical Water Users Records that identify critical water Transitory Until administrative need users within the City of Meridian, such ends or record is superseded as hospitals, medical facilities, schools, large corporate facilities, hotels, motels, restaurants, and the water park. This record evolves as new businesses move into Meridian and critical water users leave Meridian. Daily Chlorine Field notes from Chlorine residuals Temporary 3 years Residuals taken from various sample ports in the City water system Digline Marking Agreements between City and Semipermanent 5 years Agreement Excavators for marking facility Fire Flow Reports Actual fire flow data taken from a Semipermanent 75 years particular fire hydrant Hydrant Meter Billing documents from fire hydrant Transitory Until administrative needs Reads Spreadsheet meter readings based on water used for ends construction ISO Fire Hydrant Updates to our Insurance Evaluator Semipermanent 5 years Reports notifying them of new hydrants to Water System Leak Letters Letters that are mailed to customer Semipermanent 5 years informing customer of a possible leak are attached to the service order for leak check License Agreements Agreement between water purveyors Permanent In perpetuity (City of Meridian) and the Idaho Department of Environmental Quality (IDEA) for discharge of domestic water into U.S waterways Maximum Maximum Contaminant Level (MCL) Permanent In perpetuity Contaminant Level Violation notices. Required by (MCL) Public Department of Environmental Quality Notification (DEQ) (DEQ)to notify the public. Meter Warranty A report on meter warranty Semipermanent 25 years Report Monitoring Waivers Sampling waivers to reduce the Permanent In perpetuity frequency of sampling Production & Repair/Maintenance history on Transitory Until superseded or removed Maintenance distribution&Production system and Distribution System all related equipment History 901Page Page 212 Item#7. PRV/Wells Reads Asset Management software reports on Permanent In perpetuity Pressure Reducing Valves (PRV) and Well reads Radio Licensing Licensing spreadsheets for SCADA Transitory Until administrative need radios, base station and vehicle ends or record is superseded two/way radios, meter reading infrastructure Reclaimed Water Reads from reclaimed meters based on Transitory Until administrative need Read Spreadsheet water used ends Reclaimed Water Survey reports to monitor compliance Transitory Until administrative need Surveys ends or record is superseded Safety Inspections Inspections/Reports for Gas Monitors, Semipermanent 30 years Crane, Fall Protection, and Fire Inspection Sampling Chain of Sample report form for sampling City Permanent In perpetuity Custody water for bacteria to satisfy compliance monitoring. Results are reported on separate form unless sampling is done for Bac-T. Sampling Equipment Forms for calibration and certification Permanent In perpetuity Calibration/Repair or repair of sampling equipment Sampling Sample report form for sampling the Permanent In perpetuity Results/Special/ water for compliance and Compliance noncompliance monitoring Service Orders Records including requests from Semipermanent 5 years customer, Utility Billing, or Water Division to perform work or get a read at an address as well as historical logs showing service order number Spring flush notices Flush notices mailed to customers for Semipermanent 5 years (Mailers) spring flush of water system/Maps Subdivision Map Spreadsheet with subdivision number Transitory Until administrative need Section reports ends or record is superseded System Location Maps, Photos, hand drawings of Water Transitory Until administrative needs Documents System Components ends or record is superseded Turbidity Reports Logs used for entering wasted water Semipermanent 25 years flushed from the water system and not sold. Flush locations are listed. Water Quality information, including Nephelometer Turbidity(NTU) readings, are documented. Water Asset Records that identify asset location and Transitory Keep until asset is removed Information manufacturer maintenance information from service Water Division SOPS Standard policies and procedures for Transitory Until administrative need the Water Division ends or record is superseded 91 1 Page Page 213 Item#7. Water Meter Reports Water meter reports including NC list, Semipermanent 5 years billing status report, autoread master route report, billing pre-scan report, re- reads, and water meter testing results, Sensus analytics, RNI Reports Water Quality Any mailed correspondence with labs, Semipermanent 15 years Correspondence customers, regulators concerning sampling Water Quality Records documenting water quality Semipermanent 25 years Master Log calls from customers Well Disconnects Documents on private well disconnects Permanent In perpetuity 92 1 Page Page 214 Item#7. IDAHO STATUTE TITLE SO, CHAPTER 9, SECTION 50-907 TITLE 50 MUNICIPAL CORPORATIONS CHAPTER 9 ORDINANCES -- CITY CODE—RECORDS 50-907. CLASSIFICATION AND RETENTION OF MUNICIPAL RECORDS. (1) "Permanent records" shall consist of: (a) Adopted meeting minutes of the city council and city boards and commissions; (b) Ordinances and resolutions; (c) Building plans and specifications for commercial projects and government buildings; (d) Fiscal year-end financial reports; (e) Records affecting the title to real property or liens thereon; (f) Cemetery records of lot ownership,headstone inscriptions,interment,exhumation and removal records, and cemetery maps,plot plans and surveys; (g) Poll books, excluding optional duplicate poll books used to record that the elector has voted, tally books, sample ballots, campaign finance reports, declarations of candidacy, declarations of intent, and notices of election; and (h) Other documents or records as may be deemed of permanent nature by the city council. Permanent records shall be retained by the city in perpetuity, or may be transferred to the Idaho state historical society's permanent records repository upon resolution of the city council. (2) "Semipermanent records" shall consist of: (a) Claims, canceled checks, warrants, duplicate warrants, purchase orders, vouchers, duplicate receipts,utility and other financial records; (b) Contracts; (c) Building applications for commercial projects and government buildings; (d) License applications; (e) Departmental reports; (f) Bonds and coupons; and (g) Other documents or records as may be deemed of semipermanent nature by the city council. Semipermanent records shall be kept for not less than five (5) years after the date of issuance or completion of the matter contained within the record. (3) "Temporary records" shall consist of. (a) Building applications, plans, and specifications for noncommercial and nongovernment projects after the structure or project receives final inspection and approval; (b) Cash receipts subject to audit; (c) Election ballots and duplicate poll books; and (d) Other documents or records as may be deemed of temporary nature by the city council. Temporary records shall be retained for not less than two (2) years, but in no event shall financial records be destroyed until completion of the city's financial audit as provided in section 67-450B, Idaho Code. (4) "Historical records" shall consist of records which, due to age or cultural significance, are themselves artifacts of historical value. Historical records have enduring value based on the 931Page Page 215 Item#7. administrative, legal, fiscal, evidential or historical information they contain. Historical records shall be retained by the city in perpetuity or may be transferred to the Idaho state historical society's permanent records repository pursuant to subsections 8. and 9. of section 67-4126, Idaho Code, upon resolution of the city council. (5) Each city council shall adopt by resolution a records retention schedule, listing the various types of city records and the retention period for each type of record. (6) The city may reproduce, retain and manage records in a photographic, digital or other nonpaper medium. The medium in which a document is retained shall accurately reproduce the record in paper form during the period for which the document must be retained and shall preclude unauthorized alteration of the document. (a) If the medium chosen for retention is photographic, all film used must meet the quality standards of the American national standards institute (ANSI). (b) If the medium chosen for retention is digital, the medium must provide for reproduction on paper at a resolution of at least two hundred(200) dots per inch. (c) A record retained by the city in any form or medium permitted under this section shall be deemed an original public record for all purposes. A reproduction or copy of such record, certified by the city clerk, shall be deemed to be a transcript or certified copy of the original and shall be admissible before any court or administrative hearing. (d) Once a semipermanent or temporary record is retained in a nonpaper medium as authorized by this section: (i) The original paper document shall be considered a duplicate of the record, and may be summarily disposed of or returned to the sender; and (ii) The provisions of this section related to retention and destruction of semipermanent and temporary records shall apply only to the record retained in the nonpaper medium. (e) Once a permanent record is retained in a nonpaper medium as authorized by this section: (i) The original paper document shall be considered a copy of the record and may be destroyed after compliance with the provisions of this subparagraph. Prior to destruction of original paper documents, the city clerk shall provide written notice, either by electronic or physical delivery, including a detailed list of the documents proposed for destruction to the Idaho state historical society. The Idaho state historical society shall have thirty(30) days after receipt of the notice to review the list and respond in writing, either by electronic or physical delivery, to the city clerk identifying any documents that will be requested to be transferred from the city to the historical society for retention in the permanent records repository. Any documents that will not be transferred for retention in the permanent records repository may be destroyed. If the city clerk receives no written response within thirty(30) days after the notice was received by the historical society, then the records proposed for destruction may be destroyed. (ii) The provisions of this section related to retention of permanent records shall only apply to the record retained in the nonpaper medium. (f) Even if a historic record is retained in a nonpaper medium as authorized by this section, the original paper record shall also be retained by the city in perpetuity, or it may be transferred to the Idaho state historical society's permanent records repository upon resolution of the city council. (g) Whenever any record is retained in a nonpaper medium, the city clerk shall maintain, throughout the scheduled retention period for such record, suitable equipment for displaying such record at not less than original size and for making copies of the record. (h) Whenever any record is retained in a nonpaper medium, it shall be made in duplicate and the custodian thereof shall place one (1) copy in a fire-resistant vault or off-site storage facility, and 941Page Page 216 Item#7. he shall retain the other copy in his office with suitable equipment for displaying such record at not less than original size and for making copies of the record. (7) Destruction or transfer of records: (a) Permanent records shall not be destroyed, except for paper originals of permanent records retained in a nonpaper medium as provided in subsection(6)(e) of this section. Permanent records may be transferred to the Idaho state historical society's permanent records repository upon resolution of the city council. (b) Semipermanent records may be destroyed only by resolution of the city council and upon the advice of the city attorney, except for paper originals of semipermanent records retained in a nonpaper medium as provided in subsection(6)(d) of this section. Such disposition shall be under the direction and supervision of the city clerk. The resolution ordering destruction shall list in detail records to be destroyed. (c) Temporary records may be destroyed only by resolution of the city council and upon the advice of the city attorney,except for paper originals of temporary records retained in a nonpaper medium as provided in subsection (6)(d) of this section. Such disposition shall be under the direction and supervision of the city clerk. The resolution ordering destruction shall list in detail records to be destroyed. (d) Historical records may not be destroyed but may be transferred to the Idaho state historical society's permanent records repository upon resolution of the city council. History: [50-907, added 2005, ch. 41, sec. 2, p. 164; am. 2016, ch. 226, sec. 1,p. 621.] 951Page Page 217 7/tem 77 E IDIAN 'aAHO AGENDA ITEM ITEM TOPIC: AP Invoices for Payment- 10-14-21 - Special - $844,940.28 Page 218 Item#8. 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 ALERTSENSE INC AlertSense Core*AlertSense CriticalCONNECT(Internal) 2,495.00 01 General Fund BANK OF AMERICA VISA#5201,9/2020 payment#2 2,040.19 01 General Fund BPA HEALTH,INC. EAP Premiums,October 2020, 535 employees 1,693.32 01 General Fund CENTURYLINK CENTREX phone lines, Homecourt, FS#1 09/17- 737.92 10/18/20 01 General Fund CITY OF MERIDIAN EMPLOYEE City of Meridian Cobra Plan Oct 2020 B.Nielsen, 0.00 BENEFITS PLAN TRUST B.Bjornson 01 General Fund CITY OF MERIDIAN EMPLOYEE City of Meridian HDHP October 2020 medical premiums 21,449.81 BENEFITS PLAN TRUST 01 General Fund CITY OF MERIDIAN EMPLOYEE City of Meridian PPO Plan Oct 2020 331,668.00 BENEFITS PLAN TRUST 01 General Fund CITY OF MERIDIAN PETTY CASH Petty Cash-September reimbursement 17.80 01 General Fund DATEC,INC 20-0372 Panasonic CF-33 Toughbook 132,260.79 01 General Fund DELTA DENTAL PLAN OF IDAHO Group#0133-0000-October 2020 dental Premiums 22,187.92 01 General Fund JOHNSON CONTROLS FIRE 20-0054, 20-0198,20-0261 Johnson Controls 3,523.24 PROTECTION LP 01 General Fund MASTERCARD MC Parks#2 9/30/20 Statement- 68.21 01 General Fund MASTERCARD MC PD#4 9/30/2020-Statement- 25.98 01 General Fund NCPERS GROUP LIFE INS NCPERS Group Life Insurance-October 2020 656.00 01 General Fund NEW YORK LIFE INSURANCE COMPANY New York Life Insurance-Oct 2020 883.70 01 General Fund NORTHWEST FIRE FIGHTERS Acct#52 Oct 2020 FireFighters Insurance Premiums 108,072.51 BENEFITS TRUST 01 General Fund TOTAL SYSTEM SERVICES 20-0033, 20-0405 HVAC PM For May 15,434.74 01 General Fund TOTAL SYSTEM SERVICES 20-0033,20-0405 HVAC PM for July 8,868.41 01 General Fund TOTAL SYSTEM SERVICES 20-033,20-0405 HVAC Filter Change for June 5,719.96 01 General Fund TOTAL SYSTEM SERVICES HVAC repairs at City Hall 1,601.72 01 General Fund UNITED HERITAGE INSURANCE 02065-001 Life Insurance Premiums Oct 2020 4,288.55 01 General Fund UNITED HERITAGE INSURANCE 02065-001 LongTermDisability Insurance Premiums 6,643.06 Oct 2020 01 General Fund UNITED HERITAGE INSURANCE 02065-001 ShortTerm Disability Insurance Premiums 5,302.99 Oct 2020 01 General Fund UNITED HERITAGE INSURANCE Group#2065A-001 United Heritage Vol Life Ins Oct 5,031.24 2020 01 General Fund VISION SERVICE PLAN Client#30044489-October 2020 Vision Premiums 4,600.98 01 General Fund WILLAMETTE DENTAL OF IDAHO, INC Group#ID52-October 2020 dental Premiums 6,532.70 Total 01 General Fund 691,804.74 60 Enterprise BANK OF AMERICA VISA#5201,9/2020 payment#2 123.04 Fund Page 219 Date:10/14/20 02:53:00 PM Page:1 Item#8. City Of Meridian Invoices Selected for Payment-Invoices for Payment- Eunice Fund Code Fund Title Vendor Name Invoice/Credit Description Invoice Amount 60 Enterprise BPA HEALTH, INC. EAP Premiums,October 2020, 535 employees 505.53 Fund 60 Enterprise CENTURYLINK CENTREX phone lines, Homecourt, FS#1 09/17- 628.10 Fund 10/18/20 60 Enterprise CITY OF MERIDIAN EMPLOYEE City of Meridian Cobra Plan Oct 2020 B.Nielsen, 581.37 Fund BENEFITS PLAN TRUST B.Bjornson 60 Enterprise CITY OF MERIDIAN EMPLOYEE City of Meridian HDHP October 2020 medical premiums 4,858.67 Fund BENEFITS PLAN TRUST 60 Enterprise CITY OF MERIDIAN EMPLOYEE City of Meridian PPO Plan Oct 2020 125,317.57 Fund BENEFITS PLAN TRUST 60 Enterprise DELTA DENTAL PLAN OF IDAHO Group#0133-0000-October 2020 dental Premiums 7,485.14 Fund 60 Enterprise JOHNSON CONTROLS FIRE 20-0054, 20-0198,20-0261 Johnson Controls 1,436.73 Fund PROTECTION LP 60 Enterprise JWC ENVIRONMENTAL INC No PO WRRF Headworks Control Grit Equip Paint 356.58 Fund 09/10/2020 60 Enterprise NCPERS GROUP LIFE INS NCPERS Group Life Insurance-October 2020 160.00 Fund 60 Enterprise TOTAL SYSTEM SERVICES 20-0033, 20-0405 HVAC PM For May 746.69 Fund 60 Enterprise TOTAL SYSTEM SERVICES 20-0033,20-0405 HVAC PM for July 598.16 Fund 60 Enterprise TOTAL SYSTEM SERVICES 20-033, 20-0405 HVAC Filter Change for June 275.69 Fund 60 Enterprise UNITED HERITAGE INSURANCE 02065-001 Life Insurance Premiums Oct 2020 1,383.85 Fund 60 Enterprise UNITED HERITAGE INSURANCE 02065-001 LongTermDisability Insurance Premiums 1,719.89 Fund Oct 2020 60 Enterprise UNITED HERITAGE INSURANCE 02065-001 ShortTerm Disability Insurance Premiums 1,399.11 Fund Oct 2020 60 Enterprise UNITED HERITAGE INSURANCE Group#2065A-001 United Heritage Vol Life Ins Oct 834.77 Fund 2020 60 Enterprise VISION SERVICE PLAN Client#30044489-October 2020 Vision Premiums 1,662.65 Fund 60 Enterprise WILLAMETTE DENTAL OF IDAHO, INC Group#ID52-October 2020 dental Premiums 3,062.00 Fund Total 60 Enterprise 153,135.54 Fund Page 220 Date:10/14/20 02:53:00 PM Page:2 Item#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 844,940.28 Page 221 Date:10/14/20 02:53:00 PM Page:3 7/tem 77 E IDIAN 'aAHO AGENDA ITEM ITEM TOPIC: Invoices for Payment- 10-21-20 - $2,492,606.78 Page 222 Item#9. 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-B Caulder 9.00 01 General Fund ACE AUTO BODY Repair Damage to Front End, Pit on 9/21/20 Unit#161 1,910.82 01 General Fund ADVANCE AUTO PARTS battery for fleet truck 22-qty 1 93.79 01 General Fund ADVANCE AUTO PARTS cable for overhead light for fleet truck 30-qty 100 151.00 01 General Fund ADVANCE AUTO PARTS fuses for vehicles-qty 10 5.50 01 General Fund ALERTSENSE INC AlertSense Core*AlertSense CriticalCONNECT(Internal) 2,495.00 01 General Fund ALPINE TREE SERVICE INC Centennial Park oak tree pruning maintenance 1,100.00 01 General Fund ALPINE TREE SERVICE INC Pine Avenue horsechestnut tree pruning maintenance 2,825.00 01 General Fund ALPINE TREE SERVICE INC Pine Avenue tree maintenance 615.00 01 General Fund ALPINE TREE SERVICE INC Storey Park Poplar tree removal 3,050.00 01 General Fund AMERICAN DOOR SERVICE/MERIDIAN Installed CID Computer Room Door Closure 500.00 DOOR&HARDWARE 01 General Fund AMERIGLO Firearm Cleaning Product 4,300.00 01 General Fund APPROVED GAS MASKS Gas Masks&Filters Qty.20 4,352.80 01 General Fund BATTERIES PLUS BULBS 220/equipent batteries,st. 1 35.80 01 General Fund BATTERIES PLUS BULBS Batteries for Patrol 35.16 01 General Fund BERRY ELECTRICAL SERVICES,INC. No PO Streetlight Damage Claim Pole#1C king&main 13,410.00 01 General Fund BERRY ELECTRICAL SERVICES,INC. No PO Streetlight Damage Claim Pole#52110C 9,977.00 01 General Fund BIG VALLEY SUPPLY nitrile gloves-qty 26 883.74 01 General Fund BIG VALLEY SUPPLY spray tanks for Kleiner Park shop 1,198.39 01 General Fund BLIMPIE-MOXIE JAVA Blimpie sandwiches for PW staff picnic on 09/23/20 23.60 01 General Fund BLUE360 MEDIA INC 2020 Version of Criminal/Traffic Law Books 1,226.48 01 General Fund BOISE SOFTBALL UMPIRES ASSOC. 20-0231 softball umpires 9/21-9/25/20-qty 29 games 1,438.69 01 General Fund BONNEVILLE BLUE PRINT SUPPLY pathways plan set for Fairview Ave Connection 17.10 01 General Fund BOTACH INC. Breaching Saw, Bolt Cutters, Fence Cutters,Gas Masks 4,867.96 01 General Fund BOUNDTREE MEDICAL 220/BP cuffs qty 4, pocket guide,forceps, medical 208.62 01 General Fund BOYS&GIRLS CLUBS OF ADA COUNTY 7/15/14 agreement for gym use-facility transportation 9,000.00 FY21 01 General Fund BRIGHT IDEAS LIGHTING light work at Heritage ball fields 895.98 01 General Fund BRUNEEL TIRE OF MERIDIAN LLC Front Brakes to Fix Pulsation Noise Unit#528 540.49 01 General Fund BRUNEEL TIRE OF MERIDIAN LLC oil change for fleet truck 31-license C20103 549.86 01 General Fund BRUNEEL TIRE OF MERIDIAN LLC Oil Change for Unit# 106 65.00 01 General Fund BRUNEEL TIRE OF MERIDIAN LLC Oil change for Unit# 161 54.99 01 General Fund BRUNEEL TIRE OF MERIDIAN LLC Oil Change for Unit#8 55.00 01 General Fund BRUNEEL TIRE OF MERIDIAN LLC Oil Change,Wipers and Tires for Unit# 165 690.99 01 General Fund BSN SPORTS, INC. Flag Football flags-qty 20 64.80 01 General Fund BSPSI BSPSI 2020 Training Bldg Svs team 730.00 01 General Fund CAPITAL EDUCATORS FCU Investigation Info for DR# 20-657 30.00 01 General Fund CASCADE FENCE COMPANY,INC. fence/gate parts-R Huskey Park pump filtation 274.51 installment Page 223 Date:10/13/20 01:10:45 PM Page:1 Item#9. 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 CASCADE FENCE COMPANY,INC. latches for Storey Park-qty 2 9.78 01 General Fund CDW GOVERNMENT BTO HP 840 G6 i7-8565U 512/8 WP 2,580.00 01 General Fund CENTRAL COMMONS Refund: Landscaping Surety Dep Rainier Villas 24,723.38 Subdivision 01 General Fund CHAVCO TREE&LANDSCAPE tree pruning at Settlers Park parking lots-qty 75 5,100.00 SERVICES, INC. 01 General Fund CITY EXPLAINED INC Renewal CommunityViz 5.2 Technical Support for 675.00 Permanent Gov 01 General Fund CIVICPLUS INC CivicRec Annual Renewal 8,000.00 01 General Fund CLOVERDALE NURSERY compost for Kleiner Park-qty 15 cu yds 696.00 01 General Fund CLOVERDALE NURSERY topsoil for Kleiner Park tree planting-qty 4 cu yds 80.00 01 General Fund CLOVERDALE NURSERY topsoil for tree planting at Kleiner Park-qty 4 80.00 01 General Fund COASTLINE EQUIPMENT COMPANY skidsteer for Heritage ball fields 9/21/20 366.83 01 General Fund D&B SUPPLY blower,shop vac,flashlight,tape measure-qty 4 384.92 01 General Fund D&B SUPPLY chain saw,air compressor, blowers,tools,shovel, 2,283.70 rakes; 26 01 General Fund D&B SUPPLY chainsaw parts for forestry-qty 2 66.98 01 General Fund D&B SUPPLY Dog Food for K9 Grizz 62.98 01 General Fund D&B SUPPLY Supplies for K9 Arco 73.97 01 General Fund DATATEL COMMUNICATIONS 20-0392 Software assurance for the dates 13,256.00 10/3/20-10/2/21 01 General Fund DATEC,INC 20-0372 Panasonic CF-33 Toughbook 132,260.79 01 General Fund ELECTRICAL WHOLESALE SUPPLY CO emergency light for Homecourt-qty 1 51.42 01 General Fund ELECTRICAL WHOLESALE SUPPLY CO light bulbs for Kleiner Park flagpole-qty 3 42.95 01 General Fund FASTENAL COMPANY roll pins for Trailmax trailer repair-qty 25 14.13 01 General Fund FIRSTSPEAR, LLC IR Cell Tags for NVG's 36.22 01 General Fund GEM STATE PAPER&SUPPLY CO 20-0374 grip-n-grab-qty 1 case 122.74 01 General Fund GEM STATE PAPER&SUPPLY CO 20-0374 mops-qty 4 317.03 01 General Fund GEM STATE PAPER&SUPPLY CO electrostatic backpack sprayer for viricide-qty 1 1,869.00 01 General Fund GOVERLAN,INC. 3x Maintenance Support Extension-Enterprise Edition 1,975.00 (Legacy) 01 General Fund H.D. FOWLER COMPANY drain pipe&tees for Hillsdale Park-qty 52 57.86 01 General Fund H.D. FOWLER COMPANY irrigation parts for contracted sites-qty 43 282.70 01 General Fund HORIZON DISTRIBUTORS INC miscellaneous hand tools,rakes,trash can-qty 19 614.30 01 General Fund IDAHO CORRECTIONAL INDUSTRIES Desk for Lt Harper 999.00 01 General Fund IDAHO EMPLOYMENT LAWYERS PLLC Pogue/Nary-Take-a-aways from COVID-19 10/05/20 478.40 01 General Fund IDAHO PRESS-TRIBUNE Gateway at 10 Mile H-2020-0046 60.50 01 General Fund IDAHO PRESS-TRIBUNE Ord 20-1897 Delano Sub Annexation 134.44 01 General Fund IDAHO PRESS-TRIBUNE PH Notice: Changes to City Code related to Bldg Svcs 52.36 01 General Fund IDAHO STATE POLICE HR Fingerprinting Services August 2020 339.25 Page 224 Date:10/13/20 01:10:45 PM Page:2 Item#9. 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 HR Fingerprinting Services Sept 2020 163.00 01 General Fund IDAHO STATE POLICE PD Fingerprinting Services Sept 2020 66.50 01 General Fund IDAHO TOOL&EQUIPMENT miscellaneous tools-qty 19 3,070.42 01 General Fund IDAHO TOOL&EQUIPMENT socket sets for fleet truck 13-qty 3 624.92 01 General Fund INTERMOUNTAIN GAS 0981623008 September 2020 1,229.07 01 General Fund INTERSTATE ALL BATTERY CENTER 220/4 batteries for bldg mtnc,st 2&4 77.60 01 General Fund INTERSTATE ALL BATTERY CENTER battery for Jacobsen 311 mower-qty 1 159.60 01 General Fund IT'S ALL ABOUT YOU CATERING boxed lunches for end-of-season staff activity-qty 44 440.00 01 General Fund JAIME DEL BARRIO#10635 Reimb: Pre-Employ Fingerprinting 100.00 01 General Fund KENDALL NAGY#3246 PerDiem:K.Nagy CCI, MCCall,ID 10/11/20-10/13/20 137.50 01 General Fund KEVIN KINNAMAN #3175 PerDiem:K.Kinnaman,POST,Hagerman,ID 137.50 10/11/20-10/13/20 01 General Fund L.N. CURTIS AND SONS 20-0208 220/Turnout boots 325.00 01 General Fund L.N. CURTIS AND SONS 220/Pants(2) Fedrizzi 170.00 01 General Fund L.N. CURTIS AND SONS 220/Workrite pants(5) 608.00 01 General Fund L.N. CURTIS AND SONS 220/7 valves,7tips,21 adapters,fire hose equipment 3,397.89 01 General Fund LAWN CO MAINTENANCE 21-0032 price code#1/landscape maintenance 19,660.00 contract 10/2020 01 General Fund LAWN CO MAINTENANCE 21-0032 price code#3/landscape maintenance 6,240.00 contract 10/2020 01 General Fund LAWN CO MAINTENANCE downtown tree box work on E Pine Avenue 3,895.00 01 General Fund LEGACY FEED&FUEL chainsaw parts for forestry-qty 95 118.05 01 General Fund LEGACY FEED&FUEL Stihl M56 brush-qty 1 352.79 01 General Fund LES SCHWAB TIRE CENTER fleet truck 3 tire repair-license C18044 25.74 01 General Fund MINUTEMAN LOCK&SECURITY ReKey K9 Office Door,Swap Closet Knob and CID 105.00 Computer Knob 01 General Fund MODERN PRINTERS Flyers for Community Events,Smokescreen 90.00 01 General Fund MODERN PRINTERS Flyers for RX Takeback 225.00 01 General Fund MOTION&FLOW CONTROL PRODUCTS fleet truck 26 slip tank repair parts-qty 150 92.61 01 General Fund MOTIONS DANCE STUDIO instructor fee- Dazzle/Dance,Cheer 9/1-9/26/20-qty 1,024.00 34 01 General Fund MOTIONS DANCE STUDIO instructor fee-Crossover,Mega,Mystic,RecCheer 1,214.40 8/31-9/28/20 01 General Fund NESMITH BROTHERS TOWING Evidence Tow DR#20-5826 75.00 01 General Fund NESMITH BROTHERS TOWING evidence Tow, DR# 20-5626 75.00 01 General Fund NORCO 220/Hydro&Inspect 16 SCBA cylinders 416.00 01 General Fund NORCO cylinder rental for welding gas-September 2020 31.50 01 General Fund NORCO FY 20 Anual replacement of exp hard hats for PW Staff 126.57 at CH 01 General Fund NORTHWEST SAFETY CLEAN 220/Turnout repair(Schepper) 169.01 Page 225 Date:10/13/20 01:10:45 PM Page:3 Item#9. 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 NUTRIEN AG SOLUTIONS, INC. credit on Dismiss NXT-qty 2 (1,235.20) 01 General Fund NUTRIEN AG SOLUTIONS, INC. Dismiss NXT-qty 2 1,298.00 01 General Fund OFFICE DEPOT,INC. manila file folders-qty 2 boxes 38.81 01 General Fund OFFICE DEPOT,INC. Toner, paper,calendars, pens, pads,etc. 1,312.98 01 General Fund ON THE SPOT CLEANERS#15 Dry Cleaning for PD Uniforms 900.00 01 General Fund OXARC,INC. 220/refill 6 medical oxygen bottles 35.55 01 General Fund PHOENIX COMMERCIAL Refund:Landscaping Surety Dep Rainier Villas 17,076.62 CONSTRUCTION Subdivision 01 General Fund PLATT ELECTRIC SUPPLY 20-0351 Streetlight Fixtures&Equipment FINAL 15,387.90 01 General Fund PORTAPROS, LLC portable toilets for Heritage ball fields 9/10/20 602.80 01 General Fund PORTAPROS, LLC portable toilets for Jabil Fields 9/10/20 425.40 01 General Fund RANDY S LATTIMER instructor fee- Line Dancing 9/6-9/27/20-qty 12 240.00 01 General Fund RESERVE ACCOUNT POSTAGE USE,September 2020 1,038.05 01 General Fund RODDA PAINT COMPANY materials for City Hall Heritage building door rust 40.66 removal 01 General Fund ROGERS TIRE PROS AND AUTO CARE fleet truck 33 ABS repair-license C21617 680.23 01 General Fund SALT LAKE WHOLESALE SPORTS 20-0344 Training Ammunition 11,836.80 01 General Fund SHI INTERNATIONAL CORP Workspace ONE Advantage 1 yr tech support, Basic 1,779.36 SUP-SUB 01 General Fund SHRED-IT USA, LLC. 220/Shredding St. 1,3,4,5,6 Spet 2020 185.23 01 General Fund SHRED-IT USA, LLC. Shredding Documents for PD Sept 2020 268.85 01 General Fund SIGTRONICS CORPORATION 220/equip repair, 14 headsets, received 9-28&9-29, 2,009.30 2020 01 General Fund SOUTHERN COMPUTER WAREHOUSE Zebra ZQ500 Series ZQ520 Label Printer 509.28 01 General Fund STAR FIRE DISTRICT MAINTENANCE 20-0380 220/MFO19 Scene light,foam gauge, parking 2,657.33 DIVISION brake 01 General Fund STERLING LANDSCAPE DESIGN& paver repairs around downtown tree wells 3,020.00 CONSTRUCTION 01 General Fund STRIVE WORKPLACE SOLUTIONS Printer Paper, USB's,Clip Board, Paper Plates,Chairs 721.07 01 General Fund SUNBELT RENTALS trencher with trailer for Hillsdale Park 9/18/20 279.60 01 General Fund TATES RENTS(GENERAL OFFICE) trencher for pathway edging 9/8-9/21/20 2,352.00 01 General Fund THE CAR PARK Courthouse Parking for Sept 2020 34.00 01 General Fund THE UPS STORE#2586 Postage to send Patches to Santa Ana 10.09 01 General Fund THE UPS STORE#2586 Postage to Send Speed Sensor for SW Update 12.75 01 General Fund THOMAS ERICKSON #3145 PerDiem:T.Erickson,Shaw Shooting Hagerman,ID 302.50 10/11/20-10 01 General Fund TMC, INC 20-0381 Exterior masonry repairs at City Hall 15,608.00 01 General Fund TREASURE VALLEY COFFEE Coffee,Cream,Sugar,Cups&Cooler Rental 302.14 01 General Fund TRI-TECH FORENSICS,INC Evidence Supplies-Envelopes,Ziplock Bags,Gun Boxes 256.28 01 General Fund UNIFORMS 2 GEAR Body Armor Carrier, Kinnaman 43.19 Page 226 Date:10/13/20 01:10:45 PM Page:4 Item#9. 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 UNIFORMS 2 GEAR New Hire Clothing-Agema 81.47 01 General Fund UNIFORMS 2 GEAR New Hire Gear for R.Agema 1,230.58 01 General Fund UNIFORMS 2 GEAR Pouch for Carrier, Body Armor Accessory 98.70 01 General Fund UNIFORMS 2 GEAR Replacement Ballistic Armor Carrier for Pele 93.50 01 General Fund USSSOA 20-0048 Flag Football officials 9/21-9/25/20 x 6;team 875.80 fees 01 General Fund USSSOA 20-0048 volleyball officials for games 9/21-9/25/20 x 51 3,612.54 01 General Fund VARSITY FACILITY SERVICES 20-0087 Janitorial Services at City Facilities Sep20 17,868.69 01 General Fund VICTORY GREENS topsoil for Discovery Park-qty 2 yds 43.90 01 General Fund WILBUR-ELLIS CO. 20-0377 Meridian insecticide-qty 9 cases 18,360.00 01 General Fund YMC, INC. shelving for dog bag conversion kits-qty 32 360.96 Total 01 General Fund 433,128.08 07 Impact Fund POWER PLUS,INC. 220/ST. 6,add circuits to generator, new panel,jboxes 4,941.00 Total 07 Impact Fund 4,941.00 20 Grant Fund CDW GOVERNMENT iKey Rugged Mobile Keyboard 346.95 governmental 20 Grant Fund RESERVE ACCOUNT POSTAGE USE,September 2020 0.00 governmental Total 20 Grant Fund 346.95 governmental 60 Enterprise ADA COUNTY HIGHWAY DISTRICT 20-0243 ACHD-Meridian-Cherry-Ustick Utility Imp Svc 50,473.50 Fund 7/22/20 60 Enterprise ASSOC OF ID PW PROFESSIONALS 2020 Dues for Assoc. of ID PW Professionals for D. 40.00 Fund Bolthouse 60 Enterprise AVAYA, INC. Service Agreements-Hardware 236.91 Fund 60 Enterprise BLIMPIE-MOXIE JAVA Blimpie sandwiches for PW staff picnic on 09/23/20 643.14 Fund 60 Enterprise BNI BUILDING NEWS Field guide temporary traffic control handbook(14 qty) 257.80 Fund 60 Enterprise BRENT&BRITTANY HILLER REFUND WT/S/T: 1844 W Glade Creek St Title Overpaid 109.82 Fund 60 Enterprise BRUNEEL TIRE OF MERIDIAN LLC Snow Tires&Install for A15767,WO#311989, FY20 1,028.72 Fund Page 227 Date:10/13/20 01:10:45 PM Page:5 Item#9. City Of Meridian Invoices Selected for Payment-Invoices for Payment- Eunice Fund Code Fund Title Vendor Name Invoice/Credit Description Invoice Amount 60 Enterprise CAPITAL FINISHING Refund:Wat/Sew/Trash: 210 S.Touchmark Way 92.80 Fund 60 Enterprise CARRIE J. &JAMES KAMERATH REFUND WT/S/T: 630 W Ashton Dr TItle Company 94.56 Fund Overpaid 60 Enterprise CHALLENGER COMPANIES, INC. 20-0353 WRRF ATS Replacement Design Svcs to 14,165.92 Fund 9/30/2020 60 Enterprise CHALLENGER COMPANIES, INC. Labor to install underground conduit at Landing lift 4,200.00 Fund station 60 Enterprise CHALLENGER COMPANIES, INC. No PO WRRF Cap Exp Conduit Repair Svc to 9/30/2020 437.05 Fund 60 Enterprise CHALLENGER COMPANIES, INC. Tertiary control panel (1 qty) 2,222.00 Fund 60 Enterprise CITY OF BOISE 20-0183 IPDES testing(210 tests)7/1-29/2020 6,184.00 Fund 60 Enterprise CK ROGERS INC. REFUND WT/S/T: 7103 N Callery Pear Ave Title 150.00 Fund Company Overpai 60 Enterprise COBBLESTONE PROPERTY MGMT REFUND WT/S/T: 6018 N Silver Maple Ave Prop Mgmt 54.03 Fund Overpaid 60 Enterprise COLUMBIA ELECTRIC SUPPLY 20-0396 SCADA PLC upgrades(16 qty) 42,136.71 Fund 60 Enterprise COLUMBIA ELECTRIC SUPPLY Breaker Replaced @ Well 19,WO#310747, FY20 483.53 Fund 60 Enterprise COLUMBINE CONTROL CO. Rebuild kit for stock(1 qty)&replacement drip trap(1 1,550.60 Fund qty 60 Enterprise COSTCO WHOLESALE CORPORATION 20-0400 ACHD-10Mi-McMillan-Chinden W/S Imp to 86,216.00 Fund 7/10/20 60 Enterprise CRAIG STEVENSON REFUND WT/S/T: 3082 E Ionia Ct Title Overpaid 66.87 Fund 60 Enterprise CUE'S INC GN536 Software Premium Support Plan 3,600.00 Fund 60 Enterprise CUE'S INC Labor to repair CCTV Van 1 OZ II camera (6 hrs) 938.75 Fund 60 Enterprise CURRENTECHNOLOGIES PPE test low&medium voltage rubber gloves(5 qty) 90.00 Fund 60 Enterprise D&B SUPPLY 4 1/2in Pro/Angle Grinder,Qty 1, FY20 99.99 Fund 60 Enterprise D&B SUPPLY Impact Wrench Bare,Qty 1, FY20 249.99 Fund 60 Enterprise D&B SUPPLY Safety boots for JBarnes 200.00 Fund Page 228 Date:10/13/20 01:10:45 PM Page:6 Item#9. City Of Meridian Invoices Selected for Payment-Invoices for Payment- Eunice Fund Code Fund Title Vendor Name Invoice/Credit Description Invoice Amount 60 Enterprise D&B SUPPLY Safety boots for WMusick 169.99 Fund 60 Enterprise D&B SUPPLY Sprayer, blade installation conversion kit,&brush knife 487.97 Fund (3 60 Enterprise DAHLE CONSTRUCTION Emergency manhole collar repair 8,900.00 Fund 60 Enterprise DAHLE CONSTRUCTION Labor&supplies to repair broken manhole collar 5,550.00 Fund 60 Enterprise DAHLE CONSTRUCTION Labor&supplies to repair sewer service at 1329 N 8,600.00 Fund Meridian 60 Enterprise DAVID LERNER REFUND WT/S/T: 4603 W White Ash Dr Customer Paid 49.63 Fund After Closi 60 Enterprise DAVID YOUNG Exterior Painting @ Water Bldg,WO#308136, FY20 3,200.00 Fund 60 Enterprise D3W PROPERTY MANAGEMENT REFUND WT/S/T: 5295 N Adale Ave Wrong Closing 14.56 Fund Date, Refund t 60 Enterprise DUBOIS CHEMICALS INC 21-0005 Defoament tote(2,200 Ibs) 2,640.00 Fund 60 Enterprise EUROFINS EATON ANALYTICAL LLC PO#20-0019,OCCT Pilot Study @ Well 19, FY20 200.00 Fund 60 Enterprise FASTENAL COMPANY Brass Hex Cap Bolts,Qty 40, FY20 361.20 Fund 60 Enterprise FASTENAL COMPANY Safety vests(5 qty) 32.55 Fund 60 Enterprise FERGUSON ENTERPRISES INC. PO#20-0309, iin Accustream Water Meters,Qty 4, 730.16 Fund 3uly FY20 60 Enterprise FERGUSON ENTERPRISES INC. PO#20-0309, tin C2,3/4in Water Meters,Qty 216, 52,494.24 Fund 3uly FY20 60 Enterprise FERGUSON ENTERPRISES INC. PO#20-0309,Single&Dual Port MXU's,Qty 82,August 15,111.87 Fund FY20 60 Enterprise FISHER SCIENTIFIC Chlorophyl a standard(1 qty) 232.05 Fund 60 Enterprise FISHER SCIENTIFIC Fyrite for CO2 testing-Ops&ascorbic acid for Lab 446.46 Fund 60 Enterprise FISHER SCIENTIFIC Serological pipets(2 cs)&reference pipette(2 qty) 1,138.76 Fund 60 Enterprise FISHER SCIENTIFIC Ultrapure water filter(6 qty) 1,099.20 Fund 60 Enterprise GIESLER'S AUTO REPAIR Rack and Pinion Tie Rod Ends Repair, 1,096.20 Fund C11987,WO#311939 Page 229 Date:10/13/20 01:10:45 PM Page:7 Item#9. City Of Meridian Invoices Selected for Payment-Invoices for Payment- Eunice Fund Code Fund Title Vendor Name Invoice/Credit Description Invoice Amount 60 Enterprise GRAINGER Brass elbow for boiler 3 compressor repair(1 qty) 72.00 Fund 60 Enterprise HACH COMPANY Ammonia chloride buffer(3 qty) 254.19 Fund 60 Enterprise HACH COMPANY Free&Total Chlorine Chemkey,Qty 24, FY20 5,472.00 Fund 60 Enterprise HACH COMPANY Service maintenance agreement 10/1/2020-9/30/2021 8,533.00 Fund 60 Enterprise HOME DEPOT CREDIT SERVICES Hex-washer head conrete anchors&carpenter pencil 27.18 Fund (3 qty) 60 Enterprise HOMERIVER GROUP Refund:Wat/Sew/Trash 2825 W. Leroy Ct 106.97 Fund 60 Enterprise IDAHO DEPT ENVIRONMENT QUALITY Public Drinking Water System Annual Fee, FY21 118,701.00 Fund 60 Enterprise INNOVATIVE ENERGY SERVICES,INC. REFUND WT/S/T: 2761 N Ridge Haven Way Title 72.09 Fund Overpaid 60 Enterprise INTERMOUNTAIN GAS 0981623008 September 2020 5,548.31 Fund 60 Enterprise JEANS REVOCABLE LIVING TRUST REFUND WT/S/T: 2239 E Mores Trail Dr Title Company 63.28 Fund Overpaid 60 Enterprise JEREMIAH R. SMITH Refund:Wat/Sew/Trash 3632 N. Watersong Way 20.09 Fund 60 Enterprise JEREMY BARNES#10527 Reimb:J.Barnes WW Coll I Exam&Lic Fees 117.00 Fund 60 Enterprise JOHN&AMANDA KELLEY REFUND WT/S/T: 2732 S Denali PI Auto Pay Pulled 135.99 Fund After Closin 60 Enterprise JORDAN PAINTING Painted Treatment Vessel @ Well 19, 3,159.00 Fund WO#311947,FY20 60 Enterprise JORDAN PAINTING Painted Vessel @ Well 21,WO#311946, FY20 5,947.00 Fund 60 Enterprise JORDAN PAINTING Well House Pipe Painting @ Well 20b,WO#311958, 2,404.00 Fund FY20 60 Enterprise JORDAN PAINTING Well Pipe Painting @ Well 20,WO#311958, FY20 2,896.00 Fund 60 Enterprise MATERIALS TESTING(use ATLAS 17-0135 WRRF Cap. Special Insp. Svcs to 9/26/2020 166.20 Fund TECHNICAL as of 10/1/2020) 60 Enterprise MATERIALS TESTING(use ATLAS 17-0135 WRRF Capacity Exp. Special Insp. Svc to 321.20 Fund TECHNICAL as of 10/1/2020) 9/12/20 60 Enterprise METROQUIP, INC. Flood lights for camel&vactor hydrocleaners(2 qty) 167.48 Fund Page 230 Date:10/13/20 01:10:45 PM Page:8 Item#9. City Of Meridian Invoices Selected for Payment-Invoices for Payment- Eunice Fund Code Fund Title Vendor Name Invoice/Credit Description Invoice Amount 60 Enterprise MOTION&FLOW CONTROL PRODUCTS Camlok plug (1 qty) 4.03 Fund 60 Enterprise MOTION&FLOW CONTROL PRODUCTS Nickel Plated Tube,El Tube,Natural Polyethylene,Qty 8 55.35 Fund 60 Enterprise MOUNTAIN WEST BANK IRA FBO REFUND WT/S/T: 4751 N Zachary Way Customer Paid 20.46 Fund STEVEN J&ROXANNE M DRURY After Closin 60 Enterprise MSA SAFETY SALES INC. Gas detector(1 qty) 1,516.00 Fund 60 Enterprise MSA SAFETY SALES INC. Gas detector for digester 4(1 qty) 1,205.00 Fund 60 Enterprise MSC INDUSTRIAL SUPPLY CO. Dedicated extension cords for Blower/Headworks bldgs 302.70 Fund (3 qty) 60 Enterprise MSC INDUSTRIAL SUPPLY CO. N95/Dust masks for shop-NOT COVID 40.03 Fund 60 Enterprise MYFLEETCENTER.COM Oil Change on D. Heaton Truck C18640 59.19 Fund 60 Enterprise NAMPA-MERIDIAN IRRIGATION DIST Review&Prep for Well Flush Line to Ridenbaugh Canal 200.00 Fund FY20 60 Enterprise NORCO Argon for welder(1 qty) 68.95 Fund 60 Enterprise NORCO Carbon Dioxide w/Siphon Tube&Handling Charge,Qty 65.75 Fund 2, FY20 60 Enterprise NORCO Carbon Dioxide W/Siphon Tube&Handling Charge,Qty 65.75 Fund 2, FY20 60 Enterprise NORCO Class III Hi VIs Shirt,J. Chandler,Qty 2 FY20 28.62 Fund 60 Enterprise NORCO Cylinder rental for Sept 2020 61.80 Fund 60 Enterprise NORCO Eye wash stations(18 qty) 612.25 Fund 60 Enterprise NORCO FY 20 Anual replacement of exp hard hats for PW Staff 826.32 Fund at CH 60 Enterprise OPTIV SECURITY INC July 2020 Relewase Airwall 100g 2 ethernet ports rated 1,470.00 Fund at 10 60 Enterprise OXARC,INC. 20-0024 Sodium hypochlorite(3,448 gal) 5,827.12 Fund 60 Enterprise PHIL&SANDY SCHIBER REFUND WT/S/T: 3076 N Cape Cod Ave Customer Paid 128.88 Fund After Closi 60 Enterprise PHILLIP&BARBARA ROLFI REFUND WT/S/T: 2090 N Warwick Ave Customer Paid 31.30 Fund after Closin Page 231 Date:10/13/20 01:10:45 PM Page:9 Item#9. City Of Meridian Invoices Selected for Payment-Invoices for Payment- Eunice Fund Code Fund Title Vendor Name Invoice/Credit Description Invoice Amount 60 Enterprise PLATT ELECTRIC SUPPLY LED lamps to upgrade interior lighting/controls in 218.24 Fund Mechanica 60 Enterprise PLATT ELECTRIC SUPPLY Parts to install LEL gas detector at digester 3 bldg (4 819.83 Fund qty) 60 Enterprise PLATT ELECTRIC SUPPLY Parts to upgrade interior lighting&controls to LED(41 3,235.31 Fund qty 60 Enterprise PRECISION EQUIPMENT REPAIR Service and inspection on sewer easement machine 204.61 Fund 60 Enterprise RACHEL W. &DARREN R.ZAUGG REFUND WT/S/T: 3596 W Spruce Creek Dr Title 191.50 Fund Overpaid 60 Enterprise RAIN FOR RENT 20-0384 Trailer mounted pump(1 qty) 44,788.67 Fund 60 Enterprise REPUBLIC SERVICES No PO Glass site for trans.station per T. Otte to 309.48 Fund 9/30/2020 60 Enterprise REPUBLIC SERVICES,INC. Republic Trash Services for September 2020 1,514,665.30 Fund 60 Enterprise RESERVE ACCOUNT POSTAGE USE,September 2020 92.95 Fund 60 Enterprise ROCKY MOUNTAIN COLLISION Emission Test,C18634, FY20 9.98 Fund 60 Enterprise SILVER CREEK SUPPLY Jumbo valve box(1 qty) 42.48 Fund 60 Enterprise SILVER CREEK SUPPLY Mini shovel, bushing,coupling,&socket(4 qty) 14.72 Fund 60 Enterprise STRIVE WORKPLACE SOLUTIONS Coffee for Water Staff,Qty 1, FY21 11.99 Fund 60 Enterprise STRIVE WORKPLACE SOLUTIONS Hand Sanitizer,Qty 2, FY20 93.98 Fund 60 Enterprise STRIVE WORKPLACE SOLUTIONS Refund for Hand Sanitizer, INV#OE-2427-2, FY20 (93.98) Fund 60 Enterprise TECHNI CHEM CORPORATION Glycol for plant bldgs HVAC systems(6 gal) 126.00 Fund 60 Enterprise TECHNI CHEM CORPORATION Glycol for stock(6 gal) 135.00 Fund 60 Enterprise TED HYSLOP#10386 Reimb:T.Hyslop IBOL WW Coll Class I Exam 25.00 Fund 60 Enterprise TEL-ANSWER,INC 10/1/20-10/31/20,After Hours Service, FY21 109.00 Fund 60 Enterprise TRACY&BEVERLY SMITH REFUND WT/S/T: 1829 S Goldsmith Ave Title Company 91.42 Fund Overpaid Page 232 Date:10/13/20 01:10:45 PM Page:10 Item#9. City Of Meridian Invoices Selected for Payment-Invoices for Payment- Eunice Fund Code Fund Title Vendor Name Invoice/Credit Description Invoice Amount 60 Enterprise USA BLUEBOOK KPSI transmitter w/cable for lift stations(1 qty) 1,237.32 Fund 60 Enterprise VARSITY FACILITY SERVICES 20-0087 Janitorial Services at City Facilities Sep20 1,952.46 Fund 60 Enterprise VWR INTERNATIONAL LLC. Bottle top dispenser(1 qty) 430.48 Fund 60 Enterprise YEVGENIY&LILIYA KOLYVANOV REFUND WT/S/T: 1129 W Apple Pine St Title Overpaid 128.00 Fund Total 60 Enterprise 2,054,190.75 Fund Report Total 2,492,606.78 Page 233 Date:10/13/20 01:10:45 PM Page:11 C � WE N DIAN --- IDAHO CITY COUNCIL REGULAR MEETING AGENDA Item Title: Future Meeting Topics - Public Forum (Up to 30 Minutes Maximum) Signing up prior to the start of the meeting is required. This time is reserved for the public to address their elected officials regarding matters of general interest or concern of public matters and is not specific to an active land use/development application. By law, no decisions can be made on topics presented under this public comment section, other than the City Council may request that the topic be added to a future meeting agenda for a more detailed discussion or action. The Mayor may also direct staff to further assist you in resolving the matter following the meeting Meeting Notes: CITY OF MERIDIAN CITY COUNCIL PUBLIC FORUM SIGN -IN SHEET Date: September 20, 2020 Prior to the commencement of the meeting a person wishing to address the Mayor and City Council MUST sign in and limit their comments to the matter described below. Complaints about individuals, city staff, business or private matters will not be allowed. Testimony or comment on an active application or proposal that is or will be pending before Planning and Zoning or City Council is strictly prohibited by Idaho law. Each speaker will have up to three (3) minutes to address the Mayor and Council, but the chair may stop the speaker if the matter does appear to violate guidelines, varies from the topic identified on this sign in sheet or other provisions of law or policy. Print Name Provide Description of Discussion Topic C � WE N DIAN --- IDAHO Planning and Zoning Presentation and Outline Changes to Agenda: [if applicable] Item #10: Jocelyn Park Subdivision (H-2020-0067) Continued from September 15, 2020 Application(s): ➢ Preliminary Plat Size of property, existing zoning, and location: This site consists of 12.675 acres of land, zoned R-8 and is located at the south side of W. Victory Road, approximately % mile west of S. Meridian Road. Adjacent Land Use & Zoning: Residential uses reside in all directions adjacent to this site. To the northeast is County zoned RUT land with residential uses. To the west is Timberline Subdivision that is currently being built in 2 phases, zoned R-8. The subdivision to the east, Meridian Heights, is also zoned R-8. History: AZ-13-014 (DA Inst. #114007668); H-2018-0100 (PP, set to expire in December 2020) Comprehensive Plan FLUM Designation: Medium Density Residential Summary of Request: (History) The subject property was annexed in 2013 as part of a larger area known as Victory South (AZ-13- 014). There is an existing Development Agreement (DA) associated with this annexation and property but the requested application and the recorded DA do not require modification as the proposed development is consistent with the provision contained in the agreement. In addition, a preliminary plat was approved for this property in 2018 for the same titled plat name, Jocelyn Park. The existing plat is set to expire in December, 2020 but the current developer wishes to obtain approval of a new plat with higher density more in line with the dimensional standards of the existing R-8 zoning district. The proposed development is located in an area of the City where low and medium density residential developments are existing and anticipated. The subject site is surrounded by existing City of Meridian zoning and development except for a small parcel that abuts its northeastern property boundary. Therefore, this project is an infill development per the definitions in City code. The proposed development has a gross density of 5.1 du/ac meeting the density requirements for the future land use designation of MDR. In addition, the existing R-8 zoning allows for detached single-family residences with average lot sizes above 4,000 square feet. The proposed development meets these requirements as well. This development is proposed as one (1) phase with an average lot size of 4,455 square feet. Staff finds the proposed use and gross density to meet the intent of the future land use designation and zoning district. (Note the lot being conveyed to adjacent property owner). Access for this development is proposed via extension of stub streets from adjacent subdivisions. The stub street located in the southeast corner of the site (W. Winnipeg Street) is an existing stub from Meridian Heights Subdivision. The other proposed connection is located in the northwest corner of the site but is not yet constructed. This connection is to be constructed with phase 2 of the Timberline subdivision which has received Final Plat approval but has not yet received City Engineer signature. These two local streets will supply the access points for this development. In addition, the Applicant is proposing to stub a street to the property located to the northeast of the site for future connectivity. On this stub street, the Applicant is proposing a temporary cul-de-sac turnaround. Off-street parking is required to be provided in accord with the standards listed in UDC Table 11-3C-6 for single-family dwellings based on the number of bedrooms per unit. In addition, the Applicant is proposing 33-foot street sections within 47-feet of right-of-way which would allow on -street parking where there are no driveways. A minimum of 10% qualified open space meeting the standards listed in UDC 11-3G-3B is required. Based on the proposed plat of 12.93 acres, a minimum of 1.29 acres of qualified common open space should be provided. According to the open space exhibit, the applicant is proposing a total of 3.65 acres of open space. The exhibit shows three (3) distinct areas of open space: one area in the south that contains the existing pond that is to remain; one area along the entire northern boundary of the subject site; and one centralized area. The large open space lot containing the pond abuts open space area in the Timberline No. 1 subdivision currently under construction. In addition, there is a micro -pathway connection to the west shown on the open space exhibit that also connects to the Timberline Subdivision. The existing pond is more than 25% of the lot in which it resides and therefore the open space lot it resides within is not qualifying open space per the standards listed in our code. The other area of open space that is listed as qualifying but is non -qualifying is the end cap lot located at the south end of the lot (approximately 4,200 square feet) directly north of the pond. This area meets neither the 50' by 100' dimensions nor the 5,000 square foot minimum size. After removing the end cap lot and the lot containing the pond from the open space calculations, there are 2.46 acres of area that is all qualifying open space. This area is still vastly more than the required amount of 1.3 acres. An area that was of concern for Staff within the open space area was that area directly north of Lots 35-37, Block 3 (the lots at the end of S. Garibaldi Court in the eastern half of the site). The Commission recommended rotating lots 35 and 36 to the west and move the micro -path to the east, further opening up this area behind the homes. The Applicant submitted a revised plat showing this change and Staff finds that it is better for overall visibility from the street into this area behind these lots. However, the width of the micro -path lot does not appear to meet the UDC requirement of being at least 15' wide; the Applicant should provide revisions to the plat to ensure the micro -path lot meets code requirements. The revised plat also shows the micro -path lot along the western part of the central open space to now be located between lots 10 & 11, Block 3 as recommended by Staff. There are no multi -use pathways proposed or required with this development. There is an existing multi -use pathway on the north side of Victory Road, directly north of the subject site. The Applicant is proposing micro -pathways in multiple locations within the development to add pedestrian and bicycle connections throughout. These pathways connect the central open space area with the 5- feet attached sidewalks located along the local streets throughout the development. The Applicant is also proposing a micro -pathway connection on the west side of the project to connect with a pathway and open space connection in Timberline No. 1. Based on the area of the proposed plat, a minimum of one (1) qualified site amenity is required to be provided. The applicant is proposing four (4) qualified amenities to satisfy the requirements: a child's play structure, a shaded picnic area, walking paths, and an additional 20,000 square feet of qualified open space. The Commission requested that an amenity that provides some seating be added to the open space lot that contains the pond. The Applicant has verbally agreed to adhere to this but has not yet provided an updated landscape plan showing this. The Ridenbaugh Canal runs through the northern portion of the subject site and essentially makes up the required landscape buffer along Victory Road. Per the UDC, this waterway is required to be tiled. However, the Applicant wishes to keep the canal open and act as the buffer between Victory Road, an arterial street, and the common open space lot proposed south of the canal. Staff supports this proposition by the Applicant. The Applicant is requesting a Council Waiver to keep the canal open. The location of the canal in relation to Victory Road also brings up issues with the required frontage improvements along Victory Road by ACHD and City code. Code dictates that sidewalks are required when the property has frontage on public roads like that of Victory Rd. Similarly, ACHD has conditioned the Applicant to construct detached sidewalk along Victory no closer than 31-feet from centerline of the road. This requirement would place the sidewalk within the irrigation district easement and into the toe of the slope of the raised canal. Since the Commission meeting, the Applicant has met with the irrigation district to obtain approval of placing the sidewalk on one of the canal roads along the Ridenbaugh Canal to meet the requirement to construct a detached sidewalk; this request was denied by the irrigation district unanimously. In addition, the Applicant has filed an appeal of the sidewalk condition with ACHD citing these issues. However, there is no avenue within our UDC that this requirement can be waived and it is not eligible for a variance. Staff understands the position that the Applicant is in but it is up to the Applicant to find a solution and not the City. Commission Recommendation: Commission recommended approval of the preliminary plat application. Summary of Commission Public Hearing: i. In favor: Bonnie Layton, Applicant Representative ii. In opposition: None iii. Commenting: Bonnie Layton iv. Written testimony: None Key Issue(s) of Discussion by Commission: a. Applicability and location of the required sidewalk along Victory Road; b. Location of fencing along Ridenbaugh Canal and the mislabeling of the irrigation district's access road as a Pathway for the proposed plat; c. Layout, placement, and usability of the proposed open space — specifically, how an amenity can be added to the open space lot containing the pond and how to open up the central open space lot more; d. Issue of the sliver of open space behind the cul-de-sac lots as outlined by Staff with a proposed change to rotate three of these lots to move micro -pathway to the east and help this sliver be usable area; e. Clarify Staffs comment on the fencing within the north and south open space lots. Commission Change(s) to Staff Recommendation: a. Strike condition number four (4); b. Modify conditions 1.A and 3.13 to reflect rotating those lots to the west; c. Add condition to lose a buildable lot around the central open space lot in order to open it up; d. Add condition to provide a looped sidewalk within the north open space lot; e. Add condition to add or move an amenity that will provide seating to the open space lot containing the open water pond. Outstanding Issue(s) for City Council: a. The Applicant was unable to find a solution with ACHD or NMID regarding the location for the required sidewalk along Victory Road. The Applicant will need to provide this sidewalkor obtain an approval fro ('ifv CO innil fer an alternative Written Testimony since Commission Hearing: Christopher Vondemkamp — Concern that portion of property may be wetlands. Notes: Possible Motions: Approval After considering all staff, applicant and public testimony, I move to approve File Number H-2020-0067, as presented in the staff report for the hearing date of October 20, 2020: (Add any proposed modifications to conditions) Denial After considering all staff, applicant and public testimony, I move to deny File Number H-2020-0067, as presented during the hearing on October 20, 2020, for the following reasons: (You should state specific reasons for denial) Continuance I move to continue File Number H-2020-0067 to the hearing date of [date] for the following reason(s): (You should state specific reason(s) for continuance.) Item #11: Gemstone No 3 Easement Vacation (H-2020-0094) Application(s): Easement Vacation to vacate utility easements established along interior lot lines of Lots 1-4, Block 4 of the Gemstone Center No. 3 subdivision to complete property boundary adjustment that merges all four lots into one lot. ➢ Size of property, existing zoning, and location: This site consists of 9.88 acres of land, zoned I-L, located at 1075, 1021, 965, and 1135 N. Hickory Ave (NW quadrant of E. Pine Ave and N. Hickory Ave. History: Platted as the Gemstone Center No 3. Summary of Request: Request to vacate 5-foot wide public utility, drainage, and irrigation easements along three (3) interior lot lines shared between Lots 1-4, Block 4. These easements were created as part of the recordation of Gemtone Center No. 3 and are part of the standard easements placed on buildable lots when a new subdivision is approved. The applicant has received tentative approval of a property boundary adjustment (PBA) application to merge all four lots into one large lot to construct a single 206,996 square foot warehouse building. The applicant has submitted letters from all potential easement holders (i.e. Sparklight, Idaho Power, Intermountain Gas, Century Link, Nampa Meridian Irrigation District) who have all submitted written consent agreeing to vacate the easements. Possible Motions: Approval After considering all staff, applicant and public testimony, I move to approve File Number H-2020-0094, as presented in the staff report for the hearing date of October 20, 2020. Denial After considering all staff, applicant and public testimony, I move to deny File Number H-2020-0094, as presented during the hearing on October 20, 2020, for the following reasons: (You should state specific reasons for denial) Continuance I move to continue File Number H-2020-0094 to the hearing date of [date] for the following reason(s): (You should state specific reason(s) for continuance.) Item#10. (:> E IDIAN*-----, AGENDA ITEM ITEM TOPIC: Public Hearing Continued from September 15, 2020 for Jocelyn Park Subdivision (H-2020-0067) by Bonnie Layton, Located on the South Side of W. Victory Rd.,Approximately 1/4 Mile West of S. Meridian Rd. A. Request: A Preliminary Plat consisting of 67 single-family residential lots and 7 common lots in an existing R-8 zoning district. Page 234 PUBLIC HEARING SIGN IN SHEET DATE: September 20, 2020 ITEM # ON AGENDA: 10 PROJECT NAME: Jocelyn Park Subdivision (H-2020-0067) PRINTED FULL NAME For Against Neutral Want to Testify YES OR NO 1 2 3 4 5 6 7 8 9 10 11 12 13 14 Details and Signatures For Public Hearing Hearing Date: 10/20/2020 Hearing Type: Council Item Number: 10 Project Name: Jocelyn Park Subdivision PP Project No.: H-2020-0067 Active: There are no signatures posted for this meeting type yet. Go Back To List Export To Excel © 2020 - City of Meridian, Idaho Item#10. E IDIAN:-- IDAHO C� PUBLIC HEARING INFORMATION Staff Contact:Joseph Dodson Meeting Date: October 20, 2020 Topic: Public Hearing Continued from September 15, 2020 for Jocelyn Park Subdivision (H-2020-0067) by Bonnie Layton, Located on the South Side of W. Victory Rd.,Approximately 1/a. Mile West of S. Meridian Rd. A. Request: A Preliminary Plat consisting of 67 single-family residential lots and 7 common lots in an existing R-8 zoning district. Information Resources: Click Here for Application Materials Click Here to Sign Up to Testify at the City Council Meeting Page 235 Item#10. STAFF REPORT C:�*%_ W IDIAN -- COMMUNITY DEVELOPMENT DEPARTMENT HEARING 9/17/2020 Legend DATE: Project Location TO: Mayor&City Council •`1_s FROM: Joe Dodson,Associate Planner , 208-884-5533 ® f Y SUBJECT: H-2020-0067 ®� Jocelyn Park Subdivision m LOCATION: The site is located on the south side of • �' W. Victory Road, approximately 1/4 mile west of S. Meridian Road,in the NW 1/4 - of the NE 1/4 of Section 25,Township 3N.,Range 1 W. L PROJECT DESCRIPTION Request for Preliminary Plat approval of 67 single-family residential lots and 7 common lots in an existing R-8 zoning district. II. SUMMARY OF REPORT A. Project Summary Description Details Page Acreage 12.675 (R-8 zoning district) Future Land Use Designation Medium Density Residential Existing Land Use(s) Vacant Proposed Land Use(s) Detached Single-family Residential Lots(#and type;bldg./common) 74 total lots—67 single-family residential;7 common lots. Phasing Plan(#of phases) Proposed as one phase Number of Residential Units(type 67 units—detached single-family homes of units) Density(gross&net) Gross—5.1 du/ac.;Net—9.76 du/ac. Open Space(acres,total 3.75 acres total—2.56 acres of qualified open space [%]/buffer/qualified) (19.8%) Amenities 4 qualifying amenities—walking paths; shaded picnic area; tot-lot;and additional qualified open space. Physical Features(waterways, Ridenbaugh Canal—along northern and northeastern hazards,flood plain,hillside) borders of property. Existing pond in south end of site is proposed to stay. Neighborhood meeting date;#of April 28,2020(Online Zoom Meeting due to Covid-19 attendees: Virus)—4 attendees Page 1 Page 254 Item#10. Description Details Page History(previous approvals) H-2018-0100(PP,set to expire in December of 2020);AZ- 13-014,DA Inst.#114007668. B. Community Metrics Description Details Page Ada County Highway District • Staff report(yes/no) Draft Staff Report • Requires ACHD Commission No Action(yes/no) Access(Arterial/Collectors/State Access is proposed via extending existing and proposed Hwy/Local)(Existing and Proposed) local streets into the development from the west and southeast.No access is proposed to W.Victory Road. Stub Street/Interconnectivity/Cross Access into this development would be from stub streets of Access adjacent subdivisions.The stub street in the southeast from Meridian Heights Subdivision currently exists;the stub street from Timberline No.2 is proposed and approved in their final plat. This property is proposing a stub street to the adjacent property abutting the site in the northeast. Existing Road Network No Existing Arterial Sidewalks/ The subject property has a small area of arterial street Buffers frontage along W.Victory Road that is between the right- of-way and the Ridenbaugh Canal.This area is not improved with curb,gutter,and sidewalk at this time. Proposed Road Improvements Applicant is not proposing to improve any right-of-way along W.Victory Road. Distance to nearest City Park(+ 0.8 miles to Bear Creek Park(18 acres in size) size) Fire Service • Distance to Fire Station 1.9 miles from Fire Station#6 • Fire Response Time This project lies within the Meridian Fire response time goal of 5 minutes. • Resource Reliability Fire Station#6 reliability is unknown at this time due to it being the newest station. • Risk Identification Risk Factor 2—residential with hazards(open waterways) • Accessibility Proposed project meets all Fire required access,road widths,and turnarounds. Police Service • Distance to Station 3 miles from Meridian Police Department • Response Time Approximately 3 minute response time to an emergency. • Call Data Between 3/l/2019-2/29/2020,the Meridian Police Section Department responded to 459 calls for service within a VIII.D mile of the proposed development.The crime count on the calls for service was 26. See attached documents for details. Between 3/l/2019-2/29/2020,the Meridian Police Department responded to 8 crashes within a mile of the proposed development. See attached documents for details. • Additional Concerns None Page 2 Page 255 Item#10. Description I Details Page West Ada School District—West Ada did not send any comments for this project. Wastewater • Distance to Sewer Services N/A • Sewer Shed South Black Cat Trunkshed • Estimated Project Sewer See application ERU's • WRRF Declining Balance 13.96 • Project Consistent with WW YES Master Plan/Facility Plan • Impacts/Concerns Committed additional 1,530 gpd to model. Water • Distance to Water Services 0' • Pressure Zone 4 • Estimated Project Water See application ERU's • Water Quality Concerns None • Project Consistent with Water YES ' Master Plan • Impacts/Concerns There is an existing 8-inch diameter water main on the west side of the existing pond that is not shown on the conceptual engineering plan;this water main is to be abandoned. See Exhibit VII.D for illustration of the extent of this main to be abandoned. COMPASS Job/Housing Ratio 0.5 (range of 1-1.5 is ideal;lower number indicates an employment need) Nearest Services Bus Stop— 1.5 miles Public Park—0.8 miles Grocery Store— 1.1 miles Additional Comments The site is not currently served by public transportation, although ValleyConnect 2.0 proposes bus service from downton Kuna to the Boise Research Center along Victory Road and Stoddard Road.The closest bus stop would be less than mile in distance when that route is operational. Sidewalks and bicycle lanes and safe crossing of Victory Road are recommended. Page 3 Page 256 1 1 1 pnnrr.p: � y e L• 1,� . ■i 4 MoI `__ IIIIIIIIIIO ■ '?,r' J ` , AM aJ - ul.:■...—.1,/ICT`OFR�Y—. ri'C -���Or �'� �� •11 Q :■� � \ ��� � 5�-s.T � Ali tom, j _ w � mn Moll Moll■. �� i �__ ,.• f� - �° si ti 'k.�. .arnn'■nm■Mount,....- �� <W � fill 111 w x / ��� i■■r 01111 � IIII r■I � � _ •� ,� a. ., ■IIII■�� ' 7v- -'i • IiiU -• e r I I ��16 milli �illlll Mo■ I 1 1 1 1 1 I I 1 lai ��i■■■■ ■■i �-MEMO■ r•• __' � a ram--■p=' �• • - • • • h-:-- '^ � �_ � • - • • • ham:-i: ■__ . �� R>t.'_a :: ■ 1.111 In 1� L Is Hill.... n=r ■ice- ■1� IIIIIIIIIIIO C■ in M Moll, ME SIMMONS IIIII is' ,;� ��"' _ IIIII ��% ,;�_ '" •�-� �i ■ 111■�■■i■■� 1/ICTOr- ■ Ill.i■�.i�ir �_1/TCTIO r- - ff[ =���'-■Il, '`� / ..► IH, .■■ Mo��I■�illy ! � _■■ �� nl a ••. ;�. �. �>, nl r■ ••. •1. ��'a G: un■ � ryi well �i un. .ilh� pr■t ri ' I i►� 1:.13- ■Ai r pra ro ' � ;i►� mn ■■■■ n■n �/ i•. � r�_= nnn-:C Mom.■■■■ n■■u= �`i i• l '�=e1'��n .arnn■nm■nunuu■.�\..�.� e u1�sA.■irnnnnn■nunar.�\..�: rye 1 nlun m - � FW n. •� �Illpml dun m -� � •; � �tiiiii ii 1 a • �� � � l��M y�li :: Moll nnPr � , w nu n��l .■Moll� " Oi��� �yij i�in�' �liiiiii=� C Ills■=. � � �- '� flan. Il1U=. � r IIII Moll IN ■Mom 11 fill. _ IR B 1■11�■r n ■■Mom •I 1�.,'1�1 ■ Oman 1 Il �...:.IIIII ` � 111 p_numnnnlrr;s� '1l nn■nry � Iluunnuur��r - � � �i111 � ♦ ■lunlmnnq�_ '� Item#10. IV. NOTICING Planning& Zoning City Council Posting Date Posting Date Newspaper Notification 7/17/2020 8/28/2020 Radius notification mailed to properties within 300 feet 7/14/2020 8/26/2020 Site Posting 7/20/2020 8/21/2020 Nextdoor posting 7/14/2020 8/28/2020 V. STAFF ANALYSIS The subject property was annexed in 2013 as part of a larger area known as Victory South(AZ- 13-014).There is an existing Development Agreement(DA) associated with this annexation and property but the requested application and the recorded DA do not require modification as the proposed development is consistent with the provision contained in the agreement.In addition, a preliminary plat was approved for this property in 2018 for the same titled plat name,Jocelyn Park. The existing plat is set to expire in December,2020 but the current developer wishes to obtain approval of a new plat with higher density more in line with the dimensional standards of the existing R-8 zoning district.Please see further Staff analysis below. A. Future Land Use Map Designation(https://www.meridiancity.org/compplan) Medium Density Residential—This designation allows for dwelling units at gross densities of three to eight dwelling units per acre. Density bonuses may be considered with the provision of additional public amenities such as a park, school, or land dedicated for public services. The subject site is located in an area of the City where low and medium density residential developments are existing and anticipated. The subject site is surrounded by existing City of Meridian zoning and development except for a small parcel that abuts its northeastern property boundary. Therefore, this project is an infill development per the definitions in City code. The proposed development has a gross density of 5.1 du/ac meeting the density requirements for this future land use designation. In addition, the existing R-8 zoning allows for detached single-family residences with average lot sizes above 4,000 square feet. The proposed development meets these requirements as well. Staff finds the proposed use and gross density to meet the intent of the future land use designation of Medium Density Residential. B. Comprehensive Plan Policies(https://www.meridiancity.orglcompplan): The applicable Comprehensive Plan policies are cited below with Staff analysis in italics. "Avoid the concentration of any one housing type or lot size in any geographical area;provide for diverse housing types throughout the City"(2.01.01 G). The proposed development has existing R-8 zoning on the subject site. A majority of the surrounding development has R-4 zoning which requires lot sizes twice as large as the ones proposed within this development. There is a pocket of additional R-8 zoning to the east of the subject site that the proposed density is consistent with. Overall, adding a development of this density flows with the existing development naturally and adds to the availability of smaller lots in this area of the City. "Require all new development to create a site design compatible with surrounding uses through buffering, screening,transitional densities, and other best site design practices"(3.07.01A). The proposed project design connects the two local streets that are stubbed to this property which adds to the overall connectivity in this immediate area. In addition, the proposed density of this project matches that of adjacent subdivisions to the east and west and therefore is not in a Page 5 Page 258 Item#10. geographic position to offer transitional density. This development would be screened from Victory Road, an arterial street, by way of a large open space lot in the north of the site. The Applicant is also proposing a large open space lot in the south of the project site which also offers further buffering of this development. Sidewalks are shown throughout the project with some micro path connections that will help connect open space in this development to that in adjacent developments. "Establish and maintain levels of service for public facilities and services,including water, sewer, police,transportation, schools,fire, and parks" (3.02.01 G).All public utilities are available for this project site due to the existing subdivisions surrounding the development. This project also lies within the Fire Department response time goal and the Meridian Police Department has stated this development can be serviced if approved. W. Victory Road is only a 2-lane road in this area of the City but there is no access proposed to Victory other than through the approved access through Timberline No. 2 to the west(this road network has not yet been constructed). Instead, access to this development will be through two adjacent subdivisions, one to the east and one to the west. West Ada School District has not offered comments on this project at this time. Staff understands that school enrollment is a major issue that is continually being monitored and worked through. Stafffinds that the existing and planned development of the immediate area create conditions for adequate levels of service to for this proposed project. "Preserve,protect,and provide open space for recreation, conservation,and aesthetics" (4.05.0117). There is an existing open water pond in the south end of the subject site; the Applicant has proposed to keep this pond open and beauty it with landscaping and will recirculate the water according to city code. This pond is in excess of the 25%of the common lot and therefore cannot count towards the qualified open space. However, Stafffinds that preserving and beautifying this pond is a great asset to this development and likely the development directly to the east and south because this open space lot abuts open space in adjacent subdivisions to the west and south (Timberline No. I and Biltmore Estates, respectively). In addition to this pond and open space lot, the Applicant is proposing nearly twice as much qualified open space than is required by code. Stafffinds the areas of open space in this development will be extensively used despite not being wholly located in the center of the development. "Require pedestrian access in all new development to link subdivisions together and promote neighborhood connectivity" (2.02.01 D).Jocelyn Park is proposed with attached sidewalks throughout the subdivision that are also interconnected via micro paths and open space. The non-qualifying open space lot in the south of the development with the open water pond abuts open space in two other adjacent subdivisions which offers connectivity between the developments.In addition, the Applicant is using the micro paths and sidewalks as an avenue to promote pedestrian connectivity and link this subdivision to adjacent ones,specifically, by placing one of the micro paths on the west boundary and in line with adjacent open space in the Timberline Subdivision to the west, the interconnectivity and overall pedestrian access is further increased. Stafffinds this development to be generally consistent and in alignment with the Comprehensive Plan. C. Existing Structures/Site Improvements: The subject site is vacant at this time with no known site improvements. There is an existing open water pond at the south end of the site that has been used for irrigation only. The applicant Page 6 Page 259 Item#10. intends on preserving this pond for the benefit of the development. There are no existing improvements along Victory Road. The previous preliminary plat that was approved in 2018 received conditions from ACHD to construct curb, gutter, and attached sidewalk along W. Victory Road. Staff has not yet received a draft staff report for this application but has been notified that this condition will remain. Therefore, Staff is recommending a condition of approval to revise the plat and landscape plan to show these improvements along Victory Road, including 5-foot attached sidewalk. Furthermore, the adjacent property owner to the northeast has a shed that is actually on the subject property. The Applicant has created a specific lot(shown as Lot 1, Block 3) in the plat in order for the adjacent property owner to later purchase the property and correct the boundary dispute. Staff supports and appreciates this consideration from the property owner regarding this property boundary issue. D. Proposed Use Analysis: The proposed use is single-family residential; single-family detached dwellings are listed as principally permitted uses in the R-8 zoning district per UDC Table 11-2A-2. This development is proposed as one(1)phase with no direct accesses to W.Victory Road. The average lot size is 4,455 square feet with the largest lot being 7,238 square feet. The proposed use appears to comply with all UDC requirements for the R-8 zoning district. E. Dimensional Standards(UDC 11-2): The submitted Preliminary Plat shows lots that are at least 4,000 square feet in size with street frontages of at least 40 feet in accord with the required dimensional standards for the R-8 zoning district. In addition, all local streets are proposed with 5-foot attached sidewalks as required by code. Subdivision developments are also required to comply with Subdivision Design and Improvement Standards(UDC 11-6C-3). The proposed preliminary plat appears to meet the UDC requirements for the R-8 zoning district as well as those requirements in UDC 11-6C-3. F. Access(UDC 11-3A-3, 11-3H-4): Access to and for this development is proposed via extension of local stub streets. The stub street located in the southeast corner of the site (W. Winnipeg Street) is an existing stub from Meridian Heights Subdivision. The other proposed connection is located in the northwest corner of the site but is not yet constructed.This stub street will be built with the second phase of the Timberline Subdivision directly to the west of the subject site. These two local streets will supply the access points for this development. In addition,the Applicant is proposing to stub a street to the property located to the northeast of the site for fixture connectivity. On this stub street,the Applicant is also constructing a temporary hammerhead type turnaround to ensure safe fire turnaround.NOTE:In discussion with ACHD the hammerhead type design will not meet their requirements for adequate turnaround and the Applicant will have to construct a temporary turnaround that meets both ACHD and MFD requirements. G. Parking(UDC 11-3C): Off-street parking is required to be provided in accord with the standards listed in UDC Table II- 3C-6 for single-family dwellings based on the number of bedrooms per unit. In addition,the Applicant is proposing 33-foot street sections within 47-feet of right-of-way which would allow on-street parking where there are no driveways. Staff finds that if the single-family lots are developed according to UDC standards,the proposed plat offers adequate on and off-street parking for the development. Page 7 Page 260 Item#10. H. Pathways (UDC 11-3A-8): There are no multi-use pathways proposed or required with this development. There is existing multi-use pathway on the north side of Victory Road,directly north of the subject site. However, the Applicant is proposing micro-pathways in multiple locations in the development to add pedestrian and bicycle connections throughout. These pathways connect the central open space area with the 5-feet attached sidewalks located along the local streets throughout the development. The Applicant is also proposing a micro-pathway connection on the west side of the project to connect with a pathway and open space connection in Timberline No. 1. In addition, a pathway is proposed within the large open space lot abutting the Ridenbaugh Canal. Staff supports the addition of micro pathways throughout the development but has some concerns regarding their placement. First, Staff believes the micro path connection from the central open space lot to the western street should be relocated two lots further north, between Lots 10& 11, Block 3 to help with potential visibility issues and crime prevention. Second, Staff has concerns over how the pathway within the large open space lot along the Ridenbaugh Canal is depicted on the submitted plans and where it shown to connect to the Timberline Subdivision to the west. The Timberline lot directly abutting the subject site in the northwest corner is a buildable lot and will have a privacy fence on the shared property boundary. Therefore, the proposed layout of the pathway shown would likely never become a reality. The only other pedestrian access out to Victory Road from this site would be via the irrigation district access road but this is not supported by staff nor the irrigation district at this time. This access road will likely be fenced off from this open space lot to ensure a safer open space area along the canal. Because of these issues, staff proposes that the proposed pathway be completely out of the irrigation district easement and looped around this northern open space lot for a walking path around the perimeter of the lot and connect back to the proposed sidewalks along the extended W. Cumberland Drive. I. Sidewalks(UDC 11-3A-17): Attached sidewalks are proposed along all internal streets as part of the overall pedestrian circulation,in accord with the standards listed in UDC 11-3A-17. Staff supports the sidewalk and pedestrian circulation plan for this development with the specific changes noted above and in the conditions of approval. J. Landscaping(UDC 11-3B): A 25-foot wide street buffer is required adjacent to W.Victory Road, an arterial street, landscaped per the standards listed in UDC 11-3B-7C. The Ridenbaugh Canal and the Victory Road right-of-way appear to take up all of the required landscape buffer along the arterial street. Because of the physical lack of space between the right-of-way and the irrigation easement, the Applicant is not proposing any landscaping directly along Victory. Despite the constrained area,Staff recommends that the Applicant coordinate with the irrigation district to determine if landscaping along the north side of the canal is feasible or doable prior to the City Council hearing. If allowed, the applicant would be required to obtain a license agreement for these improvements, subject to NMID requirements. Landscaping is required along all pathways (including micro-pathways) in accord with the standards listed in UDC 11-3B-12C. The total lineal feet of pathways with the required and proposed number of trees are NOT included in the Landscape Calculations table but the Applicant appears to show the required number of trees per the UDC. Staff is ok with this as the correct number of trees are shown. Page 8 Page 261 Item#10. Common open space is required to be landscaped in accord with the standards listed in UDC I I- 3G-3E. The total square footage of common open space and the required number of trees to demonstrate compliance with UDC standards is included in the Landscape Calculations table. Although the correct number of trees are shown on the landscape plans and within the calculations table, the required shrubs and other vegetative ground cover is not depicted on the landscape plans. Therefore, Staff is recommending a condition of approval to show the required shrubs along the micro pathways per UDC 11-3B-12C.2. K. Qualified Open Space (UDC 11-3G): A minimum of 10%qualified open space meeting the standards listed in UDC 11-3G-3B is required. Based on the proposed plat of 12.93 acres,a minimum of 1.29 acres of qualified common open space should be provided to satisfy this requirement. According to the open space exhibit(see Exhibit VII.B),the applicant is proposing a total of 3.65 acres of open space. The exhibit shows three (3)distinct areas of open space: one area in the south that contains the pond; one area along the entire northern boundary of the subject site; and one centralized area. The large open space lot containing the pond abuts open space area in the Timberline No. 1 subdivision currently under construction.In addition,there is an end cap lot and a micro-pathway connection to the west shown on the open space exhibit. The submitted open space exhibit shows all of this area as qualifying but upon Staff s review, some of this area is not qualifying. The existing pond is more than 25%of the lot in which it resides and therefore the entire lot is not qualifying open space per the standards listed in UDC 11-3G-3B.7. The other area of open space that is listed as qualifying but is indeed non-qualifying is the end cap lot located at the south end of the lot(approximately 4,200 square feet)directly north of the pond. This area meets neither the 50'by 100'dimensions nor the 5,000 square foot minimum size in order to count towards the qualified open space. After removing the end cap lot and the lot containing the pond from the open space calculations, there are 2.46 acres of area that is all qualifying open space. Staff is recommending a condition to revise the open space exhibit prior to the City Council hearing to ensure a clean record. An area of additional concern for Staff is the open space area directly north of Lots 35-37, Block 3 (the lots at the end of S. Garibaldi Court in the eastern half of the site). The Applicant is proposing to leave an area of open space between the rear yards of these three homes and the irrigation district access road. The access road must be fenced off from this development which leaves a thin area behind homes with the only true visibility coming from the open vision fencing of these three homes'rear fence. This area leads to nowhere and does not appear to offer any usable benefit for the development if left as is. Even with the required open vision fencing along the rear of these lots, Staff is concerned this area of open space will be neglected due to the slope of the terrain and its location. Therefore, Staff is recommending that this area be added to the adjacent lots, Lots 35-37, Block 3, instead of remaining open space. The open space calculations should then be revised to remove this area from the calculations table. L. Qualified Site Amenities (UDC 11-3G): Based on the area of the proposed plat(12.93 acres),a minimum of one(1)qualified site amenity is required to be provided per the standards listed in UDC 11-3G-3C. The applicant is proposing four(4)qualified amenities to satisfy the requirements in this section of the UDC: a child's play structure,a shaded picnic area,walking paths, and an additional 20,000 square feet of qualified open space. The proposed amenities exceed the minimum Page 9 Page 262 Item#10. requirements of the UDC. Staff finds the proposed amenities to be great additions to the community and should serve as more than adequate for the proposed development. M. Fencing(UDC 11-3A-61 11-3A-7): All fencing is required to comply with the standards listed in UDC 11-3A-7. Proposed fencing is shown on the landscape plans submitted to Staff and as seen in Exhibit VII.C. The proposed fencing does not meet all UDC requirements. The non-qualified open space area containing the pond(Lot 24, Block 2) abuts open space in the adjacent Timberline subdivision, as noted above. This area of open space was not fenced by the developer of Timberline No. 1 and Staff supports no fencing along this shared boundary to allow better integration of both open spaces as required by the UDC. The submitted landscape plan shows closed vision fencing along this shared property line which is not in line with the UDC. Staff is recommending a condition of approval to remove the fencing in this area so that the open space is continuous between the two developments. The proposed children's play structure located in the north open space lot should also be fenced off from the Ridenbaugh Canal to ensure an area of safe play for everyone within the development. The only fencing shown on the submitted landscape plans in this area is a fence on the north side of the irrigation district access road.As noted in the comments from the Parks Department, the fence should be on the south side of the access road, in order to separate the access road from the open space and proposed play structure. Therefore, Staff is recommending a condition of approval to correct this and show the fencing on the opposite side of the access road. N. Building Elevations(UDC 11-3A-19 I Architectural Standards Manual): The Applicant has submitted conceptual elevations for the single-family homes for this development as seen in Exhibit VILE. Staff has been made aware that the submitted elevations do not show the full mixture of materials that will be used and the Applicant states that some high- end masonry will be used with most of the housing designs. The submitted elevations, with the inclusion of masonry elements, meet the required design standards for detached single-family homes. O. Waterways(UDC 11-3A-6): The Ridenbaugh Canal runs through the northern portion of the subject site. Per UDC,this waterway is required to be tiled. However,the Applicant wishes to keep the canal open and act as a buffer between W.Victory Road,an arterial street, and the common open space lot proposed south of the canal. Staff supports this proposition by the Applicant. The Applicant is requesting a Council Waiver to keep the canal open. VI. DECISION A. Staff: Staff recommends approval of the requested preliminary plat application per the Findings in Section IX of this staff report. B. The Meridian Planning&Zoning Commission heard these items on August 6,2020.At the public hearing,the Commission moved to recommend approval of the subject Preliminary request. 1. Summary of Commission public hearing_ a. In favor: Bonnie La, on,Applicant Representative; b. In opposition:None C. Commenting: Bonnie Layton Page 10 Page 263 Item#10. d. Written testimony: None e. Staff presenting application: Joseph Dodson,Associate Planner f. Other Staff commenting on application:None 2. Key issue(s)of public testimony a. None 3. key issue(s)of discussion by Commission: a. Applicability and location of the required sidewalk alongV ictory Road; b. Location of fencing along Ridenbaugh Canal and the mislabeling of the irri ag tion district's access road as a pathway for the proposed plat; c. Lamplacement, and usability of the proposed open space—specifically,how an amenity can be added to the open space lot containing the pond and how to open up the central open space lot more; d. Issue of the sliver of open space behind the cul-de-sac lots as outlined by Staff with a proposed change to rotate three of these lots to move micro-pathway to the east and help this sliver be usable area; e. Clarify Staff s comment on the fencing within the north and south open space lots. 4. Commission change(s)to Staff recommendation: a. Strike condition number four(4); b. Modify conditions LA and 3.B to reflect rotating those lots to the west; c. Add condition to lose a buildable lot around the central open space lot in order to open it m d. Add condition to provide a looped sidewalk within the north open space lot; e. Add condition to add or move an amenity that will provide seating to the open space lot containingthe he open water pond. 5. Outstandingissue(s)ssue(s) for City Council: a. The Applicant was unable to find a solution with ACHD or NMID regarding the location for the required sidewalk alongV ictory Road. The Applicant will need to provide this sidewalk or obtain an approval from City Council for an alternative. C. City Council: To be heard at future date. Page 11 Page 264 Item#10. VII. EXHIBITS A. Preliminary Plat(dated: Yuly 17,2020 9/08/2020) aaioN sro ivlaaaase�000a__ ee�0000 - 6%01111�� aiadMdll'ODA343Allda3dOD0 3 lid �avrviwn�ad a IN a � a �� , - a 9' .565 ur , go€€Yg ?.. gbu_ �agpp 55 ¢fig. 112 K� �333�6 F8�4 s2453�§4'R�� CRe� m R ,.4 111, -L - �� V, 5.A. J� i. I � it t= �r e� eooeeo-a.99 ��— �n r Page 12 Page 265 Item#10. Eq •7' i1-10 �dlb y*�•''"� ,,., 5ECTlov Ca3NE3 25 34 CCRVER REM # --— _ - N6 1'#".2.259------------- - - x'rc ' - - Sly gyro- x � Irir.d t—` w —w �_. .66 w.c s�u, L va as tag hl } sF ti ti '. 6A SF rye ' 3F k 5 i w7 3F 4 SF A �. IF 515554 . Y•F � $s f F 5� � � - SF 3• X � �Sfl Y I rp i_'mW iF a __ IYIr I� i7F S��gJi � � 1106 iF �7L I{Fi1 7 y � Lyg1 �IS�fyg *.F 4 'F 3 It ip SF aA4 3 �[Yi A, R 4 I {o6J•F - � � 5 5' } iFC'I:F I i I7F rrt 111 I:J�149h— 7 Im 1 IF µ r-titr ,e3'Cr.3rP __ I � I _ EAS71YE P743 TO FE ----- P9]lEC7E] y:�j Irr nl: o-s' !'+51671 �m� Page 13 Page 266 Item#10. B. Open Space Exhibit(date: 6/2/2020) i 1r 9 9 0 OPEN SPACE EXHIHrr SFE DATA txa sa u.oa �ea~oeuyoa� � � oex.�ce�mareae �� A°11°O°14RO°" Haan iN I R •� X .......... 4 SL R u� .S A a% g 2 S Q s — a $ R � � 4 �. R .L uj A A f A > jk SZ Al. L $ - J @ $ OPEN SPACE EXHIBIT y I y l4 None LI-US 5 6 r 8 3 10 Page 14 Page 267 Item#10. C. Landscape Plans(date: 7/22/2020) r----------------------------------------------- ------* 19 ` 9 1 _ i - L— o Eno 1 - i;s 1_ 1� 3� 50 1 R x 1 Ile 1 mp 1 1 � 1 > 5 1 1 1 1 1 1 1 1 � 1 Fo 1 w ; ; A-----------------------------------------------------------J i Asl ® = JOCELYN PARK SUBDIVISION E]'I / e s ca g8 fn ?"`" MERIDIAN,ID Page 15 Page 268 Item#10. --------------- - -fir - ----- ———- �7 STACK ROCK Y"I T ————————--- IN .......... po" LI.02 L ------- ---------------------------------------- --- 4 1 7 lo Page 16 Item#10. D. Water Main Exhibit—portion of water main to be abandoned(per Public Works) 3 S �,- _ •Abandon existing water M81358 5•T 7159E �' �h9Yk 6i-s 1912._ main-extents shown in T orange Winnipeg C �* y 614 7162 —8•. - _ r--? eta -_ y 8.131']'is O1268 •F f L F r !!lSrr~ _ ��9-191E8fi� ��'� �w 171J_145656 �wM "` W Ta[I•Prairiel�T�t .r'r, c„, ,� lop rW �• e a� A� Page 17 Page 270 • _� _ _ ,• r�"mow ` flu . ; 'kit 1 1 hr����- `-� ___ - .- -, ,fir•' r r ■ �R T-V Mft �. F� 77 ttqq - 1 � 1. A .. y' -�r., fly..• 7i is ,� .-. .� •:'q Page 20 Item#10. VIII. CITY/AGENCY COMMENTS & CONDITIONS A. PLANNING DIVISION 1. The preliminary plat included in Section VII.A,dated July 17, 2020, shall be revised as follows at least ten(10)days prior to the City Council hearing: a. Revise the plat to ifiel de some of the .,re be rotate Lots 35-3-7 and 36,Block 3 to the west and subsequently move the proposed micro-pathway to the east to make the open space area behind them more usable and accessible. as pai4 f these building le instead of eammen open spaee up to the boundary of the it:Figation distfiet easemefA. b. Revise the pla4 to show the mier-e path-way to be leea4ed between Lots 10& 11, Bleel instead f between Lets 12 P. 13, Bleek Z c. Revise the plat to show the additional right-of-way along W. Victory Road as required by ACHD; this should include a 5-foot wide sidewalk located at least 31-feet from centerline. with Arum and rao,.:dia Fire Departfne t st,,,,a,,f 2. The landscape plan included in Section VIl.C, dated 06/18/2020, shall be revised as follows prior to Final Plat application submittal: a. Revise the landscape plans to show shrubs and other vegetative ground cover to the areas along all pathways in accord with UDC 11-3B-12C. b. Revise the landscape plans to show the fencing along the Ridenbaugh Canal to be on the south side of the irrigation district access road and maintain accordance with UDC 11- 3A-6 to separate the open space and play structure from the canal. c. Show the micro-pathway to be located between Lots 10& 11,Block 3 instead of between Lots 12 & 13,Block 3. d. Show the required sidewalk along W.Victory Road. e. Remove Revise the fencing shown along the western subdivision boundary located on the common open space lot, shown as Lot 24,Block 2.,to include a break in the fencing to allow for the adjacent open space to be continuous with this open space lot. £ An amenity that adds seating shall be added to the open space lot containingthe he open water pond, shown on Lot 24,Block 2. g. Revise the landscape plans to reflect the revised plat layout. 3. The Open Space Exhibit and calculations table shall be corrected as follows at least ten(10) days prior to the City Council hearing: a. Revise the calculations table to show the correct amount of qualified versus non-qualified open space in accord with UDC 11-3G-3. b. Revise the open space exhibit to show ara ,.,,',,,,' tions table to remove that a e b ehil a Lots 35-3-7 and 36,Block 3 rotated to the west and the micro-pathway relocated to the east to match the revised preliminaryplat lamtip to the betffidafy of the iffiga4iefi c. Revise the open space calculations to remove that area where the required temporary turnaround is located on the common open space lot, Lot 2,Block 1. Page 21 Page 274 Item#10. 4. At least ten(10) days pf:ief:to the Gity Gouneil hear-ing,the Appliea*t shall revise the aeeess a a-a loop through the 0 spaee lot to , eet 1 aek to the p e a�IIT Cumberland Drive;.t the.i,»-tl west eemer- f the site. 5. The Applicant shall remove a buildable lot that surrounds the central open space lot Lot 2, Block 3)to help this open space lot be more open and visible from an adjoining street; any relevant plans shall be revised prior to Final Plat application submittal. 6. The Applicant shall add a sidewalk that loops through the northern open space lot(Lot 2, Block 1) and revised the landscape plans and open space exhibit prior to Final Plat application submittal. 7. Future development shall be consistent with the minimum dimensional standards listed in UDC Table 11-2A-6 for the R-8 zoning district. 8. Off-street parking is required to be provided in accord with the standards listed in UDC Table 11-3C-6 for single-family dwellings based on the number of bedrooms per dwelling. 9. The Applicant shall be required to fence the proposed children's play area separately from other fences to ensure a safe play environment; the fencing shall meet UDC requirements in 11-3A-7. 11. Provide a pressurized irrigation system consistent with the standards as set forth in UDC 11- 3A-15,UDC 11-3B-6 and MCC 9-1-28. 12. Upon completion of the landscape installation, a written Certificate of Completion shall be submitted to the Planning Division verifying all landscape improvements are in substantial compliance with the approved landscape plan as set forth in UDC 11-3B-14. 13. At least ten(10)days prior to the City Council hearing,the Applicant shall coordinate with the irrigation district to determine if landscaping is feasible on the north side of the Ridenbaugh Canal. 14. Prior to the City Engineer's signature of the final plat,the Applicant shall transfer ownership of Lot 1,Block 3 to the owner of the parcel located to the northeast(parcel#S1225110160)to ensure the existing shed is not spanning property lines. 15. Architectural design of the future homes shall be generally consistent with the submitted building elevations with the addition of masonry finishes as proposed by the Applicant. 16. The preliminary plat approval shall become null and void if the applicant fails to either 1) obtain the City Engineer signature on a final plat within two years of preliminary plat approval by City Council (date unknown at this time); or 2)obtain approval of a time extension as set forth in UDC 11-6B-7. 17. The Applicant shall comply with all ACHD conditions of approval. 18. 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. NOTE: The applicant is seeking City Council waiver to leave the adjacent waterways open. Page 22 Page 275 Item#10. B. PUBLIC WORKS 1. Site Specific Conditions of Approval 1.1 There is an existing 8-inch diameter water main on the west side of the existing pond that is not shown on the conceptual engineering plan; this water main is to be abandoned. See Exhibit VII.D for illustration of the extent of this main to be abandoned. 1.2 A street light plan will need to be included in the final plat application. Street light plan requirements are listed in section 6-7 of the City's Design Standards. A future installation agreement is required for the streetlights on Chinden Blvd. Contact the Meridian Transportation and Utility Coordinator for additional information. 1.3 A sanitary sewer service will need to be installed to serve the parcel at the end of W. Winnipeg Street. 1.4 Much of this development is within an area once occupied by a sanitary sewage lagoon. The area has been reclaimed by means of imported fill materials of various sources. The GeoTechnical Engineering Report by Materials Testing&Inspection Co. (MTI) dated March 14,2019 makes note of the various materials found at ground surface,as well as the special considerations that must be followed to ensure that structures are constructed on suitable bearing soils. It shall be required that personnel from MTI,or another qualified geotechnical engineer,verify the bearing soil suitability for each structure at the time of construction. Evidence of such determination shall be presented to the Meridian Building Inspector prior to footing inspection. 2. General Conditions of Approval 2.1 Applicant shall coordinate water and sewer main size and routing with the Public Works Department, and execute standard forms of easements for any mains that are required to provide service outside of a public right-of-way. Minimum cover over sewer mains is three feet, if cover from top of pipe to sub-grade is less than three feet than alternate materials shall be used in conformance of City of Meridian Public Works Departments Standard Specifications. 2.2 Per Meridian City Code(MCC),the applicant shall be responsible to install sewer and water mains to and through this development. Applicant may be eligible for a reimbursement agreement for infrastructure enhancement per MCC 8-6-5. 2.3 The applicant shall provide easement(s)for all public water/sewer mains outside of public right of way(include all water services and hydrants). The easement widths shall be 20-feet wide for a single utility, or 30-feet wide for two. The easements shall not be dedicated via the plat,but rather dedicated outside the plat process using the City of Meridian's standard forms. The easement shall be graphically depicted on the plat for reference purposes. Submit an executed easement(on the form available from Public Works), a legal description prepared by an Idaho Licensed Professional Land Surveyor,which must include the area of the easement(marked EXHIBIT A)and an 81/2"x 11"map with bearings and distances (marked EXHIBIT B) for review. Both exhibits must be sealed, signed and dated by a Professional Land Surveyor. DO NOT RECORD. Add a note to the plat referencing this document. All easements must be submitted,reviewed, and approved prior to development plan approval. 2.4 The City of Meridian requires that pressurized irrigation systems be supplied by a year- round source of water(MCC 12-13-8.3). The applicant should be required to use any existing surface or well water for the primary source. If a surface or well source is not available,a single-point connection to the culinary water system shall be required.If a Page 23 Page 276 Item#10. single-point connection is utilized,the developer will be responsible for the payment of assessments for the common areas prior to prior to receiving development plan approval. 2.5 All existing structures that are required to be removed shall be prior to signature on the final plat by the City Engineer. Any structures that are allowed to remain shall be subject to evaluation and possible reassignment of street addressing to be in compliance with MCC. 2.6 All irrigation ditches, canals, laterals, or drains, exclusive of natural waterways, intersecting, crossing or laying adjacent and contiguous to the area being subdivided shall be addressed per UDC 11-3A-6. In performing such work,the applicant shall comply with Idaho Code 42-1207 and any other applicable law or regulation. 2.7 Any existing domestic well system within this project shall be removed from domestic service per City Ordinance Section 9-1-4 and 9 4 8 contact the City of Meridian Engineering Department at(208)898-5500 for inspections of disconnection of services. Wells may be used for non-domestic purposes such as landscape irrigation if approved by Idaho Department of Water Resources Contact Robert B.Whitney at(208)334-2190. 2.8 Any existing septic systems within this project shall be removed from service per City Ordinance Section 9-1-4 and 9 4 8. Contact Central District Health for abandonment procedures and inspections(208)375-5211. 2.9 Street signs are to be in place, sanitary sewer and water system shall be approved and activated,road base approved by the Ada County Highway District and the Final Plat for this subdivision shall be recorded,prior to applying for building permits. 2.10 A letter of credit or cash surety in the amount of 110%will be required for all uncompleted fencing, landscaping, amenities, etc.,prior to signature on the final plat. 2.11 All improvements related to public life, safety and health shall be completed prior to occupancy of the structures. Where approved by the City Engineer, an owner may post a performance surety for such improvements in order to obtain City Engineer signature on the final plat as set forth in UDC 11-5C-3B. 2.12 Applicant shall be required to pay Public Works development plan review, and construction inspection fees, as determined during the plan review process,prior to the issuance of a plan approval letter. 2.13 It shall be the responsibility of the applicant to ensure that all development features comply with the Americans with Disabilities Act and the Fair Housing Act. 2.14 Applicant shall be responsible for application and compliance with any Section 404 Permitting that may be required by the Army Corps of Engineers. 2.15 Developer shall coordinate mailbox locations with the Meridian Post Office. 2.16 All grading of the site shall be performed in conformance with MCC 11-12-3H. 2.17 Compaction test results shall be submitted to the Meridian Building Department for all building pads receiving engineered backfill,where footing would sit atop fill material. 2.18 The design engineer shall be required to certify that the street centerline elevations are set a minimum of 3-feet above the highest established peak groundwater elevation. This is to ensure that the bottom elevation of the crawl spaces of homes is at least 1-foot above. 2.19 The applicants design engineer shall be responsible for inspection of all irrigation and/or drainage facility within this project that do not fall under the jurisdiction of an irrigation district or ACHD. The design engineer shall provide certification that the facilities have Page 24 Page 277 Item#10. been installed in accordance with the approved design plans. This certification will be required before a certificate of occupancy is issued for any structures within the project. 2.20 At the completion of the project,the applicant shall be responsible to submit record drawings per the City of Meridian AutoCAD standards. These record drawings must be received and approved prior to the issuance of a certification of occupancy for any structures within the project. 2.21 A street light plan will need to be included in the civil construction plans. Street light plan requirements are listed in section 6-5 of the Improvement Standards for Street Lighting. A copy of the standards can be found at http://www.meridiancity.org/public_works.aspx?id=272. 2.22 The City of Meridian requires that the owner post to the City a performance surety in the amount of 125%of the total construction cost for all incomplete sewer,water and reuse infrastructure prior to final plat signature. This surety will be verified by a line item cost estimate provided by the owner to the City. The surety can be posted in the form of an irrevocable letter of credit, cash deposit or bond. Applicant must file an application for surety,which can be found on the Community Development Department website. Please contact Land Development Service for more information at 887-2211. 2.23 The City of Meridian requires that the owner post to the City a warranty surety in the amount of 20%of the total construction cost for all completed sewer,water and reuse infrastructure for duration of two years. This surety will be verified by a line item cost estimate provided by the owner to the City. The surety can be posted in the form of an irrevocable letter of credit, cash deposit or bond. Applicant must file an application for surety,which can be found on the Community Development Department website. Please contact Land Development Service for more information at 887-2211. C. FIRE DEPARTMENT(MFD) https:llweblink.meridianciV.org/WebLink/Doc View.aspx?id=191324&dbid=0&r0o=MeridianC ky D. POLICE DEPARTMENT(MPD) https:llweblink.meridianciU.org/WebLink/DocView.aspx?id=191275&dbid=0&r0o=MeridianC Lu E. PARK'S DEPARTMENT https:llweblink.meridiancily.org/WebLink/DocView.aspx?id=192297&dbid=0&r0o=MeridianC iv F. COMMUNITY PLANNING ASSOCIATION OF SOUTHWEST IDAHO(COMPASS) https:llweblink.meridiancily.org/WebLink/DocView.aspx?id=192103&dbid=0&r0o=MeridianC iv G. BOISE PROJECT BOARD OF CONTROL(BPBC) https:llweblink.meridiancily.org/WebLink/DocView.aspx?id=191405&dbid=0&r0o=MeridianC iv Page 25 Page 278 Item#10. H. NAMPA&MERIDIAN IRRIGATION DISTRICT(NMID) https:llweblink.meridianciU.org/WebLink/DocView.aspx?id=192040&dbid=0&r0o=MeridianC iv I. CENTRAL DISTRICT HEALTH DEPARTMENT(CDH) https:llweblink.meridianciU.org/WebLink/Doc View.aspx?id=191385&dbid=0&r0o=MeridianC iv J. DEPARTMENT OF ENVIRONMENTAL QUALITY(DEQ) https:llweblink.meridiancily.org/WebLink/DocView.aspx?id=191616&dbid=0&r0o=MeridianC iv K. ADA COUNTY HIGHWAY DISTRICT(ACHD) On4,a dfflfi staff reper4 has been subm4W at this time. F-allewing reeeot ef thefinal repert an Due to the unresolved issue re ag rding the sidewalk alongV ictoa Road.ACHD has not yet issued an official staff report. IX. FINDINGS A. Preliminary Plat Findings: In consideration of a preliminary plat,combined preliminary and final plat,or short plat, the decision-making body shall make the following findings: 1. The plat is in conformance with the Comprehensive Plan; Commission finds that the proposed plat, with Staffs recommendations, is in substantial compliance with the adopted Comprehensive Plan in regard to land use, density, transportation, and pedestrian connectivity. (Please see Comprehensive Plan Policies in, Section V of this report for more information) 2. Public services are available or can be made available and are adequate to accommodate the proposed development; Commission finds that public services will be provided to the subject property with development. (See Section VIII of the Staff Report for more details from public service providers) 3. The plat is in conformance with scheduled public improvements in accord with the City's capital improvement program; Because City water and sewer and any other utilities will be provided by the development at their own cost, Commission finds that the subdivision will not require the expenditure of capital improvement funds. 4. There is public financial capability of supporting services for the proposed development; Commission finds there is public financial capability of supporting services for the proposed development based upon comments from the public service providers(i.e.,Police,Fire,ACHD, etc). (See Section VII for more information.) 5. The development will not be detrimental to the public health,safety or general welfare; and, Page 26 Page 279 Item#10. Commission is not aware of any health, safety, or environmental problems associated with the platting of this property. ACHD considers road safety issues in their analysis but has not provided comments at this time. 6. The development preserves significant natural,scenic or historic features. Commission is unaware of any significant natural, scenic or historic features that exist on this site that require preserving. The Applicant is proposing to keep the existing pond on the property for the benefit of the development which Staff fully supports. 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(:> E IDIAN*-----, AGENDA ITEM ITEM TOPIC: Public Hearing for Gemstone Center No. 3 (H-2020-0094) by Tamara Thompson of The Land Group, Inc., Located at 965, 1021, 1075 and 1135 N. Hickory Ave. A. Request: Easement Vacation to vacate utility easements established along interior lot lines of Lots 1-4, Block 4 of the Gemstone Center No. 3 subdivision to complete property boundary adjustment that merges all four lots into one lot. Page 281 DATE: September 20, 2020 ITEM # ON AGENDA: 11 PROJECT NAME: Gemstone Center No. 3 (H-2020-0094) PRINTED FULL NAME For Against Neutral Want to Testify YES OR NO 1 2 3 4 5 6 7 8 9 10 11 12 13 14 Details and Signatures For Public Hearing Hearing Date: 10/20/2020 Hearing Type: Council Item Number: 11 Project Name: Gemstone Center No. 3 Project No.: H-2020-0094 Active: Signature Address Name Tamara 462 E. Shore Drive, Thompson Eagle, ID Go Back To List I Export To Excel © 2020 - City of Meridian, Idaho T HOA HOA Name Represent For Neutral Against I Wish Sign In To Date/Time Testify 10/19/2020 10:29:28 PM Item#11. E IDIAN IDAHO C� PUBLIC HEARING INFORMATION Staff Contact:Alan Tiefenbach Meeting Date: October 20, 2020 Topic: public Hearing for Gemstone Center No. 3 (H-2020-0094) by Tamara Thompson of The Land Group, Inc., Located at 965, 1021, 1075 and 1135 N. Hickory Ave. A. Request: Easement Vacation to vacate utility easements established along interior lot lines of Lots 1-4, Block 4 of the Gemstone Center No. 3 subdivision to complete property boundary adjustment that merges all four lots into one lot. Information Resources: Click Here for Application Materials Click Here to Sign Up to Testify at the City Council Public Hearing Page 282 Item#11. STAFF REPORT E IDIAN -- COMMUNITY DEVELOPMENT DEPARTMENT a' O HEARING 10/20/2020 Legend DATE: leiPraject Lnoaton TO: Mayor&City Council LZI FROM: Alan Tiefenbach,Associate Planner 208-489-0573 SUBJECT: H-2020-0094 Gemstone No. 3 Vacation - � LOCATION: 1075, 1021, 965, and 1135 N. Hickory Ave Pr r i n 7 i r r r u r'T i'Ti�r I. PROJECT DESCRIPTION Request to vacate the property drainage,utility and maintenance easements established along the interior lot lines of Lots 1-4,Block 4 of the Gemtone Center No. 3,by Tamara Thompson of the Land Group,Inc. II. APLICANT INFORMATION A. Applicant: Tamara Thompson, The Land Group -462 E. Shore Drive, STE 100, Eagle, ID 83616 B. Owner: Hot 2 LLLP—Box 1335,Meridian,ID 83680 C. Representative: Same as Applicant III. STAFF ANALYSIS The 5-foot wide easements proposed to be vacated consist of public utility, drainage, and irrigation easements along the three(3) interior lot lines shared between Lots 1-4,Block 4(See Exhibit B). These easements were created as part of the recordation of Gemtone Center No. 3 and are part of the standard easements placed on buildable lots when a new subdivision is approved. The applicant has received tentative approval of a property boundary adjustment(PBA)application to merge all four lots into one large lot to construct a single 206,996 square foot warehouse building. Per City code, a PBA does not vacate platted easements. The PBA and vacation process must be completed, so the Pagel Page 283 Item#11. applicant can proceed with applying for a building permit and move forward with construction of the project. The applicant has submitted letters from all potential easement holders (i.e. Sparklight,Idaho Power, Intermountain Gas, Century Link,Nampa Meridian Irrigation District)who have all submitted written consent agreeing to vacate the easements(see Exhibit V.E.). IV. DECISION A. Staff: Staff recommends approval of the vacation of easement request as proposed by the Applicant. Page 2 Page 284 Item#11. V. EXHIBITS A. Recorded Plat(date: August 1999) TREASURE VALLEY BUSINESS CENTER — F"ABE I GEMTONE CENTER NO. 3 A SVBCIWSION A PORTION OF THE HE 1/4,SECTION S.T.SN.,R.1E.,B.M., � AIERIpIAk,MA COUNTY,IOAHO s av3alo"E sa000 �' 1999 ; I �I too so o too Boo aoo CURVE TAE3LE .w'3f lS'E e0a3h' il� MIAAEN CQTA R. A.0 TAN plCfeh tlCQb 9R6 -ll • N wn�mp�n �tf ? SLnaC IN fE(T C m'War .]S19.W in V.49 Inim S ed Zlnfl"W �p rt tl lainnr 21W W N 11.z H.ln 5"Ea't 1"wr eA'.fe't5,w N.W, � C4 W W4� I WO 9.Sa 6v IS.S• S 0WIr'w n p + S � BLOCK 4 _ LLu Y UQ= W l e!1']5'te'F2y.pp' 1CY fL 31m1 WWII U�EI. V �yj,N(•rl t Y _J . 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Th.wandm.d drab d, rh.nn.n LAt.S. 3 kflpti rlrr* m,aai,pn wl 16'pile l000t.e an the w.et elect of Lal 5. No irdgo[Im or dolnage dletrlct hoe[I—d deneeehlp W Ne ob.d..di.h. _ p 13. Lot-2,.] .are.ubptl W nn Ado—wty Mlgheoy Ol.trlat atone drdnaq. r31 ss 14 and n pad cb.w�.�wh.Inn.dlt'n�fn a d ilr«.o.h lale`j`y aa.w.iy F 1 Hill dreF Ph•.9•.r ..p.rMon d mpin lrwn•e f the eejeelnq dminepe :I IPy foatnl... I �8 I I Iw 1 I� mT I � a CORNER I/4 VpRNER r ra*T�b ---------------------------------------------------- Page 3 Page 285 Item#11. B. Vacation Exhibit(date: August 1999) PLAT OP H�ewxE A FY x aNEss�[x fx—P A[E 1 N GEMTONE CENTER N0. 3 1 A PCRTCx Q THE NE 1, 9EEilON A.I.. 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Oeu¢loper Goe 50-EnglneeaR Adae,Idaho BOiae,IrlpryO 5MEET n OF 2 mlaA vn'1-nf.IRp amlw Page 4 Page 286 Item#11. C. Proposed Property Boundary Adjustment(date: July 1, 2020) NSTIA vATR71 FxpRO anEELLC IREASURE Y.ILLEY R=YESS IMSMHCIQWAYE CRMTFR - ujDsu! r E I am F ARUM'KGSM LOT 6. BLOCK 2 ILE.E3H-E r `9rMnAE Naar I 1 k wMMAl sorz�E care zrPIIEIGAT IA U--F.'.'.%-EE 6 # FRIfiATIpI E?:-"- � I I 1 ==_�'� PLS4636 ". 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MWTOFE C81fEli NOA.HOOK IN.RGE S51a.IRSTP!-SDUO9H0MM.PEOMM OF AU CCIIIITY. .k I E Cglfg IxSTP!-REl'a�=-::• -°:=_`E57, .111 ME PED)FEG OF AU CCIIIITY. EASTOINWRM-CA EIN COR50A M. TFEARMEVJLLLE'-- .'-,*E1.RCM S&PASE4.M IIPMUWEK-r AESA RECCRRS CFADA WUWff. CAGE,p., BSb1S CpfF#-" .S FA: RECrRIC# � :T EC BJR, ". '..-. . 'E PMG-MS91a RrRICS CF JCA COLWf. FS REC[RIC OF B-R, - - T NIUMERTEi RECrRICS CF ACA OXWf. M. RE[RICOFSJR,-)". -. . 'E'-7PM1-W42Ea REMflG3CFACACLIKTf. Page 5 Page 287 Item#11. D. Proposed CZC Site Plan for Hickory Warehouse(date: August 14, 2020) 1,7 } .����_� �—`�s- - — '--�—.y _��: •ice t Iit } a +` i • �� II c I - - - -_- -- - -�. -- - _ -- — IT; ° a {6 I J. I rw I I II µ r ISM INCH 1 I I Page 6 Page 288 Item#11. E. Relinquishment Letters from Easement Holders(service providers) From: Tamara Thomo:on To: Alan Tiefenbach Subject: FW: Gemstone Center No.3 Date: Monday,Gchaber 5,2020 1:24:08 PM Attachments: 0mane003.12na imaoe601.yng Alan, Please see be law regarding the Hickory easement vacation. director of client services tamara thompson THE LAND GROUP I thelandgrcuPinc.cam 1 20&939.4041. From: Alsup,Terry<Terence.Alsup@sparklight.biz> Sent: Monday, October 5, 20201:15 PM To:Tamara Thompson<tamara@thelandgroupinc.com> Cc: Goettsche, Cheryl cCheryl.Goettsche a@sparklight.biz>; Lawler,Alan <Alan.Lawler@a spar klight.biz> Subject; Gemstone Center No.3 Tammara Thompson We Sparklight have no issues with the utility easement vacation at the location noted below. Our official agreement is in process of being approved and signed. Page 7 Page 289 Item#11. lcpjio MR Z� On Ia4CORPCornparhr August 17, 2020 .Serf Oa einaif to lama-mathela d, mipirrc_com Tamara Thompson The Land Croup_ Inc_ 3131 E_Springwood Dr_ M E_ Shore Dr. Ste 100 Eagle, ID 83616 Re: Relinquishment of a portion of Public.Utility Easement{FETE}located within Lot 1, 2, 3, and 4 of the Gemstone Center-1o. 3 Subdivision in Ada County, Idaho_ I}ear Tamara: This is in response to the relinquishment application recei-�red by Idaho Power Company on July 24, 20210, regarding the possible partial relinquishment of the RUE within the above noted nibdivision- The attached nfap you provided more specifically identifies the --easement area'- requested for relinquishment. After review of the application Idaho Po%�w agrees to relinq iA the 5' public utility-easements that run along the interior lot lines of the Gemstone-1o_ 3 Subdivision as sho%va on the attached exhibit_ Thank -vDu once again far providing Idaho Power Company the opportunity to re-�Yew and comment upon the.subject petition for reliuquislunent_ Sincerely, 01S4 � rista Englund Ate_ heal Estate Specialist Land Management and permitting Department Corporate Real Estate Idaho Power Coampany Page 8 Page 290 Item#11. arar Thompson From: Gallegos,Carson <Urson.Callegos1 @centurylink,com> Sent Friday,July 17,20204,D8 PM To: piannirrg@meridiancity.org Cc: Ta mara Thompson Subject: RE:Gems6vne Center Ncti 3 - Easement vacation request Hello, I am contacting to inform that CTL is fine to vacate the easements between the lots running east-west at Gernstone Center#3. R3073790100 1135 N- Hickory Ave Lot 1, Block 4 Genistane Center No-3 2-562 I-L R30737902001 C75 N. Hickory Ave Lot 2, Black 4 Gemstone Center No.3 2.455 I-L R30737903001021 N- Hickory Ave Lot 3, Black 4 Gemstone Center No-3 2-427 I-L R3073790400 965 N. Hickory Ave Lot 4, Block 4 Gemstone Center No. 3 2_433 I-L Thank you, Carson J- Gallegos Network Engineer II 1315 W Anuty Rd, Fuse ID 83705 Direct: 208-914-7647 Cell: 08-599-4165 Tamara Thompson From: Greq Curtis cgcurds@nmid.orq sent Wednesday,September 2,2020 9:22 AM To: Tamara Thompson suilajeet RE Gemstone Center No. 3- Easement vacation request Tamara, Nampa&MPeridian Irrigation District(NMID) has no district awned nor operated fa€ilrces within the area in question, therefore we claim no easemerrts as well. N M I D will have no further comment regarding the request to vacate these easeme nits. Hope fully this email will serve your needs with Meridian as it has for others in the past-If an actual latter is needed please let me know,my secretary is currently out of the office, but I will get one done asap. Thanks, Greg- Greg G Curtis Water Superimendent Nampa 8.Meridian Irrigation District Shop 5525 E. Greenhurst Rd. Nampa Idaho 83686 Phone:2D8466-D663 Fax_208-463-0183 Webs ite:www-n mid.org Page 9 Page 291 Item#11. To Whom ft May Concern: We.the undersigned pijbfic utility oompany, IntermDuntaln Gas Cornpany ,release rights for the property drainage and utility easement that is llom d between Lots 1,Z 3,and 4, Elock 4,of the Gemstone Center No_ 3 Subdivision in Meridian, Idaho. Tile Boise District Qiperations Manager Unity CompanylProperty Owner Address Page 10 Page 292