Loading...
2021-05-18 Work Session Minutes Item#2. Meridian City Council Work Session May 18, 2021. A Meeting of the Meridian City Council was called to order at 4:31 p.m., Tuesday, may 18, 2021, by Mayor Robert Simison. Members Present: Robert Simison, Joe Borton, Luke Cavener, Treg Bernt, Jessica Perreault, Brad Hoaglun and Liz Strader. Also present: Chris Johnson, Bill Nary, Dale Bolthouse, Laurelei McVey, Brad Purser, Jamie Leslie, Joe Bongiorno and Dean Willis. ROLL-CALL ATTENDANCE Liz Strader _X_ Joe Borton _X_ Brad Hoaglun _X_Treg Bernt X Jessica Perreault _X Luke Cavener (4:37 pm) _X_ Mayor Robert E. Simison Simison: Council, I will call this meeting to order. For the -- for the record it is May 18th, 2021, at 4:31 p.m. we will begin this afternoon's City Council Work Session with roll call attendance. (Technical difficulties.) Johnson: Mr. Mayor, may I start again? Simison: Yes, you may. ADOPTION OF AGENDA Simison: Next item is the adoption of the agenda. Bernt: Mr. Mayor? Simison: Councilman Bernt. Bernt: There are no changes to the agenda, so I move that we adopt the agenda as published. Bernt: Second the motion. Simison: I have a motion and a second to adopt the agenda. Is there any discussion? If not, all in favor signify by saying aye. Opposed nay? The ayes have it and the agenda is adopted. MOTION CARRIED: ALLAYES. Page 20 Meridian City Council Work Session Item#2. May 18,2021 Page 2- — CONSENT AGENDA [Action Item] 1. Approve Minutes of the May 4, 2021 City Council Work Session 2. Approve Minutes of the May 4, 2021 City Council Regular Meeting 3. Bainbridge Subdivision No. 12 Water Main Easement No. 1 4. Hathaway Warehouse Water Main Easement 5. Final Plat for Apex Southeast No. 2 (FP-2021-0032) by Brighton Development, Located on the East Side of S. Locust Grove Rd., Approximately '/4 Mile South of E. Lake Hazel Rd. 6. Final Order for Tetherow Crossing Subdivision (FP-2021-0017) by Hayden Homes Idaho, LLC, Located to the Northeast of N. Linder Rd. and W. Ustick Rd. 7. Final Order for TM Creek Subdivision No. 5 (FP-2021-0027) by Brighton Development, Located at the Northeast Corner of S. Wayfinder Ave. and W. Cobalt Dr. 8. Final Order for Whitecliffe Estates No. 3 (FP-2021-0014) by 943 W. McMillan Rd., LLC, Located at 943 W. McMillan Rd. 9. Findings of Fact, Conclusions of Law for Seasons at Meridian/Winco Wells Subdivision (H-2021-0007) by The Land Group, Located at 2600 and 2700 E. Overland Rd. 10. Findings of Fact, Conclusions of Law for Volante Investments (H-2020- 0118) by The Land Group, Located at 2600 and 2700 E. Overland Rd. 11. Second Amendment to Subrecipient Agreement Between City of Meridian and Jesse Tree of Idaho for CARES Act Community Development Block Grant Funds 12. Resolution No. 21-2269: A Resolution of the Mayor and the City Council of the City of Meridian Appointing Steven Yearsley to Seat 5 of the Meridian Planning And Zoning Commission through January 31, 2023; and Providing an Effective Date Simison: Next item is Consent Agenda. Bernt: Mr. Mayor? Simison: Councilman Bernt. Page 21 Meridian City Council Work Session Item#2. May 18,2021 Page 3-— Bernt: It is my honor to ask that we approve the Consent Agenda as published. Hoaglun: Mr. Mayor? Simison: Councilman Hoaglun. Hoaglun: I'm also honored to second that motion. Simison: I have a motion and a second to approve the Consent Agenda honorably. Is there discussion on the motion? Bernt: Yes. One last thing. Simison: Councilman Bernt. Bernt: And I would like to add onto that motion that you sign it and the clerk attest it. Hoaglun: Second agrees. Simison: We have motions with seconds and amendments, agreements. Is there any discussion? If not, all in favor signify by saying aye. Opposed nay? The ayes have it and the Consent Agenda is agreed to. MOTION CARRIED: ALLAYES. ITEMS MOVED FROM THE CONSENT AGENDA [Action Item] Simison: And there were no items moved from the Consent Agenda. DEPARTMENT / COMMISSION REPORTS [Action Item] 13. Meridian Public Works Week Proclamation Simison: So, we will move right on into our Department/Commission Reports and the first item up is the Meridian Public Works Week Proclamation, Public Works Department. So, if I could get the Public Works team to join me at the podium for the reading. Council, we are, believe it or not, here for Public Works Week. Normally we would have a lot more stuff visually going on that you would see people moving out in the parking lot and big machines coming in on this --this Tuesday. But, instead, we are doing it virtual this week. But this is actually realtime for those that are playing along at home. So, we are going to do a proclamation and, then, we will turn it over to Dale and his team for some comments about this week. So, whereas City of Meridian residents have peace of mind with every faucet turned on, shower taken, and toilet flushed, thanks to the professional employees of the Meridian Public Works team and whereas each unseen essential worker, engineer, inspector, operator, technician is committed to protecting our health, safety, environment and quality of life through the supply and distribution of clean safe water, efficient Page 22 Meridian City Council Work Session Item#2. May 18,2021 Page 4- 23 collection and treatment of wastewater and management of solid waste and whereas the dedicated Public Works staff and partners design, maintain and sustain the quality of these critical services and important infrastructure, recognizing their ability to do so, dependent on having the support of informed citizens, and whereas the Meridian Public Works Department educates the community about the work they do, both in person through their daily work and virtually through informative and engaging public outreach, and whereas Stronger Together is the theme for the 2021 National Public Works Week and it represents the many facets of modern civilization that grow out of the efforts put forth by the public works professionals across North America. Therefore, I, Mayor -- I, Robert E. Simison, hereby proclaim the week of May 16 through 22, 2021 , as the Meridian Public Works Week in the City of Meridian. Call upon all citizens and the civic organizations to acquaint themselves with the vast and complex efforts involved in providing our Public Works services and to recognize the substantial contributions which Public Works employees make every day to our health, safety, comfort and quality of life, dated the 18th of May 2021. So, congratulations Dale, to you and your team as we are here for another Public Works Week and I will turn this over to you for some comments. Bolthouse: I do have just a couple of comments, but thank you very much, Mayor, for the acknowledgement. Thank you, Council, for the opportunity to join you here for a couple of minutes here as we kind of look at this year's Public Works Week celebration that we have done every year. I want to thank Emma and Susie, who are co-chairs, for our activities and they put together -- in light of not having a live event, you know, kind of some virtual activities that we have going on this year and we will talk a little bit about it. But Public Works Week was started back in 1960 and today is celebrated by approximately 30,000 public works professionals across the country as a way of acknowledging their contribution to our communities today. This year, as in every year, there is a theme. This year's theme was Stronger Together and I think that's really appropriate as we look back at the past year and some of the challenges that we have overcome. This is the 13th year that Meridian has participated in Public Works Week and although it's an abbreviated format this year, we do have some kind of fun virtual activities going on, and I hope you have been able to maybe catch those and if you haven't I would direct you to Facebook. We have a number of video shorts that have been kind of put together introducing a little bit about the department and, then, hitting some of the areas of responsibility that maybe don't get as much highlight as -- as our basic water and wastewater production type areas. So, hitting areas like pretreat and trash and recycling. Our location services, which appropriately are painting our city one stripe at a time out there in the streets, highlighting some of our engineering efforts that don't normally get it. So, those are released every day. They started on Sunday, they will be going through the end of the week and I invite you to go out on Facebook and Instagram and -- and view those. Likewise, tomorrow, as a way of showing some appreciation for our staff and utilities and here at City Hall, we are treating the employees to -- to a lunch. So, we have a little luncheon tomorrow. We traditionally have always had a barbecue following our normal Public Works Week, but -- so we have a nice -- nice lunch and to show our appreciation and as traditional, we have generated a commemorative coin for each of our Public Works Week activities and so Susie and Emma have got one of those for you and we also give these to all of -- all of our Public Works employees and we also give them to Page 23 Meridian City Council Work Session Item#2. May 18,2021 Page 5- — all of our sponsors that helped put on what are typical events that we have each year. So, please, enjoy that and we hope that next year we can return back to our normal events with tours and expos and -- and golf tournaments and those kinds of things. But I do appreciate the -- the Mayor and Council acknowledging the essential workers in Public Works. I think we -- our slogan we were essential before essential was cool. So, anyway, thank you very much. 14. Public Works Department Report: 2020/2021 Wastewater Resource Recovery Facility (WRRF) Odor Study Results McVey: Mayor and Members of the Council, thank you for giving me a few minutes to update you on the results of our 2020-2021 odor study for the wastewater treatment facility. So, first, I think it's important to give you a little bit of context about what an odor study is and what it can be used for. So, odor studies use EPA approved air dispersion models, which utilize local meteorological data. So, wind speed, wind direction and temperature, as well as odor sampling values to predict several things. They will tell us the highest odor value under worst case conditions. They will also tell us where that odor is expected to go and how frequently that odor is expected to be there. So, it's important to note that odor studies are not perfect. They do include a lot of assumptions, like local weather patterns, what equipment will be installed and when and they also predict worst case conditions. So, they take the hottest, windiest day with all process equipment online, which may not be what is actually experienced in the field, but it does show you what the worst case could possibly be. They also predict total odor, not just bad odor. So, obviously, odor is very subjective. We have -- for example, our headworks has a raw sulfurous, raw wastewater smell that's more offensive perhaps than our aeration basins, which is a more earthy, generally nonoffensive odor. But the odor study is going to show you total odor, both good and bad. So, what it's also not going to do is tell you exactly how to set land use boundaries, but it will hopefully give you enough information to feel comfortable setting reasonable land uses around the wastewater plant. So, I need to give you a quick update on how we got to this point. So, in 2002 the city established the current land use boundaries around the wastewater plant. In 2004 Public Works conducted the first odor and noise study. This study was based on a lot of theoretical assumptions. It used a built out planning window of 2023 and only used one actual odor sample. So, without any additional information, though, those land use boundaries have remained in place. But now that we are nearing the end of that odor study prediction window we wanted to complete an updated study using better, more up to date information. So, we completed the study in August of 2020, which, again, helped us predict worst case conditions in the heat of the summer. We also modeled it with all plant equipment online, which will be actually occurring in 2024 and we took 47 actual odor samples. So, we also took the opportunity to look at future facility build out through 2074. So, odor studies give you two values. The first value is the peak odor value. So, this represents the highest detectable odor. But it's important to know that these peak odors could also last for just mere seconds. So, a DT or detection threshold of seven would be considered background conditions. So, smells you would get from soil, trees, and plants. The second value or the orange rings is going to give you odor frequency contours. So, these show you how often an odor is going to be perceived above a set threshold in Page 24 Meridian City Council Work Session Item#2. May 18,2021 Page 6 of— detectable hours per year. So, this shows us more persistent lingering odors and it's a little bit easier to view and interpret these graphics as percent of hours in the year. So, on our next graph we converted it to those units. So, you will see this graph is it shows the current conditions at the wastewater plant and what you will see is that residential development is generally allowed in the two to three percent contour lines. To give perspective, two percent of the hours in a year is equivalent to approximately eight days out of the year and it's important to remember that these values are total odor, not just bad odor. So, what we did is we modeled to show the results of what do these contour rings look like with some of the planned odor control projects that are in the current CFP that we plan to construct in the next one to four years. So, what you can see is that it pulls those older contour rings in even further. So, based upon the information and the new odor study with the planned odor control upgrades installed, the Public Works Department is recommending that the city could modify the land use designations around the WRRF. We would recommend, however, that we keep nonresidential land use restriction around the WRRF to an interim 900 foot nonresidential buffer, which would allow the city to install the planned odor control upgrades and reevaluate the odor profile after these upgrades are complete. But in order to ensure that we are not making decisions today that may have negative future impacts, we also looked at full facility build out. So, this is estimated to be in 2074. And what we can do with full odor control installed on all applicable future projects is we can really pull those odor contours in even further and so that shows that by installing that technology with our projects as we put them in we can continue to grow the facility and support additional development in the areas around the WRRF. So, one of the good things is future odor control equipment can be phased in and so it can be constructed based on actual field conditions, maximizing the city's investment, so that we don't over or under construct the necessary odor control equipment as the facility continues to grow. So, with that we just wanted to remind you that the odor study is not perfect, but it does give us the best information to predict the worst case conditions and helps us make appropriate land use decisions around the WRRF that supports the interest of the facility, as well as the surrounding neighbors now and into the future. And with that I will stand for any questions. Simison: Thank you, Laurelie. Council, do we want to take a recess and reboot the system, so that those remote can come weigh in at this point in time real quick? Okay. So, we are going to -- we will go and take a recess until the system is rebooted. Mr. Clerk, any idea how long? Johnson: Under five minutes. Simison: Okay. So, we will resume -- resume probably by 4:50 or shortly thereafter. Thank you. (Recess: 4:47 p.m. to 4:55 p.m.) Simison: Thank you, Council. We will come back out of recess. But appreciate us getting that set up. So, Council, any questions for Laurelei? Page 25 Meridian City Council Work Session Item#2. May 18,2021 Page , of— Strader: Mr. Mayor? Simison: Council Woman Strader. Strader: Thanks a lot, Laurelei. One question I had, I -- I know you model the existing conditions, but it surprised me that it's an ellipse and not like a circle. I was just curious. McVey: Yeah. Council Woman Strader, Mayor. So, that actually is a result of the prevailing wind patterns. So, they use what's called windrows and they -- they go in that sort of oblong shape and so that's why the odor dispersion model goes in that direction, rather than just a circle pattern. Strader: But your 900 foot buffer -- you recommend that, I assume, all the way around the site? McVey: We do generally from -- so, that -- oh, I can't get that to change screens. But generally from the existing property boundary about 900 feet out would at least give us the opportunity to install the technology that we have planned for the next few years, evaluate what that looks like. Eventually that could potentially be reduced as well, but we would like to see what -- what those technologies actually do to in field conditions. Strader: Thank you. Borton: Mr. Mayor? Simison: Councilman -- Councilman Borton. Borton: Laurelei, I assume also this study is, then, utilized by our Planning Department for notifying landowners, all applications, and incorporate these results as part of the analysis? McVey: Councilman Borton, I believe it -- it should be. I think the next step would be as development applications come in for your guys' approval or -- or denial, it would -- their comments -- the staff's comments would be in there based on our -- our maps. Hoaglun: Mr. Mayor? Simison: Councilman Hoaglun. Hoaglun: It looks like, Laurelei, that most of the area, though, where the concentrations were outside of the -- of the higher concentrations, that it remains on our site in most of the areas, if not the one or two percent, which we find, if I recall correctly, is acceptable for -- for those areas. Page 26 Meridian City Council Work Session Item#2. May 18,2021 Page 8- — McVey: Yes. Councilman Hoaglun. So, we -- our attempt is to keep the highest level odors on our site by installing those -- those technologies or potentially, you know, if possible, expanding the work boundaries at some point in the future. Hoaglun: And Mr. Mayor? Simison: Councilman Hoaglun. Hoaglun: Follow up to that, Laurelei. Will there have to be some -- maybe some boundary adjustments with -- with other property owners just to make sure we have that right ratio? McVey: Yeah. Councilman Hoaglun. So, I think we could on a case-by-case basis as development comes in with some of those contiguous properties we would want to look at those -- look at what their proposed development looks like, look at where it comes in in those contours on the map to make the best decision. Hoaglun: Okay. Thank you. Simison: Councilman Cavener. Cavener: Thank you, Mr. Mayor. Laurelei, is it the intention, then, that if -- that maybe Council accepts this report, including the -- the 900 foot buffer and, then, if that's the case is it, then, the plan to send that notification to the surrounding landowners so they are informed of this action as well? McVey: So, Councilman Cavener, that's a great question. So, I think our-- our next step, assuming that we have the general consensus of this body, would be to involve the -- the city's land development planning group and, yes, send out notifications to those property owners that there is the potential change in restriction -- or I guess lessening of restriction. Cavener: Okay. Thank you. 15. Meridian Dairy and Stock Show Annual Presentation to City Council Simison: Council, any further questions? Okay. Thank you, Laurelei. So, the next item on our agenda is the Meridian Dairy and Stock Show annual presentation to City Council. Turn this over to Hans and Mike. If you would come forward, state your name and address for the record. Murgoitio: Mike Murgoitio. 2623 South Hills Place, Meridian, Idaho. 83642. Bruijn: Hans Bruijn. 6627 Airport Road, Nampa. 83687. And I would like to thank the Mayor and the Council for inviting us to talk about what happened last year and what we are planning for this year. Even though most of Dairy Days was canceled last year, we still had the opportunity -- and I'm not sure how the slide show works -- to put on the show for the kids, both the dairy cattle and, then, the dairy goat show, we moved everything to Page 27 Meridian City Council Work Session Item#2. May 18,2021 Page 9- — the infield of the speedway, so we still --they still had an opportunity to show their animals and their hard work and, then, we did award quite a bit of scholarships last year -- almost -- a little over 10,000 dollars worth of scholarships. The new one we did -- and you can see that that went through the state FFA Foundation. We awarded six scholarships there and when we are looking at giving out scholarships, one of the criteria is to support the young people in this valley who want to pursue an education in agriculture, especially the dairy industry. We are really concerned about the loss of farmland in this -- you know, not just Ada county, but in the valley. So, hopefully, we can support these kids to get an education in agricultural, come back here and help where ever--where ever they get can. The picture on the -- that would be the right -- my -- is Charlie Stevens Memorial Scholarship. We have given that away for about ten years now. He was a dairy farmer on Ten Mile and Franklin and last year what we did -- the recipient in a picture that's this year, but last year we had four applications, so we decided -- and they are a thousand dollars. So, we decided with everything going bad for those kids we decided to award a thousand to all four of those kids. So, that's why, you know, we went over ten thousand dollars worth of scholarships and Meridian -- the Meridian Dairy Board or Meridian Dairy and Stock Show, we are a nonprofit organization. We make our money from, you know, renting out the speedway. We hope generally to break even on the loss to -- or not lose too much money for their -- during Dairy Days. This year we actually hired -- and I think some of you are familiar with them -- Eric Holley to sell sponsorships and he's been very successful and we hope to double, maybe even triple the amount of scholarships we can hand out. One of the big sponsors came on board, TDS Fiber, for -- as our host sponsor, not only do we give out scholarships, but we also help FFA, 4-H kids that go to your state or national conventions, you know, to help them out financially, so they can -- so they can do that. This year -- and we have got several other great sponsors that came on board to help out. So, that brings us to this year. We have got a few new events to add to it. The big one -- and it's highlighted there. It's -- we had hoped to start it last year. It didn't work out. But it would be our first annual Keith Bird Memorial Golf Tournament. I do not golf, so I will be at a dairy cattle show, but I think Mike -- Mike will be there and -- and I don't know how many teams we are planning on having there. Murgoitio: They are signing up really quick. We expect a full turnout, so it's pretty exciting what -- what's being put together there. Bruijn: And, then, the other thing that's kind of new -- you know, we have -- of course we got a carnival coming and our big problem always is to get people to stay in Storey Park, to come to Storey Park so they eat at the food vendors, they spend money at the carnival, because we get a percentage of that. So, the more we can come -- more people can come the better it is for the whole event. So, we added several music concerts this year. Thursday, Friday, we have -- we look for bands that have a local following, you know, so -- I think one or two are actually out of Meridian, but they are out of the Meridian-Boise area and, hopefully, they will bring some people with them. And, then, Saturday most of the day we have got different entertainers coming to Storey Park. The Meridian Parks will put on their cornhole tournament and that's on Saturday, I believe. Right. It's Saturday. So, that's -- that's some of the new things. And, then, of course, the big one -- the most headache for everybody, the most fun for a lot of people is the -- is the parade. Page 28 Meridian City Council Work Session Item#2. May 18,2021 Page 10—— We moved that to Saturday. That was 2019. That went over really well. It did add some additional concerns, but as you can see we got Specialty Construction to take care of any traffic control and every year, like everything else, you know, the price kind of goes up. It went up quite a bit this year and that kind of had to do with the request for Meridian Police to get more -- to do -- kind of do away with volunteers at the different intersections and, instead, have official flaggers there. People seem to pay a little bit better attention to somebody in an official capacity, even though we really appreciate like the Kiwanis that have done it over the years. That's why the price has gone up. And, then, today I found out that ACHD would prefer that those flaggers stay -- we have got a price at three hours. They prefer them to be there for at least four hours, so that would add an additional 750 dollars to the -- to the quote. The issue -- or the problem or the question I think we always have is who decides what's enough, who decides, you know -- obviously, it's not us, because we don't know anything about traffic control, so we asked the Specialty Construction, ACHD, and even more important Meridian Police Department, you know, what is their input, what would they like to see, and that's kind of what we are -- what we are following and, unfortunately, that makes the price -- the price from getting up. Maybe you can talk the parade -- Murgoitio: Yeah. So, what we found is -- we establish every year-- at the end of the year we established what risk we observed throughout the parade and we try and every year better that to where we have less risk every year, but, then, we add additional expensive and costs. So, we had a suggestion with the tape on the parade route to control traffic. We presented that to Specialty, they don't do that, so, then, we had to debate to whether we do it or whether -- you know, we tried to fund it to Specialty, but it really -- we are not qualified to do that, because if any incidents happened we -- we would be held accountable for that and we are not trained, we -- we don't want to do that. So, we came in a situation to where we have seen kids, you know, where we stopped, you know, the -- the throwing of candy, because the candy would land next to the trailers and vehicles and kids would run out and you are constantly having big trucks and stuff trying not to go and -- or stop for kids doing that. So, it's debated of how do you do that? Well, we tried to enforce handing out the candy, but that doesn't always happen. So, we go back and forth of what other things can we do to keep kids safe. So, we talked about the tape. Well, then, who is qualified to do the tape. So, we kind of go back and forth in this deal of trying to prevent people getting hurt, but, yet, also, you know, keep this cost to where it doesn't become out of control. So, there is that risk we try and establish, but we also get input from Meridian PD and, you know, many many other people within the city trying to establish what the proper thing is. So, that's why we kind of put it up, you know, to this point here and, then, we open it up for discussion for the caution tape and other incidents, such as extra flaggers to make sure -- but the flaggers came in when volunteers couldn't officially tell, you know, a car to stop or whatever. All they could really do is stand and make sure they didn't go past the barricades. What was happening is they were driving past it and there would be so many people flocking in and, then, you have cars trying to back up down these narrow tight, you know, back roads in Meridian and, again, it's a pretty big risk. So, we thought, yeah, that's a really good idea, because we have seen a lot of near misses. So, we thought that was appropriate. But, again, it kind of goes into Page 29 Meridian City Council Work Session Item#2. May 18,2021 Page 11 —23 that debate of, you know, how much do you do and how much do you not do and try to keep everybody safe and have a good parade, so -- Bruijn: Yeah. So, I guess one of the questions is -- because both Meridian PD and the Fire Department thought that tape was a really good idea and they seemed to work where it was in 2019. 1 think the question -- and maybe Meridian Police who -- who do you think is the -- the persons or who puts up the tape. Specialty Construction will not do it. Murgoitio: Or who makes the call, you know. Bruijn: Yeah. Murgoitio: That would be the question. And I will say this, you know, the Parks Department, Meridian PD, everybody has done a fantastic job of planning this. I mean we have meetings, you know, weekly right before the event and, then, monthly leading up to it and they are very proactive of being there on time. I know that's time out of their -- their day and we really appreciate their -- and value their time. It's been really good to work with them, so -- I think that was all we had. But those are the things we wanted to kind of ask it, too, so -- Simison: Council, any questions or if we would like to hear from Mr. Leslie on this -- his viewpoints. Leslie: I just had a couple of questions, Mayor. In regards to the tape, is that tape that is going to go down the roadway to prevent kids from coming out too far in the roadway? I wasn't part of that conversation. Murgoitio: Correct. Leslie: Okay. Mr. Mayor, I think that that's something we could assist them with and direct them where it needs to go. They, obviously, know where the risk points are at from the ebb and flows last year or year before and we could assist with how and where that goes. I don't see why that would be a problem for us. I'm not worried about any risk or concerns from our perspective. That's what they are looking for in guidance and where they want that to go. Bernt: Mr. Mayor, I don't think they -- Simison: Councilman Bernt. Bernt: I don't think they were looking for guidance. I think they were more looking for who's going to do it and who is going to pay for it, so -- Leslie: Oh. Page 30 Meridian City Council Work Session Item#2. May 18,2021 Page 12 of 23 Bernt: So, I -- my opinion is that --that's a massive expense. Isn't--you know, I get there is always risk and reward, but isn't that like the parents' responsibility to watch their kids on the side of the road? I mean that's the best solution. I mean, parents, watch your kids. There is a parade going on. There is moving vehicles going in the road. Watch your kids. And if that can't help -- I mean I just don't -- I find it hard to pay for that. At least the city. I -- that's just -- that's -- that's going to be a massive expense, whether it's time or resources -- I guess it's the same. Maybe another idea would be to have maybe a couple people that enter, you know, for every float maybe have a couple people, you know, that -- that's provided by the -- you know, the individual entry to have people watch the sides of their vehicles to make sure that, you know, kiddos are safe and there is no one out -- you know, running out in front of cars or behind cars or so on. So, that's just an idea. But that's a big -- that's a -- that's a big cost and, honestly, I don't know if tape is going to stop a kid from going to grab a piece of candy that's --you know, that's three feet in front of them. I don't think they are going to stop at the -- at the -- at the tape line when that piece of candy is afoot beyond it. I think they are going to -- I think they are going to go after it regardless if there is -- if there is yellow tape there. That's just my opinion. Nary: Mr. Mayor? Simison: Mr. Nary. Nary: Mr. Mayor, Members of the Council, I was at a couple of the meetings where the permitting processes went through and the Ada County Highway District is very opposed to tape for similar reasons as Council President Bernt had stated. It really doesn't effectively prevent people from crossing it and, secondarily, it doesn't assist sight impaired people that are out at the parade, because they can't--they can't see it, so they, obviously, get tangled up in it or they can step into it. So, they were not supportive of tape as a -- as a means of crowd control. That they like, again, having volunteers. It hasn't been as effective, because people sort of ignore volunteers. People that look like they were officially part of security of some sort for the parade, flaggers and those kind of things, people tend to give them a little bit more authority. So, that was kind of why they wanted to have flaggers instead. Barricades. Some types of bike racks and things like that as barricades were better impediments. We didn't discuss having people, essentially, as sort of runners alongside of the floats, but I mean that does sound like a -- that could be effective. I don't know if -- again, if every one of the entries has the ability to do that, but it certainly would be helpful to have that. That might be a better use of volunteers, because they are really just kind of protecting the parade itself, not trying to control the crowds in the street. But they were definitely --ACHD was definitely opposed to tape. Cavener: Mr. Mayor? Simison: Councilman Cavener. Cavener: Mr. Mayor, maybe another question for Hans or Mr. Nary is -- I was under the impression the Highway District was requiring the tape. So, if the Highway District isn't supportive of it, is it the City of Meridian that's requiring the police tape? Page 31 Meridian City Council Work Session Item#2. May 18,2021 Page 13—23 Bruijn: It was suggested by the Meridian Police Department in 2019 to try candlesticks and tape. We -- they ended up not bringing us enough candlesticks and not the entire parade route was covered. This time in the quote it gives -- there is like 300 some candlesticks. The tape we would have to buy separate and I believe we paid like 250 dollars for that in 2019, but -- but you are correct ACHD was not -- was against the tape. It was Meridian Police and Meridian Fire said it would probably be a good idea is what they said. But it does create a lot of extra work. Who --who puts it up, who takes it down, because you got to follow the parade right away, you know, taking down the tape, because as soon as the last entry goes by, you know, people -- and you are correct, it will not stop any kids. It's -- they see it as a suggestion. Maybe. Bernt: If they see the Hubba Bubba they are after it. Strader: Mr. Mayor? Simison: Council Woman Strader. Strader: Your intention is to stick with having people hand out the candies, though, and not throw them? Do you think that that helps? You will stick with that at least to try to keep the kids from running in -- and I think that makes sense and it seemed like that was effective -- more effective. Do the best that we can. Yeah. I don't think the tape -- the tape doesn't really sound like that workable of an option. So, watch -- you know, parents, please, you know, make sure you are watching your kids, too. Perreault: Mr. Mayor? Simison: Council Woman Perreault. Perreault: So -- I mean having started my term on Council on January 2020, this is a brand new conversation for me and I was wondering if there are particular areas along a route that -- that happens to just be kind of problem areas where we might be able to utilize some of those suggestions in just particular spots that are more narrow, perhaps, or where there might be safety concerns versus other areas of the route? Bruijn: Yes, there are. In downtown Meridian where the -- those center flower -- those big flower pots are, that has become quite a problem for the parade, because we have to, you know, guide them to the right -- everything gets narrow, then, the people -- they just crowd in onto the street. So, that is definitely a section that we have to watch and, then, there is a few crossroads. We -- one of the things we have done and that worked really well -- we are coming out of the speedway onto Main Street, we have made that a no candy zone. The problem was -- because we -- you know, we have some big tractor and trailers that are moving into the parade route there and there is nothing worse than people, you know, crowding and -- and you have to really watch those -- those kids along those -- you know, those big tractor and trailers and that has really helped. We did that for the first time in 2019. So, we will keep doing that. Page 32 Meridian City Council Work Session Item#2. May 18,2021 Page —of 23 Cavener: So, Mr. Mayor? Simison: Councilman Cavener. Cavener: I hate to keep belaboring the point about caution tape. I -- I take the recommendations from our Police and Fire Department serious and I think the Council summarized it, we are not going to get in the way of a little kid and a candy bar, but I'm curious if Police and Fire have any other alternative suggestions where we can meet the community safety needs, but also maybe -- again, I'm not an expert when it comes to this and it may be more operationalized to make it a little easier for the Dairy Show Board to deploy. Simison: Well, you took the words out of my mouth. I don't know how often Council wants to start getting into making determinations about where we are putting that caution tape for community events in Meridian. So, I really think this is an appropriate conversation really between the applicant for the parade and our public safety, personally, but I think it's been an informative discussion. Borton: Mr. Mayor? Simison: Councilman Borton. Borton: To tie a bow on that point, kind of wrap it up, I agree with all the comments. I think that the tape is more problem than it is intended to solve. Councilman Strader's comments, applying the rule of walking, not throwing, seems to be a good middle ground solution to make it as safe as we can. Parents -- parents watch your kids. Be safe. And the float participants can also take a little ownership and help that endeavor as well. So, a personal responsibility everywhere. For today it -- and maybe that's coming next, but isn't there -- I recall the ask, the financial contribution, and if the tape is not part of it, maybe that's the next piece, but -- Murgoitio: Mr. Mayor, yes, that's -- that's part of why I threw that in there is because it's the debate of whether you approve the price at Specialty's bid that they put in place or you leave it open to a budget in place of the bid, so we have some flexibility to work with Meridian Fire and anything that comes up between now and then. Simison: Mr. Leslie, do you -- or recall what the amount is in the budget? Or Brad. I think that there was an e-mail this week I was searching for and it did not pop up. Nary: Mr. Mayor? Simison: Mr. Nary. Nary: I did reach out to Todd Lavoie, our CFO, before the meeting to verify what the current budget is and the current budget is 5,000 dollars. The only thing we have ever paid for is the traffic safety plan. So, everything else has been absorbed through budgets Page 33 Meridian City Council Work Session Item#2. May 18,2021 Page ——23 -- our department budgets for overtime and the fee waivers are already in place in code. So, we have currently budgeted 5,000 dollars for this. Simison: So, Council, I guess that's what you are being asked, if you are wanting to do more than what is currently in the budget for this parade or not. Borton: Mr. Mayor? Simison: Councilman Borton. Borton: For 2019 -- remind me what we did in 2019 -- I guess the last time we had a parade. Wasn't it -- wasn't it a sharing of those costs, which led to the budget figure? Nary: So, Mr. Mayor, Members in the Council, in the packet a breakdown in a memo. So, in 2019 there was a 6,000 dollar cost for the traffic control plan. The price had gone up slightly from prior years, because of the change of the route, and so there was a little bit more necessity for some barricades, some of the other things we have just talked about. So, the price was up and I think it would be just a smidgen under that 1 ,600 dollars or something like that. The other costs associated were the staffing, the overtime, the fee for the permits and things like that. So, the total city contribution, including the budget for the traffic control plan, was $11,015.86. But, again, most of that was absorbed through overtime. So, the only hard cost was the cost of the traffic control plan. So, it's asking for, essentially, a ten thousand dollar budget for this year. Borton: Mr. Mayor? Simison: Councilman Borton. Borton: A budget request for the same effective participation from the city is we cover those hard costs. It's the hard costs have gone up form 6,900 to 8,900, is that -- Bruijn: That's correct. Borton: Okay. Bruijn: In 2019 the dairy board paid for the extra flaggers from a different company and that was about, I believe, 13, 14 hundred dollars, because that was kind of a last minute deal that Meridian Police said we really need more professional flaggers there and it was not in the original quote from Specialty. So, that's why -- it's in there now. Murgoitio: We footed the bill last -- or in 2019 for that. And, then, we -- but -- because we didn't get it in in time for approval for you guys beforehand. So, we came forward beforehand this time to be more forefront. Simison: Council, additional thoughts, comments? Page 34 Meridian City Council Work Session Item#2. May 18,2021 Page ——23 Cavener: Mr. Mayor? Simison: Councilman Cavener. Cavener: My comment -- I think the Council has said that we have been supportive -- this being an historical event to support the traffic safety or the public safety element of the parade, recognizing that we knew the cost would eventually go up and not down. I'm supportive of this -- this increase. I guess I just don't know in terms of -- if the rest of the Council feels that way what that process would be in terms of do we need to do a budget amendment or how that would -- how that would need to work out. Simison: Yes. If that's the direction. Bernt: Mr. Mayor? Simison: Councilman Bernt. Bernt: I think I'm in favor of it. I mean this -- as this parade grows and as our community grows it's going to get bigger. I -- I don't see -- I support the budget amendment to cover the difference. I don't have a problem with it. Simison: From a practical standpoint can we ask the police to put into their budget for next year an amount that we think would cover costs and not come back to do it or do you want to have this conversation every year about what the increase amount of Specialty Construction is? Cavener: Mr. Mayor? Simison: Councilman Cavener. Cavener: A question that I was pondering -- pondering myself. I think that as part of our budget process this year if we want to increase that amount to -- you know, from 5,000 to 9,000 or 10,000 to eliminate that need for the Dairy Show Board to come before us, that said, I like hearing from the Show Board and hearing what they have got lined out, whether it's either before or after the event, so regardless of the direction we would go I would still hope that we would have a mechanism in place that we could hear from the Dairy Show either before or after Dairy Days. Simison: Okay. So, with that, Mr. Leslie, if you can work to bring back a budget amendment with your team, since I hear you are going to be here with us the next two months, so it will probably be yourself next week. Leslie: I can do that, Mayor. 16. Finance Department: Impact Analysis of House Bill 389 Page 35 Meridian City Council Work Session Item#2. May 18,2021 Page 17—23 Simison: All right. Okay. Thank you. Next item on the agenda is Finance Department. Impact analysis of House Bill 389. Turn this over to Mr. Brad -- Bernt: Purser. In the house. Purser: In the house. And I brought my fancy binder, too. Thanks, guys. We are here to talk about House Bill 389, what the impacts of that to the city are. I believe that begins with our forecast, what we have -- we have built into it. You -- I believe you guys have received an e-mail from our CFO Todd Lavoie, which, basically, says in -- you know, back in January when we balanced our next ten years CFP, that we did it based on a really conservative forecast. You know, we heard from Bob McQuade and as a result of that we were increasing our revenue. So, the bottom line -- the impact of HB 389 is -- is not a negative one for us, because we have a conservative forecast and as such we are actually increasing the revenue -- I think by about 2.3 million dollars over the next ten years, 280,000 in FY-22. As a result of that we are not proposing to take the three percent, because we are reaching that. Just a little gap in 2022. Simison: We will hold off on that part yet. We got to see the numbers. Purser: Yeah. When we get more information we can, you know, bridge that conversation. But the bottom line is we are actually increasing our revenue projections based on what we are hearing, so -- any questions about that? Simison: Council, if I -- if I could just add in, before we go onto some questions, from a practice standpoint is I -- I believe in -- in looking at this -- so long as we are willing to stick to where we view growth as a priority in our community we will be able to provide services with what we have planned in the CFP based upon what 389 is forecasting for us. There are limitations. I mean in theory we are limiting ourselves up to 1.5 million that we would not be able to take this year because of the bill. So, it is changing what our ability is to go out and if we do need additional revenue, especially if we take on additional growth in areas where we were not planning to do so. So, I think this is really-- you know, I have had conversations with several other mayors who have taken much different steps here in the valley or are considering additional steps, both -- maybe how they look at development today, what type of conditions they place on development in the future, and -- but if we keep an eye on where we grow and how much, because that's really what will become. If we start seeing abnormal growth years, much higher than was projected, that's when we really would need to be taking a look at where we are, especially if it's not in-fill. If it's on the -- the edges and it's coming in much more -- much faster than we anticipate, but we have done a good job of generally predicting the last several years to kind of see where we are going. The values this year is really what threw this in a different area. As far as our permits, the number of homes, number of commercial in the right areas where we can provide services, we should be able to meet our service level expectations moving forward without as much concern as some of our -- the other communities in the valley, which have real tangible concerns. So, with that any questions? And we do have Mr. Lavoie on as well, just to add a little bit more relaxed atmosphere. Page 36 Meridian City Council Work Session Item#2. May 18,2021 Page 18—23 Strader: Mr. Mayor? Simison: Council Woman Strader. Strader: Thank you very much, Brad, and I appreciate the commentary on the priority growth areas. I guess that was going to be my question would be what are the guardrails to keep us on track so we don't end up in a situation that smaller cities have found themselves in or maybe put a different way, you know, we get the -- we get updates from Community Development, is it going to be possible to get maybe a quarterly report comparing our growth to projections or just some way that we could keep an eye on this to make sure we are not -- we don't end up in a situation like a huge fumble at the end of one year where we have tremendous growth and we find that we are exceeding that cap. It seems unlikely -- like your projections have been really accurate, but how do we kind of like keep a pulse on that? Simison: Right. Brad, I will take that one if you don't mind, because I think it really -- you know, probably the best way is really to hear it from our CFO when he does his quarterly updates to incorporate those elements and if he's -- if he's seeing numbers or values which are beyond the anticipated projections. You know, like I say, the one thing we can't control is what the assessor assesses things at and even when we go through the process each year what we approve or don't when that comes on and I think that's one of the things that other cities are looking at is how do they-- is there a way that they can manage when things come onto the system, as compared to, you know, you approve things, you get extensions and, then, one year everything shows up, how can you do that? But I will ask our CFO to incorporate looking at those as he brings his quarterly financial reports to the City Council if there is anything abnormal in what they are seeing from a growth perspective. Because he is in charge of the growth management committee. Hoaglun: Mr. Mayor? Simison: Councilman Hoaglun. Hoaglun: I just wanted to double check, Brad, on this legislation, because there were several earlier versions and it impacted urban renewal and the amount of taxes that once they come back onto the roll that couldn't be taken. I don't think I saw anything in this legislation related to that; is that correct? Purser: Thank you, Councilman Hoaglun. There is a piece on urban renewal, I believe. Maybe it's best if I get back to you on that. I think it's exempt, but I -- we can -- we can get either the financial or the -- the truth on versus me saying what I'm -- what I believe I remember on that. But if you are talking about urban renewal it is addressed in -- in that legislation. I can get back to you. Lavoie: Mr. Mayor? I'm not sure my mic is working. Simison: Yes, we hear you. Page 37 Meridian City Council Work Session Item#2. May 18,2021 Page ——23 Lavoie: Great. Thank you, Mr. Mayor. Mr. Hoaglun, I can confirm that the previous documents that you are referring to regarding new URD, the latest legislation does have a little bit more relief in the valuation of when the URD does expire. Improvements were made from the old legislation to the current. I believe it's still at an 80 percent value. We will continue to look at that as we have our first URD in about five years that we will have to consider, but we will continue to look at it. But the improvements were made to the previous legislation, Mr. Hoaglun. Simison: Again, I think it's -- it's an 80 percent value that does not count towards your eight percent cap. It's a separate calculation. Lavoie: Correct. Bernt: A question. Simison: Councilman Bernt. Bernt: Not a lot to say. I just think going forward we really need to pay attention to our growth and -- and where we are growing and really concentrate -- and not like we haven't been doing this prior to, but smart growth is essential. It's really important. And just, you know, with these quarterly reports making sure that we are -- we are in a solid conservative financial position. I think that's -- it's what we have done in the past for decades and -- and I know that going forward we will continue to do it and so -- I met with the builder pack a couple weeks ago and their concern was we -- you know, that we -- I think we owe it to the development community and to the builders and our partners to make a decision, to make a sound decision quickly and to be consistent in that -- in that decision, just so that they know where we are going and they know what our direction is. So, I think that's -- if we can just provide some clear concise direction this evening that would be really appreciated to many. Cavener: Mr. Mayor? Simison: Councilman Cavener. Cavener: Brad, I don't know if it's a question for tonight or at a later point in time, but we see with some frequency, you know, an annexation comes in and maybe even a preliminary plat comes in and, then, not a lot of action and so how the Council can kind of rectify what has been annexed versus what is going to be built within a year, and what -- again, if any, impacts that has on growth and the property tax calculation. I think Council Member Bernt hit the -- hit the nail on the head. We need to be probably clear and concise and consistent, but understanding how an annexation versus something that's actually being built will impact that I think will be helpful for me. Simison: My -- my advice to Council, based on the conversations, is, you know, I think if we keep an eye towards what some of the other cities are going to be looking at, you know, I think that they are going to be building some -- I will call them mousetraps. There Page 38 Meridian City Council Work Session Item#2. May 18,2021 Page 20—23 is some things for us to look at and we can determine whether or not they provide value in the future and how they are looking at these items and -- and, then, on the second part is, you know, to Council President Bernt's things is like I think if the development community brings us projects that are in areas where we are planning on growing and providing services, my -- for me to them as we can -- we can accommodate that in my opinion, you know, but that also depends on future budget decisions the Council makes each and every year and the services. That can always have an impact if we don't extend certain services or if we don't take the funding for those services. So, it is a little bit of year to year at a time, but -- but at this point in time I feel comfortable in conveying to this Council that we can move forward with the projects that have been before us with -- on their merits about whether or not they are -- now is the right time or not for the city, but it doesn't have to be a postponement on whether or not we will be able to serve them because we won't have the financial ability to access the dollars we need to provide those services. Bernt: Mr. Mayor? Simison: Councilman Bernt. Bernt: So, I believe what you are saying is that going forward we are going to -- we are going to -- we are going to not pause or take away the pause or eliminate the pause that we have put in place going forward with regard to legislation that was -- that was passed and signed by the governor and going forward with what you said, let these applications stand on their own merit and whether or not we approve them. Simison: So, that would be my recommendation for 6:00 p.m. this evening. Bernt: Yes. I would agree with that. Hoaglun: Mr. Mayor? Simison: Councilman Hoaglun. Hoaglun: To follow up on that, we -- we are making plans and looking at two fire stations, police precincts in north and south Meridian -- northwest Meridian and south Meridian. So, it sounds like, from Brad's presentation, that funds would be available to continue those moving forward and if applications are coming for those particular areas and we are looking at providing services, we can, as you mentioned, consider them on their merits for possible inclusion into the city and -- and -- and building. It's just outside of the boundaries of those areas that we have been planning for quite some time is where it gets problematic it sounds like; correct? Simison: That's what my caution would be to the Council at that point in time is extending to an area that's not -- well, it's always got to be adjacent, but you can tell when it's going to be a bigger stretch. Page 39 Meridian City Council Work Session Item#2. May 18,2021 Page 21 —— Hoaglun: Okay. Thank you, Mr. Mayor. Strader: Mr. Mayor? Simison: Council Woman Strader. Strader: Thank you. I, you know, think it makes sense to stick to our priority growth areas within this framework and get the quarterly update. It seems to make a lot of sense to end the pause that we had implemented and just consider applications as we normally would -- normal course of business. But I would appreciate an update on the urban renewal piece. I think all of us probably share some concern about that. I just -- we have several that we are considering and it would seem really prudent before we consider those further that we really understand the long-term impacts of the legislation with regard to that specific topic. Bernt: Mr. Mayor? Simison: Councilman Bernt. Bernt: With regard to the urban renewal districts, those -- those wouldn't affect the city, just to be clear, until those urban renewal districts sunset. So, that's what -- that's what does -- the current legislation signed by the governor would implement. Simison: And not to be pessimistic, but I think the legislation signed by the governor when those urban rural districts sunset that will not be what it is. That's just my pessimistic view of the legislature and urban renewal. But that's for a different conversation. Bernt: True. Perreault: Mr. Mayor? Simison: Council Woman Perreault. Perreault: I agree with my fellow Council Members regarding our approach to reviewing and voting on our applications and moving forward, taking -- you know, taking -- how do state this -- just proceeding as -- as we were prior to this -- this temporary pause. The question I have is is there a way or a method for us to potentially be more communicative, if we are not already, with our projects that are many years out several phases? So, for example, we have a project we are hearing this evening that's nine phases. I would imagine it's probably going to take numerous years and so do we have a way to sort of estimate that -- that cost of service to the city over that period of time? I think we -- we have multiple of these types of projects that are years long, so is there a way for us to sort of estimate those things as we make the decisions on an annual basis? Lavoie: Mr. Mayor, may I? Page 40 Meridian City Council Work Session Item#2. May 18,2021 Page 22 of 23 Simison: You can try. Go ahead, Mr. Lavoie. Lavoie: I can try. Regarding any fiscal modeling that you are referring to, Jessica, I can inform you that there is a Treasure Valley group that is working on a fiscal model that would assist with what you are looking for, but we don't know the success of it yet. It's still being developed. But they are trying to develop a model that will allow you to see the expenditures and the revenues associated to all projects that would help the decision makers to determine whether or not the project is fundable for X amount of years. It's a very difficult thing to do given the vast components of a project, but it is something that we are working on. We do not have anything in our playbook, we just utilize dwelling units, multi-family housing, and population to determine our budget plan and our ten year CFP and we budget according to those needs based on those projects. So, I'm not sure if that helps you, but, again, that is something being worked on by a group within the Treasure Valley team and COMPASS. And we will be providing updates for you as soon as that gets closer and closer for actual use and examples. Simison: And I think just, again, kind of piggybacking off that, I think what you are --what you are hearing is there is going to be a lot of people in the Treasure Valley talking about this issue for the next several years and trying to get their arms around what it means and different sized communities have different impacts, so not everything that one community does is going to be applicable to each, but there -- there will be conversations among CFOs, amongst attorneys, amongst community development professionals, amongst elected officials as we try to navigate the impacts and what this means or what additional impacts mean next year as that may be. So, it's an ongoing conversation and decision process. Bernt: Mr. Mayor, it sounds like we have consent, but one last comment. I -- you know, I made a comment in the statement that I made months ago in regard to the desire of the City of Meridian to have a seat at the table in these discussions, whether it be a working group before this next legislative session or if legislators that represent Meridian or not have questions in regard to how this really affects local government. I wish that -- I continue to ask them to reach out. Our door is always open. We are always willing to discuss and know that we will reach out to them as well. I think that -- I don't believe that this -- this topic is going to end because of what was signed by the governor last week. I think this is going to be ongoing. So, I know that the City of Meridian is willing and ready to have these discussions going forward. Borton: Here. Here. Simison: Council, anything else? All right. Thank you, Brad. Thank you, Mr. Lavoie, for joining us on your vacation. Appreciate it. Purser: Thanks, Mayor and Council. Simison: Thank you. Council, with that do I have a motion? Page 41 Meridian City Council Work Session Item#2. May 18,2021 Page 23 of 23 Bernt: Mr. Mayor? Simison: Councilman Bernt. Bernt: I move that we adjourn. Hoaglun: Second the motion. Simison: I have a motion and a second to adjourn. All in favor signify by saying aye. Opposed nay? The ayes have it. We are adjourned. MOTION CARRIED: ALLAYES. MEETING ADJOURNED AT 5:45 P.M. (AUDIO RECORDING ON FILE OF THESE PROCEEDINGS) 6 1 2021 MAYOR ROBERT E. SIMISON DATE APPROVED ATTEST: CHRIS JOHNSON - CITY CLERK Page 42