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2021-07-13 Work Session CITY COUNCIL WORK SESSION City Council Chambers, 33 East Broadway Avenue Meridian, Idaho Tuesday, July 13, 2021 at 4:30 PM Minutes ROLL CALL ATTENDANCE PRESENT Councilwoman Liz Strader Councilman Joe Borton Councilman Brad Hoaglun Councilman Treg Bernt Councilwoman Jessica Perreault Councilman Luke Cavener (4:40 pm) Mayor Robert E. Simison ADOPTION OF AGENDA Adopted CONSENT AGENDA \[Action Item\] Approved Motion to approve made by Councilman Bernt, Seconded by Councilman Hoaglun. Voting Yea: Councilwoman Strader, Councilman Borton, Councilwoman Perreault 1. Approve Minutes of the June 29, 2021 Budget Workshop and Work Session Special Meeting 2. Approve Minutes of the June 29, 2021 City Council Special Meeting 3. Paramount Point Subdivision Pedestrian Pathway Easement 4. Final Plat for Apex Northwest No. 2 (FP-2021-0038) by Brighton Development, Located at 6575 S. Locust Grove Rd. 5. Final Plat for Oaks North Subdivision No. 11(FP-2021-0039) by Toll Southwest, LLC, Generally Located at 5685 N. Black Cat Rd. ITEMS MOVED FROM THE CONSENT AGENDA \[Action Item\] DEPARTMENT / COMMISSION REPORTS \[Action Item\] 6. Human Resources Department: Fiscal Year 2021 Budget Amendment in the Amount of $123,000.00 for Citywide Compensation Market Studies Approved Motion to approve made by Councilwoman Perreault, Seconded by Councilman Borton. Voting Yea: Councilwoman Strader, Councilman Borton, Councilman Hoaglun, Councilman Bernt, Councilwoman Perreault 7. Solid Waste Advisory Commission: Community Recycling Fund Program and Update 8. Mayor and City Council Compensation Committee: Report and Recommendation Vacated 9. Community Development Department: Orchard Park Certificate of Occupancy Approval Process EXECUTIVE SESSION 10. Per Idaho Code 74-206(1)(a) To consider hiring a public officer, employee, staff member or individual agent, wherein the respective qualities of individuals are to be evaluated in order to fill a particular vacancy or need; and (d) To consider records that are exempt from disclosure as provided in chapter 1, title 74, Idaho Code. Motion to enter executive session made by Councilman Bernt, Seconded by Councilman Hoaglun. Voting Yea: Councilwoman Strader, Councilman Borton, Councilman Hoaglun, Councilman Bernt, Councilwoman Perreault, Councilman Cavener In to executive session: 5:36 pm Out of executive session: 5:48 pm ADJOURNMENT 5:48 pm Item#1. Meridian City Council Work Session July 13, 2021. A Meeting of the Meridian City Council was called to order at 4:30 p.m., Tuesday, July 13, 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, Crystal Ritchie, Cameron Arial, Caleb Hood, Bruce Freckleton, Ted Brandvold, Brian Caldwell, 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 (a:ao p.m.) _X_ Mayor Robert E. Simison Simison: Council, we will call the meeting to order. For the record it is July 13th, 2021, at 4:30. We will begin this afternoon's work session with roll call attendance. ADOPTION OF AGENDA Simison: Next item is adoption of the agenda. Bernt: Mr. Mayor? Simison: Councilman Bernt. Bernt: It's my distinct privilege to make a motion to adopt the agenda -- Mr. Mayor, it's my distinct privilege this afternoon to make a motion to adopt the agenda as published. Bernt: Mr. Mayor, I will second the motion. Simison: I have a motion and a second to adopt the agenda as published -- published. Is there any discussion? If not, all in favor signify by saying aye. Opposed nay. The ayes have it and the agenda is published. MOTION CARRIED: FIVE AYES. ONE ABSENT. CONSENT AGENDA [Action Item] 1. Approve Minutes of the June 29, 2021 Budget Workshop and Work Session Special Meeting 2. Approve Minutes of the June 29, 2021 City Council Special Meeting Page 4 Meridian City Council Work Session Item#1. July 13,2021 Page 2 of 24 3. Paramount Point Subdivision Pedestrian Pathway Easement 4. Final Plat for Apex Northwest No. 2 (FP-2021-0038) by Brighton Development, Located at 6575 S. Locust Grove Rd. 5. Final Plat for Oaks North Subdivision No. 11(FP-2021-0039) by Toll Southwest, LLC, Generally Located at 5685 N. Black Cat Rd. Simison: Next up is our Consent Agenda. Bernt: Mr. Mayor? Simison: Councilman Bernt. Bernt: It is my distinct honor this -- this afternoon to make a motion to approve the Consent Agenda, for the Clerk to -- for the Mayor to sign and for the Clerk to attest. Hoaglun: I second the motion. Simison: I have a motion and a second to approve the Consent Agenda. Is there any discussion on the motion? If not, all in favor signify by saying aye. Opposed nay. The ayes have it and the Consent Agenda is agreed to. MOTION CARRIED: FIVE AYES. ONE ABSENT. ITEMS MOVED FROM THE CONSENT AGENDA [Action Item] Simison: There were no items moved from the Consent Agenda. DEPARTMENT / COMMISSION REPORTS [Action Item] 6. Human Resources Department: Fiscal Year 2021 Budget Amendment in the Amount of $123,000.00 for Citywide Compensation Market Studies Simison: So, we will go into Department and Commission Reports. Our first item up is the Human Resource Department Fiscal Year 2021 Budget Amendment in the amount of 123,000 dollars for citywide compensation market studies. Turn this over to Director Ritchie. Ritchie: Can everyone hear me? Dean? Okay. So, Mr. Mayor, Members of Council, thank you so much for your time this afternoon. I stand here in front of you today on behalf of the city's compensation committee requesting a budget amendment, as Mayor Simison just mentioned, in the amount of 123,000 dollars, so that the city can engage with Gallagher's compensation consultant division to conduct a comprehensive market analysis on approximately 225 positions covering our general employee population and Page 5 Meridian City Council Work Session Item#1. July 13,2021 Page 3 of— in addition to that help us develop for your future consideration an updated and new compensation program for general employees. With that I will stand for any of your questions. Simison: Council, any questions? Borton: Mr. Mayor? Simison: Councilman Borton. Borton: A couple of questions from the -- the proposal that it's part of the contract. It had a -- a minimum and a maximum and one of the variables was that -- I forget how it was referred to -- like a phase two add on questionnaire to employees. Ritchie: Uh-huh. Borton: Is the intent that that's certainly going to occur? Ritchie: Yes. So, what -- Council Member Borton, what you are referring to is called a position description questionnaire -- Borton: Bingo. Ritchie: -- where we engaged with the employee to accurately assess the functions of their current positions today to ensure that we have updated and accurately reflected the job descriptions and so phase B is to include that into the process. Borton: Mr. Mayor? Simison: Councilman Borton. Borton: A follow up on the -- the second prong of what they are being tasked to do is provide, what, examples of alternate mechanisms for compensation structure citywide? Is it based -- is it -- is it compensation only? I mean it's not addressing benefit type package things, just compensation. Ritchie: That is correct, Council Member Borton. It is solely focused on the compensation aspects of the city's pay program. Borton: Okay. And I guess the last follow up on that would be is the finished product something to the effect of here is -- here is data using your current comp system or merit based system that we have now, here is proposed adjustments and, then, option two is here is a totally different way to do compensation and option three is a different way and here is a menu of three different ways you can do it. Is it something like that? Are they going to say here is three ways. We recommend you choose door number three. Page 6 Meridian City Council Work Session Item#1. July 13,2021 Page 4 of— Ritchie: So, we are reaching out to them to provide us compensation expertise in helping us develop a compensation program that is going to fit the city, be market competitive, and move us positively forward in the future. The program that we currently have in place today, which you are referencing, was implemented back in 2013. So, it's several years old and what we want to do is make sure that we have a comp program that's market focused, that provides a market competitive wage, or it keeps us at least in the ability to be competitive to attract and retain the talent we need to move our city forward. Borton: And Mr. Mayor? Simison: Councilman Borton. Borton: I might not have parsed the answer out of that. Ritchie: Sorry. Borton: That's all right. I'm just trying to get a sense of-- is it -- is the end result a -- here is a merit based program -- or your current program adjustments, but here is a different way to do compensation. Ritchie: Correct. So, two phases -- two projects, if you will, under this contract. One will be the full market study of all of our individual positions for what is considered market value for each of our positions that we have here at the city under our general employee plan. It's not looking at it compared to the current compensation program that we have in place today, it's looking at the market value for the job and making recommendations that we will bring back for consideration. The second piece to that is to look at other options for a compensation program that we would bring forward to the Council for consideration and adoption for a future fiscal year. Borton: That's helpful. I thought that's what the gist was, options to consider, kind of -- yeah, just different -- different manners in which you might want to do compensation. Ritchie: Different considerations for a different -- Borton: For a future date. Ritchie: Yes. We will be back in front of you with those conversations and recommendations. Borton: Okay. Ritchie: Yes. Simison: And the ability to fund those recommendations or not. Borton: Got it. Page 7 Meridian City Council Work Session Item#1. July 13,2021 Page 5-— Ritchie: Correct. Thank you. Borton: Thank you. Simison: Council, any additional questions? If not, do I have a motion? Perreault: Mr. Mayor? Simison: Council Woman Perreault. Perreault: I move that we approve Human Resources Department Fiscal Year 2021 Budget Amendment in the amount of 123,000 for citywide compensation market studies. Borton: Second. Simison: I have a motion and a second to approve the budget amendment. Is there any discussion? If not, Clerk will call the roll. Roll call: Borton, yea; Cavener, absent; Bernt, yea; Perreault, yea; Hoaglun, yea; Strader, yea. Simison: All ayes. Motion carries and the item is agreed to. Thank you. MOTION CARRIED: FIVE AYES. ONE ABSENT. Ritchie: Thank you. 7. Solid Waste Advisory Commission: Community Recycling Fund Program and Update Simison: Next item is Item 7, which is the Solid Waste Commission community recycle fund program and updates. I will turn this over to Mr. Cory. Cory: Thank you, Mr. Mayor, Members of the Council. I am Steve Cory, chairman of the Solid Waste Advisory Commission, and I stand here in front of you representing the members of that commission. The community recycling fund program is a spot where after recyclable materials are collected within the city, if, when they go to market, we get some revenue from that, they go into this fund and traditionally, up until a couple of years ago, we went ahead and opened up a window in the start of a fiscal year to release grants to individuals in the city that would have a project which either promoted recycling or used recycled materials and it would maybe finance something up to 5,000 dollars and, then, go ahead and pay half of -- or supply half the cost of something that was over 5,000 dollars, but up -- a couple of years ago -- two or three years ago the revenue stream from recycled materials dried up and the account has basically just sat idle since then. But if you would remember from my annual report earlier this year where we started the year was at about just under 39,000 dollars and this year we have been accumulating about Page 8 Meridian City Council Work Session Item#1. July 13,2021 Page 6- — 1,000 dollars a month. The account balance now is at 48,000 dollars, though we do have about 2,200 of that that's reserved for a plastic bottle recycling effort that's going well out at the transfer station. But being as we are getting to a significant amount, also part of a couple of years ago the direction we had was this is not a savings account, that it is something that is to benefit our citizens and to go ahead and encourage them to recycle, the commission felt like maybe it was time to go ahead and consider opening the account for some kind of an effort. Just as a quick discussion, things like establishing some kind of a contest for recycling efforts or maybe recognizing good practices within that or maybe just the traditional version that we had. But, anyway, the commission set up a subcommittee to go ahead and start flushing out what we were thinking of and we are going to start that discussion at this coming meeting, if it's consistent with what Council's thoughts are, but we felt like it was appropriate for us to come before Council before we started this effort and find out if there was any direction that Council had for us that we needed to consider and with that I would stand for questions. Simison: Thank you, Steve. Council, any questions? Or thoughts? And, for the record, Councilman Cavener joined us at 4:40. Cavener: Thank you. Mr. Mayor, a quick question maybe. Simison: Councilman Cavener. Cavener: Steve, when would you like to get those recommendations by? Do you need those today? The next week? Before the next SWAC meeting? Cory: No. As I indicated we would -- traditionally what we would do is we -- we would open advertisement for whatever was going on on October 1 st and receive application say in November, make a decision in December and allow someone to start something in January. So, there is -- yeah, it's not immediate, but we would love to have the sense of the Council within the next month or so. Strader: Mr. Mayor? Simison: Council Woman Strader. Strader: Steve, I think it's great to open it up to the community and folks for suggestions and, then, I was curious on Council's feedback would be if they wanted to like vote on giving suggestions that come forward or if they -- kind of how they wanted to handle that. I don't know if in previous years Council voted on those options or if, you know, SWAC went ahead and just picked one and moved forward. But I guess maybe you would need feedback on that as well. Simison: Council, any further questions or comments or would you just like to get those to Mr. Cory over the next month? Hoaglun: Mr. Mayor? Page 9 Meridian City Council Work Session Item#1. July 13,2021 Page , of— Simison: Councilman Hoaglun. Hoaglun: Just -- just a thought that, you know, I think, Steve, as you guys go forward develop them, get the input and different things like that, I think, then, to follow the process of SWAC deliberating, discussing, is about the same thing and, then, just come forward to the Council and make a recommendation and say, okay, here is -- here is what we looked at and here is what we think would be the best direction to go and, then, we can make that informed decision from there, so -- you guys do a good job with that stuff, so -- Cory: Thank you. Simison: All right. Thank you, Steve. Cory: Thank you. 8. Mayor and City Council Compensation Committee: Report and Recommendation Simison: Mr. Nary, is our next item -- Nary: Mr. Mayor, Members of the Council, so I -- I sent out a draft to the committee of what their recommendations were on this item on the Mayor and Council compensate -- Simison: Do we want to wait? Are you expecting someone else to show up? Nary: Yes, sir. So, I -- Mr. Evarts from the committee was going to do the presentation. I haven't heard back from him, so I have reached out to him today to verify. So, if we could either put this at the end of your next agenda for the regular meeting for a discussion item, if we could do that, so that way -- I don't know if he thought it was 6.00 o'clock and not 4:30 -- so I apologize. Simison: Could we just go to number nine and see if we hear back from him in the next half hour? Nary: Certainly. Simison: Does that work? Nary: Absolutely. 9. Community Development Department: Orchard Park Certificate of Occupancy Approval Process Simison: Okay. So, we will skip number eight and we will go to number nine. So, we will ask our Community Development Department to come talk about the Orchard Park Page 10 Meridian City Council Work Session Item#1. July 13,2021 Page 8-— certificate of occupancy approval process. I will turn this over to Director Arial. Arial: Thank you, Mr. Mayor, Members of Council. Really grateful to be with you this afternoon, evening, to talk through your report on the Orchard Park development process. And I think what we will do is we will break it up into three parts. So, first we will have Caleb kind of talk about the transportation planning elements. Bruce and Ted will discuss kind of some -- some terms and maybe -- maybe more of a -- a little bit of an educational piece on the development process, construction, and occupancy and how that -- how that works in general and, then, we will turn some time over to Bill to talk through the -- the DA specific items, so -- Dorton: Mr. Mayor? Simison: Councilman Borton. Borton: At the outset and whether Cameron or Bill can answer this question -- at the end of the information we are going to gather -- I have reviewed everything, but is there a specific ask of Council to -- is it informative or are we being requested to take a course of action of some sort? Nary: Mr. Mayor, Members of the Council, I think in our discussions from the staff's perspective I think it was more informational based on the information we received a few weeks ago how the process worked, but it wasn't a revision of the current process. That could be done certainly at another time, if that's what -- but we were really focusing on this project. Borton: Okay. Great. Thank you. Arial: Appreciate that. Yeah. And just really take the opportunity to express the gratitude to take a deeper dive into our process. This is not every day that we get this request. So, we are -- we are excited about the opportunity to really showcase what we do throughout the process and I will add just my -- how proud I am of our team, tip to tail. You will see that and -- and we will discuss that a little bit more and particularly the focus on, you know, public safety and our focus on making sure that, you know, things are built right and that they are occupied safely to the community. Also take just a moment -- really excited about having Ted Brandvold on board with us. Take the opportunity to introduce him as our new commercial projects manager. You know, Ted is a former mayor himself, as well as an architect -- a professional architect and he's really adding a lot of value and so grateful to have him on in this particular project as well, just the value he immediately added to help facilitate, move it along and make things happen. So, with that I'm going to turn the presentation over to Caleb. Johnson: Mr. Mayor. Caleb, will you bring the other microphone to the center as well. Both are fine. So, we will make sure it gets you. Hood: Mayor, Council, pleasure to be in front of you. I don't know how much of a Page 11 Meridian City Council Work Session Item#1. July 13,2021 Page 9 of— presentation this is, just more of a discussion and as Cameron mentioned maybe a peek into how we --the process works and using Orchard Park as -- as that example. Cameron mentioned transportation elements. I'm kind of -- I'm definitely going to weave that into my part of this, but also just talk about how planning, legal, the applicant -- you know, kind of how the sausage is made really, going from the hearing, to a development agreement and, then, making sure that those development agreements -- provisions are carried through throughout the process. Councilman Borton just mentioned that he reviewed the record. There is a long record on this project; right? I mean it was at the P&Z three, four times, continued, remanded back. An extensive record there. At the end of the day, though, motions are very important. I guess that's what I kind of want to lead with. There is a lot of things that were discussed on this project, but what makes it into the findings and the development agreement is what's most important, not what was talked about during the hearing and maybe what I thought was going to happen, but making the motion clear and we try to do that as staff sometime is to prod you a little bit -- did you mean this when you said that in your motion or can you clarify. Is -- is traffic calming a requirement or is that you hope to see it or how -- you know. So, sometimes we try to prod you, but that is very important and you kind of see that a little bit in this project. There were some things discussed through those multiple hearings that a lot of it made it into the findings and the development agreement, some of it may not have and maybe you thought that they were there or should be there. So, I just want to kind of lead with that a little bit. Timing also was important in this case in that when Council heard this project the STARS agreement was not yet done with ITD. Hadn't been executed yet. There was discussions, but Council actually acted on this project two days before that was executed with ITD. So, I'm sure that the applicant knew generally what the terms were going to be, because, again, it was executed just a couple of days later, but we did not have that. We as the city, we as the public, we didn't know what -- what all the terms were going to be in that STARS agreement for a couple days later and so phasing I guess is where I want to start, with Chinden, because there was a lot of talk about what the applicant was proposing to do to Chinden and that was both on site or their frontage improvements in that first mile from Linder back to Meridian and, then, Meridian to Locust Grove and they had committed to do both of those and, in fact, in some of their presentation even they had some of the draft phasing plan, do this now, future improvements out to Locust Grove. Nothing that I found in that record -- and I will be honest I didn't read every word from all seven hearings that happened but I did go through a lot of it and found their presentation and there is exhibits that show, you know, that they are -- they are going to do this with first phase prior to occupancy and this is a future phase. We are committed to do it, but it won't be done day one. So, that's kind of how the development agreement reads, if you have looked at that, is -- you know, they are -- they are committing to do that and that -- that needs to be done, but within the time frames as required by ITD and ACHD for those improvements. That also applies to some of the traffic calming I mentioned earlier, like at Plaza, Bergman, Bacall, as allowed by ACHD and fire. The other thing that I want to just draw your attention to, because I don't know how much of this you understand, but we do have in our -- in our code we do allow projects -- certain elements of projects, non-life safety elements of projects -- so, fencing, landscaping, amenities to be bonded for -- a surety provided to the city guaranteeing that they will go in and we can grant them occupancy up to 180 days -- roughly six months to open a project, to occupy a building Page 12 Meridian City Council Work Session Item#1. July 13,2021 Page 10—— up to that amount of time and not have those improvements on the ground and that's something that's both in the development agreement and, again, in city code in this instance. Sometimes weather, you know, prohibits somebody from installing some landscaping and we will do a 60 day, okay, you provide us 110 percent of whatever your landscape contractor says it's going to cost to put those in and give them a certain amount of time, hoping that the weather will turn, they could put them in. Afew years ago fencing, you couldn't find a fencing contractor and so we recognize that and we want to get these businesses or even homes occupied. So, those are some of the things -- and I'm largely here to answer any questions you may have about that process, but planning's role in this, again, starts with the hearings, write the staff report, work with legal on the findings and the development agreement terms, that, then, come back to you roughly two or three weeks later and, then, when we get called to do a final inspection, to help -- you are missing these trees or whatever, the applicant, you know, can post a surety for some of those types of things and we can still work with our building official and recommend that they issue a temporary certificate of occupancy or a final CO, if we have a surety even with that guarantee that those improvements will be completed later on. So, we are not -- as staff I guess I would kind of put it this way, you know, when you are going through these hearings, you know, you assume -- I do that all those things get completed before occupancy, but sometimes circumstances arise and we work with an applicant to make sure, again, first and foremost life safety is not compromised, but if there are some certain improvements that aren't yet installed and there is a comfort level that they will be. We can and we will -- we have, anyways, worked with them to provide a financial surety that guarantees that those improvements will go in in a timely manner and that's the case with this project. We had that both in the development agreement that Section 12 talks about install or bond these things and that's -- that's what we did in this case and recognize that there is still some landscaping that's done in the STARS agreement, but we had heard from both the highway district and ITD that they were okay with WinCo opening, that they were satisfied with the phase one improvements for roadway improvement. So, again, I can stand for questions, if you want to get more specific on any concerns you have with how things played out here. I don't know if you want to hear from Bruce or Ted first. I can hang out, but that's generally how projects work is -- is we do inspections, we work with our building official, to let them know, yep, everything's done and complete and we don't have any concerns or, hey, these things are still outstanding, but they are non-life safety and we are okay -- if you are okay, building official, with issuing an occupancy out there, so -- that's, again, what happened in this case. Strader: Mr. Mayor? Simison: Council Woman Strader. Strader: So, I will repeat a little bit of the -- I had a conversation with Caleb earlier today, but I don't doubt that staff followed like the proper process and procedure. I think there might be some elements we can work on. I think there was a little bit of a disconnect where maybe Council thought that issuance of a CO or TCO was like the hammer or the enforcement mechanism that we had to make sure that the road was completed and I mean that in a very broad sense. When, in truth, these other agencies determine when Page 13 Meridian City Council Work Session Item#1. July 13,2021 Page 11 —— the road was substantially completed; right? And so we didn't really have control over that determination and maybe that wasn't the right, you know, kind of mechanism to use to ensure that that happened. My concern is just going forward. If Council intends for something big to happen that's outside of our control and we have a lot of public input and some things that are not going to happen the way that we thought or is not going to happen at all, I just think on those files we need a way to have a project update, so the public can understand more detail. For example, I think on June 1 st the discussion was more along the lines of in all likelihood we issue a TCO for them to stock the store, we will likely issue another one so they can open the store, because these two agencies that determine that the roadwork is substantially complete and here the items that are not complete and why we think that's okay, therefore -- if we have an update more like that, then, I think that just helps the public's expectation be in further alignment with our expectation to be in alignment with the project. So, my concerns are not about our own process, my concerns are mainly like communication oriented around a project that has a lot of eyes on it when it's the hot potato and we think we are going to get a lot of feedback, that we have a way to get updates on the record for people. Simison: Mr. Hood, did you have any response to that or comment? Not asking you to, just wondered if you did. Hood: Yeah. Mr. Mayor, Council Woman Strader, I appreciate the comments and, yes, communication is -- is key. You know, we weren't -- as a staff we weren't trying to hide anything from Council. You know, we even talked about, you know, the scope of that June 1 st meeting was -- was talking about the use of that building and not getting too far off track from what was noticed for the hearing at that meeting, but knowing that they weren't going to have -- knowing that for the WinCo project not a hundred percent of that was going to be complete before they wanted to stock the shelves and open -- open the store. We had had communications with them and we -- we were working towards that to say, okay, but you need to have these things done if you even want to temporarily be in there, because these are the -- the key things from our standpoint and the things and how-- again within the framework of the development agreement and the conditions. So, your point is well taken about communication and I guess why I had the quick sidebar there, Owyhee High School we are not -- I'm not proposing to give you that communication update just now, but -- but a little bit. That's coming. When that was approved by Council there were many roadway improvements that were required to be done before occupancy of that school. They are not going to be done. Do we not issue a TCO out there? That was -- that was the intent. That's what we wanted to happen and the intent was good. The school district couldn't get anybody to bid on the roadway projects. So, do we now not have a school year out there? And I'm saying that somewhat facetiously, but we are working with them, too; right? I mean there is this expectation and there was -- that's -- that's a real issue that was talked about out there. But what do you do when you get to this point when the high school is 99 percent done and school starts next month, but there is a DA provision in here that says that -- that intersection needs to be improved. If it isn't do you grant occupancy? Sorry. Simison: I mean a valid question and balance the needs and expectations of Council and Page 14 Meridian City Council Work Session Item#1. July 13,2021 Page 12 of— the community and those that are receiving the benefit of becoming open and how do you effectively manage that when you see -- I mean we visibly see the work is being completed, but may not be completed on a specific date and what is the impact of that decision. We have seen some businesses -- Costco was a great example that had every intention of doing an opening on a certain day and we said no, you know, and -- and they knew they couldn't meet that as well and so they reset their date, because they couldn't meet the -- was the DA provisions at that point in time that caused that reset? I know that there was those elements. So, what is that balancing act? Because it's not one hundred percent clear where that line should always be, intention versus prescriptive. Hood: And, Mr. Mayor, if I can just -- and to Council Woman Strader's point again, it does make it even more difficult when there is a provision put in the development agreement that is on a third party agency or something we don't even really control and when they say that it's substantially complete, you know, what maybe -- we don't even know really what's outstanding there. Sometimes. So, it is difficult and it's something we are having internal discussions, how can we tighten that up a little bit more to make it clear, even when we are working through this, what was the intent of Council and how can we work with our partner agencies and is that even the best place to put something, because, again, we can't necessarily enforce that anyways. If we don't get anything from ACHD saying it's complete how are we supposed to check that off? And we can't make them tell us that it's complete or not. They work with us well, but it is difficult -- again, to her question, you know, how do we avoid this in the future and communicate and understand and what are the appropriate places. Just one more final -- we don't have any hammers. When you get to this point in the process occupancy is it. I can't think of anything else we can do as a stick or, you know, anything to withhold or not issue or however you want to couch that, that -- again I think the city is protected and that we hold a financial surety for those things and we don't let anybody out of anything, maybe delayed longer than what their original intention was, but no one's getting away or out of making those improvements, they still have to be done, it just may not have been done in the sequence and the timing that most everyone envisioned when the conditions were instituted in the first place. Nary: Mr. Mayor? Perreault: Mr. Mayor? Simison: Council Woman Perreault. Perreault: Thank you, Caleb, for your presentation. Good to see you. You know, I feel like we are not talking about the applicant's role in all of this and, you know, in my opinion the applicant needs to be pushing the cart in regard to getting all of the agencies to be responding. If I'm the applicant I'm actively contacting any of the other transportation agencies to find out what they would consider complete, where their stance is in providing that information to the city if necessary. If I have a deadline to meet I'm doing that and I'm involved in the process actively. So, I'm curious if the planning department is not seeing that happen. I really don't feel like it's necessarily the city's responsibility to be Page 15 Meridian City Council Work Session Item#1. July 13,2021 Page 13 of— calling all the other departments to make sure that those portions of the project are -- I may be way off on that. The second thing I would say is if you are -- if we have a project that's -- that's as substantial as Owyhee High School, for example -- and I know we are not making a decision on that this evening, but I feel like if they want to -- if they want to proceed with an occupancy certificate and there is something not completed, like an intersection -- we are not talking about landscaping, we are not talking about -- then they don't need to come and apply for a DA modification, if that's permissible, which, again, that's not going to probably be processed before the school year starts, but I'm not comfortable with allowing for something that significant to not have -- not happen. Now, again, we are back to the conversation in the planning department's judgment when do they recommend that to the applicant or when don't they. So, I would also agree that if we could give any guidance to that that would be helpful, but it's -- it is so much of a case- by-case basis, but I can say for -- you know, for myself -- and I'm sure I'm hoping for my fellow Council Members that, you know, if the Planning Department needs to come to the Mayor and Council President and have that conversation about what about this one particular application, maybe that's the route that we go when we have something that's bumping up against a deadline. Hood: So, Mr. Mayor, Council Woman Perreault, I'm going to let Ted and I think Bruce -- back to Orchard Park. We are very involved. So, the first part-- your first question I think they could probably tackle the best. The second one -- and sometimes we know, sometimes we don't. Sometimes we just call -- get called for inspection or they say, hey, we are trying to open up, you know, it's Friday at 4:30 and we want to have our ribbon cutting tomorrow, can you come give us occupancy. Oh, by the way, we don't have our landscaping done. So, sometimes we get surprised, sometimes we know. Again, both of the projects we have been talking about just now -- WinCo was in fairly early communication with us and communicating and -- and good -- good communication lines, at least from my standpoint -- and I will let these gentlemen talk a little bit more about that. And same thing with Owyhee; right? They haven't asked for that, but they know that they aren't going to be there. The stars aren't aligning where they are going to have everything done, so they have been in communication with us, too. But, again, that's not always the case and just, by the way, I tend to agree with you, that's a -- that's a big deal, not having intersections done, because that was a lot of what was talked about at the public hearings and making sure that at least this minimum level of roadway improvements were out there beforehand. And I will just say I have talked to the WinCo folks and that's why June 1 st it kind of was this convoluted -- well, should you ask for a DA mod just to clear it up, just because, you know, that seems to be cleanest. It's transparent for everybody. Here is where we are at with our process. We are not trying to get out of doing the improvements, but, man, they aren't going to be done prior to occupancy. Is that okay, Council? Sometimes you don't have that three or four weeks, though, to notice a development agreement modification. So, we are trying to -- again, internally we are trying to improve that process. We are not trying to hide the ball from anybody. We can -- you know, we will work on those lines of communication even with Council on what -- you know, when that's appropriate to bring to you, but we do a surety for some of these improvements and, again, I will just -- before I turn -- you know, if there is something you really want to see done before occupancy is done on a project just make that clear in the motion, in the, Page 16 Meridian City Council Work Session Item#1. July 13,2021 Page ——— you know, development agreement or whatever. This isn't -- don't let them bond for this. This needs to be done, a hundred percent signed off, completed, before occupancy, because we would have a pretty -- a template that we have with legal that basically says unless you bond for it put it in. If you don't want that to happen, then, please make that explicit going forward, so -- Freckleton: Good afternoon, Mayor and Council. Caleb teed that up really well. We refer to those Fridays as hair on fire Fridays and it usually always happens at 4:30 on a Friday, somebody's got a grand opening and they come in and they want occupancy and they have still got inspections that haven't happened. So, typically, in our department everybody drops what they are doing and we try and make it happen for them. But in this particular case with WinCo, the WinCo representatives were very engaged with our staff. They saw the writing on the wall, you know, they knew that they had a proposed grand opening date, they knew the status of the improvements, because they stayed very plugged in with -- with the developer's representatives on site. One of the -- one of the greatest benefits we had on this project was the addition of the commercial project's manager bringing Ted Brandvold onboard. Ted was -- was very engaged with -- with those folks. He was -- I don't know how many meetings he went to, but he was there probably three times a week in their job trailers talking with them, talking about status of the roadway improvements. We -- you know, we issued this permit for WinCo based on the -- the allowance from Council and Mayor. When the plat came through you allowed one building permit prior to the recordation of the plat. So, they -- they started their construction while the development was still under-- under construction and that's always a risky move, you know, and in this case there were some delays that happened with Linder Village. Unfortunately, everything kind of came together right at the end. So, we did -- I mean our staff found ourselves in the position of having to kind of thread the needle. As Cameron mentioned, you know, our greatest concern is life safety. We are not going to proceed with allowing people to occupy a building, either temporarily or permanently, unless we have one hundred percent life safety concerns addressed and signed off and so that was the case with -- with this building. That building was -- was one hundred percent signed off by everybody. We, unfortunately, had improvements with Chinden that were not to the point where we could allow full occupancy and so through this process we did issue three separate temporary C of O's. Each one of those had very specific criteria. This is what you are allowed to do and it had an expiration date and those expiration dates were coordinated with the applicant and their contractors on certain milestones that they were -- they were shooting for. You know, it was X, Y and Z improvement function and, then, will be done by the state. So, we set an expiration date and there is a check-in point. Where are you at, you know, and, then, we move forward. So, Ted does have a couple of slides to show you to kind of talk about the CO and TCO process and what they are used for and I think with that I will turn it over to him. Perreault: Mr. Mayor? Simison: Yes, Council Woman Perreault. Perreault: I had a difficult time hearing Bruce there about halfway through when he was Page 17 Meridian City Council Work Session Item#1. July 13,2021 Page ——— sharing -- I don't know if it's a microphone issue or not. Simison: It's Bruce being a little taller than the microphones and not getting down low, so -- make sure you can hear yourself in the room. Brandvold: Thank you. Actually, I can press the arrow there. Good evening, Mr. Mayor, Council Members. Pleasure to be here with you this evening. I was asked to give you a little bit of information in regards to the difference between a TCO or temporary certificate -- certificate of occupancy and a certificate of occupancy. I don't know if you have had a chance to look at this. I can -- I can do a deep dive or I can get to the -- get to the heart of it if you would like. Really what -- there is not much difference between the two and really -- let's see. If you look at the fourth page there. Let me see if I can get to it. Right here, actually. The notes at the bottom really. The TCO -- both the TCO and the CO require all life safety requirements to be met and -- and operational. The project construction is substantially complete and this means that the building is able to be used for its intended purpose. So, both of them have the same requirements there. What the TCO allows us to do is actually allow for items that are not complete, that are not life safety issues, that allows for occupancy still. So, then, the next page would actually take this -- and I know I'm really abbreviating this and if you have any questions on any of the other stuff we can get to it, but the next page has some possible improvement measures that we could look at here and we should probably -- we should look at moving from a practice of TCO issuance to a -- more of a focus on getting to the full certificate of occupancy on these projects. Certificate of occupancy should actually only be initiated in extraordinary situations and we should be, again, pushing for the full certificate -- certificate of occupancy. Development agreements actually tend to be a little bit of a problem. I think Caleb had gotten into this a little bit. When we start embedding things into our development agreements, such as requirements for roadway completions and landscape and things like that, it gets a little difficult and TCOs were never really meant for that. It's really a life safety issue for the building and within the perimeters of that building. So, what we -- what we should be doing is really tying anything in regards to improvements that still need to be done into the surety process or bonding process for the projects and making sure that we have --we have got a strong process in that regards. But I think it would help tremendously. As was said, we are looking at a very similar situation here in Owyhee -- Owyhee right now for the high school and we have got to -- we have got to get some kids into a high school with -- with roadways that probably aren't going to be complete. But any -- any questions I can answer from anybody I would be happy to do so, but -- Borton: Mr. Mayor? Simison: Councilman Borton. Borton: Ted, great to meet you. Brandvold: Yes. Page 18 Meridian City Council Work Session Item#1. July 13,2021 Page 16 of— Borton: It sounds like there is -- there is two different paths that we are talking about -- or are two different concerns. One concern would be whether or not a Council's motion accurately reflects the requirements that have to be done and if we might miss in a motion that they -- you know, an application shall do X by Y date and that goes in the DA and if we miss it, then, we lack the potential hammer to require it to be done. So, that's one area that I think we are talking about. Whether or not a certain component of a project is required or can be bonded for is really nothing that we ever genuinely address in our motions. But the second path is one that I have heard highlighted where there may be a provision in a DA that they shall do X by Y date, but there is some disconnect in when and if the city is going to enforce it and take the -- the nuclear option to never grant a CO, because it's not been done. Not allow a school to be open, for example. So, are we talking today about making sure Council motions include DA provisions that allow you to -- drop the hammer is not the correct way, but allow the city to really hold an application's feet to the fire or are we talking about scenarios where we have the ability to hold the application's feet to the fire, but there is some disconnect and how early in that process we are made aware of, hey, they are behind. They are supposed to do X by this date. It's in the DA, but they are not going to make it, what do you want to do? I see two different concerns being raised. Is that an accurate summary? Brandvold: It's an accurate summary of what you have got -- what -- but what -- or how do I go about this? Two factors here is a lot of time -- is really the clarity of what the Council's motion is and what the Council expects and whether that is actually fully and accurately portrayed in the development agreement; right? That's one --that's one issue. But -- but -- but we are also -- as Caleb touched on, we also shouldn't be as a city necessarily embedding a lot of -- like the ACHD and -- and ITD requirements in that DA. I mean we have no enforcement arm against them and we can't necessarily make that happen. The potential you have there as a Council -- I don't know if I'm -- I'm going off a little bit. But the -- the potential you have there as a -- as a Council here is setting up something that -- that can't be met developers are going to realize that and -- and by setting some of these -- these conditions into the DA is -- is actually hindering developer's desire or -- to do projects. Borton: So -- Mr. Mayor? Simison: Councilman Borton. Borton: To that point, though, if-- if the developer says I can't open -- or we say, hey, you can't open for this particular reason until that intersection is done, you just -- you can't. We -- we are not going to approve an annexation, because that issue is critical and the developer says I get it. I agree. I cannot open. And it gets put into a DA and it's a voluntary agreement that I am forever hamstrung, even if it's a third-party agency and there is factors outside my control, it seems like those -- those scenarios where that occurs -- it's eyes wide open, city understands and the city approves it, because it -- because it might be a denial, for example, if that condition isn't included, but because of that condition, understanding their strings, the -- the applicant is in agreement that it is clear, but it's the second prong that I was talking about and now it's where we are in the Page 19 Meridian City Council Work Session Item#1. July 13,2021 Page 17—— process where the city would ultimately enforce that provision and say in this example you don't get a CO and if -- and if that third-party agency is delayed 20 years, you don't get a CO for 20 years unless you come apply to modify the DA, articulate the reasons why these circumstances are different -- it seems like we got a mechanism to do it, but -- Brandvold: I mean you -- to some degree -- I mean, yes, you can take that hard line and say, okay, you are not going to open, but had -- say, for instance -- let's just take WinCo. All right? As a -- as an example here. Had we take -- if we take the hard line in a DA that -- do you want me to go there? That isn't necessarily clear, all right, WinCo is going to come at us and say, you know what, I am substantially complete, I deserve a full certificate of occupancy -- excuse me -- certificate of occupancy, because they -- again, the TCO and CO are basically the perimeters of that building and that's it and so we have got somebody there -- sitting there that's going to come after us, because they can't open because we are enforcing, you know, a provision in the DA that says the roadway has got to be complete. And I'm not saying that's a situation, because I think in this particular DA there was some ambiguity. Simison: Maybe I'm -- maybe I'm Captain Obvious, the one that's just kind of making this connection, but the DA and the TCO don't always apply to the same entity and that's what occurred in this situation is WinCo was not subject to -- to my knowledge WinCo didn't sign the DA. Brandvold: No. It was developer of the site -- of the -- Simison: Yeah. So, they are not -- they are not beholden to this. The developer is the one that is being held -- have to be held accountable compared to the individual that's there and -- Brandvold: Which adds another layer is, yes. Simison: Which is another layer and, quite frankly, Caleb kind of mentioned this before, it's almost by approving something to take -- to start developing first before the process had an -- you know, we got out under our skis by approving one building early to a certain extent. I mean if you didn't approve that one building early you may or may not get there, but the off-site improvements are always going to be a separate element. So, even for Council do you want us -- and for staff motion, do you want them to say that the road improvements will be substantially complete as determined by the roadway and you will see -- do you want that clarity in your motions if you are going to tie road improvements to projects. That at least gets it to the point where we understand what that means in theory, even though it only matters where -- whoever you talk to at ACHD what substantially complete means -- I don't know if they got a definition, to my knowledge. Am I -- am I missing -- is that -- at least we understand the difference. Do we agree on that point? That DA's and TCO's may not even go to the -- be applying to the same group. Nary: So, Mr. Mayor, I could probably add a little bit to that, because I -- I agree with you. I mean, again, you hit it right on the head. I mean, again, the applicant and the DA here Page 20 Meridian City Council Work Session Item#1. July 13,2021 Page ——— is the developer of the shopping center, not WinCo. Now, WinCo might be paying for some of it, but they are not -- they don't have any control over the project itself -- of the roadways. In this particular development agreement we actually did tie the certificate of occupancy to the substantial completion of the roadway. It isn't always that way. You have to remember a development area is merely a contract. So, we only have an enforcement tool through either a contract by basically suing them to enforce the agreement or by de-annexing the property and that's really our choices in the contract. So, we don't have the same level of hammer -- unless we put it in there and we actually did here in this case, but not to make it more confusing, because I know it sounds pretty confusing already. I reviewed the minutes of the hearing that approved this project. No one talked about Meridian to Locust Grove in this discussion. All of the conversation regarding Chinden was accessed from Chinden into the site, because of trying to take access off of Fox Run off of Linder as the primary entrance into this facility. They were asking for a variance to allow them access. We tied it to the similar approval we did for Costco two miles down the road or a mile down the road and no one was talking about that as a whole. Now, as Caleb said, there were a number of hearings, so I understand that the bigger discussion of Chinden --and this is a subset of that discussion, but it wasn't a specific requirement here. In this particular one it was a little -- a little different in how the motion was made, because Council Member Palmer actually brought up some -- some talking points of what he felt was important. There was further discussion. He made a motion to approve based on what he said ten minutes ago, asked me -- he looked at me and said do you have it. I did. At least I think I did. I repeated it back, like I think these are the points. Everybody went, yep, that's right and, then, we voted. So, we do as the staff -- as Cameron and Caleb and Bruce said, we try very hard to make sure we catch your points, but, again, we -- we review Dean's minutes. We review the tape. We go back and look to make the findings and, then, again, the last step is it comes back to you. So, we do try to get all those points, but this particular one we tied it to the occupancy, but, again, it was -- the completion as determined by the road agencies who were the authority over the road and they did give us the approval that to their -- to their expertise the roads were safe for use to use for this project. So, that is the only -- we don't have road engineers. We don't have a way to supersede that. So, if the road agency says the roads are safe and acceptable to us, they are safe and acceptable. I mean that's -- that's the only way we really can do that. Bernt: Mr. Mayor? Simison: Councilman Bernt. Bernt: I think the ultimate goal of this evening is just to provide some transparency to -- to some folks and to ourselves who are -- who are interested in this process and why it quite wasn't where we thought it was as a Council and so I appreciate the dialogue and appreciate the clarity. But just to confirm, though -- so, what you are saying is in Councilman Palmer's final motion there was no -- there was nothing in that motion that said that the DA or the CO to WinCo is tied to the completion of Chinden from Linder to Meridian or Locust Grove. Either one. Page 21 Meridian City Council Work Session Item#1. July 13,2021 Page 19—— Nary: It was not. Cavener: Mr. Mayor? Simison: Councilman Cavener. Cavener: I think Bill brings up some -- some good points. You know, we continued that Linder Village hearing -- Bernt: Right. Cavener: -- to only talk about a particular piece of the road, which is I think why we didn't have a lot of discussion in it and I -- like Mr. Nary I went back and I -- I read the minutes and I said, ah, I don't remember some of that, so I watched it and get even a different feel watching it than reading it and I think, you know, this has been a really really good conversation, but I do think there is some opportunities for us to improve our processes coming out of that. One, I think we are already doing a really good job of. We are not going late at night anymore on City Council meetings. I think we were -- it was another late night, after a series of late nights, and I know those are when those things tend to fall off and we think things are captured in a motion and maybe they are not. A suggestion would be --and maybe, Mayor, this is a question maybe for you or even Council President, staff, to consider. I think particularly coming off of contentious public hearings when the Council has made a motion, perhaps adjacent to the findings that we approve a Council Member should be able to maybe request an executive memo that outlines the highlights of what is captured within those findings. I like that for a couple of reasons. One, it allows us to come back after the meeting and review and make sure, hey, what I thought made sense up here in my head is actually captured here. Two, I think it makes it easier for our public to understand that. While I know we have got a lot of great engineers and planners and attorneys who live in the City of Meridian, that's ultimately who we are working for is the public and I think making this easy for the public to understand the actions that are happening up here can give them greater confidence in decisions that we are doing. I don't think we need to do it after every land use application. I think if there is one that's contentious and the Mayor or the Council feel like, boy, we would like to capture that for the public, that we could request it and do it. So, that's something, Mr. Mayor, I would encourage you and your staff to talk about if that's something that is feasible, isn't overbearing on staff's time, I think it also would allow us as Council to make sure, yep, what I thought we approved on Tuesday night is actually what we approved. So, just some thoughts. Simison: Thank you, Councilman Cavener. I will refer that to Bill on that element about what makes sense. I mean if -- and I would suggest to that point Council include that in your motion of an expectation, because I don't want to be the one to determine what's contentious and what's not contentious. I would rather Council agree. Cavener: I agree. Page 22 Meridian City Council Work Session Item#1. July 13,2021 Page 20—— Simison: -- if it's contentious enough and big enough, honestly, what you are asking for doesn't seem like to be that much more, because they are already doing the work. Nary: Yeah. Mr. Mayor, Members of the Council, maybe to add to what Council Member Cavener said, we do that a lot internally. I mean we have a lot of conversations of did they say this, do we add this, do we bring it back, do we get clarification. So, if it's on your radar as well that would help us, because we do that a lot between the planning staff and my department and, like I said, we go back and listen to the tape or we watch the video and say, yeah, they said this, they didn't say that, but it might have been something that was said an hour in and an hour later. It was still part of the essence of what we are talking about, but it wasn't specific. So, we just want to get it right and, again, I think we could -- we have been told many times what we need to bring it back, but, again, if it's on your folks radar to say we would like to see this again before we get to the findings, please, just make sure you tell us that. Cavener: And, Mr. Mayor, if I -- Simison: Councilman Cavener. Cavener: And, Cameron, your staff work really really hard and it is a really really challenging job trying to translate to the Council and, then, decipher what the Council has said in maybe a long motion or conversation to be captured. At the same time we are also trying to, you know, provide good customer service to the applicant and also great customer service to our citizens. I recognize -- I hope you don't feel like this is a Monday morning quarterback situation. I just think that this was a big scenario that shined a light on areas of like get -- I think you are taking some good feedback the way that staff can better support the Council and the public and the way that Council can do a better job of making sure that we are providing clarity to make it easier for you guys as well. Arial- Mr. Mayor. I -- I do appreciate that, Councilman Cavener, that, you know, you are conscientious of staff time. I mean if we were having to do this level of review on every application that's -- that's an undue burden, but we -- we support the idea of making sure we get these motions right up front, so that we can, then, implement them and execute them, you know, to everyone's expectation on the long run. Bernt: Mr. Mayor? Strader: Mr. Mayor? Simison: Councilman Bernt. Bernt: I just wanted to say thank you to staff as well for, you know, bringing clarity to this -- to this topic. I -- and I agree and I want to echo the words of Council -- Councilman Cavener and say this wasn't -- we didn't want to make this be a gotcha moment for sure, we just wanted to be as transparent as possible and to bring clarity to this situation. It was a big -- it was a big application that went a long time and had many different layers Page 23 Meridian City Council Work Session Item#1. July 13,2021 Page 21 —24 to it. So, thank you and it looks like, you know, we need to do a better job on our end to be more clear on our motions and so going forward we will do a better job with that. Simison: Council Woman Strader. Strader: Yeah. You know, I appreciate planning staff's time on this. Going to go through it and trying to figure out -- it's always going to improve, right, and, then, we -- we as Council have a lot of work to do it sounds like in clarifying our motions and -- but one thing I want to say -- if you have a situation like Owyhee High School and it's pretty clear in your judgment that what Council intended and what the public heard versus what is going to happen that there is a big disconnect, it's not just about managing the planning process, we have manage the political process of making sure the public is informed about something that may not meet what they expected originally and so I think it needs to come back before us either as an update or following our approvals the way we normally do, but there needs to be some way for that to get on the record and provide everybody with an update in my opinion. Simison: Council Woman Strader, I would agree and I think there is a difference between what is -- you know, I think Owyhee High School -- you know, I heard about this the first time yesterday about this popping up and I think we need to have an understanding about what is our process moving forward with this, either through this process or otherwise. So, I'm going to -- I'm going to task you all to, please, come up with a plan by tomorrow. If we have to have public hearings, if we have to do specific things to make it legal, but think from a general standpoint I hope what you heard is we stay within the legal confines. I don't know that there has been anything that I'm aware of that has ever been approved that has been outside the approval of our process and otherwise. Whether or not people thought that's what was approved, that's -- that's a different issue and that's always going to be hard to Monday morning quarterback, for lack of a better term. But I hope you don't take away from this that we are approving stuff outside of what has been approved in the DA and signed off on by parties. That is not the case. But the Owyhee High School is one that is a little bit now different that we are going to have to figure out what is the appropriateness of what decision needs to be make and we need to make that quickly, so -- Perreault: Mr. Mayor? Simison: Council Woman Perreault. Perreault: A question for Mr. Nary. If there was a situation in which the staff and legal didn't -- didn't really truly feel like they could get a grasp of Council's intentions, would that, then, be put back on the agenda for the following week and discussed and clarify -- clarifying questions be asked or how would that work? Nary: So, Mr. Mayor, Members of the Council, Council Member Perreault, absolutely. I mean if we -- again, we review it the next day and as they are trying to craft the findings Planning will reach out to my department to ask does this make sense, is this what Page 24 Meridian City Council Work Session Item#1. July 13,2021 Page 22—— happened. Usually -- I'm usually the one here, so I'm usually the one that says, no, they didn't say that. But, yes, if we are not clear in the slightest we would bring it back. If we are not clear, but we think we are, we are going to make sure when the findings come out we are going to highlight them, pull it off the agenda and say this is how we wrote them, is this right. So, if we are not even sure how to write them we would bring it back before that. If we think we are and we have looked at the video, we are pretty comfortable, but we still want to be sure, yes, we will absolutely ask, because, again, we are just trying to get it right. Perreault: Thank you. Simison: Councilman Bernt. Bernt: Are we -- Mr. Mayor, are we finished with this discussion? Simison: To my knowledge, unless there is anything else. Thank you, Cameron and Caleb and everybody. 8. Mayor and City Council Compensation Committee: Report and Recommendation Bernt: Mr. Mayor? Simison: Councilman Bernt. Bernt: There is an item on the -- on the agenda. It was Item 8. Unfortunately, some things happened that weren't foreseen and the presenter or presenters aren't available for this evening. So, I would like to amend the agenda and strike Item 8 and we can put this on either next week's agenda or the week after. Hoaglun: Mr. Mayor. Was that a motion? Bernt: That was a motion. Hoaglun: I will second the motion. Simison: Have a motion and a second to strike Item 8. Is there any discussion? If not, all in favor signify by saying aye. Opposed nay? The ayes have it and the item is stricken from the record. MOTION CARRIED: ALLAYES. EXECUTIVE SESSION 10. Per Idaho Code 74-206(1)(a) To consider hiring a public officer, employee, staff member or individual agent, wherein the respective Page 25 Meridian City Council Work Session Item#1. July 13,2021 Page 23 of 24 qualities of individuals are to be evaluated in order to fill a particular vacancy or need; and (d) To consider records that are exempt from disclosure as provided in chapter 1, title 74, Idaho Code. Bernt: Mr. Mayor? Simison: Councilman Bernt. Bernt: At this time, Mr. Mayor, I move that we go into Executive Session per Idaho Code 74-206(1)(a). Hoaglun: Second the motion. Bernt: It looks like -- do we need (d), too? Hoaglun: I will second that motion. Yes. With (a) and (d). Simison: I have a motion and a second. Is there any discussion? If not, Clerk will call the roll. Roll call: Borton, yea; Cavener, yea; Bernt, yea; Perreault, yea; Hoaglun, yea; Strader, yea. Simison: All ayes. And we will go into Executive Session. MOTION CARRIED: ALLAYES. (EXECUTIVE SESSION: 5.36 p.m. to 5:48 p.m.) Simison: Council, do I have a motion? Bernt: Mr. Mayor, I move that we come out of Executive Session. Hoaglun: Second the motion. Simison: I have a motion and a second to come out of Executive Session. Is there any discussion? If not all in favor signify by saying aye. Opposed nay. Bernt: Mr. Mayor? Simison: The ayes have it. MOTION CARRIED: ALLAYES. Simison: Councilman Bernt. Page 26 Meridian City Council Work Session Item#1. July 13,2021 Page——— Bernt: Move that we adjourn the meeting. Hoaglun: Second the motion. Simison: Have a motion and a second to adjourn the meeting. All in favor signify by saying aye. Opposed nay. The ayes have it. We are adjourned. MOTION CARRIED: ALLAYES. MEETING ADJOURNED AT 5:48 P.M. (AUDIO RECORDING ON FILE OF THESE PROCEEDINGS) 7 / 27 / 2021 MAYOR ROBERT E. SIMISON DATE APPROVED ATTEST: CHRIS JOHNSON - CITY CLERK Page 27 7/tem 77 E IDIAN 'aAHO AGENDA ITEM ITEM TOPIC: Approve Minutes of the June 29, 2021 Budget Workshop and Work Session Special Meeting Page 3 Meridian City Council Budget Workshop Item#1. June 29,2021 Page 23 of 23 Hoaglun: Mr. Mayor, second the motion. Simison: Motion and second to come out of Executive Session. All in favor signify by saying aye. Opposed nay. The ayes have it. MOTION CARRIED: ALLAYES. Bernt: Mr. Mayor? Simison: Councilman Bernt. Bernt: I move that we adjourn. Hoaglun: Second the motion. Simison: Motion and second to adjourn the meeting. All in favor signify by saying aye. Opposed nay. The ayes have it. We are adjourned. MOTION CARRIED: ALLAYES. MEETING ADJOURNED AT 5:22 P.M. (AUDIO RECORDING ON FILE OF THESE PROCEEDINGS) 7 / 13 2021 MAYOR ROBERT E. SIMISON DATE APPROVED ATTEST: CHRIS JOHNSON - CITY CLERK Page 26 7/tem 77 E IDIAN 'aAHO AGENDA ITEM ITEM TOPIC: Approve Minutes of the June 29, 2021 City Council Special Meeting Page 27 Meridian City Council Special Meeting Item#2. June 29.2021 Page 44 of Simison: Five ayes. One no. And the item is agreed to. MOTION CARRIED: FIVE AYES. ONE NAY. Simison: Thank you all for coming out this evening and coming back for those that have been here multiple times for this project. With that, Council, we are at the end of our agenda. Do I have a motion? Bernt: Mr. Mayor? Simison: Councilman Bernt. Bernt: I move that we adjourn the meeting. Hoaglun: Second the motion. Borton: I have got a motion and a second to adjourn the meeting. All those in favor signify by saying aye. Opposed nay. The ayes have it. We are adjourned. MOTION CARRIED: ALLAYES. MEETING ADJOURNED AT 8:22 P.M. (AUDIO RECORDING ON FILE OF THESE PROCEEDINGS) 7 13 /2021 MAYOR ROBERT E. SIMISON DATE APPROVED ATTEST: CHRIS JOHNSON - CITY CLERK Page 71 7/tem 77 E IDIAN 'aAHO AGENDA ITEM ITEM TOPIC: Paramount Point Subdivision Pedestrian Pathway Easement Page 72 ADA COUNTY RECORDER Phil McGrane 2021-105745 BOISE IDAHO Pgs=7 BONNIE OBERBILLIG 07/14/2021 10:55 AM CITY OF MERIDIAN, IDAHO NO FEE PARAMOUNT POINT SUBDIVISION PEDESTRIAN PATHWAY EASEMENT THIS AGREEMENT, made thisl3th day of July , 2021, between First Federal Savings Bank of Twin Falls, a federally chartered savings bank and BVA UC RE Paramount LLC, hereinafter collectively referred to as "Grantor", and the City of Meridian, an Idaho municipal corporation, hereinafter referred to as "Grantee"; WITNESSETH: WHEREAS, Grantor is the owner of real property on portions of which the City of Meridian desires to establish a public pathway; and WHEREAS, the Grantor desires to grant an easement to establish a public pathway and provide connectivity to present and future portions of the pathway; and WHEREAS, Grantor shall construct the pathway improvements upon the easement described herein; and NOW, THEREFORE, the parties agree as follows: THE GRANTOR does hereby grant unto the Grantee an easement on the following property, described on Exhibit "A" and depicted on Exhibit `B" attached hereto and incorporated herein. THE EASEMENT hereby granted is (i) for the purpose of providing a public pedestrian pathway easement for multiple-use non-motorized recreation, with the free right of access to such facilities at any and all times, (ii) perpetual, (iii) subject to all easements and encumbrances of record; and (iv) non- exclusive, provided that any later granted easement shall be subject to Grantee's rights and uses set forth herein. TO HAVE AND TO HOLD, said easement unto said Grantee, its successors and assigns forever. THE GRANTOR hereby covenants and agrees that it 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. IT IS EXPRESSLY UNDERSTOOD AND AGREED, by and between the parties hereto, that the Grantor shall repair and maintain the pathway improvements. THE GRANTOR hereby covenants and agrees with the Grantee that should any part of the easement hereby granted become part of, or lie within the boundaries of any public street, Pedestrian Pathway Easement REV. 01/01/2020 Page 73 i then , to such extent such 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 it is lawfully seized and possessed of the aforementioned and described tract of land , and that it has a good and lawful right to convey said easement, and that it will warrant and forever defend the title and quiet possession thereof against the lawful claims of all persons whomsoever. IN WITNESS WHEREOF , the said Grantor has hereunto subscribed its signature the day and year first hereinabove written . GRANTOR: FIRST FEDERAL SAVINGS BANK OF TWIN FALLS a federally chartered savings bank By: Ju*PA V"AvJd� Jason A. Mey r oeffer, Pre d t & CEO BVA UC RE PARAMOUNT LLC, an Idaho limited liability company By: BV Management Services, Inc. , Executive Manager By: Cortney Liddiard, President State of Idaho ) ss . County of Ada ) This instrument was signed or acknowledged before me on June , 2021 , by Jason A . Meyerhoeffer, as President & CEO of First Federal Savings Bank of Twin Falls . } ONATHAN SCHREURS My commission expires : 30 NOTARY PUBLIC STATE OF IDAHO Comm. No. 53501 State of Idaho ) ss. County of Ada ) This instrument was signed or acknowledged before me on June _, 2021 , by Cortney Liddiard , as President of BV Management Services, Inc . , the Executive Manager of BVA UC RE Paramount LLC. My commission expires: Pedestrian Pathway Easement REV . 01 /01 /2020 then , to such extent Such 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 it is lawfully seized and possessed of the aforementioned and described tract of land , and that it has a good and lawful right to convey said easement, and that it will warrant and forever defend the title and quiet possession thereof against the lawful claims of all persons whomsoever. IN WITNESS WHEREOF, the said Grantor has hereunto subscribed its signature the day and year first hereinabove written . GRANTOR: FIRST FEDERAL SAVINGS BANK OF TWIN FALLS a federally chartered savings bank By: Jason A . Meyerhoeffer, President & CEO BVA UC RE PARAMOUNT, LLC, an Idaho limited liability company By: BV Management Service Executive Manager By: Cortney I:iddiard, Pr ent State of Idaho ) ) ss. County of Ada ) This instrument was signed or acknowledged before me on June _, 2021 , by Jason A. Meyerhoeffer, as President & CEO of First Federal Savings Bank of Twin Falls. My commission expires: State of Idaho ) ) ss. County of Bonneville ) This instrument was signed or acknowledged before me on June i, 2021 , by Cortney Liddiard, as President of BV Management Services, Inc., the Executive Manager of BVA UC RE Paramount LLC. z -y BRANDI LOVE My commission expires: L41 G - : c 3 ( c- COMMISSION NO. 37925 NOTARY PUBLIC M STATE OF IDAHO Y COMMISSION EXPIRES 0411226 Pedestrian Pathway Easement REV . 01 /01 /2020 Item#3. GRANTEE: CITY OF MERIDIAN Robert E. Simison, Mayor 7-13-2021 Attest by Chris Johnson, City Clerk 7-13-2021 STATE OF IDAHO, ) : ss. County of Ada ) This record was acknowledged before me on 7-13-2021 (date) by Robert E. Simison and Chris Johnson on behalf of the City of Meridian, in their capacities as Mayor and City Clerk, respectively. (stamp) Notary Signature My Commission Expires: 3-28-2022 Pedestrian Pathway Easement REV. 01/01/2020 Page 76 Item#3. 2775 W.Navigator Drive,Suite 210 Idaho Office Meridian,Idaho 83642 C K S Tel: 208.895.2502 www.horrocks.com Fax: 208.463463.756161 uRI E N G [ N E E I Date: June 16, 2021 Project: ID-2166-2001 Page: 1 of 2 EXHIBIT "A" PEDESTRIAN PATHWAYEASEMENT This easement is situated in a portion of Parcel "A" and Parcel `B"of Record of Survey Property Boundary Adjustment No. 12300, records of Ada county, and located in the N.W. 1/4 of the N.E. 1/4 of Section 25, Township 4 North, Range 1 West of the Boise Meridian, City of Meridian, Ada County, Idaho, more particularly described as follows: COMMENCING at the northwest corner of said N.W. 1/4 of the N.E. 1/4, from which the northeast corner of the N.E. 1/4 of said Section 25 bears S.89°37'14"E., 2669.41 feet; thence along the west boundary of said N.W. 1/4 of the N.E. 1/4, 1) S.00°31'43"W., 40.00 feet to the northwest corner of said Parcel `B", thence along the west boundary of said parcel `B"; 2) S.00°31'43"W., 44.00 feet to the POINT OF BEGINNING; thence leaving said west boundary, 3) S.89°37'14"E., 144.90 feet to a point on the west boundary of Parcel "A" of said Record of Survey Property Boundary Adjustment; thence, 4) S.89°37'14"E., 146.31 feet; thence, 5) N.00°22'46"E., 14.00 feet to a point on the north boundary of said Parcel"A"; thence continuing, 6) S.89°37'14"E., 2.32 feet; thence continuing along said north boundary, 7) S.44°30'57"E., 39.53 feet; thence leaving said boundary, 8) N.89°37'14"W., 176.57 feet to a point on the west boundary of Parcel "A" of said Record of Survey Property Boundary Adjustment; thence, 9) N.89°37'14"W., 144.90 feet to a point on the west boundary of Parcel "B" of said Record of Survey Property Boundary Adjustment; thence along said west boundary, Page 77 Item#3. Date: June 16, 2021 Project: ID-2166-2001 Page: 2 of 2 10)N.00°31'43"E., 14.00 feet to the POINT OF BEGINNING. Page 78 Item#3. O o pybp� cn cn � 0 iy N I V 1n O � c0 is.0 3 vO u C) Q AVM NflH XOA 'N N z J O p N w � Z GO Z F O c Z O O O _ J � O < a z 1� ✓� ��. o N w O w a �u I I z (V Z I ooLLI zo WQ o � Q W � I I � °' U � o `� w I� oo o � H co U LU W L MI� � co N I � z o I I I o O N — w N a I x W w N Q z Cl) z co co ^ M J Fri I I CD I � Oj Z z W Io � Q Z w Q ¢ U � o w � I� I� o0 CO w w 0I � M W U U ¢ I W F� Z z Z 2 Z<. o z 2 w w Q I Lv05S0-OZOZ z o z 0 w z z a #1SN1 of z N ~o o o J z I I 1N3W3Sb'3 FQ° � o o �, 0 1N3NVN213d Q o o w o Q o a 00'Of� 00'PP _ Gil ,OE .. U a d w m w a m A oo'P9M„skis 000s rn N z I o a W o U w Cl)N e W m U a a I I 0. Oo b '!w ❑ NvU`O —Z O 0 � K Page9O d0M WV 056 IZOZ/LI/91g6uM u08 6W 91191HX31WS3 NVIHiS343d 1OOZ-991Z-41\NIVM341S\suogdgosad luowase3\suogdijosa0 lO bO\A—S VO\eled l0afaduolslnlpgnS una xoj lunoweied lOOZ-991Z-41\OZOZi\:H 3 7/tem 77 E IDIAN 'aAHO AGENDA ITEM ITEM TOPIC: Final Plat for Apex Northwest No. 2 (FP-2021-0038) by Brighton Development, Located at 6575 S. Locust Grove Rd. Page 80 Item#4. C� fIEN , IN1, IDAHO PUBLIC HEARING INFORMATION Staff Contact:Sonya Allen Meeting Date: July 13, 2021 Topic: Final Plat for Apex Northwest No. 2 (FP-2021-0038) by Brighton Development, Located at 6575 S. Locust Grove Rd. Request: Final plat consisting of 52 buildable lots on 9.89 acres of land in the R-15 zoning district. Information Resources: Click Here for Application Materials Page 81 Item#4. E COMMUNITY DEVELOPMENT DEVELOPMENT DEPARTMENT I D A H O HEARING July 13,2021 PROJECT DATE: TO: Mayor&City Council FROM: Sonya Allen,Associate Planner 208-884-5533 E.igKe wazel eo. SUBJECT: FP-2021-0038 Apex Northwest No. 2—FP LOCATION: Northwest corner of S. Locust Grove Rd. &E. Lake Hazel Rd., in the SE 1/4 of 2 Section 31,Township 3N.,Range 1E. u a y I. PROJECT DESCRIPTION The Applicant requests approval of a final plat consisting of 52 single-family residential buildable lots on 9.89 acres of land in the R-15 zoning district. II. APPLICANT INFORMATION A. Applicant: Josh Beach,Brighton Development—2929 W.Navigator Dr., Ste. 400,Meridian,ID 83642 B. Owner: DWT Investments,LLC—2929 W.Navigator Dr., Ste. 400,Meridian,ID 83642 C. Representative: Same as Applicant III. STAFF ANALYSIS Staff has reviewed the proposed final plat for substantial compliance with the approved preliminary plat(H-2020-0056)in accord with the requirements listed in UDC 11-6B-3C.2. In order for the proposed final plat to be deemed in substantial compliance with the approved preliminary plat as set forth in UDC 11-6B-3C.2,the number of buildable lots cannot increase and the amount of common area cannot decrease. Staff has reviewed the proposed final plat and the number of buildable lots and the amount of common open space area is the same. Pagel Page 82 Item#4. Therefore, Staff deems the proposed final plat to be in substantial compliance with the approved preliminary plat as required. IV. DECISION Staff recommends approval of the proposed final plat per the conditions noted in Section VI of this report. V. EXHIBITS A. Preliminary Plat(dated: 5/1/2020) APEX NORTHWEST SUBDIVISION PRELIMINARY PLAT NOM MA.x1�Om A PORTION OF THE SOUTH 112 OF THE SOUTHEAST 114 AND NORTHEAST 1/4 OF THE SOUTHEAST 1/4 OF SECTION 31,TUWNSHIP 3 NORTH,RANGE 1 EAST, PRELIM IAARY%AT LUTA CITY OF M ERIDIAN,ADA COU NTY,I DAHO W.IIYS Ntl8 Ru. war _ �n ,. • - - 541R4EV CONIPOL NOTES RESIL1ENnAL-N Ldl AREAS a . . . . . g ., ,n ,m a rmanwww ^---�.....:.:..::.:.:a .......:.... O __ ......................... R I c - APOLNbRnnv�rsusolwslaN MERIDIAN,IDAHO £e I � ClYUHI SH&T kmIi rn.q.nwT.m m ��6� NLmryawxeue v� c PP1.0 Page 83 Item#4. B. Final Plat(dated: 5/17/21) PLAT OF APEX NORTHWEST SUBDIVISION No.2 q pgq�ri of uNosrcugiro INgpognoN of nlrsaurx[gtt x/¢ GFS iDWNSXIp3NOR1N,gANGF]F/Si.B.M., sa�� Q nm of Mcgldµ2n�w[orvNrv,loµo. li n— I ea.a onoNnxe � tart a Nuxwi���a.0 lno V � vM®W Y� es I 3XEET INNFIt L5 O O xarxz zi'w iu¢..-a I sxm a-mxxiuics xxo nnnwusuL9.ao x]IE9 O O O O q3.gEFCow a SUMEv Ne.Soa,gEftlms o[mn cwmv, O Q 0 r x x —_.gxagos cF rm CCxNFr,mNa. v—'wsu I� O° O° O O Ibr� N00 m u RMS K9eq.ls Mort➢da O o 5/B-iNw� Os O5 Q 0 ^' � ar sl3aexmw x�m vvsF C�xugm u © c © � © � © ' E nl$ • ueF�iaeamFa xlm wsC VY u.wt0 w < 2 5 �ry�3 • L Z, (u'/wLxrnt II6F♦TI IM9i¢o 3 x Oc a Os $ eO< 3 aiO3 £ E $I 3 ♦ cucuurzo roixr.xomxc muw m w* © © 0° � 5 WU msiW wuxoun uxE� 11774 O O O O I �m uxe I x ® ® ® ® cwm _ __ enuaOm un uw 0 I ����� uro�ccsrxuuwr(m xo¢vs) I NARRAiNE xeYax xv w:ixoo xCY1221 w xla5o 2Y I n.w cvxexw[xun. � w.m w 12459 x 'x I 15 ' 31 132 2righton E m.. 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C. Landscape Plan(dated: 5/14/2021) w'�mr°t•o o��i i'r.I�c°1 Tm- . arawon -• -nmT _J P; E3 g{ 10 !3 63 _ rn rE rwre.nw w.�... � . Q I I' �a / I � //I STREET fAEE C%NIATRMYS IITRFFJ35lF1:�• ------�_. MITfGATION REOUIRFMENTS L4N�SCAPE SITE PL4N TUTALiPEES RFAl11RER/PROYIOERn � .��a,ie IL ID km I I '.i :�\ 0 " O •. � - xa.w.ss wua �urmrt ae�u.. �� ® � o�d 3- Z \5' Y LANDSCAPE PLAN — mor, w '\ •°`"`•® — �.... —r Page 87 Item#4. VI. CITY/AGENCY COMMENTS & CONDITIONS A. Planning Division Site Specific Conditions: 1. Applicant shall comply with all previous conditions of approval associated with this development [H-2020-0056 and H-2020-0066 (Development Agreement Instrument Number 2020-1781201. 2. The applicant shall obtain the City Engineer's signature on the subject final plat within two years of City Council's approval of the previous phase final plat; or apply for a time extension, in accord with UDC 11-613-7. 3. Prior to submittal for the City Engineer's signature,have the Certificate of Owners and the accompanying acknowledgement signed and notarized. 4. The final plat prepared by KM Engineering stamped by Aaron L. Ballard, dated: 5/17/2021, included in Section V.B shall be revised as follows: a. Depict the Lot numbers for Lot 1,Block 6 and Lot 1,Block 4 that are missing on Sheets 1 and 2. b. References—R4: Include the recorded book&page number of the Apex Northwest Sub. 1 plat on Sheet 1. c. Include the CP&F recorded instrument number of the East 1/4 corner section on Sheet 1. d. Include the recorded instrument number of the ACHD permanent easement graphically depicts and noted on Sheet 2. e. Include the recorded instrument number of the City of Meridian easement graphically depicted and noted on Sheet 2. f. Note#8: Include the recorded instrument number of the ACHD Landscape license agreement. g. Note#9: Include the recorded instrument number of the ACHD public right-of-way easement(sidewalk). h. Note#10: Include S. Apex Ave. in the note in accord with preliminary plat condition#2a. i. Note#14: Include the recorded instrument number of the CC&R's. J. Certificate of Owners: Include the recorded book&page number of the Apex Northwest Sub. I plat. k. Street buffers are required to be placed in common lots maintained by the Homeowner's Association where they extend beyond the right-of-way as set forth in UDC 11-3B-7C. Alternative compliance may be requested to this standard as set forth in UDC Table 11-5B- 5. A copy of the revised plat shall be submitted with the final plat for City Engineer signature. 5. The landscape plan prepared by KM Engineering, dated 5/14/2021, included in Section V.C, shall be revised as follows: a. Include shrubs within the street buffers along S.Apex Ave. and E. Crescendo St.,collector streets, in accord with the standards in UDC 11-3B-7C.3a.Alternative compliance may be requested to this standard as set forth in UDC Table 11-5B-5. Page 7 Page 88 Item#4. 6. The rear and/or side of structures on lots that face E. Crescendo St. and S.Apex Ave., collector streets, shall incorporate articulation through changes in two or more of the following: modulation(e.g.projections,recesses, step-backs,pop-outs),bays,banding,porches,balconies, material types, or other integrated architectural elements to break up monotonous wall planes and roof lines that are visible from the subject public street. Single-story structures are exempt from this requirement. 7. All future development, except for single-family detached dwellings, is required to comply with the design standards listed in the Architectural Standards Manual. 8. All alleys shall comply with the standards listed in UDC 11-6C-3B.5. The construction drawings shall reflect compliance with these standards. 9. Prior to signature of the final plat by the City Engineer,the applicant shall provide a letter from the United States Postal Service stating that the applicant has received approval for the location of mailboxes. Contact the Meridian Postmaster, Sue Prescott, at 887-1620 for more information. 10. All fencing shall comply with the standards of UDC 11-3A-7C. 11. All alleys shall serve as fire lanes and be signed"No Parking Fire Lane". 12. Development within the Williams Pipeline easement shall comply with the Williams Developers' Handbook. 13. Future development shall be consistent with the minimum dimensional standards listed in UDC Tables 11-2A-7 for the R-15 zoning district. 14. Off-street parking is required to be provided for residential uses in accord with the standards listed in UDC Table 11-3C-6 based on the number of bedrooms per unit. 15. Staff s failure to cite specific ordinance provisions or conditions from the preliminary plat(H- 2020-0056) and/or Development Agreement(Inst. #2020-178120)does not relieve the Applicant of responsibility for compliance. B. Public Works Site Specific Conditions: 1. No Permanent structures(buildings,carports,trash receptacle walls,fences,infiltration trenches, light poles, etc.)can be built within the utility easement. 2. Sewer service lines should not cross infiltration trenches due to uneven settling that occurs. 3. Provide an easement to the north property boundary in the northeast portion of this phase. General Conditions: 1. Sanitary sewer service to this development is available via extension of existing mains adjacent to the development. The applicant shall install mains to and through this subdivision; applicant shall coordinate main size and routing with the Public Works Department, and execute standard forms of easements for any mains that are required to provide service. Minimum cover over sewer mains is three feet, if cover from top of pipe to sub-grade is less than three feet than alternate materials shall be used in conformance of City of Meridian Public Works Departments Standard Specifications. 2. Water service to this site is available via extension of existing mains adjacent to the development. The applicant shall be responsible to install water mains to and through this development, coordinate main size and routing with Public Works. Page 89 Item#4. 3. 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. 4. Upon installation of the landscaping and prior to inspection by Planning Department staff, the applicant shall provide a written certificate of completion as set forth in UDC 11-3B-14A. 5. A letter of credit or cash surety in the amount of 110%will be required for all incomplete fencing, landscaping, amenities,pressurized irrigation,prior to signature on the final plat. 6. The City of Meridian requires that the owner post with the City a performance surety in the amount of 125%of the total construction cost for all incomplete sewer,water infrastructure prior to final plat signature. This surety will be verified by a line item cost estimate provided by the owner to the City. The applicant shall be required to enter into a Development Surety Agreement with the City of Meridian. The surety can be posted in the form of an irrevocable letter of credit, cash deposit or bond. Applicant must file an application for surety, which can be found on the Community Development Department website. Please contact Land Development Service for more information at 887-2211. 7. The City of Meridian requires that the owner post to the City a warranty surety in the amount of 20%of the total construction cost for all completed sewer,and water infrastructure for a duration of two years. This surety amount will be verified by a line item final cost invoicing provided by the owner to the City. The surety can be posted in the form of an irrevocable letter of credit,cash deposit or bond. Applicant must file an application for surety, which can be found on the Community Development Department website. Please contact Land Development Service for more information at 887-2211. 8. In the event that an applicant and/or owner cannot complete non-life,non-safety and non-health improvements, prior to City Engineer signature on the final plat and/or prior to occupancy, a surety agreement may be approved as set forth in UDC 11-5C-3C. 9. 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. 10. 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. 11. Applicant shall be responsible for application and compliance with any Section 404 Permitting that may be required by the Army Corps of Engineers. 12. Developer shall coordinate mailbox locations with the Meridian Post Office. 13. All grading of the site shall be performed in conformance with MCC 11-14B. 14. 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. 15. The engineer shall be required to certify that the street centerline elevations are set a minimum of 3-feet above the highest established peak groundwater elevation. This is to ensure that the bottom elevation of the crawl spaces of homes is at least 1-foot above. 16. The applicants design engineer shall be responsible for inspection of all irrigation and/or drainage facility within this project that do not fall under the jurisdiction of an irrigation district or ACHD. The design engineer shall provide certification that the facilities have been installed in accordance with the approved design plans. This certification will be required before a Page 9 Page 90 Item#4. certificate of occupancy is issued for any structures within the project. 17. 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. 18. Street light plan requirements are listed in section 6-7 of the Improvement Standards for Street Lighting (http://www.meridiancity.org/public_works.aspx?id=272). All street lights shall be installed at developer's expense. Final design shall be submitted as part of the development plan set for approval, which must include the location of any existing street lights. The contractor's work and materials shall conform to the ISPWC and the City of Meridian Supplemental Specifications to the ISPWC. Contact the City of Meridian Transportation and Utility Coordinator at 898-5500 for information on the locations of existing street lighting. 19. 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 I I" map with bearings and distances (marked EXHIBIT B) for review. Both exhibits must be sealed, signed and dated by a Professional Land Surveyor. DO NOT RECORD. Add a note to the plat referencing this document. All easements must be submitted,reviewed, and approved prior to signature of the final plat by the City Engineer. 20. Applicant shall be responsible for application and compliance with and NPDES permitting that may be required by the Environmental Protection Agency. 21. Any wells that will not continue to be used must be properly abandoned according to Idaho Well Construction Standards Rules administered by the Idaho Department of Water Resources. The Developer's Engineer shall provide a statement addressing whether there are any existing wells in the development, and if so, how they will continue to be used, or provide record of their abandonment. 22. Any existing septic systems within this project shall be removed from service per City Ordinance Section 9-1-4 and 9 4 8. Contact the Central District Health Department for abandonment procedures and inspections. 23. The City of Meridian requires that pressurized irrigation systems be supplied by a year-round source of water(MCC 9-1-28.C.1). The applicant should be required to use any existing surface or well water for the primary source. If a surface or well source is not available, a single-point connection to the culinary water system shall be required.If a single-point connection is utilized, the developer will be responsible for the payment of assessments for the common areas prior to development plan approval. 24. All irrigation ditches, canals, laterals, or drains, exclusive of natural waterways, intersecting, crossing or laying adjacent and contiguous to the area being subdivided shall be addressed per UDC 11-3A-6. In performing such work, the applicant shall comply with Idaho Code 42-1207 and any other applicable law or regulation. Page 91 7/tem 77 E IDIAN 'aAHO AGENDA ITEM ITEM TOPIC: Final Plat for Oaks North Subdivision No. 11(FP-2021-0039) by Toll Southwest, LLC, Generally Located at 5685 N. Black Cat Rd. Page 92 Item#5. C� fIEN , IN1, IDAHO PUBLIC HEARING INFORMATION Staff Contact:Joseph Dodson Meeting Date: July 13, 2021 Topic: Final Plat for Oaks North Subdivision No. 11(FP-2021-0039) by Toll Southwest, LLC, Generally Located at 5685 N. Black Cat Rd. Request: Request for Final Plat consisting of 30 single-family residential building lots and 5 common lots on 9.99 acres of land in the R-4 zoning district. Information Resources: Click Here for Application Materials Page 93 Item#5. STAFF REPORT E COMMUNITY N -- COMMUNITY DEVELOPMENT DEPARTMENT HEARING 7/13/2021 R. Legend DATE: L 0 Project Lflcfltar TO: Mayor&City Council FROM: Joseph Dodson,Associate Planner RUT R= -R' 208-884-5533 R-8 R= SUBJECT: FP-2021-0039 Oaks North No. 11 R-1 R-1 LOCATION: Generally located at 5685 N. Black Cat Rd., in the SW 1/4 of the NE 1/4 of Section UT 28,TAN.,R.1 W. R_4 RUT i I. PROJECT DESCRIPTION Request for Final Plat consisting of 30 single-family residential building lots and 5 common lots on 9.99 acres of land in the R-4 zoning district,by Toll Southwest,LLC. II. APPLICANT INFORMATION A. Applicant/Owner: Toll Southwest,LLC—3101 W. Sheryl Drive, Suite 100,Meridian, ID 83642 B. Representative: Sabrina Durtschi,Toll Brothers—3103 W. Sheryl Drive,Meridian,ID 83642 III. STAFF ANALYSIS Staff has reviewed the proposed final plat for substantial compliance with the preliminary plat as required by UDC 11-6B-3C.2. This is the eleventh phase of development of the Oaks North Subdivision. The submitted final plat shows two(2)less buildable lots than were approved in the preliminary plat for this phase of development; the same amount of open space is proposed as were approved in the preliminary plat. Staff finds the proposed final plat is in substantial compliance with the approved preliminary plat as required. Note: Following Phase 10 and 11,the Applicant has five(5) fewer building lots than approved with the preliminary plat based on all final plat approvals. The Applicant may make up these lots in later phases per code allowances. Page 1 Page 94 Item#5. IV. DECISION A. Staff: Staff recommends approval of the proposed final plat with the conditions of approval in Section VI of this report. V. EXHIBITS A. Preliminary Plat(date: 8/6/2013) 5 f I a'F Area of Phase 11 -- RUT R-A I lqa r I ——— ——— ————— RbT _ _ —~• I �4$ IRUT . RUT IF I F3 I .. �.�— � __ _ �• I Aur f pW Z.W.UZ p s 1Liiiiiriiii��hl+�I� -�� v1p�i`7r-i ❑ I HPRE Page 2 Page 95 Item#5. B. Final Plat(date: 6/9/2021) THE OAKS NORTH SUBDIVISION NO. 11 BOOK,PAGE LOCATED IN THE SW 114 OF THE NE 114 AND THE NW 114 OF THESE 114 OF SECTION 28,T4N,R1VV,BM MERIDIAN,ADA COUNTY,IDAHO LEGEND 2021 I J &.MINDEN RLVO. —STI_A Ean ASS PEsnne FOUND 9iB'•NEEAR Hi _118 PANT OF vnrN us nna GEONNING $ a UNPIATIFDOENTERLNE ml LINE TABLE neec rrecncry ,^� -� � 6'I4�6708]' �sEmeo-rrENe si5ss+'w I n J ��iea� 1'>Sw_ � E¢RFN`aLKRr so ,]0 zoa• wsrRu IS. '� CTHERE - a•NOTE7 Z A—ENT P-NE—LINE J xr3ns E 5 ff a sa: Ro R 1 Sn m NOTES L ltP L -x� c — La N ��f®A�:® �E x1..i..roE,NEEo.0 xI To.o,AL. � I I n aza�sY -I ` :. cr ° �s.���s�sx.LL3E.c��T.xcEw,x Ew�,Gx� 'M IllRIEiiR1­1111Eoxaatl F,xEwr IF TME�Fa�sxEox�,�xG e 132fi4 veeo 11-S mxuou,nrs ro e.«ux.o-1 .� 'E, YIAk Sld'2613'E �57537'47,w Tor- , wv�.wrvnTM,NEC Tr 3 ,400' — TFE OAKS NOR1 S1160 NO.3 -BOON 118,PACES 180T2-18075EVT srox,vE n,�,T�c,x���uwrxr�xom �eo� __� M.YdIIAY YOM _� s33 sssr az�.v- - --- -----`- __- oc xsasx�uxcsu ,xuarx ruaswrxsnxons s�eeso:.Ex,sv a.,cxo.o sNeaecrnrn.,aR -uwrie v. Nl 1"I IT. o H CNPV-T4PLE w,sma.es ve E rtxe rvr vz ,c _ ma •�i— _ u _ ,LA bt P tl ~IEs NI° �g e SURVEY NARRATIVE r t tl, r .'4 pNw ' s,o' � �4 v�x„;N�ra.�,o.evr.:cMECPco rc moa a..am xnaaus ,va cs sw m ,aem ..T,.� rn sass an ,r,a ss,�rs.r ns,s 'sT of`0 ON w.HT ' i]]V a 6b]' SYrt+]t54 480tl N.ET ,G433' SA6'Id?E _lIn `Toll Brothers Lan �olutions ,T w.oP iw5P+3 N116+81 61.09 .x..:ca.�uxu.v.....u:�.... la„G Surveyln9 and ConsumE:g sxeon•sbx:w,ur,NE.E�.. v,wT.ToaT e,,w c« ,eTow mw.vYvze n "3rE aw SHEET'I OF3 Page 3 Page 96 THE OAKS NORTH SUBDIVISION NO 11 CERTIFICATE OF OANERS ACRNOWLEDGMENT M-,� I AT,— N—CZ-N-' Tunll� I- —T 13 T, `V- -HE -TT ......."flTill-l-II, T� Ml," CERTIFICATE OF SURVEYOR wW,0/ 11— "T— "rollBrothers Lain olutions -EET I�l I THE OAKS NORTH SUBDIVISION NO.11 HEALTH—11`1— —IFICATE QFTHE COUNTY 5URV—R 1 71 A-I T,1111 I�11 1�1 1.7 T,11 211 —H`l—THE QVHffYTREASURER T 11, 11.0111,P-11 T11L APPROVAL OF CITY CERTIFICATE OF-U—RECORDER 11——111 T Ill APPR—L OF THE CITY ENGINEER T Ill D�— 11— —1-1 I— APPROVAL FADA COUNTY HI5—YDIG7RICT 77 z `rollBrothers Land olutions Page 4 Item#5. C. Landscape Plans(date: 6/10/2021) PLANT 5GHEDJLE 17 EJ ' Po � sEiTian .; f - �� NOTES a -- Z p a z -- a II I ♦ � I _ n' w 4 a —I � J i 1 ILL 4 KEY MAP LANDSCAPE PLAN CCVL-O.LR VaL � ,LSD+ P A E 3 Page 5 Page 98 : AN�S�-CIIULM MP�r W—,, mit VAN JEW EtJs RRETZl :74 00 cc 1. 0 z EE . . ....... 0 may' x KEY MAP L1.2 `•mod boa PLANT SGH=UL.VC ,r L ZIZ, I_AN!;SrArlr_ A�CULA710NS N07:5 z CC Z 0 rc, Zy Ne 0 z —P.—D-E-E Page 6 Item#5. VI. CITY/AGENCY COMMENTS & CONDITIONS A. Planning Division Site Specific Conditions: 1. Applicant shall comply with all previous conditions of approval associated with this development(AZ-13-008, RZ-13-015,DA Inst.No. 114030972;PP-13-014). 2. The applicant shall obtain the City Engineer's signature on the final plat within two(2)years of the City Engineer's signature on the previous phase final plat, in accord with UDC 11-6B- 7 in order for the preliminary plat to remain valid or a time extension may be requested. 3. Prior to submittal for the City Engineer's signature,have the Certificate of Owners and the accompanying acknowledgement signed and notarized. 4. The final plat shown in Section V.B prepared by Land Solutions, stamped on 06/09/21 by Clinton W. Hansen, is approved with the following revisions: a. Note#10: Include recorded instrument number. b. Note#12: Include recorded instrument number. c. Add the appropriate Book and Pages for the noted Oaks North Subd.No. 9. d. Add a note stating the plat is subject to the provisions contained within the applicable Development Agreement. 5. The landscape plan shown in Section V.0 prepared by Jensen Belts Associates,dated 05/18/21, is approved as submitted. 6. Future homes constructed in this phase shall comply with the elevations included in the development agreement (Oaks North and South Subdivision — Inst. No. 114030972) with materials and architectural features to be the same or higher quality as shown in the elevations. 7. Prior to the issuance of any new building permit,the property shall be subdivided in accordance with the UDC. 8. Prior to signature of the final plat by the City Engineer,the applicant shall provide a letter from the United States Postal Service stating that the applicant has received approval for the location of mailboxes. Contact the Meridian Postmaster, Sue Prescott, at 887-1620 for more information. 9. Staff s failure to cite specific ordinance provisions or conditions from the preliminary plat and/or development agreement does not relieve the Applicant of responsibility for compliance. B. Public Works Site Specific Conditions: 1. The sewer main at the eastern boundary of the site should end in a manhole with a minimum slope at the end run of 0.60%. General Conditions: 1. Sanitary sewer service to this development is available via extension of existing mains adjacent to the development. The applicant shall install mains to and through this subdivision;applicant shall coordinate main size and routing with the Public Works Department,and execute standard forms of easements for any mains that are required to provide service. Minimum cover over sewer mains is three feet, if cover from top of pipe to sub-grade is less than three feet than alternate materials shall be used in conformance of City of Meridian Public Works Departments Page 7 Page 100 Item#5. Standard Specifications. 2. Water service to this site is available via extension of existing mains adjacent to the development. The applicant shall be responsible to install water mains to and through this development, coordinate main size and routing with Public Works. 3. 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. 4. Upon installation of the landscaping and prior to inspection by Planning Department staff,the applicant shall provide a written certificate of completion as set forth in UDC 11-3B-14A. 5. A letter of credit or cash surety in the amount of 110% will be required for all incomplete fencing, landscaping, amenities,pressurized irrigation,prior to signature on the final plat. 6. The City of Meridian requires that the owner post with the City a performance surety in the amount of 125% of the total construction cost for all incomplete sewer, water infrastructure prior to final plat signature. This surety will be verified by a line item cost estimate provided by the owner to the City. The applicant shall be required to enter into a Development Surety Agreement with the City of Meridian. The surety can be posted in the form of an irrevocable letter of credit, cash deposit or bond. Applicant must file an application for surety, which can be found on the Community Development Department website. Please contact Land Development Service for more information at 887-2211. 7. The City of Meridian requires that the owner post to the City a warranty surety in the amount of 20% of the total construction cost for all completed sewer, and water infrastructure for a duration of two years. This surety amount will be verified by a line item final cost invoicing provided by the owner to the City. The surety can be posted in the form of an irrevocable letter of credit, cash deposit or bond. Applicant must file an application for surety, which can be found on the Community Development Department website. Please contact Land Development Service for more information at 887-2211. 8. In the event that an applicant and/or owner cannot complete non-life,non-safety and non-health improvements, prior to City Engineer signature on the final plat and/or prior to occupancy, a surety agreement may be approved as set forth in UDC 11-5C-3C. 9. 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. 10. 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. 11. Applicant shall be responsible for application and compliance with any Section 404 Permitting that may be required by the Army Corps of Engineers. 12. Developer shall coordinate mailbox locations with the Meridian Post Office. 13. All grading of the site shall be performed in conformance with MCC 11-14B. 14. 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. 15. The engineer shall be required to certify that the street centerline elevations are set a minimum of 3-feet above the highest established peak groundwater elevation. This is to ensure that the bottom elevation of the crawl spaces of homes is at least 1-foot above. Page 8 Page 101 Item#5. 16. The applicants design engineer shall be responsible for inspection of all irrigation and/or drainage facility within this project that do not fall under the jurisdiction of an irrigation district or ACHD. The design engineer shall provide certification that the facilities have been installed in accordance with the approved design plans. This certification will be required before a certificate of occupancy is issued for any structures within the project. 17. 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. 18. Street light plan requirements are listed in section 6-7 of the Improvement Standards for Street Lighting (http://www.meridiancity.org/public_works.aspx?id=272). All street lights shall be installed at developer's expense. Final design shall be submitted as part of the development plan set for approval, which must include the location of any existing street lights. The contractor's work and materials shall conform to the ISPWC and the City of Meridian Supplemental Specifications to the ISPWC. Contact the City of Meridian Transportation and Utility Coordinator at 898-5500 for information on the locations of existing street lighting. 19. 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 I I" map with bearings and distances (marked EXHIBIT B) for review. Both exhibits must be sealed, signed and dated by a Professional Land Surveyor. DO NOT RECORD. Add a note to the plat referencing this document. All easements must be submitted,reviewed, and approved prior to signature of the final plat by the City Engineer. 20. Applicant shall be responsible for application and compliance with and NPDES permitting that may be required by the Environmental Protection Agency. 21. Any wells that will not continue to be used must be properly abandoned according to Idaho Well Construction Standards Rules administered by the Idaho Department of Water Resources. The Developer's Engineer shall provide a statement addressing whether there are any existing wells in the development, and if so,how they will continue to be used, or provide record of their abandonment. 22. Any existing septic systems within this project shall be removed from service per City Ordinance Section 9-1-4 and 9 4 8. Contact the Central District Health Department for abandonment procedures and inspections. 23. The City of Meridian requires that pressurized irrigation systems be supplied by a year-round source of water(MCC 9-1-28.C.1).The applicant should be required to use any existing surface or well water for the primary source. If a surface or well source is not available,a single-point connection to the culinary water system shall be required. If a single-point connection is utilized,the developer will be responsible for the payment of assessments for the common areas prior to development plan approval. 24. All irrigation ditches, canals, laterals, or drains, exclusive of natural waterways, intersecting, crossing or laying adjacent and contiguous to the area being subdivided shall be addressed per UDC 11-3A-6. In performing such work,the applicant shall comply with Idaho Code 42-1207 and any other applicable law or regulation. Page 9 Page 102 Item#5. Page 10 Page 103 E IDIAN;--- AGENDA ITEM ITEM TOPIC: ITEMS MOVED FROM THE CONSENT AGENDA (Action Item) Page 4 7/tem 77 E IDIAN 'aAHO AGENDA ITEM ITEM TOPIC: Human Resources Department: Fiscal Year 2021 Budget Amendment in the Amount of$123,000.00 for Citywide Compensation Market Studies Page 104 Item#6. C� fIEN , IN4, IDAHG-. MEMO TO CITY COUNCIL Request to Include Topic on the City Council Agenda From: Human Resources Meeting Date: July 13, 2021 Presenter: Crystal Richie Estimated Time: 5 Minutes Topic: FY21 Budget Amendment- HR Compensation Study for$123,000 Recommended Council Action: Approve the Budget Amendment Background: This request is to allow the City to contract with a consultant for the purpose of providing a proposal to assist the City in performing a full classification and compensation study, involving 223 classifications covering 500 general employees. The results of the study will be presented to Council along with a recommendation from the Compensation Committee on the next actions/ steps to be taken. Page 105 � T o -a o a as o d N O E I— C) 0- co .yi O O z z p �t ° ° N C) E v Ln O N NM O N00 00 E a� Ln oc oc ❑ El ° t► C) Q � +• xx a O j a, � � x u °; h o 0 �`` CD f0 ) Y C. � a V m � 7 lJ � O _ �+ E v° al) O v�i 0 y N G C)Q C Q d N ¢ LL w i •� W 0 pa) coo a>) U = Q 2 m a) a) LL u N Cfl c � v o N LO Q r h a z z E E z ate+ r l N a aCL Gi Q ° a) a) d i d' 0 LL o o) y E E �� ++ 0 _ = 0 N C T O — C Lu O u \�� E O M m evi N w CD m c p = u on N O J O U c a °' r°'E v E O p 4+ Z O N N cmQ m u u ~ 0 O Q c O O N O O N E O O O N N N aS u ~ a) ~ ~ O U 0 } LL V a+ 7 m d ar c O c ag a +° C o w mcu co a a oA v c LL. 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W Q v v v v v v a v v v v v a Q v v v v v v Q v v a N d V ti ti ti ti N N N N W ti ti ti ti ti ti ti ti ti ti ti ti ti N N N N N N O ti ti ti CD o LL hA A m O '6 ti ti ti ti .--i .--i .ti ti i.i ti ti ti ti ti ti ti ti ti ti ti ti N �+ "ts ti ti ti ti ti ti N ti ti o 0 0 0 0 0 0 0 y o 0 0 0 0 0 0 0 0 0 0 0 0 o 0 0 0 0 0 > 0 0 0 `o Q LL Qy LL � LL Q LL Q T Item#6. 1:50 PM City of Meridian FY2021 Budget Amendment Form Prior Year(s) Fiscal Year Fiscal Year Fiscal Year Fiscal Year Fiscal Year Department Name: HR Funding 2021 2022 2023 2024 2025 Title: Citywide Compensation and Market Studies Personnel $ - $ $ $ $ In t—ti nnsr rsuh—its ing R.dger Amen d-enis Operating $ 123,000 $ $ $ $ > Department will send Amendment with Directors signature to Finence(godget Analyst)for review Capital $ - i Finance will send Amendment to council Ualmn For signature Total $ - $ 123,000 $ $ $ $ )Council Liaison will send slgned Amendment to Mayor Total Estimated Project Cost: $ 123,000 > Mayor will send signed Amendmentto Finance{Budget Anaiystl Evaluation Questions 7 Flnan"(Budget Analyst)will send approved aMpy of Amendment to Department Please answer all Evaluation Questions using the financial data referenced above. s D�psrt,rant,,,llladdcopyw Amendment toCourdlAgwrda us�ngNkrvusAgendaManager 1. Describe what is being requested? This request is to allow the City to contract with a consultant(Gallagher Consulting)for the purpose of providing a proposal to assist the City in performing a full classification and compensation study,involving approximately 223 classifications covering 500 general employees.The results of the study will be presented to Council along with a recommendation from the Compensation Committee on next actions/steps to be taken. 2. Why was this budget request not submitted during the current fiscal year budget cycle? this request is outside the normal budget process to maximize the timeliness of conducting the study as the scope of work was not completed in time for the normal budget process.The City did not want to delay a study any more than it could. 3. What is the explanation for not submitting this budget request during the next fiscal year budget cycle? This request is looking to complete a study for the implementation for the upcoming fiscal year and any delays would not be fair to the employees. �4.Describe the proposed method of funding? If funding is split between Funds(i.e. General,Enterprise,Grant),please include the percentage split. List the amounts and sources of anticipated additional revenue that will result from approval of this request. General Fund Balance 5.Does this request align with the Department/City's strategic plan? If not,please explain how this request was not included in the Department/City strategic plan? Yes 6. Does this request require resources to be provided by other departments? If yes,please describe the necessary resources to be provided by other departments. No 7.Does this Amendment include any needed Equipment or Software that will utilize the Cit 's network? Yes or No Lo 8.Is the amendment going to result in the disposal of an asset?(Yes or No) 9.Any additional comments? Scope of work is attached from Gallagher Consulting. Total Amendment Request $ 123,000 Every effort should be made to avoid reopening the budget for an amendment. Departments will need to provide backup and appear before the City Council to justify budget amendments. Budget amendments are intended for emergency or mandatory changes to the original balanced budget. Changes to the original balanced budget may cause a funding shortfall. Page 107 City of Meridian FY2020 Budget Amendment Form C:\Users\tlavoie\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\P21A51TH\FY2021 Budget Amendment Form_HR_Compensation Study The City of Meridian ~ ' EMPLOYEE JOB CLASSIFICATION COMPENSATION STUDY April 2, 2021 , ,t f l t II Mike Verdoorn Managing Principal Public Sector & Higher Education Gallagher Human Resources & Compensation Consulting 901 Marquette Ave S., Suite 1900 Minneapolis, MN 55402 651.234.0845 Mike_Verdoorn@ajg.com GallagherHRCC.com @2021 Arthur J.Gallagher& A11 rights reserved. Item#6. Gallagher Insurance Risk Management Consulting April 2, 2021 Crystal Ritchie Human Resources Director City of Meridian 33 E Broadway Ave Meridian, ID 83642 Dear Ms. Ritchie: We appreciate the opportunityto presentthis proposal regarding services Gallagher's Human Resources&Compensation Consulting practice ("Gallagher") is able to offer the City of Meridian ("the City"). Gallagher is highly capable and qualified to work with the City based on our extensive experience with public sector organizations in Idaho and across the country. It is our understanding that the City is seeking a consultant for the purpose of providing a proposal to assist the City in performing a full classification and compensation study, involving approximately 223 classifications covering 500 general employees.We have prepared a proposal and organized it in the following sections: Letter of Introduction Compensation Program Development Experience Prior Government Experience Project Manager's Experience Proposed Project Team Experience Resumes We believe we will provide the City with the most diverse project team of any consulting practice in the country,which enhances the solutions and recommendations we will provide on this engagement. The questions and perspective provided by our team ensure we anticipate the many issues the City may face throughout this project, as well as the ongoing management of the new classification and compensation structure. We would consider it a privilege to serve the City in this capacity. We confirm that this proposal will be valid for up to ninety(90) days. Page 109 ©2021 Arthur J.Gallagher&Co.All rights reser\ed. Gallagher Insurance Risk Management Consulting Thank you for this opportunity to offer our services. Please feel free to contact us at anytime if you have any questions or require additional information. We look forward to hearing from you soon. Sincerely, Mike Verdoorn, MA-HRIR Managing Principal 651.234.0845 Mike_Verdoorn@ajg.com 2 1 City of Meridian I April 2, 2021 Page 110 ©2021 Arthur J.Gallagher&Co.All rights reserved. Item#6. kv—) Gallagher Insurance Risk Management Consulting LETTER OF INTRODUCTION Arthur J. Gallagher&Co. opened its doors for business in 1927 and is still "growing strong" because of a practiced ability to help clients think ahead. Founded by its namesake, Gallagher is now one of the world's largest human capital, insurance brokerage, and risk management services firms. Headquartered in Rolling Meadows, IL, we have operations in 33 countries, and extend our client-service capabilities to more than 90 countries through a global network of consultants. Gallagher Benefit Services, Inc. is a wholly owned subsidiary of Arthur J. Gallagher&Company, a publicly traded company under the symbol AJG. Gallagher Benefit Services, Inc. was incorporated in 1999 in Delaware and founded in 1961. For over 59 years,GBS has specialized in strategic benefits consulting, brokerage and administration. G o 'l: 17he 0 ■ Reach . Gallagher Local Presence. Way Shared values+Passion Ce[lence=PI'Omk5es Del?�� SOCIAL RESPONSIBILITY companywide focus on ethpca I conduct.employee health and welfare.L nvironmental integrity aqd co rnm unity service.. FOUNDED • 1927 1J V+ CDU[,ITRIES SC.�vCC 3 City of Meridian May 4, 2021 Page 111 ©2021 Arthur J.Gallagher&Co.All rights reser\ed. Gallagher Insurance Risk Management Consulting Public Sector Expertise Gallagher's public sector consulting practice has been in business since 1981, beginning as the public sector compensation consulting practice of Ernst&Young. In January 1995, Ernst& Young elected to withdrawfrom the public sector marketplace and sold its public sector compensation consulting practice to Fox Lawson &Associates. On October 1, 2009,Arthur J. Gallagher&Company purchased Fox Lawson. We are now division of Gallagher and operate with the same personnel. Gallagher's public sector consulting practice includes extensive experience in developing and communicating a compensation philosophy, designing and implementing market-aligned pay structures, and developingjob evaluation methods to maintain internal equity. We conduct benchmark analyses, including conducting custom tailored salary surveys (if needed),and recommend appropriate administrative and procedural guidelines to maintain the compensation system. We ensure that our clients comply with applicable laws and regulations, such as the Fair Labor Standards Act(FLSA), the Americans with Disabilities Act(ADA), and Equal Employment Opportunity(EEO)standards and have pay systems that are appropriate for their organization and market strategy. Over the past 32 years, our personnel h ave served more than 500 public sector clients. Approach & Methodology We respect the uniqueness of each project and strive to customize our approach to the specific needs of every organization. However, we also recognize that some elements remain constant across all organizations. With Gallagher's Human Resources and Compensation Consulting team, you will have a partner who understands the strategic, business critical role of human resources. Our intention has always been to be efficient,yet nimble, in order to deliver a customized solution that will drive and ultimately achieve meaningful business outcomes.Our practice has a holistic focus on employee and organizational wellbeing. It is the guiding principle that informs every aspect of Gallagher's comprehensive approach to benefits, compensation, retirement, employee communications and workplace culture. Our practice is a combination of some of the most respected names in human resources and compensation consulting. Bringing together experts from compensation, performance, search, survey, and leadership fields, Gallagher empowers clients with tools for the entire lifecycle of employment management. 4 1 City of Meridian I May 4, 2021 Page 112 ©2021 Arthur J.Gallagher&Co.All rights reserved. Gallagher Insurance Risk Management Consulting Our approach to all projects is to establish a partnership with each client, and to deliver work that is: • . � • On • • - Effective,creative flexible Not only meeting all pre- Upfront establ ishmentof project solutionsdevelopedand established deadlines,but feesthat provide a fairvalueforthe delivered withthe highest doing whateverwe can to work performed and never quality,employing the best respond to each client's exceeding fee sti mates unlessa practicesand research,tailored changing prioritiesand needs project ismaterially changed in to meet your specific needs scope and newfees are agreed to in writing. Gallagher will strive to give the City all that you need to be successful and allowyour employees to continue to thrive in an inclusive environment.Since our founding in 1927,we have strived for excellence in delivering human resources consulting solutions, risk management, and employee benefits with superior customer service and a focus on ethics and social responsibility. We take pride in being a client-focused organization with a solid record of accomplishment of exceeding client expectations. By choosing Gallagher, the City will join thousands of municipalities from across the country who have found their consulting needs are best served by a consulting team with public sector specialization and private sector insights. As a Gallagher client,you will be served by a dedicated consulting team and backed by the power of a 33,000+employee organization with 300+dedicated public sector consulting specialists. Ensuring Project Success We ensure our clients are satisfied with our services, and we overcome potential challenges, through ongoing communication and regular follow-up upon project completion. Practice Leaders are always available to assist clients in the rare circumstance that the project leader is unable to rectify a situation. We use the following five principles to manage consulting assignments to ensure projectsuccess: Clarifying expectations and planning to meet them. To make sure we meet or exceed your expectations,we start the project by asking the City's primary stakeholders about their goals and objectives for the project, identify issues to be addressed, and agree upon the timeline and processes. We will then develop a project plan designed to meet those 5 1 City of Meridian I May 4, 2021 Page 113 ©2021 Arthur J.Gallagher&Co.All rights reserved. Gallagher Insurance Risk Management Consulting expectations, reviewthe project plan with the primary stakeholders, and provide progress reports throughoutthe projectto mitigate unforeseen outcomes. Using planning meetings to keep the project on track. We use a project management process, which typically includes three or more planning meetings for the entire team to keep work focused, on time, and on budget. Documenting essential tactical details. We keep detailed notes on all interactions with our clients and planning meetings to track issues,document the commitments we make, and focus our efforts on the most important outcomes. Outlining reports. Before drafting our report, we will outline the preliminary observations and recommendations with you. In doing so, we use our project plan and notes to ensure the report remains aligned with your project goals, addressesthe issues we were asked to address, and focuses attention on major themes. Ongoing communication.We maintain open communication with management and the City project manager throughout the project. Our approach is to maintain ongoing and satisfying consulting relationships with our clients to develop and maintain lasting strategies that support the entire human resources environment functioning on an effective operational level. rOMPENSATION PROGRAM DEVELOPMENT EXPERIENCE Gallagher is one of the most successful and industry-recognized providers of employee benefit brokerage, consulting,and administrative services. With over 2,000 Public Entity clients across the country, we are confident that Gallagher is the most proactive partner for the City. Our proposal provides the City with a strong partner in today's marketplace. We go beyond the typical approach, and holistically look at all aspects of your total rewards program with the resources and ability to consult your organization on both benefits and compensation. This strategic perspective allows us to help the City best attract, retain and engage employees. The following case studies demonstrate our experience with successfully completing comprehensive classification and compensation studies,and our experience with significantly diverse and large public sector employee workforces. 61 City of Meridian I May 4, 2021 Page 114 ©2021 Arthur J.Gallagher&Co.All rights reserved. Gallagher Insurance Risk Management Consulting CITYOF CHATTANOOGA, TN In the past year, we have completed a classification and total compensation study for the City's general employee population (excluding its sworn police and fire job classifications). In particular, the City was interested in applying a newjob evaluation methodology to its current positions, updating its minimum and maximum pay ranges, identifying opportunities for career growth and development in current classifications, formally identifying its comparator organizations, updating its compensation philosophy and supporting strategies and revising human resources policies that would allowthe City to better attract, recruit and retain top talent. The project began with an on-site initiation meeting between Gallagher consultants and the City's project team to review the timeframes, deliverables and expectationsfor the project and to discuss potential comparator organization. Once the consultants and project team were solid on the timeframes, deliverables and expectations, Gallagher consultants spent approximately three days on-site to introduce employees and union representatives to the project and to inform them of what they can expect throughout. These meetings were held at various times throughout the three days (i.e.early morning into the late evening)to reach employees regardless of their work schedules with the City. Meetings were also held with the City's department heads in orderto understand the challenges theyexperience with attraction, recruitment and retention within their respective departments and to obtain their thoughts on where the City competes for talent. Department heads were encouraged to inform the consultants of any concerns they had with regard to job classification and compensation for consideration in the project. While the meetings were being held, Gallagher consultantswere working in the background to research the discussed comparators and to determine if there were any that should be considered that were similar to the City of Chattanooga in population, services and governmental structure. This was an important step as these comparator organizations would be those who would be sent a custom survey on behalf of the City to obtain their pay information as well as pertinent pay practices and benefit information. Once Gallagher consultants and the City reviewed and confirmed the comparator organizations, the survey was developed and deployed. While the survey was out for participation, Gallagher consultants utilized published survey data to add to the market data in order to incorporate the private market compensation. 71 City of Meridian I May 4, 2021 Page 115 ©2021 Arthur J.Gallagher&Co.All rights reserved. Gallagher Insurance Risk Management Consulting Data from the custom survey and the published survey data were combined and the preliminary analysis was conducted on the data, which Gallagher consultants reviewed with the City's project team. This was an important step to ensure both the Gallagher consultants and the project team both agreed on the data and the methodology utilized. Gallagher consultants explained how the data was aged and weighted appropriately. While the custom survey was being completed, Gallagher consultants introduced the City to the Decision Band Methodology(DBM®)to determine if it was the right job evaluation methodology for the City. The City adopted DBM®and Gallagher consultants provided extensive training and materials to the City's Human Resources staff to ensure they would be successful in applying DBM® to future classifications. Gallagher consultants then applied DBM®to the City's current classifications and reviewed the reasoning forthe band and grade recommendations with the City's Human Resources staff. Based on the findings from the market analysis, Gallagher consultants worked with the City to refine its current compensation philosophy and supporting strategies. Gallagher consultants also worked with the City to make changes to human resources related policies that affect compensation for the various pay actions that would occur throughout employment. Draft and final reports were prepared and reviewed with the City's project team. The City's team provided input and changes in order to prepare for the final presentation with the City Council in February 2020. Today, Gallagher continues to be a trusted partner of the City and looks forward to working with the City on the implementation of their new compensation system. 81 City of Meridian I May 4, 2021 Page 116 ©2021 Arthur J.Gallagher&Co.All rights reserved. Gallagher Insurance Risk Management Consulting PRINCE WILLIAM COUNTY, VA The County collaborated with Gallagher to conduct a comprehensive classification, compensation, and pay equity study. The classification study included Gallagher assisting the County in the administration of a Position Description Questionnaire (PDQ)to gather information about each employee's respective role. Gallagheralso interviewed a sample of employees in an effort to gain clarity where needed. Once that information was received and reviewed, Gallagher consultants utilized the information to create a new classification structure and classification descriptions for the resulting classifications. Gallagher consultants closed this phase by assigning job evaluation ratings to all classifications. For the comprehensive compensation study, Gallagher consultants worked with the County to determine what positions should be included in a custom survey that was sent to 25 comparator organizations. For positions that are not easily found in the public sector, Gallagher consultants utilized published survey sources to market price these positions. The analyzed information was then utilized to create a salary structure that was internally equitable and externally competitive. Gallagher consultants also performed a pay equity study for the County to identify potential pay disparities on the basis of race, age or gender. Upon the completion of the analysis, Gallagher consultants reviewed the data with the County's project team and incorporated feedback into the draft and final reports. Recommendations with implementation options were provided to the project team. Final presentations were made to leadership team and to the County's Board. 9 1 City of Meridian I May 4, 2021 Page 117 ©2021 Arthur J.Gallagher&Co.All rights reserved. Gallagher Insurance Risk Management Consulting CITY OF RALEIGH, NC The City collaborated with Gallagher to conduct a classification and compensation redesign study which began in June 2016. The objectives of this study included: Review duties and responsibilities of current jobs and employees to develop a new classification system. Develop new classification specifications. Evaluate jobs for internal value relationships. Collect market compensation data from private and public organizations. Develop a new/revised compensation system that is externally competitive and internally equitable. Review and update compensation policies and practices. Develop a transition plan. The classification reviewwas conducted to assess the types and levels of work across all jobs in the City and provide recommendations for an updated, simplified, and sustainable classification system. The more than 700 current Cityjob classes were consolidated by type and level of work into an updated class system that incorporates approximately 260 job classes across 34 job families. The type and level of work for each class was rated using the Decision Band Method®job evaluation tool. Class specifications addressing the type and level of work for each job consistent with the approved class structures were developed. Employees were allocated to the newclass systems based on PDQs and management input. A reconsideration process was also included in the process. A customized data collection instrument was developed to collect pay data on each of the benchmark classifications from the City's national and local labor market. Survey data was analyzed to develop four separate pay structures tailored for specific groups of employees which was coordinated with the job evaluation results. Structures consisted of broad-banded open ranges and step structures. Gallagher provided implementation cost options for the City's consideration. In addition, pay practice and classification and compensation policy recommendations were provided to the City. 10 1 City of Meridian I May 4, 2021 Page 118 ©2021 Arthur J.Gallagher&Co.All rights reserved. Gallagher Insurance Risk Management Consulting Project Methodology Our practice leaders and staff have assisted many public-sector organizations with classification, compensation, benefits, FLSA and policy and procedure issues. Oursignificant experience has resulted in a comprehensive understanding of the jobs understudy and the best practices employed by many organizations throughoutthe country. These are listed below: Employee Involvement: The study should be introduced to employees so they knowwhat will happen and can ask questions.We suggest summarizing the study findings at the end of the project so employees can understand the results. Updates throughout the process will go a long way toward acceptance of the results. We believe that if employees know how and why they are compensated, they will accept compensation practices more readily than if the system was created without their involvement. Leadership Sponsorship: Change is hard! Updating classification and compensation systems requires strong and visible supportof an organization's management and governance. Internal EquitX: While market parity is important, most employees want to make sure they are paid fairly in relation to other employees. Project Timing: Doing it right allowing time for understanding and acceptance produces a better study outcome than trying to meet unrealistic deadlines. Data/Exceptions: Rely on data, but make decisions based on your organization. It has been our philosophy that the results and recommendations should be based on verifiable, auditable and valid data and professional standards.Once the basic structure is in place, an organization should be open for adjustment as there may need to be updates for special conditions or other factors that were not anticipated. Communication: These systems need to be simple, straightforward and transparent and require consistent and long-term education of managers and employees to ensure understanding and acceptance. Pay Compression: Attention needs to be paid to implementation costs when employees are placed in the pay ranges and the potential for creating or increasing pay compression. Organizations should be aware of howtheir actions may contribute to pay compression and understand that pay administration practices may need to be adjusted. 111 City of Meridian I May 4, 2021 Page 119 ©2021 Arthur J.Gallagher&Co.All rights reserved. Gallagher Insurance Risk Management Consulting Compensation Standards &Practices We follow professionally accepted compensation principles and practices as outlined by WorldatWork, SHRM, and the Department of Labor. Some of these guidelines are listed below. We have also authored many articles on various aspects of conducting salary surveys; please refer to our website www.ang.com/compensation for these specific articles. We utilize the following guidelines for benchmark selection: Representation of all job families and levels throughout the organization Highly populated jobs Jobs found in most organizations Jobs with recruitment or retention problems We will reviewjob descriptions and otherjob documentation to ensure we understand the duties and responsibilities, level that the job is functioning at, and the reporting relationships so that participating organizations can match their classifications to the benchmarkjobs. We will draw on our 30 years of salary and benefits survey experience to determine if a comparable job can be found in the labor market. We will ask the City to clarify any questionable jobs and/or ans\Aer any questions we may have about a particularjob. We follow guidelines forjob matching (match only those jobs that match at least 80%of the duties, responsibilities and functions as outlined in the benchmarkjob summary). We follow professionally accepted guidelines for defining labor markets and selecting organizations to survey. We factor in that differentjobs will have different recruiting markets,by: Type of organization (e.g. Carnegie classification) • Size of organization • Geographic location It is important to define an organization's labor market priorto the survey rather than after the data have been collected so that it does not appear that the labor market data are being manipulated to support a certain conclusion. This could cause significant issues from an employee perception standpoint as well as potentially violate Federal Trade Commission and the U.S. Department of Justice's Sherman Antitrust Act guidelines in regard to the analysis of salary data. Any published sources utilized must meet the following criteria: • Be conducted by a reputable salary survey firm • Survey data is not self-reported • Survey is conducted on a continual basis instead of a one-time event Survey reports its data sources,the effective date of the data, and was tested to ensure accurate matches and data 121 City of Meridian I May 4, 2021 Page 120 ©2021 Arthur J.Gallagher&Co.All rights reserved. Gallagher Insurance Risk Management Consulting We will develop a data collection form that poses questions in a fashion that is simple for participants to answer, as well as being easy to quantify and analyze. We follow-up with participants to ensure data quality and validity of matches and data being reported. If there are any questions, we seek job descriptions, organizational charts and other information. We perform several reviews of the data as well as statistical tests to identify any extreme data and to ensure the validity of the data. Items we check for and follow-up on are: Job matches Labor market is right for each benchmark(as it was defined in beginning of study) The range of salaries reported for each benchmark(any abnormally high or low) Extreme range spreads (either abnormally high or low) Relationship of minimums and maximums (minimums not higher than maximums) Actual salaries fall within the specified ranges (not less than minimum or significantly over maximum) Relationship of progression in levels(e.g., a level ii job should have a higher salary than a level i job) We utilize trend factors for aging data so that all data is consistent to a current point in time. The trend factors are derived from either the U.S. Department of Labor data or WorldatWork Surveys. We apply geographic differentials as appropriate and necessary to ensure that the data are reflective of the City's labor market and economic conditions. We use third party resources (ERI) to identify the appropriate geographic differences. These geographic differentials will be shown separately. We calculate various statistics for summarizing the data (means, medians, highs, lows, percentiles). We followthe Federal Trade Commission and the U.S. Department of Justice guidelines that 5 matches should exist per job in order to draw reliable conclusions. Therefore, we do not calculate statistics (means, medians,etc.)on jobs with fewer than 5 job matches. Gallagher Better Works Assessment Tool: With our Gallagher Better Works model, we work with you to establish your vision and path to organizational wellbeing at the City. In order to develop a strategy custom to your distinct organization, we must first align your objectives and priorities as individuals that draft the blueprint of organization success. 131 City of Meridian I May 4, 2021 Page 121 ©2021 Arthur J.Gallagher&Co.All rights reserved. Gallagher Insurance Risk Management Consulting We will leverage the proprietary Gallagher Better Workssm Assessment to gather data around the unique nature of your organization's goals and workforce. As key stakeholders, you will complete the assessment using your individual perspective to define urgency around a number of topics in each area of wellbeing (physical & emotional, career,financial, organizational). Gallagher will then aggregate the results to provide your decision-makers with an interactive report defining top areas of organizational urgency.This will provide the City with a set of tiered objectives, and it will allow your Gallagher team to deploy a targeted consultative strategywith the most applicable team and resources in place. With these answers, it's our job to help you build a better workplace. One that attracts, engages and retains top talent. A place where people feel they belong—where there's a stronger sense of developing a career than punching a clock.And a culture of opportunity thatdraws newtalent because it inspires employees to deliver their professional, and personal, best. While Gallagher has a broad understanding of human resources systems, our practice specializes in public sector classification and compensation studies. These studies typically include: developing new classification structures andjob descriptions, evaluatingj obs with ajob evaluation methodology to determine internal equity, conducting a custom tailored salary survey, developing a competitive pay system, recommending strategies to implement the new compensation structure, and ensuring appropriate administrative and procedural guidelines are in place to maintain the system. These studies ensure that our clients comply with applicable laws and regulations, such as the Fair Labor Standards Act(FLSA), the Americans with Disabilities Act(ADA), and Equal Employment Opportunity(EEO) standards,and have pay systems that are appropriate for their organization and market strategy. Gallagher is one of the most successful and industry-recognized providers of employee benefit brokerage, consulting, and administrative services. With over 2,000 Public Entity clients across the country, we are confident that Gallagher is the most proactive partner for the City. Our proposal provides the City with a strong partner in today's marketplace. We go beyond the typical approach, and holistically look at all aspects of your total rewards program with the resources and ability to consult your organization on both benefits and compensation. This strategic perspective allows us to help the City best attract, retain and engage employees. 14 1 City of Meridian I May 4, 2021 Page 122 ©2021 Arthur J.Gallagher&Co.All rights reserved. Item#6. kv—) Gallagher Insurance Risk Management Consulting PROJECT MANAGER'S EXPERIENCE YOLANDA HOWZE, MPA, SPHR, SHRM-SCP, IPMA-SCP—Senior Consultant Ms. Howze is a well-regarded, award-winning Human Resources professional with over 18 years' public sector Human Resources experience—primarily in municipal government. Priorto joining Gallagher she was the Assistant to the City Manager/Director of Human Resources for the City of University City, MO, and her professional experience also includes eight combined years as the Director of Human Resources with the City of University City, MO (2005-2010 and 2018- 2020) and over sixyears as Director of Human Resources with the City of Bellaire, TX(2012- 2018). She was selected by her peers as the 2015 Texas Municipal Human Resources Association (TMHRA) Human Resources Professional of the Year. As a Human Resources leader her experience and competencies include: Compensation and Classification Administration, Benefits Administration, Performance Management, Project Management, HRIS and Process Improvement, Change Management, Labor Relations, Emergency Management and Disaster Recovery, Full-Cycle Recruiting and Retention, Training and Organizational Development, and Safety and Risk Management. Yolanda has a Bachelorof Arts in Psychology and a Bachelor of Arts in Organizational Leadership from Maryville University St. Louis, as well as a Master of Arts in Public Administration and Policy Analysis from Southern Illinois University Edwardsville. Having worked in the public sector for 26 years, she is passionate about her craft and being of service to others, which, in addition to her employment experience, she has demonstrated through serving on local and regional boards and committees including IPMA-HR and additional volunteerism. Project Plan In the project plan below, Gallagher has integrated the scope ofwork requested bythe City into our approach and deliverables ensuring to address the requests of the City. All phases will require that the City's project team and Gallagher have ongoing project meetings to review the progress of the project, review draft materials,and discuss next steps. 1111111111- � ■ ti �rl�[�171�r\\�h117�1\I �r���►�I\l:rl�\1�\�1�1� 11'��1�I r1'11�►' ■ M eetwitn key Human Resource staff and/or the City's Project Team to establish and confirm initial objectives, project plans, establish finite time frames and logistics, etc. In addition, conversations with 151 City of Meridian I May 4, 2021 Page 123 ©2021 Arthur J.Gallagher&Co.All rights reser\ed. Gallagher Insurance Risk Management Consulting human resources will lead to a better understanding of the City's culture, philosophies on key issues, and will help Gallagher identify appropriate strategies and methodologies for addressing the City's compensation concerns. Interview key management staff. These interviews allow us to obtain a better understanding of managements philosophies on key issues, identify areas of concern, and develop appropriate strategies and methodologies for addressing the City's compensation concerns. The meetings also help to establish buy-in and trust at the start of the project Gallagher develops a comprehensive interview guide to ensure that the appropriate issues are being addressed. Develop communications strategies that will strengthen employees' understanding of the process and guide expectations. This is typically done by conducting informational meetings at the start of the project and an overview of the final results at the completion of the project It will be imperative for the City's Human Resource staff or Project team to be engaged and to guide this process. Gallagher: Organization &compensation material collected from the City and reviewed by Gallagher. Gallagher and the City: Identification of possible barriers to implementing and maintaining change. Gallagher and the City: Discussion/review of the strengths and weaknesses of the City's current classification & compensation systems. Gallagher and the City: Review, discussion and refinement, as appropriate, of the City's current compensation philosophy and supporting strategies. The City to review, provide feedback, and approve before project finalization. Gallagher and the City: Project timetable confirmed. Gallagher and the City: Employee orientation sessions conducted to explain the study and Position Description Questionnaire (PDQ)process. Gallagher and the City: Conduct of meetings with the leadership team at critical intervals to discuss deliverables. 16 1 City of Meridian I May 4, 2021 Page 124 ©2021 Arthur J.Gallagher&Co.All rights reserved. Item#6. kv-) Gallagher Insurance Risk Management Consulting PHASE 2: • : EVALUATION&CLASSIFICATION • PDQ template provided for all employees to complete individually or in groups. While we can use current job descriptions, we highly recommend this approach to increase employee involvement and resulting in higher level of acceptance. Representative samples of staff interviewed as individuals or groups. We also recommend holding management (department head and executive leadership) interviews to ensure a comprehensive assessment of the job responsibilities and levels. Development of a draft Classification structure (job family structure) for review and discussion with the project team. There are multiple options for the development of the classification design, and we present these approaches for discussion with the project team. • Review of current job description format and make recommendations related to stucture and content for compliance and consistency. Career Ladders and Promotional Opportunities We anticipate that municipalities like the City will grow and can often require a higher level of complexity within a job category. To ensure that our pay system grows with the organization and that jobs are properly evaluated and valued, we will include multiple levels within a job category even if those levels are not currently in the City's workforce. We believe this will allow the City more flexibility in creating career paths and administering the system. For example, when available, we will provide information for the different levels within a position like Equipment Operators I, II, III; identifying required years of experience and levels of general knowledge. Appropriate FLSA status verified. • After definition of the classification levels and comprehensive understanding of the types and levels of work,we will apply the job evaluation method. We believe it is important to start with a complete understanding and valid definition of the classification structure that will support the determination of internal equity. At the conclusion of this phase and the acceptance of a final classification structure, we will begin the development of the classification descriptions, which will include the framework for future development After initial discussion of the job evaluation methods in the first phase of the project, we will work with the project team to apply the selected job evaluation system applied to all classifications. HR and management personnel trained in the use of new job evaluation system. • Draft internal ratings reviewed to ensure organization-wide equity. Job evaluation ratings finalized with HR after training to ensure understanding of methods and results. We recommend reviewing the ratings for each department or function area with the key leadership to ensure the understanding and accurate reflection of the job levels and responsibilities. Gallagher: Review of current organization material and job descriptions, and PDQ's. Gallagher and the City: On-site employee interviews and/or employee occupational panels if requested. Gallagher: Development of a recommended classification structure. The City:Provide consolidated and timely feedback to recommended classification changes. One set of revisions by the organization. 171 City of Meridian I May 4, 2021 Page 125 ©2021 Arthur J.Gallagher&Co.All rights reser\ed. Gallagher Insurance Risk Management Consulting Gallagher: Finalized classification recommendations, allocations and crosswalk provided to the City. Gallagher: Development and approval of new class specifications/descriptions including FLSA and ADA recommendations (detailed description of this process below). One set of revisions allowed by the City. Priced separately per specification and completed by the end of the full project study. Gallagher: Application of a formal job evaluation tool selected and provide related recommendations. The City:Internal review conducted, and consolidated feedback provided to Gallagher. Finalized job evaluation. Gallagher and the City: Training scheduled and conducted for the City as appropriate in the use of the new job evaluation system. Update Job Descriptions Job descriptions are a crucial component in ensuring continuity and consistency within an organization. They are useful in training and coaching employees,evaluating employee performance,establishing accountabilities for individuals, and managing employee compensation. Well-written, objective job descriptions are an important aspect of managing and clarifying work responsibilities. Job descriptions help to formalize the essential duties and responsibilities of a job. Efective and well-written job descriptions describe expected outcomes, responsibilities, and working conditions associated with jobs. Specifically, Gallagher develops job descriptions that contain information regarding the following: Employee work requirements and outcomes; How employees do their jobs; Knowledge, skills, etc. that the job requires; Working conditions and the physical demands of the job And include the specific items requested by the City and in a format approved by the City: Job Summary:Essential Job Functions: M inimum Qualifications (education, experience, knowledge, skills, Iicensure/certification, etc.): Working Conditions; Physical Requirements; EEO categories; FLSA Exemption Status; Dithculiy; Interpersonal Relations; Supervision Given and Received; etc. • • N STUDY CUSTOM SURVEY Labor market confirmed and survey participants identified to gather data from local, state and regional sources. Benchmarkjobs identified and summarized. Identification of hard to recruit positions and assessment of the relevance of compensation for recruiting. Pay practice and benefits questions determined for inclusion in the custom survey. Custom survey developed and conducted. 181 City of Meridian I May 4, 2021 Page 126 ©2021 Arthur J.Gallagher&Co.All rights reserved. Gallagher Insurance Risk Management Consulting INTEGRATE PUBLISHED SURVEY SOURCES Use published survey sources to supplement custom survey data. Identify appropriate published survey sources. Collect market data from published survey sources using data cuts from public, private, local, state and regional sources. The following activities will be performed on all data: Comprehensive internal salary relationship analysis of data to ensure the structure is internally equitable and externally competitive. Competitive analysis performed. Recommended pay structure developed or existing structures updated (includes 1 revision if requested). Internal review conducted and consolidated feedback provided by the City. The City approves the updates to the pay plan(s) and other recommendations and implementation options. Provide the City with up to three (3)transition options, recommendations and next steps/ongoing maintenance. Gallagher and the City: Labor market confirmed, and survey participants identified of up to 50 organizations and confirmed by the City. Gallagher and the City: Benchmarkjobs identified and approved by the City. Gallagher: Market pricing specifications detailing the survey and data collection process developed by Gallagher and approved by the City. Gallagher: Custom salary survey document developed by Gallagher and approved by the City. Gallagher: Published survey(private sector)sources and data identified and approved for compensation research. Gallagher: Custom survey distributed collecting pay and benefits information. Published survey data collected, and research completed if required. The City:Completion of the survey document as if it was a participant Gallagher: Data verified, and competitive analysis performed. Gallagher: Recommended pay structure(s) options or update of existing structures. Gallagher: With the advanced input and current employee listing, up to three transition options costed and next steps/costs outlined. 191 City of Meridian I May 4, 2021 Page 127 ©2021 Arthur J.Gallagher&Co.All rights reserved. Item#6. kv-) Gallagher Insurance Risk Management Consulting PROJECTPHASE 4: DRAFT&FINAL REPORTS Conduct of meetings with the leadership team at critical intervals to discuss deliverables. Establish guidelines that govern classification and compensation for affected City employees as well as evaluating existing compensation and classification processes and make recommendations that align with business standard best practices and promote internal equity and career advancement Also, include recommendations for compensation guidelines that will protect the integrity of the compensation system when, or if, budget constraints threaten the system. Draft reports and presentations developed. Quality assurance reviews conducted. City review and feedback consolidated. Finalization of the City's compensation philosophy and supporting strategies alongside compensation study results. Development of a compensation plan document and supporting administrative guidelines for ongoing management Final report and presentation of study findings and recommendations. Training provided for staff including necessary tools to maintain the system. Gallagher: Draft reports developed and discussed with the City. The City:Quality assurance reviews conducted. Review and written feedback provided. Gallagher: Report finalized. Gallagher: Final presentations made to the City. Gallagher: Project closure and training of City staff as appropriate and requested by the City. PROPOSED PROJECT TEAM EXPERIENCE Gallagher fosters a commitment of excellence, professionalism, integrity, collaboration,and urgency to each of our clients. With each unique client, Gallagher combines these principles to deliver client services customized, specifically to meet your needs. Your Gallagher consulting team has years of experience consulting to public sector clients. Each team member has a back-up so that there would be no loss of momentum should an issue arise with any given staff member. RONNIE E. CHARLES, SPHR, GPHR, IPMA-CP— National Managing Director—Mr. Charles will serve as Project Director for this engagement. Mr. Charles has over 30 years of Public Sector HR experience including Chief Human Resources Officer(CHRO) experience most recently in the District of Baltimore with additional professional stints in the District of Columbia, 201 City of Meridian I May 4, 2021 Page 128 ©2021 Arthur J.Gallagher&Co.All rights reser\ed. Gallagher Insurance Risk Management Consulting State of Virginia, and City of Suffolk, Virginia. Mr. Charles has a Bachelor's Degree in Management from Saint Paul's College. Mr. Charles is a member of several professional organizations, including the International Public Management Association for Human Resources (IPMA-HR) and currently chairs the International IPMA-HR Professional Development Committee. In addition, Mr. Charles also currently serves as the Chair of the Human Resources Institute (HRCI). Mr. Charles will personally be responsible for project overview and wil I be directing the services of other staff in our Minneapolis, MN office. YOLANDA HOWZE, MPA, SPHR, SHRM-SCP, IPMA-SCP—Senior Consultant—Ms. Howze will serve as Project Manager. Ms. Howze has worked in public sector for 26 years including over 18 years' public sector Human Resources experience—primarily in municipal government. Prior to joining Gallagher she was the Assistant to the City Manager/Director of Human Resources for the City of University City, MO, and her professional experience also includes eight combined years as the Director of Human Resources with the City of University City, MO (2005-2010 and 2018-2020)and over six years as Director of Human Resources with the City of Bellaire, TX(2012-2018). As a Human Resources leader herexperience and competencies include: Compensation and Classification Administration, Benefits Administration, Performance Management, Project Management, HRIS and Process Improvement, Change Management, Labor Relations, Emergency Management and Disaster Recovery, Full-Cycle Recruiting and Retention, Training and Organizational Development, and Safety and Risk Management. Yolanda has a Bachelor of Arts in Psychology and a Bachelor of Arts in Organizational Leadership from Maryville University St. Louis, as well as a Master of Arts in Public Administration and Policy Analysis from Southern Illinois University Edwardsville. M IKE VERDOORN, MA-HRIR, CCP, IPMA-SCP— Managing Principal—Mr. Verdoorn will serve as Technical Advisor for this engagement. Mike has been with Gallagher for 15 years and has experience working with public sector organizations across the United States. Mr. Verdoorn has led over 100 similar projects addressing the compensation issues in complex organizations. He has a Master's Degree in Human Resources and Industrial Relations from the University of Minnesota and has earned his CCP certification from WorldatWork. Prior to joining the firm, he was a compensation analyst at Imation and at the University of Minnesota. 211 City of Meridian I May 4, 2021 Page 129 ©2021 Arthur J.Gallagher&Co.All rights reserved. Gallagher Insurance Risk Management Consulting KAREN WELCH, MBA, PM P -Consultant-Ms. Welch will provide staff support during all phases of this engagement. She has a Bachelor of Science degree in Business Administration from Northern Arizona University and a Master of Business Administration degree from the University of Phoenix. Prior to joining Gallagher Benefit Services, she was a consultant with Deloitte Consulting, LLP. DEEKSHA GARG, MA-HRIR—Consultant—Ms. Garg will provide staff support during all phases of this engagement. Ms. Garg has a Bachelor's Degree in Psychology from Bangalore University, India and a Master's Degree in Human Resources and Industrial Relationsfrom the University of Minnesota. She previously worked at Nielsen Company(India)as a consultant for 2 years and laterjoined Basix Microfinance (India) in talent acquisition. M EGAN OLSON, MA-HRIR—Consultant—Ms. Olson will provide staff support during all phases of this engagement. She has a Bachelor's Degree in Psychology from North Dakota State University and a Master's Degree in Human Resources and Industrial Relations from the University of Minnesota. Prior to joining Gallagher Benefit Services, she held project based roles in the nonprofit sector and with Ford Motor Company. 221 City of Meridian I May 4, 2021 Page 130 ©2021 Arthur J.Gallagher&Co.All rights reserved. Item#6. Gallagher Insurance Risk Management Consulting PROJECT COST ESTIMATE Our fees to conduct the classification and compensation study outlined above (including out-of- pocket expenses)will be $108,500 - $123,000. The table below outlines the price per phase. BOO Project Initiation & Strategy Development Includes virtual meeting and ongoing project management meetings throughout. We anticipate 2-3 initial meetings with City leadership and 2-3 introductory $13,500 meetings with employees. I .On-site meetings are available at an additional cost Job Evaluation & Classification Studies Includes training remotely Option 1 (using current Job Descriptions): $35,000 Option 1: Includes review of current job descriptions, interviews with representative sample of employees, building of classification structure and Option 2: $49,500 establishing internal equity through job evaluation. (*does not include the writing / Option 2: Includes all of the above along with the ability for employees to updating of job descriptions) complete a Position Description Questionnaire for the collection of primary sourcejob responsibility information. Compensation Study and Pay Structure Development Includes use of a custom survey include approximately 15-20 comparable organizations with 60-80 benchmark jobs. In addition, use of published $45,000 sources to collect market on the same, plus other City jobs with the goal to collect market data on close to 150 benchmark jobs. Project Finalization, Draft and Final Reports Includes virtual meetings $15,000 TOTAL • is ii 000 *Should the City request Gallagher to update/w rite job descriptions, those services w ill be priced separately since w e are unable to determine the number that will be required. Pricing would be$250 per job description and is in addition to the"Total Cost' identified above. 23 1 City of Meridian I April 2, 2021 Page 131 ©2021 Arthur J.Gallagher&Co.All rights reser\ed. Gallagher Insurance Risk Management Consulting Our study costs are directly derived from estimating the number of hours needed to perform the work and the level of the consultant charged with performing the work. Gallagher typically bills on a monthly basis up to the maximum of each deliverable; however, has agreed to bill the City on a quarterly basis as appropriate. Please note, as phases may sometimes run concurrently, a phase may not be completed at the time it is billed. All expenses are included in this quote. **Should the City wish to have on-site presentation days or meetings, the estimated cost would be$5,000 per day which includes all expenses. 24 1 City of Meridian I May 4, 2021 Page 132 ©2021 Arthur J.Gallagher&Co.All rights reserved. Item#6. I Gallagher Insurance Risk Management Consulting Page 133 ©2021 Arthur J.Gallagher&Co.All rights reserved Item 22 E IDIAN;--- AGENDA ITEM ITEM TOPIC: DEPARTMENT/COMMISSION REPORTS (Action Item) Page 4 Item 22 E IDIAN;--- AGENDA ITEM ITEM TOPIC: EXECUTIVE SESSION Page 4