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2021-07-27 Work Session CITY COUNCIL WORK SESSION City Council Chambers, 33 East Broadway Avenue Meridian, Idaho Tuesday, July 27, 2021 at 4:30 PM Minutes ROLL CALL ATTENDANCE PRESENT Councilwoman Liz Strader Councilman Brad Hoaglun Councilman Treg Bernt Councilwoman Jessica Perreault Mayor Robert E. Simison ABSENT Councilman Joe Borton Councilman Luke Cavener 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 Hoaglun, Councilman Bernt, Councilwoman Perreault 1. Approve Minutes of the July 13, 2021 City Council Work Session 2. Approve Minutes of the July 13, 2021 City Council Regular Meeting 3. Dovetail Subdivision - Jackson Drain Pathway Pedestrian Pathway Easement 4. Graycliff Estates Emergency Access Easement Agreement 5. Southridge Subdivision No. 4 Sanitary Sewer Easement 6. Final Order for Apex Northwest No. 2 (FP-2021-0038) by Brighton Development, Located at 6575 S. Locust Grove Rd. 7. Final Order for Oaks North Subdivision No. 11(FP-2021-0039) by Toll Southwest, LLC, Generally Located at 5685 N. Black Cat Rd. 8. Agreement Between the City of Meridian and Jessica Condominiums, Inc. for Provision of Water Service Outside Meridian City Limits: Parcel Number R4622730010, S. Meridian Rd. 9. Consent to Annexation Between the City of Meridian and Sawtooth Laboratory, LLC for Property Located at 4455, 4463, 4471, and 4479 S. Meridian Rd. 10. Consent to Annexation Between the City of Meridian and TVM, Inc. for Property Located at 4487 and 4495 S. Meridian Rd. 11. School Resource Officer Agreement Between the City of Meridian and West Ada School District for the 2021-2022 School Year 12. Resolution No. 21-2278: A Resolution Approving Adoption of the Community Development Block Grant Program Year 2021 Action Plan and Submission to the United States Department of Housing and Urban Development; Authorizing the Mayor and City Clerk to Execute and Attest the Same on Behalf of the City of Meridian; and Providing an Effective Date 13. Resolution No. 21-2279: A Resolution Declaring the Intent of the City of Meridian to Convey to the Ada County Highway District for Right of Way Purposes a Portion of Certain Real Property Located at Discovery Park off of E. Lake Hazel Road Adjacent to the Proposed Apex Subdivision, Approximately 1320 Feet to the East Of S. Locust Grove Road; Instructing the City Clerk to Establish and Notice a Hearing to Review the Proposed Conveyance; and Providing an Effective Date 14. Resolution No. 21-2280: A Resolution Amending the City of Meridian’s Citywide Records Retention Schedule; and Providing an Effective Date ITEMS MOVED FROM THE CONSENT AGENDA \[Action Item\] DEPARTMENT / COMMISSION REPORTS \[Action Item\] 15. Mayor's Office: Recommendation of Appointment of Laurelei McVey to Public Works Director with an Effective Date of August 3, 2021 Approved Motion to approve made by Councilman Hoaglun, Seconded by Councilman Bernt. Voting Yea: Councilwoman Strader, Councilman Hoaglun, Councilman Bernt, Councilwoman Perreault 16. Police Department: Fiscal Year 2021 Budget Reallocation in the Amount of $927,633.00 to Fund Police Department Administration Building Remodel 17. Public Hearing for Ordinance 21-1936 to Amend Title 1, Chapter 6, Section 5 of Meridian City Code Providing for Mayor’s Compensation and Providing for Market Adjustments and Ordinance 21-1937 to Amend Title 1, Chapter 7, Section 9 of the Meridian City Code Providing for City Councilmembers Compensation and Providing for Market Adjustments 18. Valley Regional Transit Fiscal Year 2022 Funding Request ADJOURNMENT 5:21 pm Meridian City Council Work Session July 27, 2021. A Meeting of the Meridian City Council was called to order at 4:30 p.m., Tuesday, July 27, 2021, by Mayor Robert Simison. Members Present: Robert Simison, Treg Bernt, Jessica Perreault, Brad Hoaglun and Liz Strader. Members Absent: Joe Borton and Luke Cavener. Also present: Chris Johnson, Bill Nary, Caleb Hood, Joe Dodson, Brian Caldwell, Joe Bongiorno and Dean Willis. ROLL-CALL ATTENDANCE Liz Strader Joe Borton _X_ Brad Hoaglun _X_Treg Bernt _X_ Jessica Perreault Luke Cavener _X_ Mayor Robert E. Simison Simison: Council, we will call the meeting to order. For the record it is Tuesday, July 27th at 4:30 p.m. We will begin this afternoon's work session with roll call attendance. ADOPTION OF AGENDA Simison: Next up is the adoption of the agenda. Bernt: Mr. Mayor? Simison: Councilman Bernt. Bernt: It's my distinct honor to -- sorry. Is my distinct honor to make a motion to adopt the agenda as published. Hoaglun: Mr. Mayor, I will second the motion. Simison: I have a motion and a second to adopt the agenda as published. Is there any discussion? If not, all in favor signify by saying aye. Opposed nay. The ayes have it and the agenda is adopted. MOTION CARRIED: FOUR AYES. TWO ABSENT. CONSENT AGENDA [Action Item] 1. Approve Minutes of the July 13, 2021 City Council Work Session Meridian City Council Work Session Item#3. July 27,2021 Page 2 of 20 2. Approve Minutes of the July 13, 2021 City Council Regular Meeting 3. Dovetail Subdivision - Jackson Drain Pathway Pedestrian Pathway Easement 4. Graycliff Estates Emergency Access Easement Agreement 5. Southridge Subdivision No. 4 Sanitary Sewer Easement 6. Final Order for Apex Northwest No. 2 (FP-2021-0038) by Brighton Development, Located at 6575 S. Locust Grove Rd. 7. Final Order for Oaks North Subdivision No. 11(FP-2021-0039) by Toll Southwest, LLC, Generally Located at 5685 N. Black Cat Rd. 8. Agreement Between the City of Meridian and Jessica Condominiums, Inc. for Provision of Water Service Outside Meridian City Limits: Parcel Number R4622730010, S. Meridian Rd. 9. Consent to Annexation Between the City of Meridian and Sawtooth Laboratory, LLC for Property Located at 4455, 4463, 4471, and 4479 S. Meridian Rd. 10. Consent to Annexation Between the City of Meridian and TVM, Inc. for Property Located at 4487 and 4495 S. Meridian Rd. 11. School Resource Officer Agreement Between the City of Meridian and West Ada School District for the 2021-2022 School Year 12. Resolution No. 21-2278: A Resolution Approving Adoption of the Community Development Block Grant Program Year 2021 Action Plan and Submission to the United States Department of Housing and Urban Development; Authorizing the Mayor and City Clerk to Execute and Attest the Same on Behalf of the City of Meridian; and Providing an Effective Date 13. Resolution No. 21-2279: A Resolution Declaring the Intent of the City of Meridian to Convey to the Ada County Highway District for Right of Way Purposes a Portion of Certain Real Property Located at Discovery Park off of E. Lake Hazel Road Adjacent to the Proposed Apex Subdivision, Approximately 1320 Feet to the East Of S. Locust Grove Road; Instructing the City Clerk to Establish and Notice a Hearing to Review the Proposed Conveyance; and Providing an Effective Date 14. Resolution No. 21-2280: A Resolution Amending the City of Meridian's Citywide Records Retention Schedule; and Providing an Effective Page 133 Meridian City Council Work Session Item#3. July 27,2021 Page 3 of 20 Date Simison: Next up is the Consent Agenda. Bernt: Mr. Mayor? Simison: Councilman Bernt. Bernt: Very grateful for the opportunity to make a motion to adopt the Consent Agenda and for the Mayor to sign and for the Clerk to attest. Hoaglun: Second the motion. Simison: Is the second also greatly -- once it is greatly -- Hoaglun: I'm appreciative that I can second the motion, Mr. Mayor. Simison: Okay. Thank you. I have a motion and a secondary. Is there any discussion? If not, all in favor signify by saying aye. Opposed nay. The ayes have it and the Consent Agenda is adopted. MOTION CARRIED: FOUR AYES. TWO ABSENT. ITEMS MOVED FROM THE CONSENT AGENDA [Action Item] Simison: There were no items moved from the Consent Agenda. DEPARTMENT / COMMISSION REPORTS [Action Item] 15. Mayor's Office: Recommendation of Appointment of Laurelei McVey to Public Works Director with an Effective Date of August 3, 2021 Simison: So, we will go right into Item 15, which is a recommendation of appointment of Laurelie McVey to Public Works director, with an effective date of August 3rd, 2021 st. This is one where I expect the whole public to say someone's very grateful to make this motion fairly at the appropriate time. Bernt: That's a guarantee. Simison: But, Council, you have before you my recommendation to appoint Laurelie McVey to be the next Public Works director for the City of Meridian. We -- you all know her. I have had an opportunity to get to know her more through the process and it is clear she is the right person to take the reins and move the Public Works team forward, with the challenges we face and the opportunities, and lead the department and so it's with my honor that I recommend her for your approval and consideration for this new position and I would be happy to answer any questions you have and we won't let her talk until Page 134 Meridian City Council Work Session Item#3. July 27,2021 Page 4- 20 after our motion is made at that point in time. Unless you have questions for her, but -- yes. Hoaglun: Mr. Mayor, would you like a motion and, then, discussion? Simison: That works for me. Hoaglun: Well, Mr. Mayor? Simison: Councilman Hoaglun. Hoaglun: I move that we approve the esteemed Mayor's recommendation appointing Laurelie McVey to the Public Works director with an effective date of August 3rd, 2021. Bernt: Mr. Mayor? Simison: Councilman Bernt. Bernt: I second the motion. Simison: I have a motion and a second. Is there discussion on the motion? Bernt: Mr. Mayor, I will start off. Simison: Councilman Bernt. Bernt: No brainer. It was a great interview. Laurelie is just very well prepared for this role. I think that -- very confident that she has the support from her -- from her team. Highly regarded in the Public Works arena, not only in the -- in Meridian, but also -- not even in this -- in the valley, but throughout the state and just very grateful and happy that she did well in her interview and not surprised at all and I'm excited to see what this -- the next chapter is in Public Works. So, congratulations to you, Laurelie, and great to see you in this position. I know you are going to do awesome. Strader: Mr. Mayor? Simison: Council Woman Strader. Strader: I wholeheartedly agree and I believe that Laurelie is the exact type of leader that we need in this role and she has my confidence. Thank you for recommending her. Simison: Anybody else at this time for discussion? Hoaglun: Mr. Mayor? Simison: Councilman Hoaglun. Page 135 Meridian City Council Work Session Item#3. July 27,2021 Page 5—20 Hoaglun: Well, I just appreciate that my Alma Mater is well represented with Laurelie's appointment, so that's always a good thing. Go Yotes. But it just -- it's -- it's wonderful to have her with her experience coming to -- to lead the organization in Public Works and I think the best advice I can give her is that you aren't -- you aren't doing this alone. Yes, you are now going to be the leader, you are -- you are -- you are -- people are looking to you, but you have got a great team and you have got people who -- in Public Works that know their jobs, do it well, great customer service and you are going to be well supported and -- and I know that your success will be their success and everything else that comes along with that. So, I just look forward to your-- your tenure as the Meridian Public Works director. Perreault: Mr. Mayor? Simison: Council Woman Perreault. Perreault: I'm very excited to see that we have someone who has been with the city for a long time that loves being here and that wants to -- to lead our significant Public Works department and that is what we hope and -- and desire for the city is that we have staff that -- that want to stay with us long term and serve here. It's an honor when our staff do that and I also want to say that I always believe that we should have the -- hire the best candidate no matter what, but I am excited to have another female director in our city. Simison: Thank you. Well, I have a motion and a second and everyone has spoken. So, with that I will ask the Clerk to call the roll. Roll call: Borton, absent; Cavener, absent; Bernt, yea; Perreault, yea; Hoaglun, yea; Strader, yea. Simison: All ayes. Motion carries. Congratulations on your appointment effective August 3rd. MOTION CARRIED: FOUR AYES. TWO ABSENT. Simison: And, of course, she's prepared with remarks. McVey: Don't worry. No PowerPoint yet. First I would like to thank the Mayor and Council for your support and your continued support over the years. I really appreciate it. You know, most people go into Public Works -- usually not by choice, but kind of just fall into it. But I feel so lucky that I did. Not very many jobs you get to provide something to every single citizen of the entire city every single day and I don't take that responsibility lightly. I also feel really lucky to get to do what we do for the environment every day, taking care of one of our most precious resources, our city's water. But, more importantly, I love that I get to work with so many amazing people from diverse backgrounds. So, scientists, operators, to engineers. So, thank you for giving me this opportunity. I promise that I will give it my all. I will always be honest, fair, and fiscally responsible and I will work hard to make you proud, but, more importantly, to make you proud of our whole department and Page 136 Meridian City Council Work Session Item#3. July 27,2021 Page 6- 20 so to all of the Public Work staff, thank you, because I couldn't do it without you -- without your support, your talent, and your hard work and I promise to always work hard to ensure that you have the resources to do your best work every day and hopefully make this a place that you enjoy coming to every day and I would also like to thank Dale for his support and motivation. I probably would not have gone back to school without his push. So, thank him for that. But one of the many lessons that I have learned from Dale is to always put your people first and that's something I plan to carry forward. So -- and, lastly, to my family that's watching -- I'm not sure on which one, but thanks for always being in my corner and I love you and thank you for your support. Bernt: That's awesome. 16. Police Department: Fiscal Year 2021 Budget Reallocation in the Amount of $927,633.00 to Fund Police Department Administration Building Remodel Simison: It is. And you are welcome to stay throughout the rest of this time if you would like or we won't take offense if you decide that the next few items are not as exciting from that standpoint. But with that we will move on to Item 16, which is the Police Department Fiscal Year 2021 Budget Reallocation and I will turn this over to Mr. Lavoie. Lavoie: Mr. Mayor, esteemed Mr. President, I just want to say grateful that you give me the opportunity to speak in front of you today. But I'm here to answer any questions that you may have on this request. Give you the quick summary version of this. Fiscal year 2020 this budget was presented to you as Council for remodel at the police station. It was approved in 2020 for about a million dollars. At that time we -- Finance, we failed to review the document in details to figure out exactly what was being requested. At that time we requested a certain amount of the money to be used by impact fees and impact fees are restricted to certain construction projects and we failed to recognize the construction projects at that time. So, we are now standing here in front of you acknowledging our error. The projects still want to move forward. We are just asking that we utilize the Capital Improvement Fund in lieu of the impact fees in the amount of 900 and something thousand dollars that's submitted to you. So, again, we are owning our error. We are just asking that the project still wants to move forward. We do have Jamie Leslie to answer any project questions. He has the scope details. I'm owning the mistake of using impact fees, instead of Capital Improvement Fees, from fiscal year 2020's budget. So, I would stand for any questions that you may have. Simison: Thank you, Todd. Council, do you have any questions? Perreault: Mr. Mayor? Simison: Council Woman Perreault. Perreault: Todd, it's not obvious to me why the impact fees are not -- why this isn't permissible. Can you go into detail on that? Page 137 Meridian City Council Work Session Item#3. July 27,2021 Page 7—20 Lavoie: Definitely. So, impact fees can only be used for construction, one time capital projects, that expand or increase the level of service as it is measured within the impact fee study. Within the impact fee study the Police Department level of service is actually measured by the amount of square feet of administration building. Since this project is not increasing the level or the amount of square feet, it's only remodeling existing, therefore, these projects are not actually eligible, because we are not increasing the number of square feet within the building. Simison: Irregardless of what that space is used for you. Lavoie: You got it. The footprint is the footprint still. Strader: Mr. Mayor? Simison: Council Woman Strader. Strader: Thanks, Todd. Appreciate you coming up here and we all make mistakes, all of us do, and the important thing is just to own it in a straightforward way and I super appreciate that about you and your team, because that's what gives us the confidence in the Finance Department is how transparent we are. So, I really appreciate that. I don't have any concerns personally. Bernt: Mr. Mayor? Simison: Councilman Bernt. Bernt: I don't have any concerns either, but, you know, again, ditto to what my fellow Council Members have said. I would also like to add to the fact that, you know, one of the reasons why we are who we are as a city is because how financially responsible we are. I mean there are many cities in the state and -- and -- and throughout this nation that if they were -- that have to flip a bill of a million bucks, there would be no way that they could do it and -- and with us and how we are managed -- not going to say that it's a big deal, but this is something that we absolutely can handle and we are going to move on. So, it's just a true testament to how we run our city. How the Finance Department make sure that -- you know, that we dot our I's and cross our T's and we have the resources available during a rainy day when problems arise that we are going to be okay and to our citizens who are out there listening, this is how it's done. This is the reason why we have funds available for these type of situations and so, on one hand we made a mistake, but on the other hand we are okay, because we prepared for these things. So, that's what I wanted to say. Thanks, Todd. Lavoie: Thank you. Simison: And I will just add, this actually frees up impact fees to go towards police substations as well. So, they have a use -- a dedicated use that makes more dollars available for that sooner, rather than later, of one way -- no matter how you want to look Page 138 Meridian City Council Work Session Item#3. July 27,2021 Page 8- 20 at It, so -- Lavoie: Great. Simison: Not a loss, just reallocation. It's my understanding that we do not need a motion on anything pertaining to this. This was more informational. Lavoie: Not in this case. I don't think we need to get a motion. I think it was more informational and answer any questions for you. Fund allocations are under my purview as the CFO of the City of Meridian. I have the authority to make this change on your behalf, if you guys are okay with it, which sounds like we are okay with it. Thank you. Simison: Thank you, Todd. Bernt: Jamie, thank you. 17. Public Hearing for Ordinance 21-1936 to Amend Title 1, Chapter 6, Section 5 of Meridian City Code Providing for Mayor's Compensation and Providing for Market Adjustments and Ordinance 21-1937 to Amend Title 1, Chapter 7, Section 9 of the Meridian City Code Providing for City Councilmembers Compensation and Providing for Market Adjustments Simison: Okay. So, Council, the next item is a public hearing for Ordinance No. 21-1936. I'm going to open this public hearing with comments from Mr. Nary. Nary: Thank you, Mr. Mayor, Members of the Council. So, what we have done -- this is the -- this is the time that we had noticed for a public hearing for today for any citizen comment or any Council discussion on the ordinances. The ordinances are listed on your regular agenda for approval. If you recall from last week, Mr. Evarts came and explained what the recommendation from the citizen committee was in relation to both increases for the Council's compensation annually, as well as the Mayor's compensation and their basis for it. Crystal Ritchie, the HR director, and myself attended all those meetings. So, if there are questions about -- about process, Mr. Evarts couldn't be here tonight. But if you have questions about process or any additional follow up from last week, my only ask is that based on the state ordinance -- or state statute and what's required in put-- in adding any addition to compensation for either the Council or the Mayor, we will have to take action tonight for it to be published timely to meet the state requirements before the election. We wouldn't have another opportunity, since there is no meeting next week, to have it passed and published in time. So, I can answer any questions. Crystal has certainly all the information and data that the committee looked at if you have additional questions after last week's conversation. I don't know if anybody signed up online or -- we are here to testify about it, but this is the time for the public to weigh in if they wish to. I don't know what our -- if anyone has wanted to weigh up. Simison: Okay. Thank you. Council, any questions for Mr. Nary at this time? Okay. Page 139 Meridian City Council Work Session Item#3. July 27,2021 Page 9 of 20 Bernt: No, sir. Simison: This is a public hearing. Is there anybody that would like provide testimony on this item, please, use your raise your hand feature on the Zoom platform or come forward at this time to the podium. Bernt: Mr. Mayor? Simison: Councilman Bernt. Bernt: We don't have to take any action this evening or make a motion or anything. We still have some more readings then? Simison: The readings are on the 6:00 o'clock -- Nary: They are on the 6:00 o'clock and if-- whatever action you are going to take has to be taken today. Bernt: Or even at the 6:00 o'clock or is that now? Nary: No. It can be at 6:00 o'clock. Simison: It says 6:00 o'clock. Nary: This is just the hearing opportunity. Simison: Yeah. We -- and I think we said if we have anyone to come speak -- is there at 6.00 -- for the 6:00 we would probably take their testimony or comments at that time on the ordinances as well. But we thought we would do the official public hearing here from that standpoint. So, seeing no one who has raised their hand or come forward, I would take a motion to close the public hearing. Perreault: Mr. Mayor? Simison: Council Woman Perreault. Perreault: So moved. I move that we close the public hearing for Ordinance 21-1936. Strader: Mr. Mayor, I will second the motion. Simison: I have a motion and a second to close the public hearing. Perreault: Mr. Mayor? Simison: Council Woman Perreault. Page 140 Meridian City Council Work Session Item#3. July 27,2021 Page 10—20 Perreault: I apologize. Mr. Nary just pointed out there is two ordinance numbers, so may I restate my motion? Simison: Yes. I don't know that I opened both of them. I think I just opened the first one to -- I mean technically we don't even need a public hearing -- Nary: Correct. Simison: -- from that standpoint, but for the record we will note that both Ordinance 21- 1936 and 21-1937 were opened. No one provided testimony on either one and Council Woman Perreault has made a motion to close both of them at this time. Any second? Bernt: Mr. Mayor? Simison: Councilman Bernt. Bernt: If -- if -- will that still allow people to -- folks to testify at the next meeting, even if it's -- Simison: Correct. Bernt: Okay. Council Woman Strader second. Simison: Okay. Motion and second. Any discussion? If not, all favor signify by saying aye. Opposed nay. The ayes have it and the public hearing is closed and we will take up the ordinances at the 6:00 o'clock meeting. MOTION CARRIED: FOUR AYES. TWO ABSENT. 18. Valley Regional Transit Fiscal Year 2022 Funding Request Simison: Next item up is Valley Regional Transit fiscal year 2020 funding requests. I will turn this over to Mr. Hood. Hood; Thank you, Mr. Mayor, Members of the Council. Stephen Hunt is here. He is the development director from VRT. Just a quick introduction. On May 28th VRT staff did send a memo to the city. It was addressed to our CFO Mr. Lavoie. It outlined and detailing their FY-22 requests and services in the projects in Meridian. Their FY-22 requests are different than what was anticipated by about 18,000 dollars, largely because of revenue shortfall. This came up when you were talking about the draft budget for this next year. We didn't have the memos readily available to give to you at that time when you were in this room looking at those and requested that VRT come and explain and discuss that request a little bit further. So, again, Mr. Hunt is here and he will walk you through that a little bit more. Simison: Thank you. Page 141 Meridian City Council Work Session Item#3. July 27,2021 Page 11 —20 Hunt: Good afternoon, Members of the Council and Mayor. Glad to be here. So, again, my name is Stephen Hunt, development director with Valley Regional Transit, and I was going to -- tonight's presentation I was going to touch on three different things. Before we get to the funding request just wanted to go over some highlights of what we were able to accomplish over the last year and also some background on the cost allocation model and, then, the request so -- I'm not sure -- Johnson: Steve, is it on your screen? Hunt: It is not. Johnson: Okay. I will be right there. Hunt: It is not yet responding. There we go. So, again, yeah, highlights, cost allocation funding request. First of all, the thing that I wanted to mention is that we over the last year have been working on developing the -- the electric charging infrastructure, as well as getting electric vehicles for the electrification and expansion of our transit fleet. We took delivery of our first vehicle this past month and want to actually invite the Council and anybody that is interested into a ribbon cutting that we are planning for mid September when we will be out of the Orchard facility launching the -- unveiling the -- the electric vehicles that have started to arrive. By the end of the year we will have 12 of those vehicles, two of those to support the service here Meridian. We have also been working on improving loading and unloading areas within the City of Meridian and events of the service launch this October. Therefore, different locations that we have been that -- that we have improved to -- to make it easier for people to get on and off the bus. We have also redone the website, which is an effort to just improve our communication with the public. It supports the efforts we have done on Twitter and Facebook to better engage the public. We have had more responses that -- that way and the website redesign is focused on helping people use the service, get faster to how to pay, how to -- how to ride and do trip planning and that's been -- that's been great. Along those same lines we also redesigned the transit schedules. These are small things, but they are important, because what we are trying to do is make sure that it's easy for the public to -- at a glance see what transit connects people, to how to use it, and -- and what it means to them. So, the front cover of all -- of all of our paper schedule is now at a glance show when the service is available, the types of destinations you can reach using that service and the amount of time that it takes to travel along that. The other thing that we have been doing over the last year and a half is improving our on time performance. We have seen some substantial improvements in that over the last period. Our current regional -- or system wide on time performance now stands about 84 percent. But all of those things happened, as you know, under -- under the veil of COVID over the last year, which has had some significant impacts on our service -- the service we have been able to provide and the activities that we have been doing, again, over the last 18 months or so. Throughout that period VRT as a -- as a sponsor and support to Harvest Transit continued to provide technical support to our specialized transit providers. In the City of Meridian that -- that includes Harvest Transit. We increased the amount of cleaning, as everybody else did, in our services to try to make sure that we were providing safe places for people to use Page 142 Meridian City Council Work Session Item#3. July 27,2021 Page 12—20 to get to where they need to go. We implemented remote working and meetings, again, leveraging some of the social media output -- or tools, platforms that we have been using with -- with the website, with Facebook, doing Facebook live meetings, as you all have done as well. Those are the same types of activities that we were doing through this -- through this period. You know, we also suspended the launch of the Route 30, which was scheduled to begin this past spring. We put that off until October of this year, which, again, we are hoping gets us farther out of COVID. We will see I guess with that. But that's -- that's on the schedule now for October. I stepped over the Safe Travels Treasure Valley newsletter, which is something, again, that we launched during COVID to help communicate to the public what it was the VRT was doing to ensure that people can use both our services, as well as the vanpool services that the Commuteride offers to make sure the people knew that they could still get around to where they needed to go in a safe manner and that web -- or that newsletter we have continued throughout this whole time and I think has become an asset to us in terms of our ability, again, to communicate with the public about what's going on and highlight things for them and we anticipate doing that on into the future. But some of the significant impacts that came with COVID was in our ridership. So, we were seeing some growth going into 2020 compared to the previous years and all of that was reversed with the --with the impacts of COVID. The two services -- fixed route services that serve Meridian, the Routes 40 and 42, and in the first quarter of 2020 totaled about 17 -- almost 18,000 boardings and in first quarter of 2021 that had dropped down to --just to 8,000. Those were the routes that --well, 40 in particular, which is a peak period service getting people to work from Nampa, Meridian and Caldwell into Boise saw a decline of upwards of 75 percent of -- of our ridership during COVID. So, those took some -- some big hits. The 42 -- what's a smaller route, less -- less significant in terms of ridership decline, but still significant. Specialized transit services, such as Harvest Transit and Rides To Wellness also took a hit during COVID. There was a period of time when they completely shut down at the depths of COVID. Those have all started to come back. But we are still off of where we were in 2020 or 2019. So, that's the background for where we are headed as we go into 2021 , which includes the launch of the Pine 30 route, which connects Ten Mile to Kleiner Park in The Village. We are beginning to develop -- or we are developing our -- our launch and awareness campaign for that. We anticipate doing some events. So, the 14th I think I mentioned was when we are doing the ribbon cutting for the electric vehicles of Orchard. We plan on doing another ribbon cutting style event for the launch of the service -- like next week or the week after that prior to October 30th when we launched the Pine 30 route and we would like to work with you all to invite you to come out to that as well. And, then, post launch we anticipate doing a number of engagements throughout the fall with the public to just raise awareness about the service and encourage people to use the new service. But we -- despite all of that we do still plan on the slow start for -- in terms of ridership, but we -- we know that it -- looking at the corridor, everything's still continuing to grow along the corridor. We --we believe it's the right solution and we will work with you and our partners to -- to be successful in that. We have also talked to staff about how we -- how we grow that service over time. We --whenever we launch new services we talk about the amount of time it takes for service to mature, about 12 to 24 months for the route to have the ridership that -- for people to change their travel behaviors and start using it to the extent that they will. And, then, we are also continuing to work with our partners at the City of Page 143 Meridian City Council Work Session Item#3. July 27,2021 Page ——20 Boise and elsewhere about connecting that over -- that service, so that we have connections on both ends to Nampa and to Boise and those are things that we -- we see coming down the -- down the pipeline -- pipeline. So, just a few words now about the cost allocation model. There are three different types of services -- three different types of costs that we speak of in the cost allocation model. There is a regional overhead, which handles the administration and finances the things, the type -- the types of things that aren't directly attributed to where service is consumed and, then, we -- we have services which are distributed according --well -- so, that's things like the fixed route service, para- transit, anything related to the operations of service and, then, capital, which is, obviously, any associated capital for providing that service. So, those are the three categories of -- of expenses that we have put into the cost allocation model and the way -- the way it works is we start with identifying all of our expenses in those categories and we subtract from that the revenues that we see coming in and those revenues would be either directly generated revenues or revenues that come from -- from advertising or federal sources and that -- that gap between our expenses and those revenues is what we, then, target to raise locally. That's our total local need. We take that and break that up into those categories of general assessment service and capital and, then, we distribute those categorized costs into -- among our partners according to either where the services are consumed -- in the service and capital. So, that's the amount of revenue miles. Or for the general assessment based on their regional share of the -- of-- sorry -- their share of the regional population. So, general assessment costs are distributed by the -- each jurisdiction's share of the regional population and services capital is based on where service is consumed and that results in, then, the local requests. So, for the City of Meridian, as was mentioned, we -- we work with our partners early and often to try and help them see what -- what to expect. However, the downside of that is those numbers continue to change over the -- the budget period. We -- when we -- early in the spring we had an estimate -- original estimate of about 595,000 dollars that we would need for Fy- 22 from the City of Meridian and as we -- as the budget process cycle continued we recognized that we needed to reduce what our directly generated revenues were going to be for FY 2022. We weren't expecting the impacts of COVID to last as long as they -- we anticipate them lasting now, so we have -- we have modified those revenues down and, then, had to redistribute those costs among our partners, which means our local share went up. We also made a few minor changes to the route miles, which had some -- some changes around the edges, but that's the -- what you can see on the slide in front of you is how those cost broke out between the -- the general assessment service assessment capital and special assessments. So, special assessments I guess I failed to mention. Those are the things such as Harvest Transit and Rides To Wellness. Those specific things that the community wants to see VRT accomplish. We work with -- with those communities to identify the appropriate funds for the services. So, the difference between what was presented in the spring and now was, again, because of the -- the reduction in directly generated revenues and, then, we took those -- those back through the cost allocation model and everybody's share adjusted and Meridian's share went from 595, up to three -- or, sorry, 613 -- 651. A note on here about what the difference between the proposed and the baseline is. We, again, work with our partners to ensure they understand what the total costs are for providing the service. We -- as you know or may know -- have received more federal funds over the last year to address some of the Page 144 Meridian City Council Work Session Item#3. July 27,2021 Page 14—20 impacts of COVID and that's the difference between the baseline and the proposed is the application of-- of those one time funds from federal sources to -- to offset those costs to local jurisdictions. So, that's what that -- what that discount or difference is, but we don't want that to become a surprise in future years when those funds aren't available. So, want to keep an eye on both the baseline and the specific budget. One more slide, but feel like I want to pause here for any questions about -- Simison: Council, any questions? Strader: Mr. Mayor? Simison: Council Woman Strader. Strader: Thank you. Question. I mean COVID, unfortunately, is still here. Unfortunately appears to be happening continuously. Is it your recommendation that it's better to move forward on opening 30 Pine route, as opposed to suspending it for another year? Help me understand the -- the thought process. Hunt: Mr. Mayor, Council Member Strader, so I don't know where the delta variant is going and I don't know the degree to which things may close back down again, but prior to the delta variant arising, yes, it was our recommendation that we go ahead and move forward with the Route 30 investments for a couple of reasons. One, we knew that we would be coming out of COVID at that time. We knew that people might be changing back into behavior like different travel patterns and we wanted to be there, then, when people might be trying out something new or getting back into the rhythm of things, as opposed to wait until everything's completely back to normal and, then, go and try and find new people. So, we feel that there is -- I mean there is a value in being there when -- when people are coming back, as opposed to waiting for them to be back and, then, starting. But to be completely frank, I don't know what's going to happen with the delta variant-- if things were to go back to how they were last spring, no, maybe we would want to -- we want to postpone that. But I think that would be more on an emergency basis to say like let's tap the brakes for a couple of months and implement when it makes more sense. Strader: Mr. Mayor? Simison: Council Woman Strader. Strader: When could we make that call? Is there -- is there a decision point where you would come back before us closer to October with an update about, okay, let's push the button and go, as opposed to waiting? And I don't know what the magnitude of the incurred costs are considering that there is a federal offset. If you can quantify that. Hunt: Mr. Mayor, Council Woman Strader, I don't have a drop dead date. I mean we are working right now on -- on launching October 1 st. I don't see -- I mean, yeah, we were not planning on -- on delaying given where we were at right now. When -- but when Page 145 Meridian City Council Work Session Item#3. July 27,2021 Page ——20 COVID happened, remember, I mean nobody -- none of us saw that happening at that point. So, can we respond when things go crazy? Yes. And I guess I would anticipate delaying the 30 at this point would be more akin to that, then, looking at the future and saying we really don't think this is the right time, let's push off for another year. I think it would be -- nobody expects us to necessarily be where we were last spring. I don't know what people expect. But that would be different circumstances. Strader: Mr. Mayor? Simison: Council Woman Strader. Strader: Got it. Thanks. That's helpful. So, from your perspective it makes the most sense to move forward as planned, with the thought being that if we were to see a big change in behavior from this new level of activity, which is already half of what we expected; right? Then at that point we could suspend it again. Okay. I just wanted to sort of understand like the thinking and at what point you would come back and sort of like touch base with City Council or others about plans. Hoaglun: Mr. Mayor? Simison: Councilman Hoaglun. Hoaglun: Stephen, thanks for the presentation. I just want to explore a little bit on the baseline and proposed and you mentioned the federal funds and whatnot and it's kind of like some of the property tax funding that has happened where -- the property tax floor this year, but be ready for next year. But to that point, though, if we do have a bounce back and things get more back to normal, there should be higher revenues to help offset that. So, we don't -- I just want to be sure we don't have to look at that baseline as something that, oh, okay, the following year it's going to be at least that, if not more, because the revenue structure may increase enough to offset some of that increase; is that correct? Hunt: Mr. Mayor, Council Member Hoaglun, yes, that's -- I guess I should say that's feasible; right? There is lots of different things that could happen there and what I hope you got out of it, that really brief cost allocation model is understanding, yeah, whatever happens to those revenues are going to impact the local cost that we, then, distribute. So, if we see an increase in fare revenue, which we would expect with ridership returning, the increase that we saw between what we said in the spring and now wouldn't be there and so -- but the additional revenue that we got from the feds wouldn't be there. They are not -- they are not at the same scale. But they would be -- if -- don't take the 732 to the bank I guess what I would be saying. Hoaglun: Mr. Mayor. Stephen, yes, that's what I want to be sure, so we can have that in mind, but, yes, it may not be a static figure for the future. So, thank you. Bernt: Stephen? Page 146 Meridian City Council Work Session Item#3. July 27,2021 Page ——20 Simison: Councilman Bernt. Bernt: What is your current ridership as we speak? I know that earlier in the year it was, obviously, not where it was to be expected because of COVID, but where is it currently? Hunt: It's -- I don't have a specific number, but it's still low. We haven't seen --so, typically, what we see is we see ridership increase as we go into the fall, because school is back in session, that kind of stuff happens, so you will see a decline in the summer and, then, a jump back in the fall. We didn't see that this past fall and it's -- and now we are back into the summer again. So, it -- it's still low. Bernt: Right. Mr. Mayor? Simison: Councilman Bernt. Bernt: So, I guess piggybacking on what Council Woman Strader mentioned, hence the reason -- normally in business where I come from, you know, if it's -- if ridership is low and business is low, you -- you cut costs, you scale back, and so that would be my first recommendation is to -- is to figure out how to maneuver through that unpredictability and I understand that that's what it is, it's hard, and you don't know what this delta variant is going to do and by all means do I want to scare the public and, you know -- not by any means, but it's -- it's real and so I would look real hard at that and -- because it's tough for me to allocate more funds to VRT knowing that your ridership is down and you are not getting as much activity as you once were and not knowing where that ridership is going in the future and hence the reason why Council Woman Strader asked the question that she did, so -- but did you guys -- one last question. Simison: Councilman Bernt. Bernt: Did you guys -- did you guys get any COVID relief? Hunt: We did. Yes. Bernt: Okay. And -- okay. Those are my -- one last question. I'm sorry, Mr. Mayor. Simison: Councilman Bernt. Bernt: So, what -- what did that COVID relief look like? I mean I know that we had a bunch of money that we got from the feds and we allocated it for different things. Did you allocate some of your funds from the feds to -- to offset some of your losses that you incurred this past year? Hunt: Mayor and Council Member Bernt, yes, that's exactly what we did and working with our partners identified the areas that -- what -- those funds went to support operations largely and, then, that freed up other funds potentially for other types of activities and we have been working with -- with City of Meridian staff and all of our other funding partners Page 147 Meridian City Council Work Session Item#3. July 27,2021 Page 17—20 on how that impacts other investments. But they went to operations is the short answer. Strader: Mr. Mayor? Simison: Council Woman Strader. Strader: Yeah. I mean -- so, it looks like -- at least based on this slide if their original estimate was 595,000, that the COVID relief was pretty significant in helping to offset the increase to the baseline. So, it's a change of around 18,000 dollars for this year coming up. I guess what I would say is I think there is a -- you are hearing -- you know, we are a fiscally conservative town, you are hearing that, so the change isn't huge this year, but next year if your ridership is the same or has fallen further, we would be looking at an increase of possibly 100,000 dollars with less ridership and I think you would be in a really tough position. So, I would say it would be important, I think, to come up with -- we are hoping -- you are hoping to get that net out there to capture people's behavior changes and that makes sense to me, but I think you would want to come through with a Plan B, you know, option for us or something, if we -- if we are in a bad situation a year from now, would just be my personal take on it. Perreault: Mr. Mayor? Simison: Council Woman Perreault. Perreault: Just some questions about Route 30 and it sounds to me like you have a marketing plan. Has there been consideration of making that more robust as far as mailers to residents that live near a stop, being present at community events with booths and whatnot? Just, you know, those types of marketing efforts can become very staff intensive -- intensive and expensive and maybe you have done these in the past and they have not worked for the, you know, effect that you had intended them to. So, can you -- in line with Council Woman Strader's question about do we delay, you know, can you speak to what your anticipation is of how that marketing effort will improve the public's knowledge of the route? Hunt: Yes. Mr. Mayor, Council Member Perreault, the -- the efforts around the -- our engagement with the community are focused on -- we will have a few pre-launch events, but, then, post launch is where we would be focusing most of our efforts, so that we wouldn't be telling them to use something that-- in a month, but go out and use it tomorrow and so the schedule is that those will happen over this fall after -- after the service is launched. We are anticipating being present at various community events and doing the types of things that you have described. Those would be the -- kind of our go to and leveraging relationships we have both with the Chamber of Commerce and -- and the City of Meridian to get both the residential side, as well as the employment side, helping people see the opportunities that are available there. Yes. Simison: And I will just add -- I mean part of the reason why we are here, quite frankly, was this -- this took more staff time and budget preparation than probably anything else Page 148 Meridian City Council Work Session Item#3. July 27,2021 Page ——20 between Community Development, Finance, my office, because it was a moving -- this was a constant -- constant moving target and that -- that became probably part of some of my personal frustration when, again, we get to budget day and we have got a different number again presented. So, what I would encourage you to go back to VRT is find a number, stick with it, and present it and, then, live with it each year, you know, because that's an important part of our planning for when we are putting together a budget is to not have moving targets, to the best of our ability. So, that's -- that's my feedback. But I'm right in line with the Council Members -- you know, I think we have to think really hard if now is the right time to invest further into the services or, you know, what modifications can or should be made with either this dollar revenue -- we are not using the revenue at all, because of the -- the service level. That's -- those are great questions, so -- Hunt: Thank you, Mr. Mayor, and speaking personally, that's been -- those are the things that we balance is trying to figure out how do we -- how do we share as much information as we can about where we are financially and being precise about those numbers and it's been on my mind about how we can improve that for all of our jurisdictions, because it's something that they all face -- is like what is that -- what is that number and that number depends on everybody else's decisions as well, because there is an amount that we need to use to operate, so we -- we strive to have as few changes in that as possible over the budget period and we will continue to do that. Trying to be sympathetic to the -- to -- to the concern certainly. We will look for ways to -- to mitigate that. Simison: I have got some suggestions we can do offline if you are interested, but -- Hunt: Absolutely. Simison: -- again, it takes your funding model and throws it out the window. Hunt: We are open to that as well. It's been something else that we have been talking about is how you could -- it's a bit of a trade off when we look at that in terms of how specific do we want to be for the -- for the expenses versus stability for budgeting and they don't always line up exactly. Those are the -- those have been the things we have been trying to balance over time and as we went with the cost allocation model, the purpose of that was to get really clear about what the expenses were and how those could be distributed among our partners. Downside of that is it means that it dumps every time anything changes and so, yes, absolutely, we would love to have more conversation about what -- what would be most useful to the City of Meridian on how we can -- how we can partner on that. Simison: Council, anything further? Strader: Mr. Mayor? Simison: Council Woman Strader. Strader: Stephen, you are navigating some muddy waters, so I don't -- I don't envy you. Page 149 Meridian City Council Work Session Item#3. July 27,2021 Page ——20 But thank you for the update. Hunt: Sorry, I did have one more slide that will -- Simison: Okay. Go ahead. Hunt: -- warm your heart I'm sure. That was a joke, because it won't. The last thing I wanted to mention is the -- since we last talked the -- we have had a hard time continuing to -- to attract drivers. We haven't been able to keep our -- meet our pullout in some cases -- in some cases and so we are in our current budget that will be in front of us that was presented -- it will be in front of our board this next board third, includes an increase in wages to -- to ensure that we can keep operating at the levels of service that we have -- that we have. So, that would further change those requests from our local jurisdictions and we are working, again, that through our--through our partners, recognize -- like what -- the point of all of this is to help our jurisdictions just to understand where things are at. We know that you all have to make decisions and when you do we will respond to that; right? That's--that's the nature of our relationship is we want to make sure that everybody understands what the costs are for the service. You all make your best decisions about how and what's -- what's reasonable to fund and, then, we -- we adjust to that. This is just more information about if we are trying to keep all of our operators available to provide the services that we have talked about. Simison: Your slide didn't advance if you are -- if there is something we are supposed to be looking at. Hunt: Did not advance? They look very similar. Simison: Oh. Okay. I apologize. Hunt: The difference is it goes from 631 -- 613 to 631. It's actually even -- well, anyways. Yeah. So, there would be an increase in the total request. Simison: Those --are you suggesting that you would be asking to come back for a budget amendment in October, because we can't raise our budget, nor can any other jurisdiction. We are not alone. Hunt: We recognize that. Yes. We are just trying to make sure that you see those costs. Strader: Mr. Mayor? Simison: Council Woman Strader. Strader: So, you don't know what -- I mean because of the way that our municipal budgeting works wouldn't it make more sense -- at least feedback for next time; right? Come -- come with a number that's your worst case scenario, if you are actively discussing something and, then, that way we can plug that in. So, will we be seeing the Page 150 Meridian City Council Work Session July 27,2021 Page 20 of 20 631? We can't change that now; right? Simison: No, we can't. Strader: Yeah. Okay. Got it. Yeah. Okay. Hunt: This is information. Strader: Thank you for making perfect sense. Simison: I think that laugh sums it right about up. Hunt: Understood. And I mean the request -- one last comment on that is simply we understand that we were -- we make requests to our local jurisdictions for the amount that it would take to fund the services. Local jurisdictions need to make their own decisions as to how much they are willing to pay for that and, then, we are left to pick up the pieces and we recognize that that's been our situation, that's still our situation, and we just appreciate the time to at least come share what the costs are and try and do it in as clean a way as possible, but we understand that you can keep improving. Simison: Thank you very much. Hunt: Thank you. Bernt: Thanks, Stephen. Simison: Council, we have reached 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. Simison: Motion and second to adjourn. All in favor signify by saying aye. Opposed nay. The ayes have it. We are adjourned. MOTION CARRIED: FOUR AYES. TWO ABSENT. MEETING ADJOURNED AT 5:21 P.M. (AUDIO RECORDING ON FILE OF THESE PROCEEDINGS) g 10 / 2021 MAYOR ROBERT E. SIMISON DATE APPROVED ATTEST: CHRIS JOHNSON - CITY CLERK 7/tem 77 E IDIAN 'aAHO AGENDA ITEM ITEM TOPIC: Approve Minutes of the July 13, 2021 City Council Work Session Page 3 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 July 13, 2021 City Council Regular Meeting Page 28 Meridian City Council Item#2. July 13,2021 Page——— MOTION CARRIED: ALLAYES. MEETING ADJOURNED AT 9:00 P.M. (AUDIO RECORDING ON FILE OF THESE PROCEEDINGS) MAYOR ROBERT SIMISON DATE APPROVED ATTEST: CHRIS JOHNSON - CITY CLERK Page 83 7/tem 77 E IDIAN 'aAHO AGENDA ITEM ITEM TOPIC: Dovetail Subdivision -Jackson Drain Pathway Pedestrian Pathway Easement Page 84 ADA COUNTY RECORDER Phil McGrane 2021-112378 BOISE IDAHO Pgs=7 ANGIE STEELE 07/28/2021 09:34 AM CITY OF MERIDIAN, IDAHO NO FEE Project Name (Subdivision): Dovetail Subdivision- Jackson Drain Pathway PEDESTRIAN PATHWAY EASEMENT THIS AGREEMENT, made this 27th day of July , 20 21 , between Pine QOZB, LLC. hereinafter 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 nathwav imnrovements 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 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. 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 Item#3. 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: ZC_Z Casey Lynch STATE OF IDAHO ) ) ss County of Ada ) This record was acknowledged before me on W3111 (date) by -s L"—`1 (name of individual), [complete the following if signing in a representative capacity, or strike the following if signing in an individual capacity] on behalf of Pine OOZB,LLC (name of entity on behalf of whom record was executed), in the following representative capacity: VA (type of authority such as officer or trustee) (stamp) / o-t� r r MARGARET HUNT Notary Signature f/J Notary Public-State of Idaho My Commission Expires: CcG K�Zti 2S Commission Number 20 992069 My Commission Expires Oct 4, 2025 Pedestrian Pathway Easement REV. 01/01/2020 Page 86 Item#3. GRANTEE: CITY OF MERIDIAN Robert E. Simison, Mayor 7-27-2021 Attest by Chris Johnson, City Clerk 7-27-2021 STATE OF IDAHO, ) : ss. County of Ada ) This record was acknowledged before me on 7-27-2021 (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 3-28-2022 My Commission Expires: Pedestrian Pathway Easement REV. 01/01/2020 Page 87 Item#3. DIAMOND LAND SURVEYING EXHIBIT A Multi Use Pathway Easement Description A 14' multi use pathway easement situated in Lot 7 of Pleasant Valley Subdivision, according to the Official Plat thereof,filed in Book 12 of Plats at Page 665, Records of Ada County, Idaho, and being in the Northwest quarter of Section 8,Township 3 North, Range 1 East, Boise Meridian, City of Meridian,Ada County, Idaho, being more particularly described as follows: Beginning at a point North 00°30'07" East 939.63 feet along the East Section line of the Northwest quarter from the West quarter corner of Section 8 to the POINT OF BEGINNING and running; Thence South 88°56'14" West 70.05 feet; Thence 39.43 feet on a curve to the left, having a radius of 267.75 feet, a central angle of 08°26'19", a chord bearing of South 84°43'04" West, and a chord length of 39.40 feet; Thence 17.64 feet on a curve to the right, having a radius of 391.12 feet, a central angle of 02°35'01", a chord bearing of South 81°47'25" West, and a chord length of 17.64 feet; Thence South 83°24'35" West 74.63 feet; Thence South 85°49'34" West 30.63 feet; Thence 47.56 feet on a curve to the right, having a radius of 333.71 feet, a central angle of 08°09'59", a chord bearing of South 89°54'34" West, and a chord length of 47.52 feet; Thence North 83°34'20"West 21.05 feet; Thence 84.76 feet on a curve to the left, having a radius of 966.41 feet, a central angle of 05°01'31", a chord bearing of North 86°05'05"West, and a chord length of 84.73 feet; Thence 26.66 feet on a curve to the right, having a radius of 343.31 feet, a central angle of 04°26'56", a chord bearing of North 85°21'05"West, and a chord length of 26.65 feet; Thence 79.97 feet on a curve to the left, having a radius of 337.00 feet, a central angle of 13°35'49", a chord bearing of North 88°52'13"West, and a chord length of 79.79 feet; Thence South 86°19'24" West 81.64 feet; Thence 23.08 feet on a curve to the left, having a radius of 137.16 feet, a central angle of 09°38'31", a chord bearing of South 83°12'53" West, and a chord length of 23.05 feet; Thence 21.86 feet on a curve to the left, having a radius of 90.25 feet, a central angle of 13°52'33", a chord bearing of South 71°03'36" West, and a chord length of 21.80 feet; Thence 18.74 feet on a curve to the right, having a radius of 33.09 feet, a central angle of 32°54'26", a chord bearing of South 77°59'00" West, and a chord length of 18.74 feet; nate@diamondlandsurveying.com I office 801.266.5099 1 fax 801.266.5032 1 5243 Greenpine Dr.,Murray, UT 84123 Page 88 Item#3. DIAMOND LAND SURVEYING 0 Thence 29.33 feet on a curve to the right, having a radius of 77.66 feet, a central angle of 21°38'17", a chord bearing of North 70°11'55"West, and a chord length of 29.16 feet; Thence North 62°15'54"West 66.51 feet; Thence 41.58 feet on a curve to the right, having a radius of 242.51 feet, a central angle of 09°49'29", a chord bearing of North 56°48'18"West, and a chord length of 41.53 feet; Thence 14.01 feet on a curve to the left, having a radius of 440.00 feet, a central angle of 01°49'29", a chord bearing of North 35°47'16" East, and a chord length of 14.01 feet; Thence 39.68 feet on a curve to the left, having a radius of 228.51 feet, a central angle of 09°57'01", a chord bearing of South 56°43'32" East, and a chord length of 39.63 feet; Thence South 62°15'54" East 66.82 feet; Thence 23.77 feet on a curve to the left, having a radius of 63.66 feet, a central angle of 21°23'44", a chord bearing of South 69°46'33" East, and a chord length of 23.64 feet; Thence 10.72 feet on a curve to the left, having a radius of 19.09 feet, a central angle of 32°10'21", a chord bearing of North 76°49'43" East, and a chord length of 10.58 feet; Thence 25.67 feet on a curve to the right, having a radius of 104.25 feet, a central angle of 14°06'24", a chord bearing of North 70°58'17" East, and a chord length of 25.60 feet; Thence 25.27 feet on a curve to the right, having a radius of 151.16 feet, a central angle of 09°34'44", a chord bearing of North 83°09'54" East, and a chord length of 25.24 feet; Thence North 86°19'24" East 81.20 feet; Thence 82.92 feet on a curve to the right, having a radius of 351.00 feet, a central angle of 13°32'07", a chord bearing of South 88°51'40" East, and a chord length of 82.72 feet; Thence 25.32 feet on a curve to the left, having a radius of 329.31 feet, a central angle of 04°24'20", a chord bearing of South 85°21'06" East, and a chord length of 25.31 feet; Thence 85.86 feet on a curve to the right, having a radius of 980.41 feet, a central angle of 05°01'04", a chord bearing of South 86°04'52" East, and a chord length of 85.83 feet; Thence South 83°34'20" East 20.75 feet; Thence 45.27 feet on a curve to the left, having a radius of 319.71 feet, a central angle of 08°06'49", a chord bearing of North 89°52'59" East, and a chord length of 45.24 feet; Thence North 85°49'34" East 30.34 feet; Thence North 83°24'35" East 74.29 feet; nate@diamondlandsurveying.com I office 801.266.5099 1 fax 801.266.5032 1 5243 Greenpine Dr.,Murray, UT 84123 Page 89 Item#3. DIAMOND LAND SURVEYING 0 Thence 16.97 feet on a curve to the left, having a radius of 377.12 feet, a central angle of 02°34'39", a chord bearing of North 81°47'14" East, and a chord length of 16.96 feet; Thence 41.50 feet on a curve to the right, having a radius of 281.75 feet, a central angle of 08°26'19", a chord bearing of North 84°43'04" East, and a chord length of 41.46 feet; Thence North 88°56'14" East 70.43 feet; Thence South 0°30'07" West 14.01 feet to the point of beginning. C EN S GAG U 6/8/2021 17793 OF TyAN B.`N nate@diamondlandsurveying.com I office 801.266.5099 1 fax 801.266.5032 1 5243 Greenpine Dr.,Murray, UT 84123 Page 90 Multi Use Pathway Easement Description A 14' multi use pathway easement situated in Lot 7 of Pleasant Valley Subdivision, according to the Official Plat thereof, Item#3. filed in Book 12 of Plats at Page 665, Records of Ada County, Idaho, and being in the Northwest quarter of Section 8, LOT 1 I Township 3 North, Range 1 East, Boise Meridian, City of Meridian, Ada County, Idaho, being more particularly described as f GEMSTONE CENTER follows: Beginning at a point North 00'30'07" East 939.63 feet along the East Section line of the Northwest quarter from the West NO. 3 quarter corner of Section 8 to the POINT OF BEGINNING and running; BOOK 78 _ Thence South 88'56'14" West 70.05 feet; PAGE 8310 S 0'30'07" W 14.01' LOT 5, GEMSTONE CENTER NO. 3 Thence 39.43 feet on a curve to the left, having a radius of 267.75 feet, a central angle of 08'26'19", a chord bearing of 5 $ POINT OF BEGINNING BOOK 78 PAGE 8310 8 8 South 84'43'04" West, and a chord length of 39.40 feet; 5 8 N 0'30'07" E Thence 17.64 feet on a curve to the right, having a radius of 391.12 feet, a central angle of 02'35'01", a chord bearing 939.63' CENTER OF8 8 of South 81'47'25" West, and a chord length of 17.64 feet; NORTH QUARTER N 88'56'14" E 70.43'�I S 88 6'14" W 70.05' CORNER Thence South 83'24'35" West 74.63 feet; CORNER I R 267.75' SECTION 8, Thence South 85'49'34" West 30.63 feet; SECTION 8, R=281 75' L 39.43' T3N, R1 E, Thence 47.56 feet on a curve to the right, having a radius of 333.71 feet, a central angle of 08'09'59", a chord bearing D 8'26'19" T3N, R1 E, L=41.50' C =S84'43'04"W BOISE MERIDIAN of South 89'54'34" West, and a chord length of 47.52 feet; BOISE MERIDIAN D=82619 C L=39.40' Thence North 83'34'20" West 21.05 feet; CH=N 84'43'04"E CH L=41.46' R= 91.12' Thence 84.76 feet on a curve to the left, having a radius of 966.41 feet, a central angle of 05'01'31", a chord bearing of R=377.12' L= 7.64' North 86'05'05" West, and a chord length of 84.73 feet; D= '35'01" L=16.97' Thence 26.66 feet on a curve to the right, having a radius of 343.31 feet, a central angle of 04'26'56", a chord bearing D=2'34'39"A CH S81'47'25"W of North 85'21'05" West, and a chord length of 26.65 feet; CH=N81'47'1 4"E CH L=17.64' Z Z Q Q Thence 79.97 feet on a curve to the left, having a radius of 337.00 feet, a central angle of 13'35'49", a chord bearing of CH L=16.96' I it aoix VS 83 24'35" W 74.63' o M North 88'52'13" West, and a chord length of 79.79 feet; N 83'24'35" E 74.29' o Z Thence South 86'19'24" West 81.64 feet; S 85 9'34" W 30.63' o�N Thence 23.08 feet on a curve to the left, having a radius of 137.16 feet, a central angle of 09'38'31", a chord bearing of N 85'49'34" E 30.34' o =333.71' Q South 8312'53" West, and a chord length of 23.05 feet; I =47.56' .'. Thence 21.86 feet on a curve to the left, having a radius of 90.25 feet, a central angle of 13'52'33", a chord bearing of R=319.71' =8'09'59" South 71'03'36" West, and a chord length of 21.80 feet; L=45.27' -I H=S89654'34"W D=8'06'49" H L=47.52' Thence 18.74 feet on a curve to the right, having a radius of 33.09 feet, a central angle of 32'54'26", a chord bearing of CH=N89652'59"E I I South 77'59'00" West, and a chord length of 18.74 feet; CH L=45.24' ��N 3'34'20" W 21.05' Thence 29.33 feet on a curve to the right, having a radius of 77.66 feet, a central angle of 21'38'17", a chord bearing of S 83'34'20" E 20.75'------' I North 70'11'55" West, and a chord length of 29.16 feet; R 966.4'1' Thence North 62'15'54" West 66.51 feet; R=980.41' I I L 84.76 D 5'01'31" Thence 41.58 feet on a curve to the right, having a radius of 242.51 feet, a central angle of 09'49'29", a chord bearing L=85.86'� C =N86'0 D=5'01'04" 5'05"W of North 56'48'18" West, and a chord length of 41.53 feet;CH=S86'04'52"E I I CH L=84.73' Thence 14.01 feet on a curve to the left, having a radius of 440.00 feet, a central angle of 01'49'29", a chord bearing of CH L=85.83' R=3 3.31, North 35'47'16" East, and a chord length of 14.01 feet; L=2 .66' Thence 39.68 feet on a curve to the left, having a radius of 228.51 feet, a central angle of 09'57'01", a chord bearing of R=329.31' L_--D=426'56" � L=25.32' CH= 85621'05"W South 56'43'32" East, and a chord length of 39.63 feet; D=4624'20" I CH =26.65' Thence South 62'15'54" East 66.82 feet; CH=S85'21'06"E R=33 .00' Thence 23.77 feet on a curve to the left, having a radius of 63.66 feet, a central angle of 21'23'44", a chord bearing of CH L=25.31' I I L=79. 7' South 69'46'33" East, and a chord length of 23.64 feet; Curve Table R=351.00' I �D=13' 5'49" L=82.92'� L CH=N 8'52'13"W Thence 10.72 feet on a curve to the left, having a radius of 19.09 feet, a central angle of 32 10'21", a chord bearing of Curve # Length Radius Delta Chord Chord Length D=13'32'07" I I CH L= 9.79' North 76'49'43" East, and a chord length of 10.58 feet; CH=S88'51'40"E I I Thence 25.67 feet on a curve to the right, having a radius of 104.25 feet, a central angle of 14'06'24", a chord bearing C1 23.08' 137.16' 009'38'31" S 83'12'53" W 23.05' CH L=82.72' S 86'1 '24" W 81.64' FUTURE LOT 1 of North 70'58'17" East, and a chord length of 25.60 feet; C2 21.86' 90.25' 013'52'33" S 71'03'36" W 21.80' I I DOVETAIL SUBDIVISION Thence 25.27 feet on a curve to the right, having a radius of 151.16 feet, a central angle of 09'34'44", a chord bearing C3 19.00' 33.09' 032'54'26" S 77'59'00" W 18.74' of North 83'09'54" East, and a chord length of 25.24 feet; N 86'19'24" E 81.20'� Thence North 86'19'24" East 81.20 feet; C4 29.33' 77.66' 021*38'17" N 70'11'55" W 29.16' I I Thence 82.92 feet on a curve to the right, having a radius of 351.00 feet, a central angle of 13'32'07", a chord bearing C5 23.77' 63.66' 021'23'44" S 69'46'33" E 23.64' of South 88'51'40" East, and a chord length of 82.72 feet; C8 I IlC1 Thence 25.32 feet on a curve to the left, having a radius of 329.31 feet, a central angle of 04'24'20", a chord bearing of C6 10.72' 19.09' 032*10'21" N 76'49'43" E 10.58' South 85'21'06" East, and a chord length of 25.31 feet; C7 25.67' 104.25' 014*06'24" N 70*58'17" E 25.60' C7 1--C2 NPR LAND Thence 85.86 feet on a curve to the right, having a radius of 980.41 feet, a central angle of 05'01'04", a chord bearing C8 25.27' 151.16' 009634'44" N 83'09'54" E 25.24' C6 \ �C3 ��� ,\GENSFO G,p of South 86'04'52" East, and a chord length of 85.83 feet; C55 I- �� �. G Thence South 83'34'20" East 20.75 feet; S 62'15'54" E 66.82' fy 6/4/21 �� Thence 45.27 feet on a curve to the left, having a radius of 319.71 feet, a central angle of 08'06'49", a chord bearing of R=228.51' � //"'-C4 Q North 89'52'59" East, and a chord length of 45.24 feet; L=39.68' // CC 17793 � Thence North 85'49'34" East 30.34 feet; D=9'57'01" CH=S56643'32"E Thence North 83'24'35" East 74.29 feet; CH L=39.63' //\-N 62'15'54' W 66.51' Thence 16.97 feet on a curve to the left, having a radius of 377.12 feet, a central angle of 02'34'39", a chord bearing of / OF North 81'47'14" East, and a chord length of 16.96 feet; / L-41.5 ' Th/^N p�`� Thence 41.50 feet on a curve to the right, having a radius of 281.75 feet, a central angle of 08'26'19", a chord bearing �L=41.58' �YY D D=9'49'29° of North 84'43'04" East, and a chord length of 41.46 feet; CH=N56'48'18"N Thence North 88'56'14" East 70.43 feet; R=440.00 CH L=41.53' Thence South 0'30'07" West 14.01 feet L=14.01' to the point of beginning. EXHIBIT B D=1'49'29" CH=N 35'47'16"E N T CH L=14.01' MULTI-USE PATHWAY EASEMENT EXHIBIT 6891 S. 700 W. STE. 150 MIDVALE, UT 84 Vv office@diamondlandsury Page 91 Phone (801)266-5 SCALE 1"=100' 7/tem 77 E IDIAN 'aAHO AGENDA ITEM ITEM TOPIC: Graycliff Estates Emergency Access Easement Agreement Page 92 ADA COUNTY RECORDER Phil McGrane 2021-130944 BOISE IDAHO Pgs=9 ANGIE STEELE 09/03/2021 08:45 AM CITY OF MERIDIAN, IDAHO NO FEE ADA COUNTY RECORDER Phil McGrane 2021-112389 BOISE IDAHO Pgs=6 ANGIE STEELE 07/28/2021 09:36 AM CITY OF MERIDIAN,IDAHO NO FEE Re-Record to correct Grantor,replacing page I -original document with page IA Change of Grantor and replacing signature page and notary page to reflect correct Grantor. Project Name(Subdivision): Grayetiff Estate Emergency Access Easement EMERGENCY ACCESS EASEMENT AGREEMENT THIS AGREEMENT made this27th day of July 1 2021, between Biltmore Estates LLC, hereinafter 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 is requiring an access area for emergency vehicles as a condition of development approval; and WHEREAS, Grantor desires to grant an easement for ingress and egress across those certain parts of Grantor's property defined herein to allow for emergency vehicle access; and WHEREAS, Grantor shall construct certain 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 for the purpose of providing a non-exclusive easement and right-of-way on, over, across and through Grantor's property with the free right of access to such property at any and all times and for the purpose of allowing egress and ingress to and from the property for emergency vehicle access. Pursuant to the International Fire Code, this access road shall be constructed of an improved surface capable of supporting 80,000 GVW; TO HAVE AND TO HOLD, said easement unto said Grantee, its successors and assigns forever; THE GRANTOR,hereby covenants and agrees that no structures shall be constructed, erected, or placed upon the surface of the easement area that would materially impair the normal operation or use of the easement area for emergency vehicular purposes.No parking of vehicles within the easement area shall be permitted. 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 access roadway improvements. The easement area shall be maintained 365 days a year, including grading and plowing. EMERGENCY ACCESS EASEMENT,PAGE 1 02/14/2020 Page 1 - Original Document Re-Record to correct Grantor,replacing page 1 -original document with page lA Change of Grantor and replacing signature page and notary page to reflect correct Grantor. Project Name(Subdivision): Graycliff Estates Emergency Access Easement EMERGENCY ACCESS EASEMENT AGREEMENT THIS AGREEMENT made this27th day of July , 2021, between Biltmore Estates LLC, hereinafter 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 is requiring an access area for emergency vehicles as a condition of development approval; and WHEREAS, Grantor desires to grant an easement for ingress and egress across those certain parts of Grantor's property defined herein to allow for emergency vehicle access; and WHEREAS, Grantor shall construct certain 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 for the purpose of providing a non-exclusive easement and right-of-way on, over, across and through Grantor's property with the free right of access to such property at any and all times and for the purpose of allowing egress and ingress to and from the property for emergency vehicle access. Pursuant to the International Fire Code, this access road shall be constricted of an improved surface capable of supporting 80,000 GVW; TO HAVE AND TO HOLD, said easement unto said Grantee, its successors and assigns forever; THE GRANTOR, hereby covenants and agrees that no structures shall be constructed, erected, or placed upon the surface of the easement area that would materially impair the normal operation or use of the easement area for emergency vehicular purposes. No parking of vehicles within the easement area shall be permitted. 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 access roadway improvements. The easement area shall be maintained 365 days a year, including grading and plowing. EMERGENCY ACCESS EASEMENT,PAGE 1 02/14/2020 Page 1 Original Document Re-Record to correct Grantor,replacing page 1 -original document with page IA Change of Grantor and replacing signature page and notary page to reflect correct Grantor. Proiect Name(Subdivision): Graycliff Estates Emer2encv Access Easement AMENDED AND RESTATED EMERGENCY ACCESS EASEMENT AGREEMENT This Amended and Restated Emergency Access Easement Agreement is made this vZ 7� day of August, 2021, between Biltmore Estates LLC, an Idaho limited liability company, and L.C. Development, Inc., an Idaho corporation, hereinafter collectively referred to as "Grantors," and the City of Meridian, an Idaho municipal corporation, hereinafter referred to as "Grantee." WITNESSETH: WHEREAS that certain Emergency Access Easement Agreement entered into between Biltmore Estates, LLC and the City of Meridian was recorded on July 28, 2021 as Ada County Instrument No. 2021-112389 ("Original Easement Agreement"); WHEREAS the Original Easement Agreement inadvertently omitted L.C. Development, Inc. as a Grantor; WHEREAS Grantors and Grantee desire to enter into this Amended and Restated Emergency Access Easement Agreement to include L.C. Development, Inc. as an additional "Grantor" of the subject; WHEREAS upon execution and recording, this Amended and Restated Emergency Access Easement Agreement shall amend and replace in its entirety the Original Easement Agreement; WHEREAS, Grantors are the owners of real property on portions of which the City of Meridian is requiring an access area for emergency vehicles as a condition of development approval; and WHEREAS, Grantors desire to grant an easement for ingress and egress across those certain parts of Grantors' property defined herein to allow for emergency vehicle access; and WHEREAS, Grantors shall construct certain improvements upon the easement described herein; and NOW, THEREFORE,the parties agree as follows: GRANTORS do hereby each grant unto Grantee an easement on Grantors'respective real property as described and depicted on Exhibit"A"and Exhibit`B"attached hereto and incorporated herein. THE EASEMENT hereby granted is for the purpose of providing a non-exclusive easement and right-of-way on, over, across and through Grantors' real property with the free right of access to AMENDED AND RESTATED EMERGENCY ACCESS EASEMENT, PAGE 1 Page 1 A Change of Grantor such real property at any and all times and for the purpose of allowing egress and ingress to and from the real property for emergency vehicle access. Pursuant to the International Fire Code,this access road shall be constructed of an improved surface capable of supporting 80,000 GVW; TO HAVE AND TO HOLD said easement unto said Grantee, and Grantee's successors and assigns, forever; GRANTORS hereby covenant and agree that no structures shall be constructed, erected, or placed upon the surface of the easement area that would materially impair the normal operation or use of the easement area for emergency vehicular purposes.No parking of vehicles within the easement area shall be permitted. GRANTORS hereby covenant and agree that Grantors 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 Grantors shall repair and maintain the access roadway improvements. The easement area shall be maintained 365 days a year, including grading and plowing. GRANTORS hereby covenant and agree with Grantee that should any part of the easement hereby granted become part of, or lie within the boundaries of, any public street, then to such extent, the 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. GRANTORS do hereby covenant with Grantee that Grantors are lawfully seized and possessed of the aforementioned and described tracts of land, that Grantors have a good and lawful right to convey said easement, and that Grantors will warrant and forever defend the title and quiet possession thereof against the lawful claims of all persons whomsoever. IN WITNESS WHEREOF, Grantors have hereunto subscribed Grantors' signatures the day and year first hereinabove written. GRANTORS: Biltmore Estates,LLC By: A cn L e Centers, anager L.C. Development,Inc. By: C- L" Ile Lee Centers, President AMENDED AND RESTATED EMERGENCY ACCESS EASEMENT, PAGE 2 Page 2 - Grantor Signature page replaced STATE OF IDAHO ) ) ss. County of Ada ) This record was acknowledged before me on August ---?- .?021 by Allen Lee Centers on behalf of Biltmore Estates,LLC in the following representative capacity: Manager. A. ���•■rnrr+rrr Zy0'r Y Q Notary Signature PUBX,ZC My Commission Expires: • I' ••■No STATE OF IDAHO +'�'•qTF OF r''■■■rrrtrr��►■ ss. County of Ada ) This record was acknowledged before me on August 2021 by Allen Lee Centers on behalf of L.C. Development,Inc. in the following representative capacity: President. 4-1 y�■■rurr■■■►r r�C} ,•0•■•■,0% Notary Signature ,�Z•IOTARi-0 w My Commission Expires: j�` /3 o ilSLLO'5 No. "iP AX ►� Page 3 - Notary Page AMENDED AND RESTATED EMERGENCY ACCESS EASEMENT, PAGE 3 Item#4. GRANTEE: CITY OF MERIDIAN Robert E. Simis yo r,,��.�� r 7-2021 MAN SEAS. Attest by Ch Johnson;C' e erk 7-27-2021 STATE OF IDAHO, ) ) ss. County of Ada ) This record was acknowledged before me on 7-27-2021 (date)by Robert E. Simison and Chris Johnson on behalf of the City of Meridian, in their capacities as Mayor and City Clerk, respectively. CHARLENE WAY COMMISSION#67390 Notary Signature NOTARY PUBLIC 3-28-2022 STATE OF IDAHO My Commission Expires. MY COMMISSION EXPIRES 3128122 EMERGENCY ACCESS EASEMENT,PAGE 3 02/14/2020 Page 95 EXHIBIT A Legal Description Graycliff Estates Subdivision —Emergency/Secondary Access Easement An easement being located in the E'/z of Section 25, Township 3 North, Range 1 West, Boise Meridian, City of Meridian, Ada County, Idaho, and more particularly described as follows: Commencing at a point marking the northeast corner of the SW!/4(C '/a corner)of said Section 25,from which a point marking the northwest corner of said SW'/n bears N 89°26'30"W a distance of 2647.83 feet; Thence along the westerly boundary of said E'/z of Section 25 N 0027'25"E a distance of 78.18 feet to the POINT OF BEGINNING; Thence continuing along said westerly boundary N 0°27'25" E a distance of 493.72 feet to a point; Thence leaving said westerly boundary a distance of 57,80 feet along the arc of a 100,00 foot radius curve right, said curve having a central angle of 33007'02" and a long chord bearing N 17°00'56" E a distance of 57,00 feet to a point; Thence N 33°34'27" E a distance of 60.96 feet to a point; Thence a distance of 90.85 feet along the arc of a 70.00 foot radius curve right, said curve having a central angle of 74°21'50" and a long chord bearing N 70°45'22" E a distance of 84.61 feet to a point; Thence S 72°03'42"E a distance of 64.20 feet to a point; Thence a distance of 28.35 feet along the arc of a 35.84 foot radius curve left, said curve having a central angle of 45019'48" and a long chord bearing N 85014'34"E a distance of 27,62 feet to a point on the westerly boundary of Biltmore Estates Subdivision No.2 as shown in Book 109 of Plats on Pages 15494 through 15496, records of Ada County, Idaho; Thence along said westerly boundary S 36°28'59" E a distance of 20.16 feet to a point; Thence leaving said westerly boundary a distance of 47.35 feet along the arc of a 55,84 foot radius curve right, said curve having a central angle of 48°35'23"and a long chord bearing S 83°36'46"W a distance of 45.95 feet to a point; Thence N 72°03'42"W a distance of 64.21 feet to a point; Thence a distance of 54.89 feet along the arc of a 50.00 foot radius curve left, said curve having a central angle of 74°21'50" and a long chord bearing S 70°45'22"W a distance of 60.43 feet to a point; Thence S 33°34'27"W a distance of 60.96 feet to a point; �in,d-SC9l'tl�'�ionS Blitmore Estates JobLLC-or18-26 Job No.18-26 �� land Surveying and Consulting Page 1 of 2 Thence a distance of 46.24 feet along the arc of an 80,00 foot radius curve left, said curve having a central angle of 33°07'02"and a long chord bearing S 17a00'56"W a distance of 45,60 feet to a point; Thence S O027'25"W a distance of 492.87 feet to a point; Thence S 4'22'32" E a distance of 379.60 feet to a point on the future right-of-way of W. Harris Street, Thence along said future right-of-way a distance of 20.04 feet along the arc of a 675.00 foot radius non-tangent curve right,said curve having a central angle of 1a42'04"and a long chord bearing S 82003'42"W a distance of 20.04 feet to a point; Thence leaving said future right-of-way N 4a22'32"W a distance of 381.69 feet to the POINT OF BEGINNING. This easement contains 23,339 square feet(0.54 acres), more or less, and is subject to any other easements existing or in use. ON,. LAYVO Clinton W. Hansen, PLS _ r Land Solutions, PC July 2, 2021 44 01 11118 '9 T� F <Cr adiff UiWd {.lufi�Ans Blltmore Estates Job No.r10-26 (`­- sand 5umaying and consulting Page 2of2 EXHIBIT B GRAYCLIFF ESTATES SUBDIVISION - EMERGENCY/SECONDARY ACCESS EASEMENT i .� W. 6tiRt7AK OR. � } 1}f W. OAK VIEW DR. ` co toF - fIy --26 EMERG-FENCY s* L 1 SECONDARY ACC1 tnnl °In EASEMENT.Fq o' N 1FN 1 F4 W. OAK SPRINGS 01� a POINT OF z r") BEGINNING 23",39 SF— — i 261/425 N69'2630"W -' \, y _ S89'23'56"E 1320,68' W. HARRI$ ST. 2647,83 C 1/4 )1 \ CE 1/16 9 Ct `+ J \ t0 (o , CURVE TABLE CURVE LENGTH RADIUS DELTA BEARING CHORD LINE TABLE, ' Cl 57.80 100.00' 33'07'02" N17'00'56"E 57.00' LINE LENGTH BEARING C2 90.85' 70.00' 74'21'50" N70'45'22"E 84.61' L1 7aW ND'27'25"F CJ 26.35' 35.64' 4379'46" IV65'(4'34"E 27.62' L2 60.96' N3334'27"E +r C4 47,35' 55.84' 48'35'23" S83'36'46"W 45.95 L3 64.20' S72'03'42"E C5 64.89' 50.00' 74'21'50" S70'45'22"W 60.43' L4 20.16' S36'28'59"E � � � C6 46.24' 80.00' 33'07-02" S17-00'56"W 45.60' L5 64.21' N72'03'42"W C7 20.04' 675.00' 1'42'04" 582'OS42"W 20.04' L6 60.96' S33'34'27"W \ L7 381.69' N4'22'32"W tit`LApps TARS' 1 118 qz, " Lan to i n �A -zk \P w Land surveying and Consulting 0' 125' 250' 500 or h 231 E.5TH ST.STE A 11 QM W• ,f MERIDIAN,ID 83642 �T (20S)2W2040 (206)204,21557 lax www landsolullow bu JOB NO 10-25 7/tem 77 E IDIAN 'aAHO AGENDA ITEM ITEM TOPIC: Southridge Subdivision No. 4 Sanitary Sewer Easement Page 99 ADA COUNTY RECORDER Phil McGrane 2021-112533 BOISEIDAHO Pgs=5 ANGIE STEELE 07/28/2021 11:26 AM CITY OF MERIDIAN, IDAHO NO FEE Project Name(Subdivision): Southridge Subdivision No.4 Sanitary SeNver Easement Number: Identify this Easement by sequential number if Project contains more than one sanitary suiver casement. (See Instructions for additional information), SANITARY SEWER EASEMENT THIS Easement Agreement, made this 27th day of JulY , 20 21 between Challenger Development Inc. ("Grantor"), and the City of Meridian,an Idaho Municipal Corporation("Grantee"); WHEREAS, the Grantor desires to provide a sanitary sewer right-of-way across the premises and property hereinafter particularly bounded and described;and WHEREAS, the sanitary sewer is to be provided for through underground pipelines to be constructed by others; and WHEREAS, it will be necessary to maintain and service said pipelines from time to time by the Grantee; NOW,THEREFORE,in consideration of the benefits to be received by the Grantor, and other good and valuable consideration, the Grantor does hereby give, grant and convey unto the Grantee the right-of-way for an easement for the operation and maintenance of sanitary sewer over and across the following described property: (SEE ATTACHED EXHIBITS A and B) The casement hereby granted is for the purpose of construction and operation of sanitary sewer their allied facilities, together with their maintenance, repair and replacement at the convenience of the Grantee,with the free right of access to such facilities at any and all times. TO HAVE AND TO HOLD, the said easement and right-of-way unto the said Grantee, it's successors and assigns forever. IT IS EXPRESSLY UNDERSTOOD AND AGREED,by and between the parties hereto, that after making repairs or performing other maintenance, Grantee shall restore, the area of the easement and adjacent property to that existent prior to undertaking such repairs and maintenance. However, Grantee shall not be responsible for repairing, replacing or restoring anything placed within the area described in this easement that was placed there in violation of this easement, THE GRANTOR covenants and agrees that Grantor will not place or allow to be placed any permanent structures,trees,brash, 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, Sanitary Sewer Easement REV,01/01/2020 Item#5. THE GRANTOR covenants and agrees with the Grantee that should any part of the right-of- way and easement hereby granted shall become part of, or lie within the boundaries of any public street, then, to such extent, such right-of-way and easement hereby granted which lies within such boundary thereof or which is a part thereof, shall cease and become null and void and of no further effect and shall be completely relinquished. THE GRANTOR does hereby covenant with the Grantee that Grantor is lawfully seized and possessed of the aforementioned and described tract of land, and that Grantor has a good and lawful right to convey said easement, and that Grantor will warrant and forever defend the title and quiet possession thereof against the lawful claims of all persons whomsoever. THE COVENANTS OF GRANTOR made herein shall be binding upon Grantor's successors, assigns,heirs,personal representatives,purchasers, or transferees of any kind. IN WITNESS WHEREOF, the said parties of the first part have hereunto subscribed their signatures the day and year first herein above written. GRANTOR: i STATE OF IDAHO ) ) ss County of Ada ) This record was acknowledged before me on L JZ 1dll(date) by &r'fu &44--►v1 (name of individual), [complete the following if signing in a representative capacity, or strike the following if signing in an individual capacity] on behalf of 1w.IieAoQ1- I0euefriplur^j--L4e (name of entit on behalf of whom record was executed), in the followiiYg representative capacity. jrps;d -[ (type of authority such as officer or trustee) `off p,�A1R KOi r �/i Notary Signature My Commission Expires: '^ my coMMfSSION _ EXPIRES 6-5-2022 OF O � iv Sanitary Sewer Easement REV. 01/01/2020 Page 101 Item#5. GRANTEE: CITY OF MERIDIAN Robert E. Simison, Mayor - - 1 Attest by Chris Johnson, City Clerk 7-27-2021 STATE OF IDAHO, ) : ss. County of Ada ) This record was acknowledged before me on 7-27-2021 (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 i Sanitary Sewer Easement REV. 01/01/2020 Page 102 Item#5. LEGAL DESCRIPTION HE r� s Page 1 OF 1 LAND GROUP June 26,2021 Project No.: 117035 EXHIBIT A CITY of MERIDIAN SEWER EASEMENT SOUTHRIDGE SUBDIVISION PHASE 4 CHALLENGER DEVELOPMENT, INC. A 20 foot-wide easement situate in a portion of the Southwest One Quarter of the Northeast One Quarter of Section 23,Township 3 North, Range 1 West, Boise Meridian,City of Meridian, Ada County, Idaho being more particularly described as follows: COMMENCING at the Northeast Corner of said Section 23, marked by a brass cap monument; following the easterly line of said Section 23,South 00'41' 26"West, 2650.67 feet,to the southeast corner of said Northeast One Quarter, marked by a brass cap monument;thence North 89°02'56" West, 1665,92 feet along the south line of said Northeast One Quarter;thence leaving said south line North 00'57'04" East,45.72 feet to a point;thence North 87'02' 28"West,60.00 feet to the POINT OF BEGINNING: Thence continuing North 870 02' 28"West, 20.00 feet to a point; Thence North 02'57' 32" East, 235.23 feet to a point; Thence North 25'00' 38"West, 27.10 feet to a point of non-tangent curvature; Thence 20.21 feet on the arc of a curve to the left, having a radius of 225,00 feet, a central angle of 05'08'49", and whose long chord bears North 73°10' 10" East, 20.21 feet to a point; Thence South 25'00' 38" East, 29,21 feet to a point; Thence South 02° 57'32"West, 240.21 feet to the POINT OF BEGINNING. The above described easement contains 0.122 acres (5,314 Ft2) more or less, PREPARED BY: AL A The Land Group,Inc. c� TF � O 114 7880 I 6-28-2021 OF 10P�o t� R.WA James R. Washburn, PLS 462 East Shore Drive, Suile 100, Eagle, Idaho 83616 208.939.4041 theiandgroupino.com Page 103 Item#5. EXHIBIT B Curve Table IN S•14 S.13 W. Overland Rd. CURVE LENGTH RADIUS DELTA CHORD BEARING CHORD LENGTH — — — G1 20,21' 225.00' 5°08'49" N73010'10"E 20.21' 5.23 5.24 SEC.23, Line Table T.3N., RAW, B.M LINE BEARING LENGTH L1 N87°02'28"W 20.00' L Alb L2 N02057'32"E 235.23' ��� T L3 N25000'38"W 27,10' 7880 0 Pw L4 S25000138"E 29.21' 6-28-2021 L5 S02057'32"W 240.21' �9df OF Pxx $.WA I �I o pC � L N O] C II I II 20, II SEWER EASEMENT I I 5,314 Sq.Ft.(0.12 Acres) II II POINT OF BEGINNING I N87002'28"W �60.00' EAST 1/4 CORNER, N00°57'04"E SEC.23, ,45.72' T.3N.,RAW,B.M C1/4 x �Cl/4 81' 1665.92' _ S.24. N89°02'56"W 2658.73' S23 SEC.23, E T.3N.,RAW,B.M p 100' 200' F Easement Plan Horizontal Scale:1 — 100' Project No,:117035 Date of Issuance:06.26.2021 s THE Exhibit "B" LAND Southridge Subdivision Phase 4 °' d�� # z Sewer Easement C* Page 104 7/tem 77 E IDIAN 'aAHO AGENDA ITEM ITEM TOPIC: Final Order for Apex Northwest No. 2 (FP-2021-0038) by Brighton Development, Located at 6575 S. Locust Grove Rd. Page 105 Item#6. BEFORE THE MERIDIAN CITY COUNCIL HEARING DATE: JULY 13, 2021 ORDER APPROVAL DATE: JULY 27, 2021 IN THE MATTER OF THE ) REQUEST FOR FINAL PLAT ) CONSISTING OF 52 BUILDING ) CASE NO. FP-2021-0038 LOTS ON 9.89 ACRES OF LAND IN ) THE R-15 ZONING DISTRICT FOR ) ORDER OF CONDITIONAL APEX NORTHWEST SUBDIVISION ) APPROVAL OF FINAL PLAT NO. 2 ) BY: BRIGHTON DEVELOPMENT ) APPLICANT ) This matter coming before the City Council on July 13, 2021 for final plat approval pursuant to Unified Development Code (UDC) I 1-613-3 and the Council finding that the Administrative Review is complete by the Planning and Development Services Divisions of the Community Development Department, to the Mayor and Council, and the Council having considered the requirements of the preliminary plat, the Council takes the following action: IT IS HEREBY ORDERED THAT: 1. The Final Plat of"PLAT SHOWING APEX NORTHWEST SUBDIVISION NO. 2, A PARCEL OF LAND SITUATED IN A PORTION OF THE SOUTHEAST '/, OF SECTION 31, TOWNSHIP 3 NORTH, RANGE 1 EAST, B.M., CITY OF MERIDIAN, ADA COUNTY, IDAHO, 2021, HANDWRITTEN DATE: ORDER OF CONDITIONAL APPROVAL OF FINAL PLAT FOR APEX NORTHWEST SUBDIVISION NO. 2 FP-2021-0038 Page I of 3 Page 106 Item#6. 5/17/2021, by AARON L. BALLARD, PLS, SHEET 1 OF 4," is conditionally approved subject to those conditions of Staff as set forth in the staff report to the Mayor and City Council from the Planning and Development Services divisions of the Community Development Department dated 7/13/2021, a true and correct copy of which is attached hereto marked"Exhibit A" and by this reference incorporated herein. 2. The final plat upon which there is contained the certification and signature of the City Clerk and the City Engineer verifying that the plat meets the City's requirements shall be signed only at such time as: 2.1 The plat dimensions are approved by the City Engineer; and 2.2 The City Engineer has verified that all off-site improvements are completed and/or the appropriate letter of credit or cash surety has been issued guaranteeing the completion of off-site and required on-site improvements. NOTICE OF FINAL ACTION AND RIGHT TO REGULATORY TAKINGS ANALYSIS The Applicant is hereby notified that pursuant to Idaho Code § 67-8003, the Owner may request a regulatory taking analysis. Such request must be in writing, and must be filed with the City Clerk not more than twenty-eight(28) days after the final decision concerning the matter at issue. A request for a regulatory takings analysis will toll the time period within which a Petition for Judicial Review may be filed. ORDER OF CONDITIONAL APPROVAL OF FINAL PLAT FOR APEX NORTHWEST SUBDIVISION NO. 2 FP-2021-0038 Page 2 of 3 Page 107 Please take notice that this is a final action of the governing body of the City of Meridian,pursuant to Idaho Code § 67-6521. An affected person being a person who has an interest in real property which may be adversely affected by this decision may, within twenty- eight(28) days after the date of this decision and order, seek a judicial review pursuant to Idaho Code§ 67-52. By action of the City Council at its regular meeting held on the 27th day of July , 2021. By: Robert E. Simison 7-27-2021 Mayor, City of Meridian Attest: Chris Johnson 7-27-2021 City Clerk Copy served upon the Applicant,Planning and Development Services Divisions of the Community Development Department and City Attorney. By: Dated: 7-27-2021 ORDER OF CONDITIONAL APPROVAL OF FINAL PLAT FOR APEX NORTHWEST SUBDIVISION NO. 2 FP-2021-0038 Page 3 of 3 Item#6. EXHIBIT A WEI� DIAN --- COMMUNITY DEVELOPMENT DEPARTMENT 1 D A H 0 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 109 Item#6. 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 110 Item#6. 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 114 Item#6. 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 115 Item#6. 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 116 Item#6. 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 Page117 Item#6. 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 118 7/tem 77 E IDIAN 'aAHO AGENDA ITEM ITEM TOPIC: Final Order for Oaks North Subdivision No. 11(FP-2021-0039) by Toll Southwest, LLC, Generally Located at 5685 N. Black Cat Rd. Page 119 Item#7. BEFORE THE MERIDIAN CITY COUNCIL HEARING DATE: JULY 13, 2021 ORDER APPROVAL DATE: JULY 27, 2021 IN THE MATTER OF THE ) REQUEST FOR FINAL PLAT ) CONSISTING OF 30 BUILDING ) CASE NO. FP-2021-0039 LOTS AND 5 COMMON LOTS ON ) 9.99 ACRES OF LAND IN THE R-4 ) ORDER OF CONDITIONAL ZONING DISTRICT FOR OAKS ) APPROVAL OF FINAL PLAT NORTH SUBDIVISION NO. 11. ) BY: TOLL SOUTHWEST, LLC ) APPLICANT ) This matter coming before the City Council on July 13, 2021 for final plat approval pursuant to Unified Development Code (UDC) 11-6B-3 and the Council finding that the Administrative Review is complete by the Planning and Development Services Divisions of the Community Development Department, to the Mayor and Council, and the Council having considered the requirements of the preliminary plat,the Council takes the following action: IT IS HEREBY ORDERED THAT: 1. The Final Plat of"PLAT SHOWING OAKS NORTH SUBDIVISION NO. 11, LOCATED IN THE SW 1/4 OF THE NE 1/4 AND THE NW 1/4 OF THE SE 1/4 OF SECTION 28, TOWNSHIP 4N, RANGE I W, BOISE MERIDIAN, MERIDIAN, ADA COUNTY, IDAHO, 2021, HANDWRITTEN DATE: 06/09/21,by ORDER OF CONDITIONAL APPROVAL OF FINAL PLAT FOR(Oaks North No. 11 Final Plat—FILE#FP-2021-0039) Page 1 of 3 Page 120 Item#7. CLINTON W. HANSEN, PLS, SHEET 1 OF 3," is conditionally approved subject to those conditions of Staff as set forth in the staff report to the Mayor and City Council from the Planning and Development Services divisions of the Community Development Department dated July 13, 2021, a true and correct copy of which is attached hereto marked"Exhibit A" and by this reference incorporated herein, and the response letter from Sabrina Durtschi, a true and correct copy of which is attached hereto marked"Exhibit B" and by this reference incorporated herein. 2. The final plat upon which there is contained the certification and signature of the City Clerk and the City Engineer verifying that the plat meets the City's requirements shall be signed only at such time as: 2.1 The plat dimensions are approved by the City Engineer; and 2.2 The City Engineer has verified that all off-site improvements are completed and/or the appropriate letter of credit or cash surety has been issued guaranteeing the completion of off-site and required on-site improvements. NOTICE OF FINAL ACTION AND RIGHT TO REGULATORY TAKINGS ANALYSIS The Applicant is hereby notified that pursuant to Idaho Code § 67-8003, the Owner may request a regulatory taking analysis. Such request must be in writing, and must be filed with the City Clerk not more than twenty-eight(28) days after the final decision concerning the matter at ORDER OF CONDITIONAL APPROVAL OF FINAL PLAT FOR(Oaks North No. 11 Final Plat—FILE#FP-2021-0039) Page 2 of 3 Page 121 Item#7. issue. A request for a regulatory takings analysis will toll the time period within which a Petition for Judicial Review may be filed. Please take notice that this is a final action of the governing body of the City of Meridian, pursuant to Idaho Code § 67-6521. An affected person being a person who has an interest in real property which may be adversely affected by this decision may, within twenty- eight(28) days after the date of this decision and order, seek a judicial review pursuant to Idaho Code§ 67-52. By action of the City Council at its regular meeting held on the 27th day of July , 2021. By: Robert E. Simison 7- 7- 2021 Mayor, City of Meridian Attest: Chris Johnson 7-27-2021 City Clerk Copy served upon the Applicant,Planning and Development Services Divisions of the Community Development Department and City Attorney. By: Dated: 7-27-2021 ORDER OF CONDITIONAL APPROVAL OF FINAL PLAT FOR(Oaks North No. 11 Final Plat—FILE#FP-2021-0039) Page 3 of 3 Page 122 ►tem#�. EXHIBIT A STAFF REPORT E COMMUNITY N -- COMMUNITY DEVELOPMENT DEPARTMENT HEARING 7/13/2021 Legend R DATE: 0 Project Lflcfliiar TO: Mayor&City Council FROM: Joseph Dodson,Associate Planner RUT R= _R-4 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 '/4 of the NE %4 of Section UT 28, TAN.,R.1W. A, R- 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. Pagel Page 123 Item#7. 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 RUT ,• r... RUT n � . •• • RUT I s - - •• �' - - ❑ ------------ � � I __ _ �• I RUT f pW 1Lr4�'�L�I�II I�IL _ 4% L �ri-�Tn�rrr 7�I a _iIJ��" i��fr- �j- po® 1Liiliiiriiii�❑I��i� --)r v",�--1r-i ❑ I H PREP Page 2 Page 124 Item#7. 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 w.MINDEN BLVO. —STI_AF.OnASN EEsnne FOUND 9iB'•NEEAR Hi _118 lian'*__-'r PANT OF vnrN us nna BEONNING $ a UNPIATIFDOENTERLNE ml LINE TABLE neec r�cncry ,^� -� � 6'I4�6708]' �sEmEo-rrENE E¢RFN`aLKRr so ,]0 zoa• wsrHu IS. '� CTHERE - a•NOTE7 L--� £' ra ®A ® e scu_-vti on Ti cner ErvE —ENT P-NE—LINE J xr3ns E 5 ff a sa: Ro R 1 Sn m NOTES L tP L rA cr �E �� �, ��5 0 ° e'� s �s.���s�sx.LL3EN I Q 'Ns tle $ a oxaatl F,xEwr It, ,.ExM,m TMEFa sxEox�, xG 11 nvrm.cur 1INALvur I nix cusrA Va _ x d Y11 1 .l' - 132fid e .�.. -1 mxuou,nrs ro e.«ux.o .� 'E, YIAk Sld'2613'E �575'33'4Y'W 1 11 .,, a.oG'3 T�.w,vx,H TMEI l 14Go' — & i _ - THE OMS NORTH S11B0 NO.3 -BOON IIB,FAO Wn-18075 __ I EVT srIll eo __ M.YdIIAY YOM s33 sssr az�.v- - --- -----`- oc xsasx�uxcsu ,xuarx ruaswrxsnxons s�eeso:.Ex,sv a.,cxo.o sNeaecrnrn.,aR �tm-uIT wrie srr'u wx., vmoaw.a o H ONPV-T-1 w,sma.es LEd ve E rtxe rvr vz ,c _11— — _ u R1.It bt P tl ~ 18 S. SURVEY NARRATIVE IEs NI .'4 pN�dIR� � ° � v�x„;N�ra.�,o.evr.:cMECPso rc moa z..am xnaaus ,va cs sw m ,aem ..r,.� rn sass an ,r,a ss,�rs.r xs,se°v`0 ON w.H* 6b]' SYrt+]t54 480tl N.ET ,G433' SA6'Id?E `Toll Brothers Lanolutions ,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,wr.roar eT,w c« ,eTow mw.vYvze n "3rE aw SHEET'I OF3 Page 3 Page 125 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#7. C. Landscape Plans(date: 6/10/2021) PLANT SGHEDJLE .; 17 - - EJ _ .. . f - �� NOTES a -- Z p a z z II I ♦ � I _ n' w 4 a —I � J i 1 AT — — — — — — — — —- Z ILL 4 KEY MAP LANDSCAPE PLAN CCVL-O.LR VaLL � ,LSD+ P A E 3 Page 5 Page 127 : 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#7. 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 129 Item#7. 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 11-313-14A. 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 11-1-4B. 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 130 Item#7. 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 11" map with bearings and distances (marked EXHIBIT B) for review. Both exhibits must be sealed, signed and dated by a Professional Land Surveyor. DO NOT RECORD. Add a note to the plat referencing this document. All easements must be submitted,reviewed, and approved prior to signature of the final plat by the City Engineer. 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 131 Item#7. Page 10 Page 132 Item#7. Joseph Dodson From: Sabrina Durtschi <sdurtschi@tollbrothers.com> Sent: Thursday, July 8, 2021 3:44 PM To: Joseph Dodson Cc: Bill Parsons; City Clerk Subject: RE: Oaks North No. 11 Final Plat External Sender-Please use caution with links or attachments. Hello Joe, We are in agreement with the staff report. Thanks and please let me know if you need anything else. Sabrina From:Joseph Dodson <jdodson@meridiancity.org> Sent:Tuesday,July 6, 2021 4:08 PM To:Sabrina Durtschi <sdurtschi@tollbrothers.com>; Adrienne Weatherly<Weatherly@meridiancity.org>; Bill Nary <bnary@meridiancity.org>; Charlene Way<cway@meridiancity.org>; Chris Johnson <cjohnson@meridiancity.org>;Ted Baird <tbaird@meridiancity.org> Cc: Bill Parsons<bparsons@meridiancity.org> Subject: Oaks North No. 11 Final Plat EXTERNAL EMAIL:Use caution with links and attachments Hello, Attached is the staff report for the final plat for Oaks North No. 11. This item is scheduled to be on the consent agenda at the City Council work session on July 13, 2021. The meeting will be held at City Hall, 33 E. Broadway Avenue, beginning at 4:30 pm. Please call or e-mail with any questions. If you are not in agreement with the provisions in the staff report, please submit a written response to the staff report to the City Clerk's office (cityclerk@meridiancity.orp) and me as soon as possible and the item will be placed on the regular meeting agenda at a subsequent meeting for discussion. Thank you, Joseph Dodson Current Associate Planner City of Meridian Community Development 33 E. Broadway Ave., Meridian, Idaho 83642 Phone: 208.884.5533 (fE ID Built for Business, Designed for Living All e-mail messages sent to or received by City of Meridian e-mail accounts are subject to the Idaho law, in regards to both release and retention,and may be released upon request,unless exempt from disclosure by law. 1 Page 133 7/tem 77 E IDIAN 'aAHO AGENDA ITEM ITEM TOPIC: Agreement Between the City of Meridian and Jessica Condominiums, Inc. for Provision of Water Service Outside Meridian City Limits: Parcel Number R4622730010, S. Meridian Rd. Page 134 Item#8. C� fIEN , IN4, IDAHG-. MEMO TO CITY COUNCIL Request to Include Topic on the City Council Agenda From: Emily Kane, Deputy City Attorney Meeting Date: July 27, 2021 Presenter: Kyle Radek,Assistant City Engineer Estimated Time: .5 minutes Topic: Agreement for Provision of Water Service Outside Meridian City Limits: Parcel Number R4622730010, S. Meridian Road Recommended Council Action: Authorize the Mayor's signature to allow the City to enter into this agreement Background: On June 15, 2021, City Council approved the connection of this property, which is located outside city limits, to the City water system. This agreement was prepared to authorize this connection pursuant to such approval. The building on this property includes six separate condominium units, each of which has its own parcel number. Under Idaho Code section 55-1509(a), utilities and pipes are considered common area, and overseen by the condominium association. (The common area has its own, separate parcel number.) For this reason,the utility connection agreement, establishing terms and conditions of the connection of the common area to the City water system, is between the City and Jessica Condominiums, Inc., and is signed by Mr. Mussell on behalf of that entity. One condition of connection of any property outside city limits to the City water or sewer system is that the property owner consents to annexation into the City of Meridian when the property becomes eligible to do so. This agreement does include a provision consenting to annexation of the common area parcel. Additionally, because each of the six condominium units is a separate property,the owners of those units/parcels were also required to provide consent to annexation. To that end, two written agreements consenting to annexation are to be executed contemporaneously with this agreement and recorded against those parcels. The first is signed by Laurie J. Britten on behalf of Sawtooth Laboratory LLC, for that entity's four condominium units, and the other is signed by Mike Mussell on behalf of TVM, Inc., for that entity's two condominium units. This utility connection agreement is needed in part due to the contemplated addition of a seventh condominium unit to the building, which will be permitted through Ada County. When a parcel number is issued for the seventh unit, the City will request from the owner of that unit (Mr. Mussell) a written agreement consenting to annexation of that parcel. Page 135 ADA COUNTY RECORDER Phil McGrane 2021-112398 BOISE IDAHO Pgs=7 NIKOLA OLSON 07/28/2021 09:49 AM CITY OF MERIDIAN, IDAHO NO FEE RECORDING REQUESTED BY AND WHEN RECORDED RETURN TO: City Clerk City of Nferidlan 33 F.groadway Avenue Meridian, iC 6,3642 AGREEMENT PROVISION OF WATER SERVICE OUTSIDE MERIDIAN CITY LIMITS: PARCEL NUMBER2273 I r S. MERIDIAN This AGREEMENT FOR PROVISION OF WATER SERVICE OUTSIDE MERIDIAN CITY LIMITS ("Agreement"" is made this 27thday f J1�1�C 2021, y' and between t-Dthe City of Meridian, as municipal corporation organized under the laws of the State of Idaho whose address is 33 East Broadway Avenue, Meridian, Idaho hereinafter"City"), and Jessica. ondoniiaaraataas. Inc., whose address is 320 11 th Ave S,.Staite 207, l aarripa, Idaho (here inafter 6 rser") (collectively, "Parties"'). WHEREAS, User is the owner of parcel aaaaa�a ber C `�30010, township/ran /section, 3 IW25.located at . .Meridian Road, Meridian, Ada County, Idaho ("Pt perty/ omnion Area"), a°"), which real property is located €atside of Meridian City limits- WHEREAS,. Jessica Condominiums, Inc. is a nonprofit organization established for the purposc of, inter Bali , carrying out and discharging all duties and responsibilities of the condominium owners' association,n, including overseeing the common area as defined and provided in the, Condominium Property Act, set forth at Idaho Code §§ 55-1 1 1 er seq. (the " crC'); WHEREAS,pursuant to Iddho Code section 5-150 a), the utilities and water pipes serving the condominium units are part of the common on area, and User is therefore responsible for, entering into this Agreement with City for the establishment of water services serving the building, and User is duly authorized to enter into thisAgreement; WHEREAS,pursuant.to Idaho Cade section 55-1514, the six ( condominium units within the building located at Property/Common Area each have their own address and parcel number: Trait 1, R462273,0020, 4455 S. Meridian Road., Meridian, Idaho, Unit 2, R4622730 3 63 S. Meridian Road,Meridian, Idaho, Unit 3, 1 . fa2273t)040 4471 S. Meridian load, Meridian, Idaho, Unit 4, R4622730050, d79 S. Meridian Road., Meridian, Idaho, Unit 5. R46227 t)tl 87 S. Meridian Road, Meridian, Idaho, and Unit 6, R4622730070, 4495 S. Meridian Road. Meridian, Idaho, (each, "Unit," and collectively, "Units"); WHEREAS, the respective owners of the Units shall enter int sel arate agreements with City consenting to annexation when such Units are eligible for same, and the contemporaneous execution of such agreements shall be a condition of City;s consent to the terms of this Agreernent, Page�36 Item#8. WHEREAS, the City is authorized by Idaho Code section 50-323 to develop, operate, and maintain a domestic water supply, and to protect the same from contamination, and the City does exercise such authority, including by the adoption and enforcement of Title 9, Chapters 1 and 4, Meridian City Code; NOW, THEREFORE, for good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged and agreed, and in consideration of the mutual promises and covenants herein contained, and in consideration of the recitals above, which are incorporated herein, the Parties agree as follows: I.COMMITMENTS BY CITY. A. Provision of Services. At all times relevant hereunder, City shall provide water service to the Property/Common Area, at a single point of delivery, subject to the terms and conditions of this Agreement and any and all applicable laws and City ordinances. B. Billing. City shall bill User monthly for water usage according to the metering, accounting, and billing system in place under Meridian City Code and the policies and practices of the City of Meridian. The failure of one or more owners of the Units to pay for their share of the amount due for water usage shall not excuse or delay User's payment to City. C. Recordation. City shall record this Agreement, and shall submit proof of such recording to User. D. Annexation Notice. City Shall send written notice to User when Property/Common Area is eligible for annexation. II.CONIMITMNTS BY USER. A. Payment for City services. User shall be responsible for fulfilling User's obligation to pay City any and all applicable costs, including, but not limited to assessment and meter installation fees. Upon connection to the City's water system, User shall pay to City all applicable fees and costs for water services provided, including, but not limited to use fees, as such are calculated and billed by City as set forth herein and established by law or City ordinance. The exclusive remedy for disputes, objections, or appeals regarding such fees and charges shall be appealed to the Board of Adjustment under the procedures set forth in Meridian City Code. Notwithstanding any other provision of this Agreement, this provision shall be binding upon User and upon any and all successors in interest of User and/or to the Property/Common Area. B. No crass-connection. User shall abide by and comply with any and all applicable provisions of law, which shall specifically include, but shall not be limited to, compliance with Chapter 3,Title 9, Meridian City Code and/or any and all similar ordinances subsequently adopted, which prohibit the installation and/or maintenance of a cross- AGREES PNT FOR ExTENsION OF DOMESTIC WATER SERVICE OUTSLDE MERIDIAN CTCY LIMITS-4495 S.MERIDIAN ROAD PA Page 137 Item#8. connection to the City's water system. The existing well at Property/Common Area must be abandoned, unless it is used for irrigation, in which case it must remain completely separated from the City water system and an approved backflow prevention device must be installed just downstream of the City water meter, pursuant to the direction of the City of Meridian Public Works Department. C. Consent to annexation. User specifically agrees that, as specific consideration for City's willingness to enter into this Agreement, User shall, and hereby does, provide perpetual consent to annexation of the Property/Common Area into the City of Meridian. This provision shall comprise evidence of User's consent to annexation and shall be binding upon all subsequent purchasers, heirs, or assigns of the Property/Common Area. Notwithstanding any other provision of this Agreement, this provision shall be binding upon User and upon any and all successors in interest of User and/or to the Property/Common Area. D. Annexation application. Within sixty(60) days of receiving written notice from City that Property/Common Area is eligible for annexation, User shall, at User's sole expense, submit an Annexation Application for the Property/Common Area into the City of Meridian. User's Annexation Application shall be a complete submittal of all City- required documents, exhibits, and fees for requesting annexation into the corporate boundary that are in effect at the time of application. Such Annexation Application shall propose zoning designations consistent with the Future Land Use Map designation of the City's Comprehensive Plan. It is acknowledged by the Parties that, upon annexation, all of the benefits and responsibilities of annexation into Meridian city limits shall apply to the Property/Common Area, including, but not limited to, the requirement that all real property and uses thereof conform to the provisions of Meridian City Code and policy, including, but not limited to, Title 11, the Meridian Unified Development Code ("UDC");Title 4, Chapter 1, the City of Meridian Solid Waste Ordinance; and Title 9, the City of Meridian Water and Sewer Ordinance. E. Unit owners' consent to annexation. User shall facilitate and cause the execution of written consent to annexation by each Unit owner, to be executed contemporaneously with this Agreement, and recorded by City against each Unit parcel, respectively. If additional condominium unit(s) or other improvements are added to the building or property at Property/Common Area, User shall facilitate and cause the execution of written consent to annexation by the owner(s) of such additional unit parcels. Such written consent shall be in the form prepared by the City of Meridian City Attorney's Office and User shall deliver same to the Meridian City Attorney's Office within thirty(30) days of the issuance of certificate of occupancy for such additional unit(s) or improvements. F. Consent to entry. User shall, and hereby does, provide perpetual consent and access to the City to enter the Property/Common Area for the purpose of inspecting any and all water pipes, connections, and related infrastructure. Except as to routine meter readings or in the event of an imminent or realized threat to the public health, safety, or welfare, City shall AGREEMENT FOR EXTENSION OF DoMESTIC WATER SERVICE OUTSIDE MERIDIAN CITY LIMITS-4495 s.MERIDIAN ROAD PA Page 138 Item#8. attempt to provide User at least twenty-four(24)hours prior notice of such entry; such notice may be verbal or written and may be posted at the Property/Common Area. G. Use of private septic system. Until the occurrence of any Triggering Event as set forth below, User may continue to maintain and use the existing private septic system at the Property/Common Area without penalty therefor, so long as all such maintenance and use is undertaken in full compliance with all applicable laws. Upon the occurrence of any Triggering Event, User shall connect any and all occupiable buildings then located on the Property/Common Area to the City sewer system. Upon connection and provision of City sewer service to the Property/Common Area, User shall disconnect and discontinue the use of any and all private septic or sewer systems on the Property/Common Area other than the City sewer system. "Triggering Event," as such term is used herein, shall mean any of the following: 1. Annexation of the Property/Common Area or any Unit into the City of Meridian. 2. Sale of the Property/Common Area or any portion thereof or appurtenance thereupon to any person or entity. 3. Redevelopment or subdivision of the Property/Common Area by any person or entity. 4. Failure, abandonment, replacement and/or removal of the private septic system on Property/Common Area, or any portion thereof, excepting maintenance and repairs. 5. Any verifiable, substantial increase in demand upon City water services to or upon the Property/Common Area. The Parties acknowledge that User intends to construct an addition to the existing building at Property/Common Area, that User has been advised by the Meridian Fire Department to add sprinklers and hydrant to serve both the existing and new construction. The addition and/or implementation of fire suppression shall not constitute Triggering Events for the purposes of this section. 111.GENERAL PROVISIONS. A. Default. Any failure to perform the terms and conditions of this Agreement, or any portion thereof, shall be a default hereunder. In the event of a default, the non-defaulting party may serve a written notice of default upon the defaulting party by the method set forth herein. Except in case of an imminent or realized threat to the public health, safety, or welfare, the defaulting party shall have thirty (30) days following delivery of such notice to cure or correct the default before the non-defaulting party may seek any remedy as provided herein. In the Event of User's default, City may suspend or terminate water service to Property/Common Area. Notwithstanding any other provision of this Agreement, this provision shall be binding upon the Parties and upon any and all successors in interest thereof. B. Enforcement.This Agreement shall be enforceable in any court of competent jurisdiction by either City or User, or any respective successor(s)in interest thereof. An action at law or in equity, as appropriate, shall lie to secure specific performance of any covenant, agreement, condition, commitment, and/or obligation set forth herein. In addition, remedies available to City shall include,but shall not be limited to, termination of water AGREEMENT FOR EXTENSION or.DoMESTIC WATER SFRVTCP.OUTSIDE MERIDIAN CITY Limyrs—4495 S.MERII]IAN ROAD PA � Page 139 Item#8. service to User, to any successor(s) in interest, and/or to any water user located on the Property/Common Area. C. Notices. Any notice desired by the Parties or required by this Agreement shall be deemed delivered after deposit in the United States Mail, postage prepaid, addressed as follows: City: City of Meridian Attn: Public Works Department Director 33 E. Broadway Ave. Meridian, Idaho 83642 User: Jessica Condominiums, Inc. Mike Mussell, President 320 11 th Avenue S, Suite 207 Nampa ID 83651 Either Party may change its address for the purpose of this section by delivering to the other Party written notification of such change, establishing a new address for noticing purposes, in accordance with the requirements of this section. D. Time is of the essence. The Parties acknowledge and agree that time is strictly of the essence with respect to each and every term, condition, and provision hereof, and that the failure to timely perform any of the obligations hereunder shall constitute a breach and default hereunder by the Party so failing to perform. E. Binding upon successors. Except as otherwise specifically provided herein, this Agreement shall be binding upon any and all owners of the Property/Common Area, any and all subsequent owners thereof, and each and every other person acquiring an interest in the Property/Common Area. Nothing herein shall, or shall be construed to, in any way prevent the sale or alienation of the Property/Common Area, or any portion thereof, except that any sale or alienation shall occur subject to the provisions of this Agreement, and any successive owner or owners shall be both benefited and bound by the conditions and restrictions herein expressed. F. Severability. If any provision of this Agreement is held invalid by a court of competent jurisdiction, such provision shall be deemed to be excised herefrom and the invalidity thereof shall not affect any other provision or provisions contained herein. G. Attorney fees. Should any litigation be commenced between the parties hereto concerning this Agreement, the prevailing party shall be entitled, in addition to any other relief as may be granted, to court costs and reasonable attorney fees as determined by such court. This provision shall be deemed to be a separate contract between the Parties and shall survive, inter alia, any default, termination, or forfeiture of this Agreement. H. Final Agreement. This Agreement sets forth all promises, inducements, agreements, conditions, and understandings between City and User relative to the subject matter hereof, and there are no promises, agreements, conditions, or understandings, either oral or written, express or implied, between City and User, other than as are stated herein. Except as AGREEMENT FOR EXTENSION of DOMESTIC WATER SERVICE OUTSIDE MERIDIAN 0CY LIMITS-4495 S.MERIDIAN ROAD PA Page 140 Item#8. otherwise specifically provided herein, no subsequent alteration, amendment, change, or addition to this Agreement shall be binding upon the Parties unless set forth in writing and duly executed by both Parties or their successors in interest. I. Non-waiver. Failure of either Party to promptly enforce the strict performance of any term of this Agreement shall not constitute a waiver or relinquishment of any Party's right to thereafter enforce such term, and any right or remedy hereunder may be asserted at any time after either party becomes entitled to the benefit thereof. notwithstanding delay in enforcement. All rights and remedies herein enumerated shall be cumulative and none shall exclude any other right or remedy allowed by law. Likewise, the exercise of any remedy provided for herein or allowed by law shall not be to the exclusion of any other remedy. J. Compliance with laws. Throughout the course of this Agreement, the Parties shall comply with all applicable laws, ordinances, and codes of Federal, State, and local governments. This Agreement shall be governed by and construed and enforced in accordance with the laws of the State of Idaho, and the ordinances of the City of Meridian. The City's ordinances appertaining to the regulation, control, and use of its sewer and water systems, and any prospective amendments to and/or recodifications thereof, are specifically and without limitation incorporated into this Agreement as if set forth fully herein. K. Advice of attorney. Each party warrants and represents that in executing this Agreement, it has received independent legal advice from its attorney or the opportunity to seek such advice. L. Approval Required: This Agreement shall not become effective or binding until approved by the City Council of the City of Meridian. IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the Effective Date first written above. USER: STATE OF IDAHO ] } ss: County of Canes o r� } .�i� �• I HEREBY CERTIFY that on this 30 day of MAnt , Mike Mussell, President 2021,Before the undersigned,a Notary Public in the State of Jessica Condominiums, Inc. Idaho,personally appeared MIKE MUSSELL,proven to me to lIAMiMMM1�` be the person who executed the said instrument, and acknowledged to me that he executed the same. ���`� :■'y,�Y �'� IN WITNESS WHEREOF,I have hereunto set my hand and ' affixed my official seal,the day and year in this certificate first ' MyCOMMORM : s above written. 83s1ig1 OF b N lic p� ar ub for Idalici '����i ••'���' ''� 'l��i� Residing at Manna. Idaho �1���'��►trlr�t� >r ►'►'��ti My Commission Expires: ?,,C7 AGRLBMF.NT FDR EXTENsiom OF DOMESTIC WATER SERVICE OUTSIDE MERIDIAN CITY Limrrs-4495 S.MERIDIAN ROAD PA � Page 141 Item#8. CITY OF MERIDIAN: BY: Attest: Robert E. Simison, Mayor 7-27-2021 Chris Johnson, City Clerk 7-27-2021 STATE OF IDAHO ] )ss: County of Ada ] I HEREBY CERTIFY that on this 27th day of July 2021 before the undersigned, personally appeared ROBERT E. SIMISON and CHRIS JOHNSON,known oridentified to me to be the Mayor and City Clerk, respectively, of the City of Meridian, who executed the instrument on behalf of the City of Meridian,and acknowledged to me that the City of Meridian executed the same. IN WITNESS WHEREOF,i have hereunto set my hand and affixed my official seal the day and year in this certificate first above written. Notary Public for Idaho Residing at Meridian .Idaho My Commission Expires: 3-28-2022 AGREEMENT FOR EXTENSION of DOMESTIC WATER SIsRVICE OUTsrr]F ME RiDiAN Crry LTmrrs—4495 S.MERIDIAN ROAD PAC, Page 142 7/tem 77 E IDIAN 'aAHO AGENDA ITEM ITEM TOPIC: Consent to Annexation Between the City of Meridian and Sawtooth Laboratory, LLC for Property Located at 4455, 4463, 4471, and 4479 S. Meridian Rd. Page 143 Item#9. C� fIEN , IN4, IDAHG-. MEMO TO CITY COUNCIL Request to Include Topic on the City Council Agenda From: Emily Kane, Deputy City Attorney Meeting Date: July 27, 2021 Presenter: Kyle Radek,Assistant City Engineer Estimated Time: .5 minutes Topic: Consent to Annexation: 4455, 4463, 4471, and 4479 S. Meridian Road Recommended Council Action: Authorize the Mayor's signature to allow the City to enter into this agreement Background: On June 15, 2021, City Council approved the connection of parcel number R4622730010,which is located outside city limits, to the City water system. A utility connection agreement, executed contemporaneously with this one,will authorize the connection. The building on the property to be connected to City water includes six separate condominium units, each of which has its own parcel number. Under Idaho Code section 55-1509(a), utilities and pipes are considered common area, and overseen by the condominium association. (The common area has its own, separate parcel number.) For this reason,the utility connection agreement is between the City and Jessica Condominiums, Inc., and is signed by Mr. Mussell on behalf of that entity. One condition of connection of any property outside city limits to the City water or sewer system is that the property owner consents to annexation into the City of Meridian when the property becomes eligible to do so. Because each of the six condominium units to be served by the City water connection has a separate parcel number,the owners of those units/parcels were also required to provide consent to annexation. This agreement is signed by Laurie J. Britten on behalf of Sawtooth Laboratory LLC, for that entity's four condominium units to be served by the City water connection. Page 144 ADA COUNTY RECORDER Phil McGrane 2021-112375 BOISE IDAHO Pgs=3 ANGIE STEELE 07/28/2021 09:33 AM CITY OF MERIDIAN, IDAHO NO FEE R�COf3t711tifR REQUESTED BY AND WHEN RE'CORDSD RFTURN TO: City Clerk City of Meridlan 33 E.ftaoway Avenaa Meridian,!D 6,7642 EEE E! E CONSENT TO ANNEXATION: 4455, 4463,4471, and 4479 S. MERIDIAN ROAD E I This CONSENT TO ANNEXATION ("AgrceincnC) is made this 27th day of July — - , 2021 ("Effective bate"'), by and between the City of Mcriclian, a municipal corporation organized wider the laves of the State of Idaho, whose address is 33 East Broadway Avenue, Meridian, Idaho („City"), and Sawtooth Laboratory LLC, whose address is 13 S. Mesa Vista Drive, Boise, Idaho ("Unit Owner") (collectively, "Parties"). WHEREAS,Unit Owner is the owner of condominium units at parcel numbers R4622730020 (located at 4455 S, Meridian Road), R46922730030(located at 4463 S. Meridian Road),R4622730040 (located at 4471 S. Meridian Road), and R4622730050 (located at 4479 S. Meridian Road), in Meridian, Ada County, Idaho ("Units"), which real property is located outside of Meridian City limits; WHEREAS,Jessica Condominiums,.Inc. is a nonprofit organization established for the purpose of. inter alia, carrying out and discharging all duties and responsibilities of the condominium owners' association, including overseeing the common area associated with the Units, which common area includes utilities, such as water; WHEREAS, Jessica Condominiums, Inc. and City have entered into an Agreement for Provision of Water Service Outside Meridian City Limits, which stipulates that, as a condition of the City's delivery of water to the common-area serving Units, the owners of the condominium units will provide written consent to annexation of same into the City of Meridian; NOW. T1 Ei REV ORE, for good and vuluablc consideration. the ivocipt and sufficiency of which is hereby acknowledged and agreed, and in consideration of the mutual promises and covenants herein contained, and in consideration of the recitals above, which are incorpotated herein, the parties agree as follows: I i I. Consent to annexation. Unit Owner specifically agrees that Unit Owner shall, and hereby does, provide perpetual consent to annexation of the Units into the City of Meridian, This provision shall comprise evidence of Unit Owner's consent to annexation of such Units, and shall be binding upon all subsequent purchasers, heirs, or assigns of the Units, Notwithstanding any � other Provision of this Agreement, this provision shall be binding upon Unit Owner and upon any and all successors in interest of Unit Owner and/or to the Units. II. Annexation application. Within sixty(60) days of receiving written notice from City that the Units are eligible for annexation, Unit Owner shall, at Unit Owner's sole expense, submit an Annexation Application for the Units into the City of Meridian. User's Annexation Application Co?g5FNT,ro Air gnXAriaN—45455,4463,4471, and 4479 S.MFRiDiAN ROAD PAGV I of 3 Item#9. shall be a complete submittal of all City-required documents, exhibits, and fees for requesting annexation into the corporate boundary that are in effect at the thiie of application. Such Annexation Application shall propose zoning designations consistent with the Future Land Use Map designation of the City's Compreheusive Plan. It is acknowledged by the Parties that, upon annexation, all of the benefits and responsibilities of annexation into Meridian city limits shall apply to the Property/Common Area. including, but not limited to, the requirement that all real property and uses thereof conform to the provisions of Meridian City Code and policy, including, but not limited to, Title: 11, the Meridian Unified Development Code ("UDC„); Title 4. Chapter 1, the City of Meridian Solid"Waste Ordinance; and Title 9, the City of Meridian Water and Sewer Ordinance. III.Notices. Any notice desired by the Parties or required by this Agreement shall be deemed delivered after deposit in the United States Mail, postage prepaid, addressed as follows. City, City of Meridian Attn. Public Works Department Director 33 E. Broadway Ave. Meridian, Idaho 83642 Unit Owner: Sawtooth Laboratory LLC Laurie J. Britten, Partner 13 S. Mesa Vista Drive Boise ID 83705 Either Party may change its address for the purpose of this section by delivering to the other Party written notification of such change, establishing it new address for noticing purposes, in accordance with the requirements of this section. IV.Time is of the essence. The Parties acknowledge and agree that time is strictly of the essence with respect to each and every term, condition, and provision hereof, and that the failure to timely perform any of the obligations hereunder shall constitute a breach and default hereunder by the Party so failing to perform. V. Binding upon successors. Except as otherwise specifically provided herein, this Agreement -shaLl be binding upon ally and all own%ru of the Property/Common Area, any and u].1 5ubscg",.%nt � owners thereof, and each and every other person acquiring an interest in the Property1common Area. Nothing herein shall, or shall be construed to, in any way prevent the sale or alienation of the PropertylCominon Area, or any portion thereof, except that any sale or alienation shall occur subject to the provisions of this Agreement, and any successive owner or owners shall be both benefited and bound by the conditions and restrictioits Herein expressed. VI.Severability. If any provision of this Agreement is held invalid by a court of competent jurisdiction, such provision shall be deemed to be excised hereiroin and the invalidity thereof shall not affect any other provision or provisions contained herein, VIL Approval Required. This Agreement shall not beco3ne effective or binding until approved by the City Council of the City of Meridian. i 3 C ONSUNT m AIVI\1EYAT10N--4455,4463,4471,and 4479 S.MERIDIAN ROAn PAGE 2 or,3 Page 146 Item#9. IN WITNESS WHERE,Of,the parties hereto have executed this Agreernellt on the. Effective Date first written ahow. SAWTOOTH LABORATORY LLQ STATE OF IDAHO ) ) ss: County of MW ) I TI&REBY CERTIFY that on this—IL day of V� La(irie _ itten, Member 2021,Before the undersigned, a Notary Pttblie in the State of � Idaho,personally appeared LAURIE J.BRITTEN,}proven to me to be the person who executed the said instrument,and acknowledged to me that he executed the same. EjARANELLIS IN WITNESS WHEREOF,I have hereunto set my hand and NBLIG.STATE OF IDAHO affixed my official seal,the day and year in this certifcaie first 81ON NtlMBER 69L�i:s above writle .SION EXPIRES 7-25•2024 &Residlyng ublic f r Idaho at M$ili1GVA4, Idaho My Cvmniis5ion F,xpire4; CITY OF MERIDIAN: BY: Attest.. Rohert E, Sirnison, Mayor 7-27-2021 Chris Johnson, City Clerk 7-27-2021 STATE OF IDAHO ) )55; County of Asia I HEREBY CERTIFY that on this 27th day of .JUI , 2021 before the undersigned, personally appeared ROBERT E. SIMISON and CHRIS.IONNSON,known or identified to me to be the Mayor and City Clerk,respectively,of the City of Meridian,who s,N4Z"joci lha inNIFUMC711 nn LmhatC Of the City ur Nl7, diMlj k,nti i ack-nowiedged to nic that the City of Meridian executed the same. i IN WITNESS WHEREOF,I have hereunto set my hand and affixed nay afficial seal the:day and year in this certificate first above written. Notary Public for Idaho Residing tit Meridian ,Idaho My Commission Expires: 3-28-2022 CONSEN k'o ANNEXATION-4.455,4463,4471,and 4479 S.MERIDIAN ROAD PAGE 3 aF 3 Page 147 Item#10. E IDIAN 'aAHO AGENDA ITEM ITEM TOPIC: Consent to Annexation Between the City of Meridian and TVM, Inc. for Property Located at 4487 and 4495 S. Meridian Rd. Page 148 Item#10. C� fIEN , IN4, IDAHG-. MEMO TO CITY COUNCIL Request to Include Topic on the City Council Agenda From: Emily Kane, Deputy City Attorney Meeting Date: July 27, 2021 Presenter: Kyle Radek,Assistant City Engineer Estimated Time: .5 minutes Topic: Consent to Annexation: 4487 and 4495 S. Meridian Road Recommended Council Action: Authorize the Mayor's signature to allow the City to enter into this agreement Background: On June 15, 2021, City Council approved the connection of parcel number R4622730010,which is located outside city limits, to the City water system. A utility connection agreement, executed contemporaneously with this one,will authorize the connection. The building on the property to be connected to City water includes six separate condominium units, each of which has its own parcel number. Under Idaho Code section 55-1509(a), utilities and pipes are considered common area, and overseen by the condominium association. (The common area has its own, separate parcel number.) For this reason,the utility connection agreement is between the City and Jessica Condominiums, Inc., and is signed by Mr. Mussell on behalf of that entity. One condition of connection of any property outside city limits to the City water or sewer system is that the property owner consents to annexation into the City of Meridian when the property becomes eligible to do so. Because each of the six condominium units to be served by the City water connection has a separate parcel number,the owners of those units/parcels were also required to provide consent to annexation. This agreement is signed by Mike Mussell on behalf of TVM, Inc., for that entity's two condominium units to be served by the City water connection. Page 149 ADA COUNTY RECORDER Phil McGrane 2021-112368 BOISE IDAHO Pgs=3 ANGIE STEELE 07/28/2021 09:32 AM CITY OF MERIDIAN, IDAHO NO FEE RECORDING REQUESTED BY AND WHEN RECORDED RETURN TO: City Clerk City of Meridfan 33 E.Broadway Avenue Meddian, Its 83642 CONSENTr AI s 4487 and 4495 S. MERIDIAN ROAD This CONSENT TOANNEXATION "(( Agreement") is made this 27th day of July , 2021 "Effective ate"), by and between the City of Meridian, d municipal corporation organized under the laws;of the State of Idaho, whose address is 33 East Broadway Avenue, Meridian, Idaho ("City"), and TV , Inc,, whose address is 320 11 th Avenue S.. Nampa, pa, Idaho (""Trait wvnee ) (collectively, "Parties"). WHEREAS, Unit Owner is the owner of condominium units at parcel numbers R46227 006 (located at 4487 S. MeridianRoad) and R4622730070 (located at 4495 S. Meridian ian Road), in Meridian, Ada County, Idaho ("Units"), which real property is located outside of Meridian City limits WHEREAS, Jessica Condominiums, Inc. is a nonprofit organization established for the purpose of, inter crlia. carrying out. and discharging in all duties and responsibilities of the eoaadominiuraa owners' association, including overseeing the common area. associated with than Units which common area includes utilities, such as water; WHEREAS,Jessica Condominiums, hre,>and City have entered into an Agreement for Provision of Water Service Outside Meridian City Limits, which stipulates that, as a condition of the ity's delivery of water to the common area serving Units, the owners of the condominium units will provide written consent to annexation of san e into the City OfMeridian; NOW, THEREFORE,for good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged and agreed, and in consideration of the mutual frr-ornises and covenants herein contained, and in consideration of the recitals above„ which are incorporated herein. the Parties agree as follows: 1. Consent to annexation. [brit Owner specifically agrees that Unit Owner shall, and hereby does, provide perpetual consent to annexation of the Units into than City of Meridian. This provision shall comprise evidence of Unit Owner's consent to annexation of such Units.,and shall be binding upon all subsequent purchasers, heirs, or assigns of the Units. Notwithstanding any other provision of this Agreement, this provision shall be binding upon Unit Owner and upon tiny and all successors in interest of Unit Owner and/or to the Units. 1. Annexation tion p lie #ion. Within sixty ( tl) days of receiving written notice from City that the Units are eligible for annexation, Unit Owner shall, at"lent wwne 's sole expense, submit as Annexation Application for tlae Units into the'City of Meridian, Users Annexation Application shall be a complete submittal of all City-required documents, exhibits, and fees fear requesting Item#10. annexation into the corporate boundary that are in effect at the time of application. Such Annexation Application shall propose zoning designations consistent with the Future Land Use Map designation of the City's Comprehensive Plan. It is acknowledged by the Parties that, upon annexation, all of the benefits and responsibilities of annexation into Meridian city limits shall apply to the Property/Common Area, including, but not limited to, the requirement that all real property and uses thereof conform to the provisions of Meridian City Code and policy, including, but not limited to, Title 11, the Meridian Unified Development Code ("UDC");Title 4, Chapter 1, the City of Meridian Solid Waste Ordinance; and Title 9, the City of Meridian Water and Sewer Ordinance, HL Notices. Any notice desired by the Parties or required by this Agreement shall be deemed delivered after deposit in the United States Mail, postage prepaid, addressed as follows: City: City of Meridian Attn: Public Works Department Director 33 E. Broadway Ave. Meridian, Idaho 83642 Unit Owner: TVM, Inc. Mike Mussell, President 320 1 lth Avenue S Nampa ID 83651 Either Party may change its address for the purpose of this section by delivering to the other Party written notification of such change, establishing a new address for noticing purposes, in accordance with the requirements of this section. IV.Time is of the essence. The Parties acknowledge and agree that time is strictly of the essence with respect to each and every term,condition, and provision hereof, and that the failure to timely perform any of the obligations hereunder shall constitute a breach and default hereunder by the Party so failing to perform. V. Binding upon successors. Except as otherwise specifically provided herein, this Agreement shall be binding upon any and all owners of the Property/Common Area, any and all subsequent owners thereof, and each and every other person acquiring an interest in the Property/Common Area. Nothing herein shall, or shall be construed to, in any way prevent the sale or alienation of the Property/Common Area, or any portion thereof, except that any sale or alienation shall occur subject to the provisions of this Agreement, and any successive owner or owners shall be both benefited and bound by the conditions and restrictions herein expressed. VI.Severability. If any provision of this Agreement is held invalid by a court of competent jurisdiction, such provision shall be deemed to be excised herefrom and the invalidity thereof shall not affect any other provision or provisions contained herein. VII. Approval Required: This Agreement shall not become effective or binding until approved by the City Council of the City of Meridian. CoNsENT To ANNEXATION-4487 AND 4495 S.MERIDIAN ROAD PAGE Page 151 Item#10. IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the Effective Date first written above. TVM, INC: STATE OF IDAHO } Wtp County of [ am&rlu4z } -� I HEREBY CERTTIFY that on this 30 day of%Xu-C , Mike Mussell, President 2021,Before the undersigned,a Notary Public in the State of Idaho,personally appeared MIKE MUSSELL,proven to me to be the person who executed the said instrument,and acknowledged to me that he executed the same. ���Z►�� LtY�'•;. .�'�iy IN WITNESS WHEREOF,I have hereunto set my hand and �•' s affixed my official seal,the day and year in this certificate first above written. •+ :`p�= N ublic for Id OF '•■. ..... '�t��ti R siding at A1Y+�o. ,Idaho ���'��►h��t l t%0 •� My Commission Expires: 0!3 2o?-Y CITY OF MERIDIAN: BY: Attest: Robert E. Simison, Mayor 7-27-2021 Chris Johnson, City Clerk 7-27-2021 STATE OF IDAHO ) )ss: County of Ada } I HEREBY CERTIFY that on this 27th day of JUly 2021 before the undersigned, personally appeared ROBERT E. SIMISON and CHRIS JOHNSON,known or identified to me to be the Mayor and City Clerk,respectively,of the City of Meridian,who executed the instrument on behalf of the City of Meridian, and acknowledged to me that the City of Meridian executed the same. IN WITNESS WHEREOF,I have hereunto set my hand and affixed my official seal the day and year in this certificate first above written. Notary Public for Idaho Residing at Meridian _ Idah❑ My Commission Expires: 3-28-2022 CONSENT To ANNuxATrc)N—4487 AND 4495 S.MERIDIAN RoAD PACE Page 152 Item#11. E IDIAN 'aAHO AGENDA ITEM ITEM TOPIC: School Resource Officer Agreement Between the City of Meridian and West Ada School District for the 2021-2022 School Year Page 153 SCHOOL RESOURCE OFFICER AGREEMENT BETWEEN CITY OF MERIDIAN AND WEST ADA SCHOOL DISTRICT: 2021-2022 SCHOOL YEAR This AGREEMENT, entered into by the City of Meridian, a political subdivision of the State of Idaho, hereinafter referred to as "the City of Meridian", and Joint School District No. 2, dba West Ada School District, an Idaho school district and body corporate and politic of the State of Idaho, hereinafter referred to as "the District". WHEREAS, the District desires increased law enforcement from the City, through the Meridian Police Department; and WHEREAS, the City of Meridian and the Meridian Police Department desire to provide increased law enforcement services to the District, through the Meridian Police Department; and WHEREAS, the parties recognize their mutual interest can be furthered through the use of the School Resource Officer (SRO) Program of the Meridian Police Department. NOW, THEREFORE, for and in consideration of the mutual covenants and promises contained herein, the parties agree as follows: 1. This Agreement shall be for the sole benefit of the District and the City and shall not be interpreted to benefit third parties. The relationship of the parties hereto is that of contractor and independent contractor, and it is expressly understood and agreed that each party and their officers, agents, and employees do not in any way, nor for any purpose, become a partner, agent,joint venturer, servant, or employee of the other. 2. The City of Meridian, through the Meridian Police Department, shall provide School Resource Officer services at designated campuses, as referenced in Paragraph 3 below, including, but not limited to: investigating and preventing crimes against persons or property; identifying and arresting violators of state and local laws; filing investigative reports 1 Item#11. and other required reports or documents; patrolling; and, to a limited extent, maintaining building security, controlling traffic, and enforcing traffic laws around schools. 3. The City of Meridian shall provide one (1) SRO Sergeant for a single point of contact communication, one (1) SRO Corporal for supervision, one (1) School Resource Officer at Mountain View High School, one (1) School Resource Officer at Meridian High School, one (1) School Resource Officer at Rocky Mountain High School, one School Resource Officer at Owyhee High School, one (1)School Resource Officer at Victory Middle School, one (1) School Resource Officer at Meridian Middle School, one (1) School Resource Officer at Sawtooth Middle School, one (1) School Resource Officer at Lewis and Clark Middle School, one (1) School Resource Officer at Heritage Middle School, and one (1) School Resource Officer to cover Central Academy, Meridian Academy, Crossroads Middle School, Rebound School of Opportunity, and Pathways Middle School. 4. As a professional service provider and de facto member of the school management team, the SRO shall endeavor to maintain open and regular communication with the assigned school principal and shall positively promote the school, staff, students, and administration to the community. At the beginning of each school year the SRO shall meet with the principal to discuss the principal's expectations. In addition, on a weekly basis, the SRO shall meet with each principal or the principal's designee or provide an Activity Log indicating where and on what school activities the SRO was involved in during the prior week, unless the assigned principal does not request one. 5. Prior to assignment to a school, SROs shall have basic SRO certification, or, in unexpected situations, shall obtain same within one (1)calendar year. SROs shall obtain ongoing training pertinent to their assignment, as such training is available. z Page 155 Item#11. 6. The Meridian Police Chief and the District will determine how the officers performing the duties under this Agreement will be deployed, and the mariner in which the services contemplated by the Agreement shall be provided. The Meridian Police Department will communicate to the assigned school principal whenever concerns or problems regarding scheduling, duties, or other items occur. The interiors of buildings will not be patrolled by SROs except as is necessary to investigate crimes, apprehend criminal suspects and otherwise perform the duties contemplated herein; however, the SROs shall maintain high visibility with students during break and lunch periods. 7. The Meridian Police Chief and his officers shall have the right to exercise due discretion in the performance of this Agreement, including, but not limited to the type, nature, extent, and result of any response or activity undertaken by the Meridian Police Chief and his officers. 8. a. With the exception of paragraph 8(b) below, the conduct of the Meridian Police Chief and his officers will be governed by the Meridian Police Policy Manual (hereinafter "Manual" — available upon request). In the event that the District's procedures conflict with the procedures set forth in the Manual,the provisions of the Manual shall prevail. The Manual which will be maintained at the Meridian Police Department shad be an integral part of this Agreement and it is incorporated herein as if set forth fully. b. District and Parental Notifications. Notwithstanding any other provisions herein to the contrary, the following procedures shall be used in all instances with regard to notifying the principal and/or a student's parents about the interaction of SROs with students: i. When an SRO interviews a student in the course of investigating a crime, the SRO shall notify the school principal, or designee, of the fact that an interview 3 Page 156 Item#11. with the student was conducted, no later than the end of the school day in which the interview was conducted. ii. In the event that a student is arrested by an SRO or if the SRO finds it otherwise necessary to remove the student from school, the SRO shall immediately notify the principal of the school, or designee. X. Upon receiving notice of any of the above circumstances from an SRO, the principal, or his or her designee, shall make reasonable efforts to contact the student's parent or guardian. If contact is made, the principal may tell the parent or guardian of the student that a police officer questioned the student, removed the student from campus, or arrested the student, as the case may be, and may further state that additional information may be obtained by contacting the Meridian Police Department or if another enforcement agency is involved of which the principal is aware the principal may then give the parent or guardian that information. iv. If a student's parent or guardian contacts the principal about interviews conducted by an SRO, the principal may disclose any information received by the principal from the SRO and may refer further questions to the Meridian Police Department or the correct law enforcement agency if another law enforcement agency is involved of which the principal is aware. 9. The City of Meridian shall use twelve (12) suitably trained police officers in meeting its obligation herein, ten (10)of whom may be physically present at one of the school campuses referenced in Paragraph 3, in accordance with a schedule that is mutually agreeable to the District and the Meridian Police Department. (The other two(2)officers will provide supervisory or communications services.) If scheduling conflicts occur causing an SRO to be off campus during a scheduled on-campus period, efforts will be made to provide 4 Page 157 Item#11. prior notice and arrange with the assigned school principal to provide adequate coverage. If the SRO will be absent from the assigned school for a full or partial day the SRO shall notify the school principal in advance or as soon as practical. 10. During each annual performance evaluation of an SRO, the evaluating supervisor shall consult with the principal of the assigned school(s) in preparing the evaluation. 11. Meridian police officers providing additional services and police protection under the terms of this Agreement will wear the authorized uniform of the Meridian Police Department. 12. The parties recognize that the District may from time to time adopt policies, procedures, rules, and regulations affecting the conduct of persons present on the campuses referenced in Paragraph 3. To the extent that violation of those policies, procedures, rules, and regulations constitutes a violation of law, including breach of the peace, or a threat to public health or safety, those policies, procedures, rules, and regulations will be enforced by the Meridian Police Chief and his officers. To the extent that violation of those policies, procedures, rules, and regulations does not constitute a violation of the law, the Meridian Police Department is not required to take law enforcement action and will leave the enforcement thereof to the District. SROs shall inform the principal, or his designee, of violations of school policies, procedures, rules or regulations of which he/she has personal knowledge. 13. This Agreement is for a period commencing on or about August 19, 2021, and ending on or about June 4, 2022 in accordance with the District's Calendar. It is agreed under the terms of this Agreement that the SROs shall commence the duties set forth herein one (1) week prior to the first day of classes in August 2021, and will complete the obligations one (1) day after the last day of classes in June 2022. Should S Page 158 Item#11. the parties wish to enter into an agreement for the City to provide SRO services to District during the 2022 summer school session, they shall negotiate and execute an addendum to this Agreement as set forth in Paragraph 25. 14. As consideration for the services provided by the City of Meridian pursuant to the terms of this Agreement, the District shall pay the total sum of$606,271.00 to the City of Meridian in two installments. One-half$303,135.00) shall be paid on January 30, 2022, and the balance ($303,136.00)on or before May 31, 2022. 15. Security for events outside normal school hours will be reviewed and approved by the City of Meridian per the following steps: • SPECIAL EVENTS The District shall provide the Meridian Police Department with a list of special events and scheduled after-school activities for all schools within the city limits of Meridian at which the District is requesting law enforcement officers to be present, The Meridian Police Department shall provide a minimum of two police officers for each event. If on event should arise that is not on the original special event list provided by the District, the Community Service Division (CSD)SRO Sergeant shall attempt to provide two law enforcement officers to comply with the request. • RECORD OF TIME AND REIMBURSEMENT SROs who attend a special event at their designated school and/or officers who work at special events at the request of a district school principal shall enter the event name and hours worked for the event in the City's Timecard system. • PAYMENT The SRO Sergeant of the Meridian Police Department shall prepare and submit an invoice to the Meridian City Finance Department. The Meridian City Finance Department will invoice 6 Page 159 Item#11. the individual school(s) hosting the special event(s)at which SROs or other officers worked at the end of each month. The school shall pay one-half (1/2) of the overtime pay due and owing an SRO who worked at the request of his/her designated school at the SRO's hourly overtime salary. The school or District shall pay Meridian Police Department standard overtime for all other required Meridian Police Department Officers. 16. The parties recognize that a school within the District may desire to have the Meridian Police Department provide additional security services for sanctioned school events. This agreement does not govern the provision of such additional security services. Additional security services for school events may be addressed in an addendum to this Agreement or in a separate agreement at a later date. 17. The District agrees to provide officers with adequate office space and suitable desks and chairs for the purpose of this Agreement. 18. It is acknowledged by the parties that City of Meridian personnel acting pursuant to this Agreement are not the employees or agents of the District or schools within the District, but rather, they remain the employees of the City of Meridian. 19. Law enforcement personnel acting pursuant to this Agreement may be absent from their assigned campuses on holidays observed by the District. 20, It is acknowledged by the parties that District personnel acting pursuant to this Agreement are not the employees or agents of the City of Meridian, but rather, they remain the employees of the District. 21. Cancellation or suspension of Agreement. a. This Agreement may be cancelled by either party for non-conformance or poor performance, on thirty(30)days written notice. If the performance defect is corrected during the thirty (30) day period, this Agreement shall continue in full force and effect. If the 7 Page 160 Item#11. City of Meridian terminates this Agreement due to the District's failure to timely correct the default in its performance, the District shall pay to the City of Meridian the consideration set out in Paragraph 14, prorated to reflect the number of full or partial weeks in which services were actually performed by the City of Meridian. b. This Agreement may be cancelled or suspended by either party due to an Act of God, unforeseen occurrence, or any other event that renders performance impractical. For purposes of this Agreement, an Act of God shall include, but not be limited to: fire, hurricane, thunderstorm, snowstorm, flooding, disease, national or local emergency, act of terrorism or any other extreme emergency under which it is impractical for either party to perform. In the event of cancellation or suspension due to such circumstances, the District shall pay to the City of Meridian the consideration set out in Paragraph 14, prorated to reflect the number of full or partial weeks in which services were actually performed by the City of Meridian. 22. The District Assistant Superintendent of Operations for the school district has the authority to execute this Agreement on behalf of the District; and she/he shall promptly bring this Agreement before said Board of Trustees for its ratification at a regularly scheduled meeting. 23. This Agreement shall be interpreted in accordance with the laws of Idaho. 24. This Agreement constitutes the entire agreement of the parties and all other agreements, oral or written, are included in and merged herein. 25. This Agreement may be modified only by a mutually executed written addendum signed by the District's Assistant Superintendent of Operations and the Mayor of the City of Meridian. g Page 161 Item#11. 26. The principal of each school shall, in writing, provide the Meridian Police Chief with a designee to contact in the event the SRO cannot contact the principal when so required pursuant to this Agreement. 27. Any and all notices required to be given by either of the parties hereto, unless otherwise stated in this Agreement, shall be in writing and be deemed communicated when mailed via the United States mail, addressed as follows: Tracy Basterrechea TBD Chief of Police TBD Meridian Police Department West Ada School District 1401 E. Watertower Ave. 1303 E. Central Drive Meridian, Idaho 83642 Meridian, Idaho 83642 Either party may change its address for the purpose of this paragraph by giving written notice of such change to the other in the manner herein provided. 28. If any part of this Agreement is held to be invalid or unenforceable, such holding will not affect the validity or enforceability of any other part of this Agreement so long as the remainder of the Agreement is reasonably capable of completion. DATED this 27th day of July 2021 CITY OF MERIDIAN: BY: Robert E. Simison Mayor BY: ® - - Basterrechea hief of Police ATTEST: Chris Johnson City Clerk 9 Page 162 Item#11. WEST ADA SCHOOL STRi By: Joe Y hum Assist n perintendent of Operations By: y Johnson Chair of the Board 10 Page 163 Item#12. (:> E IDIAN*-----, AGENDA ITEM ITEM TOPIC: Resolution No. 21-2278: A Resolution Approving Adoption of the Community Development Block Grant Program Year 2021 Action Plan and Submission to the United States Department of Housing and Urban Development; Authorizing the Mayor and City Clerk to Execute and Attest the Same on Behalf of the City of Meridian; and Providing an Effective Date Page 164 CITY OF MERIDIAN RESOLUTION NO. 21-2278 BY THE CITY COUNCIL: BERNT, BORTON, CAVENER, HOAGLUN, PERREAULT,AND STRADER A RESOLUTION APPROVING ADOPTION OF THE COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM YEAR 2021 ACTION PLAN AND SUBMISSION TO THE UNITED STATES DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT; AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AND ATTEST THE SAME ON BEHALF OF THE CITY OF MERIDIAN; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, it is necessary that an annual action be submitted to the United States Department of Housing and Urban Development("HUD") in order to receive Community Development Block Grant("CDBG") funding for the Program Year 2021; and WHEREAS,the City held a public hearing on the Program Year 2021 Action Plan on July 20, 2021, and held a public comment period on the draft application materials from June 11, 2021 to July 20,2021; NOW, THEREFORE,BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF MERIDIAN,IDAHO: Section 1. That the Program Year 2021 Action Plan, and its certification documents, copies of which are attached hereto as EXHIBIT A and incorporated herein by reference,be, and the same hereby are, adopted as to both form and content. Section 2.That the Community Development Program Coordinator be, and hereby is, authorized to submit such Program Year 2021 Action Plan to HUD. Section 3. That the Mayor and the City Clerk be, and they hereby are, authorized to respectively execute and attest the certifying documents for the Program Year 2021 Action Plan for and on behalf of the City of Meridian. Section 4.That this Resolution shall be in full force and effect immediately upon its adoption and approval. ADOPTED by the City Council of City of Meridian, Idaho this 27th day of July, 2021. APPROVED by the Mayor of the City of Meridian, Idaho, this 27th day of July, 2021. APPROVED: ATTEST: By: Mayor Robert E. Simison 7-27-2021 Chris Johnson, City Clerk 7-27-2021 RESOLUTION ADOPTING CDBG DOCUMENTS—Page 1 OF 1 Item#12. F- z F } w z F- 2 ¢ za = 0 13 J Y U 0 0 0 LU —i U U m ==j CL 444 CMD October 1, 2021 to 33 E. Broadway September 30, 2022 Meridian, Idaho ccamphell@merldiancity.org Page 166 Item#12. Contents ExecutiveSummary.......................................................................................................................................1 AP-05 Executive Summary- 24 CFR 91.200(c), 91.220(b) ........................................................................1 PR-05 Lead & Responsible Agencies—91.200(b)......................................................................................4 AP-10 Consultation—91.100, 91.200(b), 91.215(I)...................................................................................5 AP-12 Participation—91.105, 91.200(c) .................................................................................................20 ExpectedResources....................................................................................................................................25 AP-15 Expected Resources—91.220(c)(1,2)...........................................................................................25 Annual Goals and Objectives......................................................................................................................28 AP-20 Annual Goals and Objectives........................................................................................................28 AP-35 Projects—91.220(d) .....................................................................................................................31 AP-38 Project Summary..........................................................................................................................33 AP-50 Geographic Distribution—91.220(f).............................................................................................38 AffordableHousing.....................................................................................................................................40 AP-55 Affordable Housing—91.220(g) ...................................................................................................40 AP-60 Public Housing—91.220(h)...........................................................................................................40 AP-65 Homeless and Other Special Needs Activities—91.220(i)............................................................42 AP-75 Barriers to affordable housing—91.220(j)...................................................................................45 AP-85 Other Actions—91.220(k) ............................................................................................................46 Program Specific Requirements..................................................................................................................49 AP-90 Program Specific Requirements—91.220(I)(1,2,4) ......................................................................49 Citizen Participation Comments .............................................................................................................51 Grantee Unique Appendices...................................................................................................................53 PublicNotice.......................................................................................................................................53 Resolution...........................................................................................................................................56 SF424's and Certifications......................................................................................................................57 Page 167 Item#12. Community Development Block Grant(CDBG) PY21 Action Plan Executive Summary AP-05 Executive Summary - 24 CFR 91.200(c), 91.220(b) 1. Introduction The City of Meridian was designated an Entitlement Community by the U.S. Department of Housing and Urban Development(HUD) in 2007.This designation allows the City to receive funds directly from HUD's Community Development Block Grant (CDBG) Program on an annual basis.The City is currently working under the regulatory Five-Year Consolidated Plan (Con Plan) for program years 2017-2021.The Con Plan describes the anticipated strategies,goals, and community development needs identified during a collaborative process that included input from community members and local entities. This Action Plan is for the final year of the 2017-2021 Con Plan and will provide direction to the City of Meridian CDBG Program (Program) for Program Year 2021 (PY21) which spans from October 1, 2021— September 30, 2022.The PY21 Action Plan provides a summary of the actions, activities, and resources that will be used during PY21 to address the goals and priority needs identified in the 2017-2021 Con Plan. 2. Summarize the objectives and outcomes identified in the Plan The City is focusing its activities and funding during PY21 on 1) improving accessibility by prioritizing projects that improve residents' access to public facilities and community resources; 2) enhancing homeownership opportunities by obtaining or maintaining homes that are affordable; 3) promoting fair housing, and 4) providing social services that provide stability to Meridian residents with a low to moderate income. 3. Evaluation of past performance Since 2007, Meridian has successfully managed over$4.7 million in resources from its annual CDBG allocation. Over the years,the City's expenditures from its CDBG allocation have focused on supporting social service provider operations such as the Meridian Food Bank, improving community facilities for organizations such as the Boys and Girls Club and Meridian Development Corporation; addressing accessibility barriers to places such as parks and trails, Meridian Libraries, and sidewalk projects; preventing homelessness with emergency assistance through The Jesse Tree of Idaho; and assisting with homeownership attainment for low-and moderate-income buyers through the Ada County Housing Authority and NeighborWorks Boise. The City has submitted Consolidated Annual Performance and Evaluation Reports (CAPERS)for all previous program years.The CAPERS demonstrate that the City exceeds the statutory requirement of at least 70 percent of funds expended being invested in activities that benefit low to moderate-income City of Meridian 1 Page 168 Item#12. Community Development Block Grant(CDBG) PY21 Action Plan individuals and families. Aside from Program Year 2016,the City has met its expenditure of grant funds deadlines imposed by HUD each year. All of the prior program years' activities meet critical needs in Meridian.The primary challenges encountered during the last Consolidated Plan period were timing and contract related.To address these challenges,the City has implemented more stringent requirements for subrecipients, particularly in meeting expected schedules. Over the several years,the City has been effective at organizing, streamlining, and managing its CDBG processes to provide the most benefit for each CDBG dollar granted while complying with federal timeliness requirements. 4. Summary of Citizen Participation Process and consultation process The citizen participation process for the PY21 Action Plan followed the process identified in the City's Citizen Participation Plan, adopted with the 2017-2021 Con Plan. Public comments were accepted from June 11, 2021 to July 20, 2021 with a public hearing being held on July 20, 2021.The City published legal notices in two local newspapers (Idaho Statesman and Meridian Press Tribune) and posted the draft Action Plan on the City's website on June 11, 2021. Presentations of the draft Action Plan and included projects were provided to stakeholders at the City Council meetings on July 6, 2021 and July 20, 2021. To broaden public participation in the development of the plan,the City coordinated with several organizations that work with LMI populations to gain a better understanding of the community needs and identify projects that would be beneficial to the residents of Meridian.The feedback received supported the goals and strategies identified in the 2017-2021 Con Plan. Invitations to apply were provided through e-mails, phone calls, and publication announcements on the City website, Boise City/Ada County Continuum of Care (CoC) distribution list, Region 4 Behavioral Health Board distribution list, and in the local newspapers. 5. Summary of public comments The City received one comment in support of the Program and four comments from Council regarding housing affordability and how the CDBG Program can provide more support to address the City's housing needs. This included discussions about the upcoming Housing Market Analysis that will be conducted during the Consolidated Plan process. 6. Summary of comments or views not accepted and the reasons for not accepting them n/a City of Meridian 2 Page 169 Item#12. Community Development Block Grant(CDBG) PY21 Action Plan 7. Summary The City of Meridian has collaborated with stakeholders throughout the community to develop the PY21 Action Plan in a manner that is consistent with the goals and strategies identified in the 2017-2021 Con Plan,which remains relevant to the current needs of the community. The City plans to continue improving the Program based on feedback from the community to ensure the intent of the Program continues to be met. City of Meridian 3 Page 170 Item#12. Community Development Block Grant(CDBG) PY21 Action Plan PR-05 Lead & Responsible Agencies - 91.200(b) 1. Agency/entity responsible for preparing/administering the Consolidated Plan Describe the agency/entity responsible for preparing the Consolidated Plan and those responsible for administration of each grant program and funding source. Agency Role Name Department/Agency CDBG Administrator MERIDIAN Economic Development, Community Development Dept. Table 1—Responsible Agencies Narrative (optional) The Meridian CDBG Program is part of the City of Meridian's Community Development Department and falls under the Economic Development Division. The Program works closely with Planning Division staff and Economic Development Division staff as well as other Departments in the City such as Public Works, Finance, and Parks and Recreation. Consolidated Plan Public Contact Information Crystal Campbell, Community Development Program Coordinator Community Development Department City of Meridian 33 E. Broadway Avenue Meridian, ID 83642 208-489-0575 City of Meridian 4 1 P a g e Page 171 Item#12. Community Development Block Grant(CDBG) PY21 Action Plan AP-10 Consultation - 91.100, 91.200(b), 91.215(1) 1. Introduction The City of Meridian engages stakeholders via social media, email, and the City's website. Community stakeholders include, but are not limited to: citizens of Meridian; current and past CDBG subrecipients; Idaho Housing and Finance Association (IHFA); Idaho Department of Health and Welfare (Divisions of Behavioral Health, Medicaid, and Public Health); Central District Health Department; Meridian Downtown Business Association; Region 4 Behavioral Health Board; Our Path Home Connect (coordinated entry); Region 4 Crisis Center; and Boise City/Ada County Continuum of Care (CoC). Agencies were identified for participation in the PY21 Meridian CDBG competitive application based on the needs and priorities identified during the 2017-2021 Con Plan planning process. Provide a concise summary of the jurisdiction's activities to enhance coordination between public and assisted housing providers and private and governmental health, mental health and service agencies (91.215(I)) The City collaborated with the Ada County Housing Authority(ACHA),which is the local public housing authority, to assist the City in better understanding ACHA's resources and needs. While there are no public housing units in Meridian, an estimated 10 percent of the housing authority's total voucher supply are used within Meridian City limits. ACHA and the City are both involved with the CoC.The CoC meetings provide an opportunity to collaborate with regional and local housing providers (public, nonprofit, and private) and health and social service agencies(including private and non-profit mental health, emergency, and healthcare providers). During PY18 the City and CoC connected with the Region 4 Behavioral Health Board (BHB), a government entity established by the State of Idaho in coordination with Idaho Health and Welfare.The BHB advises the State Behavioral Health Authority and the State Planning Council of the needs in this region and is facilitated by Central District Health (CDH).This collaboration provides access to a large number of agencies and citizens with expertise in mental health services, substance use disorders, law enforcement, education, and healthcare. City staff continues to be engaged with the BHB to identify ways to enhance coordination between ACHA and healthcare providers, mental health services, and other supportive service agencies. CDH also provides information related to housing units in which children have been identified as being lead poisoned concerning lead-based paint hazards, but since the majority of houses in Meridian were built after 1980 this has not been a concern. City of Meridian 5 Page 172 Item#12. Community Development Block Grant(CDBG) PY21 Action Plan Additionally,the City has developed a socioeconomic profile of Meridian that will identify gaps in service, likely partnerships, and needs of the community.The City is dedicated to extending further support to organizations that help to meet the identified needs of the community. One need that is readily apparent is the need for housing affordability and rental support. Meridian is dedicated to increasing its inventory of housing that is affordable to ensure residents of all income levels can find housing in Meridian and to provide necessary supportive services. City staff will continue to stay engaged with the housing affordability and supportive service community so the City can better provide important tools and resources to affordable housing developers and supportive service providers. Describe coordination with the Continuum of Care and efforts to address the needs of homeless persons (particularly chronically homeless individuals and families,families with children,veterans, and unaccompanied youth) and persons at risk of homelessness. The City participates in the CoC, locally branded as Our Path Home Connect, which includes staff members from neighboring communities along with healthcare,foster care and other youth programs, mental health providers, Ada County, law enforcement, nonprofit providers, state departments and school districts among other entities. In 2017 Our Path Home Connect launched coordinated entry which provides a single point of entry for households experiencing homelessness. Due to the data collected through coordinated entry, Our Path Home Connect has identified four strategic initiatives: end family homelessness, prevent first-time homelessness, expand supportive housing opportunities, and evolve the partnership.The involvement of foster care and other youth programs has encouraged the City to further evaluate the non-traditional homelessness experienced by youth and their families in Meridian. The City has also updated internal policies to include a representative from the CoC to provide feedback on the current needs to the CDBG Scoring Committee, which reviews applications for CDBG funding and recommends projects to be funded.This collaboration provides an opportunity to involve the CoC in the planning process and identify projects that will address the needs of those who are currently or at risk of homelessness. Additionally,the City acts as a liaison between the Behavioral Health Board (BHB) and the CoC.The BHB is facilitated by Central District Health (CDH) and is comprised of 23 stakeholders, advocates, and professionals including the Idaho Department of Corrections for adults, Boise Police Department,Adult Mental Health staff that are responsible for discharging participants from state run psychiatric facilities, and Children's Mental Health staff that work with families in crisis. Involvement with this group allows the City to understand the broader needs of the community as related to behavioral health in general and specifically for those who are being discharged from institutional settings such as mental health facilities and corrections programs. City of Meridian 6 Page 173 Item#12. Community Development Block Grant(CDBG) PY21 Action Plan Describe consultation with the Continuum(s) of Care that serves the jurisdiction's area in determining how to allocate ESG funds, develop performance standards for and evaluate outcomes of projects and activities assisted by ESG funds, and develop funding, policies and procedures for the operation and administration of HMIS The City of Meridian does not receive ESG funds;the state is the only recipient.Allocation of ESG is discussed at the CoC meetings, which Meridian staff attend. The City leverages the CoC's strategy for use of ESG funds by funding homeless prevention activities.The City does not have any emergency shelters and the RRH program serves countywide.The City continues its work with the Executive and Data and Performance Management Committees of the CoC to provide feedback on changes to the HMIS and data management process of the CoC. 2. Describe Agencies, groups, organizations and others who participated in the process and describe the jurisdiction's consultations with housing, social service agencies and other entities City of Meridian 7 Page 174 Item#12. Community Development Block Grant(CDBG) PY21 Action Plan Table 2—Agencies,groups,organizations who participated 1 Agency/Group/Organization Boise City/Ada County Continuum of Care Agency/Group/Organization Type Housing PHA Services- Housing Services-Children Services-Elderly Persons Services-Victims of Domestic Violence Services-homeless Services-Health Services-Education Services-Employment Service-Fair Housing Services-Victims Health Agency Child Welfare Agency Publicly Funded Institution/System of Care Other government-State Other government- Local Regional organization Planning organization What section of the Plan was addressed by Homeless Needs-Chronically homeless Consultation? Homeless Needs- Families with children Homelessness Needs -Veterans Homelessness Needs - Unaccompanied youth Homelessness Strategy City of Meridian 8 P a g e Page 175 Item#12. Community Development Block Grant(CDBG) PY21 Action Plan Briefly describe how the The CoC was consulted as part of the 2017 Consolidated Planning efforts as well as Agency/Group/Organization was consulted.What during the current action planning efforts. Members of this group represent all of are the anticipated outcomes of the consultation the agency/group/organization types listed above and assists the City in or areas for improved coordination? understanding the needs of the community as it relates to housing, homelessness, and fair housing. This consultation was effective in helping the City develop funding recommendations to address homelessness, homelessness prevention, and fair housing activities. 2 Agency/Group/Organization Boise City/Ada County Housing Authority(BCACHA) Agency/Group/Organization Type Housing PHA Services- Housing Regional organization What section of the Plan was addressed by Housing Need Assessment Consultation? Public Housing Needs Homeless Needs-Chronically homeless Homeless Needs- Families with children Homelessness Needs-Veterans Homelessness Needs- Unaccompanied youth Homelessness Strategy Non-Homeless Special Needs HOPWA Strategy Market Analysis City of Meridian 9 P a g e Page 176 Item#12. Community Development Block Grant(CDBG) PY21 Action Plan Briefly describe how the ACHA was contacted by the City to discuss the viability of its homebuyer Agency/Group/Organization was consulted. What assistance program in the midst of a difficult housing market.These discussions are the anticipated outcomes of the consultation helped the City develop funding recommendation for continuing to provide CDBG or areas for improved coordination? dollars to ACHA for down payment assistance.This consultation also led to a discussion about housing development and policies that may change how the City interacts and funds these efforts in the future. 3 Agency/Group/Organization West Ada School District No.2 Agency/Group/Organization Type Services-homeless Services-Health Services-Education Publicly Funded Institution/System of Care What section of the Plan was addressed by Homeless Needs- Families with children Consultation? Homelessness Needs - Unaccompanied youth Homelessness Strategy Non-Homeless Special Needs Briefly describe how the The City discussed the needs of homeless and unaccompanied youth in Meridian's Agency/Group/Organization was consulted. What public education system with the West Ada School District. Conversations led to are the anticipated outcomes of the consultation the City's understanding of the number of unaccompanied youth in the school or areas for improved coordination? system with relatively limited resources and services available to these students and their families.The City identified gaps in services and will continue to work with the West Ada School District to develop a plan to fill those gaps. 4 Agency/Group/Organization CATCH, INC. Agency/Group/Organization Type Housing Services- Housing Services-homeless City of Meridian 10 1 P a g e Page 177 Item#12. Community Development Block Grant(CDBG) PY21 Action Plan What section of the Plan was addressed by Housing Need Assessment Consultation? Homeless Needs-Chronically homeless Homeless Needs- Families with children Homelessness Needs-Veterans Homelessness Needs- Unaccompanied youth Homelessness Strategy Non-Homeless Special Needs Briefly describe how the The City meets often with CATCH to discuss the state of homelessness in Meridian. Agency/Group/Organization was consulted.What CATCH currently houses the coordinated entry efforts of the County and is are the anticipated outcomes of the consultation tracking data related to Meridian's homeless population.These consultations or areas for improved coordination? clarify the need for certain support in Meridian and helping to develop a short- and long-term strategy to meet the needs of those experiencing homelessness in Meridian and across the County. 5 Agency/Group/Organization City of Meridian Agency/Group/Organization Type Other government- Local Planning organization Civic Leaders Grantee Department What section of the Plan was addressed by Housing Need Assessment Consultation? Market Analysis Economic Development Anti-poverty Strategy City of Meridian 11 P a g e Page 178 Item#12. Community Development Block Grant(CDBG) PY21 Action Plan Briefly describe how the The City regularly consults with the Mayor's Office, Department of Community Agency/Group/Organization was consulted.What Development, Planning Division, Economic Development officials, Finance are the anticipated outcomes of the consultation Department, Public Works Department, and law enforcement officials to explore or areas for improved coordination? and operationalize the needs of community members in Meridian. Much of the conversation during the consultations surrounding the Action Plan deals with housing needs,wage growth,vacancy and affordability rates of housing, identifying households and areas that may be affected by lead-based paint requirements, and work to address poverty in the community. Many of these conversations are still in their preliminary stage and have not directly created outcomes or improved coordination, but work continues to plan and strategize to develop 1) incentives for affordable housing development; 2) partnerships to address service gaps in Meridian; 3) a clear plan/strategy to increase workforce housing developments; 4) a new City Comprehensive Plan that better-addresses and plans for the needs of LMI residents, including those experiencing homelessness; and 5) a socioeconomic profile of the City. All of these will offer insight, strategy, and structure to the City's community development efforts in the coming years. 6 Agency/Group/Organization THE JESSE TREE OF IDAHO, INC. Agency/Group/Organization Type Services- Housing Services-homeless What section of the Plan was addressed by Non-Homeless Special Needs Consultation? Briefly describe how the The Jesse Tree was consulted to discuss the possibility to expand their emergency Agency/Group/Organization was consulted.What rental assistance program in Meridian.They provided insights and clarity into the are the anticipated outcomes of the consultation need for their program due to continually rising rents across the City.This or areas for improved coordination? consultation contributed to an expansion of CDBG funding that will be given to this organization for homelessness prevention services. City of Meridian 12 1 P a g e Page 179 Item#12. Community Development Block Grant(CDBG) PY21 Action Plan 7 Agency/Group/Organization UNITED WAY OF TREASURE VALLEY Agency/Group/Organization Type Planning organization Foundation What section of the Plan was addressed by Housing Need Assessment Consultation? Anti-poverty Strategy Briefly describe how the The United Way was consulted in efforts to create a Socioeconomic Profile of Agency/Group/Organization was consulted. What Meridian in an effort to better understand the housing, transportation, health, are the anticipated outcomes of the consultation food, financial, and education needs of Meridian's residents.This partnership is or areas for improved coordination? ongoing and will likely result in funding provided to the City by this organization to conduct research and create plans to understand and meet these needs. 8 Agency/Group/Organization City of Boise Agency/Group/Organization Type Other government- Local What section of the Plan was addressed by Homelessness Strategy Consultation? Non-Homeless Special Needs Market Analysis Economic Development Anti-poverty Strategy Administrative Briefly describe how the The City regularly consults with the City of Boise to ensure that funding Agency/Group/Organization was consulted. What recommendations, administrative practices, and other activities are compliant are the anticipated outcomes of the consultation with federal regulations. The coordination also reflects a shared goal to ensure or areas for improved coordination? that all activities undertaken with CDBG funds work to meet regional needs as well as local needs. City of Meridian 13 1 P a g e Page 180 Item#12. Community Development Block Grant(CDBG) PY21 Action Plan 9 Agency/Group/Organization Neighborworks Boise Agency/Group/Organization Type Services- Housing Service-Fair Housing Major Employer What section of the Plan was addressed by Homelessness Strategy Consultation? Non-Homeless Special Needs Briefly describe how the The City worked with NeighborWorks Boise to discuss the viability of a Agency/Group/Organization was consulted. What homeowner rehabilitation program in Meridian. are the anticipated outcomes of the consultation or areas for improved coordination? 10 Agency/Group/Organization Idaho Fair Housing Forum Agency/Group/Organization Type Service-Fair Housing What section of the Plan was addressed by Fair Housing Consultation? Briefly describe how the The City meets with this group to consult on how to advance the fair housing work Agency/Group/Organization was consulted. What of the City and region.These consultations have brought forth fair housing are the anticipated outcomes of the consultation trainings and conferences educating over 1000 people about fair housing law and or areas for improved coordination? practice.These meetings also inform how the City will implement its strategies to affirmatively further fair housing. City of Meridian 14 1 P a g e Page 181 Item#12. Community Development Block Grant(CDBG) PY21 Action Plan 11 Agency/Group/Organization Neighbors United Collaborative Agency/Group/Organization Type Services- Housing Services-Health Services-Education Services-Employment Service-Fair Housing Services- Refugees What section of the Plan was addressed by Non-Homeless Special Needs Consultation? Fair Housing Briefly describe how the The City regularly consults with this group to understand how to address the Agency/Group/Organization was consulted.What needs of LMI refugees in Meridian. Much of the discussion leading up to the are the anticipated outcomes of the consultation development of this Annual Action Plan has been around fair housing and or areas for improved coordination? language access services in the community.The City is working with this and other groups to develop resources and materials that can better educate about fair housing best practices while providing refugees and others facing housing discrimination support to overcome negative situations. 12 Agency/Group/Organization Idaho Apartment Association Agency/Group/Organization Type Services- Housing Business and Civic Leaders What section of the Plan was addressed by Non-Homeless Special Needs Consultation? Fair Housing Briefly describe how the The City consults, as needed,with this organization to get the private-sector Agency/Group/Organization was consulted.What perspective on micro and macro issues in the world of housing and fair housing. are the anticipated outcomes of the consultation These consultations have often informed the conversations and decisions taken to or areas for improved coordination? and made by Neighbors United, Idaho Fair Housing Forum, and the CoC's Fair Housing Subcommittee. City of Meridian 1S I Page Page 182 Item#12. Community Development Block Grant(CDBG) PY21 Action Plan 13 Agency/Group/Organization Region 4 Behavioral Health Board Agency/Group/Organization Type Services- Housing Services-Children Services-Elderly Persons Services-Persons with Disabilities Services-Victims of Domestic Violence Services-Health Services-Education Services-Victims Health Agency Child Welfare Agency Publicly Funded Institution/System of Care Other government-State Other government- Local Regional organization Planning organization Business Leaders Civic Leaders What section of the Plan was addressed by Non-Homeless Special Needs Consultation? Briefly describe how the The BHB was consulted as part of the current action planning efforts. Members of Agency/Group/Organization was consulted.What this group represent all of the agency/group/organization types listed above and are the anticipated outcomes of the consultation assists the City in understanding the needs of the community as it relates to or areas for improved coordination? people with mental health and substance use disorders.This consultation was effective in helping the City develop funding recommendations to address economic stability for people with disabilities. 14 Agency/Group/Organization Central District Health City of Meridian 16 1 P a g e Page 183 Item#12. Community Development Block Grant(CDBG) PY21 Action Plan Agency/Group/Organization Type Services-Health Services-Education Services-Victims Health Agency Publicly Funded Institution/System of Care Other government- Local Regional organization Planning organization What section of the Plan was addressed by Public Housing Needs Consultation? Homeless Needs-Chronically homeless Homeless Needs- Families with children Homelessness Needs -Veterans Homelessness Needs- Unaccompanied youth Homelessness Strategy Non-Homeless Special Needs HOPWA Strategy Lead-based Paint Strategy Briefly describe how the Consulted with CDH regarding strategies related to lead-based paint, Agency/Group/Organization was consulted.What transportation options in Meridian, and health disparities related to Meridian's are the anticipated outcomes of the consultation LMI residents. or areas for improved coordination? Identify any Agency Types not consulted and provide rationale for not consulting Not applicable; every agency identified was offered an opportunity to participate in the development of the plan. While no agencies were left out,the City does not have a citizen's advisory group to consult with. Citizens are requested to participate in public hearings and public presentations via social media and local newspapers, but there is no formal group.To gather citizen input specific to the slum and blighted area where CDBG funds are to be used,the City contacted residents who live in that area directly while the Redevelopment Plan was being developed and again when the Redevelopment Plan was being approved. Residents were also informed of the potential projects in this area during the City of Meridian 17 1 Page Page 184 Item#12. Community Development Block Grant(CDBG) PY21 Action Plan development of the plan as well as the CDBG process of selecting projects annually. Invitations for public presentations related to the Action Plan and Project Applications were then sent out by email and social media. Moving forward,the City would like to improve its coordination with housing developers, particularly those developers who specialize in the development of workforce and affordable housing. Increased efforts were not made this year to reach out to these groups as the City is still working to develop internal strategies and plans about how it wants to address the housing affordability needs in the community and how to engage developers in that process.The City is also developing a new Comprehensive Plan that includes consultants doing consultations in the coming months.The decision was made to couple the needed consultation efforts of these Community Development activities with comprehensive planning consultation activities. Other local/regional/state/federal planning efforts considered when preparing the Plan Name of Plan Lead Organization How do the goals of your Strategic Plan overlap with the goals of each plan? The City maintains goals of improving economic outcomes of low income residents, Idaho Housing and providing emergency rental assistance, and improving housing options and social and Continuum of Care Finance Association, Ada supportive services for people including but not limited to people with special needs and County, City of Boise individuals/families leaving domestic violence situations.These will contribute to the CoC objective of Ending Chronic Homelessness by preventing Meridian residents from falling into homelessness. Idaho Housing and The fair housing strategies established for Meridian considered opportunities to State of Idaho Finance Association; collaborate with the State.The City regularly involves representatives from IHFA, City of Analysis of Idaho Department of Boise, City of Nampa, City of Caldwell, and Idaho Department of Commerce in the Impediments Commerce planning,funding, and implementation efforts of fair housing activities in the region and state. Meridian Meridian Planning The City Comprehensive Plan was consulted during preparation of the Consolidated Plan Comprehensive Plan Division to ensure goals were consistent with the needs and desires of the community. Land use and zoning regulations were reviewed to assess barriers to housing choice. ACHA Policies and ACHA The housing authority policies and procedures were reviewed to ensure they support Procedures housing choice and address the greatest needs of low income residents. City of Meridian 18 1 P a g e Page 185 Item#12. Community Development Block Grant(CDBG) PY21 Action Plan Table 3—Other local/regional/federal planning efforts Narrative (optional) The City is working with various stakeholders throughout the region to develop a comprehensive Action Plan,which will improve collaboration between entities,thereby reducing the duplication of efforts and using limited time and resources more effectively. City of Meridian 19 1 Page Page 186 Item#12. Community Development Block Grant(CDBG) PY21 Action Plan AP-12 Participation — 91.105, 91.200(c) 1. Summary of citizen participation process/Efforts made to broaden citizen participation Summarize citizen participation process and how it impacted goal-setting In 2017,the City completed an extensive citizen participation procedure to gain public guidance and information for the 2017-2021 Consolidated Plan.The findings of those efforts have informed the priorities, needs, and goals entirely. During the consolidated planning process,the feedback received from public surveys, stakeholder interviews, and other public feedback created the framework for which all CDBG goals and action plans will be based on. The City has the goal to use the public feedback from the Con Plan to inform funding decisions proposed in this and subsequent annual action plans. In addition to the consolidated plan citizen participation processes,the City has undergone all federally required citizen participation requirements for this action plan.The City encouraged participation in developing and implementing the plan with not only low-and moderate- income persons but also with local and regional institutions,the Continuum of Care, businesses, developers, non-profits, community members, and faith-based organizations.These include a minimum 30-day public comment period with a formal public hearing during that comment period.The City published legal notices in two local newspapers (Idaho Statesman and Meridian Press) and posted the PY20 Draft Action Plan on the City's website. Staff worked with the City's Communication Department to share information regarding the recommended projects and priorities for the upcoming year as well as the public comment period and public hearing.The Communication Department shares information via Facebook,Twitter, Instagram, Linkedln, Nextdoor, and a City-wide distribution list. CDBG staff also maintains a distribution list specific to those who have shown interest in CDBG and the same information was sent to that distribution list as well as several partner organizations distribution lists.All comments received were reviewed, acknowledged, and included as an attachment to this plan. The CDBG Public Service Scoring Committee was responsible for scoring, ranking, and providing funding recommendations for public service applications submitted.This Committee consisted of the following representatives: • Two (2)to four(4) Meridian residents; • One (1) Finance Department staff; • One (1) City Council member; • One (1) Community Development Department staff; and • One (1) Mayor's Office staff. City of Meridian 20 1 P a g e Page 187 Item#12. Community Development Block Grant(CDBG) PY21 Action Plan As part of the scoring process, a member of the CoC reviews the public service applications and provides feedback on how the proposed projects meet the needs of the community and past history with the applying agency, if applicable. This multi-perspective approach to project funding recommendations allows the City to incorporate the viewpoints of a wide representation of interests throughout the community to better embody the needs of Meridian.The largest representation was intentionally Meridian residents to encourage the public to more actively participate in determining the path of the Program in the coming year. Citizen Participation Outreach Sort Order Mode of Outreach Target of Outreach Summary of Summary of Summary of comments URL(If response/attendance comments received not accepted applicable) and reasons Non- A public hearing was 1 Public Hearing targeted/broad held at the City n/a n/a community Council meeting on July 20. City of Meridian 211 Page Page 188 Item#12. Community Development Block Grant(CDBG) PY21 Action Plan Sort Order Mode of Outreach Target of Outreach Summary of Summary of Summary of comments URL(If response/attendance comments received not accepted applicable) and reasons The City received four comments from Council Public meetings were regarding housing held during the City affordability and Council meetings on how the CDBG July 6 and 20. Program can Meetings included provide more presentations that support to address Non- outlined the the City's housing 2 Public Meeting targeted/broad needs. This n/a applications received, community funding included recommendations, discussions about specific projects, and the upcoming discussion by Council Housing Market on the proposed Analysis that will be projects. conducted during the Consolidated Plan process. City of Meridian 22 Page Page 189 Item#12. Community Development Block Grant(CDBG) PY21 Action Plan Sort Order Mode of Outreach Target of Outreach Summary of Summary of Summary of comments URL(If response/attendance comments received not accepted applicable) and reasons Legal notices were published in the Idaho Statesman and Meridian Press Non- Tribune newspapers 3 Newspaper Ad targeted/broad on June 11 that n/a n/a community described the public presentations, comment period, and hearing regarding this plan. Notices of the public comment period and Non- sent out using the public hearing were 4 Internet Outreach targeted/broad n/a n/a community City's social media accounts (Facebook, Twitter, Instagram, Linkedln, Nextdoor). City of Meridian 23 Page Page 190 Item#12. Community Development Block Grant(CDBG) PY21 Action Plan Sort Order Mode of Outreach Target of Outreach Summary of Summary of Summary of comments URL(If response/attendance comments received not accepted applicable) and reasons Minorities Notices of the public Persons with comment period and disabilities public hearing were sent out using Non- multiple distribution One comment was 5 Email targeted/broad lists including that of received in support n/a community the Meridian CDBG of the Program. Program, Mayor's Residents of Public Office, Behavioral and Assisted Health Board, CoC and ACHA. Housing Table 4—Citizen Participation Outreach City of Meridian 24 P a g e Page 191 Item#12. Community Development Block Grant(CDBG) PY21 Action Plan Expected Resources AP-15 Expected Resources - 91.220(c)(1,2) Introduction The City of Meridian anticipates receiving$501,559 in CDBG funds for PY21 and will be reallocating an additional $95,687 in PY20 funds. The City will leverage staff time to complete projects implemented by the City. The majority of CDBG projects are implemented by subrecipients and the City expects funds to be leveraged with CDBG funds to improve the outcome of the project. Anticipated Resources Program Source of Uses of Funds Expected Amount Available Year 1 Expected Narrative Description Funds Annual Program Prior Year Total: Amount Allocation: Income: Resources: $ Available $ $ $ Remainder of ConPlan CDBG public- Acquisition The City will be reallocating$95,687 federal Admin and of PY20 funds. Planning Economic This is the final year of the Con Plan, Development so the City will not receive any Housing additional funding under this Con Public Plan. Improvements Public Services 501,559 0 95,687 597,246 0 Table 5-Expected Resources—Priority Table City of Meridian 25 1 Page Page 192 Item#12. Community Development Block Grant(CDBG) PY21 Action Plan Explain how federal funds will leverage those additional resources (private, state and local funds), including a description of how matching requirements will be satisfied The City of Meridian does not receive funding for HUD programs other than CDBG and there are no additional state or federal funds available to leverage for program activities.The City uses local funds to leverage staff time to implement all CDBG activities. The projects identified below anticipates leveraging the following resources: • Boys& Girls Club—private funds to administer the scholarship program and provide additional scholarships to those who are unable to access CDBG funding; • City of Meridian—local funds to pay staff salaries; • Jesse Tree of Idaho—private funds will be used to administer the program and provide additional assistance to those who are unable to access CDBG funding. City of Meridian 26 1 P a g e Page 193 Item#12. Community Development Block Grant(CDBG) PY21 Action Plan If appropriate, describe publicly owned land or property located within the jurisdiction that may be used to address the needs identified in the plan There are currently no publicly owned lands within Meridian that have been identified to specifically address needs of the Con Plan or the Action Plan. Discussion The City and its subrecipients will work to leverage funding and in-kind resources to help maximize the usage of CDBG funding. City of Meridian 27 Page 194 Item#12. Community Development Block Grant(CDBG) PY21 Action Plan Annual Goals and Objectives AP-20 Annual Goals and Objectives Goals Summary Information Sort Goal Name Start End Category Geographic Needs Addressed Funding Goal Outcome Indicator Order Year Year Area 1 Improve Accessibility 2017 2021 Non- Better Accessibility in CDBG: Public Facility or Infrastructure Homeless Meridian $336,246 Activities other than Special Needs Improve Accessibility Low/Moderate Income Housing in Meridian Benefit: 6205 Persons Assisted 2 Enhance 2017 2021 Affordable Improved Housing CDBG: Homeowner Housing Homeownership Housing Options and $171,000 Rehabilitated: 15 Household Opportunities Supportive Services Housing Unit Improved Weatherization of Housing Stock Better Accessibility in Meridian Housing Rehabilitation Opportunities Improve Accessibility in Meridian City of Meridian 28 1 P a g e Page 195 Item#12. Community Development Block Grant(CDBG) PY21 Action Plan Sort Goal Name Start End Category Geographic Needs Addressed Funding Goal Outcome Indicator Order Year Year Area 3 Provide Social 2017 2021 Non- Improvements in CDBG: Public service activities other than Services Homeless Economic Stability $45,000 Low/Moderate Income Housing Special Needs Service Programs- Benefit: 100 Persons Assisted Low income Low Income and services Special Needs Improved Housing Options and Supportive Services 4 Administration and 2017 2021 Admin CDBG: Other: 0 Other Fair Housing 45,000 Activities Table 6—Goals Summary City of Meridian 29 1 Page Page 196 Item#12. Community Development Block Grant(CDBG) PY21 Action Plan Goal Descriptions 1 Goal Name Improve Accessibility Goal The City will coordinate with City and local stakeholders to implement projects that will improve accessibility in LMI Description areas. 2 Goal Name Enhance Homeownership Opportunities Goal The City will provide funding to support LMI households obtain or maintain housing that is affordable to them. Description 3 Goal Name Provide Social Services Goal The City will address identified needs by providing local agencies with funding to provide necessary public services to Description LMI residents. 4 Goal Name Administration and Fair Housing Activities Goal The City will administer the Program, including collaboration with local entities to educate residents and landlords on Description fair housing rights and responsibilities. City of Meridian 30 1 P a g e Page 197 Item#12. Community Development Block Grant(CDBG) PY21 Action Plan Projects AP-35 Projects — 91.220(d) Introduction The City has allocated CDBG funds to projects that meet the priority needs and goals identified in the 2017-2021 Con Plan. Projects # Project Name 1 Homelessness Prevention and Stability 2 Youth Extended Care Scholarships 3 Homeowner Repair 4 Chateau Park All Abilities Playground and Pathway 5 Alternate: Peregrine Elementary Streetlights 6 Alternate: E. MHS/MMS Streetlights 7 Alternate: Homebuyer Assistance 8 Administration 9 Fair Housing Table 7-Project Information Describe the reasons for allocation priorities and any obstacles to addressing underserved needs Projects were prioritized based on the needs identified in the 2017-2021 Con Plan, needs expressed in the PY21 CDBG competitive application process, and the experiences of the CDBG Scoring Committee. A common obstacle for public service projects is the lack of available funding to provide the necessary level of services.To address this, subrecipients will leverage other funding sources and utilize screening criteria to provide services to those with the highest level of need first. The main obstacle for housing projects in Meridian is related to the soaring housing market in Meridian and lack of affordable homes.The Homeowner Repair Program provides owner-occupied rehabilitation for those who already own homes they can afford in order to keep them stably housed. A potential obstacle to addressing the underserved needs is making the community aware of this program.The City will continue to assist the subrecipient with outreach for this program. The accessibility projects have the potential obstacle of rising construction costs, which is related to the soaring housing market. It is often difficult to find a contractor to complete smaller construction City of Meridian 31 1 Page 198 Item#12. Community Development Block Grant(CDBG) PY21 Action Plan projects because there is such a demand for large construction projects right now. No obstacles have been identified for Administration and Fair Housing. City of Meridian 32 Page 199 Item#12. Community Development Block Grant(CDBG) PY21 Action Plan AP-38 Project Summary Project Summary Information 1 Project Name Homelessness Prevention and Stability Target Area Goals Supported Provide Social Services Needs Addressed Improvements in Economic Stability Service Programs- Low Income and Special Needs Improved Housing Options and Supportive Services Funding CDBG: $25,000 Description Provide emergency payments for rent, mortgage, and/or utilities on behalf of LMI eligible individuals or families for the purpose of stabilizing housing and preventing homelessness. Target Date 9/30/2022 Estimate the 20 LMI households averaging 3 people per household who are at risk of number and type of homelessness. families that will benefit from the proposed activities Location Services will be offered in the community and at provider offices and Description will benefit households throughout Meridian. Services may also be provided virtually. Planned Activities (05Q) Subsistence Payments 2 Project Name Youth Extended Care Scholarships Target Area Goals Supported Provide Social Services Needs Addressed Improvements in Economic Stability Service Programs- Low Income and Special Needs Improved Housing Options and Supportive Services Funding CDBG: $20,000 Description Provide funding for LMI eligible youth to participate in before and after school programs as well as summer programs at a free or reduced cost. City of Meridian 33 Page Page 200 Item#12. Community Development Block Grant(CDBG) PY21 Action Plan Target Date 9/30/2022 Estimate the 40 LMI households with children under age 13. number and type of families that will benefit from the proposed activities Location Services will be provided at the Meridian Boys&Girls Club, located at Description 911 N. Meridian Road in Meridian. Planned Activities (OSL) Child Care Services 3 Project Name Homeowner Repair Target Area Goals Supported Enhance Homeownership Opportunities Needs Addressed Improved Housing Options and Supportive Services Improved Weatherization of Housing Stock Better Accessibility in Meridian Housing Rehabilitation Opportunities Improve Accessibility in Meridian Funding CDBG: $171,000 Description The Homeowner Repair Program will improve the weatherization, accessibility and visitability of existing homes of LMI Meridian residents, making them safer and more economically sustainable. Target Date 9/30/2022 Estimate the 10 LMI households. number and type of families that will benefit from the proposed activities Location Services will be provided at NeighborWorks Boise offices located at 3380 Description W. Americana Terrace, Ste 120 in Boise and will benefit households throughout Meridian. Services may also be provided virtually. Planned Activities (14A) Rehabilitation: Single-Unit Residential 4 Project Name Chateau Park All Abilities Playground and Pathway Target Area City of Meridian 34 Page 201 Item#12. Community Development Block Grant(CDBG) PY21 Action Plan Goals Supported Improve Accessibility Needs Addressed Better Accessibility in Meridian Improve Accessibility in Meridian Funding CDBG: PY21 $240,559 PY20$95,687 Description Replace existing playground in Chateau Park with an all abilities playground to offer recreational opportunities to children with disabilities. This project will also create a pathway that connects the park to LMI neighborhoods to the north and west that do not have amenities. Target Date 9/30/2022 Estimate the An estimated 2,068 households with an average of three people per number and type of household who reside in an LMI area. families that will benefit from the proposed activities Location 2640 W Chateau Drive, Meridian Description Planned Activities (03F) Parks, Recreational Facilities 5 Project Name Alternate: Peregrine Elementary Streetlights Target Area Goals Supported Improve Accessibility Needs Addressed Better Accessibility in Meridian Improve Accessibility in Meridian Funding CDBG: $125,000 Description Design and install and/or upgrade streetlights in LMI area. This is a backup project. Target Date 9/30/2022 Estimate the An estimated 2,222 households with an average of 3 people per number and type of household who reside in an LMI area. families that will benefit from the proposed activities City of Meridian 35 Page Page 202 Item#12. Community Development Block Grant(CDBG) PY21 Action Plan Location Landing Subdivisions No. 1,2,3,4 and 7 Description Planned Activities (03K) Street Improvements 6 Project Name Alternate: E. MHS/MMS Streetlights Target Area Goals Supported Improve Accessibility Needs Addressed Better Accessibility in Meridian Improve Accessibility in Meridian Funding CDBG: $125,000 Description Design and install and/or upgrade streetlights in LMI area. This is a backup project. Target Date 9/30/2022 Estimate the An estimated 1,162 households with an average of 3 people per number and type of household who reside in an LMI area. families that will benefit from the proposed activities Location Neighborhoods to the east and south of Meridian Middle School Description extending to Meridian Road and Pine Avenue Planned Activities (03K) Street Improvements 7 Project Name Alternate: Homebuyer Assistance Target Area Goals Supported Enhance Homeownership Opportunities Needs Addressed Homeownership Opportunities: 80-120 Percent of AMI Down Payment Assistance Opportunities Funding CDBG: $65,000 Description Provide assistance for eligible LMI persons to purchase homes in Meridian,with preference being given to public housing residents. Assistance will include down payment assistance, closing costs, and other eligible activities. Target Date 9/30/2022 City of Meridian 36 Page Page 203 Item#12. Community Development Block Grant(CDBG) PY21 Action Plan Estimate the 2 LMI households purchasing a home in Meridian. number and type of families that will benefit from the proposed activities Location Services will be provided at NeighborWorks Boise offices located at 3380 Description W. Americana Terrace, Ste 120 in Boise and will benefit households throughout Meridian. Services may also be provided virtually. Planned Activities (13B) Homeownership Assistance 8 Project Name Administration Target Area Goals Supported Administration and Fair Housing Activities Needs Addressed Funding CDBG: $42,000 Description This project will conduct activities that relate to the administrative, planning, and technical assistance for the CDBG program during PY21. Target Date 9/30/2022 Estimate the n/a number and type of families that will benefit from the proposed activities Location Administration office is located in Meridian City Hall at 33 E. Broadway Description Ave. suite 102. Planned Activities Administration and Planning 9 Project Name Fair Housing Target Area Goals Supported Administration and Fair Housing Activities Needs Addressed Funding CDBG: $3,000 City of Meridian 37 Page Page 204 Item#12. Community Development Block Grant(CDBG) PY21 Action Plan Description This project will carry out activities that relate to fair housing. At a minimum, CDBG funds will be used to implement a Fair Housing Campaign in April. Other opportunities to promote fair housing activities will be evaluated as they arise. Target Date 9/30/2022 Estimate the n/a number and type of families that will benefit from the proposed activities Location The Fair Housing Campaign will be promoted via television, radio, and Description social media. Planned Activities (21D) Fair Housing Activities AP-50 Geographic Distribution - 91.220(o Description of the geographic areas of the entitlement (including areas of low-income and minority concentration) where assistance will be directed The City of Meridian's basis for allocating public service and housing projects is geographically delineated within its municipal boundaries. Funding is determined by meeting national objectives, qualifying eligible activities, and through a competitive application process.The City does not specify target areas by census tract or block group.The use of CDBG funding is not pre-determined on areas of low-and moderate- income concentration or racial characteristics. Service agencies providing CDBG funded services are primarily located in Boise; however, low-and moderate-income clients served reside in Meridian. Area benefit activities benefit at least one of the four(4) census tracts that fall within Meridian's LMI area, which include census tracts: 0103.21; 0103.22; 0103.31; and 0103.35. Geographic Distribution Target Area Percentage of Funds n/a n/a Table 8-Geographic Distribution City of Meridian 38 Page 205 Item#12. Community Development Block Grant(CDBG) PY21 Action Plan Rationale for the priorities for allocating investments geographically Meridian has not identified a target area. Discussion The City allocates funds to assist low-to moderate-income (LMI) Meridian residents without targeting or prioritizing specific geographic locations outside of the LMI area for area benefit projects per HUD guidelines. City of Meridian 39 Page 206 Item#12. Community Development Block Grant(CDBG) PY21 Action Plan Affordable Housing AP-55 Affordable Housing - 91.220(g) Introduction The City of Meridian dedicates funding to providing LMI Meridian residents with affordable housing. One Year Goals for the Number of Households to be Supported Homeless 0 Non-Homeless 15 Special-Needs 0 Total 15 Table 9-One Year Goals for Affordable Housing by Support Requirement One Year Goals for the Number of Households Supported Through Rental Assistance 0 The Production of New Units 0 Rehab of Existing Units 15 Acquisition of Existing Units 0 Total 15 Table 10-One Year Goals for Affordable Housing by Support Type Discussion For homeowner rehabilitation, subrecipient(s)will utilize funding to assist homeowners with emergency repairs, accessibility, weatherization, and similar eligible projects to improve the safety and livability of their homes. AP-60 Public Housing - 91.220(h) Introduction The City of Meridian is served by the Ada County Housing Authority(ACHA), who administers the Homeownership Voucher Program, Housing Choice Voucher, Mainstream Voucher, as well as managing the Family Self Sufficiency Program. Actions planned during the next year to address the needs to public housing As part of the City's overall Comprehensive Plan, Meridian has identified a goal of offering a diversity of housing types for all economic levels throughout the City.To accomplish this goal, Meridian encourages City of Meridian 40 Page Page 207 Item#12. Community Development Block Grant(CDBG) PY21 Action Plan quality housing projects for all economic levels throughout the city.The City supports a variety of residential categories (low-, medium-, medium-high and high-density single family, multi-family, townhouses, duplexes, apartments, condominiums, etc.) for the purpose of providing the City with a range of opportunities to provide housing that is affordable to all. In spite of these efforts,ACHA has identified a lack of affordable units as one of the barriers to eligible renters and potential homeowners. Meridian is one of the towns within Ada County,which ACHA serves. ACHA has a 72%success rate, whereas the national average is typically a 65-69%success rate. This leaves an estimated 28%of households receiving Housing Choice Vouchers (HCV) in Ada County unable to identify housing within 120 days, requiring them to relinquish the voucher and return to the waiting list. There are many reasons a participant may not be able to identify a housing unit including: • Landlords feel there is too much "red tape" associated with the vouchers; • Rents in this community are often above the fair market rents HUD allows; • Misperception that voucher holders make bad tenants; • Poor credit/rental history or criminal background may make some ineligible; or • Lack of units that will accommodate larger families. The City will continue to collaborate with ACHA,the CoC, and other partners during PY21.The City is in the process of updating its Strategic Plan,which will include tasks related to housing affordability. Actions to encourage public housing residents to become more involved in management and participate in homeownership ACHA encourages public housing residents to participate in homeownership by: • Referring families interested in homeownership to first-time homebuyer workshops covering the following topics: benefits of and preparation for homeownership, credit analysis, FICO scoring methodology, mortgage types and requirements, private mortgage insurance, loan-to- value ratio, down payment assistance programs, escrow and title process, property taxes, home maintenance, and homeowner responsibilities. • Providing one-on-one meetings with a Homeownership Coordinator to determine short- and long-term goals in obtaining homeownership and to make a plan to reduce any barriers that need to be addressed. • Collaborating with nonprofit partner agencies, lenders, and realtors in the delivery of counseling services for low-to moderate-income first-time homebuyers in the FSS/HCV programs. Expanding partnerships with community organizations, lending institutions, and real estate professionals. • Actively marketing the Homeownership Assistance program to existing voucher holders through quarterly newsletters and attending the annual recertification meetings for voucher holders to City of Meridian 41 Page Page 208 Item#12. Community Development Block Grant(CDBG) PY21 Action Plan explain the programs. If the PHA is designated as troubled, describe the manner in which financial assistance will be provided or other assistance ACHA is not a troubled PHA. Discussion The City is committed to helping LMI households access necessary services and homeownership as desired through a variety of methods. AP-65 Homeless and Other Special Needs Activities - 91.220(i) Introduction The City coordinates with the Boise City/Ada County Continuum of Care (CoC) and the Region 4 Behavioral Health Board (BHB)to identify the strategies to address needs of those who are at risk of or currently experiencing homelessness. Describe the jurisdictions one-year goals and actions for reducing and ending homelessness including reaching out to homeless persons (especially unsheltered persons) and assessing their individual needs The City of Meridian has been a member of the CoC for the last six years to better understand and coordinate the needs that Meridian residents who are currently or at risk of experiencing homelessness face and how to better serve them. In addition, City representatives are frequently involved in public discussions, presentations, and meetings with citizens, other government officials, and local service providers including West Ada School District,Jesse Tree, and CATCH to provide support, understanding, and outreach to those who are experiencing homelessness in Meridian. In previous years,the City worked with the CoC to add data points to the CoC's Homeless Management Information System (HMIS)to enable the City to determine how many Meridian residents are experiencing homelessness and the reasons for their housing crisis.This data and information was evaluated while developing the PY21 Action Plan to better inform strategies and partnerships for the City to implement.The City is committed to serving the individual needs of Meridian's homeless population as identified by the CoC and local organizations. City of Meridian 42 1 Page 209 Item#12. Community Development Block Grant(CDBG) PY21 Action Plan The City has also worked with the CoC to conduct the annual Point-in-Time Count, which helps determine the number of people who are experiencing homelessness on a given day.This information allows the City to understand the level of homelessness in Meridian and to develop a program that better serves those in need.The City will continue to assist with this process in upcoming years. The City intends to continue to use its partners to identify, understand, and support those experiencing homelessness (especially persons experiencing unsheltered homelessness) or at risk of homelessness with special needs in Meridian. Addressing the emergency shelter and transitional housing needs of homeless persons While there are emergency shelter and transitional housing facilities located in other nearby cities in the Treasure Valley, none of these facilities are located within City of Meridian. The City has prioritized funding homelessness prevention to mitigate the need for these services, but also works with the CoC to assist Meridian residents who are in need of emergency shelter. The City encourages agencies who provide these services to apply for CDBG funding, but there were no applications during PY21 for projects directly related to emergency shelters or transitional housing projects. However, all services to be funded are available to those who qualify. Helping homeless persons (especially chronically homeless individuals and families,families with children,veterans and their families, and unaccompanied youth) make the transition to permanent housing and independent living, including shortening the period of time that individuals and families experience homelessness, facilitating access for homeless individuals and families to affordable housing units, and preventing individuals and families who were recently homeless from becoming homeless again The City will provide funding to NeighborWorks Boise to assist with homeowner repairs to Meridian residents with a low-and moderate-income to keep them in housing they can afford. In addition, Meridian's work with Jesse Tree has helped provide rental and case management services aimed at preventing and resolving needs for those currently experiencing homelessness or at risk of homelessness in Meridian. The partnerships that the City has with local committees, organizations, and networks in evaluating, understanding, and addressing the many needs of Meridian residents experiencing homelessness include Meridian Police Department, Ada County Sheriff's Office, City of Boise, City of Nampa, City of Caldwell, Women's and Children's Alliance,Jesse Tree, Boys &Girls Clubs of Ada County, West Ada School District, CATCH, Ada County Housing Authority, Local HUD office, CoC, Meridian Food Bank, United Way, NeighborWorks Boise, IHFA,Terry Riley, EI-Ada Community Action,Our Path Home Connect, and many others.These partnerships are extensive and ongoing in order to help address and prevent homelessness in Meridian. City of Meridian 43 Page 210 Item#12. Community Development Block Grant(CDBG) PY21 Action Plan These efforts, particularly coordination and participation with CATCH and the CoC, are designed to assist local service providers in helping persons experiencing homelessness make the transition to permanent housing and independent living while shortening the time individuals and families experience homelessness. In addition,the City's relationships with ACHA, CATCH, and Jesse Tree are aimed to develop activities through the Program that facilitate access for individuals and families experiencing homelessness to affordable housing units while also preventing individuals and families from becoming homeless. Helping low-income individuals and families avoid becoming homeless, especially extremely low-income individuals and families and those who are: being discharged from publicly funded institutions and systems of care (such as health care facilities, mental health facilities, foster care and other youth facilities, and corrections programs and institutions); or, receiving assistance from public or private agencies that address housing, health, social services, employment, education, or youth needs. The City is involved in the CoC,which is comprised of representation from ACHA, Health and Welfare, mental health service providers and other service agencies, including law enforcement and correctional agencies. The CoC coordinates, collects data, reviews data, and prioritizes strategies based on data and input from providers. Coordinated entry serves all communities within Ada County and case conferencing is conducted weekly. The City is also involved in the Behavioral Health Board (BHB),which focuses on mental health and substance use disorders.The BHB is a government entity established by the Idaho legislature in 2014 to advise Idaho's behavioral health authority, identify gaps, and promote improvements to the delivery of integrated services for behavioral health in Idaho.The Board promotes and supports prevention, intervention, recovery and resiliency for individuals and families in need. It is composed of 23 stakeholders, advocates, and professionals across the continuum of care. Involvement with this group allows the City to understand the broader needs of the community as related to behavioral health in general and specifically for those who are being discharged from institutional settings such as mental health facilities and corrections programs. During PY21 the City will also provide funding to Jesse Tree to keep families, individuals, and children who are at risk of eviction stably housed. Meridian partners with other organizations, such as the West Ada School District,to assess needs and provide services for those at risk of becoming homeless. City of Meridian 44 Page 211 Item#12. Community Development Block Grant(CDBG) PY21 Action Plan Discussion Much of the work funded through the Program is directed at housing stability for Meridian's LMI residents. In addition to the services previously mentioned, the City is focusing on public transportation for seniors,ADA compliance improvements to public facilities, and public facility improvements such as sidewalk and streetlight improvements in LMI areas to meet the needs of those in the community who may or may not be experiencing homelessness. AP-75 Barriers to affordable housing - 91.2206f) Introduction: Section V of the Consolidated Plan and Fair Housing Assessment analyzes public and private barriers to housing choice in Meridian. Stakeholders were also interviewed about housing barriers. Barriers associated with tax policies, land use controls and zoning, building codes, fees and charges, growth limits, and policies affecting the return on residential investment were not identified as barriers. On the contrary,the review found a favorable environment for development and a migration toward more diverse housing types. As such,the actions summarized below do NOT address the negative effects of public policies that serve as barriers to affordable housing (policies, procedures, processes). Instead,they focus on actions that address other types of identified barriers. Actions it planned to remove or ameliorate the negative effects of public policies that serve as barriers to affordable housing such as land use controls, tax policies affecting land, zoning ordinances, building codes, fees and charges, growth limitations, and policies affecting the return on residential investment The City has expressed a commitment to creating more diverse housing types through its redevelopment plan for downtown.The Destination Downtown plan states that creating diverse housing opportunities for different housing needs and life-cycles in downtown Meridian is important to support new businesses and activity. A healthy housing mix will also help to draw people downtown and ensure 24-7 activity. Housing created or redeveloped as part of the downtown plan is expected to include apartments,townhomes, condominiums, duplexes, and single-family homes.The City helped facilitate multiple RFPs over the past several years for a large portion of the publicly-owned properties in downtown Meridian with a priority given to proposals that focused on developing mixed use and high- density housing. One project that was awarded, Downtown Lofts,will bring several affordable units to downtown Meridian including six (6)that will be dedicated to CATCH participants.This project is expected to be completed in 2021. City of Meridian 45 Page 212 Item#12. Community Development Block Grant(CDBG) PY21 Action Plan In 2017,to evaluate potential fair housing concerns within the City's zoning code,the City had BBC Consulting utilize a "Review of Public Policies and Practices (Zoning and Planning Codes)"form recently circulated by the Los Angeles fair housing office of HUD.The research did not reveal any negative effects of public policies that serve as barriers to affordable housing.This includes land use controls, tax policies affecting land, zoning ordinances, building codes, fees and charges, growth limitations, and policies affecting returns on residential investment. Additionally,the City continues to review of potential policy and code changes that will incentivize the future development of multi-family and affordable housing units in Meridian. Discussion: The City will continue to identify areas to reduce barriers t affordable housing. AP-85 Other Actions - 91.220(k) Introduction: This section discusses the Other Actions the City will take to address the needs of low-income residents. Actions planned to address obstacles to meeting underserved needs The City will continue to engage in conversations with neighboring communities and service providers to identify and address underserved needs, maintain affordable housing, and reduce the number of families living in poverty. During PY21,the City has allocated funding to provide housing stability for those at risk of homelessness and extended care programs that offer youth a positive place to go. Additionally, the Economic Development Administrator works closely with the CDBG program in an effort to better align the needs of our residents. The City will increase relationships with private providers, developers, and social services providers to reduce the obstacles for Meridian residents to achieve decent housing, a suitable living environment, and expanded economic opportunities. Actions planned to foster and maintain affordable housing The City intends to partner with local service providers that will assist in fostering and maintaining affordable housing. Projects funded during PY21 will provide: emergency assistance to families who are at risk of eviction and homelessness; assistance for homeowners to make necessary improvements to maintain their current housing; and, scholarships for children to participate in extended care programs City of Meridian 46 Page 213 Item#12. Community Development Block Grant(CDBG) PY21 Action Plan so their caregivers can work. Additionally,the City will be working with service providers that focus on providing stability to those with mental health and/or substance use disorders to allow them to gain or maintain affordable housing with access to care coordination. The City will also explore additional partnerships—including partnerships with mission-driven and private developers—to bring more workforce housing into downtown and underutilized land parcels. The City collaborates with the Economic Development Administrator to explore the development of workforce housing and opportunities for residents to increase their income in an effort to foster and maintain affordable housing. Actions planned to reduce lead-based paint hazards Over the course of the upcoming program year,the City will provide information regarding lead-based paint hazards to educate the public and continue to gauge the prevalence of lead paint contamination within the City. There is a wealth of information already available from HUD,the State, neighboring communities, and various organizations that staff will gather and make available at City Hall, on the City's website, and at other locations throughout the community as needed. Additionally, City staff has reached out to CDH staff to ensure they have a contact person if lead-based paint hazards arise. Actions planned to reduce the number of poverty-level families The City will fund projects to assist poverty-level individuals and families access services that provide a support system and allow them to focus on the steps they need to take to improve their living situation. Projects include programs that provide emergency assistance to families who are at risk of homelessness and housing cost assistance for residents unable to cover the full costs of home purchases.The City's Strategic Plan also intends to address poverty-based issues through the expansion of necessary public services and the expansion of quality employment opportunities for the jurisdiction's LMI population. As part of its Strategic Plan,the City is working on an in-depth socioeconomic profile of the City to help identify the needs of community members as it pertains to housing, finances,food, education, healthcare, and transportation. Completing this research will allow the City to better understand the factors that are contributing to residents who are facing poverty in Meridian, as well as help define solutions that could help mitigate those factors.The City's hope is that this research will provide long- term insights and strategies to reduce the number of poverty-level families in Meridian. Actions planned to develop institutional structure In recent years the City made the CDBG Administrator position a full-time position and changed the position title to Community Development Program Coordinator.This position is now funded out of the City of Meridian 47 Page 214 Item#12. Community Development Block Grant(CDBG) PY21 Action Plan City's general fund. This institutional change is designed to provide more time to effectively manage the CDBG program and provide flexibility for the position to expand efforts into economic and other areas that can help meet the community development needs of the City. Staff will continue to work to attain relevant and appropriate professional development trainings during the program year to learn and address current and future institutional problems. Discussions will continue about the expansion and opportunities to add new program staff to assist in this community development work. The City has been involved in the institutional restructuring of the CoC as well as the implementation of new HMIS and Coordinated Entry standards for service providers in the County.These activities have dramatically altered the institutional framework of housing and other service providers in the region and has improved the efficiency and transparency of the coordinated work being done to address these needs.The City hopes to identify new institutional structures that can be developed, reformed or changed to better support the needs of those most at risk in the region (e.g. transitional and emergency housing networks). Actions planned to enhance coordination between public and private housing and social service agencies City staff will be working with the CoC to identify ways to enhance coordination between public and private housing and social service agencies.As in many communities, there is not enough funding to provide the level of services we'd like so the CoC plans to identify a way of coordinating services that are available and reducing duplication of services for a more effective use of funding. Multiple methods will be explored including phone apps and enhancing services that are already available. The City's partnership and funding relationship with local housing service organizations including NeighborWorks Boise,Jesse Tree, and Ada County Housing Authority will continue to expand in this program year. In addition, coordination with other organizations like CATCH, Boise Rescue Mission, Interfaith Sanctuary,Terry Reilley, EI-Ada Community Action,Jannus, Idaho Office for Refugees,Agency for New Americans, Women's and Children's Alliance, and all members associated with the local CoC (including private housing developers) will continue to be built upon to improve networks, coordination, and problem solving in the jurisdiction. Meridian's participation in the local CoC, housing and homelessness roundtables, and other regional coordination efforts outlines the City's continued action plan for enhancing the networking and coordination between public and private housing and social service agencies. Discussion: The City intends to fund multiple projects that will improve access to affordable housing and suitable living environments for Meridian residents. Staff will be working with subrecipients to identify barriers within their programs and find ways to address them to provide more effective services. Staff will also identify ways to improve and expand Meridian's CDBG Program for future years. City of Meridian 48 Page 215 Item#12. Community Development Block Grant(CDBG) PY21 Action Plan Program Specific Requirements AP-90 Program Specific Requirements — 91.220(i)(1,2,4) Introduction: Community Development Block Grant Program (CDBG) Reference 24 CFR 91.220(1)(1) Projects planned with all CDBG funds expected to be available during the year are identified in the Projects Table.The following identifies program income that is available for use that is included in projects to be carried out. 1.The total amount of program income that will have been received before the start of the next program year and that has not yet been reprogrammed 0 2.The amount of proceeds from section 108 loan guarantees that will be used during the year to address the priority needs and specific objectives identified in the grantee's strategic plan. 0 3.The amount of surplus funds from urban renewal settlements 0 4.The amount of any grant funds returned to the line of credit for which the planned use has not been included in a prior statement or plan 0 5.The amount of income from float-funded activities 0 Total Program Income: 0 Other CDBG Requirements 1.The amount of urgent need activities 0 2.The estimated percentage of CDBG funds that will be used for activities that benefit persons of low and moderate income. Overall Benefit-A consecutive period of one,two or three years may be used to determine that a minimum overall benefit of 70%of CDBG funds is used to benefit persons of low and moderate income. Specify the years covered that include this Annual Action Plan. 100.00% The City's certification period includes program years 2021, 2022, and 2023. Outside of admin and fair housing, the City will allocate all funding for PY21 to LMI projects. The City commits to meet the 70% LMI benefit requirement of the federal CDBG program over the span of that three-year certification period. City of Meridian 49 1 Page 216 Item#12. Community Development Block Grant(CDBG) PY21 Action Plan Attachments City of Meridian 50 Page Page 217 Item#12. Community Development Block Grant(CDBG) PY21 Action Plan Citizen Participation Comments Date Method of Contributor Comment City Response Submission 6/25/21 Email Michael I believe the City of Meridian CBDG programs are The City appreciates the support. Shepard, an extremely important means to help the NeighborWorks underserved populations of Meridian grow, thrive, Boise age in place, and have a safe secure place to call home. It has been proven that those who have a safe secure home excel in life, whether it be in school, at their job or in their personal lives. A perfect example would be the funds provided to help an elderly woman age in place in her home. On a very limited income, this senior had an older home than needed a new roof, needed a tree removed that was causing extreme tripping hazards on her walk way. With no savings to repair these items herself, this grant has afforded her the means to continue to age in place, in a safe secure and healthy home. I appreciate the City of Meridian in allowing us to help in these endeavors. Thank you for continuing these vital programs for those who need it most. 7/6/21 Public Councilman Requested a brief overview of the upcoming This is an analysis of our current housing market, Presentation Hoaglun housing market analysis. which will review rental amounts, affordability, and available units so we can get a better understanding of the current housing market to make informed decisions during our next consolidated plan. 7/6/21 Public Councilwoman Comment 1 —The amount allocated to rental Response 1 —Jesse Tree did request more Presentation Perreault assistance was lower than expected. Was this the funding than was allocated, but with the other request or was it reduced for some reason? available resources they have been unable to fully expend their current allocations. City of Meridian 511 Page Page 218 Item#12. Community Development Block Grant(CDBG) PY21 Action Plan Comment 2—Was it difficult utilizing the Response 2—The agency could increase the homebuyer assistance funds in previous years amount provided, but we would run into the issue because the amount of assistance provided wasn't of putting people in houses they couldn't afford enough to help the homeowner qualify for their long-term. The high cost of housing has left loan? Follow-up comment: Essentially, they are limited units that are affordable to those who are being priced out of the market. eligible for this program. When potential participants identify a house there is often a cash offer well over the asking price within hours, so they are outbid. 7/6/21 Public Councilwoman Can CDBG funds address housing affordability CDBG has limitations on how it can be used in Presentation Strader projects in other ways?Are there other HUD funds housing construction. We would be able to pay available to utilize for affordable housing projects? for soft costs in housing projects when there is an Would like to have a bigger discussion regarding affordability component. We could potentially ways to address the housing affordability issue in work with HOME funds. The CDBG Program is Meridian. has been discussing creating a HOME Consortium once the boundaries of all local entitlement communities are touching. In the next Con Plan we will be looking closer at how we can more effectively utilize CDBG funds to assist with housing affordability. The Housing Market Analysis will be brought to Council for further discussion over the next year. City of Meridian 52 1 Page Page 219 Item#12. Community Development Block Grant(CDBG) PY21 Action Plan Grantee Unique Appendices Public Notice Idaho Statesman Meridian Press Tribune CITY OF MERIDIAN LEGAL NOTICE NOTICE OF PUBLIC HEAFt- CRY OF MERIDIAN ING AND PUBLIC COMMENT NOTICE OF PUBLIC HEARING AND PUBLIC COMMENT PERIOJ PERIOD Regarding Neridisn's Community Development Black PLC ardrng Merl dian's Cam mu- Cram(CDI3G�Program nity Development Klock Grant (CDBCXI Program The Cky of Meridian is designatec an Enillenen.Comr: The CIT/Of Mer'k tall IS C1CSI afl$tBd an 1 �U.S.Department of Hcusingand-titan Deve4nr. T ditCW of er, ununit L� the U.S. ).This designation allows-he Cry--D receive tunds anr_ Y Y ally Irom HUD .Community Development BlcckGmnt(CDBG; Dep nrtrnenl of I iL: iriy and Urban De- Pnrgrem.The City anticipates that r.will receive an albcation o= velopment WD).This designeticn al- $EO1,559 on Ckwber 1.2021.In craer to remive these fu nos. lows the City 10 receive funds anrual ly the City must submit an Annual A_ion Plan to HUD iden*ng from HUD's Community Development the project and goals the City will underlaks to improve aD- Bloch Grant f Dt i Program_ Tho cess bi rty, enhance housing opportunmes,and praMe aacial services to low and moderate income residents during the neon- City anticipates that it will receive an pri3gram year_ allocation of$51J1,�b9 or Octaoar 1, 2021.In order to receive these funds, ALL GrrIZENSARE INVITED TO ATTEND A PUBLIC HEAR, the City must sucrnit an Annual Action ING ON TUESDAY,JULY 24.2021 AT 5=OOP.M.at Plan to HUD idenWing the prgects maridianciN.omlive regarding the 2021 Annual Action Plan. There is also limited seating avaiLahle in City Hall.Special in.- and gDals the City will undertake b vitatan is extended bo-persons with di roes, resrdenta o' improve ac-esslbiityi, enhance hous- assEl&d housing,and Meridian business and property owners. IN cDoortunRlim.and provkle soclal Meridian Grey Hell is a handicapped accessible raalrty. Indl- servIGeS to bN and moderate in-oo ne victuals squiring accommodation c1 phyainl. sight. or hear- residents during the next pxotlrartl CrtK clerk al(248] 12S4d33 i?JI apuxena m yreaiew theme diet year' plan and provide WAi GDpiea Dr the drag On are avail- ALL CITIZENS ARE IM47ED TG AT- able beginning June 11,2021 at the Meridian City Hall in the TEND A PUBLIC HEARING ON TUES- Community DeaelopmentDspartrnerrt and on 1heCtWs CDBG DAY, JULY 20, 2021 AT G RIYI. at wahsite,httrx heridancitr.orgkdLo. httpsslmeridiancity,OrWPve rega ding A PUBLIC COMkAErIT PERIOD OPENED DUNE 11, 2021 the 2021 Annual Action Plan. There ANDWILLGONTINUETHFOUGH JULY 20,2021.During this IS also l imltoo;caking atua:lzblo in City period,oral end wMan oxrrr anis abo+rrt the 2021 Annual AD- Hall.Spacial inviiotlon is,outondod tD lion Plan will be accepted.All comments should ba addressed porsons with disabilitu;, residents toCrptslCarrpbellet:CitycfMeridian,GommunityDevelop- of assisted housing, and Meridian many Deparmient 33 E_Broader Axre.,Ste_102,Meridian,IC- txisiness and property ovmers_ Me- KC42; 110) FE; mpbell meridiancihr.crsu ridian City Hall Is a handiCappe­d ac- cessible iacllllV. IndMduals regUiring June 19,2121 110EE2 ar_rfmmadetlOn of physical„ sight, o, #}eating imparments or lanuuage wterpretallan please contact the Clty Clerk at 12081 888-4433. All GItI cis may review Zhu draft plan acid urovide tesdriiuny,Cupids iaf the dra1L plan are utadable beginning June 1',2021 at the Meridbn City HaII in the Commu- ni y Development Department arc an the City's CDBG wobsito, ht1pi/ma- rdiiancit:y.org/cdbq_ A PUBLIC 00PAVIENT PEFxIOD OPENED JUNE 11. 2021 AND VV tl CONTINUE TH�JUGH JULY 2C,2021_ ❑unng tllis penon, oral and wrlmn comments ahout tte 2021 Annual Actlor flan ww ne accepted.All com- ments should he adore sled to Crystal Campbell at: Co of Meridian. Gam- munky DereluUrnenl DEOLIFUrient, 33 E. Broadway Ave.. 5teAU2, MerUian, ID 83642'12CO)48M575;fir r.cduv- LyjII @ rnerid iarlGity.org. W0000t00L F'ubIkxAiDn Daicc City of Meridian 53 Page Page 220 Item#12. Community Development Block Grant(CDBG) PY21 Action Plan Websi to Community Development Block Grant Program IHome I CDBG Projects I Resources I Planning and Reporting I Announcements Program Year 2021 (PY21)Action Plan Crystal Campbell _ Phone:208-489-0575 ccampbelI@meridiancity.org October 1,2021 to September 30,2022 The PY21 Action Plan is open for public comment beginning June 11r 2021 and will end at the public hearing on July 20, 2021.This document serves as the annual application for CDBG funding and provides an outline of proposed projects and intended accomplishments for the upco m i ng year. Click here for a quick overview of the PY21 Action Plan. Click here for the PY21 Action Plan Flyer. Click here for the PY21 Draft Action Plan. The following presentations of the PY21 AP are available to the public: • July 6,2021 duringthe City Council Work 5ession Meeting • July 2o,2021 duringthe City Council Regular Meeting Questions and comments can be provided during the above forums or by contacting Crystal Campbell at cca m Pbel I @ me rid i a n c i ty.o rg or(208)489-0575. City of Meridian 54 Page Page 221 Item#12. Community Development Block Grant(CDBG) PY21 Action Plan Email to distribution list You are receiving this email on behalf of the Meridian Community Development Block Grant(CDBG) Program. If you would like to be unsubscribed from future mailings, please click here or reply to this message and request to be removed. If you would like to be added to the mailing list, please click here. Good afternoon, The Meridian CDBG Program has posted the Program Year 2021 (PY21)Action Plan for public comment. The PY21 Action Plan identifies how the City intends to reach the goals identified in the 2017-2021 Con Plan during the upcoming program year(October 1, 2021—September 30, 2022) and includes the specific projects that are anticipated to be funded. Your comments are important for our program so we can keep Meridian's CDBG Program relevant. Additionally,a quick email showing your support helps to show these funds are necessary for our community. Comments can be submitted until July 20, 2021 via the following methods: • Email ccampbell@meridiancity.org • Call Crystal at (208) 489-0575 • Testify at the public hearing during the City Council meeting on July 20, 2021 Below are opportunities to learn more about the Action Plan: • Click here for an overview • Click here to view the PY21 Draft Action Plan • Attend the presentation at the Council meeting on July 6 • Attend the presentation and Public Hearing on July 20 • Contact Crystal at ccampbell@meridiancity.org or(208)489-0575 to chat or schedule a meeting Please help us spread the word by forwarding this email and sharing our flyer. Best, Crystal Campbell I Community Development Program Coordinator (Pronouns: She/Her) Why pronouns matter City of Meridian I Community Development 33 E. Broadway Ave., Meridian, Idaho 83642 Phone: (208)489-0575 1 Email: ccampbell@meridiancity.org City of Meridian 55 Page Page 222 Item#12. Community Development Block Grant(CDBG) PY21 Action Plan Resolution Will be included when received. City of Meridian 56 Page Page 223 Item#12. Community Development Block Grant(CDBG) PY21 Action Plan SF 424s and Certifications OMB Nwrkmw -MD4 �Kp7Ptipn I)a1e;17ra7+2g2a Applioattic n for Foderal Aseistarlge SF-42q '1.Type of Srdrrni-k— "2 Typed Appl ww7n 'If Rrrl�mn,relcd¢ppeprlrh rem.(.y ❑ rpplimipn ❑New 0 App11o211017 ®Goewnuabon 'Other(spem7y): 11 CnanftVDX ecle0 ApplIM1011 RCMWn 1 3.daha Reoelvad: d.Appllcant Idenllrler: 5a.Fed.ral Enply Idenliliw- Sb.Federal Award;ffGDWkr. A-Z.1-MC-16�a40 ti i State Uri?Only: 6 Uaba Recerwed by shale: 7.State Application IdeatVier IL APPLICANTiNKIFLA lTION: a.Legal Name. City of Nors�ri<an 'b.r; pbyarfT9xpsyer toerW,-gUon Humber(ErWTIN): "c OrgaNaailanal i UNS: 62 -5 019a 513 61 00 00 d.Addmaa: 'blr&Al: 13 E- Broadway Avrz- Str&W. chy. Mer idiea WunkyJPen�; 91". ID- IdIdM Pra.+rtce' Country: 43A; 01fI290 STATES YipI Amon codc f13592-2619 e.Organizational Unit l7eperlrnent Marne WsIpm Warnq: ^nmmonicy bevainpmenx Lic000mic Oevclopaent F.Nam and cowyp4 Irrtgrrigrlion of person to ba contadwd on matbare Inyolw[Tpg Ihls applleatldn: prkkK MC8 •Firxi Name: ryatal ?Addle Name: `Last Name. rk,kit Slillx: Trpa: oampniI.y navolopulent PxogLaa Coordibatox Orgtlmllxgionnl AFrille5erc xty of wexidian 'xetephono mi-ribar: 120 i)F 31 9-DS7 5 Fax Wim6gr: 'Err1e1: cc�r,wel LP.r..Yridiencity.orq City of Meridian 57 Page Page 224 Item#12. Community Development Block Grant(CDBG) PY21 Action Plan Appllcai ion for Federal Asslslance SF-424 g-T1'pii of Applicant 1;SelecitApplImm Type: City or Townzhip Gow-mlhent 7ypearAppllcaat2:seL-dAppllcantType! TypecrAppffewta:Saledt,kppllcantType-. •Clhar lepedtyk "4G.Nome-ot FedemlApngy; 7nit4n_d States Dep�-rtmrnx or Houaing -and DYban Developx*n 11.Catalog of Federal Donm dcAnistsma Numtler: cFDA TH6 12.Fundlag opportunely Numller 19-�18 rrmnomtty Dewelopment 91ocR Grant&l6fleitlemeot Grant 11.colttpet lon Identlllcatlou Number: 7ille I&Area&Affected uy profegl gu-rj; Prdd Aha[hmerN C�elele F21adM-lenl �+ew r3k18Cfur,el�l 75,CescrJoND TWeo4 Applicant's PR*KL' Invpat tundZ Ca UrSata/Wat.ain suable 1MYW edlrironmenter expend affordable h4)U.4ing OPPOrtnolt1e3r eliminate alum and blight, ani a*nln.isteir Meliadao'a CDBG Program. Awrh wmcrGng dac:rrnentsasspecnW In saencyInsnwLIom. Add AlladtneNg [elate AItachnrenlS yie-Alkathnaen[s City of Meridian 58 Page Page 225 Item#12. Community Development Block Grant(CDBG) PY21 Action Plan Appllcatlan for Fodoral Asslstance SF-424 1B-Congresdonel DlstrkI5 4f; 'a Apptoard 1-sa 'b.FrograrrJProjed s-ro At%3rh ai aombonel IlsLor pr4Mr8PIeNJeCk ConWeSIW-1e1 Dlehids if needed Add,4lachm8nt delete Ailaehrnenl View)VIA[:1}n lei I 11.Prapamed Project! 'a.SI&L Dame. 16f4 Lf2 a21 'b,End Pahl: 4 g J 39 J 2�fl2 18.Estimated Fundln�;S�; a.Federal I SDI,559.60 b.Appfxam a_6a d.LEI 'm.Cnhmr a_DO `f. Program lr�mip 0,DO `9.T4TAL 99Lr559.a0 •19.rs Appllcetlan SuNect k Review ey Slate under Esg4Kglivd;QFOer 17372 Protean? 13 e.Yhla eppllaahm was rnede ay;all;)lllo[0 Lho SWe o-der the EyRruwe Order 12372 Process rar reulew on C� ❑ b.Piag m is sect to E0.12=but lsea nor[seen selecled W khe SLA19 for reaiew. 1@ L Program ks mm carered by E.D.t2372, "all_is theApplltsnt Uelinglsrnf Qn Any federal Debt? JH"Yes,"provide expt3aallon in atttthnwmLj LI Yea 2 No If"Yes",prrnlde aaplanallon end alladb xi Altal'J I-4rr, C--_mu Arz:d1mclL View AL6eCJuliEh41 21.'BV algning prig applicatlac�I ter#IPy 11)to Oro statements conlalned In the Hat of cer1116cat1am"and{2)that tlq staterr wTM havair1 Air Iran, rpmpdc!W and accurate to the Writ of my hrwrvledge. I site µrtivlde thr rcqulmd assurances"and agree to tompty wth any resulting terms if I accepters award_I airs aware Lhat any falsq,fIiMlou;,vrfraudulentmtatemente OF elalrrre may aubllettme to erlmInal,elyll.or8drrnlna5trati4c pcnalscs_(U.S.Cod4,Tiffs 210.Sectloe 10011 Z"rAGRI=E "Tt*Bel or oerllgtmiwa an-.-'asic.rwrc.or an Igtgmel sna where mu may abiein tlrle&M.la-conlained in the vrngurlGernenl or agenap epedno inebiLlIme. Aull,,priz4d Repres,eotaflve, pafilK: � 'rIreLHarrrn Raocrt Mid*Na : .LW Name: =inisDn Suffix 'T111B ylaynr "rE.WphcnoNUmber. {2aB18gFJ-6533 Fax NUMW Ern6L :sim5apn@rreridiancity.oro 'Slaneiure afAvnc�rized taepraesntat➢re: •6rkr Signed: City of Meridian 59 Page Page 226 Item#12. Community Development Block Grant(CDBG) PY21 Action Plan ASSURANCES-CONSTRUCTION PROGRAMS OMB Number.4W-W4 Expiration Cate.0212&2422 Public reporting burden for this eollactlon of Inkmation is estimated to a oaragia 15 minuie5 per response,i nduding lime far reviewing instructions,searching existing data sources,gagmring and malrrtainirg the data needed,and❑ mpleting and reviewing the oullection of intwmatian.Send comments regarding the bu fdon OStinia IQ or any Dther aspect of this edleOgn of information,i ncluding suggestions for reducing this burden.tot*Office of Manargemcnt ar;j Budget, Papanuork Raduotion Pr*-df(034B-M42),Wash ngt❑n.DQ 20 03, PLEASE DO NOT RETURN YOUR COMPLETED FORM TO THE OFFICE OF MANAGEMENT AND BUDGET. SEND IT TO THE ADDRESS PROVIDED BY THE SPONSORING AGENCY. NOTE; Certain of these assurances may not be applicable to your project or program. If you have quertimr.,phase contact thin Awarding Agency.Further,cWtain Federal assistance awarding agencies may require applicants to i artify to addltiwal assurancee. If such is#ie Cane,you will be notified. As the duly authorized repre:3gntative of the uppllgant:.I oerlify that the appi.rant: 1. Has the legal autlialty to apply far Federal assbrtgnce, 8. Will comply with tha In1ergny1wrw antal Personnel Act and the InstItuWnal,managedal and fInanolal capability of 1970(42 U.S.C.§§472"769)relating to proricribed (including funds sufficient to pay the non-!:adaral share standards of merlt systems far programs funded of project costs)to ensure proper planning, under one of the 19 statutes or regutatlons spaellled In management and completion of project dascaibed in Appendix A of OPM's Standards;for a Merl[5ysfam of this application. Personnel Administration(5 C-F-R.9W.Subpart F). 2. Will give the awarding agenoy,tlu�Camptrglier{eriE�ral 9. Will cornply with the Lead-Based Paint Polsanlnp of To Unlied States and,if appropriate,the State, Prevention Act(42 U.B.C.U4001 et seq-)umloh the rigtrt to examine all retards,books,papers,or prohibits the use of lead-lDased paint In construction or documents rolartae to fte essi5tano9;and wil l establiah rehabilitation of residence structures. a proper=Counting system in accordance with generally accrapied Acmutiting standards or agency 14- WVIII comply with all FedLval statutes n4ab ng to nw- dlrettlwas. dlscrlminatlon-These include but ara riot limited t> -(a) Tine VIM the CIMI Rlgnts Act of 1954(P.L.8&352) 3 Wilt not dispose of,moldy the use of,or change the which pmhtbks dlscdminaticn all Um basis of race, terms of the real properly titke or other interest in the Color or ndonal origin;(b)TIll6 IX of the Edut:rifir in site and facilities without permission and Instructions Amendments of 1972,as amended(20 U.S.C.5§11581 cram the awarding agency Will record the Federal 1689,and 16M.16W),whlrh prohibits dl=imination awarding agency di rectives and will include a covenant on the basis of sex;(c)Section 504 of the in the Me of real prop"acquired in wdhote or in part Rehabllltadon Act of 1973,as amended(29)U.S.C. with Federal assistance funds to assure non- §794),w hIch prohlbks dlscdrnination an the bases of discrimination duriN the useful Jife of the project, handicaps;(d)the Age Dlscrknlnatidn Act of 1975,as 4 Will=mply with the requirements of the assistance amended(42 U.B.C."ral 01-6107),which prohlbits awarding agency wilh regrand to the drafting,review and discriminallon on the basis of ago;(a)ilia Onug Abuse approval of uonstrudon plans and specifications. Office and Treatment Act of 1972(P.L 92-255),as amended relating to nondiscrimination on the basis of 5. Will provide and maintain competent and adequate drug abuse:(f)the Cam prehenstwe Alcohol Abuse and engineering supervision at the construction site to Alcoholism Prevention,Treatment and Rehabilitation ensure that the complete work conforms with the Act of 1970(P.L.91-616).as amended,relating to approved plans and specifications and wIll furnrsh rwndisuiminatign an the basis of alcahA abuse or progressive reports and such other Information as may bin alcoholism:(g)§§623 and 527 of the Public Health required ty the assistance awarding agency or State. Smioe Act of 1912(42 U,-S-C-§§290 ad-3 and 290 ee 3),as arnended,relating to oonfrdentlallty of alcohol 6- Will initiate and complete the work within the applmabla and dpag abuse patient ref s:(h)Tilde VIII of the time frame after receipt of approval of the awarding agency. Giwil Rights A:A of 1%a(42 U.S.C.y W 1 et 3e4.),as emended,relating to ngndi9aiminalion in the sale, 7. Wilt establish itiom for a to purpose t at cwstl�s from rental ur financing of housing:(i)any other using their positions fora purpose that eotgan tatl or nondiscrimination provigi❑na in the apeeifro statues) presen#s the appearance of personal or arganizaUonal under which application for Federal assistance is being oanflict of interest or personal gala. made;and(I)the requirements of any other nondiscrimination atatue(s)which may apply to the applicaiian. Preoaua r=dhian Umlme Authoiaed for Local Reproduction $UM;3r0 FOM 424a{R,ev.7.9 ) Preenbed by OMB Circular A,102 City of Meridian 60 Page Page 227 Item#12. Community Development Block Grant(CDBG) PY21 Action Plan 11 WIII comply,of has already Goanplled,with the F6doral Actions to Stake(Clean Air)impl$menlafen requiranwr as of Titles fI and III 4f Iha Ll nlfcrm Ralce ation plans u rider Saaon 17B(c)of the Clean Air Act of Asslslance and Real Property AGgalia t ni Policies Act cif 1955,al amended(42 U.5.C-M7401 et aeq.);(g) 1970(P L.91-W)which proMo fat fair and equitable protection of rmt6erground sources of drinking water treaffiertt of peirams displaicect orwho6la property is under thin safe Drinking water Act a€1974,ae acquired as a result of Federal and fadarwly-a&sisbed amended(P.L.93-523);and,(h)proMclion or prograrns.These requirements apply to all Interests Ln real endangered speaes under the Endangamd'Species properly acquired far project purposes ragardass of Act of 1973,as amandad(P.L 93-205)- Federaf pannapattion In purchases. 16. Will=nply with the Wild ar+d Scenic Rivers Act of 12. Will comply With the pr0vi6i0nE of the Hatch Act(5 U.S.C. 196B(16 LI.S-C.§§1271 et 5eq,)reIE3W to protecting M t 501-1508 and 732 -732B)which limit the pgldical odrnpronants ar potent all components of the national actvllim of empkIms whose principal employmer1 wild and Scenic rivers system acuvities ara krnagd in whale ar in part wish Federal funds 17. Will assist the awarding agency in assuring mmpliarkog 13. Will comply,as appllcwle,with the provisions of the Dacia- with Seolon 106 of the National kistoric Pres$rva ign Bacon Act(40 U.S.C.§§276a to 276a-7),the Copeland Act Act of 1!;W.as amended(115 U.S.C.§470).EO 11503 (40 U.S.C-§276c and I U-S.C.074).and the Contract (Identyfltatlon and protection of historic propertiipe),and Work Hours and Safety Standards Act(41]U-S.C.%327- the Archae-ological and Fllsterlc Preservation Act of 333)regarding labor standards for feoa€ally- tad 1974(16 0.S-C.§"69a-1 al saq)- wrtstrucilon subagreements. 14. Will comply with flcarf Insurance purctsese requiremehts of 18. ti"PII cau&e to be performed fhe required finandal and cornptlanoa audits in scrordenre with the Single audit Sedlon 102{a)of tho Mood DisaEN�r Pratapliwh Aot of 1973 Apt Amendments of 199f and 01V1S Circular No.A-133, (P.L 93-294)which requires recipient in a special flood "Audits of States, Local Grnrernments.end hfgn-Prcfd hazar#area to paMdpata In the program and t4 purchase Ofganina2ions." flood InSufanGe if Ew totat COet of insurable corestrucilion and acq,ulsltion is$1O,flou of crane. 10. W1I comply with all applicable requirements gfall otjhar 15. Will cornplywitth environmental y#endarCs whi#i maybe Fedual laws,symcAve orders, regulslions,and poli 3 prescribed pursuant to the following-(a)InstiGutlon of g4varni rig this pragrern. scr mvirwrmented quality gontrgl mea5viee under the Nationat 20. MI oomply*14 the requirernettt of Section 1Oft)of Environmental Policy Act of 1969(P.t-.91- the Trafficking victims Protectioq Act(TVPA)of 2000,as 120)and Executive Order(EO)115141(b)nWifimkn amended f22 tj,S,C.7104�which prottlblts grant awmd of violating fatuities pursuant to ED 11739;(r) rKipiwte pr a subi'ecipient from(i)Engaging In sevaro PfG'69CMd bf tivA11m&purehant to EG 11090-{d) Fgrrrrs of traf rking In pemws during the parlod of time evaluation of flood hazards in floodpiaine in aaoordanlca that the award is in effect(2)Procuring a commrrciak with EO 119815.(e)essumnra CP project pansOtenCy sex a t during ttte period of tare that the award Is In wrath the apprcomd Slam managranmrA program ef{erA or(a)Using forced labor in tie parfarmance of in@ developed under the Orb s l Zone Managerferrt Act gf award❑r sudawards under the award. 1972(14 U-S.C.FP1451 at 5eq.),(f)confamlily of SIGNATURE OF AUTHORIZE13 CERTIFYING OFFICIAL TITLE APPLICANT ORGANI TIO DATE$UBMITTED t y of Meridian I F7--=- SP-4241){Retc 7-137}9etfx City of Meridian 61 Page Page 228 Item#12. Community Development Block Grant(CDBG) PY21 Action Plan CERTIFICATIONS In accordance with the appl icab[e stawtesi and the rogulabons govcming the consol idatod plan regulations, the jurisdiction certitie_s that: Affirmatively Further[pair 1[ousing--The jurisdiction will affirmatively further fair housing. Uniform Relocation Act and Anti-dispinement and Relocation Plan --It will comply with the a uisition and rel oration requirurn-cnts of the Ifni form Relocation Assi stance and]teal Property Acquisition Policies Act of 1970, as amended,(42 U.S.C.4601.4655)and implementing regulations at 49 FR Port 24. Tt has in cfkr4i and is fol lowing a residcrrtial anti-displacement and relocation assistance plan required under 24 CFR Part 42 in connection with any activity assisted with funding under the Community Dnn-.1opment Block Grant or HOME programs. Anti-Lob laying--To the best of the j urisdiction's knowledge and belief= 1. lio Yedera.1 appropriated fiinds have been paid or will be paid,by or vn brhelF cif it,to any person for influencing or attemptinng to influence an officer or enployee ofarry agency,a Member of Cbngims.an officer ar employee of Congress.ar an employee of a Member of Congrcm in oNuiac#ion with the awarding of any Federal contract,die making of any Federal grant,t.lte making of any FGdcnal 10an,the entering into of any cooperative agreement,and the exte nsilm,euminuation,rentWxl,arnerrdmuTrt,or mcw ificatiooi of any Federal contract,grant, than,or eoopevitl ve agreement; 2. [f any funds other thmi Federal apprWiated funds have boon paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency.a ML-Mbur of Congmss,an officer or enployee of C:ongrest,nr atn ampI oyee of a M mbar of Congress i n mnnect[on with this Federal contract,grant,loam,or cooperative agreement,it will compute and submit Standard Form-LLL, "L)isclosure form to Report Lobbying," in accordance with its instructions;and 3_ [t will require that the language of p$ graph I and 2 of this anti-lobbying certification be included in the award documents for el I subawar4s At all tiers(including subcontracts,subgrarns,and contracts under grants,loins,and cooperative agreements)and thal all subrecipients shaJI certify and disc lase accordingly, Authority of,lurisidietion --The wasolidatad plan is authorized under State and local law(as applicable) and the juriwiL:tion possesses the Icga1 auchurily to carry out the programs for which it is seeking funding, in nmrdaricc with 4palicab1c HUDrcgulations, Cuus4tcncy with plan--Thc housing activities to be undertaken with Community Development Bloch 0 run t,HOME,Emcrgucy Solutions Grant,and Housing Opportunities far Persons With AIDS fmJ-;are consistent with tiro strategic plan in the jurisdiction's consolidated plan. Section 3--It will comply with section 3 of the Housing and Urban Development Act of 1969(12 Cf_S_C- 17d 1 u)and implcmcnting r-egulations at 24 CFR Part 135_ Stgnabdrz of uth rized Official Date Title City of Meridian 62 Page Page 229 Item#12. Community Development Block Grant(CDBG) PY21 Action Plan Specific Community Development Block Grant{ertiflestloins The Errtitlemrnt Community certifies that: Citizen 1Parfieipabon --It is in full compliance and foil owirig a detailed citizorn participation plan that satisfies the requirements of 24 CFR�I.105_ Community Nvelopment Plan--Its consolidated plan identifies community developmett and housing needs and speci lies both short-term and long-term community development objectiver that that have been developal in atcordanuc with the:primary objective of the C.D13C,prograhn(Le_,the developme a of viablaurban communities,by provldingdecenthousirig and expanding econom ic Opporlunitiea,primarily for persons of low and moderate income}and rNuiramenm of 24 CPR Pam 91 and 570, Following 9 P120—It is following a cunrnt comolidatcd plan that has been approved by HUD. List of Funda--It has complicd with the following criteria: .I_.)_ imyl�n f'casiblc priority. With respect to activities expected to Lie assisted with C'.D13Ci funds,it has dcvolupad its Action Flan so as to give:maximum feasible priority m activities which benoft low-and moderate-income families or aid in the preventign cr eliminption of slums or blight. The Action Plan may also include CD13G-assisted activities which&e geantee-certifies afm designed to mcut other community development needs having particular urgency because cxisting conditions pose a serious and immediate threat m the health crr wel fm of the Comm unity, and other financial resources are not available(see Optional CD13G Certification), ,Ovoral l Benefit The a to use of CD13G funds,includ i ng Section 108 guaranteed loans, daring program yeai(s) &L-5 [a period sped fled by the grantee of unc, two,or throe specific consecutive progrmn years],shall principally benefit persons of low and moderate inaame in a manner that ensures that at least 78 percent of the 4mount is expended for activities that benefit such pers,& s during the designated period. 3.Special Assessments_ It will not attempt to recover any capital costs of public.imprmmmcnts assisted with CDRU funds,including Section 108 loam guwrantcud funds,I y assessing any arnount against properties owned and occufiad by Persons of low and modcratc income, including airy fee wed or assessor nt made as a condition of obWni ng aocros to auch public improvements_ However,if CDB(i funds ate usett to pay the proportion of a fec or assessment drat relates Eo the capital casts of public impmvements(assisted in part with CDBG funds)financed from other reveme Ioutoes,an ossessmcmt or charge may bt,mado against the property with respect to the public improvernentr,f na%ted by a sm=4 ether than CDBO funds. lu ddditioih,in the ease of piupertics owned and occupied by moderate-incoine(not law-income) (amities,an assessment or OhaTge may be made against the property for public impmvements fi m"d by a source ulher than CDBO funds if the jurisdiction certifies that it lacks CDBC,funds to cover the aysessmept_ Ercessive Force--It has adopted and is enforcing; l_ A policy prohibiting the use of excessive force by law enforcement agencies within irs jurisdictioTi against any individua€s engaged in non-violent civil rights demonstrations;and 2_ A polity of enforcing applicable State and local laws against physically barring en1mrnce to or exit from a foci€ity or location which is the subject of such non-violent civil rights demonstrations within it.&jurisdiction. City of Meridian 63 Page Page 230 Item#12. Community Development Block Grant(CDBG) PY21 Action Plan Compllnnce with Anti-discrlmluatlon Isws--The grant will be conducted and administered in conformity with title VI of the CiviI Rights Act of 1964(42 U.S.C.2000d)and the Fair Housing Act(42 U.S.C.3601-3619)and i mplemergi tog mgulatiuns. Lead-Tinsed Faint--It,,,activities concerning lead-based paint wi11 comply with the requirements af24 CFR Part 35,Subpart,A,B,J,K and R. Compliance with Laws--It will comply with applicable laws. Signaturx:af uk orized Official Date _ Title City of Meridian 64 Page Page 231 Item#12. Community Development Block Grant(CDBG) PY21 Action Plan OFTIONAL Community Myrlupmcnt Block Grant Certification Submit the fallowing certificslion curly when one or more of the aotivEes in the action plan are designed to meet other community devolapmcnt needs having parti-cular urgency as specified in 24 CFR 570_208(c)= The grantee hereby ccrtiflm#hat the Annual Plan includes one or more specifically identified CDAG- assistad activities which are designed to meet other communhxy development needs having particular urgency because existing conditions pose a serious and immediate threat to the he�llh or+welfare or the commmity and other financial resourcesare notavailable to meetsuch needs_ Signatnrc of on Oflicial Date Titlo City of Meridian 65 Page Page 232 Item#13. (:> E IDIAN*-----, AGENDA ITEM ITEM TOPIC: Resolution No. 21-2279: A Resolution Declaring the Intent of the City of Meridian to Convey to the Ada County Highway District for Right of Way Purposes a Portion of Certain Real Property Located at Discovery Park off of E. Lake Hazel Road Adjacent to the Proposed Apex Subdivision, Approximately 1320 Feet to the East Of S. Locust Grove Road; Instructing the City Clerk to Establish and Notice a Hearing to Review the Proposed Conveyance; and Providing an Effective Date Page 233 Item#13. CITY OF MERIDIAN RESOLUTION NO. 21-2279 BY THE CITY COUNCIL: BERNT, BORTON, CAVENER, HOAGLUN, PERREAULT, STRADER A RESOLUTION DECLARING THE INTENT OF THE CITY OF MERIDIAN TO CONVEY TO THE ADA COUNTY HIGHWAY DISTRICT FOR RIGHT OF WAY PURPOSES A PORTION OF CERTAIN REAL PROPERTY LOCATED AT DISCOVERY PARK OFF OF E. LAKE HAZEL ROAD ADJACENT TO THE PROPOSED APEX SUBDIVISION,APPROXIMATELY 1,320 FEET TO THE EAST OF S. LOCUST GROVE ROAD; INSTRUCTING THE CITY CLERK TO ESTABLISH AND NOTICE A HEARING TO REVIEW THE PROPOSED CONVEYANCE; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, whenever the City Council proposes to convey any real property, Idaho Code Section 50-1402 requires a declaration of the City Council setting forth the value or minimum price, if any, it intends to receive as a result of such conveyance or exchange; and, WHEREAS, the declaration may be in the form of an explanation of an intended exchange or conveyance for other than monetary consideration; and, WHEREAS, when it is determined by the City Council to be in the City's best interest that a transfer or conveyance be made, the City Council may, pursuant to the procedure set forth in Idaho Code Section 50-1403, authorize the transfer or conveyance of any real property owned by the City to any tax supported governmental unit, with or without consideration; and, WHEREAS, the Ada County Highway District has requested that the City Council of the City of Meridian set a hearing to consider the transfer of approximately 22,082 square feet of certain real property from the City to the District for right-of-way purposes; and, WHEREAS, following the declaration of intent, the City Clerk shall publish a summary of the action taken by the City Council and provide notice of a public hearing before the City Council at least fourteen (14) days prior to the date of the hearing. NOW THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF MERIDIAN,IDAHO: Section 1. That it is hereby declared that the City of Meridian intends to convey to the Ada County Highway District certain real property located at Discovery Park off of E. Lake Page 234 Item#13. Hazel Road Adjacent to the proposed Apex subdivision, East of S. Locust Grove Road, as legally described in the attached Exhibit A and depicted in the attached Exhibit B. Section 2. That the City of Meridian hereby declares its intention to convey the real property without consideration because it is in the City's best interest that the Ada County Highway District take ownership of the property for right-of-way purposes. Section 3. That the City Clerk is hereby instructed to publish a summary for this declaration of intent, and establish a public hearing date to review the proposal to convey the real property in the form set forth in Exhibit C. Section 4. That the City Attorney is hereby instructed to bring forth a proposed Ordinance as required by Idaho Code Section 50-1403 for the consideration of the City Council at the conclusion of the public hearing. Section 5. That this Resolution shall be in full force and effect immediately upon its adoption and approval. ADOPTED by the City Council of the City of Meridian, Idaho, this 27th day of July, 2021. APPROVED by the Mayor of the City of Meridian, Idaho, this 27th day of July, 2021. APPROVED: Mayor Robert E. Simison ATTEST: By: Chris Johnson, City Clerk Page 235 Item#13. Exhibit A A parcel of land being a portion of the Northeast 1/4 of the Northwest 1/4 of Section 5,Township 2 North, Range 1 East, B.M.,City of Meridian,Ada County, Idaho being more particularly described as follows: Beginning at a 5/8-inch rebar marking the Northwest corner of said Northeast 1/4 of the Northwest 1/4 (West 1/16 corner),which bears N89058'28"W a distance of 1,331.88 feet from a brass cap marking the North 1/4 corner of said Section 5,thence following the northerly line of said Northeast 1/4 of the Northwest 1/4,S89°58'28"E a distance of 69.000 feet; Thence leaving said northerly line,S00°01'44"E a distance of 233.63 feet; Thence 180.49 feet along the arc of a curve to the right,said curve having a radius of 223.50 feet,a delta angle of 46°16'08",a chord bearing of S2300621"W and a chord distance of 175.62 feet to the westerly line of said Northeast 1/4 of the Northwest 1/4; Thence following said westerly line, N00°01'44"W a distance of 395.20 feet to the POINT OF BEGINNING. Said parcel contains a total of 0.547 acres(23,816 square feet), more or less,and is subject to all existing easements and/or rights-of-way of record or implied. Attached hereto is Exhibit B and by this reference is made a part hereof. PLO N 12459 0 w OF q. N L. 9Atiy4 Page 236 Item#13. EXHIBIT B POINT OF BEGINNING FOUND BRASS CAP FOUND 5/8—INCH REBAR 25' PRESCRIPTIVE NORTH 1/4 SECTOIONE5 WEST 1/16 CORNER RIGHT—OF—WAY E. Lake Hazel Rd. SECTIONS 5 a. 32 1,734 SFt BASIS OF BEARING S89-58'28"E 1331.88' 32 1269.38— — — — 5 Ma co ri M '6 N d Q w Unplatted Apex Southeast ,N a City of Meridian Subdivision No. 1 �, a; o 51405212410 0 (Proposed) c v a NON PRESCRIPTIVE o RIGHT—OF—WAY 0 0 22,082 SFt 0 0 z m /ai I _ CURVE TABLE V CURVE RADIUS LENGTH DELTA CHORD BRG CHORD C1 223.50' 180.49' 46"76'OS" S23"05'21"W 175.62' ® O 100 200 300 Plan Scale: 1"=100' E N G I N E E R I N G wTE STrtEET --- NEi eai........ Exhibit B Apex Southeast Subdivision No. 1 PROJE— SHEET: Right-of-Way Dedication 1 OF 1 NE 1/4 NW 1/4 Sec. S, T2N., R1E_, B-M_, City of Meridian, Ada County, Idaho Page 237 Item#13. EXHIBIT C SUMMARY OF ACTION TAKEN REGARDING INTENT TO CONVEY REAL PROPERTY AND NOTICE OF PUBLIC HEARING SUMMARY OF ACTION TAKEN: On the 27th day of July, 2021, the City Council of the City of Meridian approved Resolution No. 21-2279 declaring the intent of the City to convey to the Ada County Highway District approximately 22,082 square feet of real property located at Discovery Park off of E. Lake Hazel Road Adjacent to the proposed Apex subdivision, approximately 1,320 feet to the east of S. Locust Grove Road. The City of Meridian intends to convey the real property without consideration because it is in the City's best interest that the Ada County Highway District take ownership of the property for right-of-way purposes. NOTICE IS HEREBY GIVEN: Pursuant to the Ordinances of the City of Meridian and the Laws of the State of Idaho (including but not limited to Idaho Code section 50-1403), the City Council of the City of Meridian will hold a public hearing at the Meridian City Hall, 33 East Broadway Avenue, Meridian, Idaho, at the hour of 6:00 p.m. on Tuesday,August 201, 2021 for the purpose of considering and approving the proposed real property conveyance. For further information, please contact the City Clerks Office at 888-4433. Publish: 61' day of August, 2021 CHRIS JOHNSON, CITY CLERK Page 238 Item#14. E IDIAN 'aAHO AGENDA ITEM ITEM TOPIC: Resolution No. 21-2280: A Resolution Amending the City of Meridian's Citywide Records Retention Schedule; and Providing an Effective Date Page 239 Item#14. CITY OF MERIDIAN RESOLUTION NO. 21-2280 BY THE CITY COUNCIL: BERNT, BORTON, CAVENER, HOAGLUN, PERRAULT, STRADER A RESOLUTION AMENDING THE CITY OF MERIDIAN'S CITYWIDE RECORDS RETENTION SCHEDULE;AND PROVIDING AN EFFECTIVE DATE. WHEREAS, Idaho Code section 50-907(5) requires City Council to adopt by resolution a records retention schedule listing the various types of city records and the retention period for each type of record; WHEREAS, pursuant to Idaho Code section 50-908(1)(c), the City Clerk serves as the manager of municipal records, and in the course of such duty is charged with supervising the administration of city records, including overseeing retention and destruction of municipal records; and WHEREAS,pursuant to Idaho Code section 50-908(2)(b), the City Clerk has consulted City staff in the various departments regarding updates to the Citywide Records Retention Schedule necessary for the orderly and efficient management of records, and prepared the updated Citywide Records Retention Schedule attached hereto as Exhibit A; NOW,THEREFORE,BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF MERIDIAN,IDAHO: Section 1. That the City Council of the City of Meridian hereby adopts the 2021 Citywide Records Retention Schedule attached hereto as Exhibit A. Section 2.That the City Clerk is hereby authorized to supervise the administration of City records pursuant to such 2021 Citywide Records Retention Schedule adopted by this Resolution. Section 3. That this Resolution shall be in full force and effect immediately upon its adoption and approval. ADOPTED by the City Council of the City of Meridian, Idaho this 271h day of July, 2021. APPROVED by the Mayor of the City of Meridian, Idaho,this 271h day of July,2021. APPROVED: ATTEST: Robert E. Simison,Mayor Chris Johnson, CityClerk CITY OF MERIDIAN 2021 RECORDS RETENTION SCHEDULE PAGE 1 page 240 O IDIAN�-- 2021 RECORDS RETENTION SCHEDULE Approved July 28, 2021 by Resolution No. 21-2280 Item#14. TABLE OF CONTENTS Introduction ....................................................................................... Page 3 Frequently Asked Questions ................................................................... Page 5 City Attorney's Office .......................................................................... Page 7 City Clerk's Office .............................................................................. Page 10 Commissions, Committees, Boards ............................................................ Page 15 Community Development ....................................................................... Page 16 Finance Department .............................................................................. Page 27 Fire Department ................................................................................... Page 37 Human Resources Department ................................................................. Page 41 Information Technology Department ......................................................... Page 50 Mayor's Office ................................................................................... Page 53 Parks and Recreation Department ............................................................. Page 57 PoliceDepartment ............................................................................... Page 65 Public Works Department ...................................................................... Page 74 Appendix A: Idaho Statute Title 50, Chapter 9, Section 50-907 ......................... Page 89 2 1 P a g e Page 242 Item#14. INTRODUCTION Management of public records is a vital function of every city, and understanding the basic principles of records management is essential for every city official and staff member. In basic terms, the definition of a public record, as established by Idaho law, is any recorded information that relates to the business of city government. Public records can be on any medium—paper documents, books, maps,pictures, audio/visual recordings, microfilm or microfiche, as well as digital or electronic documents, including computer files and email. THE CITY CLERK'S ROLE Idaho Code section 50-908 outlines the role and responsibilities of the City Clerk as municipal records manager. That law directs the City Clerk to: ensure the orderly and efficient management, retention, and destruction of city records in compliance with state and federal laws and city ordinances, resolutions and policies; identify and care for historical records; and coordinate the transfer of permanent records to the Idaho State Historical Society's ("ISHS's")permanent records repository. All city employees and elected officials have responsibilities with regard to city records. Idaho Code section 50-908 establishes those responsibilities. Employees and officials must protect the records in their custody; cooperate with the City Clerk to efficiently manage records and preserve records of enduring value; and pass on to their successors records necessary for the continuing conduct of city business. All city records are property of the city, and no city official, elected, appointed or staff, may assert any personal or property right to such records, even where he or she may have developed or compiled them. The unauthorized destruction or removal of city records is prohibited by law. CLASSIFICATION AND RETENTION OF MUNICIPAL RECORDS Idaho Code section 50-907(5) requires every city in Idaho to adopt a records retention schedule, listing the types of city records retained by the city and the retention period for each type of record. As of July 1, 2016, Idaho Code section 50-907(1)-(4) classifies municipal records into four separate categories (permanent, semipermanent, temporary, and historical). Each of the four classifications either list specific record types or provides a description for what constitutes records fitting that classification. The statute allows for cities to designate additional records for each classification as deemed appropriate by the City Council. Cities may assign records to a fifth category designated as transitory. Permanent and historical records may not be destroyed, but must be retained by the city in perpetuity, or transferred to the ISHS's permanent records repository for permanent retention upon resolution of the City Council according to the procedures established in section 50-907, Idaho Code. Semipermanent records shall be retained for not less than five 3 1 P a g e Page 243 Item#14. (5) years after the date of issuance or completion of the matter contained within the record. Temporary records are to be retained for not less than two (2) years. After the expiration of the designated retention period for semipermanent and temporary records, the destruction of those records may be destroyed only by resolution of the City Council, upon advice of the City Attorney, and in coordination with the City Clerk according to the procedures established in section 50-907, Idaho Code. Transitory records may be destroyed upon expiration of the designated retention period according to the procedure established by the department. FINAL DISPOSITION OF RECORDS As set forth above, permanent and historical records are never destroyed—they are retained in perpetuity by the city or transferred to the ISHS by resolution of City Council. Semipermanent and temporary records may only be destroyed by resolution of City Council. The process for destruction of all nonpermanent records typically begins once the records have reached their minimum retention period, but there are some important exceptions, where circumstances dictate that records must be kept longer: ■ Records related to pending criminal or civil cases; ■ Records that are the subject of a pending public records request; and ■ Records needed for any pending audit or investigation. The departments, the City Clerk, and the City Attorney's Office work closely together to resolve retention questions and to accomplish final disposition of records according to the process set forth in section 50-907, Idaho Code. The first step in the official record destruction process is that the City Clerk obtains approval for the destruction of the records from the City Attorney's Office. If appropriate, the City Attorney's Office prepares a resolution and submits it to City Council for approval to destroy the records. Depending on the records to be destroyed, the City Clerk may be required to notify the ISHS at least thirty (30) days prior to destruction. When all of the steps are complete, the City Clerk notifies the department that it may destroy the designated records. The department destroys the records within thirty(30) days of notification and returns proof of destruction to the City Clerk. In addition to the above information, the following FAQ on classification and retention of municipal records is designed to summarize the changes to Idaho Code section 50-907 that became effective on July 1, 2016 and provide quick answers to often-asked questions. The statute in its entirety is included in Appendix A. 4 1 P a g e Page 244 Item#14. FAQ: CLASSIFICATION AND RETENTION OF MUNICIPAL RECORDS PER IDAHO CODE SECTION 50-907 AS OF JULY 1,2016: 1. What are the four(4) statutory record classifications? The four(4) classifications are permanent, historical, semipermanent, and temporary. For complete information regarding the retention period and list of specific record types for each category, go to Appendix A at the end of this Schedule where the statute is set forth in its entirety. 2. How are historical records described? Historical records shall consist of records which, due to age or cultural significance, are themselves artifacts of historical value. Historical records have enduring value based on the administrative, legal, fiscal, evidential or historical information they contain. Historical records shall be retained by the city in perpetuity or may be transferred to the ISHS's permanent records repository pursuant to subsections 8 and 9 of section 67-4126, Idaho Code, upon resolution of the City Council. 3. Does the City allow for a fifth (5th) record category? Yes, the 51h available record category is called"Transitory" and the retention period is less than two (2) years. Transitory records do not need a resolution to destroy them. However, they should be destroyed according to department policy. 4. Can the City reproduce, retain and manage records in a photographic, digital or other nonpaper medium? Yes, see Idaho Code section 50-907(6) for the necessary form and medium requirements to comply with the statute. 5. Is a reproduced record deemed an original public record for all purposes? Yes, provided it is retained by the city in any form and medium permitted by Idaho Code section 50-907(6). 6. When can a semipermanent or temporary paper original be summarily disposed of or returned to sender? A semipermanent or temporary paper original can be summarily disposed of or returned to sender once it has been retained in an appropriate nonpaper medium. 7. Can a permanent paper original be summarily disposed of or returned to sender like semipermanent and temporary records once it has been reproduced in a nonpaper medium? Yes, once a permanent paper original is converted, it may be treated like a copy and destroyed provided the following steps are followed: a. Prior to destruction of original paper documents, the City Clerk shall provide written notice, either by email or mail, including a detailed list of the documents proposed for destruction to the ISHS. b. The ISHS has 30 days after receipt of the City Clerk's notice to review the list and respond in writing, either by email or mail, to the City Clerk identifying any documents that will be requested to be transferred from the city to the ISHS for retention in the permanent records repository. c. Any documents that will not be transferred may be destroyed. 5 1 P a g e Page 245 Item#14. d. If the City Clerk has not heard back from the ISHS within thirty(30) days after the ISHS received notice from the City Clerk, then the records may be destroyed. 8. What has changed regarding destruction or transfer of records? a. Permanent records: (1) Must be kept forever by the city, except for paper originals of permanent records maintained in a nonpaper medium as discussed in FAQ #7 (above); or (2) Permanent records may be transferred to ISHS's permanent records repository upon resolution by City Council. b. Semipermanent and Temporary records: (1) May be destroyed only by resolution of the City Council and upon the advice of City Attorney, except for paper originals of semipermanent or temporary records retained in a nonpaper medium. (2) Such disposition is under the direction and supervision of the City Clerk. The Clerk no longer needs to give thirty(30) day written notice to the ISHS of intent to destroy. (3) Copies: It is always important to remember that once a Resolution to Destroy Records is approved and the City Clerk gives the department the "ok"to destroy the records listed therein, the department must take care to destroy all versions of the records listed. In other words, copies cannot outlive the destruction of the original record. 6 1 P a g e Page 246 Item#14. CITY ATTORNEY'S OFFICE RECORD DESCRIPTION CATEGORY RETENTION PERIOD Legal Department Administrative Written messages and reminders, Transitory Until administrative need Records meeting notes, working drafts, legal ends or superseded research source documents and notes, copies of accounts payable invoices and expense reports, presentations, documents recording department activities or plans, department reports to directors, and other material or aids that support an employee's day-to-day job functions. Bankruptcy Records documenting notification Semipermanent 5 years after receipt of Notices and Case to the city that certain individuals IC§50-907(2)(a,g) Trustee Final Report or Files have filed for bankruptcy, and used an Order Dismissing the to determine if the individual owes Case. (See Civil Case money to the city and to file notice Files for litigated claims or claim with the court. and adversary actions) Information may include: debtor's name, utility accounts information, prepared repayment plan and related documentation. Budget Working documents utilized to Transitory Until administrative need Preparation establish yearly budget, including ends or superseded Records enhancements, amendments, carry forward support, FTE anticipation, and quotes for goods or services. Civil Case Files Pending and closed cases filed by Semipermanent 10 years after date of last and against the city, including all IC§50-907(2)(g) action pre-litigation, litigation, appellate documents (complaints, summons, investigations, reports, attorney notes, discovery-related records, pleadings, affidavits, motions, deposition transcripts, disposition, orders and judgments, exhibits, appeals, and related records), and bankruptcy adversary action files. Departmental Reports prepared by the city Semipermanent 5 years Reports attorney for the mayor and city IC§50-907(2)(e) council. Director/Manager Director and manager's records Transitory Until employee HR-related regarding City Attorney's Office separation(then Records employees, including performance transferred to HR 7 1 P a g e Page 247 Item#14. RECORD DESCRIPTION CATEGORY RETENTION PERIOD evaluations, comment cards, complaints, certificates, etc. Forms, Templates Legal forms and templates. Transitory Until superseded Land Use Appeals Appeals of land use decisions, Semipermanent 10 years after date of last including staff reports, pleadings, IC§50-907(2)(g) action briefs, and related records. Legal Opinions, Formal and informal opinions and Semipermanent 10 years Memoranda memoranda rendered by the city IC§50-907(2)(g) attorney for the mayor, city council, or city departments, examining legal questions relating to state/federal law/rules or local ordinances/policies. Privileged Records held in confidence by the Semipermanent 75 years Administrative City Attorney's Office regarding IC§50-907(2)(g) Records confidential or privileged matters including personnel investigations, settlements related to personnel matters. Settlement Settlement agreements and related Semipermanent 75 years Records documentation from civil cases, IC§50-907(2)(g) claims, mediation, and arbitration. Training Records related to training and Transitory Until administrative need Materials continuing education programs ends or superseded attended by City Attorney's Office staff. Documents may include instructional materials, course descriptions, class enrollment and attendance records, certificates of attendance, etc. Risk Management Claim Files Claims for damages filed by and Semipermanent 10 years,provided there against the city, including claims IC§50-907(2)(a,g) is no litigation. (See caused by city Civil Case Files for employees/equipment, including litigated claims) Property Damage Records, Liability Claims Records, Public Injury Reports, and related correspondence. Insurance Policy Records documenting the terms Semipermanent 5 years Records and conditions of city insurance IC§50-907(2)(g) policies covering liability, property, motor vehicle, etc. Records usually include: policies, endorsements, rate change notices, 8 P a g e Page 248 Item#14. RECORD DESCRIPTION CATEGORY RETENTION PERIOD agent of record, and related documents. 9 1 P a g e Page 249 Item#14. CITY CLERK'S OFFICE RECORD DESCRIPTION CATEGORY RETENTION PERIOD Administrative Records Activity Daily, weekly monthly or other reports Transitory Until administrative Logs/Reports documenting the activities of the City needs ends Clerk's Office employees, including but not limited to: sign in/out sheet for keys, archival Records and phone Logs, land use, ordinances,permits, minutes, and resolution tracking spreadsheets, and Dashboard statistics. Administrative Copies of: A/P invoices, Expense Transitory Until administrative Records Reports, MIP A/P unposted Reports, need ends or record Detailed Statements of Revenues and is superseded Expenditures. Budget Preparation Working documents utilized to build base Transitory 1 year or until Records budgets and establish yearly budgets, administrative need including but not limited to ends enhancements, amendments, carry forward support, FTE anticipation, vehicle replacement, quotes for service/maintenance. CorrespondencePolicy/program correspondence, Permanent In perpetuity documenting the formulation, adoption and implementation of significant policy/program decision. Including but not limited to Commission, Committee and City Clerk determination. Records created or received in the course Semipermanent 5 years of administering city policies,procedures or programs,but these records do not provide insight into significant policy, procedure or program discussions or decisions. Correspondence created or received in the Transitory Until administrative nurse of administering City policies, need ends rocedures or programs including but not limited to memos, notes, thank you notes, surveys, letters to businesses and citizens and day-to day office and housekeeping correspondence that does not contain pique information about City functions or programs, for example scrolling agenda and announcements. Customer Complaint or Compliment records Transitory Until administrative Complaints/Kudos including but not limited to letters, phone need ends calls, comment cards and in-person 10 1 P a g e Page 250 Item#14. RECORD DESCRIPTION CATEGORY RETENTION PERIOD feedback from citizens, customers, developers and contractors. Forms/TemplatesForms/Templates created for use by the Transitory Until administrative City Clerk's Office including but not need ends or record limited to visual aids, applications, is superseded checklists, land use transmittals and web documents. HR Documents Departmental employee personnel records, Transitory Until employment is including but not limited to training terminated, then records, coaching notes, Performance forward to HR Evaluation, contact information. Record is confidential and will be kept in a locked file with manager until employment has ended; File sent to HR for retention after termination(voluntary or involuntary). Meeting Records Internal meeting records and/or staff level Transitory Until administrative and Notes notes generated in the course of day to day need ends or Special business, including but not limited to superseded Projects/Initiatives agendas, notes and presentations. Reference/Owner's Documents to include but not limited to: Transitory Until superseded or Manuals/ Owner's Manuals and code updates. administrative need Handbooks ends Department Departmental Policy or program records Transitory 1 year after Guidelines, Policies, documenting the formulation, adoption document is Procedures, and implementation of departmental replaced and/or Processes and policy or program decisions. Including administrative need Reports but not limited to Standard Operating ends Procedures and Guidelines, reference materials or materials obtained from another government entity or agency used in the development of said procedure. Presentations Formal department presentations to Transitory Until administrative Council, Chamber of Commerce or other need ends agencies/entities or people, e.g. New Council member training, Joint Council/Commission workshop training. Telephone Records Message logs, voicemails, Mitel call Transitory Until administrative volume reports etc. need ends Operational Records Audio/Video Audio and video recordings of City Semipermanent 5 years Recordings Council, Commission and Committee Meetings. City Council and Records documenting meetings of the Permanent In perpetuity Planning and City Council and/or Planning and Zoning IC§50- Zoning Meeting Commission and motions, resolutions, 907(1)(a) Agenda,Minutes ordinances, transcripts and other actions and Minute Books taken at meetings. 11 1 P a g e Page 251 Item#14. RECORD DESCRIPTION CATEGORY RETENTION PERIOD Contracts & Agreements with vendors and other Semipermanent 10 years after Agreements to parties for the acquisition, lease, lease- IC§50- expiration which the City is a purchase or sale of equipment, supplies, 907(2)(b) Party services or property, letters of credit, warranty surety agreements which have been approved at a City Council meeting, approved by the Mayor, or have been recorded with Ada County. Easement Easement agreements which have been Permanent In perpetuity Agreements to approved at a City Council meeting, which the City is a approved by the Mayor, or have been Party recorded with Ada County. Deeds & Real Records relating to ownership of real Permanent In perpetuity Property Records property, including deeds, title opinions, IC§50- abstracts and certificates of title, title 907(1)(e) insurance, documentation concerning alteration or transfer of title, and records relating to acquisition and disposal of real property such as offer letters, options, agreements of short duration, staff reports, appraisal and inspection reports, letters of transmittal, and related records. Election— Reports showing contributions and Permanent In perpetuity Campaign Finance expenditures in city campaigns by IC§50- Reports mayor/council candidates, political 907(1)(g) committees and independent persons/entities. Includes C-1 (Certification of Treasurer), C-2 (Campaign Financial Disclosure Report), C-4 (Independent Expenditures), C-5 (48 Hour Notice of Contributions/Loans Received), C-6 (Statement by Nonbusiness Entity), and C-7 (48 Hour Notice of Independent Expenditures). Election— Includes declarations of candidacy and Permanent In perpetuity Candidate intent for candidates for city elective IC§50- Declarations & office. Declarations of candidacy are 907(1)(g) Petitions filed by candidates to get their name on the election ballot, and are accompanied by a filing fee of$40 or a petition with the signatures of at least five qualified city electors, including a certification by the county clerk of the number of signatures that are of qualified city electors. Declarations of intent are filed by write-in candidates, and do not require the filing fee or petition. 12 Page Page 252 Item#14. RECORD DESCRIPTION CATEGORY RETENTION PERIOD Election— Includes the first and second notice of Permanent In perpetuity General/Regular election and sample ballot which are IC§50- (Election Files) published in the official newspaper, poll 907(1)(g) books showing the name, address and signature of those voting in City elections, and the tally book in which election staff record and total the votes cast for each candidate and ballot question at the polling precinct. Election— Includes the following records: polling Semipermanent 5 years General/Regular places,judges and clerks, challengers and IC§50- (Working Files) watchers, voting machines and vote tally 907(2)(g) systems, correspondence, and other records not specifically listed in this schedule. Election ballots, including voted ballots, Temporary 2 years unused ballots, spoiled ballots,ballot IC§50- stubs, absentee voting, and duplicate poll 907(3)(e) books. Oaths of Office Signed oaths of elected officials swearing Permanent In perpetuity to uphold the federal and state constitutions and laws of the city. Passports—General Training records, Department of State Transitory Until administrative Information monthly newsletters, and Passport need ends or record Agent's Reference Guide. is su erseded Passports— Daily transmittal spreadsheets that Transitory 2 years Transmittals accompany passport applications mailed to the Department of State Regional office. Permits & Licenses Records relating to city permits and Semipermanent 5 years licenses issued in the City Clerk's Office. IC§50- 907 2 d Public Notices Records relating to proof of mailings. Transitory Until administrative need ends Public Records Written public records requests, city Temporary 1 years after last Requests denials of public records requests, action responses, etc. Records Destruction records including tracking Permanent In perpetuity Management reports, destruction resolution and Records authorization from Idaho State Historical Society and legal counsel. Records of Records of historical significance not Permanent In perpetuity Historical otherwise maintained by the Meridian Significance Historical Preservation Commission. Room Scheduling & Records documenting scheduling and Transitory Until administrative Reservation reservations related to public meeting need ends rooms in City Hall. Such as reservation 13 1 Page Page 253 Item#14. RECORD DESCRIPTION CATEGORY RETENTION PERIOD Records for City request forms, and Outlook calendar Hall scheduling records. Vehicle Titles State of Idaho Certificate of Title for Transitory Until vehicle is no vehicles owned by the City. longer owned by the City 14 1 P a g e Page 254 Item#14. COMMISSIONS, COMMITTEES,AND BOARDS RECORD DESCRIPTION CATEGORY RETENTION PERIOD Agendas Agendas of commission, committee, Permanent In perpetuity or board meetings. IC§50- 9071 a Audio Recordings Audio recordings of commission, Semipermanent 5 years committee, or board meetings. IC§§50- 907 2 Bylaws Internal rules governing commission, Permanent In perpetuity committee, or board structure, IC§50- o erations, procedures, officers, etc. 9071 Contact Document listing commission, Transitory Until administrative Information committee, or board members' names, need ends addresses, phone numbers, e-mail addresses, etc. Correspondence Correspondence regarding day-to-day Transitory Until administrative commission, committee, or board need ends operations or administration. Historical Project Records documenting a commission, Historical In perpetuity Records committee, or board project of IC§50-907(4) historical or cultural significance to the City and/or Meridian community. Minutes Summary or verbatim minutes of Permanent In perpetuity commission, committee, or board meetings; documents and other written or visual materials presented at meetings (e.g., handouts, photos, presentations, etc.). Project Files and Documents and materials used by staff Transitory Until administrative Reports or commission, committee, or board need ends members in the course of researching, developing, completing, reporting on, or acting on initiatives of the commission/committee/board. Roster, current List of current commission/committee/ Transitory Until record is board members, including names, seat superseded numbers, and appointment dates. Roster, historical List of all commission, committee, or Historical In perpetuity board members throughout history of IC§50-907(4) the body; may include names, seat numbers, dates of appointment and departure. *Note: This schedule does not apply to City Council or Planning &Zoning Commission records, which are addressed in Clerk's Office Records Retention Schedule. 15 1 Page Page 255 Item#14. COMMUNITY DEVELOPMENT DEPARTMENT RECORD DESCRIPTION CATEGORY I RETENTION PERIOD Administrative—All Divisions: (Community Development (CD) Departmental/Operational, Building Services, Economic Development,Land Development, Planning, Community Development Block Grant CDBG and Current/L ng Range Planning) Activity Logs/Reports Daily, weekly, monthly, or other reports Transitory Until administrative documenting the activities of the need ends Community Development (CD) employees, including, but not limited to: sign in/out sheet for credit card, car sign in/out, archival records log, and dashboard. Administrative Records Copies of: A/P invoices, expense reports, Transitory Until administrative A/P unposted Reports, Detailed Statements need ends or record is of Revenues, and Expenditures. superseded Budget Preparation Working documents utilized to build base Transitory 1 year or until Records budgets and establish yearly budgets, administrative need including, but not limited to: enhancements, ends amendments, carry forward support, Full Time Equivalent(FTE) anticipation,vehicle replacement, and quotes for service/maintenance. Committee/Ad-Hoc Agendas and meeting minutes/notes for Temporary 2 years Team Records special groups convened by Community Development for specific purposes such as understanding operational gaps, Code issues, and process delays. Correspondence Policy/program correspondence, Permanent In perpetuity documenting the formulation, adoption, and implementation of significant policy/program decisions. Records created or received in the course of Semi- 5 years administering city policies,procedures, or permanent programs,but these records do not provide insight into significant policy,procedure, or program discussions or decisions, including, but not limited to: citizen response letters, change of address notifications including corner lot change of address, and street name changes. 16 1 P a g e Page 256 Item#14. RECORD DESCRIPTION CATEGORY RETENTION PERIOD Correspondence and support material Transitory Until administrative created or received in the course of need ends administering City policies, SOPS, programs, or customer service requests; including other city departments and interagency coordination, including, but not limited to: lists, maps, graphics, figures, and other location specific materials and information, thank you notes, letters to businesses, citizens, and day-to-day office and housekeeping correspondence, for example: final action courtesy letters, will- serve letters and address verifications. Customer Complaint or compliment records including, Transitory Until administrative Complaints/Kudos but not limited to: letters, phone calls, need ends comment cards and in person feedback from citizens, customers, developers and contractors. Department Departmental policy or program Permanent In perpetuity Guidelines, Policies, correspondence, documenting the Procedures, Processes formulation, adoption, and implementation and Reports of significant departmental policy or program decisions, including, but not limited to: Standard Operating Procedures (SOP) and department guidelines, etc. Departmental records created or received in Temporary 2 years or until the course of administering departmental administrative need policies, procedures, or programs, but these ends records do not provide insight into significant policy,procedure,program, discussions, or decisions. Including,but not limited to: citizen response letters. City/departmental SOP/policy manual or Transitory I year after document reference material from another government replacement or until agency or business. administrative need ends Director Documents, including, but not limited to: Permanent In perpetuity Determination/Interpr written request for Unified Development etation Code (UDC) interpretation, analysis, and the responsive departmental opinion. 17 1 Page Page 257 Item#14. RECORD DESCRIPTION CATEGORY RETENTION PERIOD Forms/Templates Forms/templates created for use by the CD Transitory Until administrative department, including,but not limited to: need ends or record is visual aids/cut-sheets, applications, superseded checklists, and web documents. HR Documents Departmental employee personnel records, Transitory Until employment is including,but not limited to: training terminated; then records, coaching notes, performance forward to HR evaluation, contact information; record is confidential and will be kept in a locked file, with manager, until employment has ended. Marketing Materials Documents, including, but not limited to: Transitory Until record is working and draft research superseded or products/materials, analysis, maps, images, administrative need photos, demographics, market studies, ends conference materials, site selector information, spreadsheets, public outreach/town hall information, publications, or other metrics for department, inter-departmental, and external customers. Meeting Records and Internal meeting records and notes Transitory Until administrative Notes generated in the course of day- to- day need ends or record is business, including, but not limited to: superseded agendas, notes, and presentation. Presentations Formal department presentations to City Transitory Until administrative Council, Commissions, Chamber of need ends Commerce, other agencies/entities, or people. Professional Service Documents or communication related to a Transitory Until administrative Agreement PSA/contract, including, but not limited to: need ends (PSA)/Contracts copies of contract documents; emails including (performance related) correspondence from our PSA consultants (electrical,plumbing, mechanical, structural, and fire disciplines). Special Final departmental documents related to Permanent In perpetuity Projects/Initiatives special, non-confidential, or one-time projects, including,but not limited to: strategic plan initiatives,urban renewal districts, inventory, or non- application specific projects. Work-in-progress documents, material, or Transitory Until record is work products for ongoing or one-time superseded or projects, including,but not limited: to 18 1 P a g e Page 258 Item#14. RECORD DESCRIPTION CATEGORY RETENTION PERIOD strategic plan initiatives,urban renewal administrative need districts, inventory, or non-application ends specific projects. Staff Working Documents, including, but not limited to: Transitory Until record is Documents, Notes and notes, draft spreadsheets, PowerPoints, superseded or Drafts Word,Adobe InDesign documents and administrative need underlying work-in-progress information ends that supports the day-to-day staff s job function. Reference/Owner's Documents, including, but not limited to: Transitory Until record is Manuals/ owner's manuals, International Code superseded or Handbooks Council (ICC), and reference documents administrative need from other companies, government agencies ends (e.g. Idaho Power, American Disabilities Administration(ADA), Ada County Highway District (ACHD), Energy Commission, etc.). Reports & Studies Documents, including, but not limited to: Transitory Until record is draft research information, market studies, superseded or planning studies, and related documents not administrative need adopted in the Comprehensive Plan or UDC ends (e.g. pathways, downtown street crossing). Telephone Records Message logs, voicemails, ShoreTel/Mitel Transitory Until administrative call volume reports, etc. need ends Zoning Verification Documents, including, but not limited to: Semi- 10 years Letter written requests for zoning analysis of a permanent specific parcel/property and the responsive departmental opinion. 19 1 P a g e Page 259 Item#14. Building Division—Commercial and Government Buildings Building plans and Drawn and written approved-for- Permanent In perpetuity specifications for construction plans and specifications for commercial and commercial and government buildings, government dated January 2012 or later, including buildings dated but not limited to: structural calculations; January 2012 and geotechnical investigations/reports (soil later classifications; strength, compressibility, load bearing values tests; groundwater; borings; pits; subsurface explorations); and Certificates of Occupancy. Building permit files Records related to commercial and Permanent In perpetuity for commercial governmental building projects, dated projects and January 2012 or later, including but not government limited to: building, mechanical, buildings dated plumbing, fire, and/or electrical permit January 2012 and applications, inspection records, and later permits; letters of completion; certificates of values; and correspondence. (Kept in Accela. Temporary Temporary certificates of occupancy Transitory Until issuance of certificates of issued for commercial and government Final CO occupancy for buildings. commercial and government buildings Notices of Violation, Records related to reports and Transitory Until resolved(or if stop work orders, investigations of building code transferred to related records violations, including, but not limited to: Meridian Police signed letters of alternative compliance Department/Code from design professional, engineers, or Enforcement architects; letters generated from City's Division or legal counsel; notes of conversations; prosecutor, see telephone logs; photos, reports, and respective agency's analyses of violations. records retention schedules All building records All records regarding commercial and Semi- 5 years regarding government buildings dated before permanent commercial and January 2012. government buildings dated before January 2012 Sign permit plans Drawn and written approved-for- Permanent In perpetuity(see and specifications construction plans and specifications for also related records signs. in Planning Division records retention schedule 20 1 P a g e Page 260 Item#14. Building Division—Non-Commercial and Non-Government Buildin s (Residential) Building plans and Drawn and written approved-for- Permanent In perpetuity specifications for construction building plans and non-commercial and Certificates of Occupancy, dated January non-government 2012 or later. buildings dated January 2012 and later Building permit files Records related to non-commercial and Permanent In perpetuity for non-commercial non-governmental building projects, projects and non- dated January 2012 or later, including government but not limited to: building, mechanical, buildings dated plumbing, fire, and/or electrical permit January 2012 and applications, inspection records, and later permits; letters of completion; certificates of values; and correspondence. (Kept in Accela. Temporary Temporary certificates of occupancy Transitory Until issuance of certificates of issued for non-commercial and non- Final CO occupancy for non- government buildings. commercial and non-government buildings Notices of Violation, Records related to reports and Transitory Until resolved(or if stop work orders, investigations of building code transferred to related records violations, including, but not limited to: Meridian Police signed letters of alternative compliance Department/Code from design professional, engineers, or Enforcement architects; letters generated from City's Division or legal counsel; notes of conversations; prosecutor, see telephone logs; photos, reports, and respective agency's analyses of violations. records retention schedules All building records All records regarding non-commercial Semi- 5 years regarding non- and non-government buildings dated permanent commercial and before January 2012. non-government buildings dated before January 2012 21 1 P a g e Page 261 Item#14. Economic Development Economic HTML text stored in economic Transitory Until record is Development Website development website's external data base. superseded or Documents, including but not limited to administrative need Available Properties Lists and marketing ends information. Confidentiality Documents, related to signed confidentiality Transitory Until administrative Agreement Projects agreements, including, but not limited to need ends and letters of intent, community Tax Correspondence/Docu Reinvestment Incentive (TRI) match letter, ments market research,project prospectus,photos, and written correspondence. Economic Development - Community Development Block Grant (CDBG) Plans and Reports Plans, reports, substantial plan amendments, Permanent In perpetuity and related correspondence. Sub Recipient Documents, including, but not limited to Semi- 5 years from the Agreements and agreements, Consolidated Annual permanent completion of a Supporting Documents Performance Evaluation Report(CAPER), program year's HUD sub-recipient agreements, environmental approved CAPER review records, PSAs (and corresponding products), sub-recipient reporting documents (activity reports, draw requests, labor files), etc. Land Development Division Permits and Files or documents created and/or used in Transitory Until administrative Inspection Records— the land developments phase of all need ends All Land Development Governmental, Commercial, or (Accela Record ID's) Residential/Commercial Subdivision projects with Accela ID's (LD-RSUB, LD- CSUB, LD-CAP, LD-MISC, LD-WSA, LDIR). Surety (performance) All documents related to surety agreements, Transitory Until requirements including,but not limited to work-in- and/or conditions are progress files for development of a surety met and agreement(correspondence,bids, memos, administrative need surety applications, contract filing ends or release occurs information), Letters of Credit, Bonds, whichever is later securing the performance compliance with requirements or conditions of a project including,but not limited to sewer, water, landscaping, fencing, amenities, car ports, pathways, lighting, paving/striping for private park lots , etc. Letters of Credit/Bond(s) Transitory Until requirements and/or conditions are met and administrative need ends or release 22 1 Page Page 262 Item#14. occurs, whichever is later(see Clerk's schedule Cash Transitory Until requirements and/or conditions are met and administrative need ends or release occurs, whichever is later(see Finance's schedule Surety(warranty) All documents related to Surety Transitory Until requirements Agreements, including, but not limited to and/or conditions are working files for development of a surety met and agreement(correspondence,bids, memos, Administrative need surety applications, business filing ends or release occurs, information), Letters of Credit, Bonds, whichever is later securing the performance and warranty compliance with requirements or conditions of a project; including,but not limited to sewer, water, landscaping, fencing, amenities, car ports, pathways, lighting, paving/striping, and private park lots etc. Letters of Credit/Bond(s) Transitory Until requirements and/or conditions are met and administrative need ends or release occurs, whichever is later(see Clerk's schedule Cash Transitory Until requirements and/or conditions are met and administrative need ends or release occurs, whichever is later(see Finance's schedule) -Planning Division-Administrative Applications Accessory Use Permits Documents, including, but not limited to Permanent In perpetuity for Daycare or Home application, associated checklist items, and Occupation staff report with decision letter. Alternative Documents, including, but not limited to Permanent In perpetuity Compliance application, associated checklist items and decision letter, or decision is rendered with a concurrent administrative or hearing application. 23 1 Page Page 263 Item#14. Certificate of Zoning Documents, including, but not limited to Permanent In perpetuity Compliance application, associated checklist items, certificate of zoning compliance (CZC), and staff report. Conditional Use Documents, including, but not limited to Permanent In perpetuity Permit Minor application, associated checklist items, and Modification staff report with decision letter. Design Review Documents, including, but not limited to Permanent In perpetuity application, associated checklist items, and design review staff report, or decision is rendered with a concurrent CZC staff report. Private Road Documents, including, but not limited to Permanent In perpetuity application, associated checklist items, tentative decision letter, maintenance agreement, reciprocal cross access easement and final decision letter. Property Boundary Documents, including, but not limited to Permanent In perpetuity Adjustment application, associated checklist items and tentative decision letter, final decision letter, and documents that include recorded record of survey, new deeds,new tax parcel numbers, etc. Sign Permit Plans & Documents, including, but not limited to Permanent In perpetuity Specifications application, associated check list items and approved, sign specifications (plans/design/drawings). Sign: Planned Sign Documents, including, but not limited to Semi- 5 years after revocation Program (No longer approved application, and sign requirements permanent from property owner issuing, but still have for a specific project. existing records) Sign: Limited Documents, including,but not limited to Permanent In perpetuity Duration application, associated checklist items, and approved sign design/drawings. Surety: Planning Included in Land Development Description. See Land See Land Development Developme Schedule for retention nt Schedule for retention Time Extension Documents including,but not limited to Permanent In perpetuity application, staff report, and decision letter. Vacation Documents, including, but not limited to Permanent In perpetuity application, associated checklist items and staff report with decision letter. 24 1 P a g e Page 264 Item#14. Annexation Documents, including, but not limited to Permanent In perpetuity application, associated checklist items, staff report, Planning and Zoning Commission Recommendations, and Findings. Comprehensive Plan Documents, including, but not limited to Permanent In perpetuity Text and Map application, associated checklist items, staff Amendments report, area of city impact negotiation with Ada County, Planning and Zoning Commission Recommendations, Findings if accompanying another concurrent hearing application. City Council Review Documents, including, but not limited to Permanent In perpetuity (appeal) application, associated checklist items, staff report/memo and decision letter. Conditional Use Documents, including, but not limited to Permanent In perpetuity Permit Modification application, associated checklist items, staff report, and Findings. Development Documents, including, but not limited to Permanent In perpetuity Agreement application, associated checklist items, staff Modification report, draft copy of the amended development agreement, and Findings. Planned Unit Documents, including, but not limited to Permanent In perpetuity Development application, associated checklist items, staff report, Planning and Zoning Commission Recommendations, and Findings. Final Plat Documents, including, but not limited to Permanent In perpetuity Modification application, associated checklist items, staff report, and Order of decision. Preliminary Plat Documents, including, but not limited to Permanent In perpetuity application, associated checklist items, staff report, Planning and Zoning Commission Recommendations, and FFCL. Preliminary and Final Documents, including, but not limited to Permanent In perpetuity Plat application, associated checklist items, staff report, letter of completion, FFCL, and Order of decision. Final Plat Documents, including, but not limited to: Permanent In perpetuity application, associated checklist items, staff report, letter of completion and Order of Decision. Short Plat Documents, including, but not limited to Permanent In perpetuity application, associated checklist items, staff report, and FFCL. Rezone Documents, including, but not limited to Permanent In perpetuity application, associated checklist items, staff 25 1 Page Page 265 Item#14. report, Planning and Zoning Commission Recommendations, and Findings. Time Extension - Documents, including, but not limited to Permanent In perpetuity Planning & Zoning application, associated checklist items, staff Commission or report, and Order. Council Unified Development Documents, including, but not limited to Permanent In perpetuity Code Text application, associated checklist items, staff Amendment report, and Planning and Zoning Commission Recommendations. Vacation Documents, including, but not limited to Permanent In perpetuity application, associated checklist items, and staff report. Variance Documents, including, but not limited to Permanent In perpetuity application, associated checklist items, staff report, and Findings. 26 1 P a g e Page 266 Item#14. FINANCE DEPARTMENT RECORD DESCRIPTION I CATEGORY RETENTION PERIOD Administrative—All Administration,Arts & Culture, Billing, Budget, Controller, Purchasing) Activity Daily, weekly monthly or other reports Transitory Until one year after Logs/Reports documenting the activities of the audit Finance Department employees, including but not limited to: sign in/out sheet for credit card, car sign in/out, etc. Correspondence Adopted policy/programs impacting Permanent In perpetuity departments City-wide. Records created or received in the Semipermanent 5 years course of administering city policies, procedures or programs, but these records do not provide insight into significant policy,procedure or program discussions or decisions. Including but not limited to Citizen Response letters, billing adjustment requests, etc. Correspondence created or received in Transitory Until administrative the course of administering City need ends policies, procedures or programs including but not limited to Memos, transmittals, notes, comments, thank you notes, letters to businesses and day-to day office and housekeeping correspondence that does not contain unique information about City functions or programs. Committee Agendas and meeting minutes/notes for Transitory Until administrative Records special groups convened by the need ends department for specific purposes such as understanding operational procedures, gaps, and process delays. Customer Comment cards, copies of emails, Transitory Until administrative Complaints/Kudos letters, and other documents relaying need ends complaints or kudos for staff and/or department functions. Department Finance Departmental Standard Transitory Until record is Guidelines, Operating Policy/Procedures. superseded Policies, Procedures, and Processes Administrative Documents generated by department Transitory Until administrative Reports staff for miscellaneous internal reports. need ends May also include complaints or compliment records including but not limited to letters,phone calls, comment 27 1 Page Page 267 Item#14. RECORD DESCRIPTION CATEGORY RETENTION PERIOD cards and in person feedback from citizens, customers. Forms/Templates Forms/Templates created for use by the Transitory Until administrative Finance Department including but not need ends or record limited to visual aids, applications and is superseded checklist, billing forms, budget and purchasing templates. HR Documents Departmental employee personnel Transitory Until employment is records kept in locked files with terminated; then manager until employment has ended; forward to HR File sent to HR for retention after termination (voluntary or involuntary). Staff Records and Records and notes generated in the Transitory Until administrative Notes course of day to day business, including need ends or record but not limited to; agendas, minutes, is superseded notes, presentations, notebooks, meeting notes, to-do lists, employee—compiled notes, etc. May also include documented attendance and presentation by Finance Department employees at conventions, conferences, seminars, workshops and similar training events. Includes training requests, training and Continuing Education Unit tracking reports and other related correspondence. Photographs Includes both formal and informal Transitory Until administrative photos from events or day to day need ends or record operations. is superseded Presentations Formal department presentations to Transitory Until record is Council or others, e.g. New Council superseded or member training, citywide staff training. administrative need ends Reference/Owner's Documents to include but not limited to: Transitory Until record is Manuals/Books equipment manuals, reference materials. superseded or administrative need ends Special Documents related to special or non- Temporary 2 years or until Projects/Initiatives confidential one-time projects. administrative need ends Telephone Records Message logs, voicemails, etc. Transitory Until administrative need ends Accounting 28 1 P a g e Page 268 Item#14. RECORD DESCRIPTION CATEGORY RETENTION PERIOD Accounts Payable Records documenting payment of city Semipermanent 5 years bills, including reports, invoices, check IC§50- stubs,purchase orders, payment 907(2)(a) authorizations. Accounts Records documenting billing and Semipermanent 5 years Receivable collection of monies owed to the city by IC§50- vendors, citizens, organizations, 907(2)(a) governments, etc. Records include: reports, receipts, invoices, statements, etc. Information typically includes: receipt amount, date, invoice number, name, account number, account balance, adjustments, etc. Cash Receipts Receipt and supporting documentation. Semipermanent 5 years IC§50- 907(2)(a) Grant Records Records documenting the application, Semipermanent 10 years from final evaluation, awarding, administration, IC§50- grant close-out reporting and status of grants applied 907(2)(g) for, received, awarded or administered by the city. Records include: applications and proposals, summaries, objectives, activities,budgets, exhibits, award notices,progress reports, contracts, financial reports, and related correspondence and documentation. Liens Liens held by the city and any Semipermanent 5 years after lien corresponding release of liens. released Insert Code Sales & Use Tax Used to report and remit sales tax Semipermanent 5 years Forms collected and due to the state. IC§50- 907(2)(a) Travel Records Records documenting requests, Semipermanent 5 years authorizations, reimbursements, and IC§50- other actions related to employee travel, 907(2)(a) including expense reports and receipts, vouchers and related documents. Budget Financial Reports Reports documenting the financial Semipermanent 10 years Quarterly condition and operation of the city, IC§50- Published Reports include information on revenues 907(2)(a) and expenditures in relation to the final budget. 29 1 Page Page 269 Item#14. RECORD DESCRIPTION CATEGORY RETENTION PERIOD Financial Reports Reports and data used to document the Semipermanent 5 years Year End financial condition and operation of the IC§50- city, sub ledgers related to, but not 907(2)(a) including the final Audit Report. Bank Transaction Records documenting the status and Semipermanent 5 years Records transaction activity of city bank IC§50- accounts, including account statements. 907(2)(a) Budget Hearing Newspaper notice of budget hearing. Permanent In perpetuity Notice IC§50- 907(1)(h) , Held in Clerk's Office Budget Records Records used in preparing and adopting Semipermanent 10 years the city budget, including revenue IC§50- projections, instructions, department 907(2)(a) requests, worksheets, council-approved tentative budget and notice of budget hearing, adopted appropriations ordinance and amendments, and other information. Capital Asset Record of purchase, vendor invoice and Semipermanent 5 years Records— related documents. IC§50- Purchase 907(2)(a) Capital Asset Record of disposal, department request Semipermanent 5 years after disposal Records—Disposal of disposal. IC§50- 907(2)(a) Gift and Records documenting gifts and Semipermanent 10 years Contribution contributions to the city. IC§50- Records 907(2)(a) Chief Financial Officer Investment Reports, statements, summaries, Semipermanent 5 years Records correspondence and other records IC§50- documenting and tracking investments 907(2)(a) made by the city, including the Local Government Investment Pool. Controller Accounting Transaction records within the Semipermanent 10 years Software Records Accounting Software system: including IC§50- -payroll, vendor listing, vendor 907(2)(a) payments, vendor purchase orders, budget transactions, cash receipts, and general ledger. 30 1 P a g e Page 270 Item#14. RECORD DESCRIPTION CATEGORY RETENTION PERIOD Audit Report Documents the city's annual audit, Permanent In perpetuity examining compliance with generally IC§50- accepted accounting principles and 907(1)(d); Held methods, the accuracy and legality of in Clerk's transactions and accounts, and Office compliance with requirements, orders, and regulations pertaining to the financial condition and operation of the city. Information includes: financial statements, auditor's report and recommendations, single audit information concerning federal grants, and other information. Bond Records Records documenting financing of city Permanent In perpetuity improvements through bonded IC§50- indebtedness. Records include bond 9 0 7(1)(a)(b)(h); rating information,bond and election Held in Clerk's ordinances, legal notices announcing Office bond election, bond counsel information and opinions, covenants, paid bonds and coupons, bond registers, State Treasurer public bond issue reports (IDAPA 54.01.01), etc. Monthly bond statements, payments of Semipermanent 5 years after final bonds payment of bond Departmental Reports documenting the financial Semipermanent 10 years Reports condition and operation of the city, IC§50- issued on a monthly, quarterly, annual or 907(2)(e) other basis, including quarterly published treasurer's report and year-end financial reports. Reports include information on revenues and expenditures in relation to the final budget. General Ledgers Records documenting the summary of Semipermanent 10 years accounts reflecting the financial position IC§50- of the city, showing debit, credit and 907(2)(a) balance amounts per account,budget, fund and department, asset depreciation, and totals for notes receivable, interest income, amounts due from other funds, bank loans received, cash in escrow, deferred loans received, cash, revenue, accounts receivable, accounts payable, etc. 31 P a g e Page 271 Item#14. RECORD DESCRIPTION CATEGORY RETENTION PERIOD Journal Entries Records including detailed reports and Semipermanent 5 years back up documentation for journal IC§50- entries. 907 2 a Local Records documenting the formation of a Permanent In perpetuity Improvement local improvement district and levying IC§50- Districts (LID) of special assessments, including: 907(1)(e); Held ordinance, published notices, assessment in Clerk's roll, appeals, affidavits,bonds and Office coupons, delinquencies, and related correspondence and documents. Real Property Records of real property. Permanent In perpetuity Title Records IC§50- 907(1)(e); Held in Clerk's Office Payroll Administrative Reports, statistical studies, and other Semipermanent 10 years Reports records designed and used for budget IC§50- preparation, projections, workload and 907(2)(a) personnel management, and research and general reference. Deduction Records documenting employee Semipermanent 5 years after Authorization authorization for voluntary payroll IC§50- employee separation Records deductions. Records may include: direct 907(2)(a) bank deposits, insurance applications, enrollment cards, deduction authorizations, approval notices, deduction terminations, and related records. Federal & State Records, in addition to those itemized in Semipermanent 5 years Tax Records this section, used to report the collection, IC§50- distribution, deposit, and transmittal of 907(2)(a) federal and state income taxes as well as social security tax. Examples include: the federal miscellaneous income statement(1099), employers' quarterly federal tax return (941, 941 E), tax deposit coupon(8109), and similar federal and state completed forms. Garnishment Records documenting requests and court Semipermanent 5 years after Record orders to withhold wages from employee IC§50- termination. earnings for garnishments, tax levies, 907(2)(a) support payments, and other reasons. Usually includes original writs of garnishment, orders to withhold, federal or state tax levies, recapitulations of 32 1 Page Page 272 Item#14. RECORD DESCRIPTION CATEGORY RETENTION PERIOD amounts withheld, and related records. Information usually includes: employee name and social security number, name of agency ordering garnishment, amount, name of party to whom payment is submitted, dates, and related data. Registers—Other Monthly registers documenting earnings, Transitory Disposed yearly after deductions, and withholdings of city audit employees. Registers Year Payroll Registers: Registers or records Semipermanent 5 years End serving the same function of IC§50- documenting the earnings, voluntary and 907(2)(a) required deductions, and withholdings of city employees. Information usually includes employee name and social security number, hours worked, rate, overtime, vacation value, various allowance, gross pay, federal and state withholding, voluntary deductions, net pay, and related data. Time Records Records documenting hours worked, Semipermanent 5 years after leave hours accrued, and leave hours IC§50- employee separation taken by city employees. Information 907(2)(a) usually includes: employee name and employee number, hours worked, type and number of leave hours taken, total hours, dates and related data. W2s Annual statements documenting Semipermanent 5 years individual employee earnings and IC§50- withholdings for state and federal 907(2)(a) income taxes and social security tax, also known as federal tax form W-2. Information includes: city name and tax identification number, employee name and social security number, wages paid, amounts withheld, and related data. W4s Certificates documenting the exemption Semipermanent 5 years after status of individual city employees, also IC§50- employee separates known as W-4 forms. Information 907(2)(a) includes: employee name and address, social security number, designation of exemption status, and signature. PERSI Records Records relating to PERSI, including Semipermanent 5 years Employer Remittance Forms, invoices, IC§50- correspondence, financial adjustments, 907(2)(a) etc. 33 1 Page Page 273 Item#14. RECORD DESCRIPTION CATEGORY RETENTION PERIOD Unemployment Records documenting employee Semipermanent 5 years Reports earnings on a quarterly basis. Used to IC§50- document costs and charges in the event 907(2)(a) of an unemployment compensation claim. Information includes: employee name and social security number, quarterly earnings. Purchasing Contracts Agreements with vendors and other Semipermanent 10 years from date of parties either in hard copies or contained IC§50- substantial on the Contract Management Database 907(2)(b) completion for the acquisition or sale of equipment, supplies, services or property, also includes insurance certificates,payment and performance bonds pertaining to a solicitation or contract that Purchasing is facilitating. Original agreements and contracts that Permanent, In perpetuity have been approved by Council. Held in Clerk's Office Lease Agreements Lease agreements for property or Semipermanent 5 years equipment. IC§50- 907(2)(b) Purchase Orders Requests and purchase orders for goods Semipermanent 10 years or services purchased by the city. IC§50- Information includes: department, 907(2)(a) delivery location, date, quantity, description,unit and total price, and authorizing signatures. Purchasing Records documenting competitive Semipermanent 10 years from the Selection bidding and purchase of goods, services, IC§50- date of award and public works construction, and 907(2)(a) procurement of design professionals. Records include: published notices and solicitations, specifications, bids, requests for qualifications, statements of qualifications, etc. Utility Billing Adjustment Records documenting adjustments to Semipermanent 5 years Registers customer water, sewer, garbage or other IC§50- city-provided service billings for debits, 907(2)(a) credits, refunds, returned checks, and related reasons. Information usually includes: customer's name and address, type of adjustment,justification, amount changed, authorizing signatures and 34 1 P a g e Page 274 Item#14. RECORD DESCRIPTION CATEGORY RETENTION PERIOD other information. (Records held within the billing software). Billing Directive Application completed by owner or Semipermanent 5 years property manager to initiate Third Party IC§50- billing for specified utility account. 907(2)(a) Information included: owner, property manager, tenant, move-in date, and service address. Billing/Payment Records documenting transactions on Semipermanent 5 years Registers the water, sewer, garbage or other city- IC§50- provided service account of each 907(2)(a) customer. Useful for reference to assure accurate customer billings and posting of payments. Information often includes: customer's name, service address, meter reading, water usage,utility charges, payments, adjustments and related data. (records held within the billing software). Change Record Records documenting routine Semipermanent 5 years information changes to customer IC§50- accounts, including name and address. 907(2)(a) (Records held within the billing software). Customer File General correspondence and forms Semipermanent 5 years related to a specific utility account. This IC§50- information would be in addition to that 907(2)(a) found within the billing software. Documents in file may include and are not limited to: general letters,payment arrangement forms, third party billing docs, hard copies of customer history reports, leak adjustment requests, letters submitted to the City for customers. Disconnect Notice Notice to City Council to verify that no Semipermanent 5 years to City Council customer currently slated for shut off IC§50- due to non-payment has requested a 907(2)(a) hearing with the Board of Adjustment. Notice includes number of customers slated for shut off and the value of the delinquent accounts. Disconnect Record Records documenting a customer's Semipermanent 5 years request for disconnection of water, IC§50- sewer, garbage or other city-provided 907(2)(a) 35 1 Page Page 275 Item#14. RECORD DESCRIPTION CATEGORY RETENTION PERIOD services. (Records held within the billing software). Meter Readings Document the readings of customer Semipermanent 5 years water meters for billing purposes. IC§50- Information typically includes: meter 907(2)(a) reading, date read, account number, billing code, final reading, reason for turnoff, meter changes, and related data. records held within the billing software Payment One-page document that records a Transitory Until administrative Arrangements customer's promise to pay. need ends. Renter Supplemental document completed by Semipermanent 5 years Addendums the tenant to accept the third party IC§50- billing for specified utility account. 907(2)(a) Information included: tenants name, service address, mailing address and hone number. Security Deposit Records documenting customer payment Semipermanent 5 years Records of a security deposit to receive IC§50- temporary dumpster services. 907(2)(a) Information usually includes date, amount of deposit, customer's name, address, and account number, date account closed, refund date, amount of deposit applied, and related information. Shut Off Turn On Electronic spreadsheet used during shut Semipermanent 5 years off day by water department field staff IC§50- and MUBS. Tracks customers that are 907(2)(a) to be shut off,payments, and turn-ons as authorized. Record includes: Customer name, service address, meter id, time of shut off, time of payment, time of turn- on, fee waived if applicable and general notes. 36 1 P a g e Page 276 Item#14. FIRE DEPARTMENT RECORD DESCRIPTION CATEGORY RETENTION PERIOD Administrative Records regarding day-to-day administration Transitory Until administrative Records of department, e.g., copies of invoices, travel need ends or record is records, uniform clothing purchases, fuel superseded charges, fuel receipts, fuel reports, inventory asset information forms, phone logs and waste water inventory. Car Seat Car seat inspection forms. Semipermanent 10 years Inspections Correspondence Day-to-day office and housekeeping Transitory Until administrative correspondence not unique to city functions need ends or programs. General administrative correspondence, Semipermanent 5 years including records created or received in the course of administering city policies/programs, but not related to significant policy/program discussions or decisions. Includes customer survey cards. Policy/program correspondence, documenting Permanent In perpetuity the formulation, adoption, and implementation of significant policy/program decisions, including letters to personnel, Certified Family Home Fire District letters, letters re arding training burns, etc. Department Monthly, Quarterly and Annual Department Permanent In perpetuity Reports reports. Equipment and Records relating to equipment and vehicles Semipermanent Destroy five (5) years Vehicle Test, owned and serviced by the City documenting after disposal of Maintenance & maintenance and repairs of equipment, vehicle or until Repair Records vehicles and other assets with a useful life administrative need generally more than five years. Includes the ends, whichever is following: fire hose records (such as test date, longer date previously tested, apparatus number, station number, hose diameter, conditions found, service date, defects corrected, etc.), annual ladder inspections and test results, tests done on SCBA's (including flow testing), etc. Vehicle maintenance records, inspections, pump testing and repair records of apparatus. Emergency medical equipment maintenance records used to verify regular maintenance of emergency medical equipment such as copies of contracts, maintenance schedules, test protocols, equipment inventory,performance test records, repair records, parts used and service 171 Page Page 277 Item#14. RECORD DESCRIPTION CATEGORY RETENTION PERIOD reports. Per NFPA Standards 1901, 1961, 1852 and 1500. Fire & Security Records documenting the department's role in Permanent In perpetuity Alarm System issuing permits, testing and maintaining fire Records and security alarms, including fire alarm and sprinkler system plans. May include permits, applications, malfunction reports, maintenance reports, and related documents. Fire Fire and arson investigation case files, Permanent In perpetuity Investigation including investigative reports, witness Records statements, photographs, maps, correspondence, notes, video and audio recordings, copies of property releases, laborato reports, and incident/injury reports. Hazardous Inspection records of underground and above Permanent In perpetuity Materials ground fuel storage tanks. Reports and Records investigation results of incidents including spills and leaks, etc. Historical Newspaper clippings and articles relating to Permanent In perpetuity Records the Meridian Fire Department,photos of events. In-Home Care Documents relating to fire code inspections Permanent In perpetuity Facility performed by the department of home Inspections daycares and foster care homes. May include reports, notices, citations, occupancy and pre- fire planning records, floor plans, sketches, re orts, lists and related documents. Inspection and Documents relating to fire code inspections Permanent In perpetuity Occupancy performed by the department of commercial Records for buildings. May include reports, notices, Commercial citations, occupancy and pre-fire planning Buildings records, floor plans, sketches, reports, lists, Tier II re orts and related documents. Buildings & Fire inspection records relating to buildings Temporary 3 years from date of Subdivisions— and subdivisions that have been demolished last inspection Demolished or or are otherwise no longer in existence (never No Longer in constructed). Existence (never constructed Juvenile Fire Case files related to juvenile fire setter Permanent In perpetuity Setter investigation, including investigative reports, Evaluations witness statements,photographs, maps, correspondence, notes, video and audio recordings, copies of property releases, laborato reports, incident/injury reports. 38 1 Page Page 278 Item#14. RECORD DESCRIPTION CATEGORY RETENTION PERIOD Maps Maps and related records maintained by the Transitory Until record is department for address location, reference superseded and for tracking various trends. May include lists, books and other methods of address location. Meeting Final, approved Officer and Command Staff Semipermanent 5 years Minutes meeting minutes. Narcotics Narcotic inventory and usage-hard copy, Temporary 3 years Inventory& narcotics distributed to the engine companies. Usage National Fire National Fire Incident Reporting System Permanent In perpetuity Incident (NFIRS) Fire Incident Report,relating to fire Reports run, medical emergency, casualty, hazardous materials call, false alarm, good intent, or service call. May include property release forms, civilian and fire service casualty reports, hazardous materials reports, etc. Patient Care Records related to patient care, refusal of Permanent In perpetuity Records care, denial of need for care, supplemental emergency medical services reports, diagnostic attachments to include ECG, care summary reports and vital sign reports. Plans, Records related to department operations, Transitory Until record is Protocols, including Medical Supervision Plan, standing superseded Guidelines, written orders, operational guidelines, Policies administrative and operational policies. Proof of Proof of worker's compensation and other Transitory Until record is Insurance insurance required for training tower usage by superseded other agencies. Public Records related to the design and Semipermanent 5 years Education implementation of educational and other Programs & outreach programs provided to the public by Publications the department. May include: class descriptions, instructional materials, course outlines, class enrollment and attendance records, reports, speeches, and publications. Public Record Public records requests and responses. Temporary 2 years after last Requests action Ride-Along Signed waivers for persons requesting a ride- Forms along with the department. Ride Along Temporary 2 years tracking records. Rural Fire All records of activities of the department or Permanent In perpetuity Protection other City departments as they relate to the District Records Meridian Rural Fire Protection District. May include: annual audits, land and apparatus ac uisition records, records relating to 39 1 Page Page 279 Item#14. RECORD DESCRIPTION CATEGORY RETENTION PERIOD construction of fire stations,bank statements, tax levy forms, Local Government Investment Pool statements, financial statements, annual budget records, legal notices, meeting minutes, election records, declarations of candidacy, election results, ICRMP insurance records, audio recordings of meetings. Structure Burn Records related to structure burns. Semipermanent 10 years Training Records Subpoena, Records including subpoenas for records Transitory Until administrative Duces Tecum or retained by the Fire Department (duces need ends Requiring tecum) or subpoenas requiring Fire Court Department personnel to appear in court. Appearance 40 1 P a g e Page 280 Item#14. HUMAN RESOURCES DEPARTMENT RECORD DESCRIPTION CATEGORY RETENTION PERIOD Administrative Copies of administrative records including Transitory Until administrative Records A/P invoices, expense reports,professional need ends or record membership documents, etc. is superseded Affirmative Records documenting city compliance with Semipermanent 5 years from date of Action; Equal the Civil Rights Act of 1964, the Equal IC§50-90 7(2)(g); request or personnel Employment Employment Opportunity Act of 1972 and 29 CFR action whichever is Opportunity the Americans with Disabilities Act. 1602,1602.14, later Commission Records include: plans, policy statements, 1620.32 Reports reports, investigations, case files and related information. Also includes EEO-4 reports submitted to the Equal Employment Opportunity Commission(EEOC) documenting compliance with EEOC requirements by cities with 15 or more employees. Benefits Records documenting notice to employees, Semipermanent 75 years after Continuation spouses and dependents informing them of IC§50-90 7(2)(g); employee their rights to continue insurance coverage 29 CFR 1627.3 separation, after termination or disability or family expiration of leave and whether coverage was elected or eligibility, or rejected. Continuation may be under completion of COBRA or another provision. Notice is also litigation,whichever sent to a third party administrator who is longest administers the extended coverage. Records may be filed with the Employee Benefits Records or Employee Personnel Records. Budget Prep Working documents utilized to build base Semipermanent 10 years Records budgets and establish yearly budgets; worksheets, enhancements, amendments, etc. Collective Records documenting negotiations between Temporary 3 years Bargaining the city and employee representatives, IC§50-90 7(3)(d); including contracts, reports, negotiation 29 CFR 516.5 notes, letters of agreement, arbitration findings, cost analyses, minutes, tape recordings, etc. Committee Agendas and meeting minutes/notes for Semipermanent 7 years Records special groups convened by HR for specific purposes such as Benefits, Compensation, and Wellness. Correspondence, Correspondence created or received in the Semipermanent 5 years Administrative course of administering City policies and programs. Correspondence, Correspondence regarding day-to-day office Transitory Until administrative Transitory operations and does not contain unique need ends 411 Page Page 281 Item#14. RECORD DESCRIPTION CATEGORY RETENTION PERIOD information about City functions or programs. Databases Database records created and maintained for Transitory Until administrative the purposes of generating reports, data need ends or record files, and a variety of different outputs. is superseded Department HR guidelines, including but not limited to, Semipermanent 10 years from date Guidelines, Salary Administration Guidelines. guideline in its Policies, entirety, or any part Procedures, thereof, is officially Processes, and replaced, updated Reports City Standard Operating Policy/Procedure Semipermanent 20 years from date Manual. SOP Manual in its entirety, or any part thereof, is officially replaced, updated Records documenting and relating to HR Semipermanent 5 years from date processes, including but not limited to, HR process in its recruiting/interviewing processes. entirety or any part thereof, is officially replaced, updated Policies, reports, and documents regarding Semipermanent 10 years the internal department operations and procedures (e.g. Turnover, Recruiting reports, etc.). HR reports regarding department Semipermanent 10 years performance or other management presentations. Includes reports documenting trends, department or City performance in key areas as determined. Records that document the formulation, Transitory Until administrative adoption and implementation of internal need ends or record actions/decisions. is superseded Employee Benefits Records relating to city employee benefits Semipermanent 75 years after information such as: selection of insurance IC§§50-907(2)(g) employee plans, retirement,pension, and disability and 45-610; 29 separation, plans, deferred compensation plans, and CFR 1627.3; 29 expiration of other benefit information. Records may CFR 1602.31; eligibility, or include but are not limited to: plan selection IDAPA completion of and application forms, enrollment records, 09.01.35.081 litigation,whichever contribution and deduction summaries, is longest personal data records, authorizations, beneficiary information, notices of disability payment made, and related documentation. Employee Medical Document an individual employee's Semipermanent 75 years after Records medical history. These records are not IC§§50-907(2)(g) employee personnel records and must be kept in a and 72-601; 29 separation, 42 1 Page Page 282 Item#14. RECORD DESCRIPTION CATEGORY RETENTION PERIOD separate location from employee personnel CFR 1602.31; 29 expiration of records as required by the Americans with CFR 1910.1020 eligibility, or Disabilities Act. Records may include,but completion of are not limited to: medical exam records litigation,whichever (pre-employment,pre-assignment,periodic is longest or episodic), X-rays, and records of significant health or disability limitations. Employee Document of employee's work history. Semipermanent 75 years after Personnel Records Original employee personnel records are IC§§50-907(2)(g) employee kept by Human Resources Department and 45-610; 29 separation, unless otherwise specified. Records may CFR 1627.3; 29 expiration of include, but are not limited to: employment CFR 1602.31; eligibility, or applications, notices of appointment, IDAPA completion of training and certification records, records of 09.01.35.081 litigation,whichever health limitations, drug testing, salary is longest schedules, personal actions,performance evaluations, awards and other special recognition, letters of recommendation, investigation information, disciplinary action, notices of layoff, letters of resignation, home address and telephone, emergency notification forms, oaths of office, grievance and complaint records, and relate correspondence and documentation. (See also Employee Benefits Records, Employee Medical Records, Recruitment and Selection Records, and Volunteer Records). Notes: (1)Meridian Police Department employee personnel records including original Internal Affairs files and training materials are kept by the Police Department according to the Police Department Records Retention Schedule. Upon employee separation, these records shall be forwarded to Human Resources Department. All other Police Department current employee original personnel records are kept by the Human Resources Department. (2)Meridian Fire Department employee personnel records including original training records and original records related to Union promotions are kept by the Fire 43 Page Page 283 Item#14. RECORD DESCRIPTION CATEGORY RETENTION PERIOD Department. Upon employee separation these records shall be forwarded to Human Resources Department. All other Fire Department current employee original personnel records including ICRMP and BEST training records and Union member promotion applications and PAR forms documenting a promotion are kept by Human Resources Department. Employment Document to the U.S. Immigration and Temporary 3 years after date of Verification Naturalization Service that an applicant or IC§50-90 7(3)(d), hire or 1 year after (I-9) of Job employee is eligible to work in the U.S. 8 U.S.C. § employment is Applicants Information includes: employee information 1324a(b)(3) terminated, and verification data such as citizenship or (Immigration whichever is later alien status and signature, employer review Reform and and verification data such as documents, Control Act) which establish identity and eligibility, and employer's signature certifying that documents were checked. This category includes forms completed for all new hires, as superseded or previous forms completed on rehires. Forms Forms created for use by HR personnel to Transitory Until administrative facilitate work, including Performance need ends or record Review,job description template, PAR is superseded tem late, etc. Hazard Exposure Emergency response employees exhibiting Semipermanent 75 years after Records signs or symptoms possibly resulting from IC§50-90 7(2)(g); employee exposure to hazardous substances are 29 CFR 1910.1020 separation, required to be provided medical expiration of examination and consultation. Records eligibility, or include: employee's name and social completion of security number; physician's written litigation,whichever opinion, recommended limitations; results is longest of examinations and tests; employee medical complaints related to hazardous substance exposure; description of employee's duties as they relate to exposure; the employee's exposure levels or anticipated exposure levels; description of protective equipment used; and information from previous medical examinations of the employee which is not readily available to h sician and other information. 44 P a g e Page 284 Item#14. RECORD DESCRIPTION CATEGORY RETENTION PERIOD Insurance Records documenting plan descriptions and Semipermanent 10 years Policies/Plans: summaries of city insurance policies and Employee Group plans covering employee group health and Health and Life life benefits, including annual certification Benefits records. Kinds and Levels Records documenting the description, Temporary 3 years Chart classification and compensation of city jobs IC§50-90 7(3)(d); and positions. Usually includes details of 29 CFR Part 1602 duties and responsibilities of each position and 29 CFR time percentage breakdowns of tasks, skills 1627.3 and abilities needed for each position, and related records documenting the development, modification or redefinition of each job or position. Leave Applications or requests submitted by city Temporary 3 years Applications employees for compensatory, family and IC§50-90 7(3)(d) medical leave, long term leave and other leave time. Information usually includes: employee name, department, date, leave dates requested, type of leave requested, and related data. These are not kept by Finance. Meeting Minutes Internal staff meeting records. Transitory Until administrative need ends or record is superseded Newsletters HR2You Newsletters. Transitory Until administrative need ends or record is superseded Organization HR Department Organization Charts. Transitory Until administrative Charts need ends or record is superseded Personnel Action Completed employee forms submitted to Semipermanent 75 years after (PAR) Forms HR upon initial hire,pay increase or IC§50-90 7(2)(g); employee decrease, change of address, or change of 29 CFR Part 1602 separation, supervisor. and 29 CFR expiration of 1627.3 eligibility, or completion of litigation,whichever is longest Photographs Photographs relating to HR Transitory Until administrative sponsored/conducted City events (e.g. need ends or record service awards, employee picnic, Wellness is superseded events, etc.). Photo Photographs and other records used to Transitory Until record is Identification identify city employees, private security superseded, obsolete personnel, contract workers and other. May or administrative include photographs taken by City for needs end 45 1 Page Page 285 Item#14. RECORD DESCRIPTION CATEGORY RETENTION PERIOD identification or prox card or driver's license hotoco Position Records documenting the description, Temporary 3 years Descriptions classification and compensation of city jobs IC§50-90 7(3)(d); and positions. Usually includes details of 29 CFR Part 1602 duties and responsibilities of each position and 29 CFR time percentage breakdowns of tasks, skills 1627.3 and abilities needed for each position, and related records documenting the development, modification or redefinition of each job or position. Presentations Formal departmental presentations to Semipermanent 5 years Council, other formal bodies. Public Records Public records requests and responses. Transitory 1 year after last Requests action Recruitment and Documents regarding the recruitment and Temporary 2 years Selection Records selection of city employees and contracted IC§50-90 7(3)(d); for Applicants who service providers such as attorneys, 29 CFR 1602.31; are Hired auditors, consultants, etc. Records may 29 CFR include, but are not limited to:job 162 7.3(b)(1)(vi) announcements and descriptions, applicant lists, applications and resumes, position advertisement records, civil service and other examination records, interview questions, interview and application scoring notes, applicant background investigation information, polygraph test results, letters of reference, civil service records, staffing requisition forms, certification of eligibles, recruitment file (job announcement, position description, documentation relating to the announcement and test, and test items and rating levels), and related correspondence and documentation. Meridian Police Department employee Temporary 2 years after original background investigation records separation are kept by the Police Department. Upon employee separation these original records shall be forwarded to the Human Resources Department for proper disposition. Meridian Fire Department Union original Temporary 2 years recruitment records including National Testing Network testing, application, and interview notes, for applicants who are hired, are kept by the Fire Department 46 1 P a g e Page 286 Item#14. RECORD DESCRIPTION CATEGORY RETENTION PERIOD until the expiration of the retention period at which time they shall be properly destroyed b the Fire Department. Recruitment and Documents regarding the recruitment and Temporary 2 years Selection Records selection of city employees and contracted IC§50-90 7(3)(d); for Applicants who service providers such as attorneys, 29 CFR 1602.31; are Not Hired auditors, consultants, etc. Records may 29 CFR include, but are not limited to:job 162 7.3(b)(1)(vi) announcements and descriptions, applicant lists, applications and resumes, position advertisement records, civil service and other examination records, interview questions, interview and application scoring notes, applicant background investigation information, polygraph test results, letters of reference, civil service records, staffing requisition forms, certification of eligibles, recruitment file (job announcement, position description, documentation relating to the announcement and test, and test items and rating levels), and related correspondence and documentation. Meridian Fire Department Union original Temporary 2 years recruitment records including National Testing Network testing, application, and interview notes, for applicants who are not hired, are kept by the Fire Department until the expiration of the retention period at which time, they shall be properly destroyed b the Fire Department Resource Records including notebooks, meeting Transitory Until administrative Records/Notes notes, to-do-lists, employee-compiled notes, need ends or record etc. is superseded Special Projects Documents related to special, one-time Semipermanent 10 years projects to include, but not limited to, Employee Satisfaction Survey, Policy Review/Revision, Salary Structure Review. Surveys HR and other initiated internal surveys, Semipermanent 10 years survey results (e.g. Salary Surveys, Employee Satisfactions Surveys, Best Place to Work. Etc.). Telephone Message logs, voicemails, etc. Transitory Until administrative Records need ends Training Records related to the design and Semipermanent 5 years from final Programs/HR implementation of training programs IC§50-907(2)(g) presentation and/or rovided to employees by the City. use 47 1 Page Page 287 Item#14. RECORD DESCRIPTION CATEGORY RETENTION PERIOD Documents may include course descriptions, instructor certifications, instructional materials, course outlines, class enrollment and attendance records, tests, test results, and related records. Training/Travel Records documenting attendance and Semipermanent 5 years Records presentation by HR employees at conventions, conferences, seminars, workshops, and similar training events. Includes training/travel requests, training materials, reports and related correspondence. Payroll Records documenting claims submitted by Temporary 3 years Unemployment former city employees for unemployment IC§5 0-90 7(3)(d) Claims compensation. Usually includes: claims, notices, reports, and related records. May also include records generated by the appeal of claim determinations. These are received by HR and kept in HR. Wellness Program Records related to the management and administration of the Wellness Program including: • Wellness Challenges - Semipermanent 5 years Correspondence and other Challenge documentation. • Newsletters Transitory Until administrative need ends • Emails conveying general Transitory Until administrative information related to the Wellness need ends or Program including monthly approved for announcements related to upcoming destruction in challenges, challenge winners, accordance with the monthly Wellness events and 5-year citywide activities, etc. email records retention period) whichever is sooner • Wellness Committee Meeting Semipermanent 7 years Agendas and Minutes • Wellness Database—includes Transitory Until administrative information from Blue Cross for need ends employee point totals, information from employee sign-in sheets to events (name, ID, signature), and employee tracking information to events/challenges (i.e., steps, exercise, weight, Bingo cards, pictures of employees, schedule for 481 Page Page 288 Item#14. RECORD DESCRIPTION CATEGORY RETENTION PERIOD appointments (name, ID, date, time, email address, phone number)), and vendor contact information for events • Wellness Day Off—Incentive Semipermanent 75 years (retained in Verification Forms for Day Off accordance with Requests Employee Benefit records retention period) • Wellness Day Off—employee Transitory Until administrative timecard tracking records, along need ends with numbers of hours used • Wellness Hero Responses- Transitory Until administrative Correspondence and related records need ends Workers' Medical records related to job assignments Semipermanent 30 years after Compensation that document work-related injuries and employment Records and illnesses, including but not limited to, separation Claims hearing test records, hazard exposure records, first- aid incident records, physician statements, release consent forms and related correspondence, and records documenting claims submitted by city employees for work-related injuries and illnesses. These records are kept separate from employee personnel files. 49 1 Page Page 289 Item#14. INFORMATION TECHNOLOGY(I.T.)DEPARTMENT RECORD DESCRIPTION CATEGORY RETENTION PERIOD Administrative Activity Daily, weekly monthly or other reports Transitory Until administrative Logs/Reports documenting the activities of Information needs ends Technology employees, including but not limited to: sign in/out sheet for keys, access logs and phone logs, minutes, project files and dashboard statistics. Administrative Copies of: A/P invoices, Expense Reports, Transitory Until administrative Records MIP A/P unposted Reports, Transactions, need ends or record Internal Invoices, Purchase Orders, Detailed is superseded Statements of Revenues and Expenditures. Budget Preparation Working documents utilized to build base Transitory 1 year or until Records budgets and establish yearly budgets, Administrative need including but not limited to enhancements, ends amendments, carry forward support, FTE anticipation, vehicle replacement, quotes for service/maintenance. CorrespondencePolicy/program correspondence, Permanent In perpetuity documenting the formulation, adoption and implementation of significant policy/program decision. Records created or received in the course of Semipermanent 5 years administering city policies, procedures or programs, but these records do not provide insight into significant policy,procedure or program discussions or decisions. Correspondence created or received in the Transitory Until administrative nurse of administering City policies, Need ends procedures or programs including but not limited to memos, notes,thank you notes, surveys, letters to businesses and citizens and ay-to day office and housekeeping correspondence that does not contain unique information about City functions or programs, for example scrolling agenda and announcements. HR Documents Departmental employee personnel records, Transitory Until employment is including but not limited to training records, terminated, then coaching notes,performance evaluations, forward to HR customer feedback, contact information, etc. Meeting Records Internal meeting records and/or staff level Transitory Until administrative and Notes notes generated in the course of day to day need ends or record business, including but not limited to is superseded lagendas, notes and presentations. 50 P a g e Page 290 Item#14. Reference/Owner's Documents to include but not limited to Transitory Until record is Manuals/ owner's manuals and documentation. superseded or Handbooks administrative need ends Department Departmental Policy or program records Transitory 1 year after Guidelines, documenting the formulation, adoption and document is Policies, implementation of departmental policy or replaced and/or Procedures, program decisions. Including but not administrative need Processes and limited to Standard Operating Procedures ends Reports and Guidelines, reference materials or materials obtained from another government entity or agency used in the development of said procedure. Department Reports prepared for the Mayor and City Transitory Until administrative Reports Council. need ends Operational Records Backup Files A copy on a disk based backup appliance of Transitory 3 months the contents of all data from the City servers. Service All customer support tickets opened in Semipermanent 10 years Management Tool service management systems. IC§50-907(2)(g) other Department Policies, reports, and documents regarding Semipermanent 5 years Policies and internal department operations and IC§50-907(2)€ Reports procedures, e.g. computer usage policy, (dept. report) password policy, service level goals, training materials, evaluations of materials. Disaster Recovery Strategy for retention and recovery of Transitory Until record is Plan network and information systems following superseded or network or server crash or failure. updated Instant Messages All messages sent or received by City staff Transitory Until overwritten by using the City's electronic messaging system service Internally- Programming statements or instructions that Transitory Until record is Generated Source create or execute a computer program. superseded or Code updated Internet History List of websites accessed on City computers Transitory 90 days and electronic devices. Inventory List of electronic devices held by City and Transitory Until record is Management software licensing information and superseded or specifications for each electronic device updated used by City. Outlook Meeting requests sent and received by Transitory Until deleted by user Appointments employees via City email system; appointments scheduled via City email system by employees. 51 P a g e Page 291 Item#14. Outlook E-mail All e-mail messages, sent or received by Semipermanent 5 years Messages—City City staff using City's e-mail system. (E- IC§50-907(2)(g) Staff mail messages may be preserved elsewhere (other) in digital or paper format for longer periods of time as the subject matter of such messages may require.) Outlook Tasks and Tasks, task requests and reminders sent and Transitory Until deleted by user Notes received by employees via City email system. Prox Card Access Register of which prox cards have accessed Transitory 90 days Records a restricted area. Security Camera Video footage from security cameras Transitory Until overwritten by Footage mounted on and in city facilities. system Call Records List of incoming and outgoing calls, Transitory 90 days including phone numbers and caller identification, as available. Voicemail Incoming verbal messages recorded on City Transitory Until deleted by user Messages voicemail systems. 52 Page Page 292 Item#14. MAYOR'S OFFICE RECORD DESCRIPTION CATEGORY RETENTION PERIOD Administrative Records Activity Daily, weekly monthly or other reports Transitory Until administrative Logs/Reports documenting the activities of the needs ends Mayor's Office employees, including but not limited to: sign in/out sheet for credit cards and checklists. Administrative Copies of. A/P invoices, Expense Transitory Until administrative Records Reports, MIP A/P unposted Reports, need ends or record Detailed Statements of Revenues and is superseded Expenditures. Budget Preparation Working documents utilized to build Transitory 1 year or until Records base budgets and establish yearly administrative need budgets, including but not limited to ends enhancements, amendments, carry forward support, FTE anticipation, vehicle replacement, quotes for service/maintenance. Correspondence Policy/program correspondence created Permanent In perpetuity or received, documenting the formulation, adoption and implementation of significant policy/program decision. May include correspondence relating to Commission and Committee appointments and correspondence with other government agencies. Correspondence created or received in Semipermanent 5 years the course of administering city policies/programs, but these records do not provide insight into significant policy/program discussions or decisions. May include citizen response letters, letters to homeowner associations and businesses. Correspondence created or received Transitory Until administrative which is not unique to City functions or Need ends programs. May include; thank you notes, invitations, and general mail. Customer Complaint or Compliment records Transitory Until administrative Complaints/Kudos including but not limited to letters, need ends phone calls, comment cards and in person feedback from citizens, customers, developers and contractors. 53 1 Page Page 293 Item#14. RECORD DESCRIPTION CATEGORY RETENTION PERIOD Forms/Templates Forms/Templates created for use by the Transitory Until administrative Mayor's Office including but not need ends or record limited to visual aids, applications, is superseded checklists, and web documents. HR Documents Departmental employee personnel Transitory Until employment is records, including but not limited to terminated; then training records, coaching notes, forward to HR Performance Evaluation, contact information. Record is confidential and will be kept in a locked file with manager until employment has ended; File sent to HR for retention after termination(voluntary or involuntary). Meeting Records Internal meeting records and/or staff Transitory Until administrative and Notes level notes generated in the course of need ends or record Special day to day business, including but not is superseded Projects/Initiatives limited to; agendas, notes and presentations. Reference/Owner's Documents to include but not limited Transitory Until record is Manuals/ to: Owner's Manuals and code updates. superseded or Handbooks administrative need ends Department Departmental Policy or program Transitory 1 year after Guidelines, records documenting the formulation, document is replaced Policies, adoption and implementation of and/or administrative Procedures, departmental policy or program need ends Processes and decisions. Including but not limited to Reports Standard Operating Procedures and Guidelines, reference materials or materials obtained from another government entity or agency used in the development of said procedure. Presentations Formal department presentations to Transitory Until administrative Council, Community Groups or other need ends agencies/entities or people, e.g. Strategic Update,New Council member training, and City of Meridian updates. Telephone Records Message logs, voicemails, Transitory Until administrative ShoreTel/Mitel call volume reports etc. I need ends O erational Records Agendas & Agendas and minutes of Director Semipermanent 5 years Minutes Meetings, Operational Meetings, Mayor's Youth Advisory Council, Mayor's Senior Advisory Board, and Faith Ambassador Council Meetings. 54 1 P a g e Page 294 Item#14. RECORD DESCRIPTION CATEGORY RETENTION PERIOD Annual Reports Report on City's and Mayor's Office Permanent In perpetuity activities over preceding year summarizing activities and financial performance. Applications Forms and materials submitted with Semipermanent 5 years application for positions or awards administered by Mayor's Office, including applications for scholarships, Promise partners, Mayor's Youth Advisory Council, volunteer positions, City commissions, and City committees or task forces. Attendance Sheets Sign-in sheets, where offered, for Transitory Until administrative activities and events hosted by the needs ends Mayor's Office. City Website HTML text stored in data base table in Transitory Until updated or Content CMS. Note: Source document may record is superseded exist elsewhere, and be retained pursuant to separate record retention schedule. Memoranda Internal or external memoranda Permanent In perpetuity summarizing research, recommendations, and other information. Mayoral memos regarding Semipermanent 5 years proclamations, meetings, or events. News Releases A written or recorded record directed at Semipermanent 25 years members of the news media for the purpose of making a newsworthy announcement. Photos Published or historically significant Permanent In perpetuity photographs taken, owned, or stored by the Mayor's Office. Photographs that are not used or Transitory Until administrative needed for a particular purpose. need ends Proclamations Proclamations issued by the Mayor Semipermanent 10 years not read at City Council meetings. 55 1 Page Page 295 Item#14. RECORD DESCRIPTION CATEGORY RETENTION PERIOD Proclamations issued by the Mayor Transitory Until administrative and read at City Council meetings. need ends Publications Informational or promotional Semipermanent 5 years publications of the Mayor's office, including newsletters, flyers, marketing materials, brochures, program materials. Public Addresses Records relating to State of the City Permanent In perpetuity address. May include script, video, PowerPoint,program, agenda, photos. Records relating to State of the City Transitory Until administrative addresses or speeches. May include need ends script, video, PowerPoint,program, agenda, photos. Special Projects Documents related to special or one- Semipermanent 10 years time projects to include,but not limited to: Strategic Plans. Talking Points Records prepared to summarize issues Transitory Until administrative in preparation for discussion with the need ends public or media. Videos Videos prepared monthly for Permanent In perpetuity informational or promotional purposes, e.g., Celebrate Meridian. Videos prepared weekly for Temporary 2 years informational or promotional purposes, e.g., City Council meetings, This Week in Meridian. Raw video footage, used or unused. Transitory Until administrative need ends 56 1 P a g e Page 296 Item#14. PARKS & RECREATION DEPARTMENT RECORD DESCRIPTION CATEGORY RETENTION PERIOD Activity Logs/Reports Daily, weekly, monthly, or other Transitory Until administrative reports documenting the activities need ends of the Parks and Recreation Department employees, including but not limited to: sign in/out sheet for credit card and diesel fuel transfer tank log sheets. Lost &Found log sheets Transitory Until administrative documenting items that have been need ends lost and found by citizens in the arks and other MPR facilities. Administrative Copies of A/P invoices, Expense Transitory Until administrative Records Reports, Detailed Statements of need ends Revenues and Expenditures, Capital Improvements Plan, Parks &Recreation Facilities Depreciation Schedule, MPR Communications Plan, and other related documents. Agendas & Minutes Agendas and minutes of weekly Semipermanent 10 years and monthly MPR staff meetings. Budget Preparation Working documents utilized to Semipermanent 10 years (follows Records build base budgets and establish Finance) yearly budgets, including but not limited to enhancements, amendments, carry forward support, FTE anticipation, vehicle replacement, and quotes for service/maintenance. Correspondence Policy/program correspondence Permanent In perpetuity documenting the formulation, adoption, and implementation of significant policy/program decision. Including but not limited to Commission and Committee. Records created or received in the Semipermanent 5 years course of administering city policies,procedures or programs, but these records do not provide insight into significant policy, procedure or program discussions or decisions. Including but not limited to citizen response letters. 57 1 Page Page 297 Item#14. RECORD DESCRIPTION CATEGORY RETENTION PERIOD Correspondence created or Transitory Until administrative received in the course of need ends administering City policies, procedures or programs including but not limited to memos, transmittals, notes, comments, thank you notes, letters to businesses and day-to day office and housekeeping correspondence that does not contain unique information about City functions or programs. Committee Records Agendas, meeting minutes/notes, Transitory Until administrative and audio recordings of special need ends groups convened by Parks & Recreation for specific purposes, such as understanding operational gaps and process delays (e.g., Golf Course Focus Group, Christmas in Meridian, MPR Communications Plan, and Regional Geese Management). Customer Compliment or complaint records Transitory Until administrative Kudos/Complaints including but not limited to letters, need ends phone calls, emails, comment cards and in person feedback from citizens, customers, andsponsors. Department Administrative SOPs, policies, Transitory Until administrative Guidelines, processes, director's orders, etc. need ends Standard Operating pertaining to facilities and Procedures, Policies, recreation classes, camps, special Processes, and events, and sports (e.g., Lost & Director's Orders Found, CableONE Movie Night, Metal Detecting, Contracted Instructors, Registrations &Refunds, Sports League Bylaws, Partnerships Between Private or Public Entities, Hot Air Balloons). Employee Time Completed logs of employees' Semipermanent 5 years,unless Logs and Reports timesheets, tasks, and location; record is superseded reports and analysis of related by Finance data. I I Department 58 1 P a g e Page 298 Item#14. RECORD DESCRIPTION CATEGORY RETENTION PERIOD Facility Permits Permits and materials including, Temporary 2 years but not limited to: Completed Park Alcohol and Amplified Sound Permits related to individual's or organization's park picnic shelter reservation, short-term concessions permits and related materials from vendors. Facility Reservation Completed forms and related Temporary 2 years Application and materials collected from Materials individuals or businesses registering for a recreation class, team, or event and other required documentation, such as proof of insurance. Collected Certificates of Liability Temporary 2 years Insurance from individuals or vendors. Financial Aid Completed application forms and Temporary 2 years Applications materials submitted to request financial assistance for children's class or program(e.g., Care Enough to Share). Forms/Templates Forms/templates created for use Transitory Until administrative by the Parks and Recreation need ends Department, including but not limited to internal purchase orders form, diesel fuel transfer tank log sheet, child pick up form, medical waiver, Care Enough to Share application, Generations Plaza memorial brick application, alcohol permit application, amplified sound permit application, sports roster, sports and special events registration forms, sponsor application, volunteer application. Grounds Pesticide spray records, daily Transitory Until administrative Maintenance splash pad test readings, need ends Records playground inspections, restroom cleaning safety data sheets, and other documents related to parks and recreation facilities. 19 1 P a g e Page 299 Item#14. RECORD DESCRIPTION CATEGORY RETENTION PERIOD Historical Records 2028 time capsule content Permanent In perpetuity information. Annual newsletters prepared by Permanent In perpetuity Parks &Recreation Department highlighting construction projects, park dedications, and other efforts and initiatives. Copies of MPR Department Permanent In perpetuity Annual Reports provided to the Mayor's Office in conjunction with the State of the City Address. External awards, plaques, and Permanent In perpetuity certificates bestowed upon the MPR Department. MPR Department Dashboards Permanent In perpetuity which document statistical data by year, including but not limited to the number of sports teams/participants/leagues, sports gym usage, Activity Guide enrollments,park shelter and field reservations,park acreage,urban forestry, pathway maintenance, volunteers, revenues,playground safety, turf maintenance, full-time staff, special events and temporary use permits, employee safety, vandalism, and other related information. National Recreation&Park Permanent In perpetuity Association(NRPA)PRORAGIS annual statistical field reports. Parks &Recreation Master Plan Permanent In perpetuity and Appendices which document current parks and recreation facilities and services, level of service, etc. and also provide the framework to respond to the evolving needs of the community. Park dedication plaque mock-ups Permanent In perpetuity detailing the dedication date, Mayor, City Council, MPR Commission, MPR staff, and other volunteers and contributors. Photographs, newspaper and news Permanent In perpetuity channel articles and clippings, 60 1 P a g e Page 300 Item#14. RECORD DESCRIPTION CATEGORY RETENTION PERIOD press releases, and videos relating to Parks and Recreation Department including but not limited to sponsored/conducted City events; park, pathway, and facility dedications, celebrations, and ribbon cuttings; park and pathway amenities, landscape and scenery; recreation classes, camps, and sports; and staff. Proclamations not otherwise Transitory Until administrative retained by the Clerk's Office. need ends HR Documents Copies of departmental employee Transitory Until employment is personnel records kept in locked terminated; then files with manager until forward to HR employment has ended; file sent to HR for retention after termination (voluntary or involuntary). Incident or Accident Citizen reports of incidents, Temporary 2 years Reports injuries, or accidents incurred during or related to a department- sponsored or department-provided class, camp, program, reservation, or activity. Indemnity Forms, Signed waiver/indemnity Temporary 2 years Medical Release agreement related to individual's Forms,Waivers or organization's participation in department-sponsored or department-provided class, camp, program, reservation, activity, transportation, or travel. Marketing Informational or promotional Transitory Materials publications of the Parks & Until Administrative Recreation Department, including Need Ends flyers,brochures,program materials, Facilities Tour/Park Ambassador/other program booklets, PowerPoint and Prezi presentations, z-cards, and videos. Memorial Forms Completed citizen forms Transitory Until administrative requesting memorial in MPR need ends facility under established memorial program(e.g. Generations Plaza Brick Sales form, Kleiner Park Memorial Tree 611 Page Page 301 Item#14. RECORD DESCRIPTION CATEGORY RETENTION PERIOD Plaza Paver Sales, Memorial Tree Program form). Meeting Records Internal meeting records and notes Transitory Until administrative and Notes generated in the course of day to need ends day business, including but not limited to agendas, notes, and presentations. MPR Commission Copies of Commission and Transitory Until administrative Records Committee agendas and summary need ends minutes. Copies of bylaws. Transitory Until administrative need ends Copies of contact information Transitory Until administrative listing Commission members' need ends names, addresses, phone numbers, email addresses, etc. Copies of correspondence Transitory Until administrative regarding day-to-day operations or need ends administration. Copies of project records Transitory Until administrative documenting historical or cultural need ends significance to the City and/or Meridian community Copies of project files and reports Transitory Until administrative used by MPR staff, Commission, need ends Committee in the course of researching, developing, completing, reporting on, or acting on initiatives of the Commission/Committee. Copies of roster listing current Transitory Until administrative Commission members, including need ends names, seat numbers, and appointment dates. Presentations Formal department PowerPoint, Transitory Until administrative Prezi, and other presentations to need ends Council or others, e.g. New Council member training, Joint Council/Commission workshop training, and Meridian Development Corporation. Project Files Copies: Park, pathway, and other Transitory Until administrative project/initiative records, need ends including but not limited to contracts and agreements to which the City is a party, deeds and real property, site plans and maps, 62 1 Page Page 302 Item#14. RECORD DESCRIPTION CATEGORY RETENTION PERIOD permits and inspection records, certificates of zoning compliance, conditional use permits, development agreements, preliminary and final plats, purchasing contracts, accounts payable invoices and other financial records, meeting agendas and minutes, and any other related correspondence. Recreation Activity Log sheets completed by parents Temporary 2 years Sign In/Sign Out to signify that minor has been Sheets dropped off or picked up from a department-sponsored or department-provided class, camp, program, or activity. Log sheets completed by Temporary 2 years participant confirming they have attended a class or activity. Reference/Owner's Documents to include but not Transitory Until administrative Manuals/Books limited to equipment and need ends electronics. Resource Records including notebooks, Transitory Until administrative Records/Notes meeting notes, to-do lists, need ends employee-compiled notes, etc. Special Event Forms Completed forms from citizens Temporary 2 years and businesses participating in a special event, including but not limited to vendor and sponsor contracts and entries. Special Documents related to special or Transitory Until administrative Projects/Initiatives non-confidential one-time project need ends to include, but not limited to: Strategic Plan Initiatives, Smoke- Free Parks, and Forestry Stimulus. Sports Schedules Record of games played and final Transitory and Scores scores. Until Administrative Need Ends Surveys Internal and external outreach Semipermanent 10 years surveys and results,presentations, neighborhood meeting minutes, correspondence, and summary reports to solicit citizen input on parks and recreation, customer service, and process improvement. Records of public input, including survey results, neighborhood 63 1 Page Page 303 Item#14. RECORD DESCRIPTION CATEGORY RETENTION PERIOD meeting minutes, correspondence, etc. Team Rosters Record of all individuals Temporary 2 years registered for a sports team. Telephone Records Message logs, voicemails, etc. Transitory Until administrative need ends Training Records Records including but not limited Transitory Until administrative and Resources to documenting attendance and need ends presentation by City employees at conventions, conferences, seminars, workshops, and similar training events. Includes training requests, training, and Continuing Education Unit tracking reports and other related correspondence. Tree Inventory& Inventory of all public trees Permanent In perpetuity Abatement maintained by City Arborist and abatement records per City Code. Vandalism & Copies of records related to park, Transitory Until administrative Restitution Records pathway, and facility vandalism need ends incidents and restitution, including but not limited to property damage reports, etc. Volunteer Records Applications, timesheets, and Transitory Until administrative other biographical notes related to need ends City volunteers, including Park Ambassadors, scouts, and other civic groups. These records also include records documenting the activities and administration of volunteer programs in city hall and records documenting work performed for the City by citizens without compensation for their services. May include volunteer application forms, volunteer and emergency contact information, agreements, applications, skills test results, training documentation, task assignments, monitoring records, volunteer hour statistics, volunteer program publicity records, insurance information, inactive volunteer files, and related records. 64 P a g e Page 304 Item#14. POLICE DEPARTMENT RECORD DESCRIPTION CATEGORY RETENTION PERIOD Administrative Administrative records including Transitory 1 year records proxy card check out list, vehicle check out log, visitor log , etc. Activity reports Daily, weekly, monthly or other Semipermanent 5 years reports documenting the activities of employees, including: type of activity, Idaho Code§ employees involved, time spent on 50-907(2)(e) activity, work completed, equipment used, etc. May include Education & Prevention Training reports. Asset forfeiture Documentation pertaining to the Semipermanent 5 years after closure records seizure process and obtaining approval of case through the courts. IC§S0- 907(2)(a) Briefing records Records documenting internal Transitory Until administrative communications between supervisors need ends and shift workers or between staff on different shifts to alert them to problems, issues or activities. Records may include,but not limited to: briefing logs, ILETS/NCIC messages, and bulletins from other agencies. Bulletins from Records including bulletins, circulars, Transitory Until administrative other agencies and related records received from need ends federal, state and local law enforcement agencies. Usually contains descriptions and photographs of fugitives, missing persons, stolen property, etc. Code enforcement Records created by code enforcement Semi- 5 years after last records" officers to document a violation or permanent action investigation into a suspected violation of city ordinance that does Idaho Code§ not become a crime report(DR). 50-907(2)(g) Community service Records relating to police community Transitory Until administrative and outreach service programs. Records may need ends programs include: publications, mailing lists, plans, evaluations, notes, reports, lesson plans and outlines, etc. 65 1 Page Page 305 Item#14. RECORD DESCRIPTION CATEGORY RETENTION PERIOD Crime analysis Records documenting police efforts to Semipermanent 5 years statistics anticipate, prevent, or monitor criminal activity. May include 90�50- statistical summaries of crime 907(2)(g) patterns, modes of operation, analysis of particular crimes, criminal profiles, forecasts, movements of known offenders, etc. Crime reports Reports documenting a suicide, Prosecuted cases: (DRs) for Suicides, unattended death and/or criminal Unattended Deaths, offense and actions taken, including IC§50- 100 years after final and Major Crimes charges or arrests. Record typically 907(2)(e) disposition includes location of occurrence, date involuntary and time, handling officer, involved nvoluntary parties (suspects, victims,witnesses, Non-prosecuted cases: manslaughter, reporting parties, etc.) and their rape, sexual abuse personal information, summary of 100 years after date of of a child, events and supportive documents (e.g., last investigative terrorism) probable cause statements, witness action statements, runaway forms, release of custody forms (juveniles), criminal background information (ILETS/Triple III,Ada LE Lookup, ISTARS, JDOC), documents provided by citizens and victims, citations,property invoices, release of property forms, etc.). May include polygraph records (e.g.,pre- examination records, questions, statements of consent, analysis reports, results charts, conclusions, interviewee statements, related information);property and evidence control and disposition records (e.g., evidence photographs, receipt forms, evidence logs, property reports, destruction lists,property consignment sheets, seized firearm logs, homicide evidence inventories, etc.); and/or informant case files (reports, correspondence, payment records, fingerprint cards, signature cards, letters of understanding on informants' activities and related records). 66 P a g e Page 306 Item#14. RECORD DESCRIPTION CATEGORY RETENTION PERIOD Crime reports Reports documenting a criminal Semipermanent Prosecuted cases: (DRs) and citations offense and actions taken, including for other crimes charges or arrests. Record typically IC§50- 5 years after final includes location of occurrence, date 907(2)(g) disposition and time, handling officer, involved parties (suspects, victims,witnesses, reporting parties, etc.) and their Non-prosecuted cases: personal information, summary of 5 years after date of events and supportive documents (e.g., last investigative probable cause statements, witness action statements, tow slips, administrative license suspension forms, intoxilyzer slips,field sobriety tests forms, runaway forms, release of custody forms (juveniles), criminal background information (ILETS/Triple III,Ada LE Lookup, ISTARS, JDOC), documents provided by citizens and victims, citations,property invoices, release of property forms,Leads Online printouts, shoplifting reports from store security officers, etc.). May include polygraph records (pre- examination records, questions, statements of consent, analysis reports, results charts, conclusions, interviewee statements, related information), abandoned vehicle reports,found property records, traffic collision reports,property and evidence control and disposition records (e.g., evidence photographs, receipt forms, evidence logs, property reports, destruction lists,property consignment sheets, seized firearm logs, homicide evidence inventories, etc.), and/or informant case files (reports, correspondence, payment records, fingerprint cards, signature cards, letters of understanding on informants' activities and related records). 67 Page Page 307 Item#14. RECORD DESCRIPTION CATEGORY RETENTION PERIOD Criminal history Records obtained via ILETS or local Transitory Until administrative records or jail systems (Ada LE Lookup)that need ends ILETS/NCIC provides information on the reports" accumulated criminal arrest and conviction history of an individual which may be useful in an investigation. May include summary sheet, arrest record, fingerprint information, mug shot, name, aliases, residence, sex age, date and place of birth, height, weight, hair and eye color, scars, marks, tattoos, abnormalities, date of arrest, offense committed. Digital media— Digital media attached to a crime Semipermanent Prosecuted cases: Type 1 report for a major crime. Includes video, audio, or other digital content IC§50- 100 years after final created by a law enforcement officer 907(2)(g) disposition in the course of an investigation or Non-prosecuted cases: response and attached to a crime report for murder, involuntary 100 years after date of manslaughter, rape, sexual abuse of a last investigative child, or terrorism. action Digital media— Digital media attached to a crime Semipermanent Prosecuted cases: Type 2 report for a felony other than a major crime. Includes video, audio, or other IC§50- 5 years after final digital content created by a law 907(2)(g) disposition enforcement officer in the course of an Non-prosecuted cases: investigation or response and attached 5 years after date of to a crime report for a crime other than last investigative murder, involuntary manslaughter, action rape, sexual abuse of a child, or terrorism. Digital media— Digital media attached to a Transitory Prosecuted Type 3 misdemeanor or infraction crime misdemeanor cases: report. Includes video, audio, or other digital content created by a law days after final disposition enforcement officer in the course of an disposition investigation or response and attached Non-prosecuted to a crime report for a misdemeanor misdemeanor cases: crime or infraction. 410 days after last investigative action 68 1 P a g e Page 308 Item#14. RECORD DESCRIPTION CATEGORY RETENTION PERIOD Prosecuted infraction cases: 210 days after final disposition Non-prosecuted infraction cases: 210 days after investigative action Digital media— Digital media not attached to a crime Transitory 210 days Type 4* report or where no enforcement action was taken. Includes video, audio, or other digital content created by a law enforcement officer not attached to a crime report. Digital media— Digital media related to an officer Temporary 2 years Type 5* complaint. Includes video, audio, or other digital content created by a law IC§50- enforcement officer in the course of an 907(3)(d) investigation or response relevant to a complaint about such response or officer. Digital media— Digital media recorded in error. Transitory Until administrative recorded in error Includes video, audio, or other digital need ends content created by a law enforcement officer unrelated to an investigation or response. Field interview An informational document written by Semipermanent 5 years reports (FI cards) police officers relating to individuals, events, or vehicles for which the IC 50- officer does not have probable cause 907(2)(g) for enforcement. Typically includes name and current address of person contacted, physical description of person or vehicle, officer's name, location of contact, date and time, reason for contact, etc. Grant records Applications and required reporting Semipermanent 10 years after grant documents for grants to support law closeout enforcement initiatives and Idaho Code § programming (e.g., crime prevention, 50-907(2)(g) substance abuse programs, criminal justice, SWAT). 69 1 Page Page 309 Item#14. RECORD DESCRIPTION CATEGORY RETENTION PERIOD Gun dealers' sales Records documenting purchases of Transitory Until background records guns from dealers. May include check is completed duplicate register sheets mailed by the and administrative dealer to MPD and triplicate register need ends sheets mailed by the dealer to ISP for criminal records checks and forwarded to MPD. May include sheet number, sales person, date and time, city, serial number, make, model, caliber, purchaser's information, and signatures. Health & Welfare Referrals of suspected child abuse, Semipermanent 5 years from closure Referrals adult abuse and daycare complaints. IC§SO- of referral or case. APS &Daycare 907(2)(g complaints Informant case files Records documenting information Transitory Until administrative about informants used by department. need ends not attached to personnel. Records typically include crime report** reports, correspondence, payment records, fingerprint cards, signature cards, letters of understanding on informants' activities and related records. Internal affairs files Records documenting department's Semipermanent 75 years after investigation of an officer's role in an employee separation incident for the purpose of evaluating IC§§50- or completion of compliance with department policy 907(2)(g) and related litigation, and professional standards. Records 45-610; 29 CFR whichever is longest typically include investigative 1627.3; 29 CFR materials (video and audio recordings, 1602.31 written statements, narratives, analysis),polygraph records (pre- examination records, questions, statements of consent, analysis reports, results charts, conclusions, interviewee statements, related information), and recommended disciplinary actions, if any. Intoxilyzer 5000en, Factory and State of Idaho certificates Temporary 3 years after Draeger 9510 and for instrument; log of each person that certificate has been LifeLoc instrument takes the breathalyzer test and IC SO- issued records verification testing. May include 907(3)(d) and suspect name, date, time, results, 70 1 Page Page 310 Item#14. RECORD DESCRIPTION CATEGORY RETENTION PERIOD operator name, calibration check IDAPA results, simulated temperature in 11.03.01.013.06 range, comments, etc. Intoxilyzer User certification cards and class Transitory Until administrative 5000EN,LifeLoc roster for Meridian police officers. need ends FC20, and Draeger Intoxilyzer instructor replaces with 9510 user each new certification period. certifications and class roster Local Records Local records check of police contacts Transitory 1 year after Check/ requested by OPM, FBI or military for submission to their employment purposes. requestor Backgrounds Master name index Information on individuals who are Semipermanent 100 years records field interviewed, individuals who are arrested, suspects or accomplices in IC§50- crimes, victims, complainants, and 907(2)(g) witnesses to incidents. Information typically includes name, address, date of birth, race, sex, date and time of incident or contact, case number (DR#), citation numbers and other identifying data. Multiple Firearms Background applications for multiple Transitory Immediately after Backgrounds firearm purchase requests. 18mpletion U.S.CU.SC. � 922(t)(2)(C); 28 CFR§25.9(d) Parking citations Police department copy of citations Transitory 6 months after final issued for parking violations. Record disposition typically includes date and time, location of offense, vehicle license plate information, code violation number, and issuing officer. (Parking citations that are paid are sent to City Hall Finance Department. Parking citations that are unpaid and lead to court summons are sent to the City Prosecutor's office.) Photo identification Records with photos used to identify Transitory Until administrative records employees,private security personnel, need ends contract workers, etc. May include 711 Page Page 311 Item#14. RECORD DESCRIPTION CATEGORY RETENTION PERIOD photos taken for employee identification cards,prox cards, etc. Public records Written public records requests, Transitory 1 year after response requests of any and responses, records provided, and provided all records not original (unredacted)records. associated to a Major Crime DR Public records Written public records requests, IC § 50- Record to be retained requests of records responses, records provided, and 907(2)(e) based upon the associated to a original (unredacted)records retention of the Major Crime DR pertaining to a crime DR that falls original Crime DR under the Category of Crime reports file. (DRs) for Suicides, Unattended Deaths, and Major Crimes (murder, involuntary manslaughter, rape, sexual abuse of a child, terrorism). Radar equipment, Records documenting the calibration Temporary 3 years after certifications, and and maintenance of radar equipment equipment retirement maintenance that may be useful in documenting the 90�SO- records accuracy of the readings. Often 907(3)(d) includes original factory certification of calibration. Information relating to maintenance and repair may include a description of the work completed, parts used, date of service, equipment number, make, model, etc. Training materials Records related to training programs Semipermanent 5 years from final provided to MPD personnel by presentation and/or presenters including City employees, IC SO- use contractors, or other presenters. May 907(2)(g) include course descriptions, instructor certifications, instructional materials, course outlines and handouts, and attendance records. Vacation watch Records documenting inspection of Transitory Until administrative forms properties when the owner/occupant is need ends away. May include name, address, date requested, vacation beginning and ending time, emergency contact information, special conditions, date and time officers check the property, etc. 72 1 Page Page 312 Item#14. RECORD DESCRIPTION CATEGORY RETENTION PERIOD Victim Witness Notations and documents Semipermanent 20 years after System documenting contact with victims and investigation closure witnesses. 90§50- or disposition of case, 907(2)(g) whichever is later Written warnings Written notice provided by MPD Semipermanent 5 years officer to member of the public to bring attention to a potential or actual IC§50- violation. 907(2)(g) * Note: Where record is used for legal, training, or purposes other than those enumerated in retention period, that record shall be retained according to the retention period established for other records similarly used. ** Note: Where record is embedded with a crime report (DR), it shall be retained according to the retention period established for the crime report. 73 1 Page Page 313 Item#14. PUBLIC WORKS DEPARTMENT RECORD DESCRIPTION CATEGORY RETENTION PERIOD All Department Records Accessibility Contractor logs, key list, and any Transitory Until administrative need Records, City- other records documenting access to ends or record is Owned Facilities City-owned buildings by authorized superseded persons. Activity Reports Daily, weekly, monthly or other Transitory Until administrative need reports documenting the activities of ends or record is Public Works Department superseded employees, including: type of activity, employees involved, time spent on activity, work completed, equipment and fuel used, reports, logs, log sheets, and related records. Administrative Clothing order spreadsheets, copies o£ Transitory Until administrative need Records Accounts Payable invoices,expense ends or record is reports, leave request logs,MIP superseded Accounts Payable invoices,professional membership documents, evacuation checklists and on call yearly roster logs. Alarm Monitoring/ Reports of monitoring fire alarms, Semipermanent 5 years or until Test Results security alarms and sprinkler tests administrative need ends Reports for all relevant City-owned facilities including annual fire alarm testing, annual backflow testing, quarterly sprinkler testing in Sapphire suppression system, monthly fire pump runs, and monthly check on fire extinguishers and Sapphire. Budget Preparation Work documents utilized to build Semipermanent 20 years Records base budgets and establish yearly budgets, including vehicle replacement worksheets, enhancements, amendments and carry forward support. Construction Construction Drawings Transitory Until replaced by record Drawings drawings Correspondence, Correspondence created or received Semipermanent 5 years Administrative in the course of administering City policies, procedures, or programs. Correspondence, Day-to-day office and housekeeping Transitory Until administrative need Transitory correspondence that does not contain ends unique information about City functions or programs. 74 1 P a g e Page 314 Item#14. Customer Complaint letters, notes on phone Transitory Until administrative need Complaints calls and in person complaints from ends customers/citizens. Databases Database records created and Transitory Until administrative need maintained for the purposes of ends or record is generating reports, data files, and a superseded variety of different outputs. Departmental Department reports, performance Semipermanent 10 years Reports management presentations. Engineering Capital Engineering Capital &Enhancement Semipermanent 10 years and Enhancement Plan(ECEP)—5-year Capital Plan (ECEP) Improvement Plan Reports. Reports Engineering Project Records including but not limited to Permanent In perpetuity File attendance for public meetings, AVO's (Avoid Verbal Orders— Written Instructions), change orders, construction checklists, consultant reports, consultants/contractors contracts, contract addendums, council memos, daily reports, design checklists, door knockers/hangers, engineering estimates, field orders, final acceptance letters, inspection reports,Notices of Intent(NOI), Notices of Termination(NOT), Notices to Proceed, pay applications, preconstruction agendas, preconstruction notices, preconstruction recordings, progress reports, construction punch lists, project correspondence (letters, purchase order requisitions (PO), project-related POs, QLPE (Qualified Licensed Professional Engineer) letters, record drawings (filed separately),project-related requests for information, resubmittals, submittal responses, submittals, substantial completion letters, work change directives and license agreements. Equipment Records of repair and maintenance Transitory Until administrative need Maintenance and of equipment assigned to Public ends or record is Repair Records Work, including but not limited to: superseded. generators, sewage lift pumps, water pumps, office equipment, and furniture. Records may include 75 1 Page Page 315 Item#14. summaries, reports, and similar records usually compiled from daily work records on a monthly or quarterly basis. Facility Records regarding maintenance and Transitory Until administrative need Assessments, repairs of buildings and grounds ends or record is Maintenance, and owned or leased by the City superseded Repair Records including assessments of the condition of City-owned buildings, summaries, logs, reports, and similar records usually compiled from daily work records. Forms Forms created for use by Public Transitory Until administrative need Works personnel to facilitate their ends or record is work including but not limited to superseded performance review forms,project forms, staff forms, communication forms, and record retention labels. Geographic Aerial photographs of properties Permanent In perpetuity Information within the City. Systems,Digital Orthophotography Images Geographic Points, lines, attributes, and Transitory Until superseded Information polygons relating to infrastructure Systems, GIS Data that the City owns or maintains. Geographic A visual representation of data Transitory Until administrative need Information within a particular geographical ends Systems,Maps area. Also includes maps and data provided by outside agencies including edge of pavement,parcels, roads, and others. Health and Safety Documents related to the Public Transitory Until administrative need Manual Works Department Health and ends or record is Safety Manual. superseded HR Documents Departmental employee personnel Transitory Until employment is records should be kept in the terminated; then forward to appropriate Division's file until HR employment has been terminated (involuntary or voluntary) and then the file should be sent to HR for retention. Master Plan Records that document the present Permanent In perpetuity Records and projected needs of the City for water, sewer, storm drainage, streets, bike paths, and other utility related systems. Includes an implementation schedule for 76 1 P a g e Page 316 Item#14. construction, plans, reports, evaluations, cost analyses, drawings, and related documents containing rates, inventory evaluations, system rehabilitation or replacement, distribution of services, etc. Meeting Minutes Internal meeting agendas, minutes, Semipermanent 5 years sign-in sheets Photos,Building Photos relating to repair and Semipermanent Keep records requiring Maintenance replacement of City-owned engineering stamps 2 years equipment, material, and facilities. after life of structure. Keep all other records 10 years. Photos, Photos relating to Public Works Permanent In perpetuity Construction construction activities, infrastructure, inspection photos, etc. Photos, General Photos related to Public Works Transitory Until administrative need Department activities and other ends general use pictures. Potential Exposure Report created when personnel is Transitory Until employment is Records exposed or potentially exposed to a terminated; then forward to chemical, including SDS sheet of the HR chemical involved. Record is placed in the employee personnel record. Presentations Departmental presentations. Semi ermanent 10 years Preventative Preventative maintenance schedules, Transitory Until administrative need Maintenance Work work orders. ends or record is Plans su erseded. Process Documents Standard Operating Procedures, Transitory Until administrative need Process Flowcharts, Workflows, ends Responsible Accountable Consulted Informed(RACI) Charts and Process Performance Measures. Quotes Quotes from contractors and other Transitory Until administrative need service providers. Preliminary and ends final quotes for goods and services used to conduct building repairs, maintenance, or modifications. Record Drawings Revised set of drawings submitted Permanent In perpetuity by contractor upon completion of land development phase of a commercial, governmental, or residential project or components thereof. This includes stamped record drawings, as-builts, and wiring diagrams including but not limited to water and sewer infrastructure as installed in Meridian. 77 Page Page 317 Item#14. Safety Audits Health and Safety audits. Temporary 3 years after most recent audit Safety Data Sheets Safety Data Sheets (SDS). Also see Transitory Until chemical is removed SDS Potential Exposure Records above. or record is superseded Safety/Health and Safety and health documents Semipermanent 75 years Testing including but not limited to training, auditory testing records, respirator fit test information. Safety Meeting Topics covered and sign-up sheet for Semipermanent 5 years Agenda/Signup employees who attended the Sheets meetings. Supervisory Reports printed from Supervisory Transitory Until administrative need Control and Data Control and Data Acquisition ends or record is Acquisition Reports (SCADA) system. superseded SCADA Technical Manuals, Owner's manuals and warranties for Transitory Until administrative need Specifications, and City-owned vehicles and equipment. ends or record is Warranties Includes specifications, operating superseded instructions, safety information, and terms of coverage of repair or replacement of equipment. Telephone Records A log of all messages taken both via Transitory Until administrative need phone and in person including, but ends not limited to, recorded calls, voicemails,phone call logs. Training Records documenting attendance Semipermanent 5 years and presentation by City employees at conventions, conferences, seminars, workshops, and similar training events. Includes training requests, training and Continuing Education Unit(CEU)tracking reports, and related correspondence. Vehicle Inspection, Maintenance records, inspection Transitory Until administrative need Maintenance, work orders for vehicles, vehicle ends or record is Repair Work mileage reports, repair records. superseded Orders, and Reports Water Rights Records related to City of Meridian Permanent In perpetuity Water Rights including, but not limited to, correspondence, agency filings, legal opinions, references. Website Public Works Department Website. Transitory Until administrative need ends or record is superseded Administration Area of Impact Records related to analysis of Semipermanent 25 years Records expansion of Public Works services 78 1 P a g e Page 318 Item#14. into the Area of Impact such as those for Kuna, Kuna Treatment Plant, Meridian Heights Water and Sewer District, South Meridian Planning. Committee Records Agendas and meeting minutes for Semipermanent 5 years special groups convened by Public Works such as City Services Focus Group, Construction Best Management Practices Sub- Committee, Energy. Department Policies Documents the formulation, Transitory Until administrative need adoption, and implementation of ends or record is internal actions/decisions. Includes: superseded Computer, Geographic Information System(GIS) Policy, Dress Code, Purchasing department policies. Educational Records including but not limited to Transitory Until administrative need Outreach Materials educational brochures,bookmarks, ends or record is factsheets, and posters which are superseded displayed in the division and distributed at public education outreach events. Emergency Master Emergency plan records for City Semipermanent 10 years Plans Hall, Emergency Management, and Continuity of Operations. Events, Public Records related to planning Public Semipermanent 10 years Works Works internal and external events. Newsletters Annual newsletter prepared by the Permanent In perpetuity Public Works Department. Newsletters Monthly staff newsletter. Transitory Until administrative need (Internal) ends. Organization Organization charts. Transitory Until administrative need Charts ends or record is superseded Rate/Fee Records Records related to establishing Semipermanent 20 years utility rates and fees, including calculations, research and recommendations. Resource Notebooks, Meeting Notes, To Do Transitory Until administrative need Documents/Notes Lists, employee-compiled notes or ends or record is references to assist in work superseded including non-city lawsuits. Special Projects Documents related to special or one- Semipermanent 10 years after completion time projects to include,but not limited to: Strategic Plans, Inventory Management, Project Information, 79 1 Page Page 319 Item#14. Rail with Trail, Subdivisions, and Accreditation. Studies Studies related to Public Works as Transitory Until administrative need provided by consultants. ends Surveys Public Works initiated internal and Semipermanent 10 years external surveys and survey results. Capital Projects and Facilities Capital Records including but not limited to Transitory Records are kept until Improvement attendance for public meetings, project completion and then Projects for Other AVO's (Avoid Verbal Orders— turned over to appropriate Departments Written Instructions), change orders, department construction checklists, consultant reports, consultants/contractor's contracts, contract addendums, council memos, daily reports, design checklists, door knockers/hangers engineering estimates, field orders, final acceptance letters, inspection reports,Notices of Intent(NOI), Notices of Termination(NOT), Notices to Proceed, pay applications, preconstruction agendas, preconstruction notices, preconstruction recordings,progress reports, construction punchlists, project correspondence (letters, responses),project info memos, project schedules,project-related purchase order(PO)requisitions, project-related POs, QLPE (Qualified Licensed Professional Engineer) letters, record drawings (filed separately),project-related requests for information, resubmittals, submittal responses, submittals, substantial completion letters, work change directives, license agreements. Engineering Correspondence, Engineering transmittals (not Temporary 3 years Engineering project-related), serviceability letters, Letters of Interest. Engineering Policies Documents the formulation, Transitory Until administrative need adoption, and implementation of ends or record is internal actions/decisions. superseded Includes: project design and construction assumptions and procedures, customer relations and 80 1 P a g e Page 320 Item#14. claims guidance, time off, attendance of professional association events, and other guidance. Fire Flow Requests Requests from customers for fire Semipermanent 75 years flow and responses from Engineering staff based on computer modeling. Mailing Lists Project mailing list. Transito Until project completed Reference Preliminary engineering reports, Permanent In perpetuity Documents facility plans, other studies. Sewer Modeling Requests from customers to run Semipermanent 75 years Requests sewer model for capacity and sizing and response from Engineering staff based on computer modeling. Specifications Specifications such as, but not Transitory Until administrative need limited to the City's Supplemental ends or record is Specs, Idaho Standards for Public superseded Works Construction (ISPWC), and American Water Works Association (AWWA). Environmental Environmental Awards presented to citizens and Semipermanent 5 years Awards Records businesses in recognition of environmental contributions to the community. This includes but is not limited to award nominations, certificates, photographs, and lists of recipients. Floodplain Records of floodplain development Permanent In Perpetuity Administration including floodplain permits and floodplain certificates. Pretreatment Educational Records including but not limited to Transitory Until administrative need Outreach Materials educational brochures,bookmarks, ends or record is factsheets, and posters which are superseded displayed in the division and distributed at public education outreach events. Industrial Records related to the identification, Semipermanent Keep all records five years, Pretreatment inspections sampling,permitting, until the end of the IPDES 811 Page Page 321 Item#14. formalized agreements and/or permit cycle, or as contracts between the City and requested by state or individual facilities within the federal agencies, whichever business and industrial sectors that is longer must comply with the federal requirements of the Environmental Protection Agency 40 CFR Part 403, General Pretreatment regulations. These records and supporting documentation typically include: Industrial waste questionnaires, permit applications,permits and fact sheets, inspection reports, Industrial user reports, monitoring data (including laboratory reports), required plans (e.g., slug control, sludge management, pollution prevention), enforcement activities, and correspondence to and from the Industrial User. Permitted Facilities Records related to permitted Semipermanent 10 years facilities, including zero discharge permits Photos,Industrial Photos related to the identification, Semipermanent Keep all records five years, Pretreatment inspections sampling,permitting, until the end of the IPDES formalized agreements and/or permit cycle, or as contracts between the City and requested by state or individual facilities within the federal agencies, whichever business and industrial sectors that is longer must comply with the federal requirements of the Environmental Protection Agency 40 CFR Part 403, General Pretreatment regulations. Pretreatment Awards presented to businesses in Semipermanent 5 years Awards Records recognition of Best Management Practices (BMP) contributions to the Wastewater Resource Recovery Facility. This includes but is not limited to award nominations, certificates, photographs, and lists of recipients. Wastewater 82 Page Page 322 Item#14. Air Permit All documents and reports related to Semipermanent 5 years from the date of the the Air Permit. Can include reports, monitoring sample, manuals, data, and calibration measurement, report or information. application; or from end of permit Biosolids All documents and reports related to Semipermanent 5 years,until end of the biosolids production and disposal. IPDES permit cycle, or Can include Sewer Sludge longer as requested by state Application Site Logs and Sewage or federal agencies; Sludge Management Plans. Discharge monitoring reports kept 20 years after ermit ex iration Confined Space A written authorization prepared Semipermanent 5 years from date issued Entry Permit prior to employee entry into a Permit Required Confined Space. The Department's permit contains specific entry space, purpose and time conditions under which the entrance will operate. Discharge Records documenting effluent Semipermanent Keep discharge monitoring Monitoring Records quality discharged from the City reports 20 years after wastewater treatment facility. permit expiration. Keep all Includes permit required supporting other records 5 years,until documentation. the end of the IPDES permit cycle, or as requested by state or federal agencies, whichever is longer Equipment Records documenting the Semipermanent Keep 5 years after Maintenance & maintenance and calibration of equipment removed from Calibration Records equipment and instruments used to service, until the end of the undertake and monitor wastewater IPDES permit cycle, or as treatment operations. Useful to requested by state or verify equipment reliability and for federal agencies, or the life reference by regulatory agencies. of City Database, Information includes: date, type of whichever is longer. equipment maintained or calibrated, tests performed, repairs needed, comments, and related information. Idaho Pollutant Records documenting the Semipermanent Keep all records 5 years, Discharge application for and issuance of a 40 CFR 122.41 until the end of the IPDES Elimination System permit to the City under the Idaho permit cycle, or as (IPDES) Records Pollutant Discharge Elimination requested by state or System(IPDES)program which federal agencies, whichever allows discharge of specific is longer. pollutants under controlled conditions. Records typically include: applications, permits, 83 1 Page Page 323 Item#14. addenda, modifications, and related supporting documentation. Information includes: influent and effluent limits, chemical analysis records, water flow, test and recording requirements, definitions and acronyms, compliance schedules, and related data. Reclaimed Water Includes all records related to the Semipermanent Keep for two years beyond Records (REUSE) reclaimed water permit. Can include the period of the permit, or permits, permit applications, as requested by state or manuals,plans, agreements, data federal agencies, whichever and reports. is longer. Sewer Maintenance Records documenting the Semipermanent Keep records requiring and Repair Records maintenance and repair of City engineering stamps two sewers. May include summaries, years after life of structure. reports, and similar records usually Keep other records five compiled from daily work records years or until asset is on a monthly or quarterly basis. removed from service or the administrative need ends. Sewer Smoke Test Records documenting smoke tests Semipermanent 10 years Records undertaken to verify hookup to main sewer lines, check condition of pipes, or determine effectiveness of backflow prevention devices. Information typically includes: maps or diagrams of lines tested, location of leaks detected, inspector's name, pipe size, and related information. Sewer Television/ Records from contractors Semipermanent 5 years Videoscan documenting television inspections Inspection Records used to locate problems and defects (External) in sewer lines. Often consists of, inspections of newly constructed lines. Sewer Television/ Records documenting television Transitory Until administrative need Videoscan inspections used to locate problems ends or record is Inspection Records and defects in sewer lines. Often superseded. (Internal) consists of periodic inspections of existing lines, final inspections of newly constructed lines, and inspections at the end of warranty periods. Valve Maintenance Records documenting the location, Semipermanent Keep records requiring Records specifications, maintenance, and engineering stamps two repair of valves in the City sewer years after life of structure. system. Includes lists, charts, Keep other records five 84 1 P a g e Page 324 Item#14. drawings, reports, logs, and related years or until asset is records, valve location, removed from service or identification number, run of pipe, the administrative need size, make, year installed, depth, ends. turns to open and normal position, narratives of valve maintenance and repair, test run,personnel completing work, dates, and related information. Wastewater Complaint letters, notes, or phone Semipermanent Keep all records five years, Customer calls and in-person complaints from until the end of the IPDES Complaint Records customers or citizens permit cycle, or as requested by state or federal agencies, whichever is longer. Wastewater Preventative maintenance schedules, Semipermanent Keep records five years or Preventative work orders until the asset is removed Maintenance Work from service or until the Plan Records period of reclaimed water permit plus two years,until the end of the IPDES Permit cycle, or as requested by state or federal agencies, or the life of City Database, whichever is longer. Water Backflow Dual A list of customers who have two Transitory Until administrative need Connection List water connection sources for ends outdoor use Backflow Surveys A survey of properties noting the Transitory Until administrative need location and type of hazard and type ends or record is of assembly superseded Backflow Tester Tester information including a copy Transitory Until administrative need Information of their license,proof of insurance, ends or record is and tester kit calibration su erseded Backflow Tester A list of backflow testers with their Transitory Until administrative need List pricing ends or record is superseded Backflow Tests Backflow assemblies test report Temporary 3 years Chlorine Residuals/ A report showing sample dates and Permanent In perpetuity Compliance locations of free chlorine remaining in the City waters stem Clothing Spreadsheet with individual clothing Transitory Until administrative need Spreadsheet and boot information ends or record is superseded Confined Space A written authorization prepared Semipermanent 5 years from date issued Entry Permit prior to employee entry into a Permit 85 1 Page Page 325 Item#14. Required Confined Space. The Department's permit contains specific entry space, purpose and time conditions under which the entrance will operate. Construction Bacteria sample results taken for Semipermanent 5 years Samples water line/well construction Consumer Report mandated by EPA delivered Transitory Until administrative need Confidence Reports to Meridian citizens that are ends CCR's connected to City water Critical Water Records that identify critical water Transitory Until administrative need Users users within the City of Meridian, ends or record is such as hospitals, medical facilities, superseded schools, large corporate facilities, hotels, motels, restaurants, and the water park. This record evolves as new businesses move into Meridian and critical water users leave Meridian. Daily Chlorine Field notes from Chlorine residuals Temporary 3 years Residuals taken from various sample ports in the City waters stem Digline Marking Agreements between City and Semipermanent 5 years Agreement Excavators for marking facility Fire Flow Reports Actual fire flow data taken from a Semipermanent 75 years articular fire hydrant Hydrant Meter Billing documents from fire hydrant Transitory Until administrative needs Reads Spreadsheet meter readings based on water used ends for construction ISO Fire Hydrant Updates to our Insurance Evaluator Semipermanent 5 years Reports notifying them of new hydrants to Water System Leak Letters Letters that are mailed to customer Semipermanent 5 years informing customer of a possible leak are attached to the service order for leak check License Agreements Agreement between water purveyors Permanent In perpetuity (City of Meridian) and the Idaho Department of Environmental Quality(IDEA) for discharge of domestic water into U.S waterways Maximum Maximum Contaminant Level Permanent In perpetuity Contaminant Level (MCL)Violation notices. Required (MCL) Public by Department of Environmental Notification (DEQ) Quality DEQ to notify the public. Meter Warranty A report on meter warranty Semipermanent 25 years Report 86 1 P a g e Page 326 Item#14. Monitoring Waivers Sampling waivers to reduce the Permanent In perpetuity frequency of sampling Production & Repair/Maintenance history on Transitory Until superseded or Maintenance distribution&Production system administrative need ends Distribution System and all related equipment History PRV/Wells Reads Asset Management software reports Permanent In perpetuity on Pressure Reducing Valves (PRV) and Well reads Radio Licensing Licensing spreadsheets for SCADA Transitory Until administrative need radios, base station and vehicle ends or record is two/way radios, meter reading superseded infrastructure Reclaimed Water Reads from reclaimed meters based Transitory Until administrative need Read Spreadsheet on water used ends Reclaimed Water Survey reports to monitor Transitory Until administrative need Surveys compliance ends or record is supersede Safety Inspections Inspections/Reports for Gas Semipermanent 30 years Monitors, Crane, Fall Protection, and Fire Inspection Sampling Chain of Sample report form for sampling Permanent In perpetuity Custody City water for bacteria to satisfy compliance monitoring. Results are reported on separate form unless sampling is done for Bac-T. Sampling Forms for calibration and Permanent In perpetuity Equipment certification or repair of sampling Calibration/Repair equipment Sampling Sample report form for sampling the Permanent In perpetuity Results/Special/ water for compliance and Compliance noncompliance monitoring Service Orders Records including requests from Transitory Until administrative need customer,Utility Billing, or Water ends or record is Division to perform work or get a superseded read at an address as well as historical logs showing service order number Spring flush notices Flush notices mailed to customers Semipermanent 5 years (Mailers) for spring flush of water system/ Maps Subdivision Map Spreadsheet with subdivision Transitory Until administrative need Section reports number ends or record is superseded System Location Maps, Photos, hand drawings of Transitory Until administrative needs Documents Water System Components ends or record is superseded 87 1 Page Page 327 Item#14. Turbidity Reports Logs used for entering wasted water Semipermanent 25 years flushed from the water system and not sold. Flush locations are listed. Water Quality information, including Nephelometer Turbidity TU readings, are documented. Water Asset Records that identify asset location Transitory Until administrative need Information and manufacturer maintenance ends or record is information su erseded Water Division Standard policies and procedures for Transitory Until administrative need SOPs the Water Division ends or record is superseded Water Meter Water meter reports including NC Semipermanent 5 years Reports list,billing status report, autoread master route report, billing pre-scan report, re-reads, and water meter testing results, Sensus analytics, RNI Reports Water Quality Any mailed correspondence with Semipermanent 15 years Correspondence labs, customers, regulators concerning sampling Water Quality Records documenting water quality Semipermanent 25 years Master Log calls from customers Well Disconnects Documents on private well Permanent In perpetuity disconnects 88 1 P a g e Page 328 Item#14. IDAHO STATUTE TITLE 50, CHAPTER 9, SECTION 50-907 TITLE 50 MUNICIPAL CORPORATIONS CHAPTER 9 ORDINANCES -- CITY CODE—RECORDS 50-907. CLASSIFICATION AND RETENTION OF MUNICIPAL RECORDS. (1) "Permanent records" shall consist of. (a) Adopted meeting minutes of the city council and city boards and commissions; (b) Ordinances and resolutions; (c) Building plans and specifications for commercial projects and government buildings; (d) Fiscal year-end financial reports; (e) Records affecting the title to real property or liens thereon; (f) Cemetery records of lot ownership, headstone inscriptions, interment, exhumation and removal records, and cemetery maps,plot plans and surveys; (g) Poll books, excluding optional duplicate poll books used to record that the elector has voted, tally books, sample ballots, campaign finance reports, declarations of candidacy, declarations of intent, and notices of election; and (h) Other documents or records as may be deemed of permanent nature by the city council. Permanent records shall be retained by the city in perpetuity, or may be transferred to the Idaho state historical society's permanent records repository upon resolution of the city council. (2) "Semipermanent records" shall consist of: (a) Claims, canceled checks, warrants, duplicate warrants, purchase orders, vouchers, duplicate receipts,utility and other financial records; (b) Contracts; (c) Building applications for commercial projects and government buildings; (d) License applications; (e) Departmental reports; (f) Bonds and coupons; and (g) Other documents or records as may be deemed of semipermanent nature by the city council. Semipermanent records shall be kept for not less than five(5)years after the date of issuance or completion of the matter contained within the record. (3) "Temporary records" shall consist of. (a) Building applications, plans, and specifications for noncommercial and nongovernment projects after the structure or project receives final inspection and approval; (b) Cash receipts subject to audit; (c) Election ballots and duplicate poll books; and (d) Other documents or records as may be deemed of temporary nature by the city council. Temporary records shall be retained for not less than two (2) years, but in no event shall financial records be destroyed until completion of the city's financial audit as provided in section 67-450B, Idaho Code. (4) "Historical records" shall consist of records which, due to age or cultural significance, are themselves artifacts of historical value. Historical records have enduring 89 1 Page Page 329 Item#14. value based on the administrative, legal, fiscal, evidential or historical information they contain. Historical records shall be retained by the city in perpetuity or may be transferred to the Idaho state historical society's permanent records repository pursuant to subsections 8. and 9. of section 67-4126, Idaho Code,upon resolution of the city council. (5) Each city council shall adopt by resolution a records retention schedule, listing the various types of city records and the retention period for each type of record. (6) The city may reproduce, retain and manage records in a photographic, digital or other nonpaper medium. The medium in which a document is retained shall accurately reproduce the record in paper form during the period for which the document must be retained and shall preclude unauthorized alteration of the document. (a) If the medium chosen for retention is photographic, all film used must meet the quality standards of the American national standards institute (ANSI). (b) If the medium chosen for retention is digital, the medium must provide for reproduction on paper at a resolution of at least two hundred (200) dots per inch. (c) A record retained by the city in any form or medium permitted under this section shall be deemed an original public record for all purposes. A reproduction or copy of such record, certified by the city clerk, shall be deemed to be a transcript or certified copy of the original and shall be admissible before any court or administrative hearing. (d) Once a semipermanent or temporary record is retained in a nonpaper medium as authorized by this section: (i) The original paper document shall be considered a duplicate of the record, and may be summarily disposed of or returned to the sender; and (ii) The provisions of this section related to retention and destruction of semipermanent and temporary records shall apply only to the record retained in the nonpaper medium. (e) Once a permanent record is retained in a nonpaper medium as authorized by this section: (i) The original paper document shall be considered a copy of the record and may be destroyed after compliance with the provisions of this subparagraph. Prior to destruction of original paper documents, the city clerk shall provide written notice, either by electronic or physical delivery, including a detailed list of the documents proposed for destruction to the Idaho state historical society. The Idaho state historical society shall have thirty (30) days after receipt of the notice to review the list and respond in writing, either by electronic or physical delivery, to the city clerk identifying any documents that will be requested to be transferred from the city to the historical society for retention in the permanent records repository. Any documents that will not be transferred for retention in the permanent records repository may be destroyed. If the city clerk receives no written response within thirty(30) days after the notice was received by the historical society, then the records proposed for destruction may be destroyed. (ii) The provisions of this section related to retention of permanent records shall only apply to the record retained in the nonpaper medium. (f) Even if a historic record is retained in a nonpaper medium as authorized by this section, the original paper record shall also be retained by the city in perpetuity, or it may be transferred to the Idaho state historical society's permanent records repository upon resolution of the city council. (g) Whenever any record is retained in a nonpaper medium, the city clerk shall maintain, throughout the scheduled retention period for such record, suitable equipment for displaying such record at not less than original size and for making copies of the record. (h) Whenever any record is retained in a nonpaper medium, it shall be made in duplicate and the custodian thereof shall place one (1) copy in a fire-resistant vault or off-site storage 90 1 P a g e Page 330 Item#14. facility, and he shall retain the other copy in his office with suitable equipment for displaying such record at not less than original size and for making copies of the record. (7) Destruction or transfer of records: (a) Permanent records shall not be destroyed, except for paper originals of permanent records retained in a nonpaper medium as provided in subsection (6)(e) of this section. Permanent records may be transferred to the Idaho state historical society's permanent records repository upon resolution of the city council. (b) Semipermanent records may be destroyed only by resolution of the city council and upon the advice of the city attorney, except for paper originals of semipermanent records retained in a nonpaper medium as provided in subsection(6)(d)of this section. Such disposition shall be under the direction and supervision of the city clerk. The resolution ordering destruction shall list in detail records to be destroyed. (c) Temporary records may be destroyed only by resolution of the city council and upon the advice of the city attorney, except for paper originals of temporary records retained in a nonpaper medium as provided in subsection(6)(d) of this section. Such disposition shall be under the direction and supervision of the city clerk. The resolution ordering destruction shall list in detail records to be destroyed. (d) Historical records may not be destroyed but may be transferred to the Idaho state historical society's permanent records repository upon resolution of the city council. History: [50-907, added 2005, ch. 41, sec. 2, p. 164; am. 2016, ch. 226, sec. 1,p. 621.] 911 Page Page 331 E IDIAN;--- AGENDA ITEM ITEM TOPIC: ITEMS MOVED FROM THE CONSENT AGENDA (Action Item) Page 4 E IDIAN;--- AGENDA ITEM ITEM TOPIC: DEPARTMENT/COMMISSION REPORTS (Action Item) Page 4 15 C i E IDIAN%--- AGENDA ITEM ITEM TOPIC: Mayor's Office: Recommendation of Appointment of Laurelei McVey to Public Works Director with an Effective Date of August 3, 2021 2.g Item#16. E IDIAN 'aAHO AGENDA ITEM ITEM TOPIC: Police Department: Fiscal Year 2021 Budget Reallocation in the Amount of $927,633.00 to Fund Police Department Administration Building Remodel Page 332 IDIAN City of Meridian FY 2020 Budget Request Form Item#16. r= UP Request Title: 10. Tenant Improvement- Police Building Request Priority: N/A This Request Is For: Upgrade(s) -•. - Police Personnel Costs Dept. Represent. Scott Colaianni Fund No Dept No G L No GL Description Ongoing 2110 Operating Expenditures $0.00 Fund No Dept No G L No GL Description Ongoing • . . . . $0.00 Capital Outlay Total Operating Ex• $0.00 Fund No Dept No G L No GL Description • Total .• • $1,000,000.00 07 2110 96011 CIP-Police Station $592,500.00 01 2110 96011 CIP-Police Station $407,500.00 Revenue Total Ongoing $0.00 Fund . Dept No G L No GL Description Ongoing One Time Total • $1,000,000.00 Total Budget Request Cost- Lifetime $0.00 Personnel $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 0.00 Operating $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Capital $1,000,000.00 $0.00 $0.00 $0.00 $0.00 $1,000,000.00 Revenues $0.00 $0.00 $1,000,000.00 $1,000,000.00 Page 333 Report Date/Time: 6/29/2021 4:23:09 PM 1 of 3 Pages IDIAN City of Meridian FY 2020 Budget Request Form Item#16. UP Request Title: 10. Tenant Improvement - Police Building Request Justification Is the request required to meet legal, compliance, or regulatory mandates? No Does the request address a safety concern for employees or citizens? Yes Is the request needed to accommodate and support growth?Yes Does the request align with either the City's or the Department's Strategic Plan? Yes Strategic Alignment Details: Improvements to the Police Administration building align with our responsive government goal to improve operational efficiency and organizational excellence. Plan Level Alignment Is the intent of this request to improve service to customers? No Is this request needed to maintain existing service to customers? Yes Does this request include any needed Equipment or Software that utilize the City's network? No Is the request going to result in the disposal of an asset? No Page 334 Report Date/Time: 6/29/2021 4:23:09 PM 2 of 3 Pages A(10 in Item#16. r.L=JD1AN.;-- City of Meridian FY 2020 Budget Request Form UP Request Title: 10. Tenant Improvement- Police Building Narrative: There are many areas of the building that need improved to keep up with the growing number of staff. The following are projects we are evaluating for space analysis, planning and possible construction for completion in FY20: The office space between the locker rooms might be eliminated to create larger locker rooms with more capacity and improved features such as a private Mother's Room on the Women's side and private showers in the Men's. (not yet estimated) There is a storage room attached to the Patrol Reports area that would be better used as an office. (not yet estimated) There is office space upstairs that can be reconfigured to allow room for more employees. (not yet estimated) The Public Meeting Room could be converted to office space. (no estimate yet) We might reclaim the Probation and Parole office in the lobby, would need updated. (no estimate yet) The Records Supervisor Office is very large and the space can accommodate more workstations. In order to for the Records Supervisor to keep a private space with a door we need to add a wall in the middle of the room and then open up the existing wall by the Records entrance. This will decrease the size of the Supervisor Office and create more open area for the Data Clerks. This request has been reviewed and estimated by Capital Project Manager, Stacy Redman. (About $7900.00) Workstation improvements needed in Evidence. Lt. Leslie has met with vendor and received an estimate to install stations with stainless steel counters etc. (About $5500.00) We need to modify the existing chain link fence storage space inside the K-9 building to add a chain link wall in the center of the space and a second access gate so that one section can be used for SWAT gear storage and the other side will be kept as secure Evidence storage. Estimated by Cascade Fence ($985.00) The shower in the Men's locker room needs shelving added to the tile walls for storage of bottles and personal care items that cannot be put away in lockers when wet. This improvement will alleviate the plastic shelf sitting on the floor and increase cleanliness. We would add the same shelves in the Women's showers at the same time. Estimated by SBI contracting ($930.00) The Sallyport needs improved organization and items need moved off the floor to facilitate cleaning and pest control. Hanging the bikes on the wall would help with this. Not sure about installation costs but the racks are available through many vendors. (About$900.00) Page 335 Report Date/Time: 6/29/2021 4:23:09 PM 3 of 3 Pages Item#16. CITY of MERIDIAN Fiscal Year: 2021 G500- Line Item Reallocation Department: Police From To Remaining Dollar Amount Account Account Budget Increase/ Code Code Amount (Decrease) Reason for Change 07-21 1 0-9601 1 $ 967,685.96 $ 967,685.96 After further review of the projects scope, it was determined by Finance and Legal 55-21 1 0-9601 1.11258 $ - $ 927,632.96 that the project scope does not qualify to be an impact fee eligible project. 07-21 1 0-9601 1-1 1 258 $ 40,053.00 $ 40,053.00 This reallocation request is to continue forward with the approved project from FY2020,but utilize the Capital Improvement Fund instead of Impact Fees. The unused Impact Fees will be made available for a future PD Precinct. City Or Meridian Statement of Revenues and Expenditures - Rev and Exp Report - Todd 211D - Palioe Admin D7 - Impact Fund From 10/1/2020 Through 9/30/2021 Budget with Current Year Budget Amendments Actual Remaining Capital Outlay 56011 CIP - Police Station 567,685_56 0_00 567,635_56 0000 NON-DEPARTMENTAI, 0_00 789_00 (789_00) 11258 PD Admin TI (40,053_00) 0_00 (40,053_00) 11258_a PD Admin TI - Design 0_00 66.SOO_00 (66.500_001 Total Capital Outlay 927,632_96 67,239_00 860,343_96 DEPT EXPENDITURES 927,632_96 67,239_00 860,343_96 TOTAL. EXPENDITURES 927,632_96 67,239_00 860,343_96 Totals $ - G500- Line Item Reallocation Request **Use two lines per transaction. One line representing the From account and the other line representing the To account. ***Both lines will have their respective budgets with the Increase or Decrease associated to it. APPROVALS: Instructions: Send G500 to Finance(Budget Analyst)with Department Director signature APPROVED Finance will review the G500 Finance will notify Department of approval or rejection By Todd Lavoie at 2:50 pm, Jul 21, 2021 Department Director Date Page 336 7/21/2021 G500 Item 22 C i E IDIAN;--- AGENDA ITEM ITEM TOPIC: Public Hearing for Ordinance 21-1936 to Amend Title 1, Chapter 6, Section 5 of Meridian City Code Providing for Mayor's Compensation and Providing for Market Adjustments and Ordinance 21-1937 to Amend Title 1, Chapter 7, Section 9 of the Meridian City Code Providing for City Councilmemebers Compensation and Providing for Market Adjustments. Page 4 Item#18. E IDIAN 'aAHO AGENDA ITEM ITEM TOPIC: Valley Regional Transit Fiscal Year 2022 Funding Request Page 337 Item#18. E IDIAN:--- IDAHG-. C� MEMO TO CITY COUNCIL Agenda Topic on the City Council Agenda From: Miranda Carson, Comprehensive Associate Coordination Planner Date: July 20, 2021 Presenter: Stephen Hunt,Valley Regional Transit Estimated Time: 15 minutes Topic: Valley Regional Transit Fiscal Year 2022 Funding Request Valley Regional Transit (VRT) sent the attached funding request for the 2022 Fiscal Year. Due to a change in forecasted directly generated revenue, the request is higher than what was anticipated. VRT also included the attached supplemental information to describe the impacts of this change in more detail. Additional information was requested and VRT was invited to discuss the request with Council. Stephen Hunt will be in attendance to provide clarification and updates on VRT's budget. P Page 338 Item#18. valleyreg i ona Itransit May 28, 2021 City of Meridian 33 East Broadway Ave. Meridian, ID 83642 Attention: Todd Lavoie, Chief Financial Officer SUBJECT: Valley Regional Transit FY2O22 Funding Request Dear Mr. Lavoie, The following table outlines funding requests for the City of Meridian for FY2O22. Page two provides a description each type of funding request. This information has been updated since our presentation to the Meridian City Council last month because the directly generated revenue forecasts were lowered. The effects of COVID- 19 have been more long lasting than we anticipated requiring us to reduce our directly generated revenue assumptions for FY2O22 by approximately $471,000 In Ada County. We distributed this shortfall among our funding partners per the Cost Allocation Model, resulting in an increase of approximately $18,000 for the Meridian Service Assessment compared to what was presented in May. This change was presented at the June Executive Board meeting and the attached supplemental document provides more detail on this issue. Until our budgets are complete, the information provided is based on preliminary budget proposals. Through the budget process, requests may vary in response to changes in projected expenses, revenue assumptions, and further discussions with your staff and elected officials. Type Amount General Assessment (calculated by regional share of the population) $ 67,052 Service Assessment (calculated by share of miles serving your $ 367,531 jurisdiction) Capital Assessment (calculated by share of miles serving your $ 9,068 jurisdiction) Special Assessment (Negotiated) $ 170,000 Total Request $ 613,651 700 NE 2nd Street,Suite 100 • Meridian,ID 83642 • p:208.846.8547 • f:208.846.8564 1.855.345.7433 Page 339 Item#18. Description of funding types in the request tables. • General Assessments support regional overhead expenses (administration, finance, communications, etc.) • Service Assessments support service operations and associated paratransit, preventive maintenance, planning and administration. • Capital Assessments support capital procurement, design or construction projects for asset maintenance or enhancements • Special Assessments are requested to support activities, programs or projects outside of the typical assessments (specialized transportation programs, planning projects, etc.) Financial Assumptions Through the Coronavirus Aid, Relief& Economic Security Act (CARES), Coronavirus Response and Relief Supplemental (CRSSA), and American Rescue Plan Act (ARPA), the Federal Government has provided resources to Valley Regional Transit (VRT) and other transit agencies across the country to mitigate the financial disruptions of the COVID-19 crisis. The VRT Board is committed to making sure existing and future resources are used in alignment with the strategic direction and priorities adopted by the VRT Board of Directors: • Direct Response: fund existing administration, operations and respond to the direct impacts of the crisis, including health, sanitation, marketing, and loss of revenue • Resiliency: invest in systems and infrastructure that secures the safety of the traveling public and ensure the agency can respond and recover to disruptions • Strategic Direction: continue as much as possible the strategic investments identified in local and regional plans VRT has used the local cost allocation model to determine the local contributions necessary to maintain existing and planned services in FY2022. For comparison a Baseline request has been provided which assumes typical revenue streams, as well as a Proposed request which leverages federal relief funding. This allows VRT to remain transparent in our allocation process, and work toward sustainable funding levels. Type Baseline Proposed General Assessment $ 67,052 $ 67,052 Service Assessment $ 486,683 $ 367,531 Capital Assessment $ 9,068 $ 9,068 Special Assessment $ 170,000 $ 170,000 Total Request $ 732,803 $ 613,651 The attached supplemental document provides supporting data for the funding request. • Fixed Route &Special Services Summary describes the services the requested contributions will support. • FY2022 Preliminary Budget Summary outlines projected expenses, revenue sources, and local contribution requests both before and after the change in forecasted directly generated revenues. Page 340 Item#18. • Ridership Review outlines ridership trends of supported services. Should you have any questions or require additional information please feel free to contact me at (208) 258-2701 or shunt@valleyregionaltransit.org. Thank you for your continued support of Valley Regional Transit. Sincerely, IA44� Stephen Hunt Development Director Valley Regional Transit Cc: Councilman Luke Cavener - VRT Board Member- Icavener@meridiancity.org Miranda Carson - Associate Planner, City of Meridian - mcarson@meridiancity.org Jill Reyes - VRT Programming Planner - jreyes@valleyregionaltransit.org Jason Jedry - VRT Controller - jjedry@valleyregionaltransit.org Page 341 Item#18. va lleyreg i ona ltra nsit Valley Regional Transit FY2022 Supplemental Fixed Route Services Figure 1 below shows the proposed routes and stops in Meridian for FY2022. Figure 1:Map of Proposed FY2022 Fixed Route Services in Meridian Js k Rd Kleiner Park — tl vowntown Meridian nklln Rd Ten Mile Crossing d'& Ten Mlle Park&Ride #dw �2HaPPY oaym Towne Square Mall � ampylMertllan Expes Gry of Merldlan Currently, Meridian is served by two intercountry routes; • 40 Nampa/Meridian Express which runs Monday through Friday during the rush hour with stops in Meridian along Overland Road • 42 Happy Day to Towne Square Mall which makes eight trips throughout the day every Monday through Friday, connecting Caldwell, Nampa, Meridian and Boise. Starting October 1st of 2021 Meridian will also be served by the 30 Pine. This service will connect Ten Mile Crossing, Downtown Meridian, the Scentsy and Blue Cross of Idaho campuses and Kleiner Park. VRT is currently planning the roll-out and marketing of this new service and will coordinate with City of Meridian on opportunities to increase public awareness of this new service. For example are working on getting a bus in the Meridian Dairy Days parade, reaching out to residential and commercial developers at Ten Mile Crossing, Downtown Meridian, and Kleiner Park, Scentsy and Blue Cross of Idaho to promote the services and market it to their residents and employees. 1 Page 342 Item#18. valleyreg i ona Itransit Specialized Services In addition to the fixed route services in Meridian, VRT provides support to three other specialized transportation options. Those are; • Harvest Transit which provides free transportation for seniors, persons with disabilities and veterans from 9 a.m. to 3 p.m. Monday through Saturday within a designated service area in Meridian. • Rides2Wellness which provides shared-ride transportation to participating medical appointments. Rides must be scheduled 2 days in advance. • Meridian Veterans Shuttle which provides transportation to Veterans in Meridian to the Veterans Hospital in downtown Boise. FY22 Preliminary Budget Summary Local contributions are pooled together with other local and federal funds to deliver all the services of Valley Regional Transit. The degree to which local contributions are leveraged depends on the type of expense, i.e. capital vs operating, the type of program, i.e. specialized vs fixed route, and the availability of federal funds. For example federal funds typically require at least 20% local match for capital expenses, while fixed route operations in Canyon County are matched 50%. Table 1 below illustrates how Meridian's contribution is one part of a proposed $24M budget for FY2022 and supported contributions from other jurisdictions, federal funds and directly generated and auxiliary funds. Table 1:FY2022 Proposed Budget Revenues and Expenses FY22 Proposed Budget FY22 Proposed Budget Summary Summary w/ARPA Expenses $ 24,682,320 Revenues Fares/Passes $ 562,577 Federal Relief $ 2,916,870 Federal Formula $ 10,353,875 Auxiliary Local $ 600,000 Sub Total Federal and Directly Generated Revenues $ 14,433,321 Special Non jurisdictional Local $ 1,056,824 Jurisdiction Local (General, Service, Capital and Special) $ 9,192,175 Sub Total Local Revenues $ 10,248,999 Meridian Share (included in total jurisdictional revenues) $ 613,651 Grand Total Revenues $ 24,682,320 2 Page 343 Item#18. valleyreg i ona Itransit Tables 2 and 3 illustrate the proposed local contributions from other jurisdictions. Table 2 shows the proposed contributions before the reduction to directly generated revenues and is what was presented to the Meridian Council in May. Table 3 shows the proposed contributions after the reduction in directly generated revenues. The effect was an increase in total service assessment and the corresponding local contributions. Table 2:FY2022 Funding Requests of Local Jurisdictions Prior to Reduction in Directly Generated Revenues General Service Capital Special . --. - Assessment Assessment Assessment Assessment Totals Local Revenue Sources Ada County $31,882 $52,579 $ 2,011 $ - $86,473 ACHD $5,420 $- $- $- $5,420 Boise State University $5,420 $43,198 $2,169 $- $50,788 College of Western Idaho $5,420 $67,548 $3,636 $- $76,605 CCDC $5,420 $- $- $- $5,420 City of Boise $126,665 $6,606,955 $144,326 $250,000 $7,127,946 City of Eagle $18,072 $73,581 $1,578 $9,700 $102,931 City of Kuna $14,455 $- $- $27,000 $41,455 City of Meridian $67,052 $349,479 $9,223 $170,000 $595,755 City of Star $7,026 $- $- $- $7,026 City of Garden City $6,590 $- $- $- $6,590 Meridian Development Corp $5,420 $- $- $- $5,420 TOTAL ADA COUNTY $298,842 $7,193,341 $162,945 $456,700 $8,111,828 Canyon County $27,326 $19,372 $989 $- $47,687 Canyon County Highway District $1,557 $- $- $- $1,557 City of Caldwell $33,429 $111,082 $5,964 $- $150,475 City of Greenleaf $472 $- $- $- $472 City of Melba $309 $- $- $- $309 City of Middleton $5,463 $- $- $- $5,463 City of Nampa $58,186 $233,510 $12,297 $- $303,993 City of Notus $299 $- $- $- $299 City of Parma $1,159 $- $- $- $1,159 City of Wilder $959 $- $- $- $959 Golden Gate Highway District#3 $1,101 $- $- $- $1,101 Nampa Highway District#1 $1,797 $- $- $- $1,797 Notus/Parma Highway District $965 $- $- $- $965 TOTAL CANYON COUNTY $133,023 $363,963 $19,249 $- $516,236 TOTAL JURISDICTION REVENUE* $431,865 $7,557,304 $182,194 $456,700 $8,628,064 3 Page 344 Item#18. valleyregionaltransit Table 3:FY2022 Funding Requests of Local Jurisdictions with Reduction in Directly Generated Revenues General Service Capital Special . . -• Assessment Assessment Assessment Assessment Totals Local Revenue Sources Ada County $31,882 $58,160 $2,019 $0 $92,061 ACHD $5,420 $0 $0 $0 $5,420 Boise State University $5,420 $49,519 $2,245 $0 $57,184 College of Western Idaho $5,420 $74,184 $3,624 $0 $83,228 CCDC $5,420 $0 $0 $60,000 $65,420 City of Boise $126,665 $7,032,468 $144,538 $250,000 $7,553,671 City of Eagle $18,072 $82,683 $1,670 $9,700 $112,125 City of Kuna $14,455 $0 $0 $27,000 $41,455 City of Meridian $67,052 $367,531 $9,068 $170,000 $613,651 City of Star $7,026 $0 $0 $0 $7,026 City of Garden City $6,590 $0 $0 $0 $6,590 Meridian Development Corp $5,420 $0 $0 $0 $5,420 TOTAL ADA COUNTY $298,842 $7,664,545 $163,163 $516,700 $8,643,251 Canyon County $27,326 $21,240 $980 $0 $49,546 Canyon County Highway District $1,557 $0 $0 $0 $1,557 City of Caldwell $33,429 $121,448 $5,918 $0 $160,796 City of Greenleaf $472 $0 $0 $0 $472 City of Melba $309 $0 $0 $0 $309 City of Middleton $5,463 $0 $0 $0 $5,463 City of Nampa $58,186 $254,181 $12,133 $0 $324,501 City of Notus $299 $0 $0 $0 $299 City of Parma $1,159 $0 $0 $0 $1,159 City of Wilder $959 $0 $0 $0 $959 Golden Gate Highway District#3 $1,101 $0 $0 $0 $1,101 Nampa Highway District#1 $1,797 $0 $0 $0 $1,797 Notus/Parma Highway District $965 $0 $0 $0 $965 TOTAL CANYON COUNTY $133,023 $396,870 $19,031 $0 $548,924 TOTAL JURISDICTION REVENUE $431,865 $8,061,415 $182,194 $516,700 $9,192,175 4 Page 345 Item#18. valleyreg i ona Itransit Ridership Review COVID 19 and the associated physical distancing, teleworking and stay at home orders have had a significant impact on ridership. Table 1 below shows the first quarter change in ridership comparing 2020 to 2019 before COVID-19 hit and the first quarter change in ridership comparing 2021 to 2020 after COVID-19 hit. Although system ridership was down the first quarter of 2020, some routes and services were experiencing ridership gains. First quarter 2021 ridership shows how significant COVID-19 has been on ridership, particularly the commute oriented ridership with route 40 down 75%. Although the impacts of COVID appear to be lessening, we expect this service will still face COVID related headwinds initially. Table 3:Quarterly Ridership Changes Q1 2020 vs Q1 2019 Q1 2021 vs Q1 2020 Fixed Route #%change #%change System-wide 296,923 -6% 206,862** -31% 40 101795 +.01% 2,719 -75% 42 6,653 +15%* 5,242 -21% Specialized 26,654+4% 14,409 -43% Harvest Transit 2,524+15% 1,471 -31% Rides2Wellness 2020 2,334 -2% 2021 1,734 -27% *Compared to combined ridership of routes 41(which was discontinued) and 42 ** Some of this decline is due to Canyon County fixed route service being reported under demand response in 2021 with the implementation of On-Demand service Ridership Projections Transit services typically take anywhere from 12 to 24 months to "mature." Travel behaviors can be slow to change and the maturation process allows time for the public to become aware of and begin to utilize the new service. This can be particularly true when introducing new service in areas that have never had service before. Using similar routes, VRT has prepared ridership projections for the new service but it is unclear how much COVID-19 will impact those estimates. Ridership projections for the new service was based on experience with similar routes but ridership projections can be unreliable in the best of times coming out of COVID Q1 FY 2022 Q4 2022 Q4 2023 Connected and mature Fixed Route 30 600 900 3,500 7,500 5 Page 346 Valley Regional Transmit FY 2022 Funding Request City of Meridian (pg 294-303) Date: July 20, 2021 ca i S y`ID E E J J V � N 0 q FY 2 22 Fundming VRT �A� $° "D' r u u E EDA 0. { T fr0. Request • Recent Highlights • Local Cost Allocation Model • FY 2022 FundingRequest t S Ovalleyregionaltransit ■ Recent hts Ovalleyreg ionaltransit r VRT FY 2022 Funding Request Recent Highlights Electric Bus Infrastructure CO- lotp Bus stop enhancements Veterans s h u tt l e ° CityGo & Website redesign On-Demand Transit Vti ` Transit schedules • On-time performance m� Ovalleyregionaltransit VRT FY 2022 Funding Request F rPo•4beieunr.�cw.n shy l A —' `--J J Ap10 SIDEWALK INEM Recent Highlights 7t Electric Bus Infrastructure �KK .om �s ..A a. � � SWAVFINOER AVE lot Bus stop enhancements 1 PLAN NORTH LEG a.�vv■�■ ■ u� ■ �T■v E PINEAVE Veterans shuttle ° CityGo & Website redesign VZ On-Demand Transits —A �— Transit schedules a s t sc edu es a t -35 w On-time performance MzF�,� - A&. Ovalleyregionaltransit [�}vedleyregionaltransit Bus Fares Servicas Contact More C� a SE�ce kerk VRT FY 2022 Funding Starting place: INHERE Request TO? _ Recent Highlights Electric Bus Infrastructure _ --_-- T Bus stop enhancements Veterans shuttle ° Go & Website redesign �� �'� � - Public transit projects and Cit � y g � planning �f " On-Demand Transit I' Our mission is to connect more people to more places more often-Stay Y updated on how Valley Regional Transitr your public transit sys}ern, is evolving to make that passible. ` Transit schedules On-time performance -' Build a better commute with City Go City Go is a transportation management association designed to empower both individuals and companies to he better commuters-The program offers incentives and perks for smarter travel in and out of Downtown Boise. • valleyregionaltransit VRT FY 2022 Funding Request r -Canyon County DMV Recent Highlights •Calkage of Western Idaho: Canyon County Center •Treasure Valloy Market Place r Service Electric Bus Infrastructure Available •Medicce Center Medical Center MO N-F RI •The Birc hes PM Bus stop enhancements 62OAM-120 lotMI EVERY 6O-12O MIN. •Sunset Oaks Park •Aspen Creek r Veterans shuttle Ford Idaho Center •CoIkge of Western Idaho: Or Micron Center for C ityG o & We bs ite redesign Profes3 Education �e El On-Demand Transit •M Dorado Business Campus •Meridian Library SiFmrstonv Branch •Silvorstono Corpombo Cantor Transit schedules r •Albertsons at ` Overland&Five Mile' •College of Western Idaho: Ada County Campus -Ada County Driver's License Offices On-time performance ' ' *Pass outlet ► va I leyride bus transportation A Service of Valley Regional Transit Ovalleyregionaltransit i A I 7 VRT FY 2022 Funding TRIP TIP Request Recent Highlights COVID- 19 Response Don 't follow 0 Supported Harvest Transit and the crowd HMO other Specialized Services Stay healthya • stay safe Cleaning & Masks by limiting crowd exposure Safe Travels, Treasure Valley o Remote working and meeting Power Safe Travels Treasure Valley 0 Suspended the launch of 30 Pine Meridian Service Ovalleyregionaltransit � 8 i i i VRT FY 2022 Funding Req uest Recent Highlights COVID- 19 Ridership Impacts • Reverses growth from 2020 • Commute oriented service hit hardest - f S Fixed Route 1st Qtr. 2020 1st Qtr. 2021 40 & 42 —17,500 total —8,000 total 14 —3,300 Meridian (19%) —700 Meridian (9%) Specialized or Harvest Transit —2,500 —1,500 s Rides2Wellness* —2,300 —1,700 *Rides2Wellness are across Ada County and not Meridian specific. Meridian specific estimates are not available. Ovalleyreg Iona ltransit VRT FY 2022 Funding Request _ Recent Highlights Pine 30 Plans for Successst 803 Launch and extended awareness campaigni n • Planning for slow start • Measure engagement activities ffl a • Establish staged productivity levels _m Fairview Ave EU • Mature: 5-10 boardings/hr within first 12-24 months m Connected: Productivity boost with connection to Towne Square P`"eA"e Mall • a Frankiin Rd a w `W Ovalleyregionaltransit I 10 Local Cost Allocation i VRT FY 2022 Funding Request _ Local Cost Allocation Review Transit Operations, Capital and Support Services f:�-�116 I v Regional Administration Finance etc. g Transit Planning Overhead � Customer Service and IT Fixed Route & Paratransit Services Facility Maintenance Transit Planning 0� Transit Vehicles Capital Stops and Passenger Facilities Maintenance Facilities Ovalleyregionaltransit VRT FY 2022 Funding Request Local Cost Allocation Review Local Allocation Flow Chart TOTAI- ir � . y CATEGORIZE NEED Expenses Revenues General Service Capital General Service &Capital Regional 4-1 2-2 1.9 0 Overhead million million million 26% 74% +� 67'000 o o 10.7 8.8 7.9 W $ 67,Q04srvc_ Services million million million - 100°l° - c a) $170,000 (spc-) 0 N Capital million Million 600k - - 100% � 9,000 *Revenues incfude Special Allocations Ovalleyregionaltransit I 13 FY 2022 Funding Request General Service Capital Special • = -- k Assessment Assessment Assessment Assessment Totals Local Revenue Sources VRT FY 2022 Funding Ada County $31.882 $58,160 $2,019 $0 $92,061 ACHD $5,420 $0 $0 $0 $5,420 Request Boise State University $5,420 $49.519 $2,245 $0 $57,184 College of Western Idaho $5,420 $74-184 $3,624 $0 $83,228 Local Cost Allocation Review CCD{' $5,420 $() $o $60,000 $65,420 City of Boise $126,665 $7,032,468 ':y144,538 $250,000 $7,553,671 City of Ea le $18,072 $82,683 $1,670 $9,700 $112,125 City of Kona $14.455 $0 $0 $27,000 $41,455 Alljurisdictions City of Meridian $67,052 $367-531 $9,068 $170,000 $613,651 City of Star $7,026 $0 $0 $0 $7,026 Changes from initial est. ($595K) City of Garden City $6,590 $0 $0 $0 $6,590 Meridian Development Corp $5,420 $0 $0 $() $5,420 • Reduction in directly generated TOTAL ADACOUNTY $298,842 $7,664,545 $163,163 $516,700 $8,643,251 Can you County $27,326 $21,240 M30 $0 $49,546 revenues Canyon County Highway District $1,557 $0 $0 $0 $1,557 City of Caldwell $33,429 $121,448 $5,918 $0 $160,796 • Minor updates in route miles City of Greenleaf $472 ' Cl $0 $0 $472 City of Melba $309 ' Cl $0 $0 $309 City of Middleton $5,463 $0 $0 $0 $5,463 City of Nampa $58,186 $254,181 $12,133 $0 $324,501 City of Notus $299 $0 $0 $0 $299 City of Parma $1,159 $0 $0 $0 $1,159 City of Wilder $959 $0 $0 $0 $959 Golden Gate Hi hwa District#3 $1,101 $0 $0 $0 $1,101 Nampa Highway District#t1 $L797 $0 $0 $0 $1,797 Notus Parma Highway District $965 $() $0 $() $965 TOTAL CANYON COIJNTY $133,023 $396,970 $19,031 $0 $548,924 OvaIleyregionaItransit TOTALJIJRISDICTION REVENUE $431,�365 $8,061,415 $182,194 $516,700 $9,192,175 General Service Capital Special + F+ Assessment Assessment Assessment Assessment Tatals Local Revenue Sources VRT FY 2022 Funding Ada County $22.108 $61,270 $2,433 $0 $95,810 Ada County Highway District $5,458 $0 $0 $0 $5,458 Request Boise State University $5,458 $52,977 $2,428 $82,813 $143,676 Capital City Development Corp- $5,458 $0 $0 $54,542 $90,000 Local Cost Allocation Review City of Boise $127,560 $7,255,033 $226,589 $130,000 $7,739,1B1 City of Eagle $18,200 $85,254 $2,644 $9,700 $115,798 City of Garden City $6,627 $0 $0 $0 $6,637 City of tuna $14,557 $0 $0 �27,000 $41,557 Alljurisdictions City of Meridian $67,526 $381,495 $12,869 $170,000 $631.891 City of Star $7,075 $0 $0 $0 $7,075 Changes from preliminary est. ($613K) Meridian Development Corp- $5.458 $0 $0 $0 $5,458 Total Ada County $295,496 $7,836,028 $246,963 $5C4,055 $8,882.542 Increase in wages Canyon County $27,519 $22,700 $1,044 $0 $51,264 Canyon County Highway District##4 $1,568 $0 $0 $0 $1,568 City of Caldwell $33,665 $129,379 $6,018 $0 $169,062 • Update to the capital program City of Greenleaf $475 $0 $0 $0 $475 City of Melba $312 $0 $0 $0 $312 City of Middleton $5,502 $0 $0 $0 $5,502 City of Nampa $59,598 $271,116 $12,556 $0 $342,270 City of I,A, $301 $0 $0 $0 $301 City of Parma $1,167 $0 $0 $0 $1,167 City of Wilder $966 $0 $0 $0 $966 College of Western Idaho $5,458 $79,016 $3,677 $0 $88.151 Golden Gate Highway District#3 $1,109 $0 $0 $0 $1,lop Nampa Highway District41 $1,809 $0 $0 $0 $1,809 NgWParma Highway District $972 $0 $0 $0 $972 Total Canyon County $139,421 $502,210 $23,295 $0 $664,927 Total Jurisdiction Revenue $434.918 $8,338,238 $270,258 $504,055 $9,547,469 O valleyregionaltransit Thank you . Questions? Stephen Hunt shunt@valleyrelogonaltransit. org