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2022-01-18 Work Session CITY COUNCIL WORK SESSION City Council Chambers, 33 East Broadway Avenue Meridian, Idaho Tuesday, January 18, 2022 at 4:30 PM Minutes ROLL CALL ATTENDANCE PRESENT Councilwoman Liz Strader Councilman Treg Bernt Councilwoman Jessica Perreault Councilman Luke Cavener Councilman Joe Borton (4:35 pm) Councilman Brad Hoaglun Mayor Robert E. Simison ADOPTION OF AGENDA Adopted CONSENT AGENDA \[Action Item\] Approved Motion to approve made by Councilman Hoaglun, Seconded by Councilman Bernt. Voting Yea: Councilwoman Strader, Councilman Bernt, Councilwoman Perreault, Councilman Cavener 1. Approve Minutes of the January 4, 2022 City Council Regular Meeting 2. Brody Square Subdivision Water Main Easement No. 1 3. Hill's Century Farm Commercial Subdivision No. 2 Sanitary Sewer and Water Main Easement No. 1 4. Holiday Inn Express Pedestrian Pathway Easement 5. McDermott Village Subdivision North Crossing Sanitary Sewer Easement 6. McDermott Village Subdivision South Crossing Sanitary Sewer Easement 7. Ten Mile Storage Water Main Easement No. 1 8. Findings of Fact, Conclusions of Law for Fluid Estates Subdivision (SHP-2021- 0008) by Idaho Survey Group, Located at 3110 W Quintale Dr. 9. Findings of Fact, Conclusions of Law for Woodcrest Townhomes (H-2021-0015 and H-2021-0082) by Blaine A. Womer Civil Engineering, Located at 1789 N. Hickory Way 10. Final Order for Biltmore Estates Subdivision Time Extension (TECC-2021-0001) by Engineering Solutions, Generally Located 1/4 Mile South of W. Victory Rd. and 1/2 Mile West of S. Meridian Rd. 11. Final Order for Gander Creek North No. 2 (FP-2021-0051) by Kent Brown Planning Services, Located on the South Side of W. McMillan Rd., West of N. McDermott Rd. 12. Final Order for Gander Creek North No. 3 (FP-2021-0052) by Kent Brown Planning Services, Located on the South Side of W. McMillan Rd., Approximately a Half-Mile West of N. McDermott Rd. 13. Final Order for Southridge South Subdivision No. 1 (FP-2021-0059) by The Land Group, Located on the South Side of W. Overland Rd., ¼ Mile East of S. Ten Mile Rd. 14. Final Order for Winco Wells No. 1 (FP-2021-0057) by The Land Group, Located at 2700 E. Overland Rd. 15. Dog Licensing Designee Agreements Between the City of Meridian and Meridian Canine Rescue, Meridian Veterinary Hospital, Pet Care Clinic, and Settler's Park Veterinary Hospital 16. Professional Services Agreement Between the City of Meridian and Crime Stoppers of Southwest Idaho 17. Task Order 10036.g WRRF Sidestream Phosphorus Removal Project – Services During Construction 18. Resolution No. 22-2305: A Resolution of the Mayor and the City Council of the City of Meridian Approving the City Council President’s Appointments of City Council Members to Serve as Department Liaisons, and Providing an Effective Date ITEMS MOVED FROM THE CONSENT AGENDA \[Action Item\] DEPARTMENT / COMMISSION REPORTS \[Action Item\] 19. Resolution No. 21-2300: A Resolution of the Mayor and City Council of the City of Meridian to Repeal and Replace the City of Meridian Standard Operating Policy and Procedure Manual to Establish a New Standard Operating Policy Manual; and Providing an Effective Date Item continued to February 1, 2022 20. Parks and Recreation Department: Lakeview Golf Course 2022 Pricing Discussion 21. Parks and Recreation Department: Master Plan Update Cost Recovery Overview EXECUTIVE SESSION per Idaho Code 74-206(1)(d) To consider records that are exempt from disclosure as provided in chapter 1, title 74, Idaho Code. Motion to enter Executive Session made by Councilman Hoaglun, Seconded by Councilman Borton. Voting Yea: Councilwoman Strader, Councilman Bernt, Councilwoman Perreault, Councilman Cavener, Councilman Borton, Councilman Hoaglun In to session: 5:31 pm Out of session: 6:00 pm ADJOURNMENT 6:15 pm Item#1. Meridian City Council Work Session January 18, 2022. A Meeting of the Meridian City Council was called to order at 4:31 p.m., Tuesday, January 18, 2022, by Mayor Robert Simison. Members Present: Robert Simison, Joe Borton, Luke Cavener, Treg Bernt, Jessica Perreault, Brad Hoaglun and Liz Strader. Also present: Chris Johnson, Bill Nary, Steve Siddoway, Scott Colaianni, Joe Bongiorno and Dean Willis. ROLL-CALL ATTENDANCE Liz Strader _X_ Joe Borton (a:ss p.m.) _X_ Brad Hoaglun _X_Treg Bernt X Jessica Perreault _X Luke Cavener _X_ Mayor Robert E. Simison Simison: Council, we will call the meeting to order. For the record it is January 18th, 2022, at 4:31 p.m. We will begin this afternoon's work session with roll call attendance. ADOPTION OF AGENDA Simison: Next item up is the adoption of the agenda. Hoaglun: Mr. Mayor? Simison: Councilman Hoaglun. Hoaglun: On our agenda this evening we do need to add -- or it has been added a dollar amount to Item 17 and that amount is 455,240 dollars. So, Mr. Mayor, I move to adopt the agenda as amended. I'm sorry. Yeah. That's right. As amended. Bernt: Second. Simison: I have a motion and a second to adopt the agenda as amended. Is there discussion? If not, all in favor signify by saying aye. Opposed nay? The ayes have it and the motion to adopt the agenda as amended is adopted. MOTION CARRIED: FIVE AYES. ONE ABSENT. CONSENT AGENDA [Action Item] 1. Approve Minutes of the January 4, 2022 City Council Regular Meeting 2. Brody Square Subdivision Water Main Easement No. 1 Page 4 Meridian City Council Work Session Item#1. January 18,2022 Page 2 of 27 3. Hill's Century Farm Commercial Subdivision No. 2 Sanitary Sewer and Water Main Easement No. 1 4. Holiday Inn Express Pedestrian Pathway Easement 5. McDermott Village Subdivision North Crossing Sanitary Sewer Easement 6. McDermott Village Subdivision South Crossing Sanitary Sewer Easement 7. Ten Mile Storage Water Main Easement No. 1 8. Findings of Fact, Conclusions of Law for Fluid Estates Subdivision (SHP-2021-0008) by Idaho Survey Group, Located at 3110 W Quintale Dr. 9. Findings of Fact, Conclusions of Law for Woodcrest Townhomes (H- 2021-0015 and H-2021-0082) by Blaine A. Womer Civil Engineering, Located at 1789 N. Hickory Way 10. Final Order for Biltmore Estates Subdivision Time Extension (TECC- 2021-0001) by Engineering Solutions, Generally Located 1/4 Mile South of W. Victory Rd. and 1/2 Mile West of S. Meridian Rd. 11. Final Order for Gander Creek North No. 2 (FP-2021-0051) by Kent Brown Planning Services, Located on the South Side of W. McMillan Rd., West of N. McDermott Rd. 12. Final Order for Gander Creek North No. 3 (FP-2021-0052) by Kent Brown Planning Services, Located on the South Side of W. McMillan Rd., Approximately a Half-Mile West of N. McDermott Rd. 13. Final Order for Southridge South Subdivision No. 1 (FP-2021-0059) by The Land Group, Located on the South Side of W. Overland Rd., '/4 Mile East of S. Ten Mile Rd. 14. Final Order for Winco Wells No. 1 (FP-2021-0057) by The Land Group, Located at 2700 E. Overland Rd. 15. Dog Licensing Designee Agreements Between the City of Meridian and Meridian Canine Rescue, Meridian Veterinary Hospital, Pet Care Clinic, and Settler's Park Veterinary Hospital 16. Professional Services Agreement Between the City of Meridian and Crime Stoppers of Southwest Idaho Page 5 Meridian City Council Work Session Item#1. January 18,2022 Page 3 of 27 17. Task Order 10036.g WRRF Sidestream Phosphorus Removal Project — Services During Construction 18. Resolution No. 22-2305: A Resolution of the Mayor and the City Council of the City of Meridian Approving the City Council President's Appointments of City Council Members to Serve as Department Liaisons, and Providing an Effective Date Simison: Next item up is the Consent Agenda. Hoaglun: Mr. Mayor? Simison: Councilman Hoaglun. Hoaglun: We don't have any changes to the -- to the Consent Agenda, so I move to approve the Consent Agenda, for the Mayor to sign and the Clerk to attest. Bernt: Second the motion. Simison: I have a motion and a second to approve the Consent Agenda. Is there any discussion? If not, all in favor signify by saying aye. Opposed nay. The ayes have it and the Consent Agenda is agreed to. MOTION CARRIED: FIVE AYES. ONE ABSENT. ITEMS MOVED FROM THE CONSENT AGENDA [Action Item] Simison: There are no items moved from the Consent Agenda. DEPARTMENT / COMMISSION REPORTS [Action Item] 19. Resolution No. 21-2300: A Resolution of the Mayor and City Council of the City of Meridian to Repeal and Replace the City of Meridian Standard Operating Policy and Procedure Manual to Establish a New Standard Operating Policy Manual; and Providing an Effective Date Simison: So, we will go on to Department/Commission Reports and Item 19, which is Resolution No. 21-2300, and turn this over to Mr. Nary. Nary: Thank you, Mr. Mayor, Members of the Council. So, I thought with the mic issues over there I would just come up here. You have in front of you again the resolution to adopt the policy manual that you have had for a couple months. We have completed the process with the collective labor agreement. They had an opportunity to review it. They have no comments on it. So, it is before you. We did get some questions that, hopefully, we answered for Council Member Borton. Just some real operational types of questions. Page 6 Meridian City Council Work Session Item#1. January 18,2022 Page 4- — But do you have any other questions? Concerns? Ready to move forward? What's your pleasure? Simison: Thank you, Bill. Council, questions for Mr. Nary? Cavener: Mr. Mayor? Simison: Councilman Cavener. Cavener: Bill, my only question is just about revisions, edits, changes. Do those occur on kind of a -- an ad hoc basis, kind of leadership team says, hey, we haven't updated this in a while, it's probably good that we do that, or is there a plan in place to review this on an annual or semi-annual basis, something along those lines? Nary: So, great question, Councilman Cavener, and -- and I can add Crystal maybe to the conversation. At the moment right now we have a policy on how policies get formed. Generally it has been an ad hoc basis where we have an issue, whether it's a procedure or whether it's a policy or we ran into a situation that policy doesn't cover and we have seen a few of those over the years. We have had people that won a prize and we have to address that. We had a situation where people brand new on the job and there was nothing to cover donation of leave. So, we have done it when situations arise that just doesn't speak to how do we address this. So, that happens. Occasionally we have had departments that have said, hey, we keep running into this particular problem operationally, but it's beyond just a department issue and that may come to the directors meeting for a conversation and, then, we would begin the process that way. So, it really isn't, you know, a periodic overview of change or looking to fix problems or address things that aren't broken, it really is brought to the attention from a department level normally or something, again, comes up, never was anticipated, first time, and the question usually comes first do we need a policy or we just address it? And sometimes we just address it and, then, we decide maybe at the director level or from the Mayor that we should probably put this in place. This may come up again. We have never had it anticipated. We should probably address it for the long term. Cavener: Thank you, Bill. Simison: And if I could add, if there is a federal policy change part of that's what Crystal would bring forward if there is something, you know, through --through that to bring those changes into it. Nary: Yeah. And primarily those tend to be some law changes, obviously, like some things in the discrimination policy were related to legal changes that have happened in the last few years. Primarily what's happened a lot procedurally where it's mileage with IRS; right? There is an annual review by the IRS. So, that's a change that's done annually, but it's all procedural, so it's really just following if FLSA changes or IRS regulations change, that kind of stuff. Page 7 Meridian City Council Work Session Item#1. January 18,2022 Page 5 of— Cavener: Okay. Great. Thank you. Thank you, Mr. Mayor. Thanks, Bill. Simison: Council, additional questions for Mr. Nary or Ms. Ritchie? Nary: Okay. Thank you. Simison: Thank you. Johnson: Mr. Mayor, just want to let you know Councilman Borton is here now. Simison: Okay. Councilman Borton, we -- we are on Item 19 regarding the Resolution No. 21-2300 for the policy and procedure. Didn't know if you had any questions or comments for Mr. Nary or Ms. Ritchie. Borton: Thanks. Sorry. I'm -- I'm driving in. I will be there in about 20 minutes. So, I had just questions I sent off to Crystal. I don't know if she covered those in response. Just trying to -- I just something -- overriding concern was what's coming off of Council's plate and some things made more sense than others, so I sent over a list to her of questions and I don't know if those things got covered or not and just to see if -- if what I was finding was correct and -- Nary: So, Mr. Mayor, Members of the Council, I could probably -- Borton: -- go through that list. Nary: Yeah. So, I could probably add to that, Joe. So, the majority of the questions that Joe asked are related to questions that you have all had in the past related to financial considerations. Like there is a policy that allows for vacation, but the amount of vacation is listed in the procedure. There is a policy that allows for vacation rollover and the amount is in the procedure and as we have told Councilman Borton and told you previously, again, all of those financial considerations have to be funded, so they can't change without funding. We can't just simply give people a hundred hours of vacation every month, we can't simply just let people roll over a thousand hours of vacation or sick leave, because there is no funding to pay for any of it without your approval. So, the reason it's separated is because, again, the policy that we -- that we have this isn't likely to change as often as what we can afford to do. So, instead of putting in policy like you could use well over X amount of vacation a year, it's in the procedure, because it's based on funding. If the funding is zero, then, the procedure will change to zero. If the funding is increased from what it is currently, then, it will get increased in the procedure. So, it's all driven by the budget. One of the other questions that Council -- again, Council Member Borton, please, stop me if -- if I'm mischaracterizing your question, but that was the gist of some of them was that -- it was based on the financial considerations and, hopefully, that was an adequate answer. The other question was operationally there are certain things that the Mayor can do that the Mayor has the authority to do that policy doesn't really drive that. For example, I think Councilman Borton's question -- let's see. Standards of conduct is one. So, the -- the standard of conduct -- is it in a -- is a policy, but all the conduct that's Page 8 Meridian City Council Work Session Item#1. January 18,2022 Page 6 of 27 -- that's outlined are all procedural. Those are all operational issues on conduct. So, that's -- that's why that's within the purview of the Mayor. Another question that Councilman Borton asked that I don't recall it's in the list, but had -- had been a question that was requested -- was asked was could the Mayor -- and it's never this mayor; right? It's never this fire chief. It's never this mayor. It's never this council. But could a mayor at some point in the future change the game? Close City Hall on Fridays? Fire every employee except for those who can't be fired by -- without Council action? Unfortunately, the answer is yes. The Mayor could. If you had a policy that says the mayor can't do that, can the mayor do it? Yes, because I don't know how you would penalize them for that. So, could bad things happen in bad situations? Yeah, that certainly could. I think there is repercussions everywhere for that and other cities around the state have had situations that I know of from other city attorneys, where they have had elected officials, whether it be council members or mayors, that have gone rogue and have gone very off track and put the city in a negative way for a little while. Again, there is consequences. There is impacts. There is other ways that those kind of things get addressed. Policy isn't going to answer that for you anyway, because, again, if the mayor wanted to ignore the policy and did whatever they wanted to do, they probably could to some degree. State code is pretty broad on authority of mayors and very narrow on authorities of the councils. So, it does tend to look at the code that the mayor has a great deal of authority on a variety of different things that are not specifically lined out or, you know, mapped out on every single nuance that could happen. So, could bad things happen? Yes. Is policy going to save you there? No. So, I don't see the need to address them in policy, because I'm not sure that's really where the answer is anyway. But, anyway, if that answers your question -- because, Councilman Borton, I don't know if that was where you are going, but that was the gist of the questions that I looked at and -- and responded. Borton: Sorry, I'm changing lanes here. It is somewhat -- I mean just a practical function of some of these things being budgetary items, I mean some are, some aren't, and there is often capacity within existing budget. I just don't see realistically some of these things coming to Council pending Council approval. For example, things like vacation days, that's not -- that's not something that's budgetary necessarily and would come to Council if you are going to change or expand vacation days. So, as it's existed some of these things that are in policy historically have required Council to address them and I'm not certain all of them would always come back before Council as -- within a budget, it just doesn't feel like that's what's ultimately happening necessarily. Now, it still may be fine to proceed, we may be comfortable with it, but just didn't think all of these are items that are going to come -- a change that would be tentative pending a budget approval line item. That's all. That was kind of the reason for the concern that it is sort of an eyes wide open that these changes do remove from policy, which officially removes from City Council's purview, a bunch of different components that historically we have always had an eye on, so -- Nary: Council Member Borton and Members of the Council, I mean, again, I agree with you in principle. I mean we think very much alike; right? We live in a world, Councilman Borton and 1, of worst case scenario. What's the worst thing that could happen and is there a way to guard against that and in this situation I mean, again, one, I think there is Page 9 Meridian City Council Work Session Item#1. January 18,2022 Page , of— trust. I mean there is --there definitely is necessity to have trust between elected officials. No doubt between the office of the mayor and office of the city council there has to be some level of trust between both of those for things to function properly. Are things budgetary? You know, in many they are. To some degree they are budgetary. I mean, for example, if the mayor decided tomorrow that instead of accumulating vacation at the rate we currently do it, we are going to increase vacation to every employee a hundred fold. No budgetary implication tomorrow. It is the day somebody leaves and we have got to pay him for it. There is a budget for that. There is no money budgeted to do that. That has to come out of salaries and that's where we come from. There is not enough salaries to make that up. If you had overrun that without the budget -- again, Mr. Lavoie would probably be the better person than myself to answer, but there is a budget for that. All of you know we may have a budget for certain types of things, but you still see a budget request to buy a car, a budget request to buy specific items because of the value of them and because there is not money budgeted for that specifically. So, I think you are still going to see -- because you have lots of eyes on your budget, not just yourselves, you have Mr. Lavoie, you have all of the directors, you have the Mayor, certainly -- again I'm never going to say bad things can't happen. I worked at a place that it did. But there are always people looking at what you are doing, how you are doing it, and who's doing it that I still think there is some level of transparency--whether or not the policy is going to drive it -- again, policy is not law, so the policies themselves are just ways to run the business on a daily basis, operate it in a smooth way, give employees some comfort level that there is some order in how we do things and I don't really foresee that going off the rails and when it does, trust me, someone will say this is wrong and someone is going to say somebody needs to deal with this. So, that's the best answer I can give you. Borton: Mr. Mayor? Simison: Councilman Borton. Borton: I -- I appreciate that explanation. I --just one last question. I would love to hear what other Council Members and you, Mr. Mayor -- your position on -- on all of these changes, but the last question was -- I just don't recall a time that having to come before Council for a change in some of these items that are proposed to become procedures where it's coming before Council and it's got bogged down and either Council didn't understand it or split vote on something and it became a problem that necessitates solving. I didn't -- I don't recall it being cumbersome addressing a policy change to Council. That's the last question I had. Just -- any thoughts on that? Nary: Well, I guess the best answer I can give you, Councilman Borton, is I'm hopeful by the time it gets to you -- all of you it isn't cumbersome. That we have ironed out all the wrinkles so that it isn't problematic. It's the getting there over something -- because the decision point has to be made. For example, if a federal law changed -- like, for example, on harassment policy, we have been following federal law that does not align with our policy, because our policy is out of align with the law. So, we just do it. We follow what the law requires, because we have to and, then, the policy catches up to it. That's not a good practice and we don't do very much. Sometimes we don't have a choice, because Page 10 Meridian City Council Work Session Item#1. January 18,2022 Page 8- — the process of bringing it forward, going through the director team, coming in front of you, going through work session, getting it on for that, if you -- say you missed it and you didn't have a meeting, you didn't have a quorum, you had a 5th Tuesday and, then, you are four weeks past when you needed to have done this and you are just doing it anyway. So, don't -- I agree with you in general by the time it comes to the elected body it's not problematic. It's ironed all that out ahead of time and, again, trying to create a sense of order between what are the rules of the game and how are we going to apply those rules. Borton: Okay. I get it. That's just -- that's what gave me some hesitation as if we were able to adjust procedure promptly to address the nuance needed. We can -- we could adjust policy just the same, quite frankly. If we got to change it we got to change it, be quick and current, so I appreciate the explanation. That was just some of my reservation on it. I might have missed it earlier on I apologize, Mr. Mayor, but I'm going to be quiet and park here and, then, come in, but I would love to hear everyone else's thoughts or questions and yours as well. Bernt: Mr. Mayor? Simison: Councilman Bernt. Bernt: Mr. Mayor, I -- I totally agree that -- that Council shouldn't be involved, you know, really, generally speaking, with the operational policies in the city. You know, I think that it's -- it's always been -- you know, the operations of the city, you know, minus directors I guess you could say, though, it's never been under the purview of City Council, it's always been in the Mayor's office. So I get that. But all other policies we should be involved with and my -- my question is the change between what -- you know, or not necessarily change, but what the difference is between a policy and a procedure. It seems like in this new policy manual -- policy is more of like a statement, you know, like this is what -- you know, this is -- this is -- whatever the policy is, and, then, the nuts and bolts of that policy is now what's called the procedures and, technically, from what I have heard and learned, procedures aren't under the purview of City Council anymore. It's totally under the Mayor's preview and that's ultimately what I have a concern with. I -- and so I guess which leads me to my next question -- will Council have influence over nonoperational policies and procedures as well or are we only going to be involved with the statement -- the blanket like mission statement, I guess, of what the -- the policy is versus what the policy is all about and -- and I -- and I don't know if that's necessarily what has taken place before. Nary: So, Council Member Bernt and Members of the Council and Mr. Mayor, so, again, I think -- I'm trying to think of a time that, again, anything that didn't have any financial impact of any kind didn't come back to this body for some reason and the ones I can give you the best example -- so, the travel policy. Policy basically says we need to travel for work purposes periodically and we will do it at the least expensive route to the public and make sure that the public is basically given their fair treatment of their dollars. Bernt: Right. Page 11 Meridian City Council Work Session Item#1. January 18,2022 Page 9 of— Nary: Makes sense. But how people travel, when we travel, there is so many different nuances to travel today is a great example that we tried to handle a lot of those in policy that does conflict with the procedure -- because the procedure -- or the policy never contemplated that and everything which we did differently all the way to procedure, whether it was early check ins, late check ins, stay an extra day, don't stay an extra day, which is cheaper to fly, which hotel -- all of those things are procedurally related, because somebody has to make these reservations and carry them out. To proceed the policy of saying we allow people to travel for business on the city's dime, that didn't change. Nothing about that changed. It was how we did it, because things changed. So, that's kind of where the conversation started is there is a lot of things that are very suddenly changed in the procedure of how we do it -- the rule of doing it doesn't change at all and clearly that's not there. But do we stop and not do any of these things until we get through this process -- which sometimes can take three, four, or five weeks and just keep doing it wrong or differently or poorly when it's all just procedure. It's pieces of paper. It's fill out this document and not that one. Send this one to Finance, not that one. Bring receipts. Don't bring receipts. I mean a lot of that stuff felt like procedural things that, really, the Council is not really that overly concerned or engaged with on whether or not we file a receipt or not, but Finance does. They care. So, those are the things that drove the discussion on should we separate these out. So, clearly, the Council is always going to review the policies and anything to do with financial costs to the city is always going to get the Council's feedback, because there is a funding mechanism that's necessary to make that happen and whether it's in the front end or the back end it doesn't matter, again, our checkbook is open to the public. So, that was the intent, Council Member Bernt, honestly. That's all it was. Bernt: Right. And I don't know if this is necessary -- Mr. Mayor? Simison: Councilman Bernt. Bernt: And, honestly, though, I don't know if this is necessarily -- I don't know if this necessarily has anything to do with the trust per se and, you know, I trust the Mayor, I trust you, you know, I trust Crystal, whatever. But this is -- you know, we have -- we have great administration in our city right now, but that --what happens in the future when, you know, we have a mayor after Mayor Simison and that mayor is like, no, going forward, you know, you guys deal with the policy, we are dealing with the procedures, therefore, you guys won't have any input on what that looks like and so my decision not necessarily has to do with what it looks like in today's climate at City Hall, because I think we are doing a good job, generally speaking, what that looks like in future councils and future mayors and future administrate -- you know, the administration. So, that's -- that's what -- that's what I have concerns with. I feel like there has been some changes that are taking our influence away in what we had -- and what are -- what we once had purview over and we don't need anymore and I know that if I had a question for Mr. Mayor, I know that he would allow us to deliberate and he would take time to discuss -- I'm -- it has nothing to do with you, has just -- you know, it's just -- it's just that you say, you know, you have to trust us and, you know, what -- in my role that -- you know, that's like red flags, you know. That -- that brings up a red flag, you know, and so not that it -- not that I don't Page 12 Meridian City Council Work Session Item#1. January 18,2022 Page 10 of 27 trust you, it's just that going forward I want to make sure that the rules are very clear and I'm not sure if I like where the rules are in this policy manual. Nary: So, Mr. Mayor, Members of the Council, Council Member Bernt, I guess my answer to that is the one biggest control the Council always has is what's on your agenda. Your agenda -- or what you want to talk about as a Council is always within your control. The Mayor has to set it -- Bernt: Right. Nary: -- with the Council President, but if four of you make an motion -- if one of you makes a motion and it gets seconded and four of you vote to add an item to talk about this policy that you don't like how it's being carried out and you want to know what it's about and your answer that you get back from the Mayor is none of your business, see you later, I think you would have a problem. Bernt: Yeah. Nary: Well, then, keep talking about it every week until we get to the bottom of that problem. Bernt: Right. Nary: So, I think you definitely still have a level of control, because you control this conversation. The other thing is we have to have trust, because the reality is if I'm not carrying out the policy correctly or Crystal or anybody, you can fire me, because you can. Bernt: True. Nary: So, you have great authority over where we spend our money, what we say the rules of the game are, what those rules are and I believe you are going to always have input on what those rules are and how they are getting carried out. There are things that, again, probably aren't of any great interest to you. Bernt: True. Nary: Juneteenth is a great example; right? Did we have to get a full holiday for Juneteenth last year? No. We knew, no, we didn't have to. The Mayor chose to, but he spoke to you about it to know that was the right decision point to do that and there are impacts to how our leave is carried out, our services are carried out, the risk-cost to that and we need to, then, put that into a motion for the future. So, again, I don't foresee it. And as I stated earlier and I know it doesn't sound great, but policy is policy and literally it's a piece of paper. If the Mayor chooses to ignore it, I'm not sure what other ways -- you can't get courts to come and support you, unless the law gives you that support. Cavener: Mr. Mayor? Page 13 Meridian City Council Work Session Item#1. January 18,2022 Page 11 of 27 Simison: Councilman Cavener. Cavener: I'm in somewhat of agreement with Council Member Bernt's comments, I guess. I don't know if Council Member Bernt thought about this. What -- what the solution is; right? Because I -- I hear what you are saying, I just -- I'm not -- sorry, Mr. Mayor? Sorry. Simison: I want to propose a solution -- Cavener: Oh. Simison: -- because I have made this comment to a few others and -- identify the policies that you have a challenge with that you think are important to not change. Tell Legal. We will pull them out and we will move everything else forward. If -- but you have to tell us which ones you have problems with. You know, if they exist. This is a process that started three and a half to four years ago. I said let's finish it -- either get it done or throw it out, so that we are no longer on Crystal and Bill's plate to make this happen. So, I'm -- I believe in the things that are out there that are being proposed, but if Council has issues with some, tell us which ones they are, pull them out and if we only can move half of them forward, then we will move half of them forward. If there is four that matter to Council, identify those four. What -- what are they? If it's a global perspective -- again, Todd, tomorrow everyone is going to get full time administrative time off for the rest of the year. Do I got that permission? Is that okay under the policy? Exactly. And just to Bill's point. Cavener: Sure. Simison: I can do that under the policy. Would I? No. So -- and I'm glad Councilman Bernt said one thing. He actually said future councils as well. You know, that -- they can be the problem in the future on these issues, especially when it comes down to, nah, we want to change how you post on Facebook. Again, assuming they going to follow what council says about how we post on Facebook? I don't know, what are the repercussions of that, versus somebody else? So, there is definitely things in these policies which really aren't necessarily, in my opinion, should -- to Council's purview be oversight about how we go through the process of establishing who has a Facebook page and who doesn't and -- I think we all can agree there is elements of this that deserve to be separated. But at the end of the day you guys tell us which ones you got a challenge with, pull them off, and we will leave as is from my perspective. But I think that -- I don't see the general overarching issues from my perspective about, yes, this is what a policy is. A policy is a statement on what we believe or state. Everything else is how we go about handling and doing our business. Cavener: Mr. Mayor? Simison: Councilman Cavener. Cavener: Just for clarification, that's kind of where my initial question started from is that at any point in time if any member of Council has a question or concern about a particular Page 14 Meridian City Council Work Session Item#1. January 18,2022 Page 12 of 27 policy or the way it's written we can bring that up at that next week City Council meeting; right? I mean this is not an exercise that is going to be revisited five years from now, it's liquid that if any member of Council wants to dive into it they have the ability to do so; correct? Simison: I don't know what that means in the context you are -- you are discussing, but -- Cavener: I guess, Mr. Mayor, just for clarification, kind of to your point saying, if Council has got issues with a particular policy that we can pull it out today, but if -- if something changes or a policy is brought to light that maybe a Council Member is uncomfortable with, they could bring that up for revision or discussion at a Council meeting whenever they want. Simison: To work it through the Council President -- I mean, yes, absolutely. Cavener: Okay. Thanks. Hoaglun: Mr. Mayor? Simison: Councilman Hoaglun. Hoaglun: Just to weigh in, you know, oftentimes where I see the conflict is interpretation of the policy. A lot of times the policy is set and, then, there is interpretation to take care of vacation example and, you know, board says, hey, this is the policy, this is what you can do -- you know, what -- what we intended to do and, then, it's interpreted a certain way and it goes beyond and, then, the board -- or in this case the Council would come back and say, well, wait a minute, we need to refine that if that's what you think, but -- and I don't think that's -- that's -- that's a conflict. The other is sometimes you create a policy and under the procedures portion sometimes organizations will take the procedures and can modify policy based on how they do the procedures. So, there is a conflict there. So, I think -- and those aren't issues you can put into the policies and procedures right now and say, okay, everything is going to work. It depends on the individuals interpreting it or what they want to achieve. So, then, we just have to pay attention and, then, maybe that's some of the issues. How do we know what procedures are moving forward? Even though we set the policy. Procedures -- Bill, you have defined it I think accurately. Is that something we need to pay attention to as the procedures as they are enacted and, if so, how do -- how do we do that? It's not necessarily the policies, but how do we make sure the procedures follow the policies that --that we enacted and they are implemented in the way we intended? Simison: It sounds like the Idaho legislature administrative rules review. If that's the direction you are recommending -- Hoaglun: No, Mr. Mayor. Page 15 Meridian City Council Work Session Item#1. January 18,2022 Page 13 of 27 Simison: -- I would say leave the policy and procedure as is and don't bother. Borton: Mr. Mayor? Simison: Councilman Borton. Borton: To that point, though, that's for better or for worse, one of the distinctions that what would -- what would change in the future with procedure never would come to Council; right? That process would always be internal. We would never see how the procedure is modified. Nary: Generally -- generally, no. Could it be brought? Absolutely. It could always be wrought. If -- if -- my experience has been if a procedure is changed to the detriment of someone someone will tell you, because that tends to happen. So, I don't foresee that without it being daylighted somewhere, because, again, I have great confidence that -- between the Mayor and the directors that you are not going to have a concern. If you would prefer that at least when procedures get changed you can at least see them. I'm fine with that. I have no issue with that. But, again, many times it's going to be file this piece of paper, not that piece of paper. You are probably not going to get that worked up about it. Simison: For perspective of -- policies and procedures would be on HR's website. Everybody would still have access to them at all times. We could still do our affirmative response. Everyone's required to read them every year, including Council, and -- and have people weigh in on those issues when they come up or are challenges -- Borton: Right. Simison: -- and I --you know, I get where Council is coming from. I truly do. I understand the giving up -- whether real or perceived -- influence on issues of significance. How many of these are really significant in your view? How many of you have reviewed the policies and procedures over the last ten years to determine whether or not a department is following those policies or procedures and brought them up? I only ask -- you know, I don't need you all to answer that question. I'm just trying to put it in perspective for realism and applicability and where you want to invest your time and energy and resources. Borton: Mr. Mayor? Simison: Councilman Borton. Strader: Mr. Mayor? Borton: Oh. Simison: Council Woman Strader. Page 16 Meridian City Council Work Session Item#1. January 18,2022 Page 14 of 27 Strader: (Unintelligible). Simison: Whatever you said. Strader: I said (unintelligible). Hoaglun: What did she say? Perreault: She said she thinks we should run everything through the City Council agenda. Strader: The Consent Agenda. Simison: The Consent Agenda. Strader: (Unintelligible). Nary: So, I guess, Council Member Strader, does that mean your preference is to leave it the way it is? Because that's what happens now. Everything comes through and so whether or not it's a consent item or a discussion item really doesn't make any difference. That's the way it currently is. And as the Mayor said, if there is specific ones you guys have concern with, let's just iron those out. Let's just take them out and we will take the procedures -- if -- I will just pick a random one. Sick leave benefits. If that's concerning to many of you, all of you, most of you, whatever, and you would prefer the sick leave benefit policy include the statement of what exactly sick leave is and how much you get and what you get to do with it, well, we will put it in the policy and move on with life. That's fine. I mean -- but if the vacation -- or the travel policy -- and you don't want to care which piece of paper we file, leave what we have proposed. I mean it's not that -- it doesn't have to be very complicated, but if you have concerns -- and, like I said, Council Member Borton raised probably six to eight -- they all have a little bit of sprinkling of financial considerations in them. If every -- six, eight of them you want those in -- all in policy, fine, we will do it, that's no big deal. Simison: Or no -- or put in there -- no -- no procedure may be changed on this policy without review by City Council. Nary: Yeah. Simison: You know, if those are the ones that, you know, you want to see and we can identify those. But I'm -- I hope you understand I'm -- it's not this way or the highway, I just want this project done one way or the other. That's -- that's -- that's where I am. And I think that this is the best way to get us there long term, but -- Perreault: Mr. Mayor? Simison: Council Woman Perreault. Page 17 Meridian City Council Work Session Item#1. January 18,2022 Page 15 of 27 Perreault: Since I was HR liaison last year I did read through every single line of the new proposed changes and, obviously, doing this for the first time I asked Crystal a lot of questions about the context that I should have. What -- what eyes am I supposed to be using as I'm reviewing this and I -- I didn't notice -- all -- I paid attention to what was lined out, as much as what was added, and I didn't -- I didn't feel like there was a lot that was being taken out of the -- you know, there wasn't -- it didn't -- I didn't get the impression there was a lot being removed from the existing policies, although I understand Council -- Councilman Bernt's point about it -- that seems like these are just statements that are being made and we don't have a lot of meat to the policies. But I didn't notice significant changes being removed from the policies. I noticed it was -- it seemed like it was -- it was summarizing things a little bit better. Maybe trying to make some more concise wording. What was missing for me was -- what I didn't know was in changing this policy and -- and how its worded and -- and what it's intending to address, where did that -- where did that, then, change the procedure and what's going to be the cascading effect for the procedure in how this policy has changed? That wasn't provided to us and it's possible it wasn't provided because we don't know yet exactly how about -- the -- how behavior will change based on the policies being more of statements and summaries. So, one of -- you know, if-- if it's -- for me to answer this question I feel like I would need to get more familiar with the procedures and I'm happy to do that if that would be helpful to make this decision, but I didn't get the impression reading through line by line that the policies were so significantly changing that it would take away something from City Council. The -- the policies that -- where I thought that might happen I had discussions with Crystal about those, sent her long lists of questions and felt like my answers were, you know, mostly -- you know, that they were mostly answered. So, this is a really good conversation for me to hear what fellow Council is sharing, having -- especially those having more experience on what -- as I'm looking through all of these policy changes I need a bigger context of what it is I'm supposed to be seeing, what it is I could possibly be missing. Hoaglun: Mr. Mayor? Simison: Councilman Hoaglun. Hoaglun: As you can see we are a little all over the map on this. I know you want to get this done, but I think if -- if we could defer this, have Council do further research, have conversations and see what we need to -- need to do to -- to move this forward. I mean we need to resolve it. So, I don't know if it takes a week or two weeks, but kick this can down the road and make sure we -- we can come to agreement not keep going around in circles I think, so -- Nary: Certainly fine by us. I would ask you in the interim to take a look at the preamble. I rewrote the preamble. Hopefully, that's some of what your concerns are because of the -- because of these concerns and you had expressed them before and I tried to create that in the book to make sure that it was clear to people how you apply this and who needs to see it and when and why. So, I tried to capture that. Certainly, again, I'm not going to say I'm the wordsmith of the world, so it's certainly a way to address it, but we are -- I mean we are not in a hurry to get it wrong. We would like to get it the way you Page 18 Meridian City Council Work Session Item#1. January 18,2022 Page 16 of— would feel the most comfortable with it and, again, we had it in place for 20 years without really looking at the structure. We just kept changing it over and over and every time we change it we said this kind of procedure. This is the policy. The policy is the same, it's just how we do it. So, that was kind of what drove the conversation. But if we need a couple of weeks and come back that's perfectly fine. Simison: If I could just add one thing -- and try to put this all back in context here. We -- historically we have asked all of our employees to read this and under -- read and attest to the information in this document. Now, the patrol officer who is never going to travel, do they need to understand our travel policy? Not until they need to travel. But do we need -- do we expect them -- so, I think they are just like looking at this from the -- we want people to understand the big picture. Oh, yeah, I remember there is a policy on that and if they need to go further they will learn and read it. So, this is almost separating out the bigger items from the little items and, then, when you need the little items you go find the little items that are relevant, because it's not -- well, it's for the entire city. Not everything in here is applicable to everybody in the city and how it is what they are expected to know in a lot of ways. So, there is a lot of -- there is value if we expect our employees or our City Council Members or Mayor to know what's in these documents to make it clear what's important for people to know about. So, I would ask each of our City Council Members -- we can continue this over two weeks. Please get together with Crystal and Bill and identify how you want to move forward or not. If there are certain ones that you don't want to see changed, if there is an overarching statement in the preamble that captures -- if you just want to leave it as is, so they can make a direction based on those conversations with you all on what they think is -- I would normally make the Council President -- get you all into alignment, but I think that you are going to need -- are going to need you to help figure that out. So, push that out over the next two weeks. If you don't have any issues, send them a note that says I have no issues, I'm fine with whatever Council -- the rest of Council decides on this topic. Nary: Thank you. Simison: Okay. Thank you. Borton: Mr. Mayor? Simison: Councilman Borton. Borton: As we close the loop on that, the questions -- there is -- there is just a lot of this that's separated that makes great sense and the reasoning that Bill and Crystal have discussed and we have talked about it a little bit as well, it all makes sense. So, there is -- there may be some -- certainly I'm going to have a few that I think should remain in policy and I will bring those in a couple weeks, send it out to the group or through Crystal to the group, but it doesn't mean that the remainder of the work wasn't of great value and so -- we are on the two yard line here. Maybe a couple of weeks to allow us -- so, I -- the Mayor, your suggestion of doing it that way is appreciated. Page 19 Meridian City Council Work Session Item#1. January 18,2022 Page 17 of 27 20. Parks and Recreation Department: Lakeview Golf Course 2022 Pricing Discussion Simison: Okay. All right. Thank you very much. With that we will move on to Item 20 with the Parks and Recreation Department Lakeview Golf Course 2020 pricing discussion. Siddoway: Thank you, Mr. Mayor, Members of the Council. Chris is -- while Chris is bringing up the presentation I will just make a quick overview. First of all, I'm here to discuss the Lakeview Golf Course fees. But we are -- I'm not asking you for approval of any of those fees tonight. What I am asking for is your feedback on which version of the fees to publish for a public hearing. So, there is still a public hearing and future approval yet to come. We would just like to have some direction on what to publish for -- for that public hearing. Well, let's see, it's been about 14 months now since we took over operations of the -- the golf course and as you know we have been making a lot of progress on the deferred maintenance. We have also had -- thanks to Kemper and their diligent efforts been able to make great strides in increasing the customer satisfaction out there as evidenced by the results of their continuous surveys, but one of the things that we have seen -- and it won't come to any surprise to anyone -- is that there is a lot of inflationary pressures out there with costs of both goods and services and labor going up. We are still at the same fees that we were in 2019 and if we expect to come closer to our goal of recovering all of the operational costs, then, we need to follow suit and increase fees in accordance with what we are seeing with inflationary pressures out there. What I have up here for you right now is, first of all, just kind of an exciting number, that 38,739, that's a -- if you don't know that's a big number. That's a big number for the -- for the course. I think they added to that in December since this was prepared, but it's -- it's been a good year. There has also been a lot of cost. The -- the list over on the left is -- kind of summarizes for you a lot of the deferred maintenance that we have been incurring costs on this year. You can see if you look at the spreadsheet, if you just look at that third column at the bottom of 76,711, that's really the rolling 12 month deficit that we are at in the --the operations side of the golf course currently. So, there are two options to propose to you tonight for additional future discussion. The first is to just take the existing past structure and basically increase those costs by six percent. You can see this -- this is that list of passes. There is -- and you can see the 2021 column for what the price has been this past year where we are proposing that they be increased to this year and this will just keep the same pass structure that we have today. We do have --you know, some experts is what I want to call them in -- in -- in Kemper and Ryan, who is out there, and we have been doing some pretty diligent analysis of where we sit in the market and how fee structures work across the valley and they have been looking at what they think would be beneficial to our-- their -- our customers and have proposed a slate of changes that adds some additional pass types. So, basically, in -- the main change is that -- if you take that single unlimited or couple unlimited and family unlimited and, then, you add these restricted ones -- restricted just means Monday through Friday. So, your -- your pass is good on weekdays, not weekends. You can see that the price for the restricted is actually less in 2022 than the current unlimited one is in 2021. So, that could be a benefit. You know, someone pay less next year. But this would be the proposed slate. They have Page 20 Meridian City Council Work Session Item#1. January 18,2022 Page 18 of 27 also had a lot of interest in senior and military passes. So, those have NA's in the 2021 , but a proposed number for 2022 and, yeah, I think -- can't think of anything else to say about that one right there. The proposed change to green fees is the same in either option, one or two. Okay? So, basically, it's a six percent across-the-board increase for green fees with this -- with the -- the seniors being the exception to that. Those have a smaller increase. Just to lower the impact on our seniors that are out there. So, again, we have these two proposals. One, keeping the existing pass types. The second one proposing some new pass types. I think the logical question is would we expect similar results in the revenue side? The answer to that is yes. The -- the wildcard that we don't know is how many will choose the restricted versus the unlimited passes and until we go through that for a year we won't really know. But, in general, we anticipate similar outcomes either way. With that I'm going to stand for questions. Simison: Thank you, Steve. Council, questions for Steve? Perreault: Mr. Mayor? Simison: Council Woman Perreault. Perreault: Thank you, Steve. Can you speak to -- on option number two, why the single and couple unlimited passes would increase to 20 and 21 percent, instead of six percent? It seems to me like the intention of this would be to move people away from those unlimited passes and try to get more people to use the restricted passes. Is this an actual -- like is -- is the -- the 20 percent increase on the unlimited in option two, is there some financial reason that -- is there costs that need to be made up because of the change in structure or is it to sort of encourage people to use the restricted pass or -- Siddoway: Yeah. In rough numbers, if you take the 20 percent increase on the unlimited and the decrease to the restricted, it evens out to be a six percent increase. So, it's similar as an overall and Ryan, Mike, are both online, if I misstate any of this feel free to raise your hand and correct any of this, but it's meant to keep it in the same ballpark as an overall, but to offer that restricted pass and -- and move some people to that to free up weekend times for those that it works for. Perreault: Mr. Mayor, follow-up question. Simison: Council Woman Perreault. Perreault: My understanding is that we have a lot of season pass holders. Is that -- is that the case? And do we think this would negatively affect playership by having such a significant increase on the unlimited passes? We do have a significant number of season passes. I don't have the number of passes sold, so, Ryan, if you have that and want to jump in. I do have the total number of rounds played by the different, you know, pass holders versus rack rate players, et cetera. Basically about 26 percent of the rounds played were played by passholders this last year, if that helps for context. I think they are trying to structure in a way that will be beneficial to the -- many of the passholders, Page 21 Meridian City Council Work Session Item#1. January 18,2022 Page 19 of 27 especially if they prefer that weekday option. I think many of the Mens and Womens Association players that do have tournaments that play on weekends would necessarily opt for the -- the one that includes weekends. Simison: And just for the -- for the note, because I do see our CFO in the background, these are not cost recovery dollar suggestions that are here that have been worked with our Finance Department to come up with what the fee can or should be now or in the future to hit that. These are based on current pricing guestimations, so that -- I mean that's all I got to give -- I mean splitting the thing in half and assuming half are going to go one way and half are going to go the other way and you are going to get the same revenue mark is a guestimation. Who knows. We may go all one way and see a great reduction in revenue and have that--a lot more people play on Saturdays and make up that revenue or we go the opposite and rake in the extra cash through this -- through the sales through that process. So, we don't know what the impacts of this would be. The main point was trying to recover something with the six percent. The other is really a decision if we want to try to offer other types of passes to see what type of response we get. Not a cost recovery basis model though. Just so that's clear. Cavener: Mr. Mayor? Simison: Councilman Cavener. Cavener: I appreciate you kind of leading with that, because that's at least where my question is is what -- is the six percent, then, just designed to get us kind of competitive with the other courses that are similar in this market? I know you put the kind of the market comparison in the packet. That's -- that's really the intent behind this,just to make sure that we are priced competitively with other courses? Siddoway: It's a combination of pricing competitively and looking at inflation. I think true inflation combined over those couple of years is closer to eight percent. So, it's probably not even a full inflationary adjustment, but we are trying to take -- take it on a bite at a time. Cavener: Mr. Mayor? Simison: Especially as we come into having some course reductions as we do -- Siddoway: As we go into irrigation season, with construction and things to come. Simison: Councilman Cavener. Cavener: Thank you, Mr. Mayor. Steve, can you just give us a little flavor of kind of where the -- the concept for like the -- I kind of call them class subscriptions. So, the senior, military, why that's being proposed and recommended. Page 22 Meridian City Council Work Session Item#1. January 18,2022 Page 20 of 27 Siddoway: I think it's interest from people contacting the course. Ryan, if you are online and want to take that question I will push that on to you. Roberts: Yeah. Can you hear me? Simison: Yes, we can. Roberts: Yeah. It's, again, to be competitive. It's what, you know, other courses are doing. We get a lot of requests and so this -- this whole structure is just based on to -- to, one, give people more options. There is a lot of people that don't want to play on the weekend, so that saves them a little bit of money by doing the restricted. There is people that-- and, then, also just honor the senior and military as well. So, just give people more choices and just to be competitive in the market and this puts us, you know, right in the middle. Cavener: So -- Mr. Mayor. Steve, I don't know if you are looking for feedback now, later, kind of when and how you want that provided. Siddoway: We are looking for feedback -- specifically tonight we need feedback on which version to -- to publish for public hearing. But we will take any and all feedback you have got. Cavener: Mr. Mayor? Simison: Councilman Cavener. Cavener: I think it's a slippery slope when you start providing kind of class-based memberships. Clearly some seniors are on a more fixed income. I think we always want to appreciate and honor our military men and women. But you open that door for, well, what else? I'm sure our emergency responders, police and firefighters, would like to see a -- a break. Teachers do a great job. I'm sure they would like to see -- I just -- I see start -- if we are -- if we respond to every request we are going to have all sorts of potentials for tier memberships. I think a single couple unlimited versus restricted, that seems to make sense. I get just a little more hesitant when we start opening the doors for other -- other groups. So, that's -- I know you have kind of given us two options and I have kind of created my own -- Siddoway: Which is -- understanding yours, it is, basically, number two without this senior- military and senior-couple. Just single, couple, family, restricted, unlimited. Cavener: Couple. Family. Yeah. Restricted. Unrestricted. Siddoway: And, then, I assume the half price junior and private -- Cavener: Yeah. Page 23 Meridian City Council Work Session Item#1. January 18,2022 Page 21 of 27 Siddoway: -- cart pass would stay as well, because those are current ones. Cavener: Yeah. Perreault: Mr. Mayor? Simison: Council Woman Perreault. Perreault: Given that there are other courses that have the same structure I'm not opposed to -- to option number two, except that I don't -- I don't love the 20 percent increase on the unlimited passes in -- in one year. Is -- is Parks considering doing increases on an annual basis depending on what the market is allowing for? If not, maybe we consider increasing it a little more incrementally on those unlimited passes over the two years time, instead of one year -- one year's time and, then, that will also give us -- you know, kind of figure out -- I mean I understand that you want people to -- you know, if you only make a 150 dollar difference between the restricted and the unlimited, like why wouldn't you just buy the unlimited. So, you have to kind of set it up so that there is a point; right? But I -- I just -- I'm not a fan of the 20 percent increase in one year on those unlimited passes. So, I don't know if there is a way that we could modify that to be a lower amount. Otherwise, the categories on option number two I think are great separations. It looks like there are other courses that have moved that direction, too, so -- Siddoway: I think at the end of the day I just need a motion and some agreement from the majority and we will publish whatever Council desires. Borton: Mr. Mayor? Simison: Councilman Borton. Borton: To that point, I -- I would recommend we publish option two as presented, understanding that that public hearing gives us a chance to get some feedback or not from -- whether it's a senior, military community, allows them to participate and we may, then, decide to shave that off or not. But option two came from the recommendation from the folks running the course. I like it. My initial reaction was I like it. I think it pays homage to the -- a lot of the senior community that, frankly, lives around it and funded the pavers and has given money to do cart paths and plant trees 20 years ago and so I like that it's considered as a little carve out. But for the public hearing I think option two as presented is a great starting point and we will see what we hear from the community. Bernt: Mr. Mayor? Simison: Councilman Bernt. Bernt: I agree. Page 24 Meridian City Council Work Session Item#1. January 18,2022 Page 22 of 27 Hoaglun: Mr. Mayor? Simison: Councilman Hoaglun. Hoaglun: Yeah. Looking at it when you compare it to -- thank you for doing that spreadsheet, by the way. It sure made it a lot easier, Councilman Borton, for bringing that up, because a lot of that comparison -- and that's where a lot of these folks go that are breaking that out further and I think we should as well and go with that option two and give that to -- to people. People want choices and we are going to give it to them and we want them to come to our golf course and utilize it, so I think that's a good approach. Simison: That's three. Do I have one more who wants to publish option two? Cavener: I can support publishing option two. Simison: Council Woman Strader, was that a yes from you as well? Strader: Yes. Simison: Okay. So, you have your direction, Steve. You are good on how to move forward in the conversation. Siddoway: We will publish option two and be back for a public hearing. EXECUTIVE SESSION per Idaho Code 74-206(1)(d) To consider records that are exempt from disclosure as provided in Chapter 1, Title 74, Idaho Code. Simison: Okay. Thank you. Council, we do have one more item on the agenda. My understanding is that individual can come back at 6:00, if we would like to do Executive Session now with the staff that's here to make sure we get through that. Siddoway: If that's possible that would be my request. Simison: Okay. Councilman Hoaglun. Hoaglun: Mr. Mayor, I move that we go into Executive Session per Idaho Code 74- 206(1)(d). Borton: Second. Simison: I have a motion and a second to go into Executive Session. Is there any discussion? If not, Clerk will call the roll. Roll call: Borton, yea; Cavener, yea; Bernt, yea; Perreault, yea; Hoaglun, yea; Strader, yea. Page 25 Meridian City Council Work Session Item#1. January 18,2022 Page 23 of 27 Simison: All ayes. Motion carries and we will move into Executive Session. MOTION CARRIED: ALLAYES. EXECUTIVE SESSION: (5:31 p.m. to 6:00 p.m.) Simison: Council, do I have a motion to come out of Executive Session? Hoaglun: Move to come out of Executive Session. Borton: Second. Simison: I have a motion and a second to come out of Executive Session. All in favor signify by saying aye. Opposed nay? The ayes have it and we are out of Executive Session. MOTION CARRIED: ALL AYES. 21. Parks and Recreation Department: Master Plan Update Cost Recovery Overview Simison: Continuing with our--with our 4:30 agenda we have one more item to do before we get to our 6:00 o'clock meeting. So, we are going to move into Item 21, which is the Parks and Recreation Department master plan update on cost recovery overview and I'm going to turn this over to Ms. Jackson from GreenPlay. Jackson: Good evening, Mayor and Council. It's a pleasure to be here with you this evening. I'm just going to take a moment here to share my screen. First time didn't work. I'm going to give it a second go. Okay. I believe you should be seeing it now. Simison: Yes, we see it. Jackson: Wonderful. Well, hello. My name is Teresa Jackson and I'm with a firm called BerryDunn, formerly GreenPlay, and we were selected to manage your Parks and Recreation master plan, as well as a cost recovery study and so this evening Steve asked me to join him in providing a brief high level overview as to what will be involved in our cost recovery study. Excuse me. So, our approach to cost recovery is very philosophical and so we use what we term the pyramid methodology to facilitate the process and the conversation with both staff and the public. The pyramid methodology was adopted over 20 years ago and it's a management tool that has been used by agencies from coast to coast. It is, essentially, a benefits continuum. It's a way to take a look at your programs and consider the benefit that they provide your tax paying community and so as we look at those programs and services, we look at them and say does it have a high and mostly community benefit or does an individual benefit come into play? So, the foundation of the pyramid is really your core programs, things such as your parks, your trails, maybe your community events and as you move up the pyramid the programs and services that live Page 26 Meridian City Council Work Session Item#1. January 18,2022 Page 24 of 27 there typically start to introduce this individual benefit. Many programs will have what we term a balanced benefit that we have in the middle -- it's a little bit of both. It's a benefit to the community to have youth sports, but there is also an individual benefit to the youth who are exposed to those sports. But when you get up to the top of the pyramid those programs are typically things like a private swimming lesson, private tennis lesson, and maybe some concessions. So, this is the framework that we will use as we work through the process and we will take a look at all the programs and services that you provide and we will develop categories of service. So, it's just really a grouping of like things. So, both the staff, as well as the public, can weigh in on that benefit of the service to the taxpaying community. So, again, this philosophy really looks at who is benefiting. It understands the basic level of service are your core programs should be free to the public or heavily supported by tax dollars. It also recognizes that fees are necessary and responsible to have a robust park connect portfolio programs -- excuse me -- fees come into play in order for those programs to be available. It also recognizes that the greatest -- the greater the individual benefit the higher the cost recovery should be. So, again, this is just another view of that same concept, really reiterating that community benefit equals tax dollars. Individual benefit is where fees come into place and the greater the individual benefit the higher the cost recovery and so that will be the premise of the study. So, this next slide here -- I just want to briefly give you a high level overview of the process so you could have a sense of the various steps your team will be taking over the next few months. So, just today we had the strategic kickoff with the project team and so that meeting is really to allow me to get a better understanding of the conditions there and to provide an orientation. Next month I will be sitting down with the programming staff and we will be doing a similar orientation, but really making sure they have a clear understanding of this methodology, as well as the process. One thing we really like to establish early on is that buy in and we will bring as many staff as we can into the fold. So, ultimately, when the study is delivered and recommendations are put into place staff will have that buy in to carry them forward. Once we have finished with the orientation that's where we start developing those categories of service and that is all to gear up for what we term workshop two and workshop two is where we have both the staff and the public evaluate those programs and services and place them onto the pyramid and, ultimately, we will be reconciling what we heard from staff, as well as what we heard from the public in order to finalize a pyramid and during this workshop two we really do invite all of you to participate. It's a great opportunity to get some perspective on how the public feels about different programs and services and to also chime in on your own feelings on those programs. We have -- during the workshop we put together small working groups, so that people can really sit and discuss those programs and services, since everybody is coming to the table with different background, different perspective, and we are really looking to build consensus through this process. So, as we come out of workshop two, that's where the really heavy lifting begins in that in order to make recommendations for what future cost recovery should look like we really have to understand what your current cost recovery is. So, at this stage we are taking a deep dive into the revenues associated with each service and we are also taking a look at all the current expenses and allocating them appropriately to all those programs and services and once we understand current cost recovery that's where we will sit down with your project team and we will start to develop goals for the future and each tier level of the pyramid will ultimately have a cost recovery Page 27 Meridian City Council Work Session Item#1. January 18,2022 Page——— goal. That's a range. After those ranges are identified that's where we really have a good understanding of any key issues that have come up along the way or recommendations as it relates to how you make those cost recovery goals. Are their incremental changes that can be made or is there going to be more of a long term approach where over the next five years you are implementing a three percent fee increase in order to get to a cost recovery goal. So, once we know where you are at, where those goals are, we will sit with your team and establish recommendations that are feasible for your community. So, in closing, just a brief overview, again, of when all of these steps will be taking place. Currently January and February is all about orientation and for me to understand current policies and conditions there. As we get into April we will be further engaging the staff, as well as bringing the public into the fold to chime in and, then, as we get into May that is the point where we should know your current cost recovery and be setting those goals in order to deliver the recommendations and study for you in late spring, early summer. And with that I would really like to just open up to any questions you might have about the process. Simison: Thank you, Teresa. Council, any questions? Cavener: Mr. Mayor? Simison: Councilman Cavener. Cavener: Teresa, just a couple of quick questions for you. Who ultimately determines kind of where something would rank on that pyramid? Is that the -- the kind of focus groups that you are forming? Is that something that GreenPlay makes a recommendation on? Is it staff? How is that part determined? Jackson: Yeah. So, it's a collaboration of staff and the public. So, staff is very familiar with programs and so they will often put them on a pyramid, because they are looking at it through the lens of a programmer versus the lens of the taxpaying community and what they think benefits the community and so we keep the results of each workshop separate, but, then, we ultimately reconcile the pyramid. So, we identify categories where we had mismatches. We look at what those mismatches were. We are looking at how the small group -- public groups scored things from the perspective of using range, mode, and means. So, we have got some data to work with. But we also have what we heard through those meetings and so quite often where we will be in a situation where we have, you know, five to eight categories that are a mismatch between staff and public that we work through and sometimes the public doesn't fully understand all the intricacies of the program and so project teams will lean towards what they heard from staff, but in other scenarios they -- the staff and project team they learn so much from the public and what they said that it leans towards the public. Cavener: Mr. Mayor, just one -- Jackson: Sorry my voice is a little -- Page 28 Meridian City Council Work Session Item#1. January 18,2022 Page 26 of 27 Cavener: Teresa, this is very helpful. Just one other question. When it comes to determining what costs are considered in a program, who ultimately is determining that? Is that something that you bring a recommendation? Do you get direction from the city? How is that determined? Jackson: Yeah. So, that direction will come from the project team and it varies with each agency we work with and so we are always going to count those direct costs, but it is very critical that we identify what it is we are going to count in full before we start counting things, because it needs to be applied uniformly throughout the process and the team needs to be able to carry that methodology forward. So, in some situations agencies are not equipped to count indirect costs and so we will focus the study on direct costs. In other circumstances the data is there and so we include utilities. We include all those miscellaneous costs. The overall cost recovery will look at it, but the project team is making that determination ultimately. Cavener: Okay. Thank you. Simison: Thank you. Council, any additional questions? Council Woman Perreault. Perreault: Sorry about that. Hi, Teresa. That -- the -- the schematic -- the drawing that you gave us was very very helpful to kind of get a big picture of how we will address -- or, you know, kind of the conceptual piece. From the public's -- with the public involvement I think you had said it was workshop two. What kind of -- what -- how will that be structured, how will the public be involved? Will it be like a survey form? And, then, also what kind of questions are they asked? Is it -- is it like are you willing to pay for X, Y and Z recreation or-- you know. And some examples? Or can you kind of give us a little more detail about how that works from the -- on the public side? Jackson: Yes. Absolutely. So, I guess you might see it as a little non -- non-traditional, because it's -- it's the use of small working groups. So, Steve and I have discussed that it is important to provide these both in person, as well as virtually. So, we will have options for both and we are looking at four or five sessions. Ideally at each session we would have 12 to 20 people that will be placed into groups of three or four and so this is via Zoom. We would use breakout rooms. Each group will have a staff facilitator to walk them through the process. They will be given categories of service. So, there will be 25 to 35 categories or buckets that have been developed to define your programming and so like programs are going to be grouped together and as a small group they will work to place those categories onto the pyramid and building that consensus will be the key piece, because you might have one individual who sees something like a park as being very individualized. I only see that other people use it. I never use it. But through conversation they will learn that there is other benefits of the park, even if you don't use it. There is -- it increases home value. It increases the livability and things of those natures, so -- that nature. So, we have these groups work through each category and place them. So, it's not one person's individual perspective. Simison: Council, any additional questions? All right. Thank you very much, Teresa. Look forward to working with you. Page 29 Meridian City Council Work Session Item#1. January 18,2022 Page— —— Jackson: Okay. It was a pleasure. Thank you all. Simison: Council, we have reached the end of our session. Do I have a motion to adjourn? Hoaglun: Move to adjourn, Mr. Mayor. Simison: We have a motion to adjourn. All in favor signify by saying aye. Opposed nay? The ayes have it. We are adjourned. MOTION CARRIED: ALLAYES. MEETING ADJOURNED AT 6:15 P.M. (AUDIO RECORDING ON FILE OF THESE PROCEEDINGS) 2/1/2022 MAYOR ROBERT E. SIMISON DATE APPROVED ATTEST: CHRIS JOHNSON - CITY CLERK Page 30 7/tem 77 E IDIAN 'aAHO AGENDA ITEM ITEM TOPIC: Approve Minutes of the January 4, 2022 City Council Regular Meeting Page 3 Meridian City Council Item#1. January 4, 2022 Page——69 of the Ada County Recorder, Boise, Idaho, in Book 7 of Plats at Page 299, lying in the NW '/4 of Section 7, Township 3 North, Range 1 East, Boise meridian, Ada county, Idaho; establishing and determining the land use zoning classification of 0.658 acres of land from C-C (Community Business) Zoning District to O-T (Old Town) Zoning District in the Meridian City Code; providing that copies of this ordinance shall be filed with the Ada County Assessor, the Ada County Recorder, and the Idaho State Tax Commission, as required by law; and providing for a summary of the ordinance; and providing for a waiver of the reading rules; and providing an effective date. Simison: Thank you. Council, you have heard this ordinance read by title. Is there anybody that would like it read in its entirety? If not, do I have a motion? Cavener: Mr. Mayor? Simison: Councilman Cavener. Cavener: I move we approve Ordinance No. 22-1962 with suspension of rules. Hoaglun: I have a motion to approve -- have a second? Strader: Second. Simison: I have a motion and a second to approve Ordinance No. 22-1962 with suspension of the rules. Is there any discussion? If not, all in favor signify by saying aye. Opposed nay. The ayes have it and the ordinance is agreed to. MOTION CARRIED: FIVE AYES. ONE ABSENT. FUTURE MEETING TOPICS Simison: Council, anything under future meeting topics? Or do I have a motion? Bernt: Mr. Mayor? Simison: Councilman Bernt. Bernt: I move that we adjourn the meeting. Simison: I have a motion to adjourn the meeting. All in favor signify by saying aye. Opposed nay. The ayes have it. We are adjourned. MOTION CARRIED: FIVE AYES. ONE ABSENT. MEETING ADJOURNED AT 9.55 P.M. (AUDIO RECORDING ON FILE OF THESE PROCEEDINGS) 1 / 18 / 2022 MAYOR ROBERT SIMISON DATE APPROVED ATTEST: Page 72 CHRIS JOHNSON - CITY CLERK 7/tem 77 E IDIAN 'aAHO AGENDA ITEM ITEM TOPIC: Brody Square Subdivision Water Main Easement No. 1 Page 73 ADA COUNTY RECORDER Phil McGrane 2022-006427 BOISE IDAHO Pgs=5 LINDSAY WHEELER 01/19/2022 10:15 AM CITY OF MERIDIAN, IDAHO NO FEE ESMT-2022-0051 Brody Square Subdivision Water Main Easement No. 1 WATER MAIN EASEMENT THIS Easement Agreement, made this 18th day of January, 2022 between Pinnacle Land Development,LLC ("Grantor"), and the City of Meridian, an Idaho Municipal Corporation("Grantee"); WHEREAS, the Grantor desires to provide a water main right-of-way across the premises and property hereinafter particularly bounded and described; and WHEREAS, the water main is to be provided for through underground pipelines to be constructed by others; and WHEREAS, it will be necessary to maintain and service said pipelines from time to time by the Grantee; NOW, THEREFORE, in consideration of the benefits to be received by the Grantor, and other good and valuable consideration, the Grantor does hereby give, grant and convey unto the Grantee the right-of-way for an easement for the operation and maintenance of water mains over and across the following described property: (SEE ATTACHED EXHIBITS A and B) The easement hereby granted is for the purpose of construction and operation of water mains and their allied facilities, together with their maintenance, repair and replacement at the convenience of the Grantee, with the free right of access to such facilities at any and all times. TO HAVE AND TO HOLD, the said easement and right-of-way unto the said Grantee, it's successors and assigns forever. IT IS EXPRESSLY UNDERSTOOD AND AGREED, by and between the parties hereto, that after making repairs or performing other maintenance, Grantee shall restore the area of the easement and adjacent property to that existent prior to undertaking such repairs and maintenance. However, Grantee shall not be responsible for repairing, replacing or restoring anything placed within the area described in this easement that was placed there in violation of this easement. THE GRANTOR covenants and agrees that Grantor will not place or allow to be placed any permanent structures, trees, brush, or perennial shrubs or flowers within the area described for this easement, which would interfere with the use of said easement, for the purposes stated herein. THE GRANTOR covenants and agrees with the Grantee that should any part of the right-of- way and easement hereby granted shall become part of, or lie within the boundaries of any Water Main Easement Version 01/01/2020 public street, then, to such extent, such right-of-way and easement hereby granted which lies within such boundary thereof or which is a part thereof, shall cease and become null and void and of no further effect and shall be completely relinquished. THE GRANTOR does hereby covenant with the Grantee that Grantor is lawfully seized and possessed of the aforementioned and described tract of land, and that Grantor has a good and lawful right to convey said easement, and that Grantor will warrant and forever defend the title and quiet possession thereof against the lawful claims of all persons whomsoever. THE COVENANTS OF GRANTOR made herein shall be binding upon Grantor's successors, assigns, heirs,personal representatives,purchasers, or transferees of any kind. IN WITNESS WHEREOF, the said parties of the first part have hereunto subscribed their signatures the day and year first herein above written. Water Main Easement Version 01/01/2020 GRANTEE: CITY OF MERIDIAN Robert E. Simison, Mayor 1-18-2022 Attest by Chris Johnson, City Clerk 1-18-2022 STATE OF IDAHO, ) : ss. County of Ada ) This record was acknowledged before me on 1-18-2 0 2 2 (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 Water Main Easement Version 01/01/2020 Legal Description City of Meridian Easement Block 1, Brody Square Subdivision An easement located in the SW'/4 of the SW%4 of Section 27, Township 4 North, Range 1 West, Boise Meridian, City of Meridian, Ada County, Idaho, more particularly described as follows: Commencing at a Brass Cap monument marking the southwest corner of the said Section 27, from which a Brass Cap monument marking the northwest corner of the SW'/ (W%corner) of said Section 27 bears N 0031'09" E a distance of 2637.37 feet; Thence N 0°31'09" E along the west boundary of said SW % of Section 27 a distance of 1190.00 feet to a point; Thence leaving said boundary S 89'17'51" E a distance of 50.00 feet to the POINT OF BEGINNING; Thence N 0°31'09" E a distance of 20.00 feet; Thence S 89028'51" E a distance of 23.00 feet to a point; Thence S 0°31'09" W a distance of 3.50 feet; Thence S 89028'51" E a distance of 177.00 feet to a point on a curve; Thence a distance of 59.85 feet along the arc of a 67.00 foot radius non-tangent curve left, said curve having a central angle of 51010'51" and a long chord bearing S 64055'44" W a distance of 57.88 feet to a point; Thence N 89028'51" W a distance of 114.80 feet to a point; Thence N 0°31'09" E a distance of 8.50 feet; Thence N 89028'51" W a distance of 33.00 feet to the POINT OF BEGINNING. This easement contains 3,891 square feet (0.089 acres) and is subject to any other easements existing or in use. Clinton W. Hansen, PLS r k_ LANp Land Solutions, PC CO T E SGp December 15, 2021 Z_ In 11118 (Z�tS(2(z o 'LTO N W NPR Brody Square Subdivision � Land Surveying and Cansulting Block 1 Easement Job No.20-49 Page 1 of 1 BRODY SQUARE SUBDIVISION CITY OF MERIDIAN EASEMENT - BLOCK 1 LOCATED IN THE SW 1/4 OF THE SW 1/4 OF SECTION 27, TAN., R.1W., B.M. CITY OF MERIDIAN, ADA COUNTY, IDAHO 1/4 28 27 0 IY U PRpP E SUB�`v1s\pN 3 gRpp� Sp 8 OCK Z 6 S89'28'51"E o 0 M 23.00' NO'31'09"E �_� S89'28'51"E 177.00 z cl, 20.00 - -----------------------c--� w w 3,891 SF / 0.089 ACRES .. _ °7 o S89*28'51"E o to 50.00' o Z-9' '51"W 114.80' cn z U o w o N Z rMi on in Q Z o 00 m o W Z o m m p N O U- O co Z_ O 2e 27 CURVE TABLE W. MCMILLAN RD. 33 31 CURVE # LENGTH RADIUS DELTA BEARING CHORD C1 59.85' 67.00' 5110'51" S64'55'44"W 57.88' f \QONl.LANpS 5 1ST GAL 0 11118 om Q `oil, OF IVW. 0' 30' 60' 120' Lan o f uti®n s Land Surveying and Consulting 231 E.5TH ST.,STE.A MERIDIAN,ID 83642 (206)288-2040 (208)288-2557fax www.landsolutions.biz JOB W.00-00 7/tem 77 E IDIAN 'aAHO AGENDA ITEM ITEM TOPIC: Hill's Century Farm Commercial Subdivision No. 2 Sanitary Sewer and Water Main Easement No. 1 Page 79 ADA COUNTY RECORDER Phil McGrane 2022-006428 BOISE IDAHO Pgs=7 LINDSAY WHEELER 01/19/2022 10:17 AM CITY OF MERIDIAN, IDAHO NO FEE ESMT-2022-0003 Hill's Century Farm Commercial Subdivision No,2 Sanitary Sewer and Water Main Easement No.1 SANITARY SEWER AND WATER MAIN EASEMENT THIS Easement Agreement, made this 18thday of January 2022 between Brighton Development Inc. ("Grantor")and the City of Meridian,an Idaho Municipal Corporation("Grantee"); WHEREAS, the Grantor desires to provide a sanitary sewer and water main right-of- way across the premises and property hereinafter particularly bounded and described; and WHEREAS, the sanitary sewer and water 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 and water mains over and across the following described property: (SEE ATTACHED EXHIBITS A and B) The easement hereby granted is for the purpose of construction and operation of sanitary sewer and water mains and their allied facilities, together with their maintenance, repair and replacement at the convenience of the Grantee,with the free right of access to such facilities at any and all times. TO HAVE AND TO HOLD, the said easement and right-of-way unto the said Grantee, it's successors and assigns forever. IT IS EXPRESSLY UNDERSTOOD AND AGREED, by and between the parties hereto, that after making repairs or performing other maintenance, Grantee shall restore the area of the easement and adjacent property to that existent prior to undertaking such repairs and maintenance. However, Grantee shall not be responsible for repairing, replacing or restoring anything placed within the area described in this easement that was placed there in violation of this easement. Sanitary Sewer and Water Main Easement REV.01/01/2020 Page 0Q. Item#3. THE GRANTOR covenants and agrees that Grantor will not place or allow to be placed any permanent structures, trees, brush, or perennial shrubs or flowers within the area described for this easement, which would interfere with the use of said easement, for the purposes stated herein. THE GRANTOR covenants and agrees with the Grantee that should any part of the right- of-way and easement hereby granted shall become part of, or lie within the boundaries of any 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: BRIGHTON DEVELOPMENT INC. Jo at an .Wardle,President STA F IDAHO ) ) ss County of Ada ) This record was acknowledged before me on (date) by Jonathan D. Wardle (name of individual), [complete th following if signing in a representative capacity, or strike the following if signing in an individual capacity] on behalf of Brighton Development Inc. (name of entity on behalf of whom record was executed), in the following representative capacity: President (type of authority such as officer or trustee) (slam SHARIVAUGHAN juwL Notary Public-State of Idaho Notary Signature Commission Number 20181002 My Commission Expires: My Commission Expires Jun 1,2024 Sanitary Sewer and Water Main Easement REV.01/01/2020 Page 81 GRANTEE: CITY OF MERIDIAN Robert E. Simison, Mayor 1-18-2022 Attest by Chris Johnson, City Clerk 1-18-2022 STATE OF IDAHO, ) . SS. County of Ada ) This record was acknowledged before me on 1-18-2022 (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 Sanitary Sewer and Water Main Easement REV.01/01/2020 Page 82 Item#3. km E N G I N E E R I N G January 4,2022 Project No.:21-200 Hill's Century Farm Commercial Subdivision No.2 City of Meridian Sewer and Water Easement Legal Description Exhibit A A parcel of land being a portion of the Northeast 1/4 of the Northwest 1/4 of Section 33,Township 3 North, Range 1 East, B.M.,City of Meridian,Ada County, Idaho being more particularly described as follows: Commencing at an aluminum cap marking the Northwest corner of said Section 33, which bears N89°15'22"W a distance of 2,660.62 feet from a brass cap marking the North 1/4 corner of said Section 33,thence following the northerly line of the Northwest 1/4 of said Section 33,S89'15'22"E a distance of 1,530.40 feet to a 5/8-inch rebar marking the Northeast corner of Hill's Century Farm North Subdivision No. 1 (Book 121 at Page 18903); Thence leaving said northerly line and following the easterly boundary of said Hill's Century Farm North Subdivision No. 1 the following four(4)courses: 1. S00°44'38"W a distance of 39.00 feet to a brass plug; 2. S45°30'25"W a distance of 20.61 feet to a 5/8-inch rebar; 3. S00°16'11"W a distance of 114.14 feet to a 5/8-inch rebar; 4. 9.81 feet along the arc of a curve to the left,said curve having a radius of 268.50 feet,a delta angle of 02°05'38", a chord bearing of S00°46'38"E and a chord distance of 9.81 feet to the northerly line of an existing City of Meridian sewer and water easement recorded as instrument n u m be r 2021-096846; Thence following said northerly line,S89'15'22"E a distance of 52.83 feet to the POINT OF BEGINNING. Thence leaving said northerly line, S89°15'22"E a distance of 122.27 feet; Thence N00°44'38"E a distance of 10.55 feet; Thence S89'15'22"E a distance of 20.00 feet; Thence S00°44'38"W a distance of 10.00 feet; Thence S89°15'22"E a distance of 131.87 feet to the westerly line of an existing City of Meridian sewer and water easement recorded as instrument number 2021-109694; Thence following said westerly line,S00'44'38"W a distance of 20.00 feet; Thence leaving said westerly line, N89°15'22"W a distance of 37.88 feet; Thence S00°44'38"W a distance of 12.00 feet; Thence N89°15'22"W a distance of 84.00 feet; Thence S00°44'38"W a distance of 10.00 feet; Thence N89°15'22"W a distance of 20.00 feet; Thence N00°44'38"E a distance of 9.45 feet; Thence N89°15'22"W a distance of 132.27 feet to the easterly line of said City of Meridian sewer and water easement recorded as instrument number 2021-096846; Thence following said easterly line, N00°44'38"E a distance of 32.00 feet to the POINT OF BEGINNING. 5725 North Discovery Way • Boise, Idaho 83713 • 208.639.6939 • kmengllp.com Page 83 Item#3. Said parcel contains a total of 8,724 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. All subdivisions,deeds,record of surveys,and other instruments of record referenced herein are recorded documents of the county in which these described lands are situated. L LA/VD cic�S\ E N SFD SG•pG a 662 Ln qTF F �QP AFC Y 1 j 1 . j i City of Meridian Sewer and Water Easement j Hill's Century Farm Commercial Subdivision No.2 PAGE 12 Page 84 Item#3. -200\CAD\SURVEY\EXHIBITS\211208 CITY OF MERIDIAN SEWER AND WATER EASEMENT 21-200.DWG,CRAIG DRAPER,114/2022,DWG TO PDF.PC3,08.5X11 l[PDF[ PRop HILL'S CENTURY FARM NORTH SUBDIVISION No. 1 000 !� w I �Az c' can, o=� oT y m 0 a N o"' o S. TAVISTOCK AVE. I� 0 cy' in KZm a01 C11 S00'16'11"W 114,14' O 1" 0 DAm \ 00 �mM mm c)Z N II �p`VI rr r rr r z ) O W f nj CJt W N m C� z Z 1 O O w �� 4 L5 Z Z w cn (0o 0) w m O O C] O O m r O N m (Z D -4P � 4' � � z m O � 0 �Zm z 00 m w DO Owo 00 z •� I Gi m m 22 � 0 rri tTi W 00 ZI z > Cn 'Z-1 Ui z p m m °Z;Z N N O N O N O D > m m_ �p 0 O pa 0 IN K Z 0 _O m 00 z N (n 00 O_ vC 1 Z (0 W Z N -m CO O N Z N CO (7 N cl 0 to Z 00 O N v N = I m O L rri cn rn I Ill O No o rn (7 In J D m L ' O r ro m z Cn C 0 It � n 00 cjo00 U)cn NC � m II O t!l O I O N 0 O O � N +� m� C D O c03X 0 O N N Z (n I z m O n 00 rn D� O I = co 0 n j DNM� co '4 n0t0 00 �Orri 0 I N< O �rn*7 W Z m -q O D� J 00 D c0o�� I CZ m A 00 Co fml my6— CO �„ Ll � iz I cn Zz r\i �m N I D In Z 00 00 n GI a W HILL'S CENTURY FARM w" COMMERCIAL SUBDIVISION No. 1 �z ° m EXHIBIT B oaZci m y .. Z-°- CITY OF MERIDIAN SEWER AND WATER EASEMENT ��o=Z o v m= m �On 'TI 3 �°� HILL'S CENTURY FARM COMMERCIAL SUBDIVISION No. 2 31 D z o NE1/4 NW1/4 SEC. 33,T3N, R1E, BM,CITY OF MERIDIAN,ADA COUNTY, IDAHO c� 0 Page 85 Item#3. 2000. s69'I3'L"e 122.27 131.87 s89°15'22"e s89"15'22"e o m g n89°15'22"w 37.88 n89"15'22"w n89"15'22"w 132.27 84.00 nS9"I3'i'Y 20.00 Title: City of Meridian Sewer and Water Easement 21-200 Date: 12-08-2021 Scale: 1 inch=40 feet File: Tract 1: 0.200 Acres: 8724 Sq Feet:Closure=s89.1522e 0.01 Feet: Precision=1/65229: Perimeter=652 Feet 001=s89.1522e 122.27 006=s00.4438w 20.00 011=n89.1522w 20.00 002=n00.4438e 10.55 007=n89.1522w 37.88 012=n00.4438e 9.45 003=s89.1522e 20.00 008=s00.4438w 12.00 013=n89.1522w 132.27 004=s00.4438w 10.00 009=n89.1522w 84.00 014=100.4438e 32.00 005=s89.1522e 131.87 010=s00.4438w 10.00 Page 86 7/tem 77 E IDIAN 'aAHO AGENDA ITEM ITEM TOPIC: Holiday Inn Express Pedestrian Pathway Easement Page 87 ADA COUNTY RECORDER Phil McGrane 2022-006430 BOISE IDAHO Pgs=5 LINDSAY WHEELER 01/19/2022 10:18 AM CITY OF MERIDIAN, IDAHO NO FEE ESMT-2022-0134 Holiday Inn Express PEDESTRIAN PATHWAY EASE ME NT THIS AGREEMENT, made this 18th day of January 20 22, between Hotel Developers-Meridian HIX 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 pathway improvements upon the easement described herein; and NOW,THEREFORE, the panties 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 easernent 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#4. then, to such extent such easement hereby granted which lies within such boundary thereof or which is a pant 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: STATE OF IDAHO ) ) ss County of Ada ) This record was acknowledged before me on I l- (date) by 1R u 5+( j La" o n (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 }Wol �eutilooPr,S e��d?un+41�►' (name of entity on behalf of whom record was executed), in the following representative capacit ...... ►-"0L v�GCq r� (type of authority such as officer or trustee) �EliF" �i y e S 1 .2 • N =0 O .� n Aotaryature My Commission Expires: 5—! 7 -�S' ems.• •'•••.....•.••'• 0 Pedestrian Pathway Easement REV. 01/01/2020 Page 89 GRANTEE: CITY OF MERIDIAN Robert E. Simison, Mayor 1-18-2022 Attest by Chris Johnson, City Cleric 1-18-2022 STATE OF IDAHO, ) ss. County of Ada ) This record was acknowledged before _me on 1-18-2022 (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: s-2a-2o22 Pedestrian Pathway Easement REV. 01/01/2020 Page 90 ,rem . EXHIBIT A PEDESTRIAN PATHWAY EASEMENT Part of Parcel B of a Deed as recorded in Instrument No. 2020078300 located in the NW % & the SE % Section 17, Township 3 North Range 1 East, B.M., Ada County, Idaho described as: Beginning at the Southeast corner of said Parcel B;Thence, S 53' 30' 37" W 14.18 feet along the North Right-Of-Way line of East Freeway Drive;Thence, N 270 13' 04" W 389.25 feet; Thence, N 00' 05' 26" E 11.38 feet;Thence, S 89' 54' 34" E 9.88 feet to the Northwesterly extension of the East line of said Lot 23; Thence along said extension and said East line, S 270 13' 04" E 392.82 to the point of beginning; parcel contains 0.13 acres, more, or less. \ON F\-LA ISO S �4b �\GENS 0 RO GQ� O a 19356 OF\O��O ✓OSET.NNE X�2 DMYRI°Y DMGUBY CHECKBY EXHIBITA SJ HLE CGS CIVIL& STRUCTURAL ENGINEERINGINNTRUSTED LLC MERIDIAN JOBIKT 2021305 _ MATERIALS TESTING & LAND SURVEYING DATE: Hwe,Mot 1°•2021 101 S.Park Avenue,Idaho Falts,ID 83402,(208)524-0212 RensKxls DAre 800 W.Judidal Slreel,Blackrool,ID 8322 SEC.17,T.3 N.,R.1 E.B.M.ADA COUNTY,IDAHO COPYRIGHT©2021 HLE ALL RIGHTS RESERVED. Page 91 ,tem EXHIBIT B NE COR SEC 17 Parcel B Fallon Greens POSITION CALCULATED t7 \ (ROS Inst. No. 107081167) FROM TIES PER 6 Found 5/8" Iron Rod CP&F INST. NO. 99007475 Hubble Inc. 4131 Quitclaim Deed Inst. No. 2021-100117 Found 5/8" Iron Rod Found 1/2" Iron Rod With No Cap Found 5/8" Iron Rod With No Cap Marked P.L.S. 6901 00 N Lo ROS Inst, No. N N 107081167 S 89039'39"W w 0o S890 54' 34"E 736.44' BO N 9.88' q 0 N00 05' 26"E BLOCK 1 C) 11.38' LOT 2, BLOCK 1 LOT 1 U) 0 Found 1/2" Found 1/2" Iron Rod Iz 17 Iron Rod With Illegible Cap -j co 16 Deed Inst, No. 107087495 Q 2r, Found 1/2" Iron Rod U) z � ROS Inst. No. 107081167 0 With No Cap ROS Inst. No. 99101824 N 0 FALLON GREENS SUB �� D BOOK 86,PAGE 9870 Found 1/2" Iron Rod �c>? CRM E 1/4 COR SEC 17 Pedestrian Esmt LOT 1,BLOCK 1 POSITION CALCULATED 5532 sf `-Q. Found 5/8" Iron Rod FROM TIES PER 0.13 ac 6' Marked P.L.S. 11120 CP&F INST. NO. 99007476 P.O.B. Parcel B S-\ONPNDSG E S Deed Inst. No, 2020078300 �,� ��G _FO '�� S530 30' 37"W 14.18' a 19356 � '9 OF 10P� ✓OSE T.NP�P 1"=100' LEGEND Found 5/8" Iron Rod Marked P.L.S. 11120 ,pro. Section Corner Control P rodPlaced 'with cap marked n P.L.S. 12224 Found Iron Rod as shown Found 5/8" Iron Rod s�Fi,p DRAYMBY DEWMsy clEC DY 2 EXHIBIT B OJ HLE CGS CIVIL S STRUCTURAL ENGINEERING INNTRUSTED LLC MERIDIAN —Pe .. 2021,335 MATERIALS TESTING d LAND SURVEYING DATE: Hm-ber 10,2021 = _a 101 S.Park Avenue,Idaho Falls,ID 83402,(208)524-0212 SEC.17,T.3 N.,R.1 E.B.M. nEmswHs DA a )� ' 800 W.Judicial Street,Blackfoot,ID 8322 hlDln.cOm a2 eEErS ADA COUNTY,IDAHO COPYRIGHT©2021 NLEAll a1GMTS ftEDERVEO. Page 92 7/tem 77 E IDIAN 'aAHO AGENDA ITEM ITEM TOPIC: McDermott Village Subdivision North Crossing Sanitary Sewer Easement Page 93 ADA COUNTY RECORDER Phil McGrane 2022-006431 BOISE IDAHO Pgs=5 LINDSAY WHEELER 01/19/2022 10:19 AM CITY OF MERIDIAN, IDAHO NO FEE ESMT-2022-0005 McDermott Village Subdivision North Crossing SANITARY SEWER EASEMENT THIS Easement, made this 18th day of January , 20 4 between Woodside Avenue Investors, LLC, a California limited liability company ("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 Grantors, and other good and valuable consideration,the Grantors do 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 easement hereby granted is for the purpose of construction and operation of sanitary sewer and their allied facilities, together with their maintenance, repair and replacement at the convenience of the Grantee,with the free right of access to such facilities at any and all times. TO HAVE AND TO HOLD,the said easement and right-of-way unto the said Grantee, it's successors and assigns forever. IT IS EXPRESSLY UNDERSTOOD AND AGREED, by and between the parties hereto, that after making repairs or performing other maintenance, Grantee shall restore the area of the easement and adjacent property to that existent prior to undertaking such repairs and maintenance.However,Grantee shall not be responsible for repairing,replacing or restoring anything placed within the area described in this easement that was placed there in violation of this easement. THE GRANTOR hereby covenants and agrees that Grantor will not place or allow to be 1 Sanitary Sewer Easement REV 01/01/2020 Item#5. placed any permanent structures,trees,brush,or perennial shrubs or flowers within the area described for this easement, which would interfere with the use of said easement, for the purposes stated herein. THE GRANTOR hereby 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 they 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: WOOr AVENUE INVEST S, LLC By: me . Hunter, manager STATE OF IDAHO ) : ss. County of Ada ) This record was acknowledged before me on UJLAA6 ti 74*y James H. Hunter on behalf of Woodside Avenue Investors, LLC in the following representative capacity: manager. kw Notary Signature Commission Expires: KARA SCHOFIELD COMMISSION#40616 NOTARY PUBLIC STATE OF IDAHO MY COMMISSION EXPIRES 09/02/2027 2 Sanitary Sewer Easement REV 01/01/2020 Page 95 GRANTEE: CITY OF MERIDIAN Robert E. Simison, Mayor 1-18-2022 Attest by Chris Johnson, City Clerk 1-18-2022 STATE OF IDAHO ) : ss. County of Ada ) This record was acknowledged before me on 1-18-2022 by Robert E. Simison and Chris Johnson on behalf of the City of Meridian, in their capacities as Mayor and City Clerk, respectively. NOTARY PUBLIC FOR IDAHO Residing at: Meridian,Idaho Commission Expires: 3-28-2022 3 Sanitary Sewer Easement REV 01/01/2020 Page 96 Item#5. EXHIBIT A Legal Description Sanitary Sewer Easement McDermott Village Subdivision North Crossing A 20-foot wide easement situated in the southeast quarter of the southeast quarter of Section 32, Township 4 North, Range 1 West, Boise Meridian, Ada County, Idaho, being 10.00 feet on each side of the following described centerline: Commencing at the southeast section corner of Section 32,Township 4 North, Range 1 West, Boise Meridian, from which the south sixteenth-section corner bears N00°30'38"E, 1317.03 feet; Thence N15°09'42"W, 1202.04 feet on a random line to the intersection of the sewer line with the proposed east right-of-way line of Highway 16, the POINT OF BEGINNING: Thence N74°03'44"W, 316.53 feet along the sewer line to the proposed west right-of-way line Highway 16,the POINT OF ENDING. The above-described easement contains 6331 square feet, more or less. The side lines of the above-described easement shall extend or contract to close upon the eventual right-of-way line at the POINT OF BEGINNING and at the POINT OF ENDING. 4 Sanitary Sewer Easement REV 01/01/2020 Page 97 Item#5. EXHIBIT B Easement Depiction sl 1s POE n f North Crossing ` POe �r I o cV - _.. POE . -- South Crossing POS 3 33 54 5 Sanitary Sewer Easement REV O1/01/2020 Page 98 7/tem 77 E IDIAN 'aAHO AGENDA ITEM ITEM TOPIC: McDermott Village Subdivision South Crossing Sanitary Sewer Easement Page 99 ADA COUNTY RECORDER Phil McGrane 2022-006432 BOISE IDAHO Pgs=5 LINDSAY WHEELER 01/19/2022 10:19 AM CITY OF MERIDIAN, IDAHO NO FEE ESMT-2022-0006 McDermott Village Subdivision South Crossing SANITARY SEWER EASEMENT THIS Easement, made this 18th day of January , 2022, between Woodside Avenue Investors, LLC, a California limited liability company ("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 Grantors, and other good and valuable consideration,the Grantors do 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 easement hereby granted is for the purpose of construction and operation of sanitary sewer and their allied facilities,together with their maintenance,repair and replacement at the convenience of the Grantee, with the free right of access to such facilities at any and all times. TO HAVE AND TO HOLD,the said easement and right-of-way unto the said Grantee,it's successors and assigns forever. IT IS EXPRESSLY UNDERSTOOD AND AGREED, by and between the parties hereto, that after making repairs or performing other maintenance, Grantee shall restore the area of the easement and adjacent property to that existent prior to undertaking such repairs and maintenance.However,Grantee shall not be responsible for repairing,replacing or restoring anything placed within the area described in this easement that was placed there in violation of this easement. THE GRANTOR hereby covenants and agrees that Grantor will not place or allow to be 1 Sanitary Sewer Easement REV 01/01/2020 placed any permanent structures,trees,brush,or perennial shrubs or flowers within the area described for this easement, which would interfere with the use of said easement, for the purposes stated herein. THE GRANTOR hereby 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 they 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: WOO DE AVENUE INVES ORS, LLC By: James H. Hunter, manager STATE OF IDAHO ) : ss. County of Ada ) This record was acknowledged before me on bt(P,phW Zq,ZQ1,lby James H. Hunter on behalf of Woodside Avenue Investors, LLC in the following representative capacity: manager. b&sjo) Notary Signature Commission Expires:_ q ai1,1 KARA SCHOFIELD COMMISSION#40616 NOTARY PUBLIC STATE OF IDAHO MY COMMISSION EXPIRES 09/02/2027 2 Sanitary Sewer Easement REV 01/01/2020 GRANTEE: CITY OF MERIDIAN Robert E. Simison, Mayor 1-18-2022 Attest by Chris Johnson, City Clerk I-I8-2022 STATE OF IDAHO . ) : ss. County of Ada ) This record was acknowledged before me on I-I8-2022 by Robert E. Simison and Chris Johnson on behalf of the City of Meridian, in their capacities as Mayor and City Clerk, respectively. NOTARY PUBLIC FOR IDAHO Residing at: Meridian,Idaho Commission Expires: 3-28-2022 3 Sanitary Sewer Easement REV O1/01/2020 Item#6. EXHIBIT A Legal Description Sanitary Sewer Easement McDermott Village Subdivision South Crossing A 20-foot wide easement situated in the southeast quarter of the southeast quarter of Section 32, Township 4 North,Range 1 West,Boise Meridian, Ada County, Idaho, being 10.00 feet on each side of the following described centerline: Commencing at the southeast section corner of Section 32,Township 4 North, Range 1 West, Boise Meridian, from which the south sixteenth-section corner bears N00°30'38"E, 1317.03 feet; Thence N49°47'09"W, 539.65 feet on a random line to the intersection of the sewer line with the proposed east right-of-way line of Highway 16,the POINT OF BEGINNING: Thence N89'19'37"W, 424.12 feet along the sewer line to the proposed west right-of-way line Highway 16,the POINT OF ENDING. The above-described easement contains 8482 square feet, more or less. The side lines of the above-described easement shall extend or contract to close upon the eventual right-of-way line at the POINT OF BEGINNING and at the POINT OF ENDING. 4 Sanitary Sewer Easement REV O1/01/2020 Page 103 Item#6. EXHIBIT B Easement Depiction Sa/16 OF 4" J North Grassing POB ` Li 1 � � a t ! } r N 1� 4 0 N ^ _-POE South Crossing POS �'•�� 4 54 5 Sanitary Sewer Easement REV 01/01/2020 Page 104 7/tem 77 E IDIAN 'aAHO AGENDA ITEM ITEM TOPIC: Ten Mile Storage Water Main Easement No. 1 Page 105 ADA COUNTY RECORDER Phil McGrane 2022-006436 BOISE IDAHO Pgs=11 BONNIE OBERBILLIG 01/19/2022 10:24 AM CITY OF MERIDIAN, IDAHO NO FEE ESMT-2022-0001 Ten Mile Storage Water Main Easement No. 1 WATER MAIN EASEMENT THIS Easement Agreement, made this 18th day of Tanuary , 20 22 between SCS Brighton II LLC ("Grantor"),and the City of Meridian,an Idaho Municipal Corporation("Grantee"); WHEREAS,the Grantor desires to provide a water main right-of-way across the premises and property hereinafter particularly bounded and described;and WHEREAS, the water main is to be provided for through underground pipelines to be constructed by others;and WHEREAS, it will be necessary to maintain and service said pipelines from time to time by the Grantee; NOW,THEREFORE, in consideration of the benefits to be received by the Grantor,and other good and valuable consideration, the Grantor does hereby give, grant and convey unto the Grantee the right-of-way for an easement for the operation and maintenance of water mains over and across the following described property: (SEE ATTACHED EXHIBITS A and B) The easement hereby granted is for the purpose of construction and operation of water mains and their allied facilities, together with their maintenance, repair and replacement at the convenience of the Grantee,with the free right of access to such facilities at any and all times. TO HAVE AND TO HOLD, the said easement and right-of-way unto the said Grantee, it's successors and assigns forever. IT IS EXPRESSLY UNDERSTOOD AND AGREED,by and between the parties hereto,that after making repairs or performing other maintenance, Grantee shall restore the area of the easement and adjacent property to that existent prior to undertaking such repairs and maintenance. However, Grantee shall not be responsible for repairing, replacing or restoring anything placed within the area described in this easement that was placed there in violation of this easement. THE GRANTOR covenants and agrees that Grantor will not place or allow to be placed any permanent structures,trees,brush,or perennial shrubs or flowers within the area described for this easement, which would interfere with the use of said easement, for the purposes stated herein. THE GRANTOR covenants and agrees with the Grantee that should any part of the right-of- way and easement hereby granted shall become part of, or lie within the boundaries of any Water Main Easement Version 01/01/2020 public street, then, to such extent, such right-of-way and easement hereby granted which lies within such boundary thereof or which is a part thereof, shall cease and become null and void and of no further effect and shall be completely relinquished. THE GRANTOR does hereby covenant with the Grantee that Grantor is lawfully seized and possessed of the aforementioned and described tract of land, and that Grantor has a good and lawful right to convey said easement, and that Grantor will warrant and forever defend the title and quiet possession thereof against the lawful claims of all persons whomsoever. THE COVENANTS OF GRANTOR made herein shall be binding upon Grantor's successors, assigns, heirs,personal representatives,purchasers, or transferees of any kind. IN WITNESS WHEREOF, the said parties of the first part have hereunto subscribed their signatures the day and year first herein above written. GRANTOR: SCS BRIGHTON II LLC By: Brighton Corporation,an Idaho corporation,Manager Robert L.P illips,Manager STATE OF IDAHO ) ) ss County of Ada ) On this e day of January, in the year of 2022, before me a Notary Public of said State, personally appeared Robert L.Phillips,known or identified to me to be the President of Brighton Corporation,the Manager of SCS Brighton II LLC, the Company that executed the instrument or the person who executed the instrument on behalf of said company, and acknowledged to me that such company 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 written above. (stamp) Notary Signature My Commission Expires: SHARI VAUGHAN Notary Public-State of Idaho Commission Number 20181002 My Commission Expires Jun 1,2024 Water Main Easement Version 01/01/2020� GRANTEE: CITY OF MERIDIAN Robert E. Simison, Mayor 1-18-2022 Attest by Chris Johnson, City Clerk 1-18-2022 STATE OF IDAHO, ) . ss. County of Ada ) This record was acknowledged before me on 1-18-2022 (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 Water Main Easement Version 01/01/2020 Item#7. km E N G I N E E R I N G January 3,2022 Project No.20-209 Suez Water Easement Legal Description Exhibit A Parcels of land for a Suez Water Easement over a portion of Northwest 1/4 of the Northeast 1/4 of Section 14, Township 3 North, Range 1 West,Boise Meridian,City of Meridian,Ada County,Idaho and being more particularly described as follows: Commencing at a found aluminum cap marking the North 1/4 corner of said Section 14,which bears N89°13'12"W a distance of 2,657.79 feet from a found aluminum cap marking the Northeast corner of said Section 14,thence following the northerly line of said Northwest 1/4 of the Northeast 1/4,S89°13'12"E a distance of 1,328.90 feet to a found aluminum cap marking the East 1/16 corner of said Section 14; Thence leaving said northerly line and following the easterly line of said Northwest 1/4 of the Northeast 1/4, S00°34'20"W a distance of 595.09 feet to POINT OF BEGINNING 1. Thence following said easterly line,S00'34'20"W a distance of 20.00 feet; Thence leaving said easterly line, N89°13'12"W a distance of 22.64 feet; Thence N00°46'48"E a distance of 51.55 feet; Thence N42°50'04"W a distance of 20.22 feet; Thence N89°13'12"W a distance of 43.37 feet; Thence S00°46'48"W a distance of 186.29 feet; Thence N89°09'21"W a distance of 915.54 feet; Thence N00'28'31"E a distance of 20.00 feet; Thence S89°09'21"E a distance of 17.28 feet; Thence N00°50'39"E a distance of 27.51 feet; Thence S89°09'21"E a distance of 10.00 feet; Thence S00°50'39"W a distance of 27.51 feet; Thence S89°09'21"E a distance of 203.80 feet; Thence N00°50'39"E a distance of 28.95 feet; Thence S89°09'21"E a distance of 10.00 feet; Thence S00°50'39"W a distance of 28.95 feet; Thence S89°09'21"E a distance of 612.53 feet; Thence N00°50'39"E a distance of 28.79 feet; Thence S89'09'21"E a distance of 10.00 feet; Thence S00°50'39"W a distance of 28.79 feet; Thence S89°09'21"E a distance of 32.04 feet; Thence N00°46'48"E a distance of 186.26 feet to a point hereinafter referred to as"POINT A"; Thence S89°13'12"E a distance of 71.94 feet; Thence 542°50'04"E a distance of 36.79 feet; Thence 500°46'48"W a distance of 39.55 feet; Thence S89°13'12"E a distance of 2.57 feet to POINT OF BEGINNING 1. Said parcel contains 0.587 acres(25,577 square feet),more or less. TOGETHER WITH: 5725 North Discovery Way • Boise, Idaho 83713 • 208.639.6939• kmengllp.com Page 109 i Item#7. i i i I i Commencing at a point previously referred to as"POINT A",thence N78°38'58"W a distance of 283.84 feet to the POINT OF BEGINNING 2. Thence N89`13'12"W a distance of 10.00 feet; Thence N00*46'48"E a distance of 21.54 feet; i Thence S89'13'12"E a distance of 10.00 feet to a point hereinafter referred to as"POINT B"; Thence 500°46'48"W a distance of 21.54 feet to POINT OF BEGINNING 2. Said parcel contains 0.005 acres(215 square feet),more or less. TOGETHER WITH: Commencing at a point previously referred to as"POINT B",thence N12'05'24"E a distance of 20.40 feet to POINT OF BEGINNING 3. Thence N89°13'12"W a distance of 10.00 feet; Thence N00°46'48"E a distance of 17.33 feet; Thence S89°13'12"E a distance of 10.00 feet; Thence S00°46'48"W a distance of 17.33 feet to POINT OF BEGINNING 3. i Said parcel contains 0.004 acres(173 square feet),more or less. Said description contains a total of 0.596 acres(25,965 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. LAIVg E N Sfo � 1 Ot O 6 62 Ln>gTF of �F(( Y K PAGE 2 Page 110 Item#7. 9\CAD\SURVEY\EXHIBIT5\20-209 WATER EASEMENT.DWG,BILL HYNSON,1/3/2022,DWG TO PDF.PC3,08.5X11 L(PDF] MATCH LINE "A" WATCH LINE SEE SHEET 2 -SESHEET 2" 00 to Ln o ZI IN noxz ° I coC14 Z O NI I� r 6l� PLO N W J j , cn 0m I ' —/ y/ z Z z o m cnl L16 z Ln Ir7 I .I IV D I ————— N00°46'48"E 1$6.— ——— i�----- ---------- S00°46'48"W 186.29' ———— I> I > Ln 100 t m� I �� C I • L3 �/ z Do Iceo zo> — --� ,M in Ln. --- / � d ol_U T1 r.)O� L1 S00'34'20"W 595.09' r L,, Ln z N N I v O Q m O 00 CO o zp 0 N PRop f 0 ass y � n Cn m� I , m - a -1 Op O IV O O Z 9 M N N ao ,� Linder Rd. ' (] W !J O rn N p Z = 2 Exhibit B N rn m °° - -' Suez Water Easement tio= Z wo�yorn O a Q n -n h ��o rn 3 T A W Situated in a portion of the Northwest 1/4 of the Northeast 1/4 of Section 14, ww< — Z o Township 3 North, Range 1 West, B.M., City of Meridian, Ada County, ID Page 111 Item#7. \CAD\SURVEY\EXHIBITS\20-209 WATER EASEMENT.DWG,BILL HYNSON,1/3/2022,DWG TO PDF.PC3,08.5X11 L[PDF] L_6 L23 — I L8 a r�— — — r L27 ( —�(0 �_�'L10 cn Or0 n 2 D 9m m — 75 2 O I I - N l Z O N Z a Z o II I I II p H N Z Ul I I No / TI C a� -I C rQ ZI IN 0 z M o 0 C�Gj z rri M io 10 CO Z y CO N Z (01 I0 ' u, I I w Ln CO I I SEE SHE �8.. I I I r I I N I � L11 �� L13 PRpfi- s V) S ^,,� a�S I �� y0 Ln I ca 1133HS 33S „V. 3N1l HOiVIN Z = ° Exhibit B z 0 Z `-' N Suez Water Easement m, rn T w o m 3 °w< w Situated in a portion of the Northwest 1/4 of the Northeast 1/4 of Section 14, D Z N o Township 3 North, Range 1 West, B.M,, City of Meridian,Ada County, ID l Page 112 Item#7. i \CAD\SURVEY\EXHIBITS\20-209 WATER EASEMENT.DWG,BILL HYNSON,1/3/2022,DWG TO PDF.PC3,08.5X11 L(PDF] O cD 00 J O Cl ? W N p (D CO J 0) Ln -P� LW N m (n N Ln (n V) (l) Z (n 0 Z W 0 Z W Z Z Z Z Z O '{'' O O Q O O O O (A41 O O Q CO N tD cD CP CT (Jt CJ1 (T N N C4 m r rn o (A (0W o C (0 C o W C Zo Ln U o 0 w a' z M Opp N j c�D LWp cWp cD cLA C'j WD j N 6 N D r m W (A J L,) N N N N N N N � N U) N N O rn N po O Co (p O Oo J O J J O 44 O — N O D 0 J (D O J O J CO O fD Z Cn cD O O O (r O U) O Cb O J N Cr O r) M r M N N N N M N M M Z CD Oo J O) (n -A CA N m Cn (N Z Z N Ul Z Z N O OD 00 (0O O O corn r- 4- — � > Z O C,i CI L.l 0 L4 U L CA q M M 0I N CO N Du N 0I N N O > ::� M fTl M IT1 rrj r- r m D [Z') m III rn G) m � II z I ® P OFF a�S 0 ,�.. r• �y l� y v c ~ o � Z y a W > M > o � 09 N -Zr") m M p c o F'p 'y0 CD —I -Zi Z m r rl r m p C Z E'7 O C m c� D rn L c ❑ ° IT m IT Exhibit B Z m 00 Z M a 3 m m A - w Suez Water Easement O D ❑ m T i o m.0 rn a a w Situated in a portion of the Northwest 1/4 of the Northeast 1/4 of Section 14, * Z Township 3 North, Range 1 West, B.M., City of Meridian,Ada County, ID K C t❑D N Page 113 Item#7. i 71.94 s89'13y 2"c J'v N 2-2 � � N oC� b O W O 203.50 612.53 8 s89°09'21"e n89°09'21"w s89°09'21"e 21 915.54 Title: Date: 01-03-2022 Scale: 1 inch= 150 feet File: Tract 1: 0.587 Acres: 25577 Sq Feet:Closure=n53.0453w 0.01 Feet: Precision=1/349833: Perimeter=2683 Feet 001=s00.3420w 20.00 010=n00.5039e 27.51 019=s89.092]e 10.00 002=n89.1312w 22.64 011=s89.0921 a 10.00 020=s00.5039w 28.79 003=n00.4648e 51.55 012=s00.5039w 27.51 021=s89.0921 e 32.04 004=n42.5004w 20.22 013=s89.0921e 203.80 022=n00.4648e 186.26 005=n89.1312w 43.37 014=n00.5039e 28.95 023=s89.1312e 71.94 006=s00.4648w 186.29 015=s89.0921 a 10.00 024=s42.5004e 36.79 007=n89.0921 w 915.54 016=s00.5039w 28.95 025=s00.4648w 39.55 008=100.2831 a 20.00 0 1 7=s89.0921 e 612.53 026=s89.1312e 2.57 009=s89.092le 17.28 018=n00.5039e28.79 Page 114 Item#7. r I i i 10.00 s89°13'12"e i i I °' 3 ou N C C N O O = O n89°13'12"w 10.00 Title: Date: 01-03-2022 Scale: 1 inch=5 feet File: Tract 1: 0.005 Acres: 215 Sq Feet:Closure=n00.0000e 0.00 Feet: Precision>1/999999: Perimeter= 63 Feet 001=n89.1312w 10.00 003=s89.1312e 10.00 002=n00.4648e 21.54 004=s00.4648w 21.54 Page 115 Item#7. i I 10.00 s89°13112"e i I 3 0 0 m n89°13'12"w 10.00 Title: Date: 01-03-2022 Scale: 1 inch=5 feet File: Tract 1: 0.004 Acres: 173 Sq Feet:Closure=n00.0000e 0.00 Feet: Precision>1/999999: Perimeter= 55 Feet 001=n89.1312w 10.00 003=s89.1312e 10.00 002=n00.4648e 17.33 004=s00.4648w 17.33 Page 116 7/tem 77 E IDIAN 'aAHO AGENDA ITEM ITEM TOPIC: Findings of Fact, Conclusions of Law for Fluid Estates Subdivision (SHP-2021- 0008) by Idaho Survey Group, Located at 3110 W Quintale Dr. Page 117 CITY OF MERIDIAN FINDINGS OF FACT,CONCLUSIONS OF LAW C�f[EFI DIAN:-, AND DECISION& ORDER In the Matter of the Request for a Short Plat Consisting of Three(3)Buildable Lots on 2.0 Acres of Land in the C-C Zoning District for Fluid Estates Subdivision,by Idaho Survey Group. Case No(s). SHP-2021-0008 For the City Council Hearing Date of: January 4,2022 (Findings on January 18,2022) A. Findings of Fact 1. Hearing Facts(see attached Staff Report for the hearing date of January 4, 2022,incorporated by reference) 2. Process Facts(see attached Staff Report for the hearing date of January 4,2022, incorporated by reference) 3. Application and Property Facts (see attached Staff Report for the hearing date of January 4, 2022, incorporated by reference) 4. Required Findings per the Unified Development Code(see attached Staff Report for the hearing date of January 4,2022,incorporated by reference) B. Conclusions of Law 1. The City of Meridian shall exercise the powers conferred upon it by the"Local Land Use Planning Act of 1975,"codified at Chapter 65,Title 67, Idaho Code (I.C. §67-6503). 2. The Meridian City Council takes judicial notice of its Unified Development Code codified as Title 11 Meridian City Code, and all current zoning maps thereof. The City of Meridian has,by ordinance, established the Impact Area and the Comprehensive Plan of the City of Meridian, which was adopted December 17,2019, Resolution No. 19-2179 and Maps. 3. The conditions shall be reviewable by the City Council pursuant to Meridian City Code § 11-5A. 4. Due consideration has been given to the comment(s)received from the governmental subdivisions providing services in the City of Meridian planning jurisdiction. 5. It is found public facilities and services required by the proposed development will not impose expense upon the public if the attached conditions of approval are imposed. 6. That the City has granted an order of approval in accordance with this Decision,which shall be signed by the Mayor and City Clerk and then a copy served by the Clerk upon the applicant,the Community Development Department,the Public Works Department and any affected party requesting notice. 7. That this approval is subject to the Conditions of Approval all in the attached Staff Report for the hearing date of January 4,2022, incorporated by reference. The conditions are concluded to be FINDINGS OF FACT,CONCLUSIONS OF LAW AND DECISION&ORDER FOR FLUID ESTATES SHP-2021-0008 - 1 - reasonable and the applicant shall meet such requirements as a condition of approval of the application. C. Decision and Order Pursuant to the City Council's authority as provided in Meridian City Code § 11-5A and based upon the above and foregoing Findings of Fact which are herein adopted,it is hereby ordered that: 1. The applicant's request for a short plat is hereby approved per the conditions of approval in the Staff Report for the hearing date of January 4,2022, attached as Exhibit A. D. Notice of Applicable Time Limits Notice of Preliminary Plat Duration Please take notice that approval of a preliminary plat, combined preliminary and final plat,or short plat shall become null and void if the applicant fails to obtain the city engineer's signature on the final plat within two(2)years of the approval of the preliminary plat or the combined preliminary and final plat or short plat(UDC 11-6B-7A). In the event that the development of the preliminary plat is made in successive phases in an orderly and reasonable manner, and conforms substantially to the approved preliminary plat, such segments, if submitted within successive intervals of two(2)years,may be considered for final approval without resubmission for preliminary plat approval(UDC 11-613-713). Upon written request and filed by the applicant prior to the termination of the period in accord with 11-6B-7.A,the Director may authorize a single extension of time to obtain the City Engineer's signature on the final plat not to exceed two(2)years. Additional time extensions up to two(2)years as determined and approved by the City Council may be granted. With all extensions,the Director or City Council may require the preliminary plat, combined preliminary and final plat or short plat to comply with the current provisions of Meridian City Code Title 11. If the above timetable is not met and the applicant does not receive a time extension,the property shall be required to go through the platting procedure again(UDC 11- 6B-7C). E. Notice of Final Action and Right to Regulatory Takings Analysis 1. Please take notice that this is a final action of the governing body of the City of Meridian. When applicable and pursuant to Idaho Code § 67-6521, any affected person being a person who has an interest in real property which may be adversely affected by the final action of the governing board may within twenty-eight(28)days after the date of this decision and order seek a judicial review as provided by Chapter 52, Title 67,Idaho Code. F. Attached: Staff Report for the hearing date of January 4, 2022 FINDINGS OF FACT,CONCLUSIONS OF LAW AND DECISION&ORDER FOR FLUID ESTATES SHP-2021-0008 -2- By action of the City Council at its regular meeting held on the 18th day of January 2022. COUNCIL PRESIDENT TREG BERNT VOTED COUNCIL VICE PRESIDENT BRAD HOAGLUN VOTED COUNCIL MEMBER JESSICA PERREAULT VOTED COUNCIL MEMBER LUKE CAVENER VOTED COUNCIL MEMBER JOE BORTON VOTED COUNCIL MEMBER LIZ STRADER VOTED MAYOR ROBERT SIMISON VOTED (TIE BREAKER) Mayor Robert Simison 1-18-2022 Attest: Chris Johnson 1-18-2022 City Clerk Copy served upon Applicant, Community Development Department,Public Works Department and City Attorney. By: Dated: 1-18-2022 City Clerk's Office FINDINGS OF FACT,CONCLUSIONS OF LAW AND DECISION&ORDER FOR FLUID ESTATES SHP-2021-0008 -3- Item#8. EXHIBIT A STAFF REPORTC�WE COMMUNITY DEVELOPMENTDEVELOPMENT DEPARTMENT f D A H 0 HEARING 1/4/2022 DATE: TO: Mayor&City Council Ef FROM: Sonya Allen,Associate Planner 208-884-5533 Property SUBJECT: SHP-2021-0008 W. McMillan Road Fluid Estates LOCATION: 3110 W. Quintale Dr., in the NW 1/4 of Section 35,TAN.,R.1W. II � I. PROJECT DESCRIPTION Short plat consisting of 3 buildable lots on 2.0 acres of land in the C-C zoning district. II. APPLICANT INFORMATION A. Applicant: Michael Byrns, Idaho Survey Group—9955 W. Emerald St.,Boise,ID 83704 B. Owner: Eric Wall,Fluid Real Estate Investments,LLC—2880 E. 14t'',Ammon, ID 83401 C. Representative: Same as Applicant III. NOTICING City Council Posting Date Legal notice published in 12/19/2021 newspaper Radius notice mailed to property owners within 500 feet 12/15/2021 Posted to Next Door 12/15/2021 Page 1 Page 121 Item#8. IV. STAFF ANALYSIS The short plat proposes to re-subdivide Lot 2,Block 25,Bridgetower Crossing Subdivision No. 7 into three (3)buildable lots. The property consists of 2.00 acres of land in the C-G zoning district. Staff has reviewed the proposed short plat for compliance with the criteria set forth in UDC 11-6B-5 and deems the short plat to be in compliance with said requirements. Street buffers were constructed and landscaping installed adjacent to N. Ten Mile Rd.,W. McMillan Rd. and W. Quintale Dr. with the previous subdivision improvements. Future development of the proposed lots should comply with the dimensional standards listed in UDC Table 11-2B-3 for the C-G zoning district. Access to this property should be provided via the two existing access easements/driveways at the east boundary of this site as depicted on Record of Survey#11816 included in Section VI.C; direct lot access via N. Ten Mile Rd.,W. McMillan Rd. and W. Quintale Dr. is prohibited. The existing Development Agreement(AZ-01-003—Inst. #101117652,note#4 on pg. 6) for this property requires approval of a conditional use permit prior to development of this property.Note#12 on the Bridgetower Crossing Subdivision No. 7 plat also states development of this property may only occur through the CUP process. V. DECISION Staff: Staff recommends approval of the proposed short plat with the conditions noted in Section VII of this report and in accord with the findings in Section VIII. A. The Meridian City Council heard these items on January 4,2022. At the public hearing the Council moved to approve the subject SHP request. I. Summary of the City Council public hearing: a. In favor: Michael Byrns,Eric Wall b. In opposition: None c. Commenting:None d. Written testimony:None e. Staff presenting application: Sonya Allen f. Other Staff commenting on application:None 2. Key issue(s)of public testimony: a. None 3. Key issue(s)of discussion by City Council: a. Impacts on parking for the overall site if two additional building lots are created. 4. City_ Council change(s)to Commission recommendation: a. None Page 2 Page 122 Item#8. VI. EXHIBITS A. Short Plat(date: 11/18/21) Plat Showing N Fluid Atdtes SllbdA'Ni01? A Re—subdivision of lot 2 In Black 25 at Brld"to -or CrassiIg SubdMsfan No- 7, � � Sltuoted in the Northwest Doter of the Northwey} WQrter of Section 35, W � Township 4 North. Range t Went. 9niss Meridian, 1�LL , City of meridian Id, Ado County, aho. aoi�nw 40 2427 s7r cs� w.rawer ae. 98959'19'E Y99Z82' , �1>�03tf74'E S 9Y16 - &Zm ¢ 7abr��' _''—__ T . 14 s o m '� �a'�, !�' I•I�� rrur+F+.¢pun MaN4a Mwq� � + ¢ S �r�I. +��` �� 4r�', �:I� � • s.,,h'.3r'`..r.o.e �rb.n��wx..�e2 naer' + r $'.�:'j + ��' I�,� � &,S.;.N-w en w�xw•wrlk 9�4MY�4a��eN - � a i O r.ae x.e s.��o.,..,r�r me m.e�ws i iva• fI I < I - - - - - - • 1�1 � i ki X'�� 'L la..n M1ue t,iaiww R.n tti"�..rnoe,iw.i.l bw�.. .fly Wane 1 i Il.ww.r�rwWY.,—j k6j . a Ww.W�Eawrl lYw a+"r w....i L" _lid u � f +sua.v.u. anex�n I.Akd ..mow .. a _ r arwnr --�T ��_�2—��¢ _ -J.OI~_' x�uw wi.w. drw TAM i riaemnnr mxrr ..............-.............. ,.i.. an. Wou w,w. ore. aien e.rnu aioro r.� —'— —$--- .—.�- ---- r�°0 fr n>' a»w o.rar aea.a•,rk ran IDAHO �'•""°' Bad< nose %74 xao- rieo-'eseee se-er SURVEY ,ew as 5nace, �r a GROUP,LLC Page 3 Page 123 Item#8. }luid&tates Subdivision m ew...ae N.sw a.�n.a M wln.I.G.nll r.md....wr9 w.e.• L.aLfJelf Nannt].a S M11WM,4 war a�..� a up�..+MY.Fw c M sr.Mel�a Mn 1+woad.M+;.l►i.IbY k.lMn el�a..I �rM.a�..n u*ia wYYy.r Vp�a�... �.b4W.•. �..,y...W�.r ua�.ir.m.ed uc mo.iu.r 6 m F.1Y Y.�1.9 ML.oA F.r ra Y+!u.aonn.�4h ni !dal Ir ura..i w.a.....i :�i...L .w cnl.eY.w +..o.nan w 11[a I1Vewl Ixa alKama Mihrsv a�R N e��rf se wcl w+vl nxl rawb.q nlw+a.e.ea. bvb I.H F.1�[m W.rl.Ywd eo IY Y+yn ny YY5M1f e y a.a......b.., .e.w„i.r.. o-r......aa.........w cha. I,o:sb xw:�I� �`wr:Mr,�ca:.yexe ti aalw�rw rwkpdeimw�`l��w `"°tea° 'vti��°ir�r�aa.°o�"aa�,.. �' ce Iwe.w eww�w.wn h..i6�F-016..fY T. aM.al..w1.[�I.1K.aT4Catt@ W WV.�WWa^We—M-tiY 5�11`+i Fwewre. ___ _ oe trr.:l n,eo.n..�arer..a xa r>le..a,.r.nor lI L•� Bonk Page suavEY _......._. s, � , GROUP.LLC a Page 4 Page 124 Item#8. B. Proposed Landscape Plan(dated: 11/16/21) MCI IFCE aeour o s 171I11J k i - M . Ion S ' J Q PLAN W-4LlIWALE.DR. j • �L100 P Page 5 Page 125 Item#8. IMAN Siff{Iac[ 6S uP 2 L a LPJ�CArE _ NO1—dA OETAJLS 1 eaud BLIRUW TREE PLANTING SHRl6 PLAN{111G 3 PLANTER ISLAND GUAIL _�. L150 Page 6 Page 126 Item#8. C. Record of Survey#11816 RECORD OF SURVEY NO. /tom ACCE$S EASEMENT FOR LD'12 OVER LCT S,ULOCK 25.&iIpGETOWER CROSSING$IIE@IV IQHbN Lf'r��►��1} LOCATED IN THE NW114 OF SECTION 35,7OWN$IJIP4 NORTH,RAROE 1 WE$T BOISE MERIDIAN,CITY OF MERIDIAN,ADA COUNTY,IDAHO w � toP � 2019 LEGEND coarlEa x,. Rexr-0x-rn.r�xL 27 26 ST 95 0 raxo cw rwlrPn w.IL1YIuiH RCrIN Iwmtrt �� SfP� 9� a.. tp mr F FpTR a!N R411 PCO Ls Ploim a'�[t si1.a. I� sm=_a�ut sass �� srr op'max[Ire rw,Ls•.e�co I I' xw S.\ I x sicu.rw voxi-.oce.e si ue ron 3 R �Sa850 OTL ADCEss eNY LIP_L1�L�4a��a ']E-47A awl' �' Y I—g xuwm oirn+C rwaRx*•m� sett xau. -�.._r ,�. ^,„•�� 4 �,j C 1 I 1 17 I tf x f H07E I D q y�� j !! �r�d ntn sxler n ro INI.nr.o uaL.iui sr, ;i BASIS OF BEARINGS I ,ra,cos I � I I I g �rrxmc a�ieugi.�[� �mc f�tm�l xwes &I •��er,[�n s � �� REFERENCES^LLm..xas owl.ra nao x � Pui a eaoccwnw ea�xc Aevrery xa a F i � RECORDERS CERTIFICATE 6 1 d} I I• 1 � oom Ww=— I r I rS�� d ��irawrm�r p�E REacsia rme.rp Ixtmnom cw•u- ,xvffe.Icxi �'•��s+%+s x�� V. a 5 7 CERTIFICATE OF SURVEYOR «mF - POB �� rxr=� 1 L.ne e.auPv m rtxar xiknEr mwi x sr• 11H sexlolAL�X �S' ��I 'NR'.Itll9"w 1�t-0Y �—�� J 9.kVENNR r RRRfr2afIIiRfY iklirl H{YE IXWIID Y1x nTE Y.,r IeNI�°"�a..�A yN uvmv la Iwm mte. AI® i w.'Y z IiM LIxE Tadr LNE f -E LI/Y TAd£ d.cnC Tanr RrRLT i?gIC yi�talEpt I [cf>rr9 aprp � I= ue IM}T1A aetx� fmm x aLxe� Vf neLmee•r Nelrrre dcC.[ N�S incrn rt'xrm• Seaa•xm ee_e.•ow��-.'gymK12 -'E 1TA5 1t�5'A•i e. 31A1' ALte mrn'xdY NLry LYI w 477EX e. —N —W nrWaYE er.x' T•O CNGIWCLFI1ii s LiYynryt tv.LY m'4tT m.aY x�iaoo' ayx W. T m — Ltw6wrv?tatrq mama 34 F35—.grp,LdgE •mir'L mlpt1:11o11 Ytmu ./OEnOn9NRCCN •,.tORVER n�mtt x'xY[ PeTY _-.-_.._ •�nrtrv_wRrrrnaene.nrle.rv.nrrA SHEET NO.70F1 Page 7 Page 127 Item#8. VII. 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-01-003 (Development Agreement Inst. #101117652) &CUP-01-006 (PUD). 2. If the City Engineer's signature has not been obtained within two(2)years of the City Council's approval of the short plat,the short plat shall become null and void unless a time extension is obtained,per UDC 11-6B-7. 3. The short plat prepared by Idaho Survey Group on November 18, 2021 by Michael Byrns, included in Section VI.A shall be revised as follows: a. Note#1: ". . . from the Health Authority and the City of Meridian." b. Note#13: Include recorded instrument number for cross-access easements. c. Include a note stating direct lot access via W. Quintale Dr. is prohibited.Access to this property should be provided via the two existing access easements/driveways at the east boundary of this site as depicted on Record of Survey#11816 included in Section VI.C. 4. The landscape plan prepared by Stack Rock Group on 11/16/21, included in Section VI.B is approved as submitted. 5. Staff s failure to cite specific ordinance provisions or conditions from the previous approvals noted above does not relieve the Applicant of responsibility for compliance. B. Public Works 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. 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 Page 8 Page 128 Item#8. 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. 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 Page 9 Page 129 Item#8. 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. VIII. REQUIRED FINDINGS FROM THE UNIFIED DEVELOPMENT CODE In consideration of a short plat,the decision-making body shall make the following findings: A. The plat is in conformance with the Comprehensive Plan and is consistent with the Unified Development Code; The Comprehensive Plan designates the future land use of this property as Commercial and the current zoning district of the site is C-G. The City Council finds the proposed short plat complies with the short plat standards listed in UDC 11-6B-5. Future development should comply with the dimensional standards for the C-G district listed in UDC Table 11-213-3. B. Public services are available or can be made available and are adequate to accommodate the proposed development; Page 10 Page 130 Item#8. The City Council finds that public services will be provided and are adequate to serve the proposed lots. C. The plat is in conformance with scheduled public improvements in accord with the City's capital improvements program; The City Council finds all required utilities will be provided with lot development at the developer's expense. A There is public financial capability of supporting services for the proposed development; The City Council finds that the development will not require major expenditures for providing supporting services as services are already being provided in this area. E. The development will not be detrimental to the public health, safety or general welfare; and The City Council finds the proposed development will not be detrimental to the public health, safety or general welfare. F. The development preserves significant natural, scenic or historic features. The City Council is not aware of any significant natural, scenic or historic features associated with short platting the structure on this site. Page 11 Page 131 7/tem 77 (:> E IDIAN*-----, AGENDA ITEM ITEM TOPIC: Findings of Fact, Conclusions of Law for Woodcrest Townhomes (H-2021- 0015 and H-2021-0082) by Blaine A. Womer Civil Engineering, Located at 1789 N. Hickory Way Page 132 CITY OF MERIDIAN FINDINGS OF FACT,CONCLUSIONS OF LAW C�f[EFI DIAN,- AND DECISION& ORDER ,. In the Matter of the Request for Comprehensive Plan Future Land Use Map (CPAM)to Change the Future Land Use Designation on 2.10-Acres of Land from Commercial to Medium High- Density Residential; and Rezone(RZ)of 2.10-Acres of Land from the L-O(Limited Office)to the R-15(Medium High-Density Residential) Zoning District.Preliminary Plat(PP)Consisting of 19 Building Lots and 4 Common Lots(Including One Lot for a Private Street)on 1.97-Acres of Land in the R-15 Zoning District for Woodcrest Townhomes Subdivision,by Blaine A.Womer Civil Engineering. Case No(s). H-2021-0015; H-2021-0082 For the City Council Hearing Date of: January 4,2022 (Findings on January 18,2022) A. Findings of Fact I. Hearing Facts(see attached Staff Report for the hearing date of January 4,2022, incorporated by reference) 2. Process Facts(see attached Staff Report for the hearing date of January 4, 2022, incorporated by reference) 3. Application and Property Facts (see attached Staff Report for the hearing date of January 4,2022, incorporated by reference) 4. Required Findings per the Unified Development Code(see attached Staff Report for the hearing date of January 4,2022,incorporated by reference) B. Conclusions of Law I. The City of Meridian shall exercise the powers conferred upon it by the"Local Land Use Planning Act of 1975,"codified at Chapter 65,Title 67, Idaho Code (I.C. §67-6503). 2. The Meridian City Council takes judicial notice of its Unified Development Code codified as Title 11 Meridian City Code, and all current zoning maps thereof. The City of Meridian has,by ordinance, established the Impact Area and the Comprehensive Plan of the City of Meridian, which was adopted December 17,2019,Resolution No. 19-2179 and Maps. 3. The conditions shall be reviewable by the City Council pursuant to Meridian City Code § 11-5A. 4. Due consideration has been given to the comment(s)received from the governmental subdivisions providing services in the City of Meridian planning jurisdiction. 5. It is found public facilities and services required by the proposed development will not impose expense upon the public if the attached conditions of approval are imposed. 6. That the City has granted an order of approval in accordance with this Decision,which shall be signed by the Mayor and City Clerk and then a copy served by the Clerk upon the applicant,the FINDINGS OF FACT,CONCLUSIONS OF LAW AND DECISION&ORDER FOR WOODCREST TOWNHOMES-CPAM,RZ H-2021-0015;PP H-2021-0082 - 1 - Community Development Department,the Public Works Department and any affected party requesting notice. 7. That this approval is subject to the Conditions of Approval all in the attached Staff Report for the hearing date of January 4,2022, incorporated by reference. The conditions are concluded to be reasonable and the applicant shall meet such requirements as a condition of approval of the application. C. Decision and Order Pursuant to the City Council's authority as provided in Meridian City Code § 11-5A and based upon the above and foregoing Findings of Fact which are herein adopted,it is hereby ordered that: 1. The applicant's request for a comprehensive plan map amendment,rezone and preliminary plat is hereby approved per the conditions of approval in the Staff Report for the hearing date of January 4,2022, attached as Exhibit A. A development agreement is required as a provision of the rezone. D. Notice of Applicable Time Limits Notice of Preliminary Plat Duration Please take notice that approval of a preliminary plat, combined preliminary and final plat, or short plat shall become null and void if the applicant fails to obtain the city engineer's signature on the final plat within two(2)years of the approval of the preliminary plat or the combined preliminary and final plat or short plat(UDC 11-613-7A). In the event that the development of the preliminary plat is made in successive phases in an orderly and reasonable manner, and conforms substantially to the approved preliminary plat, such segments, if submitted within successive intervals of two(2)years,may be considered for final approval without resubmission for preliminary plat approval(UDC 11-613-713). Upon written request and filed by the applicant prior to the termination of the period in accord with 11-6B-7.A,the Director may authorize a single extension of time to obtain the City Engineer's signature on the final plat not to exceed two(2)years. Additional time extensions up to two(2)years as determined and approved by the City Council may be granted. With all extensions,the Director or City Council may require the preliminary plat, combined preliminary and final plat or short plat to comply with the current provisions of Meridian City Code Title 11. If the above timetable is not met and the applicant does not receive a time extension,the property shall be required to go through the platting procedure again(UDC 11- 6B-7C). Notice of Development Agreement Duration The city and/or an applicant may request a development agreement or a modification to a development agreement consistent with Idaho Code section 67-6511A. The development agreement may be initiated by the city or applicant as part of a request for annexation and/or rezone at any time prior to the adoption of findings for such request. A development agreement may be modified by the city or an affected party of the development agreement. Decision on the development agreement modification is made by the city council in FINDINGS OF FACT,CONCLUSIONS OF LAW AND DECISION&ORDER FOR WOODCREST TOWNHOMES-CPAM,RZ H-2021-0015;PP H-2021-0082 -2- accord with this chapter. When approved, said development agreement shall be signed by the property owner(s) and returned to the city within six(6)months of the city council granting the modification. A modification to the development agreement may be initiated prior to signature of the agreement by all parties and/or may be requested to extend the time allowed for the agreement to be signed and returned to the city if filed prior to the end of the six(6)month approval period. E. Notice of Final Action and Right to Regulatory Takings Analysis 1. Please take notice that this is a final action of the governing body of the City of Meridian. When applicable and pursuant to Idaho Code § 67-6521, any affected person being a person who has an interest in real property which may be adversely affected by the final action of the governing board may within twenty-eight(28)days after the date of this decision and order seek a judicial review as provided by Chapter 52,Title 67,Idaho Code. F. Attached: Staff Report for the hearing date of January 4, 2022 FINDINGS OF FACT,CONCLUSIONS OF LAW AND DECISION&ORDER FOR WOODCREST TOWNHOMES-CPAM,RZ H-2021-0015;PP H-2021-0082 -3- By action of the City Council at its regular meeting held on the 18th day of Jamury 2022. COUNCIL PRESIDENT TREG BERNT VOTED COUNCIL VICE PRESIDENT BRAD HOAGLUN VOTED COUNCIL MEMBER JESSICA PERREAULT VOTED COUNCIL MEMBER LUKE CAVENER VOTED COUNCIL MEMBER JOE BORTON VOTED COUNCIL MEMBER LIZ STRADER VOTED MAYOR ROBERT SIMISON VOTED (TIE BREAKER) Mayor Robert Simison 1-18-2022 Attest: Chris Johnson 1-18-2022 City Clerk Copy served upon Applicant, Community Development Department,Public Works Department and City Attorney. By: Dated: 1-18-2022 City Clerk's Office FINDINGS OF FACT,CONCLUSIONS OF LAW AND DECISION&ORDER FOR WOODCREST TOWNHOMES-CPAM,RZ H-2021-0015;PP H-2021-0082 -4- Item#9. EXHIBIT A STAFF REPORTC�WE COMMUNITY DEVELOPMENTDEVELOPMENT DEPARTMENT f D A H 0 HEARING January 4,2022 Legend DATE: ff ® - ILIProject Lacfl-fiar - TO: Mayor&City Council FROM: Sonya Allen,Associate Planner 208-884-5533 SUBJECT: Woodcrest Townhomes 00 H-2021-0015 (CPAM&RZ) 10 r H-2021-0082 (PP,PS) LOCATION: 1789 N. Hickory Way, in the SE '/4 of Section 5,Township 3N.,Range 1 E. The Commission heard the CPAM&RZ requests on June 3rd and July I"and recommended approval of these applications to City Council. At the City Council hearing on Sept. 7`h, City Council directed the Applicant to submit a preliminary plat(PP) application to be heard concurrently with the CPAM&RZ requests. The Applicant submitted a PP application as directed&Staff updated the staff report to include analysis on the PP application (see underlined text). The Commission heard the PP application on December 2, 2021 and recommended approval to City Council.A private street application was submitted for approval of an internal private street for access to the proposed lots. I. PROJECT DESCRIPTION Amendment to the Comprehensive Plan Future Land Use Map(CPAM)to change the future land use designation on 2.10-acres of land from Commercial to Medium High-Density Residential; and Rezone(RZ) of 2.10-acres of land from the L-O(Limited Office)to the R-15 (Medium High-Density Residential)zoning district. Preliminary Plat(PP) consisting of 19 building lots and 4 common lots (including one lot for a private street) on 1.97 acres of land in the proposed R-15 zoning district.A private street(PS)is proposed for internal access to the proposed lots. Page 1 Page 137 Item#9. II. SUMMARY OF REPORT A. Project Summary Description Details Page Acreage 1.97-acres Future Land Use Designation Commercial Existing Land Use Vacant/undeveloped land Proposed Land Use(s) Residential and office Current Zoning Limited Office(L-O) Proposed Zoning R-15 (Medium High-Density Residential) Lots(#and type;bldg/common) 19 building/4 common Phasing plan(#of phases) NA Number of Residential Units(type 19 units(single-family attached&townhouse dwellings) of units) Density(gross&net) 9.64 units/acre(gross)/13.5 units/acre(net) Open Space(acres,total[%]/ NA buffer/qualified) Amenities 10'wide multi-use pathway along Meridian Rd./SH-69 Physical Features(waterways, None hazards,flood plain,hillside) Neighborhood meeting date;#of 1/28/21; 10 attendees attendees: History(previous approvals) Annexed&subdivided in 1992 as Angel Park Sub. (Lot 1, Block 1)with L-O zoning;re-subdivided in 2001 (Mallane Commercial Complex PP-00-021);FP-03-001 (Lot 4,Block 1);H-2017-0165 (RZ&CUP—denied) B. Community Metrics Description Details Page Ada County Highway District • Staff report(yes/no) Yes • Requires ACHD No Commission Action es/no • Existing Conditions Hickory Way is improved with 2-travel lanes,curb,gutter& 5'attached sidewalk.No additional improvements or right-of- way dedication is required with this application. • CIP/IFYWP NA Access(Arterial/Collectors/State Access is proposed via the existing driveway via Hickory H /Local)(Existin and Proposed) Way. Proposed Road Improvements None Fire Service See Section IX.C Police Service No comment. West Ada School District Distance(elem,ms,hs) Page 2 Page 138 Item#9. Capacity of Schools Approved prelim Approved MF Enrolled plat parcels per units per Miles #of Students Enrolled for 21-22 Ca aci attendance area attendance area W 5 h.'I River Valley Elementary 445 700 571 764 1.6 Lewis&Clark Middle School 866 1000 978 1319 2.4 Centennial High School 1981 1900 549 1234 4.8 School of Choice Options Pioneer Elementary(Arts) 713 775 N/A N/A 4.4 Spalding Elementary(Stem) 697 750 N/A N/A 4.1 Wastewater • Distance to Sewer Services Directly Adjacent • Sewer Shed Five Mile Trunkshed • Estimated Project Sewer See application ERU's • WRRF Declining Balance 14.14 • Project Consistent with WW Yes Master Plan/Facility Plan • Impacts/Concerns •Do not have services crossing private lots •Flow is committed. •Existing sewer not shown correctly.Missing existing manhole and shown as extends further into the property then existing sewer actually goes. •There is an existing 8" stub from existing manhole that looks like it will not be used.If this is the case the existing stub must be abandoned at the manhole per City Requirements. •Ensure that infiltration trenches are located so that sewer services do no pass through them. Water • Distance to Services Directly adjacent • Pressure Zone 3 • Estimated Project Water See application ERU's • Water Quality Concerns None • Project Consistent with Yes Water Master Plan • Impacts/Concerns •Do not have services crossing private lots Page 3 Page 139 Item#9. C. Project Maps Future Land Use Map Aerial Map �4'v .'aa ro" Legend � Legend :raulll�ra.' I�Project Lacaikor `'d1U Prajeof Lflcci-c�r �;,.:: `:S � 2.1 Mal s - 'i� �`"� ` ri ' arty R� ial ip I �{1�� a t C V. igh �� _ _ , },• erP'sify� ral _ _ - r-Rezi fial u _C t met, 7 71 Zoning Map Planned Development Map ®h1J T R: {�Rj LU - Legend Legend R1 lei 3 Projec- Laepfl=oTr ® - 1 R-4 Id Project Lflcfl for TIlT7TrAf1 R. RU y iCity Liffk& LG Planned Pumels Y�] TMI L R-4 R-:-L5 L C-G RU L- f R1 � o 0 �T $o �R- R.' R= i 11 WE RUI i mr, III. APPLICANT INFORMATION A. Applicant: Andrew Newell,Blaine A.Womer Civil Engineering-4355 W. Emerald St., Ste. 145,Boise, ID 83706 B. Owner: Don Newell,Landmark Pacific Development,LLC-PO Box 1939,Eagle, ID 83616 Page 4 Page 140 Item#9. C. Representative: Same as Applicant IV. NOTICING Planning& Zoning City Council Posting Date Posting Date Newspaper notification published in newspaper 5/14/2021 & 11/16/2021 7/23/2021 & 12/19/2021 Radius notification mailed to property owners within 300 feet 5/12/2021 & 11/10/2021 7/20/2021 & 12/15/2021 Public hearing notice sign posted on site 6/10/2021 & 11/19/2021 7/15/21 & 8/23/21 & 12/15/21 Nextdoor posting 5/11/2021 & 11/12/2021 7/20/2021 & 12/16/2021 V. COMPREHENSIVE PLAN ANALYSIS LAND USE: This property is designated as Commercial on the Future Land Use Map(FLUM)contained in the Comprehensive Plan. This designation provides for a full range of commercial uses to serve area residents and visitors. Desired uses may include retail,restaurants,personal and professional services,and office uses, as well as appropriate public and quasi-public uses. The Applicant proposes an amendment to the FLUM to change the existing Commercial designation to Medium High-Density Residential(MHDR). The MHDR designation allows for a mix of dwelling types including townhouses, condominiums, and apartments. Residential gross densities should range from 8 to 12 dwelling units per acre. These areas are relatively compact within the context of larger neighborhoods and are typically located around or near mixed use commercial or employment areas to provide convenient access to services and jobs for residents. Developments need to incorporate high quality architectural design and materials and thoughtful site design to ensure quality of place and should also incorporate connectivity with adjacent uses and area pathways, attractive landscaping and a project identity. The Applicant proposes to develop the site with a total of 19 single-family attached and townhome dwellings at a gross density of 10.8 units per acre consistent with the land uses and density desired in MHDR designated areas; and an o ffiee building. This site abuts a larger residential neighborhood to the north and is located in close proximity to mixed use designated land and employment uses to the east and southeast, including vacant land yet to be developed, The Village at Meridian, Scentsy and other uses along the Eagle Road corridor,which will provide convenient access to services and jobs for residents. The development should incorporate high quality architectural and site design to ensure quality of place and incorporate connectivity with adjacent uses and pathways and include attractive landscaping and a project identity as desired in MHDR designated areas. Transportation: The Master Street Map(MSM) does not depict any collector streets across this property. Goals,Objectives, &Action Items: Staff finds the following Comprehensive Plan policies to be applicable to this application and apply to the proposed use of this property(staff analysis in italics): • "Encourage a variety of housing types that meet the needs, preferences, and financial capabilities of Meridian's present and future residents."(2.01.02D) Page 5 Page 141 Item#9. The proposed single-family attached dwellings and 3- and 4-unit townhomes will contribute to the variety of residential housing types in this area and within the City as desired. Single-family detached and attached homes exist to the north and northeast in Dove Meadows subdivision, zoned R-8. • "Permit new development only where it can be adequately served by critical public facilities and urban services at the time of final approval, and in accord with any adopted levels of service for public facilities and services."(3.03.03F) City water and sewer service is available and can be extended by the developer with development in accord with UDC 11-3A-21. • "Avoid the concentration of any one housing type or lot size in any geographical area;provide for diverse housing types throughout the City."(2.01.01 G) The proposed single-family attached and townhouse dwellings will contribute to the diversity in housing types in this area, which currently consist ofsingle family attached and detached homes. • "Require all new development to create a site design compatible with surrounding uses through buffering, screening,transitional densities, and other best site design practices."(3.07.01A) The proposed residential uses will provide a transition in uses between existing single-family homes to the north and commercial/office uses to the south. • "Encourage compatible uses and site design to minimize conflicts and maximize use of land." (3.07.00) The proposed residential development and site design should be compatible with existing abutting single-family residential homes to the north. • "Support infill development that does not negatively impact the abutting, existing development. Infill projects in downtown should develop at higher densities, irrespective of existing development." (2.02.02C) The proposed residential infill development shouldn't negatively impact abutting development as existing uses are also residential in nature and the medium high-density residential uses will assist in providing a transition to the commercial/office uses to the south. • "Maintain a range of residential land use designations that allow diverse lot sizes,housing types, and densities."(2.01.01C) The proposed MHDR FL UM designation for this property will contribute to the range of residential land use designations in this area of the City which mainly consists of medium density residential (MDR). • "Ensure development is connected to City of Meridian water and sanitary sewer systems and the extension to and through said developments are constructed in conformance with the City of Meridian Water and Sewer System Master Plans in effect at the time of development."(3.03.03A) The proposed development will connect to City water and sewer systems with development of the subdivision;services are required to be provided to and though this development in accord with current City plans. • "Require appropriate landscaping,buffers, and noise mitigation with new development along transportation corridors(setback,vegetation,low walls,berms, etc.)."(3.07.01C) A street buffer already exists along N. Hickory Way, a collector street, along the northern boundary of the site. Page 6 Page 142 Item#9. • "Require urban infrastructure be provided for all new developments, including curb and gutter, sidewalks,water and sewer utilities."(3.03.03G) Urban sewer and water infrastructure and curb, gutter and sidewalks are required to be provided with development of the future subdivision. • "Maximize public services by prioritizing infill development of vacant and underdeveloped parcels within the City over parcels on the fringe."(2.02.02) Development of the subject infill parcel will maximize public services. VI. STAFF ANALYSIS A. COMPREHENSIVE PLAN MAP AMENDMENT(CPAM) As discussed above,the Applicant requests an amendment to the FLUM to change the future land use designation on 2.10-acres of land from Commercial to MHDR for the development of 19 single-family attached and townhome dwellings at a gross density of 10.8 units per acre. An exhibit map showing the existing and proposed FLUM designations is included in Section VIII.A. Approval of the proposed amendment to MHDR will contribute to the range of residential land use designations and diversity in housing types and densities in this area as desired. Additionally, it will provide for a transition in land uses between existing medium density residential uses to the north and commercial/office uses to the south and east. The change to a residential designation and subsequent proposed development will provide for fewer vehicle trips per day than would result from commercial development. For these reasons, Staff is in support of the request for a map amendment to MHDR. B. REZONE(RZ) The Applicant proposes to rezone 2.10-acre of land from the L-O(Limited Office)to the R-15 (Medium High-Density Residential)zoning district consistent with the proposed FLUM designation of MHDR. A legal description and exhibit map for the rezone area is included in Section VIII.B. This vacant/undeveloped property is an enclave surrounded by property developed with single-family residential uses to the north and commercial/office uses to the south and east; only the property to the west is yet to develop. Developent of the subject property will provide more efficient provision of City services. A conceptual site plan and building elevations were submitted showing how the property is planned to develop with(19) single-family attached and townhouse dwelling units consisting of(1) single-family attached structure,(3)3-unit townhouses, and(2)4-unit townhouses and a 2,500 buildin . The property is pla+med-proposed to be subdivided thfough a ft4we apphe^* ^^. The existing subdivision plat(i.e. Mallane Subdivision)requires all lots in the subdivision to obtain conditional use permit approval prior to construction commencing on the lots; this requirement will be removed with re- subdivision of the property. The existing plat also depicts a 10' PUDI easement and 25' wide landscape easement along the west and north boundaries and a sanitary sewer,water main and public utilities easement along the east boundary of the site. The landscape buffer easement will be removed since a landscape buffer isn't required between residential uses and the PUDI easements will be replaced with new easements with the future plat. Single-family attached and townhouse dwellings are listed as a principal permitted use in the R-15 zoning district per UDC Table I I-2A-2. Future development is subject to the dimensional standards listed in UDC Table 11-2A-7 for the R-15 zoning district. Page 7 Page 143 Item#9. The conceptual development plan depicts access to the site via a cross-access easement from an existing driveway from N. Hickory Way, a collector street; no stub streets exist to this property. Direct access via N. Hickory Way is prohibited. A private street is planned to provide access to the proposed development and for addressing purposes; an application for such should be submitted prior to the City Council meetin&with the preliminary plat application and compliance with the standards listed in UDC 11-3F-4 is required. Staff recommends the Applicant work with the property owner to the east to extend the private street to Hickory Way in order to better facilitate emergency access to the site for wayfinding purposes and to comply with UDC 11-3F-4A.2,which requires the private street to connect to a local or collector street. An attached sidewalk is proposed along one side of the private street for pedestrian access. Off-street parking is required to be provided in accord with the standards listed in UDC Table 11-3C-6. A minimum of 2 spaces are required per dwelling unit for 1-and 2-bedroom units,with at least one of those in an enclosed garage,the other space may be enclosed or a minimum 10' x 20' parking pad. For 3-and 4-bedroom units, a minimum of 4 spaces are required per dwelling unit with at least 2 in an enclosed garage, other spaces may be enclosed or a minimum 10' x 20' parking pad. Garages are proposed for each unit with parking pads in front of the garages. F Twenty(20)extra spaces for guests are proposed in the common areas oeaf the eff4y. On-street parking is not allowed due to the width of the private street. A minim,&m of one(1) off street pafk4ag ired for-every 500 squar-e feet(s.fi) of gross floor- afea for-nen residential uses (i.e. the offiee). Based on 2,500 s.f-. for-the office,a minimum of(5) spaees ID spaees for-the effiee ener-eaeh within the r-e"ir-ed 20 feet wide bttff�r-to r-esidepAial uses,whieh is not allowed.An office is no longer proposed. Because the site is below 5-acres in size, qualified open space and site amenities are not required by the UDC per UDC 11-3G-2. A total of 9410.40-acre of open space is proposed as shown on the concept plan,which includes the street buffer alongH ickory Way and parking. A 20-foot wide landscaped street buffer and attached sidewalk exists on this site along N. Hickory Way that was installed with the subdivision improvements that is proposed(and required)to remain. Conceptual building elevations were submitted for the single-family attached and 3-unit and 4-unit townhouse structures as shown in Section VIII.D. Building elevations consist of a mix of materials including horizontal wood siding,vertical board and batten siding,wood shake siding and cement plaster with stone veneer accents and architectural asphalt roofing. Geneeptual building elevations were also submitted for-the offiee with building ma4er-ials eensisting of eemeat plasteF with stone veneer-and deeer-ative wood timber-aeeeffts and ar-ehiteetur-al asphalt roofing eensistent with the r-esideatial Final design of all structures is required to comply with the design standards in the Architectural Standards Manual. Detailed review of the elevations for compliance with these standards will take place with the Cei4 fieme of Zoning Comp4anee ^Na Design Review application prior to application for building permits. The City may require a development agreement(DA)in conjunction with a rezone pursuant to Idaho Code section 67-6511A. To ensure the site develops as proposed with this application, Staff recommends a DA is required with the provisions discussed above and included in Section IX.A. Staff Recommendation: , development of this site is diffieult. The proposed eoneept plan with an offlee at the southeast eor-ner-with par-king that ener-oaehes within the required land use buffer-does not eompty with UDC standards as noted above and is .The Comprehensive Plan states development in MHDR designated areas should incorporate high quality architectural and site design to ensure Page 8 Page 144 Item#9. quality of place and incorporate connectivity with adjacent uses and pathways and include attractive landscaping and a project identity.To achieve this goal and alleviate some of the spneial constrictions on the site, Staff recommends as a PFOViSiO1*of the Fezone that the offiee building is removed frofn the plan a the plans were updated to include additional open space with quality landscaping and some additional parking as directed by the City Council is with a pathways along the south and east sides of the development and a gazebo with a seating area as an amenity which can be shared between the residential and commercial development. Staff recommends a pathway is also provided from the sidewalk along the private street through the common area to the parking area at the southeast corner of the site.Prior-to the City Coupe" hearing,the Applicant should revise the concept plan aeeordingl�-. C. PRELIMINARY PLAT(PP): The proposed PP consists of 19 building lots and 4 common lots(including one lot for a private street) on 1.97 acres of land in the proposed R-15 zoning district. Proposed lots range in size from 3,789 to 2,000 square feet(s.f.)with an average lot size of 2,701 s.£ The proposed gross densi , of the subdivision is 9.64 units per acre. The subdivision is proposed to develop in one phase. Existing Structures/Site Improvements: There are no existing structures on this site. The western portion of the drive-aisle along the eastern boundary on the site lies on this property. Dimensional Standards (UDC 11-2): The proposed plat and subsequent development is required to comply with the dimensional standards listed in UDC Table 11-2A-15 for the R-15 zoning district.The proposed plat appears to comply with the dimensional standards of the district. Access: Access is proposed from an existing driveway from N. Hickory Way, a collector street. A private street is proposed for internal access to the proposed lots. be submitted or-ior-to the City C-ou ej h,..,..;M.Compliance with the standards listed in UDC 11-3F-4 is required. Landscaping(UDC 11-3B): A street buffer exists along N. Hickory Way, a collector street,that complies with the standards listed in UDC 11-3B-7C. Landscapin is s required to be provided in internal common open space areas in accord with the standards listed in UDC 11-3G-3E. The stormwater drainage pond on Lot 16,Block 1 is required to be landscaped per the standards listed in UDC 11-313-11C. Landscapin is s required along all pathways per the standards listed in UDC 11-313-12C;the landcape plan shall be revised accordingly. Common Open Space& Site Amenities(UDC 11-3G-3): Because this site is below 5-acres in size, common open space and site amenities are not required. A total of 0.40-acre of open space is proposed as shown on the concept plan,which includes the street buffer alongH ickory Way and parking. Sidewalks(11-3A-1 n: There is an existing attached sidewalk along N. Hickory Way, a collector street. The UDC requires 5-foot wide detached sidewalk along collector streets; however,because the existing sidewalk is in good condition, Staff does not recommend it's reconstructed as a detached sidewalk. Utilities(UDC 11-3A-21): Connection to City water and sewer services is required in accord with UDC 11-3A-21. Street lightingis s required to be installed in accord with the City's adopted standards, specifications and ordinances. Page 9 Page 145 Item#9. Pressurized Irrigation System (UDC 11-3A-15): Underground pressurized irrigation water is required to be provided to each lot within the subdivision as set forth in UDC 11-3A-15. Storm Drainage(UDC 11-3A-18):An adequate storm drainage system is required in all developments in accord with the City's adopted standards, specifications and ordinances.Design and construction shall follow best management practice as adopted by the City as set forth in UDC 11-3A-18. D. PRIVATE STREET(PS)(UDC 11-3F): A private street application was submitted for an internal private street providing access to the proposed units.All private streets are required to be designed and constructed to the standards listed in UDC I I- 3F-4. Private streets are not intended for single-family develoments other than those that create a common mew through the site design or that propose a limited gated residential development. The applicability may be extended where the Director or Fire Marshall determes that a private street will enhance the safety of the development.A common mew is not proposed; therefore,a gated development should be provided unless otherwise approved through Alternative Compliance in accord with UDC II- 3F-4B.3 as set forth in UDC 11-5B-5. Gates are required to comply with the standards listed in UDC 11-3F-4A.4. The Fire Dept.has approved the design of the proposed private street. "No Parking Fire Lane"signs are required to be installed the entire length of the street in accord with ACHD standards; if a curb exists next to the drive aisle,it shall be painted red per UDC 11-3F-4B.2d.The gated entries to the private street should also be approved by the Fire Dept.to ensure emergency access can be provided to the site. The private street is required to be constructed in accord with roadway and storm drainage standards of the transporation authority or as approved by the City based on plans submitted by a certified engineer. An attached sidewalk is proposed along one side of the private street. The Director is supportive of a private street for this development for the following reasons: a named private street will assist in wayfinding for homes in this development off the collector street(N. Hickory Way); no local street access exists to this property; and a public street isn't desired in this location. Thus, the Director has tentatively approved the private street application subject to completion of the tasks listed in UDC 11-3F-3B within one(1)year. VII. DECISION A. Staff: Staff recommends approval of the proposed amendment to the Future Land Use Map and Rezone with the requirement of a Development Agreement, and preliminary_plat per the provisions in Section IX in accord with the Findings in Section X. The Director tentatively pproved the request for a private street subject to completion of the tasks listed in UDC 11-3F-3B within one(1)year. B. The Meridian Planning&Zoning Commission heard these items on June 3, and July 1,2021.At the public hearingon n July l't,the Commission moved to recommend approval of the subject CPAM and RZ requests to the City Council. 1. Summary of Commission public hearing_ a. In favor: Blaine Womer,Applicant's Representative;Louie Mallane b. In opposition:None C. Commenting: Dave McDonald; Shirley Moon; Randy Nelson;Ann Atarian d. Written testimony: None Page 10 Page 146 Item#9. e. Staff presenting application: Sonya Allen f. Other Staff commenting on application: Bill Parsons 2. Key issue(s) testimony a. Desire for a time limit to be put on the residential FLUM designation/R-15 zoning(if development doesn't occur within a certain timeline,the land use and zoning would revert to Commercial/L-O zoning),traffic& safety concerns on Hickory Wad maintenance of the existing masonry wall and landscape strip along north boundary of sib b. Inadequacy of parking in this area(Louie's restaurant/bank patrons park on this ro e C. Unsafe driving conditions due to lack of visibility of cars pulling out onto Hickory Way from the site due to the curve of the road. 3. Key issue(s)of discussion by Commission: a. In favor of the proposed development plan over previous plans for this site; b. Concern pertaining to safety of access onto Hickory Wad c. Preference for the 4-unit townhome proposed along the north boundary to be reduced to a 2-or 3-unit townhouses for better transition to the existing homes to the north. 4. Commission change(s)to Staff recommendation: a. None 5. Outstanding issue(s) for City Council: a. None C. The Meridian City Council heard these items on August 10 and September 7,2021.At the public hearingogust 10't',the Council moved to continue the project to September 7't'in order for the Applicant to prepare a parking analysis for the overall area. See submittedarking analysis_. At the September 7'i'hearing, Council continued the project to a future hearing date to be scheduled concurrently with the future preliminary plat application. 1. Summary of the City Council public hearing: a. In favor: Blaine Womer,Applicant's Representative b. In opposition:None C. Commenting: Dave McDonald, Ryan Abbott,Louie Mallane d. Written testimony: None e. Staff presenting application: Sonya Allen f. Other Staff commenting on application:None 2. Key issue(s)of public testimony: a. Request for the 4-unit townhomes to be relocated to the southern lots or reduced to fewer units: b. Concerns pertaining to traffic and parking. 3. Key issue(s)of discussion by City Council: a. Council questioned the Applicant on why residential is more appropriate than commercial office use of the property as currently zoned—concern due to the loss of commercially zoned land: b. The bulk and height of structures proposed along the northern boundary of the site adjacent to existing single-family residential homes C. The adequacyparking proposed for the development and concern for the parking situation for the overall development area including the adjacent restaurant/commercial and bank uses. 4. City Council change(s)to Commission recommendation: a. At the hearing on Sept. 7' Council directed the Applicant to make changes to the conceptual development plan to include additional parking in one of the common areas Page 11 Page 147 Item#9. wherever it can be fit in): and expressed concern pertaining to the height and location of the structures proposed along the north boundary adjacent to existing residents. D. The Meridian Planning&Zoning Commission heard this item(PP—H-2021-0082) on December 2,2021. At the public hearing,the Commission moved to recommend approval of the subject PP request. 1. Summary of Commission public hearing_ a. In favor: Blaine Womer,Applicant's Representative b. In opposition:None C. Commenting: Dave McDonald,Jerry Evans d. Written testimony: None e. Staff presenting pplication: Sonya Allen f. Other Staff commenting on application: None 2. Key issue(s)of public testimony a. Concern pertainingto parking alongthe he adjacent collector street(Hickory Wax from the proposed development, b. Preference for the previous site design without parkin on n the periphery of the southeast boundary; c. Concern pertainingto planting of shrubs within the utility easement(that contains utilities,)along the northwest boundary of the site and adequacy of parking for the development; d. Concern pertaining to traffic on Fairview and desire for improvements on Hickor�to increase traffic flow. 3. Key issue(s)of discussion by Commission: a. Discussion pertainingtparking analysis submitted b, t�pplicant for this area. 4. Commission change(s)to Staff recommendation: a. None 5. Outstandingissue(s)ssue(s) for City Council: a. None D. The Meridian City Council heard these items on January 4, 2022. At the public hearing the Council moved to approve the subject CPAM, RZ and PP requests. 1. Summary of the City Council public hearing: a. In favor: Blaine Womer,Applicant's Representative b. In opposition:None C. Commenting: Dave McDonald d. Written testimony: None e. Staff presenting application: Sonya Allen f. Other Staff commenting on application:None 2. Key issue(s)of public testimony: a. Landscaping along the northwest boundary and maintenance of the utilities in the easement along that boundary: b. Cross-parking agreement is not going away with development of this property. 3. Key issue(s)of discussion by City Council: a. Appropriateness of residential development on this site as opposed to the current office designation: b. Concern pertainingto o impact of proposed development on existing parking issues in this area. 4. City Council change(s)to Commission recommendation. a. None Page 12 Page 148 Item#9. VIII. EXHIBITS A. Future Land Use Map—Adopted&Proposed Land Uses Date-6/28/2021 Adopted Land Uses 500 1,000 s Feet Medium.Density 'Residenfial MU-RG ewood Legend `TMISAP Boundary Commercial Low Density Residential Medium Density Residential Med-High Density Residential - High Density Residential -Commercial I-C Office General Industrial j - Industrial � civic Proposed Land Uses Old Town Mixed Use Neighborhood Mixed Use Community Mixed Use Regional _ -_ - Mixed Use Non-Residential 0 MixedUse-Interchange edium-Density 'Residential Low Density Employment -_ I U - High Density Employment Mixed Employment MU-RG —J MU-Res �— Med-High L— MU-Cam Density ® Lifestyle Center Residential c mmercial 1 � MU C Generallndustrial Page 13 Page 149 Item#9. B. Rezone Legal Description and Exhibit Map WOODCRESI'TOWNHOMES SUBDIVISION EXHIBIT'A' LEGAL.DESCRIPTION A PARCEL LOCATED IN THE SOUTIWEST 1/4 OF TIM SOUTHEAST 114 OF SECTION 5,TOWNSHIP 3 NORTH,RANGE 1 EAST,BOISE MERIDIAN,ADA COUNTY,IDAHO,AND ALSO BEING A PORTION OF LOT 4,BLOCK 1 OF MALLANE SUBDIVISION,AS SHOWN IN BOOK 87 OF PLAI'S ON PAGES 9881 THROUGH 9883,RECORDS OF ADA COUNTY,IDAHO,AND MORE PARTICULARLY DESCRIBED AS FOLLOWS. COMMENCING AT THE SOUTH 1/4 CORNER.OF SAID SECTION 5 AS SHOWN ON SAID PLAT; THENCE NORTH 001128'03"EAST A DISTANCE OF 67,14 FEUTTO A V8 INCH DIAMETER IRON PIN MARKING THE SOUTHWEST CORNER OF LOT 3, BLOCK 1 OF SAID MALLANE SUBDIVISION; THENCE CONS TINUING NORTH 001128'43"EAST ALONG THE WESTERLY LINE OF SAID LOT 3,A DISTANCE OF 252.95 FEET TO A 112 INCH DIAMETER IRON PIN MARKING THE SOUTHWEST CORNER OF SAID LOT 4 AND THE TRY;E P0114 I'OF BEGINNING; THENCE CONTINUING NORTH 00028'03"EAST ALONG THE WESTERLY BOUNDARY OF SAID LOT 4,A DISTANCE OF 129.73 FEET TO A 5/8 INCH DIAMF,TF,R IRON PIN; THENCE NORTH 430 19'32"EAST ALONG THE NORTHWESTERLY BOUNDARY OF SAID LOT 4,A DISTANCE OF 257.72 FEET TO 518 INCH DIAMETER IRON PIN; I HLNCE CONTINUING NORTH 4301932"EAST ALONG THE NORTHEASTERLY PROLONGATION OF SAID NOTIIWESTERLY BOUNDARY, A DISTANCE OF 34.49 FEET TO THE CENTER LINE❑F NORTH HICKORY WAY, THENCE SOUTH 76012'56"EAST ALONG SAID CENTER LINE,A DISTANCE OF 90.01 FEET TO THE BEGINNING OF A TANGENT CURVE,CONCAVE SOUTHWESTERLY,HAVING A RADIUS OF 400.00 FEET, THENCE SOUTHEASTERLY ALONG SAID CENTER LINEAND SAID TANGENT CURVE,93.24 FEET THROUGH A CENTRAL.ANGLE OF 13021'21"TO A POINT OF INTERSECTION WITH THE NORTHERLY PROLONGATION OF THE EASTERLY BOUNDARY OF SAID LOT 4; Page 14 Page 150 Item#9. PAGE 1 OF 2 THENCE SOUTH 00°2644"WEST ALONG SAID PROLONGATION,A DISTANCE OF 33.93 FEET TO A 1/2 INCH DIAMETER lkoN PIN MARKING THE MORTHFAST CORNER OF SAID LOT 4; THENCE SOUTH W0°26144"WESTALONG SAID EASTERLY BOUNDARY,A DISTANCE OF 210.08 FEET TO A 5/8 INCH DIAMETER IRON PIN; THENCE LEAVING SAID EASTERLY DOUNDARy NORTR 89*3420"WEST,A DISTANCE OF 244.56 FEET TOA5/8 INCH DIAMETER IRON PIN; THENCE SOUTH 00028'04"WEST,A DISTANCE OF 4 7.00 FEET TO A 5f8 INCH DIA.MEfER IRON PIN ON THE SOUTHERLY BOUNDARY OF SAID LOT 4; THENCE NORTH 8"722"WEST ALONG SAID SOUTHERLY BOUNDARY,A DISTANCE OF 129.20 FEET TO THE TRUE POINT OF BEGINNING. CONTAINS 2.10 ACRES,MORE OR LESS. EXHIBIT`B'ATTACHED HERETO AND BY THIS REFERENCE MADE A PART HEREOF. i L @l � f 7732 q A. ' Page 15 Page 151 Item#9. m A- "a 0 71 a rn rn o rae 4 .. .... ..... .......•............... ............... ....... :. :.:.<....!. . .. .. w lLA . . ti 773 478 4F L4 '�] A• JN14120 Annexation description 4/21/2021 Scale: 1 inch= 50 feet File: Tract 1:2-1063 Acres(91752 Sq,l seta,Closure:n00.i7000e 0.00 ft.(11281991),Perimeter=12701t. 01 n002803e 129.73 08 n89-3420w 244.66 02 n43.1932e 257.72 09 s00.2804w 47 03 n43-1932e 34. B 10 o89.3722w 129.2 04 s76.1256e 90.01 05 Rt,r=400.00,delta=013.2121,arc--93.24 06 s00.2644w 33.93 07 s- 0OIW44w 210.08 Page 16 Page 152 Item#9. C. Conceptual Development Plan-REVISED "�0"0Ri wnr 14 rT N � , 11 21 r o, Utt F AI E:.ILI.V.IL 1lnow w1151's helOw. E x El Call before you di . n ry u BLAINE A.WOMER 1'JL YtE'iTi 1'H'IES SI;�I�A4CM1 'F 'f ow��HEER,H� ITE I3XOJT ANj Ia+EMICK EiNUT ETT_ -T Page 17 Page 153 Item#9. D. Conceptual Building Elevations—REVISED ��• .sins �ii� Ell EIN .. ?��~~��'�^Syi�^�''Sk�>>�ry%a�•saS .�.o.®m '3.'3 - —....� I FAIRWAY TOWNHOMES(2 UNIT) Page 18 Page 154 Puoel9 ----------- ---------- Item#9. :__-- eE Eo ® ®nee® e� m ®v ym � Eo ® of Ell gm o- -�- Ll �\ 6 FAIRWAY TOWNHOMES)4-UNIT) ARGIRECTURE ------------- FAIRWAY TOWNHOMES)4-UNIT) ARGIRECNRE Page 20 Page 156 Item#9. E. Prelimina , Plat dated: 9/7/21) PRELI MNARY PLAT(,F WOODCREST TOWNHOMES SUBDIVISION A—0-of lPNO L lE-N 111E AWIIA1 III W THE SWIH6 T I/• 'EOTON 5 �IHP J 140n 4klLE-F ..WEE MERNNI Cm•OF YEROVA AVA COO)NM INWO 5EPMBER.2021 1 N oN Y I i/ /� // 'L� ~R��•"�acrgry i �! I VICINITY MAP NTS PRFUMINRRY PLAT UH[7 USE SUMMARY � , J 1 �� i �'`e _` � •'� ` � DEVELOPMENT NME5 CUFNE TABLE ---.— LEGEND CONTACT IXF9MrW1IDN ,,,n6 w.,,,s. ran-•�. — -- — .. —b—ro—w— R ----------------------assY —— -------- 11Krrrtn FaFI:•. T' 8l•EIN9LW — — —. — uwa•w oi't;r�n.ti.r oi'.r:r._-. .—..—. — .—..—..—..ewil'— -------- Wno win • 9EnL{NL[HEER -�L.�•FOFIE-T n E L- �� ,I"---e;, .. CITY OF NERIOWH.IO -� Know whaRY heIOW. - BLAINE A.WOM ER _" WOOOfREST TtlNHHONES SUEIDNISIOH C3II6efaEe you Elg .` c. w:ux.c:.o cNElEOME COVER SHEET �p ""�•- 1e�,w Y PREJMINRRI'PUT "`�:'�' .• s`5P �� Page 21 Page 157 Item#9. F. Landscape Plan(dated: 11/4/2021) LANDSCAPELEGEND ❑I PLANT SCHEDULE" 7 r Y�I $ WINI m°. //,/ve. on (j• O w�w... rm.e vra vin.vm I �Zf CAL-OUT LEGEND E W o 0 ®R A z U C o Ip ca 0 s ao � 1LANDSCAPE PLAN lo Li LANDSCAPE SET SHEET INDEX 0 THIS SHEET L1 0 LANDSCAPE PLAN SEE SHEET L2.0 FOR LANDSCAPE NOTES AND DETAILS. SEE SHEET L3 0 FOR IRRIGATION NOTES&DETAILS SEE SHEET L31 FOR IRRIGATIONCONTROL DETAILS L1.0 SEE SHEET L3 2 FOR DRIP IRRIGATION DETAILS LANOSCAPE NOTES 'a` ., VINYL FENCE PANEL Wg» S.PERENNIAL&GROUNDCOVER� PLANTING _ m,.e..,,...Y•..- .a, L ;�.! a r.. �— a .W...e —�-i- TREE PROTECTION NOTES: ""'�"" Z VINYL FENCE-3'HT TRAN51T10N s VSHRUB PLANTING .........a.,,.p.m. .. TREE MITIGATION NOTES: Y 11DVRA EDGE STEEL TREE TRANSPLANT NOTES: LEI EDGING '"`" a TREE PROTECTION oeralL^� LL eR! m R Page 22 Page 158 Item#9. IX. CITY/AGENCY COMMENTS & CONDITIONS A. PLANNING DIVISION P40F tO the City Couneil hearing, Staff recommends the conceptual development plan iS Fe14sed to Femove the offlee building and Feplaee it with eommon open spaee with quality landseaping that iHeffpffates the following! PaFlEiRg,pedeStFiaH pathWaYS a10H9 the south and east sides of the development,and a gazebo with a seating aFea Whiek ean be shared between the Fesidential and eommeFeial development; I. A Development Agreement(DA) is required as a provision of annexation of this property. Prior to approval of the annexation ordinance, a DA shall be entered into between the City of Meridian,the property owner(s)at the time of annexation ordinance adoption, and the developer. Currently, a fee of$303.00 shall be paid by the Applicant to the Planning Division prior to commencement of the DA. The DA shall be signed by the property owner and returned to the Planning Division within six(6)months of the City Council granting the annexation. The DA shall, at minimum, incorporate the following provisions: a. Future development of this site shall be generally consistent with the conceptual development plan,preliminarxplat and building elevations included in Section VIII and the provisions contained herein. b. Future development shall comply with the design standards listed in the Architectural Standards Manual.An application for Design Review shall be submitted and approved for the single- family attached and townhouse structures prior to submittal of building permit applications. c. Direct lot access via Hickory Way is prohibited except for the private street common lot. d. The proposed development shall incorporate high quality architectural design and materials and thoughtful site design to ensure quality of place and also incorporate connectivity with adjacent uses and area pathways, attractive landscaping and a project identity consistent with the Medium High-Density Residential Future Land Use Map designation in the Comprehensive Plan. e. The subject property shall be subdivided prior to submittal of^ CeFfi eme of Zoning Gemplianee and Design Review building=permit application(s) for the site. £ The Applicant shall work with the property owner to the east to extend the private street to Hickory Way if possible in order to better facilitate emergency access to the site for wayfinding purposes.Note: The private street is required to connect to the collector street(i.e.N. Hickory Wax);the connection requires approval from ACHD. If not possible to connect,the Applicant shall submit an application for alternative compliance to UDC 11-3F-4A.2. 2. The final plat shall include the following revisions: a. A separate common lot shall be provided from the private street lot(i.e. Lot 15,Block 1,) for the property along the east boundary inelude the iqaAian along the east bottfid n � rate met. b. Note#8: "Lot 15,Block 1 is prepesed-as a private roadway that shall provide access to all lots in the subdivision and shall be owned and opff1aW maintained by the home owner's association." 3. The landscape plan submitted with the final plat shall include the following revisions: a. Depict a pathway from the sidewalk along the private street on the west end of the site through the common area to the parking area at the southeast corner of the site. b. Depict landscaping along all pathways in accord with the standards listed in UDC 11-3B-12C. Page 23 Page 159 Item#9. 4. A private street application sha4J&e was submitted and tentatively approved by the Director for the proposed private street; compliance with the standards for such listed in UDC 11-3F-4 is required. The Applicant has one (1)year to complete the tasks listed in UDC 11-3F-3B in order to obtain final approval of the private street. Upon completion of these tasks,the Applicant shall submit documention to the Planning Division verifying completion and the Director will issue a letter stating the private street has been approved. No building permit shall be issued for any structure using a private street for access to a public street until the private street has been approved per UDC 11-3F-3B.5. 5. "No Parking Fire Lane"signs are required to be installed the entire lenath of the private street in accord with ACHD standards; if a curb exists next to the drive aisle,it shall be painted red per UDC 11-3F-4B.2d. 6. Gates shall be provided at each end of the private street in accord with UDC 11-317-51)and shall comply with the standards listed in UDC 11-3174A.4 and be approved by the Fire Marshall,unless otherwise approved through Alternative Compliance in accord with UDC 11-3F-413.3 as set forth in UDC 11-513-5. 7. Submit a detail of the proposed gazebo on Lot 16,Block 1 with the final plat application. 8. A Design Review application shall be submitted for all of the structures in the development and qpproved prior to submittal of applications) for building permits. The elevations submitted shall comply with the design standards in the Architectural Standards Manual and the provisions in the Development Agreement. B. PUBLIC WORKS Site Specific Conditions of Approval 1.1 No Permanent structures (buildings,carports,trash receptacle walls, fences, infiltration trenches, lightpoles, etc.)can be built within the utility easement. 1.2 Do not have water and/or sewer services crossing private lots. 1.3 The existing sewer is not shown correctly. Missing existing manhole and shown as extending further into the property then existing sewer actually goes. 1.4 There is an existing 8" sewer stub from existing manhole that looks like it will not be used. If this is the case the existing stub must be abandoned at the manhole per City Requirements. 1.5 Ensure that infiltration trenches are located so that sewer services do no pass through them. General Conditions of Approval 2.1 Applicant shall coordinate water and sewer main size and routing with the Public Works Department, and execute standard forms of easements for any mains that are required to provide service outside of a public right-of-way. Minimum cover over sewer mains is three feet, if cover from top of pipe to sub-grade is less than three feet than alternate materials shall be used in conformance of City of Meridian Public Works Departments Standard Specifications. 2.2 Per Meridian City Code(MCC),the applicant shall be responsible to install sewer and water mains to and through this development. Applicant may be eligible for a reimbursement agreement for infrastructure enhancement per MCC 8-6-5. 2.3 The applicant shall provide easement(s) for all public water/sewer mains outside of public right of way(include all water services and hydrants). The easement widths shall be 20-feet wide for a single utility, or 30-feet wide for two. The easements shall not be dedicated via the plat,but rather dedicated outside the plat process using the City of Meridian's standard forms. The Page 24 Page 160 Item#9. 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 development plan approval. 2.4 The City of Meridian requires that pressurized irrigation systems be supplied by a year-round source of water(MCC 12-13-8.3). The applicant should be required to use any existing surface or well water for the primary source. If a surface or well source is not available, a single-point connection to the culinary water system shall be required. If a single-point connection is utilized, the developer will be responsible for the payment of assessments for the common areas prior to prior to receiving development plan approval. 2.5 All existing structures that are required to be removed shall be prior to signature on the final plat by the City Engineer. Any structures that are allowed to remain shall be subject to evaluation and possible reassignment of street addressing to be in compliance with MCC. 2.6 All irrigation ditches, canals, laterals,or drains, exclusive of natural waterways,intersecting, crossing or laying adjacent and contiguous to the area being subdivided shall be addressed per UDC 11-3A-6. In performing such work,the applicant shall comply with Idaho Code 42-1207 and any other applicable law or regulation. 2.7 Any existing domestic well system within this project shall be removed from domestic service per City Ordinance Section 9-1-4 and 9 4 8 contact the City of Meridian Engineering Department at(208)898-5500 for inspections of disconnection of services. Wells may be used for non-domestic purposes such as landscape irrigation if approved by Idaho Department of Water Resources Contact Robert B.Whitney at(208)334-2190. 2.8 Any existing septic systems within this project shall be removed from service per City Ordinance Section 9-1-4 and 9 4 8. Contact Central District Health for abandonment procedures and inspections(208)375-5211. 2.9 Street signs are to be in place, sanitary sewer and water system shall be approved and activated, road base approved by the Ada County Highway District and the Final Plat for this subdivision shall be recorded,prior to applying for building permits. 2.10 A letter of credit or cash surety in the amount of 110%will be required for all uncompleted fencing, landscaping, amenities, etc.,prior to signature on the final plat. 2.11 All improvements related to public life, safety and health shall be completed prior to occupancy of the structures.Where approved by the City Engineer, an owner may post a performance surety for such improvements in order to obtain City Engineer signature on the final plat as set forth in UDC 11-5C-3B. 2.12 Applicant shall be required to pay Public Works development plan review, and construction inspection fees, as determined during the plan review process,prior to the issuance of a plan approval letter. 2.13 It shall be the responsibility of the applicant to ensure that all development features comply with the Americans with Disabilities Act and the Fair Housing Act. 2.14 Applicant shall be responsible for application and compliance with any Section 404 Permitting that may be required by the Army Corps of Engineers. 2.15 Developer shall coordinate mailbox locations with the Meridian Post Office. Page 25 Page 161 Item#9. 2.16 All grading of the site shall be performed in conformance with MCC 11-12-3H. 2.17 Compaction test results shall be submitted to the Meridian Building Department for all building pads receiving engineered backfill,where footing would sit atop fill material. 2.18 The design engineer shall be required to certify that the street centerline elevations are set a minimum of 3-feet above the highest established peak groundwater elevation. This is to ensure that the bottom elevation of the crawl spaces of homes is at least 1-foot above. 2.19 The applicants design engineer shall be responsible for inspection of all irrigation and/or drainage facility within this project that do not fall under the jurisdiction of an irrigation district or ACHD. The design engineer shall provide certification that the facilities have been installed in accordance with the approved design plans. This certification will be required before a certificate of occupancy is issued for any structures within the project. 2.20 At the completion of the project,the applicant shall be responsible to submit record drawings per the City of Meridian AutoCAD standards. These record drawings must be received and approved prior to the issuance of a certification of occupancy for any structures within the project. 2.21 A street light plan will need to be included in the civil construction plans. Street light plan requirements are listed in section 6-5 of the Improvement Standards for Street Lighting. A copy of the standards can be found at http://www.meridiancity.org/public_works.aspx?id=272. 2.22 The City of Meridian requires that the owner post to the City a performance surety in the amount of 125%of the total construction cost for all incomplete sewer,water and reuse infrastructure prior to final plat signature. This surety will be verified by a line item cost estimate provided by the owner to the City. The surety can be posted in the form of an irrevocable letter of credit,cash deposit or bond. Applicant must file an application for surety,which can be found on the Community Development Department website. Please contact Land Development Service for more information at 887-2211. 2.23 The City of Meridian requires that the owner post to the City a warranty surety in the amount of 20%of the total construction cost for all completed sewer,water and reuse infrastructure for duration of two years. This surety will be verified by a line item cost estimate provided by the owner to the City. The surety can be posted in the form of an irrevocable letter of credit, cash deposit or bond. Applicant must file an application for surety,which can be found on the Community Development Department website. Please contact Land Development Service for more information at 887-221 L. C. FIRE DEPARTMENT 1. Roadways: When required by the Fire Marshall, "No Parking Fire Lane"signs shall be used per appendix D of the 2018 IFC.No other signs shall be approved: Roadways: All entrances, internal roads, drive aisles,and alleys shall have a turning radius of 28' inside and 48' outside,per International Fire Code Section 503.2.4. Roadways: All common driveways and alleys shall be maintained at all times for access by fire, police and EMS at all times of the year. D. POLICE DEPARTMENT No comments at this time. Page 26 Page 162 Item#9. E. NAMPA&MERIDIAN IRRIGATION DISTRICT(NMID) https://weblink.meridiancity.org/WebLink/DocView.aspx?id=228988&dbid=0&r0o=MeridianCity&cr =1 F. CENTRAL DISTRICT HEALTH DEPARTMENT(CDHD) https:llweblink.meridiancity.orF WWebLinkIDocView.aspx?id=228242&dbid=0&repo=MeridianCioy G. WEST ADA SCHOOL DISTRICT(WASD) https:llweblink.meridianciU.oLglWebLinkIDocView.aspx?id=229685&dbid=0&repo=MeridianCity H. ADA COUNTY HIGHWAY DISTRICT(ACHD) https:llweblink.meridiancity.org/WebLinkIDocView.aspx?id=228193&dbid=0&repo=MeridianCity X. FINDINGS A. Comprehensive Plan Map Amendment Upon recommendation from the Commission,the Council shall make a full investigation and shall, at the public hearing,review the application. In order to grant an amendment to the Comprehensive Plan,the Council shall make the following findings: I. The proposed amendment is consistent with the other elements of the Comprehensive Plan. The City Council finds that the proposed infill development will provide a transiton in uses from single-family residential to commercial uses to the south and contribute to the diversity in housing types in this area as desired. 2. The proposed amendment provides an improved guide to future growth and development of the city. The City Council finds that the proposal to change the FL UM designation from Commercial to MHDR will allow a transition in uses between existing medium density residential homes and commercial uses and will provide an improved guide to future growth and development of the City. 3. The proposed amendment is internally consistent with the Goals, Objectives and Policies of the Comprehensive Plan. The City Council finds that the proposed amendment is consistent with the Goals, Objectives, and Policies of the Comprehensive Plan as noted in Section V. 4. The proposed amendment is consistent with the Unified Development Code. The City Council finds that the proposed amendment is consistent with the Unified Development Code. 5. The amendment will be compatible with existing and planned surrounding land uses. The City Council finds the proposed amendment will be compatible with abutting existing residential uses and existing commercial land uses in the near vicinity. 6. The proposed amendment will not burden existing and planned service capabilities. The City Council finds that the proposed amendment will not burden existing and planned service capabilities in this portion of the city. Sewer and water services are available to be extended to this site. 7. The proposed map amendment(as applicable)provides a logical juxtaposition of uses that allows sufficient area to mitigate any anticipated impact associated with the development of the area. Page 27 Page 163 Item#9. The City Council finds the proposed map amendment provides a logical juxtaposition of uses and sufficient area to mitigate any development impacts to adjacent properties. 8. The proposed amendment is in the best interest of the City of Meridian. For the reasons stated in Section V and the subject findings above, the City Council finds that the proposed amendment is in the best interest of the City. B. Annexation and/or Rezone(UDC 11-5B-3E) Required Findings: Upon recommendation from the commission,the council shall make a full investigation and shall,at the public hearing,review the application. In order to grant an annexation and/or rezone,the council shall make the following findings: 1. The map amendment complies with the applicable provisions of the comprehensive plan; The City Council finds the Applicant's request to rezone the subject property with R-15 zoning and develop single-family attached and townhouse dwellings on the site at a gross density of 9.64 units per acre is consistent with the proposed MHDR FL UM designation for this property. (See section V above for more information) 2. The map amendment complies with the regulations outlined for the proposed district, specifically the purpose statement; The City Council finds the proposed map amendment to R-15 and development generally complies with the purpose statement of the residential districts in that it will contribute to the range of housing opportunities available in the City consistent with the Comprehensive Plan. 3. The map amendment shall not be materially detrimental to the public health, safety, and welfare; The City Council finds the proposed map amendment should not be detrimental to the public health, safety and welfare as the proposed residential uses should be compatible with adjacent single-family residential homes/uses in the area. 4. The map amendment shall not result in an adverse impact upon the delivery of services by any political subdivision providing public services within the city including,but not limited to, school districts; and The City Council finds City services are available to be provided to this development. 5. The annexation(as applicable)is in the best interest of city. This findings is not applicable as a rezone, not an annexation, is proposed. C. Preliminary Plat(UDC 11-6B-6) In consideration of a preliminary_plat,combined preliminary and final plat,or short plat,the decision- making body shall make the followingfgs_(Ord. 05-1170, 8-30-2005, ef£ 9-15-2005) 1. The plat is in conformance with the comprehensive plan and is consistent with this unified development code; (Ord. 08-1372, 7-8-2008, ef£ 7-8-2008) The City Council finds the proposed plat is eg nerally in conformance with the UDC if the Applicant complies with the Development Agreement provisions and conditions of approval in Section IX. Page 28 Page 164 Item#9. 2. Public services are available or can be made available ad are adequate to accommodate the proposed development; The City Council finds public services can be made available to the subiect property and will be adequate to accommodate the proposed development. 3. The plat is in conformance with scheduled public improvements in accord with the city�pital improvement program; The City Council finds there are no roadways, bridges or intersections in the general vicinity that are in the IFYWP or the CIP. 4. There is public financial capability of sLipporting services for the proposed development; The City Council„finds there is public financial capability ofsupporting services for the proposed development. 5. The development will not be detrimental to the public health, safe , or general welfare; and The ON Council finds the proposed development will not be detrimental to the public health, safeU or general welfare. 6. The development preserves significant natural, scenic or historic features. (Ord. 05-1170, 8-30-2005, ef£ 9-15-2005) The City Council is unaware of any significant natural, scenic or historic features that need to be preserved with this development. D. Private Street(UDC 11-3F-5) 1. The design of the private street meets the requirements of this article: The Director finds the proposed private street complies with the design and construction standards listed in UDC 11-3F-4 if the Applicant complies with the conditions of approval in Section IX. 2. Granting approval of the private street would not cause damage,hazard, or nuisance, or other detriment to persons,property, or uses in the vicinity; and The Director finds approval of the private street will not cause damage, hazard, or nuisance, or other detriment to persons,property, or uses in the vicinity. 3. The use and location of the private street shall not conflict with the comprehensive plan and/or the regional transportation plan. The Director finds the location and use of the private street will not conflict with the comprehensive plan and/or the regional transportation plan. 4. The proposed residential development(if applicable) is a mew or gated development. The Director finds the proposed development shall be a gated development in order to comply with this°finding. Page 29 Page 165 Item#10. E IDIAN 'aAHO AGENDA ITEM ITEM TOPIC: Final Order for Biltmore Estates Subdivision Time Extension (TECC-2021- 0001) by Engineering Solutions, Generally Located 1/4 Mile South of W. Victory Rd. and 1/2 Mile West of S. Meridian Rd. Page 166 BEFORE THE MERIDIAN CITY COUNCIL HEARING DATE: JANUARY 4, 2022 ORDER APPROVAL DATE: JANUARY 18, 2022 IN THE MATTER OF THE ) REQUEST FOR A TWO (2)YEAR ) TIME EXTENSION ON THE ) CASE NO. TECC-2021-0001 PRELIMINARY PLAT FOR ) BILTMORE ESTATES ) ORDER OF CONDITIONAL SUBDIVISION IN ORDER TO ) APPROVAL OF TIME EXTENSION OBTAIN THE CITY ENGINEER'S ) SIGNATURE ON THE FINAL ) PLAT,LOCATED IN THE NORTH ) % OF SECTION 25, T.3N.,R.IW, ) MERIDIAN, IDAHO ) BY: ENGINEERING SOLUTIONS ) APPLICANT This matter coming on regularly before the City Council on January 4, 2022,upon the Applicant's submittal of a preliminary plat time extension application for a two (2) year extension within which to obtain the City Engineer's signature on a final plat for Biltmore Estates Subdivision, which preliminary plat(PP-14-0004) was originally approved on May 20, 2014, as provided in Unified Development Code § 11-6B-7C, and good cause shown. An administrative time extension (A-2019-0366) for two (2) years was previously approved for this subdivision by the Planning Director on January 24, 2020 and would have otherwise expired on December 18, 2021. IT IS HEREBY ORDERED THAT: ORDER OF CONDITIONAL APPROVAL OF TIME EXTENSION FOR BILTMORE ESTATES TECC-2021-0001 Page 1 of 2 The above-named Applicant is granted an additional two (2) year extended period of time, until December 18, 2023, within which to obtain the City Engineer's signature on the next final plat, subject to the conditions of approval as shown in the attached Staff Report for the hearing date of January 4, 2022 incorporated by reference as Exhibit A. Attached: Staff Report for the hearing date of January 4, 2022 (Exhibit A) By the action of the City Council at its regular meeting on the 18th day of January , 2022 DATED this 18th day of January , 2022 Mayor ROBERT SIMISON Attest: Chris Johnson, City Clerk Copy served upon the Applicant,Planning Division,Public Works Department,and City Attorney. BY: Dated: 1-18-2022 ORDER OF CONDITIONAL APPROVAL OF TIME EXTENSION FOR BILTMORE ESTATES TECC-202 1-0001 Page 2 of 2 Item#10. EXHIBIT A STAFF REPORTC�WE COMMUNITY DEVELOPMENTDEVELOPMENT DEPARTMENT f D A H 0 HEARING 1/4/2022 Legend DATE: ff 0 I�Project Lflcfliar TO: Mayor&City Council R1 - FROM: Sonya Allen,Associate Planner T .15 E 208-884-5533 R1 RU SUBJECT: TECC-202 1-0001 R- Biltmore Estates R- UT RUTS LOCATION: Generally located 1/4 mile south of W. R- R- S Victory Rd. and 1/2 mile west of S. R.g Meridian Rd. in the north 1/2 of Section 25,T.3N. R.1 W. fi R1 R-4 I-L R- ,_�R-4- I. PROJECT DESCRIPTION Request for a two-year time extension on the preliminary plat in order to obtain the City Engineer's signature on the next final plat phase of development. II. SUMMARY OF REPORT A. Project Summary Description Details Page Acreage 22.67 Existing/Proposed Zoning R-4 Future Land Use Designation Low Density Residential(LDR) Existing Land Use(s) Agricultural Proposed Land Use(s) Single-family residential detached homes Neighborhood meeting date;#of 11/15/2021 attendees: History(previous approvals) AZ-13-014(Ord. 14-1594)Victory South;PP-14-0004 (Biltmore Estates—Development Agreement Inst. #114052420);A-2019-0366(TED,expires 12/18/21) III. APPLICANT INFORMATION A. Applicant: Engineering Solutions— 1029 N. Rosario St., Ste. 100,Meridian,ID 83642 B. Owner: Lee Centers,Biltmore Estates, LLC—PO Box 518,Meridian, ID 83680 Page 1 Page 169 Item#10. C. Representative: Shari Stiles, Engineering Solutions— 1029 N. Rosario St., Ste. 100,Meridian, ID 83642 IV. NOTICING City Council Posting Date Notification published in 12/14/2021 newspaper Notification mailed to property owners within 300 feet 12/17/2021 Applicant posted public hearing notice on site 12/19/2021 Nextdoor posting 12/17/2021 V. UNIFIED DEVELOPMENT CODE ANALYSIS UD Per UDC 11-6B-7C, "Upon written request and filing by the applicant prior to the termination of the period in accord with subsections A and B of this section, the director may authorize a single extension of time to obtain the city engineer's signature on the final plat not to exceed two (2)years. Additional time extensions up to two (2)years as determined and approved by the City Council may be granted. With all extensions, the director or city council may require the preliminary plat, combined preliminary and final plat or short plat to comply with the current provisions of this title." VI. STAFF ANALYSIS The Applicant requests approval of a 2-year time extension on the preliminary plat in order to obtain the City Engineer's signature on the final plat for the fourth phase of development. The existing approval expires on December 18,2021; the subject time extension was requested prior to the expiration date as required. Two phases are yet to develop consisting of a total of 70 building lots on 22.74 acres of land. The preliminary plat(PP-14-004)for this project consists of 159 building lots on 56.19 acres of land in the R-4 zoning district and was approved by City Council on May 20,2014. Final plats for Phases 1-3 obtained the City Engineer's signature within the required time frame; the final plat for Phase 3 was signed by the City Engineer on 12/18/2017,requiring the final plat for Phase 4 to be signed by 12/18/2019.A 2-year time extension(A-2019-0366)was approved by the Director to extend the period of time to 12/18/2021 in which the City Engineer is required to sign the next phase final plat. The reason for the previous time extension request was due to market conditions for the lots in Biltmore Estates subdivision having slowed,which required the Developer to shift his attention to more marketable, affordable lots in phases of other developments.No new conditions were placed on the application with the time extension. The Applicant states the construction drawings and the final plat for the fourth phase of development have been completed and the final plat application is anticipated to be submitted after the first of the year. Due to continued labor and material shortages, construction on this phase has been delayed. Since the preliminary plat and previous time extension were approved, an amendment to the common open space and site amenity standards listed in UDC I1-3G was approved. The provisions for common open space increased from 10%to 12%and require compliance with the quality standards in UDC 11-3G-3A.2 and the qualifications in UDC 11-3G-3B. The provisions for site amenities Page 2 Page 170 Item#10. changed from three(3)required amenities to a point system based on the area of the development per the point values listed in UDC Table 11-3G-4. A total of 10.2% (or 5.73 acres) of qualified open space is depicted on the preliminary plat consisting of a 1.5-acre park, 0.20-acre pocket park,drainage areas, common open space containing a multi-use pathway and street buffers along collector streets(i.e.W. Harris St. & S. Kentucky Way). Common open space lots totaling 3.13-acres along with 0.76-acre of parkways along internal local streets (excluding curb cuts for driveways)was provided in earlier phases totaling 3.73-acres of qualified open space. Earlier phases (i.e. 1-3)totaled 33.45-acres of land which required a minimum of 3.35- acres of qualified open space; the provided open space in earlier phases is 0.38-acre over the required 10%. Under the current standard(i.e. 12%), a minimum of 2.73-acres is required for the remaining 22.74-acres,which after calculating the"credit"of 0.38-acre from earlier phases is 2.35-acres of qualified open space that should be provided in the remaining phases as a condition of approval of the subject time extension to comply with current code requirements. In order to comply with the current open space standards in the remaining phases,the Applicant proposes to provide 8-foot wide landscaped parkways along all internal local streets and is reducing the number of buildable lots by one to increase the common area.A total of 6.26-acres of qualified open space is proposed overall,which exceeds previous and current open space standards by 0.18-acre. A total of three (3) site amenities were proposed with the preliminary plat consisting of a tot lot with children's play equipment,a half basketball court and a segment of the City's regional pathway and internal linear open space pathways—the tot lot and sports court has been completed,the pathway is located in future Phase 5 and is yet to be completed. The remaining area of the development to be platted is 22.74-acres,which requires minimum amenities with a point value of five(5). The pedestrian amenity consisting of a multi-use pathway segment and internal linear open space pathways(1,025'+/-long) may count as one(1)point; additional amenities totaling at least four (4)points should be provided as a condition of the subject time extension. The Applicant states they will provide a pickleball court as an additional amenity which qualifies as 4 points and meets the additional amenity requirement. The remaining phases(i.e.Phases 4 and 5) should also comply with the most recently adopted Public Works standards and specifications as a condition of the subject time extension. Approval of the subject time extension will allow the Applicant to obtain the City Engineer's signature on a final plat for the fourth phase of development and proceed with development of the property. If City Council does not approve the requested time extension,the preliminary plat will expire and a new preliminary plat application will be required for the remaining area that has not yet been subdivided. VII. DECISION A. Staff: Staff recommends approval of the proposed time extension for a time period of 2 years as requested to expire on December 18, 2023. Page 3 Page 171 Item#10. VIII. EXHIBITS A. Preliminary Plat(date: 1/21/2014) T -T -- T - t T —T fit) E o o s -4,T ___ _-_ w s 2 iT LEGEND B \ � B•S s , -. w• --_ x e " curevE raeLE y�� Cis W rga a ps ab — _ n a L flu. ��AAnm � — — NOTES PRELIMINARY PLAT DATA TYPICAL RESIDENTIAL STREET SECTION(5Oe R.O.W.) AR TYPICAL COLLECTOR .,I, SECTION(50 Row.) PRE Page 4 Page 172 Item#10. IX. CONDITIONS OF APPROVAL 1. Provide an additional 2.35-acres of common open space that complies with the quality standards listed in UDC 11-3G-3A.2,the qualifications listed in UDC 11-3G-3B and the general standards listed in UDC 11-3G-5 in the remaining phases of development(i.e. Phases 4 and 5). 2. Provide additional site amenities totaling at least four(4)points in the remaining phases of development(i.e. Phases 4 and 5)that comply with the qualifications listed in UDC 11-3G-4 and the general standards listed in UDC 11-3G-5.Note:Amenities totalingfive (5)points are required; the previously proposed pedestrian facilities are allowed to count as one (1)point.If the Applicant provides a pickleball court as proposed, it will qualify as 4 points and meet the additional requirement. 3. The remaining phases(i.e.Phases 4 and 5) shall comply with the most recently adopted Public Works standards and specifications. 4. Comply with all previous conditions of approval for this development [AZ-13-014 (Ord. #14- 1594); PP-14-004 (Development Agreement Inst. #114052420)]. Page 5 Page 173 Item#11. E IDIAN 'aAHO AGENDA ITEM ITEM TOPIC: Final Order for Gander Creek North No. 2 (FP-2021-0051) by Kent Brown Planning Services, Located on the South Side of W. McMillan Rd., West of N. McDermott Rd. Page 174 BEFORE THE MERIDIAN CITY COUNCIL HEARING DATE: JANUARY 4, 2022 ORDER APPROVAL DATE: JANUARY 18, 2022 IN THE MATTER OF THE ) REQUEST FOR FINAL PLAT ) CONSISTING OF 48 BUILDING ) CASE NO. FP-2021-0051 LOTS AND 9 COMMON LOTS ON ) 11.71 ACRES OF LAND IN THE R-8 ) ORDER OF CONDITIONAL ZONING DISTRICT FOR GANDER ) APPROVAL OF FINAL PLAT CREEK NORTH SUBDIVISION NO. ) 2. ) BY: KENT BROWN PLANNING ) SERVICES ) APPLICANT ) This matter coming before the City Council on January 4, 2022 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 GANDER CREEK NORTH SUBDIVISION NO. 2, LOCATED IN THE NE 1/4 OF THE NE 1/4 OF SECTION 32, TOWNSHIP 4N., RANGE 1 W., BOISE MERIDIAN, CITY OF MERIDIAN, ADA COUNTY, IDAHO, 2021, HANDWRITTEN DATE: ORDER OF CONDITIONAL APPROVAL OF FINAL PLAT FOR GANDER CREEK NORTH SUBDIVISION NO. 2 FP-2021-0051 Page I of 3 Page 175 12/17/2021, by CODY M. MCCAMMON, 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 January 4, 2022, 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 GANDER CREEK NORTH SUBDIVISION NO. 2 FP-2021-0051 Page 2 of 3 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 18th day of January , 2022 By: Robert Simison Mayor, City of Meridian Attest: Chris Johnson City Clerk Copy served upon the Applicant,Planning and Development Services Divisions of the Community Development Department and City Attorney. By: Dated: 1-18-2022 ORDER OF CONDITIONAL APPROVAL OF FINAL PLAT FOR GANDER CREEK NORTH SUBDIVISION NO. 2 FP-2021-0051 Page 3 of 3 Item#11. EXHIBIT A STAFF REPORTC�,WEIIDIAN -- COMMUNITY DEVELOPMENT DEPARTMENT .►A H O HEARING 1/4/2022 Legend DATE: Project Location TO: Mayor&City Council FROM: Sonya Allen,Associate Planner 208-884-5533 SUBJECT: FP-2021-0051 Gander Creek North Subdivision No. 2 19 LOCATION: The south side of W. McMillan Rd., approximately'/4 mile west of N. McDermott Rd., in the NE 1/4 of Section 32,Township 4N.,Range 1 W. TFTFF I. PROJECT DESCRIPTION Final plat consisting of 48 buildable lots and 9 common lots on 11.71 acres of land in the R-8 zoning district II. APPLICANT INFORMATION A. Applicant: Kent Brown,Kent Brown Planning Services—3161 E. Springwood Dr.,Meridian,ID 83642 B. Owner: Union Square,LLC.— 1548 W. Cayuse Creek Dr., Ste. 100,Meridian, ID 83656 C. Representative: Same as Applicant III. STAFF ANALYSIS Staff has reviewed the proposed final plat for substantial compliance with the approved preliminary plat(H-2019-0083—Gander Creek North Subdivision)in accord with the requirements listed in UDC 11-6B-3C.2. Because the number of buildable lots and common area is the same as shown on the approved preliminary plat, staff deems the final plat in substantial compliance with the approved preliminary plat as required. Note: When the preliminary plat was approved, an overpass was conceptually planned on McMillan Rd. over the future SH-16. Since that time,plans have changed and SH-16 is now planned to go over McMillan Rd. This may enable the out parcel(Parcel#SO432110050) at the north boundary to Page 1 Page 178 Item#11. redevelop in the future with buildable lots; therefore, access should be provided to that property in accord with preliminary plat condition#2k. Fencing(chain-link or wrought iron) that complies with the standards listed in UDC 11-3A-6C was required to be constructed on the south side of the multi-use pathway along the Five Mile Creek for public safety per condition#VIII.A.3e of the preliminary plat. The Irrigation District will not allow fencing between the pathway and the creek so that condition has been removed. IV. DECISION Staff recommends approval of the proposed final plat within the conditions noted in Section VI of this report. V. EXHIBITS A. Preliminary Plat(dated: 5/13/2019) PRELMNARY PLAT GANDER GREEN NORTH SRBPN MM I I it - I Page 2 Page 179 Item#11. B. Final Plat(12/17/2021) PUT SHOWNG C'RFF'Ii ,VORTH `f RDI i ISMA' A 0. 2 .. Nly jp'D1w 2&L273 LOCATED IN THE HE 1/4 DF THE NE 1/4 - -- OF SECn 1,Rk_._....... ...................__..._- va 32,T.4N..R.1 w..EIXSE y.s+s 7� w uya uA rmAD__�_�__ ___�___ •___� __ __.�___ __. ypypC�"...w a YFIi101AH,CITY OF YERIINAN,ADA COUNTY,IUIWG ya 3ea22'm•E a2ls.ex'•_ _ BBP�'3!•[224. N¢¢'S7 JYE 3N.tY�I 2021 NOTES: �. Q WI j Ptf1r fw 1. A tm 1D)kot code Fma�re Wiga4on Eeennenl rn faro,or the Ganda Creek Han —el Aa tree � I¢ and a mmt PW11c NNIINee and Propmly PWna9.Eo,eman,le naeEy ee,ITdmg all lo!one, Y ,6 too PW Rlgit-of-W'oy me Hoop d1 reor lot M—A Arc(5)loot ride%bllc Iltl,a end OO to !! 1e �PrO s!y 6olnoxe IF——i,Mrd,y dea;g�eled elenq eeM aMe el irt[aln b1 I—aekaaa oTharl,e Q t3 14 t3 j 2. 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A Irenty[20]foot omaa,Ego,me eggrcaa essanm!n her,by desgnalea 9n Let 12,91eeY 2 to tM hmMi aF the edJsr,Mq north u.W,me ee d4li—tee ma m4race m tw put SCALE IN FEET crG'Akn drn Tm am.Tel, _ secnex n 1 iw nnlw n e'Syen' 2rsc 96r' %93' Au7rsank raxae _ -- ul1[Lacy hdrt r] M ,1aar saes aar xwareY =rx,a- I osxearat =nor tEe robe ueua eu1m7 11.779 ,..>r wv tax .w++ax.•e ,Y,>ar• z r � � e,aaor ¢ v,erxW*roe.2 1r,wsw eotssx'r t•4aar xp'l11y mw wAs19a'r amr ay.sY ss ce'mor rent .oar aggY axe, rei'ton re.ts SHEET 1 GF 4 �' sesnl'Mm eysa.� m.w rrar leaw•rrr ,e9 .w sszss•w. H.n- ea,rlre m.r xm• s.ar ra ers6 Her �awn h>w ones, Ar• Mww x my., �.4� , e�m�W coot ' re,=0°Ilr w��, �r alley Engineering,Inc. ar 1nrr loot GINEnNNGIPumNo)CAD0 v ae..,r ax.s Imur.rr lorrror ms.rare re.er wnI'�sii cx.ni rno �,.,m.,. Page 3 Page 180 Item#11. C. Landscape Plan(dated: 12/17/2021) Lei r a� W=•'-- N A MGMLL ROAD r Es q ` 'GA RER FREEII CxAM1IiEItf F r NbRTH. 1.1� - r u ' t W�. 1 4 uj x a �- f - ❑ N > I w 0 w — o F {^� .E',.E_.Rim Tn wis Pfi�Paw a a r _ _ T 1 I V III z ------ W 0 ❑ N IAA7CHLJF U w a � PF4hY scH�PUL� I,orE�- J o 0 s;, ® r F Page 4 Page 181 Item#11. _ FUTCIlIIE Lt gge�e'I MATG{lJE L2Al 41 $ c S I 1Y �fYi Li A .a:� w f•il�h"I II�C HI til,L.0 NOTES I .�`., } . __ J H MM FLANTSGHEPVLE � �a I, �n• � .�...� � li n nil n�iii i,I � � � �F� "�� n'�I'l�!!':�•�. �� .li it I i i� li iiu Win. �P-ji i: •.nii ii nni niiii ii �iin iii ii.ii ii,ii n i,. ii,., •VINYL R2-Y-E III III III II III .i� ii iliii iYl ili ii ill II II il','f�Il i'Ii!1'1 +i sw.In.whl�lr.l,x vtwlrc..,Fr I. NOTES . COR�N><,W11'IInITIry,`J�`II1FI�II Inlil'I`I"in mmi. ii iii ii i ,ii nnnii iii iii ii,i nn. ii , iln�n'in nni innl .l W V f7�IIII 4 I•I I. Y u 9 S IT Id, ' 'mow a�� "�..•..ti.«,.,�.. �` ",. LANI75'''17V��I'G I� IIOf\S HiII �� •I III III it nu F [� r :u:n H.1•:xrrc a>>L ixx.w.r r�Erra• ) -Ir I-F-E �p ErayEa LTyi _ .i Page 5 Page 182 D. Open Space Exhibit CONCEPTUAL OPEN SPACE FLAN 7:7 -GANDER Cli= NORTH SUDDIVISION NO 2 I E.-L FFE E E E I E -U -1 - E H E E E LEGEND VIA ACHFAGE T—L—INGUN11-- GM DER CREEK NCR� M13DIMSIM NO-1 D N—DI—RE-4.10 < ol z Z G -1 - E_ -TE,- W Q 3 E E E E E.7 a) 0 D 0. Lq IS > Lj 0 < IN ::N I .ff- 1. 1 M Page 6 Item#11. E. Emergency Access Exhibit Approved by Fire Dept. ■■ ,r►� GANDER CREEK NORTH IandproDATA PHASING PLAN Valle F MIT PH #3 PH #1 PH #2 STRE T - C O_ : 7CT _ BE EN _ THE III'O P S NORTH SOLT�fl 'I Ll �Qwyh Hi h Suhvul Li F- 43°37'57.9B' N 116°27'3G.6D"W I°o❑dsl�v;.4 i 1 Sep 23,2021-IandprooATA.com The materials available at this wehslte are for Informational Scale;1 inch approx loan feet purposes only and do not constitute a legal document. Page 7 Page 184 Item#11. 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-2019-0013; DA instrument number 2019-060657). 2. The applicant shall obtain the City Engineer's signature on the subject final plat within two years of the City Engineer's signature on the previous phase final plat,or apply for a time extension,in accord with UDC 11-6B-7. Gander Creek North and Gander Creek South preliminary plats are allowed to develop as one project in accord with the phasing plan for the overall development, per the DA. 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 Bailey Engineering,Inc. by Cody McCammon, included in Section V.B shall be revised as follows: a. Note#2: Include Lot 12,Block 2 as also containing the ACHD storm water drainage system. b. Note#10: Include the recorded Instrument Number for the ACHD Permanent Easement. c. Note#11: Include the recorded Instrument Number of the ACHD License Agreement. d. Note#12: Include the recorded Instrument Number of the City of Meridian Water& Sewer Easement. e. Note#13: Include the recorded Instrument Number of the Meridian pathway easement. f. Note#14: Include the recorded Instrument Number for the ACHD Permanent Easement. Is this a duplicate note(see Note#10)? g. Berm detail on Sheet 3.4 of the construction drawings: Increase the height of the berm to 6- feet per requirement of the development agreement. h. Depict local street access as set forth in UDC 11-3A-3 or a common driveway meeting the standards listed in UDC 11-6C-3D to the out-parcel(Parcel#SO432110050)on W. McMillan Rd.per condition#VIII.A.2k of the preliminary plat. i. The use easement described in Note#15 and graphically depicted on the plat is supposed to go to the top of the berm to the wall; it appears to stop short of that location—revise accordingly. 5. The landscape plan prepared by Jensen Belts Associates, dated 09/20/2021,included in Section V.C, shall be revised as follows: a. A minimum 35-foot wide street buffer is required along future SH-16 measured from edge of right-of-way to the wall/fence (typically fences are required to be placed on the interior edge of the street buffer per UDC 11-3B-7C.2c but in this case the wall needs to be installed at the top of the berm in order to comply with the noise abatement standards in UDC 11-3H-41)).If the common lot needs to be widened to accommodate this requirement, the plat shall be amended accordingly. Depict the edge of right-of-way on the plan. b. Increase the height of the berm along the east boundary of the site from 4-feet to 6-feet tall with a 6-foot tall wall on top of the berm as proposed per requirement of the development agreement. Page 8 Page 185 Item#11. c. Depict local street access as set forth in UDC 11-3A-3 or a common driveway that complies with the standards listed in UDC 11-6C-3D to the out-parcel(Parcel#SO432110050)on W. McMillan Rd. per condition#VIII.A.2k of the preliminary plat. d. Include a detail that depicts the centerline (or estimated centerline) of future SH-16 in relation to the top of the berm/wall verifying it's a minimum of 12 feet higher than the elevation at the centerline of the state highway as required by UDC 11-3H-4D.2,per preliminary plat condition VIII.A.3b. The Director may approve alternative compliance as set forth in UDC 11-5B-5 where the Applicant has a substitute noise abatement proposal in accord with ITD standards and prepared by a qualified sound engineer as set forth in UDC 11-3H-4D.4. e. Depict a use easement across the back side of the berm on Lot 16,Block 2 adjacent to future SH-16 benefitting adjacent building lots with allowance for side yard fences to be constructed to the wall on top of the berm per preliminary plat condition#VIII.A.3f. The use easement depicted on the plan doesn't appear to go to the top of the berm. f. Depict off-site landscaping on NMID's property at the southeast corner of the site as depicted on the landscape plan submitted with the preliminary plat if allowed by NMID through a license agreement. 6. 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. 7. The rear and/or sides of structures that face W. McMillan Rd.,an arterial street, and N. McDermott Rd./future SH-16, an arterial street/future state highway and entryway corridor, 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. 8. All stormwater detention facilities counted toward qualified open space are required to be designed in accord with the standards listed in UDC 11-3B-11 C. 9. All fencing shall comply with the standards of UDC 11-3A-7C. 10. A floodplain development permit is required to be obtained from the Public Work's Department prior to any and all development within the floodplain. 11. A 14-foot wide public pedestrian easement is required to be submitted to the Planning Division for the multi-use pathway; coordinate the details of the easement with Kim Warren,Park's Department. 12. The Five Mile creek,which lies on land owned by Nampa&Meridian Irrigation District between the north and south portions of this development, shall be protected during construction. 13. All homes constructed shall be generally consistent with the conceptual elevations included with the development agreement(inst. #2019-060657). 14. 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 submitted streetlight plan does not meet the requirements of section 6 of the Meridian Design Standards. A legend needs to be added to the streetlight plan. Page 9 Page 186 Item#11. 2. Streetlights are required on McMillan Road. Spacing and type must be approved by the Transportation Coordinator prior to approval of the construction plans. General Conditions: 3. 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. 4. 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. 5. 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. 6. 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. 7. 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. 8. 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. 9. 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. 10. 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. 11. 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. 12. 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. Page 10 Page 187 Item#11. 13. Applicant shall be responsible for application and compliance with any Section 404 Permitting that may be required by the Army Corps of Engineers. 14. Developer shall coordinate mailbox locations with the Meridian Post Office. 15. All grading of the site shall be performed in conformance with MCC 11-1-4B. 16. 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. 17. 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. 18. 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. 19. 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. 20. 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. 21. 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. 22. Applicant shall be responsible for application and compliance with and NPDES permitting that may be required by the Environmental Protection Agency. 23. 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. 24. 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. Page 11 Page 188 Item#11. 25. 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. 26. 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 12 Page 189 Item#12. E IDIAN 'aAHO AGENDA ITEM ITEM TOPIC: Final Order for Gander Creek North No. 3 (FP-2021-0052) by Kent Brown Planning Services, Located on the South Side of W. McMillan Rd., Approximately a Half-Mile West of N. McDermott Rd. Page 190 BEFORE THE MERIDIAN CITY COUNCIL HEARING DATE: JANUARY 4, 2022 ORDER APPROVAL DATE: JANUARY 18, 2022 IN THE MATTER OF THE ) REQUEST FOR FINAL PLAT ) CONSISTING OF 54 BUILDING ) CASE NO. FP-2021-0052 LOTS AND 14 COMMON LOTS ON ) 16.06 ACRES OF LAND IN THE R-8 ) ORDER OF CONDITIONAL ZONING DISTRICT FOR GANDER ) APPROVAL OF FINAL PLAT CREEK NORTH SUBDIVISION NO. ) 3. ) BY: KENT BROWN PLANNING ) SERVICES ) APPLICANT ) This matter coming before the City Council on January 4, 2022 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 GANDER CREEK NORTH SUBDIVISION NO. 3, LOCATED IN THE NW 1/4 OF THE NE 1/4 OF SECTION 32, TOWNSHIP 4N., RANGE 1 W., BOISE MERIDIAN, CITY OF MERIDIAN, ADA COUNTY, IDAHO, 2021, HANDWRITTEN DATE: (none), ORDER OF CONDITIONAL APPROVAL OF FINAL PLAT FOR GANDER CREEK NORTH SUBDIVISION NO. 3 FP-2021-0052 Page I of 3 by CODY M. MCCAMMON, 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 January 4, 2022, 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 GANDER CREEK NORTH SUBDIVISION NO. 3 FP-2021-0052 Page 2 of 3 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 18th day of Janaury , 2022 By: Robert Simison Mayor, City of Meridian Attest: Chris Johnson City Clerk Copy served upon the Applicant,Planning and Development Services Divisions of the Community Development Department and City Attorney. By: Dated: 1-18-2022 ORDER OF CONDITIONAL APPROVAL OF FINAL PLAT FOR GANDER CREEK NORTH SUBDIVISION NO. 3 FP-2021-0052 Page 3 of 3 Page 193 Item#12. EXHIBIT A STAFF REPORTC�,WEIIDIAN -- COMMUNITY DEVELOPMENT DEPARTMENT .►A H O HEARING 1/4/2022 Legend DATE: Project Location TO: Mayor&City Council FROM: Sonya Allen,Associate Planner 208-884-5533 SUBJECT: FP-2021-0052 Gander Creek North Subdivision No. 3 LOCATION: The south side of W. McMillan Rd., approximately %mile west of N. McDermott Rd., in the NE 1/4 of Section 32,Township 4N.,Range 1 W. I. PROJECT DESCRIPTION Final plat consisting of 54 buildable lots and 14 common lots on 16.06 acres of land in the R-8 zoning district. II. APPLICANT INFORMATION A. Applicant: Kent Brown,Kent Brown Planning Services—3161 E. Springwood Dr.,Meridian,ID 83642 B. Owner: Union Square,LLC.— 1548 W. Cayuse Creek Dr., Ste. 100,Meridian,ID 83656 C. Representative: Same as Applicant III. STAFF ANALYSIS Staff has reviewed the proposed final plat for substantial compliance with the approved preliminary plat(H-2019-0083—Gander Creek North Subdivision)in accord with the requirements listed in UDC 11-613-3C.2. Because the number of buildable lots are three(3) fewer and the common area is greater than shown on the approved preliminary plat, staff deems the final plat in substantial compliance with the approved preliminary plat as required. Note:Fencing(chain-link or wrought iron) that complies with the standards listed in UDC 11-3A-6C was required to be constructed on the south side of the multi-use pathway along the Five Mile Creek Page 1 Page 194 Item#12. for public safety per condition#VIII.A.3e of the preliminary plat. The Irrigation District will not allow fencing between the pathway and the creek so that condition has been removed. IV. DECISION Staff recommends approval of the proposed final plat within the conditions noted in Section VI of this report. V. EXHIBITS A. Preliminary Plat(dated: 5/13/2019) PRELM NA9.Y PLAT GM'DER CEM NORTH SUBMMION .:.......;....:._;.fir' - -=•ram... _ _ L9 m s Q ® I - ME i M Page 2 Page 195 Item#12. B. Final Plat(not dated) PLAT SHONI NG GANDER CREEK NORTH SUBDIVISION NO. 3 Ntlb�,N _$ w .]5!' ,- MFRICIAN.CTY I OF M -A WIINIY.xAHO I ' ----�—�-��z w Ae------- F `rr" 7.,.L.r''mae 11.r._ xl L09 Rw[x xT. _ ae p'Fe ? eM.The xmhr Ee,.men1 o'"Th m �r mo xI o' 9WN,m © Q L m -xrr� N x��a,>•E,A�, 7�a"'� O O x >:� O xl �"« � r rr ,x"... d ��! " o �� - �rw n. i �_ -�oati��I mmma�I.r,� I :I I��I ♦ �� , .�..♦.� Ear Ma e�m. w[,A LEGEN9 — — _ �a� CIA 7729 os r x r �.xc d`t ea SHEEF,OF e --fJailey Engineering,Inc. oo CmLEncaEexlxc lPunxlxc lCADD GANDER CREEK NORTH SUBDIVISION NO. " --xs _rer-r f __o,Enuwr— _- ov mm-o__ __--_—__ rz --au,r r�•.16 �sov]T'se'rr - e• pp 9 L IL_ �.I •'��Q � Lm�r Q ry2l {• - xu:--�� t ��-- ��.- .- e�A, ram...mx I O cm -- J� k � -'F pF-+m-uati-cr- umE F� z°iN © �itl xl rm . 4 T10 tI :m o !I O 5 n Eli r ex __cram--� i .L--'ram__ __I y,T_,• - •-I ql' � yxxan�rx i$ fJ �' 0 R I r—w'eea'u'w x .m SCALE IN T ^ ✓-_-r,am-__J ^Lg__.r,xm.__J � ` 'aeP __� � h__—_�xrui gr�� x 'xY0.�ti�vn['ow.ri x� " r Il-�WNrNL sr,S��l q� © A.SAS O I � i�y�Rlr__O__�kl rl'/•- R �na m �— —_—_— vnr jig m --Is'��.uv, :f-"""�"- «" x:--:� A al O� ail Vr a,x amID � '.fi, � ♦sov - .x__yrr�� &� ern rw.R G_ j E 0 iT� • .min'w = i O a s��r �,, 7§ '�° H •,� � � 7729 I'-sI � a SHEEP 3 OF C-fc/ailey Engineering,Inc. CmL EncixEenlxc I Plnnxlxc IGADD Page 3 Page 196 Item#12. C. Landscape Plan(dated: 07/19/2021) m pEi a� W.MCMILLAN ROAD 9 r..,l GANDER CREEK GANDER EK i o 1 NORTH NORT W I NO. 1 N0." ! $ dn a z cW W O L GANDER GREEK ~f ' Q d SOUTH 0 Z Q W J o 0 NOTES � x�.�,w,x_.x•�.5 a. � z ll 10 / J BLOCK 11I 3mclC ?I ---�. 1 `<,j� �- \ • \- N LCS F-0�5 SF. `_---_ �I I r— � ct 1 { _ r.. o �AT�HLI E LI -K V m J r.--y MAT(:HLNE L2 r —— —— — . — — - 0 W a � w PLANT SCHEDULE NOTES J z O MAP J [C a ' 4B®Elvd a a i, iiiii in i, ,x� ww�w,.uw I: J J JE �6 _ LL Page 4 Page 197 Item#12. _ /. �ATCHLINE L1 ` S Vi iN Ja �7"i —_ — MATGRNE—3 11-— —— ———_— — -) AN x w 1 uu y I z W Ld .I r �,1 _EST, a w S^ r-F__ F'LANT sr=1 II nLl.C do I I c ® Q w } KEY MP JCL � (� s _ - IL caa m. r l N�T-GHrDULP \ `I fRFF-PI-<N fINb/s f/.KINs " � rr �d o�. •rtwxr r, r., B 5 r F Q ? 0 NnTC:: Ci SHWVB PI/.NIING e„v„> •�-,•• i V) Q1 J W rr iiirimnr n ` _ Z S _ LANDSCAPE GALGIJLATIONS z z 3� r� 1-cu�ery tV�L Z F E fESaTs Page 5 Page 198 Item#12. D. Open Space Exhibit ------ --- -- �.r ------------ ------ GANDER CREEK N6R7•H 5V6bIVISION N0. 9 �L1WH TiR.,Alf.,BLID�, m I �I:Epis.Lk.r t..FFE: m suei nn _, 0 LEGEND ° B r ,e5 nAKS h��• • .: U�� j CCMMON LOT 5 m ACREAGE rg & IIF � . � � TOTAL PARCH-16.QI ACRFS �•' II p � � ^ , i�IiL NMIEL M611Mfr3-56 �� lapgl M� VR I ER I➢ASL I �MIpEA�REEI(NQRTH SFF-RE3IDENML-51 wealn$IOu xG.I COM uaN Q S-14 qq PNN CAP MINIMUM LO'r SIZE-i0.l9 SQ.FT- 55 . � y � % R COMMON AREA�2.E9 ACRES� F -- '„�L* � � E�•�'��'- j M GR0.45OPEH SPACE{HW}-2S3 AGRE3 �j J r WALIFEG OFEN SPACE-2a3 ACRES B e t II ® I %OPEN SPACE-13.96% -P � I1 � `•� Q o Z - �,� - RACA n •II R -ND CAP/ORAINACE O Ld IF P4TMAv/:-AF,,'E ,•�� III A, l - _ ,U{ N O ` { ~ W r I E-I-I f FFE::_/= �� wall/jun.i LL O IF Fme� Z W Y 0 z �U } SNa.olk/iuR=I W w 0 m o J � 0 = Ct z F Page 6 Page 199 Item#12. E. Emergency Access Exhibit Approved by Fire Dept. ■■ ,r►� GANDER CREEK NORTH IandproDATA PHASING PLAN Valle F MIT PH #3 PH #1 PH #2 STRE T - C 0_ : 7CT _ BE EN _ THE III'0 P S NORTH SOLT�fl 'I Ll �Qwyh Hi h Suhvul Li F- 43°37'57.9B' N 116°27'3G.6D"W I°o❑dsl�v;.4 i 1 Sep 23,2021-IandprooATA.com The materials available at this wehslte are for Informational Scale;1 inch approx 1000 feet purposes only and do not constitute a legal document. Page 7 Page 200 Item#12. F. Letter from Nampa-Meridian Irrigation District From: Greg Ctutis Sent: Friday.October 15,2021 11:52 ANl To: Shaven Brownlee<s1aw•n trilagyid.ihD,cant Subject: RE: finder Creek ha%vU NMID weds Every bit of room on the south side of the proposed pathway to maintain the Five Mile Drain,this is why we required all the landscaping to be on the Nortb side of the pathway. We will end up v�ith atu e(piipment on the pathway as it is. if the fence and trees go m wee will have nowhere to work fronx. Please tell the City we will not allow the fence or trees south of the pathway_Please let me kaow if you need something more formal than this email? Thanks. Greg Greg G Curtis Water Superintendent Nampa& Meridian Irrigation District Shop 5525 E.Greenhunst Rd_Nampa Idaho 83686 Phone_208-466-0563 Fax_2(15-463-1)183 Website:www.nmid_ara Page 8 Page 201 Item#12. 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-2019-0013; DA instrument number 2019-060657). 2. The applicant shall obtain the City Engineer's signature on the subject final plat within two years of the City Engineer's signature on the previous phase final plat,or apply for a time extension,in accord with UDC 11-6B-7. Gander Creek North and Gander Creek South preliminary plats are allowed to develop as one project in accord with the phasing plan for the overall development, per the DA. 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 Bailey Engineering,Inc. by Gregory G. Carter, included in Section V.B shall be revised as follows: a. Note#10: Include the recorded Instrument Number for the ACHD Permanent Easement. b. Note#11: Include the recorded Instrument Number of the ACHD License Agreement. c. The professional land surveyor shall affix their signature and date to the face of the plat sheets. d. Include the recorded Book and Page numbers of the Gander Creek North Subdivision No. 1 referenced on Sheet 1 of the plat. 5. The landscape plan prepared by Jensen Belts Associates, dated 09/20/2021,included in Section V.C, shall be revised as follows: a. A minimum of one(1)tree per 100 linear feet of pathway is required adjacent the multi-use pathway along the Five Mile Creek as set forth in UDC 11-313-12C.2.IfNMID doesn't allow trees within their easement on their property, a common lot should be provided on the subject property to accommodate the landscaping. b. In the Landscape Calculations table, include the required vs.provided number of trees along pathways that demonstrate compliance with UDC 11-313-12C.2. 6. 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. 7. The rear and/or sides of structures that face W.McMillan Rd.,an arterial street, and N. Owyhee Storm Ave., a collector street, 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. 8. All stormwater detention facilities counted toward qualified open space are required to be designed in accord with the standards listed in UDC 11-3B-11 C. 9. All fencing shall comply with the standards of UDC 11-3A-7C. 10. A floodplain development permit is required to be obtained from the Public Work's Department prior to any and all development within the floodplain. Page 9 Page 202 Item#12. 11. A 14-foot wide public pedestrian easement is required to be submitted to the Planning Division for the multi-use pathway; coordinate the details of the easement with Kim Warren,Park's Department. 12. The Five Mile creek,which lies on land owned by Nampa&Meridian Irrigation District between the north and south portions of this development, shall be protected during construction. 13. All homes constructed shall be generally consistent with the conceptual elevations included with the development agreement(inst. #2019-060657). 14. Submit a copy of the"final" street name evaluation letter with submittal of the final plat for City Engineer signature. Make any necessary changes to the plat. 15. Staffs failure to cite specific ordinance provisions or conditions from the preliminary plat and/or development agreement does not relieve the Applicant of responsibility for compliance. B. Public Works Site Specific Conditions: 1. The sewer main in W. Quintale Street should match the existing slope of 0.44%. 2. The submitted streetlight plan cannot be reviewed because the legend does not describe what is existing and what is proposed to be installed. An updated streetlight plan will be required to be reviewed by the Transportation Coordinator prior to approval of the construction plans. General Conditions: 3. 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. 4. 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. 5. 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. 6. 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. 7. 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. 8. 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 Page 10 Page 203 Item#12. Development Department website. Please contact Land Development Service for more information at 887-2211. 9. 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. 10. 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. 11. 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. 12. 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. 13. Applicant shall be responsible for application and compliance with any Section 404 Permitting that may be required by the Army Corps of Engineers. 14. Developer shall coordinate mailbox locations with the Meridian Post Office. 15. All grading of the site shall be performed in conformance with MCC 11-1-4B. 16. 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. 17. 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. 18. 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. 19. 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. 20. 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. 21. 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 Page 11 Page 204 Item#12. 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 F 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. 22. Applicant shall be responsible for application and compliance with and NPDES permitting that may be required by the Environmental Protection Agency. 23. 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. 24. 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. 25. 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. 26. 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 12 Page 205 Item#13. E IDIAN 'aAHO AGENDA ITEM ITEM TOPIC: Final Order for Southridge South Subdivision No. 1 (FP-2021-0059) by The Land Group, Located on the South Side of W. Overland Rd., % Mile East of S. Ten Mile Rd. Page 206 BEFORE THE MERIDIAN CITY COUNCIL HEARING DATE: JANUARY 4, 2022 ORDER APPROVAL DATE: JANUARY 18, 2022 IN THE MATTER OF THE ) REQUEST FOR FINAL PLAT ) CONSISTING OF 76 BUILDING ) CASE NO. FP-2021-0059 LOTS AND 8 COMMON LOTS ON ) 16.99 ACRES OF LAND IN THE R-8 ) ORDER OF CONDITIONAL ZONING DISTRICT FOR ) APPROVAL OF FINAL PLAT SOUTHRIDGE SOUTH ) SUBDIVISION NO. 1. ) BY: THE LAND GROUP ) APPLICANT ) This matter coming before the City Council on January 4, 2022 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 SOUTHRIDGE SOUTH SUBDIVISION PHASE 1, LOCATED IN THE NORTHWEST '/4 OF SECTION 23, TOWNSHIP 3 NORTH, RANGE 1 WEST, BOISE MERIDIAN, CITY OF MERIDIAN,ADA COUNTY, IDAHO, 2022, HANDWRITTEN DATE: 12/6/2021, by JAMES R. ORDER OF CONDITIONAL APPROVAL OF FINAL PLAT FOR SOUTHRIDGE SOUTH SUBDIVISION NO. 1 FP-2021-0059 Page 1 of 3 WASHBURN, PLS, SHEET 1 OF 6," 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 January 4, 2022, 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. 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 ORDER OF CONDITIONAL APPROVAL OF FINAL PLAT FOR SOUTHRIDGE SOUTH SUBDIVISION NO. 1 FP-2021-0059 Page 2 of 3 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 18th day of January 2022 By: Robert Simison Mayor, City of Meridian Attest: Chris Johnson City Clerk Copy served upon the Applicant,Planning and Development Services Divisions of the Community Development Department and City Attorney. By: Dated: 1-18-2022 ORDER OF CONDITIONAL APPROVAL OF FINAL PLAT FOR SOUTHRIDGE SOUTH SUBDIVISION NO. 1 FP-2021-0059 Page 3 of 3 item#,s. EXHIBIT A STAFF REPORTC�,WEIIDIAN -- COMMUNITY DEVELOPMENT DEPARTMENT .►A H O HEARING 1/4/2022 INTERSTATE1� DATE: TO: Mayor&City Council — w.ovERv,No Rn FROM: Sonya Allen,Associate Planner 208-884-5533 T8#1 PROJECT AREA �Pz SUBJECT: FP-2021-0059 IM Southridge South No. 1 LOCATION: South side of W. Overland Rd., 1/4 mile N east of S. Ten Mile Rd.,in the NW 1/4 of Section 23,T.3N.,R.1 W. I. PROJECT DESCRIPTION Final plat consisting of 76 single-family residential building lots and 8 common lots on 16.99 acres of land in the R-8 zoning district for the first phase of Southridge South Subdivision. II. APPLICANT INFORMATION A. Applicant: Jason Densmer,The Land Group,Inc.—462 E. Shore Dr., Ste. 100,Eagle, ID 83616 B. Owner: Endurance Holdings,LLC— 1977 E. Overland Rd.,Meridian, ID 83642 C. Representative: Same as Applicant III. STAFF ANALYSIS Staff has reviewed the proposed final plat for substantial compliance with the preliminary plat and associated conditions of approval as required by UDC 11-6B-3C.2. There is the same number of buildable lots and common open space as shown on the approved preliminary plat. Therefore, Staff finds the proposed final plat is in substantial compliance with the approved preliminary plat as required. Note: The City Council approved a waiver to UDC 11-3A-6B to allow the Ridenbaugh Canal to remain open and not be piped with H-2020-0083. Page 1 Page 210 Item#13. 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: 12/7/2020) Vklratr lYXP: A uj (/rr.r....... ---_ ___� ..}�yW.ftlI d Road 'BASIS OF L� mna neLR�XX ®,,. � In Xetd-Pas 471 11 ,� ! a • \` � rr.:. XOI-X-PH � r � ..mw .rc......wiaa . ti[�,. u.®.. � .r .�•� I"'`.��P n r(/.' (SXu[M1XEge ZgYdlrislXn Xa Sli .e....e.... ....m.®.�.... § * i d� g �l a�•• � � � " 'sa a it ram_ ..r�w� YalY to ZURdria.n Yal1Xm SVdrY�XaY �• •\ •,��'•," M�� ,�r�.. .' .;gym.,.. � � �- ,..�.�• _ 'I'Ij asps enra snea�riann Preliminary Plat-Project Overview 'Bn Ram Zoning Pequiremen� .a PwpeM1y XXnler: m i�ea.... r.rm,v�r..m.,,.��. „..�. �'}row,lanattaee YrcYaecL Planner. PP1 Page 2 Page 211 Item#13. B. 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Final Plat for Southridge South Subdivision Phase 1 8 w.menana nn. \ j , O£ '0° �. ® • �® ', _OQO �O'�Oo�°Oa�0a�0e�a)�aa,.�r1`y'�� I�'r; I8� dOarObd �10g °w, /cOs'en,P�r® O $��ppxs a d m e nn�j Aiw x a I,.m CD I� oeao s CD n�THE LAND xP,...ENr GROUP G � r mlm aatw I Final Plat for Southridge South Subdivision Phase 1 9_(01 g/ xNPLATTED �'"Y .�$0 B / `'� / I MTHE LA D / .GROUP Page 4 Page 213 Item#13. Final Plat for Southridge South Subdivision Phase 1 Cene faYle tune Ta blle Curve lahle One fable one Tahk IINE B"APING IFNGIH THE 7eao LAND 76MGROUP �A• IB2fv[Sbae Cfix.A-s BI rxrmweaww M121W sHEEi 10FB Page 5 Page 214 Item#13. C. Landscape Plan(date: 11/17/2021) PLANT SCH ED ULE iRE LARD —————————————— ` _ •e,Ag3 GROUP i' Legend Lad P x t �� rmxemwrEwnwrav,m', J L r , l _ I 1 Keynotes: wrwmmuVwrcannrt Lu E -- vrzc wnvn ivv - "_ osx z,k eeenoenn l t - f _ L_ i i_ �• ACHDL d ap PI nNote., r � r zz P I tCL Calculal�/ G CD W O m _- - ... H ao \ \ .,zuwamEuw,uamnma Deciduous Tiee Planting � xanwwee rx. �p Landscape Plan-Landscape Plan !I ul .. -® L1.00 Page 6 Page 215 Item#13. 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 [MDA-12-009,Development Agreement Inst. #113077158(Linder 109)— replaced#111102269; H-2020-0083 (RZ&PP)]. 2. The applicant shall obtain the City Engineer's signature on the final plat within two(2)years of City Council's approval of the preliminary plat(by January 26,2023) 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 The Land Group, stamped on 1/15/2021 by James R. Washburn, shall be revised as follows: a. Note#6: ". . . Lots 1 and 4-3 14,Block 3; b. Note#10: Include recorded instrument number of the CC&R's. c. Note#11: Include recorded instrument number for the ACHD license agreement. d. Depict water and sewer easements on the portion of Lot 1, Block 1 that lies between Lots 18 and 19. An electronic copy of the revised plat shall be submitted prior to signature on the final plat by the City Engineer. 5. The landscape plan shown in Section V.C, dated 2/7/20, shall be revised as follows: a. Depict shrubs(along with the proposed trees)within the street buffer along W. Overland Rd. as set forth in UDC 11-3B-7C.3a per preliminary plat condition#4a. b. Landscaping shall be depicted along all pathways in accord with the standards listed in UDC 11-3B-12C; include a mix of trees(minimum of 1 per 100 linear feet of pathway), shrubs, lawn, and/or other vegetative groundcover per preliminary plat condition#4b.If landscaping(trees) is not allowed within NMID's easement for the Ridenbaugh Canal, an additional minimum 5-foot wide area shall be provided outside of the easement in a common lot(s)for the required trees. c. Correct Project Calculations table for residential subdivision(i.e.parkway)trees—a minimum of one tree is required per 35 linear feet of parkway as set forth in UDC 11-3B- 7C, excluding 26 feet for curb cuts to each residential lot(the requirement is not one per lot as stated). Include linear feet of pathway; required number of residential subdivision trees; and common open space area and required vs.proposed number of trees that demonstrate compliance with code requirements per preliminary plat condition#4d. d. The fencing type along the Ridenbaugh Canal shall be black wrought iron as required by City Council; depict accordingly. An electronic copy of the revised landscape plan shall be submitted prior to signature on the final plat by the City Engineer. 6. Prior to the issuance of any new building permit,the property shall be subdivided in accordance with the UDC. Page 7 - Page 216 Item#13. 7. All development shall comply with the dimensional standards for the R-8 zoning district listed in UDC Table 11-2A-6. 8. A 14-foot wide public pedestrian easement for the multi-use pathway shall be submitted to the Planning Division in accord with the Park's Department requirements per the Pathways Master Plan for the portion of the pathway that is outside the public right-of-way. A copy of said easement shall be submitted to the Planning Division prior to submittal of the final plat for City Engineer signature. 9. In accord with the Development Agreement(Inst.#113077158—MDA-12-009),the Applicant shall submit and obtain Design Review approval prior to the City Engineer's signature on the final plat; or submit and obtain City Council approval (or a development agreement modification) of plans that propose specific and detailed architectural guidelines for this development and that address (at a minimum) variety in structures within a block, building mass,building materials,rooflines, colors and architectural styles(provision#6.3.13). 10. The Applicant shall grant an easement to Jim Jewett with this phase of development to extend sewer to Parcel #51223233950 at the northwest corner of the site if needed prior to development of Phase 4. A recorded copy of said easement shall be submitted with the final plat for City Engineer signature. 11. 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. 12. 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 farthest North water main connection in Overland Road is currently connecting to an existing pressure reducing vault (PRV). This connection needs to be moved south of the existing"T"that connects to the PRV. If the water main connection is moved south by one lot, it should provide enough distance to connect outside the PRV. Contact Public Works Water Engineering if specific direction on how to achieve this is needed. 2. A water main valve is required between the two water main connections in Overland Road for redundancy. 3. Manholes 18 feet or deeper must be 60 inch diameter. 4. Block 1, Lot 1 common lot has water and sewer running parallel in a portion of the lot out to Overland Road. This section of common lot must be a minimum of 40 feet wide to accommodate the utilities. Locate the sewer main so it is 19 feet from the northern boundary of the common lot. Locate the water main so it is 5 feet from the southern boundary of the common lot. a. A utility easement will be required for all water and sewer mains outside of Right of Way. These easements must be a minimum of 20 feet wide per utility,centered over the main and be free of obstruction from permanent structures including but not limited to trees,shrubs,fences, light poles,trash enclosures,buildings, carports,infiltration trenches, etc. Page 8 Page 217 Item#13. 5. The geotechnical investigative report prepared by SITE Consulting, LLC indicates some very specific construction considerations. The applicant shall be responsible for the adherence of these recommendations. General Conditions: 6. 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. 7. 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. 8. 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. 9. 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. 10. 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. 11. 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. 12. 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. 13. 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. 14. 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. 15. 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. Page 9 Page 218 Item#13. 16. Applicant shall be responsible for application and compliance with any Section 404 Permitting that may be required by the Army Corps of Engineers. 17. Developer shall coordinate mailbox locations with the Meridian Post Office. 18. All grading of the site shall be performed in conformance with MCC 11-1-4B. 19. 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. 20. 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. 21. 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. 22. 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. 23. 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. 24. 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. 25. Applicant shall be responsible for application and compliance with and NPDES permitting that may be required by the Environmental Protection Agency. 26. 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. 27. 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 Page 10 Page 219 Item#13. abandonment procedures and inspections. 28. 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. 29. All irrigation ditches, canals, laterals, or drains, exclusive of natural waterways, intersecting, crossing or laying adjacent and contiguous to the area being subdivided shall be addressed per UDC 11-3A-6. In performing such work,the applicant shall comply with Idaho Code 42-1207 and any other applicable law or regulation. Page 11 Page 220 Item#14. E IDIAN 'aAHO AGENDA ITEM ITEM TOPIC: Final Order for Winco Wells No. 1 (FP-2021-0057) by The Land Group, Located at 2700 E. Overland Rd. Page 221 BEFORE THE MERIDIAN CITY COUNCIL HEARING DATE: JANUARY 4, 2022 ORDER APPROVAL DATE: JANUARY 18, 2022 IN THE MATTER OF THE ) REQUEST FOR FINAL PLAT ) CONSISTING OF ONE (1) ) CASE NO. FP-2021-0057 BUILDING LOT ON 15.88 ACRES ) OF LAND IN THE C-G ZONING ) ORDER OF CONDITIONAL DISTRICT FOR WINCO WELLS ) APPROVAL OF FINAL PLAT SUBDIVISION NO. 1. ) BY: THE LAND GROUP ) APPLICANT ) This matter coming before the City Council on January 4, 2022 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 WINCO WELLS SUBDIVISION NO. 1, SITUATED IN A PORTION OF THE SW 1/4 OF THE SOUTHEAST 1/4 OF SECTION 17, TOWNSHIP 3 NORTH, RANGE 1 EAST, BOISE MERIDIAN, CITY OF MERIDIAN, ADA COUNTY, IDAHO, 2022, HANDWRITTEN ORDER OF CONDITIONAL APPROVAL OF FINAL PLAT FOR WINCO WELLS SUBDIVISION NO. 1 FP-2021-0057 Page 1 of 3 DATE: 11/15/2021,by MICHAEL S. FEMENIA, 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 January 4, 2022, 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 WINCO WELLS SUBDIVISION NO. 1 FP-2021-0057 Page 2 of 3 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 18th day of January , 2022 By: Robert Simison Mayor, City of Meridian Attest: Chris Johnson City Clerk Copy served upon the Applicant,Planning and Development Services Divisions of the Community Development Department and City Attorney. By: Dated: 1-18-2022 ORDER OF CONDITIONAL APPROVAL OF FINAL PLAT FOR WINCO WELLS SUBDIVISION NO. 1 FP-2021-0057 Page 3 of 3 Item#14. EXHIBIT A STAFF REPORTC�WE COMMUNITY DEVELOPMENTDEVELOPMENT DEPARTMENT f D A H 0 HEARING 1/4/2022 DATE: TO: Mayor&City Council FROM: Sonya Allen,Associate Planner 208-884-5533 SUBJECT: FP-2021-0057 Winco Wells No. 1 LOCATION: 2700 E. Overland Rd.,in the SE 1/4 of 5 Section 17,T.3N.,R.1E. ::+ I. PROJECT DESCRIPTION Final plat consisting of one(1)buildable lot on 15.88 acres of land in the C-G zoning district for the first phase of Winco Wells Subdivision. II. APPLICANT INFORMATION A. Applicant: Tamara Thompson, The Land Group, Inc. 462 E. Shore Dr., Ste. 100,Eagle, ID 83616 B. Owner: Jonathan Fragoso,MB Overland Wells,LLC—7301 Peak Dr., Ste.200,Las Vegas,NV 89128 C. Representative: Same as Applicant III. STAFF ANALYSIS Staff has reviewed the proposed final plat for substantial compliance with the preliminary plat and associated conditions of approval as required by UDC 11-6B-3C.2. There is the same number of buildable lots as shown on the approved preliminary plat. Therefore, Staff finds the proposed final plat is in substantial compliance with the approved preliminary plat as required. Note:Alternative Compliance to the noise abatement standards listed in UDC 11-3H-4D was approved with H-2021-0007. IV. DECISION A. Staff: Staff recommends approval of the proposed final plat with the conditions of approval in Section VI of this report. Page 1 Page 225 Item#14. V. EXHIBITS A. Preliminary Plat(date: 2/4/202 1) CL. Lu 2c CD 1�ISM =—=xv MI — -—------- SIR1.4 I-T- Y Plat Vinco Wells Subdivision ppol Page 2 Item#14. B. Final Plat(date: 11/15/2021) Final Plat for Wineo Wells Subdivision No. 1 Legend: �K��w �Ma Situated in a portion of the SW 1j4 of the SE 1;4 of Section 17 'II . wxo,rtw�u.r,smm,onus.cxx Township 3 North,Range 1 East,Boise Meridian City of Meridian,Ada County,Idaho « 2022 ,�,�G, Nutes: a r�neTahle I .� + I I 1L III I LIRE REARING LENGTH I - - - - ..........- re.nm� References oneaiur'�'rr:»m 'erem �msiaIXa`eu n:. I - _ ..-.F.uiuwrwm,�u�uceu-�n.ao«s.arar xn� I � oe»�'«nnc�wvouy eoc«sxPaaemso,xaaus crew mxrc. I --- - uram,xno nine c.leoo[c.raff are.aavab cane pum. c. - - - - -- o® -I Meek 1 8; Survey NarraBre: 1 6 _ ILE— MOM - W . I vy x,re�w a..aa7 .E.A.I_,Fixc.. -. .. ......,:cecoump' "'1 ,�.•�,aea L s n ...-...._.�.�,rrw nnimmvar wens.- --........i.�@.°.ua. Gnun..Z.ww.am Euxe.°K u.nuM1n. . I — i, 3 �---- i ----- ��--a ---- g- .- s � THE � LAN s. � GROU P �a e —--- -E.Overland Rd.(Public) S 1.Y C]R.SS.II EL„ „ Page 3 Page 227 Item#14. C. Landscape Plan(date: 11/17/2021) ca a ti. IMMI urcera�earaouRr MIX - m a �v b � LL O s lI Page 4 Page 228 Item#14. a, o� itop-- IF # !� ^-�mm "ensiovau/woae�� • f 0, ©o WLO S4o-' ON n a% Am Page 5 Page 229 Item#14. 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-2021-0007,Development Agreement Inst. #2021-119174(Seasons at Meridian Winco-Wells)]. 2. The applicant shall obtain the City Engineer's signature on the final plat within two(2)years of City Council's approval of the preliminary plat(by May 18, 2023) in accord with UDC I I- 6B-7 in order for the preliminary plat to remain valid; or, a time extension may be requested. 3. Prior to submittal for the City Engineer's signature,have the Certificate of Owners and the accompanying acknowledgement signed and notarized. 4. The final plat shown in Section V.B prepared by The Land Group, stamped on 11/15/2021 by Michael S. Femenia, shall be revised as follows: a. Complete Notes#1-3, 7: Include the name of the Association. b. Note#9: Include the recorded instrument number of the CC&R's. c. Note#10: Include recorded instrument number of the ACHD license agreement. d. Note#11: Add"except for emergency access." e. Graphically depict street buffers in common lots or on permanent dedicated buffers with a note stating they'll be maintained by the property owner or business owners' association in accord with UDC 11-3B-7C.2b. Depict the street buffer along E. Overland Rd. outside of the ultimate right-of-way for the widening of Overland to 7-lanes. An electronic copy of the revised plat shall be submitted prior to signature on the final plat by the City Engineer. 5. The landscape plan shown in Section V.C, dated 1 l/17/21, shall be revised as follows: a. Depict 6-foot tall woodgrain vinyl fence along eastern boundary of site in accord with the development agreement. b. Depict a gate across the emergency access driveway from Overland Rd. as required by the Fire Dept. An electronic copy of the revised landscape plan shall be submitted prior to signature on the final plat by the City Engineer. 6. Prior to the submittal of any Certificate of Zoning Compliance and Design Review applications for this site,the property shall be subdivided as set forth in the development agreement. 7. All development shall comply with the dimensional standards for the C-G zoning district listed in UDC Table 11-2B-3. 8. The traffic signal at the E. Overland Rd./S. Wells Ave. intersection shall be installed prior to issuance of the first Certificate of Occupancy for the multi-family development as deemed warranted by the Traffic Impact Study. 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. Page 6 Page 230 Item#14. 10. Staffs failure to cite specific ordinance provisions or conditions from the preliminary plat and/or development agreement does not relieve the Applicant of responsibility for compliance. B. Public Works Site Specific Conditions: 1. A streetlight plan must be submitted,reviewed,and approved prior to construction. Streetlights must be installed and functional prior to Certificate of Occupancy on any buildings within the subdivision. 2. The submitted construction plans do not have the water main size labelled in Wells Street,this must be labelled with the correct diameter. The existing water main is 10-inch diameter, a reducer will be needed to foster the connection to the main servicing the subdivision. 3. Sheet C6.00 on the submitted construction plans do not have the size of the"T"and gate valve listed in note 13. Sizes must be called out. 4. The dead-end water main that parallels the water main in Wells Street must be eliminated. Either connect the water service and fire line to a different water main or close the loop. 5. The water main stub to the east property line must be extended to the pathway and end in a fire hydrant with a"T"and blind flange for future connection. 6. Provide a water easement at the northeast corner of the development for future connection. 7. All water and sewer mains, including fire hydrants, must be maintained in City utility easements or within right-of-way. General Conditions: 8. 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. 9. 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. 10. 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. 11. 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. 12. 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. 13. 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 Page 7 Page 231 Item#14. 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. 14. 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. 15. 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. 16. 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. 17. 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. 18. Applicant shall be responsible for application and compliance with any Section 404 Permitting that may be required by the Army Corps of Engineers. 19. Developer shall coordinate mailbox locations with the Meridian Post Office. 20. All grading of the site shall be performed in conformance with MCC 11-1-4B. 21. 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. 22. 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. 23. 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. 24. 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. 25. 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. Page 8 Page 232 Item#14. 26. 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. 27. Applicant shall be responsible for application and compliance with and NPDES permitting that may be required by the Environmental Protection Agency. 28. 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. 29. 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. 30. 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. 31. 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 233 Item#15. (:> E IDIAN*-----, AGENDA ITEM ITEM TOPIC: Dog Licensing Designee Agreements Between the City of Meridian and Meridian Canine Rescue, Meridian Veterinary Hospital, Pet Care Clinic, and Settler's Park Veterinary Hospital Page 234 Item#16. (:> E IDIAN*-----, AGENDA ITEM ITEM TOPIC: Professional Services Agreement Between the City of Meridian and Crime Stoppers of Southwest Idaho Page 255 Item#16. E IDIAN:--- IDAHO C� MEMO TO CITY COUNCIL Request to Include Topic on the City Council Agenda From: Police Department Meeting Date: 1/18/2022 Presenter: Captain Scott Colaianni Estimated Time: 10 Minutes Topic: Professional Services Agreement with Crimestoppers Recommended Council Action: We need Clerk and Mayor signature Background: Page 256 Item#16. PROFESSIONAL SERVICES AGREEMENT WITH CRIMESTOPPERS This PROFESSIONAL SERVICES AGREEMENT WITH CRIMESTOPPERS ("Agreement")is made effective this 5tji ,day of G u.n CqA ,2022 ("Effective Date"), by and between the City of Meridian,Idaho,a municipal corpor ion organized under the laws of the state of Idaho ("City"), and Crime Stoppers of Southwest Idaho, a non-profit corporation organized under the laws of the state of Idaho("Crime Stoppers"),collectively,"Parties." WHEREAS,Crime Stoppers programs were formed for the purpose of providing crime- solving assistance to law enforcement agencies,and worldwide,Crime Stoppers programs have solved over half a million crimes and recovered over three billion dollars' worth of stolen property; and WHEREAS,Crime Stoppers of Southwest Idaho was founded in 1981, is administered by an all-volunteer board of directors, and includes programs that assist law enforcement agencies by providing information on crimes called in to the Crime Stoppers Tip Line with information which leads to arrest; and WHEREAS,City desires to partner with Crime Stoppers to provide community services and continued assistance to the Meridian Police Department and other law enforcement agencies. NOW,THEREFORE,for good and valuable consideration,the receipt and sufficiency of which is hereby acknowledged and agreed,and in consideration of the mutual promises and covenants herein contained,the Parties agree as follows: 1. Scope of services: The services to be performed by Crime Stoppers under this Agreement shall be those services identified in Exhibit A,attached hereto and incorporated by reference herein. 2. Term: The term of this Agreement shall be from the Effective Date first written above, through September 30,2022. 3. Compensation and Payment: For services provided under this Agreement,City shall pay to Crime Stoppers thirteen thousand, five hundred dollars($13,500.00). 4. Method of payment: Crime Stoppers shall provide to City a completed W-9 form and invoice for services provided under this Agreement. City shall make payment to Crime Stoppers within thirty(30)days of receipt of the completed W-9 form and invoice. City shall not withhold any federal or state income taxes or Social Security tax from any payment made by City to Crime Stoppers under the terms and conditions of this Agreement. Payment of all taxes and other assessments on such sums shall be the sole responsibility of Crime Stoppers. 5. Independent Contractor: At all times during the term of this Agreement,Crime Stoppers shall be an independent contractor and shall not be an employee of the City. The City shall have the right to control Crime Stoppers only insofar as the results of Crime Stoppers'services rendered pursuant to this Agreement. The City shall not have the right to control the means and PROFESSIONAL SERVICES AGREEMENT WITH CRIME STOPPERS PAGE I Page 257 Item#16. methods by which Crime Stoppers accomplishes services rendered hereunder. Crime Stoppers shall indemnify the City against any liability arising out of an allegation or finding that Crime Stoppers is not an independent contractor. Crime Stoppers will be solely responsible for payment of all federal and state taxes, will not be an employee of the City for worker's compensation purposes or any other purposes, and will not have unemployment insurance benefits. Crime Stoppers shall supply, at Crime Stoppers' sole expense, all equipment, tools, materials, and/or supplies to accomplish the services to be provided under this Agreement. 6. Time of the essence: Crime Stoppers acknowledges that services provided under this Agreement shall be performed in a timely manner. The Parties acknowledge and agree that time is strictly of the essence with respect to this Agreement, and that the failure to timely perform any of the obligations hereunder shall constitute a breach of, and a default under, this Agreement by the party so failing to perform. 7. Recordkeeping: Crime Stoppers shall prepare and maintain complete and accurate records regarding the performance of services under this Agreement, including, but not limited to, an annual report summarizing the number of tips leading to an arrest and summarizing the community outreach programs conducted during the term of this Agreement. Such annual report shall be submitted to City between August 1, 2022 and August 15, 2022. 8. Indemnification: Crime Stoppers shall agree to indemnify and save and hold harmless City, and any and all of its employees, agents, volunteers, and/or elected officials, from and for any and all losses, claims, actions,judgment for damages, or injury to persons or property and losses and expenses and other costs, including litigation costs and attorney's fees, arising out of, resulting from, or in connection with Crime Stoppers' actions or omissions under this Agreement. 9. Day-to-daycommunications: Communication between Crime Stoppers and City regarding day-to-day matters shall occur via e-mail,text message, or telephone or video call. City shall provide Crime Stoppers the name, e-mail address, and telephone number of specific Meridian Police Department personnel ("Police Contact")who shall serve as the liaison between City and Crime Stoppers for all matters regarding day-to-day matters. Crime Stoppers shall provide City the name, e-mail address, and telephone number of specific Crime Stoppers personnel ("Crime Stoppers Contact") who shall serve as the liaison between Crime Stoppers and City for all day-to-day matters. 10. All other notice: All other notices required to be given by either of the Parties shall be in writing and be deemed communicated when sent via e-mail, personal service, or mailed via United States mail, to the following personnel and address: If to Ci . If to Crime Stoppers: City of Meridian Crime Stoppers of Southwest Idaho, Inc. Attn: City Clerk P.O. Box 1887 33 E. Broadway Avenue Boise, ID 83701 Meridian ID 83642 crimestoppersofswid@gmail.com cityclerk@meridiancity.org PROFESSIONAL SERVICES AGREEMENT WITH CRIME STOPPERS PAGE Page 258 Item#16. Either party may change its authorized representative and/or address for the purpose of this paragraph by giving written notice of such change to the other party in the manner herein provided. 11. Termination: If either Party determines that the other has failed to comply with any term or condition of this Agreement,violated any of the covenants, agreements, and/or stipulations of this Agreement, falsified any record or document required to be prepared under this Agreement, engaged in fraud,dishonesty, or any other act of misconduct in the performance of this Agreement; or if either Party willfully or negligently defaults in,or fails to fulfill,its material obligations under this Agreement,the other Party shall have the right to terminate the Agreement by giving written notice to the defaulting party of its intent to terminate,and shall specify the grounds for termination. The defaulting party shall have seven(7) days after receipt of such notice to cure the default. If the default is not cured within such period,this Agreement shall be terminated upon mailing of written notice of such termination by the terminating party. 12. Assignment: This Agreement may not be assigned or delegated by either party without prior written consent of the other party. 13. Amendments: This Agreement may be amended only in writing upon mutual agreement of the governing board and/or duly authorized representatives of both City and Crime Stoppers. 14. Attorneys' Fees: The prevailing party in any claims or disputes arising out of this Agreement shall be entitled to recover reasonable attorneys' fees in addition to other relief which a court of competent jurisdiction may award. 15. Waiver: Crime Stoppers waives any and all claims and recourse against City, including the right of contribution for loss and damage to persons or property arising from,growing out of, or in any way connected with or incident to Crime Stoppers' performance of this Agreement, whether such loss or damage may be attributable to known or unknown conditions,except for liability arising out of concurrent or sole negligence of City or its officers,agents or employees. 16. Worker's compensation insurance: Crime Stoppers shall obtain and shall maintain,at Crime Stoppers' sole expense,workers' compensation insurance, in an amount required by law, to cover any and all persons employed by Crime Stoppers. 17. Governing Law: This Agreement will be construed in accordance with the laws of the State of Idaho. The Parties submit to the jurisdiction of Idaho courts and agree that proper venue for any suit concerning this Agreement shall be in the Fourth Judicial District of the State of Idaho, in and for Ada County. 18. Entire Agreement: This Agreement constitutes the entire understanding between the Parties. This Agreement supersedes any and all statements,promises, or inducements made by either party,or agents of either party,whether oral or written,whether previous to the execution hereof or contemporaneous herewith. The terms of this Agreement may not be enlarged, modified or altered except upon written agreement signed by both parties hereto. PROFESSIONAL SERVICES AGREEMENT WITH CRIME STOPPERS PAGE 3 Page 259 Item#16. 19. Exhibits: All exhibits to this Agreement are incorporated by reference and made a part of hereof as if the exhibits were set forth in their entirety herein. 20. Severability: If any provision of this Agreement, or the application of such provision to any person or circumstance, shall be held invalid,the remainder of this Agreement, or the application of such provision to persons or circumstances other than those as to which it is held invalid, shall not be affected thereby. 21. Approval: The City and Crime Stoppers each acknowledge that this Agreement, even though agreed upon by the City's representatives, is not binding upon the City until such time as the Meridian City Council approves this Agreement and authorizes the Mayor to execute this Agreement on behalf of City. IN WITNESS WHEREOF,the parties hereto have executed this Agreement as of the date first above written. CRIME STOPPERS OF SOUTHWEST IDAHO,INC.: Brianna Mason Chair-Person CITY OF MERIDIAN: Attest: BY: Robert E. Simison 1_18_2U22 Chris Johnson 1-18-2022 Mayor City Clerk PROFESSIONAL SERVICES AGREEMENT WITH CRIME STOPPERS PAW Page 260 Item#16. EXHIBIT A- SCOPE OF SERVICES A. Crime Stoppers will staff and operate a twenty-four(24)hour telephone hotline to take anonymous tips regarding Meridian crimes. B. Crime Stoppers will provide a website and mobile application (also known as an"app") to take anonymous tips regarding Meridian crimes. C. Crime Stoppers will provide at least one(1)Police Coordinator who will act as the liaison between the Meridian Police Department and Crime Stoppers. Crime Stoppers will forward all tips received to the Police Contact. D. Crime Stoppers will use social media and their website to actively solicit information from the community only upon request and approval from the Meridian Police Department. E. Crime Stoppers will provide five(5)informational signs for use and posting by the City of Meridian. F. Crime Stoppers will provide at least one(1)public outreach program to assist and educate Meridian citizens on crime prevention and reporting. G. Crime Stoppers will provide at least one(1)educational program to a Meridian school regarding implementing and maintaining a school crime prevention program. PROFESSIONAL SERVICES AGREEMENT WITH CRIME STOPPERS PAGE 5 Page 261 Item#17. E IDIAN 'aAHO AGENDA ITEM ITEM TOPIC: Task Order 10036.g WRRF Sidestream Phosphorus Removal Project— Services During Construction Page 262 Item#17. TASK ORDER NO. 10036.g Pursuant to the MASTER AGREEMENT FOR PROFESSIONAL SERVICES BETWEEN CITY OF MERIDIAN (OWNER) AND MOUNTAIN WATERWORKS, INC (ENGINEER) This Task Order is made this 181h day of January, 2022 and entered into by and between the City of Meridian, a municipal corporation organized under the laws of the State of Idaho, hereinafter referred to as "City", and accepted by (MOUNTAIN WATERWORKS, INC), hereinafter referred to as "Engineer" pursuant to the mutual promises, covenant and conditions contained in the Master Agreement (category 2a) between the above mentioned parties dated October 1 , 2020. The Project Name for this Task Order is as follows: CITY OF MERIDIAN WRRF Sidestream Phosphorus Removal Project Services During Construction PROJECT UNDERSTANDING The Engineer's scope of services, time of completion, and compensation shall be as set forth herein. This Task Order is for professional engineering to support construction of the Sidestream Phosphorus Removal Project for the City's WRRF. The sidestream phosphorus removal equipment procurement and design tasks have been completed under a separate task order. The focus of this task order is for construction support and startup services for the project. SCOPE OF WORK The City utilizes anaerobic digestion for solids stabilization at the WRRF. During the anaerobic digestion process, a significant amount of nutrients (phosphorus and ammonia) are released. The nutrient release causes two primary challenges for the City: • Struvite formation in piping, valves, tanks, and equipment downstream of anaerobic digestion causing significant operation and maintenance problems and expenses • Nutrient return to the head of the WRRF resulting in concerns with meeting nutrient limits contained in the current discharge permit; and future permit limits are anticipated to be more stringent Task Order 10036.g WRRF Sidestream Phosphorus Removal—Services During Construction Page 1 of 6 Mountain Waterworks, Inc Page 263 Item#17. Over the last 5 to 6 years, the City has spent a significant amount of time evaluating various options for sidestream nutrient management. A number of engineering studies were prepared and pilot testing was completed to determine the preferred approach for sidestream nutrient management. Based on the work completed by the City, nutrient recovery from the digested sludge immediately after anaerobic digestion has been selected. The City has executed an equipment procurement agreement with CNP/Centrisys to supply an equipment package that includes their Airprex sidestream treatment system. This task order is to assist the City during construction of the Airprex system, supporting facilities, and sitework. Specific tasks are described below. Task 1 — Project Coordination and Meetings Engineer will coordinate with the project team, contractor, and City throughout the project related to schedule, budget, and status updates. Monthly coordination meetings are anticipated. Meeting minutes will be prepared for project coordination meetings and distributed to attendees. Monthly progress reports will be prepared and submitted with monthly invoices to document project progress. Engineer shall attend a preconstruction meeting to facilitate understanding of the contract requirements by all parties involved. The meeting will be conducted by the Engineer. Meeting minutes will be prepared by the Engineer. Engineer shall attend on-site bi-monthly (twice per month) construction progress meetings. Engineer shall prepare agenda and meeting notes. This is based on an estimated construction schedule of 14 months. Engineer shall attend special on-site meetings (not conducted on the same day as the regularly scheduled meetings) at the request of the City to discuss and assist in resolving construction issues. The intent of these meetings is to expedite the submittal review process and resolve contract change orders and requests for information. Fifteen (15) additional meetings have been assumed for this task. Task 1 Deliverables: • Monthly progress reports with invoices • Meeting minutes Task 2 — Review and Prepare Responses to Contractor Construction Documents Task 2.1 — Request for Information (RFI) Review and Response Engineer shall prepare written responses to the Contractor's written questions and concerns that arise during construction through the RFI process. Engineer shall provide clarification or direction to the Contractor through written responses to these requests for information. This task is estimated to include fifty (50) RFls. Task Order 10036.g WRRF Sidestream Phosphorus Removal—Services During Construction Page 2 of 6 Mountain Waterworks, Inc Page 264 Item#17. Task 2.2— Design Clarification (DC) Development DCs shall be initiated by the Engineer when questions and concerns arise that cannot be resolved through a close and thorough examination of the Contract Documents, or for which an interpretation may result in a material change in the design or operational intent of the facility. DCs shall include sketches and drawing/specification revisions. This task is estimated to include ten (10) DCs. Task 2.3— Construction Document Logging and Management Engineer and City will maintain document logs. Engineer will review monthly and provide comments at the progress meetings. It is assumed than an electronic document management system (ConDoc) will be established by City and Contractor and will be accessed regularly by Engineer. Task 2 Deliverables: • Written documentation coordinated and managed through ConDoc Task 3 — Review of Shop Drawings and Submittals Task 3. 1 — Initial Submittal Review Engineer shall review the shop drawings, material samples, O&M manuals, laboratory tests, mill tests results, and related information and provide responses within ten (10) working days to the Contractor regarding the suitability of the proposed equipment and materials to be incorporated into the project. Items reviewed, actions taken (including allowed substitutions), and recommendations made will be maintained in the electronic document management system. This task is estimated to include 103 initial submittals. Task 3.2— Resubmittal Review It is anticipated that resubmittals will be required at the rate of approximately 2 resubmittals for every initial submittal. However, the time required for a resubmittal review is significantly less than for initial submittals. Task 3 Deliverables: • Written documentation coordinated and managed through ConDoc Task 4 — Review and Preparation of Change Orders Task 4.1 — Evaluate Contractor's Request for Change Orders (COs) and Claims Engineer shall review Potential Change Order (PCOs) submissions by the Contractor and make recommendations to the City regarding the acceptance or rejection of the proposed change. This includes requests for additional time, and additional money. Engineer's services related to resolution of claims (over and above reviewing the claim and making recommendation to City) are beyond the scope of services. This task is estimated to include ten (10) CO reviews. Task Order 10036.g WRRF Sidestream Phosphorus Removal—Services During Construction Page 3 of 6 Mountain Waterworks, Inc Page 265 Item#17. Task 4.2— Prepare Change Order Requests (CORs) or Field Orders Engineer shall prepare CORs from the Contractor for proposed changes in the contract for construction. Change orders, including modified and/or additional drawings, specifications, and other exhibits shall be prepared to define the scope and extent of the change and solicit a price from the Contractor to perform the work. This task is estimated to include the preparation of ten (10) CORs. Task 4.3— Review Monthly Progress Payment Requests Engineer shall review monthly progress payment requests from the Contractor and make recommendations to the City for payment. This review shall include assessment of materials and/or equipment stored on-site or off-site and for which the Contractor is requesting payment for stored materials. This is based on a construction schedule of 14 months. Task 4 Deliverables: • Written documentation coordinated and managed through ConDoc Task 5 — Final Completion Following completion of construction, Engineer shall perform a final inspection of the work completed by the Contractor and make recommendations as appropriate for partial or final acceptance of the work. Following Contractor's completion of punch list items on Certificate of Final Completion, Engineer will conduct final walkthrough to verify correction of punch list items. Task 5 Deliverables: • Written documentation coordinated and managed through ConDoc Task 6 — Record Drawings The Contractor will maintain a current set of marked-up Contract Documents detailing field changes and clarifications. During Construction, the Engineer shall inspect Contractor's markups of As-built drawings on a monthly basis to assess compliance with the requirements of the contract documents. Following Contract closeout, Engineer shall prepare one set of full- sized and one set of half-sized reproducible set of record drawings reflecting field changes and clarifications noted by the Contractor, Engineer, and City. Task 6 Deliverables: • Record drawings in hard copy, pdf, and CAD format The anticipated schedule is as follows: • Begin based on City's issuance of construction Notice to Proceed, anticipated construction duration is 14 months. Task Order 10036.g WRRF Sidestream Phosphorus Removal—Services During Construction Page 4 of 6 Mountain Waterworks, Inc Page 266 Item#17. ASSUMPTIONS The following assumptions are made for this scope of work: • The City will provide the following as needed: O Daily inspection services o Witness and document standard construction testing such as pipe pressure testing o Third party testing services such as geotechnical testing • The City will take the lead with coordinating other construction projects in the vicinity such as Digester 6 TIME OF COMPLETION and COMPENSATION SCHEDULE The following schedule is based on our project understanding and scope of work described above. COMPENSATION AND COMPLETION SCHEDULE Task Description Due Date Compensation 1 Project Coordination & Mtgs ■ Throughout Project ■ $83,680.00 2 Review and Respond to ■ Throughout Project ■ $39,480.00 Contractor Construction Docs 3 Review of Shop Drawings and ■ Throughout Project ■ $165,960.00 Submittals 4 Review and Prepare Change ■ Throughout Project ■ $39,880.00 Orders 5 Final Completion • TBD ■ $50,720.00 6 Record Drawings ■ TBD ■ $75,520.00 TASK ORDER TOTAL$455,240.00 The Not-To-Exceed amount to complete all services listed above for this Task Order No. 10036.e is four hundred fifty-five thousand two hundred forty dollars ($455,240.00). No compensation will be paid over the Not-to-Exceed amount without prior written approval by the City in the form of a Change Order. No travel or expenses will be reimbursed through this agreement. All costs must be incorporated in the individual tasks within the Compensation and Completion Schedule above. Task Order 10036.g WRRF Sidestream Phosphorus Removal—Services During Construction Page 5 of 6 Mountain Waterworks, Inc Page 267 Item#17. CITY OF MERIDIAN MOUNTAIN WATERWORKS, INC BY: BY: 4- / KEITH WATTS, Procurement Manager STUART HURLEY, President Dated: Dated: 1/7/21 Approved by Council: 1-18-2022 Task Order 10036.g WRRF Sidestream Phosphorus Removal—Services During Construction Page 6 of 6 Mountain Waterworks, Inc Page 268 CONTRACT CHECKLIST I. PROJECT INFORMATION Date: 1/11/2022 REQUESTING DEPARTMENT Public Works Project Name: Sidestream Phosphorus Removal -Services During Construction Project Manager: Kristina Keith Contract Amount: $455,240 Contractor/Consultant/Design Engineer: Mountain Waterworks, Inc. Is this a change order? Yes ❑ No ❑ Change Order No. II. BUDGET INFORMATION (Project Manager to Complete) III. Contract Type Fund: 60 Budget Available(Purchasing attach report): Department 3590 Yes ❑� No ❑ Construction ❑ GL Account 93182 FY Budget: 2022 Task Order 0 Project Number: 10036.g Enhancement: Yes ❑ No ❑ Professional Service ❑ Equipment ❑ Will the project cross fiscal years? Yes❑ No ✓❑ Grant ❑ IV. GRANT INFORMATION-to be completed only on Grant funded projects Grant#: Wage Determination Received Wage Verification 10 Days prior to bid due date Debarment Status(Federal Funded) n/a n/a n/a n/a Print and Attach the determination Print,attach and amend bid by addendum(if changed) www.sam.gov Print and attach V. BASIS OF AWARD BID RFP/RFQ TASK ORDER Award based on Low Bid Highest Ranked Vendor Selected Master Agreement Category 1A (Bid Results Attached) Yes ❑ No ❑ (Ratings Attached) Yes ❑No Date MSA Roster Approved: 10/1/2020 Typical Award Yes 0 No ❑ If no please state circumstances and conclusion: n/a Date Award Posted: n/a 7 day protest period ends: n/a VI. CONTRACTOR/CONSULTANT REQUIRED INFORMATION PW License n/a Expiration Date: n/a Corporation Status Goodstanding Insurance Certificates Received(Date): N/A Expiration Date: 3/16/2022 Rating: A++ Payment and Performance Bonds Received(Date): n/a Rating: n/a Builders Risk Ins.Req'd: Yes ❑ No ❑ If yes,has policy been purchased? n/a (Only applicabale for projects above$1,000,000) VII. TASK ORDER SELECTION (Project Manager to Complete) Reason Consultant Selected ❑ 1 Performance on past projects Check all that apply ❑ Quality of work ❑ On Budget 0 On Time ❑ Accuracy of Construction Est ❑ 2 Qualified Personnel ❑ 3 Availability of personnel ❑ 4 Local of personnel Description of negotiation process and fee evaluation: The Scope of Work has been compiled based on decisions that were made as a result of the Design efforts as well as from work expectations based on the City's preferences for equipment and material being requested by Airprex. The Scope of Work has been reviewed by Engineering and Operations personnel and is in line with our expectations for costs. Mountain Waterworks has completed work previously on time,within budget and has qualified personnel with signficant experience with teh City of Meridian. Warren Stewart 12/3/2021 Enter Supervisor Name Date Approve Vill. AWARD INFORMATION Date Submitted to Clerk for Agenda: January 11,2022 Approval Date 1-18-2022 By: Council Purchase Order No.: Date Issued: WH5 submitted N/A (Only for PW Construction Projects) NTP Date: Page 269 Contract Request Checklist.5.24.2016.Final Item#18. (:> E IDIAN*-----, AGENDA ITEM ITEM TOPIC: Resolution No. 22-2305: A Resolution of the Mayor and the City Council of the City of Meridian Approving the City Council President's Appointments of City Council Members to Serve as Department Liaisons, and Providing an Effective Date Page 270 CITY OF MERIDIAN RESOLUTION NO. 22-2305 BY THE CITY COUNCIL: BERNT, BORTON, CAVENER, HOAGLUN, PERREAULT, STRADER A RESOLUTION OF THE MAYOR AND THE CITY COUNCIL OF THE CITY OF MERIDIAN APPROVING CITY COUNCIL PRESIDENT'S APPOINTMENTS OF CITY COUNCIL MEMBERS TO SERVE AS DEPARTMENT LIAISONS, AND PROVIDING AN EFFECTIVE DATE. WHEREAS,pursuant to Meridian City Code section 1-7-6(A), the president of the City Council is to appoint a city council member to serve as liaison between Meridian City Council and each of the City departments, and at the City Council meeting on January 4, 2022, City Council President Brad Hoaglun did make such appointments; WHEREAS,by this resolution, the City Council of the City of Meridian seeks to effectuate and memorialize these appointments; NOW THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF MERIDIAN CITY,IDAHO: Section 1. That the City Council members appointed by City Council President Hoaglun to serve as liaisons to the respective departments, as follows, shall fulfill the duties of such function as enumerated in Meridian City Code section 1-7-6(B): Treg Bernt: Police Department Joe Borton: Fire Department Luke Cavener: Parks &Recreation Department Brad Hoaglun: Finance Department Human Resources Department Information Technology Department Legal Department Jessica Perreault: Public Works Department Liz Strader: Community Development Department Section 2. 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 18th day of January, 2022. APPROVED by the Mayor of the City of Meridian, Idaho, this 18th day of January, 2022. APPROVED: ATTEST: By: Mayor Robert E. Simison Chris Johnson, City Clerk RESOLUTION APPOINTING CITY COUNCIL DEPARTMENT LIAISONS Item#19. (:> E IDIAN*-----, AGENDA ITEM ITEM TOPIC: Resolution No. 21-2300: A Resolution of the Mayor and City Council of the City of Meridian to Repeal and Replace the City of Meridian Standard Operating Policy and Procedure Manual to Establish a New Standard Operating Policy Manual; and Providing an Effective Date Page 272 CITY OF MERIDIAN RESOLUTION NO. 21-2300 BY THE CITY COUNCIL: BERNT, BORTON, CAVENER HOAGLUN, PERREAULT, STRADER A RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF MERIDIAN TO REPEAL AND REPLACE THE CITY OF MERIDIAN STANDARD OPERATING POLICY AND PROCEDURE MANUAL TO ESTABLISH A NEW STANDARD OPERATING POLICY MANUAL; AND PROVIDING AN EFFECTIVE DATE BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF MERIDIAN, IDAHO WHEREAS, the Mayor and City Council have authority over the policies for the City of Meridian; WHEREAS the City has previously approved a Standard Operating Policy and Procedures Manual in 2002 for application to all employees of the City; WHEREAS the City Council may amend the Manual from time to time as necessary to incorporate changes as needed; WHEREAS the City now desires to separate policy and procedures to create greater efficiency and improve operational needs; NOW,THEREFORE,BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF MERIDIAN, IDAHO AS FOLLOWS: SECTION 1. The City of Meridian Standard Operating Policies and Procedures Manual is hereby replaced by a new and revised Standard Operating Policy Manual; a copy of said policy is attached and incorporated by reference as Exhibit"A". SECTION 2. 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_ 18th day of January 2022 APPROVED by the Mayor of the City of Meridian, Idaho, this 18th day of January 2022. APPROVED: ATTEST: By: Mayor Robert E. Simison Chris Johnson, City Clerk A RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF MERIDIAN TO REPEAL AND REPLACE THE CITY OF MERIDIAN STANDARD OPERATING POLICY AND PROCEDURE MANUAL TO ESTABLISH A NEW STANDARD OPERATING POLICY MANUAL Item#19. STANDARD OPERATING POLICY AND PROCEDURE MANUAL TABLE OF CONTENTS Manual Overview Mission, Vision, Value Statement Mayor's Welcome SECTION 1: GENERAL INFORMATION 1.1 Introduction & Employment Overview 1.2 At-Will Employment Status 1.3 Establishment of Citywide Employment-Related Policies 1.4 Establishment of Citywide Employment-Related Procedures SECTION 2: EMPLOYMENT POLICIES 2.1 Equal Employment Opportunity 2.2 Affirmative Action 2.3 Unlawful Workplace Discrimination Harassment and Retaliation 2.4 Americans with Disabilities Act 2.5 Immigration Control Act 2.6 Employment References 2.7 Staffing, Selection, Promotion, Transfer 2.7.1 Criminal Background Checks 2.8 Introductory Period of Employment 2.9 Trial Service Period for Promotions or Transfers 2.10 Remote Work SECTION 3: CLASSIFICATION & COMPENSATION 3.1 Employee Classification 3.2 Hours of Work 3.3 Payroll 3.4 Compensation Program 3.4.1 Individual Pay 3.4.2 Compensation Program Updates Revision Date: 12/14/2021 Page 274 Item#19. 3.4.3 Performance Increases to salary 3.4.4 Adjustment to Wages 3.4.5 On Call/Call Out Duties and Compensation 3.5 Travel & Expense Reimbursement 3.6 Overtime Compensation SECTION 4: TIME OFF AND LEAVES 4.1 Holidays 4.2 Vacation 4.3 Sick Leave 4.2.1 Donation of Vacation Leave to Another Employee for FMLA Qualifying Event vent 4.4 Family and Medical Leave 4.5 Bereavement Leave 4.6 Civil Leave 4.7 Military Leave 4.8 Leaves of Absence 4.8.1 Administrative Leave With Pay 4.8.2 Leave Without Pay 4.9 Paid Parental Leave SECTION S: BENEFITS 5.1 Group Health and Related Benefits 5.2 COBRA 5.3 PERSI Retirement Program 5.4 Education Reimbursement 5.5 Director Benefits Programs 5.6 Retirement Match Program 5.7 Vacation Leave Accrual Rollover Program SECTION 6: WORKPLACE POLICIES 6.1 Life Threatening Illness 6.2 Use of City Owned Equipment 6.2.1 Use of City Vehicles 6.2.2 Use of City Copiers, Printers Computers, Software, and Phone Systems 6.2.3 Electronic Mail 6.2.4 Use of Internet 6.2.6 Mobile Devices 6.2.7 Use of the Fitness Facility in Hall 6.3 Training and Development 6.4 Absenteeism and Tardiness Revision Date:12/14/2021 Page 275 Item#19. 6.5 Bulletin Boards 6.6 Drivers License Requirements 6.7 Emergency Closure 6.8 Nepotism 6.9 Safety 6.10 Political Activities 6.11 Gifts and Gratuities 6.12 Solicitation 6.13 Outside Employment 6.14 Appropriate Clothing Attire for Work Purposes and Procurement 6.15 City Hall Parking Permits 6.16 Employee Identification/Prox Cards 6.17 Request for Public Information 6.18 Conflict of Interest 6.19 Social Media 6.20 Use of Aerial Vehicles (Drone) SECTION 7: STANDARDS OF CONDUCT 7.1 Drug and Alcohol Policy 7.2. Use of Nicotine or Tobacco Products 7.3 Workplace Violence 7.4 Criminal Charges and Misdemeanor 7.5 Standards of Conduct 7.6 Prohibited Activities in Workplace Conduct 7.7 Recycling SECTION 8: TERMINATION AND DISIPLINARY ACTION 8.1 Disciplinary Action 8.2 Termination of Employment 8.3 Adverse Employment Action Appeal SECTION 9: CITYWIDE FINACE POLICES 9.1 Accounts Payable 9.2 Accounts Receivable 9.3 Business Credit Account 9.4 Capital Improvement Management 9.5 Credit Card 9.6 Financial Reporting and Accounting 9.7 Fixed Assets Revision Date: 12/14/2021 Page 276 Item#19. 9.8 Grant Management 9.9 Internal Control 9.10 Inventory 9.11 Legal Tender Handling 9.12 Purchasing 9.13 Revenue Management 9.14 User Fees and Charge Development SECTION 10: CITYWIDE INFORMATION TECHNOLOGY POLICES 10.1 Disposal of Media 10.2 Equipment Checkout 10.3 Identity and Access Management 10.4 Incident Response 10.5 Information Security 10.6 Password Requirements 10.7 Security Awareness Training 10.8 Technology Purchases 10.9 Technology Replacement Revision Date:12/14/2021 Page 277 Item#19. CITY OF MERIDIAN STANDARD OPERATING POLICYAND PROCEDURE MANUAL OVERVIEW The following is the City of Meridian's Standard Operating Policy/Procedures (SOP)Manual that outlines the Human Resources policies and procedures for the City. This SOP Manual is provided as a guideline to employees and supervisors as they perform the duties and responsibilities assigned to their respective positions. These policies and procedures are specific to employment and related matters. Additional policies may exist within individual departments relating to the specific operations and responsibilities of employees within them. Employees and supervisors should become familiar with and abide by the guidelines of those additional policies and procedures in addition to those contained within this Manual. Should department policies conflict with or contradict the policies or procedures contained within this Manual(other than a recognized collective labor agreement), employees shall refer to this Manual as the primary guidelines on such matters. We have done our best to correctly explain the City's policies,procedures and benefits in all sections of this manual. However, if anything in this manual disagrees with formal policies, legal documents, collective labor agreement, or law, please contact Human Resources for guidance. The policies contained shall not create a promise, guarantee or contract of any kind between the City and the employee,nor does it guarantee employment for a specific period of time nor does it apply to appointed positions under State Code section 50-204 through 206. This policy and procedure manual is not a contract of employment and should not be interpreted by the employee as such. All employees are considered"at-will"unless otherwise covered by a labor agreement or appointed. Either they or the City may terminate the employment relationship at any time for any reason other than an unlawful, discriminatory reason. These Policies and Procedures apply in general to all personnel who are employed by the City, as well as volunteers, and elected officials. Employees covered by a Collective Labor Agreement shall be covered by any Policy or Procedure in this Manual that are not in conflict with the Collective Labor Agreement or that specific Department Policy. This Policy and Procedure Manual replaces all prior employment policies, procedures, and practices that pre-date this version. No Director or employee shall have the authority to establish policy or allow behavior that directly conflicts with these Policies and Procedures. All Policies and Revision Date:12/14/2021 Page 278 Item#19. any financial procedures,with any fiscal impact,must be approved by the City Council to be effective. Procedures that do not have any fiscal impact may be changed by the process contained within this Manual. Management Rights: The City reserves the right to direct and control the operation of its business including,but not limited to, the management, assignment, scheduling, and direction of the workforce as well as the right to discipline or discharge employees pursuant to the provisions of this policy/procedure manual unless otherwise mandated by a labor agreement. The City is committed to ensuring an effective and respectful workplace. Violations of these Policies and Procedures are subject to corrective and disciplinary action,up to and including termination as outlined within this manual. Revision Date: 12/14/2021 Page 279 Item#19. E IDIA Our Mission: Meridian will deliver superior service through committed, equipped employees, dedicated to the stewardship of the public's resources while being a vibrant, livable and connected community. Our Vision: By 2035, Meridian will be the West's premier community in which to live,work and raise a family. Our Values At the City of Meridian,We CARE.That means: • Providing the best Customer Service to our community, colleagues, and partners by listening and responding in a timely,friendly, professional,and solution-oriented manner. • Exemplifying Accountability by understanding our role in the organization, knowing our jobs, and accepting that each of us is responsible for our own work choices, and actions. Acting as stewards of the community's resources,our environment, and our relationships. • Showing Respect by being trustworthy and courteous. We honor, accept, and include people with diverse opinions and backgrounds. • Demonstrating continual Excellence through professionalism, going beyond the parameters of our job while being creative, innovative, flexible, and adaptable to multiple needs. Revision Date:12/14/2021 Page 280 t Mayor Robert E. Simison uER,IDIAN .�_� City Council Members: Treg Bernt Brad Hoaglun D A H O Joe Borton Jessica Perreault Luke Cavener Liz Strader MAYOR'S WELCOME Congratulations on your decision to be part of the City of Meridian family. We are excited to welcome you to Team Meridian, where we are one team with one mission! As a City, we are committed to be the West's premier community in which to live, work and raise a family—and to meet that vision it all starts with you and those around you. It is how we, as public servants, provide our outstanding services to the public. It is about being innovative in our jobs so we can meet the needs of our customers in an ever-changing environment. It is about how we CARE about our community, customers and one another. Our CARE values show that our employees want to be the Customer Service leaders; we are Accountable for our work, choices and actions; we show Respect to one another; and, we are Excellent at what we do by going above and beyond the parameters of our jobs. In addition, we provide CARE to our community in a timely, friendly, professional, and solution-oriented manner. Why do we do this? Because,that is the Meridian Way. The policies that follow will help you address the issues, policies and practices that will guide you as an employee for the City of Meridian. Not every situation is addressed herein and laws, cultural values and organizational needs may change. As changes occur, updates will be made to our Policy manual. With that in mind, I encourage you to consult with your supervisor, director or the Human Resources Department with questions or situations that arise during the course of your employment to ensure adherence to the City Policies. Once again, congratulations on your decision. I am confident that you will be successful in your job, and will uphold our CARE values and help us achieve our vision. Welcome to Team Meridian! ith appreciation, Rober E. Si ison Mayor Page 281 Mayor's Office . 33 E. Broadway Avenue, Meridian, ID 83642 Phone 208-489-0529 . www.meridiancity.org Revision Date:12/14/2021 Item#19. C�WF,Nt City of Meridian Standard Operating Policy Number 1.1 Introduction and Employment Overview Purpose: To set forth the City's employment-related policies as provided within the City's Standard Operating Policy Manual (SOP Manual). Policy: City policies apply in general to all personnel employed by the City, as well as volunteers and elected officials.The SOP Manual sets forth, in one manual, employment-related information that each City employee is expected to know regarding employment policies and related information.Any questions regarding City policies should be directed to the Human Resources Director, or designee. Nothing in the SOP Manual, or any other document received by an employee during employment, shall create a promise, representation, or contract of continued employment.These policies are presented as a matter of information only and are not binding employment conditions or an employment contract. The City reserves the right to revise, modify, delete, or add to any and all of its policies at any time.The City shall make all available efforts to inform employees of any changes to City policies as soon as practical. However, all policies shall take effect on the specified date as approved by the Mayor and City Council, and therefore become binding as to all City employees at that time. No oral statements or representations made to employees should be understood to change or alter the provisions of any and all approved policies. This policy shall be implemented pursuant to the Procedures for Introduction and Employment Overview Standard Operating Procedures. Authority&Responsibility: The Mayor and City Council shall retain the responsibility and authority to, approve new and or updated City of Meridian Policies. Human Resources and Legal, in consultation with the Senior Leadership Team, will develop, review, approve, and implement Council approved policies for the City. As such, the Mayor retains primary authority to establish applicable terms and conditions of employment for all City employees. No supervisor, department director or designee, or any other representative of the City has the authority to enter into any agreement for employment for a specified period of time or make any agreement contrary to the policies contained in the SOP Manual. Related Information: City policies apply to all City employees, including represented Fire employees, unless otherwise stated in the current collective labor agreement. Revision Date:12/14/202 Page 282 Item#19. City of Meridian 1 Standard Operating Policy Number 1.2 At-Will Employment Status Purpose: To set forth the City's policy regarding the at-will employment status applicable to all non-represented City employees. All City employees are considered at-will employees unless otherwise stated in the current collective labor agreement for represented Fire employees. Policy: All non-represented City employees shall be considered at-will employees. Employment may be terminated at any time and for any or no reason. Nothing in this or any other policy, memo,verbal agreement, etc., shall create a promise, guarantee, or contract of continued employment. This policy shall be implemented pursuant to the At-Will Employment Status Standard Operating Procedures. Authority& Responsibility: Human Resources shall be responsible for interpreting this policy. Revision Date:12/14/202 Page 283 Item#19. City of Meridian 1 Standard Operating Policy Number 1.3 Establishment of Citywide Employment-Related Policies Purpose: To set forth the City's policy on how citywide employment-related policies are created for inclusion in the Standard Operating Policy Manual (SOP Manual). Policy: Citywide employment-related policies may be proposed by the Mayor or any department director. Citywide employment-related policies are a statement by the leadership of the City, and ultimately the Mayor and City Council, as to acceptable practice and behavior within the workplace.These policies are specific to employment-related matters.These policies apply in general to all personnel employed by the City, as well as volunteers and elected officials. Represented employees should refer to the current Collective Labor Agreement for complete information regarding policy applicability for Union Members. No supervisor or employee shall have the authority to establish policy or allow behavior that directly conflicts with these policies. Departments may adopt department operational policies with department director approval without needing secondary approval by the Mayor and City Council. This policy shall be implemented pursuant to the Establishment of Citywide Employment-Related Standard Operating Policies. Authority& Responsibility: Human Resources shall be responsible for administering proposed policies through the review process. Revision Date:12/14/202 Page 284 Item#19. City of Meridian 1 Standard Operating Policy Number 1.4 Establishment of Citywide Employment-Related Procedures Purpose: To set forth the City's policy regarding establishing citywide employment-related procedures that support citywide employment-related policies. Policy: Upon approval of a citywide employment-related policy, the corresponding Standard Operating Procedures shall be established by Human Resources, in consultation with the Senior Leadership Team, to direct and guide employees through the administrative implementation of the policy. Subsequent revision, or other modifications to citywide employment-related procedures shall be initiated by the Human Resources Director or individual department directors, in consultation with the Senior Leadership Team. This policy shall be implemented pursuant to the Establishment of Citywide Employment-Related Procedures Standard Operating Procedures. Authority and Responsibility: Human Resources shall be responsible for administering this policy. Revision Date:12/14/202 Page 285 Item#19. C�WF,Nt City of Meridian Standard Operating Procedures Number 1.1 Introduction and Employment Overview Purpose: To set forth the City's procedures relating to City employment-related policies as provided within the City's Standard Operating Procedures Manual (SOPR Manual). Procedures and Related Information: I. Public Employment Overview The City of Meridian is a political subdivision of the State of Idaho,though it is not a part of state government.The Mayor and City Council serve as the governing body for the City, carrying out local legislative duties and fulfilling other obligations as required. The Mayor and City Council are ultimately responsible to the residents of the City of Meridian. Only the Mayor and City Council have authority to establish policies, in consultation with the Senior Leadership Team,for City employees. Each employee should recognize that although he/she may report to an elected or appointed official, he/she remains an employee of the City of Meridian, not of the official who supervises his/her work. The Human Resources Director shall have authority and responsibility to oversee developing and revising supporting procedures to City employment-related policies, in consultation with the Mayor and City Council, Senior Leadership Team or others as deemed necessary. II. Employee Responsibility The SOPR Manual is published on the City Intranet and available to each employee. Human Resources will make every effort to notify employees of changes/updates to procedures. However, it is the ultimate responsibility of each employee to stay abreast of such changes. All employees are expected to understand and abide by all procedures as set forth herein. III. Effective Date Procedures shall become effective on the date approved by the Human Resources Director in consultation with the Senior Leadership Team. The Human Resources Director or any individual department director may initiate developing or revising an employee-related procedure, in consultation with the Senior Leadership Team.At any time that an individual procedure is developed, revised, or otherwise modified, said procedure shall become effective the date approved. The Human Resources Director may delegate approval authority for Finance and IT procedures to the respective department directors. IV. Applicability to Collective Labor Agreement Represented Fire employees governed by the collective labor agreement are also expected to follow the procedures as set forth within the City's SOPR Manual. Should a procedure of the current collective labor agreement conflict with the procedures set forth within the SOPR Revision Date:12/14/202 Page 286 Item#19. Manual, at any time,the procedure of the collective labor agreement shall apply to represented employees. Revision Date:12/14/202 Page 287 Item#19. City of Meridian 1 Standard Operating Procedures Number 1.2 At-Will Employment Status Purpose: To set forth the City's procedures regarding the at-will employment status applicable to all non- represented City employees. Procedures and Related Information: I. All City employees are at-will employees unless otherwise stated in the current collective labor agreement for represented Fire employees. II. Nothing in this procedure or any other City Standard Operating Procedure, individually or collectively, alters the at-will employment relationship, which means the employee may voluntarily terminate employment with the City for any reason at any time. III. Similarly,the City may terminate the employee's employment anytime for any or no reason. IV. This procedure does not apply to appointed positions under State Code section 50-204-206. Revision Date:12/14/202 Page 288 Item#19. C�WF,Nt r.� City of Meridian Standard Operating Procedures Number 1.3 Procedures for Establishment of Citywide Employment-Related Policies Purpose: To set forth the City's procedures for creating citywide employment-related policies. Procedures and Related Information: I. The Mayor or department directors shall provide Human Resources proposed citywide employment-related policies for initial review, including proposals to repeal or amend current policies. II. Human Resources may consult with Legal on such policies if appropriate. III. Human Resources shall present the proposed policy to the Senior Leadership Team for discussion and review. IV. Once finalized, Human Resources will present the proposed policy at a meeting of the City Council for discussion and direction. V. If directed by the City Council, Human Resources shall present the final version of the policy at a subsequent City Council meeting for approval with a resolution for adoption. VI. Once adopted Human Resources shall incorporate the policy into the SOPR Manual. Citywide employment-related policies shall be applicable to all City employees, unless otherwise set forth in the current collective labor agreement for represented Fire employees. VII. Human Resources will provide notice of the policy changes through the most appropriate method to reach applicable employees. Revision Date:12/14/202 Page 289 Item#19. C�WF,Nt r.� City of Meridian Standard Operating Procedures Number 1.4 Establishment of Citywide Procedures Purpose: To set forth the City's procedures for creating citywide employment-related procedures. Procedures and Related Information: I. When department directors provide Human Resources proposed citywide employee-related policies for initial review, including proposals to repeal or amend current policies,they shall also present the corresponding proposed citywide employee-related procedures. II. The Human Resources Director may initiate changes to existing employment-related procedures, or individual department directors may initiate proposed changes to existing employment-related procedures by submitting documentation to the Human Resources Director. III. Human Resources may consult with Legal on such proposed procedures if appropriate. IV. Human Resources may present the proposed procedures to the Senior Leadership Team for discussion and review. V. Human Resources shall finalize proposed and/or modified citywide employee-related procedures.The Human Resources Director may delegate authority to finalize department related procedures to the respective department directors. In that situation the respective department director will submit to Human Resources the final procedures. VI. Human Resources shall incorporate the procedure, and any modifications thereto, into the SOPR Manual which is available to all employees on the City Intranet. VII. Citywide employee-related procedures shall be applicable to all City employees, unless otherwise set forth in the current collective labor agreement for represented Fire employees. Vill. Human Resources may provide notice of the policy changes through email and/or the SOP Manual on the City Intranet. Revision Date:12/14/202 Page 290 Item#19. City of Meridian 1 Standard Operating Policy Number 2.1 Equal Employment Opportunity Purpose: To set forth the City's policy regarding its commitment to support Equal Employment Opportunity for all employees and applicants, and ensure an environment free from unlawful discrimination. Policy: It is the City's policy to encourage and support Equal Employment Opportunity for all employees and applicants for employment without regard to the individual's protected class status which includes race, color, religion, sex(including pregnancy, sexual orientation, or gender identity), national origin, age (40 or older), disability and genetic information (including family medical history).veteran or current, past or future military status, or any other applicable legally protected status. Employment decisions will be evaluated on the basis of an individual's job-related competencies and criteria, including (but not limited to) knowledge, skills, abilities,job performance (past or current), job experience, and other bona fide occupational qualifications and job-related criteria. Authority& Responsibility: The Human Resources Director or designee is responsible for developing and monitoring equal employment opportunity programs and activities. Supervisory personnel and employees at all levels in the organization must share in the responsibility for promoting equal employment opportunity to ensure that compliance is achieved and that discrimination of any kind does not occur. Revision Date:12/14/202 Page 291 Item#19. City of Meridian 1 Standard Operating Policy Number 2.2 Affirmative Action Purpose: To set forth the City's policy regarding Affirmative Action requirements and the City's compliance with all guidelines and regulations as set forth by related federal regulations. Policy: The City has been designated as an Affirmative Action employer. Affirmative Action requirements of the federal government are designed to enhance employment opportunities for females and ethnic minorities, people with disabilities, and disabled veterans and veterans of the Vietnam era. As such, the City's Affirmative Action programs provide for fuller utilization and development of all human resources. The City's Affirmative Action Plan will cover all employees and applicants for employment. The City has established a written Affirmative Action Plan (AAP) prepared in conformance with Executive Order 11246,the Rehabilitation Act of 1973, and the Vietnam Era Veteran's Readjustment Assistance Act of 1974, and the implementation of regulations as provided by the Office of Federal Contract Compliance Programs (OFCCP). This written program will be updated on an annual basis, identifying areas of underutilization and establishing goals for the City to work towards. This policy shall be implemented pursuant to the Affirmative Action Standard Operating Procedures. Authority& Responsibility: Human Resources shall be charged with establishing and maintaining an up-to-date Affirmative Action Plan, identifying areas of underutilization and employment objectives for the City. Department Directors or designees and supervisors are expected to comply with all elements of the AAP and to support its goals and objectives in all employment activities. Revision Date:12/14/202 Page 292 Item#19. City of Meridian 1 Standard Operating Policy Number 2.3 Unlawful Workplace Discrimination, Harassment,and Retaliation Purpose: To set forth the City's policy against unlawful workplace discrimination, harassment, and retaliation in the workplace. Policy: It is the City's policy to foster and maintain a work environment that is free from unlawful workplace discrimination, harassment, retaliation, intimidation, hostility, or other offenses,which might interfere with work performance. All employees, regardless of their status of employment, have a right to work in an environment free from unlawful discrimination, harassment, retaliation, intimidation, or ridicule, based on race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, age (40 or older), disability and genetic information (including family medical history).veteran or current, past or future military status, or any other applicable legally protected status.The City will not tolerate unlawful harassment, discrimination, or retaliation of any kind in its employees' day to day communication with co-workers or members of the public. Employees are expected to show respect for each other and the public at all times.The City strictly prohibits unlawful discrimination, harassment or retaliation as defined herein. This policy shall be implemented pursuant to the Unlawful Workplace Discrimination, Harassment, and Retaliation Standard Operating Procedures. Authority& Responsibility: Human Resources shall be responsible for interpretation and administration of this policy. Revision Date:12/14/202 Page 293 Item#19. C�WF,Nt City of Meridian Standard Operating Policy Number 2.4 American's with Disabilities Act Section 504—Rehabilitation Act of 1974 Purpose: To set forth the City's policy to comply with the American's with Disabilities Act (ADA) for general employment and with Section 504 of the Rehabilitation Act of 1974 for Affirmative Action. Policy: The City shall provide fair and equitable employment opportunities and shall follow legal employment practices compliant with the American's with Disabilities Act of 1990 and Section 504 of the Rehabilitation Act of 1974. The City prohibits unlawful discrimination in employment based on an employee's or applicant's physical or mental condition as outlined within the regulations. Reasonable accommodation shall be considered upon request for all applicants and employees provided it does not create an undue hardship for the City. This policy shall be implemented pursuant to the American's with Disabilities Act Standard Operating Procedures. Authority& Responsibility: Human Resources shall be responsible for interpretation and administration of this policy. Revision Date:12/14/202 Page 294 Item#19. City of Meridian 1 Standard Operating Policy Number 2.5 Immigration Control Act Purpose: To set forth the City's policy on pre-employment documentation(Form 1-9)as required by the Immigration Reform and Control Act of 1986 (IRCA). Policy: The City is committed to ensuring compliance with federal law by hiring only citizens and aliens lawfully authorized to be employed in the United States. Any person wishing to work for the City of Meridian, regardless of the nature of the job or the number of hours or months employed,will be required to show proof of identification and legal authorization to work. Identification must be provided as outlined within Form 1-9 (Employment Eligibility Verification). This policy shall be implemented pursuant to the Immigration Control Act Standard Operating Procedures. Authority& Responsibility: Human Resources shall ensure that pre-employment documentation requirements comply with the Immigration Reform and Control Act of 1986 (IRCA). Revision Date:12/14/202 Page 295 Item#19. City of Meridian 1 Standard Operating Policy Number 2.6 Employment References Purpose: To set forth the City's policy regarding requests for employment references for current and former employees, as well as the City's requests for information on current or potential employees. Policy: Human Resources shall obtain all references required by the City for employment of applicants, with the exception of references or background investigations conducted by the police department for law enforcement personnel. City employees are not authorized to directly contact outside agencies, organizations,former employers, or anyone else, unless directed by the Human Resources Director or designee. This policy shall be implemented pursuant to the Employment References Standard Operating Procedures. Authority& Responsibility: Only the Human Resources Department is authorized to release or refer employment references on current or former employees to the department director or designee, outside agencies, or employers. Requests for references received directly by any City personnel should be referred to the Human Resources Director or designee. Employment references for law enforcement personnel requested by other law enforcement agencies will be handled through the Police Chief or designee,with copies of all records forwarded to Human Resources for filing. Revision Date:12/14/202 Page 296 Item#19. C�WF,Nt City of Meridian Standard Operating Policy Number 2.7 Staffing, Selection, Promotion,Transfer Purpose: To set forth the City's policy on staffing, selection, promotion, and transfer as it applies to City employees and applicants. Policy: It shall be the policy of the City to staff and select the most qualified persons for employment, promotion, and transfer. Staffing and selection shall be conducted in a manner intended to ensure fair and open competition, provide equal employment opportunity, and prohibit unlawful discrimination or favoritism based on protected class status. This policy shall be implemented pursuant to the Staffing, Selection, Promotion, and Transfer Standard Operating Procedures. Authority& Responsibility: Human Resources shall oversee the administration of this policy to ensure compliance with state and federal law. Revision Date:12/14/202 Page 297 Item#19. City of Meridian 1 Standard Operating Policy Number 2.7.1 Criminal Background Checks Purpose: To set forth the City's policy on conducting criminal background checks for positions that may come in contact with sensitive information, City assets and equipment, contact with the public, and others as specified within this policy. Policy: To evaluate the fitness of applicants for employment or continued employment, as required by state and federal law, the City may require pre-employment or post-employment criminal background checks be conducted for individuals in positions that: 1. Require access to secure or confidential areas or information; 2. Require access to personnel records; 3. Require supervision over children; 4. Require work on or around police vehicles, equipment, and/or firearms; 5. May require access to property, homes, and/or businesses; 6. Require handling of financial accounts or transactions; 7. Require use of City vehicles or equipment; 8. Require work on or around fire vehicles and equipment and/or providing patient care; or 9. Otherwise creates an employment situation that appears to necessitate a criminal background check. This policy shall be implemented pursuant to the Criminal Background Checks Standard Operating Procedures. Authority& Responsibility: Human Recourses shall be responsible for interpreting this policy. Except for law enforcement personnel supervised by the Chief of Police,the Human Resources Director or designee, is authorized to perform, request, and receive criminal background history from City's designated service provider for any applicant offered employment which may include transfer and promotions with the City of Meridian for those types of positions herein specified. Dissemination or other use of criminal history information is prohibited. Revision Date:12/14/202 Page 298 Item#19. C�WF,Nt City of Meridian Standard Operating Policy Number 2.8 Introductory Period of Employment Purpose: To set forth the City's policy regarding the employment status, responsibilities and expectations for new employees during the Introductory Period of Employment. Policy: The City of Meridian is an at-will employer. Each new employee hired, whether full-time or part-time, shall serve an introductory period of employment for six (6) months, or one (1)year for Sworn Police or Fire personnel. Employees may be terminated at any time with or without cause during the Introductory Period of Employment or anytime thereafter. This policy shall be implemented pursuant to the Introductory Period of Employment Standard Operating Procedures. This policy shall apply to represented Fire personnel unless otherwise stated in the current collective labor agreement. Authority& Responsibility: Human Resources shall responsible for administering this policy. Revision Date:12/14/202 Page 299 Item#19. C�WF,Nt City of Meridian Standard Operating Policy Number 2.9 Trial Service Period for Promotions or Transfers Purpose: To set forth the City's policy regarding the Trial Service Period for Promotions or Transfers of current employees. Policy: The City supports growth and development of its employees. Promotions and transfers provide current employees an opportunity to learn and grow with the City. Each employee shall serve a Trial Service period of no less than six(6) months upon transfer or promotion. This policy shall be implemented pursuant to the Trial Service Period for Promotions or Transfer Standard Operating Procedures. Authority& Responsibility: Human Resources shall be responsible for administering this policy. Supervisors are expected to set clear expectations for employees, and to work with them closely during the Trial Service Period to ensure proper learning and training take place. Supervisors are also expected to provide appropriate feedback and learning opportunities so as to appropriately train these employees and assess their ability to perform related job duties. Revision Date:12/14/202 Page 300 Item#19. City of Meridian 1 Standard Operating Policy Number 2.10 Remote Work Purpose: To set forth the City's policy regarding remote work as an alternative to an employee's designated work location. Policy: The City considers remote work to be a viable, flexible work option when both the employee and the job are suited to such an arrangement and it meets the needs of the City. Remote work is the concept of working from home or another location. Remote work can be informal, such as working from home for a short- term project or a formal set schedule of working away from the office. Remote work is an alternative method of working that, when implemented, does not alter the work expectations of the employee or diminish the services offered by the City. The City may allow remote work for designated positions to create the opportunity for remote work location to meet City needs without compromising productivity, quality, customer service, etc, while promoting employee workplace flexibility. Employees may request a remote work arrangement if their position has been identified by the City as being eligible. The City has the right to refuse to make remote work available to an employee and to terminate a remote work arrangement at anytime. Authority&Responsibility: Department Directors or designee shall be responsible to ensure the appropriate administration of this policy in consultation with Human Resources and Information Technology. Revision Date:12/14/202 Page 301 Item#19. City of Meridian 1 Standard Operating Procedure Number 2.1 Equal Employment Opportunity Purpose: To set forth the City's procedures for implementing the City of Meridian's Equal Employment Opportunity Standard Operating Policy. Procedures and Related Information: I. Commitment to Equal Employment Opportunity Equal employment opportunity is among the highest priorities for the City of Meridian.The City is committed to demonstrating with continued good faith efforts and practices in support of equal employment opportunity and affirmative action (see related information in SOPR 2.2). II. Compliance With All State and Federal Guidelines The City of Meridian supports the principle of equal employment opportunity. These procedures communicate to all employees and applicants that the City complies with state and federal guidelines and requirements. Equal employment opportunity affects all employment practices at the City, including, but not limited to staffing, hiring, transfer, promotion, training, compensation, benefits, termination of employment, and all other privileges and conditions of employment. III. Reasonable Accommodation At the request of an employee or applicant, the City will make every effort to provide reasonable accommodation for physical/mental disability, military activity, religious beliefs, and related needs, provided it does not create an undue hardship upon the City. Employees and applicants must directly notify the Human Resources Director or designee of such requests (see related information in SOPR 2.4). IV. Equal Employment Opportunity Objectives All personnel policies, procedures, programs, and practices will be directed towards the goal of promoting equal employment opportunity and a work environment free of unlawful discrimination. It is therefore the City's objective to: A. Staff, hire, train, and promote/transfer persons in all job titles, without regard to race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, age (40 or older), disability and genetic information (including family medical history), veteran, or current, past or future military status, or any other applicable legally protected status,except where such status is a bona fide occupational qualification. Revision Date:12/14/202 Page 302 Item#19. B. Make employment decisions in a manner which will further the principles of equal employment opportunity and affirmative action. C. As opportunities for transfer, advancement, or promotion occur, including promotions into and within management, periodic performance reviews and analysis of personnel records will be made to ensure that all employees continue to receive equal consideration. Only valid requirements are imposed for these opportunities. D. Human Resources will provide oversight and assistance with employment actions to ensure compliance with equal opportunity employment practices and requirements. E. Department directors or designees, hiring managers, and employees participating in the selection process who have questions regarding equal treatment should consult with Human Resources prior to making employment decisions. V. Complaint Procedure Any employee or applicant who believes that he or she has not been afforded treatment conforming to the policy of equal employment opportunity may file a complaint through the Human Resources Department, Compliance Line, or the Mayor's office. Any employee who feels he or she has been discriminated against or who perceives another employee is being subject to unlawful discrimination should promptly take the following steps: A. Report the matter to his/her immediate supervisor and department director. If circumstances prohibit this response (e.g., the supervisor is involved in the conduct), report the behavior to the department director, Human Resource Director, Compliance Line, Mayor, or any other member of management with whom the employee feels comfortable. B. Reports may be given orally or in writing, and should include specific details of the discriminating behavior. It is helpful if details of dates, times, places,and witnesses,if any of the discrimination can be provided. C. Recipients of any oral or written complaint shall immediately contact the Human Resources Director, or designee, providing all related information and documentation received from the employee. Confidentiality is of the strictest importance and must be adhered to throughout the reporting process. D. If it is believed that inadequate action is being taken to resolve the complaint, employees may report such inadequacy directly to the Mayor. E. The Human Resources Director or designee shall investigate the complaint in a timely manner. The Human Resources Director in consultation with the City Attorney may choose to use a third-party investigator in certain instances, if appropriate. F. The Human Resources Director or designee shall review the results of the investigation and recommend in consultation with the City Attorney any appropriate disciplinary action, if deemed necessary. The complainant will be advised when the investigation is Revision Date:12/14/202 Page 303 Item#19. complete. VI. Confidentiality All complaints will be investigated promptly. The identity of the employee making the complaint, as well as the identity of the individual accused of discrimination, will be kept as confidential as possible. The matter will be discussed only with those who have a need to know and only in as much detail as is needed throughout the course of the investigation. VII. Statement of Non-Retaliation No one,including but not limited to,the department director or designee,supervisor,or any other employee is to retaliate against an employee who makes an oral or written complaint of discrimination, regardless of the outcome of the investigation process.All incidents of retaliatory conduct experienced or witnessed must be reported orally or in writingto the Human Resources Director, or designee,the Compliance Line, orthe Mayor immediately. Revision Date:12/14/202 Page 304 Item#19. City of Meridian 1 Standard Operating Procedures Number 2.2 Affirmative Action Purpose: To set forth the City's procedures regarding Affirmative Action requirements and the Affirmative Action Plan (AAP)to ensure the City's compliance with all guidelines and regulations as set forth by related federal guidelines. Procedures and Related Information: I. The Human Resources Director or designee will meet periodically with department directors or designees to discuss progress in the City's AAP goals and ways to better meet those goals. In addition, the Human Resources Director or designee will meet with specific department directors and other supervisors as needed to discuss critical areas of identified underutilization or other problems identified within the AAP. II. The AAP shall be updated bi-annually by the Human Resources Director or designee, based on current information relating to City employees, state demographics, and other related information. A copy of the most current AAP shall be found in the Human Resources Department and made available upon request. III. The AAP shall serve as documentation of the City's ongoing commitment to equal opportunity in employment.Affirmative Action and equal employment opportunity affects all employment practices within the City, including (but not limited to) staffing, hiring,transfers, promotions, training, compensation, benefits, and all other privileges and conditions of employment. Revision Date:12/14/202 Page 305 Item#19. C�WF,Nt City of Meridian Standard Operating Procedure Number 2.3 Unlawful Workplace Discrimination, Harassment and Retaliation Purpose: To set forth the City's procedures against unlawful workplace discrimination, harassment,and retaliation. Procedures and Related Information: I. Definitions The following defined terms are applicable in this section: A. Legally protected class means a personal characteristic of an employee that is protected by law.This includes gender or gender identity, race, color, age, religion, national origin, physical or mental disability, or current, past, or future military status, sex, sexual orientation, disability, or any other character protected by law. B. Participation in the workplace includes all aspects of being an employee at the City, including, but not limited to, staffing,job performance, training, development, promotion, demotion,transfer, compensation, benefits, educational assistance, layoff and recall, and termination. II. Workplace Discrimination Workplace Discrimination is when one or more persons in a legally protected class are treated adversely with respect to their participation in the workplace. III. Workplace Harassment Workplace harassment is a type of discrimination. Harassment is unwelcome conduct that is directed to one or more persons in a legally protected class that interferes with their participation in the workplace.The offensive conduct must be so severe or recurring such that it creates a work environment that a reasonable person would consider intimidating, hostile or abusive. Petty slights, annoyance, or isolated incidents (unless extremely serious)will not rise to the level of illegality. IV. Workplace Sexual Harassment Sexual harassment is a specific type of workplace harassment. Unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature constitute sexual harassment when (1) submission to such conduct is made either explicitly or implicitly a term or condition of an individual's employment, (2) submission to or rejection of such conduct by an individual is used as the basis for employment Revision Date:12/14/202 Page 306 Item#19. decisions affecting such individual, or (3) such conduct has the purpose or effect of unreasonably interfering with an individual's work performance or creating an intimidating, hostile,or offensive working environment. Harassment of a sexual nature can take the form of"quid pro quo" or"hostile environment." Definitions of these forms of harassment are given in the following sub-sections of this policy. Neither form of harassment will be tolerated. A. Quid Pro Quo: An exchange of something for something. When applied to sexual harassment, it means demanding sexual favors in return for employment benefits (e.g., compensation, benefits, special privileges, etc.). B. Hostile Environment:This form of harassment involves behavior motivated by the target's gender that makes the workplace offensive, hostile, or intimidating, or it unreasonably interferes with an individual's work performance. Sexual harassment includes sexually harassing others of the same and/or different gender or gender identity. V. Typical Categories of Sexually Harassing Behavior Sexual harassment directed toward an employee or applicant generally falls into these categories: (Please note that by providing these examples the City is not stating that any single event listed is per se harassment, rather these examples are illustrative of conduct that can be deemed, in some circumstances, harassing). A. Unwanted sexual advances: May include, but are not limited to, unwanted touching, advances, propositions of a sexual nature, or other conduct considered unacceptable by another individual. B. Requests for sexual favors during work or as a condition of employment: May include, but are not limited to, pressures or requests for sexual favor accompanied by an implied or stated promise of reward (e.g., preferential treatment,additional favoritism, compensation, benefits). May also include threatening demands concerning one's employment status for refusing to do so. C. Verbal or physical conduct of a sexual nature, or based upon a person's gender: Sexually oriented comments considered unacceptable such as those regarding an individual's body, dress, or appearance;telling"dirty" or sexist jokes that are considered offensive by others; use of sexually degrading words; or any sexually-oriented comments, innuendoes, or actions that offend others. Unwanted physical conduct considered unacceptable such as touching, massaging, pinching, patting, and hugging. D. Sexually-oriented conduct that unreasonably interferes with work performance:This includes, but is not limited to, extending unwanted sexual attention to someone that Revision Date:12/14/202 Page 307 Item#19. reduces personal productivity or time available to work at assigned tasks,ogling, leering, verbal abuse, and/or sexual flirtations. E. Creating a work environment that is intimidating, hostile,or offensive because of unwanted advances, innuendoes, conversations, suggestions, requests, physical contacts, impeding or blocking movement, or inappropriate materials of a pornographic or sexual nature. VI. Hostile Work Environment A hostile work environment is discrimination or harassment in the workplace in which comments or conduct based on a legally protected class, unreasonably interferes with participation in the workplace.To a reasonable person,the comments or conduct must be so severe or recurring such that it creates an intimidating or offensive work environment. Isolated incidents, petty slights, occasional teasing or impolite behavior are generally not sufficient to create a hostile work environment. VI I. Workplace Retaliation Workplace retaliation is when an employee is punished or negatively treated because the employee engaged in legally protected activity, including initiating a complaint of discrimination or harassment, providing information or assisting in an investigation,or refusing to follow orders that would result in discrimination or harassment. VIII. Employee Responsibility& Reporting A. Any employee, who believes that he or she is subject to discrimination, harassment or retaliation, or observes another employee being subject to discrimination, harassment or retaliation must report the incident(s) immediately or as soon as possible after the incident. B. Employees are required to report any discrimination, harassment or retaliation,whether directed towards themselves or another employee to his/her immediate supervisor, department director, Human Resources Director,the City Attorney,the Mayor or any other member of management with whom the employee feels comfortable. Employees may also use the City of Meridian Compliance and Ethics Line. Employees should follow the complaint process outlined in SOPR 2.1. C. It is recommended that any employee who perceives discrimination, harassment,or retaliation politely, but firmly, confront the offending person. Employees should state how they feel about the other person's actions and request that the person cease from his or her unwanted behavior. If the unwanted behavior continues or if an employee does not feel comfortable confronting the person, he/she must report the matter immediately or as soon as possible. D. It is recommended that complaints be filed in writing for documentation purposes; however, each reported case, whether verbal or in writing, will be considered seriously and investigated thoroughly. A failure by an employee to report cases of discrimination, harassment, or retaliation may indicate a welcome relationship or environment. Revision Date:12/14/202 Page 308 Item#19. IX. Policy Enforcement The City will actively enforce its policy against discrimination, harassment,and retaliation.The policy applies to all conduct on the City's premises by any supervisor, manager, coworker, department director, elected officials, associate,or other member of the public, and to all conduct off the City's premises that affects an employee's work environment. If a violation of the policy has occurred, disciplinary action equal to the scope and severity of the occurrence will be taken against the offending person(s), up to and including termination. X. Complaint Investigation All complaints will be investigated promptly.All investigations will be coordinated by the Human Resources Director or designee in consultation with the City Attorney, if deemed necessary.The Human Resources Director or designee will conduct the investigation or seek the approval of the Mayor to hire an outside agency or person to conduct the investigation, depending on the circumstances of the complaint. Any outside agency or person hired to conduct an investigation must report to the Human Resources Director or designee prior to initiating any investigative action.The Human Resources Director, or designee, shall review the results of the investigation and recommend in consultation with the City Attorney any appropriate disciplinary action, if deemed necessary. The complainant will be advised when the investigation is complete. Human Resources will determine on a need-to-know basis if any other individuals are to be notified regarding the investigation. XI. Confidentiality All complaints will be investigated promptly.The identity of the employee making the complaint, as well as the identity of the individual accused of discrimination, harassment, or retaliation will be kept as confidential as possible, consistent with a thorough and complete investigation. XII. Statement of Non-retaliation Employees may be assured that they will not be penalized in any way for reporting or filing a grievance of any nature. All complaints,which are reported to management, will be investigated promptly. The City prohibits any form of retaliation against any employee for filing a complaint under this policy or for assisting in a complaint and/or investigation. Revision Date:12/14/202 Page 309 Item#19. C�WF,Nt City of Meridian Standard Operating Procedures Number 2.4 American's with Disabilities Act Section 504—Rehabilitation Act of 1974 Purpose: To set forth the City's procedures to comply with the American's with Disabilities Act (ADA) for general employment, and with Section 504 of the Rehabilitation Act of 1974 for Affirmative Action compliance. Procedures and Related Information: I. Eligibility A. The Americans with Disabilities Act (ADA) and the Americans with Disabilities Amendments Act (ADAA) prohibit employers with 15 or more employees from discriminating against individuals with disabilities. II. Reasonable Accommodation A. The City will reasonably accommodate qualified individuals with a disability so that they can perform the essential functions of a job, unless: 1. Doing so causes a direct threat to these individuals or others in the workplace, and the threat cannot be eliminated by reasonable accommodation; or 2.The accommodation creates an undue hardship to the City. B. Employees should contact their supervisor or Human Resources with any questions or requests for accommodation. III. Processing ADA Requests A. All ADA requests for reasonable accommodation received by a supervisor shall be forwarded directly to Human Resources for processing. Revision Date:12/14/202 Page 310 Item#19. City of Meridian 1 Standard Operating Procedure Number 2.5 Immigration Control Act Purpose: To set forth the City's procedures to comply with the Immigration Reform and Control Act of 1986 (I RCA). Procedures and Related Information: I. Applicants must submit a completed Form 1-9 as required by the Immigration Reform and Control Act of 1986 (IRCA). Applicants must provide required forms of identification as listed on the form. 11. All required documentation must be presented to Human Resources on or before the first day of employment, but no later than 3 business days of the date of hire of the employee (the date of hire means the first day of work for pay). 111. Any current employee found not to have completed a Form 1-9 shall be required to do so immediately upon notification by Human Resources. Human Resources shall conduct periodic audits to ensure that all employees have completed the required documentation. IV. Individuals who do not timely submit required 1-9 documentation will not be allowed to work for the City. V. Intentional falsification of 1-9 documentation shall be grounds for immediate termination. VI. Any questions should be directed to Human Resources. Revision Date:12/14/202 Page 311 Item#19. City of Meridian 1 Standard Operating Procedures Number 2.6 Employment References Purpose: To set forth the City's procedures regarding requests for employment references for current and former employees, as well as the City's requests for information on current or potential employees. Procedures and Related Information: I. Obtaining Employment References A. Prior to employment,the Human Resources Director or designee shall obtain appropriate employment references for applicants from former employers or other references as provided within application materials. B. Reference information shall be limited to verification of employment dates and position, unless the applicant has completed and signed a written release of employment information and provided it to the Human Resources Department. C. The City reserves the right to conduct additional reference checks during employment. Additional checks may also take place should suspicion be raised regarding the validity of applicant or employee information. II. Requests for Employment References A. Only the Human Resources Department is authorized to provide or refer employment on current or former employees to department director or designee, outside agencies, employers, or organizations. B. All requests for references must be referred to the Human Resources Director, or designee. No City employee shall provide employment reference information without the express consent of Human Resources. C. Reference information shall be limited to verification of employment dates and position, unless the employee or former employee has completed and signed a written release of employment information and provided it to the Human Resources Department for inclusion in his/her personnel file. D. Employment references for law enforcement personnel requested by other law enforcement agencies will be handled by the Police Chief or designee. Revision Date:12/14/202 Page 312 Item#19. C�WF,Nt City of Meridian Standard Operating Procedures Number 2.7 Staffing, Selection, Promotion,and Transfer Purpose: To set forth the City's procedures on staffing, selection, promotion, and transfer as it applies to City employees and applicants. Procedures and Related Information: I. Staffing and Job Posting Procedures The following procedures shall be followed for each hiring process: A. Departments shall follow their internal departmental procedures when preparing a Staffing Requisition Form. Departments are encouraged to contact Human Resources with any questions related to the staffing process. B. Departments requesting staffing for a position shall submit to Human Resources a completed and approved Staffing Requisition Form. C. Human Resources may post the open position with job-related information including the salary range. Positions may be posted internally through standard channels of communication. External job announcements will be made through forms of communication directed towards attracting the most diversely qualified applicant pool. D. Positions posted at each City location and on the City Intranet will be available for a minimum of five (5) working days for City employees to view. E. Temporary or seasonal positions may not always be posted internally and can be filled by a temporary agency, high school students, university students,technical schools, or other outside agencies. F. All external applicants for employment who are applying for a vacant position must complete and sign a City of Meridian Employment Application or complete and on-line application through the City's Internet site. G. Internal employees must complete an Internal Request for Promotion/Transfer available on the Human Resource's Intranet Page.The City may consider outside applicants simultaneously with those internal applicants. Submitting an Internal Request for Promotion/Transfer does not guarantee an internal employee applicant an interview. Internal employees in the process of completing a Performance Improvement Plan shall not be considered until successful completion of the Performance Improvement Plan. II. Interview Process Revision Date:12/14 Page 313 Item#19. A. Human Resources or department designee will be responsible for setting up the interview, including scheduling the interview, arranging facilities, coordinating interview panel members, and compiling all Human Resources approved interview materials utilized by the City. B. The department for which the position is posted shall utilized Human Resources approved interview questions, assessments,tests, or other materials or processes.Any new or unapproved interview questions and/or materials must be submitted for review and approval by Human Resources prior to their use to ensure compliance with state and federal employment laws. C. Human Resources staff or an authorized department designee (selected by the Department Director and approved by Human Resources), shall take part in each interview to ensure compliance with employment laws. III. Current Employee Applicant Interviews Current employees should meet the essential qualifications of the open position. Department Directors may waive the minimum period of service in the employee's current position to allow an employee applicant interview. Final selection decisions should be based on the same criteria as used for external applicants. IV. Veteran's Preference Points The City shall comply with Idaho Code Title 65, Chapter 5 in regards to Veteran's Preference Points. Questions regarding Veteran's Preference Points may be directed to Human Resources. V. Employment Roster for Sworn Police and Fire Union Members A. The City maintains an employment roster for certain positions in the police department.The employment eligibility roster shall remain in effect until the position for which the roster was determined is filled or until such time as determined by the Police Chief. After the expiration of the eligibility roster, all applicants whose names were originally on the roster will be required to compete through the hiring process in order to have his/her name placed on subsequent hiring rosters. Fire Union employment rosters are kept and maintained in accordance with the current collective labor agreement. B. Applicants on the Police employment eligibility roster must notify the Human Resources Department in writing of any change of address or other changes that would affect his/her availability for future employment.The Police Chief has discretion to select from the top ten eligible applicants on the hiring roster, regardless of the applicant's final score. VI. Selection Process A. The applicant who is best matched for the open position will be selected.This determination will be made through such methods as interview, past performance, if applicable, evaluations, etc. However, if there are two or more equally qualified final candidates and one or more of the candidates has requested and qualifies for Veterans Preference, please contact Human Resources. Revision Date:12/14 Page 314 Item#19. B. Represented employees subject to the collective labor agreement shall be selected in accordance with the contract. C. As an equal opportunity employer, all selections will be made in accordance with federal and state laws and related City policies and procedures. D. Human Resources staff or an authorized department designee (selected by the Department Director and approved by Human Resources), shall take part in the position selection process to ensure compliance with employment laws. E. Selection of seasonal or temporary applicants for employment maybe made at the discretion of the hiring departments in accordance with federal and state laws and related City policies and procedures. Human Resources is available to assist when needed. VII. Notification to Applicants A. Following the selection of an applicant, except for law enforcement positions supervised by the Police Chief, seasonal, and parks temporary employees, only Human Resources shall contact the applicant of choice to make the initial contingent job offer. B. Human Resources shall conduct a reference and/or criminal history check to determine the applicant's eligibility for hire with the City. Should the background and reference checks indicate that the applicant is eligible for employment, Human Resources shall contact the applicant to confirm the position start date and any related information. Should a background come back as questionable, Human Resources may consult with Legal as needed to determine employability. If it is determined by Human Resources that the applicant is not eligible for hire,the Human Resources Director shall notify the applicant and advise the department that the applicant will not be hired. Human Resources will continue to assist the department to fill the position as needed. C. Employment references, background checks, and job offers for law enforcement applicants will be handled through the Police Chief or his/her designee. Once the applicant is selected, documentation is sent to Human Resources for processing. D. After the position is filled, except for sworn law enforcement positions, all questions, comments, or concerns regarding the hiring decision should be directed to Human Resources. E. Supervisors should not directly contact applicants until the offer of employment is made by Human Resources, accepted, and eligible for hire. Human Resources will notify the department when the pre-employment process is complete. VIII. Promotions/Transfers A. Promotions 1. A promotion is defined as a movement by an employee from his/her current position to one that falls within a higher salary range. Revision Date:12/14 Page 315 Item#19. 2. For information regarding the impact of a promotion on an employee's salary, refer to SOP 3.4 (Compensation Policy). B. Transfers Employees may transfer from one job to another by means of promotion, demotion, or lateral movement within the same job grade.Transfers may be voluntary or involuntary as outlined below. 1. Voluntary Transfer: Regular full-time or part-time,temporary, or seasonal employees are eligible to compete for announced City job vacancies, and if successful,transfer to the vacant position. Refer to the Compensation Policy for information regarding salary impact. 2. Involuntary Transfer: Employees may be involuntarily transferred for any number of reasons which may include, but not be limited to: a. Inability to perform the essential job functions of their position, with or without a reasonable accommodation; b. To accommodate a need for intermittent leave under the Family Medical Leave Act (FMLA); c. As a result of departmental or citywide reorganization; d. As a temporary placement while under suspension from their primary job duties; e. To make use of employees' knowledge, skills, or abilities in a manner that best meets the interests of the City. In these occasions, transfers may be made at the City's request to satisfy operational needs; f. Transfer of bargaining unit employees shall be governed by the provisions of the collective labor agreement; g. A transfer may also be offered during periods of job elimination to avoid termination. In this event,the refusal to accept a reasonable transfer at the City's request will be interpreted as a resignation. C. Qualifications Eligibility for promotion/transfer compares minimum relevant qualifications of the new position and the employee's qualifications. 1. Factors that generally relate to the position include: a. The duties and responsibilities of the position; b. Education,training, or special knowledge required; and c. Relevant, similar and related experience. d. Length of previous job history. 2. Factors that relate to the employee include: a. Quality of work, initiative, planning, dependability, and attitude; b. Present and past performance levels; and Revision Date:12/14 Page 316 Item#19. c. Potential for successful performance in the new position. 3. Required Length of Service: A general employee must have a minimum of six(6) months or(1)year of service for Police and Fire in his/her current position before requesting a promotion/transfer unless receiving prior approval from their immediate supervisor in the chain of command, starting with the immediate supervisor up to and including the department director. 4. Employees with less than minimum qualifications of the position may be selected as the applicant of choice with the approval of both the department director and Human Resources. D. Promotions for represented employees shall be governed by the provisions of the collective labor agreement. Refer to the union contract for criteria and qualifications. Revision Date:12/14 Page 317 Item#19. City of Meridian 1 Standard Operating Procedures Number 2.7.1 Criminal Background Checks Purpose: To set forth the City's procedure on conducting criminal background checks. Procedures and Related Information: I. Pre-Employment Criminal Background Checks A. Prior to employment,the Human Resources Director or designee may require an applicant to provide information and fingerprints necessary to obtain criminal history information from the City's designated service provider and the Federal Bureau of Investigation, pursuant to Idaho Code 67-3008 and congressional enactment Public Law 92-544. B. The Human Resources Director or designee may submit a set of fingerprints obtained from the applicant and the required fee to the designated service provider for a check of state and national databases.The submission of fingerprints and information required by this section shall be on forms provided by the designated service provider. C. Initial offers of employment are typically not made until the criminal background check is complete. However, in certain circumstances,the Human Resources Director or designee in consultation with the hiring department director may provide an offer of employment contingent upon the outcome of the criminal background check. D. All offers of employment are contingent offers, subject to the outcome of the criminal background check. If the background uncovers any misrepresentation on the application, transfer form, or information indicating the individual is not suited for employment, the offer will be withdrawn or the employee will be terminated upon review and the approval of the Human Resources Director. II. Post-Employment Criminal Background Checks As necessitated by transfer or promotion, suspicion of false information obtained during the hiring process,the Human Resources Director or designee may conduct a post-employment criminal background check at any time during an individual's employment with the City.Terms and conditions of employment may be modified or adjusted based on the outcome of such checks. III. Should a criminal background check provide information relating to previous convictions of one or more felonies and/or misdemeanors,the Human Resources Director or designee shall review all pertinent information and recommend to the hiring department director whether or not to proceed with the hiring decision. Prior convictions do not automatically disqualify an individual from employment. However, special review and consideration will be made to ensure the safe Revision Date:12/14/202 Page 318 Item#19. and secure working environment of the City, its employees and facilities, and the public.The Human Resources Director may consult with Legal as part of the review process, if appropriate. Revision Date:12/14/202 Page 319 Item#19. a�JER� ThT City of Meridian 1 `I Standard Operating Procedures Number 2.8 Introductory Period of Employment Purpose: To set forth the City's procedures regarding employment status and expectations of employees during the Introductory Period of Employment. Procedures and Related Information: I. Every new regular full-time or part-time employee serves an Introductory Period of Employment of six(6) months, or one(1)year for Sworn Police or represented Fire employees.The introductory Period of Employment does not change the at-will employment status of new employees. II. The Introductory Period of Employment is used to determine whether the employee is suited for the position, qualified and capable of performing the work, and can meet the job standards. If at any time during the Introductory Period of Employment it is determined by the employee's supervisor and in consultation with the department director or designee that the employee's performance is not meeting the expectations of the City, the employee may be terminated.The department director or designee shall seek guidance and direction from Human Resources prior to a final decision being made and communicated to the employee. III. After completion of the Introductory Period of Employment, new employees should be given a performance evaluation. If the performance of the employee has been unsatisfactory,the City reserves the right to sever the at-will employment relationship or extend the introductory period one time for up to an additional ninety(90) days.The Introductory Period of Employment may be extended by the department director with approval of the Human Resources Director and with written notice to the employee. IV. Following the Introductory Period of Employment, employees shall be considered "regular employees," unless the employee is represented by the collective labor agreement. Completion of the Introductory Period of Employment is not a guarantee of continued employment with the City nor does it alter the at-will status of the employee. It simply provides a benchmark for employees and supervisors to achieve and assess the employee's long-term viability to perform the necessary functions of the position. Completion of the Introductory Period of Employment does not result in a wage/salary review unless otherwise authorized bythe department director in consultation with Human Resources. V. If an employee is terminated during the Introductory Period of Employment he/she is not entitled to the Termination and Disciplinary Action or Adverse Employment Action Appeal Procedures as defined in Chapter 8 of the Standard Operating Procedures Manual. Revision Date:12/14/2021 page 320 Item#19. City of Meridian 1 1�1 Standard Operating Procedures Number 2.9 Trial Service Period for Promotions or Transfers Purpose: To set forth the City's procedures relating to responsibilities and expectations during the Trial Service Period for newly promoted or transferred employees. Procedures and Related Information: I. An employee selected for promotion or transfer will begin a Trial Service Period of not less than six (6) months to assess the individual's performance.The Trial Service Period does not change the at-will employment status of the employee. If at any time during the Trial Service Period the employee is unable to satisfactorily perform the duties of the new position, the City reserves the right to separate employment or the Trial Service Period may be extended one time up to an additional ninety (90) days to further assess the employee's suitability for the current position. This extension requires approval by the department director and Human Resources Director, with written notice to the employee. At the director's discretion, efforts may be made to place the employee in another position within the City for which the employee is better qualified, if available. II. After completion of the Trial Service Period, the employee shall be given a performance evaluation, which does not require a wage/salary review. III. If the promoted or transferred employee is terminated during the Trial Service Period, the employee is entitled to the Termination and Disciplinary Action or Adverse Action Employment Action Appeal Procedures as defined in Chapter 8 of the City's Standard Operating Procedures manual. Revision Date:12/14/2021 page 321 Item#19. aWER,1 r` Y City of Meridian Standard Operating Procedure Number 2.10 Remote Work Purpose: To set forth the City's procedures regarding remote work as an alternative to an employee's designated work location. Procedures and Related Information: I. Eligible Positions for Remote Work A. Department Directors or designee shall determine which positions are eligible for remote work. II. Hours Worked A. Remote work arrangement shall not exceed 50%of the employee's regular weekly work schedule. B. Employees are expected to adhere to the agreed upon work schedule. III. Eligible Employees for Remote Work A. Remote Work may be available to a full-time or part-time employee working in an eligible position once the employee has successfully completed his/her introductory period of employment or whose last performance review had a minimum overall rating of fully competent unless the employee is currently the subject to an employment investigation or other disciplinary action, including but not limited to being on a performance improvement plan. IV. Pre-Request Remote Work Arrangement Considerations A. Before entering into any remote work arrangement, the employee and supervisor will evaluate the suitability of such an arrangement including but not limited to reviewing the following areas: 1. Remote work equipment needs and availability of equipment. Information Technology shall be consulted to determine equipment availability and if not available, the supervisor shall inform the employee that remote work is not currently an option. Revision Date:12/14/2 Page 322 Item#19. 2. Remote work is not to be used for the purpose of accommodating regular childcare needs of the employee. The focus of the arrangement must remain on meeting business need and operational demands. 3. If an employee is seeking a remote work ADA Accommodation, please contact Human Resources. V. Request to Remote Work A. Employee initiated request for remote work shall be submitted by email to his or her supervisor. B. The supervisor will issue a decision via email. VI. Remote Work Equipment A. The Information Technology department will be consulted regarding any remote equipment needs. B Existing City issued mobile computing device or personal device capable of accessing a City issue device is required. No other city equipment will be issued unless the equipment is planned for as part of the budget process through a computer replacement and/or budget request associated with new position, and based on other needs of the position, not remote work needs. C. The City will not incur any additional costs due to a remote work arrangement, except Virtual Private Network (VPN) software. D. If inaccessibility to the Internet service occurs at the remote location and impacts the employee's ability to perform the functions of the position the employee is required to notify their supervisor and should return to their City assigned work location in a timely manner. If the supervisor is unavailable the employee should return to their City assigned work location to continue working until such time as the Internet service can be restored. The supervisor must approve the employee returning to remote work. E. No checking out equipment from Information Technology. F. Information Technology department will maintain an inventory list for City equipment that is authorized to be used at a remote work location. VII. Evaluation of Remote Employee Performance for Continued Remote Work A. The expectation is that the supervisor and remote worker will communicate at a level consistent with employees working at the office or in a manner and frequency that is appropriate for the job and the individuals involved. Revision Date:12/14/2 Page 323 Item#19. B. The expectation is that a remote worker will fulfill position responsibilities as expected at the regular work location. C. The supervisor shall address concerns related to performance in a timely manner and the remote work arrangement may be terminated if performance expectations are not being met. Vill. Security A. Consistent with the City's expectations of information security for employees working at their regular work location, remote employees will be expected to ensure the protection of proprietary information and customer information. Steps include the use of locked file cabinets and desks, regular password maintenance, locking computers, and any other measures appropriate for the job and the environment. B. Any City's issued assets and/or materials are expected to be secured and not accessible to anyone other than a City employee. IX. Safety A. Employees are expected to maintain their remote workspace in a safe manner,free from safety hazards. Injuries sustained by the employee in a remote location and in conjunction with his or her regular work duties are normally covered by the City's workers' compensation program. Remote employees are responsible for notifying their supervisor of such injuries as soon as practicable as outlined bythe worker's compensation policy.The employee is liable for any injuries sustained by non-work- related family members or visitors to his or her remote workspace. X. Compliance A. All City policies and procedures shall be followed by employees who remote work. B. Failure to comply with the Remote Work Policy and these procedures or any other City policy or procedure may subject an employee to disciplinary action up to an including termination. Revision Date:12/14/2 Page 324 Item#19. XI. Remote Work/Continuity of Operations A. These procedures may be superseded in part or in their entirety during times of emergency declaration by Governor, Health District, or Mayor. B. Special consideration for temporary remote work arrangements may be afforded to employees in essential and non-essential positions, in the event of an emergency declaration by Governor, Health District or Mayor. In the event of such declaration, the Mayor shall approve guidelines specific to the nature of the declaration including but not limited to individual department plans for continuity of operations. C. The Mayor in consultation with the designated individual or entity responsible for emergency management and department directors shall coordinate immediate and necessary unplanned budget expenditures to facilitate employee remote work arrangements to continue operations of essential and non-essential functions without disruption. D. The Mayor or designee may authorize additional City owned equipment to be taken to remote work space that wouldn't normally be allowed by these procedures. (Office supplies, desktop computers, chairs,etc.) E. Employees shall not receive additional compensation, benefits, or reimbursement for extra commuting or remote work space related expenses due to remote working with the exception of possible assistance with Internet service. Revision Date:12/7/202 Page 325 Item#19. City of Meridian 1 Standard Operating Policy Number 3.1 Employee Classification Purpose: To set forth the City's policy regarding the employment classification system, including employment classification under the Fair Labor Standards Act relating to the payment of overtime. Policy: To ensure employment classification policies for purposes of salary, benefits, and overtime are applied consistently, lawfully and in the manner for which they are intended. This policy shall be implemented pursuant to the Employee Classification Standard Operating Procedures. Authority& Responsibility: Human Resources shall administer this policy which may include periodic review of positions to ensure appropriate classification. Revision Date:12/14/202 Page 326 Item#19. City of Meridian 1 Standard Operating Policy Number 3.2 Hours of Work Purpose: To set forth the City's policy regarding hours of work, compressed workweek, flextime, meal periods, and reporting procedures for time worked. Policy: Every employee shall have designated work hours. It is the City's policy to establish time and duration of working hours as required by workload, operational demands, customer service needs, staffing requirements, and any applicable law(s). This policy shall be administered pursuant to the Hours of Work Standard Operating Procedures. Authority& Responsibility: Department directors and supervisors shall be responsible for scheduling employees during appropriate working hours and ensuring that proper records and timecards are kept and submitted to record time worked. Revision Date:12/14/202 Page 327 Item#19. City of Meridian 1 Standard Operating Policy Number 3.3 Payroll Purpose: To set forth the City's policy regarding its pay practices. Policy: Employees are paid on a monthly basis on the last working day of each month. Employees are required to have their paychecks directly deposited into a designated account at a financial institution of their choice. This policy shall be implemented pursuant to the Payroll Standard Operating Procedures. Authority& Responsibility: Human Resources shall ensure that all employee information is accurate and up-to-date regarding rates of pay and automatic deductions. Supervisors are responsible to ensure that employees complete their timecards and submit them to payroll by the cutoff date of each month. Revision Date:12/14/202 Page 328 Item#19. City of Meridian 1 Standard Operating Policy Number 3.4 Compensation Program Purpose: To set forth the City's policy regarding consistent administration of the City's compensation program and movement of an employee from position to position (i.e., promotion,transfer, demotion, etc.). Policy: The City has developed and supports a pay-for-performance compensation program for all non- represented employees.The Compensation Program, it's policy and procedures, provide guidelines related to the administration of the compensation program for department directors and supervisors. Represented Fire employees should refer to the collective labor agreement for information regarding their compensation structure and policies. This policy shall be implemented to pursuant to the Compensation Program Standard Operating Procedures. Authority& Responsibility: Human Resources shall oversee the administration of the compensation program and shall ensure it is adjusted and up-to-date at all times. department directors or their designees, are responsible for managing the implementation of the program according to performance and budgetary guidelines.The Mayor and City Council are responsible for approving the annual compensation budget including appropriate adjustments and performance increases within budgetary constraints and guidelines. Revision Date:12/14/202 Page 329 Item#19. City of Meridian 1 Standard Operating Policy Number 3.4.1 Individual Pay Purpose: To set forth the City's policy regarding individual pay within the range assigned to the employee's position. Policy: Individual pay for non-represented employees shall be based at the time of hire, rehire, promotion, etc. upon individual competency, experience, education, and other compensable factors. This policy shall be implemented pursuant to the Individual Pay Standard Operating Procedures. Authority& Responsibility: Hiring supervisors and department directors, or designees, shall have the responsibility to recommend a starting salary for an employee based on individual competency, experience, and other qualifications. Human Resources shall work closely with departments in establishing a starting salary.The Human Resources Director shall approve all out-of-guideline starting salaries for employees.The Human Resources Director and Chief Financial Officer shall ensure compliance by supervisors to the budgetary guidelines as established annually by the Mayor and City Council. Revision Date:12/14/202 Page 330 Item#19. City of Meridian 1 Standard Operating Policy Number 3.4.2 Compensation Program Updates Purpose: To set forth the City's policy regarding its compensation program and periodically review and update. Policy: The Human Resources Director and Chief Financial Officer shall review the compensation program on an annual basis for effectiveness and budgetary compliance.The program shall be updated as needed to meet internal equity and external competitiveness. A representative Compensation Committee shall be established to ensure the maintenance of internal equity. This policy shall be implemented pursuant to the Compensation Program Updates Standard Operating Procedures. Authority& Responsibility: The Human Resources Director shall review the City's compensation program to ensure effectiveness in meeting the City's compensation objectives.The Chief Financial Officer shall review the administration and implementation of the compensation program to ensure that all related actions hold within predetermined budgetary parameters. Revision Date:12/14/202 Page 331 Item#19. City of Meridian 1 Standard Operating Policy Number 3.4.3 Performance Increases to Salary Purpose: To set forth the City's policy regarding employee salary increases based on performance. Policy: The City has established a pay-for-performance compensation program for all non-represented positions. Each year,the Mayor and City Council may approve percentages for pay increases (if any) available to employees based on the outcome of individual performance appraisals. This policy shall be implemented pursuant to the Performance Increases to Salary Standard Operating Procedures. Authority& Responsibility: Human Resources shall be responsible for interpreting this policy. Supervisors and department directors, or designees, are responsible for ensuring that performance appraisals are given in a timely manner, according to City standards, and in a manner that objectively documents performance. Revision Date:12/14/202 Page 332 Item#19. City of Meridian 1 Standard Operating Policy Number 3.4.4 Adjustment to Wages Purpose: To set forth the City's policy regarding adjustment to individual wages of employees. Policy: The City shall make adjustments to individual wages of employees due to changes effected by leaves of absence, layoffs, promotions, demotions, and other related changes. This policy shall be implemented pursuant to the Adjustment to Wages Standard Operating Procedures. Authority& Responsibility: Human Resources shall be responsible for interpreting this policy. The Human Resources Director shall have the authority to approve all out-of-guideline adjustments to wages. Revision Date:12/14/202 Page 333 Item#19. C�WF,Nt City of Meridian Standard Operating Policy Number 3.4.5 On-Call/Call Out Duties and Compensation Purpose: To set forth the City's policy regarding employees being on-call and being called out to perform emergency work beyond normal working hours. Policy: Certain City employees may be placed on the on-call duty schedule as directed by the department director or designee. On-call is defined as being reasonably available to respond to City business during hours beyond the employee's normally established workday. This policy shall be implemented pursuant to the On-Call/Call Out Duties and Compensation Standard Operating Procedures. Authority& Responsibility: Department Directors or designees shall be responsible for administering this policy. Revision Date:12/14/202 Page 334 Item#19. C�WF,Nt City of Meridian Standard Operating Policy Number 3.5 Travel and Expense Reimbursement Purpose: To set forth the City's policy regarding travel and expense reimbursement. Policy: This policy is meant to address employee travel away from the Treasure Valley for City business. The ability to travel for work purposes, including training, is a privilege. Travel may also be part of the employee's job and associated duties.The City shall pay for only official business expenses that are directly related to conducting business for the City of Meridian. It is the responsibility of each employee to ensure that the taxpayers of the City are only being asked to fund reasonable costs and expenses related to this privilege. All travel must be pre-approved and via the most economical means practical. An employee's family member may travel to or with the employee, but all the expense of that family member must be borne by the employee. In order to meet certain federal and state requirements, some departments may need to develop additional internal policies relating to documentation and guidance for record keeping and approval process. Departments may establish more restrictive guidelines to best meet their own unique needs. Violations of this policy may be cause for disciplinary action up to and including termination. This policy shall be implemented pursuant to the Travel and Reimbursement Standard Operating Procedures. Authority and Responsibility: Directors or designees are responsible for administering this policy It shall be the responsibility of the Directors of this City to ensure that all expenditures under this policy are appropriate and consistent with fiscal responsibility. Directors,or designees who are authorized to approve expenditures shall also ensure that the City policies are being followed consistently. The Finance Department has the responsibility to track all funds for the City and assure compliance with all City, State, or Federal regulations regarding the tracking and accounting of such expenditures. Revision Date:12/14/202 Page 335 Item#19. City of Meridian 1 Standard Operating Policy Number 3.6 Overtime Compensation Purpose: To set forth the City's policy identifying eligibility for overtime compensation and the accumulation and payment of overtime. Policy: The City shall provide overtime compensation in accordance with the Fair Labor Standards Act. This policy shall be implemented pursuant to the Overtime Compensation Standard Operating Procedures. Authority& Responsibility: Human Resources shall be responsible for interpreting this policy. Supervisors and department directors or designees are responsible for ensuring that proper tracking of hours worked is made for all employees for whom they are responsible. Revision Date:12/14/202 Page 336 Item#19. City of Meridian 1 Standard Operating Procedures Number 3.1 Employee Classification Purpose: To set forth the City's employment classification system, including employment classification under the Fair Labor Standards Act relating to the payment of overtime. Procedures and Related Information: I. Employment Categories Employment categories are based on the staffing requirements of the City.They are used to provide flexibility in meeting long-term and short-term staffing requirements,for temporary or seasonal programs,to cover peak work periods or employee absences, or other situations determined by City management officials. Below are identified the various employee types commonly used within City employment. A. Regular Full-Time Employee—A regular full-time employee is one who regularly works a minimum of forty(40) hours or more per week, or per week for represented Fire employees, as defined by the current Collective Labor Agreement. Regular full-time employees are eligible to participate in the City's benefit program, including health insurance coverage, life insurance, retirement,401K, leave benefits, etc. All benefit programs are subject to change and are not guaranteed. B. Part-Time Employee—An employee who is regularly scheduled to work less than forty (40), up to at least nineteen (19), hours per week. Part-time employees who consistently work twenty(20) or more hours a week are entitled to participate in the City's retirement program. All benefit programs are subject to change and are not guaranteed. C. Temporary or Seasonal Employee—An employee hired to work either part-time or full- time and who works in a position of seasonal, intermittent, sporadic, or short-term employment that may fall into some of the following assignments: 1. Seasonal park or wastewater maintenance workers; 2. Recreational program staff; 3. Student interns and special work program participants; 4. Employees hired for on-call purposes whose work schedules are irregular and sporadic; and Revision Date:12/14/202 Page 337 Item#19. 5. Employees hired to complete a special project,to fill in during employee absences or peak workload periods, etc. Temporary or seasonal employees are not eligible for City benefits. As with all City employees,temporary employees also are considered at-will, and are not guaranteed employment through the season or task for which they have been hired. D. Other Employment Classifications 1. Appointed Official—An employee in a position or office, which is filled through appointment by the Mayor and City Council. 2. Department Director—An appointed official who has direct supervision and responsibility for personnel, records, funds, maintenance, and service to be performed by a City department. 3. Elected Official—An individual voted in by the citizens of Meridian. 4. Union Employee—An employee covered under a collective labor agreement between the City and a recognized bargaining unit.This is limited to the labor agreement with represented Fire employees. E. Independent Contractors—Independent contractors are not employees of the City of Meridian and are not eligible for any benefits offered through the City. II. Exempt and Non-Exempt Employees The City will adhere to all provisions and regulations of the Fair Labor Standards Act (FLSA) as it applies to City employees. Under FLSA, certain positions are classified as either exempt (not eligible for overtime compensation), or non-exempt (eligible for overtime compensation). Employees with questions regarding exemption status may contact the Human Resources Department. Revision Date:12/14/202 Page 338 Item#19. City of Meridian 1 Standard Operating Procedures Number 3.2 Hours of Work Purpose: To set forth the City's procedures regarding hours of work, compressed workweek, flextime, meal periods, and reporting procedures for time worked. Procedures and Related Information: I. Work Period A. Regular business hours are normally 8:00 a.m.to 5:00 p.m. Monday through Friday, unless otherwise authorized by the Mayor and Council. However, some departments within the City have different work periods and work hours. B. A "work day" is defined as the hours of work performed within a period of(24) consecutive hours on any assigned shift, whether such shift is continuous or split. C. Non-exempt employees are responsible for monitoring the accuracy of his/her timecard for the hours worked in each work period. For overtime approval, refer to SOP 3.6 (Overtime Compensation). D. Represented fire employees are subject to the special exception as provided under 207K of the Fair Labor Standards Act. Represented Fire employees should refer to the collective labor agreement for information regarding assigned work periods. II. Compressed Work Week and Flextime A. A compressed workweek is one in which an employee works the same number of hours as normal, but in fewer than the customary number of days per week. B. Flextime is a work schedule with time of arrival and departure that differs from the regular business hours. It allows employees the opportunity to work a designated schedule within the limits established by the City. C. Compressed workweek or flextime schedules may be granted in situations where the job and business-related needs can continue to be met even under a compressed or flextime schedule, as long as this does not impact the employee's productivity or adversely affect the efficient operation of the City. 1. The compressed workweek may be one of the following: Revision Date:12/14/202 Page 339 Item#19. a. 4/10—Employees work 10 hours for 4 days per week within a 7-day period. Due to operational demands starting and ending dates will be assigned by the department director or designee. b. 9/9—Employees work 9 hours for 9 days with the 10' day off.Also referred to as a 9/80—Employees work 80 hours over nine days instead of 10 days with alternate three—day weekends. Only exempt employees qualify for this schedule. c. Exempt employees will continue to receive the same salary from week to week regardless of the schedule worked. Exempt employees must perform his/her job functions regardless of regular business hours or any compressed or flextime schedule. d. Work hours for flextime may start at 7:00 AM through 9:00 AM with an ending time of 4:00 PM through 6:00 PM. 2. The supervisor and employee are responsible for ensuring the following conditions are met: a. The change in hours does not adversely affect the City, departmental assignment/projects, customer relations, or other work units. b. There is adequate supervision and back-up staffing to maintain service to the public and customers. c. The position is appropriate for a compressed or flextime work schedule. d. Clear goals and objectives are determined in advance by the supervisor and employee. e. The employee observes the City's policies on attendance and the employee has maintained a good work record prior to making his/her request for a compressed or flextime work schedule. f. Non-Exempt employees may be asked to work overtime regardless of a compressed or flextime work schedule. g. The employee and his/her supervisor and department director must sign a compressed or flextime workweek authorization form. D. The department director or designee will approve or deny the compressed or flextime workweek based on staffing needs,the employee's job duties,the employee's work record, and the employee's ability to temporarily or permanently return to a standard work schedule when needed. An employee may not change or revise any workweek schedule without prior management approval. Revision Date:12/14/202 Page 340 Item#19. E. The supervisor and department director are responsible for evaluating workflow, coordinating work activities, and designating the workweek. F. The City reserves the right to suspend, cancel, or amend these procedures at any time due to business needs, lack of production on the part of the employee, or violation of any of the terms of these procedures.The City also reserves the right to cancel or suspend the use of such schedule by any employee who experiences performance problems deemed to be related to the new schedule.Such circumstances will be evaluated on a case-by-case basis. G. For holiday,vacation, and sick pay, refer to HR SOP 4.1 section III and V,4.2, and 4.3. III. Meal Periods and Breaks A. The normal workday consists of eight (8), nine (9), or ten (10) consecutive hours of work (or twenty-four(24) hour shifts for represented Fire employees) with an unpaid meal period for non-uniformed employees. Operational demands and/or the ability to maintain appropriate staffing levels may require some departments to adjust their meal periods accordingly. B. Represented Fire employees should consult with the collective labor agreement regarding breaks and meal periods. IV. Make-Up Time (Non-Union Personnel) A. Employees may be required to work after normal work hours, or the employee may work less than eight (8), nine (9), or ten (10) hours per day depending on the regular work schedule. When possible,the employee and his/her immediate supervisor will arrange the employee's schedule to assure assigned hours of work fall within the forty (40) hour workweek. Any exceptions to this procedure must have prior written approval from the employee's supervisor and the department director or designee. B. Circumstances may also arise where an employee needs to work fewer hours than his/her regularly scheduled work period. Department directors or designees, at their discretion, may allow non-exempt employees to make up lost work time during a given work week as long as the "make-up time" is completed within the same workweek. However, make-up time will not be granted if the lost work time is a result of conditions the employee could control; if there is no work for the employee to perform; or if adequate supervision is not available. V. Reporting and Verifying Time Records A. It is the responsibility of each employee to properly record time that he/she has worked during a payroll period and supervisors are responsible for reviewing the completed timecards for accuracy. Falsification of timecards and/or altering work hour records is a serious offense subject to disciplinary action, up to and including termination. Revision Date:12/14/202 Page 341 Item#19. B. Employees shall record the total hours worked for each workday. Non-work time (holidays, sick,vacation leave, military leave, bereavement leave, civil leave, and admin leave without pay) shall also be recorded on the timecard.Authorized overtime shall be recorded. C. Each timecard shall bear the signature of the employee with a statement verifying its accuracy and a counter signature by a supervisor indicating that the hours claimed were actually worked. D. Executive, administrative, and professional employees, exempt under the FLSA, are required to complete a timecard for administrative purposes to report non-work time of equal to or greater than one (1) work day, such as sick leave,vacation leave, bereavement leave, etc. Revision Date:12/14/202 Page 342 Item#19. City of Meridian 1 Standard Operating Procedures Number 3.3 Payroll Purpose: To set forth the City's procedures for pay practices regarding employee paychecks. Procedures and Related Information: I. Employees are paid monthly.The pay period ends the 201"day of each month and paychecks are issued by payroll on the last working day of each month. Paychecks are electronically deposited to an employee's designated account at a financial institution of their choice. Represented Fire employees are paid in accordance with the collective labor agreement. II. Mandatory withholding from an employee's wages is required by law and includes federal and state withholding taxes, social security tax (FICA) and Medicare, and PERSI retirement contributions. Other deductions may include court-mandated withholdings. III. Automatic Deductions In order for the employee's share of insurance premiums to be deducted, or for the automatic deposit of an employee's paycheck to be transferred to a financial institution, the employee must provide written authorization to the City. Revision Date:12/14/202 Page 343 Item#19. City of Meridian 1 Standard Operating Procedures Number 3.4 Compensation Program Purpose: To set forth the City's procedures for consistent administration of the City's compensation program and movement of an employee from position to position (i.e., promotion,transfer, demotion, etc.). Procedures and Related Information: I. The City has developed and continues to maintain a comprehensive pay-for-performance compensation program, which provides for the establishment of set ranges for all positions within the City's structure. Employees can reasonably expect to advance through his/her pay range that is assigned to his/her position by effectively meeting performance expectations of assigned duties. II. The City shall comply with all State and Federal laws regarding the compensation of employees for work performed. III. The City is committed to the philosophy of rewarding employees for their performance, and has designed a compensation program to meet this objective. Employees may incrementally advance through their assigned salary ranges on an annual basis in accordance with their performance rating. IV. Definitions The following terminology may be used in describing actions or steps taken as a normal part of this program. A. In-guideline-These include all approvals that are within the guidelines as set forth by the compensation program. In guideline adjustments require all levels of management signature in the chain of command (Starting with the Supervisor) up to and including the department director. B. Promotion -A reassignment of an employee to a position in a higher salary range or grade classification level than the employee's prior position.A promotion does not automatically justify or guarantee an increase to the individual's actual pay. C. Demotion-A reassignment to a position of lower salary or grade classification level than the employee's prior position.This does not automatically impact the employee's actual wages paid. D. Transfer- A lateral move to a different job within the same grade. Such adjustments may or may not impact actual wages paid. Revision Date:12/14/202 Page 344 Item#19. E. Written Warning-An action taken when an employee's behavior is inconsistent with the City's statement of conduct and has received a written notice describing such conduct. F. Short-Term Reassignment(less than three (3) calendar months)- is not considered as a promotion, transfer, or demotion. G. Pay Review—A review that is conducted when a wage or salary adjustment is being considered due to internal or external comparison factors. H. Performance Review—A review that considers various factors of the employee's fulfillment of his/her job duties. Moving to another shift is not considered a promotion/transfer unless meeting the above criteria. V. Pay Program The following describes the pay program for all City employees excluding represented Fire and sworn Police employees. A. The City has developed a comprehensive classification and compensation program that aligns positions within the organization based on internal evaluation and external comparisons (e.g., market surveys).The City is committed to internal equity and external competitiveness in its pay program, and regularly updates and reviews its program accordingly to maintain these objectives. B. Positions are assigned a salary range according to job type and levels of responsibility and other factors as provided by the job evaluation process. Ranges are established for each position,which identify the salary range minimum and maximum. C. Movement within the salary ranges is dependent upon performance of job duties.To the extent possible acceptable performance will be rewarded by an upward movement within the salary range, while outstanding performance is rewarded by more generous upward movements.An overall unacceptable annual performance review will not be rewarded. Because movement within the assigned salary range is dependent upon performance, employees should not presume there to be a guarantee of an increase, nor should they expect to reach the maximum point of the assigned salary range without acceptable performance. D. The Mayor and City Council will determine pay increases as budgets are set and tax levies are authorized. Pay given for any position within the City is subject to the annual budgetary process and as such may be subject to increase or decrease from fiscal budget year to year.The Human Resources Director in consultation with the Compensation Committee and/or department directors may make suggestions about salary compensation and other pay system concerns, but the final decision regarding Revision Date:12/14/202 Page 345 Item#19. compensation levels rest with the Mayor and City Council.The Mayor and City Council reserve the right to make budget adjustments, and consequently salary adjustments, during the course of the fiscal budget year to deal with other circumstances,which necessitate changes in entity expenditures. E. Salary adjustments for market purposes, re-classification of a position with a corresponding salary increase, promotions, or transfers may be considered in regards to an employee merit increase, but do not prohibit the employee from receiving one. F. The performance increase amounts may be adjusted on an annual basis. Contact Human Resources for the most current Salary Plan Administrative Guidelines. VI. Represented Fire Employees Provisions of the collective labor agreement shall govern the pay program for Fire employees who are represented by the bargaining unit. Refer to the collective labor agreement for pay structure. VI I. Police Officers A. Sworn police officers, excluding the Chief of Police are on a separate salary step program that is independent of the non-Police salary program. (Contact Human Resources for the most current schedule.) B. Movement on the Salary Step Plan shall be determined by reference to the police officer's original date of employment. At the designated anniversary date of employment (e.g. 1 yr, 2 yrs, etc), if the police officer has received an evaluation rating of at least "Fully-Competent"for the current year, he/she is eligible for an upward movement in step within his/her assigned range, unless they are at the max of their step range. C. If an officer receives less than a "Fully-Competent" performance rating, he/she shall remain on the same compensation step regardless of continuous time in service, unless and until that officer receives an evaluation of"Fully-Competent" or better. In addition, he/she shall also be placed on a performance improvement plan requiring immediate improvement in performance. VIII. Employees Who Exceed the Maximum of Their Assigned Range A. Employees who exceed the maximum of their assigned range shall continue to receive increases as if they were within the range for one (1) year. If after one (1)year the employee is above the range maximum, he/she will be only eligible for a merit amount that will not be added to the employee's base wage until recaptured in the range. Revision Date:12/14/202 Page 346 Item#19. City of Meridian 1 Standard Operating Procedures Number 3.4.1 Individual Pay Purpose: To set forth the City's practices regarding individual pay within the range assigned to the employee's position. Procedures and Related Information: I. New Hires A. New hires will typically start at the minimum of the salary range for the position, unless they have considerable background, knowledge, education, etc. B. Supervisors and department directors will typically offer a starting wage at or below mid-point based on qualifications. C. Department Directors must obtain "out-of-guideline" approval before an offer of employment is made by Human Resources for candidates who have considerable background, knowledge, education, etc., which may merit entering at a higher salary. D. Newly hired sworn certified police officers meeting certain criteria, may be placed on the salary schedule after the completion of his/her introductory period, is said officer has been employed as a sworn certified police officer for at least four(4)years of continuous service in a paid, full time position in a police department. For any new hires satisfying the above criteria, said officer may receive from one(1)to four(4)years of credit for his/her previous service.Those applicants with four-ten (4-10) years prior service shall be eligible to receive a maximum of no more than four(4)years' service at the police officer level. II. Re-hires A. Terminated employees who are rehired will be considered "new hires." B. Employees returning from an approved leave of absence are not considered as "rehires." III. Differentials The following outlines the procedures for individuals with special responsibilities. A. Any patrol officer, detective, or sergeant who is also a canine officer currently using, training, and caring for a trained police canine used by the Police Department, shall receive an additional forty-five minutes each day(seven days a week) of straight time. Revision Date:12/14/202 Page 347 Item#19. This time will not be used in calculating overtime wages, and will be paid at an agreed upon rate prior to the start of his/her duties. Revision Date:12/14/202 Page 348 Item#19. City of Meridian 1 Standard Operating Procedures Number 3.4.2 Compensation Program Updates Purpose: To outline the procedures by which the City's compensation program shall be periodically reviewed and updated. Procedures and Related Information: I. The Human Resources Director and Chief Financial Officer will review the salary ranges by grade and classification on an annual basis to determine effectiveness of program administration, appropriateness of salaries, and compliance with budgetary parameters. Outside vendors may be hired to perform market salary studies and analysis. II. Compensation Committee A. The Mayor will designate a Compensation Committee comprised of representative members of the City's management group. B. The committee will meet on at least an annual basis to review salary grades, and positions re-evaluated and slotted by an independent consultant. III. Annual updates will be presented to Mayor and Council for consideration and approval during the annual budget process. Revision Date:12/14/202 Page 349 Item#19. City of Meridian 1 Standard Operating Procedures Number 3.4.3 Performance Increases to Salary Purpose: To set forth the City's procedures regarding employee salary increases based on performance. Procedures and Related Information: I. Philosophy Increases are "earned" by the employee not "given" by management. Increases are not guaranteed, but may be available by merit, if approved by Mayor and Council. Merit considers and measures job performance against job standards or established goals and objectives.Attitude can also be considered if it affects the job performance of the employee or other employee(s). II. Performance Review Schedule A. Unless otherwise specified, performance review schedules shall be as follows: 1. Current Employees:Annual reviews will be given near October VY of each year unless experiencing a date altering event as prescribed by policy. Upon completion of the review, current employees may be eligible for a merit increase based on performance. 2. New Hires: Will be given a performance review at six (6) months, and again at twelve (12) months effective on their employment start date and on the employee's anniversary thereafter unless experiencing a date-altering event as prescribed by policy. New hires may be eligible for a merit increase on his/her one-year anniversary date based on job performance. 3. Re-Hires: Employees who have terminated their City employment will have their performance review date based upon when they are rehired. 4. Sworn Police Officers: With the exception of the Police Chief, sworn officers in the police department will receive a performance review after one (1)year of service on his/her anniversary date in accordance with the step plan. 5. Represented Fire Employees: Represented employees in the fire department will receive a performance review after one (1)year of service; Thereafter near October Revision Date:12/14/202 Page 350 Item#19. 111 of each year. Pay increases are separate and are determined by the collective labor agreement. 6. Employees on Documented Written Warning or Performance Improvement Plan:At the supervisor discretion, employees who have received a documented disciplinary or performance improvement plan may not be eligible for pay increase until after the warning has expired. If an increase is granted after the warning period has expired,the date of the merit increase will correspond with the expiration of the written warning or performance improvement plan, not the anniversary date. The next performance review will be based on the employee's normal anniversary date. B. Interim Increase Dates(Changes in Anniversary Date) 1. Each time an increase or decrease occurs,the date of this adjustment will be used to determine the next performance review. For example, if an employee receives an increase or promotion on March 15, his/her next performance review is due twelve (12) months after the wage increase. However, if an employee changes positons, but does not change his/her salary grade,the anniversary date does not change. 2. Supervisors may delay or request early increases on an exception basis. Such a review will be approved through "out-of-guideline" approval channels.The exception to this is a pay review that is delayed because the employee is on a documented disciplinary warning or performance improvement plan for which he/she has signed an acknowledgment of receipt. III. Performance Increase Procedures A. Performance Reviews Completed:The supervisor, manager, or department director, or designee will complete a performance review form on each employee whose review is due, and discuss with the employee. A Personal Action Request form is to be completed with the current salary/wage. B. Approvals 1. If the recommendation is "in-guidelines", the immediate supervisor forwards the Personnel Action Request form and related Performance Evaluation(s)to the next level of management for approval. All Personal Acton Request must be approved by the department director or designee. 2. After the department director or designees has approved these documents,the Performance Evaluation and Personnel Action Request form is sent to the Human Resources Department for review, approval and processing. 3. If the recommendation is "out-of-guidelines",the Personnel Action Request form and related Performance Evaluation(s) are sent to all levels of management and up to and including the Human Resources Director and Mayor for approval. Revision Date:12/14/202 Page 351 Item#19. 4. Once approved and processed by the Human Resources Department the information will be forwarded to Payroll for processing. C. Sending of Forms back to the Supervisor:The approved Personnel Action Request form(s)will be sent back to the supervisor. D. Meeting with the Employee:The supervisor gives the employee a copy of the Performance Evaluation. No discussion of the increase should be held with the employee prior to receipt of fully approved documents. E. Responsibility for Review Outcome:The immediate supervisor should take responsibility for the proper rating on the Performance Review Form. The amount of the increase will be calculated by Human Resources. In no case shall a supervisor lead an employee to believe they tried for a larger increase, but could not get it approved by "upper management." Revision Date:12/14/202 Page 352 Item#19. City of Meridian 1 Standard Operating Procedures Number 3.4.4 Adjustment to Wages Purpose: To set forth the City's procedures regarding adjustment to individual wages due to changes in the terms and/or conditions of employment resulting from leave of absence, layoffs, promotions, demotions, and other related changes. Procedures and Related Information: I. Employees on Leave of Absence (LOA) or Layoff(LO) A. Review Date: If the employee has been on LOA or LO for less than one-half(1/2) of the total days for the performance review period,the employee's review date will remain the same as though he/she has not been on leave. Increases for employees on LOA or LOI are prorated based upon time service. If the employee has been on LOA or LO for more than one-half(1/2) of the total days for the review period, the review will be forfeited. B. Pro-ration of Increase: When increases are given,job performance is, among other factors, a major consideration. If the employee has been on active status for less than the annual performance review period of twelve (12) months, an increase will be calculated from a proportion of actual months of active status worked compared to total number of months in the review period. Example: An employee is on active status for six(6) months during his/her review period. He/she is reviewed on October 1.This individual would receive six-twelfths (6/12) or 50%of his/her regularly scheduled amount. 11. Returning from LOA/LO or Transferring to a Position in a Lower Grade A. Employees returning or transferring to a position in a lower salary/wage grade will assume the new salary/wage range. Factors considered in determining the employee's salary/wage in the new range include; speed, accuracy, attitude, length of service in the job class prior to the leave of absence or layoff,the salary/wage grade range of the new position, grade range penetration of the employee relative to experience level, etc. B. Minimum to Mid-Point: Generally, employees will be placed between the entry and mid-point of the range for the position in which they are being placed. C. Under the Minimum and Over the Mid-Point of the Range: Employees rate can be placed in these locations through "out-of-guideline" approval(s). Revision Date:12/14/202 Page 353 Item#19. III. Promotion Wage/Salary Adjustment A. All increases, except for sworn police officers and represented Fire employees will be based on merit. Depending on the performance of the employee and the location of the promoted individual's current wage/salary,the following schedule will be used as it relates to the lowest range for the grade. Location of Current Wage Compared to Below Entry Entry to Market Over Market Rate New Range Rate %based on Movement of performance, but Salary in New To Minimum U% not to exceed Range Market Rate 1. Below the Entry of the New Range: Promoted employees will be taken to the minimum of their new range. 2. Current Wage/Salary Between Entry and Market Rate: The percentage is based on performance, but not to exceed Market Rate. 3. Current Wage/Salary Above the Market Rate:Typically,there are no increases for individuals in this section of the range.The advantage for the employee is he/she will assume a range with a greater maximum than in his/her previous grade. Any exceptions will be processed through the "out-of-guideline" approval channels. B. Review Schedule for Promotional Increases: When an employee receives an increase in conjunction with a promotion, the date of the promotion becomes the anniversary date for the purposes of establishing the next performance review date. C. Sworn police officers, excluding the Chief of Police ain(s) are on a separate step planes Contact Human Resources for the schedule. D. The provisions of the collective labor agreement shall govern promotions for represented employees in the fire department. Refer to the collective labor agreement for promotional policy. IV. Demotions A. Employees being placed in positions with a grade lesser than the one from which they originated will have wage/salary determined through "out-of-guideline" approval channels. Employees being demoted will normally receive a decrease in wage/salary if their rate of pay is above the mid-point of the salary range. Demoted employees with a wage/salary below the mid-point rate of the new range will be frozen for at least one (1) year. Revision Date:12/14/202 Page 354 Item#19. B. The provisions of the collective labor agreement shall govern demotions for represented employees in the fire department. Refer to the collective labor agreement for policy. V. Transfers to a Position in the Same Grade A. Employees affected by this situation must have their wage/salary adjustment and transfer approved before completion of the move.Typically the individual will remain at the same rate of pay. B. The provisions of the collective labor agreement shall govern transfers for represented employees in the fire department. Refer to the collective labor agreement under promotions for policy. VI. Adjustment of Review Dates for Transferred Employees A. If adjustment to the employee wage/salary rate occurs, the next performance review will be twelve (12) months from the transfer date. For lateral transfers, when no increase is given, the employee's regular scheduled review date will remain the same. B. Sworn police officers, excluding the Chief of Police, are on a separate&tep program. Movement on the salary schedule will be determined by the police officers original date of employment. Revision Date:12/14/202 Page 355 Item#19. C�WF,Nt City of Meridian Standard Operating Procedures Number 3.4.5 On-Call/Call Out Duties and Compensation Purpose: To set forth the City's procedures regarding employees being on-call and being called out to perform emergency work beyond normal working hours. Procedures and Related Information: I. On-Call Period A. On-call hours are defined as those beyond the employee's normal work schedule, including City recognized Holidays. B. An on-call employee forfeits their on-call duty if he/she calls in sick or goes home sick. The supervisors shall be notified and may arrange alternate coverage. An employee may retain their on-call duty if the employee uses sick leave to attend an appointment during work hours and will be available for on-call duty at the end of their normal workday. If an employee simply has an appointment but is not ill they may keep their on-call duty but are required to call the office before 5:00 PM or as designated by the employee's supervisor to be updated on pertinent information. C. An employee forfeits their on-call duty if he/she is scheduled for vacation. If an employee requests vacation time when they have been scheduled for on-call, they are responsible for finding an on-call replacement, which must be approved by their supervisor. D. Employee must respond to the call within the specified period of time designated by their respective departments. E. Failure to respond to request for assistance or to respond within the time specified may be subject to disciplinary action up to and including termination.This applies to both on- call assignments and call out response. II. Departments A. Fire 1. Represented Fire employees are subject to the collective labor agreement for these procedures. Revision Date:12/14/202 Page 356 Item#19. B. Parks 1. Any employee on-call must respond within one (1) hour of the request for assistance. 2. On-call duty is mandatory for Parks Maintenance personnel unless the Parks Superintendent or Parks Director expressly approves an exclusion. C. Police 1. Any employee on-call must respond within thirty (30) minutes of the request for assistance. D. Public Works—Wastewater 1. Currently only as designated by the Superintendent of the Wastewater Treatment Plant. 2. The maximum response time for an emergency call out shall be one (1) hour. E. Public Works—Water 1. All on-call employees must have a minimum of a current Class 1 Water Distribution License issued by the State of Idaho. 2. The maximum response time for an emergency call out shall be one (1) hour. 3. On-call duty is mandatory for licensed operators unless the Superintendent expressly approves an exclusion. 4. A supervisor must approve trading on-call duties before the end of the work period. III. Compensation A. On-Call "On-Call" is a mandatory job requirement for certain positions.Although it is a condition of employment,the City of Meridian does recognize that being on-call may have some limited restrictions upon an employee's off work time and opportunities. Because of this the City is willing to compensate the employee accordingly at the defined rate of: Regularly Scheduled Workday—1 Hour per Day; Regularly Scheduled Day Off—2 Hours per Day; Holidays—4 Hours per City-Recognized Holiday. (Example: Standard 40 hour work week/M-F/8-5=9 hours of extra pay) Revision Date:12/14/202 Page 357 Item#19. All "on-call"time will be compensated as "extra hours" on the employee's time sheet. The time will not count as hours worked for Fair Labor Standards Act(FLSA) purposes and cannot be paid or counted towards pay at an overtime rate.The employee will be paid their straight time for the specified amount. Weekends refer to the employee's scheduled days off as long as the days fall within the same work week. Most "on-call" schedules will be consistent with the employee's regularly scheduled work week, but may be altered at the discretion of the supervisor of department director. Answering calls received while receiving standby pay are considered to be part of the employee's on-call duties. Employees are not compensated additionally for time spent on these calls, unless such time exceeds the standby pay duration. If time spent on calls exceeds the standby pay(example: more than 1 hour on the phone),the employee will be compensated for the additional time spent on the calls. B. Call Out "Call out" is also a mandatory job requirement for certain positions. If an employee is called to return to work it is only at the discretion of the supervisor, not the employee, to excuse the employee from returning to work. Although it is a condition of employment, the City of Meridian does recognize that being called out may have some limited restrictions upon an employee's off work time and opportunities. Because of this the City is willing to compensate the employee accordingly at the defined rate of: Minimum of one (1) hour straight time; Remaining time to be added to the employee's standard work week.The on-call employee will be compensated at their actual hourly rate until the completion of the event giving rise to the call out. Compensation for call outs begins when the employee leaves their location to respond and ends when the need for the call out ends and the employee returns to their original location or has the ability to return if the employee chooses to go elsewhere. C. Other Paid leave (sick or vacation) and holidays do not count toward the forty(40) hours work week in accordance with the FLSA. Revision Date:12/14/202 Page 358 Item#19. C�WF,Nt r.� City of Meridian Standard Operating Procedure Number 3.5 Travel and Expense Reimbursement Purpose: To set forth the City's procedures regarding employee travel and expense reimbursement Procedures and Related Information: I. ACCOUNTABLE PLAN—IRS requires an "Accountable Plan" (IRS Pub#463)to determine if reimbursement would be reported as taxable income or not.To be an accountable plan,the employee's expenses must meet all three of the following rules: A. The expenses must have a City business connection. B. All expenses must be adequately accounted to the employer for these expenses within a reasonable period of time. C. All excess reimbursement or allowance must be remitted to the employer within a reasonable period of time. 1. City requires all expenses must be accounted for on an expense report with itemized receipts within 10 business days from the return date of the travel. If the expense report and applicable receipts are not submitted to the Finance Department within 60 days of the return date of the travel,the expenses will be reported as income on the employee' s W2 form and the applicable taxes will be deducted from the employee' s next paycheck. 2. Any excess amount, personal expense, non-allowed expense, or advance that the employee owes to the City must be remitted within a reasonable period.The City expects payment within 30 days and, if Finance has not received payment within 120 days of the return from travel,this will be considered a violation of the travel policy. The expense will become taxable income to the employee and the violation will be reported to HR for disciplinary action. II. TRIP DELAYS—Trip delays that are not of the employee' s choosing shall be reimbursable for any necessary expenses incurred as well as additional per diem. III. TRIP CANCELLATION—If the trip is canceled prior to departure,the employee has three (3) business days to return the entire per diem amount to the City.The employee or the Department Travel Coordinator shall be responsible to cancel all the arrangements made for the travel and attempt to limit the City's costs for this change. TRAVEL PAID BY VENDORS OR POTENTIAL VENDORS OF THE CITY Any Revision Date:12/14/202 Page 359 Item#19. travel that is paid by a non-governmental agency must be approved by the Legal Department prior to making any travel arrangements. IV. TRAVEL AUTHORIZATION FORM: The Department Director is responsible for ensuring that the travel is the most cost- effective travel alternative.These procedures recommend that each Department designate a Department Travel Coordinator so someone other than the traveling employee is booking travel arrangements.The Travel Authorization form can be found on the intranet under Finance, Forms and Policies.This form provides an estimate of the total cost of the travel and documents the employee had the necessary approval prior to travel.The form shall be submitted in advance of the trip (if possible) and must be approved by the Department Director or designee, and if necessary,the Mayor.The Travel Authorization Form shall be completed by the Department Travel Coordinator and provided to the Finance Department prior to overnight travel outside the Treasure Valley. A.This authorization form must include all elements of the travel including but not limited to;transportation, lodging, per diem and conference fee, if applicable, and the reason or justification for traveling. B.The traveling employee will request authorization from the Department Director before travel arrangements and/or conference and training fees are paid. C. Once the travel is approved the Department Travel Coordinator can make the necessary travel arrangements, such as flight, hotel, etc. D.After travel is booked, the approved Authorization form shall be sent to Accounts Payable in Finance. E.The per diem check will be calculated based on the Travel Authorization Form. The traveling employee is responsible for contacting accounts payable to arrange per diem check pick-up.To pick up the per diem check prior to travel, it is recommended the form be to Finance seven (7) days in advance of actual travel. Per Diem monies do not need to be refunded to the City unless the trip or portions of it are canceled. F. After the trip completion,the employee may voluntarily choose to reimburse the City of any unused per diem. Any monies returned will be reimbursed to the appropriate Department budget line item for per diem. V. CITY CREDIT CARD: A. A City credit card may be used to assure payment for a hotel or rental car, if necessary, and specifically approved by the Department Director,when the employee is traveling. B. A City credit card may be used for transportation such as taxis or shuttles and parking and fuel for a rental car. If the employee is allowed to use their personal vehicle for travel,then a City credit card cannot be used for fuel. Revision Date:12/14/202 Page 360 Item#19. C. A City credit card may be used to purchase training materials that are necessary. If necessary,the employee may use the City credit card to mail training materials back to the City. This must be approved by the Department Director, Manager, or designee. D. A City credit card cannot be used for any expenses that are included as part of the per diem. 1. If the employee has not received a per diem check then the City credit card can be used with the approval of the Department Director which will then be reconciled on the expense report after the travel is completed. 2. The employee can also receive their per diem after the trip to reimburse for items covered by the per diem. 3. Expenses that exceed the per diem must be reimbursed by the employee.A City credit card shall not be used on a mobile application that will retain the credit information, such as Uber or Lyft. VI. EXPENSES A. EXPENSE REPORT-Travel expense reports are to be filled out after returning from travel.The reports are to be received by Finance Department within ten (10) business days of the travel return date pursuant to this policy. If reports are not received by that time it may be the cause of further inquiry and potential discipline if the employee refuses to comply. B. USE OF A LANDLINE PHONE WHILE TRAVELING The use of a landline phone in a hotel or motel for business or personal use is highly discouraged due to the high cost associated with such use.The employee should discuss this with the Department Director prior to departure to determine whether the cost will be reimbursed. C. PER DIEM Per diem is compensation given to the employee for other expenses incurred while traveling that are not pre-paid or are defined as reimbursable. Employees may opt not to take a per diem or may request a reduction of the per diem. Per Diem expenses are including but are not limited to: 1. Meals, beverages, or food, including related tips or gratuities. 2. Tips or gratuities for personal services (baggage handling, valet or maid services). 3. Non-City business fees. 4. Personal care items. Revision Date:12/14/202 Page 361 Item#19. 5. Banking or ATM fees. 6. Entertainment. The per diem will be paid to the employee according to the GSA current"Domestic Per Diem Rates".This rate varies from city to city. It will be Department' s responsibility to designate the city closest to the destination for the travel requested and indicate that on the Travel Authorization Form. Full per diem rate is allowed for each day that contains an overnight stay. Pursuant to IRS regulations,the per diem rate for travel days,the first and last day of the employee's trip, is 75%of the daily per diem. If the travel takes more than one day,the employee should identify on the Travel Authorization Form and request an appropriate per diem. Per Diem will be issued to employee upon final approval of the Travel Authorization Form prior to the actual travel as noted above. Based upon the timing of the request, it is possible that the per diem check may be provided after the travel has concluded. VI I. REIMBURSABLE EXPENSES In addition to per diem, there are expenses related to travel that are business related and are reimbursable by the City. All of these expenses will require an itemized receipt for proof of payment. Only in an extraordinary circumstance can reimbursement be provided without a receipt.The Department Director has the discretion to deny reimbursement as well.These reimbursable expenses include but are not limited to: A. Transportation to and from the destination of the travel. B. Transportation to and from the airport to the hotel/motel. C. Transit while at destination between hotel and the business-related meetings or i. purpose for the trip.This may include taxis or shuttles. D. A reasonable tip or gratuity for transportation, if reflected on the receipt. E. Parking services for a hotel or lodging, if required by the hotel. F. Telephone or internet charges that are business related, when pre-approved. G. Tolls. H. Transportation to and from the employee' s work site to the airport. I. Long term parking fees for the employee' s personal vehicle. Revision Date:12/14/202 Page 362 Item#19. J. Up to One (1) baggage item for check-in on an airline More baggage can be i. allowed if approved by the Department Director. VIII. NON-REIMBURSABLE EXPENSES The following expenses are NOT considered to be reimbursable business expense, but may be paid for with the per diem.This list is not exhaustive, is subject to the discretion of the Department Director where noted, and includes the following, but is not limited to: A. Alcoholic beverages. B. Internet charges, except for those that qualify as reimbursable above. C. Laundry services (unless for a City Fire or Police uniform). D. Health club services fees (outside of the hotel or place of lodging). E. Expenses paid on behalf of others. F. Banking or ATM fees. G. Family member travel expenses. IX. TRANSPORTATION All travel must be by the most economical means practical; it does not have be the least expensive, but the employee and the Department Director must be able to justify the expenditure. Departments may consider the time of travel in the cost as well as the expense of fuel for a vehicle to travel to the same location instead of an airline. If there is interruption of travel or deviation from the direct route for the traveler' s convenience, the deviation may not exceed that cost of uninterrupted travel. Employees and Departments are encouraged to consider various forms of travel to and from the destination to weigh the expense of the travel. A. AIRLINE Employees must travel by coach or economy class. Early bird check in fees for an airline,when there is no baggage fee. may be allowed at the discretion of the Department Director. B. CITY VEHICLES The City would prefer that a fleet vehicle be used when driving to the destination is the most practical means of travel. If the City has a fleet vehicle available and the employee chooses to use their personal vehicle that will affect the GSA rate for mileage reimbursement which may affect the overall costs and consideration for the method of travel. Non-City employees may not drive a City vehicle, except in the most extreme emergency or circumstance, or if it is pre-approved by the Mayor.Any parking or moving violations received are the responsibility of the driver. Revision Date:12/14/202 Page 363 Item#19. C. PERSONAL VEHICLES An employee must receive specific permission from the Department Director or the Mayor to use their personal vehicle for travel under this policy. For reimbursement, the employee must maintain a detailed log reflecting date, purpose, and associated odometer readings for the trip. 1. The City's mileage reimbursement form will need to be included in the Expense Report required after the travel is completed. 2.The employee will be required to meet any other requirements of the City or its insurer prior to departure, including but not limited to providing a copy of a valid driver' s license and current proof of insurance. 3.The employee' s personal vehicle insurance will be the primary insurer for the employee and their vehicle. The City's insurance will only be responsible for any damages that may be the responsibility of the City. 4. The City will pay the GSA privately owned vehicle mileage rate for the total business miles if a City vehicle was available. 5. An employee will not be required to use their own vehicles without their permission, but the expense of the trip may be a factor in granting approval. 6. Accident deductibles, parking violations, moving violations while using a personal vehicle for City business are the responsibility of the driver. The City will not be responsible for any physical damage or claims for the use of employee' s vehicle.The employee' s primary vehicle coverage will be primary for any claims. 7. Business miles is the travel an employee incurs beyond normal commute mileage from home to the office and home again)for City business. D. RENTAL CARS A vehicle may be rented at the destination or to travel from the Boise/Meridian area to the destination and back. 1.There is no need to purchase additional insurance for the vehicle.The City's policy will cover the vehicle, as long as it is being used for City business. 2. Any personal use of the vehicle will be on the employee' s insurance for coverage. 3. A vehicle is only allowed with prior authorization and must be justified that it is necessary and economical for the benefit of the City(Use the Travel Authorization Form). Revision Date:12/14/202 Page 364 Item#19. a. The request must indicate the necessity of the vehicle related to City business.The employee will be responsible for the fuel, parking expenses, or tolls for any trips that are not related to City business. b. If a non-employee is going to drive the rental car, any additional charges for a second driver, including necessary coverage for injuries suffered, may be on that employee' s personal insurance. X. LODGING The employee must stay within the GSA hotel rate for the appropriate city or stay at the conference hotel (if applicable). A. When securing reservations, employees will identify themselves as government employees to obtain the government rate, if available.The City will pay the room charge plus applicable room taxes. B. Hotel charges should be broken down on a per day basis on the receipt and the expense report. C. If two employees share a hotel room,the employee who paid for the room should attach the original receipt to his/her expense report noting that the room was shared and with whom.The employee that did not pay for the room should note that on the Expense Report after the travel is completed. D. If a non-employee shares a room, the employee will only be reimbursed for the single room rate or provide proof that no additional costs were incurred. XI. EARLY DEPARTURE or LATE RETURNS The Travel Authorization Form should also note if the employee is requesting to stay beyond the business requirement. A. If there is an impact on the City related travel,the employee shall be personally responsible for all additional costs.This justification should reflect that there is no increase in total travel cost to the City. XII. REIMBURSEMENT BY ANOTHER GOVERNMENTAL ENTITY When other governmental or quasi-governmental agencies or organizations directly reimburse an employee for travel,training, and other related costs where such costs were initially borne by the City,the employee will be required to endorse the reimbursement check over to the City or write a personal check to reimburse the City within 10 business days of receipt of the monies. XIII. TIME CARD ACCOUNTING For all hourly employees they must account for their travel and time at the activity in the Revision Date:12/14/202 Page 365 Item#19. following manner: A. Travel (To and from the activity)—Whenever possible the employee should attempt to travel during their regular work schedule. 1. If that cannot be accomplished then traveling outside of the employee' s regular work schedule must be approved by the Department Director. 2. All travel is compensable, and shall be considered "Hours Worked" for the purpose of calculating overtime for the workweek. B. By Vehicle-The City will compensate for driving time to the activity from the time the employee leaves their City location until they arrive at the final destination. 1. Internet mapping may be used by the City to determine reasonable travel time from the City as verification.The return shall be handled in the same manner. 2. All travel time by vehicle shall be considered Hours Worked for all employees.This shall also apply to driving at the location of the activity in the same vehicle. 3. The employee shall enter the time on the employee' s time card as "Hours Worked." C. By Airline—The City will compensate air travel based upon the published flight times of departure and arrival at the destination of the activity including layovers. 1. If the travel time significantly exceeds the published time on the itinerary or transit time to and from the employee must get approval from the Director for additional compensation. XIV. Time (While engaged in the Activity) Time at the activity(in class, conference, event) shall be considered Hours Worked and should be entered as such. If the time of the activity would exceed the employees normal work schedule then proof of such must be provided. Revision Date:12/14/202 Page 366 Item#19. City of Meridian 1 Standard Operating Procedures Number 3.6 Overtime Compensation Purpose: To set forth the City's procedures regarding employee eligibility for overtime compensation, and the accumulation and payment of overtime. Procedures and Related Information: I. Exempt Employees All executive, administrative, or professional employees who qualify;as exempt employees under the Fair Labor Standards Act (FLSA) will be paid in compliance with the requirements of the FLSA. Exempt employees are not eligible for overtime compensation. However, in recognition of the extra time demands required of certain exempt positions, occasionally paid time off may be taken when approved by the department director and/or the Mayor. II. Non-Exempt Employees All non-exempt, non-represented employees will be paid time at one and one-half the regular rate for hours worked in excess of forty(40) hours within the seven (7) day work week as defined in Section V of these procedures. Overtime must be approved in advance by the employee's supervisor and will be approved only when absolutely necessary. Questions about overtime should be directed to your supervisor or the Payroll office. Court time for sworn law enforcement personnel, unless the court time occurs during a regular shift, shall be paid at the rate of one and one-half times the regular hourly rate of pay for the actual time taken for the court appearance, or two hours, whichever is greater. III. Represented Fire Employees Overtime for represented Fire employees shall be governed by the provisions of the collective labor agreement. IV. Compensatory Time Compensatory time is time in lieu of monetary overtime compensation, which is given at a rate of not less than one and one-half hours for each hour of overtime worked.The City does not recognize nor allow compensatory time in lieu of overtime payment. V. Hours Worked and Work Period Defined A. According to the Fair Labor Standards Act, only actual hours worked are computed for the purpose of determining hours worked for overtime calculation. In other words,vacation, holiday, or sick time, though typically compensated, is not counted when computing hours worked in a workweek for purposes of calculating overtime. Revision Date:12/14 Page 367 Item#19. B. Every employee shall have a designated work period.The work period for all regular full- time employees not covered by a collective labor agreement who are subject to the Fair Labor Standards Act(FLSA)shall be 8, 9, or 10 hours and the established work period shall be 40 hours. Workweeks will be one of the following: 1. Begin at 12:00 (midnight) on Sunday of each week and conclude at 11:59 p.m. on the succeeding Saturday; or 2. Begin 12:00 noon on Friday conclude on the succeeding Friday at 11:59 a.m.; (available to exempt employees only) or 3. Begin 12:00 noon on Monday and conclude on the succeeding Monday at 11:59 a.m. 4. Begin at 12:00 (midnight) of Saturday of each week and conclude at 11:59 p.m. on the succeeding Friday C. Operational demands and staffing levels may require a work period with different starting and ending days.The department director must approve any changes in scheduling hours or designating a different workweek. A Flextime Work Schedule Request and Authorization Form signed by the employee, supervisor, and the department director or designee must be forwarded to the Human Resources Department for the employee's personnel file. Revision Date:12/14 Page 368 Item#19. City of Meridian 1 Standard Operating Policy Number 4.1 Holidays Purpose: To set forth the policy regarding holidays observed by the City and related leave and compensation pertaining to holidays. Policy: The City shall provide paid holidays to all eligible employees who are in a paid status the day before and the day after the holiday. Represented Fire employees holiday benefits and related leave and compensation are covered under the collective labor agreement. Holiday pay will be equivalent to the employee's regular work schedule. Holiday pay will not be given to employees taking any unpaid leave time the day before or the day after a holiday. Holidays must be observed on the City's designated holiday; no individual exceptions will be made based on work schedule or other leave considerations. Eligible employees shall be granted up to eleven paid holidays per year. Emergency service personnel or others required to work on holidays shall be compensated for holiday hours as outlined in the Holidays Standard Operating Procedures. This policy shall be implemented pursuant to the Holidays Standard Operating Procedures. Authority& Responsibility: Payroll shall work in conjunction with Human Resources to ensure proper tracking and payment of holiday hours for employees, including special arrangements for emergency service personnel or others required to work on holidays. Revision Date:12/14/202 Page 369 Item#19. City of Meridian aWER,IDIANf- Standard Operating Policy Number 4.2 Vacation Leave Benefits Purpose: To set forth the City's policy defining vacation leave benefits and eligibility requirements. Policy: Eligible City employees with the exception of directors and represented employees under the collective labor agreement shall accrue paid time off based on tenure with the organization or prior relevant experience. Employees may use accrued time off as per this policy at their discretion with appropriate authorization. This policy shall be implemented pursuant to the Vacation Leave Benefits Standard Operating Procedures. Authority&Responsibility: Supervisors shall ensure appropriate coverage for the employee's absence and authorize paid vacation as appropriate so as to meet the needs of City operations. Payroll in conjunction with Human Resources shall ensure proper tracking and payment of vacation hours for employees. Revision Date:12/14/2 Page 370 Item#19. C�WF,Nt City of Meridian Standard Operating Policy Number 4.2.1 Donation of Vacation Leave to Another Employee Purpose: To set forth the City's policy to allow employees to donate their accumulated vacation leave to another employee that qualifies and has exhausted all of their available leave. Policy: The City shall allow an employee to donate their accumulated vacation leave to another employee to alleviate economic hardship caused by the absence from work necessitated by the qualifying event. This policy shall be implemented pursuant to the Donation of Vacation Leave to Another Employee Standard Operating Procedures. Authority& Responsibility: Employees shall make appropriate requests for use of the donated vacation leave that can be used to supplement their regular pay while out on a qualifying leave after all their leave has been exhausted. . Human Resources shall be responsible for administering and interpreting this policy. Revision Date:12/14/202 Page 371 Item#19. City of Meridian 1 Standard Operating Policy Number 4.3 Sick Leave Benefits Purpose: To set forth the City's policy regarding sick leave benefits for employees. Policy: All eligible employees will accrue sick leave benefits. Employees are expected to use sick leave in accordance with this policy and its related procedures. Represented Fire employees shall receive sick leave benefits per the collective labor agreement. Any employee who abuses sick leave benefits will be subject to disciplinary action, up to and including termination. This policy shall be implemented pursuant to the Sick Leave Standard Operating Procedures. Authority& Responsibility: Supervisors and department directors or designees shall be responsible to ensure the appropriate administration of this policy so as to prevent abuse of sick leave. Payroll in conjunction with Human Resources shall ensure proper tracking and payment of sick leave benefits for employees. Revision Date:12/14/202 Page 372 Item#19. City of Meridian 1 Standard Operating Policy Number 4.4 Family and Medical Leave Purpose: To set forth the City's policy regarding Family and Medical Leave (FMLA). Policy: In conformance with the Family and Medical Leave Act of 1993, the City shall provide leave to eligible employees for qualified medical or family related reasons.This policy shall be implemented pursuant to the Family and Medical Leave Standard Operating Procedures. Authority& Responsibility: Human Resources shall be responsible for administering and interpreting this policy. Revision Date:12/14/202 Page 373 Item#19. City of Meridian 1 Standard Operating Policy Number 4.5 Bereavement Leave Purpose: To set forth the City's policy providing paid Bereavement Leave for regular full-time employees. Policy: In the event of a death in the immediate family of an employee,the City allows regular full-time employees an absence from work with pay of up to five (5) consecutive workdays. Additional time off may be granted, utilizing the employee's accrued vacation time, consistent with the policies of the City. The employee shall notify his/her supervisor as soon as possible to schedule the use of this leave. This policy shall be implemented pursuant to the Bereavement Leave Standard Operating Procedures. Authority& Responsibility: Immediate supervisor and department director or designee shall be responsible for administration of this policy. Revision Date:12/14/202 Page 374 Item#19. City of Meridian 1 Standard Operating Policy Number 4.6 Civil Leave Purpose: To set forth the City's policy regarding employees with paid time to serve on juries or to testify in court. Policy: Leave will be granted to full-time non-exempt and exempt employees scheduled to work and are called to serve as a juror or witness for any federal, state, or local court of law. Part-time nonexempt and exempt employees shall qualify for paid leave if called to serve as a juror or witness for any federal, state, or local court of law during their scheduled work hours. This policy shall be implemented pursuant to the Civil Leave Standard Operating Procedures. Authority& Responsibility: Employees shall notify their supervisor as soon as possible to coordinate use of Civil Leave. The Finance Director or designee shall oversee the processing of all requests for payment of time spent serving on a jury or to testify in court. Revision Date:12/14/202 Page 375 Item#19. City of Meridian 1 Standard Operating Policy Number 4.7 Military Leave of Absence Purpose: To set forth the City's policy regarding Military Leave of Absence in accordance with the Uniformed Services Employment and Reemployment Services Act of 1994 (USERRA), 38 USC 4301—4335, and applicable federal regulations and state laws. Policy: The City shall grant military leave of absence in accordance with USERRA and applicable federal regulations and state laws.Additionally the City shall provide a military differential pay benefit to make the employee's paycheck whole during the leave period. An employee may request (1) use of accrued annual leave during a period of military leave of absence or, in the absence of a request,the employee will receive the City's "military differential pay" benefit, but not both; and (2) Pursuant to 38 USC 4316 (b)/20 CFR 1002.149,the employee will remain on military leave of absence status for payroll purposes whether the employee requests use of accrued annual leave or receives the City's "military differential pay" benefit.The employee is entitled to the non-seniority rights and benefits generally provided by the City to other employees with similar seniority, status, and pay that are on leave of absence. This policy shall be implemented in accordance with the Military Leave Standard Operating Procedures. Authority& Responsibility: Human Resources shall be responsible for administering this policy. Revision Date:12/14/202 Page 376 Item#19. City of Meridian 1 Standard Operating Policy Number 4.8 Leaves of Absence Purpose: To set forth the City's policy regarding leaves of absence. Policy: The City shall authorize leaves of absence at the discretion of the department director subject to workload and other reasonable considerations during the period of requested leave. This policy shall be implemented pursuant to the applicable Leaves of Absence Standard Operating Procedures Authority& Responsibility: The department director shall be responsible for administering and authorizing any paid or unpaid leave of absence. Such decisions shall be communicated to Human Resources for coordinating the completion of proper forms. Revision Date:12/14/202 Page 377 Item#19. City of Meridian 1 Standard Operating Policy Number 4.8.1 Administrative Leave with Pay Purpose: To set forth the City's policy regarding administrative leave with pay. Policy: The City shall authorize department directors to grant discretionary paid leave to employees for extenuating circumstances where the employees accumulated leave is unavailable or the director wants to provide an employee a positive reinforcement for work performed. This leave can also be used as a non-disciplinary method to remove an employee from the workplace, without penalty, to facilitate in the general operation of the City or to allow for an investigation of a pending complaint. The City recognizes that all situations deserve individual scrutiny.Therefore, this policy is intended as a guideline to the department directors to grant Administrative Leave with Pay to employees when the employee's own accumulated leave is inadequate or unavailable. The City further acknowledges that the department directors should have the discretion, authority, and ultimate responsibility for the operations of their respective departments. Exercising of this discretion should be done fairly, equitably, and with due concern to the responsibility that the City has to the taxpayers and the public. In the exercise of their discretion,the directors should have ability to recognize good performance and acknowledge the same by the ability to grant leave as a positive reinforcement tool. However,the overall efficiency of the operation of the department must be maintained. The City also recognizes that occasional circumstances, such as an investigation may warrant the need to remove an employee from the work group for the benefit of the City or the employee. In these instances the employee may be better served by not being in the workplace and a penalty or punitive measure may not be appropriate at that time.This decision will be at the discretion of the Human Resources Director or in their absence their designee and department director, or designee with the advice and assistance of the City Attorney as needed. This policy shall be implemented pursuant to the Leave with Pay Standard Operating Procedures. Authority&Responsibility: The department director shall be responsible for administering this policy unless required to consult with Human Resources pursuit to this policy as referenced above. Revision Date:12/14/202 Page 378 Item#19. City of Meridian 1 Standard Operating Policy Number 4.8.2 Leave Without Pay(LWOP) Purpose: To set forth the City's policy regarding use of Leave Without Pay(LWOP). Policy: Leave Without Pay (LWOP) is not a right or entitlement for any City employee. Employees are expected to use all accrued paid time,vacation leave and sick leave appropriately so that LWOP does not occur. LWOP is not appropriate as a means to gain additional vacation leave or a substitute for excessive use of sick leave. LWOP is intended to be used for unforeseen circumstances that the employee could not have reasonably anticipated in advance. Employees will be required to exhaust all accrued paid time, vacation leave or sick leave, as appropriate, prior to the use of LWOP. Sick leave cannot be used as a substitute for vacation leave. LWOP is for a short duration, up to one work week of the employee for any given request. Employees shall not be allowed to have LWOP exceed three (3)work weeks or the equivalent number of days per calendar year. LWOP is allowed for Family Medical Leave Act of 1993 (FMLA) purposes pursuant to the City's FMLA policy. This policy shall be implemented pursuant to the Leave Without Pay Standard Operating Procedures. Authority& Responsibility: Human Resources and Payroll are responsible to monitor LWOP and report violations to the department director or designee of the specific employee. Department Director or designee shall review the information provided and take corrective action, if warranted, within the pay period in which the leave occurred. Revision Date:12/14/202 Page 379 Item#19. City of Meridian 1 Standard Operating Policy Number 4.9 Paid Parental Leave (PPL) Purpose: To set forth the City's policy regarding paid parental leave that is offered to eligible employees. Policy: The City recognizes that it is in a unique position to be a model for other government organizations. As such, in an effort to provide an opportunity for parents to bond and welcome a new child to their family,the City offers paid parental leave. Parental leave is available to regular full-time employees, regardless of gender. This policy shall be implemented pursuant to the Paid Parental Leave (PPL) Standard Operating Procedures. Authority and Responsibility: Human Resources is responsible for the administration of this policy. Revision Date:12/14/202 Page 380 Item#19. City of Meridian 1 Standard Operating Procedures Number 4.1 Holidays Purpose: To set forth the City's procedures regarding the holidays observed by the City and related leave and compensation pertaining to holidays. Procedures and Related Information: I. Holidays A holiday is a day of exemption from work, granted to eligible employees as if they had actually worked.The City observes eleven (11) holidays with pay during the calendar year: 1. New Year's Day(January 1) 2. Martin Luther King,Jr's Birthday/Human Rights Day (3rd Monday in January) 3. President's Day(3rd Monday in February) 4. Memorial Day (Last Monday in May) 5. Juneteenth (June 19) 6. Independence Day(July 4) 7. Labor Day(V Monday in September) 8. Veteran's Day(November 11) 9. Thanksgiving (41h Thursday in November) 10. Day after Thanksgiving 11. Christmas Day (December 25) II. Holidays must be observed on the City's designated holiday; no individual exceptions will be made based on work schedule or other leave considerations. III. Holidays Occurring on Saturday or Sunday Generally, holidays falling on a Saturday are observed on the preceding Friday; those falling on Sunday are observed the following Monday. In celebrating the above holidays, all City offices and departments will be closed with the exception of those departments responsible for wastewater and emergency service. IV. Holiday Compensation for Shift or Compressed Workers A. For employees working shifts of nine (9),ten (10), or more hours per day, a maximum of 10 holidays per calendar year will be given at the employees scheduled work hours. Shift or compressed workweek employees are paid holiday pay at his/her assigned work schedule. B. Employees may not alter their assigned work schedule during a holiday week. Revision Date:12/14/202 Page 381 Item#19. V. Compensation for Holidays A. Non-Shift regular full-time employees are paid for eight (8) hours of holiday pay for each holiday up to a maximum of ten (10). C. Part-Time, temporary and seasonal employees are only paid for hours worked. D. An employee who is assigned to work on a recognized holiday will be paid for hours worked on the holiday at the regular rate of pay holiday pay at straight time for his/her assigned work schedule. For example, if a non-shift employee is regularly scheduled to work on Wednesday, December 25, and is assigned to work three hours on that day, he/she would be paid for a total of eight (8) hours of holiday pay plus three (3) hours of straight time pay,for a total of eleven (11) hours of pay. If a shift employee is regularly scheduled to work on Wednesday, December 25,for their normal ten (10) hour shift, he/she would be paid for ten (10) hours of holiday plus ten (10) hours of straight time pay,for a total of twenty(20) hours of pay. VI. Holiday and Leave Status A. Employees who are on leave status(vacation, sick, personal,worker's compensation, military duty, FMLA, etc.) are not eligible for additional holiday pay. For example, if an employee is on vacation leave during the week of December 23 through December 27, that employee's pay would reflect four(4) days of vacation leave and one (1) day of holiday pay. Holidays falling within approved leave time will not be counted as part of the leave time. B. Holiday pay will not be given to employees taking any unpaid leave time the day before or the day after a holiday. C. Employees terminating their employment may not use accrued leave to extend their separation date for the purpose of receiving holiday pay or other benefits. VII. Represented Fire Employees Holiday leave for represented Fire employees shall be governed by the provisions of the collective labor agreement. Revision Date:12/14/202 Page 382 Item#19. City of Meridian Standard Operating Procedures Number 4.2 Vacation Leave Benefits Purpose: To set forth City's vacation leave benefits and eligibility requirements.The City provides paid vacation leave as one of the many ways in which it shows its appreciation for employee's loyalty and service. Procedures and Related Information: I. Accrual Rates A. Vacation accrues from the date of hire. Vacation hours accrue on a calendar'month accrual period basis.The monthly accrual is based on length of service unless otherwise approved in accordance with the procedures. Monthly accrued vacation hours are posted to the employee's vacation leave balance on payday and are available to use on the first day of the calendar month following the accrual period.An employee cannot use vacation hours for a particular calendar month in advance or during the period in which they are earned. B. New Hires and re-hires with prior relevant experience, whose essential duties, responsibilities,knowledge,skills and abilities align with a specific job description can be credited for previous years of service with Department Director and Human Resources Director approval. The accrual rate shall be agreed upon prior to the conditional offer of employment to any applicant and will be effective upon hire. Credited years of service shall not exceed a one for one ratio. C. The monthly accrual rate for employees, other than represented employees in the Fire department are as follows: Length of Service Monthly Accrual Maximum Accrual Limit 0 -2 Years 12.00 Hours 288 Hours 3-4 Years 12.50 Hours 300 Hours 5 -6 Years 13.00 Hours 312 Hours 7—8 Years 13.50 Hours 324 Hours 9—10 Years 14.00 Hours 336 Hours 11-12 Years 14.50 Hours 348 Hours 13—14 Years 15.00 Hours 360 Hours 15—16 Years 15.50 Hours 372 Hours 17—18 Years 16.00 Hours 384 Hours 19—20 Years 16.50 Hours 396 Hours 21—22 Years 17.00 Hours 408 Hours Page 383 Revision Date:12/14/202 Item#19. Length of Service Monthly Accrual Maximum Accrual Limit 23—24 Years 17.50 Hours 420 Hours 25 Plus Years 18.00 Hours 432 Hours II. Accrued vacation hours may be carried over from one (1) calendar yearto the next up to a two (2)year cap from the employee's maximum annual accrual limit. Any excess over the two (2)year cap will cease to accrue until hours have been taken. A. Regular Full-Time Employees Eligible employees in this group would be eligible to use vacation leave once hours have been accrued following standard department approval processes.Director use of vacation leave is in accordance with Director Benefits Program and related Policy and Procedures, number5.5. B. Law Enforcement and Represented Employees under the Collective Labor Agreement. 1. Police and represented employees have a one (1)year introductory period and may not use vacation leave benefits during the first year of employment unless approved by the Chief. 2. Vacation leave accruals for represented employees in the Fire Department shall be governed by the provisions of the collective labor agreement. Refer to the union contract for breakdown of schedule. C. Temporary,Seasonal, and Part-Time Employees Seasonal,temporary, and part-time employees are not eligible for vacation leave benefits. III. Vacation Leave Approval Approval for vacation leave must be pre-approved (except for those provisions under FMLA) by the employee's supervisor or department director as necessary so scheduling of work can be accomplished. IV. Other Leave Provisions A. Employees who leave the City's employment are paid all vacation leave accrued up to the time of separation. Employees separating from their employment may not use accrued leave to extend their separation date for the purpose of receiving holiday pay or other benefits. Page 384 Revision Date:12/14/202 Item#19. C�WF,Nt City of Meridian Standard Operating Procedure Number 4.2.1 Donation of Vacation Leave to Another Employee Purpose: To set forth the City's procedures regarding donation of vacation leave to another employee. Procedures and Related Information: I. ELIGIBILITY A. All regular full-time employees are eligible to receive benefits from the pool. Employees must exhaust all of their eligible sick and vacation leave before being eligible to use any donated leave. Employee must have been absent from the workplace for a minimum of thirty (30) days continuously or sixty(60) day intermittently before they are eligible to receive any donated time. II.ALLOWABLE USE A. Employees may donate some or all of their accumulated vacation leave to be used by a designated employee with qualifying event. The donated hours will be added the requesting employee's sick leave balance. B. Hours may be available to employees upon written request from the employee to the Human Resources Director. C. The Human Resources Department shall seek donation of hours from employee's department first and then may seek additional hours up to the maximum allowed by this policy from all employees. III. QUALIFYING EVENT A. Employees experiencing a significant event that removes them from the workplace, or limits their ability to work should contact Human Resources to determine eligibility. B. Qualifying event will be defined by the FMLA Regulatory Guidelines other than the time period of eligibility service requirement. C. Human Resources may request additional information, supporting documentation supporting documentation to determine eligibility. Revision Date:12/14/202 Page 385 Item#19. IV. OTHER PROVISIONS A.As allowed by law, a second medical opinion may be required. Revision Date:12/14/202 Page 386 Item#19. City of Meridian 1 Standard Operating Procedures Number 4.3 Sick Leave Benefits Purpose: To set forth the City's procedures regarding sick leave benefits for employees. Procedures and Related Information: I. Sick Leave Accrual A. Sick leave benefits are designed to provide income protection for employees in the event of illness, injury, or disability. Sick leave benefits are provided to regular full-time employees at the rate of eight (8) hours per month, hours may accumulate up to ninety (90) days or seven hundred and twenty(720) hours, and then sick accruals will cease until hours have been taken. B. Sick leave accrues from the start of employment based on anniversary date. An employee is eligible to use sick leave after one (1) month of employment. C. Sick leave hours accrued for a particular month cannot be used in advance, or during the month they are to be earned. Sick leave must be accrued and added to the employee's sick leave bank prior to being used. II. Allowable Uses of Sick Leave A. Accrued sick leave hours may be used for 1. Personal illness (including maternity related or medical disability); 2. Personal injury; 3. Illness or quarantine of employee's immediate family necessitating the employee's absence from work. (Immediate family is defined as anyone who resides with the employee and who depends upon the employee for regular care); 4. Personal medical related appointments, including annual wellness exams, counseling, dental check-up, etc.; 5. Provisions under the Family and Medical Leave Act (FMLA)that provide leave to certain employees who qualify in regards to themselves or providing care to others. Employees should contact the Human Resources office for further details. Revision Date:12/14/202 Page 387 Item#19. NOTE: Employees may qualify as a primary care provider under certain conditions in FMLA. Please contact Human Resources to discuss eligibility and necessary documentation. B. Abuse of Sick Leave 1. Sick leave may be used as allowed in these procedures, but for no other purpose. 2. Examples of sick leave abuse may include, but are not limited to, a pattern of sick leave being taken on days preceding or following weekends, holidays or vacation leave. Sick leave may not be taken as additional or as a substitute for vacation leave. 3. Supervisors and department directors or designees shall be responsible to ensure the appropriate administration of sick leave use. 4. Excessive use of sick leave that causes loss of individual or work group productivity should be documented by the supervisor and may be grounds for disciplinary action, up to and including termination. 5. Any falsification of sick leave use may result in disciplinary actions, up to and including termination. III. Notification Requirements A. An employee who is unable to report to work because of a qualified use for sick leave must notify his/her supervisor at least one half(%) hour prior to his/her work shift or(if in the case of an accident or emergency) as soon as possible. An employee's needing consecutive sick leave must notify his/her supervisor each day of his/her absence, unless otherwise approved. B. Paid sick leave of three (3) consecutive days or more will not be approved without submission by the employee to his/her supervisor, upon return to work of a written signed confirmation from a health care provider stating that the employee was unable to perform his/her duties. Supervisors must forward a copy of the confirmation to Human Resources. In some circumstances and employee may be required to provide additional documentation that the employee is able to perform his or her duties.An employee may be required to provide medical documentation prior to the use of three (3) consecutive days of sick leave to ensure compliance with the provisions of this policy and the Family Medical Leave Act. C. Employees must accurately and timely record all sick leave used on their timecard in the appropriate payroll period. IV. Other Leave Provisions A. An employee who is on workers compensation will continue to accrue sick leave benefits. Revision Date:12/14/202 Page 388 Item#19. B. An employee on unpaid personal leave for more than one half of the workweek will not accrue any sick leave benefits while on leave. C. At the time of separation of employment with the City, all accrued sick leave shall be forfeited and shall not be paid. Such forfeited sick leave shall not be reinstated upon an individual who may be rehired by the City, except for layoffs. D. Seasonal, part-time, and/or temporary employees are not eligible for sick leave benefits. E. Sick leave provisions for represented Fire employees shall be governed by the provisions of the collective labor agreement. Revision Date:12/14/202 Page 389 Item#19. City of Meridian 1 Standard Operating Procedures Number 4.4 Family and Medical Leave Purpose: To set forth the City's Family and Medical Leave (FMLA) procedures in conformance with the Family and Medical Leave Act of 1993. Procedures and Related Information: I. Leave Purposes and Benefits A. In order to comply with FMLA, eligible employees are entitled to twelve (12) weeks of leave for the following reasons: 1. The birth and placement for adoption or foster care of a child, within twelve (12) months of the birth or adoption. 2. The serious health condition of a spouse, child, or parent. 3. The employee's own serious health condition. 4. The military leave of a spouse, child or parent. 5. To care for a spouse, child or parent that is a military veteran with a serious health condition. B. For employees whose spouses are employed with the City, leave may be limited to a combined total of up to twelve (12)weeks of unpaid leave in a twelve (12) month period if the leave is taken for the birth of a child, placement of a child for adoption or foster care, or to care for a parent with a serious health condition. II. Definitions For purposes of these FMLA procedures,the following definitions shall apply: A. Eligible Employees-shall mean any person employed for at least twelve (12) months, and who has worked 1,250 hours or more during the twelve (12) months prior to the leave request. B. Child -shall include the biological, adopted,foster, stepchild, legal ward, or a child of an individual legally acting in the parent's stead.The child must be under the age of eighteen (18) unless he/she is incapable of self-care because of physical or mental disability. Revision Date:12/14/202 Page 390 Item#19. C. Spouse- means a husband or wife as defined and recognized under Idaho State law for purpose of marriage. D. Parent-means biological parent or an individual who stands or stood in place of a biological parent.This term does not include parents-in-law. E. Serious Health Condition -means an illness, injury, impairment, or physical or mental condition involving either inpatient care or continuing treatment by a health care provider. F. Twelve (12) month period - means a "rolling" twelve (12) month period, measured backward from the date an employee starts his/her FMLA approved leave. G. Certification - means a statement by a health care provider which includes: 1. The date on which the serious health condition began. 2. The probable duration of the condition. 3. Appropriate medical facts regarding the condition. 4. A statement that the employee is needed to care for a spouse, child or parent, along with the estimated length of time; or 5. That the employee is unable to perform his/her duties. 6. In the case of intermittent leave,the dates and duration of treatment to be given. III. The certification notice must be provided within fifteen (15) days from the date it is requested by the City.The City may, at its expense, obtain an opinion from a second health care provider (of the City's choosing) or third health care provider(chosen jointly by the employee and the City). IV. Notice and Confirmation of Leave An eligible employee must notify the City of the need to request FMLA leave under this policy no later than thirty(30) days prior to the beginning date of such leave. In the event of an emergency,the employee must provide as much notice as is practical. In the event of leave for a serious medical condition or treatment which is foreseeable, employees are required to make a reasonable effort to schedule treatment so as to not unduly disrupt work operations and to provide the thirty(30) day notice; or such notice as is practical. V. Duration of Leave and Methods of Taking Leave A. An employee may be given up to a maximum of twelve (12) weeks for a leave under FMLA. However, in situations where the reason for leave is to care for a sick family member or for their own serious health condition,the employee may be permitted to Revision Date:12/14/202 Page 391 Item#19. use up to the twelve (12)total weeks on leave on an intermittent basis or on a reduced workweek schedule, if it is medically necessary to do so. B. Under FMLA an employee may take reduced or intermittent leave when it is medically necessary to care for a serious health condition for his/her family member or for the employee's own serious health condition. Employees will be required to provide additional medical certification by a qualified health care provider that states this accommodation is medically necessary.The certification must specify how long the leave will be necessary. In the case of military leave, documentation of the military orders and sufficient documentation to establish the employee's relationship to the military service member will be required. Employees on reduced or intermittent leave may be required to transfer temporarily to an available alternative position with equivalent pay and benefits that can accommodate the recurring periods of leave or reduced work schedule. C. Intermittent or reduced leave to care for a newborn or newly placed adopted or foster care child may be approved by the City if the department director or designee can accommodate the work schedule. D. While on FMLA approved leave, the City may require that the employee periodically report his/her status and intention to return to work.The City may also require that an employee on FMLA approved leave obtain subsequent re-certification of a serious health condition. VI. Benefits While on FMLA approved Leave A. Employees will be required to coordinate any available vacation and sick leave with workers compensation, short-term and long-term disability to make up the difference in salary before utilizing leave without pay.The paid leave will be counted toward the twelve (12) weeks of FM LA. B. Employees who do not have accrued leave time are eligible to take up to twelve (12) weeks of unpaid leave under FMLA, provided that the employee meets the definitions of eligibility. C. The City will continue health benefits for employees on FMLA approved leave up to twelve (12) weeks under the same conditions as if the employee had continued to work. Except in certain circumstances, if an employee does not return from a FMLA approved leave, he/she may be required to reimburse the City for their share of health premiums that were paid by the City on his/her behalf to continue his/her employee coverage(s) while on leave. D. For any period, an employee receives paid leave benefits,the City will deduct the employee's premium portion through payroll deductions. For unpaid leaves, employees will be required to make arrangements with the City to pay for his/her portion of the health, dental, and supplemental insurance premiums while out on leave. Revision Date:12/14/202 Page 392 Item#19. VII. Effect on Other City Benefits A. Employees on FMLA approved leave will not lose seniority or employment benefits. However, an employee who takes FMLA approved leave and moves into an unpaid status for at least one workweek will incur a reduction in their vacation and sick leave accruals. B. The City cannot cover all the details concerning FMLA procedures. Employees with questions should contact the Human Resources department for additional information. Revision Date:12/14/202 Page 393 Item#19. City of Meridian 1 Standard Operating Procedures Number 4.5 Bereavement Leave Purpose: To set for the City's procedures regarding paid time off for regular full-time employees to address the needs of the employee upon the death of a member of the employee's immediate family. Procedures and Related Information: I. In the event of a death in the immediate family of an employee,the City allows regular full- time employee an absence from work with pay of up to five (5) consecutive workdays. Additional time off may be granted, utilizing the employee's accrued vacation time consistent with the policies of the City. The employee shall notify his/her supervisor as soon as possible prior to the use of this leave. II. For purposes of this policy, immediate family shall be defined as current spouse, children, parents, in-laws, brother, sister, grandparents, or grandchild of the employee. In-laws are defined as a father, mother, or grandparents of current spouse, or sister and brother-in-law of the employee. Adopted, foster, or"step" relationships will be considered the same as any other family relationship III. Bereavement Leave provisions for represented employees in the Fire Department shall be governed by the provisions of the current collective labor agreement. Revision Date:12/14/202 Page 394 Item#19. City of Meridian 1 Standard Operating Procedures Number 4.6 Civil Leave Purpose: To set forth the City's procedures regarding employees with paid time to serve on juries or to testify in court. Procedures and Related Information: I. Leave will be granted to full-time and part-time non-exempt and exempt employees who are scheduled to work and called to serve as a juror or witness for any federal, state, or local court of law. Civil leave is not allowed in personal matters in which the employee is a litigant such as a petitioner, respondent, plaintiff, or defendant. II. Compensation for Civil Leave A. Full pay will be given only when: 1. The employee is required to serve as a juror or appear as a witness in a matter other than one personal to the employee. 2. The employee serves on a day that would have been a regularly scheduled workday. 3. Non-exempt employees will be paid for only the hours they were scheduled to work while on civil leave. 4. Exempt employees will be paid their normal salary while on civil leave. B. Court fees paid by the court and received by an employee including mileage reimbursement are not required to be remitted to the City. III. Notification Requirement A. Employees are required to provide a copy of the court notification of civil duty when received to their supervisor. B. Employees are required to correctly report civil duty on their timecard during the period served. IV. Other General Provisions Revision Date:12/14/202 Page 395 Item#19. A. Employees released from jury duty on a scheduled workday are required to immediately report to work. Failure to do so may result in disciplinary action up to and including termination. B. An employee who is directed to appear as a witness for the Federal government, State of Idaho, or to attend court or other official hearings or trials in connection with his/her official duties is not to be considered absent from duty. C. Employees requested to serve as a member of a jury are not to be considered absent from work. D. Represented Fire employees are provided Civil Leave in accordance with the collective labor agreement. Revision Date:12/14/202 Page 396 Item#19. City of Meridian 1 Standard Operating Procedures Number 4.7 Military Leave of Absence Purpose: To set forth the City's procedures regarding Military Leave of Absence in accordance with the Uniformed Services Employment and Reemployment Services Act of 1994 (USERRA), 38 USC 4301 -4335, and applicable federal regulations and state laws. Procedures and Related Information: I. Employees who are called to active duty and enter military service or the reserves by commission, draft, or enlistment, on a voluntary or involuntary basis, shall be granted military leave of absence for that purpose and at the conclusion of such leave of absence shall be reinstated in accordance with USERRA and all applicable federal regulations and state laws. II. Pursuant to 20 CFR 1002.85, a service-member must provide advanced notice of service to Human Resources with the exceptions outlined in 20 CFR 1002.86, but is not required to provide orders to perform service. He/she must only provide orders for periods of service greater than 30 days upon his/her return from service as outlined in 20 CFR § 1002.121. III. During military leave of absence, an employee's benefit coverage will be the same as for any other employee on leave of absence. Medical coverage may be continued based on the provisions of USERRA. Employee's dependents may remain on the City's medical benefits program,when the employee is on active military duty, but they must pay the same premium amounts as if the employee were currently working for the City.This option may be continued for a period of time as set forth in 20 CFR 1002.164. IV. Employees may request use of any earned, accrued vacation leave during the military leave of absence if they wish; however,they are not obliged to do so.Accrued leave need not be exhausted prior to the start of the employee's leave period. Additionally,the City shall provide a "military differential pay' benefit to make the employee's paycheck whole during the leave period. An employee may request (1) use of accrued annual leave during a military leave of absence or, in the absence of a request,the employee will receive the City's "military differential pay' benefit, but not both; and (2) during a period of military leave of absence,the employee will remain on military leave of absence status for payroll purposes whether the employee requests use of accrued annual leave or receives the City's "military differential pay' benefit. Therefore,the City's military differential pay benefit does not include overtime, swing- up, or Kelly days or any other paid leave benefits. Employees are eligible for the City's "military differential pay" benefit up to twelve (12) months. Extensions beyond twelve months must be approved by the Mayor and City Council. V. To receive the "military differential pay" benefit,the employee must submit all military orders or proof of service as outlined in 20 CFR § 1002.121 - 123 to Human Resources for initiation of Revision Date:12/14/202 Page 397 Item#19. proper paperwork. A copy of the military orders or proof of service shall be placed in the employee's personnel file, and related paperwork will be forwarded to Finance for processing. VI. Questions about these procedures and related policy should be directed to the Human Resources Director, or designee who shall have the responsibility for interpretation to assure similar treatment of employees on a citywide basis. Revision Date:12/14/202 Page 398 Item#19. City of Meridian 1 Standard Operating Procedure Number 4.8 Leaves of Absence Purpose: To set forth the City's procedures regarding leaves of absence. Procedures and Related Information: I. Scope and Eligibility These procedures apply only to those requested leaves, which are for a purpose other than, or ineligible under, FMLA. In addition,these leaves of absence and related procedures will apply in cases where all twelve (12) weeks of FMLA have been exhausted and an employee requests additional time off for a purpose ordinarily qualifying under the FMLA. Only regular full-time employees are eligible for a leave of absence under these procedures policy. II. An employee requesting a leave of absence must make the request in writing to his/her department director, who may approve the request subject to workload and other reasonable considerations during the period of requested leave for a period not to exceed thirty (30) days. Such decisions shall be communicated to Human Resources for coordinating and completion of proper paperwork. Prior to approval of a leave of absence request, employees must exhaust all accrued vacation leave; if the request is for an allowed use of sick leave,then all sick leave accrual must also be exhausted. A request for a leave of absence for a period exceeding thirty(30) days may only be granted by the Mayor, who will establish the terms upon review of the written request. Human Resources will coordinate the processing of a request for leave of absence exceeding thirty(30) days with the employee,the employee's department director, and the Mayor's Office. III. Due to fluctuating business needs,the City cannot guarantee re-employment upon return from a leave of absence. If an employee's position or a comparable position is not available,the employee's name shall be placed on a hiring list for six (6) months and will be considered for future vacancies for which the individual is qualified. After six (6) months, he/she will be required to re-apply like any other applicant. IV. The City will afford reasonable accommodation to qualified employees with a known disability or for an employee's religious beliefs. Revision Date:12/14/202 Page 399 Item#19. V. The City will also provide leave under particular circumstances as mandated by federal or state law, including but not limited to Military Leave. For information regarding Military Leaves of Absence refer to SOP 4.7. VI. While an employee is on a leave of absence, City benefits and paid leave accruals will stop. Employees may choose to pay the applicable premium to the City in order to maintain insurance benefits during the leave of absence; the employee shall contact the Human Resources office to make necessary arrangements for payment of insurance premiums. Revision Date:12/14/202 Page 400 Item#19. City of Meridian 1 Standard Operating Procedures Number 4.8.1 Administrative Leave with Pay Purpose: To set forth the City's procedures regarding Administrative Leave with Pay. Procedures and Related Information: I. Administrative Leave with Pay for other than investigative purposes for one day or less of the employee's normal work day shall be at the discretion of the department director. II. Administrative Leave with Pay for other than investigative purposes for more than the employee's normal work day, but not to exceed one (1) regular work week of the employee shall be at the discretion of the department director with the approval of the Human Resources Director. III. Administrative Leave with Pay for more than one (1) regular work week of the employee shall be at the discretion of the department director with the approval of the Human Resources Director and the Mayor. IV. Administrative Leave with pay for investigative purposes for any length of time shall be at the discretion of the Human Resources Director and in consultation with the City Attorney, and the Mayor, if warranted. Human Resources shall inform the department director of the employee(s) leave of absence status as necessary. A. In some instances for investigative purposes it maybe necessary to seek approval of the City Council for this leave.The decision to seek approval from the City Council shall be at the discretion of the Human Resources Director or City Attorney and the Mayor. Revision Date:12/14/202 Page 401 Item#19. City of Meridian 1 Standard Operating Procedures Number 4.8.2 Leave Without Pay(LWOP) Purpose: To set forth the procedures regarding use of Leave Without Pay(LWOP). Procedures and Related Information: I. Part-time,Temporary, Seasonal Employees A. All part-time, temporary, or seasonal employees are eligible to request and receive this type of leave. B. The request must be reviewed and approved by the department director or designee. LWOP can only be approved for one (1)work week at a time. Employees shall not be allowed to have LWOP exceed three work weeks or the equivalent number of days per calendar year. C. LWOP forms are available on Human Resources Intranet Page. All department approved leave shall be submitted on the form and returned to Human Resources. D. Using LWOP when it is not approved is subject to discipline up to and including termination. E. Using LWOP for purposes of taking additional leave, other than what is protected by law, that creates a pattern of absence in the department director's estimation which is detrimental to job responsibilities and expected productivity or to the employee's work- group's responsibilities and expected productivity, may be subject to disciplinary action, up to and including termination. II. Regular Full-time Employees A. If an employee has exhausted all accrued vacation leave, or sick leave if applicable, and needs additional time for unforeseen circumstances they must request LWOP from their immediate supervisor with an explanation of the need for LWOP and the duration. B. The request must be reviewed and approved by the department director or designee. LWOP can only be approved for one (1)work week at a time. Employees shall not be allowed to have LWOP exceed three work weeks or the equivalent number of days per calendar year. Revision Date:12/14/202 Page 402 Item#19. C. LWOP forms are available on the Human Resources Intranet Page.All approved leave shall be submitted on the LWOP form and the form shall be returned to Human Resources. D. If the LWOP is approved then the employee's pay is reduced by the amount of hours of LWOP that is granted. LWOP will cause the employee's vacation and sick accruals to be reduced for that pay period. Each request for LWOP that meets or exceeds 50%of the employees' workweek will result in a loss of accrual of both vacation and sick leave of two (2) hours of each leave. E. If an employee is on LWOP status on the day before or after a City Holiday then they will not receive pay for the holiday either. F. Using LWOP for purposes of taking additional leave, other than what is protected by law, that creates a pattern of absence detrimental to job responsibilities and expected productivity or to the employee's work-group's responsibilities and expected productivity, may be subject to disciplinary action, up to and including termination. III. Unauthorized Leave Without Pay A. Employees are responsible to know whether they have adequate sick leave or vacation leave for any request for leave. Employees that use leave that hasn't been accrued at the time shall be subject to discipline. B. Using LWOP when it is not approved is subject to disciplinary action, up to and including termination. IV. Leave Without Pay Requests, Review, and Corrective Action A. Human Resources and Payroll are responsible to monitor LWOP and report violations to the department director or designee of the specific employee. B. Department Director or designee shall review the information provided and take corrective action, if warranted,within the pay period in which the leave occurred. Revision Date:12/14/202 Page 403 Item#19. City of Meridian 1 Standard Operating Procedure Number 4.9 Paid Parental Leave (PPL) Purpose: To set forth the City's procedures regarding paid parental leave that is offered to eligible employees. Procedures and Related Information: I. Definition Parental leave refers to paid time off following the birth of an employee's natural child or the legal placement of a child with an employee for the purposes of adoption. The maximum amount of paid parental leave, per eligible occurrence, is 480 hours(12 week equivalent). The 480 hours of paid parental leave may be used consecutively or intermittently but will run concurrently with the 12-week approved FMLA event. II. Eligibility A. Coverage and Eligibility: An employee's eligibility for Paid Parental Leave shall be made based on the employee's months of service and hours of work as of the date of the qualifying life event. Employees who become parents via birth, adoption are considered Eligible Employees if: 1. Employee is classified as Regular Full Time. 2. Employee must be eligible for Family and Medical Leave (FMLA)by being in pay status for at least 1,250 hours in the previous 12-month period. 3. Eligibility determinations are made as of the date that the child is born or placed via adoption. 4. If both parents are Eligible Employees, each may receive Paid Parental Leave. Both parents may take their leave simultaneously or at different times within the FMLA 12- week eligible period. B. Paid Parental Leave (PPL) provisions for represented employees in the Fire Department shall be governed by the provisions of the current collective labor agreement. III. Certification of Eligibility for Parental Leave A. Eligible Employees shall be required to certify that they will use Paid Parental Leave to give birth to a child or will use Paid Parental Leave to care for or bond with a child. B. Employees may be required to submit documentation (if applicable)to Human Resources. Official documents may include but not limited to: Revision Date:12/14/202 Page 404 Item#19. Qualifying Event Acceptable Documentation Adoption • Adoption Order • Proof of Placement Birth • Birth Certificate or Report of Birth • Custody Order • Proof of Placement C. Documents provided must show the date of birth or date of placement, if placement was other than the date of birth.The name of the legal parent must appear on the birth certificate, a legal document establishing paternity or a legal document establishing adoption. IV. Timecard Requirements: A. Eligible employees will account for paid parental leave hours using the"parental leave" column of the timecard. Eligible employees will also track FMLA hours in the "FMLA" column of the timecard,to run concurrently with the paid parental leave hours. Revision Date:12/14/202 Page 405 Item#19. C�WF,Nt City of Meridian Standard Operating Policy Number 5.1 Group Health and Related Benefits Purpose: To set forth the City's policy regarding group health and related available benefits for eligible City employees. Policy: For all eligible employees, the City of Meridian provides comprehensive health,vision, dental, life, and short and long-term disability insurance, along with voluntary life insurance plans, deferred compensation limited disability programs,401K and a cafeteria plan. Employee and/or Family coverage is available to eligible employees provided the employee pays their premium share. Some of these benefits are fully paid by the City and others require the employee to share the cost of the premiums. Represented Fire employees should refer to the collective labor agreement for details regarding benefits. This policy shall be implemented pursuant to the Group Health and Related Benefits Standard Operating Procedures. Authority& Responsibility: Human Resources shall ensure that all employees are enrolled in appropriate benefits programs determinant upon the eligibility of the employee. Revision Date:12/14/202 Page 406 Item#19. City of Meridian 1 Standard Operating Policy Number 5.2 Federal Consolidated Omnibus Budget Reconciliation Act (COBRA) Purpose: To outline the City's policy regarding the opportunity for employees to continue health-related benefits at their own expense after employment, reduction of hours, or while on an unpaid leave of absence of more than thirty(30) days. Policy: As per COBRA, employees and their qualified dependents are provided the opportunity to continue health insurance coverage under the City's health plan at their own cost following a qualifying event that would normally result in the loss of eligibility (e.g., termination, resignation, etc.). This policy shall be implemented pursuant to the Federal Consolidated Omnibus Budget Reconciliation Act (COBRA) Standard Operating Procedures. Authority& Responsibility: Human Resources shall oversee the administration of this policy. Revision Date:12/14/202 Page 407 Item#19. C�WF,Nt City of Meridian Standard Operating Policy Number 5.3 Public Employees Retirement System (PERSI) Purpose: To set forth the City's policy regarding the City's retirement plan under the Idaho State Public Employees Retirement System (PERSI) and eligibility for participation in the program. Policy: Consistent with State law, regular full-time and part-time employees (working twenty (20) hours or more in a work week) and seasonal employees (working eight(8) months or longer) at a minimum of twenty(20) hours per week is covered under the Public Employees Retirement System of Idaho (PERSI). This policy shall be implemented pursuant to the PERSI Retirement Program Standard Operating Procedures. Authority& Responsibility: Human Resources shall oversee the administration of this policy. Revision Date:12/14/202 Page 408 Item#19. City of Meridian 1 Standard Operating Policy Number 5.4 Education Reimbursement Purpose: To set for the City's policy regarding educational reimbursement provided by the City. Policy: The City encourages employees to expand their knowledge and skills through participation in outside educational programs during non-working hours. The City will assist regular full-time employees in furthering their education by contributing to the cost of approved taken at accredited institutions. This policy shall be implemented pursuant to the Education Reimbursement Standard Operating Procedures. Authority& Responsibility: Department Director, or designee, along with the Human Resources Department are responsible for administering this policy. Revision Date:12/14/202 Page 409 Item#19. City of Meridian 1 Standard Operating Policy Number 5.5 Director Benefits Program Purpose: To set forth the City's policy outlining fair and equitable benefits for the department directors of the City.The City acknowledges that the directors' work in excess of other positions within the City and hold the highest amount of accountability for the direction of the various Departments.The directors are accountable to the Mayor,the City Council, and the citizens of Meridian. Policy: The department directors of the City serve as appointees pursuant to Idaho Code.The expectation is that the director will perform and meet the expectations of the Mayor and City Council.This benefit plan was developed to insure that the City of Meridian can attract and retain the most qualified directors.This plan provides cost effective and positive incentives to recognize the value and enhancement quality executive personnel can provide to the benefit of Meridian and its citizens. This policy shall be implemented pursuant to the Director Benefits Program Standard Operating Procedures. Authority& Responsibility: Human Resources will be tasked to monitor and implement the requirements of this policy. Human Resources will further be responsible to keep the benefits provided under this policy current with the job market through its normal measures. Revision Date:12/14/202 Page 410 Item#19. City of Meridian 1 Standard Operating Policy Number 5.6 Retirement Match Program Purpose: To set forth the City's policy regarding the Retirement Match Program. Policy: In support of the City's Vision to provide competitive benefits for all employees post retirement needs, the City has established a retirement match program for all regular full time employees and elected officials contributing to an allowable Retirement Plan as defined in this policy. This policy shall be implemented pursuant to the Retirement Match Program Standard Operating Procedures. Authority& Responsibility: Human Resources is responsible for the administration of this policy. Revision Date:12/14/202 Page 411 Item#19. �WENt F City of Meridian Standard Operating Policy Number 5.7 Vacation Leave Accrual Rollover Program Purpose: To set forth the City's policy regarding the Vacation Leave Accrual Rollover Program. Policy: The Vacation Time Accrual Rollover Program was designed in support of the City's Vision to provide competitive benefits for all employees' post retirement needs. City Council has the authority to approve or deny the Vacation Leave Accrual Rollover Program at any time to maintain the financial stability of the City. This policy shall be implemented pursuant to the Vacation Leave Accrual Rollover Program Standard Operating Procedures. Authority and Responsibility: Human Resources Department is responsible for administering this Policy. Revision Date: 12/14 Page 412 Item#19. C�WF,Nt City of Meridian Standard Operating Procedures Number 5.1 Group Health and Related Benefits Purpose: To set forth the City's procedures regarding available group health and related benefits for eligible City employees. Procedures and Related Information: I. Regular full-time employees and City elected officials will receive a full packet of information explaining all benefits provided or offered through the City during their respective New Employee Orientation. Copies of the insurance summary plan documents are available through the Human Resources office as well as on the City Intranet Human Resources page. Benefits are subject to change and are not guaranteed. Questions regarding benefits should be directed to Human Resources. II. Insurance Coverage Group health, dental,vision and EAP insurance coverage, life insurance, short-term disability, and long-term disability for eligible employees begins on the first day of the month following the first date of employment. III. Seasonal employees may be eligible for benefits depending on the length of employment. For additional information contact Human Resources. Revision Date:12/14/202 Page 413 Item#19. C�WF,Nt City of Meridian Standard Operating Procedures Number 5.2 Federal Consolidated Omnibus Budget Reconciliation Act (COBRA) Purpose: To set forth the City's procedures regarding the opportunity for employees to continue health-related benefits at their own expense after employment, reduction of hours, or while on an unpaid leave of absence of more than thirty(30) days. Procedures and Related Information: I. Qualifying Events The Federal Consolidated Omnibus Budget Reconciliation Act (COBRA) gives employees and their qualified beneficiaries the opportunity to continue health insurance coverage under the City's health plan when a "qualifying event"would normally result in the loss of eligibility. Some common qualifying events are resignation,termination of employment (for reasons other than gross misconduct), or death of an employee; a reduction in an employee's hours or leave of absence; an employee's divorce or legal separation; and a dependent child no longer meeting the eligibility requirements. II. Written Notification The City provides each eligible employee with a written notice describing rights granted under COBRA when employees become eligible for coverage under the City's health insurance plan. The notice contains important information about employees' rights and obligations. Employees will have sixty(60) days from the date of coverage loss or sixty(60) days from the date that they received such information, whichever is later,to elect continued coverage. III. Financial Responsibility Under COBRA,the employee or beneficiary pays the full cost of coverage at the City group rates plus an applicable administration fee. Coverage will end if any of the following events should occur:The City no longer provides group health coverage to any of its employees;the premium for continued coverage is not paid; the employee becomes covered as an employee or otherwise under another group health plan; or the employee becomes eligible for Medicare. IV. Any questions concerning COBRA rights should be directed to Human Resources. Revision Date:12/14/202 Page 414 Item#19. C�WF,Nt City of Meridian Standard Operating Procedures Number 5.3 Public Employees Retirement System (PERSI) Purpose: To set forth the City's procedures regarding the City's retirement plan under the Idaho State Public Employees Retirement System (PERSI) and eligibility for participation in the program. Procedures and Related Information: I. Employee Eligibility Regular full-time employees, part-time employees working twenty(20) hours or more in a work week, and seasonal employees working eight (8) months or longer at a minimum of twenty (20) hours per week are covered under the Public Employees Retirement System of Idaho (PERSI). II. Subscriber costs are paid by both the City and the employee. III. Questions regarding PERSI coverage and other benefits should be directed to Human Resources. Revision Date:12/14/202 Page 415 Item#19. City of Meridian 1 Standard Operating Procedure Number 5.4 Education Reimbursement Purpose: To set forth the City's procedures regarding educational reimbursement provided by the City. Procedures and Related Information: I. The City encourages employees to expand their knowledge and skills through participation in outside educational programs during non-working hours. II. The City will assist regular full-time employees by contributing to the cost of approved courses taken at accredited institutions.The City will reimburse up to $3,000.00 per accounting fiscal year for registration,tuition, fees and books.Travel and similar miscellaneous expenses are not reimbursable.The department director may consider reimbursement in excess of$3,000.00 for registration, tuition, fees and books with the prior approval of the Mayor.The funding for any additional reimbursement above the standard threshold must come from the department's current budget for training. Approval will be on an annual basis in conjunction with the City's annual budget development process. Students must pay the institution directly. No billing statements shall be sent to the City of Meridian finance or any other department for education reimbursement purposes. III. To be eligible for reimbursement the courses must be approved in advance of participation by the department director. IV. To qualify for education reimbursement, an employee must be employed with the City for six (6) months.To receive reimbursement, an employee must be on the payroll at the time the course has begun and completed.The course must be completed with a passing grade of C or better or a P on pass/fail basis. Reimbursement will be made after the successful completion of the course(s). Copies of grades, receipts for tuition, books, and fees must be submitted with the reimbursement request to Human Resources for processing. V. The Application for Education for Reimbursement Form is located on the Human Resources Intranet page or contact Human Resources. VI. Education Reimbursement provisions for represented employees in the Fire Department shall be governed by the provisions of the current collective labor agreement. Revision Date:12/14/202 Page 416 Item#19. City of Meridian 1 Standard Operating Procedures Number 5.5 Director Benefits Program Purpose: To set forth the City's procedures outlining additional benefits for the department directors of the City. Procedures and Related Information: I. The department directors shall receive the following benefits in addition to the other City benefits provided: A. No introductory period of employment; B. Annual Leave accrual at 18 hours per month with a maximum accrual of 432 hours; C. Ability to convert up to% of accrued vacation leave annually (maximum annual conversion amount is 100 hours) and direct it to a City deferred compensation plan (All IRS regulations must be adhered to); D. Upon beginning of employment,the director will receive a bank of 40 hours of sick leave and 16 hours of annual leave; E. The City will pay for an additional $80,000 in life insurance coverage above and beyond the City provided coverage; F. If necessary,the City will provide up to the 21 days of paid coverage to qualify for Short Term Disability program (STD). Directors own available leave must be applied first; G. If necessary,the City will provide "make-up" pay between STD and the director's salary for up to 90 days or until Long Term Disability(LTD) becomes available. Director's own available leave must be applied first; H. If necessary,the City will provide "make-up" pay between LTD and the director's salary for up to 90 days. Director's own available leave must be applied first. II. In areas where director benefits exceed regular employee benefits, directors shall receive the greater benefit. Revision Date:12/14/202 Page 417 Item#19. City of Meridian 1 Standard Operating Procedure Number 5.6 Retirement Match Program Purpose: To set forth the City's procedures regarding the Retirement Match Program and eligibility requirements. Procedures and Related Information: I. Eligibility a. All regular full time employees and elected officials contributing to an allowable Retirement Plan as defined in these procedures. b. Retirement Match provisions for represented employees in the Fire Department shall be governed by the provisions of the current collective labor agreement. II. Employer Match Amount a. The City of Meridian will match up to a maximum of 2%, or as approved by City Council, of all employee investments into an allowable Retirement Plan as defined in the procedures per pay period. b. The Retirement Match Program is not eligible for Vacation or Sick Time Accrual Rollover Programs. III. Allowable Retirement Programs a. The City of Meridian allowable deferred compensation retirement programs: i. PERSI Choice 401K ii. State 457 Pre-Tax Retirement Plan IV. Employee Match Amount a. Employees electing to participate in the City Retirement Program are limited to whole percentage contribution amounts. i. Allowable contribution amounts: 1. 1% 2. 2% V. Roles and Responsibilities a. Eligible employees are responsible for establishing an allowable retirement account. b. Eligible employees are responsible for notifying Human Resources of their Employee Contribution distribution to allowable retirement plans. c. Human Resources is responsible for managing all paperwork associated with employee contribution amounts. Revision Date:12/14/202 Page 418 Item#19. �WENt F City of Meridian Standard Operating Procedure Number 5.7 Vacation Leave Accrual Rollover Program Purpose: To set forth the City's procedures regarding the Vacation Leave Accrual Rollover Program. Procedures and Related Information: I. Eligible Employees A. All regular full-time employees who have been employed with the City for at least twenty-four(24) months. B. Vacation Leave Accrual Rollover provisions for represented employees in the Fire Department shall be governed by the current collective labor agreement. II. Minimum Vacation Balance Requirements A. All eligible employees must have an available accrued vacation leave balance of at least 50%of their maximum possible vacation balance as of March 31. III. Allowable Rollover Conversions A. All eligible employees may convert any amount of available accrued vacation hours greater than 50%of their maximum possible vacation balance as of March 31. B. All eligible employees must maintain a minimum vacation balance of at least 50%of the maximum allowable vacation balance to participate in the Vacation Leave Accrual Rollover Program. 1. Example a. Employee A currently has 200 accrued vacation hours as of March 31. b. Employee A has a maximum possible balance of 250 per policy. c. Employee A can convert up to 75 hours and participate in the Rollover Program. (1). 50%of maximum 250 balance = 125 maximum possible conversion amount. Revision Date: 12/14 Page 419 Item#19. i. Employee can only convert up to 50%of the maximum accrual balance. ii. Employee must maintain a minimum vacation balance of at least 50%of the maximum allowable vacation balance to participate in the Rollover Program. (2). 200 currently available vacation hours minus 125 =75 allowable hours to convert. IV. Allowable Redemption Methods A. All vacation rollover conversions will be conducted at a 1:1 ratio. B. All vacation rollover conversions will be invested into either City offered deferred compensation programs (employees are limited to one selection): 1. PERSI Choice 401k 2. 457 State Pre-Tax Retirement Plan C. All vacation rollover conversions will not be eligible for the Retirement Match Program. V. Conversion Hourly Rate A. All vacation rollover conversions will be conducted at a 1:1 ratio utilizing the employee's hourly rate following March 31st rollover period. VI. Rollover Period A. Rollover Period will be annually after March 31. B. Rollover conversion of investments will occur annually during the month of May. VII. Notification Requirements A. Employees are responsible for informing the Vacation Leave Accrual Rollover Program administrator annually of their rollover selections. B. Human Resources Department will be responsible for sharing available accrued vacation hours to all eligible employees. Revision Date: 12/14 Page 420 Item#19. City of Meridian 1 Standard Operating Policy Number 6.1 Life-Threatening Illness Purpose: To set forth the City's policy regarding working with employees who have a life-threatening illness. Policy: The City recognizes that employees with a life-threatening illness may wish to continue their employment.The City also recognizes that it must satisfy its legal obligation to provide a safe work environment for all employees, customers, and other visitors to its premises. As long as an employee with a life-threatening illness is able to perform the essential functions of his/her job in accordance with City policy,the employee may be permitted to continue work from their workplace or remote location as circumstances warrant. This policy shall be implemented pursuant to the Life-Threatening Illness Standard Operating Procedures. Authority&Responsibility: The interpretation and administration of this policy shall be the responsibility of the Human Resources Director or designee in accordance with ADA and HIPPA,the City's Remote Work Policy and Procedures, and other federal or state public health and safety regulations as may be applicable. Working locations will be determined by the department director or designee and the Human Resources Director or designee. Revision Date:12/14/202 Page 421 Item#19. City of Meridian 1 Standard Operating Policy Number 6.2 Use of City-Owned Equipment Purpose: To set forth the City's policy regarding the use by employees of City-owned equipment, resources, and assets, as individually or collectively defined in sections 6.2 through 6.2.7 of the City's Standard Operating Policies and Procedures. Policy: All City-owned equipment, resources, and assets shall be used solely for the purpose of meeting the City's operational, business goals, and objectives. All City-owned equipment, resources, and assets shall be used only for business purposes unless otherwise authorized. No unauthorized personal use of City- owned equipment, resources, and assets shall be allowed. This policy shall be implemented pursuant to the Use of City-Owned Equipment Standard Operating Procedures in conjunction with Sections 6.2.1 through 6.2.7 of the City's Standard Operating Policies and Procedures. Authority& Responsibility: Supervisors and department directors or designees are responsible to ensure that all City-owned equipment, resources, and assets within their areas of responsibility are used in accordance with Sections 6.2 through 6.2.7 of the City's Standard Operating Policies and Procedures. Revision Date:12/14/202 Page 422 Item#19. City of Meridian 1 Standard Operating Policy Number 6.2.1 Use of City Vehicles Purpose: To set forth the City's policy for the use of City vehicles by authorized employees as identified within this policy. Policy: As needed to perform the required functions of the job, an employee may be issued a City vehicle or be allowed to use a City vehicle. This policy shall be implemented pursuant to the Use of City Vehicles Standard Operating Procedures. Authority& Responsibility: Department Directors or designees shall ensure that all drivers are properly licensed, insured, and that they operate City vehicles in a safe and professional manner. Revision Date:12/14/202 Page 423 Item#19. City of Meridian 1 Standard Operating Policy Number 6.2.2 Use of City Copiers, Printers,Computers, Software, and Phone Systems Purpose: To set forth the City policy regarding the use of City-owned equipment specific to copiers, printers, computers, software, and phone systems. Policy: Use of City copiers, printers, computers, software, and phone systems shall be used to meet the City's operational and business purposes. Employees are allowed minimal use of these resources for personal use. Minimal use is defined as occasional or incidental. Employees are expected to exercise reasonable restraint regarding the frequency and duration of their personal use. Personal use shall not interfere with business needs and productivity, nor shall it cause the City to incur any undue costs. Although limited personal use of these resources may be permissible in accordance with this policy,such use does not give an employee a right or entitlement to such access and use. This policy shall be implemented in accordance with the City copiers, printers, computers, software, and phone systems Standard Operating Procedures. Authority& Responsibility: Supervisors and department directors or designees, along with the IT department, are responsible to ensure that all City copiers, printers, computers, software, and phone systems within their areas of responsibility are used appropriately. Revision Date:12/14/202 Page 424 Item#19. City of Meridian 1 Standard Operating Policy Number 6.2.3 Electronic Mail Purpose: To set forth the City's policy regarding the authorized use of the City's electronic mail (email) systems. Policy: Employees are provided access to email for the sole purpose of facilitating City operations and functions. Employees are allowed minimal use of email for personal use within the parameters of this policy and related procedures. Minimal use is defined as occasional or incidental. Employees are expected to exercise reasonable restraint regarding the frequency and duration of their personal use. Personal use shall not interfere with business needs and productivity. Although limited personal use of email on City computer systems may be permissible in accordance with this policy, such use does not give an employee a right or entitlement to such access and use. This policy shall be implemented pursuant to the Electronic Mail Standard Operating Procedures. Authority& Responsibility: Human Recourses in conjunction with IT shall be responsible to implement this policy. Human Resources will assist department directors or designees and supervisors to ensure that primary employee use of email is for business purposes. Employee email may be accessed in the performance of the duties of the member of the IT Department in setting up accounts,troubleshooting problems, maintenance of the system, and similar job-related duties. Revision Date:12/14/202 Page 425 Item#19. City of Meridian 1 Standard Operating Policy Number 6.2.4 Use of Internet Purpose: To set forth the City's policy regarding the use of Internet and all web-based computer applications. Policy: As with all City property, employees may use the Internet to increase productivity and for business purposes. Employees are allowed minimal use of the internet and all web-based computer applications for personal use. Minimal use is defined as occasional or incidental. Employees are expected to exercise reasonable restraint regarding the frequency and duration of their personal use. Personal use shall not interfere with business needs and productivity. Although limited personal use of the internet and web- based computer applications may be permissible in accordance with this policy, such use does not give an employee a right or entitlement to such access and use. Employees should not consider any use of the internet or web-based computer applications private. This policy shall be implemented pursuant to the Use of Internet Standard Operating Procedures. Authority& Responsibility: The IT Department Director or designee, in conjunction with the Human Resources Director has authority and responsibility to implement this policy. Supervisors and department directors or designees shall be responsible to ensure that employee use of the Internet is limited to business purposes and minimal personal use only.The IT Network Administrator may also have authorization as directed by the Mayor or Human Resources Director or designee to randomly review records of Internet usage to ensure compliance with this policy. Revision Date:12/14/202 Page 426 Item#19. City of Meridian 1 Standard Operating Policy Number 6.2.5 Credit Cards Purpose: To set forth the City's policy regarding the use of City-issued credit cards. Policy: As with all City-owned property and resources, credit cards issued by the City to employees or departments are to be used specifically for authorized business purposes. Personal use of City credit cards is strictly prohibited. This policy shall be implemented pursuant to the Citywide Finance Credit Card Policy and Procedures. Authority& Responsibility: Department Directors, or designees'are responsible to ensure that employee use of credit cards is for authorized business purposes only.The Finance Director shall be responsible to ensure that all purchases with City credit cards are for legitimate business purposes and within budgetary guidelines. Revision Date:12/14/202 Page 427 Item#19. C��W, IDIAN�-- City of Meridian Standard Operating Policy Number 6.2.6 Mobile Devices Purpose: To set forth the City's policy regarding the use of personal and City owned mobile devices,taxable allowance for personal mobile devices, and email used on mobile devices.Throughout this policy the term "mobile device" includes cellular phones, smartphones, tablets, etc. Policy: The purpose of this policy is to provide employees with a set of requirements governing the use of mobile devices, taxable allowance criteria, and conditions for business use of personal mobile devices. This policy shall be implemented pursuant to the Mobile Devices Standard Operating Procedures. Authority& Responsibility: IT shall be responsible for administering this policy. Department Directors or designees have the responsibility to manage their employees regarding the need and use of mobile devices for City business. Revision Date:12/14/202 Page 428 Item#19. C�WF,Nt City of Meridian Standard Operating Policy Number 6.2.7 Use of the Fitness Facility in City Hall Purpose: To set forth the City's policy regarding the use of the Fitness Facility in City Hall by any City employee regardless of assigned work location. Policy: Employees are encouraged to participate in active physical activity whenever feasible, and if necessary, with a physician's approval. In an effort to support physical fitness,the City of Meridian has provided a Fitness Facility within City Hall to allow employees the opportunity to participate in physical activity. All City employees have access to the City Hall Fitness Facility. The Fitness Facility is for employee use only. The use of the Fitness Facility and participation in physical activity is voluntary and is not mandated or required for the continuing employment of any employee unless specifically required by their job duties and assignment. Physical exercise and activity are not work related for the purpose of worker's compensation. This policy shall be implemented pursuant to the Use of the Fitness Facility in City Hall Standard Operating Procedures. Authority& Responsibility: Supervisors, department directors, or designees have the authority and responsibility to enforce the proper use of the Fitness Facility in City Hall and may seek guidance from Human Resources at any time. Revision Date:12/14/202 Page 429 Item#19. City of Meridian 1 Standard Operating Policy Number 6.3 Training and Development Purpose: To set forth the City's policy regarding the City's support for employee job-related development and training. Policy: The City is committed to providing employees with the training and development resources they need to effectively perform job duties and to continually improve their performance. Employees attending required training programs (either at City facilities or in other locations) shall be compensated for time spent in such training. This policy shall be implemented pursuant to the Training and Development Standard Operating Procedures. Authority& Responsibility: Department Directors or designees shall be responsible for authorizing job-related training for employees as per budgetary guidelines and as appropriate.The Human Resources Director or designee shall oversee the provision of internal training sponsored by the City. Revision Date:12/14/202 Page 430 Item#19. City of Meridian 1 Standard Operating Policy Number 6.4 Absenteeism and Tardiness Purpose: To set forth the City's policy regarding attendance and tardiness expectations for City employees. Policy: City employees are required to adhere to department attendance and tardiness expectations, including timely reporting of absences or tardiness so departments can work efficiently and meet customer service standards. This policy shall be implemented pursuant to the Absenteeism and Tardiness Standard Operating Procedures. Authority& Responsibility: Supervisors are responsible for monitoring the attendance and related records of their employees. Revision Date:12/14/202 Page 431 Item#19. City of Meridian 1 Standard Operating Policy Number 6.5 Bulletin Boards Purpose: To set forth the City's policy regarding posting announcements or activities on City provided bulletin boards in City facilities. Policy: The City shall provide bulletin boards in each facility for the purpose of posting State and Federal laws, City-related announcements and information where employees have a consistent point of reference. No personal or outside vendor or business information or solicitation is to be placed on City bulletin boards. This policy shall be implemented pursuant to the Bulletin Boards Standard Operating Procedures. Authority& Responsibility: Human Resources, supervisors, and department directors or designees shall ensure that bulletin boards are securely hung in their facility, easily accessible to all employees, and that only approved materials and information are posted. Revision Date:12/14/202 Page 432 Item#19. City of Meridian 1 Standard Operating Policy Number 6.6 Driver's License Requirements Purpose: To set forth the City's policy regarding driver's license requirements for positions that require a valid driver's license as a normal part of job qualifications. Policy: Employees whose position involves the driving of City or personal vehicles as a normal part of the job shall require and maintain a current driver's license valid in the State of Idaho. Drivers will also need to have and maintain a driving record insurable by the City. This policy shall be implemented pursuant to the Driver's License Requirements Standard Operating Procedures. Authority and Responsibility: Supervisors who oversee employees with driving responsibilities are to ensure that they have a current, valid driver's license and that they maintain a driving record insurable by the City. Employees are responsible for immediately reporting loss of license, loss of driving privileges, or traffic violations that may affect insurability to their supervisor. Revision Date:12/14/202 Page 433 Item#19. City of Meridian 1 Standard Operating Policy Number 6.7 Emergency Closure Purpose: To set forth the City's policy regarding emergency closure practices of City facilities and/or services due to emergency conditions or unusual weather. Policy: The Mayor and City Council may, under extraordinary circumstances, declare an emergency closure of non-essential City facilities and/or services due to emergency conditions and/or unusual weather conditions that pose a risk to the safety of City facilities, employees, or the general public. This policy shall be implemented pursuant to the Emergency Closure Standard Operating Procedures. Authority& Responsibility: The Mayor shall have primary responsibility for determining the closure of City facilities and/or services due to unusual weather or emergency conditions.Where the Mayor is not available,the City Council shall have the responsibility to determine appropriate closures. Revision Date:12/14/202 Page 434 Item#19. City of Meridian 1 Standard Operating Policy Number 6.8 Nepotism Purpose: To set forth the City's policy regarding when family members of current City employees, elected officials, or appointed officials may be employed. Policy: The City shall not unlawfully discriminate in its employment practices due to an individual's protected class status. However,the City will not employ immediate family of current City employees, elected officials, or appointed officials where such employment would create a conflict of interest or the potential for unethical behavior as defined within this policy. This policy shall be implemented pursuant to the Nepotism Standard Operating Procedures. Authority& Responsibility: Human Resources shall enforce this policy once it becomes known that related individuals are employed in situations that create or have potential for creating a conflict of interest or create the potential for unethical behavior to occur. Department Directors or designee and supervisors are responsible for enforcing this policy within their departments. Employees are responsible for disclosing any relationship as identified within this policy. Revision Date:12/14/202 Page 435 Item#19. City of Meridian 1 Standard Operating Policy Number 6.9 Safety Purpose: To set forth the City's policy for maintaining a safe work environment for the well-being of its employees. Policy: The City is committed to a work environment that is safe and as free as practical from health and safety hazards.The City and all departments and employees shall comply with all local, state, and federal guidelines regarding employee safety. Each department shall develop safety procedures specific to its operations in order to ensure safe operating practices.All injuries, accidents, and violations of this policy must be reported immediately to department directors and the Human Resources Director or designee. This policy shall be implemented pursuant to the Safety Standard Operating Procedures. Authority& Responsibility: All employees are responsible for working in a safe manner so as to prevent injury and accident in the workplace. Supervisors and department directors are responsible for maintaining a safe work environment and providing guidance and training to employees in order to maintain such an environment. Human Resources shall be responsible for providing general employee training regarding safety, as well as to administer the forms and procedure for work-related injuries and accidents (including Workers' Compensation). Revision Date:12/14/202 Page 436 Item#19. City of Meridian 1 Standard Operating Policy Number 6.10 Political Activities Purpose: To set forth the City's policy regarding when City employees and City volunteers can be involved in political activities. Policy: The City encourages City employees and City volunteers to be involved in political activities while off- duty. However, City employees and City volunteers are to remain neutral and refrain from expressed preference regarding any election while on duty and/or when in a City uniform or other identifiable City attire. City employees and City volunteers involved in political activities shall ensure that such activity in no way violates this policy or hinders work performance or assigned volunteer duties. This policy does not apply to elected officials. This policy shall be implemented pursuant to the Political Activities Standard Operating Procedures. Authority&Responsibility: Human Resources shall have the authority and responsibility for administering this policy. Revision Date:12/14/202 Page 437 Item#19. City of Meridian 1 Standard Operating Policy Number 6.11 Gifts&Gratuities Purpose: To set forth the City's policy regarding when City employees, appointed, and elected officials may accept gifts, money, and/or gratuities offered from outside organizations or individuals. Policy: City employees, appointed, and elected officials are prohibited from accepting gifts, money, and/or gratuities from organizations,vendors, contractors or their agents in value over$50 in accordance with local, state, and federal guidelines and laws. This policy shall be implemented pursuant to the Gifts &Gratuities Standard Operating Procedures. Authority&Responsibility: Each employee, appointed, and elected official is responsible for tracking and reporting gifts and gratuities in excess of$50 from outside vendors, organizations, contractors, or others that are received in the capacity of a City employee, appointed, and/or elected official. Human Resources in conjunction with supervisors and department directors are responsible for enforcing this policy at the department level.The City Attorney shall be consulted for matters involving the Mayor, City Council, and appointed officials. Revision Date:12/14/202 Page 438 Item#19. City of Meridian 1 Standard Operating Policy Number 6.12 Solicitation Purpose: To set forth the City's policy regarding non-work-related solicitation in the workplace. Policy: No organization or non-employee individual may solicit any City premise or employee for contributions, membership, participation, etc.that is not generally open to the public. Employees are prohibited from soliciting during work hours, but may make reasonable solicitations during breaks and mealtimes. This policy shall be implemented pursuant to the Solicitation Standard Operating Procedures. Authority& Responsibility: The Mayor shall be responsible for any exception to this rule or any authorization for solicitation by an outside organization or individual. Supervisors and department directors or designees are responsible for ensuring that employee solicitations are conducted properly that outside solicitors are directed to the Mayor for approval prior to allowing them to solicit on City premises. Revision Date:12/14/202 Page 439 Item#19. City of Meridian 1 Standard Operating Policy Number 6.13 Outside Employment Purpose: To set forth the City's policy for employees regarding outside employment in addition to their duties and responsibilities for their employment at the City. Policy: City employees are not prohibited from additional employment outside of the City so long as it does not interfere with their performance of duties and responsibilities for their City position. Outside employment that reflects negatively on the City or is illegal is prohibited. If the outside employment is approved and at a later point in time a conflict or negative impact of the outside employment occurs, then the approval can be rescinded. This policy shall be implemented pursuant to the Outside Employment Standard Operating Procedures. Authority& Responsibility: Department Directors or designees are responsible for determining whether outside employment is in conflict or otherwise negatively impacts the employee's performance of duties and responsibilities for his/her City position. The Mayor is responsible for determining whether outside employment is in conflict or negatively impacts a director's performance of duties and responsibilities. Revision Date:12/14/202 Page 440 Item#19. City of Meridian 1 Standard Operating Policy Number 6.14 Appropriate Clothing Attire for Work Purposes and Procurement Purpose: To set forth the City's policy regarding appropriate employee attire for the workplace and the use of City funds for the procurement of work clothing and uniforms. Policy: It is important that City employees acknowledge that they are the "Face of the City' and their personal appearance is reflective of the City as a whole. All staff members are expected to present a professional, businesslike image to clients,visitors, customers, and the public. Employees are expected to dress appropriately in business casual attire. Employees are expected to demonstrate good judgment and professional taste.The attire worn should be appropriate for the job performed and appropriate for the necessary public contact that the job requires. Furthermore, City employees may be issued clothing for work purposes. This clothing may be required to be worn during work to identify the individual as a City employee. Each department may have different articles of clothing purchased for this purpose. Additionally, articles of clothing may be purchased by an employee with the approval of their supervisor as an employee incentive. Employees are held to the same standards of conduct and behavior whether it is during their normally scheduled work period or not when they are wearing identifiable City of Meridian attire. This policy does not apply to the clothing or allowance supplied to represented Fire employees pursuant to the collective labor agreement. This policy shall be implemented pursuant to the Appropriate Clothing Attire Standard Operating Procedures. Authority& Responsibility: The department director or designee shall be responsible for setting the standard of attire appropriate for their department.The department director or designee will approve all purchases of work clothing or uniforms either by an established policy and procedure or by individual approval of purchase order. The department director has the final authority in regards to all purchased clothing. Revision Date:12/14/202 Page 441 Item#19. C�WF,Nt City of Meridian Standard Operating Policy Number 6.15 City Hall Employee Parking Permits Purpose: To set forth the City's policy regarding issuance and use of a City Hall Employee Parking Permit. Policy The City shall provide each full and part-time employee whose primary work location is City Hall with one permit to park in designated City employee parking lots. Such permit provides the employee the opportunity to park in City Hall employee designated parking lots only if a parking space is available.A parking permit does not guarantee any employee a parking space. City Hall employees may need to find other parking if City designated parking lots are full. Employees using marked emergency vehicles for Police and Fire may park in the FRONT Lot without a City Hall Employee Parking Permit. This policy shall be implemented pursuant to the City Hall Employee Parking Permits Standard Operating Procedures. Authority& Responsibility: The Human Resources Department shall be responsible to administer this policy. Revision Date:12/14/202 Page 442 Item#19. C�WF,Nt City of Meridian Standard Operating Policy Number 6.16 Employee Identification/Prox Cards Purpose: To set forth the City's Policy regarding employee identification/prox cards (ID/Prox card)that must be worn and visible at all times while working. Policy: Every employee of the City shall be issued an ID/Prox card.The ID/Prox card serves as identification and allows for access to City Hall and/or other City work locations. Employee access via ID/Prox cards will be set for certain times of the day and locations within City Hall and/or other City work locations. ID/Prox cards are the property of the City of Meridian and must be returned upon separation of employment. This policy shall be implemented pursuant to the Employee Identification/Prox Cards Standard Operating Procedures. Authority& Responsibility: Human Resources shall be responsible for implementing this policy other than for Police personnel. Police personnel shall be issued their ID/Prox cards through the Chief of Police's Office. Supervisors are responsible for ensuring that proper employee ID/Prox cards are worn and visible at all times during work hours. Revision Date:12/14/202 Page 443 Item#19. C�WF,Nt City of Meridian Standard Operating Policy Number 6.17 Requests for Public Records or Information Purpose: To set forth the City's policy regarding its commitment to comply with the Idaho Public Records Act. Policy: The City of Meridian and its employees shall comply with the Idaho Public Records Act and will respond to public record requests as soon as practicable and without unreasonable delay. This policy applies to all City employees and departments, with the exception of the Meridian Fire and Police Departments and their employees, to the extent that these departments have a specific, pre- existing public records disclosure policy in place. This policy shall be implemented pursuant to the Requests for Public Records or Information Standard Operating Procedures. Authority& Responsibility: The Clerks' Office is the official custodian of all City records and shall make final decisions regarding the administration and interpretation of this policy in consultation with the City Attorney's Office. Supervisors and department directors shall ensure compliance with this policy within their respective departments. Revision Date:12/14/202 Page 444 Item#19. City of Meridian 1 Standard Operating Policy Number 6.18 Conflict of Interest Purpose: To set forth the City's Policy regarding conflict of interest as it applies to employees and others acting on behalf of the City. Policy: It is the City's policy that all employees and others acting on behalf of the City be free from actual or perceived conflicts of interest to assure the public that all transactions of the City are not compromised by a lack of independent judgment, objectivity, or fairness. This policy shall be implemented pursuant to the Conflict of Interest Standard Operating Procedures. Authority& Responsibility: The City Attorney and Human Resources shall be empowered to act to assist departments in identifying and eliminating conflicts of interest whenever possible. The Mayor and City Council may agree to jointly waive said conflict. This policy shall not apply to the City's Youth-Work-Life Skills program. Revision Date:12/14/202 Page 445 Item#19. City of Meridian 1 Standard Operating Policy 6.19 Social Media Policy Purpose: To set forth the City's policy on the use of social media by City of Meridian employees and elected officials. Policy: The City of Meridian has an overriding interest and expectation in deciding what is "spoken" on behalf of the City on City social media sites. City social media sites may be established and operated only in full compliance with this policy. The City may monitor employees' personal use of social media for compliance with this policy.This policy shall apply to all employees and elected officials in their personal and work-related use of social media sites. This policy shall be implemented pursuant to the Social Media Standard Operating Procedures. Authority& Responsibility: The Communications Manager/Site Administrator shall be responsible for the correct implementation, operation, and maintenance of City social media sites in accordance with this policy. Directors, or designees, and supervisors shall ensure compliance with this policy within their respective departments with possible consultation with the City Attorney or designee. Revision Date:12/14/202 Page 446 Item#19. C�WF,Nt City of Meridian Standard Operating Policy Number 6.28 Use of Unmanned Aerial Vehicles(Drones) Purpose: To set forth the City's policy regarding the use of City-owned unmanned aircraft, or Drones by City employees. Policy: Unmanned aerial vehicles, also known as drones, offer cost-efficient opportunities for City staff to take photographs, make videos, and gather data to fulfill City functions with improved efficiency and quality. City employees may use drones for purposes that serve the community, benefit Meridian residents and visitors, and protect the privacy and safety of the public. This policy shall apply to all City employees and departments in using City-owned drones,with the exception of the Meridian Police Department,to the extent that that department has a specific policy in place for the use of drones by law enforcement officers. This policy shall be implemented pursuant to the Use of Unmanned Aerial Vehicles (Drones) Standard Operating Procedures. Authority& Responsibility: Department Directors shall ensure compliance with this policy within their respective departments. Revision Date:12/14/202 Page 447 Item#19. City of Meridian 1 Standard Operating Procedures Number 6.1 Life-Threatening Illness Purpose: To set forth the City's procedures for working with employees who have life-threatening illnesses. Procedures and Related Information: I. The City recognizes that employees with life-threatening illnesses including, but not limited to cancer, HIV/AIDS, and heart diseases etc., may wish and be able to work on a modified or flexible schedule.The City will seek to accommodate such employee by allowing him/her to work for as long as he/she is able to perform essential job functions, with or without reasonable accommodations, provided that medical evidence establishes that continuing to work does not present a direct health threat to the affected employee or others. II. Whenever possible,the City will accommodate the needs of employees with life-threatening illnesses.The City also recognizes its obligation to provide a safe work environment for all employees.Therefore, supervisors, and department directors or designee should seek appropriate direction from Human Resources, if necessary,to ensure that an employee's condition does not pose a substantial or unreasonable risk of harm to himself/herself or others. III. The City does not discriminate against any qualified applicant or employee with a life- threatening illness with regard to job application, hiring,job performance, training, development, promotion, demotion,transfer, compensation, benefits, educational assistance, layoff and recall, and termination or other terms, conditions, and privileges of employment. IV. When the City receives notice from an employee or applicant of life-threatening illness that prevents an otherwise qualified applicant or employee from performing a job,the City will assess (upon request)whether any reasonable accommodation would allow the person to perform the essential job functions. An accommodation which creates an undue hardship on the City or which endangers health or safety is not a reasonable accommodation. V. Individuals diagnosed with a life-threatening illness are encouraged to contact Human Resources to discuss any special needs or conditions associated with the illness and whether a reasonable accommodation may be required or available. VI. References:The City's Remote Work Policy and Procedures and the City's Americans with Disabilities Act Policy and Procedures should be consulted in conjunction with these procedures. Revision Date:12/14/202 Page 448 Item#19. VII. Resources The City offers the following resources to assist employees and their supervisors in dealing with these issues: A. Management and employee education and information on life-threatening illnesses; B. Confidential referrals upon request,to supportive services available to employees and their dependents affected by life-threatening illnesses; and C. Benefit information to assist employees in maximizing their available health and other benefits. Revision Date:12/14/202 Page 449 Item#19. City of Meridian 1 Standard Operating Procedures Number 6.2 Use of City-Owned Equipment Purpose: To set for the City's procedures regarding the use by employees of City-owned equipment, assets, and resources, as defined in these procedures. Procedures and Related Information: I. Definition -City-owned equipment and resources include all assets, property, materials, etc., that are purchased by the City for operational, business, and functional use. Such items may include, but are not limited to,telephones, use of long-distance services, cellular telephones, voicemail, copier machines, fax machines, (Pads, laptops, surface tablets, computers and all related equipment and software (including email, internet, etc.), office supplies,tools, vehicles, etc. II. The primary purpose and use of City-owned equipment by employees is to conduct City operations and business. III. Personal use by employees of City-owned equipment should be limited and not impair productivity during the work day. Prior permission may be required for use of certain equipment as determined by the department director or designee. IV. Employees are expected to care for equipment according to safety and preventive maintenance standards and to operate equipment in accordance with federal, state, and local requirements. The safety of employees and the maintenance of City equipment is paramount to the City and its operations. V. Any abuse or misuse of City equipment may result in disciplinary action up to and including termination of employment. Revision Date:12/14/202 Page 450 Item#19. City of Meridian Standard Operating Procedure Number 6.2.1 Use of City Vehicles Purpose: To set forth the City's procedures for the use of City vehicles by authorized employees as identified within this policy. Procedures and Related Information: I. An employee may be issued a City vehicle or be allowed to use a City vehicle as needed to perform the required functions of the job.All vehicle operation and use shall follow department guidelines in addition to these procedures. II. A copy of the employee's valid driver's license shall be placed in his/her employee file. Employees are responsible to provide information to Human Resources if their driver's license is suspended or invalid for any reason. If the employee's license is suspended or invalid,that employee cannot drive a City vehicle until he/she provides proof that his/her their license is reinstated and valid. III. Anyone operating or riding in City vehicles must wear their seat belts when the vehicle is in motion. IV. City vehicles are to be used solely for City business purposes, unless at the direction of the department director personal use is authorized for specific and limited circumstances. V. City vehicles that are assigned to personnel for use off duty may be used for limited personal use. VI. Drivers of City vehicles shall not text and drive. VII. Drivers of City vehicles shall not talk on a phone while driving without the use of hands-free technology. This shall not apply to emergency responders when they are responding to an emergency. VIII. Any abuse or misuse of City vehicles is subject to disciplinary action, up to and including termination. Revision Date:12/14/202 Page 451 Item#19. C�WF,Nt r.� City of Meridian Standard Operating Procedures Number 6.2.2 Use of City Copiers, Printers,Computers, Software, and Phone Systems Purpose: To set forth the City's procedures regarding the use of City-owned equipment, specifically copiers, printers, computers, software, and phone systems. Procedures and Related Information: I. Copiers, Printers, and General Office Equipment. A. copiers, printers, and other general office equipment are to be used for business purposes. Although these are tools primarily used to accomplish business and work- related communication, employees may also use them for personal reasons provided these procedures are followed. Personal use should be limited and not impair productivity. Use not consistent with these procedures shall be prohibited. II. Computers A. City computers are to be used for business purposes.Although computers are a tool primarily for work-related communication, it is recognized from time to time that they may be used for personal reasons consistent with these procedures. Personal use should be limited and not impair productivity. All computer equipment, including but not limited to data, software, and accessories, is City property. B. The City shall have the right to monitor use of such property at any time. Users shall not have any expectation of privacy as to the use of City computers, including but not limited to email communications and internet information that is drafted, accessed, received, sent,forwarded, copied, or downloaded. Nothing contained on City computers shall be deemed private or confidential to the user. C. The City, at all times, reserves the right to conduct searches and inspections and otherwise monitor all computer-related information, data, communications, all files stored in City information systems owned or leased by the City, or on any other storage medium provided by the City for City business, including but not limited to USB drives, flash media, hard drives, discs, storage media in cell phones, copiers, or other devices, in order to monitor compliance with these procedures. D. Employees are not to place personal copies of software on any City computer. Employees may have limited personal data on a City computer as long as such data does not create a liability or risk to the City. Revision Date:12/14/202 Page 452 Item#19. E. The City may remove any unauthorized software or data on a City computer at anytime without notice to the user. III. Software A. The City will adhere to all software licensing and subscription agreements and copyright laws. B. City licensed software shall only be used for authorized work-related activities. C. Employees will only use software that has been approved by the IT department and licensed appropriately. D. Only IT will install software unless express written consent has been granted to an employee. IV. Phone Systems A. The City's phone systems are designed to increase productivity and efficiency, and should be used accordingly. City phones are to be used for business purposes. Although the phone systems are tools primarily for work- related communication, it is recognized from time to time that they may be used for personal reasons consistent with these procedures. Personal use should be limited and not impair productivity, nor shall it cause the City to incur undue costs. B. The City may randomly monitor phone use and voicemail messages to determine whether any unauthorized persons are using the system, or whether any violations of City policy have occurred. V. Damage, Loss,Theft, Misuse of City copiers, printers, computers, software, and phone systems A. Refer to Standard Operating Policy and Procedures, 7.5., Standards of Conduct and 7.6, Prohibited Activities in Workplace Conduct. Revision Date:12/14/202 Page 453 Item#19. City of Meridian 1 Standard Operating Procedures Number 6.2.3 Electronic Mail Purpose: To set forth the City's procedures regarding the authorized use of the City's electronic mail (email) systems. Procedures and Related Information: I. Email is any electronic communication between two or more individuals and may contain any form of combination of text, audio,video, drawings, or photographic representation. II. Email is a privilege not a right. Email is a tool primarily for work-related communications. Although it is recognized from time to time that it is used for personal correspondence, this purpose should be limited.Any personal email is subject to the same rules and conditions in this policy as work-related email including the ability to be viewed by others to assure compliance with this policy.There is no privacy right of any kind for email. Users have the responsibility to use email in an efficient, effective, ethical, and lawful manner. Email communications shall comply with all applicable federal, state, and local laws and regulations, as well as the City's policies and procedures adopted regarding electronic mail. Email should be courteous and respectful to the recipient(s). III. All email accounts maintained on City systems are the sole property of the City.The City shall have the right to monitor any employee's electronic mail account.All employees are required to report unauthorized or inappropriate use of any electronic mail account. Similarly, any unauthorized or inappropriate use(s) discovered during monitoring activities shall be reported to the appropriate supervisor for determination of appropriate action. IV. Third party email services (gmail,yahoo, etc)shall be not used for City business. V. Users shall not expect their electronic mail communications, documents, or other information to be private and shall not use the electronic mail system for matters that are not intended for public disclosure. Confidential matters, permitted by law, shall be so marked and shall include a warning regarding accidental transmission to a third-party. VI. Electronic mail messages shall be considered City property, constitute official records of the City, and are subject to existing document retention and public records policies. Sending data via electronic mail shall be considered the same as sending correspondence or official memo or letterhead. VII. Employees shall not pursue, obtain, exchange, attach or distribute any malicious or non- authorized information that could cause congestion or disruption to electronic mail systems such as screen savers, audio or video clips, or be in violation of any licensing agreement. Revision Date:12/14/202 Page 454 Item#19. Vill. Employees using the City's web account via Microsoft Outlook should use it only to perform work for the City and in connection with the employee's job. However, it is recognized from time to time that email may be used for personal correspondence;this purpose should be limited. IX. Any communication related to an employee's personally owned business should not be conducted using City email, or other City resources. X. Designated employees have been assigned a personal password. No employee shall give out this password to anyone other than his/her department head. Passwords may be changed to maintain security. XI. Employees shall not access another employee's email without authorization from the employee and employees' supervisors. XII. Prohibited Use of Email Use of email as described below is strictly prohibited.This list is not all-inclusive, and employees are expected to use common sense in determining appropriate use of email. A. Knowingly or intentionally creating, publishing,transmitting, and/or exchanging messages that are inappropriate, offensive, harassing, obscene, or threatening; B. Creating or distributing email containing defamatory,false, inaccurate, abusive, threatening, racially offensive, or otherwise biased, discriminatory or illegal material; C. Viewing or distributing obscene, pornographic, profane, or sexually oriented material; D. Violating laws, rules, and regulations prohibiting sexual harassment; E. Encouraging the use of controlled substances for criminal or illegal purposes; F. Engaging in any activities for personal gain; G. Distributing copyrighted information without permission; H. Distributing advertisements for commercial enterprises, including but not limited to goods, services, or property, unless such advertisements are part of requested vendor information to be used in carrying out City business; I. Violating or infringing upon the rights of others; J. Conducting business unauthorized by the City; K. Transmitting incendiary statements,which might incite violence or describe or promote the use of weapons; Revision Date:12/14/202 Page 455 Item#19. L. Conducting any non-City supported fundraising or public relations activities; M. Exchanging proprietary information,trade secrets, or any other privileged, confidential, sensitive information that is not authorized; N. Creating or exchanging solicitations, chain letters, and other unsolicited email; O. Registering to list servers unrelated to City business, without proper authorization; P. Lobbying elected officials or engaging in any other political activity prohibited by law, or using email system for any illegal purpose; Q. Using City email designations such as, but not limited to: @meridiancity.org, @ci.meridian.id.us, or @cityofineridian.org mailing list aliases for the purpose of promoting an election campaign; R. Sending unsolicited external commercial E-mail commonly referred to as spam; S. Subscribing someone other than yourself to a mailing list, except for approved official city business; T. Sending email that is designed to damage the target system when executed or opened; for example, sending malicious programs or viruses attached to an email; U. Sending email that is designed to cause confusion, consternation,fear, uncertainty, or doubt, such as fake virus warnings. XIII. Employees/users who receive information of the type described above shall not forward or respond to the material, and shall immediately report receipt of such material to the IT Department for proper disposition. XIV. City-wide or Department-wide Emails City-wide emails are electronic communication through the City's email system that is directed to all or almost all employees of the City. Department-wide emails are similar except for the direction of the emails to an individual department rather than to the City as a whole. Generally, employees are prohibited from sending City-wide or Department-wide emails.This prohibition shall also apply to replying to all recipients of an approved City-wide or Department- wide email. Employees may be authorized to send emails of this nature under the following conditions: A. The email is authorized by the employee's department director or the Mayor; and Revision Date:12/14/202 Page 456 Item#19. B. The intent of the email is to inform the greatest number of employees with information that is directly related to City business or the promotion of a City program or event; and C. The email must be sent as a Bcc email. Xv. Any violations of this policy and these procedures may result in disciplinary action up to and including termination. Revision Date:12/14/202 Page 457 Item#19. City of Meridian 1 Standard Operating Procedures Number 6.2.4 Use of Internet Purpose: To set forth the City's procedures regarding the use of Internet and all web-based computer applications. Procedures and Related Information: I. Access to the Internet shall be for legitimate business purposes, as determined by the City. Employees may use the Internet to increase productivity. Although the Internet is a tool primarily for work-related business and communication, it is recognized from time to time that it may be used for personal reasons consistent with these procedures. Personal use should be limited and not impair productivity. II. Employees are expected to comply with all City policies that may be applicable to the Internet. These include, but are not limited to, confidentiality, harassment, solicitation, outside employment, and business ethics. III. Employees may not download, store, transmit, or display any kind of image or document on any City system that violates federal, state or local laws or regulations, or that violates any City adopted policies, procedures, standards, or guidelines. IV. If an employee accidentally connects to a site that contains sexually explicit or otherwise offensive material, he/she shall disconnect from the site immediately and report the incident to his/her supervisor. V. Internet access is considered City property and the City has the right to monitor the use of such property at any time.Therefore, users shall not have any expectations of privacy as to their Internet usage through City computers or networks. VI. This list is not all-inclusive; use of the Internet as described below is strictly prohibited. A. Viewing or distributing obscene, pornographic, profane, or sexually oriented material; B. Violating laws, rules, and regulations prohibiting harassment and discrimination; C. Encouraging the use of controlled substances for criminal or illegal purposes; D. Engaging in any activities for personal gain; E. Obtaining or distributing copyrighted information without permission; Revision Date:12/14/202 Page 458 Item#19. F. Obtaining or distributing advertisements for commercial enterprises, including but not limited to goods, services or property, unless such advertisements are part of requested vendor information to be used in carrying out City business; G. Violating or infringing upon the rights of others; H. Conducting business unauthorized by the City; I. Obtaining or distributing incendiary statements,which might incite violence or describe or promote the use of weapons; J. Obtaining or exchanging proprietary information,trade secrets, or any other privileged, confidential, or sensitive information that is not authorized; K. Engaging in any political activity prohibited by law; L. Using the system for illegal purpose. VII. Employees shall not knowingly or willfully create or propagate any virus, malware, worm, Trojan horse or other destructive program code. All items downloaded from the Internet to the City's system or website are to be scanned for viruses. A. All internet access is subject to information security controls which includes but is not limited to monitoring and scanning for malicious software or activity. VIII. Violations of these procedures may result in disciplinary action up to and including termination. Revision Date:12/14/202 Page 459 Item#19. City of Meridian 1 Standard Operating Procedures Number 6.2.5 Credit Cards Purpose: To set forth the procedures for appropriate use of City-issued credit cards. Procedures and Related Information: I. The City may provide credit cards for specific business purposes. Purchases of products or services for personal use are not allowed. II. Under no circumstances will a City credit card be used for personal expenses and/or purchases. Unauthorized personal use of City credit cards may be treated as personal theft and/or embezzlement, which may result in collection efforts (to recuperate related costs) as well as appropriate disciplinary action, up to and including termination. III. Violation of this policy may result in loss of credit card privileges and/or disciplinary action, up to and including termination. IV. No employee is authorized to open a charge account. Only the Finance Director can authorize charge accounts. Revision Date:12/14/202 Page 460 Item#19. C��W, IDIAN�-- City of Meridian Standard Operating Procedure Number 6.2.6 Mobile Devices Purpose: To set forth the City's procedures for the use of personal and City owned mobile devices,taxable allowance for personal mobile devices, and email used on mobile devices.Throughout this procedure the term "mobile device" includes cellular phones, smartphones,tablets, etc. Procedures and Related Information: I. Use at Work A. While at work employees are to exercise the same discretion in using personal mobile devices as they do for City-owned devices. Excessive personal calls,texting, or other mobile device use during the workday, regardless of the device used, can interfere with employee productivity and be distracting to others.Therefore, excessive personal use, regardless of the device used, during an employee's workday is prohibited. Flexibility may be provided in circumstances demanding immediate attention. B. If the employee does not use an assigned City owned device in a 90-day period,the device shall be returned to the Finance Department and service deactivated. II. Management A. Some employees may need to use mobile devices to conduct legitimate City business. Departments shall evaluate the necessity for the levels of mobile device service each employee's job requires, if any. B. Departments shall be responsible for oversight of employee mobile device usage and shall monitor and review such usage to ensure the use is appropriate. III. Services/Devices A. The City shall purchase up to one mobile device and if needed, one cellular plan per employee to meet the operation needs of the City. Public Safety and Senior Management may have exceptions if the business case deems it appropriate and if approved by department director or designee. IV. Mobile Device Taxable Allowance A. Department Directors or designee may provide a mobile device taxable allowance at their discretion to employees that are required to regularly use his or her personal mobile device for work purposes. Revision Date:12/14/202 Page 461 Item#19. B. The City will pay a monthly taxable allowance amount of up to $30. C. Monthly taxable allowance is applicable for only 1 (one) personal device. D. Taxable allowance only applicable for cell and/or data service. E. Taxable allowance only allowable if employee does NOT have a City owned mobile device (except in the event of acceptable multiple devices) and if subject to approval by Finance. V. Personal Mobile Device A. The employee is responsible for the purchase of his or her mobile device service, mobile device, replacements, accessories, warranty, insurance, early termination fees and activation fees. An employee receiving a taxable allowance for personal mobile device use for City business in accordance with this regulation will be expected to maintain the mobile device in working order and available for City business as needed and as reasonably expected. B. The City will not be liable for damage or loss of personal mobile devices brought into or used in the workplace. C. The employee is responsible for the administration and payment of all personal mobile device bills and will in no way create financial liability for the City beyond the amount agreed to by the Department Director or designee. VI. City Owned Mobile Device A. Personal Use of City Owned Mobile Devices 1. The City may issue a mobile device to an employee for work-related communications. Minimal personal use is permitted, but employees will be required to reimburse the City if such personal use results in overage charges. 2. Failure to reimburse the City for the cost of overage charges due to personal use of a City owned mobile device will result in tax liability for the employee, as well as possible disciplinary actions up to and including termination. B. Separated Employees 1. It is the responsibility of the Department Director(or designee)to retrieve devices from separated employees, including credentials for said device, and return the device to Finance or IT. If the device is locked, the department may be charged to replace the device. Revision Date:12/14/202 Page 462 Item#19. 2. Upon resignation or termination of employment or at any time upon request, the employee will be asked to present the assigned City owned mobile device to the City. 3. Employees unable to present the City owned mobile device in good working condition within the time period requested (for example, 24 hours) will be expected to bear the cost of replacement at the City's current discounted cost for replacement. Failure to reimburse the City for the cost of the mobile device will result in a garnishment on the employee's final paycheck for the current replacement cost of the mobile device. C. Device Acquisition/Selection 1. Finance (cell phones) and IT(all other mobile devices) are the responsible parties for acquiring City owned mobile devices. D. Upgrades/ Replacements 1. The City will upgrade City mobile devices no earlier than every two years if necessary, unless there are financial incentives to do so earlier and no other negative financial impact to the City or if IT determines there is a technical need to upgrade earlier. Mobile device upgrades will be executed at the lowest cost to the City for comparable devices. E. Device Management 1. IT does not manage backups for City owned cell phones.To ensure data is not lost,the employee shall backup their device regularly. 2. Employees shall use a City email address for any account or service associated with the device. 3. Employees shall upgrade cell phone software regularly. Automatic updates shall be turned on. 4. Cell phone activations shall be handled by Finance. F. Loss, Damage, or Theft 1. Employees in possession of City owned mobile devices are expected to protect the mobile device from loss, damage or theft. 2. Repeat damage or loss of mobile devices shall be at the employee's expense when the Department Director or designee deems necessary. 3. If an incident occurs,the employee is required to notify IT as soon as possible. IT will permanently erase (remote wipe) all data on the device to protect City Revision Date:12/14/202 Page 463 Item#19. systems.This applies to City employee's personal device(s), if the personal device has access to City systems, such as email. 4. The City will replace City mobile devices damaged beyond repair when deemed necessary by Department Director or designee and is subject to approval by Finance or IT.The City will replace damaged mobile devices with comparable mobile devices at the lowest cost available at the time of replacement. Any requests for mobile device replacements that exceed the lowest cost available will require Department Director(or designee) and IT approval, and must have an available line item budget for the additional costs. G. Mobile Device Accessories 1. The City may provide 1 (one) power outlet mobile device charger, 1 (one) automobile mobile device charger, and 1 (one) mobile device case upon original issuance of mobile device. All other needs or changes for mobile device accessories will be at the cost to the assigned employee and will not create any additional costs to the City. 2. The City will replace any damaged power outlet mobile device charger or automobile mobile device charger upon receipt of the damaged item with a comparable item at the lowest cost to the City. 3. Repeat damage or loss of mobile device accessories shall be at the employee's expense when the Department Director or designee deems necessary. VI I. Overages A. Any data use that incurs overage charges is subject to review.Any data use that incurs overage charges that is not substantiated as business use will be reimbursed to the City by the employee. VIII. Monitoring and Privacy A. The City monitors the use of City owned mobile devices to ensure that these resources are used effectively, appropriately, legally, and in accordance with the City's policies and regulations. The City may monitor randomly, in response to a particular problem, or, in some cases, continuously. The City reserves the right to inspect any and all information stored on or in mobile devices. The City also reserves the right to inspect any and all messages and data sent and received. The City may also choose or be required to publicize this data. B. Employees using mobile devices expressly waive any right of privacy in anything they create, store, send or receive on a City mobile device or through the City provided Internet, other computer network and/or any other City resources. Revision Date:12/14/202 Page 464 Item#19. C. Employees should not consider any electronic communication, media or services to be private.Although mobile devices can be protected by passwords, employees should not assume that the passwords provide them with privacy or ownership of their mobile device account or the records within it. D. The City can use Mobile Device Management (MDM)solution on City owned mobile devices. Removal of MDM software is prohibited. IX. Safety A. Employees who use mobile devices for City business, regardless of how the devices are issued and funded, are required to read and follow the City of Meridian Policy 6.2.1 - Use of City Vehicles. X. Email for Mobile Devices A. IT Support 1. The IT department will support email on mobile devices via Exchange Activesync. 2. iTunes will NOT be installed for or as part of any email set up for mobile devices. 3. Rooted or jail-broken (or otherwise altered from the manufactured state) devices are NOT permitted. B. Disclaimers 1. Note that if your phone is compromised or at risk, it will be blocked from being able to connect to City email. 2. If you choose to sync contacts on an iPhone, it will give you an option to keep on your phone or delete them. Make sure you keep them unless they are no longer needed. C. Password Requirement- By connecting a mobile device to Exchange ActiveSync,you agree that the email system will place a policy on your phone that will require you to password protect your phone.This policy will also grant the City the ability to remote wipe your phone in the event it is lost or stolen (meaning all data on the phone would be lost). D. Remote Wipe- By syncing your mobile device to the Exchange ActiveSync server,the IT department will gain the ability to remotely wipe all data from your mobile device. Remote Wipe shall only be used if your mobile device is lost or stolen. Revision Date:12/14/202 Page 465 Item#19. E. Password Resets- If you set up your mobile device to access your email, keep in mind that whenever you change your City password,you will also need to change it on your mobile device. If you do not,you may be locked out of services. F. Police Department Requirements 1. Only Apple devices shall be used with City email. 2. Device must be encrypted (will be encrypted by turning on password requirement). 3. City owned devices only. Revision Date:12/14/202 Page 466 Item#19. C�WF,Nt r.� City of Meridian Standard Operating Procedure Number 6.2.7 Use of the Fitness Facility in City Hall Purpose: To set forth the City's procedures regarding the use of the Fitness Facility in City Hall. Procedures and Related Information: I. All use of the Fitness Facility is at the employee's own risk.Any sustained injuries from use of the facility or its equipment should be reported to Human Resources. However,they are not compensable under Worker's Compensation Insurance. Sworn police officers and represented members in the Fire Department who are required to exercise while on duty and injure themselves may be covered by Worker's Compensation. II. Safety in using the Fitness Facility is of the utmost importance. Employees are encouraged to only use the Fitness Facility if they have been properly trained.Training classes may be offered periodically.All proper methods of sanitizing the equipment and using the appropriate hygiene methods for the use of this equipment must be followed. Sanitizing products will be provided by the City. Directions for sanitizing and use of the equipment will be available in the Fitness Facility. Failure to do so many be cause to suspend an employee's ability to use the Fitness Facility. III. Maintenance of the equipment will be performed by the City. IV. Employees are allowed to use the facility during non-work hours, such as before work, lunch break, or after work. Use of the facility during work hours is not prohibited, however such use shall not impact an employee's productivity nor otherwise interfere with City business. Excessive use during work hours in the judgment of the supervisor and department director or designee, in conjunction with Human Resources, may result in suspension from the facility and/or disciplinary action, up to and including termination. V. Locker rooms are considered part of the Fitness Facility and shall be kept in orderly and sanitary condition by all users. VI. Employees shall report malfunctioning equipment, any unsanitary conditions, or misuse of the facility or locker rooms, including any suspicious or inappropriate behavior to Human Resources. Revision Date:12/14/202 Page 467 Item#19. City of Meridian 1 Standard Operating Procedures Number 6.3 Training and Development Purpose: To set forth the City's procedures regarding support for employee in job-related development and training efforts. Procedures and Related Information: I. Job-Related Required Training A. The City shall pay for all training that is required to maintain qualifications for performing assigned job duties. Department directors shall be responsible for ensuring that all necessary funds are available for required training. Scheduling of required training is at the discretion of the department director so as to best meet operational and staffing needs. City-sponsored or required training shall generally be arranged during regularly scheduled work hours.A department director may change the standard work hours to accommodate required attendance at such training activities. Such required training shall be recorded as time worked within the meaning of these procedures. Non-exempt employees required to attend training outside regularly scheduled work hours may be eligible for overtime pay. II. Job-Related Discretionary Training A. The City supports job-related training and development programs that are designed to improve the employee's performance in his/her current duties or in developing new job- related skills and abilities. Employees may approach their supervisors regarding training opportunities, or supervisors may require employee attendance at additional training and development courses and activities. B. Where employees request job-related training, it shall be the decision of the department director to approve such training. Approval for training is at the sole discretion of the department director and in conformance with City budgetary guidelines. C. Employees attending training programs sponsored or required by the City during regularly scheduled work hours will be compensated at their regular rate of pay. If training is held outside the City limits, employees are eligible for reimbursement for expenses consistent with the City's travel reimbursement policy. III. Non-Job- Related Discretionary Training Revision Date:12/14/202 Page 468 Item#19. A. Employees are encouraged to seek training and development opportunities that contribute to their personal growth and development.As such, the City may support an employee's attendance to non-required, non-job-related training programs by allowing vacation or in some instances, unpaid time off may be approved if no vacation time is available to attend such training if approved by the immediate supervisor and department director. Departments may consult with Human Resources for information regarding discretionary training. B. The cost of the training will not typically be paid for by the City unless pre-approved by the department director in conjunction with Human Resources. Employees must pay for all related training costs unless otherwise authorized. C. Employees will not receive compensation for time spent in discretionary training conducted outside normal work hours. Revision Date:12/14/202 Page 469 Item#19. City of Meridian 1 Standard Operating Procedures Number 6.4 Absenteeism and Tardiness Purpose: To set forth the City' procedures regarding absenteeism and tardiness expectations for City employees. Procedures and Related Information: I. The City of Meridian expects all employees to assume diligent responsibility for their attendance and to report to work on time. Recognizing, however, that illnesses and injuries may occur, the City has established paid leave policies and benefit plans to compensate regular full-time employees for certain time lost for legitimate medical reasons, including time off to secure necessary treatment for a disability. Please consult the appropriate policies for information regarding these benefits. II. Employees are expected to communicate with their supervisor at least% hour in advance of any absence or tardiness. Supervisors have the discretion of selecting their preferred method of communication for employees to use for this purpose and should advise their employees accordingly. (Examples include phone call, email,text, etc.). III. Excessive absenteeism causes problems in providing an adequate, qualified workforce to meet the City's obligations. The City intends to make reasonable efforts to find alternative solutions to this problem including possible eligibility for a leave of absence, but it may become necessary to reassign,demote,or terminate and replace an employee so that dependable regular full-time and part-time help is available. Such action will generally only be taken after alternatives have been explored. The City will afford reasonable accommodation (unless it becomes an undue hardship) to a qualified employee with a disability,or for an employee's religious beliefs. These procedures are not applicable to employees on state or federal military, or family medical leave. IV. Employees who fail to report to work for three (3) consecutive workdays without notifying the City will be deemed to have voluntarily quit. V. Absenteeism or tardiness that is unexcused or excessive in the judgment of the department director is grounds for disciplinary action, up to and including termination. Revision Date:12/14/202 Page 470 Item#19. City of Meridian 1 Standard Operating Procedures Number 6.5 Bulletin Boards Purpose: To set forth the City's procedures regarding posting announcements or activities on City provided bulletin boards in City facilities. Procedures and Related Information: I. Human Resources in conjunction with department directors or designee shall ensure that each facility has a bulletin board with properly posted State and Federal laws and City-related announcements and information so that employees have a consistent point of reference. II. Information of special interest to all employees may be posted on the City's bulletin boards. Employees may not post any information on these bulletin boards without authorization from the department director or designee. III. No personal or outside vendor or business information or solicitation is to be placed on City bulletin boards. Revision Date:12/14/202 Page 471 Item#19. City of Meridian 1 Standard Operating Procedures Number 6.6 Driver's License Requirements Purpose: To set forth the City's procedures regarding driver's license requirements for positions that require a valid driver's license as a normal part of job qualifications. Procedures and Related Information: I. For certain City positions, an employee may be required to have and maintain a valid current Idaho driver's license or valid Commercial Driver's License (CDL)with a Class A or B endorsement.All employees shall be required to have or obtain a valid, current Idaho Driver's License within 30 days of their hire date. II. If an employee's license is revoked, suspended, or lost, or in any other way not current,valid, or in the employee's possession, the employee shall promptly notify his/her supervisor and/or department director or designee and will be immediately suspended from driving duties. The employee may not resume driving until proof of a valid, current license and the reason for change in licensure status is provided to his/her supervisor or department director or designee. Depending on the duration of license suspension, revocation, or other inability to drive, an employee may be subject to disciplinary action, up to and including termination. Revision Date:12/14/202 Page 472 Item#19. City of Meridian 1 Standard Operating Procedures Number 6.7 Emergency Closure Purpose: To set forth the City's procedures regarding emergency closure practices of City facilities and/or services due to emergency conditions or unusual weather. Procedures and Related Information: I. In the case of emergency closures following the start of the workday, certain non-essential personnel may be sent home as directed by the Mayor or City Council if the Mayor is not available. When possible, affected employees will be given the opportunity to work remotely or perform other tasks not usually associated with their normal duties at no loss in pay. If remote work or other assignments are not available, employees will be sent home with pay. II. If the decision is made to curtail City services prior to the start of normal business operations, every effort will be made to notify affected employees before the start of their regularly scheduled reporting time. Supervisors who become aware of the intent to close facilities shall be responsible for contacting employees under their supervision. III. During times of inclement weather or natural disaster, it is essential that the City continue to provide vital public services (e.g., fire, police, water, etc.). Unless otherwise notified, employees are expected to make every reasonable effort to report to work without endangering their personal safety. IV. Employees unable to report to work due to the weather, or employees who leave early because of unusual weather conditions, may charge time missed to vacation leave provided the employee has accrued vacation leave time. The employee must notify his/her supervisor within % hour or as soon as possible for late arrival or early departure due to weather conditions. Revision Date:12/14/202 Page 473 Item#19. City of Meridian 1 Standard Operating Procedures Number 6.8 Nepotism Purpose: To set forth the City's procedures regarding when immediate family members, as defined below, of current City employees, elected officials, or appointed officials may be employed. Procedures and Related Information: I. For purposes of these procedures, "immediate family" includes: A. Spouse, child, step-child, parent, step-parent, brother, sister, step-sibling, "in-law" relatives, grandparent or grandchild of the employee; or B. Any other member of the employee's immediate household, including the employee's domestic partner and his/her children or relatives as referenced above. II. The immediate family of current City employees and elected or appointed officials will not be employed by the City where: A. One of the parties would have the authority to supervise, appoint, remove, or discipline the other; B. One party would handle confidential material that creates improper or inappropriate access to the material by the other; C. One party would be responsible for evaluating the work of the other; D. Other circumstances exist that might lead to real or perceived potential conflict among the parties or conflict between the interest of one or both parties and the best interests of the City. E. These will also be considered when assigning,transferring, or promoting an employee related by blood, marriage, or adoption to any other employee. F. In conformance with the Conflict of Interest Standard Operating Policy and Procedures, no one may be employed by the City who is related within the first degree of consanguinity to an employee of the Mayor's Office, City Attorney's Office, Finance Department, Information Technology or Human Resources, or any directors of a City Department. This shall include relationships created by blood, marriage, or adoption. G. The Human Resources Director in consultation, if needed, with the City Attorney shall be empowered to act to assist departments in identifying and eliminating nepotism including Revision Date:12/14/202 Page 474 Item#19. conflicts of interest whenever possible. The Mayor and City Council may agree to jointly waive said conflict. This procedure shall not apply to the City's Youth-Work-Life Skills program. III. Employees Who Marry or Co-Habitate in a Domestic Relationship A. Employees shall inform their immediate supervisor when employees marry, become related in an immediate family relationship as defined above, or begin sharing living quarters with one another with the intention of forming a domestic relationship. B. A supervisor upon receipt of employee notification shall immediately inform the department director and Human Resources who will determine if the potential problems noted above exist or could exist. If so, only one of the employees will be allowed to remain in the same department or work unit. C. Where possible, one or both of the affected employees will be given the option to transfer to another position in the City for which he/she is qualified. Where transfer is not an option, one of the affected employees will have to resign or be terminated.The affected employees may be given the opportunity to decide between themselves which employee will transfer or resign. D. The decision must be made within thirty(30) calendar days of the date they marry, become related, or begin sharing living quarters with each other. If no decision is made during this time,the Human Resources Director in consultation with the department director, City Attorney, and Mayor,where appropriate,will make the decision based on the best interests of the City. Revision Date:12/14/202 Page 475 Item#19. City of Meridian 1 Standard Operating Procedures Number 6.9 Safety Purpose: To provide guidelines regarding the safety and well-being of employees, as well as to outline the procedure should any unsafe practice be reported or accident/injury take place. Procedures and Related Information: I. Commitment to a Safe Work Environment A. It is the policy of the City to comply with federal and state laws, rules and regulations, and to provide a work environment as free as practicable from health and safety hazards. B. The City believes most accidents are preventable, and it is committed to finding new ways to prevent injuries and accidents. Each department shall develop safety procedures in order to minimize and avoid on-the-job injuries and accidents. C. Supervisors and department directors, or designees shall be responsible for leadership of safety programs, developing proper safe work procedures, and enforcing all safety rules, including the maintenance of a safe working environment. D. Employees are responsible for adhering to all safety procedures, using safety equipment in the proper manner, and continuously employing safe work practices. It is the employee's responsibility to inform their supervisor immediately of any hazardous or unsafe working situation or condition. Any continuing or pervasive hazardous or unsafe working conditions should be reported to the department director or designee, Human Resources or designee, or the Compliance and Ethics Help Line. E. Any questions concerning safety procedures should be directed to the supervisor or department director. II. On-the-Job Injuries/Workers' Compensation A. All employees are covered by the State Workers Compensation program.This insurance covers employees in case of on-the-job injuries or job-related illnesses. In the event of an on-the job injury, certain forms and procedures are required. Revision Date:12/14/202 Page 476 Item#19. B. Reporting On-the-Job Injuries 1. Regardless of the severity of an injury, employees are required to report all job- related accidents to their supervisor within their work shift, but in no circumstance later than the next business day. 2. During working hours, all employees sustaining an injury should be directed to St. Luke's Occupational Health Services for general and police or Emergency Responders for fire for treatment, except in the case of an emergency.The supervisor or department director is required to submit the First Report of Injury form to the Human Resources within five (5) working days or as soon as practicable to allow filing of worker's compensation claims in the proper manner. All on-the-job injury reports shall be maintained in a separate medical file in Human Resources. 3. If an employee is disabled temporarily by an on-the-job accident, he/she shall use sick and/or vacation leave until such time as the claim is approved. Once the claim is approved,the employee will receive any used leave back and any time loss associated with the claim will be paid 100% by the City. Return to employment will be authorized on a case-by-case basis upon consultation with the physician, department director, Human Resources, and the State Insurance Fund. 4. Time lost for more than three (3) working days for general and police employees or (6)work shift for twenty-four-hour employees or(10) consecutive days for forty- hour fire union employees shall be charged against the twelve (12) weeks of leave provided for in the Family and Medical Leave Act whether or not the employee requests FMLA. 5. Workers Compensation provisions for represented employees in the Fire Department shall be governed by the provisions of the collective labor agreement. C. Any questions concerning completion of forms, workers compensation benefits, or processes should be directed to Human Resources. Revision Date:12/14/202 Page 477 Item#19. City of Meridian 1 Standard Operating Procedures Number 6.10 Political Activities Purpose: To set forth the City's procedures regarding when City employees and City volunteers can be involved in political activities. Procedures and Related Information: I. It is in the best interest of the City, in the administration of its duties and responsibilities,that City employees and City volunteers maintain at all times neutrality regarding any election, whether it is federal, state, municipal, or any government subdivision of the State of Idaho during their working hours and at all other times the City employee and City volunteer is on active duty, is wearing a City uniform, and/or is otherwise representing the City and its interests. ll. Prohibition of Electioneering A. Definition of Electioneering: The act of campaigning to influence the result of an election in favor of a particular candidate or party. B. No City employee nor City volunteer shall engage in any electioneering, regarding any election whether federal, state, and municipal or any government subdivision of the State of Idaho. These procedures apply to any City employee or City volunteer during working hours or at any other time he/she is on active duty, is responding to a call, and/or is wearing a City uniform (but not including on-call time where the employee is off City premises and not in uniform). This includes, but is not limited to,telephone calls, personal conversations,faxes, email, and/or any other communications;the circulation of cards or handbills of any kind; the soliciting of signatures to any kind of petition for candidacy or election question; and/or the use of City vehicles for the placement thereon of any related bumper stickers, placards, or signs. III. These procedures shall not be interpreted to include activity of providing information regarding City elections to the public pertaining to bond issues or other elections which are revenue elections submitted by the City to the voters, nor do these procedures pertain to prescribed duties of City employees in the conduct of any City election. IV. Violation of these procedures may result in disciplinary action, up to and including termination. Revision Date:12/14/202 Page 478 Item#19. City of Meridian 1 Standard Operating Procedures Number 6.11 Gifts&Gratuities Purpose: To set forth the City's procedures regarding when City employees, appointed, and elected officials may accept gifts, money, and/or gratuities from outside organizations or individuals. Procedures and Related Information: I. City employees are prohibited from soliciting or accepting gifts, money, and/or gratuities from organizations,vendors, contractors, or their agents in value over$50 in accordance with local, state, and federal guidelines and laws. II. Each employee, appointed, and elected official is responsible for tracking and reporting gifts and gratuities in excess of$50 from outside vendors, organizations, contractors or others that are received in the capacity of a City employee, appointed, and/or elected official in accordance with local, state, and federal guidelines and laws. Employees and appointed officials shall report these to their supervisor and elected officials shall report them to the City Attorney. III. Human Resources, in conjunction with supervisors and department directors, are responsible for enforcing this policy at the department level.The City Attorney shall be consulted for matters involving the Mayor, City Council, and appointed officials. IV. Employees in the Police and Fire departments should refer to the department's standard of operation procedures. V. This section does not apply to campaign contributions. VI. Exception: A. For purposes of these procedures, prohibited gifts and/or gratuities do not include prizes that are: 1. Won in a contest or event unrelated to the employee's official duties; 2. Won in a truly random drawing; or 3. Won in a contest or event open to the public. Revision Date:12/14/202 Page 479 Item#19. City of Meridian 1 Standard Operating Procedures Number 6.12 Solicitation Purpose: To set forth the City's procedures regarding non-work-related solicitation in the workplace. Procedures and Related Information: I. Most forms of selling and soliciting are inappropriate in the workplace. They can be an intrusion on employees and citizens, and may present a risk to employee safety or to the security of the City or employee property. Therefore, persons not employed by the City may not at any time solicit,survey, petition,or distribute literature on City premises that are generally not open to the public. This includes persons soliciting for charities, salespersons, questionnaire surveyors, labor union organizers, or any other solicitor or distributor. ll. The Mayor may make exceptions to this rule in special circumstances where the City determines that an exception would serve the best interests of the organization or its employees. III. Employees may not solicit for any purpose during work time. Reasonable forms of solicitation are permitted during non-work time, such as before or after work or during meal or break periods. Employees who are on non-work time may not solicit other employees who are on work time. Employees may not solicit for any purpose during work time or in work areas. Revision Date:12/14/202 Page 480 Item#19. City of Meridian 1 Standard Operating Procedures Number 6.13 Outside Employment Purpose: To set forth the City's procedures for employees regarding outside employment in addition to their duties and responsibilities for their employment at the City. Procedures and Related Information: I. The City of Meridian does not prohibit an employee from working a second job as long as such employment does not interfere or conflict with the employee's regularly scheduled City job responsibilities or the employee's ability to meet City job expectations. II. Employees are required in advance of accepting or conducting outside employment to notify their director and supervisor, or Mayor, if outside employment involves a director, in writing using the City of Meridian Outside Employment Form. Notification should include, but not be limited to, a detailed description of the outside employment responsibilities and expectations, work hours, and any other obligations of the outside employment. Upon receipt of the notification, the supervisor and department director will approve or deny the request. In cases where outside employment may directly or indirectly interfere or conflict with City employment, or the director or supervisor is concerned about potential negative effects on City employment, the request will be denied. III. The department director or designee, or if the employee is a director the Mayor, shall determine whether the outside job interferes or conflicts with the employee's City job responsibilities. Supervisors shall communicate with employees should outside employment appear to negatively impact the performance of their City position in order to find ways to improve performance. In cases where employees have been warned about poor performance, additional disciplinary action may result, up to and including termination. IV. Employees engaged in outside multi-level marketing employment do not need to provide notification provided they do not hold a leadership role and can fulfill their responsibilities and expectation outside of city employment work hours. Employees may only solicit in accordance with the Solicitation Policy and Procedures 6.12. V. All written approvals for outside employment shall be forwarded to Human Resources to be placed in the employee personnel file. Revision Date:12/14/202 Page 481 Item#19. C�WF,Nt City of Meridian Standard Operating Procedures Number 6.14 Appropriate Clothing Attire for Work Purposes and Procurement Purpose: To set forth the City's procedures regarding appropriate employee attire for the workplace and the use of City funds for the procurement of work clothing and uniforms. Procedures and Related Information: I. The department director or designee should establish dress code guidelines consistent with the policy and appropriate for their department and ensure the guidelines are communicated to their department employees. Upon receipt of a complaint of an employee's inappropriate attire,the department director or designee should attempt to resolve the matter, including sending the employee home to change into department-appropriate attire if required. Human Resources may be consulted, if necessary,to help resolve. Repeated non-compliance may lead to disciplinary action, up to and including termination. II. As authorized by the department director or designee, all clothing purchased with City funds must be practical and appropriate for the job being performed. Clothing should be inscribed to indicate the employee is an employee of the City of Meridian. III. Employees are to take reasonable caution in the cleaning and maintenance of all supplied clothing. IV. If clothing or uniforms are supplied, the employee is required to wear the provided clothing or uniform in accordance with departmental policy and procedures or as set by the department director. If clothing is worn or destroyed sooner than normal, the employee will be responsible for replacement. Exceptions must be approved by the department director. V. Upon separation from employment, the City reserves the right to request the return of all usable issued items and may withhold the value of the items to be returned from the employee's final paycheck until all items are returned. VI. Department Specific Guidelines A. Administrative Staff for all Departments 1. Employees may be issued shirts that are required to be worn. Alternatively, office and administrative staff in all departments of the City may request to purchase City of Meridian logo clothing at the discretion of the department director, but it may not exceed funds budgeted for"employee incentives" annually. The employee may have the option to apply this designated amount to Revision Date:12/14/202 Page 482 Item#19. a larger purchase, with the difference being paid by the employee.The City logo may only be placed on articles of clothing that are appropriate for the workplace. B. Fire Department 1. Uniform and dress requirements for all Fire Department personnel are detailed in Meridian Fire Department Policy. C. Parks& Recreation Department 1. Employees may be issued shirts, sweat shirts, and other outer wear,such as coats and overalls. 2. Overalls and other outerwear are exempt from the safety color requirement. The director may authorize other clothing type that is work related to the position of the employee. Employees are provided with City logo hats. D. Police Department 1. Uniform and dress requirements for all Police Department personnel are detailed in the Meridian Police Department Policy and Procedure, Chapter II, Section 3 Uniform and Equipment. 2. All sworn officers receive a clothing allowance per year and are allocated additional chits for dry cleaning; initial uniforms and equipment are purchased and supplied by the department on hire. 3. Non-sworn personnel are governed by the section on administrative staff. 4. All clothing allowance is paid directly to the employee and is taxed. E. Public Works Field Inspection Personnel 1. Employees may be issued shirts, sweat shirts, and other outer wear, such as coats and overalls. 2. Overalls and other outerwear are exempt from the safety color requirement. The director may authorize other clothing type that is work related to the position of the employee. Employees are provided with City logo hats. Revision Date:12/14/202 Page 483 Item#19. F. Waste Water Treatment Plant and Water Department 1. Employees may be issued shirts, sweat shirts, and other outer wear, such as coats and overalls. 2. Overalls and other outerwear are exempt from the safety color requirement. The director may authorize other clothing type that is work related to the position of the employee. Employees are provided with City logo hats. Revision Date:12/14/202 Page 484 Item#19. C�WF,Nt r.� City of Meridian Standard Operating Procedure Number 6.15 City Hall Employee Parking Permits Purpose: To set forth the City's procedures regarding issuance of a City Hall Employee Parking Permit. Procedures and Related Information: I. City Hall Parking Lots- For purposes of these procedures, City Hall parking lots are referred to and located as follows: A. SOUTH Lot-The parking lot located on the south side of City Hall. B. FRONT Lot-The parking lot located in front of City Hall (bordered by Broadway and Main). C. WEST Lot-The parking lot bordered by Meridian and Broadway. D. BOWER Street Lot—The parking lot located on Meridian and E. Bower. II. The SOUTH Lot and WEST Lot are referred to as "designated City Hall employee parking lots" in these procedures. III. Availability of any leased parking lot locations may be subject to change depending on lease arrangements. IV. Issuance of Parking Lot Permits A. The Human Resources Department shall issue to each full—and part-time employee whose primary work location is City Hall one (1) City Parking Permit only to be used in designated City Hall employee parking lots. B. Employees may purchase a second City Hall Employee Parking Permit for a fee. V. General Rules and Guidelines for Use of Designated City Hall Employee Parking Lots A. Parking in designated City Hall employee parking lots shall require a City Hall employee Parking Permit between 7:00 a.m. and 6:00 p.m., Monday through Friday, excluding City Holidays. B. Permits must be visibly displayed on the windshield side of the vehicle's rearview mirror. Revision Date:12/14/202 Page 485 Item#19. C. Employee-owned trailers, motor homes, recreational vehicles, or vehicles with a GVWR greater than twelve thousand (12,000) pounds may only be parked temporarily in the WEST Lot. D. Any sale, barter, alteration, or duplication of a City Hall Employee Parking Permit is prohibited. E. No contract or seasonal employee will receive a City Hall Employee Parking Permit. Department Directors or designees may request a permit for such employee if it is necessary for the performance of such employee's job. F. All City fleet vehicles should be parked in their assigned spaces or in the designated location for fleet parking. (City Hall FRONT Lot or BOWER Street Lot). Where no assigned space is provided,fleet parking is available, in the FRONT Lot in stalls along Main St., if possible. G. Marked emergency vehicles for Police and Fire may park in the FRONT Lot without a City Hall Employee Parking Permit. H. If an employee forgets his or her City Hall Employee Parking Permit, he or she may request from Human Resources a temporary permit for the day. I. If a City Hall Employee Parking Permit is lost or missing,the employee must report such loss to Human Resources and will be issued a new permit after paying the appropriate fee. Damaged or worn out permits may be replaced for no charge. J. Failure to display a City Hall Employee Parking Permit may cause the vehicle to be ticketed.The employee shall be solely responsible for any costs associated with such ticket. K. At times, certain employees may be required to park in the FRONT Lot and will be so instructed by Human Resources. L. Employees visiting City Hall from other work locations may park in the FRONT Lot, but only with a One-Day Special Parking Permit, and only for the duration required for their, meeting,training, etc. M. Abuse or repeated violations of the City Hall Employee Parking Permit policy and these procedures may be grounds to rescind the employee's City Hall Employee Parking Permit. Revision Date:12/14/202 Page 486 Item#19. C�WF,Nt City of Meridian Standard Operating Procedure Number 6.16 Employee Identification/Prox Cards Purpose: To set forth the City's procedures regarding employee identification/prox cards (ID card) that must be worn and visible at all times while working. Procedures and Related Information: I. Human Resources will issue employee ID/Prox Cards on the first day of employment. II. The Police Chief or designee shall issue the ID and ID/Prox cards to Police personnel. III. Employees shall visibly display their ID or ID/Prox Card at all times and when the employee is on duty and if requested by another member of the public to see the card shall show it to them. IV. Exemptions from wearing the ID or ID/Prox card may be approved by the department director for safety purposes, such as undercover police officers, firefighters in turn-outs, maintenance personnel, etc. V. Employees must wear their ID or ID/Prox card in City Hall at all times, unless exempted. VI. Employees may not put pins in or poke holes into the cards. VII. If an employee forgets their ID/Prox card, they may request a temporary for the day. A continuing need for a temporary may be referred to the employee's supervisor. VIII. Employees may get a replacement for a lost ID card or ID/Prox card and pay the appropriate charge. IX. Damaged, stolen, or worn out cards maybe replaced for no charge. X. The City may, at its discretion, require the employee to acquire a new card due to changes in the employee's appearance. In this instance there would be no charge to the employee. XI. The employee's supervisor, department director, Human Resources Director, or the Mayor may demand the surrender of an ID or ID/Prox card. XII. If an ID or ID/Prox card is lost, stolen, or surrendered for any purpose as described in these Revision Date:12/14/202 Page 487 Item#19. procedures, Human Resources must be notified immediately. Revision Date:12/14/202 Page 488 Item#19. C�VF,Nt City of Meridian Standard Operating Procedure Number 6.17 Requests for Public Records or Information Purpose: To set forth the City's procedures regarding employee response to requests for public records or information. Procedure and Related Information: These procedures are meant to provide a consistent, statutorily-compliant process for employees to follow in replying to a request from a member of the public for public records maintained by the City during the course of conducting its business. Under the Idaho Public Records Act(Idaho Code sections 74-105 through 74-126),there is a presumption that all public records may be examined and copied by any person. Upon receipt of a request for a public record,whether such request is made in writing,verbally, or by email,the City must respond to the request within three working days. The City may grant the request, deny the request, or notify the Requestor that more time is needed to respond. (Idaho Code section 74-103). Decisions regarding the release of public information, public records, or other information in the custody of a public official are to be made by the City Clerk's Office,the official custodian of all City records pursuant to State law. These procedures establish a timely, consistent, and statutorily compliant process for handling all public records requests received by the City, whether received by the City Clerk's Office or by any other City department. These procedures apply to all City employees and departments, with the exception of the Meridian Fire and Police Departments and their employees, to the extent that these departments have a specific, pre-existing public records disclosure policy in place. I. Intake of Public Records Requests;Time Computation by Law From the date a request for public records or information is received,the City has only three working days to respond to the request. The three-day time limit does not include the date of the receipt of the request, but it does include the last day. Saturdays, Sundays, and holidays on which the City is closed are not included in the three-day time limit. (See Idaho Rules of Civil Procedure Rule 6(a)). As to requests received after 5:00 p.m., the date of receipt shall be the next working day. A. Written Requests for Public Records. Upon receiving a written request for documents or information, whether by mail, email,fax, on-line, or personal delivery, employees shall route the request to the City Clerk's Office as soon as possible, but no later than 5:00 p.m. on the same day of its receipt. Though the City must respond to a request submitted to any Revision Date:12/14/202 Page 489 Item#19. department and received in any written form,for purposes of clarity and efficiency, the public should be encouraged to submit requests in writing and directly to the City Clerk's Office using the Public Records Request Form,which is available in the City Clerk's Office and online at the City's website. B. Oral Requests for Public Records. Upon receiving an oral request for documents or information, employees may immediately provide such documents or information only if all of these factors are present: 1. The requested document or information is subject to disclosure under the Idaho Public Records Act. If there is any question as to whether a record is subject to disclosure, employees should inquire with the City Clerk's Office; 2. Such documents or information are immediately accessible to the employee; 3. No research or analysis is requested or required; and 4. No more than ten (10) paper copies are provided in response to the oral request. If an oral request for public records does not meet all of the above criteria, the employee receiving the request shall encourage the Requestor to submit a written request directly to the City Clerk's Office, preferably using the Public Records Request On-Line Form. II. Processing of Public Records Requests Following receipt of a written request, any and all of the City's communication with the Requestor should come from the City Clerk's Office. Questions, concerns, and/or follow-up communications, whether from the employee referring the Requestor to the City Clerk, or from the Requestor him/herself, should be routed to the City Clerk's Office in order to ensure that there is a consistent, centralized line of communication between the City and the Requestor. A. City Clerk Notifies City Attorney and Department Retaining Records Upon receipt of a request for public records or information,the City Clerk shall promptly: (1) provide the City Attorney or designee a copy of the public records request, and (2) request the records from the department responsible for retaining the requested documents or information. The City Clerk will inform such department of the date and time by which it must copy and return the responsive materials to the City Clerk's Office. It is essential for employees to understand that time is of the essence in providing a response to a public records request. By law,the City has only three working days from the date the request is received to respond to the request. (Idaho Code section74-103.) Revision Date:12/14/202 Page 490 Item#19. B. Further, unless otherwise expressly directed by the City Clerk's Office or the City Attorney's Office, no employee shall redact, modify, edit, omit, destroy, or censor any document or information that is responsive to the request. Employees may discuss with the City Clerk and/or City Attorney any concerns regarding personal, sensitive, irrelevant, or exempt information known to be contained in any responsive record. C. Department Attempts to Locate Records Upon receipt of a request from the City Clerk, the department retaining the requested record shall identify which of the following procedures is applicable, and comply accordingly. 1. DEPARTMENT ACTION 1: The department shall promptly reproduce and provide copies of the responsive materials to the City Clerk's Office if: a. The department is able to locate, reproduce, and provide copies of the responsive materials to the City Clerk's Office within the designated time period, and b. Locating and retrieving the responsive records will require less than one (1) hour of staff time, and c. The responsive records are less than one hundred (100) or more pages in length. Upon receipt of the responsive materials from the department,the City Clerk's Office shall seek City Attorney review as set forth below prior to sending the response to the Requestor. 2. DEPARTMENT ACTION 2: The department shall immediately provide an estimate of staff time needed and number of pages that will comprise the response if: a. The department is able to locate, reproduce, and provide copies of the responsive materials to the City Clerk's Office within the designated time period, and b. Locating and retrieving the responsive records will require two (2) hours or more of staff time, or the responsive records are one hundred (100) or more pages in length. Upon receipt of the estimate from the department,the City Clerk's Office shall prepare a response to the Requestor that: (1) notifies the Requestor of the estimated costs of responding to the request; (2) requires that the Requestor pay the estimated costs prior to location and reproduction of the public records; (3) explains to the Requestor that if actual costs are less than the estimate,the Revision Date:12/14/202 Page 491 Item#19. difference will be refunded to Requestor, and that if actual costs are more than the estimate,they will be collected prior to provision of the records to Requestor. The City Clerk's Office shall seek attorney review as set forth below prior to sending the response and estimate to the Requestor. 3. DEPARTMENT ACTION 3: The department shall immediately inform the City Clerk's Office and the City Attorney's Office if: a. The department is unable to locate and provide responsive materials to the City Clerk's Office. The department shall specify whether the requested materials: (a) do not exist, (b) cannot be located at all, or(c) exist, but are not in the City's custody. Upon receipt of notice of inability to locate/provide records,the City Clerk's Office shall prepare a response to the Requestor that 1) notifies the Requestor of the denial of the request; (2) specifies the reason and statutory grounds for such denial; and (3) explains to the Requestor the timeline and mechanism to appeal the denial. The City Clerk's Office shall seek attorney review as set forth below prior to sending the response and estimate to the Requestor. 4. DEPARTMENT ACTION4: The department shall immediately inform the City Clerk's Office if: a. The department needs additional time to locate, copy, and provide responsive materials to the City Clerk's Office. The Idaho Public Records Act allows the City to notify the Requestor that additional time is needed to process the request, not to exceed ten (10)working days from the date the request was received. Upon receipt of notice that the department needs more time to locate and provide records,the City Clerk's Office shall, first, prepare a response to the Requestor(a) notifying the Requestor that more time is needed, and (b) specifying the date by which the request will be granted or denied. Next,the Clerk's Office shall recalculate the disclosure deadline and inform the department accordingly. D. City Clerk Seeks City Attorney Review Before providing the City's response to the Requestor granting the request, requiring payment of estimated costs, denying the request in full or in part, extending the period for response,the City Clerk shall request that the City Attorney or designee review such response to ensure that no confidential, privileged, or statutorily exempt document or information is included in the responsive materials. Upon such request,the City Attorney or designee shall provide an opinion regarding Revision Date:12/14/202 Page 492 Item#19. whether the information or documents are subject to disclosure under the Idaho Public Records Act. If any responsive record or any portion thereof is exempt from disclosure,the City Attorney or designee shall redact, or provide an opinion regarding redaction of,the exempt document, information, or portions thereof. Final decisions regarding disclosure of public records shall be made by the City Clerk. E. City Clerk Responds to Requestor Following completion of the foregoing process, and within the three-or ten-day response period, as applicable,the City Clerk's Office shall do one of the following: 1. Provide all records to the Requestor which are responsive to the request and subject to public disclosure under the Idaho Public Records Act; 2. Notify the Requestor of estimated costs of responding to the request, requiring payment prior to reproduction of the records; 3. Deny the request in full or in part (redaction shall constitute a partial denial), specifying the statutory basis for such denial and describing the availability,time, and manner of appeal; or 4. Inform the Requestor that additional time is needed to respond to the request (not to exceed ten (10)working days from the date the request was received). Revision Date:12/14/202 Page 493 Item#19. City of Meridian 1 Standard Operating Procedure Number 6.18 Conflict of Interest Purpose: To set forth the City's procedures regarding Conflicts of Interest and the reporting thereof by employees. Procedures and Related Information: I. Definitions A. Actual or Perceived Conflict of Interest Due to the nature of the information that is accessible and maintained by the City of Meridian, no one may be employed by the City who is related within the first degree of consanguinity to an employee of the Mayor's Office, City Attorney's Office, Finance Department, Human Resources, Information Technology, or any directors of a City department. This shall include relationships created by blood, marriage, or adoption. This provision will not apply to any person who is a current employee of the City at the time this policy is approved by the City Council. B. Contracting with Persons or Companies The City may contract with a person or company that meets the definition in (A) as long as the City Council approves the contract after a competitive process or adherence to City Policy has occurred. II. Reporting Conflicts of Interest A. Any employee or others acting on behalf of the City should report concerns related to actual or perceived conflicts of interest to the City Attorney or Human Resources in person,via email, phone call or by using the Compliance and Ethics Helpline. B. Reported conflict of interest- related concerns will be investigated promptly. C. The City Attorney or Human Resources will assist departments with recommendations based on findings from the investigation to eliminate or resolve perceived or actual conflicts of interest if warranted. D. Findings of an existing conflict of interest may result in disciplinary action, up to and including termination of employment or contractual relationship with the City. Revision Date:12/14/202 Page 494 Item#19. E. If circumstances warrant,the City Attorney shall advise the Mayor and City Council of an existing conflict of interest.The Mayor and City Council may agree to jointly waive said conflict. Revision Date:12/14/202 Page 495 Item#19. City of Meridian 1 Standard Operating Procedures Number 6.19 Social Media Procedures Purpose: To set forth the City's procedures on the use of Social Media by City of Meridian employees, elected officials, and City volunteers. Procedures and Related Information: I. Definitions A. Social media site: A publicly accessible online publishing application,technology, or website that provides information to the public via subscription, reference, network, or drop-in. A social media site provides a forum by which individuals may post comments or other information. Examples of social media sites include: Instagram, NextDoor, Facebook, Linkedln,Twitter, and YouTube. 1. City social media site: Asocial media site that: a. Is established or administered by the City, or by a City employee, or elected official, acting in his/her official capacity. b. Is held out to be representative of, or held out to be established or used by, the City, or any department, employee,volunteer, elected official, commission, or component thereof. c. Utilizes a City name, title, logo, or other indicia of City endorsement, establishment, or administration of such social media site. 2. Non-City social media site:A social media site established or used by a City employee acting in his/her personal capacity. B. Comments: Information, commentary, dialogue, links, pictures,videos, and/or other forms of communicative content posted on a social media site. C. Post: Content an individual shares on a social media site or the act of publishing content on a site. D. Site Administrator:The City employee or individual subject to these procedures designated to establish, monitor and maintain a City social media site. Revision Date:12/14/202 Page 496 Item#19. E. User: Any person who accesses,views,follows, likes, subscribes, links to in any manner, and/or posts comments on a social media site. II. Objectives of City Social Media The goals of the City's use of social media are: A. To connect with the public, particularly current, future, and former Meridian residents, visitors, and businesses; B. To educate, inform, and energize the public regarding the City and its activities and operations; C. To establish and maintain a forum for public dialogue regarding topics relevant to the City and the Meridian community; D. To elicit, listen to, and implement feedback from customers and observers regarding the City, its activities, and operations; E. To promote and support the community served by the City; F. To alert and communicate with citizens during emergencies; G. To share information from other related agencies to help promote relevant programs, events, and services; and H. To respond to inquiries regarding municipal services and government in a timely manner. III. Establishment and Administration of City Social Media Sites A. All City social media sites shall be administered or overseen by a Site Administrator agreed upon by the director of the requesting department and the Communications Manager. Upon creation of the site,the Site Administrator shall provide to the Communications Manager administrative rights and all login information and passwords necessary to administer the social media site, and shall provide any updated login or password information immediately upon any changes to the Communications Manager. Upon separation from City employment, the Site Administrator shall provide to the Communications Manager all login information and passwords necessary to administer the social media site, and shall relinquish and transfer all administrator rights to the Communications Manager. B. Prior to establishing a City social media sight, departments, commissions, employees, volunteers, or elected officials shall obtain approval from the Mayor, or designee, and the City of Meridian Communications Manager. C. Employees or other individuals subject to these procedures seeking to establish a City social media site shall submit to the Communications Manager a written proposal,which shall include the following information: Revision Date:12/14/202 Page 497 Item#19. 1. The proposed platform to be used; 2. The mission,vision, and objectives of the proposed site; 3. The City employee(s) designated to establish, monitor and maintain the site; 4. Plan for the design, content, and features of the proposed site; and 5. Whether Users may post comments or messages on or through the site, and if so the schedule and plan for reviewing and following up on such comments. D. The Mayor, or designee, may order City employees to wholly remove City social media sites that are established or administered in violation of these procedures. The failure to remove a City social media site in accordance with such order may result in disciplinary action up to and including termination. E. City employees or other individuals subject to these procedures using or administering City social media sites shall conduct themselves at all times as a representative of the City and in accordance with all City policies. Failure by City employees to do so may result in disciplinary action up to and including termination. F. All social media site administrators, City employees, and other individuals subject to these procedures shall not share on any City social media site: 1. Confidential information; 2. Information or statements reflecting for or against active legislation; or 3. Information concerning pending legal matters. G. All City social media sites shall publicly make available the following information: 1. City of Meridian Social Media Terms of Use Statement or a link thereto a. The City of Meridian Social Media Terms of Use Statement (see Appendix A) shall be reviewed and adapted for each City social media site and approved by the Communications Manager and Legal Department. 2. Related department/division's contact information; and 3. Display the following disclaimer: Disclaimer:Please note that public comments and opinions expressed by the public on this site do not reflect the opinion and position of the City of Meridian government, elected officials, volunteers or employees. This site is not monitored 2417 and therefore any urgent matters should be directed to the City of Meridian by phone or email. In the case of emergency, dial 9-1-1. Revision Date:12/14/202 Page 498 Item#19. IV. City's Use and Maintenance of City Social Media sites A. All City social media sites shall adhere to applicable federal, state and local laws, regulations and City policies. B. The City of Meridian's website at http://www.meridiancity.org will remain the City's primary and predominant internet presence. C. The Communications Manager shall monitor content on all City social media sites to ensure adherence to these procedures, consistency with the interests and goals of the City of Meridian, and enterprise-wide consistency in messaging and information across platforms and site administrators. D. Content posted by the City and comments posted by Users on City social media sites contain records subject to the Idaho Public Records Act. Any content posted or maintained in a social media format that is related to City business, including a list of subscribers, posted communication, and communication submitted for posting, may be a public record subject to public disclosure. E. The Site Administrator or Communications Manager may remove and/or restrict comments with approval from the Legal department.Any comments removed or restricted shall be documented with a screen capture/record, date and time of post, original post the comment corresponds with, and visible personal information of user. Comments containing or uploading any of the following inappropriate forms of content shall be subject to removal or restriction: 1. Content that is deemed in violation of the City's Social Media Policy, these terms of use,the terms and conditions of use of[Name of Site] or any applicable federal, state or local law; 2. Profane, obscene, indecent, violent, or pornographic content; 3. Content that promotes,fosters or perpetuates discrimination on the basis of race, creed, color, age, religion,gender, sexual orientation, or national origin; 4. Defamatory or personal attacks; 5. Threats to any person or organization; 6. Encouragement or incitement of illegal activity; 7. Information that may tend to compromise the safety or security of the public or public systems; 8. Content that violates a known legal ownership interest, such as a copyright, of any party; or Revision Date:12/14/202 Page 499 Item#19. 9. Any content that contains or perpetuates a virus, corrupted file, or other defect or program that may cause damage. F. City employees or other individuals subject to these procedures using or administering City social media sites shall conduct themselves at all times as a representative of the City and in accordance with all City policies. G. City employees or other individuals subject to these procedures who manage social media sites/platforms on behalf of the City should be aware and adhere to said sites/platforms'term of use. Questions may be directed to the Information Technology Department. V. City Employees' Personal Use of Personal or Non-City Social Media Sites A. City employees or elected officials using non-City social media sites for personal use should be aware that all social media sites are or may be accessible to the public, other City employees and officials. B. City employees or other individuals subject to these procedures shall not use non-City social media sites for personal use for any purpose or in any manner that may adversely affect the City, his or her City employment or City designated responsibilities, his or her City workplace and/or that of other City employees or elected officials, including, but not limited to, speech, conduct, photographs, videos, audio messages, or other activities, images, or recordings that constitute or convey bullying,gossiping, sexual harassment, abuse of City or other public resources,violation of City policies, or illegal activity. Such use by City employees of non-City social media site may result in disciplinary action up to and including termination. C. Where a City employee or other individual subject to these procedures acting in his/her personal capacity,wishes to post or comment on Non-City social media site: 1. Regarding work or subjects associated with the City, or 2. Where such employee or individual is or would reasonably be believed to be speaking in his/her City professional,volunteer, or official capacity, the provisions of this and other City policies shall apply, and the employee or individual shall include the following disclaimer in his/her post/comment: Disclaimer: This post/comment is my own and does not necessarily represent the positions or opinions of the City of Meridian. D. City employees shall not access or use non-City social media sites in a manner that causes loss of productivity during working hours. Such use by City employees may result in disciplinary action up to and including termination. Revision Date:12/14/202 Page 500 Item#19. APPENDIX A CITY OF MERIDIAN SOCIAL MEDIA TERMS OF USE STATEMENT I. Terms of Public's Use of [Name of Site] A. This site is intended to provide important, relevant and engaging information to Users, specifically regarding City of Meridian business, events, and programs [specifically related to FOCUS AREA].Any comment or materials posted by a User of this site may be attributed only to that User, and does not necessarily reflect the positions or opinions of the City of Meridian, its employees or officials. The City of Meridian does not warrant the accuracy of any statement or claim made here, is not responsible for any User- generated content, and does not endorse any opinion expressed here. All Users must comply in all respects with the City of Meridian's Terms of Public's Use for this site. The following terms of use shall also apply: 1. The City seeks to serve all of its constituents by hosting an open but civil dialogue. Reasonable arguments for opposing views are encouraged. 2. Users shall have no right of privacy on the City's social media sites, as such sites may be or contain public records subject to disclosure pursuant to the Idaho Public Records Act and the City's records retention schedule. 3. A comment posted by a member of the public on any City social media site is the opinion of the commentator or poster only. Publication of a comment does not imply endorsement of, or agreement by, the City of Meridian, nor do such comments necessarily reflect the opinions or policies of the City of Meridian. 4. Comments should relate to the topic being discussed in the original post, should not contain random or unintelligible information or text, and should not be wholly an advertisement of commercial products or services. 5. Comments containing or uploading any of the following inappropriate forms of content are subject to removal and/or restriction: a. Content that is deemed in violation of City policy, these terms of use,the terms and conditions of use of[Name of Site], or any applicable federal, state or local law; b. Profane, obscene, indecent, violent, or pornographic content; c. Content that promotes,fosters or perpetuates discrimination on the basis of race, creed, color, age, religion, gender,gender identity, sexual orientation, or national origin; d. Defamatory or personal attacks; e. Threats to any person or organization; Revision Date:12/14/202 Page 501 Item#19. f. Encouragement or incitement of illegal activity; g. Information that may tend to compromise the safety or security of the public or public systems; h. Spam, scams, or fraudulent or deceptive messages; i. Content that provides personally identifiable medical information of someone other than the commenter; j. Content that violates a known legal ownership interest, such as a copyright or trademark of any party; or k. Any content that contains or perpetuates a virus, corrupted file, or other defect or program that may cause damage. 6. All use of this site shall be bound by the City of Meridian terms and conditions of use. Where appropriate, City may report any violation of such terms and conditions to [Name of Site]. 7. These terms may be revised at any time. 8. A User's submission, posting, or other publication of a comment constitutes acceptance of these terms. Revision Date:12/14/202 Page 502 Item#19. C�WF,Nt City of Meridian Standard Operating Procedure Number 6.20 Use of Unmanned Aerial Devices (Drones) Purpose: To set forth the City's procedures regarding the use of drones by employees. Procedures and Related Information: I. As needed to perform required job functions, an employee may be authorized by the department director to use a City drone. All drone operations shall follow all established policies and procedures for operating City equipment. II. Employees must obtain remote pilot certifications from the FAA prior to operating a drone owned by City or otherwise approved for City use. III. Employees operating drones must comply in all respects with: all FAA regulations and requirements; all City, State, and Federal laws and regulations; and all state and federal Constitutional guarantees. IV. Pursuant to Idaho Code section 21-213(2)(b), drones may not be used to photograph or otherwise record an individual, without such individual's written consent, for the purpose of publishing or otherwise publicly disseminating such photograph or recording. V. Employees shall not intentionally record or transmit images of any location where a person would have a reasonable expectation of privacy(e.g. residence,yard, enclosure) and shall take reasonable precautions to avoid inadvertent entry into, or recording images of, areas where there is a reasonable expectation of privacy. VI. Employees may collect information using a drone only while using it for a specifically authorized use and may not use it to conduct personal business of any type. Employees may use drone-collected information only for marketing, mapping, management and assessment of City facilities and construction projects, infrastructure monitoring, and site visits and inspections pursuant to pending applications/permits. VII. Employees may not use personally-owned drones for City purposes unless specifically requested and approved by the department director. Revision Date:12/14/202 Page 503 Item#19. City of Meridian 1 Standard Operating Policy Number 7.1 Drug and Alcohol Purpose: To set forth the City's policy to provide a drug and alcohol-free workplace for the protection and well- being of the City, its employees, property, equipment, operations, and the public it serves. Policy: In recognition of the harmful effects that the use of illegal drugs and the misuse of alcohol can have on employees in the workplace,the City of Meridian has a responsibility to provide and maintain a safe, secure, productive and efficient work environment free of the use, sale or possession of alcohol and controlled substances.The City is committed to promoting and maintaining a drug and alcohol-free work environment for our employees and members of the general public. Furthermore,the City has an obligation to protect the City's property, equipment, operations and reputation. Being under the influence of alcohol or an illegal drug or improper use of a prescription drug on the job poses serious safety and health risks to the user and to all those who work with the user.The use, sale, purchase, transfer, or possession of an illegal drug in the workplace, and the use, possession, or being under the influence of alcohol in the workplace also poses unacceptable risks for safe, healthful, and efficient operations. Employees are expected to report to work drug and alcohol free in order to enable safe and efficient job performance. Employees are expected to engage in activities while on the job,while on City premises, or in the scope and course of employment, which are appropriate for the work environment and do not compromise the City's integrity or interest in maintaining a safe, secure, and drug and alcohol-free workplace. For the purpose of this policy, volunteers are considered employees, when in the workplace. This policy applies to all regular full-time, part-time, introductory, temporary, seasonal, contract employees, and all selected job applicants or prospective City employees. The City requires compliance with this policy as a condition of employment for qualified applicants or for continued employment for all City employees and volunteers. Anyone found to be in violation may be subject to disciplinary action, up to and including termination. This Drug-Free Workplace Policy is not intended to replace or supersede testing, reporting, and procedures mandated by federal and state rules, regulations, or laws that relate to the maintenance of a workplace free from alcohol and illegal drugs. This policy shall be implemented pursuant to the Drug and Alcohol Standard Operating Procedures. Represented Employees(Fire Union) The collective labor agreement shall govern the alcohol/drug program/policy for represented employees. Revision Date:12/14/202 Page 504 Item#19. Authority& Responsibility: The Human Resources Director or designee shall be charged with interpreting and administering this policy. Supervisors and department directors are responsible to ensure compliance to this policy within their areas of responsibility. Revision Date:12/14/202 Page 505 Item#19. C�WF,Nt City of Meridian Standard Operating Policy 7.2 Use of Nicotine or Tobacco Products Purpose: To set forth the City's policy on the use of nicotine or tobacco products, real or simulated, by employees, on City property during work hours. Policy: To promote a healthy workforce and healthy working environment, employees' use of nicotine or tobacco products, real or simulated, on City property during work hours is hereby prohibited. This policy shall be implemented pursuant to The Use of Nicotine or Tobacco Products Standard Operating Procedures. Authority and Responsibility: Human Resources shall be responsible for interpreting this policy. Exceptions: This policy does not restrict employee use of products prescribed or recommended by a health care provider as part of a smoking or tobacco cessation program, so long as use of such products during work hours occurs in public smoking areas only.This exception shall only apply for sixty(60) days after providing notice to Human Resources at the beginning of the program or until program completion occurs, whichever is shorter. Revision Date:12/14/202 Page 506 Item#19. City of Meridian 1 Standard Operating Policy Number 7.3 Workplace Violence Purpose: To set forth the City's policy prohibiting violence in the workplace by employees, supervisors, elected or appointed officials, and members of the public. Policy: The City prohibits the use of verbal, physical, and/or electronic means of intimidation, threats or violent acts by or towards any City employee, on any City premise, and/or within any City vehicle. All such actual or potential incidents must be reported promptly to the employee's supervisor, department director, Human Resources Director or designee, or the Compliance and Ethics Helpline. This policy shall be implemented pursuant to the Workplace Violence Standard Operating Procedures. Authority& Responsibility: Supervisors and department directors or designees are responsible for ensuring a violence-free workplace within their scope of responsibility. Human Resources shall be responsible for administering this policy. Revision Date:12/14/202 Page 507 Item#19. City of Meridian 1 Standard Operating Policy Number 7.4 Criminal Charges Purpose: To set forth the City's policy on employees who incur criminal charges. Policy: Employees charged with a misdemeanor or felony of any class must report the charge immediately to his/her department director or designee. Should the charge interfere with the employee's ability to perform his/her duties, create a conflict of interest, or compromise the best interests of the City,the employee may be subject to disciplinary action up to and including termination. This policy shall be implemented pursuant to the Criminal Charges Standard Operating Procedures. Authority& Responsibility: Human Resources shall administer and interpret this policy. Department Directors or supervisors who are informed by an employee of criminal charges must report such information to the Human Resources Director or designee immediately. Revision Date:12/14/202 Page 508 Item#19. City of Meridian 1 Standard Operating Policy Number 7.5 Standards of Conduct Purpose: To set forth the City's policy regarding standards of conduct and behavior to be followed by all City employees, appointed officials, and elected officials ("employees"). Policy: All employees are expected to conduct themselves in a professional manner that is representative of the City. All employees regardless of title are expected to provide excellent customer service to the public, treat all members of the public with due respect, be accountable for their actions, and to maintain good community relations. This policy shall be implemented pursuant to the Standards of Conduct Standard Operating Procedures. Authority&Responsibility: Human Resources shall be responsible for administering this policy. Revision Date:12/14/202 Page 509 Item#19. C�VF,Nt City of Meridian Standard Operating Policy Number 7.6 Prohibited Activities in Workplace Conduct Purpose: To set forth the City's policy for activities and behaviors that are inappropriate and prohibited within the workplace. Policy: All employees, appointed officials, and elected officials are expected to perform and behave in a professional and courteous manner. Inappropriate and prohibited activities and behavior within the workplace will not be tolerated by employees or volunteers (as applicable). This policy shall be implemented pursuant to the Prohibited Activities in Workplace Conduct Standard Operating Procedures. Authority& Responsibility: Human Resources shall administer and interpret this policy. Department Directors or designees and supervisors are responsible to ensure compliance with this policy for themselves and individuals within their assigned scope of responsibility. Revision Date:12/14/202 Page 510 Item#19. City of Meridian 1 Standard Operating Policy Number 7.7 Recycling Purpose: To set forth the City's policy regarding recycling efforts by City employees. Policy: The City of Meridian supports and actively participates in recycling efforts to protect the environment and divert materials from the landfill. All City departments are encouraged to recycle, rather than discard, any and all materials that are recycled by the City's waste hauler. This policy shall be implemented pursuant to the Recycling Standard Operating Procedures. Authority& Responsibility: Department Directors are responsible for administering this policy in their respective departments. Revision Date:12/14/202 Page 511 Item#19. City of Meridian 1 Standard Operating Procedures Number 7.1 Drug and Alcohol Purpose: To set forth the City's procedures for providing a drug and alcohol-free workplace for the protection and well-being of the City, its employees, property, equipment, operations, and the public it serves. These procedures include the City's drug and alcohol testing program and provide guidance to supervisors and employees concerning their responsibilities for carrying out the program. Procedures and Related Information: I. General A. These procedures apply to all regular full-time, part-time, introductory, temporary, and seasonal or contract employees,volunteers, and all job applicants. B. Represented employees (Fire Union) are governed by the alcohol/drug policy/program set forth in the current collective labor agreement, appendix B. C. Safety Sensitive Positions—As used in these procedures, safety sensitive positions are those positions that include the following functions, duties and responsibilities: 1. The job functions associated with these positions directly and immediately relate to public health and safety, the protection of life, and law enforcement. 2. Safety sensitive positions are those that require an employee to: a. Carry firearms; b. Have custodial responsibility for illegal drugs; c. Perform emergency medical, lifesaving, and/or fire suppression activities; d. Have supervision over children in the absence of their parents or adult guardians; e. Have access to homes and/or businesses in the City; f. Handle hazardous materials that if mishandled, place City employees and/or the general public at risk of serious injury; g. Work in the water and wastewater systems and their operations; h. Be required to maintain a Commercial Driver's License (CDL); or i. Operate heavy machinery 3. Human Resources shall maintain a list of every safety sensitive position that is covered in these procedures. Revision Date:12/14/202 Page 512 Item#19. II. Definitions A. Alcohol: means any beverage that contains ethyl alcohol (ethanol), including but not limited to beer, wine, and distilled spirits. B. Applicant:Any individual tentatively selected for employment with the City. C. City premises or City facilities: for the purpose of these procedures means all property of the City of Meridian including, but not limited to,the offices, facilities, land, and surrounding areas on the City's owned or leased property, parking lots, and storage areas.The term also includes the City's owned or leased vehicles and equipment wherever located. D. Drug Paraphernalia: Drug related paraphernalia is any unauthorized material or equipment or item used or designed for use in testing, packaging, storing, injecting, ingesting, inhaling, or otherwise introducing into the human body an unauthorized substance. E. Drug testing: means a urinalysis taken for the purpose of determining whether drugs are in the person's system or any other testing the City deems appropriate and reliable. F. Employee Assistance Program (EAP): A contract-based counseling program that offers assessment,short-term counseling, and referral services to employees for a wide range of alcohol, drug, and mental health problems and monitors the progress of employees while in treatment. G. Illegal drug: means any drug as defined by section 802 (6) of Title 21 of the United States Code which is not legally obtainable under chapter 13 of that title. Examples of illegal drugs are cannabis substances, such as marijuana and hashish, cocaine, opiates, phencyclidine (PCP), and so-called designer drugs and look-alike drugs or use of a legal drug not prescribed to the employee. H. Legal drug: means any prescribed drug or over-the-counter drug that has been legally obtained and is being used for the purpose for which prescribed or manufactured. I. Medical Review Officer (MRO): An independent licensed medical practitioner who has knowledge of substance abuse disorders and the appropriate medical training to interpret and evaluate all positive test results together with an individual's medical history and any other biomedical information. J. Reasonable belief: means a belief based on objective facts sufficient to lead a prudent person to conclude that a particular employee is under the influence of drugs or Revision Date:12/14/202 Page 513 Item#19. alcohol which may cause the employee to be unable to satisfactorily perform his or her job duties or pose a hazard to himself/herself or others. K. Under the Influence: means a condition in which a person is affected by a drug or alcohol in a detectable manner.A determination of being under the influence can be established by a scientifically valid test, such as breath test or urinalysis. III. Prohibited Activities A. On-Duty 1. Employees are expected to work alcohol and drug free in order to enable safe and efficient job performance. 2. The use, sale, distribution, manufacture, purchase,transfer, storage, or possession of alcohol or illegal drugs, paraphernalia or the unauthorized use of prescription drugs or any combination thereof,while on City premises, in City vehicles is strictly prohibited. While operating City equipment, at a job site during work hours or in the scope and course of City employment is also strictly prohibited. Any violation of these procedures are grounds for disciplinary action, up to and including termination. 3. Employees who report to work and are suspected of being under the influence of alcohol or drugs shall be immediately reported to Human Resources and may be subject to reasonable cause drug or alcohol testing and will not be allowed to drive themselves to be tested, home or elsewhere. Refusal to comply with this rule may result in immediate termination. 4. Any on-duty conduct of any employee which results in an arrest or conviction, regardless of the form of the judgement,for Driving under the Influence, Possession of Alcohol by a Minor, procuring or distribution of illegal drugs may be subject to discipline up to and including termination. 5. Any employee arrested,while on duty,for committing an offense identified in section 4 must inform their supervisor or Human Resources immediately. Failure to do so may be subject to disciplinary action, up to and including termination. 6. Restrictions caused by the criminal conduct, i.e. driver's license restrictions;jail or work release; occupational license suspensions or revocations, etc., may be subject to discipline up to and including termination.The City of Meridian is not required by these procedures to adjust work schedules,job duties, or bonafide job requirements due to the employee's restrictions. B. Off-Duty 1. The off-duty conduct of any employee which results in an arrest or conviction, regardless of the form of the judgement, for Driving under the Influence, Possession of Alcohol by a Minor, procuring or distribution of illegal drugs may be subject to discipline up to and including termination. 2. Any employee arrested or convicted, regardless of the form of the judgment of violating a criminal offense identified in section 1 away from the workplace must inform the City of such arrest of conviction, regardless of the form of the Revision Date:12/14/202 Page 514 Item#19. judgment, immediately, but no longer than five days of the event. Notification must be made to the employee's supervisor or Human Resources. Failure to inform the City subjects the employee to disciplinary action up to and including termination. 3. Restrictions caused by the criminal conduct, i.e. driver's license restrictions;jail or work release; occupational license suspensions or revocations; etc., may be subject to discipline up to and including termination.The City of Meridian is not required by these procedures to adjust work schedules,job duties, or bonafide job requirements due to the employee's restrictions. IV. Prescribed Medication A. The use of drugs/medicine prescribed by a licensed medical practitioner will be permitted provided that it will not and in fact does not affect work performance, nor will it impair the employee's ability to safely operate equipment or machinery.The City reserves the right to have a licensed medical practitioner who is familiar with the employee's medical history and assigned duties determine if use of the prescription drug will produce effects which will increase the risk of injury to the employee or others while working. If such a finding is made,the City may limit or suspend the work activity of the employee during the period that the licensed medical practitioner advises that the employee's ability to perform his or her job safely may be adversely affected by such medication. Any employee who has been informed by his/her licensed medical practitioner that the prescription drug could cause adverse side effects while working must inform his/her supervisor prior to using the medication on the job. B. Employees must not consume prescribed drugs more often than as prescribed by the employee's licensed medical practitioner and they must not allow any other person to consume the prescribed drug. V. Discipline A. Any employee who possesses, distributes, sells, attempts to sell, or transfers illegal drugs on the City of Meridian's premises or while on City business or at any other time that becomes known to the City will be subject to discipline up to and including termination. B. Any employee who is found to be in possession of or under the influence of alcohol in the workplace or during work hours in violation of these procedures and will be subject to disciplinary action up to and including termination. C. Any employee who is found in possession of drug paraphernalia in violation with these procedures and will be subject to disciplinary action up to and including termination. D. Any employee who is found through alcohol or drug testing to have in his or her body system a detectable amount of alcohol or an illegal drug as defined by these procedures will be subject to disciplinary action up to and including termination. Revision Date:12/14/202 Page 515 Item#19. Employees voluntarily participating in an alcohol/drug rehabilitation program recommended by the Employee Assistance Program will not be subject to discipline for participation in the program. If the employee is required to participate in an alcohol and/or drug program the Employee Assistance Program will notify Human Resources when an employee has completed to rehabilitation program. Prior to returning back to work an employee must have a negative test result and after an employee returns to work, he/she will be subject to unannounced drug and alcohol testing for a period of six(6) months. A single positive test result or failure to successfully complete the recommended rehabilitation program will be grounds for disciplinary action up to and including termination. E. Any employee who refuses to submit to an alcohol or drug test under the terms of this policy will be subject to disciplinary action up to and including termination. F. Employees who are required to participate in the City's Employee Assistance Program (EAP) will be subject to termination for the following policy violations: 1. Failure to contact the EAP within five (5)working days after notification of a positive result. 2. Refusal or unexcused failure to participate in counseling or the EAP program. 3. Abandonment of a treatment program prior to completion and being released. G. If the employee is not a part of the City's random pool for testing; after completion of the prescribed program the employee shall be placed in the City Random Pool for testing for one (1)year. VI. Employee Assistance Program (EAP) &Self-Referral A. The City recognizes that alcohol and chemical dependency are highly complex problems that can be successfully treated.Any employee needing help in dealing with these problems is encouraged to use City's EAP program and the benefits available through the City's medical plan. The Human Resources Department has brochures and cards on the EAP program and on the Human Resources Intranet page under Benefits. B. Self-Referral 1. Rehabilitation assistance in lieu of discharge may be offered. 2. Any employee, who identifies him/herself to have an alcohol or drug problem, provided that the request is made prior to violation of the City's alcohol and drug policy, and who self-refer to the EAP program, will not be subject to disciplinary action for voluntarily requesting help due to alcohol and/or drug problems. A request for rehabilitation may not be made in order to avoid the consequences of a positive alcohol or drug test result or to avoid taking an alcohol or drug test when requested to do so under the terms of these procedures. 3. An employee who is in rehabilitation or who has completed rehabilitation will be allowed to return to work upon presentation of a written release signed by a Revision Date:12/14/202 Page 516 Item#19. licensed medical practitioner or recognized rehabilitation professional.An employee returning to work after treatment may return to work after taking and passing an alcohol and/or drug test. Employees who undergo a counseling or rehabilitation program will be subject to unannounced testing following completion of such a program for a period of six(6) months. 4. Employees who are referred to outpatient and/or in-patient alcohol or drug rehabilitation will be expected to do so at their own expense, (with the exception of those expenses covered by the City's health insurance program) on their own time or during a leave of absence,that may be covered under the Family Medical Leave Act(FMLA) or during a non-paid leave of absence approved by the City. 5. Affected employees shall, whenever possible, schedule outpatient rehabilitation treatment during times that will not conflict with the employee's work schedule, provided however, employees will be allowed to use vacation or sick leave, or unpaid leave, if outpatient rehabilitation treatment cannot be scheduled other than during their regular work schedule. 6. If an employee's job is a Safety Sensitive Position as designated above or requires driving a City vehicle, Human Resources may consult with the City Attorney regarding authorization to continue with all job duties while in an EAP counseling or rehabilitation program during their regular work schedule. C. Involuntary Referral When an employee tests positive for alcohol or drug use the first time (or is identified as being under the influence of alcohol or drugs at work) as identified in the City's Alcohol and Drug policy and procedures the employee may be sent to the City's EAP program for assessment, and treatment planning. Subsequent failures may be considered cause for termination. VII. Education A. Supervisors and other management personnel will be informed of: 1. Overall City policy; 2. EAP program intervention, procedures, and supervisor's role; 3. Documentation of employee performance and behavior. B. Employees will be informed of: 1. The health and safety dangers associated with alcohol and drug use; 2. The provisions of this policy and procedures through employee meetings and employee orientation. All. Testing Procedures A. Pre-Employment Testing 1. All applicants for safety sensitive positions shall be given a conditional offer of employment and will be required to submit to testing for the presence of Revision Date:12/14/202 Page 517 Item#19. alcohol and illegal drugs.The offer of employment is contingent upon a negative alcohol and drug test result. A conditional offer of employment will be rescinded for any applicant who tests positive for the presence of alcohol and/or illegal drugs. No application for employment may be accepted for the individual for one (1)year following a positive test. 2. An applicant will be notified of the City of Meridian's alcohol and drug testing policy prior to being tested; will be informed in writing of his or her right to refuse to undergo such testing; and will be informed that the consequence of refusal is termination of the pre-employment process. B. Reasonable Belief Testing 1. An employee will be tested for alcohol and illegal drugs, or the abuse of prescription medication, when the employee manifests "reasonable belief" behavior that would endanger his/her well-being, as well as the safety of fellow employees or the general public.The basis of suspicion of alcohol or drug abuse may be a specific, contemporaneous event, or conduct-evidencing impairment observed over a period of time. 2. An employee who is tested in a "reasonable belief" situation will be put on administrative leave with pay pending receipt of written test results and whatever inquiries may be required. C. Post-Accident Testing 1. Any employee involved in a work-related accident will be tested for the use of alcohol and illegal drugs, as soon as possible after the accident, preferably within four(4) hours. Examples of conditions that will require an employee to take an alcohol and drug test include, but are not limited to, accidents,that result in: a. A fatality, personal injury, or injury to another person requiring transport for medical treatment away from the site of the accident; b. Damage to equipment or property owned by the City, or by a third party, that is estimated to exceed $1500. c. Damage to a City vehicle that is estimated to exceed $1500. 2. An employee who is seriously injured and cannot provide a specimen for testing will be required to authorize the release of relevant hospital reports, or other documentation,that would indicate whether there were alcohol or drugs in his/her system at the time of the accident. Any employee required to be tested under this section must remain readily available for such testing and the employee may not consume any alcohol or illegal drugs. 3. If it is determined by management that an employee's accident was caused by the actions of another, and that there were no unsafe acts on the part of the employee,the City reserves the right to waive post-accident testing of the employee. Employees who are involved in a work-related accident requiring medical treatment are to immediately inform their supervisor of the accident, Revision Date:12/14/202 Page 518 Item#19. so that any needed alcohol or drug testing may be promptly conducted in conjunction with their medical treatment. D. Random Testing Employees in Safety Sensitive positions will be subject to random alcohol and drug testing. 1. Random tests will be unannounced and occur throughout the calendar year. Random selections will be made by a scientifically valid method that will result in each employee having an equal chance of being tested each time selections are made.The Human Resources Director, or designee will notify the individual's supervisor and the individual selected for random testing on the same day the test is scheduled.The supervisor will be notified within two hours of the scheduled testing and the employee will be notified immediately preceding the scheduled testing. Upon notification,the employee shall proceed immediately to the testing site and at the City's discretion; employees may be transported or escorted to the testing site. 2. The annual number of random tests will be no more than fifteen percent (15%) of the average number of employees subject to random testing for alcohol and illegal drugs. 3. In implementing the program of random testing, the City shall evaluate periodically whether the numbers of employees tested and the frequency with which those tests will be administered satisfies the City goal of achieving a drug-free work force. E. CDL Testing In compliance with the Department of Transportation (DOT) ruling 49 CFR parts 40 and 382, pre-employment, random, reasonable belief, and post-accident drug and alcohol testing shall be required for employees in positions that require a Commercial Driver's License. IX. Drug/Alcohol Specimen Collection/Testing Procedures A. Specimen Collection Procedures 1. When a prospective or current employee is notified that he/she is to submit to alcohol and drug testing he/she will be given instructions regarding where and when to report for tests, or at the City's discretion an employee may be transported or escorted to the place of collection. A collection specialist who has been trained in collection procedures will conduct all specimen collections.Testing will be done in accordance with approved collection procedures. 2. All specimens will be tested for the presence of alcohol and illegal drugs. All specimens tested for illegal drugs will be done by urine analysis.Alcohol testing will be done by a Breath Alcohol Technician (BAT) employed by the collection facility that is trained in operation of an evidential breath-testing device (EBT). If an individual is unable to take a breath-test due to a medical Revision Date:12/14/202 Page 519 Item#19. condition then a blood test will be administered. B. Adulteration or Submission of Concealed Specimen 1. If during the collection procedure, the collection monitor detects an effort by the prospective employee or an employee to adulterate or substitute a specimen, a second specimen will be requested. If a second specimen is provided, both will be tested. If the second specimen is refused,the collection monitor will inform the Human Resources Director, or designee that the donor refused to submit a true specimen. Such substantiated conduct will be considered equivalent to testing positive and the prospective employee will not be offered employment or a present employee will be terminated from further employment with the City. 2. In the event that a prospective or current employee submits a specimen that the laboratory later identifies as a diluted specimen,the City will advise the prospective or current employee of that finding and request that he/she submit a second specimen. Such donors will be advised by the City not to drink any fluids prior to the test. C. Testing and Confirmation 1. The cut-off levels for all Non-DOT testing is as follows: Drug Class Screening Confirmation Amphetamine Family 1000 ng/ml 500 ng/ml Cocaine 300 ng/ml 150 ng/ml Phencyclidine (PCP) 25 ng/ml 25 ng/ml Marijuana 50 ng/ml 15 ng/ml Opiates 2000 ng/ml 26 ng/ml 2. The cut-off for alcohol concentrative will be on two levels. Any employee,who tests above a level of 0.02 BAC and up to 0.039 BAC may be subject to disciplinary action,will not be allowed to work for at least 24 hours and must have a negative test result before returning to work. Any employee who tests at or above 0.04 BAC is considered to have tested positive and is considered to be under the influence of alcohol. Positive alcohol tests resulting from the breath test will include a confirmatory breath test conducted no later the fifteen (15) minutes after the initial test; or the use of any other confirmatory test can be used that demonstrates a higher degree of reliability. 3. Any specimen that screens positive for the presence of illegal drugs will be confirmed by the Gas Chromatography/Mass Spectrometry(GC/MS) confirmation method.Any employee who tests positive for illegal drugs or prescription medication may request to obtain an independent test using the remaining portion of the urine specimen that yielded the positive result.The retest is at the applicant's or employee's own expense (unless those expenses are covered by the City insurance program).This request must be conveyed to the MRO within 48 hours of the employee being notified of the positive test result. Revision Date:12/14/202 Page 520 Item#19. 4. During the time the second test is being conducted, the pre-employment selection process for an applicant will be placed on hold.An employee already working for the City will not be allowed to work. If the retest reverses the positive result,the City shall reimburse the cost of the retest and any loss of compensation and benefits,that is incurred as a result of the initial positive test results.The City will have no liability to any employee for errors or inaccurate test results. X. Test Result Notification A. All results received from the laboratory will be forwarded to the office of the accredited collection agency for the purpose of their providing medical review officer services. When a test shows a positive test result the employee or applicant will be contacted by the Medical Review Officer(MRO) and will be given the opportunity to provide an explanation for the positive result.The MRO may choose to conduct employee medical interviews, review employee medical history, or review any other relevant biomedical factors.After the employee has been provided an opportunity to consult with the MRO and the MRO determines that the test is positive the City will be notified.The collection agency will only report results to the Human Resource Director or designee. B. Any employee who is taking a prescription drug that may have been the cause of a positive test result will be asked to provide the name of the medication and the identity of the prescribing physician for verification. If the MRO determines that the positive test result was due to authorized use of prescription medication, he/she will immediately report a negative finding to the Human Resources Director or designee and no further action will be taken. However, if an employee cannot provide a reasonable explanation for his/her positive test result, and the MRO finds no reason to doubt the validity of the positive test,the Human Resources Director or designee will be notified of the positive test result and disciplinary action will be taken consistent with the terms of these procedures. XI. Refusal Any employee who refuses to be tested, or fails to provide a specimen or information as directed under the terms of this procedures,will be subject to disciplinary action up to and including termination. XII.Effect of Testing Positive A. Any prospective employee who tests positive for alcohol or illegal drugs will not be offered employment.Any introductory,temporary, or seasonal employee who tests positive for illegal drugs or alcohol will be terminated. B. Any other employee who tests positive for alcohol or illegal drugs,will be subject to disciplinary action consistent with the terms of these procedures. (Refer to the disciplinary section of this policy). Revision Date:12/14/202 Page 521 Item#19. XIII. Confidentiality All information relating to drug or alcohol testing or the identification of persons as users of alcohol and drugs will be protected by the City as confidential and given out on a need to know basis, unless otherwise required by law, over-riding public health and safety concerns, or authorized in writing by the person in question. XIV.Conclusion The terms of these alcohol/drug free workplace procedures are intended to achieve a work environment where employees are free from the effects of alcohol and/or drugs. Employees should be aware that the provisions of these procedures may be revised when necessary.The City anticipates that by implementing an alcohol and drug free workplace policy and procedures, its employees will enjoy benefits of working in a safer, more secure, and more productive work environment.The City also anticipates that the provisions of these procedures will help maintain and promote the health, welfare, and safety of the general public. Revision Date:12/14/202 Page 522 Item#19. C�WF,Nt r.� City of Meridian Standard Operating Procedure Number 7.2 Use of Nicotine or Tobacco Products Purpose: To set forth the City's procedures regarding the use of nicotine or tobacco products, real or simulated, by employees, on City property during work hours. Procedures and Related Information: I. Definitions Real or simulated nicotine and tobacco products include, but are not limited to, cigarettes, cigars, pipes, snuff, and chewing tobacco, electronic cigarettes(or e-cigarettes), personal vaporizers (PVs), or electronic nicotine delivery systems (ENDS). A. City property includes, but is not limited to: 1. Buildings owned or managed by the City, including within twenty (20)feet of such buildings; provided that this prohibition shall not apply to city-owned parking lots. 2. Vehicles owned or leased by the City; and 3. Land and parks, whether developed or undeveloped, owned by the City. B. Work hours are defined as the employee's regular work schedule, including breaks, any overtime and/or extra shifts, and any time the employee is acting within the course and scope of the employee's duties. Work hours do not include an unpaid lunch break. II. Employees are prohibited from using nicotine or tobacco products during work hours, on City property, as defined in these procedures. III. Exceptions These procedures and the related policy do not restrict employee use of products prescribed or recommended by a health care provider as part of a smoking or tobacco cessation program, so long as use of such products during work hours occurs in public smoking areas only.This exception shall only apply for sixty(60) days after providing notice to Human Resources at the beginning of the program or until program completion occurs, whichever is shorter. Revision Date:12/14/202 Page 523 Item#19. City of Meridian 1 Standard Operating Procedures Number 7.3 Workplace Violence Purpose: To set forth the City's procedures prohibiting violence in the workplace by all employees, supervisors, elected or appointed officials, and members of the public. Procedures and Related Information: I. The City of Meridian strives to maintain a work environment free from intimidation,threats, or violent acts. Intimidating, threatening or hostile behaviors, physical abuse,vandalism, arson, sabotage, and unauthorized possession or inappropriate use of firearms, weapons, or any other dangerous devices on City property is prohibited. A. Some employees of the City may be required, as a condition of their work assignment, to possess firearms, weapons, or other dangerous devices, or are permitted to carry them as authorized by law. It is the City's policy that employees are to use them only in accordance with departmental operating procedures and all applicable state and federal laws. B. Some employees of the City may have a concealed weapon permit and desire to carry the weapon with them into the workplace. In these instances, employees shall keep the weapon in their possession or out of sight and in a secure location where others cannot access it. Employees shall not display or brandish the weapon or allow others to handle it in the workplace. C. While open carry is legal in Idaho, employees shall keep any weapon brought to the workplace in their possession or out of sight and in a secure location where others cannot access it. Employees shall not brandish the weapon or allow others to handle it in the workplace. D. Failure to comply with these procedures may be grounds for disciplinary action, up to and including termination. II. Employees who feel they have been subjected to any of the behaviors listed or who observe or have knowledge of any violation of these procedures should immediately report it to their supervisor, department director, or the Human Resources Director or designee. All reports will be investigated and disciplinary action taken, if appropriate. III. The City reserves the right anytime, anywhere without notice to conduct searches and inspections of employees' personal effects or City-provided equipment,vehicles, offices, desks, cabinets, lockers, computer files, emails, or any other City owned property. Any illegal and Revision Date:12/14/202 Page 524 Item#19. unauthorized articles discovered may be taken into custody and may be turned over to law enforcement representatives. IV. Any employee who violates these procedures, refuses to submit to a search, or is found in possession of prohibited articles will be subject to disciplinary action, up to and including termination of employment. Revision Date:12/14/202 Page 525 Item#19. City of Meridian 1 Standard Operating Procedures Number 7.4 Criminal Charges Purpose: To set forth the City's procedures for employees who incur criminal charges. Procedures and Related Information: I. Any City employee who is charged with a misdemeanor or felony must report the charge immediately to his/her department director or supervisor.The employee may be subject to disciplinary action up to and including termination should the charge interfere with the employee's ability to perform his/her duties, create a conflict of interest, or compromise the best interest of the City, all of which will be determined solely by the department director or designee and the Human Resources Director or designee.The employee may be suspended from work pending outcome of the leadership decision and/or legal process. II. Failure to inform the City subjects the employee to disciplinary action up to and including termination. III. If an employee is convicted of a crime, whether misdemeanor or felony,that impacts his/her ability to meet the essential functions of his/her position or that creates a conflict of interest or that compromises the best interests of the City, all of which will be determined solely by the department director or designee and the Human Resources Director or designee,the employee may be subject to disciplinary action up to and including termination. Revision Date:12/14/202 Page 526 Item#19. City of Meridian 1 Standard Operating Procedures Number 7.5 Standards of Conduct Purpose: To set forth the City's procedures regarding standards of conduct and behavior to be followed by all City employees, appointed officials, and elected officials ("employees"). Procedures and Related Information: I. Standards of Conduct A. The ability to provide excellent service to the public and to maintain good community relations depends on the City's employees.As an integral member of the City's workforce, each employee is expected to: 1. Conduct themselves in a professional and courteous manner at all times; 2. Accept and carry out responsibilities in the most effective and efficient way possible; 3. Adhere to acceptable professional principles in matters of personal conduct; and 4. Exhibit a high degree of integrity at all times. B. The City has outlined basic standards of conduct to assist each employee in understanding his/her responsibility as a City employee.These standards are provided as an example of appropriate conduct, and are not meant to be all-inclusive. C. Violation of these procedures may result in disciplinary action, up to and including termination.The list below are non-exclusive examples of conduct. II. Expectations Each employee is expected to, at minimum: A. Abide by all departmental rules whether they be written or issued orally by the supervisor. No employee shall be required to follow the directive of a supervisor, which violates laws of the City,the State, or the Nation. B. Adhere to the State of Idaho's Code of Ethics sections 18-1351 through 18-1362;The Prohibition Against Contract with Officers Act sections 59-201-209; and the Ethics in Government Act sections 59-701 through 59-705 and any other state statues that govern City government. C. Perform assigned tasks efficiently and effectively, and in accordance with expected standards of performance. D. Report for work on time. E. Provide proper advance notice whenever unable to work or report to work on time. Revision Date:12/14/202 Page 527 Item#19. F. Report any illness or disability or medication that may adversely affect job performance. G. Keep confidential information private and avoid discussing it with anyone other than appropriate City staff members. Confidentiality is critical to maintaining the respect and dignity of co-workers, employees, and the public. H. Keep work environment clean and orderly. Before departing at the end of the workday, check to see if doors and files have been locked, and clear from desks or tables any documents of a sensitive or confidential nature. I. Put forth your best efforts to work in harmony with co-workers, employees, and the public. J. Extend courtesy, respect, and consideration to all co-workers, employees, and members of the public. Respect and promote the unique individuality of each co- worker, manager, and citizen, and refrain from discriminating or stereotyping on the basis of legally protected classes including, but not limited to, gender, race, sex, age, national origin, religion, or disability. K. Avoid conflicts of interest or use public position for personal gain. L. Comply with all City safety rules and regulations. M. Exercise maximum care and good judgement at all times to prevent accidents and injuries. N. Report as soon as possible work-related injuries and illnesses, regardless of their extent or nature, unsafe working conditions, and the need for maintenance or repair of vehicles or equipment. O. Recognize and understand that employees will be held accountable for damage to or loss of funds or property for which you are responsible. When the loss is due to negligence or carelessness, employees may be required to replace or pay for the items lost or damaged. P. Recognize and understand that the City is not normally responsible or accountable for loss or theft of personal property of employees. Q. Obtain specific written permission from a supervisor before removing City property from the premises. R. Maintain a current driver's license when necessary to meet the qualifications for the position. S. Do not engage in conduct away from work that, although not criminal, may reflect adversely upon the City. T. Recognize and understand that the City expressly prohibits any acts or threats of violence by any City employee or former employee against any other employee in or about City facilities or elsewhere at any time. U. Report any arrests or misdemeanor or felony charges that occur during employment. The City will review each situation based on its own merit, but may take appropriate disciplinary action when necessary. V. Do not report to work or work while under the influence of alcohol or drugs. W. Comply with standards of dress,which are set by each department director. Revision Date:12/14/202 Page 528 Item#19. C�WF,Nt City of Meridian Standard Operating Procedures Number 7.6 Prohibited Activities in Workplace Conduct Purpose: To set for the City's procedures regarding, activities and behavior that are inappropriate and prohibited within the workplace by all employees, appointed officials, and elected officials ("employees"). Procedures and Related Information: I. While not all-inclusive,the following list provides examples of unacceptable conduct or performance that may result in disciplinary action, up to and including immediate termination. This list includes, but is not limited to: A. Violation of or failing to follow safety standards. B. Showing up for work or being under the influence of, using, or possessing illegal drugs, controlled substances or alcohol, while performing City business, on City time or premises. C. Bringing or possessing unauthorized firearms, weapons, explosives, or similar items on City property. D. Plea of or finding guilt, conviction of official misconduct in office, or conviction of a crime that reflects negatively on the employee's ability to perform the job or on the City as an employer. E. Insubordination, including improper conduct toward a supervisor or refusal to do work as assigned without proper justification. F. Discriminate in the treatment of co-workers or members of the public on the basis of legally protected classes, including, but not limited to, sex, race, religion, gender, age, national origin, or disability. G. Fighting, provoking a fight, or threatening physical violence toward another employee or member of the public while on duty, or performing City business or representing oneself as a City employee. H. Engaging in malicious gossip or rumors about other employees, management, or City leaders. I. Engaging in abusive treatment (physical,verbal, email,text, or any other electronic means) of others. J. Making degrading comments about a person of his/her appearance. K. Teasing, kidding,touching, or telling jokes that may be perceived as inappropriate or offensive. L. Providing false or misleading information on employment applications,job performance reports, or any other related personnel documents or papers. M. Misusing, abusing, destroying or damaging City property or equipment. N. Failing to report a job injury or accident; making false claims or inaccurate statements in the reporting of an injury or accident. Revision Date:12/14/202 Page 529 Item#19. O. Tardiness, absenteeism,job abandonment, unexcused or unauthorized absence or leave from work. P. Abusing of benefit offerings by taking unjustified or unearned sick leave,vacation leave, or otherwise participate in a scheme or deception to create incorrect records or to claim benefits,which are not deserved in accordance with City policy. Q. Using work time for personal business including selling of good or services to the general public, or preaching religious or political views to members of the public or other employees during work hours. R. Altering, falsifying, or destroying time-keeping records or other City records. S. Unauthorized disclosure of confidential information from City records. T. Using position and/or public office or position to obtain personal or financial gain or accepting valuable gifts in exchange for influence or favors given as a City employee. U. Inability to perform the essential functions of the position after reasonable accommodation has been offered and/or made. V. Unlawful discrimination and/or harassment of other employees. W. Unsatisfactory performance, including unwillingness or inability to get along with co- workers. X. Failure to comply with or disregard of employment-related rules, policies, and prohibitions. Y. Failure to abide by department rules and City of Meridian policies concerning dissemination of information to the public from public records or about public matters. The decision to release information from the public records or to disclose writings or other information in the hands of a public official belongs with the City Clerk's office who has official custody of City records. Each employee shall maintain the confidential nature of records,which are not open to public scrutiny in accordance with the direction of the responsible official. Z. Failure to maintain a current driver's license when necessary in the conduct of work for the City. Each employee is obligated to report any state-imposed driving restrictions to his/her immediate supervisor and to notify his/her supervisor in the event that his/her driving abilities are impaired by other than state restrictions. (Refer to the City's drug- free workplace policy and testing policy for more information, or contact the Human Resources Department). AA. Engaging in abusive conduct to fellow employees or the public, or use abusive language in the presence of fellow employees or the public. Abusive language shall include profanity and loud or harassing speech. II. The City will attempt to address concerns and complaints of employees in a timely and reasonable manner. If employees are concerned about work-related issues,they may and should discuss these concerns with their supervisor, department director, and the Human Resources Director or their designees. Concerns specifically related to harassment, discrimination, and unethical behavior may also be reported through the City's Compliance and Ethics Helpline or to the Mayor. Revision Date:12/14/202 Page 530 Item#19. City of Meridian 1 Standard Operating Procedure Number 7.7 Recycling Purpose: To set forth the City's procedures regarding recycling efforts by City employees. Procedures and Related Information: I. Employees should follow the City's waste hauler's guidelines for recycling when disposing of potentially recyclable materials (cardboard, paper, certain plastics, and aluminum-tin cans). II. Departments will coordinate with maintenance to place at least one recycling bin in a common area for employees' use. III. There will be a larger recycling bin also located by maintenance in a common area in the basement of City Hall. IV. Questions regarding disposal or recycling options for materials or assets owned by the City should be addressed with Finance. Questions regarding options for disposal or recycling of computers should be addressed with IT. V. Employees are prohibited from removing items from the recycling bins for personal gain. Questions should be addressed to the City Attorney or designee. VI. Employees must obtain City Attorney or designee approval prior to removing items from the recycling bins for non-profit use. Revision Date:12/14/202 Page 531 Item#19. City of Meridian 1 Standard Operating Policy Number 8.1 Disciplinary Action Purpose: To set forth the City's policy regarding disciplinary action to ensure consistent and equitable application for all employees. Policy: Supervisors and department directors or designees are directed to assist employees in improving substandard or unacceptable performance and behavior by setting effective expectations, providing feedback, coaching, counseling, and other proactive activities. However, when employees do not respond to such efforts, or when events take place that are so grievous as to require disciplinary action, supervisors, department directors or designees are directed to follow the City's disciplinary process. This policy shall be implemented pursuant to the Disciplinary Action Standard Operating Procedures. Authority& Responsibility: The Human Resources Director or designee shall be responsible for interpreting this policy. Supervisors and department directors or designees shall have authority and are responsible for administering this policy within their areas of responsibility up to specified levels of disciplinary action as outlined in the Disciplinary Action Standard Operating Procedures.The Mayor may be advised of disciplinary decisions made which involve demotion, suspension, or termination. Revision Date:12/14/202 Page 532 Item#19. City of Meridian 1 Standard Operating Policy Number 8.2 Termination of Employment Purpose: To set forth the City's policy regarding employment termination and the reasons for such termination proceedings. Policy: Employment with the City may be terminated at any time. As per the City's at-will policy,the City reserves the right to terminate employment at any time and for any or no reason. Employment may be terminated voluntarily (at the employee's request) or involuntarily (at the City's request). All involuntary terminations, except for Introductory Period employee terminations, are subject to the Adverse Employment Action Appeal Policy and related procedures. This policy shall be implemented pursuant to the Termination of Employment Standard Operating Procedures. Authority& Responsibility: The Human Resources Director or designee shall be responsible for interpretation and administration of this policy. Pursuant to the Adverse Employment Action Appeal Policy,the Mayor shall have the sole authority to make final termination decisions for employees.The Mayor with approval of City Council is authorized to make termination decisions for appointed positions.The City Council also may terminate any appointed position as allowed by the Meridian City Code and the Idaho State Code. Revision Date:12/14/2021 Page 533 Item#19. C�WF,Nt City of Meridian Standard Operating Policy Number 8.3 Adverse Employment Action Appeal Purpose: To set forth the City's policy regarding the City's process for employees to appeal decisions that involve adverse employment action, up to and including termination. Policy: Employees who become subject to adverse employment decisions that include suspension, demotion, disciplinary probation, or termination may be eligible to appeal such decisions. This policy shall be implemented pursuant to the Adverse Employment Action Appeal Standard Operating Procedures. Authority& Responsibility: The Human Resources Director or designee shall be responsible for interpreting this policy and for initial investigations that may take place as a result of the appeal process.The Mayor shall be responsible for final decisions regarding an appeal. Revision Date:12/14/202 Page 534 Item#19. City of Meridian 1 Standard Operating Procedures Number 8.1 Disciplinary Action Purpose: To set forth the City's procedures regarding disciplinary action to ensure consistent and equitable application for all employees. Procedures and Related Information: I. Purposes of Disciplinary Action Disciplinary action is typically considered when an employee engages in unacceptable performance or behavior. Below are outlined typical circumstances wherein disciplinary action should be considered.The disciplinary actions listed are not meant to be all-inclusive. Other circumstances may arise where disciplinary action may be warranted. A. Violation of Policy or Procedure: Employees who violate City policy or procedures as set forth within the City's Standard Operating Policies (SOPS) and Standard Operating Procedures (SOPRs), instructional manuals, or other reference sources may be subject to disciplinary action as set forth within these procedures. Disciplinary action should be commensurate with the level of policy violation and the impact upon City operations, employees, reputation, liability, etc. Such employees may be subject to disciplinary action, up to and including termination. B. Unacceptable Behavior: In cases where employees violate the City's Standards of Conduct (see SOPS 7.5 and 7.6), or otherwise engage in behavior including, but not limited to behavior that is unacceptable, unprofessional, or which creates a hostile or uncomfortable work environment, such employees may be subject to disciplinary action, up to and including termination. C. Workflow Impact: Employees who, by their actions or inactions, create a negative impact on the workflow or ability to perform assigned duties by other employees, may be subject to disciplinary action, up to and including termination. D. Substandard Performance:The City expects its employees and managers to perform assigned duties and responsibilities in an effective manner that meets reasonable expectations of quality, quantity, and timeliness. Supervisors are expected to help employees improve performance in cases of unacceptable performance through effective feedback, coaching, and counseling efforts. However, when such actions become ineffective, employees may become subject to disciplinary action, up to and including termination. Revision Date:12/14/202 Page 535 Item#19. II. Steps of Progressive Disciplinary Action A. The following is a list of steps that supervisors may follow in administering disciplinary action. Please note that these steps are guidelines only. Disciplinary action may be initiated at any step in this process, at the discretion of the department director and the Human Resources Director or their designees depending on the performance problem, the type of conduct, or the nature of the offense involved.Termination may also result without any other prior warning being given. B. Disciplinary action may call for any of the following steps, depending on the issue and the type or nature of the offense. 1. Coaching and Counseling In cases of unacceptable performance, and prior to formal disciplinary action, supervisors are encouraged to use methods of coaching and counseling to resolve performance problems. Supervisors should clarify expectations and provide specific, measurable feedback to employees in order to improve performance. Performance counseling sessions should be documented,with information including performance agreements, documentation of performance improvement plans, and other related information. 2. Verbal Warning This is defined as an informal discussion of the employee's action and/or behavior that is stated specifically by the supervisor.The employee has the opportunity to explain his/her side of the situation, and the supervisor will consider that information before developing specific corrective actions.The supervisor should elicit the employee's ideas on how to resolve the issue and incorporate those whenever possible.The supervisor will specify performance agreements made, including how the employee is expected to improve,the timeframes for improvement and specific consequences for a lack of follow- through. Documentation of this verbal warning should be made by the supervisor and kept with the supervisor's work records. 3. Written Warning The same procedures of the verbal warning are recommended in this step. However, in addition, the supervisor and/or department director will prepare written documentation of this conversation for the employee and the employee's personnel file.The documentation, usually in memo form,will include the date of the conversation;the rule or policy/procedure violation specifically stated; a reference to the earlier oral warning, if given; a statement of the specific change in the employee's performance that is expected;the time allowed for improvements may be included;the consequences of not meeting the performance expectations; and comments the employee made during the conversation. An acknowledgement of receipt should be signed by the employee and dated; it might read, "I acknowledge that a copy of this written warning was given to me on this day." Revision Date:12/14/202 Page 536 Item#19. 4. Demotion An employee may be demoted to a position of lesser responsibility and salary. Depending on the position, demotion may or may not be available. For information about salary impact, refer to the Compensation policy or contact the Human Resources Department. S. Performance Improvement Plan An employee whose performance is below expectations may have his/her performance reviewed on a schedule determined by the supervisor and/or department director or designee.The review(s) should include a formalized written improvement plan, noting dates, expected results, and responsibilities. Regardless of the outcome of the performance improvement plan, the employee's at-will status with the City remains the same. 6. Suspension Suspension with or without pay is usually, but not always, used after a verbal warning, written warning, or performance improvement plan that individually or collectively has been given to the employee and no change in performance has resulted. It is often the final step before termination.The supervisor and/or department director will again confer with the employee about the disciplinary issue and will review all the actions, documentation, and expectations not addressed;the employee will be asked for other information to be considered. The supervisor, department director, and Human Resources Director or designee will confer to determine appropriate action, including the duration of the suspension, and will document the entire process and conversation in memo form for the employee and the employee's personnel file.The employee will be asked to acknowledge receipt of the memo. Exempt employees will not suffer deductions from their salary for suspensions of less than one workweek. 7. Termination Termination occurs when other remedies have failed to correct unacceptable job performance and/or when an employee commits an offense so serious in the judgement of the City that termination of employment is appropriate.The supervisor, department director, Human Resources Director or their designees, and the City Attorney or designee will confer to determine when termination is required.The Mayor has total discretion on employee termination. Revision Date:12/14/202 Page 537 Item#19. City of Meridian 1 Standard Operating Procedures Number 8.2 Termination of Employment Purpose: To set forth the City's procedures regarding employment termination and the reasons for such termination proceedings. Procedures and Related Information: I. Termination of employment occurs when the employee or the City decides to end the employment relationship, either voluntarily or involuntarily. A. The City has no obligation to terminated employees other than to pay final wages in accordance with state and federal law. II. Voluntary Termination Voluntary termination typically involves the voluntary resignation of an employee or an individual's retirement. Details are provided below. A. Employees who choose to separate from City employment are urged to submit written notice to their supervisor fourteen (14) calendar days prior to their last day of work. Proper notice generally allows the City sufficient time to calculate all leave benefits and/or other monies to which the employee may be entitled.An employee's supervisor, department director or designee, in conjunction with the Human Resources Director or designee, or the Mayor may choose to waive this request and immediately end the employment relationship. The Human Resources Director or designee may consult with the City Attorney regarding waiver of notice, if necessary. B. Employees may expect their final paycheck to be electronically deposited in their designated account on the next regular payday and/or in compliance with state law. C. Retirement Employees eligible for retirement benefits under PERSI (see SOP 5.3)who decide to leave employment should notify Human Resources as soon as possible about their decision.This will allow for sufficient time to arrange for PERSI benefits to begin at the time of termination. It also provides sufficient time to allow for a replacement to be found for the position in order to continue to meet operational demands. III. Involuntary Termination Involuntary termination typically involves a termination of employment at the request of the City. Involuntary termination typically consists of the actions as described below.Termination of employment as initiated by the City requires approval from the department director and Human Resources Director or designee.The City Attorney may be consulted by the Human Revision Date:12/14/202 Page 538 Item#19. Resources Director or designee regarding involuntary terminations. The Mayor may be advised as appropriate by the Human Resources Director or the City Attorney. A. At-Will Termination As an at-will employer,the City reserves the right to terminate employment at any time for any or no reason.As outlined in SOP 1.2, employment with the City is not guaranteed, nor does this or any other policy or agreement create a binding contract or guarantee of employment for those employees not represented by the current collective labor agreement.At-will terminations typically take effect immediately, with possibility for appeal in accordance with the procedures for adverse actions employment appeals (SOPR 8.3). B. Disciplinary Termination As a part of its discipline policy (see SOP 8.1), the City may choose to terminate employment at any time for violation of City policies, procedures, practices, codes and standards of conduct, or for any other unacceptable behavior, action or practice. Disciplinary terminations typically take effect immediately, with possibility for appeal in accordance with the procedures for adverse actions employment appeals (SOPR 8.3). C. Lay-Offs Layoff is defined as severance of an employee from the work force due to lack of work or funds. Layoff is made without prejudice and is no fault of the affected employee. Layoff may occur due to lack of work, budgetary restrictions, reorganization, or other factors. Layoffs may or may not provide employees with prior notification before taking effect. D. Job Elimination In some cases where a position is eliminated, an employee may be provided the opportunity to transfer to another City position for which he or she may be qualified. Failure to accept the transfer will be regarded as a voluntary termination. IV. Notification of Termination Employees being terminated shall receive written notice stating reasons for the action. Employees subject to involuntary termination shall be given an opportunity to appeal the action according to the timeframe and provisions set forth in the procedures for adverse employment action appeals (SOPR 8.3).The Human Resources Director or designee, in consultation with the department director or designee, will prepare the notification. V. Suspension or Termination of Appointed Officials Appointed officials may be suspended with or without pay by the Mayor with notification to City Council.The Mayor with approval of City Council is authorized to make termination decisions for appointed positions.The Mayor shall set an administrative hearing and shall notify the appointed official of the time and place of the hearing, which will be heard by a majority of the City Council members and the Mayor.The Mayor shall invite the Human Resources Director and City Attorney to attend the hearing. Appointed officials shall be terminated by the procedures set out in Idaho Code section 50-206. Exempt employees will not suffer deductions from their salary for suspensions less than one work week. Revision Date:12/14/202 Page 539 Item#19. VI. Exit Interviews A. Whenever possible prior to an employee's separation from City employment,the Human Resources Director or designee will schedule an exit interview with the employee.The purpose of this interview is to: 1. Obtain information and suggestions from the employee that may help to improve the quality of City services and the general work environment. 2. Identify areas of improvement, eliciting the employee's ideas for reasonable implementation. 3. Advise the employee of benefits and benefit conversion privileges for which the employee may be eligible. Exit interviews are voluntary. B. Human Resources shall be responsible for scheduling all exit interviews.Typically, efforts will be made to schedule exit interviews prior to the last day of employment; however, circumstances may require setting the interview for a later time. C. Human Resources may forward any applicable comments, recommendations, or other information to the Mayor. VI I. Surrender of City Property A. Employees are required to return all City property to the department director or designee at the time of separation. B. If the property is not returned,the employee will be asked to sign a written authorization to deduct the cost of the indebtedness from the final paycheck. Revision Date:12/14/202 Page 540 Item#19. C�WF,Nt City of Meridian Standard Operating Procedures Number 8.3 Adverse Employment Action Appeal Purpose: To set forth the City's procedures regarding the City's process for employees to appeal decisions that involve adverse employment action, up to and including termination. Procedures and Related Information: I. All adverse employment actions, up to and including termination shall be taken in accordance with the City's Disciplinary Action and Termination of Employment policy and procedures, (SOP 8.2 and SOPR 8.2.)The supervisor shall document all relevant facts and determine appropriate adverse employment action in consideration of the severity of the offense or performance problem, previous performance issues of a similar nature and the period of time between occurrences, overall work records,treatment of other employees under similar circumstances, and related herein. II. For those cases where employees feel that the adverse employment action taken was improper or not commensurate with the circumstances, an appeal procedure has been established to hear and consider the employee's concerns.All City regular full-time or part-time employees, excluding appointed officials and introductory employees,who have been demoted, suspended, placed on disciplinary action, or terminated, shall have the right to appeal certain adverse employment decisions as outlined herein. III. Grievance for represented employees shall be governed by the provisions of the collective labor agreement. Refer to the collective labor agreement for the process and appeals procedure. IV. Appeal Procedures The following procedures shall apply for adverse employment action appeals. It is required for all stages of the appeals process that the supervisor involved shall utilize Human Resources for direction and guidance. A. When an employee disagrees with adverse employment decisions that include demotion, suspension, disciplinary action, or termination, he/she will have three (3) working days from the date the decision is administered to make an appeal to his/her immediate supervisor.The employee should first attempt to informally resolve the issue with his/her immediate supervisor. When normal communications between an employee and the supervisor are not possible or successful,the employee may proceed to the next step in the process. B. The employee must submit his/her written appeal to the department director or designee within five (5)working days of receiving the supervisory decision regarding the appeal.The department director or designee shall meet with the aggrieved employee Revision Date:12/14/202 Page 541 Item#19. within five (5)working days of receipt of the written appeal to discuss the adverse employment action.The department director, or designee, shall issue a decision to the employee within five (5)working days following the meeting. Every effort shall be made by the employee and the department director, or designee,to resolve the appeal at this level. If resolution is reached at this step,the appeal is considered complete and documentation of its resolution will be filed with the Human Resources Director, or designee. If the appeal is unresolved,the employee may proceed to the next step in the process. C. After receiving the department director's decision, the employee shall present his/her appeal in writing within five (5) working days to the Human Resources Director, or designee,who shall make careful inquiry into the facts and circumstances of the adverse employment action.The Human Resources Director may request an investigation or intervention by an outside (non-City employee) third party.The Human Resources Director, or designee, may consult with the City Attorney, or designee at any point during an adverse action appeal. D. The Human Resources Director, or designee, department director, or designee, and the employee will meet within five (5) working days to attempt to resolve the problem promptly and fairly. Once the inquiry and/or investigation is completed, a written response will be issued to the department director, or designee, and employee within five (5) working days, and kept on file by the Human Resources Director, or designee. If the appeal is unresolved,the employee may proceed to the final step in the process. E. If the adverse employment action is unresolved the employee shall send a written appeal letter to the Mayor within five (5)working days requesting a meeting.The appeal must specify the reasons why the employee disagrees with the adverse employment decision.The Mayor will then schedule a meeting based on their availability with the employee to hear the appeal. A decision by the Mayor will be issued in writing to the employee within ten (10) working days of a decision and forwarded to the Human Resources Director, or designee. The decision by the Mayor shall be final. F. Time frames set forth in these procedures may be extended upon mutual consent of the parties. V. Confidentiality Any employee who uses the appeal process will be expected to keep all matters private and confidential. City representatives will keep information concerning the issues as confidential as possible, consistent with objective investigations and fair resolution of the adverse employment action and appeal process. VI. Non-Retaliation Retaliation against an employee for using this appeal process or anyone cooperating in the appeal process is prohibited. VII. The above procedures are not a promise or contract,expressed or implied,that will be followed in every instance. Revision Date:12/14/202 Page 542 Item#19. City of Meridian 1 Standard Operating Policy Number 9.1 Accounts Payable Policy Purpose: To set forth the City's policy regarding Accounts Receivable Policy: 1. To set forth the City's policy to maintain control over the disbursement of its funds by requiring proper approval and consistent application of procedures for all disbursements. 2. To set forth the City's policy that seeks to promote fiscal control,timely and accurate disbursement of funds for external purchases and employee reimbursements; and compliance with state and federal regulations. Authority& Responsibility: 1. Finance department shall be the only department to disburse payment via check, cash/coin, wire transfer, or automatic clearing house. 2. Finance department shall be responsible for monitoring Accounts Payable to ensure vendor accounts are current and all outstanding payments due are regularly reviewed to prevent violation of terms and conditions along with the prevention of late fees. 3. City Controller is responsible for developing proper internal controls and segregation of duties relating to all processes relating to Accounts Payable functions. 4. Finance department is responsible for maintaining a list of Department Approved Signers. 5. Department Directors are responsible for the approval of all payments for their respective departments. Revision Date:12/14/202 Page 543 Item#19. City of Meridian 1 Standard Operating Policy Number 9.2 Accounts Receivable Policy Purpose: To set forth the City's policy regarding Accounts Receivable Policy: 1. To set forth the City's policy to ensure that an adequate system of internal controls and responsibilities over the management and collection of accounts receivable invoice procedures is maintained. Authority& Responsibility: 1. Department Directors shall be responsible to ensure that all Accounts Receivable invoices issued by their respective departments are for legitimate business purposes and within budgetary guidelines. 2. Department Directors are responsible for enforcing proper internal controls on the establishment of Accounts Receivable invoices to customers. 3. Departments are responsible for contacting the Finance department with write-off requests Revision Date:12/14/202 Page 544 Item#19. City of Meridian 1 Standard Operating Policy Number 9.3 Business Credit Account Policy Purpose: To set forth the City's policy regarding Business Credit Account Policy: 1. To set forth the City's policy regarding the appropriate use of Business Credit Accounts associated with City vendors. Authority& Responsibility: 1. Purchasing Manager is responsible for creating any Business Credit Account. 2. Department Directors are responsible to ensure that employee use of Business Credit Accounts is for authorized business purposes only. 3. City employee, City volunteer, or City commissioner found to have inappropriately used Business Credit Accounts will be required to reimburse the City for all costs associated with the improper use through payroll deductions or other payment means. 4. City employee, City volunteer, or City commissioner are responsible for the understanding and knowledge of the Business Credit Account policy. 5. City employee, City volunteer, or City commissioner are responsible for submitting an itemized receipt for all transactions. 6. Department Directors shall be responsible to ensure that all purchases on Business Credit Accounts are for legitimate business purposes and within budgetary guidelines. 7. Department Directors shall establish Business Credit Account procedures for their respective departments. Revision Date:12/14/202 Page 545 Item#19. C�WF,Nt City of Meridian Standard Operating Policy Number 9.4 Capital Improvement Management Policy Purpose: To set forth the City's policy regarding Capital Improvement Management Policy: 1. To set forth the City's policy regarding the development and planning for capital improvements. 2. To provide guidance on what is required by the City of its departments for the annual development of the Capital Improvement Plan (CIP). Authority& Responsibility: 1. Finance department will be responsible for facilitating the annual development of the CIP and CFP. 2. Finance department will be responsible for delivering all necessary supporting documents and communications to City departments for the development of the annual CIP and CFP. 3. Departments will be responsible for developing and submitting 10 years of capital improvement requests to Finance for inclusion into the annual CIP/CFP. 4. Mayor will be responsible for approving the annual CIP and CFP as submitted by the Finance department. 5. Council will be responsible for receiving the annual CIP and CFP as submitted by the Mayor. Revision Date:12/14/202 Page 546 Item#19. City of Meridian 1 Standard Operating Policy Number 9.5 Credit Card Policy Purpose: To set forth the City's policy regarding Credit Card Policy: 1. To set forth the City's policy regarding the appropriate use of City-issued credit cards. Authority& Responsibility: 1. City Controller(or designee) is responsible for issuing credit cards to employees. 2. Employees who handle credit cards must acknowledge that they received and reviewed the Credit Card Policy. 3. Chief Financial Officer/City Treasurer is responsible for approving the issuance of all City issued credit cards. 4. Department Directors are responsible for the approval of credit card assignments for their respective departments. 5. Employees are responsible for the use of City issued credit cards as related to: a.The safety and security of City issued credit cards. b.The privacy of information related to City issued credit cards. c.The management of all credit card itemized receipts associated to their City issued credit card. d.The understanding and knowledge of the credit card policy. e.The management of use of an employee's authorized credit card by a City Volunteer or City Commissioner. 6. Employees are responsible to inform the City Controller of lost or stolen City issued credit cards immediately. 7. Employees found to have inappropriately used City issued credit cards will be required to reimburse the City for all costs associated with the improper use through payroll deductions or other payment means. 8. Department Directors shall be responsible to ensure that all purchases with City credit cards are for legitimate business purposes and within budgetary guidelines. Revision Date:12/14/202 Page 547 Item#19. C�WF,Nt City of Meridian Standard Operating Policy Number 9.6 Financial Reporting and Accounting Policy Purpose: To set forth the City's policy regarding Financial Reporting and Accounting Policy: 1. To set forth the City's policy regarding the conformity to Local, State, and Federal regulations as it pertains to the management of the Financial Reporting and Accounting. 2. To set forth the guidance pertaining to the financial reporting and accounting that will be used to inform the Mayor, Council, departments, Citizens, and Community Partners of the financial condition of the various City funds. Authority& Responsibility: 1. Finance department, in cooperation of the IT department,will be responsible for financial system software updates and maintenance. a.Applies only to the official financial record system that is managed by the Finance department. i. All other software systems that may have financial information will be the responsibility of the managing department. 1. Examples:TrueBill, Accela, ParksRecl 2. Finance department will be responsible for all official Financial Reporting to the Mayor, Council, departments, Citizens, and Community Partners. 3. Finance department will conform to all GAAP, GASB,AICPA, and GFOA regulations when developing official financial reports. 4. Finance department will conform to all GAAP, GASB,AICPA, and GFOA regulations when managing all financial entries into the City's financial system. 5. IT department will be responsible for managing all data security controls for all software programs managing financial data. Revision Date:12/14/202 Page 548 Item#19. City of Meridian 1 Standard Operating Policy Number 9.7 Fixed Asset Policy Purpose: To set forth the City's policy regarding Fixed Assets Policy: 1. To set forth the City's policy regarding uniform guidelines for the accounting of property owned by the City of Meridian. Authority& Responsibility: 1. City employees' have a personal responsibility to track and safeguard City owned property in their possession. 2. Departments are responsible for tracking and locating tangible & intangible property purchased by their department or donated to the City. 3. Departments are responsible for reporting all lost or stolen property to the department Director and City Controller immediately. 4. Finance department is responsible for writing and maintaining procedures, designing forms, updating the asset/inventory system, training departmental personnel, scheduling inventories, and authorizing disposals. S. City employees, including their spouses, dependents, or any other person acting on the employee's behalf, are prohibited from acquiring surplus property from the City unless acquired through an advertised competitive bid process. Revision Date:12/14/202 Page 549 Item#19. City of Meridian 1 Standard Operating Policy Number 9.8 Grant Management Policy Purpose: To set forth the City's policy regarding Grant Management Policy: 1. To set forth the City's policy regarding Grant Management. 2. To provide guidance to City staff that seek out federal, state, and other grants that address the City's priorities and policy objectives while ensuring positive benefit to the City. 3. To provide guidance to City staff on the management of information required by grants. Authority& Responsibility: 1. Finance department will be responsible for all official financial reporting of grant information to federal,state, and other granting agencies. 2. Mayor and Council President are the only authorized individuals of the City to sign grant agreements/contracts. a.Department Directors are authorized to sign grant applications. 3. Finance department is responsible for developing all financial reporting procedures associated with grant management. 4. Departments are responsible for establishing processes associated with grant administration for their respective grants. a.Departments are responsible for monitoring all sub-recipients for their respective grants. b.Departments are responsible for updating the Finance department on all grant administration concerns. c.Departments are responsible for all program/performance reporting associated to grants. 5. Grant Committee is responsible for reviewing, approving, and denying all grant applications over the value of$25,000 annually and/or will be in place three years or more. a.Finance department is responsible for establishing and maintaining committee members. b.Departments are responsible for submitting all grant applications with supporting documentation to the Grant Committee administrator before final submission of the grant application to the granting agency. c.Mayor has the authority to overrule a decision submitted by the Grant Committee on all grants reviewed by the Grant Committee. Revision Date:12/14/202 Page 550 Item#19. City of Meridian 1 Standard Operating Policy Number 9.9 Internal Control Policy Purpose: To set forth the City's policy regarding Internal Control Policy: 1. To set forth the City's policy regarding internal controls to provide reasonable assurance and to safeguard the City's assets. 2. To establish the requirements of each department and their responsibilities with the safeguarding of the City's assets and the establishment of internal controls. Authority& Responsibility: 0. Department Directors are responsible to document procedures that will include reasonable internal controls. 1. Department Directors are responsible for implementing reasonable internal controls for all procedures involving financial/monetary transactions. 2. Finance department shall be responsible for establishing and maintaining an internal control environment designed to protect the City from loss of public funds due to fraud, error, or actions inconsistent with the requirements of the laws. 3. Mayor is responsible for ensuring all Department Directors are held accountable for their respective departments. a.Departments are responsible for updating the Finance department on all grant administration concerns. b.Departments are responsible for all program/performance reporting associated to grants. 4. Grant Committee is responsible for reviewing, approving, and denying all grant applications over the value of$25,000 annually and/or will be in place three years or more. a.Finance department is responsible for establishing and maintaining committee members. b.Departments are responsible for submitting all grant applications with supporting documentation to the Grant Committee administrator before final submission of the grant application to the granting agency. c.Mayor has the authority to overrule a decision submitted by the Grant Committee on all grants reviewed by the Grant Committee. Revision Date:12/14/202 Page 551 Item#19. City of Meridian 1 Standard Operating Policy Number 9.10 Inventory Policy Purpose: To set forth the City's policy regarding Inventory Policy: 1. To set forth the City's policy regarding the tracking, identification, and accountability of all City owned furnishings and movable inventory having a minimum cost of$500 each and a life expectancy of over two years. a.Departments shall have the right to track, identify, and hold accountable any inventory they deem necessary. Authority& Responsibility: 1. City employees' have a personal responsibility to track and safeguard City owned property in their possession. a.IT Department will be responsible for the tracking of all computer related inventory. 2. Departments are responsible for tracking inventory purchased by their department or donated to the City. a.Department Directors (or designee)shall be administratively responsible for the inventory assigned to their department. 3. Finance department is responsible for writing and maintaining procedures, designing forms, updating the inventory system,training departmental personnel, scheduling inventories, and authorizing disposals. 4. City Controller will establish periodic inventory counts. 5. Stolen or lost inventory must be immediately reported to the department Director and City Controller. 6. City Controller(or designee)will be responsible for maintaining, distribution, and ordering of asset tags. Revision Date:12/14/202 Page 552 Item#19. City of Meridian 1 Standard Operating Policy Number 9.11 Legal Tender Handling Policy Purpose: To set forth the City's policy regarding Legal Tender Handling Policy: 1. To set forth the City's policy regarding the collection, receipting, disbursement, and control of legal tender received by the City to provide reasonable internal control for the safeguarding of the City's assets. 2. This policy shall govern all transactions involving the collection, receipting, disbursement, or acceptance of legal tender, which is defined as United States currency, coins, checks, money orders, cashier's checks, credit and debit cards, or any other payment media declared by the United States Federal Government to be legal tender. Authority& Responsibility: 1. Employees who handle legal tender must acknowledge that they received and reviewed the Legal Tender Handling Policy. 2. City Controller has the authority to audit all legal tender at any time. 3. City Controller has the authority to restrict access to department petty cash boxes at any time. a.City Controller must inform the department director of any restrictive actions. 4. Department Directors must establish sound internal controls for the management and processing of legal tender. 5. Department Directors must reconcile all petty cash boxes on the last day of any employee termination that accessed the departments petty cash box. a.City Controller(or Finance designee) must assist the department with the audit of the petty cash box. 6. City Controller is responsible for establishing sound internal controls for the audit, management, and funding of department petty cash boxes. a.City Controller must audit department petty cash boxes at least once during a fiscal year in addition to the annual year-end audit. 7. Finance department is responsible for writing and maintaining procedures, designing forms, training departmental personnel, and authorizing reconciliations/audits. Revision Date:12/14/202 Page 553 Item#19. City of Meridian 1 Standard Operating Policy Number 9.12 Purchasing Policy Purpose: To set forth the City's policy regarding Legal Tender Handling Policy: 1. To set forth the City's policy regarding a centralized procurement system for the City,the purpose of which is to establish the rules and processes for procurements within the City, based on State code. a.Commodities and services purchased in the public sector represent a direct cost to the citizens and taxpayer. b.Every purchase that City employees make is subject to public scrutiny. Ethics, Impartiality,Accountability, Professionalism, Service and Transparency are the values and guiding principles of public purchasing. c.The rules, processes and regulations contained in this policy were developed to encourage competitive solicitations, promote transparency, guard against collusion and comply with State Statutes. d.This Procurement Policy outlines the requirements for purchasing all goods and services. e.The policy addresses a variety of topics which include; Categories, Methods, Authority, Ethics, Appeals, and Payments. Authority& Responsibility: 1. City Procurement Manager is responsible for establishing all procurement policies 2. City department directors are responsible for establishing all procurement procedures for their departments 3. Procurement Manager is responsible for approving the City Purchasing Policy 4. City Procurement Manager is responsible for updating the purchasing policy annually Revision Date:12/14/202 Page 554 Item#19. City of Meridian 1 Standard Operating Policy Number 9.13 Revenue Management Policy Purpose: To set forth the City's policy regarding Revenue Management Policy: 1. To set forth the City's policy regarding the management of revenue sources. 2. To provide guidance for the City to strive for optimum characteristics in its diversified revenue sources. Authority& Responsibility: 1. City Council will be responsible for approving all revenue sources submitted by the Chief Financial Officer/City Treasurer. 2. Chief Financial Officer/City Treasurer will be responsible for reviewing and approving all revenue sources prior to submitting to City Council. 3. Chief Financial Officer/City Treasurer will be responsible for establishing long-term revenue forecasting for all revenue sources. 4. Department Directors are responsible for notifying the Chief Financial Officer/City Treasurer of all revenue changes for their respective departments. Revision Date:12/14/202 Page 555 Item#19. C�WF,Nt r.� City of Meridian Standard Operating Policy Number 9.14 User Fees and Charges Development Policy Purpose: To set forth the City's policy regarding User Fees and Charges Development Policy: 1. To set forth the City's policy regarding the development and management of User Fees and Charges. 2. To provide guidance for the overall approach for the City to impose User Fees and Charges to citizens, development community, commercial businesses, and other community partners. 3. To determine the full cost of providing specific services so that the City Council can make informed decisions as to the appropriate levels of fees for services that may be imposed and to avoid providing unwanted subsidies. Authority& Responsibility: 1. City Council is responsible for approving all User Fees and Charges. 2. No City employee may assess fees and charges that have not been previously approved by City Council. 3. Every service supported by User Fees and/or Charges will be analyzed on a regular basis by the Finance department to determine the net cost of providing the service. 4. Legal department will be responsible for the verifying the legality of all fees. 5. User Fees and charges will be established for the sole purpose to offset the expenses supporting the calculation of the fee or charge. a.No fees or charges will be collected for other purposes or comingled with other fees or charges to offset other expenses. 6. Departments responsible for User Fees and Charges must inform the Finance department of any changes prior to submission to City Council. 7. Finance department will be responsible for developing and maintaining all Cost Recovery Methods. 8. Finance department will be responsible for identifying all City activities/programs annually and to assign them to a Cost Recovery Method. Revision Date:12/14/202 Page 556 Item#19. City of Meridian 1 Standard Operating Procedure Number 9.1 Accounts Payable Purpose: To set forth the City's procedures regarding the Accounts Payable Procedure Procedures and Related Information: 1. All amounts owed by the City to its vendors will be paid net 30 based on the receipt of all goods or services, receipt of invoice from vendor, and receipt of tax release (if necessary). a.Any agreements or contracts established before October 2019 are not subject to the net 30 requirement. 2. All invoices should be processed by the departments to Finance for payment within 15 days of receipt. 3. Prior to disbursement of funds the Finance department requires all payment requests to be approved by Mayor, Department Director, or authorized designee. 4. Vendors a.All vendors must have an approved and signed W-9 on record prior to any payment. i. Any vendor without an approved and signed W-9 on record will not receive payment until proper W-9 is received. b.Payments for goods and services are made payable only to the provider of those goods or services (or to a contractually named agent). 5. Approvals a.The Mayor, Department Director, or authorized designee approval assures the following conditions have been met: i. The payment request (invoice, check request, receipt, etc.) must be for goods or services that are a valid business purpose. ii. Goods or services must have been procured in accordance with the City Purchasing Policy. iii. Goods or services have been received to the satisfaction of the requester. iv. The amount to pay reflects the negotiated amount per the purchase order, contract/agreement or verbal agreement. 6. Disbursements a.All disbursements must meet State and Federal requirements regarding Accounts Payable. b.Finance department will normally issue Accounts Payable disbursements once per week. i. Some exceptions will apply. 1. City acknowledges that not all Accounts Payable disbursements will meet State Code 50-1017 due to timing of payment, and/or use of credit card systems. c.Finance department will normally issue Payroll disbursement once per month. i. Some exception will apply. Revision Date:12/14/202 Page 557 Item#19. 1. City acknowledges that not all Payroll disbursements will meet State Code 50-1017 due to timing of payment. d.All disbursements using a credit card must follow the City's Credit Card Policy and Purchasing Policy. Revision Date:12/14/202 Page 558 Item#19. City of Meridian 1 Standard Operating Procedure Number 9.2 Accounts Receivable Purpose: To set forth the City's procedures regarding the Accounts Receivable Procedure Procedures and Related Information: 1. All amounts owed to the City should be invoiced and collected in a timely manner. 2. Procedures for billing and collecting should be consistently and fairly applied across all City departments and to all City customers. 3. Responsibilities for invoicing/billing must be separated from responsibilities for cash collection/receipting. a.Department Directors are responsible for verifying that no one employee can create customer invoices and also receive payments from customers to adhere to sound internal controls. 4. Accounts Receivable Invoices a.All Accounts Receivable invoicing (except invoices authorized by the City Controller) must be processed through the City Controller(or assigned designee)for proper accounting within the City's financial accounting system. i. Departments must submit requested information to the Finance department before an Accounts Receivable invoice is generated: 1. Customer Name 2. Customer Address 3. Description of Goods or Services Provided 4. Date(s) of Goods or Service 5. Dollar Amount of Goods or Service 6. Approved Fee Schedule 7. Signed Contract/Agreement 5. Reconciliation a.Finance department will be responsible for the reconciliation of all financial Accounts Receivable transactions managed in the City's financial accounting system. 6. Collection of Delinquent Accounts Receivable Invoices a.Finance department will be responsible for facilitating all collection efforts for any unpaid Accounts Receivable invoices recorded in the City's financial accounting system. i. City will attempt to collect receivables that are less than 90 days outstanding. b.Finance department may engage in the use of a collection agency for any unpaid Accounts Receivable invoices greater than 90 days outstanding. i. 90 days outstanding is determined by the original invoice date. 7. Write-Offs for Bad Debt a.Only the City Controller can authorize the reduction of an amount outstanding on an unpaid Accounts Receivable invoice. Revision Date:12/14/202 Page 559 Item#19. i. Departments must contact the Finance department for the reduction of an outstanding Accounts Receivable invoice. Revision Date:12/14/202 Page 560 Item#19. City of Meridian 1 Standard Operating Procedure Number 9.3 Business Credit Account Purpose: To set forth the City's procedures regarding the Business Credit Account Procedure Procedures and Related Information: 1. Purchasing Manager is responsible for creating any Business Credit Account. 2. Department Directors are responsible to ensure that employee use of Business Credit Accounts is for authorized business purposes only. 3. City employee, City volunteer, or City commissioner found to have inappropriately used Business Credit Accounts will be required to reimburse the City for all costs associated with the improper use through payroll deductions or other payment means. 4. City employee, City volunteer, or City commissioner are responsible for the understanding and knowledge of the Business Credit Account policy. 5. City employee, City volunteer, or City commissioner are responsible for submitting an itemized receipt for all transactions. 6. Department Directors shall be responsible to ensure that all purchases on Business Credit Accounts are for legitimate business purposes and within budgetary guidelines. 7. Department Directors shall establish Business Credit Account procedures for their respective departments. Revision Date:12/14/202 Page 561 Item#19. C�WF,Nt r.� City of Meridian Standard Operating Procedure Number 9.4 Capital Improvement Management Purpose: To set forth the City's procedures regarding the Capital Improvement Management Procedure Procedures and Related Information: 1. Annually under the direction and guidance of the Finance department, each City department will prepare and update a 10 year CIP. 2. Finance department is responsible to collect all department CIP's to develop the official annual City Comprehensive Financial Plan (CFP)for submission to the Mayor. 3. Mayor will only accept the annual 10 Year CIP/CFP from the Finance department for consideration and approval. 4. Mayor will be responsible for finalizing the 10 Year CIP/CFP in collaboration with each City department. Revision Date:12/14/202 Page 562 Item#19. City of Meridian 1 Standard Operating Procedure Number 9.5 Credit Card Purpose: To set forth the City's procedures regarding the Credit Card Procedure Procedures and Related Information: 1. Eligibility a.City issued credit cards will only be issued to City employees. b.City issued credit cards are limited to the use of the City employee, City volunteer, or City commissioner, but no other individual. 2. Use and Financial Responsibilities a.As with all City-owned property, City accounts, and resources, credit cards issued by the City to employees or departments are to be used specifically for authorized business purposes only. b.Unauthorized use of City credit cards may be treated as personal theft and/or embezzlement, which may result in collection efforts(to recuperate related costs) as well as appropriate disciplinary action, and/or criminal prosecution. c.Personal use of City credit cards is strictly prohibited. d.City credit cards shall never be used for cash advances. e.Purchases or transactions made with the intent to circumvent this policy,the City Purchasing Policy,transactional limits, or State law are prohibited and subject to Credit Card Violations and Consequences. 3. Receipts and Expense Reports a.All credit card receipts will be submitted within ten (10) days of the end of the billing period to Finance for processing and payment. a. All credit card receipts will be itemized with detailed information (i.e. what, when, where, why). b. Employees are responsible for resolving any sales tax charges incorrectly charged on the City issued credit card. 4. Credit Spending Limits a.Finance department will be responsible for establishing spending limits/credit balances for each issued City credit card. 5. Violations and Consequences a.Violation of this policy may result in loss of credit card privileges, personal prosecution, and/or disciplinary action up to and including termination. b.The Chief Financial Officer/City Treasurer or City Controller has the right to cancel, suspend, or revoke credit card privileges if deemed necessary. 6. Disputed Items a.Employees will be responsible for clearing up any disputed charges, returns, or adjustments on their City issued credit cards in a timely manner. Revision Date:12/14/202 Page 563 Item#19. 7. Personal Credit Cards a.Employees will be responsible for submitting itemized receipts for all transactions conducted on behalf of the City charged on personal credit cards. a. Employees will not be reimbursed any sales tax charges. Revision Date:12/14/202 Page 564 Item#19. C�WF,Nt City of Meridian Standard Operating Procedure Number 9.6 Financial Reporting and Accounting Purpose: To set forth the City's procedures regarding the Financial Reporting and Accounting Procedure Procedures and Related Information: a. Finance department with the approval of the Chief Financial Officer/City Treasurer will be responsible for conforming to all Local, State, and Federal reporting requirements as noted in the following State of Idaho Statutes: i. State Code Section : 50-708 "Examination of Accounts of Fiscal Officers" ii. State Code Section : 50-1011 "Publication of Financial Statements" iii. State Code Section : 57-135 "Treasurer's Monthly Report" iv. State Code Section : 67-450E "Local Governing Entities Central Registry" b. Finance department will be responsible for submitting all necessary reports to Local, State, and Federal agencies monthly, quarterly, bi-annually, and annually. i. All other financial reports issued outside of the Finance department will not be considered official financial reports of the City. c. Finance department will be responsible for updating and maintaining all official financial reports available online. d. Finance department will be responsible for informing the Mayor, Council, and departments of any revenue or expenditure concerns in a timely and professional manner. 2. Accounting a.Finance department with the approval of the Chief Financial Officer/City Treasurer will be responsible for developing, implementing, managing, and reporting all policies and procedures relating to all entries into the City's financial system. b.Finance department will be responsible for establishing policies and procedures that conform to generally accepted accounting principles(GAAP) as promulgated by the Governmental Accounting Standards Board (GASB),the American Institute of Certified Public Accountants (AICPA), and the Government Finance Officers Association (GFOA) for all practices relating to City Financial Management. i. Finance department will be responsible for assisting in the training of all City employees on the policies and procedures for the City's financial system. Revision Date:12/14/202 Page 565 Item#19. City of Meridian 1 Standard Operating Procedure Number 9.7 Fixed Asset Purpose: To set forth the City's procedures regarding the Fixed Asset Procedure Procedures and Related Information: 1. General Policy a.City property is only to be used for City business needs as referenced in City Policy 6.2. b.City property is not for personal or public use unless permitted as referenced in City Policy 6.2. c.Violation of this policy shall result in disciplinary action up to and including termination. 2. Fixed Asset Additions a.City acquisitions of property will be used by the City to conduct daily business activities. i. Finance Department will determine if the acquisition of property will be classified as a fixed asset as set within the Fixed Asset Capitalization Status policy below. b.Fixed Asset Capitalization Status L Capital Outlay acquisitions of$10,000 or more and with a useful life of at least 3 years,will be capitalized, inventoried, depreciated over their useful life and recorded on the fixed asset listing for the City. ii. Software purchased or internally developed for internal use will be capitalized and tracked in the fixed asset system if it totals$35,000 or more. iii. Any acquisitions of land, either by direct purchase, property exchange, or donation, shall be recorded into the City's fixed asset listing, regardless of cost. iv. Intangible assets such as Water Rights and Easements with a value of$35,000 or more will be capitalized as a fixed asset and recorded as land. V. Infrastructure that the City acquires either by direct acquisition, donation, or gift with a value of$75,000 or more will be capitalized as a fixed asset. vi. Capital Leases that transfers substantially all the benefits and risks inherent in the ownership of property to the City will be capitalized as a fixed asset if the total cost meets the capitalization threshold. c.Fixed Asset Capitalization Amount i. Property purchases recorded costs can include not only the property price but also all other related costs to make the property workable for the City, such as outfitting vehicles, license and software for computers, RFP& related costs to adhere to policies to purchase the property. ii. Capital Improvements shall reflect the total cost of improving an asset such as landscaping; including shrubs,trees, lawn, curbing, sidewalks, lighting, etc. 1. The initial expenditure for land improvements, as defined above, shall be capitalized. Revision Date:12/14/202 Page 566 Item#19. 2. Repairs or replacements, such as the replacement of trees, shrubs, reseeding of lawns, resurfacing of pavement, etc. will not be capitalized unless such expenses meet the City's capitalization thresholds. Repairs involving the overhauling of certain assets are frequently referred to as renewals. 1. Minor renewals, maintenance, alterations or part replacements, even if over the minimum threshold, should be regarded as ordinary repairs and will not be capitalized if they do not extend the life or significantly enhance the net value of the asset. 2. Major renewals or major replacements that significantly extend the life or significantly enhances the net value of an asset shall be capitalized (following the capitalization policy). Revision Date:12/14/202 Page 567 Item#19. City of Meridian 1 Standard Operating Procedure Number 9.8 Grant Management Purpose: To set forth the City's procedures regarding the Grant Management Procedure Procedures and Related Information: 1. Grant Submission/Review a.All grant proposals and applications submitted by or on behalf of the City greater than $25,000 annually and/or will be in place three years or more,whether submitted to the granting entity electronically or as hardcopy, requires approval by the Grant Committee prior to submission. i. City grant administrators will take all steps necessary to ensure that proper supporting documentation is obtained to support the Grant Committee's review process. 2. Grant Compliance a.City shall at all times be compliant with a grant's terms and conditions. b.Departments are responsible for administering their respective grants. i. Departments are responsible for assigning a department grant administrator for each of their respective grants. ii. Departments are responsible for developing internal controls for the administration, reporting,tracking, and supporting of all grants for which they are responsible. iii. Departments are responsible for taking all steps necessary to ensure that proper supporting documentation is obtained to support the allowable activities completed under each grant program. 1. All grant documentation will be obtained and retained according to the specific grant program guidelines and requirements. c.Finance department will be responsible for establishing all grant management financial reporting controls for the City. 3. Grant Termination a.At any time during a grants life, if the City violates a grant's terms and conditions,the Chief Financial Officer/City Treasurer may recommend to the Mayor for a discontinuance of the grant due to risk of audit, financial, and/or administrative concerns. i. Only the Mayor and City Council President in joint agreement have the authority to authorize the discontinuance of a grant. 4. Grant Funding a.City will refrain from using grants to meet ongoing service delivery needs. b.City will not use Federal Funds to supplant agency funds. Revision Date:12/14/202 Page 568 Item#19. c.If funding has not been identified for continuing an ongoing program after grant funds have been exhausted, an automatic sunset provision will be included in the City Council authorization for the program. 5. Grant Spending a.Grant funds must be expended in accordance with federal law and regulation. b.Grant funds are subject to Title 2 CFR (Code of Federal Regulations) Part 200 Uniform Administrative Requirements, Cost Principals, and Audit Requirements of Federal Awards (Uniform Guidance). 6. Grant Sub-Recipient a.All grant sub-recipients must undergo a risk assessment following City requirements. Revision Date:12/14/202 Page 569 Item#19. City of Meridian 1 Standard Operating Procedure Number 9.9 Internal Controls Purpose: To set forth the City's procedures regarding the Internal Controls Procedure Procedures and Related Information: 1. Departments are responsible to document department procedures that will include reasonable internal controls. a.Departments are responsible for implementing reasonable departmental internal controls for all departmental procedures involving financial/monetary transactions. b.Management within each department will maintain all written departmental procedures. i. Management within each department is responsible for reviewing all internal controls at least every two years. 2. Department Directors are responsible for ensuring that departmental internal controls are followed throughout his or her department(s). a.Department Directors are responsible for ensuring that all Finance department directives or internal controls are implemented. b.Department Directors are responsible for ensuring that all independent auditor internal control recommendations are addressed. i. Finance department will be responsible for verifying all internal control recommendations provided by the independent auditor are implemented. 3. Finance department will be responsible for establishing and maintaining all procedures and internal controls associated with the management of cash including the collecting, receipting, disbursement, and control of legal tender received by the City for the City. Revision Date:12/14/202 Page 570 Item#19. City of Meridian 1 Standard Operating Procedure Number 9.10 Inventory Purpose: To set forth the City's procedures regarding the Inventory Procedure Procedures and Related Information: 1. All furnishings and movable inventory having a minimum cost of$500 each and a life expectancy of over two years shall be identified by an asset tag affixed to each item. 2. Inventory control records shall be maintained for each item of inventory identified by an asset tag. 3. Periodic physical inventories, at least once annually, shall be taken of all inventory placed under an asset tag or control number. 4. No inventory should be permitted to leave the premises without an approval by the employee's supervisor or department Director. Revision Date:12/14/202 Page 571 Item#19. City of Meridian 1 Standard Operating Procedure Number 9.11 Legal Tender Handling Purpose: To set forth the City's procedures regarding the Legal Tender Handling Procedure Procedures and Related Information: 1. General Policy a.All legal tender received by all City departments and employees must be processed, deposited, and accounted for daily. b.City will not accept any form of foreign currency or monetary instruments. c.All legal tender must be turned in for deposit within one (1) business day of receipt to the Finance Department. d.Any customer disputes over legal tender handling must include the department director and or the City Controller from the Finance department. e.Any legal tender problems that arise during the day should be referred to the City Controller if it or the matter cannot be handled in the individual departments. f. All checks issued to the City must be signed by the customer on the front of the check and endorsed by the City on the back. g.A receipt will be issued for all customers individually. i. All receipts should be numbered. ii. All receipts should include date, customer name, amount received, description of the transaction, customer account number(if applicable). iii. A copy of the receipt will be offered to the Customer. iv. A copy of the receipt will be provided to the Finance department. 2. Daily Cash Reporting a.Departments receiving legal tender shall prepare a daily cash report. i. All daily cash reports must be submitted to the Finance department daily with proper documentation and support. b.All manual receipts issued or voided shall be attached to the daily cash report and forwarded to the Finance department. 3. Department Petty Cash a.All operating petty cash boxes shall be securely and safely stored any time they are not in use. b.Departments shall be responsible for balancing their department operating petty cash box at least monthly. c.Departments receiving legal tender shall maintain strict internal controls over access to the legal tender. d.Department petty cash boxes will be limited to an amount determined by the City Controller and must be issued/approved by the City Controller. e.A valid detailed receipt must accompany all petty cash transactions. i. All receipts should detail the what, where, when, and why for the transaction. Revision Date:12/14/202 Page 572 Item#19. ii. All receipts should note the proper general ledger account coding. iii. All receipts should have proper employee approvals. 4. Daily Bank P a.Finance department(or Finance designee) shall be responsible for preparing the daily legal tender bank deposits. b.Finance department shall be responsible for transporting the daily legal tender bank deposits to the bank. 5. Police Department Drug Money Petty Cash a.Chief of Police will be responsible for establishing sound internal controls for the management of department drug money petty cash box. i. The drug money petty cash box must be securely stored in a safe at all times. 6. Overages and Shortages a.Any revenue overages or shortages in the department must be reported to the department director immediately, and reported to the Finance department with the daily receipts. 7. Banking Policy a.See Banking Policy S. Disbursements a.Finance department shall be the only department to disburse payment via check, cash/coin, wire transfer, or automatic clearing house. i. All disbursements using a credit card must follow the City's Credit Card Policy and Purchasing Policy. Revision Date:12/14/202 Page 573 Item#19. City of Meridian 1 Standard Operating Procedure Number 9.12 Purchasing Purpose: To set forth the City's procedures regarding the Purchasing Procedure Procedures and Related Information: 1. Purchasing Categories, Methods and Authority a.The City has assigned the following categories, methods and purchasing authority for purchases. i. All employees are to identify which category is right for their respective request or purchase and follow that policy. ii. General liability, automotive, and workman's compensation insurance are required for all contracts, written or verbal, which require services to be performed on City property. 1. In addition, most professional services agreements will require professional errors and omissions insurance. 2. It is each employee's responsibility to verify that such insurance is in place prior to the start of work. Only the City's Risk Manager may waive any insurance requirement. b.PURCHASING CATEGORIES i. CATEGORYONE: Goods, Supplies& Equipment(I.C. §67-2806) 1. Purchases up to $15,000 require one quote. 2. Purchases$15,001 to $50,000 require three written quotes. 3. Purchases$50,001 to $100,000 require an informal bid process. 4. Purchases$100,001 and above require a formal bid process. ii. CATEGORY TWO: Contracted Services (I.C. §67-2806) 1. Purchases up to $15,000 require one quote. 2. Purchases$15,001 to $50,000 require three written quotes. 3. Purchases$50,001 to $100,000 require an informal bid or RFP process. 4. Purchases$100,001 and above require a formal bid or RFP process. iii. CATEGORY THREE: Professional Services 1. Sub-category(a) I.C. §67-2320: Engineering,Architect, Construction Management, Land Surveyors a. Purchases up to $25,000 require i. A review of consultant's qualifications, and determination of Qualification, or ii. Selection from a current approved roster. b. Purchases$25,001 and above require i. A formal RFQ process, or ii. Selection from a current approved roster created from a formal RFQ. Revision Date:12/14/202 Page 574 Item#19. 2. Sub-Category(b) I.C. §67-2803(4): Attorney,Accountant, Planner etc. a. Purchases in this category are exempt from any solicitation requirement. All other policy and procedure requirements still apply. iv. CATEGORY FOUR:Public Works Construction 1. Purchases in this category have special requirements that must be met regardless of which department conducts the purchase. a. All public works contractors performing work on projects above $50,000(I.C. §54-1903)(i) must have a current Idaho Public Works Contractors License in the applicable trade(s). b. It is the responsibility of the employee making the purchase to verify that the contractor meets this requirement. c. Payment and performance bonds are required for all public works construction projects above $50,000. These bonds shall be 100%of the contract price individually. d. Purchases up to $25,000 require one quote. e. Purchases$25,001 to$50,000 require three written quotes. f. Purchases$50,001 to$200,000 require an informal bid process. (I.C. §67-2805)(2a) g. Purchases of$200,001 and above require a formal bid process. h. TAX COMMISSION REQUIREMENTS FOR PUBLIC WORKS CONSTRUCTION i. Within thirty (30) calendar days after City awards a contract to a public works contractor, the Purchasing Department shall notify the state tax commission that the contract has been awarded and shall provide to the state tax commission the name and address of the prime contractor. See I.C. §54- 1904A. ii. If material or equipment is purchased or supplied by the City, who is exempt from sales and use taxes,for subsequent use or installation by a public works contractor,then the use by the contractor is subject to use tax. 1. For example, if a contractor has a public works contract to build a structure using materials owned and supplied by the City,the contractor is the consumer of the materials and is subject to a use tax on their value. 2. This tax falls directly upon the contractor and not the owner of the property. See Idaho Administrative Rules 35.01.02.12 V. CATEGORY FIVE: Repair of Heavy Equipment 1. Purchases in this category are exempt from solicitation requirement. See I.C. §67-2803(14) c.PURCHASING METHODS i. QUOTE 1. Quotes may be obtained either verbally or written and must contain the following: a. Description of the goods or services requested b. All costs including delivery to the end users location Revision Date:12/14/202 Page 575 Item#19. c. Any vendor terms and conditions ii. INVITATION FOR BID(Bid) 1. All Invitation for Bids shall be issued by the Procurement Division and in one of two forms, Informal and Formal. In the event of a tie bid,the City may award to the bidder it chooses. 2. Requirements: a. Informal bid requirements i. Be open for a minimum of three (3) days ii. Must be sent to a minimum of three (3)vendors. iii. Be awarded to the bidder submitting the lowest responsive bid. (goods and services) or iv. Be awarded to the qualified bidder submitting the lowest responsive bid. (construction) b. Formal bid requirements i. Advertised in the local paper two times with the last at least seven (7) days prior to the opening. ii. Be open for a minimum of fourteen (14) days iii. Bids must be submitted sealed. iv. A public bid opening shall take place V. Be awarded to the bidder submitting the lowest responsive bid. (goods and services) vi. Be awarded to the qualified bidder submitting the lowest responsive bid. (construction) iii. REQUEST FOR PROPOSAL (RFP) 1. Request for Proposal's may be used for general services i.e.janitorial and landscape services or complex purchases i.e. software, specialized equipment, leases etc. Requests for Proposals shall be issued and managed by the Purchasing Division. Minimum Request for Proposal requirements are as follows: a. Describe what the product or service or solution is to accomplish. b. Provide evaluation criteria of how the solicitation will be awarded. c. City Project Manager shall select the evaluation team. d. Shall be awarded to the highest ranked proposer as ranked by the evaluation team. e. Final terms and conditions of the contract, including cost, may be negotiated. iv. REQUEST FOR QUALIFICATIONS(RFQ) 1. Request for Qualifications must be used for the selection of Engineers, Architects, Construction Managers and Land Surveyors (I.C. §67-2320). 2. RFQ's shall be issued and managed by the Purchasing Division. 3. RFQ's, although not required, may also be used for other types of professionals services, i.e. accountant, attorney, auditor etc. Please contact Purchasing for applicability. a. Request for Qualification requirements i. Describe the services required. ii. Provide evaluation criteria of how the solicitation will be awarded. iii. City Project Manager shall select the evaluation team. Revision Date:12/14/202 Page 576 Item#19. iv. Cost may NOT be a factor in the evaluation process. V. Shall be awarded to the highest qualified firm/individual as ranked by the evaluation team. vi. Final terms and conditions, scope of work and cost may be negotiated. V. PRE-QUALIFICATION 1. The City may require Public Works Contractors to be pre-qualified for a particular project (I.C. §67-2805)(3)(b). a. Pre-Qualification Requirements i. Advertise the Pre-Qualification in the local paper two times with the last publication at least seven (7) days prior to the qualification due date. ii. Describe the construction services to be performed. iii. Provide evaluation criteria of how contractors will be evaluated. iv. City Project Manager shall select the evaluation team. V. Only Contractors selected through the Pre-Qualification process will be allowed to bid on the construction project. All other bids received will be deemed non-responsive. Vi. LEASES 1. All leases must be processed through the Procurement Division regardless of dollar amount. 2. Capital leases must be appropriated and expensed for the full amount the first year of the lease. Vii. COOPERATIVE PURCHASING 1. With the approval of the Procurement Manager, purchases may be completed using cooperative purchasing agreements with any State Agency or Political Subdivision or government entities or associations thereof. Purchases may also be completed utilizing any purchasing cooperative that offers goods and/or services as a result of competitive solicitation in accordance with I.C. §67-2807, and that have been approved by the Procurement Manager. 2. PUBLIC WORKS CONSTRUCTION PROCUREMENTS ARE EXCLUDED FROM COOPERATIVE PURCHASING. 3. The Department may use the established state, federal, city, or county contracts to make purchases. The Division of Purchasing contract information is located at: a. http://Purchasing.idaho.gov/statewide-contracts 4. In accordance with I.C. §67-2803(1) and §67-2807(1),the City may also piggyback on other city or county bids if the pricing is consistent with the original bid and the bid process followed I.C.Title 67. 5. All contract documentation should accompany the purchase request. viii. EMERGENCY PURCHASE 1. Emergency purchases maybe completed without the requirement of a solicitation (I.C. §67-2808)(1). All other policy and process requirements still apply. a. Emergency Purchase Requirements Revision Date:12/14/202 Page 577 Item#19. i. The emergency purchase is necessary to safeguard life, health or property. ii. The City Council must declare that an emergency exists within 60 days of the emergency event. ix. SOLE SOURCE PURCHASES 1. Sole Source purchases are exempt from solicitation requirements and are broken into two categories a. Sole Source Purchases up to $50,000. i. Procurement Manager approval is required. ii. Only one source is reasonably available. iii. Sole Source purchases must meet one of the requirements listed in Category b below: b. Sole Source Purchases above $50,000 (I.C. §67-2808)(2). i. Only one source is reasonably available. ii. Procurement Manager& City Council approval is required prior to purchase. iii. Sole Source must be advertised in the local paper fourteen (14) calendar days PRIOR to making purchase. iv. Category b sole source purchases must meet one of the following requirements: 1. Compatibility of equipment, components, accessories, computer software, replacement parts or service is the paramount consideration; 2. Where a sole supplier's item is needed for trial use or testing; 3. The purchase of mass-produced movies,videos, books or other copyrighted materials; 4. The purchase of public works construction, services or personal property for which it is determined there is no functional equivalent; 5. The purchase of products, merchandise or trademarked goods for resale at a political subdivision facility; 6. Where competitive solicitation is impractical, disadvantageous or unreasonable under the circumstances. X. PURCHASING WITH FEDERAL GRANT FUNDS 1. Prior to effecting a purchase using any federal grant funds, procurement staff must verify through the System For Award Management (SAM)that the contractor/vendor is not excluded from doing business under a federal grant. Xi. PURCHASING AUTHORITY 1. By adoption of this Policy, the City Council has set the following signatory thresholds for purchases through the Procurement Division. 2. Through adoption of this Policy the Mayor has delegated signing authority to the Procurement Manager for purchases made per this policy: a. PURCHASES UP TO $10,000 i. Purchase Orders and Contracts in this range may be signed by any Department Director or Authorized City Personnel. Revision Date:12/14/202 Page 578 Item#19. ii. All City Department Directors are required to insure all employees have read the Purchasing Policy prior to delegating signing authority for purchases in this range. iii. The employee is responsible for verifying that there are funds available for the purchase and for obtaining all required documentation, i.e. insurance, licenses etc., for the applicable purchasing category. iv. The employee is responsible for obtaining the City Attorney's approval of any contract the employee is signing. b. PURCHASES ABOVE $10,000 i. Purchase Orders and Contracts in this range must be signed by either the Procurement Manager,the Mayor or their respective designees, prior to the purchase. ii. The Chief Financial Officer/City Treasurer will stand as the signatory in the absence of the Procurement Manager. c. CONTRACTS ABOVE $200,000 i. All contracts in this range require legal review and City Council approval. d. CHANGE ORDERS i. Employees may create change orders. ii. All change orders must utilize the standard City form and be approved by the Procurement Manager. iii. The Procurement Manager shall determine if specific change orders require Council approval. iv. Employees are to contact the Procurement Manager prior to drafting& issuing a change order. e. CREDIT CARD USAGE i. This policy states the minimum guidelines required by the City Credit Card Policy, City Policy 6.2.5, and by law. ii. Individual departments may establish more restrictive guidelines for usage. iii. Credit card purchases must comply with the Procurement Policy requirements stated above. xii. PURCHASING ETHICS AND VENDOR RELATIONSHIPS 1. Every City employee has a personal responsibility to conduct government business in an ethical manner and assure the integrity of the City purchasing and purchasing processes. 2. All City employees and elected officials are responsible for adherence to City and State purchasing rules, and regulations. a. CODE OF ETHICS i. All City employees responsible for procuring goods or services shall: 1. Follow the rules and regulations of the City Standards of Conduct Policy 7.5 and the laws of the State of Idaho. 2. Avoid activities that would compromise or give the perception of compromising the integrity of the procurement process and the best interests of the City. (ref. City Conflict of Interest Policy 6.18). Revision Date:12/14/202 Page 579 Item#19. 3. Reduce the potential for any charges of preferential treatment by actively promoting the concept of competition. 4. Act as good custodians of public money by obtaining maximum benefit for funds spent. 5. All employees are required to comply with the City's Policy 6.11 in regards to gifts and gratuities. 1. In addition to City Policy 6.11 employees in a position to make or recommend an award of a City purchase shall not solicit or accept gifts, money, prejudicial discounts or entertainment material which might influence or appear to influence purchasing decisions. b. VENDOR RELATIONSHIPS i. Developing and maintaining good relationships with our suppliers is important. City personnel should work through the Procurement Division for vendor communication. ii. Maintain and practice,to the highest degree possible, business ethics, professional courtesy, and competence in all transactions. iii. Adhere to and protect the supplier's business and legal rights to confidentiality for trade secrets, and other proprietary information. c. LOYALTY AWARDS (GIFT CARDS) AND GIFTS i. Employees are prohibited from personally accepting loyalty/gift cards and/or gifts from vendors for making purchases on behalf of or in any capacity for the City. ii. The City, and not the employee, is being rewarded for its faithful business. iii. Therefore, employees are to ask for discounts on the purchase being made in lieu of gift cards. d. PROHIBITIONS i. The City has adopted the following in regard to purchasing prohibitions: 1. I.C. §67-9230—Conflict of interest regarding the holding of contracts or selling to the City property or supplies by City employees unless award is made after competitive bids per City Policy 6.18. 2. I.C. §67-9230—Prohibition regarding the influencing or conspiring to influence public purchasing decisions and contract awards. Attempts at influence may include kickbacks and bribes, peddling or payment of a fee, back door selling, hard- sell tactics,fraternization, or offering gifts to avoid following published procedures or gain advantages. 3. I.C. §59-1026—Circumventing Purchasing Authorization —Prohibits efforts by employees to obtain products or Revision Date:12/14/202 Page 580 Item#19. services by avoiding the competitive process by splitting purchases or creating false emergency situations. 4. I.C. §67-9230—No vendor or related party, or subsidiary, or affiliate of a vendor may submit a bid to obtain a contract to provide property to the City, if the vendor or related party, or affiliate or subsidiary was paid for services utilized in preparing the bid specifications or if the services influenced the procurement process. xiii. APPEALS 1. The City strives for a fair, legal and transparent solicitation process. 2. Any bidder, proposer or vendor who believes they were aggrieved in connection with a solicitation or award may appeal to the Procurement Manager. 3. The solicitation appeals are as follows: a. Specification Appeal i. Informal Solicitation—A bidder/proposer must submit an appeal to the Procurement Manager at least one (1) day prior to the due date and time of the solicitation. ii. Formal Solicitation—A bidder/proposer must submit an appeal to the Procurement Manager no later than three (3) days prior to the due date and time of the solicitation. b. Appeal of Award i. Formal Solicitation—A bidder/proposer must submit an appeal to the Procurement Manager within seven (7) calendar days of the transmittal of the Notice of Intent to Award, stating the express reason(s) the aggrieved bidder feels that the award decision is in error. xiv. PAYMENT PROCESSING 1. See Accounts Payable Policy 2. Idaho Statutes Regarding Purchasing, Contracting and Purchasing a.Public Works Contractor Licensure Requirements L I.C. §54-1904 (i) b.Exemptions to Public Works Contractor Licensure i. I.C. §54-1903 (i) & (k) c.Filing of Notices and Income Tax Returns-- Payment of Income Taxes by Contractors i. I.C. §54-1904A d.Public Works Construction Bidding i. I.C. §67-2803 (2) & (3) e.Public Purchasing of Goods and Services Bidding i. I.C. §67-2803 (2) ii. I.C. §67-2805 (2) & (3) f. Purchasing By Political Subdivisions i. I.C.Title 67, Chapter 28 g.Exemptions to Public Purchasing of Goods and Services Bidding i. I.C. §67-2803 (1)through (7) ii. I.C. §67-2806 iii. I.C. §67-2808 (1) Revision Date:12/14/202 Page 581 Item#19. h.Joint Purchasing Program i. I.C. §67-2807 (1) i. Penalties—Political Subdivisions/Public Officials i. I.C. §54-1914 (2) ii. I.C. §54-1920 (2) iii. I.C. §59-1026 j. Penalties—Contractors i. I.C. §54-1914 (1) ii. I.C. §54-1920 (1) & (3) k.Prohibitions i. I.C. §67-9230 I. Professional Service Contracts with Design Professionals, Construction Managers and Professional Land Surveyors i. I.C. §67-2320 m. Disposal of Surplus i. I.C.Title 50, Chapter 14 n.Abandoned or Unclaimed Property in Possession of Sheriff or City Police Department-- Sale at Public Auction. i. I.C. §55-403 o.Written Plans and Specifications for Work To Be Mande by Officials—Availability i. I.C. §67-2309 p.Leases i. I.C. §50-1409 q.Public Works Contractors i. I.C.Title 54, Chapter 19 r. IDAHO ADMINISTRATION RULES i. Idaho Sales and Use Tax Administrative Rules—Contractors 1. 35.01.02.12 s.STATE OF IDAHO BOARD OF EXAMINERS i. State Personal Surplus Property Policy and Procedures 1. Policy No. 442-40 Revision Date:12/14/202 Page 582 Item#19. City of Meridian 1 Standard Operating Procedure Number 9.13 Revenue Management Purpose: To set forth the City's procedures regarding the Revenue Management Procedure Procedures and Related Information: 1. Revenue Characteristics a.Simplicity i. City, where possible and without sacrificing accuracy,will strive to keep the revenue system simple in order to reduce compliance costs for the taxpayer or service recipient. 1. City will avoid nuisance taxes or charges as revenue sources. b.Certainty i. City will understand its revenue sources and enact consistent collection policies to provide assurances that the revenue base will materialize according to budgets and plans. ii. City will make all current expenditures with current revenues, avoiding procedures that balance current budgets by postponing needed expenditures, accruing future revenues, or rolling over short-term debt. c.Equity i. City shall make every effort to maintain equity in its revenue system structure (i.e., the City shall seek to minimize or eliminate all forms of subsidization between entities,funds, services, utilities, and customers' classes). d.Revenue Adequacy i. City shall require that there be a balance in the revenue system (i.e.,the revenue base will have the characteristics of fairness and neutrality as it applies to cost of service, willingness to pay, and ability to pay). ii. All revenue forecasts shall be conservative. e.Administration i. The benefits of a revenue source shall exceed the cost of levying and collecting that revenue. 1. The cost of collection will be reviewed annually for cost effectiveness. f. Diversification and Stability i. A diversified revenue system with a stable and predictable base of income shall be maintained and managed to help avoid instabilities in revenue sources due to factors such as short-term fluctuations in the economy. 2. Revenue/Cost Recovery a.Revenues should not exceed the reasonable cost of providing the service. b.Cost recovery goals should be based on the total cost of delivering the service, including direct costs, departmental administration costs, and organization-wide support costs. c.The method of assessing and collecting fees should be as simple as possible in order to reduce the administrative costs of collection. Revision Date:12/14/202 Page 583 Item#19. d.Revenue rate structures should be sensitive to the "market"for similar services. e.City will utilize a common approach in determining cost recovery levels for various programs. a.Cost/Benefit of Abatement i. City will use due caution in the analysis of any tax or fee incentives that are used to encourage development. 1. Ideally, a cost/benefit (fiscal impact) analysis will be performed as part of such caution. b.Non-Recurring Revenues i. One-time or non-recurring revenues will not be used to finance current on- going operations. ii. Non-recurring revenues should be used only for one-time expenditures. iii. Non-recurring revenues will not be used for budget balancing purposes. c.Interest Income i. Interest earned from investment of available monies, whether pooled or not, will be distributed to the funds in accordance with the equity balance of the fund from which monies were provided for investment. d.User Fees and Charges i. For services associated with a user fee or charge, a fee will offset the direct and indirect costs of that service where possible. 1. Fees will be reviewed at least every three (3)years to ensure that fees provide adequate coverage of costs of services. a. Finance department will review and recommend any changes to the City Council. e.Enterprise Fund Rates i. City will review and adopt utility rates, as needed, which will generate revenues required to fully cover current operating and maintenance expenses, meet the legal restrictions of all applicable bond covenants, establish necessary future replacement costs, and provide for an adequate level of working capital. 1. Enterprise Fund rates will include transfers from the General Fund as follows: a. General and Administrative Charges: i. Administrative costs will be charged to all funds for services of general overhead, such as administration, finance, legal counsel, and other costs, as appropriate. ii. The charges will be determined through an indirect cost allocation following accepted practices and procedures as developed by the Finance department. f. Intergovernmental Revenues i. Any potential grants will be examined for matching requirements. 1. Generally,these revenue sources should be used for capital improvements that are consistent with the Capital Improvement Program CIP whose operating and maintenance costs have been included in the operating budget or for special programs associated specifically with the grant. g.Revenue Monitoring Revision Date:12/14/202 Page 584 Item#19. i. Actual revenues received will be regularly compared to budgeted revenues and variances will be investigated. Revision Date:12/14/202 Page 585 Item#19. City of Meridian 1 Standard Operating Procedure Number 9.14 User Fees and Charges Development Purpose: To set forth the City's procedures regarding the User Fees and Charges Development Procedure Procedures and Related Information: 1. User Fees and Charges - Development a.Finance department will be responsible for analyzing all User Fees and Charges on a routine basis to justify the User Fees and Charges. i. Finance department will be responsible for working with departments to determine the full cost recovery amount for all User Fees and Charges. 1. Finance department will be responsible for working with departments to determine the subsidized percentage needed for all User Fees and Charges. b.Finance department will be responsible for establishing review periods for each User Fee and Charge. c.Finance department will be responsible for establishing fair and equitable methods when developing City fees and charges. i. Finance department will be responsible for developing transparent fees and charges allowing for proper identification of factors and considerations impacting the development of all fees and charges. d.Finance department will be responsible for presenting all new and changes to User Fees and Charges at least once per fiscal year to City Council for approval. 2. User Fees and Charges - Proposals and Approvals a.Finance and Legal department must approve all User Fees and Charges prior to submission to City Council for approval. b.City Council is responsible for approving all User Fees and Charges. c.City Council will only accept User Fees and Charges submitted to them by the Finance department for consideration of approval. d.City Council may decide against full cost recovery in cases where greater public benefit is greater. 3. User Fees and Charges - Management a.Finance department will be responsible for developing and maintaining a Citywide User Fees and Charges database. i. Departments will be responsible for verifying that all User Fees and Charges are included in the Citywide User Fee and Charges database. 4. User Fees and Charges - Cost Recovery Methods a.Full Cost Recovery i. Activities/Programs will be assessed a fee to collect 100%of all costs associated to an activity/program. b.Majority Cost Recovery Revision Date:12/14/202 Page 586 Item#19. i. Activities/Programs will be assessed a fee to collect 80%-99%of all costs associated to an activity/program. c.Partial Cost Recovery i. Activities/Programs will be assessed a fee to collect 50%-79%of all costs associated to an activity/program. d.Minimal Cost Recovery i. Activities/Programs will be assessed a fee to collect 1%-49%of all costs associated to an activity/program. e.No Cost Recovery i. Activities/Programs will be assessed a fee to collect 0% of all costs associated to an activity/program. 1. Activities and programs assigned this Cost Recovery Method will be subsidized by other revenue sources. f. Interagency Cost Recovery i. Activities/Programs provided by interagency relationships with the City will not be required to meet any City Cost Recovery Criteria. 1. Interagency fees will be developed by the agency. 2. Interagency fees will be collected by the City for distribution to the interagency per interagency agreements. 3. Interagency fees will not provide any cost recovery to the City unless identified within interagency agreement(s)for administrative functions for the collection and distribution of interagency fees. g.Penalties/Fines Cost Recovery i. Fees established for the purpose of a penalty or a fine will not be required to meet any City Cost Recovery Criteria. 1. Penalties and fines will follow any applicable State, Federal, or Local laws. 5. User Fees and Charges - Cost Recovery Criteria Definitions a. The following criteria are used to determine if a service is Full, Majority, Partial, Minimal, or No Cost recovery. b. The service does not have to meet every criterion. a.Full Cost Recovery(100%) i. Individuals or groups benefit from the service and there is little or no community benefit. ii. Administrative costs of imposing and collecting the fee are not excessive. iii. The service is provided at market price by the private sector. b.Majority Cost Recovery(80%-99%) i. The individual or group using the service is the primary beneficiary. ii. Administrative costs of imposing and collecting the fee are not excessive. iii. Imposing a majority cost fee would not place the agency at a competitive disadvantage. iv. The service is usually provided by the private sector, but may also be provided by the public sector. V. User fees should recover the majority cost of services benefiting specific groups or individuals. c.Partial Cost Recovery(50%-79%) i. The individual or group using the service is the substantial beneficiary. ii. Administrative costs of imposing and collecting the fee are not excessive. Revision Date:12/14/202 Page 587 Item#19. iii. Imposing a partial cost fee would not place the agency at a competitive disadvantage. iv. The service is usually provided by the private sector, but may also be provided by the public sector. V. User fees should recover the partial cost of services benefiting specific groups or individuals. d.Minimal Cost Recovery(1%-49%) i. Services benefit those who participate but the community at large also benefits. ii. Administrative costs of imposing and collecting the fee are not excessive. iii. Imposing a minimal cost fee would place the agency at a competitive disadvantage. iv. The services may be provided by the public sector, but may also be provided by the private sector. e.No Cost Recovery(0%) i. The service is equally available to everyone in the community and should benefit everyone. ii. Because the service is basic, it is difficult to determine benefits received by one user. iii. The level of service attributable to a user is not known. iv. Administrative costs of imposing and collecting a fee exceed revenue expected from the fee. V. Imposing the fee would place the agency at a serious disadvantage. vi. The service is primarily provided by the public sector. Revision Date:12/14/202 Page 588 Item#19. C��W, IDIAN�-- City of Meridian Standard Operating Policy Number 10.1 Disposal of Media Purpose: To set forth the City's policy regarding disposal of media. Policy: The City of Meridian recognizes proper disposal of media is necessary to protect sensitive and confidential information, employees and City. Inappropriate disposal of media may put employees and the City at risk. The City has developed proper disposal of media procedures which anyone subject to this policy is required to adhere to. This policy applies to employees, contractors,temporary staff, and other workers at the City, including all personnel with access to sensitive and confidential data and media.This policy applies to all equipment that processes confidential and sensitive data that is owned or leased by the City. This policy shall be implemented pursuant to the Disposal of Media Standard Operating Procedures. Authority& Responsibility: IT shall be responsible for administering this policy. Revision Date: 12/14/2021 page 589 Item#19. C��W, IDIAN�-- City of Meridian Standard Operating Policy Number 10.2 Equipment Checkout Purpose: To set forth the City's policy for Equipment Checkout. Policy: The IT Department is authorized by the City to maintain a pool of equipment for checkout and use by other departments in order to allow for efficient, cost effective operations and services. This policy shall be implemented pursuit to the Equipment Checkout Standard Operating Procedures. Authority& Responsibility: IT shall be responsible for administering this policy. Revision Date:12/14/202 Page 590 Item#19. C��W, IDIAN�-- City of Meridian Standard Operating Policy Number 10.3 Identity and Access Management Purpose: To set forth the City's policy on required access control measures to all digital identities in use for City information systems to protect the confidentiality, integrity, and availability of City resources. Policy: The City follows a standard framework for Identity Management,Authentication, and Access Control. Employees are required to use digital identities to access City information systems, use these identities for authentication, and to do so, only as authorized. This policy shall be implemented pursuant to the Identity and Access Management Standard Operating Procedures. Authority& Responsibility: The Information Technology department is responsible for administering this policy. Revision Date: 12/14/2021 page 591 Item#19. C��W, IDIAN�-- City of Meridian Standard Operating Policy Number 10.4 Incident Response Purpose: To set forth the City's policy regarding Information Technology(IT) Incident Response processes created to protect the City of Meridian's information systems. Policy: To protect the City of Meridian's information systems processes are in place to identify and respond to suspected or known incidents that may impact or threaten the integrity of the information systems. Processes include required communication, response, mitigation, and remediation of IT related incidents. Employees, contractors, or others shall report incidents to the IT Department.The IT Department shall report incidents to applicable parties as needed depending on the type of incident and impact. This policy shall be implemented pursuant to the Incident Response Standard Operating Procedures. Authority& Responsibility: IT shall be responsible for administering this policy. Revision Date: 12/14/2021 page 592 Item#19. C��W, IDIAN�-- City of Meridian Standard Operating Policy Number 10.5 Information Security Purpose: To set forth the City's policy regarding information security. Policy: The City shall act in due diligence to protect the integrity of the City's information systems, to mitigate the risks and losses associated with security threats to computing resources and to ensure secure and reliable network access and performance. This applies to all City information systems. This policy shall be implemented pursuant to the Information Security Standard Operating Procedures. Authority& Responsibility: IT shall be responsible for administering this policy. Revision Date: 12/14/2021 page 593 Item#19. C��W, IDIAN�-- City of Meridian Standard Operating Policy Number 10.6 Password Requirements Purpose: To set forth the City's policy regarding employee password requirements. Policy: The City has a sizeable investment in its information systems that support the City's operations and services. Safeguarding its information systems and the information contained therein is of paramount importance. Password requirements are part of the City's defenses against cyber-attacks. Employees are required to keep passwords confidential, current and compliant with City requirements. This policy shall be implemented pursuant to the Password Requirements Standard Operating Procedures. Authority& Responsibility: IT shall be responsible for administering this policy. Revision Date: 12/14/2021 page 594 Item#19. C��W, IDIAN�-- City of Meridian Standard Operating Policy Number 10.7 Security Awareness Training Purpose: To set forth the City's policy regarding the Security Awareness Training Program. Policy: The City has developed an employee Security Awareness Training Program as part of its ongoing efforts to protect the City's Information Systems from security threats and breaches. Lacking adequate information security awareness, staff is less likely to recognize or react appropriately to information security threats and incidents and are more likely to place information assets at risk of compromise. In order to protect information assets, all workers must be informed about relevant, current information security matters. This policy applies to all City employees, contractors, or others, with access to City systems. This policy shall be implemented pursuant to the Security Awareness Training Standard Operating Procedures. Authority& Responsibility: The Chief Information Officer(CIO) or designee shall be responsible for administering this policy. The CIO is accountable for running an effective security awareness training program that informs and motivates employees to help protect the City's Information Systems and customer information assets. Revision Date: 12/14/2021 page 595 Item#19. C��W, IDIAN�-- City of Meridian Standard Operating Policy Number 10.8 Technology Purchase Purpose: To set forth the City's policy regarding technology purchases. Policy: This policy applies to all City technology purchases including hardware and software. Technology purchases except the accessories listed below must go through the Information Technology (IT) department and conform to IT Standards. Certain technology such as software shall go through an evaluation process. The IT department manages all hardware and software purchases for the City, including maintenance and support renewals.This service allows us to: • Reduce department overhead • Avoid duplicating solutions and efforts • Adhere to standards when possible • Renew items on time • Track hardware and software • Ensure support and compatibility • Increase ease and timeliness of support • Reduce costs • Avoid extra fees • Maintain compliance with licensing and subscription agreements This policy shall be implemented pursuant to the Technology Purchase Standard Operating Procedures. Authority& Responsibility: IT shall be responsible for administering this policy. Revision Date: 12/14/2021 page 596 Item#19. C��W, IDIAN�-- City of Meridian Standard Operating Policy Number 10.9 Technology Replacement Purpose: To set forth the City's policy regarding technology replacements. Policy: The City shall follow a standard replacement schedule for technology to ensure that computing resources are up-to-date and continue to fulfill operational needs of the City. This policy shall be implemented pursuant to the Technology Replacement Standard Operating Procedures. Authority& Responsibility: IT shall be responsible for administering this policy. Revision Date: 12/14/2021 page 597 Item#19. C��V, IDIAN�-- City of Meridian Standard Operating Procedure Number 10.1 Disposal of Media Purpose: To set forth the City's procedures regarding disposal of media. Procedures and Related Information: When no longer usable, storage devices such as USB drives,flash media, hard drives, discs, storage media in cell phones, copiers or other devices, and other similar items used to process or store confidential and/or sensitive data shall be properly disposed of in accordance with measures established by the City. Information systems that have processed, stored, or transmitted sensitive and/or confidential information shall not be released from control until the equipment is sanitized and all stored information has been cleared.The following procedures will be followed. I. City will dispose of hardware by one of the following methods A. Overwriting- an effective method of clearing data from media. As the name implies, overwriting uses a program to write (1s, Os, or a combination of both) onto the location of the media where the file to be sanitized is located.A minimum of three times is required for sensitive or confidential information. B. Degaussing- a method to magnetically erase data from magnetic media. Two types of degaussing exist: strong magnets and electric degausses. Note that common magnets (e.g., those used to hang a picture on a wall) are fairly weak and cannot effectively degauss magnetic media.This only applies to magnetic media. C. Destruction-a method of destroying media.As the name implies, destruction of media is to physically dismantle by methods of crushing, disassembling, etc. D. Factory defaults—restoring to factory defaults. (Only applicable to limited feature operating systems such as those that run on cell phones). II. Enforcement A. Any employee found to have violated these procedures may be subject to disciplinary action, up to and including termination of employment. B. Supervisors shall report any employee found to have violated these procedures to the IT Director. C. The IT Director shall consult with Human Resources to discuss appropriate discipline if warranted. Revision Date: 12/14 Page 598 Item#19. C��W, IDIAN�-- City of Meridian Standard Operating Procedure Number 10.2 Equipment Checkout Purpose: To set forth the City's procedures for checking out equipment from the IT Department. Procedures and Related Information: I. City employees may check out equipment by submitting a ticket. Equipment will be loaned out on a first-come first-served basis. A. Types of available equipment for employee checkout are listed below 1. Laptops 2. Projectors 3. Conference Phone 4. Video Conference System 5. Webcams 6. Hotspots 7. Cables 8. Training laptops are not available for checkout II. Return of Checked Out Equipment A. Employees shall return equipment by the date designated by the IT Department. B. Employees shall notify the IT Department of any issues, loss or damage related to the checked out equipment as soon as possible, but no later than the return date. C. Employees may be liable for loss or damage caused to checked out equipment as determined by the IT Director. The IT Director may consult with the employee's supervisor and Human Resources if deemed necessary. Revision Date:12/14/202 Page 599 Item#19. CE IDIAN City of Meridian Standard Operating Procedure Number 10.3 Identity and Access Management Purpose: To set forth the City's procedures regarding identity and access management. Procedures and Related Information: I. Identity A. Accounts 1. User Accounts:This is a uniquely associated identity for a specific employee.These are the most common type of accounts and are issued to all City employees, contractors, or others. User accounts or passwords shall not be shared with others. 2. Shared Account:These are used to support multiple users sharing the same identity. The use of shared accounts is discouraged as it lacks accountability and security. They shall receive limited access.They are only for specific use cases where there is a business need that cannot be met with standard user account. 3. Service Accounts:A service account is used when it is necessary for systems or applications to authenticate to other systems or applications without any association to a person. Users shall not log in with these accounts. 4. Privileged Accounts: Certain accounts may have extra privileges related to the management of a device or application.This is often thought of as an account type, but it is more accurately described as an account with privileged authorizations. Privileged accounts are granted approval to defined Information Technology (IT) staff. Privileged accounts may be given to employees and contractors as deemed necessary by IT staff. 5. Accounts will expire after 90 days of inactivity unless otherwise noted. B. New User Accounts 1. Upon notification from the Human Resources (HR) Department, a user account will be created for all new employees. Passwords for new accounts will be provided directly to HR and the employee's supervisor.The initial password provided will be temporary and must be changed once the employee logs into the network. Revision Date: 12/14/2021 page 600 Item#19. 2. Request for employee access to applications or resources beyond those provided to all employees must be submitted by the employee's supervisor using the ticketing system.Access will be granted based on the resource owner's approval. C. Removal of User Accounts 1. When an employee separates from the City, supervisors shall give IT notice to ensure that resources are no longer available when the employee leaves. 2. Employee accounts will remain in a "disabled" state for a maximum of 30 days, at which point the account will be deleted from the system. It is the responsibility of the employee's supervisor to notify IT of any resources which may be required of the terminated employee. II. Authentication A. The City's standard authentication method is username and password. Some resources require additional authentication known as multifactor authentication. B. Multifactor Authentication (MFA) 1. MFA involves combining more than one authentication type and generally provides a stronger assurance of the person's identity. MFA is typically utilized in systems involving sensitive, privileged, externally accessible, or cloud applications. 2. MFA shall be used when an information system being accessed contains sensitive or confidential information or when using a privileged account remotely. MFA is recommended in all cloud applications. C. Directory Services 1. Whenever possible and reasonable, any application or system, whether on premise or in the cloud, should use directory services and single sign on for authentication over local accounts and passwords. D. Session Lock 1. The City's default session lock value is 15 minutes for all City computers.The IT department may make exceptions to this on a case by case basis. E. Remote Access 1. Remote access that the city offers includes Virtual Private Network(VPN) services, cloud services, and any other externally accessible system. 2. All remote access services shall be encrypted, authorized, and are subject to expiration of 90 days. Revision Date: 12/14/2021 page 601 Item#19. 3. A User account is required. Users cannot use a shared account for remote access. 4. MFA shall be required for VPN access and is recommended for other services. III. Authorization A. All accounts shall only be used for authorized purposes. B. Least Privilege 1. An authorization should only provide the privileges required for the function or task to be performed and no more. C. Separation of Duties 1. Whenever practical, no one person should be responsible for completing or controlling a task, or set of tasks,from beginning to end when it involves the potential for fraud, abuse, or security concerns. IV. Auditing and Accounting A. The City shall maintain an audit trail of actions performed by identities and shall be reviewed for proper use. Revision Date: 12/14/2021 page 602 Item#19. CE IDIAN City of Meridian Standard Operating Procedure Number 10.4 Incident Response Purpose: To set forth the City's procedures regarding communication, response, mitigation, and remediation of Information Technology("IT") related incidents that impact or threaten the City of Meridian's information systems. Procedures and Related Information: I. Scope A. These procedures apply to all City of Meridian employees, contractors, or others,who process, store,transmit or have access to City of Meridian information systems. II. Definitions A. Systems: A software or hardware communications and/or computer-related equipment or interconnected system or subsystems of equipment that is used in the processing, transmission, containment, manipulation, monitoring, management, display or reception of data. B. Incident: An event that threatens the security, integrity, confidentiality, or availability of a City of Meridian IT related systems or services. III. Incident Reporting A. Any City employee, contractor, or others using City equipment is required to report any security incident, suspicious activity or related concern to IT.This includes, but is not limited to, contacting the Helpdesk or other IT employees directly, creating a ticket in the support system,sending an email, and/or contacting the IT After Hours emergency number. IT personnel will ensure that the incident is routed to the appropriate person. B. Employees, contractors, or others are required to notify IT of theft or a compromised device, even if the theft or the device is personal equipment when connected to a City system (such as email) IV. Prioritization A. Incidents will be prioritized by impact (Public web server as opposed to user workstation), and risk(data exposure or destruction). Revision Date: 12/14/2021 page 603 Item#19. V. Escalation A. For incidents of a significant nature,the Chief Information Officer(CIO) or designee is notified and responsible for determining the impact/risk of the incident and notifying and briefing the applicable parties on the incident. VI. Mitigation and Containment A. Information Technology employees that receive notification of an incident shall take appropriate action to terminate the activity. Affected systems of the incident will be isolated. A damage assessment will be conducted on the affected equipment or system. Any discovered vulnerability will be repaired as soon as possible. VII. Eradication and Restoration A. The damage assessment determines the course of action required to provide a permanent solution. Any repairs, upgrades, and/or data restorations will be conducted urgently, with IT's best effort to meet Recovery Time and Point Objectives (RTOs and RPOs) determined by the department(s) affected by the incident. Vill.Information Dissemination A. Any public release of information to the press and/or public regarding an IT related security incident shall be authorized and coordinated through the CIO and the City Communications Manager. B. The CIO or designee shall manage the dissemination of incident information to other agencies, departments, or personnel. Dissemination to said parties will be based on the impact and risk associated with the incident. Incident reports, including oral discussion, will be given within 24 hours of the incident. Agencies or departments with data of a sensitive nature shall be notified in accordance with their Federal regulation. Any security breach incidents involving PH (Personally Identifiable Information) or CJI (Criminal Justice Information)shall be reported to the Meridian Police Dept Terminal Agency Coordinator("TAC"), City of Boise,Ada County Sheriff Office, and Idaho State Police. Local law enforcement shall be notified if applicable. See the latest revision of the CJIS Security Policy for more information on CJI/PII. IX. Ongoing Reporting A. After initial report of an issue, if not already done, a ticket will be created in City support system in regards to the effect of the incident. If it's determined to be of a significant nature, subsequent reports will be provided to the CIO, IT designee, and others as applicable. Minor incidents will be managed within the IT Department. Updates and resolution notes will be attached to the ticket. B. An Incident report will contain, but may not be limited to the following items: 1. Point of contact Revision Date: 12/14/2021 page 604 Item#19. 2. Affected system and physical location(s) 3. System description and application 4. Type of information contained in the system 5. Incident description 6. Incident resolution status 7. Damage assessment, including data loss or corruption 8. Agencies and/or departments contacted 9. Corrective actions taken 10. Knowledge gained/future mitigation X. Review A. Analysis of the impact will be ongoing, and a best effort used to implement the resolution on all systems, affected or not, if applicable. Ongoing reports will be given at an appropriate frequency or as requested by the CIO or designee, Mayor, or City Officials. XI. Training A. Initial training will be provided during the onboarding process. In addition, Users will receive training at least annually through the security awareness training program. Revision Date: 12/14/2021 page 605 Item#19. CE IDIAN City of Meridian Standard Operating Procedure Number 10.5 Information Security Purpose: To set forth the City's procedures regarding information security. Procedures and Related Information: I. Network Connections A. City employees may not connect, nor contract with an outside vendor to connect, any device or system to the City's networks without the prior review and approval of IT. B. Unauthorized access to City network/server equipment (firewalls, routers, switches, etc.) is prohibited. C. Unauthorized access to City equipment/cabling rooms/datacenters is also prohibited. ll. Network Security A. All devices connecting to the network must have adequate security installed and maintained to prohibit unauthorized access or misuse. B. City reserves the right to quarantine or disconnect any system or device from the City network at any time. C. City reserves the right to decrypt encrypted traffic. III.Data Protection A. Systems hosting City information must be protected in alignment with Information Technology standards and industry best practices. Specifically, systems shall operate with: 1. Physical protection (mobile) 2. Up to date Anti-Virus software 3. A Firewall 4. Software updates applied regularly IV.Enforcement Revision Date: 12/14/2021 page 606 Item#19. A. Attempting to circumvent security or administrative access controls for information systems is a violation of these procedures and will be subject to disciplinary actions up to and including termination. B. Disciplinary action will be determined by the Chief Information Officer in conjunction with the Human Resources Director and the department director of the violating employee. V. Monitoring and Auditing A. City will maintain and monitor logs for all network devices and systems for security auditing purposes. B. City may perform security audits of any system or device attached to the City network. Revision Date: 12/14/2021 page 607 Item#19. CE IDIAN City of Meridian Standard Operating Procedure Number 10.6 Password Requirements Purpose: To set forth the City's procedures regarding password requirements. Procedures and Related Information: I. Passwords shall meet the standards in either the basic password standards or advanced password standards as outlined below. A. Basic Passwords Standards: 1. Expires every 90 days 2. Minimum of 8 characters 3. Must contain 3 of 4 character sets: lowercase, uppercase, number, special character 4. Cannot be the same as username 5. Cannot contain dictionary words 6. Cannot contain proper names 7. Cannot contain compromised passwords 8. Cannot contain more than 3 repeating or sequential characters ("aaaa", 11123411 , "gwerty") 9. Cannot be identical to the previous 10 passwords 10. Cannot be changed more than once per day B. Advanced Passwords Standards (Pass phrases): 1. Expires every 365 days 2. Minimum of 20 characters 3. Cannot be the same as username 4. Cannot contain compromised passwords 5. Cannot contain more than 3 repeating or sequential characters ("aaaa", "1234", "qwe rty") 6. Cannot be identical to the previous 10 passwords 7. Cannot be changed more than once per day 8. No complexity requirements such as upper/lower case, numbers, symbols. Spaces count as characters II. Unsuccessful Login Attempts: A. Account lockout duration: 10 minutes Revision Date:12/14/202 Page 608 Item#19. B. Account lockout threshold: 5 invalid attempts C. Reset account lock counter after: 10 minutes III. Employees shall keep all passwords confidential, current and compliant with these procedures. Failure to comply may be grounds for disciplinary action, up to and including termination. A. Employees shall inform the IT department immediately upon learning of any problem related to the confidentiality or integrity of their password. B. IT shall provide the necessary support to protect the City's information systems from cyber-attack related to an employee password compromise. IV. Additional information A. The City's password program is enforced by Group Policy,Active Directory and Password Policy Enforcer systems that run on City servers and integrate with Microsoft Azure Active Directory. B. Refer to the following resources for more information on password standards the City adheres to: 1. The National Institute of Science and Technology(NIST) Special Publication 600- 83B. 2. The Criminal Justice Information Services (CJIS) Security Policy. Revision Date:12/14/202 Page 609 Item#19. C E IDIAN City of Meridian Standard Operating Procedure Number 10.7 Security Awareness Training Purpose: To set forth the City's procedures regarding security awareness training. Procedures and Related Information: I. Security Awareness Training A. The City Information Technology("IT") department requires that each employee upon hire and at least annually thereafter successfully complete security awareness training. Certain staff may be required to complete additional training depending on their specific job requirements. Staff will be given a reasonable amount time to complete each course to not disrupt business operations. IT will also provide security awareness information which is to be reviewed by employees. (Emails/video monthly except when we do online training). II. Simulated Social Engineering Exercises A. The IT department will conduct periodic simulated social engineering exercises including but not limited to: phishing(e-mail),vishing (voice), smishing (SIVS), USB testing, and physical assessments.The IT department will conduct these tests at random throughout the year with no set schedule or frequency. The City IT department may conduct targeted exercises against specific departments or individuals based on a risk determination. III. Remedial Training Exercises A. From time to time City employees may be required to complete remedial training courses or may be required to participate in remedial training exercises with members of the IT department as part of a risk-based assessment. IV. Compliance & Non-Compliance A. Compliance with these procedures is mandatory for all employees, contractors, elected officials and others. Violation of these procedures by employees may be cause for disciplinary actions up to and including termination. The CIO in conjunction with the Human Resources Director and the department director of the employee will address violations and determine the appropriate discipline as needed. Revision Date: 12/14/2021 page 610 Item#19. B. All supervisors are responsible for ensuring that their staff and other workers within their responsibility participate in the security awareness training, and educational activities where appropriate and required. C. The IT department will monitor compliance and non-compliance with these procedures and report the results of training and social engineering exercises to the leadership team. V. Compliance Actions A. Certain actions or non-actions by City personnel may result in a compliance event (Pass). B. A"Pass" includes but is not limited to: 1. Successfully identifying a simulated social engineering exercise 2. Not having a Failure during a social engineering exercise (Non-action) 3. Reporting real social engineering attacks to the IT department VI. Non-Compliance Actions A. Certain actions or non-actions by City employees may result in a non-compliance event (Failure). B. "Failure" includes but is not limited to: 1. Failure to complete required training within the time allotted 2. Failure of a social engineering exercise 3. Failure of a social engineering attack C. Additional actions not outlined in these procedures may be required in the event of a failure associated with an actual social engineering attack, commensurate with the risk and/or damages to the City. D. Failure of a social engineering exercise includes but is not limited to: 1. Clicking on a URL within a phishing test 2. Replying with any information to a phishing test 3. Opening an attachment that is part of a phishing test 4. Enabling macros that are within an attachment as part of a phishing test 5. Allowing exploit code to run as part of a phishing test 6. Entering any data within a landing page as part of a phishing test 7. Transmitting any information as part of a vishing test 8. Replying with any information to a smishing test 9. Plugging in a USB stick or removable drive as part of a social engineering exercise 10. Failing to follow City procedures during a physical social engineering exercise Revision Date: 12/14/2021 page 611 Item#19. E. The IT department may also determine, on a case by case basis,that specific failures are a false positive and should be removed from that staff member's total failure count. VII. Failure Penalties A. The following outlines the penalty of non-compliance with these procedures. Steps not listed here may be taken by the IT department to reduce the risk that an individual may pose to the City. B. Social Engineering 1. First Failure - Notification from IT providing feedback on incorrect action. (Occurs on all phishing failures) 2. Second Failure—Mandatory completion of remedial training and discussion with supervisor. (Documented) 3. Third Failure—Training with IT, which is documented.This and subsequent failures may be subject to disciplinary action, up to and including termination. C. Training 1. First Failure—Notification from IT and supervisor to take correction action. 2. Second Failure—Discussion with supervisor. Computer access revoked until corrective action is take. (User account disabled) 3. This and subsequent failures may be subject to disciplinary action, up to and including termination. VIII.Record Keeping A. Records of all Compliance and Non-Compliance Actions shall be kept by the IT department for a rolling eighteen (18) month period. Any actions older than 18 months will not be considered for failure penalties. Revision Date: 12/14/2021 page 612 Item#19. C��W, IDIAN�-- City of Meridian Standard Operating Procedure Number 10.8 Technology Purchases Purpose: To set forth the City's procedures for technology purchases. Procedures and Related Information: Technology purchases shall meet the standards as outlined below. I. Technology Purchases A. The following items must be purchased through IT. Requests can be made through the IT Ticketing System: 1. Software 2. Software as a service (SaaS) -any software that's licensed on a subscription basis and is hosted outside the City network 3. Website/Hosting Services/Software Development 4. Computers (including Desktops, Workstations, Laptops, MDTs,Tablets, iPads) 5. Monitors 6. Printers/Copiers/Scanners 7. Phones (Mitel)—including Bluetooth Headsets 8. Conference/Video Conference Solutions 9. Network/Server Equipment 10. Mobile Apps for City Use 11. Any accessories or peripherals not listed below 12. Maintenance/support renewals, subscriptions, etc. of aforementioned items B. Accessories listed below can be ordered by departments without having to request them through IT: 1. Mouse 2. Keyboard 3. Flash Drive 4. Digital Camera 5. Computer Speakers 6. Bluetooth Headsets for Cell Phones 7. iPad Case 8. HDMI or USB cables 9. Headphones for computers (wired recommended) Revision Date: 12/14/2021 page 613 Item#19. C. IT has the following items on hand (but the department will still be charged): 1. Mouse 2. Keyboards 3. Monitors 4. Desk Phones 5. Computer Speakers II. Software Evaluation A. This defines the software evaluation process required to purchase software. This policy does not apply to upgrades of existing software. That is, software which the city currently owns, and the vendor of said software, is merely adding additional features or functionality in a newer version (i.e.version 6.1 to 7.0). 1. Department Directors (or designee) shall contact IT prior to beginning any software project. 2. The software evaluation process should be commensurate to the cost of the existing software the City owns and the cost of the new software. 3. IT will evaluate any new software system against existing software the City owns to maintain consistency and standards.The following questions will be used in the evaluation process. B. Questions for Department 1. What are the requirements? (What are the business needs?) 2. What is currently being used to fill these needs? 3. Is the software budgeted for? 4. What is the cost? (one time & recurring) 5. Is the software on premise or cloud based? 6. What is the implementation timeframe? 7. Who is providing training? 8. Are there plans to integrate it with other systems? 9. Will users access the system remotely? If so, how? 10. Will it require custom reporting? Will the vendor create the custom reports? If so, how many are included in the quote for install? 11. Will end users configure additional needed reports in the future or will IT need to allocate resources for this function? 12. How many users will be using the system? (How many installations will be needed?) 13. What is the plan for migrating any existing data into the system? 14. Are there any security or encryption requirements? 15. What is the retention for the data storage? How will records retention be managed for the software? Revision Date: 12/14/2021 page 614 Item#19. C. Questions for Vendor 1. General for Both (SaaS&On-Prem) a. Will users be able to run it without administrative privileges? b. What is the minimum resolution supported? (800x600, 1024768, etc..) c. Is there support for Single Sign On (SSO)? (SAML,AD integration, etc) d. What are the minimum hardware requirements? (CPU, HD, RAM) e. How is licensing set up? (Per user, device, concurrent, site wide, etc) f. Is there recurring maintenance, support, or subscription costs? 2. On Premise a. Can you provide a system architecture diagram? b. What is the database type? (SQL Server, Oracle, MySQL, etc) What versions are supported? c. Is it compatible with Windows Server 2016 for server-side and Windows 10 for client-side? d. Is it delivered over a web browser or client-server? If web, what browsers are supported? If web based, does it use responsive web design? e. What web server/container does it run on? (IIS, Apache) f. Who does the installation and subsequent maintenance? g. Is SSRS supported for reporting? h. What type of runtime will it operate in? (.NET,VB 6 Runtime,Java, Windows Runtime,Windows Universal Runtime, Win32, Silverlight, Flash, etc) i. Will any portion of the software be accessible from the internet? 3. Hosted/Software as a Service (SaaS) a. What platform is it hosted on? (AWS,Azure, Private datacenter, etc) b. Can we gain access to the data for reporting or integration needs? c. Are there any additional components that we will need to install? (ActiveX, Java, Flash, etc.) d. Can we get a copy of the data if we part ways with the product?What format will it be in?Can we get a copy of the data regularly for other needs? e. Is it delivered over a web browser or client-server? If web based, what browsers are supported? If web based, does it use responsive web design? f. Do you have any API's for integration? Is there an additional cost to them? g. What are the data protection services offered? (Backup, redundancy, frequency) Revision Date: 12/14/2021 page 615 Item#19. CE IDIAN City of Meridian Standard Operating Procedure Number 10.9 Technology Replacement Purpose: To set forth the City's procedures for replacing technology. Procedures and Related Information: i. The following schedule is used to replace hardware and software.All equipment will be replaced on this schedule. However, if a particular lot of equipment is problematic it may be necessary to replace equipment outside of the normal replacement cycle. A. Infrastructure: 4 years or as needed B. Computers: 5 years or as needed c. Software: 6 years or as needed D. Printers: 7 years or as needed ii. Replaced equipment will be disposed following the City's Asset Disposal policy. Once equipment has been funded for replacement,this equipment is not eligible to be included as a replacement request (G200) a second time. Revision Date: 12/14/2021 page 616 Item#20. E IDIAN 'aAHO AGENDA ITEM ITEM TOPIC: Parks and Recreation Department: Lakeview Golf Course 2022 Pricing Discussion Page 617 Item#20. Mayor Robert E. Simison N�- City Council Members: E IDIA Treg Bernt Brad Hoaglun Joe Borton Jessica Perreault D A H 0 Luke Cavener Liz Strader MEMORANDUM TO: Mayor Simison and City Council FROM: Mike Barton,Parks Superintendent DATE: January 4,2022 RE: 2022 Lakeview Golf Course Season Pass and Greens Fees Pricing Background: It's been 14 months since we've taken over the operation of Lakeview Golf Course which has given us a chance to evaluate the operation and make progress on deferred maintenance. During this time,we've also made significant progress increasing customer satisfaction as evidenced by our customer surveys. Over the last 14 months there's been significant inflationary pressure on the costs of materials and labor. In spite of this inflationary pressure and significant expenses due to deferred maintenance,we've been able to minimize operational losses. Discussion: To help achieve our goal of recovering 100%of the operational cost,the time has come that we must propose price increases for 2022. I have attached two different comparative market analysis showing two options for season pass offerings/pricing and one option for an across the board 6%increase to green fees. I will be making a short presentation to recap the financial performance of the golf course along with an explanation of the proposed fee options. Council Direction: Any change in the fees must be noticed and have a public hearing. We are seeking feedback regarding what fee structure should be noticed and brought back as a resolution for consideration and approval. Page 618 Item#20. Banbury Falcon Crest 2021 2022 % increase 2021 2022 % increase 2021 Weekday 18 Holes $40.57 $52.83 30.2% $33.49 $35.38 5.6% $33.02 Weekday 9 Holes $26.41 $33.62 27.3% n/a n/a $24.53 Senior 18 Holes $36.57 $48.83 33.5% $28.30 Senior 9 Holes $24.41 $31.62 29.5% n/a Junior 18 Holes $20.29 $26.42 30.2% $23.58 Junior 9 Holes $13.21 $16.81 27.3% n/a Weekend 18 Holes $50.00 $62.26 24.5% $45.28 $47.17 4.2% $41.51 Weekend 9 Holes $32.07 $39.62 23.5% n/a n/a $27.36 Weekend Senior 18 Holes $46.00 $58.26 26.7% n/a Weekend Senior 9 Holes $30.07 $37.62 25.1% n/a Weekend Junior 18 Holes $25.00 $31.13 24.5% n/a Weekend Junior 9 Holes $16.04 $19.81 23.5% n/a Twilight WD $31.13 $39.62 27.3% Twilight WE $36.79 $47.17 28.2 $31.13 $33.02 6.1% $27.36 Winter WD 18 $33.02 $39.62 20.0% Winter WE 18 $38.68 $47.17 21.9% Winter WD 9 $26.41 $26.41 0.0% Winter WE 9 $26.41 $26.41 0.0% Cart 18 $16.04 $18.87 17.6% $14.15 $16.04 13.3% Cart 9 $10.38 $13.21 27.3% Cart Trail $13.68 $16.04 17.2% Range Token $5.66 $6.60 16.6% Page 619 Item#20. Boise Ranch Ridgecrest Lakeview Quail Hollow/M 2022 % increase 2021 2022 % increase 2021 2022 % increase 2021 2022 $33.96 2.9% $30.19 $32.08 6.3% $32.08 $34.00 6.0% $30.19 $25.47 3.8% n/a n/a $22.64 $24.00 6.0% $26.42 $28.30 0.0% $27.36 $29.25 6.9% $27.36 $28.00 2.3% $26.42 n/a n/a n/a $19.81 $20.50 3.5% $23.58 0.0% $18.87 $22.64 20.0% $13.21 $14.00 6.0% $11.32 n/a $7.55 $9.43 25.0% $8.49 $9.00 6.0% $42.45 2.3% $36.79 $38.68 5.1% $36.79 $39.00 6.0% $35.85 $28.30 3.4% n/a n/a $27.36 $29.00 6.0% $27.36 n/a $36.79 $38.68 5.1% n/a n/a n/a n/a n/a n/a $18.87 $22.64 20.0% $15.09 $16.00 6.0% $16.04 n/a n/a n/a $10.38 $11.00 6.0% $28.30 3.4% $20.75 $24.53 18.2% $27.36 $29.00 6.0% $26.42 $27.36 $29.25 6.9% $27.36 $29.00 6.0% $27.36 $19.81 $21.00 6.0% $17.92 $15.09 $15.09 0.0% $15.09 $16.00 6.0% $15.09 $9.43 $9.43 0.0% $10.38 $11.00 6.0% $10.38 $14.15 $14.15 0.0% $12.26 $13.00 6.0% n/a $6.00 Page 620 Item#20. /arm Springs Redhawk River Birch Centennial % increase 2021 2022 % increase 2021 2022 % increase 2021 2022 % increase $28.30 -100.0% $25.47 $30.19 18.5% $23.58 $25.47 8.0% $18.87 -100.0% $16.98 $21.70 27.8% $18.87 $20.75 10.0% n/a $23.58 $28.30 20.0% n/a n/a n/a $16.98 $21.70 27.8% n/a n/a n/a $12.74 $15.09 18.5% $16.04 $16.04 0.0% n/a $8.49 $10.85 27.8% n/a n/a $33.96 -100.0% $32.08 $36.79 14.7% $28.30 $31.13 10.0% $21.70 -100.0% $20.75 $25.47 22.7% $18.87 $20.75 10.0% n/a $30.19 $30.19 0.0% n/a n/a n/a $16.98 $16.98 0.0% n/a n/a n/a $16.04 $18.40 14.7% $16.04 $16.04 0.0% n/a $10.38 $12.74 22.7% $24.53 -100.0% $18.87 $23.58 25.0% $27.36 -100.0% $25.47 $29.25 14.8% $18.87 $20.75 10.0% $24.53 -100.0% $27.36 -100.0% $15.09 -100.0% $16.98 $15.09 $15.09 0.0% $9.43 -100.0% $11.32 $9.43 $9.43 0.0% $13.21 -100.0% $14.15 $14.15 0.0% $5.66 -100.0% $5.66 $5.66 0.0% Page 621 Item#20. Banbury 2021 2022 % increase 2021 Single- Ulimited $2,640.57 $3,612.26 37% $1,399.00 Single- Restricted $2,168.87 $3,074.53 42% n/a Couple- Unlimited $3,920.94 $5,046.23 29% $2,099.00 Couple- Restricted $2,923.58 $4,300.94 47% n/a Family- Unlimited $3,678.30 $5,414.15 47% Family- Restricted $3,017.92 $4,612.26 53% Senior/Military- Ulimited $2,499.06 $3,517.92 41% $1,199.00 Senior/Military- Restricted $2,074.53 $2,980.19 44% n/a Senior Couple- Ulimited $3,300.94 $4,904.72 49% $1,899.00 Senior Couple- Restricted $2,734.91 $4,150.00 52% n/a 1/2 Price $565.09 $848.11 50% $475.00 Junior(add on) n/a n/a $200.00 Private Cart Trail Pass $589.62 $624.53 6% Restricted = Restricted= anytime M-Th, anytime M-Th, after 12pm Fri- after 12pm Fri- Sun; Holidays Sun Page 622 Item#20. Falcon Crest Redhawk 2022 % increase 2021 2022 % increase 2021 $2,099.00 50% $1,850.00 $1,950.00 5% $1,625.00 $1,599.00 $1,450.00 $1,550.00 7% $1,275.00 $2,999.00 43% $2,500.00 $2,700.00 8% $1,975.00 $2,399.00 $2,100.00 $2,300.00 10% $1,750.00 $3,100.00 $3,200.00 3% n/a n/a n/a n/a $1,999.00 67% $1,750.00 $1,850.00 6% $1,525.00 $1,499.00 $1,400.00 $1,500.00 7% $1,175.00 n/a $2,400.00 $2,600.00 8% $2,075.00 n/a $2,000.00 $2,200.00 10% $1,650.00 $475.00 0% $550.00 $550.00 0% $450.00 n/a n/a n/a n/a $550.00 $600.00 9% $525.00 Restricted = Restricted = anytime M-F, anytime M-Th, after 11am after 12pm Fri- Weekends & Sun Holidays Page 623 Item#20. River Birch Boise Ranch Lake 2022 % increase 2021 2022 % increase 2021 $1,825.00 12% $1,509.43 $1,787.74 18% $1,449.00 $1,450.00 14% $943.40 $1,316.04 40% n/a $2,475.00 25% $2,405.66 n/a $2,249.00 $1,975.00 13% $1,603.77 $2,070.75 29% n/a n/a $2,641.51 n/a $2,599.00 n/a $1,839.62 n/a n/a $1,725.00 13% n/a $1,687.74 n/a $1,350.00 15% n/a $1,216.04 n/a $2,275.00 10% n/a n/a n/a $1,875.00 14% n/a $1,970.75 n/a $450.00 0% n/a $561.32 $499.00 n/a $235.85 $372.64 58% n/a $600.00 14% $330.19 $372.64 13% $549.00 Restricted = anytime M-F Page 624 Item#20. view-Option#1 Ridgecrest 2022 % increase 2021 2022 % increase 2021 $1,539.00 6% n/a n/a n/a n/a $1,179.25 $1,226.42 4% $787.74 $2,389.00 6% n/a n/a n/a n/a $1,933.96 $1,981.13 2% $1,283.02 $2,759.00 6% n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a $529.00 6% n/a n/a n/a n/a $300.00 $300.00 0% $220.00 $580.00 6% $400.00 $400.00 0% n/a Restricted = Restricted= anytime M-F, anytime M-F, after 12pm after 12pm Weekends & Weekends & Holidays Holidays Page 625 Item#20. Centennial City of Nampa (Centennial & Ridgecrest) Quail F 2022 % increase 2021 2022 % increase 2021 n/a n/a n/a $929.25 18% $1,179.25 $1,367.92 16% n/a n/a n/a $1,452.83 13% $1,933.96 $2,216.98 15% n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a $450.00 $500.00 11% $265.00 20% n/a n/a n/a n/a n/a Restricted = anytime M-F, after 12pm Weekends & Holidays Page 626 Item#20. lollow/Warm Springs 2022 % increase $1,300.00 $935.85 $2,028.30 $1,569.81 Restricted = anytime M-F, limiting number of passes sold Page 627 Item#20. Lakeview Golf Course ,plt � ' , �, 0 0 v $It & + 1 � K �•icing DISCLI Mks Uftn., MM ft It SuWnftn C E�� N! IDIAN"6 i H Page 628 Item ,739 Total Number of Rounds! - _ Actual Budge- 8udget ;Golf Operatiians Deferred Maintenance RevenU2 Carts Green/Cart Fees $85,700 S65,671 $992,445 �921,793 • Battery replacement $8,500 Range S5,618 S2,431 S93,553 �40,068 • Supplemental cart rental $16,000 pro Sh ap $20,538 �14 0B0 S177,352 �193,923 Maintenance Equipment :Total P.PvPnue $111,8S6 W,182 $1,263,35o $1,055,784 • Repair Et maintenance $40,000 Cost of Goods Sold S7,973 �SF 008 5101F 360 �113F 989 • Small tools $7,500 Clubhouse Repair £t Grounds Maintenance asp °f re' �`'� 6 �95 °.130.86 71.9b • Building $16,000 Payroll,Taxes & Benefits $58,616 �57,140 �573,099 SC77.145 • Equipment $13,000 ^Operating Expenses S87,215 34,026 $569,660 S382.7_i ✓ Dish machine ;Total Expenses $14S,831 S91,166 $1,142,759 1,D59,856 ✓ Ice machine ;Inonme(Loss)from Gaff Operations 541,948) 516,992) $19,231 i 11%-D611 ✓ Fryer • Landscaping $5,000 13 Parking lot $10,000 Rounds 3,423 2,960 39,739 34,607 Goose control $6,000 111 Avg GF CF per Round $25.04 �22.96 �25.62 �23.75 � New fountains Et electrical $10,000 Temporary piping for surface Fd & Beerage water diversion $10,000 Ran ;Total Revenue S42,878 $ 490,TM ,556 $534%149 ge Expenses $29,000 • Ball supply L_ Cast of Goods Sold $28,74814,231245,315 $203,957 • Ball machine u5-a of re venue 42.5% 3&7% 50-0 3as% • Range picker assembly Payroll,Taxes& Ben efits $12,216 S22,935 S171,094 S310,086 ii Mats Cape rat i n g Exp en se s $11,074 S2,250 !�97,256 $45,050 Computer/Office equipment $11,000 ;Total Expenses $52,038 Sa%416 $503,665 SSS9,0% Security/Alarm upgrades $4,000 Legal fees (liquor license transfer)$5,000 Inonme(Loss)from F&S l$9,16D) ($2,638) ($n,109) �$28,944) Improved Course Conditions ;EBITOA � 1,1 ) I$19,630) $8,1221 , ) 8t Customer Service! ;Other Expenses overall Service COUFSe Food Recommend #Of Management Fee S7,000 S7,0W W,833 Rating Rating Rating Rating Rating Surveys Oct 2021 48.8 8.5 9.1 7.7 8.1 8.5 82 Transfers from City Page 629 Net Cash rriom Ops �$58,108) �$26,6301 �$76,711) �$233}315� Rolling-12 30.1 8.0 8.9 7.1 8.1 8.0 1008 Item#20. Proposed 2022 Pricing - Passes Option 1 Pass Type 2021 2022 Single - Unlimited $1 ,449.00 $1 ,539.00 Couple - Unlimited $27249.00 $2,389.00 Family - Unlimited $2,599.00 $2,759.00 1 /2 Price $499.00 $529.00 Private Cart Trail Pass $549.00 $580.00 Sales Tax Not Included *No Changes to Current Products 6% Increase Page 630 Item#20. Proposed 2022 Pricing - Passes Optio 2 Pass Type 2021 2022 Single - Unlimited $11449 $1 ,749 Single - Restricted n/a $11249 Couple - Unlimited $2,249 $2,699 Couple - Restricted n/a $2,049 Family - Unlimited $2 599 n/a Family - Restricted n/a n/a Senior/Military - Unlimited n/a $1 ,649 Senior/Military - Restricted n/a $1 , 149 Senior Couple - Unlimited n/a $2,599 Senior Couple - Restricted n/a $1 ,949 1 /2 Price $499 $529 Junior (add on) $299 $299 Private Cart Trail Pass $549 $580 *Restricted = anytime M-F *Weekends Et Holidays after 12 PM *Military is Active Military Page631 Item#20. Proposed 2022 Pricing - Greens Fees Greens Fees 2021 2022 % increase Weekday 18 Holes $32.08 $34.00 6.0% Weekday 9 Holes $22.64 $24.00 6.0% Senior 18 Holes $27.36 $28.00 2.3% Senior 9 Holes $19.81 $20.50 3.5% Junior 18 Holes $13.21 $14.00 6.0% Junior 9 Holes $8.49 $9.00 6.0% Weekend 18 Holes $36.79 $39.00 6.0% Weekend 9 Holes $27.36 $29.00 6.0% Weekend Junior 18 Holes $15.09 $16.00 6.0% Weekend Junior 9 Holes $10.38 $11 .00 6.0% Twilight $27.36 $29.00 6.0% Winter 18 Holes $27.36 $29.00 6.0% Winter 9 Holes $19.81 $21 .00 6.0% Cart 18 Holes $15.09 $16.00 6.0% Cart 9 Holes $10.38 $11 .00 6.0% Cart Trail $12.26 $13.00 6.0% Range Token n/a $6.00 *Sales Tax Not Included Page 632 0 uestions ? Thank you ! Item#20. Banbury Falcon Crest 2021 2022 % increase 2021 2022 % increase 2021 Weekday 18 Holes $40.57 $52.83 30.2% $33.49 $35.38 5.6% $33.02 Weekday 9 Holes $26.41 $33.62 27.3% n/a n/a $24.53 Senior 18 Holes $36.57 $48.83 33.5% $28.30 Senior 9 Holes $24.41 $31.62 29.5% n/a Junior 18 Holes $20.29 $26.42 30.2% $23.58 Junior 9 Holes $13.21 $16.81 27.3% n/a Weekend 18 Holes $50.00 $62.26 24.5% $45.28 $47.17 4.2% $41.51 Weekend 9 Holes $32.07 $39.62 23.5% n/a n/a $27.36 Weekend Senior 18 Holes $46.00 $58.26 26.7% n/a Weekend Senior 9 Holes $30.07 $37.62 25.1% n/a Weekend Junior 18 Holes $25.00 $31.13 24.5% n/a Weekend Junior 9 Holes $16.04 $19.81 23.5% n/a Twilight $31.13 $39.62 27.3% $31.13 $33.02 6.1% $27.36 Winter 18 $33.02 $39.62 20.0% Winter 9 $26.41 $26.41 0.0% Cart 18 $16.04 $18.87 17.6% $14.15 $16.04 13.3% Cart 9 $10.38 $13.21 27.3% Cart Trail $13.68 $16.04 17.2% Range Token $5.66 $6.60 16.6% Page 634 Item#20. Boise Ranch Ridgecrest Lakeview Quail Holl 2022 % increase 2021 2022 % increase 2021 2022 % increase 2021 $33.96 2.9% $30.19 $32.08 6.3% $32.08 $34.00 6.0% $25.47 3.8% n/a n/a $22.64 $24.00 6.0% $28.30 0.0% $27.36 $29.25 6.9% $27.36 $28.00 2.3% n/a n/a n/a $19.81 $20.50 3.5% $23.58 0.0% $18.87 $22.64 20.0% $13.21 $14.00 6.0% n/a $7.55 $9.43 25.0% $8.49 $9.00 6.0% $42.45 2.3% $36.79 $38.68 5.1% $36.79 $39.00 6.0% $28.30 3.4% n/a n/a $27.36 $29.00 6.0% n/a $36.79 $38.68 5.1% n/a n/a n/a n/a n/a n/a $18.87 $22.64 20.0% $15.09 $16.00 6.0% n/a n/a n/a $10.38 $11.00 6.0% $28.30 3.4% $20.75 $24.53 18.2% $27.36 $29.00 6.0% $27.36 $29.25 6.9% $27.36 $29.00 6.0% $27.36 $19.81 $21.00 6.0% $17.92 $15.09 $15.09 0.0% $15.09 $16.00 6.0% $9.43 $9.43 0.0% $10.38 $11.00 6.0% $14.15 $14.15 0.0% $12.26 $13.00 6.0% n/a $6.00 Page 635 Item#20. low/Warm Springs Redhawk River Birch Centen 2022 % increase 2021 2022 % increase 2021 2022 % increase 2021 2022 $30.19 $28.30 -100.0% $25.47 $30.19 18.5% $23.58 $25.47 $26.42 $18.87 -100.0% $16.98 $21.70 27.8% $18.87 $20.75 $26.42 n/a $23.58 $28.30 20.0% n/a n/a n/a $16.98 $21.70 27.8% n/a n/a $11.32 n/a $12.74 $15.09 18.5% $16.04 $16.04 n/a $8.49 $10.85 27.8% n/a n/a $35.85 $33.96 -100.0% $32.08 $36.79 14.7% $28.30 $31.13 $27.36 $21.70 -100.0% $20.75 $25.47 22.7% $18.87 $20.75 n/a $30.19 $30.19 0.0% n/a n/a n/a $16.98 $16.98 0.0% n/a n/a $16.04 n/a $16.04 $18.40 14.7% $16.04 $16.04 n/a $10.38 $12.74 22.7% $26.42 $24.53 -100.0% $18.87 $23.58 25.0% $18.87 $20.75 $24.53 -100.0% $15.09 $15.09 -100.0% $16.98 $15.09 $15.09 $10.38 $9.43 -100.0% $11.32 $9.43 $9.43 $13.21 -100.0% $14.15 $14.15 $5.66 -100.0% $5.66 $5.66 0.0% Page 636 Item#20. nial increase 8.0 10.0 0.0 10.0 10.0 0.0 10.0 0.0 0.0 0.0 Page 637 Item#20. Banbury 2021 2022 % increase 2021 Single- Unlimited $2,640.57 $3,612.26 37% $1,399.00 Single- Restricted $2,168.87 $3,074.53 42% n/a Couple- Unlimited $3,920.94 $5,046.23 29% $2,099.00 Couple- Restricted $2,923.58 $4,300.94 47% n/a Family- Unlimited $3,678.30 $5,414.15 47% Family- Restricted $3,017.92 $4,612.26 53% Senior/Military- Unlimited $2,499.06 $3,517.92 41% $1,199.00 Senior/Military- Restricted $2,074.53 $2,980.19 44% n/a Senior Couple- Unlimited $3,300.94 $4,904.72 49% $1,899.00 Senior Couple- Restricted $2,734.91 $4,150.00 52% n/a 1/2 Price $565.09 $848.11 50% $475.00 Junior(add on) n/a n/a $200.00 Private Cart Trail Pass $589.62 $624.53 6% Restricted = Restricted= anytime M-Th, anytime M-Th, after 12pm Fri- after 12pm Fri- Sun; Holidays Sun Page 638 Item#20. Falcon Crest Boise Ranch 2022 % increase 2021 2022 % increase 2021 $2,099.00 50% $1,509.43 $1,787.74 18% n/a $1,599.00 $943.40 $1,316.04 40% $1,179.25 $2,999.00 43% $2,405.66 n/a n/a $2,399.00 $1,603.77 $2,070.75 29% $1,933.96 $2,641.51 n/a n/a $1,839.62 n/a n/a $1,999.00 67% n/a $1,687.74 n/a $1,499.00 n/a $1,216.04 n/a n/a n/a n/a n/a n/a n/a $1,970.75 n/a $475.00 0% n/a $561.32 n/a n/a $235.85 $372.64 58% $300.00 $330.19 $372.64 13% $400.00 Restricted = anytime M-F, after 12pm Restricted = Weekends & anytime M-F Holidays Page 639 Item#20. Ridgecrest Lakeview-Option#2 Quail F 2022 % increase 2021 2022 % increase 2021 n/a $1,449.00 $1,749.00 21% $1,226.42 4% n/a $1,249.00 n/a $2,249.00 $2,699.00 20% $1,981.13 2% n/a $2,049.00 n/a $2,599.00 n/a n/a n/a n/a n/a n/a $1,649.00 n/a n/a $1,149.00 n/a n/a $2,599.00 n/a n/a $1,949.00 n/a $499.00 $529.00 6% $300.00 0% $299.00 $299.00 0% $400.00 0% $549.00 $580.00 6% Restricted= anytime M-F, after 12pm Weekends & Holidays Page 640 Item#20. lollow/Warm Springs Redhawk 2022 % increase 2021 2022 % increase 2021 $1,300.00 $1,850.00 $1,950.00 5% $1,625.00 $935.85 $1,450.00 $1,550.00 7% $1,275.00 $2,028.30 $2,500.00 $2,700.00 8% $1,975.00 $1,569.81 $2,100.00 $2,300.00 10% $1,750.00 $3,100.00 $3,200.00 3% n/a n/a n/a n/a $1,750.00 $1,850.00 6% $1,525.00 $1,400.00 $1,500.00 7% $1,175.00 $2,400.00 $2,600.00 8% $2,075.00 $2,000.00 $2,200.00 10% $1,650.00 $550.00 $550.00 0% $450.00 n/a n/a n/a $550.00 $600.00 9% $525.00 Restricted = Restricted = Restricted= anytime M-F, anytime M-F, anytime M-Th, after 11am limiting number after 12pm Fri- Weekends & of passes sold Sun Holidays Page 641 Item#20. River Birch Centennial City of Nam 2022 % increase 2021 2022 % increase 2021 $1,825.00 12% n/a n/a n/a $1,450.00 14% $787.74 $929.25 18% $1,179.25 $2,475.00 25% n/a n/a n/a $1,975.00 13% $1,283.02 $1,452.83 13% $1,933.96 n/a n/a n/a n/a n/a n/a n/a n/a $1,725.00 13% n/a n/a n/a $1,350.00 15% n/a n/a n/a $2,275.00 10% n/a n/a n/a $1,875.00 14% n/a n/a n/a $450.00 0% n/a n/a $450.00 n/a $220.00 $265.00 20% n/a $600.00 14% n/a n/a n/a Restricted = Restricted = anytime M-F, anytime M-F, after 12pm after 12pm Weekends & Weekends & Holidays Holidays Page 642 Item#20. pa (Centennial & Ridgecrest) 2022 % increase n/a $1,367.92 16% n/a $2,216.98 15% n/a n/a n/a n/a n/a n/a $500.00 11% n/a n/a Page 643 Item#20. Banbury Falcon Crest Boise Ranch 2021 2022 % increase 2021 2022 % increase 2021 2022 % increase Single- Unlimited $2,640.57 $3,612.26 37% $1,399.00 $2,099.00 50% $1,509.43 $1,787.74 18% Single- Restricted $2,168.87 $3,074.53 42% n/a $1,599.00 $943.40 $1,316.04 40% Couple- Unlimited $3,920.94 $5,046.23 29% $2,099.00 $2,999.00 43% $2,405.66 n/a Couple- Restricted $2,923.58 $4,300.94 47% n/a $2,399.00 $1,603.77 $2,070.75 29% Family- Unlimited $3,678.30 $5,414.15 47% $2,641.51 n/a Family- Restricted $3,017.92 $4,612.26 53% $1,839.62 n/a Senior/Military- Unlimited $2,499.06 $3,517.92 41% $1,199.00 $1,999.00 67% n/a $1,687.74 Senior/Military- Restricted $2,074.53 $2,980.19 44% n/a $1,499.00 n/a $1,216.04 Senior Couple- Unlimited $3,300.94 $4,904.72 49% $1,899.00 n/a n/a n/a Senior Couple- Restricted $2,734.91 $4,150.00 52% n/a n/a n/a $1,970.75 1/2 Price $565.09 $848.11 50% $475.00 $475.00 0% n/a $561.32 Junior(add on) n/a n/a $200.00 n/a $235.85 $372.64 58% Private Cart Trail Pass $589.62 $624.53 6% $330.19 $372.64 13% Restricted = Restricted = anytime M-Th, anytime M-Th, after 12pm Fri- after 12pm Fri- Restricted = Sun; Holidays Sun anytime M-F Page 644 Item#20. Ridgecrest Lakeview-Option#2 Quail Hollow/Warm Springs Redhawk 2021 2022 % increase 2021 2022 % increase 2021 2022 % increase 2021 2022 n/a n/a $1,449.00 $1,749.00 21% $1,300.00 $1,850.00 $1,950.00 $1,179.25 $1,226.42 4% n/a $1,249.00 $935.85 $1,450.00 $1,550.00 n/a n/a $2,249.00 $2,699.00 20% $2,028.30 $2,500.00 $2,700.00 $1,933.96 $1,981.13 2% n/a $2,049.00 $1,569.81 $2,100.00 $2,300.00 n/a n/a $2,599.00 n/a $3,100.00 $3,200.00 n/a n/a n/a n/a n/a n/a n/a n/a n/a $1,649.00 $1,750.00 $1,850.00 n/a n/a n/a $1,149.00 $1,400.00 $1,500.00 n/a n/a n/a $2,599.00 $2,400.00 $2,600.00 n/a n/a n/a $1,949.00 $2,000.00 $2,200.00 n/a n/a $499.00 $529.00 6% $550.00 $550.00 $300.00 $300.00 0% $299.00 $299.00 0% n/a n/a $400.00 $400.00 0% $549.00 $580.00 6% $550.00 $600.00 Restricted = Restricted = anytime M-F, anytime M-F, Restricted = Restricted = after 12pm after 12pm anytime M-F, anytime M-Th, Weekends & Weekends & limiting number after 12pm Fri- Holidays Holidays of passes sold Sun Page 645 Item#20. River Birch Centennial City of Nampa (Centennial & Ridgecrest) % increase 2021 2022 % increase 2021 2022 % increase 2021 2022 % increase 5% $1,625.00 $1,825.00 12% n/a n/a n/a n/a 7% $1,275.00 $1,450.00 14% $787.74 $929.25 18% $1,179.25 $1,367.92 16% 8% $1,975.00 $2,475.00 25% n/a n/a n/a n/a 10% $1,750.00 $1,975.00 13% $1,283.02 $1,452.83 13% $1,933.96 $2,216.98 15% 3% n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a 6% $1,525.00 $1,725.00 13% n/a n/a n/a n/a 7% $1,175.00 $1,350.00 15% n/a n/a n/a n/a 8% $2,075.00 $2,275.00 10% n/a n/a n/a n/a 10% $1,650.00 $1,875.00 14% n/a n/a n/a n/a 0% $450.00 $450.00 0% n/a n/a $450.00 $500.00 11% n/a n/a $220.00 $265.00 20% n/a n/a 9% $525.00 $600.00 14% n/a n/a n/a n/a Restricted = Restricted = Restricted = anytime M-F, anytime M-F, anytime M-F, after 11am after 12pm after 12pm Weekends & Weekends & Weekends & Holidays Holidays Holidays Page 646 Item#20. Banbury Falcon Crest Boise Ranch Ridgecrest Lakeview Quail Hollow/Warm Springs Redhawk River Birch Centennial 2021 2022 %increase 2021 2022 %increase 2021 2022 %increase 2021 2022 %increase 2021 2022 %increase 2021 2022 %increase 2021 2022 %increase 2021 2022 %increase 2021 2022 %increase Weekday 18 Holes $40.57 $52.83 30.2% $33.49 $35.38 5.6% $33.02 $33.96 2.9% $30.19 $32.08 6.3% $32.08 $34.00 6.0% $30.19 $28.30 -100.0% $25.47 $30.19 18.5% $23.58 $25.47 8.0% Weekday 9 Holes $26.41 $33.62 27.3% n/a n/a $24.53 $25.47 3.8% n/a n/a $22.64 $24.00 6.0% $26.42 $18.87 -100.0% $16.98 $21.70 27.8% $18.87 $20.75 10.0% Senior 18 Holes $36.57 $48.83 33.5% $28.30 $28.30 0.0% $27.36 $29.25 6.9% $27.36 $28.00 2.3% °26.42 n/a 23.58 28.30 20.0% n/a n/a Senior 9 Holes $24.41 $31.62 29.5% n/a n/a n/a n/a $19.81 $20.50 3.5% n/a $16.98 $21.70 27.8% n/a n/a Junior 18 Holes $20.29 $26.42 30.2% $23.58 $23.58 0.0% $18.87 $22.64 20.0% $13.21 $14.00 6.0% °$11.32 n/a 12.74 $15.09 18.5/0 $16.04 $16.04 0.0% Junior 9 Holes $13.21 $16.81 27.3% n/a n/a $7.55 $9.43 25.0% $8.49 $9.00 6.0% n/a $8.49 $10.85 27.8% n/a n/a Weekend 18 Holes $50.00 $62.26 24.5% $45.28 $47.17 4.2% $41.51 $42.45 2.3% $36.79 $38.68 5.1% $36.79 $39.00 6.0% $35.85 $33.96 -100.0% $32.08 $36.79 14.7% $28.30 $31.13 10.0% Weekend 9 Holes $32.07 $39.62 23.5% n/a n/a $27.36 $28.30 3.4% n/a n/a $27.36 $29.00 6.0% $27.36 $21.70 -100.0% $20.75 $25.47 22.7% $18.87 $20.75 10.0% Weekend Senior 18 Holes $46.00 $58.26 26.7% n/a n/a $36.79 $38.68 5.1% n/a n/a $30.19 $30.19 0.0% n/a n/a Weekend Senior 9 Holes $30.07 $37.62 25.1% n/a n/a n/a n/a n/a n/a $16.98 $16.98 0.0% n/a n/a Weekend Junior 18 Holes $25.00 $31.13 24.5% n/a n/a $18.87 $22.64 20.0% $15.09 $16.00 6.0% $16.04 n/a $16.04 $18.40 14.7% $16.04 $16.04 0.0% Weekend Junior 9 Holes $16.04 $19.81 23.5% n/a n/a n/a n/a $10.38 $11.00 6.0% n/a $10.38 $12.74 22.7% Twilight $31.13 $39.62 27.3% $31.13 $33.02 6.1% $27.36 $28.30 3.4% $20.75 $24.53 18.2% $27.36 $29.00 6.0% $26.42 $24.53 -100.0% $18.87 $23.58 25.0% $18.87 $20.75 10.0% Winter 18 $33.02 $39.62 20.0% $27.36 $29.25 6.9% $27.36 $29.00 6.0% $27.36 $24.53 -100.0% Winter 9 $26.41 $26.41 0.0% $19.81 $21.00 6.0% $17.92 Cart 18 $16.04 $18.87 17.6% $14.15 $16.04 13.3% $15.09 $15.09 0.0% $15.09 $16.00 6.0% $15.09 $15.09 -100.0% $16.98 $15.09 $15.09 0.0% Cart 9 $10.38 $13.21 27.3% $9.43 $9.43 0.0% $10.38 $11.00 6.0% $10.38 $9.43 -100.0% °$11.32 $9.43 $9.43 0.0% Cart Trail $13.68 $16.04 17.2% $14.15 $14.15 0.0% $12.26 $13.00 6.0% °13.21 -100.0% 14.15 14.15 0.0% Range Token $5.66 $6.60 16.6% n/a $6.00 $5.66 -100.0% $5.66 $5.66 0.0% Page 647 Item#21. E IDIAN 'aAHO AGENDA ITEM ITEM TOPIC: Parks and Recreation Department: Master Plan Update Cost Recovery Overview Page 648 �A�RIpIAN PARS€$ AND RE��EATLQN A i' f Developinga Cost RecoveryModel IDI *, - IDAHO • • • • • • • • • • • • • • • • • • • • Item#21. Introduction to the Pyramid 5 - Mostly Individual Benefit Method olo 4 --Considerable Individual Benefit � - IndividualiCommunity Benefit (Balanced Beneficiaries) • Based on who benefits 2 w Considerable Community Benefit 1 - Mostly Community Benefit • Basic level of service is free w (supported by tax revenues) • Fees are a responsible and necessary supplement • The greater the individual benefit the higher cost recovery rate Page 650 Item#21. Understanding the 5 Mostly Benefits Filter Individual Benefit 4 Considerable Indiv dual Benefit • Community benefit = tax dollars • Individual benefit = fees Balanced • The greater the individual Individual/Community Benefit benefit = higher cost recovery rate 2 Considerable Community Benefit 1 Mostly Community Benefit Page 651 Item#21. THE PYRAMID s tD METHODOLOGY 1 D O O FOR RESOURCE ALLOCATION RECOVERY FOR PUBLIC PARKS AND RECREATION OPERATIONS Workshop #1 Workshop 92A Wofkshop #3 1 • Project Team Me On Staff IntrcduGtGOn J Category Sorting Sessio�l • Mee en urt Training ta�f * Pricing Training * vefeetlble and Management transparent decision-Learn Team Meeting * public • EStobli�lr tgrgetsl making business#oal ■ Learn about katp and how . prep for sorting sessions . You operate wrentl * goals for desired east . Cast Recowery Policy ID participant pool rrlcoveryr per tier bevel Workshop #2 $peOtic RecammeriMons • grienta#Eon to warkshap * I of the pyramid Invitations series v Scheble - Praject Team Meabng * Develop Reoomm-artda- * No ongoing Fees for Use Table Facilitator tions and Phasing of the Tool] • Clarification of logistics � • Deuelap�on�ensl�s aril] desired outcomes pyramid Finalize Direct Cost 10-1 methodology 5-Mastr Individual Benefit SN DEVELOPMENT OF CATEGORIES OF SERVICE v-% taTt$righl A*Strat[gic Kickoff_Work ciinlinns between workshups- 4-fonsiderabk Individual 6enefil To be completed before�ark0q 42A, � � 3-ladariduallCommunil��enerll � � {ealan+red ge�eriok�riesJ � � F 2-CMeiderable COMMUnity Benefit I -Mostrp Cammar�iry 8�fitril FStattsht after Irate E Xickoff_Work Corl#inues bolm tlrshops. Te be Completed I}etora Mrksho T Page 652 Item#21. Schedule and Next Steps SKO & Workshop One _ January/February • Orientation • Understanding Current Conditions �:Category Development +Workshop Two — April -, Category Review and Sorting with Staff Workshopg • Category Sorting with the Public • Pyramid Development Series • Finalize approach to Cost-of-Service work Workshop Three — May MW • Review and discuss current Cost of Service • Set Tier Targets (cost recovery goals) • Identify challenges and recommendations A4 Wlr-- -,=A Page 653 • • • • • • • • • • • • • • • • • • • • Item#21. Thank Page 654