2012-01-10(, WE IDIAN --
IDAHO
CITY COUNCIL REGULAR
MEETING AGENDA
Tuesday, January 10, 2012 at 3:00 PM
1. Roll -Call Attendance
X David Zaremba X Brad Hoaglun
O Charlie Rountree X Keith Bird
X Mayor Tammy de Weerd
2. Pledge of Allegiance
3. Adoption of the Agenda Adopted
4. Consent Agenda Approved
A. Approve Minutes of January 3, 2012 City Council Regular
Meeting
B. Acceptance Agreement: Display of Artwork of Les Herman in
Initial Point Gallery from November 2 to November 30, 2012
5. Community Items/Presentations
A. Public Launch of Meridian Community Recycling Fund
6. Items Moved From Consent Agenda
7. Department Reports
A. City Council: City Council Department Liaison Appointments
B. Legal/Human Resources/ Information Technology Department:
Strategic Plan Update
C. Legal Department: Proposed Franchise Renewal with Cable
One Approved
D. Planning Department: Transportation Update on Projects,
Priorities and Studies - Includes Discussions on Planned
Meridian City Council Meeting Agenda —Tuesday, January 10, 2012 Page 1 of 2
All materials presented at public meetings shall become property of the City of Meridian.
Anyone desiring accommodation for disabilities related to documents and/or hearing,
please contact the City Clerk's Office at 888-4433 at least 48 hours prior to the public meeting.
Improvements to the Eagle Road/Fairview Intersection,
Intersection Improvements Along the U.S. 20/26 Corridor, and
Other Transportation -Related News
E. Planning Department: Ten Mile Annexation Status Report
F. Legal Department & Clerks Office: Discussion on Phase I
Update to the City of Meridian Records Retention Schedule
G. Mayor's Office: Resolution No. 12-831: A Resolution of the
Mayor and the City Council of the City of Meridian Appointing
Lisa Keyes to seat 8 of the Meridian Development Corporation
Approved
8. Future Meeting Topics
9. Other Items
A. Executive Session Per Idaho State Code 67-2345 (1)(c)(f) — (c)
To Conduct Deliberations Concerning Labor Negotiations or to
Acquire an Interest in Real Property, Which is Not Owned By a
Public Agency; and (f) To Consider and Advise its Legal
Representatives in Pending Litigation Amended onto the
agenda: (d) To Consider Records That Are Exempt From
Disclosure as Provided in Chapter 3, Title 9, Idaho Code
Into Executive Session at 5:21 p.m.
Out of Executive Session at 7:01 p.m.
Adjourned at 7:01 p.m.
Meridian City Council Meeting Agenda —Tuesday, January 10, 2012 Page 2 of 2
All materials presented at public meetings shall become property of the City of Meridian.
Anyone desiring accommodation for disabilities related to documents and/or hearing,
please contact the City Clerk's Office at 888-4433 at least 48 hours prior to the public meeting.
Meridian City Council January 10, 2012
A meeting of the Meridian City Council was called to order at 3:00 p.m., Tuesday,
January 10, 2012, by Mayor Tammy de Weerd.
Members Present: Mayor Tammy de Weerd, David Zaremba, Keith Bird, and Brad
Hoaglun.
Members Absent: Charlie Rountree.
Others Present: Bill Nary, Jaycee Holman, Pete Friedman, Jamie Leslie, Mollie
Mangerich, Emily Kane.
Item 1: Roll -call Attendance:
Roll call.
X David Zaremba X Brad Hoaglun
O Charlie Rountree X Keith Bird
X Mayor Tammy de Weerd
De Weerd: I'd like to welcome you to our City Council meeting. We appreciate all of
you joining us. For the record it is Tuesday, January 10th. It's 3:00 o'clock in the
afternoon. We will start with roll call attendance, Madam Clerk.
Item 2: Pledge of Allegiance
De Weerd: Thank you. Item No. 2 is our Pledge of Allegiance. If you will all rise and
join us in the pledge to our flag.
(Pledge of Allegiance recited.)
Item 3: Adoption of the Agenda
De Weerd: Item No. 3 is adoption of the agenda.
Hoaglun: Madam Mayor?
De Weerd: Mr. Hoaglun.
Hoaglun: Item to note under Department Reports, 7-G, that resolution number is 12-
831. And also on Item 9-A, the Executive Session, we want to add Subsection (d). So,
our Executive Session will be per Idaho State Code 67-2345(1)(c), (1)(d), and (1)(f).
And we would like to amend that. So, with that, Madam Mayor, I move adoption of the
agenda as amended.
Bird: Second
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January 10, 2012
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Zaremba: Second.
De Weerd: I have a motion and a second to adopt the agenda as amended. All those
in favor say aye. All ayes. Motion carried.
MOTION CARRIED: THREE AYES. ONE ABSENT.
Item 4: Consent Agenda
A. Approve Minutes of January 3, 2012 City Council Regular
Meeting
B. Acceptance Agreement: Display of Artwork of Les Herman in
Initial Point Gallery from November 2 to November 30, 2012
De Weerd: Our next item is our Consent Agenda.
Hoaglun: Madam Mayor?
De Weerd: Mr. Hoaglun.
Hoaglun: I move approval of the Consent Agenda and the Mayor to sign and the Clerk
to attest.
Bird: Second.
De Weerd: I have a motion and a second to approve the Consent Agenda. Madam
Clerk, will you call roll.
Roll -Call: Bird, yea; Rountree, absent; Zaremba, yea; Hoaglun, yea.
De Weerd: All ayes.
MOTION CARRIED: THREE AYES. ONE ABSENT.
Item 5: Community Items/Presentations
A. Public Launch of Meridian Community Recycling Fund
De Weerd: Item No. 5 under our Community Items/Presentations. I imagine I'm turning
this over to Mollie.
Mangerich: Good afternoon, Madam Mayor. Members of the Council. I'm here
representing the Solid Waste Advisory Commission today to you seek your approval
and comments and suggestions. We are ready to launch to the public the availability of
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January 10, 2012
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community recycling funds for projects and to receive applications during the next
month and a half. We are fortunate that we have been, since May 2011 and December
2011, we have collected over 4,000 tons of residential recyclables from curb side here
in Meridian. Those 4,000 tons have garnered us 134,000 dollars, of which the city's
revenue portion of that has been 76,000 dollars. As an agreement within the criterion
program establishment of the community recycling fund by the SWAC, we have
available today 38,000 -- a little bit over -- available to the community by which they
could apply applications for -- for projects that are related to waste reduction, recycling,
public education, public education materials, construction projects that would include
incorporation of materials that are secondary in nature. Recycled wood. Recycled
lumber, plastics et cetera. So, we wanted to run by you guys our press release and
who we are targeting within our community to get the word out and seek suggestions,
advise, and a nod and we will do so. It is our goal to have prepared a press release and
work with Robert Simison in the Mayor's office to get a press release out by February
1st and utilize the various capabilities of media we have within the city, our city's
website, the SSC newsletter, our employee newsletter and also our city newsletter and
we have coordinated timing so that we could enter into all of those publications to allow
our citizens to know that we have we limited funding available. Our IT Department has
graciously provided us a dedicated e-mail line that myself, Andrea Pogue, and one of
our other commission members, Keri Glenn, will team up and help preserve and provide
technical assistance and answer questions to our public.who may call in.who may be
interested in this, if not this year, the next year. Our project this year are particular in
schools within the City of Meridian and I have contacted our Meridian Chamber of
Commerce and have been invited to an upcoming luncheon to talk to them about it and
also be utilized in any of their e -newsletter and/or website, as we would like business
participation to be included within this. So, I list for you our targets and the media
utilized and that's my last slide. So, we have done a lot of discussion. It's been a really
positive experience for all the advisory commission members. We feel fortunate to be in
this position. We are also believe that we are far better prepared and organized as to
how to administer this program than perhaps we have been in the past in terms of
increased accountability and, then, transparency. Not only to our internal leadership,
but to our public as well.
De Weerd: Thank you, Mollie. Any questions from Council?
Bird: Madam Mayor?
De Weerd: Mr. Bird.
Bird: Just a comment that I'm so glad that we are able to do this again, because while
we have really stepped up the applications and stuff this time around and we were kind
of lackadaisical on a couple before, we still did a lot of help and -- to the community and
-- and I'm so thankful that we are able to do that and I hope that we will be able to
continue to do this and do it right. We will. We will. It will work out.
Mangerich: Okay. Well, thank you.
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January 10, 2012
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De Weerd: I think it's important to note this is a commodities market and so, you know,
it's very unpredictable and when the commodities have a market it's certainly something
that we can do. So, I -- I believe we need to set realistic expectations to the process
and the availability of funds, so that as -- if we go through a market like we have and are
coming out of, that people know that that money will not always be there, it is cyclical.
Also if you go to the chamber I think it will be important to note some of the projects that
have been funded and the community benefits that have resulted and what we are
doing as far as the process and the transparency and accountability different than what
we did then. You know, how the program has evolved, because certainly that's what
these kind of programs really do, they evolve as they become more popular. We put
stronger processes and place and it's -- it's all part of growing something that's of
benefit to our community.
Mangerich: It truly has.
Hoaglun: Madam Mayor?
Zaremba: Madam Mayor?
De Weerd: Mr. Hoaglun.
Hoaglun: Just appreciate this, Mollie, and looking forward. I think this is going to be a
great program and continue to help build this community in different ways. I just wanted
to know if you could walk me through the process a little bit. If a school comes in with
an application -- let's say they want 20,000 and a business comes in and they have got
a project that 25,000, we don't have enough money for both, what would happen? What
does the committee do?
Mangerich: During the application opening period the three members whom I spoke to
about, Andrea, Keri and I, will review applications and make sure that they all meet that
criteria. In those cases where somebody might be lacking information we will assist
them should they want to pursue clearing up their application. At that point, obviously,
some of our dollar values may have changed and, if anything, maybe have increased
and we will -- we have a special meeting of our Solid Waste Advisory Commission to
discuss the elements and benefits of the application and make a decision tree as to how
we would allocate those funds and they are limited funds with 38,000 being available
and we would go through that process and come up with a decision. We would also talk
with the applications if there was the ability for them to perhaps wheel back a portion of
their element and receive funding on the three-quarters of their application that maybe
appropriate to work with them as well. So, we want to be very technical assistance
oriented, but also very realistic in the limited numbers that are available to our
community this first year out.
Hoaglun: Madam Mayor, to follow up. Is there any criteria where a nonprofit is -- gets
more points, if you will, in the consideration versus a for profit? If a business says, oh,
Meridian City Council
January 10, 2012
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we want to use this recycling material in this building that we are building and want to
sell versus the -- take the school again and we want to include recycling material in this
sort of project, is that a consideration or how does that work?
Mangerich: The applicant targets are not weighted by what -- the stakeholder group
that they come from.
Hoaglun: Okay.
Mangerich: However, there is a tiered approach to the funding. Projects submitted with
a value up to and including 5,000 dollars, there is no match needed. However, this
program runs strictly as a reimbursement program. So, people have to consider that
they have to be able to come up front, buy materials, and, then, get reimbursed upon
submission of receipts of that. Now, applications that may be coming in greater than
5,000 dollars, there is a 50 percent match. That match is consists of either materials --
not labor -- and/or funding themselves. So, is a commitment to add to this pool of
available funding. Also in the event if there were to be any construction to be occurring
as a result of this award of money, they have to go through our building services and we
will take them through the process and fees will need to be paid on those.
Hoaglun: Great. Sounds good. Sounds like the committee has thought it through and
put together a good program. It's not free money. I mean they have got to -- they have
got to have some skin in the game and make sure it's going to be a good solid project,
so that sounds great. Thank you.
Mangerich: We hope to come back to you, you know, within -- by the end of the fiscal
year and have some positive stories and a good PowerPoint presentation for you.
De Weerd: When I think what we have seen in part of the projects in the past, they
have to have a community benefit and that is an element in that.
Bird: We have got a match and it's worked out
De Weerd: Uh-huh. So -- Mr. Zaremba.
Zaremba: Just kind of a side thought here. Actually, I'm thrilled by not only the
opportunity, but the whole way this is going. I mean in -- in recollection when we went
to the commingled residential curb side collection of recyclables we thought that that
was probably going to operate at a loss and at the moment, since it's not operating at a
loss, that's wonderful. Just a suggestion for the SWAC commission, maybe to discuss
at some point. I know there is ups and downs. It's a commodity market, but if there is
any thought that this trend might continue, that it doesn't operate at a loss. I know I
have had business people tell me they would recycle if it did not cost them extra to have
a recycling bin. If I'm understanding correctly, SSC charges the normal charge for
picking up refuse, but different than the residential service where now nobody pays
extra for recycling they, at least -- the businesses at least have to pay extra to have a
Meridian City Council
January 10, 2012
Page 6 of 46
recyclable bin separate from their own and if we continue to have income, if there would
be a way to cover that cost, so that businesses could recycle free the same as homes
do, it's the two benefits. We are not putting more stuff into the land fill and we would
have more stuff to recycle if it's actually making money and I just want to throw that out
there for SWAC to consider at some time, would there be a way to eliminate the
residential -- the business recycling bin fee.
Mangerich: Absolutely. I will carry that forward as a feature agenda item four our
discussion.
Zaremba: Thank you.
Bird: Madam Mayor?
De Weerd: Mr. Bird.
Bird: Just a second thought here. We -- the biggest thanks need to go to SSC for this
program. As a private -- as a private company they certainly -- and in their contract
certainly don't have to give this money back to the citizens of the city. So, the big thank
you is not only to SWAC, the committee, but also the SSC for doing this for us so. I'm
very happy to be associated with SSC for what they do as a community.
Mangerich: I heartily agree with you, as well as you -- as our other commissioners and
might I add to that point of generosity of their own giving this up freely, volunteering this
aspect of partnership back to our community, that also in the event -- when the event
occurs that markets would take a tumble and we would go into the negative value on
the commodities that we are collecting curb side, that SSC will cover that cost and it will
not be accrued to the city, nor our rate payers. So, it is an extraordinary gesture on
their part and I think solidifies what -- how fortunate we are in our area to have this
particular partner.
De Weerd: And I think that point kind of answers maybe why the practicality of covering
the recycling for the business because of the ebbs and flows in the market, the cost
structure would have to ebb and flow as well and it's not just practical. So, it's really
difficult to manage that and I'm sure our -- our utility billing could probably tell you that
would just be a nightmare trying to figure out when it's up what we should -- then we
don't charge, when it's down we do charge and if you have ever had a commodity -- if
you have ever been in the commodity market it's changes daily. So, I don't know how
practical that is. This seems more clean cut and predictable. So, I know they have
looked at that. So, that might help you with not expecting an answer in the near term.
Thank you, Mollie.
Mangerich: Thank you very much. We will move forward on this and we will report
back in several months.
Item 6: Items Moved From Consent Agenda
Meridian City Council
January 10, 2012
Page 7 of 48
De Weerd: Thank you. There were no items moved from the Consent Agenda.
Item 7: Department Reports
A. City Council: City Council Department Liaison Appointments
De Weerd: So, we will move to Item 7-A and I will turn this over to our Council
President Mr. Hoaglun.
Hoaglun: Well, Madam Mayor, I have handed out to you, the Council members and
clerk, the new liaison appointments for this coming year and we -- for Councilman
Zaremba, he will be handling the Community Development Planning and Zoning
Building and Development Services and with the merger of that -- the changes that are
taking place with Public Works, he's also assigned Public Works. So, he will be doing
those two areas and that way it would be one point of contact for anything the Council
needs to know and he could -- he can be the troubleshooter on that, so appreciate him
doing that. For Councilman Bird, the Fire Department and Parks and Recreation for this
coming year. For Councilman Rountree -- he kind of gets what's left over. He went on
vacation, so he's stuck. He gets Legal, HR and IT, and the police.
De Weerd: He's stuck with the police.
Hoaglun: He's stuck with the police. And, then, for Council President, as I guess is
tradition, Finance slash Utility Billing and the Mayor, Clerk and Economic Development.
So, I will be handing those and planning on looking forward to those Friday morning
meetings to set agendas and whatnot. So, moving forward with that. So, that's what we
have for 2012. So, I didn't hear any groans out there from any of the city employees, so
they are all happy with who their liaison is for this year.
De Weerd: That's very good. You have managed miracles then. Are you going to
maintain the assignments to VRT, COMPASS, Air Quality Board, and all of the rest?
Hoaglun: And, again, Councilman Rountree not available to discuss that, I think there is
a willingness by everyone to stay with where they are. If there is not, please, let me
know, but I think we are pretty well set. We do need to discuss the liaison to the senior
center, that is something that we probably want to have a liaison to and that's something
I'm willing to take on if needed, so --
De Weerd: Okay. Very good. Thank you. Any questions or comments from Council?
Zaremba: Just a comment that I, of course, would be happy with any department, but
I'm appreciating being trusted with the departments that are having some transition. I
will try and do my best.
Meridian City Council
January 10, 2012
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B. Legal/Human Resources/ Information Technology Department:
Strategic Plan Update
De Weerd: Thank you. I'm sure you will. Okay. Item 7-13 is our Legal, HR, City
Attorney strategic report. I will turn this over to Mr. Nary.
Nary: Thank you, Madam Mayor. Madam Mayor, Members of the Council, as we get
that rolling up, I guess I have an opportunity to introduce everybody. As I said kind of
facetiously, but not completely, before the meeting, if you have any computer problems I
guarantee we can probably take care of it today. I think we enough of our folks in here
we can probably fix whatever you need. This is an opportunity we get annually to
update you a little bit on what we have been doing and update a little bit where we are
going and that's really the exciting part is where we are going, but before we start, you
know, this - as you can see we are a pretty diverse group in our department and behind
me in the -- to the right of the Council chambers is the majority of our staff from both
HR, IT and the legal staff for the city and you have an incredibly talented group of
people and I have the privilege of leading that department, but you have an incredibly
talented group of people to head those up and I guarantee you you're not going to find
that quality of personnel anywhere in the state, the county, or other cities to the degree
you have here in Meridian. I like to toot our horn a lot when I can and I will tell you there
isn't a whole lot of things that .I don't think the people.behind me can't do and the
citizens of our community I think benefit from that daily. I don't think a lot of times it gets
recognized, because as we sometimes jokingly say in our staff meetings, people don't
really pay much attention until it doesn't work. You know, nobody cares much about
your computer until it doesn't work. Nobody calls us up very often and say, boy, that
was a great contract you guys wrote last week unless it doesn't work. Nobody really
calls us up and a tells us what we have done unless it doesn't work. But the reality is is
most of the time everything works and it does because of the folks behind me. This --
this is a group effort with putting our strategic update together for you and they all
deserve the credit and I just get to be the guy standing up here and tell it to you. But
every one of those people back there really are the ones that make it work every day.
De Weerd: Bill, I will tell you that when it doesn't work they get a lot of recognition,
because we are so appreciative that happens so infrequently. So, even if we don't
express it certainly when it doesn't work it underscores how much you are appreciated.
So, to each and every one of you I hope you know that. And, yes, you're not reminded
it often enough, but you are appreciated.
Nary: Thank you, Madam Mayor. We appreciate that very much. So, let's talk a little
bit about putting the pieces together and what we do as a department. So, we talked
about this as a group and what do we? You know, most of our -- most of our customers
aren't the people out in the community first. Most of our customers are people in side
the city. Most of our -- I said yesterday of our staff meeting, I don't think IT probably
gets a lot of calls from outside the city unless it's a wrong number, because most of their
customers the people that are here on a daily basis.
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January 10, 2012
Page 9 of 48
De Weerd: Or a vendor.
Nary: Or a vendor. but our job is to keep the city out of trouble. I mean that's what we
do and it doesn't matter whether we talk about HR or it doesn't matter if we are talking
about risk management, it doesn't matter if we are talking about the legal department, it
doesn't matter if we are talking about IT. Our job is to keep the city out of trouble. Our
job is preventative maintenance to make sure things work as often as we need it,
whenever we need it, and if there is a down time, which occasionally we have, then, that
it's very minimal. But we anticipate the needs of the city, that we can be forward
thinking, because, again, most of the things -- especially in the technology arena, most
of the folks that we work with aren't very adept with the technology that's coming or
what can be done, that's our responsibility to help them anticipate their needs, find out
what their problems are, help solve that. Provide a consistent quality of service on a
daily basis. To be fast and reliable. Again, whether it's a legal issue, whether it's a
personnel issue, whether it's an IT issue, you want a fast reliable response. You don't
necessarily want us to get back to you next week or a month from now. You really want
it to work five minutes ago. You really want an answer in about ten minutes. We can't
always give you a ten minute answer, but we try to do it as often as we can. Again,
meeting the needs of our customers is something that we as a department consider our
main calling and that's what we do. So, we try to exemplify -- and you will hear a lot
more about this, but we have been talking internally with the Mayor and. with the
directors about the Meridian way and what that means and what are we talking about
and really trying to do these things or some of the things that we talk about as how we
do things in Meridian that maybe isn't the same at other places. It may not be the same
experience that we get with another public agency or even a some private entities and
we try to be different, we try to be responsive and we try to solve the problem as quickly
and as reliably as we can. Here is our organizational structure. You have seen it
before. We have had some small changes this year with IT now with Mike and David
taking on their roles and responsibilities of supervising both the infrastructure support
side of our system, as well as our software engineering. And, again, we have an
incredibly diversely talented group of people that I can't emphasize enough. I probably
at sometimes overemphasize the fact that I think they can do whatever you need and I
haven't been proven wrong very often that they can't and I think it doesn't matter
whether we are talking about IT or legal or HR, I think most of the staff that we have can
do whatever it takes and whatever needs to get done. So, let's talk about some of the
specifics. Okay? So, we will talk first about on the IT side, okay? The incident tracking
system, you have heard of it before, we have written it in-house. Mike Tanner was the
leader of that. It's now working both now with our police department and has been for
awhile, but now it's also shared with Boise Police and Ada County Sheriff. This is -- this
allows them to then be able to track all of these things in real-time and be paperless.
They are currently running it as a test to make sure all three of the agencies can interact
with one another, that they can, then, process paper through -- or process reports
through this system and not create all this paper and have this real-time type of
conversation and there is another slide about that in a second. But, basically, allow this
tracking to save ink, paper, time, storage space, all of these things by sharing with these
other agencies and the City of Meridian being the leader in this particular area, is very
Meridian City Council
January 10, 2012
Page 10 of 48
unique for us and very unique for our city to be the people that really are the go to and
that they are finding in other cities -- and we talked about this I think last year, they
looked at other entities or other ways of getting this work done and found they couldn't
find something better than what we could provide them. The incident tracking system,
again, allows a real-time communication. That's something that's, again, not been done
around here and that's really a great innovation that we are really proud of as an entity
to have. IT support. Fulfilled over 4,000 support requests. That's not a typo. You
divide that out by your normal work year, that's a lot every, every day and many of
those, if not all of those, are handled within the time period of expectation that we have
provided to customer, we get another employee, another department. Some of them
are long-term projects, some of them are short-term projects. Some of them get done
quickly, faster than what our requirements are ourselves, sometimes they are done
even -- even quicker than the customers is even asking for. We try to maintain those
service level goals, so that we can again provide the quickest, fastest responsive
service to meet the needs of our different departments. Overall we have had great
customer feedback because of it. We have had some very smooth transition with new
employees. As you can see there is some new face around the table back there -- or in
the chairs back there. We have had some additions that have been great assets to us
and in bringing those on, both with Mike and David's leadership in IT, we have been
able to assimilate them into our work group. It's been, again, a great transition and now
we have time.to start looking ahead and where we go. What kind.of training can we
provide to the city, to the different departments. We had done that when we first moved
in here and now we can have the time and opportunity to bring that back online and get
some training opportunities for Office 2007 and IT, how to deal with other IT issues,
phone system, other types of training. We have a training facility upstairs on the third
floor that we can use to its fullest potential and that's a great opportunity for both our
staff to provide that, as well as the city employees to receive it at, again, a very afford
able cost to the city. E -ticketing. This is something we are very excited about in IT.
This will reduce manual entry. This is a copy of how many tickets -- this is probably -- is
this daily? Weekend. Okay. So, this is a weekend amount of tickets that get issued by
police department. Every one of those to date have to be entered by hand into our
system. We have people that that's all they have time to do is enter citations into the
system. This will reduce storage space by having this e -ticketing, it will reduce the
manual entry, which, of course, reduces errors, reduces the copying costs, increases
the office -- office efficiency for it. This is a great invocation for the city. This is
something, again, we are very excited about. We hope to have it up and running by the
summer of this year. This is, again, a great addition to the service level that we can
provide the police department. With the incident tracking system in this I think our
police department is second to none in being able to do their work in a most efficient
manner, again, less errors, less storage, less time, much more efficient, again, greater
benefit to our taxpayers.
Leslie: Hey, Bill, can I add something real quick?
Nary: Yes, sir.
Meridian City Council
January 10, 2012
Page 11 of 48
Leslie: We just got notification today from the Department of Highway Safety, based off
the involvement from our IT Department -- I don't think you have gotten the letter yet,
because I just got it a little bit ago. We had a 15 percent match on that grant to develop
e -ticket in our city and they are going to waive that 15 percent based off the cost
savings from the IT Department.
De Weerd: Wow.
Bird: Great.
De Weerd: Congratulations.
Bird: Yeah.
Nary: Again, it's a very exciting opportunity. It really is. Again, stretching -- both
stretching the value that we try to bring to our citizens by the staff that we have and,
again, providing a greater efficiency for the police department and a greater opportunity
for the city to really be the leader in these areas. Accela. It's not a word that everybody
is comfortable with. You know, we have been talking about Accela for awhile. Rob
Sosnowski is in the back and Rob's been a great leader in getting this rolled out to the
department, but now it's.part of how we do our. business and it's --. it's. still in the
evolution state, it's still an ongoing project, but we are slowly getting out to every
department as it's intended. The electronic permitting is getting done, allowing citizens
to have access, to have at least information out there on the internet that they can
access and see where their projects are, allows for staff the ability to review and mark
up documents directly in Accela. Those are additions that, again, we thought this
product would be a great value to both the citizens and our employees and we are
seeing that and with Rob's help in leading this project we are really seeing it now
becoming part of the culture of how we do business. And, again, being a greater value
and efficiency is always a plus. GIS. There is another project that's been ongoing for
awhile. We have had GIS in the city, as all of you know, for awhile as a Public Works
function and, then, we have slowly but surely been moving that into a citywide function
and that implementation is still ongoing. Right now Matt is our GIS -- one of our GIS
programmers. Matt's been working in our hundred percent addressing to make sure all
of the addressing -- you know, it's one of those projects -- you know, addressing I think
for the average for the average citizen seems like nothing; right? Because you know
your address. It's not a big deal. Everybody kind of gets that. Our address in the city --
we are looking to make sure that we have one source that's accurate for all addresses,
so that we when use GIS we are clearly identifying the parcels and the locations
specifically on the map of where they belong. We have many streets that have the
same names, but have streets, avenues, circles, courts, drives, that have numbers that
sometimes the street name is spelled out, sometimes the street name has a direction on
it, sometimes it doesn't. Sometimes it says said North 8th, sometimes it 8th.
Sometimes it's say North Eighth spelled out, sometimes it says North 8th without it
spelled out. So, we want to get that consistency across the board, so that we can have
one system that can drive all of these different issues, but we feel the benefit that GIS
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January 10, 2012
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can be, then, for police, fire, Public Works, all the various departments in being able to
have one central source. So, the GIS system, again, if it's ongoing, we can help
eliminate the duplications that exist, it could help correct names that are incorrect. We
have had avenues and streets that have changed over the years that, again, haven't
been updated in the system. There is misspellings. There is some -- some of them
aren't the right places. The parcel numbers don't match. All of these things are part of
our GIS project and, again, we are very excited to have this in place and it's an ongoing
thing. it's certainly a huge undertaking by our staff, but it's going to be well worth it in
the end. I mean I think it's going to be a great value and we can, then, move that GIS
forward as we have been discussing for a number of years to be able to make sure that
we get the value of what we wanted out of that and our citizens will gain that value as
well when they have their contacts with us.
De Weerd: Bill?
Nary: Yes, Mayor.
De Weerd: I think the Council knows Rob, but I don't know if they know Matt.
Nary: Oh. This is Matt. Matt's our newest GIS person. Our newest GIS programmer.
And.Matt's been with us for two months.
De Weerd: Welcome, Matt.
Nary: Thank you, Madam Mayor. Next, emergency communication. We have been
updating our emergency communication plans with Ada county. Basically trying to work
together to create at countywide plan that will be of value to our city, updating that plan
for future communication needs, creating different platforms for that. Again, those are
goals to find a hardware and software communication platform for the agencies to be
able to work together, to be able to communicate together. This will allow them, again,
more efficiency and lower cost, providing greater service to our community and, then,
the service level agreement will, then, have a working agreement between the agencies
to make sure we are meeting their needs, as well as they are meeting ours and having
this communication dialogue between them. Now we are in the process of looking at
equipment and testing and selecting equipment, so that, again, we have a much better
cohesive communication between us and Ada county and emergency needs. That sort
of plays right into the next issue, which is continuity planning. We have been working
with them on updating the equipment and the sequel server for that e-mail and those
types of things, as well as we are in the process, as all of you know, working our COOP
plan, our Continuing Operations Plan through -- the Fire Department is sort of leading
that task, but all the departments that are involved with emergency services and
emergency communications are working together and this communication or connection
with Ada county will be of great value when we -- as we develop our COOP plan
together. City network. This is a connection by fiber to the city -- to Boise. We have
implemented a fiber connection to Boise for sharing of data. This is -- this is what was
put in when we did the instant tracking system in connecting that to Boise. The record
Meridian City Council
January 10, 2012
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manifest system is now being used by police, is also using this system. We have also
created links through GPS to be able to use that as well in case the fiber for some
reason wouldn't be accessible, so we have redundancy, which as you know in the IT
business that's a critical component is making sure it can be done in more than one
way. They have new a firewall in place because of that. Our phone system and police,
of course, is now on the same system as City Hall, which is a great edition I think for the
police department. Eventually we would like to be able to connect all the city that way
as much as possible. But also there is upgrades to our remote sites as well and, then,
that, of course, will, then, play into creating better connection between our SKADA
system, our parks network system, which connects all of our different parks together,
the lights, the restrooms, those types of things, as well as having a network plan. So,
again, looking forward for the city in the IT arena, we have tried very hard to look at
those long-term values that we need to have in being able to connect all the different
entities are the different facilities of the city and being able to make sure they can
communicate with one another, both internally and, then, of course, externally in
expensive operations, emergency management, those types of things.
De Weerd: Bill, before you have moved on. Do you want -- we have a lot of new faces
in IT, so would you care to take a moment?
Nary: Sure. Absolutely. I'm going to start here on the end. I will start with Mike
Tanner. Mike is our a software engineering manager. I know most of you know Mike,
have seen Mike before. Matt is next to him. Matt's our GIS person. He's been with us.
There is Chad Neal. Chad now is our -- I forget the title now. System admin position.
Again, part of our restructured organization -- or restructure. Crystal is -- Crystal
Ritchie, is right there. And Crystal is our new help desk person. And Summer is right
behind Chad. Summer is also -- she's our part-time software engineering person.
There is Jamie and Jamie's title I forget as well. Computer specialist. Jamie Bean
moved from our help desk into that roll this year. Nick Ferris is here. Nick is our GIS
person -- or, excuse mere, Nick is software engineering person. Sorry. And, then,
behind him is Rob Sosnowski. Rob has been heading up our Accela project. And,
then, David Teed is in the very back row and David is in charge of management of the
systems side of our network.
Zaremba: Madam Mayor?
Nary: So, thank you, Madam Mayor, for giving me time to do that
De Weerd: Thank you.
Zaremba: Madam Mayor?
De Weerd: Mr. Zaremba.
Zaremba: It is nice to meet all of the new IT people that I haven't. I would just comment
that sort of an honorary IT person, Robyn Jack in the Public Works Department has
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January 10, 2012
Page 14 of 48
been very involved in GIS and I'm sure she's relieved to have people now who can help
take some of the city load off of her.
Nary: Yes. Absolutely. Robyn and Doug have both been instrumental in helping move
the GIS program forward in the Public Works arena and they work certainly closely with
IT and so it has been a great partnership and working relationship between the two.
Zaremba: I would just call -- I'm not as familiar with Doug, but I certainly would call
Robyn an honorary member of the IT group.
Nary: I appreciate that.
De Weerd: And I know our departments are thrilled to have Matt on board.
Nary: Yes.
De Weerd: GIS is a growing tool for all of our departments and so I'm sure they keep
you more than busy.
Nary: I haven't seen Matt away from his cubicle very much, except for a staff meeting
and lunch, but that's about it. So, yeah, I think Matt's been pretty.business since he got
here. So, let's move onto the legal side. We probably -- again, a lot of things that we do
in the legal arena that you may or may not see on a daily basis, may not even see or
realize that it's getting done, because our intent is to get it done so that you don't have
to worry about it. You don't have to concern yourself with it. So, obviously, we have
provided a lot of support to both your -- to the Council, as well as the various
commissions in reviewing the different agenda -- management items, a lot of the things
that over the years, especially for Councilman Bird who has been here a long time, we
have evolved our agenda over time, so that when things are on that agenda you know
they have been reviewed by the various departments that need to review it before you
have to approve it. We have a system in place with the clerk's office, so that it all gets
done and the sign -offs occur at the appropriate time. So, again, you don't have to be
concerned about it, it is getting done. The different commissions we also provide
support. We have legal support at all of our commissions, as well as our impact fee
committee. They attend the meetings. They provide whatever trainings are necessary.
Administrative support, provide all the contract review and document drafting, so any
issues that come out of -- whether it's the Solid Waste Commission, whether it's the
Traffic Safety, whether it's Historic Preservation Commission, we have legal support to
provide whatever they need, whether it's contracts, whether it's an RFP for some type of
professional services or whatever, we have legal support to provide all of that for those
various commissions. You probably noticed last week we had a number of contracts on
there for the Arts Commission. Emily Kane -- our legal staff I think you all know,
because they have all been here since -- almost as long as I have. Emily Kane is back
there. Ted Baird and Michelle Albertson -- again, all -- and Andrea Pogue is the only
that wasn't able to be here today. But we provide legal support to all of those -- all of
those contracts and everything that you see here generally are going to be prepared by
Meridian City Council
January 10, 2012
Page 15 of 48
us or have been reviewed by us and these are the various commissions that we have
with the city. So, the next step we are looking at -- again, we try to do updated
commissioner training as we evolve commissioners and have some transition of
commissioners. We provide the trainings so they understand the roll of commissioners,
as well as how the meetings are run, what the requirements under the state code are.
We are working on a handbook for them, so that they have something to take away that
they could have. We constantly are looking at updating antiquated city ordinances. We
have ordinances that are out of date, either have -- have duties or responsibilities for
various departments or various personnel that don't exist anymore or need to be
updated and brought forward and so we are constantly looking at that. On the impact
fee side, again, looking at the methodology, we had that done by a consultant a number
of years ago. Want to make sure we are always keeping current, matching up with what
the state law allows, as well as what we can do in regards to impact fees. Service to
the Mayor's office. Again, we provide assistance for their -- for the outreach, whether
it's with the broadcast or print media. We have provide advice regarding the websites,
community calendar, Facebook posts. We do get a lot of calls. Obviously that's a new
area of the law for everyone and so we are constantly sort of monitoring how other
cases and other communities are dealing with this and how courts have addressed that
type of communication from a governmental level. We do, of course, research as
needed. We provide whatever advice or memorandums as necessary and, of course,
we assist.the other departments in preparing for Council meetings. We have weekly
Council meetings. You know, I think what most people don't realize is that we meet to
death for every single meeting you have. So, we meet three times for one meeting of
yours. And that's to make sure that, again, when it gets in front of you all the bugs have
been worked out. Now, it's not flawless, because I know occasionally we have a few
bugs here, too. But we try to make sure that we iron out as many of them as we can
beforehand and with the department's help we have been able to create a very good
communication system, so that we meet, you know, weekly -- usually once or twice in
making sure whatever is necessary, whatever documents you need, whatever has to be
get signed gets signed, whatever memorandum they are looking for gets prepared, gets
sent, gets delivered. If there is something related to an executive session, if there is a
document, we make sure it all gets done and we help coordinate with the department. It
wouldn't work without the help and the support of the other departments and so we
really are grateful to the cohesiveness and teamwork that we have in the city that,
again, is not common, you know, that Meridian way really permeates a lot of what we do
and it's not common in a lot of cities to have that level of cooperation and teamwork, not
just internally in one department, but among the departments and that really is what you
might think makes Meridian unique in compared to other communities. I did miss one
thing on the service to the Mayor's office, too, was we are looking at a social media
policy. We want to bring something back to you that, again, I don't think we are going to
go get fully vetted with courts for awhile in social media, but we want to make sure we
are at least hitting what courts have addressed in our concerns, so we are working
together with other departments and the Mayor's office specifically to sort of craft that
and that's still in process, but you should be seeing that sometime in the next few
months. Service to the clerk's office. We have public records requests, which have
boomed. They have absolutely boomed in the last couple years. I mean there was a
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January 10, 2012
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change in the law last year, but I don't know if that spurred it or it's just as we have
grown it's spurred it, I'm not sure the interest, but there is a lot of work and support. The
clerk's office just does a tremendous job in meeting the needs of the public and the
requests that come in in getting the information out to departments, getting information
back and getting it turned around timely. The support we can help provide them is we
are -- for lack of a better term, when you run it by your attorney in the public records
arena, that's your get out of jail free card. So, then, you don't have to go to jail and as
you have always heard me say, the attorneys never go to jail. So, that's your
opportunity to make sure we have scrubbed it and met all the requirements of the
statute and so we do provide very timely, very quick response, because the statute
requires it.
De Weerd: Thank you. We appreciate that.
Holman: Madam Mayor? I'd like to add that we did almost 300 last year. We were two
shy of 300. We were tempted to just send just bogus ones to Jacy Jones, because she
really wanted to hit 300, so --
De Weerd: And were they more in depth? I guess I seem to recall someone
mentioning that the amount of research time and the number of pages did increase,
though.
Holman: Madam Mayor, Members of the Council, yes, a lot of them -- I think a
substantial amount of them have to do with a lot of old properties that have changed
hands multiple times and there was questions and, I don't know, just research wanting
information on a lot of old properties or different developments, which requires a decent
amount of research and that's just one small slice of the pie. We get a lot of requests
from people who want like building plans for their home, but the attention to detail that
we pay to all of these requests in really researching through all the documents and
along with legal looking everything over with a fine tooth comb and the departments all
respond very quickly, we have a really good system going. But it requires multiple eyes
on just one request.
Nary: And, again, it's another testament to teamwork, you know, between both our
office and the clerk's office and, again, I think as Jaycee Holman said, the other
departments. I mean it's not your -- it's not your grandma's public records law anymore.
It's not like you can just come up and get one piece of paper and open a drawer and
copy it and hand it to somebody any longer. There is lots of records. And we do get
people that don't understand -- when you say any and all, any and all might be any and
all. I mean that's a lot. And so it may take time to either understand what they are
really seeking, so that we make sure we are meeting what their needs are and that we
can, then, sign the appropriate and right documents they are looking for. That takes
some time. And, again, one of the things to do is in the past for a lot of folks it really
was very, very simple. Well, it's not that simple anymore and we want to make sure he
departments understand that, because there is liability that is -- potentially exists for not
doing it properly and that's part of the education. And, again, I think our departments
Meridian City Council
January 10, 2012
Page 17 of 48
have been so cooperative that it really has worked pretty nicely in conjunction with the
coordination the clerk's office does. But it has been a very positive experience, but it is
a and it's a lot that we didn't necessarily anticipate was going to be how it is, but it has
worked out fairly well. So, we are looking at, you know, some provision of the records,
retention schedule. Actually, Emily is going to take about record retention is in a little
bit. We have license application review, so, again, we use Accela for all the various
licenses that come through. We have -- so, we are looking at overhauling that. We are
looking at revising the policy. You will be seeing that both today and in the future.
Finance department. Bankruptcy. This is one of these things, you know, up until about
2008 we didn't do a lot of bankruptcies. We didn't deal with a lot of bankruptcies. And
since 2008 we deal with a lot of it and we had no system in place. Andrea Pogue really
took that on and we assigned that to her back in 2008 and she's really helped with
finance in trying to create a system to deal with all of these foreclosures and we have
got these -- and more than anything I think what the issue becomes in the bankruptcy
arena is there is a lot of set of rules that are wholly different than other courts and there
is a lot of penalties that go with those. So, when you violate the bankruptcy rules they
don't just scold you, they fine you. And so you have to be sure as an entity, as a
creditor, that you're meeting whatever the bankruptcy requirements are and the rules
are. And so Andrea helped with finance and utility billing in making sure we are meeting
whatever those requirements are, monitoring those cases. We have currently a case
out in Delaware, we.probably -- you might recall we talked about a few months ago.
That's through DBSI's bankruptcy that comes out of Delaware. They have hundreds of
people around the country. We are a small fish in that pond, but we still have to be a
part of it. So, Andrea has been working with our outside counsel just monitoring that
case and making sure the city's needs are getting met. If there is money to be had
there, which at the end of the day most bankruptcies there is not, we are making sure
we are at least following up on that and making sure nothing falls through the cracks.
So, it has been a great exercise in creating some process that didn't exist and things
that are really necessary to do and it's just been a good opportunity for Andrea to really
grab something around and I think it's been a great asset to the city. And, again, we
had 75 cases in 2011, 222 cases since August 2008. That's a huge number, like I said,
compared to what we had previously. Board of adjustment. This was to the get the
Mayor -- I mean this was the chain for awards and appraisers. I felt a little bad --
De Weerd: By the end.
Nary: I will admit I felt a little bad. I did -- I did talk -- one of our very good public
minded servants of our community, Tom Stower, I talked him into being on the board of
adjustments by saying we never have these. These never happen. We haven't had
one in a couple years, Tom, so we -- it would meet once, that will plenty. So, we have
had five last year. We might have a couple more this year. We seem to have a few
more than we thought. But I think one of the things that we have learned is it provides a
great avenue for the public. At least they get a chance to get heard. Now, we haven't
given a lot of relief to people, but when we have at least explained it -- and I think all of
you understand that from your positions as well, when you can explain to people why,
they may not always agree with you, but they don't have a whole lot of argument that
Meridian City Council
January 10, 2012
Page 18 of 48
you didn't give them an opportunity to be heard and if you can't do what they'd like to
do, because an ordinance prohibits it, the statutes prohibit it, or just in the bigger picture
of policy it really doesn't seem fair or reasonable to do that, most of the people tend to
walk away and are understanding of it and they may not like it, but they at least
appreciate the opportunity to get heard. So, I do feel bad for Tom, but he has been a
great -- he's the chair, he is -- and those of you that know Tom he's a very straight
forward, straight shooter, he will tell you what he thinks, he's been a great asset on that,
because a lot of times folks don't necessarily want to hear from myself or Mr. Barry,
because they think we are just staff, but to hear another citizen say I don't buy that or
that doesn't make sense to me, makes sense to them and I think that's a good -- that's a
good avenue for folks to have. So, it has been a good -- a good tool. One of the things
that we are looking at with that is being able to maybe bring back some history this year
to say we think either the board's role needs to be expanded or the board needs to be
defined a little differently and we, hopefully, now with the number of cases we have
some data to provide you a better information or feedback about how it works.
Purchasing support and guidance as well. Again, we provide a lot of assistance as we
can to purchasing. Obviously, it's a huge area of liability and concern when you don't
do it right. We do provide that level of support to make sure we are meeting the
statutory needs that are there, as well as making sure we are updating our contracts
and our agreements, as well as whatever city codes are related to the budget, to
finance, to the CFO.position.here. Police Department and code enforcement. Precious
metal dealers task forces. That was no big deal, right? That was nothing. No --
nobody had an issue with that until we had one meeting and, then, we had a lot of
people that had an issue with it. So, we did provide some support to the police
department, trying to make sure we at least heard what everybody's concerns were and
tried to match those concerns, as well as the law enforcement concerns to creating an
ordinance and as you recall when we came back with that we didn't have a whole lot of
input then. Now, they may have been tired, but I really think they at least felt they got
heard and that was the point, that we at least heard what they were and took -- you
know, there were some legitimate concerns that were raised that made their way into
the ultimate final ordinance that came forward. There were concerns at how it would
impact business and that it wasn't necessarily law enforcement meted in the way it was
originally crafted and we crafted something else to meet those needs. So, again, I think
we are a city that, you know, tries very hard to listen to the concerns of the community
and try to address both the greater good of our community, as well as the individual
concerns that are raised and precious metals and the support we try to provide the
police department and code enforcement I think was just an example of that in this last
year. Again, various ordinance updates, smoking in parks -- I read in the paper that
Boise -- it sounded like they invited this. We have been doing this since last summer I
think is when we put this on the books. Yet nobody seemed to notice, but we helped
with the police department in crafting that and the parks director trying to figure out with
your direction how to make that work for our community and putting that in place.
Essentially, with open containers, we just passed that last week. Again, precious
metals as I have talked about. Trying to -- again to address the needs as they come
and provide that legal support to be able to make sure the ordinances are going to be
supportable, are going to be constitutional, and are going to be upheld if we get
Meridian City Council
January 10, 2012
Page 19 of 48
challenged. And UDC and code enforcement, again, we have put a lot of time and
effort into that, because, you know, we are impacting businesses or we are impacting
residents in how they want to do their business, in trying to balance those needs
between people that want to do whatever they want to do regardless of what the rules
are or the standards that have created as a community in trying to get them to
understand this is why we have these rules and this is why these standards exist, this is
why we do this, because, again, we are trying to enforce it for the greater good. So, I
think our -- our legal side is making sure, again, we are looking at compliance. The law
got changed last year, for example, and we are talking about towing as one of them.
The law got changed. We have to create some knew process to assist that and we
have provided that level of assistance to the police department to do that. So, the open
container update has been done. We are looking at some other updates in regards to
animal control, nuisance, parking noise code. There is a lot of things -- again, water
and addressing code. We have had issue with that. Plumbing code updates per Idaho
Code changes. So, again, we are looking at a variety of different areas that we can
provide some assistance to UDC and to the code enforcement, so we have a consistent
ordinance across the board and also eliminate conflicts. We occasionally find conflicts
between an existing code and maybe a UDC code in making sure we can either fix one,
tweak the other, or get rid of one or the other or however it needs to do to make sure we
don't have inconsistencies in our code. The Fire Department. Again, public records
request, we get lots of requests for the Fire Department, lots. of fire calls, medical. calls
responses from both insurance companies, people that were injured. We get a lot of
those. So, we provide that support for public records requests. And, then, they have
ten zillion old records and so they have been -- Emily and Andrea have been working
closely with them, Judy and Hannah, to make sure we identify again what do we have,
what do we need to keep, what do we not need to keep, and what's the format that we
need to keep these in. You know, again, we -- w have a pretty good size building, but
eventually we would stuff it full of paper if we didn't necessarily do this exercise to make
sure we keep what we have and don't keep everything forever. Some of the things you
will be seeing is a false alarm code for postal and looking at that. We have a lot of false
alarms that we have gone to and want to make sure we are addressing that properly, so
our citizens aren't the ones paying the cost of all these things. We are going to be
reevaluating our fireworks, open burning type of ordinance that we have. We have a
dispatch contract that we have updated. We have a medical records standard contract
that we update. Those are things that are pretty routine for us, but, again, those are
things that we try to do so that you don't have to be concerned with and, again, the
business can get done without too much additional effort on everyone's part. Parks
Department. Again, we have property acquisitions. We had a tax deed strip. You may
recall earlier last year. We had a little strip of property that was adjacent to the Borup
property that we bought through a tax deed process to again clear up any -- any
misunderstandings of where the property boundaries are for that piece, so when we do
development it. We did help with the maintenance shop and the purchase of that site.
We review all the pathway easements. We review lease agreements. Contracts. Emily
used -- we had some issues at the Gordon Harris Park with Nampa -Meridian. That got
resolved. We have had leases with the Lion's Club rodeo. So, varieties of different
things. We have leases that go with the farms, the farming that's going on at both the
Meridian City Council
January 10, 2012
Page 20 of 48
Lake Hazel parcel, as well as the Borup property. We had the different leases for the
Kleiner Park senior center, as well as the Rock of Honor. So, those are the things that
we just do on a daily routine basis, as well as now, again, looking at our partnership
policy and working with the Parks Department in creating both a cleaner policy in
regards to partnerships, as well as updating the park's code. I know this is Tom Barrian
proportions, but I just wanted you to know how many we do.
De Weerd: My mind must have said that out loud.
Nary: you could have. I didn't bring a video. I didn't have a song and dance or
anything. So, anyway, Public Works -- you know, again, we talked about easements a
lot with them. We have Idaho -- we have updates to our various industrial codes.
Inspectors contracts, we do those. Hook up. Street light reimbursement agreements.
We have had those over the last year last -- in the last few. Help review and implement
the back flow testing process that has been a successful process. We worked with
Public Works on getting that put together. Again, legally putting the right documents
together for them. Interagency agreements with ACHD and, of course, the warranty
surety was probably our bigger project last year in working directly with Public Works
and putting that together with purchasing Public Works, the various entities and legal
putting that ordinance in place, as well as the policy and, then, of course, carrying that
out in. this next year. .Planning Department. Again, we provide support for the. UDC.
We serve on the streetscape, a community character committee, as well as CDBG
support. Again -- and pre -meeting issue analysis, that's both with Council meetings, as
well as Planning and Zoning meetings. We provide some support for those as well.
Again, we will be working on the streetscape and sidewalks licensing agreement with
ACHD. That's kind of already in process now. Citywide. Again, we have had the task
with Access Idaho for Accela. We have the agreement with economic developments for
the -- economic development for the mobile app and, then, of course, now we are
looking for user agreements with the -- the ITS system with IT or, excuse me, the Police
Department and, then, also interagency GIS records retention agreement with the other
agencies as well. And, of course, other citywide issues. Again, we constantly have
property issues, acquisitions, leases, production, so a lot of real general stuff that,
again, most of you probably didn't realize what we were doing or that we did those types
of things, providing that level of support. We are also looking at revising our contracts,
because we have had different issues of little pieces of our contracts that we like or
don't like and, then, we want to improve, so we have been working on that issue as well.
Almost done. Human resources. We had 40 -- almost 4,900 applications for positions
last year. We processed all of those through HR, but we also had great assistance from
many of the departments. Some of the departments I think the winner was Mr. Barry's
administrative assistant position, we had 948 applications.
De Weerd: Wow.
Bird: Are you serious?
Meridian City Council
January 10, 2012
Page 21 of 48
Nary: John McCormick was of great assistance, so I'm going to give credit to John, too.
John was a great help in helping us process all those applications. In the back I don't --
oh, there -- Erin Lammers. Erin Mattamuro and Crystal Ritchie are in back row. Erin
Lammers handles all of our benefits, concerns, and questions that we have. Erin
Mattamuro assists a lot with the recruiting, as well as the interview process and, of
course, Crystal is HR manager and helps with all these various aspects of HR and we
had at least 372 hours of interviews that we participated in. We had about 65 days -- 64
and a half days of job postings to new employee start date. Some of those, of course,
were extended by the volume that we had, so some of them did take a little bit longer,
but the average was 64 -- about 65 days from date of job posting until they started.
Next thing we are looking at is whether seasonal employment would be best done as
we out sourced that through an agency. Other cities have been doing it. So, we are
going to explore that this year and see if that's a viable option for us. Okay. What am I
doing wrong? Okay. Now I'm stuck.
De Weerd: The help desk. All right.
Nary: Since you have it in front of you, I will explain -- I will go through them as we get
to the next slide for everybody else. Next one we will talk about is the Youth Force Life
Skills program. We are very proud of that from Human Resources this last year. We
had 20 applications.. We had 16 people apply.. Fifteen ended participating, in the
program. We had 1,521 hours -- almost 22 hours of work by high school students
providing assistance to both five departments and several divisions within those
departments. Again, we had -- at a cost of a little under 12,000 dollars we will provide a
great assistance both for the community providing this opportunity for these high school
kids, so that they had a real life experience in applying for a job. They went through the
application interview process to come through here and many of them -- and I have
come and talked to you about it before, we really found that a great opportunity that they
never would have. They wouldn't get that at a fast food restaurant, they wouldn't get
that necessarily in a lot of jobs that teenagers are applying for in our community and,
again, they have a hard time sometimes finding opportunities for teenagers. So, it was
a great program. We really were excited about it. Our next up for that is we would like
to look at possibly making that a year around program. So, we are looking at costs, we
are looking at the needs, and hopefully we will be able to bring that back to you within
the next few months with either a budget amendment or a budget enhancement for next
fiscal year to bring that forward. We think it was a great asset to our departments and I
think our departments would support that. Next we will talk a little bit about Wellness
Works. We talked about our wellness program before. We have had it in place for a
number of years, but really over the last couple of years -- last couple of years we have
really seen a growth in that. People have really been paying more attention to their
personal health and we have provided opportunity for them that I think has been a great
value. We had 132 employees enrolled in last fiscal year. We have a 156 employees
enrolled this fiscal year. Last year we had 83 people participate in the health screening.
That's the blood draw that we do. And both takes you -- besides the blood draw as well,
it does your weight -- a weight management as part of it. This year we had 174 people
participate in that. So, we have seen a great increase in that of people wanting to
Meridian City Council
January 10, 2012
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change their life and change their culture and it changed the culture of our work force
and we think that's been a great asset and a great tool for our employees to participate
in. We are very proud of that. We can with the data that we have, we found our
employees in general are doing pretty well, but there are areas of concern. We were
very low on hypertension, which for a national average the hypertension in -- the
national average is 32 percent of the people in this country have hypertension to some
degree. We had nine percent of our employees at that. So, our folks don't experience
that particular type of health concern. But we have others that -- and this is one that's
kind of hard -- it's kind of hard to make people understand. The numbers that they use
to determine what's overweight or obese in the general population is very inflated from
what the average person might think is obese or overweight. So, it is a little bit -- a little
bit misleading. Thank you. A little bit misleading I think for some. You say that 70
percent of our employees are in that range. There is many employees that I honestly
would tell you if you saw them you would have a hard time believing they were
overweight or obese. But there are people at least that now are aware that they are at
least in a risk area and that they need to address that in some fashion. Now, whether
it's just simply eating better and exercising more or whether it's something more
significant, we have the opportunity and tools to provide that for them, so that they can,
whether it's through education or whether it's through fitness classes, whether it's
through just their own personal workout, there is ways for them to address those that
didn't exist before. The one that's probably more concerning is that we have a.little bit
higher elevated blood pressure. So, not necessarily to the area of hypertension, but at
least an area that now, again, they have brought it to their attention and they can
address it. Again, that's a great opportunity -- a great thing for the employees, but also
it provides us the ability to manage our medical costs to some degree and our medical
benefits, because, again, if we make people more aware and educate them better, they
are going to use better tools to address their health concerns. That's really important.
Five percent of our employees indicated they were smokers. That's one of our main
initiatives this year is to get smoking cessation going in the departments that really need
it, so that we can really get rid of smoking as much as we can.
Bird: So we can go to zero percent.
Nary: Zero percent would be perfect to me. I would agree.
Bird: And they'd all feel better.
Nary: These were our benefits for this last year. This is a slide you have seen. This is
just one that we did at our -- our budget. What I wanted to tell you that -- what we are
next looking at is revising our health plan, looking at a partial self -funding option, what
that would do is help -- or help slow down our increases, help manage our costs as we
move into the national healthcare initiative in 2014. We are going to have to manage
our healthcare differently than we did before and we think as a city we need to be in
front of that, so we want to make sure that we are addressing those needs now or at
least evaluating those needs now. Last piece. Risk management. We have a training
program that's currently ongoing with -- that's sponsored by ICRMP. All the
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January 10, 2012
Page 23 of 48
departments have been informed of it. All of them have even started on it. It's an online
university that ICRMP sponsored. The employees will be taking classes online in
regards to defensive driving, as well as harassment in the workplace. The supervisor
will have an additional class in relation to supervisors in dealing with harassment in the
workplace. This will provide a couple things. One, ICRMP will give us a discount on
our premium if we have -- we want a hundred percent employee participation to get that
discount. But also it provides a training tool and a training opportunity at no cost to us in
an area of compliance that we need to have. So, it's a great value to us and we think
it's a great value to employees. Employees -- I haven't had a lot of push back or
negative response and employers are able to print their certificates to show they have
completed the class and if you walk around City Hall you may notice a few of those
certificates sitting on people's cubicles or on their -- or on their walls. We had 30 tort
claims filed. What we did is we tried to narrow down your tort claims just so you were
aware of -- I mean tort -- we have lots of different types of claims, but these are the tort
claims that were filled against the city. So, not things where we ran into somebody's
mailbox or something where we ran a car into a curb or where we thought we may have
caused something and nobody actually filed a claim, but these are actual claims filed
against us. The tort claim number has gone up slightly. I don't have a trend analysis as
to why that is. Most of them are fairly small types of claims. We, obviously, have a few
large ones, but most of them are fairly small types of claims. A worker comp one,
though, is probably.more encouraging. It's gone down. And not only gone down in
number, but gone down in cost, and that's -- that's something that the directors have
gotten -- made a part of our meetings quarterly. We discussed it. So, that the
departments understand where are those cost coming from. What exactly can we do to
help curb some of those costs for the city, because, again, we are the one paying it, so
we want to make sure that we are -- if we have got training issues we need to address,
then, we can. If there is safety issues we need, we can address that and the
departments have taken it on themselves to address the safety concerns both at the
treatment plant and fire and wastewater and water and police, they have been
addressing those safety issues and that's a lot of where the workers comp issues have
come from us is just safety issues where people are not thinking of it, not being aware
of it, not being educated on it and they have taken it on themselves to be able to do that
and lower our costs. So, our next up for that is to create better tracking system.
Bird: Madam Mayor?
De Weerd: Mr. Bird.
Bird: Bill, on the workmen's comp, what kind of injuries are we getting? Knee? Back?
What seems to be the majority?
Nary: I would have to probably -- I would say probably back is most common, but it
really depends. It's really more the type of -- of circumstances we are involved in. The
simplest way I can define it is, for example, in the fire department a number of the
injuries we have are out in the field and they are types of injuries that probably are not
going to be avoided very often, because you're lifting a patient out of a car that's in a
Meridian City Council
January 10, 2012
Page 24 of 48
canal. Well, you can only do it so many ways, so you're going to end up with a situation
where you may end up having a minor injury. Because of their general physical health,
it's an injury that's recoverable within a reasonable period of time. Police, on the other
hand, don't have a lot of in -the -field injuries, but they have a lot in the training area. So,
they have a lot of training that they do and sometimes they will get some -- again minor
stuff. So, those are things that as they become more aware of where their -- their trend
is, they can address that by the departments. But we haven't had -- I haven't had
anything I can say, Councilman Bird, that is more -- very specific or targets, like we are
not doing certain things properly, we are not training properly, we are lifting improperly,
those kind of things. We have been -- like I said, we have lowered both our number and
our costs significantly over the last three years.
Bird: And 31 claims in -- with our number of employees is unreal
Nary: Yeah.
Bird: It's a very good -- very, very good.
Zaremba: Madam Mayor?
De Weerd: Yes, Mr. Zaremba.
Zaremba: On that same subject, as we get more and more people who are either
becoming desk workers or a bigger portion of their work involves sitting at a computer,
are we emphasizing purchase of ergonomic type equipment, keyboards, chairs -- I
mean -- seats, that kind of stuff when -- when equipment is needed?
Nary: We do. And we can work with the State Insurance Fund, Councilmember
Zaremba, to address those types of ergonomic needs. We haven't had that really as an
emphasis and I think -- I think we are probably going to have -- for that exact reason
that you have raised. We are probably going to have to look at that more in the future in
how we are purchase equipment, purchase furniture, and those type of things to deal
with those type of ergonomic issues. We haven't had it become an issue to date. We
haven't had lots of carpal tunnels and those kind of things, but warning signs that you
need to be more aware of that, but I think you're right, as our work force evolves that's
probably going to be an area that we are going to have to look at, otherwise, that 31
number is going to start creeping up the other way.
Zaremba: Thank you.
Nary: So, that's our last slide. That's what we do. Like I said, I know it seems a little
long, but I wanted you to know the variety of things that you probably, again, you know
somebody is doing it, I'm sure most of you didn't -- weren't thinking nobody did that. I
don't know that you know who was doing it. I want you to know that our department
tries to play a roll in all those various areas, so that, again, you don't have to. You don't
have to worry about it, you don't have to ask did somebody look at this, did someone
Meridian City Council
January 10, 2012
Page 25 of 48
review it. You know there is a process in place, there is a system in place, there is
checks and balances that exist in our city to make sure that those issues get addressed
and get dealt with before you even have to concern yourself with it, so that you can deal
with the policy issues, so you can deal with the costs of those different things and you
don't have to deal with the routine issues of process and those kinds of stuff. So, I just
wanted you to -- I know it was a fairly lengthy presentation, but I wanted you to see the
variety of things that, again, you may not have known that we were doing. So, again, I
appreciate the opportunity to present this to you. I will certainly stand here for any
questions. Again, I appreciate all that you folks to do to support our department. Again,
I'm always amazed daily at the talent of the people that we have and I'm privileged to be
the leader of that group and happy to be here.
De Weerd: Thank you, Bill. Council, any follow-up questions?
Zaremba: Madam Mayor?
De Weerd: Mr. Zaremba.
Zaremba: I would just comment as you pointed out, much of this -- much of what your
departments and your people do is in support of other people in their efforts, including
the Mayor.and the.City. Council, and I would just like to respond back that the caliber of
people that you have and the caliber of work that they turn out allows us to trust them
very strongly. When we get advice from you and your people, we know that it's been
very thoroughly thought out, that everything that could be thought of has been thought
of and I know I, for one, appreciate the support that we get from you and all of your
three different staffs.
Nary: Thank you, Councilman Zaremba.
De Weerd: Anything further?
Nary: Okay. Thank you.
C. Legal Department: Proposed Franchise Renewal with Cable
One
De Weerd: Well, thank you, Bill, and your staff. We greatly appreciate all your efforts
on behalf of the city. Okay. Our next item is also the Legal Department and it's
regarding our franchise fee.
Nary: Madam Mayor, Members of the Council --
De Weerd: I was hoping it was Ted.
Nary: Well, it can be Ted.
Meridian City Council
January 10, 2012
Page 26 of 48
De Weerd: No. Sorry, Bill. I'm kidding.
Nary: The cable franchise agreement with Cable One -- and we have -- is it's Sal
Brunella? Sal Brunella is here, he's the Cable One general manager. He has been
working with Ted directly on renewing our franchise agreement. We are ready to bring
it forward. Basically, the -- and Sal at Cable One has been great to work with over the
last few months in trying to that iron out whatever details and concerns that we have
had and so basically what we would like to bring back in front of you is a 15 year
franchise agreement. It would be retroactive July. That's when the last one expired.
So, everything stays status quote since July of 2011 as we have negotiated the terms
for this agreement going forward. The franchise fee would be the same, so that hasn't
changed, going forward for the next 15 years. But there is an opportunity for a reopener
to have that discussion. I think it's five years? Is that right, Ted? Yeah. And, then, also
for pay channels. That's another thing that's of real concern, of real value that we think
at some point in the future we will be for the city is to have the public access educational
governmental channel for people to have and -- but it takes some start up and it takes
some time to put that into place. So, Cable One was able to work that into this
agreement to provide a reopener to address those. I have a spreadsheet for you. I
should have passed that out first. And, then, of course, we would continue with the --
continue with the services that they have been providing to us and to the community
since they have been in place, so -- and Sal is. here to answer any questions for Cable
One if you have any question and if -- if the Council is comfortable we can bring this
back in a few weeks, as we need to bring back an agreement in ordinance form for your
approval.
Bird: Madam Mayor?
Nary: If you would like some time to think about you certainly have that opportunity as
well.
Bird: Madam Mayor?
De Weerd: Yes, Mr. Bird.
Bird: Bill, I really don't need any time to think about it. I'm very agreeable. I got one
question. Seeing how it is not a fund balance contract, we can legitimate -- legally as a
Council enter into a 15 year contract right?
Nary: Yes.
Bird: Because it has nothing to do with fund balance. Right? We can? We are not
obligating the next Council.
Nary: Correct.
Meridian City Council
January 10, 2012
Page 27 of 48
Bird: Okay. That's all. That was my only question. I think it's great. I think they have
been very, very good franchise partners.
De Weerd: Council, any other -- any questions or comments? Sal, would you like to
make any comment? You will have to make it up here.
Brunella: Okay.
De Weerd: If you will, please, state your name.
Brunella: Sal Brunella. I'm the general manager of Cable One. And, Madam Mayor
and Council Members, it's been a pleasure to work with your attorneys and staff. It's
been very easy to talk to them and to hear their ideas and to work towards giving you
what we would like to give you, which is the best service possible.
De Weerd: Thank you. And I know we have our parks director sitting in the audience
and we have Cable One Movie Night and I will tell you that has been such a popular
program in our city, it's been such a positive partnership and that has been appreciated,
the varying relationships that we have had with you and your organization. It's been
great.
Brunella: Thank you.
De Weerd: Any other comments from Council? Any questions?
Zaremba: Madam Mayor?
De Weerd: Yes, Mr. Zaremba.
Zaremba: Does this need to come back to us or is it a form that we can approve
tonight? Today? You said you were going to bring it back in a couple of weeks with
something final.
Nary: Madam Mayor, Members of the Council, Council Member Zaremba, it has to be
passed in an ordinance.
Zaremba: Okay.
Nary: So, we will have to bring it back.
Zaremba: All right.
Bird: Madam Mayor?
De Weerd: Mr. Bird?
Meridian City Council
January 10, 2012
Page 28 of 48
Bird: If we will no more discussion I would move that we approve the franchise renewal
with cable one and for the attorney to draw up an ordinance and bring it back within the
next few weeks.
Zaremba: Second
De Weerd: Okay. Mr. Nary, what kind of time frame are we looking at?
Nary: Two weeks?
Brunella: It can happen as soon as you want it or as long as you want it. I mean we
can do it -- two weeks is fine if that's what's good for you.
De Weerd: Okay. Two weeks it is.
Holman: Madam Mayor?
De Weerd: Yes.
Holman: And, Mr. Nary, I have an agreement here. Is this an agreement that's ready to
be signed and we could have him sign it while he's here? Would that be easier?
Brunella: I'm not the person who signs it.
Holman: Okay. Thank you.
Brunella: Sure.
De Weerd: Okay. So, we will put this out in two weeks.
Nary: Yes.
De Weerd: Okay. Sal, we appreciate you joining us today.
Brunella: Thank you very much.
De Weerd: And so glad that you had the opportunity to listen to Mr. Nary's presentation.
We do have a motion on the floor. Any discussion? Madam Clerk, will you call roll.
Roll -Call: Bird, yea; Rountree, absent; Zaremba, yea; Hoaglun, yea.
De Weerd: All ayes. Motion carried.
MOTION CARRIED: THREE AYES. ONE ABSENT.
Meridian City Council
January 10, 2012
Page 29 of 48
D. Planning Department: Transportation Update on Projects,
Priorities and Studies - Includes Discussions on Planned
Improvements to the Eagle Road/Fairview Intersection,
Intersection Improvements Along the U.S. 20/26 Corridor, and
Other Transportation -Related News
De Weerd: This will be on your agenda, then, hopeful in two weeks. Okay. Item 7-D is
our Planning Department and I will turn this over to Caleb.
Hood: Thank you, Madam Mayor, Members of the Council. It's that time of the month
again to talk to you all things transportation. This time I have brought Tim Curns, he's
got a couple of items at the end of my presentation that he's going to you discuss with
you all. Before I get into some of the things that were in the Council's packet for this
meeting, I did want to introduce, I guess is the right term, Justin Lucas from the Ada
County Highway District, drew the short straw and he will be our liaison for this year, so
instead of Gary Inselman and Christy Little, who were kind of trading off being our
liaisons, Justin will be here regularly for Council meeting. So, just wanted to introduce
him in that capacity, so -- moving on then. I trust you all have had a chance to look at
and, hopefully, review the memo that I prepared for today's meeting. I do, as is
standard practice now, just highlight some of things in there, I'm not going to read the
memo to you, but I do want to fill in some of the gaps that maybe were there, beginning
with some projects that are slated for construction this calendar year. The first one is
Ten Mile and Ustick intersection, Bill Nary and myself met with the project manager Al
Bush and legal staff, Steve Price, last week, received the -- a draft of a cost share
permit that they are going to be asking us to sign. We are currently reviewing that. We
do plan on having that on next week's agenda for Council consideration and potential
signing. So, again, that is a '12 construction project and they had asked us to review
and sign that by the first part of February anyways. So, that's a quick update there.
Pine -Linder intersection, the bid opening for that project was this past week. The
apparent low bidder was Nampa Paving at 1.57 million, which is less than the
engineer's estimates for that project. That low bid they do expect to have on next
week's commission agenda for approval and, then, notice to proceed probably
sometime in February for that -- for that intersection project. Along those same lines,
Ustick, Duane to Campton, that -- that bid opening was the day before the one I just
mentioned. The apparent low bidder for that is Central Paving and that came in about
300,000 dollars less than the engineer's estimate on that project, so 3.6 was the
apparent low bid amount and like the other one, that one should be on next week's
commission agenda for approval and issuance of notice to proceed. Next just working
down the memo on page two. Last month we sent -- Council President at the time
Zaremba signed a letter to ACHD regarding Draft A of the five year work plan. Draft B
has since been released. I haven't had a chance to review that. Do have some
analysis, not whole bunch of comments, maybe one question for you here. But just
kind of working through that schedule. The city does have until February 1st to submit
any comments should we choose on Draft B and I will run through some of the chances
here in just a minute. The adoption hearing right now is scheduled for February 22nd.
So, we got -- we do have a few weeks anyways. There were some pretty substantial
Meridian City Council
January 10, 2012
Page 30 of 48
changes between Draft A and Draft B. Most of them I think are pretty positive. The two
-- our two main requests in the letter in that I referenced before regarding Draft A were
considered and changed. Fairview access management had moved up a little bit
anyways. It was in '13, '14 or'14, '15, and is now in '16, which is a slight deviation from
what Draft A had, although still a delay from what's currently on the books and, then, the
other request that we have is at Franklin, Ten Mile to Linder, a done as soon as
possible. You may recall that project was a 2012 project, but did slip a little. It was
listed as a contingency project and did slip. They had it penciled in in the '14. Well,
they were able to sneak it back into '13, but it is, again, listed as a contingency project
for this -- this upcoming -- the next budget year or next fiscal year, but that is
encouraging at least that it is -- it is coming back to -- closer to a nearer construction
year. Ten Mile, Cherry to Ustick project, is -- no change there. It is slipping one year
from what was currently adopted, but there is no change from Draft A and what we
talked about last month when I was here. The Ustick, Locust Grove to Leslie project,
has kind of been all over the place and where it landed in Draft B is actually three years
of ahead of what was in Draft A. So, it was in 2017, they are moving it all the way up to
2014. A lot of that has to do with, one, some cost savings that they think they are going
to realize in 2014 from some pretty big projects. I just mentioned to you some projects
that are still coming in under engineer's estimate, so they think that, hopefully, will
continue into 2014 and some other cost savings with some design and stuff that -- some
design work. The. other thing why. 2014 works for that. Ustick, Locust Grove to .Leslie
project is the McMillan -Eagle intersection is going to be constructed in '15, so you don't
want to have Ustick under construction at the same time you have McMillan under
construction. So, you have to synchronize those, so you're not sending people on a
detour that also has a detour. So, that is part of the reason for -- for being advanced
into 2014. So, the -- the one project that slipped is Ustick and Meridian and I -- slipped
probably isn't the right word to use there, but some of the federal funding is
programmed out in another year, excuse me, so it is now -- the Ustick and Meridian
intersection is out in the PD, just because that's where the federal funds are and that's a
federal aid project, so -- but that is a change from Draft A. So, I think I have highlighted
the main changes from Draft A to Draft B that I was hoping to go call out for you. I
guess my question, then, is do you think it appropriate to draft another -- another letter
to them on Draft B -- them being the ACHD commission -- on Draft B and, if so, some
direction on what the -- what that letter would say or tone of that letter would be
appreciated. So, I guess I will pause if you have any thoughts on that at this point. And
if you don't have enough information and want to talk about this again, again, we have
until February 1 to actually send that letter to them, but some direction on what your
thoughts are moving forward would be appreciated.
De Weerd: Thank you. Council, any thoughts on that?
Zaremba: Madam Mayor?
De Weerd: Mr. Zaremba.
Meridian City Council
January 10, 2012
Page 31 of 48
Zaremba: I would say first how much I constantly appreciate that you absorb all of this
information and bring it to us in a format that we can understand it. It sounds to me like
Draft B is closer to what Meridian needs than Draft A was and I -- if we had a letter to
them I would include that thought, that we appreciate them considering the city's input
and making some adjustments. I guess the only thing that stands out to me is the
Franklin, Ten Mile to Linder, is that one of the ones that you mentioned?
Hood: Correct.
Zaremba: But I'm not sure I would make an issue out of that. So, I don't know whether
we need to write a letter to them or not. Anybody else have an opinion?
De Weerd: Council, any other thoughts?
Bird: Madam Mayor?
De Weerd: Mr. Bird.
Bird: I agree with Councilman Zaremba, that I like B better and I don't see any reason
to have a fight over that Franklin. That deal. I'm sure as soon as -- and if the economy
turns around they, get. more money in, .more stuff going, that they will -- they will move
up. They have always worked very good with us and -- so, if -- if the Mayor feels we
need a letter sent in I have no problem with it, but I like -- I like B better. I think they -- I
think they have already looked at it and tried to help us to the best they could. That
would be my only comment.
Zaremba: I -- just to say again, I have no problem sending a letter that says nothing
more than thank you. I think the relationship between ourselves and ACHD and --
including the staffs, is very productive and I wouldn't mind if we sent a letter that said
something like that. Short and sweet.
Hood: Okay. Okay. Thank you. The other thing before I pass the baton to Tim would
just be another project that I have spoken to you previously about and that is the single
lane roundabout at Eagle and Amity, which came out of nowhere, cost about 1.3 million
dollars this fiscal year and it's being designed in-house by ACHD staff and is at 95
percent. Staff has, you know, questioned the -- the need -- the importance of this
project. It's pretty clear to me at this point that it is a -- pet project may be a little strong,
but it is something that they are pretty intent on doing their first -- designing and building
their first roundabout, putting their stamp on roundabouts if you will. So, I just wanted to
again call that out. It's moving forward. I have kind of asked, you know, staff how
come, but that's basically as far as I have taken it. So, I just wanted to -- to just let you
know that's kind of where it's at and -- and where it stands today and see if there is
something else that I should be doing. But that's -- that's where it's at at this point. So, I
don't know if there is any comments on that or not, but I just wanted to, again, let you
know that that's coming and that project will also be in '12. So, I mentioned three others
previously that are in '12 and that one is moving forward in '12, too.
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De Weerd: I guess, Caleb, I will just make mention of the Amity roundabout. It is kind
of a pilot project to demonstrate how roundabouts work. We are going to be the
community that hosts the first roundabout of significant size. I know we have one out on
Pine that doesn't have all legs connected to it yet, so you don't see the true value, but
the -- I think the staff and the commission have been interested in getting a project
underway and this seemed the most appropriate location that qualified and so they
realize it wasn't driven from our community, they didn't want it to impact our priority list,
but they did want to move forward on it. I will also at least note there is grave concerns
about the lighting near Linder and Pine. There was a student that was hit there
recently. It wasn't necessary because of lighting. I think the lighting -- the time of day
was such that that wasn't a consideration in this accident, but it has been noted on a
number of occasions the safety concerns from parents, students, and businesses in that
area. So, if that can be located into. There is a couple of streets that are not aligned
straight, there is kind of a jog, and, again, there has been an expression of concern
because of the lighting along that corridor and the amount of students that are on foot in
that area.
Hood: Yeah. And, Madam Mayor, I will look into that. I think probably the appropriate
-- and I can't remember if it was one Mr. Nary's slide or not, but the Traffic Safety
Commission, but I'm contact John Lawson at ACHD, ask him to look into that. I
understand that accident that you referred to was actually on the Pine leg of -- on that
across from the high school.
Bird: It was.
Hood: I have also talked to folks that are on the Linder side. There is a subdivision
that's in a similar boat where they were in between Pine and it's out of direction to go up
to Cherry to cross, you know, there is crosswalks in that whole area. So, I would
have --
De Weerd: And that's the section I was talking about
Hood: Yeah. And I have had requests there to also look at a crossing east -west of
Linder, but this accident was a Pine, north -south. So, I will have them look at -- you
know, ask them, anyways, to look at that, see if there is an opportunity to be -- you
know, offsets to put something in there, lighting, those types of things and I think we will
probably ask the Traffic Safety Commission to follow that thought through and see what
a recommendation would be on any improvements, so --
De Weerd: Okay. Thank you.
Hood: And, then, Tim. So, thank you.
Curns: Madam Mayor, Members of the Council --
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January 10, 2012
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De Weerd: Tim.
Curns: Hello. Madam Mayor, on that topic as well, we do have funds programmed for
this fiscal year to kind of tag onto the tail end of ACHD's intersection widening project
and that will install lighting on Linder between Cherry and Pine and, hopefully, if funds
are available, go as far south as we can from there. So, that's -- that section we have
on the radar and, then, as Caleb mentioned, we will -- at the Traffic Safety Commission
we will look up Pine as well.
De Weerd: Thank you. And it was primarily on the Linder leg of -- near that
intersection.
Curns: Okay.
De Weerd: You got it covered.
Curns: The topic that I wanted to talk -- well, I have got a couple topics here for you this
evening. The first one being the intersection of Fairview Avenue and Eagle Road. I
have been working the past couple months with the design engineers who are working
on the Meridian Town Center development there at the northeast corner of the
intersection. Been .mainly working with them on how to integrate lighting into their
roadway design, since they are doing a substantial amount of roadway improvements in
this area. In the process of working with them on this project there is some off site
improvements that are adjacent improvements, really, mainly the widening and
improvement of the Fairview -Eagle intersection to include new through lanes and to
remove the free right turn lanes on all four corners, which I'm sure makes PD very
happy, because I know we have a lot of accidents there. In reviewing the design for this
area I happened to notice that the south leg of the Eagle intersection there, which is on
the left side of your page, is the only one of the four corners that after that free right turn
gets removed does not have a dedicated right turn that requires you to come to a
complete stop first. Included in the design if you will notice the other three corners have
right turn lanes included. I have inquired to ITD staff who are working on this project as
to why that wasn't included in the project and it sounds like at this point the reason is the
available right of way that's out there right now doesn't allow for a dedicated right turn
lane as the other legs of the intersection have. However, they are not really in a
position right now where they want to have to condemn to gain that property for the right
turn lane, which is a landscape buffer and drainage facility, if you're familiar with that
corner of the intersection. So, at this point their feedback was it's not going to probably
happen with this project and as this last design iteration came through, which is what I
have for you right here, it's apparent that that is, in fact, not going to be included in the
design. So, this was a little bit concerning given that this is one of the highest accident
rate intersections, very high volume, high speed and -- so, I have also consulted with
Meridian police department on this and the officers that spend a lot of time out there on
Eagle road attending to the traffic issues and this is -- this lack of turn lane is also very
concerning for them from a safety standpoint and from -- from where I sit, too, to kind of
render that new third northbound lane pretty ineffective when you consider that the
Meridian City Council
January 10, 2012
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amount of people that turn off of Eagle Road onto Fairview that would be using that in
the peak hours is about 300 vehicles, which is the same amount of vehicles that's filling
up those two left turn bays to go the other direction on Fairview. So, a significant
amount of traffic and so at this point I wanted to bring that to your attention and at this
point I don't really have much further. I can go with the staff level at ITD with addressing
this issue. I'm going to pause here and see if the Council has anything they can advise
me on in this.
De Weerd: Council, any comments?
Hoaglun: Madam Mayor. Tim, just to be certain, then, they don't have the funds or just
don't want to go through the -- to acquire that right of way, to move that retention pond
back -- is that -- is that where their concern is?
De Weerd: If I might, I have -- when we first started talking about this area and when
Center Cal first initiated discussions with the city and their proposal in using STAR to
build the improvements needed on Eagle Road from 1-84 to the north part of their
property, we did an evaluation on the road width and they tried to keep it within the
footprint for some reason and that was -- that was an ITD directive. I think Center Cal
would have done what they needed to do, because the safety of that road certainly
affects the viability of their project, but ITD was only. interested primarily in the right of
way that they currently had marked out. DBSI, who has the Meridian Crossing project,
has not been an eager participant in this whole project and ITD is under the realization if
this right-hand turn lane were to be part of this road improvement they would have to go
through the condemnation process and I don't think there is much of an appetite at the
state level for doing that. So, I will -- I will give the nonpolitical answer or the political
answer. I'm not sure what that qualifies, but probably something that Tim wasn't going
to go into.
Curns: Madam Mayor, that's -- your synopsis is pretty much my understanding of the
situation.
Zaremba: Madam Mayor?
De Weerd: Mr. Zaremba.
Zaremba: Am I interpreting correctly that northbound Eagle only has two lanes?
Curns: Councilman Zaremba, that's the right side of --
Zaremba: Two through lanes I mean.
Curns: Yeah. The right side of your screen where it actually says Eagle Road, that that
is the southbound Eagle direction, which has two through lanes. I'm sorry, the --
Zaremba: North is to my right?
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January 10, 2012
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Curns: North is to your right.
Zaremba: Oh. Okay. All right. So, back to that same question, then. So, southbound
on Eagle Road they only have two lanes.
Curns: Correct.
Zaremba: Through lanes
Curns: Correct. The explanation I have at this time from the ITD staff is that the
improvements that are coming through the agreement that was with STARS -- based on
the STARS legislation to make improvements to Eagle Road, the first phase of this
project does what you see here and, then, there is to be another phase down the road
as the funds come in through the STARS -- with the STARS legislation that allows to
phase more improvements, mainly a third southbound lane on Eagle Road.
Hoaglun: Madam Mayor?
Zaremba: Okay.
De Weerd: Mr. Hoaglun.
Hoaglun: I was just -- you know, as we move left to right, going from south to north on
Eagle Road, I see the two left turn lanes and, then, the three -- three lanes that are
going through taking out the right turn lane and I guess I just want to understand the
safety considerations, if Lieutenant could kind of fill us in, if you have got some ideas,
what -- what does that do to traffic flow without having a turn lane that used to be there,
no longer there, what are the implications with that?
Leslie: Madam Mayor, Council, Tim's correct in the sense that the free flowing right
turns that came off of that road before are probably the primarily location for our
crashes. When a vehicle stops the vehicle behind them is looking to see if traffic is free
and runs into the vehicle that's already stopped, because traffic is in its way. So, that is
probably a high percentage of our crashes are because of the free flowing. The down
side to it is the free flowing sometimes reduces congestion. So, it's kind of a trade off
there. Most of those crashes are on those corners in this intersection are in that free
flowing corner. What Tim's talking about on this northbound side is there is three lanes
over here that are -- if I understand that correctly, Tim, there is three lanes that are
traveling northbound on Eagle, so if you're on Eagle crossing Fairview there is three
lanes going northbound. Unlike the other intersections where the far right lane is a
dedicated right only lane, this lane you can either make a right-hand turn or go straight.
Let me give you the traffic numbers on the right-hand side lane that are similar to the
two turn lanes going westbound on -- on Fairview from Eagle. My guess is -- I haven't
seen the numbers completely, but my guess is that's because those turn lanes are
shorter, there is less car storage space, whereas this far -- this far right-hand has the
Meridian City Council
January 10, 2012
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entire road of Eagle to back up traffic on. It will probably create a little bit more
congestion, because 300 cars during those peak times is pretty heavy, but it's all
straight lines stopping, not as dangerous as a car being stopped in the corner and the
guy's looking back to try to make sure if it's free to go. Does that make sense?
Hoaglun: Yes.
De Weerd: Yes, because we have been behind those cars that don't know how to
merge.
Bird: Yeah.
De Weerd: It's a zipper
Leslie: I think the other thing, too, that will help --that' will help a little bit is typically the
light timing has a greater flowing going north -south than it will on a turn lane only lane. I
would hope that would flow pretty -- it's going to create a little bit of congestion. It would
be better ideally -- it would be a right-hand turn lane like all the rest of them. That's how
we really prefer it to be, but the intersection also appears to be more -- more accessible
to pedestrian traffic. With the Center Cal project we are probably going to see a little bit
more people crossing.the street there than we.have in the past and by taking that free
flow right turn out it eliminates what you have in the north where you have to cross one
street and, then, sit in an island and, then, cross another street. So, that -- that's a trade
off as well, especially with bikes and pedestrians, so --
De Weerd: So, it's kind of a trade.
Curns: So, as PD as noted, those free rights are really not -- were causing a lot of
problems and so it's just this one intersection that -- or this one corner, excuse me, the
southeast corner where instead of having a spot where people can get out of the free
flowing 50 -- well, signed 50 mile an hour traffic to make a right turn, now they are
sharing that with-- right turns are sharing it with the through traffic, so statistically that
increases your chance of a rear -end collision, which was kind of the reason why we
were getting away from those free right turns. So, the concern there is two fold. Is rear
end collisions at a fairly high speed and also the fact that there was right turns there
really hampering the ability of people to move through the intersection who are going
through on Eagle Road, which was kind of, in the first place, the point of having that
new third lane was to get people through the intersection.
Hoaglun: Yeah. Madam Mayor. What I -- in my mind what I visualize, then, if they
leave it as -- as it is, as they flow from left to right on our screen heading north and
leave it as it is, if they want to go to Center Cal, some people will be turning right on
Fairview heading east, others will go straight, some folks after a while will figure this out,
they will choose the middle lane for those cars, because there will be a lot of cars
turning right, rush hour, but, then, if cars are going straight, you're in the middle lane
trying to get over so, then, you can turn right into Center Cal, so on that north side of
Meridian City Council
January 10, 2012
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Fairview now you got people trying to jockey back around to -- whereas if you had that
right turn lane you could be in that center lane, move through, slide to do right without
other cars potentially coming forward from that right lane. So it's -- it's always
interesting out there, so four corners of the intersection, we have three rights and one
wrong; is that right?
Curns: That's one way to put it.
Leslie: Tim, how far is the first entrance into Center Cal on the east side of the road?
Curns: Going northbound on a Eagle Road?
Leslie: Yeah.
Curns: That's about a -- excuse me. It's about an eighth of a mile to a right-in -- first
right-in, right-out. So, it's not far after.
Bird: Eighth of a mile.
Curns: Eighth of a mile.
Bird: Uh-huh.
Hoaglun: Well, I think staff has recommended -- our option was to write a letter to ITD
saying take another look at that. I don't have a problem with that. It may not do any
good. It sounds like they are set and the property owner on that corner doesn't want to
play, probably won't go anywhere, but --
De Weerd: All right. I guess we could see if DBSI and -- and the Center Cal would sit
down with -- with us and talk about our concerns and see if we could get some you
collaboration in moving that forward.
Hoaglun: That's a possibility. I wouldn't mind giving it a try.
De Weerd: Okay.
Hoaglun: Nothing ventured, nothing gained.
De Weerd: Okay. Certainly my office can work to coordinate such a meeting.
Curns: Thank you.
Bird: I think sooner the better, because -- before it gets laid out. I see problems north
of it, too, where your -- where you've got the eighth mile up there, you have got that right
in and right out and you're trying to merge traffic together from -- from Fairview and that
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January 10, 2012
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coming in, I see some problems there. I think -- I think somebody needs to really sit
down and take if a hard -- another hard look at this intersection.
De Weerd: I guess, Tim, if you would be willing to talk to ITD staff and say that the city
is going to try and arranged such a meeting and if they would like to be there at the
time, if they think that that is not appropriate, that they would like to just hear what the
results of such a meeting is and, then, get involved, if that's favorable. I don't know.
But at least let staff know that we would like to work towards bringing the parties to the
table, because this is a concern.
Curns: I will do that, Madam Mayor.
De Weerd: Okay.
Curns: All right. Onto another topic about turn bays. Last spring ITD District Three
invited the city to participate in an open house where they kind of explained how the
state transportation improvement plan goes together and the budgetary constraints that
go along with that and at the end of that meeting we had some conversations with ITD
staff about improvement from the city and it was suggested to the city that if we had any
ideas for improvement of things we would like to see on the state system, that our ones
that they could fit into their safety or. maintenance umbrellas, which are primarily what
their plan includes, cause no dollar improvements, that they wanted to hear about more
of those. So, in kind of looking at the state system that passes through Meridian,
Highway 20-26 or Chinden Boulevard is the only one of those roads that has not been
improved from a two lane cross-section and so as a result we see very high congestion
and a lot of rear -end collisions on this roadway and so the idea came about that
possibly it would be a good idea to see if some right -turn lanes could be added at the
major intersections in the north Meridian area that would help facilitate some of the flow
of traffic and maybe reduce the amount of rear -end collisions, since doing something
like this, adding a turn lane to some of it's relatively very inexpensive compared to most
of other projects that ITD rolls out. So, in having some conversations with the Traffic
Safety Commission, we kind of tossed these different intersections around, we looked at
all the different ones across the north Meridian area and Linder has already seen full
improvement or almost full improvements and so the other intersection we kind of boiled
down to really seeing a need was the intersection at Ten Mile Road, which had a picture
on here and, then, the intersection of Meridian Road and North Locust Grove Road.
These locations have right of way available for improvements, which I have highlighted
there in the big red box. So, the land exists, there is nothing in it that would need to be
moved, except possibly moving signal poles at two of those three intersections and all
three of these intersections the right turns are heavy enough to where, based on
national standard and the standards that ITD uses, it warrants having a right turn lane
and it would be of a great benefit to the through traffic and the right turn traffic. So, the
Traffic Safety Commission recommended that I bring this information to the City Council
and they felt it was worthy of possibly sending on a request to ITD to say, hey, if you
have got some funds left at the end of your budget year or you can work it in during a
Meridian City Council
January 10, 2012
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maintenance project or safety improvement project, then, this is something that we
would like to see done.
De Weerd: So, Tim or Caleb, is -- would this qualify for maintenance or is this
something that COMPASS would generally look at an end of the year sweep type of a
recommendation?
Hood: Right. Madam Mayor, we had a brief discussion at traffic safety about that and I
think this is something that wouldn't have to go through the STIP process, they are
pretty minor and could either go under safety or maintenance and operation type things.
As Tim mentioned they made us have some -- called leftover money, but they may have
some money just in their -- their maintenance program that they can just allocate to this
without having it be a listed project. Without getting into too many details, they group
the projects now and, basically, it's a big pot of money that they can draw from and they
don't have to list projects if they are, you know, within certain thresholds and meet
different criteria. So, I think we could just request it not have to go through all of the
programming things that COMPASS -- if we requested them all in one year, then, it
would probably be one project and be a listed project with a key number, but I think if
we just asked them, hey, as funds become available can you hit these intersections and
add turn lanes -- I mean I think they would be open and we could bypass a lot of that
red tape.
De Weerd: And, Council, I know Tim does have a draft letter prepared if that is the
direction you would like to go.
Zaremba: Madam Mayor?
De Weerd: Mr. Zaremba.
Zaremba: Just by instinct I agree with all you of this, but I wonder if since the Meridian
-- I mean since the Ten Mile interchange has opened has ACHD done any new traffic
counts on Ten Mile just south of Chinden and would that be good supporting evidence
to supply?
Curns: Councilman Zaremba, we actually -- when we went to -- to ITD and ACHD to
get the counts for these different intersections to see if they would -- these
improvements would be warranted the Ten Mile count was previous to the interchange
opening, so ACHD was nice enough to go out and do a count for us and give us
updated numbers out there and so there certainly is a pick up in number of people
turning there and so that helps -- it's definitely to the threshold where it would be of
benefit to have a turn lane.
Zaremba: Thank you.
Curns: Uh-huh.
Meridian City Council
January 10, 2012
Page 40 of 48
Hoaglun: Madam Mayor, I do support sending a letter for this. I think this is something
that is a low cost, but highly useful venture if they could do that. Could we go back to
the Ten Mile one real quick?
De Weerd: Before you move on, does it make sense to request on that Ten Mile an
acceleration lane? To just extend that, then, to the east side of Ten Mile as well and
have an acceleration --
Curns: Madam Mayor, that's not something we really contemplated, but it certainly
wouldn't hurt to look at.
De Weerd: With the up tick in the amount of traffic and with the speed of that road --
certainly not during rush hour, but -- there is no speed on that road. But it is a busy
highway and that -- it's pretty dark in that area, too. So, just -- just a question.
Hoaglun: And, Madam Mayor, my comment -- I like that idea, but my comment was I
notice when I had to use it when Linder was undergoing construction, you get one
vehicle turning left going west on Chinden and you get five, six cars turning right, that
one car, even though there is no traffic coming from the west and cars coming from the
east, everybody sits there waiting -- unless they pull clear out, everybody that wants to
go right cannot move until that one car has to move.and we could have cleared that by
not having a left turn lane and that might be more of an ACHD thing right there. But
with people taking that interchange and coming out and, then, heading to Star and
going that direction or where ever they go, a left turn lane there would really be useful.
Curns: Councilman Hoaglun, actually, the next traffic safety meeting is next week --
next week and we will have both ITD representatives and ACHD representatives at that
meeting. So, I think maybe before we get to the point of doing something on this one
we will throw those -- these new ideas out to the group while we have representatives
there, since as you noted the south lane there would be more of an ACHD
responsibility. And, then, also on the Mayor's comment about it being dark out there,
we are already looking with ACHD at getting some illumination out there as well, since
it's getting to be a busier intersection.
Hoaglun: And, Madam Mayor, I just think with Justin here first meeting he really wants
to impress us and he will get it all done.
Curns: He got can do attitude. All right. Well, that's all I have on these.
De Weerd: Okay. Very good. Any further questions for Tim?
Bird: I have none.
De Weerd: Well, we appreciate you both getting out in front of this and how you work
with both of our transportation agencies. It's greatly appreciated.
Meridian City Council
January10, 2012
Page 41 of 48
Curns: Thank you, Madam Mayor.
E. Planning Department: Ten Mile Annexation Status Report
De Weerd: Thank you. Okay. Our next item is also under the Planning Department
with the Ten Mile annexation status report.
Friedman: Thank you, Madam Mayor, Members of the Council. I will be brief. As you
know, Council originally had the hearing on the annexation request on December 6th. It
was, then, continued to December 20th. At that time we talked to Council and talked
about the development of development agreement conditions. We are working on
those. Council did continue the meeting until next Tuesday, the 17th. So, by, you
know, normal packet days at the end of this week we will have a rather detailed memo
and suggested conditions for a development agreement ready for your perusal and
consideration. Because there are three separate property owners there ultimately -- if
this annexation goes forward will be three separate development agreements. I can say
at least from our perspective in terms of what we are working on, two of those three
development agreements will be pretty concise and not a lot of meat to them. Even a
portion of one of the larger parcels, the Janicek parcel, part of the development
agreement conditions for that would be pretty -- again, pretty concise. The larger piece,
the one that's been requested for.the C-C.zoning,.we are developing the language.in
there so that kind of looking at what the C -C zoning allows, but looking at the intent of
the plan and trying to tailor it so that there are conditions in there that kind of try to
protect the integrity of that plan and incorporate it, realizing that there is kind of a
disconnect between at least the requested zoning and what the plan contemplates. So,
I'm just finishing the -- I pretty much finished most of my wordsmithing. Since Sonya will
be the lead on this, I have given it off to her, asked her to kind of see if I have missed
anything, make it look pretty and get it back to you and get it out for your consideration
next week.
De Weerd: Thank you. Council, any questions?
Zaremba: Madam Mayor?
De Weerd: Mr. Zaremba.
Zaremba: You know I'm going to ask. Any chance of getting a plat or a concept plan?
Friedman: Madam Mayor, Members of the Council. Yes, one of the suggested
conditions of -- well, I can't answer the question about whether you will get a plat or a
concept plan. However, one of the conditions that we will propose to you is that prior to
any development on the site that that developer will have to come back with a specific
development plan and, then, under that condition I have highlighted a number of kind of
like menu of things that that plan should incorporate and that's why I have been having
to kind of go into the plan and, then, compare the intent of the plan to the allowances of
the C -C zoning district and, then, tailor that accordingly. I think I, without going into
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January 10, 2012
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detail, can say one of the things I looked at -- there will be some restrictions on a few
uses, because there is a few uses in the C -C zone that are not contemplated in the
plan. There is some dimensional criteria that the C -C would allow greater allowances
that weren't contemplated again in that particular area. So, there is at least a
recommendation to Council for disagreement with conditions that -- you know, we are
not nailing it down too much, but these are things that should be incorporated in a plan,
but as to the timing of a concept plan or the submittal of a concept plan, I leave that to
Council's discretion.
Zaremba: Thank you.
De Weerd: Okay. Anything further?
Bird: Not at this time.
De Weerd: Thank you, Pete.
Friedman: You're welcome.
F. Legal Department & Clerks Office: Discussion on Phase I
Update to the City of Meridian Records Retention Schedule
De Weerd: Okay. Item 7-F, our legal and clerk's office.
Kane: Thank you. Madam Mayor, Members of City Council, I am Emily Kane, I'm a
deputy city attorney in the legal department and I'm here representing the team that has
been working to revise and update the records retention policy for the City of Meridian.
That team includes Jaycee Holman, your city clerk, and assistant city attorney Andrea
Pogue. So, I'd like to provide a quick overview of that effort and the document before
you today. First I wanted to briefly mention why does records retention matter. Oh. I
will let you kind of pick your favorite of the number of reasons -- good reasons to have a
usable and updated records retention policy, but of most interest to the legal department
certainly is the last one, which that the law requires us to. We do have a records
retention policy. It was adopted in August of 1997. For one reason or another, though,
the City of Meridian policy is identical to the Association of Idaho City's model policy and
we are finding after a few years of using it that a customized policy would really better
serve the needs of the public and better fit the operational needs of the city. So, our
goal is to update the schedule by providing a comprehensive list of records that are
actually created or retained by city department. Establish retention periods that are
appropriate and actually make sense for each record and each department using that
record. We determine that by looking at how long that record -- or any given record is
useful to the department or to the public. We look at if there is a specific law that
requires us to keep a record for a certain amount of time, whether we have the physical
and technological space and capability to retain a record or if there are limitations on
that. So, we think this would not only create transparency for the public, but it will
provide guidance internally for employees regarding how to handle those records. As
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January 10, 2012
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you're probably aware, the definition of a public record is very broad. It's all writings and
documents the city uses or has. Some are physical, some are digital, and some are
both. And, of course, we are getting more and more digital records and, of course,
almost any physical record can also be transformed into a digital record, so that
increases the volume and kind of magnifies the issues that we are dealing with. Our
approach to revising and customizing a schedule has been to meet with each
department and working with them to describe what we are doing, our goals and where
we are trying to go. We create a list of the records each department maintains and we
hope identify how long that department needs that record or wants to keep each record.
So, some of the challenges we have been facing are just the volume. There is a lot of
records that have build up over the years, partly because there are a number of
permanent record categories in our current policy that don't necessarily need to be
there. There is some logistical issues, several -- there are several copies of the same
record, several versions. There are transitory records attached to permanent records,
so the transitory record kind of survived longer than it needs to. Records are
maintained with aging technology and in some cases we are not actually sure what we
have, because we have big boxes of stuff. So, going through those boxes has been a
challenged as well. We have divided this effort into two phases to kind of take a few
bites at the elephant. So, we are done with the fire department, HR IT, legal, Mayor,
Parks and Rec, Planning and the Building and Development Services Division of Public
.Works, so these are. within the draft that you see before you. We.put a date at the top.
of each department's schedule, so we would know when revised them. So, these
contain a date of January 2012. There are a few that aren't done yet, including Clerks,
Finance, Police and a number of divisions of Public Works. So, that's coming up next. I
did migrate the current record retention schedule for each of these departments into the
draft that you see before you and I put a date of I think August 2007 on those. So, we
still have, of course, a records retention policy for these departments, but it will be
updated as phase two. This is a timeline and I will now read this entire thing to you. I'm
just kidding. I just put that there so that you could see that we have a plan. The
highlights of this plan are there are four -- we have four kind of goal dates for the
remaining departments. Public Works is definitely the biggest one. They have a lot of
records, which I think is pretty typical for any city. But on October 2nd we would like to
come back to you with an updated draft, a resolution to talk about what we have -- what
we have done since then and, hopefully, let you know that we are done. So, in the
immediate future I'd like to ask you to, please, review the draft that you have before you
and look at the ones in particular that we updated and over the next couple of weeks if
you see anything you would like to change, please, let me or Andreas or Jaycee know.
We can make those changes and I propose that we bring this back in two weeks with
the first of the two resolutions to get these updates in place.
De Weerd: Thank you, Emily.
Kane: You're welcome.
De Weerd: Any questions from Council?
Meridian City Council
January 10, 2012
Page 44 of 48
Zaremba: Madam Mayor?
De Weerd: Mr. Zaremba.
Zaremba: I understand the importance of doing this and I'm glad that it's moving
forward forthwith. That's great. I have a question about mechanics and that is at some
point you say, okay, this item or document needs to be kept for ten years. When we get
to that ten years from now what is the tickler or the alert that says, okay, we don't need
this anymore. Is there --
Holman: Madam Mayor?
Zaremba: -- is there some way to identify what goes ten years from now?
De Weerd: Yes, Madam Clerk.
Holman: Madam Mayor, Members of the Council, Councilman Zaremba, that is the
most important step that's going to happen once we have a good records retention
policy, I guess a usable one in place. The Clerk's office will be keeping track -- doing
two those things. Once a year -- starting annually -- it may become as we continue to
grow something that happens twice a year. We will send out e-mail reminders to the
departments ahead of time, probably towards of the end of the year, saying these are
the records that not only can you purge, but you have to purge this year and we will
compile a resolution that we will bring before the Council that will be all of the city's
records that within our current retention policy have to be destroyed that year, so --
because the flip side of this records retention policy isn't we say would we keep it for ten
years and, then, well, we don't really get around to destroying it until a couple years
after that, we can't do that, because we have a retention policy that says we will destroy
it at ten years and we get a public records request and I go back to the retention policy
or whomever and say, no, those are destroyed, we don't have them, we deny a public
records request when, in all actuality, we still have it beyond the records retention date.
We can't operate like that. We need to always know at anytime what records we
currently have. So, we also have to follow it to the letter, which will be my office making
sure that everyone is doing that and providing that guidance.
Zaremba: Thank you
Hoaglun: Madam Mayor?
De Weerd: Mr. Hoaglun.
Hoaglun: Question about technology. It so happened I was at the state archives last
week and it is interesting, they retain county records and, of course, some other state
records and I got to see some disks that some county somewhere decided they were
going to put their records on at some point in time for something, I can't remember what,
but there is no -- the technology is long gone on how to play these LP like disks that --
Meridian City Council
January 10, 2012
Page 45 of 48
De Weerd: Tracks?
Hoaglun: Yeah. That they were like LPs, but they are a lot thicker. And so -- and
gathering that information is difficult. So, it's retained, but it can't be recreated or
reproduced. So, what's the thinking on the technology? How -- because it does evolve
as we talked about eight tracks, that's a good example. What 's the plan to either stay
current or use a simple technology? Where are they going with that?
Kane: Uh-huh. Madam Mayor, Councilman Hoaglun, that's -- we have ran into that
ourselves. We maintain a number of our building department records on microfilm and
do not, in fact, have a usable machine on which to view those films. So, just in the last
ten years, maybe 15 or 20, we have run into that, too, where you can't look at a record,
because the technology used to do that is outmoded. So, to the extent that we have
permanent records that we need to presence that are on microfilm or even CDs or hard
drives, we need to make sure that we migrate that to the next generation of technology.
In some cases it's kind of looking like that might be paper, because it's always there.
We have paper records from the 1800s. But to the extent that we do have records
digitally only and if those records need to survive, the hardware that's used to look at
them, we need to migrate those over to the next -- the next available method of keeping
those records. That's one reason that we did building and development services first is
because some of those records we need to get rid of them, because they are -- we can't
look at them anyway. It's almost as though we don't have them. So, to -- to indicate on
our records retention policy that we do have them, that we can look at them, is
misleading. So, we need to kind of phase those out. I think that's a problem that faces
a lot of -- a lot of cities, especially as we look at digitizing a lot of our records and 1 think
we need to be judicious in digitizing records that we wanted to keep for a long, long
time.
Hoaglun: That is a problem. It sounds like you guys are at least trying to plan for it, so I
appreciate that. Just to mention, the one really cool thing I saw out there, besides some
discharge documents signed by Abraham Lincoln, which was really cool, but the state
constitution. It's still on paper. The original.
Bird: Yeah.
Kane: Wow.
Hoaglun: So, that was pretty amazing to see that, so --
Kane: Wow. I'd Like see it myself.
Hoaglun: Now, all we need to do is get the big fancy leather books that they all had. It
would be rather expensive nowadays.
De Weerd: Any other questions?
Meridian City Council
January 10, 2012
Page 46 of 48
Bird: I have none.
De Weerd: We know this has been a mammoth project and certainly appreciate the
diligence, your attention to detail, and maybe the tenacity to continue on, so thank you.
Holman: Madam Mayor? We call our first meeting shock and awe normally with each
department and, then, we move on from there.
Kane: It is overwhelming. It's been a really good team. We work really well, so --
De Weerd: Well, thank you.
Kane: -- I think we are on track. Thank you.
G. Mayor's Office: Resolution No. 12-831: A Resolution of the
Mayor and the City Council of the City of Meridian Appointing
Lisa Keyes to seat 8 of the Meridian Development Corporation
De Weerd: Okay. I had hoped that my appointment for the Meridian Development
Corporation might.be here by now, but in front you, Council, you do have under Item .
7-G a resolution 12-831. It is for the appointment of Lisa Keyes to Seat 8 of the
Meridian Development Corporation. Her appointment -- this appointment would expire,
then, in September of 2014. 1 would entertain any questions and if there aren't any, a
motion to approve.
Hoaglun: Madam Mayor?
De Weerd: Mr. Hoaglun.
Hoaglun: I move approval of resolution number 12-831, appointing Lisa Keys to Seat 8
of the Meridian Development Corporation.
Zaremba: Second
De Weerd: I have a motion and a second to approve this item, 7-G. Council, I will also
say that the chair and I interviewed six candidates. We had more in applications and it's
pretty exciting to see the level of interest and we are working with each of those that
had indicated an interest to get them involved in one way or another. So, it's great to
see a community that has citizens that step up and want to be involved in the future of
their community. So, Madam Clerk, will you, please, call roll on this item.
Roll -Call: Bird, yea; Rountree, absent; Zaremba, yea; Hoaglun, yea.
De Weerd: All ayes. Motion carried.
Meridian City Council
January 10, 2012
Page 47 of 48
MOTION CARRIED: THREE AYES. ONE ABSENT.
Item 8: Future Meeting Topics
De Weerd: Council, are there any items under Item 8 for future meeting topics?
Bird: I have none.
Zaremba: I have none.
Item 9: Other Items
A. Executive Session Per Idaho State Code 67-2345 (1)(c)(f) — (c)
To Conduct Deliberations Concerning Labor Negotiations or to
Acquire an Interest in Real Property, Which is Not Owned By a
Public Agency; and (f) To Consider and Advise its Legal
Representatives in Pending Litigation Amended onto the
agenda: (d) To Consider Records That Are Exempt From
Disclosure as Provided in Chapter 3, Title 9, Idaho Code
De Weerd: Okay. I will move, then, to Item No. 9, Executive Session per Idaho State
Code 67-2345(1)(c) and (f).
Bird: And (1)(d).
De Weerd: And (d).
Bird: So moved.
Zaremba: Second.
De Weerd: I have a motion and a second to adjourn into Executive Session. Madam
Clerk, will you, please, call roll.
Roll -Call: Bird, yea; Rountree, absent; Zaremba, yea; Hoaglun, yea.
De Weerd: All ayes.
MOTION CARRIED: THREE AYES. ONE ABSENT.
EXECUTIVE SESSION: ( 5:21 p.m. to 7:01 p.m.)
Bird: I move we come out of Executive Session.
Zaremba: Second
Meridian City Council
January 10, 2012
Page 48 of 48
Hoaglun: Second.
De Weerd: All those in favor say aye. All ayes. Motion carried.
MOTION CARRIED: THREE AYES. ONE ABSENT.
De Weerd: Could I have a motion to adjourn?
Bird: I move we adjourn.
Zaremba: Second.
De Weerd: All those in favor? All ayes.
MOTION CARRIED: THREE AYES. ONE ABSENT.
MEETING ADJOURNED AT 7:01 P.M.
(AUDIO RECORDING ON FILE OF THESE PROCEEDINGS)
ZOIZ
MAYOR TA4!�W DE WE �o¢Pr$pA��U�' a DATE APPROVED
`-' ' `— JA, E HOLMAN, CITY CLERK
SEAQ
PyrB ,ems
Meridian City Council Meeting
DATE: January 10, 2012 ITEM NUMBER:
PROJECT NUMBER:
ITEM TITLE:
Approve Minutes of January 3, 2012 City Council Regular Meeting
MEETING NOTES
Ap"-4
Community Item/Presentations Presenter Contact Info./Notes
CLERKS OFFICE FINAL ACTION
DATE:
E-MAILED TO
STAFF
SENT TO
AGENCY
SENT TO
APPLICANT
NOTES
INITIALS
Meridian City Council Meeting
DATE: January 10, 2012 ITEM NUMBER: 4B
PROJECT NUMBER:
ITEM TITLE:
Acceptance Agreement: Display of Artwork of Les Herman in Initial Point Gallery from
November 2 to November 30, 2012
MEETING NOTES
Community Item/Presentations Presenter Contact Info./Notes
CLERKS OFFICE FINAL ACTION
DATE:
E-MAILED TO
STAFF
SENT TO
AGENCY
SENT TO
APPLICANT
NOTES
INITIALS
ACCEPTANCE AGREEMENT:
DISPLAY OF ARTWORK IN INITIAL POINT GALLERY, MERIDIAN CITY HALL
This ACCEPTANCE AGREEMENT: DISPLAY OF ARTWORK IN INITIAL POINT
GALLERY, MERIDIAN CITY HALL ("Agreement") is made on the to day of ,)Mn%3&AA ,
2012 ("Effective Date"), by and between the City of Meridian, a municipal corporation organized
under the laws of the State of Idaho ("City"), and Les Herman, an individual person whose address is
3371 Bryson Way, Boise, Idaho ("Artist"). (City and Artist may hereinafter be collectively referred to
as "Parties.")
WHEREAS, the City desires that public art will be a component of Meridian City Hall and to
that end, the Meridian Arts Commission issued the Call to Artists attached hereto as Exhibit A, seeking
proposals for the display of artwork in Initial Point Gallery, an art gallery on the third floor of Meridian
City Hall, the address of which is 33 E. Broadway Ave., Meridian, Idaho ("Initial Point Gallery");
WHEREAS, in response to the Call to Artists, Artist did submit a proposal, comprised of the
materials attached hereto as Exhibit B ("Proposal"), for the display of artwork in Initial Point Gallery;
WHEREAS, on November 3, 2011, the Meridian Arts Commission ("Commission") reviewed
the responses to the Call to Artists, selected Artist's work for display based on the Proposal, and
recommended to the Meridian City Council that Artist's artwork, as depicted in the Proposal, be
displayed in Initial Point Gallery;
WHEREAS, at its regular meeting on December 6, 2011, by the passage of Resolution no. 11-
825, the Meridian City Council adopted such recommendation and directed the Commission to work
with Artist to establish a display of Artist's artwork in Initial Point Gallery; and
WHEREAS, the Parties acknowledge that Meridian City Hall is primarily a place of public
business, that Initial Point Gallery is a public place, and that while the City seeks to encourage artistic
expression and public dialogue, the City must simultaneously ensure that Meridian City Hall is a place
where citizens, employees, and visitors of diverse ages and perspectives feel welcome and comfortable;
NOW, THEREFORE, for good and valuable consideration, the receipt and sufficiency of
which is hereby acknowledged and agreed, and in consideration of the mutual promises and covenants
herein contained, the Parties agree as follows:
I. SCOPE OF SERVICES.
Artist shall personally deliver to Initial Point Gallery, on November 2, 2012, at 9:00 a.m., or at such
time and date as is mutually agreed-upon by the Artist and the Gallery Curator, artwork which shall
substantially conform to the description of such artwork set forth in Exhibit B hereto. Artist shall
be responsible for hanging such artwork on November 2, 2012 at the direction of the Gallery
Curator; shall allow the display of such work in Initial Point Gallery from November 2, 2012 to
November 30, 2012, in accordance with the terms of this Agreement; and shall be responsible for
removal of such artwork on November 30, 2012, at 9:00 a.m., or at such time and date as is
mutually agreed upon by the Artist and the Gallery Curator.
ACCEPTANCE AGREEMENT
INITIAL POINT GALLERY DISPLAY PAGE I
II. COMPENSATION AND SALE OF ARTWORK.
A. No compensation. Artist shall display Artist's artwork in Initial Point Gallery at the pleasure
of the Meridian City Council. City shall not provide compensation to Artist for services, work,
and/or any activity undertaken pursuant to or related to this Agreement.
B. Sale of artwork. Artist may, at the direction of and in the manner established by the Gallery
Curator, passively offer the artwork on display in Initial Point Gallery for sale. No price shall
be displayed on or be proximate to any piece on display in Initial Point Gallery. City personnel
shall not facilitate in any way the sale of Artist's work; any transaction related to the sale of
artwork shall be handled solely by Artist. Artist acknowledges the Commission's request that
Artist voluntarily donate to the Commission twenty percent (20%) of proceeds from any
artwork sold due to its display in Initial Point Gallery. Upon the sale of a piece of artwork on
display in Initial Point Gallery, Artist may remove such artwork from the Gallery, provided that
Artist replaces the removed piece with another piece of artwork within twenty-four (24) hours
of such removal. Artist shall coordinate the removal, replacement, and/or substitution of any
and all artwork with the Gallery Curator prior to such activity.
III. TIME OF PERFORMANCE.
Artist shall provide services described in this Agreement in a timely manner, as described herein.
Artist acknowledges and agrees that time is strictly of the essence with respect to this Agreement,
and that the failure to timely perform any of the obligations hereunder shall constitute a default of
this Agreement.
IV. INSTALLATION.
A. Coordination with Curator. Prior to the installation, removal, replacement, and/or
substitution of the display in Initial Point Gallery or any portion or component thereof, Artist
shall coordinate any and all such activity with the Gallery Curator,
B. Inspection of display. Prior to or after installation, the Gallery Curator and/or the City may
inspect and/or review the artwork proposed by Artist for display in Initial Point Gallery to
ensure compliance with all criteria set forth in the Call to Artists attached hereto as Exhibit A,
and the Application and Acknowledgements Form attached hereto in Exhibit B, as well as to
ensure that such artwork may be safely and appropriately displayed in Initial Point Gallery. If
the Gallery Curator or the City concludes that the display or any portion or component thereof
does not meet the criteria set forth in Exhibits A and B, does not reflect artwork as described
and depicted in the Proposal set forth in Exhibit B, or cannot be safely and/or appropriately
displayed in Initial Point Gallery, the Gallery Curator or the City may require the immediate
removal of such artwork from Initial Point Gallery. Further, the Gallery Curator or the City
may require the immediate removal of such artwork from Initial Point Gallery where such
removal serves the best interest of the City.
ACCEPTANCE AGREEMENT
INITIAL POINT GALLERY DISPLAY PAGE 2
V. DISPLAY.
A. Original artwork. Artist warrants that any and all artwork provided by Artist for display in
Initial Point Gallery shall be, and is, original work conceived and created by Artist.
B. Photographs of artwork. City may photograph the artwork displayed in Initial Point Gallery,
as City may desire for purposes of advertising, marketing, and public information. Where
practicable and to the extent of City's authority, Artist shall be acknowledged on each such
photograph to be the creator of the original subject thereof, provided that photographic
reproductions of artwork shall not be identified as or represented to be the finished artwork,
C. Use of Artist's name. Artist hereby conveys to City permission to use Artist's name for
purposes of advertising, marketing, and public information, without violation of Artist's rights
of privacy or any other rights Artist may possess under this Agreement, provided that City shall
not use Artist's logo, if any, for any purpose without the express, written permission of Artist.
D. Use of City's name. City hereby conveys to Artist permission to use City's name for purposes
of advertising, marketing, and public information, without violation of City's rights of privacy
or any other rights City may possess under this Agreement, provided that Artist shall not use
City's logo for any purpose without the express, written permission of the Mayor's Executive
Assistant.
E. Removal of artwork by City. City shall have the right to remove Artist's artwork from public
display at any time and for any reason. Such removal may be temporary or permanent in
nature. Where such artwork is or is intended to be removed from public display for longer than
forty-eight (48) hours, City shall notify Artist in the manner set forth herein. While it is
intended that Artist's artwork will be displayed in Initial Point Gallery for the period set forth
herein, this period may be shortened by City for any reason, without notice to the Artist.
F. Removal of artwork by Artist. Artist shall coordinate with the Gallery Curator the removal,
replacement, and/or substitution of any and all artwork prior to such activity, whether such
activity is necessary due to the sale of a piece or for any other reason.
G. Simultaneous display. City may elect to display the work of more than one Artist or
Organization in Initial Point Gallery at any time, at the City's sole discretion. The manner and
arrangement of the display(s) in Initial Point Gallery shall be determined by the Gallery
Curator.
VI. INDEMNIFICATION, WAIVER, AND INSURANCE.
A. Indemnification. Artist shall, and hereby does, indemnify, save, and hold harmless the City
and any and all of its employees, agents, volunteers, and/or elected officials from any and all
losses, claims, and judgments for damages or injury to persons or property, and from any and
all losses and expenses caused or incurred by Artist or Artist's servants, agents, employees,
guests, and/or invitees.
ACCEPTANCE AGREEMENT
INITIAL POINT GALLERY DISPLAY PAGE 3
B. Waiver. Artist shall, and hereby does, waive any and all claims and recourse against City,
including the right of contribution for loss and damage to persons or property arising from,
growing out of, or in any way connected with or incident to Artist's performance of this
Agreement, whether such loss or damage may be attributable to known or unknown conditions,
except for liability arising out of the tortious conduct of City or its officers, agents or
employees.
C. Insurance Artist's responsibility. City shall not provide insurance to cover loss, theft, or
damage of artwork displayed in Initial Point Gallery or to cover any activity undertaken by
Artist in the furtherance of Artists' rights or obligations described herein. Insurance of the
artwork; of the Artist's person, property, or interests; and/or of the Artist's employees or agents
shall be the sole responsibility of Artist. Artist shall obtain all necessary insurance as may be
required in order to protect Artist's insurable interests for its rights and obligations described
within this Agreement, including, but not limited to, liability insurance, automobile insurance,
worker's compensation insurance, and/or insurance of the artwork to be displayed in Initial
Point Gallery. Artist shall bear any and all risks of, and actual, loss of, theft of, and/or damage
to the artwork prepared for, transported to, transported from, installed or hung in, and/or
displayed in Initial Point Gallery.
VII. TERMINATION.
A. Termination for cause. If City determines that Artist has failed to comply with 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 twenty-four (24) hours
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,
B. Termination without cause. City may immediately terminate this Agreement for any reason at
any time without prior notice to Artist.
C. Termination upon death or incapacity of Artist. This Agreement shall automatically
terminate upon the death or incapacity of Artist.
D. Non -waiver. A waiver of any breach or default of any provision of this Agreement shall not be
construed as a waiver of a breach of the same or any other provision hereof.
ACCEPTANCE AGREEMENT
INITIAL POINT GALLERY DISPLAY
PAGE 4
VIII. GENERAL PROVISIONS.
A. Relationship of Parties. It is the express intention of Parties that Artist is an independent party
and not an employee, agent, joint venturer, or partner of City. Nothing in this Agreement shall
be interpreted or construed as creating or establishing the relationship of employer and
employee between Artist and City or between Artist and any official, agent, or employee of
City. Both parties acknowledge that Artist is not an employee of City. Artist shall retain the
right to perform services for.others during the term of this Agreement.
B. Compliance with law. Throughout the course of this Agreement, Artist shall comply with any
and all applicable federal, state, and local laws.
C. Non -Discrimination. In fulfilling or exercising any right or obligation under this Agreement,
Artist shall not discriminate against any person as to race, creed, religion, sex, age, national
origin, sexual orientation or any physical, mental, or sensory disability.
D. Entire agreement. This Agreement constitutes the entire understanding between the Parties.
This Agreement supersedes any and all statements, promises, or inducements made by either
party, or agents of either party, whether oral or written, and whether previous to the execution
hereof or contemporaneous herewith. The terms of this Agreement may not be enlarged,
modified or altered except upon written agreement signed by both parties hereto.
E. Agreement governed by Idaho law. The laws of the State of Idaho shall govern the validity,
interpretation, performance and enforcement of this Agreement. Venue shall be in the courts of
Ada County, Idaho,
F. Cumulative rights and remedies. All rights and remedies herein enumerated shall be
cumulative and none shall exclude any other right or remedy allowed by law. Likewise, the
exercise of any remedy provided for herein or allowed by law shall not be to the exclusion of
any other remedy.
G. Severability. If any provision of this Agreement is found by a court of competent jurisdiction
to be illegal, invalid, or unenforceable, the remainder of this Agreement shall not be affected.
H. Successors and assigns. Artist shall not subcontract or assign any of Artist's obligations under
this Agreement that require or that may require Artist's artistic talent or expertise. Artist may
subcontract or assign obligations that do not require Artist's artistic talent or expertise. All of
the terms, provisions, covenants and conditions of this Agreement shall inure to the benefit of,
and shall be binding upon, each party and their successors, assigns, legal representatives, heirs,
executors, and administrators.
I. Notice. Any and all notice required to be provided by the Parties hereto, unless otherwise stated
in this Agreement, shall be in writing and shall be deemed communicated upon mailing by
United States Mail, addressed as follows:
ACCEPTANCE AGREEMENT
INITIAL POINT GALLERY DISPLAY PAGE 5
Artist:
Les Herman
3371 Bryson Way
Boise, Idaho 83713
(208)863-7275
hermaners@gmail.com
Gallery Curator:
Dwight Williams
Meridian Arts Commission
33 E. Broadway Ave.
Meridian, Idaho 83642
(208)887-6473
dwight5332@q.com
cft3L
Emily Kane, Deputy City Attorney
City of Meridian
33 E. Broadway Ave.
Meridian, Idaho 83642
(208) 898-5506
ekane@meridiancity.org
Any party may change its respective address for the purpose of this paragraph by giving written
notice of such change in the manner herein provided.
J. City Council approval required. The validity of this Agreement shall be expressly
conditioned upon City Council action approving the Agreement. Execution of this Agreement
by the persons referenced below prior to such ratification or approval shall not be construed as
proof of validity in the absence of Meridian City Council approval.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement on this I0 day
of 2012.
ARTIST:
\ " k AmIL
Le e
CITY OF MERIDIAN:
Attest:
Tammy cTe gird, Mayor
Jaycee H61inan, City Clerk Vm,,SEAL
ACCEPTANCE AGREEMENT
INITIAL POINT GALLERY DISPLAY PAGE 6
Exhibit A
Meridian l Commission
Call for Artists: 2012 INI hAL POINT GALLERY SERIES
The Meridian Arts Commission (MAC) seeks proposals for the display of two-dimensional and/or three-dimensional
artwork as part of the 2012 Initial Point Gallery Series, a series of one-month exhibitions in Initial Point Gallery. Initial
Point Gallery is located on the third floor of Meridian City Hall (33 E. Broadway Avenue, Meridian, Idaho), and is open to
the public during City working hours. Initial Point Gallery provides 120 feet of total wall space for hanging two-
dimensional artwork, and four enclosed display cases for three-dimensional artwork. MAC requests that artists
voluntarily donate to MAC 20% of proceeds from sales of art displayed in Initial Point Gallery.
ELIGIBILITY;
Two-dimensional works displayed in Initial Point Gallery must be comprised of professional -quality, ready -to -hang,
original art; artwork on paper must be under glass or acrylic. 5electees must fill all or half of the gallery, Three-
dimensional works may be of any medium, but must fit within the four supplied display cases. No artwork will be
displayed which: cannot be safely hung or displayed using the gallery's equipment; requires unusual maintenance,
handling, or security; or is disruptive or likely to offend the sensibilities of the general public. Each piece to be
displayed will be evaluated for its compliance with these general requirements. Selectees will be asked to enter Into
an Acceptance Agreement with the City setting forth specific conditions of display. Selectees may reapply biennially,
PROPOSAL REQUIREMENTS:
Artists or organizations wishing to display work in the 2012 Initial Point Gallery Series must provide the following
materials and information to MAC in order to be considered for selection.
• Completed, signed Application @ Acknowledgements form;
• Biography of the artist or informational statement regarding organization;
• Letter of intent;
• Five (5) digital images representational of the works proposed for display, on a CD (for organizations, each image
must be of a different artist's work); and
• $35 gallery maintenance fee (nonrefundable).
• Details and forms are available at the.City's website, http://www.meridiancity.org or upon request. Limited
assistance producing digital images may be available upon request. Materials submitted cannot be returned.
DEADLINE:
All proposals must be received by MAC by 5:00 p.m. on Friday, October 28, 2011.
SELECTION PROCESS:
The selection of art for the 2012 Initial Point Gallery Series will be made by MAC. MAC will notify selectees by letter
sent U.S. Mail, In evaluating eligible proposals, the following factors will be considered:
• Quality of work;
• Appropriateness of subject and concept for a functioning government workplace;
• Consistency with City policy and community values; and
• Contribution to aesthetic and cultural atmosphere of Meridian City Hall.
RESOURCES PROVIDED UPON SELECTION:
The City of Meridian will provide selected artists/organizations with the following resources:
• Volunteers to assist artist/organization with installing and removing each piece of artwork;
• Track system for hanging 21) art, using wires that are attached to hooks;
• Four enclosed pedestals for 3D art, each approximately 24 inches square;
• Space for artist information and/or an information board; and
• Publicity of the exhibit through City contacts, local media, and other informational forums.
CONTACT MAC:. By mail:
By e-mail:
Meridian Arts Commission
Attn: 2012 Initial Point Gallery Series
33 East Broadway Avenue
Meridian ID 83642
mac@merldiancity.org
Exhibit B
MeridiatX;C5 inissi0n
AwItcation & Acknowledgments; 2012 INITiAL POINT GALLERY SERIES
ARTISTlORGANIZER CgtyACT
Check one: I am s
Cl l am s
Artist/Org. Name:
Organizer name;
F mail addtess;
Mailing Address;
Phykical.Atidress:
Phone numbers:
this form as an Individual artist,
this form on behalf of an organization.
APPLICATION OVERVIEW:
Chetk all that apply: Ill we propose tafill one half.of Initial Point.Galtery with two-dimensional aftwork.
t7 I/we propose to fill the entire Initial Point Gallerywith two-dimensional artwork.
❑ I/we propose to fill these display cases with 3D artwork:
0 24"Wx24"Dx42111-1 ❑ 24"W44"Dx36"H 0 24"Wx24"DR3011H ❑ 24"Wz2411D:2411H
Number of 26 pieces: Average size of 2D pieces: 10xx� ild 9 9.17.
Numberof 3D pieces: Average size of 31) pieces:
FLICATiON MATERIALS:
Completed, signed Application & Acknowledgements Form
j Biography of artist or Informational statement regarding organization, no longer than one 814 x 11" page;
El A letter of intent, describing:
a. Artist/Organization's vision for and/or theme of the proppsed display;
b. Number, dimensions, prices, and medlum or media utilized in the works to be displayed;
c, Any pubUtity that the Artist/Organization plans to undertake if selected; and/or
d. Any atypical issues or challenges regarding hanging or display of the works proposed for display.
MH Up to five digital images of work representational of the artist's/organizeitton's work on a CO, tesolution of 300 dpi
at a minimum size of 5x7", in .Jpg format. Please name each image file with artist's last name or organization
name and the title of the work (e,ga name.title.)pg). Materials submitted will not be returned. Damaged or non-
eliptient CDs and/or images Witt not -be -considered. Imagesvdit not 4e, accepted via e-mail.
5 gallery maintenance fee, check made payable to the Meridian Arts Commission. This fee is nonrefundable.
DISPLAY INFORMATION;
Initial Point Gallery is equipped with a track system for hanging two-dimensional artwork. Artwork displayed In the
gallery will be hung from cables using hooks, and therefore must be equipped with one D ring on the back of the frame,
or two D rings on the side rails on the back of the frame, as Illustrated below. The D -ring's should be approximately a
quarter of the distance of the total frame height from the top of the frame in orddr to avoid slanting away from the
wall. Wires, eyehoolcs, and clip frames may:mot be used for hanging, and are not allowed. Initial Point Gallery also
provides four display cases, each with different dimensions, for displaying three-dimensional artwork.
ACKNOWLEDGMENTS:
1, LM'
Jain , hereby acknowledge the following stipulations and agree that 1f this proposal Is
selected•for display at Initial Point Gallery, such display shall occur subject to thesee generat-terms and conditions, as
well as subject to other specific terms and conditions that shall be set forth In a separate, written Acceptance
reement between myself and the City of Meridian. i specifically acknowledge that:
A. Before my work will be displayed In Initial Point Gallery, I will be required to enter into an Acceptance
At 6h th Ci f Al ridsl t bli hi th s e ific terms and co did— f the dis la of the
R�.
L
imiF1 cJL
C.
greemen w a ly o e an es a ng e p c n o p y
particular works displayed.
If my work Is selected for display in Initial Point Gallery, the City of Meridian and its agents will
exercise professional care in handling and securing all artwork displayed in initial Point Gallery, but
cannot and will not assume liability for any loss or damage.
Any insurance of the artwork displayed in Initial Point Gallery shall be the sole responsibility of the
artist, The City of Meridian shall not provide insurance to cover loss, theft, or damage of artwork
displayed In Initial Point Gallery.
D. While artwork displayed in Initial Point Gallery maybe passively offered for sale by means of an
Informational table, board, or handout as provided or allowed by the City of Meridian, no piece
displayed in Initial Point Gallery may have a visible price tag.
E. While it Is intended that each exhibit In Initial Point Gallery will be displayed for a one- to two-month
period, this period may be shortened by the City of Meridian for any reason, without notice to the
artist or organization.
F. The City may display the work of more than one artist or organization in Initial Point Gallery at any
time, at the City's sole discretion.
G. Artwork submitted far disptay in Initial Point Gallerymust be original works conceived and created
by the artist (or by artist members of the organization) submitting this application.
H. Meridian City Hall is primarily a place of public business and Initial Point Gallery 1s a public place. The
City seeks to encourage autistic expression and public dialogue, but must simultaneously ensure that
City Hall is a place where citizens, employees, and visitors of diverse ages and perspectives feel
welcome and comfortable. To this end, only artists and artwork meeting the eligibility standards
-described -in the Call for Artists and following -the terms set forth In the Acceptance Agreement shall be
displayed in Initial Point Gallery.
do acknowledge and
conditions. 6 ,
Signature:
Date:
each and all of the foregoing stipulations and do agree to these. general terms and
Print name: �1Cm61
To propose an exhibitldn in Initial Point Gallery, please submit this form, completed in full, with the required
materials and fee, via U.S, mail, to:
Meridian Arts Commission
Attn: Initial Point Gallery
33 East Broadway Avenue
Meridian ID 83642
Thank you for your interestl
Les Herman
Letter of Intent
The theme for the exhibit is Western Landscapes and Wildlife.
The common theme for. living In the West Is beautlful.uncluttered. landscapes,. colorful, sunsets,
unparalleled f1shing, and wildlife vlowing.
PalntlAgs for Display
1
BI fish li
30X30
$550
Ac
tic
2
DlnnorIsServed
16X24
$500
Acryllc
3.
Dave on. the Deadwood
16X24
$500
Ac
Iic
4
Raven's Eye
16X20
$400
Acr Iic
5
Burnout
1BX24
500
Acrylic
6
Rotten Grass- MT
16X24
$450
Acrylic
7
Mountain Vie'_ Reservolr
11X14
5200
Acrylic
a
Jud 's Bou ainvlllea's
14X18
$200
Oil
9
From Barber Park Brl a
9X17
$150
Oil
10
Boise River from Greenbelt
9X12
$150
Oil
11
Ann Morrison Park Pond
9X12
150
Oil
12
Boise River Behind Nature Center
9X12
$150
Oil
13
Ea Is Island State Park
9X12
150
011
14
Veteran's Park Pond
9X12
150
Oil
1'6
1 Boise River from Greenbelt 11
1 9X12
$150
1011
Les Herman
Biouraphv
The Western American landscape provides inspiration for my paintings. Vivid
skies, distant mountains, flowing rivers, and wildlife, are revealed on my canvas.
Born and raised in Montana i was surrounded by natural beauty and majesty that
has inspired me as an artist from an early age. In my heart I have always been
an artist but life offers so many unanticipated twists and turns.
My travels have taken me from Vietnam to Antarctica and my training in
printmaking, drawing and painting at the University of Montana in Missoula
always stayed with me and provided the foundation for my artwork. My
profes§lonal career with the federal government in aviation and wlldland fire
suppression provided an opportunity for me to travel to some of the most
beautiful places in our great country and the world.
While traveling, 1 have always had my watercolor kit. Now, after a distinguished
32 -year career with the Department of the Interior, I am at a new crossroad in my
life. Boise and the surrounding area provide a perfect location where painting
can once again be my passion and avocation.
l
My style is eclectic and my curlosity is unlimited In exploring the full range of
artistic expression available to artists today. My bold technique reflects my spirit
and love of the western landscape and lifestyle.
Meridian City Council Meeting
DATE: January 10, 2012 ITEM NUMBER: 5A
PROJECT NUMBER:
ITEM TITLE:
Public Launch of Meridian Community Recycling Fund
MEETING NOTES
Community Item/Presentations Presenter Contact Info./Notes
CLERKS OFFICE FINAL ACTION
DATE:
E-MAILED TO
STAFF
SENT TO
AGENCY
SENT TO
APPLICANT
NOTES
INITIALS
Meridian City Council Meeting
DATE: January 10, 2012 ITEM NUMBER:
PROJECT NUMBER:
ITEM TITLE:
City Council: City Council Department Liaison Appointments
MEETING NOTES
J
Community Item/Presentations Presenter Contact Info./Notes
CLERKS OFFICE FINAL ACTION
DATE:
E-MAILED TO
STAFF
SENT TO
AGENCY
SENT TO
APPLICANT
NOTES
INITIALS
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Meridian City Council Meeting
DATE: January 10, 2012 ITEM NUMBER: 7B
PROJECT NUMBER:
ITEM TITLE:
Legal/Human Resources/ Information Technology Department: Strategic Plan
Update
MEETING NOTES
Community Item/Presentations Presenter Contact Info./Notes
CLERKS OFFICE FINAL ACTION
DATE:
E-MAILED TO
STAFF
SENT TO
AGENCY
SENT TO
APPLICANT
NOTES
INITIALS
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Meridian City Council Meeting
DATE: January 10, 2012 ITEM NUMBER: 7C
PROJECT NUMBER:
ITEM TITLE:
Legal Department: Proposed Franchise Renewal with Cable One
MEETING NOTES
Community Item/Presentations Presenter Contact Info./Notes
CLERKS OFFICE FINAL ACTION
DATE:
E-MAILED TO
STAFF
SENT TO
AGENCY
SENT TO
APPLICANT
NOTES
INITIALS
FRANCHISE AGREEMENT
(Cable One, Inc.)
This Franchise Agreement ("Agreement") is made and entered into this day of , 2011, by
and between the City of Meridian, a municipal corporation ("Meridian") and Cable One, Inc. ("Franchisee").
RECITALS
A. Meridian is a political subdivision of the State of Idaho, and has authority to enter into this Agreement.
Tammy deWeerd is the duly elected Mayor of Meridian. The Meridian City Council has authorized the
Mayor to execute this Agreement.
B. Franchisee is a duly organized and acting corporation lawfully conducting business within the State of
Idaho. John Gosch, Western Division Vice President, is the duly appointed agent of Franchisee and has
the authority to enter into this Agreement.
C. Subject to the terms and conditions set forth herein and Meridian Ordinance No. the parties hereto
are desirous of entering into a non-exclusive fifteen (15) year franchise agreement, with Franchisee
providing cable services within the city limits of Meridian, Idaho.
D. Meridian having determined that the financial, legal and technical ability of the Franchisee is reasonably.
sufficient to provide services, facilities, and equipment necessary to meet the future cable -related needs of
the community during the term of this Agreement, and having afforded the public adequate notice and
opportunity for comment, desires to enter into this Agreement with the Franchisee for the construction
and operation of a Cable System on the terms set forth herein.
NOW, TBEREFORE, in consideration of the mutual covenants, terms, and conditions set forth herein, the
parties agree as follows:
LDEFINITIONS
For the proposes of this Agreement, the following terms have the meanings set forth herein:
"Cable Act" shall mean Title VI of the communications Act of 1934, as amended by the Cable Communications
Policy Act of 1984, by the Cable Television Consumer Protection and Competition Act of 1992, and by the
Telecommunications Act of 1996, and as the same may be further amended from time to time.
"Cable Services" shall mean: (A) the one-way transmission to customers of (i) video programming, or (ii) other
programming service, (B) customer interaction, if any, which is required for the selection or use of such video
programming or other programming service.
MERIDIAN AGREEMENT 1
"Cable System" shall mean a facility, consisting of a set of closed transmission paths and associated signal
generation, reception and control equipment that is designed to provide Cable Services which includes video
programming and which is provided to multiple Customers within a community.
"Customer" shall mean a Person who lawfully receives Cable Services within the Service Area with the
Franchisee's express permission.
"FCC" shall mean the Federal Communications Commission or successor governmental entity thereto.
"Franchisee" shall mean Cable One, Inc., a Delaware corporation lawfully doing business in Idaho.
"Gross Revenues" means any subscriber video revenues received by the Franchisee from the operation of the Cable
System to provide Cable Services in the Service Area. Gross Revenues shall be calculated and reported based on
generally accepted accounting principles (GAAP). Gross Revenues shall not include: (i) any fees or taxes which are
imposed directly or indirectly on any Customer thereof by any governmental unit or agency and which are collected
by the Franchisee on behalf of such governmental unit or agency, including without limitation the franchise fee
required by Section 5.1 hereof, (ii) any tax, fee, or assessment of any kind imposed by Meridian or other
governmental entity on a cable operator, or Customer, or both, solely because of their status as such; (iii) any other
special tax, assessment, or fee such as a business, occupation, and entertainment tax; and (iv) net unrecovered bad
debt.
"Lifeline" Cable Service or Economy service shall mean the lowest tier of that includes local television broadcast
signals.
"Meridian" Shall mean the City of Meridian, a political subdivision of the State of Idaho.
"Person" shall mean any individual, firm, partnership, corporation, organization, association, trust, Limited Liability
Company or other legal entity, residing in or doing business in the Service Area.
"Public Way" shall mean the surface of, and the space above and below, any public street, highway, freeway,
bridge, land path, alley, court, boulevard, sidewalk, parkway, way, lane, public way, drive, circle, or other public
right-of-way, including, but not limited to, public utility easements, dedicated utility strips, or rights-of—way
dedicated for compatible uses and any temporary or permanent fixtures or improvements located thereon now or
hereafter held by Meridian in the Service Area which shall entitle Meridian and the Franchisee to the use thereof for
the purpose of installing, operating, repairing, and maintaining the Cable System. Public Way shall also mean any
easement now or hereafter held by Meridian within the Service Area for the purpose of public travel, or for utility or
public service use dedicated for compatible uses, and shall include other easements or rights -or -way as shall within
their proper use and meaning entitle Meridian and the Franchisee to the use thereof for the purposes of installing,
operating, repairing and maintaining the Franchisee's Cable System over poles, wire, cables, conductors, ducts,
conduits, vaults, manholes, amplifiers, appliances, attachments, power supplies, network reliability units and other
property as may be necessary or pertinent to the Cable System to include infrastructure associated with future
technologies.
"Service Area" shall mean the present municipal boundaries of Meridian, and shall include any additions thereto by
annexation or other legal means.
MERIDIAN AGREEMENT 2
"Standard Cable" shall mean the tier of service, including Lifeline/Economy service which consists of all the analog
channels carried by the system, currently all channels up to channel 99.
IL GRANT OF FRANCHISE
Meridian hereby grants to the Franchisee, during the term of this Agreement and Meridian Ordinance No. a
non-exclusive Franchise which grants the Franchisee the right and privilege to construct and operate a Cable
System in, along, among, upon, across, above, over, under or in any manner connected within designated Public
Ways located within the Service Area and for that purpose to erect, install, construct, repair, replace, reconstruct,
maintain, or retain in, on, over, under, upon, across, or along any Public Way and all extensions thereof and
additions thereto, such poles, wires, cables, conductors, ducts, conduits, vaults, manholes, pedestals, amplifiers,
appliances, attachments, power supplies, network reliability units and other related property or equipment as may
be necessary or appurtenant to the Cable System. The Franchise granted shall not preclude Meridian from
granting other or further franchises or permits or preclude Meridian from using any Public Way or affect its
jurisdiction over them or any part of them, or limit full power of Meridian to make such changes, as Meridian
shall reasonably deem necessary, including but not limited to the dedication, establishment, maintenance and
improvement of all new Public Ways.
III. TERM
3.1 The Franchise granted hereunder shall be for a term of fifteen (15) years commencing on the effective date of
this Agreement as set forth below, unless otherwise lawfully terminated in accordance with the terms of this
Agreement. The effective date of this Franchise is retroactive to July 12, 2011. This Franchise shall expire on
July 11, 2026, unless extended by the mutual agreement, as provided below.
3.2 The Franchisee may surrender this franchise at any time upon filing with Meridian, a written notice of its
intention so to do, at least six (6) months before the surrender date. All the rights and privileges and all of the
obligations, duties, and liability of the Company under this franchise, except as to the extent previously accrued
hereunder, shall terminate on the surrender date specified in such notice. However, the Franchisee shall be
responsible for any pending constructions or other activities in stages of completion so that uncompleted or
unfinished work does not become the responsibility of Meridian.
3.3 This Franchise may be renewed by Meridian upon application by the Franchisee pursuant to the procedure
established by this section, and in accordance with the Cable Acts of 1984 and 1992, and/or any future relevant
laws.
IV. DUTIES AND RESPONSIBILITIES OF FRANCHISEE
4.1 Conditions of Occupancy. The Cable System installed by the Franchisee pursuant to the terms hereof shall be
located so as to cause a minimum of interference with the proper use of Public Ways and with the rights and
reasonable convenience of property owners who own property that adjoins or is otherwise contiguous to any
MERIDIAN AGREEMENT 3
Public Ways. Franchisee shall not place poles or other fixtures where they will interfere with any gas, electric, or
telephone fixtures, water hydrant, mains, pressure or gravity irrigation lines, or public sewer lines, and all poles
or other fixtures placed in any street shall be placed in the right-of-way between the roadway and any property
line as directed by Meridian and in accordance with Meridian's zoning and subdivision ordinances (as amended
from time to time). Any obstruction in the Public Way that interferes with the proper use of Public Ways and
with the rights of property owners who own property that adjoins any Public Way that, after proper notice to
Franchisee demanding removal, is not promptly removed by Franchisee may be removed by Meridian and the
labor, material and associated costs thereof shall be immediately paid by Franchisee. All of the Cable System
presently or in the future located, maintained or installed in the Public Ways within the Service Area shall at all
times be maintained in good order and conditions, in accordance with standard engineering practices and in
compliance with all applicable safety codes and lawful governmental regulations.
4.2 Restoration of Public Ways. If during the course of the Franchisee's construction, operation or maintenance
of the Cable System there occurs a material disturbance of any Public Way by the Franchisee or its employees,
contractor or agents, the Franchisee shall not unnecessarily or unreasonably obstruct the use of or damage any
Public Way, and shall within a reasonable time as early as practicable replace and restore such Public Way to a
condition reasonably comparable to the condition of the Public Way existing immediately prior to such
disturbance, as determined by Meridian's engineer, and in accordance with applicable city standards. Franchisee
shall warrant and guarantee the portions of the Public Ways disturbed by Franchisee, for a period of two (2)
years following the repair and replacement of the Public Way.
4.3 The Franchisee shall protect, support, raise, lower, temporarily disconnect, relocate in or remove from the
Public Way, as necessary, any property of the Franchisee, when lawfully requested by Meridian, for the benefit
of the public, not private interest. The request to relocate by Meridian shall be proceeded by the receipt of
reasonable advance written notice, as is practicable. Whenever Meridian shall pave or repave a Public Way, shall
change the grade or line of any Public Way or shall construct or reconstruct any conduit, sewer or water main,
pressure or gravity irrigation line, sewer or water connection or other public works or utility, it shall be the duty
of the Franchisee when requested by Meridian to change any portion of the Cable System or other property of
Franchisee so as to conform to the established grade or line of the Public Way and so as not to interfere with the
conduits, sewer or water main, sewer or water connection or other public works or utility as constructed or
reconstructed. Franchisee shall bear the sole cost of compliance with the Section 4.3. Meridian will make a
reasonable effort to avoid the need for such moving or changing whenever possible.
4.4 Relocation at Request of Third Party. The Franchisee shall, on the request of any Person holding a lawful
building moving permit issued by Meridian, protect, support, raise, lower, temporarily disconnect, relocate in or
remove from any Public Way, as necessary, any property of the Franchisee, provided: (a) the expense of such is
paid by said Person benefiting from the relocation, including, if required by the Franchisee, making such
payment in advance; and (b) the Franchisee is given reasonable advance written notice to prepare for such
changes. For purposes of this Section, "reasonable advance written notice" shall be no less than ten (10) business
days in the event of a temporary relocation, and no less than on hundred twenty (t20) days for a permanent
relocation.
4.5 Trimming of Trees and Shrubbery. The Franchisee shall have the authority to trim trees or other natural
growth in order to access and maintain the Cable System, according to the trimming and removal provisions of
Meridian's tree ordinance (as amended from time to time) and in consultation with Meridian's forester.
MERIDIAN AGREEMENT 4
4.6 Safety Requirements. Construction, operation and maintenance of the Cable System shall be performed in an
orderly and workmanlike manner. All such work shall be performed in substantial accordance with applicable
federal, state and local regulations and the National Electric Safety Code. The Cable System shall not
unreasonably endanger or interfere with the safety of Persons or property in the Service Area.
4.7 Aerial and Underground Construction.
A. When Franchisee extends its cable system to areas within Meridian where all of the transmission or
distribution facilities of the respective public utilities providing telephone communications and electric
services are underground, Franchisee likewise shall construct, operate, and maintain all of its
transmission and distribution facilities underground. If the transmission or distribution facility of the
Franchisee is aerial and located on the transmission and distribution facility of a public utility providing
telephone communications or electric services, and if a public utility relocates its transmission and
distribution facility underground, the Franchisee shall in conjunction with the public utility underground
relocation efforts, construct, operate and maintain all of its transmission and distribution facilities, or any
part thereof, underground. Nothing contained in this Section shall require the Franchisee to construct,
operate and maintain underground any ground -mounted appurtenances such as Customer taps, line
extenders, system passive devices (splitters, directional couplers), amplifiers, power supplies, network
reliability units, pedestals, or other related equipment. The Franchisee recognizes that all public or private
utility transmission and distribution facilities installed in a Meridian subdivision shall be placed
underground unless the Cable ONE and the Meridian engineer both agree that to do so is unfeasible.
B. Notwithstanding anything to the contrary contained in this Section, in the event that all of the transmission
or distribution facilities of the respective public utilities providing telephone communications and electric
services are placed underground after the effective date of this Franchise, the Franchisee shall only be
required to construct, operate and maintain all of its transmission and distribution facilities underground if
it is given reasonable notice and access to the public utilities' facilities at the time that such are placed
underground.
C. Meridian shall provide Franchisee with written notice of the issuance of building or development permits
for planned commercial, industrial, office or residential developments within the Service Area requiring
undergrounding of cable facilities. Meridian agrees to require as a condition of issuing any permit for
open trenching to any utility or developer, that the utility or developer give Franchisee reasonable access
to open trenches for deployment of cable facilities and written notice of the date of availability of
trenches. Such notice must be received by the Franchisee at least ten (10) business days prior to
availability.
4.8 Required Extensions of Service.
A. The Franchisee agrees to provide Cable Service to all the owners of improved property in the Service Area,
subject to the density requirements specified in this Section. Whenever the Franchisee receives a
MERIDIAN AGREEMENT 5
request for Cable Service from a potential Customer in an un -served area where there are at least forty
(40) separate or individual improved residential properties or units (for example a duplex would qualify
as two (2) residential properties) within on (1) mile from the portion of the Franchisee's trunk or
distribution cable which is to be extended, the Franchisee shall extend its Cable System to such
Customers at no cost to said Customers for the Cable System extension, other than the applicable
installation charge, provided that such extension is technically feasible., Notwithstanding the foregoing,
the Franchisee shall have the right, but not the obligation to extend the Cable System, into any area that
does not otherwise qualify for extension of services.
B. If a potential Customer resides in an area that does not meet the density requirements of Section 4.8 (A)
above, the Franchisee shall only be required to extend the Cable System if the Customers in that area are
willing to share the capital costs of extending the Cable System by making a capital contribution in aid of
construction, including cost of material, labor, and easements. Specifically, the Franchisee shall
contribute a capital amount equal to the construction cost per mile, multiplied by a fraction whose
numerator equals the actual number of residences per mile of its trunk or distribution cable, and whose
denominator equals 40. Customers who request service hereunder shall bear the remaining construction
costs on a pro rata basis. The Franchisee may require that the payment of the capital contribution in aid
of construction borne by such potential Customers be paid in advance. Customer shall also be responsible
for any applicable installation charges to extend the Cable System from the tap to the residence.
C. Franchisee shall not be required to offer Cable Service to individually rented units of a multiple dwelling
unit ("MDU") within the Service Area unless the owner of the MDU consents in writing to the following:
(i) to Franchisee's providing of Cable Service to individual units of the facility; (ii) to reasonable
conditions and times for installation, maintenance and inspection of the portion of the Cable System on
the facility premises; (iii) to reasonable conditions promulgated by Franchisee to protect Franchisee's
equipment and to encourage widespread use of the Cable System; and (iv) to not demand payment from
Franchisee for permitting Franchisee to provide Cable Service to the MDU and to not discriminate in
rental charges, or otherwise, between tenants who receive Cable Service from the Franchisee and those
who do not.
4.9 Service to Public Buildings. The Franchisee shall, upon request by and without charge to the building owner,
provide; one outlet of Standard Cable Services to those buildings owned or occupied by Meridian governmental
agencies and public school buildings within the Service Area.. Meridian shall not encourage the use of the
Franchisee's Cable System in any manner that results in the inappropriate use thereof or any loss or damage to
the Cable System. Meridian shall hold the Franchisee harmless from any and all liability or claims arising out of
the provision and use of Cable Service to Meridian governmental agencies required by this Section. If additional
outlets of basic cable are provided to such buildings, the building owner shall pay the usual installation and
service fees associated therewith, including, but not limited to, labor and materials. Meridian will not provide
access to Franchisee's Cable Services to private tenants of these buildings.
4.10 Permit Required. Franchisee shall secure all necessary permits within the Public Ways within the Service
Area and shall be subject to all applicable ordinances. The Franchisee agrees to pay any land use fee resulting
from their initiation of any land use actions within Meridian.
MERIDIAN AGREEMENT 6
4.11 Emergency Use. The Franchisee shall comply with the applicable rules regulations of the FCC regarding
Emergency Alert Systems ("EAS") (47 C.F.R Part 11). Franchisee shall transmit Federal, state and local EAS
announcements, tests and messages. Meridian shall be permitted to use Franchisees EAS for emergency use only
when franchisee is not otherwise carrying emergency messages as required by the applicable FCC rules.
Meridian shall permit only appropriately trained and authorized Persons to operate the EAS equipment and shall
take reasonable precautions to prevent any use of the Franchisee's Cable System in any manner that results in
inappropriate use thereof, or any loss or damage to the Cable system. Except to the extent expressly prohibited
by law, Meridian shall hold the Franchisee, its employees, officers and assigns harmless from any claims arising
out of Meridian's use of the EAS, including, but not limited to, reasonable attorneys' fees and costs.
4.12 Installation Map. Franchisee shall, at all times, maintain a complete interactive working map [s] showing
the exact location of all the equipment of the cable system installed or in use in the streets and other public
locations in Meridian, and the map [s] shall be accessible at normal business hours to Meridian for all proper
purposes. Franchisee shall provide a protocol for providing Meridian mapping information after hours to address
emergency circumstances requiring a mapping assessment.
4.13 Discrimination Prohibited. Franchisee shall not, because of age, race, creed, color, national origin or sex,
unlawfully (i) refuse to hire or employ, (ii) bar or discharge from employment, or (iii) discriminate against any
person in terms, conditions or privileges of employment.
4.14 Use of System by Meridian. Upon written notification from Meridian to the franchisee, Meridian shall have
the right to make additional use, for any public purpose, other than direct competition with Franchisee, of any
poles or conduits controlled or maintained exclusively by or the Franchisee in any Public Way, proved that:
(a) Such use by Meridian does not interfere with current of future use by the Franchisee.
(b) Meridian holds the Franchisee harmless against and from all claims, demands, costs, or liabilities of
every kind and nature whatsoever arising out of such use of said poles or conduits, including but not
limited to, reasonable attorneys fees and costs, and at the Franchisees' sole discretion and upon written
notification from the Franchisee to Meridian, Meridian may be required to either pay a reasonable fee or
otherwise reasonably compensate Franchisee for the use of such poles, conduits, or equipment;
provided that Franchisee agrees that such compensation or charge shall not exceed those paid by it or to
it by public utilities pursuant to usual and customary co -location agreements in the Service Area.
4.14 Service Standards. The Franchisee shall maintain and operate its system and render efficient service in
accordance with such rules and regulations as are, or may be hereinafter promulgated by the FCC.
4.15 Local Office. Franchisee shall maintain a local office in Canyon County with telephone service and such
staff as needed to respond to contact and inquiries from the Service Area. Office hours shall be 9:00 o'clock a.m.
to 5:00 o'clock p.m. of each weekday, except when holidays fall on weekdays.
MERIDIAN AGREEMENT 7
V. REGULATION BY MERIDIAN
5.1 Franchise Fee. The Franchisee shall pay to Meridian a franchise fee equal to five percent (5%) of Gross
Revenues as defined by section I Definitions above, received by the Franchisee from the operation of the Cable
System to provide Cable Services on a semi-annual basis. These two (2) payments shall be paid within 60 days
after the end of each six month period during all the years for which the franchise is granted.
For the purposes of this section, the semi-annual periods applicable under this Franchise for the computation of
the payments to the City of Meridian, shall be January 1 through June 30 and July I through December 31 of
each calendar year.
5.2 Rates and Charges.
A. Meridian may regulate rates for the provision of basic Cable Services and equipment as expressly
permitted by applicable law.
B. The Franchisee may charge a fee for the recovery of costs incurred to collect late payments for
Cable Services if the following conditions have been met:
(1) The Customer's bill sets forth when the fee will be assessed;
(2) The fee is not assessed any earlier than the tenth (10'x') day after the due date as reflected
on the Customer's bill; and the bill sets forth the amount of the fee.
5.3 Public Education and Government (PEG) funding. During the third (3`a), eighth (8a') and twelfth (12'h) years
of the franchise term, Meridian may, upon ninety (90) days prior written notice to Franchisee, enter into
negotiations with Franchisee to amend this Franchise Agreement to include a franchise provision for the
collections of a separate line item on Customer invoices to provide funding for PEG as allowed by the then
applicable federal laws. Franchisee agrees to provide ninety (90) days written notice to Meridian in the event of
any pending changes to bandwidth in the Lifeline/Economy Service cable spectrum that would result in the
preclusion of Meridian's ability to establish a PEG channel in the Lifeline/Economy Service cable spectrum (or
Franchisee's most basic cable service offering.)
Any fee imposed by the Franchisee that does not exceed $5.00 in 2011 dollars (as adjusted annually for inflation
based on the Consumer Price Index) shall be presumed reasonable to cover the costs associate with the
delinquent payment. The assessment of a fee pursuant to this Section shall not be construed as a limitation on the
Franchisee's right to charge any other lawful fees or charges.
VI. COMPLIANCE AND MONITORING
The Franchisee agrees that Meridian, upon thirty (30) days prior written notice to the Franchisee, may review its
books and records as is necessary to ensure compliance with the terms of this Franchise. Notwithstanding
anything to the contrary set forth herein, the Franchisee shall not be required to disclose information that
contains trade secrets or is proprietary or confidential in nature, nor disclose books and records of any affiliate.
MERIDIAN AGREEMENT 8
The Franchisee shall not be required to provide Customer information in violation of Section 631 of the Cable
Act or any comparable state law or regulation regarding the protection of Customer privacy. Upon request by
Meridian, the Franchisee shall furnish Meridian with a complete set of maps, including plans and profiles of the
Cable System in format acceptable to Meridian's geographic information system (GIS) manage. The Franchisee
shall not be required to maintain any books and records for Franchise compliance purposes longer than three (3)
years.
VII. INSURANCE AND INDEMNIFICATION
7.1 Insurance Requirements. The Franchisee shall maintain in full force and effect, at its sole cost and expense,
during the term of this Agreement, commercial general liability insurance for the purpose of protecting Meridian
against liability for loss or damage, for bodily injury, property damage, personal injury, death, civil rights
violations, and errors and omissions, relating to the operations of the Franchisee under this Agreement or the
Franchise. Such policy shall provide insurance against property damage in an amount not less than $500,000.00
and bodily injury with limits of not less $500,000.00 per person and $1,000,000.00 total for each occurrence;
provided, however, the minimum limits of insurance as set forth herein shall be automatically increased at any
time the liability limits of Meridian are increased pursuant to the Idaho Tort Claims Act (Idaho Code Sections 6-
901 et seq.). such insurance shall be non -cancellable except upon thirty (30) days prior written notice to
Meridian. All of the insurance policies shall contain provisions that the insurers shall have no right of recovery
or subrogation against Meridian, or Meridian's insurer with regard to the aforementioned losses or damages. The
Franchisee's certificates of insurance shall name Meridian and its officials, employees and agents as additional
named insured and shall be endorsed to specify that such policies cover the liability assumed by Franchisee
under this Agreement. Franchisee shall also secure and maintain at least the statutory amounts of worker's
compensation, disability benefits, and unemployment insurance in accordance with the laws of the State of
Idaho. Such insurance shall provide at least thirty (30) days written notice to Meridian before such policy is
suspended, canceled, amended or terminated. The Franchisee shall provide evidence of acceptable insurance at
limits listed above to City Clerk, City of Meridian. 7.2 Indemnification. The Franchisee and its employees are
not, under this Agreement, employees or agents of Meridian. The Franchisee covenants and agrees to indemnify,
defend and hold Meridian harmless from and against any and all claims, demands, causes of action, suits, losses,
liabilities, damages, costs and expenses, including attorney fees, that may accrue, directly or indirectly, by reason
of any act or omission on the part of Franchisee, its agents, employees, assigns or anyone subcontracting with
Franchisee, related to damages that arise out of the Franchisee's installation, construction, operation, or
maintenance of its Cable System, to bodily injury, property damage, personal injury and death that arise out of
the Franchisee's construction, operation or maintenance of the Cable System and to the provision of any service
or duty under this Agreement. Franchisee shall have the duty to appear and defend any such demand, claim, suit
or action on behalf of Meridian, without cost or expense to Meridian.
VII. ANNEXATION
In the event Meridian annexes additional territory daring the term of the Agreement, the Franchisee shall have
the non-exclusive authority and privilege to engage in the provision of Cable Services, in the annexed territory
subject to this Agreement, provided the service area boundaries are correspondingly amended by way of a map
MERIDIAN AGREEMENT 9
and legal description detailing the expanded area. In the event that the newly annexed territory is already served
by a facilities based cable services provider, Franchisee may choose to or refrain from overbuilding in
consultation with Meridian based on business and/or financial considerations.
IX.DEFAULT AND REMEDIES
9.1 Termination for Cause. Meridian may terminate this agreement for cause if franchisee substantially fails to
perform or defaults on any of the material duties or responsibilities set forth in this agreement.
9.2 Corrective Action. If the Meridian City Council finds that Franchisee has failed to perform or defaulted on
any or all of the duties or responsibilities set forth in this Agreement, Meridian shall provide Franchisee a written
"Notice of Default" in accordance with paragraph 10.12 of this Agreement. The Notice of Default shall describe
with sufficient detail Franchisee's failure to perform and/or default. Franchisee shall have a period of thirty (30)
days from the receipt or delivery of the Notice of Default to correct the failure to perform or default. If
Franchisee fails to correct the failure to perform and/or default with thirty (30) days, Meridian may terminate this
Agreement and revoke the Franchise in accordance with the procedures described in paragraph 9.4 of this
Agreement.
9.3 Enforcement. Subject to applicable federal and state law, in the event Franchisee is in default of any
provision of the Franchise, Meridian may:
A. Seek specific performance of any provision that reasonably lend itself to such remedy, as an
alternative to damages;
B. Commence an action at law for monetary damages or seek other equitable relief; and/or in the case
of a substantial default of a material provision of this Agreement or the Franchise, seek to terminate
this Agreement and revoke the Franchise in accordance with Section 9.4 of this Agreement.
9.4 Revocation.
A. Should Meridian seek to revoke the Franchise after complying with the procedures set forth in Sections
9.2 of this Agreement, Meridian shall give written notice to the Franchisee of its intent to terminate this
agreement and to revoke the Franchise ("Notice of Intent to Revoke") based on a substantial default of
Inaterial provision of the Agreement or the Franchise. The Notice of Intent to Revoke shall contain the
following:
(1) A description of the specific nature of the default(s)
(2) A statement of intent to revoke the Franchise;
(3) A statement that a public hearing shall be held to consider the grounds for the
termination of this Agreement and the revocation of the Franchise; and
(4) The date, time and place of a hearing. The public hearing described herein shall be
scheduled between ninety (90) days and one hundred twenty (120) days from the date
of the Franchisee's receipt of the Notice of Intent to Revoke.
(5) The Franchisee shall, within ninety (90) days from the receipt of the Notice of Intent to
MERIDIAN AGREEMENT 10
revoke, indicate whether it accepts the Notice of Intent to Revoke, or if it wishes to
proceed to hearing. If it wishes to proceed to hearing, it shall provide, in writing, its
objections to the Notice of Intent to Revoke together with all supporting evidence.
B. At the designated hearing, Meridian shall give the Franchisee a full and fair opportunity to state its
position on the matter, including without limitation the right to introduce evidence, to require the
productions of evidence, to question witnesses and to obtain a transcript of the proceeding, after
which Meridian shall determine whether this Agreement shall be terminated and the Franchise
revoked.
C. Meridian may, at its sole discretion, take any lawful action that it deems appropriate to enforce
Meridian's rights under the Franchise in lieu of revocation of the Franchise.
D. The Franchisee may appeal any determination of Meridian to an appropriate court, which shall
have the power to review the decision of Meridian on the record. Such appeal to the appropriate
court must be taken within sixty (60) days of the issuance of the written determination made by
Meridian.
X.MISCELLANEOUS PROVISIONS
10.1 Paragraph headings. The Headings in this Agreement are inserted for convenience and identification only
and are in no way intended to describe, interpret, define or limit the scope, extent or intent of the Agreement or
any of the provisions of the Agreement.
10.2 Provisions Severable. Every provision of this Agreement is intended to be severable. If any term or
provision hereof is illegal or invalid for any reason whatsoever, such illegality or invalidity shall not affect the
validity of the remainder of the Agreement.
10.3 Rights and Remedies are Cumulative. The rights and remedies provided by this Agreement are cumulative
and the use of anyone right or remedy by any party shall not preclude nor waive its rights to use any or all other
remedies. Any rights provided to the parties under this Agreement are given in addition to any other rights the
parties may have by law, statute, ordinance or otherwise.
10.4 Attorney's Fees. In the event of any dispute with regard to the interpretation or enforcement of this
Agreement, the prevailing party shall be entitled to recover its reasonable costs and attorneys fees whether or not
a lawsuit is actually filed, and on any appeals, and in any bankruptcy proceeding.
10.5 Successors and Assigns. This Agreement and the terms and provisions hereof shall inure to the benefit of
and be binding upon the heirs, personal representatives, successors and assigns of the parties hereto.
10.6 Entire Agreement. This Agreement contains the entire agreement between the parties respecting the matters
herein set forth and supersedes all prior agreements between the parties hereto respecting such matters.
MERIDIAN AGREEMENT I I
10.7 Preparation of Agreement. No presumption shall exist in favor of or against any party to this Agreement as
a result of the drafting and preparation of the document.
10.8 No Waiver. No waiver of any breach by either party of the terms of this Agreement shall be deemed a
waiver of any subsequent breach of the Agreement.
10.9 Counterparts. This Agreement may be executed simultaneously in one or more counterparts, each of which
shall be deemed an original, but all of which together shall constitute one and the same instrument.
10.10 Amendment. No amendment of this Agreement shall be effective unless the amendment is in writing,
signed by each of the parties, after proper public noticing procedures. Neither party may unilaterally alter the
material rights and obligations set forth in this Agreement.
10.11 Savings Clause. If any of the provisions of the Agreement shall be held to be unenforceable or
unconstitutional, the remaining provisions shall remain enforceable.
10.12 Notices. All notices and demands of any kind which either party hereto may be required or desires to serve
upon the other party under the terms of the Agreement shall be in writing and shall be served upon such other
party by personal service, or by leaving a copy of such notice or demand at the address hereinafter set forth,
whereupon service shall be deemed complete, or by mailing a copy thereof by certified or registered mail,
airmail if the address is outside the state in which the same in mailed, postage prepaid, with return receipt
requested.
addressed as follows
MERIDIAN: City of Meridian
c/o City Clerk
33 E Broadway Ave
Meridian, Idaho 83642
FRANCHISEE: Cable ONE
1314 N. P Street
Phoenix, AZ 85004
Attention: John Gosch VP West Division
In case of service by mail, it shall be deemed complete on the day of actual delivery as shown on the addressee's
registry of certification receipt or at the expiration of the third day after the date of mailing, whichever first occurs.
The addresses to which notices and demands shall be delivered or sent may be changed from time to time by notice
served as hereinabove provided by either party upon the other party.
MERIDIAN AGREEMENT 12
10.13 Assignment.
(a) Assignment or Transfer. This Franchise shall not be assigned or transferred without the prior
approval of Meridian which shall not be withheld unreasonably. The purchaser, assignee, or
transferee must demonstrate to the satisfaction of Meridian, its financial and technical ability to
operate and maintain the System.
(b) Notice. The Franchisee under this document shall give Meridian written notice of any proposed
purchaser, assignee, or transferee of the Franchise and should Meridian fail to call a meeting of the
City Council to consider and act upon such proposed sale, assignment or transfer within sixty days
following receipt of written notice of such proposed sale, transfer, on assignment, Meridian shall
be deemed to have consented to the proposed sale, transfer, or assignment.
(c) No such consent shall be required, however, for a transfer in trust, by mortgage, by other
hypothecation, or by assignment of any rights, title, or interest of the Franchisee in the Franchise or
Cable System in order to secure indebtedness.
10.14 Force Majeure. Neither party shall be liable for failure to perform hereunder, in whole or in part, due to
contingencies beyond the party's reasonable control, including but not necessarily limited to acts of God, the
public enemy (including acts of terrorism), fire, floods, epidemics, earthquakes, quarantine restrictions, and
strikes not created by Franchisee, whether now existing or hereafter created.
10.15 Compliance with Laws. Franchisee shall comply with all applicable federal, state and local statutes, laws,
rules, regulations and ordinances, including the Federal Occupational Safety and Health Act of 1970, as
amended. Excluding Meridian's lawful exercise of police powers related to the use and occupation of the Public
Way, if a local statute enacted subsequent to the effective date of this agreement conflicts with the terms of this
agreement, the terms of this agreement shall prevail.
10.16 Publication Costs. Franchisee shall assume all costs of publication required by law for the grant of the
Franchise.
MERIDIAN AGREEMENT 13
IN WITNESS WHEREOF, the parties hereto have executed this Franchise Agreement on the day and year first
above written.
ATTEST:
City Clerk
FRANCHISEE
Cable One, Inc.
Mayor
By: Name: , Title:
MERIDIAN AGREEMENT 14
Meridian City Council Meeting
DATE: January 10, 2012 ITEM NUMBER: 7D
PROJECT NUMBER:
ITEM TITLE:
Planning Department: Transportation Update on Projects, Priorities and Studies -
Includes Discussions on Planned Improvements to the Eagle Road/Fairview
Intersection, Intersection Improvements Along the U.S. 20/26 Corridor, and Other
Transportation -Related News
MEETING NOTES
Community Item/Presentations Presenter Contact Info./Notes
CLERKS OFFICE FINAL ACTION
DATE:
E-MAILED TO
STAFF
SENT TO
AGENCY
SENT TO
APPLICANT
NOTES
INITIALS
January 5, 2012
MEMORANDUM
TO: Mayor Tammy de Weerd
City Council Members
CC: City Clerk
FROM: Caleb Hood, Planning Manager
Tim Curns, Transportation and Utility Coordinator
RE: Transportation Update, Fall 2011
January 10, 2012 City Council Workshop Agenda Item
Below is a summary/update on some of the transportation and roadway projects City Staff
has been involved with over the past couple months. This is not an exhaustive list, but rather
highlights some of the more important activities that have recently transpired (or are about to
transpire) in the transportation realm. Staff will be at your January 10th workshop to discuss
some of these items in more detail, but Staff does not intend on mentioning all of these
projects during the meeting. Instead, please feel free to contact staff should you have any
comments, concerns, or questions on any of these topics before, during, or after the meeting.
Ten Mile/Ustick Intersection: This intersection project, which will signalize and add
additional lanes, is planned for construction in FY12.
Pine/Linder Intersection: This intersection project is planned for construction in FYI 2. Bid
opening for this project was on 1/5/12.
Ustick, Duane to Campton: This project, to widen Ustick between Eagle and Cloverdale to 5 -
lanes, is being designed and constructed concurrently with the Cloverdale/Ustick intersection
improvements. Design is at 99%, the right-of-way acquisition is almost complete, and
construction is slated for early -mid 2012. Bid opening for this project was 1/4/12.
Planning Department . 33 E. Broadway Avenue, Meridian, ID 83642
Phone 208-8845533 • Fax 208-888-6854 . www.meridiancity.org
Page 2
ACHD 2013-2017 Five Year Work Plan, Draft B: On December 10, the City sent a letter to
ACHD regarding Draft A of the 2013-2017 FYWP. On January 4h , Draft B of the 2013-2017
FYWP was released for review and comment. The City has until February 1St to submit
additional comments to ACHD on Draft B. The adoption hearing for the 2013-2017 FYWP is
scheduled for February 22"a
There were some pretty substantial changes between Draft A and Draft B, a lot of them in
Meridian. I believe most all of the changes affecting Meridian were positive. Our two main
requests from the Draft A letter were considered and changed in Draft B —1) Fairview
Access Management moved up a little (although still a delay from what is currently adopted)
and 2) Franklin, Ten Mile to Linder project advanced but is listed as a Contingency Project
(should their revenues meet projections it will be built) set for construction in 2013 (was
2014 in Draft A).
The Ten Mile, Cherry to Ustick project is still programmed for construction in 2015 (slipping
one year from what is currently adopted; no change from Draft A). The Ustick, Locust Grove
to Leslie project has moved all over — in the adopted FYWP construction is 2015, in Draft A
it was delayed to 2017 and in Draft B it is advancing all the way to 2014!
Below is a table showing what has changed, countywide, from Draft A to Draft B and
another that shows changes between the adopted FYWP and Draft B. I have also cut -and -
pasted the summary recommendations from ACRD staff regarding the Fairview, Franklin
and Ten Mile to Linder projects, and some analysis on the Ten Mile, Cherry to Ustick and
Ustick, and the Locust Grove to Leslie programming efforts in 2014.
Table 1: Major Project Changes from Draft A to Draft B
Project
Draft A
CN Year
Draft 8
CN Year
Priority
Rank
City
Request
Remarks
Cloverdale, Ustick / McMillan
PD
OF
95/161
B
18/25
Fairview Access Management
2017-
PD
2016*
2017
4/161
B, M
10/25
Possible multi-year project
Star & Ustick
OF
Removed
136/161
A, M
25/25
Ten Mlle &Amity
PD
PD
42/161
A,M
5/25
Interim when needed
Ten Mlle, Cherry/ Ustick
2015
2015*
65/161
M
3/35
Ustick & Meridian
2017
PD
72/161
M
2/25
Federal funds In PD
Ustick, Locust Grove / Leslie
2017
2014*
22/161
M
5/35
*Subject to Commission approval of staff recommendations.
Page 3
Table 2: Major Project Changes from 2012-2016 FYWP to Draft B
Project
2012/16
CN Year
Draft B
CN Year
Priority
Rank
City
Request
Remarks
36'h & Hill & Catalpa
2015
2017
51/161
B
12/25
36'h, Chlnden /Waterfront
PD
2013
CP
G
1/10
To community programs
Amity & Eagle
OF
2012
16/161
A, M
14/25
Pilot roundabout
Avalon, Linder/Orchard
2016
Removed
33/161
K
Yes
Kuna Downtown Traffic
Improvements added 2017
Avenue D/ E; Main / 4'h Street
2016
Removed
137/161
K
7/11
Eagle (SH 55) & McMillan
PQ
1 2015
1 19/161
B
20/25
Joint intersection
Fairview Access Management
2014-
2015
2016-
2017*
4/161
B, M
10/25
Possible multi-year project
Fairview & Cole
N/A
2017*
23/161
B
-
Franklin, Ten Mile / Linder
2012
2013
63/161
M
2/35
Federal aid project
Hill Extension, SH55 / State
2012
2015
102/161
E
4/17
SH 44 / State & Linder
PD
2013
68/161
E
1/9
ITD Project
Star & Ustick
PD
Removed
136/161
A, M
25/25
State & Col lister
OF
PD
76/161
B
4/25
State & Pierce Park
OF
PD
6/161
B
Yes
Ten Mile, Cherry / Ustick
2014
2015*
65/161
M
3/35
Ustick & Locust Grove
2015
2014
28/161
M
1/25
Ustick, Linder/ Meridian
N/A
PD
66/161
M
22/35
Ustick, Locust Grove / Leslie
2015
2014*
22/161
M
5/35
*Subject to Commission approval of staff recommendations.
Fairview Access Management
Fairview Access Management was scheduled for construction In 2014-2015 in last years FYWP. Staff delayed
construction to 2017 -PD in Draft A, In order to give more time for outreach and project execution, and In light of
fiscal constraints In 2014-2017. Since Draft A, fiscal constraints In those years appear to have lessened, and staff
feels that beginning construction In 2016 will allow sufficient time for outreach. Although this Is a complex and
costly project, it Is also a high-priority project, with significant safety benefits.
Alternatives for Fairview Access Management:
1. Program Fairview Access Management In 2016-2017, as shown in Draft B.
2. Revert to Draft A programming, with Fairview Access Management in 2017 -PD.
Staff Recommendation: Staff recommends Alternative 1, programming Fairview Access Management for
construction in 2016-2017, as shown In Draft B.
Contingency Proarammina for 2013 (Franklin, Ten Mlle / Linder)
Meridian has requested that Franklin, Ten Mlle / Linder be constructed In 2013 If at all feasible. This project was
programmed for construction In 2012 In last years FYWP, but had to be delayed during the budget process.
Meridian Is planning to do $690,000 of utility work concurrently with the road project, and delaying the road
project will necessarily also delay the utility work. In December, the Commission directed staff to designate
Franklin, Ten Mlle / Linder as the contingency project In 2013, and a portion of local overlays as the contingency
programming for 2014-2017. The Commission will have a final opportunity to revisit 2013 capital projects
during the FY2013 budget process.
Page 4
2014 Programming Options
Revised cost estimates on Meridian Split Corridor and Ustick, Cloverdale / Five Mile have freed up about $2.5M
In 2014 that can be applied to another project. The two projects that can most readily be moved forward In the
program to 2014 are Ten Mile, Cherry / Ustick and Ustick, Locust Grove / Leslie.
Ten Mile, Cherry / Ustick
• $300K ROW (about 33 parcels), $2.30M construction
• 3/35 on Meridian road request list, 68/164 on ACHD prioritization.
• Programming Ten Mlle In 2014 would be consistent with the 2012-2016 FYWP.
• Road is within two miles of Ten Mlle Interchange.
Ustick, Locust Grove / Leslie
• $675K ROW (17 parcels, 1 relocation), $2.33M CN
• 5/35 on Meridian road request list, 23/164 on ACHD prioritization.
• The road could be built concurrently with the Ustick/Locust Grove intersection in 2014.
Alternatives for 2014 Programming:
1. Program Ustick, Locust Grove/ Leslie for construction in 2014; and Ten Mile, Cherry/ Ustick for
construction in 2015, as shown in Draft B.
2. Program Ten Mlle, Cherry/ Ustick for construction in 2014; and Ustick, Locust Grove/ Leslie for
construction In 2017 (Note: This will require advancing construction of Fairview Access Management to
2015-2016)
Staff Recommendation: Staff recommends Alternative 1.
Does the Council want to send a correspondence to ACHD regarding Draft B of the
FYWP?
Eagle/Amity Intersection: City Staff has previously discussed anew project at ACHD —a single -lane
roundabout at Eagle/Amity costing approximately $1.3 million in fiscal year 2012. This project was
not on City Staff radar and design is being done in-house by ACHD Staff and is already at 95%. As
such, neither Parks nor Public Works staff has any money budgeted to cost share any "non -
transportation" improvements for this project. The current design includes rock at a 10:1 slope in the
center median (no landscaping), no pedestrian facilities, a 2' gravel shoulder behind the curbs, no
landscaping in front of the coated chain-link fence storm drain pond located near the southwest
corner of the intersection. This intersection will ultimately be a dual -lane roundabout, and ACHD is
trying to acquire the ultimate ROW with this project. ACHD is calling this their pilot roundabout
project, City staff wonders if spending funds on this lower -priority project is appropriate given that
other projects are being delayed in the FYWP?
Enle/Fairview Intersection Improvements; A developer -driven project will soon make
required improvements to the Eagle Road/Fairview Ave intersection and adjoining sections
of those roadways. Both Eagle and Fairview will be widened to 3 through lanes in each
direction, however, the current design removes the right turn lane from Eagle Road
northbound to Fairview Ave eastbound. This is troublesome for two reasons:
Page 5
I . The new 3rd northbound lane will be rendered largely ineffective during busy times of
the day due to the large number of vehicles turning right that will impede through
traffic. For comparison, the number of vehicles northbound on Eagle turning right
onto eastbound Fairview is nearly the same as the number of vehicles northbound on
Eagle turning left onto westbound Fairview, but there are two, dedicated left turn
lanes.
2. The likelihood of rear -end collisions will increase given the relatively high speed of
the roadway, the large volume of through traffic and the large volume of turning
vehicles that have to decelerate in the through lane.
Staff inquiries to the Idaho Transportation Department about the right turn lane missing from
the design revealed that acquisition of the right-of-way needed to make full improvements
could possibly necessitate a condemnation of adjacent land containing landscaping and
drainage swales. At this time, ITD does not desire to push the issue and possibly go through
the condemnation process.
Just a few miles to the north, the deficient Eagle/McMillan intersection is missing
appropriate turn lanes and is now being considered for a rebuild. Staff does not want to see
the Eagle/Fairview intersection, which has more traffic than Eagle/McMillan, be corrected in
the future at the expense of other needed improvements on the State system when the
opportunity exists now for the developer -driven project to fully and correctly finance and
improve the intersection.
Staff has consulted with Meridian Police officers who patrol the Eagle Road and they share
the safety concerns surrounding the lack of a right turn lane, especially given the speeds on
Eagle Road.
Staff believes this issue is worthy of sending a letter to ITD given the pending negative
US 20-26 Turn Lane Request: At a State Transportation Improvement Plan open house last
spring, ITD had suggested that requests for minor improvements would be more likely to be
acted upon given the current funding situation. In particular, minor improvements that could
be placed under a safety or maintenance project umbrella would receive the most attention.
US 20-26 is the only state facility serving Meridian that still remains a two-lane roadway
and, as a result, is experiencing significant congestion and crashes. The ultimate cross section
for US 20-26 is a 4 to 6 -lane expressway; however, funding does not yet exist for expansion
to this cross section. In the short term, the addition of right turn lanes was identified by City
staff as a short term improvement to increase mobility and safety for both Meridian and
regional motorists.
During the last two Meridian Traffic Safety Commission meetings, the Commission looked
at the following five locations to see if the addition of right turn lanes could be of benefit:
1. Eastbound US 20-26 to Southbound Black Cat Road
2. Eastbound US 20-26 to Southbound Ten Mile Road
Page 6
3. Eastbound US 20-26 to Southbound Meridian Road
4. Eastbound US 20-26 to Southbound Locust Grove Road
5. Westbound US 20-26 to Northbound Locust Grove Road
It should be noted that the intersection with Linder Road was not looked at given the recent
improvements that added right turn lanes in all directions.
After discussion of the traffic volumes, warrants for improvements and available right-of-
way at each location, the above list was narrowed to the eastbound to southbound turn
movements at Ten Mile Road, Meridian Road and Locust Grove Road. All three locations
have right turning traffic of a significant volume so as to impede the flow of through traffic
and increase the crash rate. Both nationally utilized standards and those utilized by ITD for
determining the warrants for constructing right turn lanes on highways indicate a warrant
exists at the identified locations on US 20-26. These intersections are not only important for
Meridian residents commuting to the east but for commuters inbound to Meridian and for
Meridian Joint School District busses operating at peak morning commute times.
The Traffic Safety Commission recommends to the City Council that a letter be sent to ITD
to request the construction of right turn lanes at the three locations identified. A draft letter
will be shared during the Council workshop on January 10t".
Meridian City Council Meeting
DATE: January 10. 2012
ITEM TITLE:
ITEM NUMBER:
PROJECT NUMBER:
Planning Department: Ten Mile Annexation Status Report
MEETING NOTES
Community Item/Presentations Presenter Contact Info./Notes
CLERKS OFFICE FINAL ACTION
DATE:
E-MAILED TO
STAFF
SENT TO
AGENCY
SENT TO
APPLICANT
NOTES
INITIALS
Meridian City Council Meeting
DATE: January 10, 2012 ITEM NUMBER: 7F
PROJECT NUMBER:
ITEM TITLE:
Legal Department & Clerks Office: Discussion on Phase I Update to the City of
Meridian Records Retention Schedule
MEETING NOTES
Community Item/Presentations Presenter Contact Info./Notes
CLERKS OFFICE FINAL ACTION
DATE:
E-MAILED TO
STAFF
SENT TO
AGENCY
SENT TO
APPLICANT
NOTES
INITIALS
DRAFT — Clerk's Office Department Report
CITY OF MERIDIAN RESOLUTION NO.
January 10, 2012
BY THE CITY COUNCIL: BIRD, HOAGLUN, ROUNTREE, ZAREMBA
A RESOLUTION ADOPTING THE CITY OF MERIDIAN RECORDS RETENTION
SCHEDULE; AND PROVIDING AN EFFECTIVE DATE.
WHEREAS, a record retention schedule establishes minimum retention periods for the
various types of city records;
WHERAS, Idaho Code 50-907 requires the City Council to adopt by resolution a record
retention schedule, listing the various types of city records with the applicable retention periods;
WHEREAS, adoption of a record retention schedule assists in efficient and effective
records management by identifying records that have exceeded their minimum retention that may be
destroyed following approval by the City Attorney and, as required for semipermanent records,
approval by the Idaho State Historical Society and upon resolution of the City Council in
accordance with the provisions of Idaho Code 50-907; and,
WHEREAS, a record retention schedule also enhances protection of historic records by
identifying records of enduring value as permanent records that are retained by the city in perpetuity
or transferred to the Idaho State Historical Society's Permanent Records Repository for permanent
retention upon resolution of the City Council;
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF
THE CITY OF MERIDIAN CITY, IDAHO:
Section 1. That the City Council of the City of Meridian hereby adopts the record
retention schedule attached hereto as Exhibit A.
Section 2. That the City Clerk is hereby authorized to implement the Record Retention
Schedule adopted by this Resolution.
%517
Section 3. That this Resolution shall be in full force and effect on February 1, 2012.
ADOPTED by the City Council of the City of Meridian, Idaho this
APPROVED by the Mayor of the City of Meridian, Idaho, this
2012.
APPROVED:
Tammy de Weerd, Mayor
ATTEST:
day of January,
day of January,
Jaycee Holman, City Clerk
CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 1 OF 67
DRAFT — Clerk's Office Department Report January 10, 2012
EXHIBIT A
RECORDS RETENTION SCHEDULE
CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 2 OF 67
DRAFT — Clerk's Office Department Report
DIAN
IDAHO
January 10, 2012
RECORDS RETENTION
SCHEDULE
CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 3 OF 67
DRAFT — Clerk's Office Department Report January 10, 2012
INTRODUCTION
In basic terms, the definition of a public record, as established by Idaho law, is any recorded
information that relates to the business of city government. Public records can be on any
medium — paper documents, books, maps, pictures, audio/visual recordings, microfilm or
microfiche, as well as digital or electronic documents, including computer files and email.
Idaho Code section 50-907(5) requires every city in Idaho to adopt a records retention schedule,
listing the types of city records retained by the City and the retention period for each type of
record. Each record is designed as a permanent, semipermanent, temporary, or transitory record.
Permanent records may not be destroyed, but must be retained by the City in perpetuity, or
transferred to the Idaho State Historical Society's Permanent Records Repository for permanent
retention upon resolution of the City Council. Semipermanent and temporary records are to be
retained for the period specified in the retention schedule, after which period destruction of those
records may be approved by resolution of the City Council according to the procedures
established in Idaho Code section 50-907.
THE CITY CLERK'S ROLE
Idaho Code section 50-908 outlines the role and responsibilities of the city clerk as municipal
records manager. That law directs the City Clerk to: ensure the orderly and efficient
management, retention, and destruction of City records in compliance with state and federal laws
and city ordinances, resolutions and policies; identify and care for historical records; and
coordinate the transfer of permanent records to the Idaho state historical society's permanent
records repository.
All City employees and elected officials have responsibilities with regard to City records. Idaho
Code 50-908 establishes those responsibilities. Employees and officials must: protect the
records in their custody; cooperate with the City Clerk to efficiently manage records and
preserve records of enduring value; and pass on to their successors records necessary for the
continuing conduct of city business.
All city records are property of the city, and no city official, elected, appointed or staff, may
assert any personal or property right to such records, even where he or she may have developed
or compiled them. The unauthorized destruction or removal of city records is prohibited by law.
FINAL DISPOSITION OF RECORDS
As set forth above, permanent records are never destroyed — they are retained in perpetuity by
the city or transferred to the state archives. Nonpermanent records may be destroyed, but only in
accordance with the process established by Idaho Code. The process for destruction of
nonpermanent records typically begins once the records have reached their minimum retention
period, but there are some important exceptions, where circumstances dictate that records must
be kept longer:
■ Records related to pending criminal or civil cases;
CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 4 OF 67
DRAFT — Clerk's Office Department Report January 10, 2012
■ Records that are the subject of a pending public records request;
• Records needed for any pending audit or investigation; and
■ Records that may have considerable historical value.
The first step in the record destruction process is that the City Clerk obtains approval for the
destruction of the records from the city attorney. When the city attorney has reviewed and
approved the list of records slated for destruction. The next step is a resolution of the City
Council approving the destruction of the records, which the City Clerk sends to the Idaho State
Historical Society at least thirty days prior to destruction. When all of these steps are complete,
the City Clerk may destroy the designated records.
CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 5 OF 67
DRAFT — Clerk's Office Department Report January 10, 2012
BUILDING/DEVELOPMENT SERVICES DIVISION
January 2012
RECORD
DESCRIPTION
CATEGORY
RETENTION
PERIOD
Building plans and
Drawn and written Approved for Construction
Permanent
In
specifications for
plans and specifications for commercial and
50-907(1)(c)
perpetuity
commercial and
government buildings.
(building -plans
government
and specs for
buildings
commercial
projects and
government
buildings)
Building project
Files related to commercial and governmental
Semipermanent
10 years
files
buildings and projects; may include: permit
50-907(2)(c)
application, Certificate of Occupancy signature
(Building
card, Temporary Certificate of Occupancy,
applications for
Certificate of Occupancy, Certificate of Values,
commercial
Building, Mechanical, Plumbing, and/or
projects and
Electrical Permit requests for permit and/or
government
permit, Ada County Highway District Impact
buildings)
Fee certificate, inspectors' reports to Building
Official, mechanical compliance certificate,
transmittals, irrigation performance specs, fee
invoice, photos, correspondence, plan review
report, and structural calculations.
Fire inspection files
File of documents created or used by the fire
Semipermanent
10 years
inspector regarding commercial or governmental
50-907(2)(g)
projects; may include: fire correction notice,
(other);
alarm system record of completion, review
International
comments and conditions, fire sprinkler plan
Fire Code
review comments and conditions, system
section 104.6
specification sheet, hazardous materials
inventory statement, range hood systems report,
industrial fire suppression system report,
generator set commissioning sheet, contractors
material test certificate, alarm plans, sprinkler
plans, fire permit applications, fire review and
inspection fee calculation form, memos,
correspondence, and transmittals.
Land development
File of documents created or used in the land
Semipermanent
100 years
subdivision project
development phase of a residential or
50-907(2)0
files
commercial subdivision project; may include:
(other)
Approved for Construction drawings, record
drawings, approval letters, invoices, application
review comments, easements, soil report,
inspection reports, and/or engineer certifications
CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 6 OF 67
DRAFT— Clerk's Office Department Report January 10, 2012
CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 7 OF 67
pertaining to development applications (e.g.,
preliminary plat, final plat, rezone, conditional
use permit, annexation, right-of-way vacation,
variance, property boundary adjustment).
Land development
File of documents created or used in the land
Semipermanent
100 years
commercial project
development phase of a commercial project;
50-907(2)0
files
may include: Approved for Construction
(other)
drawings, record drawings, approval letters,
invoices, application review comments,
easements, soil report, inspection reports, and/or
engineer certifications pertaining to
development applications (e.g., preliminary plat,
final plat, rezone, conditional use permit,
annexation, right-of-way vacation, variance,
property boundary adjustment).
Land development
Revised set of drawing submitted by contractor
Semipermanent
100 years
record drawings
upon completion of land development phase of a
50-907(2) (g)
commercial, governmental, or residential project
(other)
or components thereof; Approved for
Construction plans during construction process,
as well as dimensions and location of all
elements of work as built.
Permits and
Building, Mechanical, Plumbing, and/or
Semipermanent
5 years
inspection records
Electrical permits and inspection records.
50-907(2)(g)
(other)
Receipts
Receipts for fees collected by
Transitory
Current
Building/Development Services; monthly
Fiscal Year
receipt report; duplicate tape/reports
CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 7 OF 67
DRAFT — Clerk's Office Department Report January 10, 2012
CLERK'S OFFICE
August 2007
RECORD
DESCRIPTION
CATEGORY
RETENTION
PERIOD
Activity & Room
Records documenting scheduling and
Transitory
1 year
Scheduling &
reservations related to public participation in
Reservation
and use of various city activities, events, classes
Records
and meeting rooms. Includes schedules, logs,
lists, requests, etc.
Activity Reports,
Daily, weekly, monthly, or annual reports
Semipermanent
5 years
General
documenting the activities of city employees.
50-907(2)(e)
Useful for compiling annual reports, planning
(department
and budgeting, monitoring work progress, etc.
reports)
Usually tracks type of activity, employees
and/or volunteers involved, time spent on
activity, work completed, and related
information in narrative or statistical form.
Appointment Files
These files document appointments to fill
Permanent
In
vacancies in the offices of mayor and
perpetuity
councilmember, and also appointments to city
boards, commissions and committees.
Documents may include: letters of
recommendation, letters of appointment,
resumes, and related correspondence.
Calendars,
Records including calendars, appointment
Transitory
1 year
Appointment Books
books, schedules, logs, diaries, and other records
& Scheduling
documenting meetings, appointments, and other
Records
activities of city officials.
Capital Asset
Records documenting purchase, maintenance,
Semipermanent
5 years after
Records
depreciation and disposition of capital assets,
disposal or
such as buildings, real estate, infrastructure,
replacement
vehicles, equipment, and other assets with a
of asset
useful life generally more than five years.
Capital Asset
Inventories of capital assets, such as buildings,
Transitory
Until
inventory
real estate, infrastructure, vehicles, equipment,
superseded
and other assets with a useful life generally
more than five years
Citizen Awards
Lists of awards presented to honor citizens for
Permanent
In
civic contributions. Records may include award
perpetuity
nominations, certificates, ceremony records,
photographs, lists of recipients, etc. Some
records may have historic value.
City Boards,
Bylaws, meeting minutes and agendas of city
Permanent
In
Commissions &
boards, commissions and committees.
50-907(1)(a)
perpetuity
Committees
City Council
Records documenting meetings of the city
Permanent
In
Meeting Agenda,
council and motions, resolutions, ordinances and
50-907(1)(a)
perpetuity
CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 8 OF 67
DRAFT— Clerk's Office Department Report January 10, 2012
Minutes &
other actions taken at council meetings.
Recordings
Conferences,
Records documenting attendance and
Semipermanent
5 years
Seminars &
presentations by city employees at conventions,
Workshops
conferences, seminars, workshops, and similar
events, including staff reports, instructional
materials, related correspondence, etc.
Contracts &
Agreements with vendors and other parties for
Semipermanent
5 years
Agreements
the acquisition, lease, lease -purchase or sale of
50-907(2)(6)
equipment, supplies, services or property.
Correspondence,
Correspondence regarding day-to-day office and
Transitory
Until
Transitory
housekeeping correspondence and does not
administrati
contain unique information about city functions
ve need
or programs.
ends
Correspondence,
Correspondence created or received in the
Semipermanent
5 years
Administrative
course of administering city policies/programs,
but these records do not provide insight into
significant policy/program discussions or
decisions.
Correspondence,
Correspondence documenting the formulation,
Permanent
In
Policy/Program
adoption, and implementation of significant
perpetuity
policy/program decisions.
Deeds & Real
Records relating to ownership of real property,
Permanent
In
Property Records
including deeds, title opinions, abstracts and
50-907(1)(e)
perpetuity
certificates of title, title insurance,
documentation concerning alteration or transfer
of title, and records relating to acquisition and
disposal of real property such as offer letters,
options, agreements of short duration, staff
reports, appraisal and inspection reports, letters
of transmittal, and related records.
Disaster
Records documenting planning for, impact of,
Permanent
In
Preparedness &
and actions taken by the city in response to
perpetuity
Response Records
disasters, emergencies, and civil disorder,
including: earthquakes, wildfires, severe storms,
floods, drought, utility failures, hazardous
materials incidents, riots, etc. Records may
include: plans and studies, logs, diaries, damage
assessment reports, response reports, situation
and resource status reports, resource ordering
and tracking records, financial documentation,
messages, photographs, etc.
Easement Records
Records relating to acquisition of city -owned
Permanent
In
easements and rights-of-way for public works or
perpetuity
other local government purposes, including
deeds, correspondence and legal documentation.
Franchise Records
Records relating to franchises for electricity and
Semipermanent
5 years after
natural gas distribution, cable television and
expiration
garbage collection, including: contracts,
of
CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 9 OF 67
DRAFT — Clerk's Office Department Report January 10, 2012
CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 10 OF 67
franchise fee information, election information,
agreement
audits and other verification of revenue from
franchisee, published franchise ordinance, and
other records.
Historical Records
Historical information about the city. May
Permanent
In
include maps, newspaper clippings, scrapbooks,
perpetuity
photographs, compiled histories of the city,
information on historic homes and properties,
special events & celebrations, etc.
Key & Keycard
Document the issuance of keys/keycards to city
Transitory
Until
Records
staff for entrance to city buildings.
superseded
Legislative Issues
Bulletins, publications, bills, and other
Transitory
Until
information about state/federal legislation
administrati
affecting the city.
ve need
ends
News Releases
Prepared statements, announcements, and news
Permanent
In
conference transcripts issued to the news media
perpetuity
by the city.
Notary Bond
Bond posted by notaries conditioned on the
Semipermanent
5 years after
Records
faithful performance of their duties. Note—
expiration
other notary records, including application,
appointment, journal and other records are the
property of the notary.
Oaths of Office
Signed oaths of elected officials swearing to
Permanent
In
uphold the federal and state constitutions and
perpetuity
laws of the city.
Ordinances &
Proposed ordinances and resolutions that are
Transitory
Until
Resolutions,
considered by city council but not adopted.
administrati
proposed or draft
ve need
ends
Ordinances &
Ordinances and resolutions passed by the city
Permanent
In
Resolutions,
council.
50-907(1)(b)
perpetuity
adopted
Permits & Licenses
Records relating to city permits and licenses.
Semipermanent
5 years
50-907(2)(d)
Postage Records
Document transactions with the U.S. Postal
Temporary
3 years
Service and private carriers, including: postage
meter records, receipts for registered and
certified mail, insured mail, special delivery
receipt and forms, loss reports, etc.
Proclamations
Ceremonial or celebratory statements issued by
Permanent
In
the mayor
perpetuity
Professional
Records documenting city -paid individual
Semipermanent
5 years
Membership
memberships and activities in professional
Records
organizations (i.e. Idaho City Clerks, Treasurers
& Finance Officers Association, Association of
Public Treasurers, etc.).
CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 10 OF 67
DRAFT — Clerk's Office Department Report January 10, 2012
Public Addresses
Includes speeches (State of the City), addresses
Permanent
In
and other comments or remarks made at formal
perpetuity
ceremonies by elected officials.
Public Records
Written public records requests, city denials of
Temporary
2 years after
Requests
public records requests, appeals information,
last action
etc.
Publications
Newsletters, annual reports, policies, manuals,
Semipermanent
5 years
pamphlets, brochures, leaflets, reports, plans,
feasibility studies, proposals, etc. published by
the city or at the city's request.
Purchasing &
Records documenting competitive bidding and
Semipermanent
5 years
Quality -Based
purchase of goods, services, and public works
67-2805(2)(3)
Selection Records
construction, and procurement of design
and 67 -
professionals. Records include: published
2806(1)(3)
notices and solicitations, specifications, bids,
requests for qualifications, statements of
qualifications, etc.
Purchase Orders &
Requests and purchase orders for goods or
Semipermanent
5 years
Requisitions
services purchased by the city. Information
50-907(2)(a)
includes: department, delivery location, date,
quantity, description, unit and total price, and
authorizing signatures.
Records
Records documenting the inventory, retention,
Permanent
hi
Management
management and disposition of city records,
perpetuity
Records
including: records retention schedules, inventory
worksheets, correspondence, record retention
schedules and amendments, and destruction
records including destruction resolution and
authorization from Idaho State Historical
Society and legal counsel.
Sister City Records
Records of sister city relationships with cities in
Semipermanent
5 years
other countries, including correspondence,
ceremonial agreements, proclamations,
exchange visit records, photographs and related
documents.
Surveys, Polls &
Records documenting measurement of public
Permanent
In
Questionnaires
opinion, including surveys, polls,
perpetuity
questionnaires, studies, etc.
Technical Manuals,
Owners manuals and warranties for city -owned
Transitory
Until
Specifications &
vehicles and equipment. Includes
removed
Warranties
specifications, operating instructions, safety
from service
information, and terms for coverage of repair or
replacement of equipment.
Telephone
Actual telephone messages and telephone
Transitory
Until
Messages
message registers.
administrati
ve need
ends
Urban Renewal
Includes urban renewal plans, annual financial
Permanent
In
CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 11 OF 67
DRAFT — Clerk's Office Department Report
January 10, 2012
Records
reports, audit reports, budgets, project records,
perpetuity
tax -increment financing information and related
documents.
Vacation Records
Recorded property vacations by the city,
Permanent
In
including streets, alleys, easements, public
perpetuity
utilities, subdivisions, and rights-of-way.
Records may include: petitions to vacate, maps,
descriptions of property, staff reports, and
related correspondence.
Vehicle
Document the maintenance and repair history of
Transitory
Until
Maintenance &
city -owned vehicles. Records typically include:
removed
Repair Records
description of work completed, parts and
from service
supplies used, date of service, date purchased,
price, vehicle identification number, make and
model, registration, etc.
Visitor Logs
Records documenting visitors to city buildings,
Transitory
1 year
and typically include: visitor's name, visitor
badge issued, and entrance and exit times.
Ballots
Includes voted ballots, unused ballots, absentee
Temporary
2 years
ballots, spoiled ballots, and ballot stubs.
50-907(3)(c)
Campaign Finance
Reports showing contributions and expenditures
Permanent
In
Reports
in city campaigns by mayor/council candidates,
50-907(1)(g)
perpetuity
political committees and independent
persons/entities. Includes C-1 (Certification of
Treasurer), C-2 (Campaign Financial Disclosure
Report), C-4 (Independent Expenditures), C-5
(48 Hour Notice of Contributions/ Loans
Received), C-6 (Statement by Nonbusiness
Entity), and C-7 (48 Hour Notice of Independent
Expenditures).
Candidate
Includes declarations of candidacy and intent for
Permanent
In
Declarations &
candidates for city elective office. Declarations
50-907(1)(g)
perpetuity
Petitions
of candidacy are filed by candidates to get their
name on the election ballot, and are
accompanied by a filing fee of $40 or a petition
with the signatures of at least five qualified city
electors, including a certification by the county
clerk of the number of signatures that are of
qualified city electors. Declarations of intent are
filed by write-in candidates, and do not require
the filing fee or petition.
Election Working
Includes the following records: absentee voting,
Semipermanent
5 years
Files
polling places, judges and clerks, challengers
and watchers, voting machines and vote tally
systems, correspondence, and other records not
specifically listed in this schedule.
Notices of Election
Includes the first and second notice of election
Permanent
In
& Sample Ballots
and sample ballot, which are published in the
50-907(1)(g)
perpetuity
official newspaper.
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Poll Books
Books showing the name, address and signature
Permanent
In
of those voting in city elections.
50-907(1)(g),
perpetuity
50-907(3)(c)
Tally Books
The book in which election staff record and total
Permanent
In
the votes cast for each candidate and ballot
50-907(1)(g)
perpetuity
question at the polling precinct.
CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 13 OF 67
DRAFT — Clerk's Office Department Report January 10, 2012
FINANCE DEPARTMENT
August 2007
RECORD
DESCRIPTION
CATEGORY
RETENTION
PERIOD
Accounts Payable
Records documenting payment of city bills,
Temporary
3 years after
including reports, invoices, statements,
audit report
vouchers, purchase orders, payment
authorizations, receipt records, canceled checks
or warrants, etc. SEE ALSO Grant Records in
this section for records documenting
expenditure of grant funds.
Accounts
Records documenting billing and collection of
Temporary
3 years after
Receivable
monies owed to the city by vendors, citizens,
collected or
organizations, governments, etc. Records
deemed
include: reports, receipts, invoices, awards, logs,
uncollectible
lists, summaries, statements, etc. Information
typically includes: receipt amount, date, invoice
number, name, account number, account
balance, adjustments, etc. SEE ALSO Grant
Records in this section for records documenting
receipt of grant funds.
Audit Report
Documents the city's annual audit, examining
Permanent
In perpetuity
the city's compliance with generally accepted
accounting principles and methods, the accuracy
and legality of transactions, accounts, etc., and
compliance with requirements, orders, and
regulations pertaining to the financial condition
and operation of the city. Information includes:
auditor's report and recommendations, single
audit information concerning federal grants, and
other information.
Bank Transaction
Records documenting the current status and
Temporary
3 years after
Records
transaction activity of city bank accounts,
audit report
including account statements, deposit and
withdrawal slips, checks, checkbook stubs and
check registers, etc. SEE ALSO Grant Files in
this section for records documenting grant
transactions.
Bankruptcy Notices
Records documenting notification to the city
Temporary
3 years from
that certain individuals have filed for
discharge of
bankruptcy, and used to determine if the
debt or last
individual owes money to the city and to file
action
notice or claim with the court. Information may
(whichever is
include: debtor's name, accounts information,
shorter)
prepared repayment plan and related
documentation.
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Bond Records
Records documenting the authorization to
Temporary
3 years after
finance city improvements through bonded
final bond
indebtedness. Records include: bond rating
payment
information, bond ordinance and legal notices
announcing bond election, bond counsel
information and opinions, covenants, etc.
Bonds & Coupons,
Records documenting paid bonds and coupons
Temporary
3 years after
Paid
issued for capital improvements financed by
final payment
property tax levies, assessments on property
owners or city utility user charges. The paid
(canceled or redeemed) bonds and coupons are
received from paying agents and include: bond
number, maturity date, series number, interest
payable date, dollar amount, sale conditions, and
related information.
Bonds Issued
Registers or similar records documenting all city
Temporary
3 years after
Registers
bond issues and related information. Useful for
audit report
ensuring accurate information about the overall
indebtedness of the city. Information often
includes: bond number, date paid, place of
payment, maturity date, date registered and
related data.
Budget Records
Records used in preparing and adopting the city
Temporary
3 years
budget, including revenue projections,
instructions, department requests, worksheets,
and other information.
Deduction
Records documenting employee application and
Temporary
3 years after
Authorization
authorization for voluntary payroll deductions,
superseded,
Records
direct bank deposits, and related actions.
terminated, or
Payroll deductions are directly deposited or
employee
remitted to the authorized financial institution,
separation
insurance company, or other agency or vendor.
Records may include: insurance applications,
enrollment cards, deduction authorizations,
approval notices, deduction terminations, and
related records.
Deduction Registers
Registers or records documenting voluntary
Semipermanent
5 years
and/or required deductions from the gross pay of
city employees. Types of deductions include:
federal income and social security taxes, state
income tax, workers' compensation, union dues,
insurance, deferred compensation, credit union,
parking permit, pre -written checks,
garnishments, levies, charitable contributions,
and others. Information may include: employee
name and social security number, pay period,
total deductions, net pay, check number, and
related data.
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Employee Bond
Records documenting the posting of fidelity,
Semipermanent
6 years after
Records
performance or position bonds to guarantee the
expiration
honest and faithful performance of elected
officials, individual employees or groups of
employees. Information typically includes:
name and position(s) of the individual or group,
amount of coverage, effective and expiration
dates, and related information.
Employee Time
Records documenting hours worked, leave hours
Temporary
3 years
Records
accrued, and leave hours taken by city
employees. Information usually includes:
employee name and social security number,
hours worked, type and number of leave hours
taken, total homy, dates and related data. SEE
ALSO Leave Applications in this section.
Employee Travel
Records documenting requests, authorizations,
Temporary
3 years
Records
reimbursements, and other actions related to
employee travel, including expense reports and
receipts, vouchers and related documents.
Information typically includes: estimated and
final cost, destination, method of transportation,
travel dates, approval signatures, etc.
Federal & State
Records, in addition to those itemized in this
Semipermanent
5 years
Tax Records
section, used to report the collection,
distribution, deposit, and transmittal of federal
and state income taxes as well as social security
tax. Examples include: the federal
miscellaneous income statement (1099), request
for taxpayer identification number and
certificate (W-9), employers' quarterly federal
tax return (941, 941E), tax deposit coupon
(8109), and similar federal and state completed
forms. SEE ALSO Wage & Tax Statements and
Withholding Allowance Certificates in this
section for related records.
Financial Reports
Reports documenting the financial condition and
Permanent
In perpetuity
operation of the city, issued on a monthly,
quarterly, annual or other basis, including
quarterly published treasurer's report and year-
end financial reports. Reports include
information on revenues and expenditures in
relation to the final budget.
Garnishment
Records documenting requests and court orders
Temporary
3 years
Records
to withhold wages from employee earnings for
garnishments, tax levies, support payments, and
other reasons. Usually includes original writs of
garnishment, orders to withhold, federal or state
tax levies, recapitulations of amounts withheld,
and related records. Information usually
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CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 17 OF 67
includes: employee name and social security
number, name of agency ordering garnishment,
amount, name of party to whom payment is
submitted, dates, and related data.
General Ledgers
Records documenting the summary of accounts
Semipermanent
10 years
reflecting the financial position of the city,
showing debit, credit and balance amounts per
account, budget, fund and department, and totals
for notes receivable, interest income, amounts
due from other funds, federal grants received,
bank loans received, cash in escrow, deferred
loans received, cash, encumbrances, revenue,
accounts receivable, accounts payable, etc.
Gift &
Records documenting gifts and contributions to
Temporary
3 years after
Contribution
the city, including donor and acknowledgment
completion of
Records
letters, acquisition lists itemizing purchases
the terms of
made with contributed money, checks, receipts
the gift/
and related records.
contribution
Grant Records
Records documenting the application,
Semipermanent
10 years final
evaluation, awarding, administration, reporting
disposition, or
and status of grants received, awarded or
as specified in
administered by the city. Records include:
grant
applications and proposals, summaries,
agreement
objectives, activities, budgets, exhibits, award
notices, progress reports, contracts, financial
reports, and related correspondence and
documentation.
Interdepartmental
Accounting documents that request the transfer
Temporary
3 years
Billings
of funds between departments for services
rendered or materials purchased.
Investment Records
Reports, statements, summaries, correspondence
Temporary
3 years
and other records documenting and tracking
investments made by the city, including the
Local Government Investment Pool.
Leave Applications
Applications or requests submitted by city
Temporary
3 years
employees for sick, vacation, compensatory,
personal business, family and medical leave,
long term leave, and other leave time.
Information usually includes: employee name,
department, date, leave dates requested, type of
leave requested, and related data. SEE ALSO
Employee Time Records in this section.
Leave Balance
Reports documenting individual city employee
Semipermanent
75 years after
Reports
accrual and use of sick, vacation, compensatory,
date of hire
personal business, family and medical leave, and
other leave time. Information usually includes:
employee name and social security number,
leave beginning balance, leave time accrued,
leave time used, ending balance, and related
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CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 18 OF 67
data. SEE ALSO Employee Benefits Records in
the Personnel section.
Local Improvement
Records documenting the formation of a local
Permanent
In perpetuity
Districts
improvement district and levying of special
assessments, including: published notices,
assessment roll, appeals, affidavits, bonds and
coupons, delinquencies, and related
correspondence and documents.
Payroll
Reports, statistical studies, and other records
Temporary
3 years
Administrative
designed and used for budget preparation,
Reports
projections, workload and personnel
management, and research and general
reference. Often consists of recapitulation
reports organizing wages, deductions, and other
data into categories such as quarter -to -date,
year-to-date, fiscal year-to-date, department,
division, section, employee/employer
contributions, and others.
Payroll Registers
Registers or records serving the same function
Temporary
3 years
of documenting the earnings, voluntary and
required deductions, and withholdings of city
employees. Information usually includes
employee name and social security number,
hours worked, rate, overtime, vacation value,
various allowance, gross pay, federal and state
withholding, voluntary deductions, net pay, and
related data.
Receipts
Copies of receipts, showing the date, from
Temporary
3 years
whom received, amount, purpose, etc.
Sales & Use Tax
Used to report and remit sales tax collected and
Temporary
3 years
Forms
due to the state.
Signature
Records documenting authorization of
Semipermanent
6 years
Authorization
designated employees to sign fiscal and
Records
contractual documents.
Subsidiary Ledgers,
Records documenting details of transactions
Semipermanent
75 years
Journals &
such as those related to receipts and
Registers
expenditures on a daily, monthly, quarterly or
similar basis. Includes journals, ledgers,
registers, daybooks and other account books that
provide backup documentation for the general
ledger.
Unemployment
Records documenting claims submitted by
Temporary
3 years
Compensation
former city employees for unemployment
Claim Records
compensation. Usually includes: claims,
notices, reports, and related records. May also
include records generated by the appeal of claim
determinations.
Unemployment
Records documenting employee earnings on a
Temporary
3 years
Reports
quarterly basis. Used to document costs and
CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 18 OF 67
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CITY OF MERIDIAN RECORDS RETENTION SciiEDULE PAGE 19 OF 67
charges in the event of an unemployment
compensation claim. Information includes:
employee name and social security number,
quarterly earnings, days worked, totals, and
other data.
Utility Account
Records documenting routine information
Temporary
2 years
Change Records
changes to customer accounts, including name
and address.
Utility
Applications completed by customers requesting
Temporary
3 years
Application/Discon
or disconnecting water, sewer, power, garbage
nect Records
or other city -provided services. Information
typically includes: customer's name, address,
phone number, meter information, date and
approval signatures.
Utility Bill
Bill stubs received with payments for water,
Temporary
3 years
Remittance Stubs
sewer, power, garbage and other city -provided
services that document receipt and posting of
customer payments. Information typically
includes: account number, name, service
address, payment received, and receipt date and
number.
Utility Billing
Records documenting adjustments to customer
Temporary
3 years
Adjustment
water, sewer, power, garbage or other city -
Records
provided service billings for debits, credits,
refunds, returned checks, and related reasons.
Information usually includes: customer's name
and address, type of adjustment, justification,
amount changed, authorizing signatures and
other information.
Utility Billing
Records documenting transactions on the water,
Temporary
3 years
Register
sewer, power, garbage or other city -provided
service account of each customer. Useful for
reference to assure accurate customer billings.
Information often includes: customer's name,
service address, meter reading, water or power
usage, utility charges, payments, adjustments,
prior balance due, current balance due and
related data.
Utility Customer
Records documenting customer payment of a
Temporary
3 years after
Security Deposit
security deposit to receive water, sewer, power,
refund or last
Records
garbage or other services. Information usually
action
includes date, amount of deposit, customer's
name, address, and account number, date
account closed, refund date, amount of deposit
confiscated, reason for confiscation, and related
information.
Utility Meter Books
Document the readings of customer water/power
Temporary
3 years
meters by city employees for billing purposes.
Information typically includes: name of meter
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CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 20 OF 67
reader, meter reading, date read, account
number, billing code, final reading, reason for
turnoff, meter changes, and related data.
Vendor Lists
Lists of vendors providing goods and services to
Transitory
Until
the city.
superseded or
administrative
need ends
Wage & Tax
Annual statements documenting individual
Semipermanent
5 years
Statements
employee earnings and withholdings for state
and federal income taxes and social security tax,
also known as federal tax form W-2.
Information includes: city name and tax
identification number, employee name and
social security number, wages paid, amounts
withheld, and related data. SEE ALSO Federal
& State Tax Forms in this section for related
records.
Withholding
Certificates documenting the exemption status
Semipermanent
5 years
Allowance
of individual city employees, also known as W -
Certificates
4 forms. Information includes: employee name
and address, social security number, designation
of exemption status, and signature. SEE ALSO
Federal & State Tax Forms in this section for
related records.
CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 20 OF 67
DRAFT — Clerk's Office Department Report January 10, 2012
FIRE DEPARTMENT
January 2012
NAME OF
DESCRIPTION
CATEGORY
RETENTION
RECORD
PERIOD
Administrative
Records regarding day-to-day administration of
Transitory
Until
Records
department, e.g., copies of invoices, travel records,
administrative
uniform clothing purchases, fuel charges, fuel
need ends or
receipts, fuel reports, inventory asset information
record is
forms, and copier copy count sheets. Phone logs,
superseded
ride -along tracking records, waste water inventory,
Knox Box Forms, blogs, daily attendance sheets, and
quarterly personnel newsletter.
Correspondence
Day-to-day office and housekeeping correspondence
Transitory
Until
not unique to city functions or programs.
administrative
need ends
General administrative correspondence, including
Semipermanent
5 years
records created or received in the course of
administering city policies/programs, but not related
to significant policy/program discussions or
decisions.
Policy/program correspondence, documenting the
Permanent
In perpetuity
formulation, adoption, and implementation of
significant policy/program decisions, including letters
to personnel, Certified Family Home Fire District
letters, letters regarding training burns, etc.
Equipment
Equipment maintenance and test records include:
Transitory
Until
Maintenance &
Fire hose records such as test date, date previously
administrative
Test Records
tested, apparatus number, station number, hose
need ends
diameter, conditions found, service date, defects
corrected, etc. Ladder test results done annually on all
ladders. Tests done on SCBA's including flow
testing. Emergency medical equipment maintenance
records used to verify regular maintenance of
emergency medical equipment such as copies of
contracts, maintenance schedules, test protocols,
equipment inventory, performance test records, repair
records, parts used and service reports.
Fire & Security
Records documenting the department's role in issuing
Permanent
In perpetuity
Alarm System
permits, testing and maintaining fire and security
Records
alarms, including fire alarm and sprinkler system
plans. May include permits, applications,
malfunction reports, maintenance reports, and related
documents.
CITY OF MERIDIAN RECORDS RE ITNTION SCHEDULE PAGE 21 OF 67
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Fire
Fire and arson investigation case files, including
Permanent
In perpetuity
Investigation
investigative reports, witness statements,
Records
photographs, maps, correspondence, notes, video and
audio recordings, copies of property releases,
laboratory reports, and incident/injury reports.
Hazardous
Inspection records of underground and above ground
Permanent
In perpetuity
Materials
fuel storage tanks. Reports and investigation results
Records
of incidents including spills and leaks, etc.
Historical
Newspaper clippings and articles relating to the
Permanent
In perpetuity
Records
Meridian Fire Department, photos of events.
In -Home Care
Documents relating to fire code inspections
Semipermanent
5 years
Facility
performed by the department of home dayeares and
Inspections
foster care homes. May include reports, notices,
citations, occupancy and pre -fire planning records,
floor plans, sketches, reports, lists and related
documents.
Inspection and
Documents relating to fire code inspections
Semipermanent
5 years
Occupancy
performed by the department of commercial
Records for
buildings. May include reports, notices, citations,
Commercial
occupancy and pre -fire planning records, floor plans,
Buildings
sketches, reports, lists and related documents.
Juvenile Fire
Case files related to juvenile fire setter investigation,
Permanent
In perpetuity
Setter
including investigative reports, witness statements,
Evaluations
photographs, maps, correspondence, notes, video and
audio recordings, copies of property releases,
laboratory reports, incident/injury reports.
Maps
Maps and related records maintained by the
Transitory
Until
department for address location, reference and for
superseded
tracking various trends. May include lists, books and
other methods of address location.
Meeting
Final, approved Officer and Command Staff meeting
Semipermanent
5 years
Minutes
minutes.
Monthly and
Monthly and Annual Department reports
Permanent
In perpetuity
Annual
Department
Reports
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Narcotics
Narcotic inventory and usage- hard copy, narcotics
Temporary
3 years
Inventory &
distributed to the engine companies
Usage
National Fire
National Fire Incident Reporting System (NFIRS)
Permanent
In perpetuity
Incident
Fire Incident Report, including as related to fire run,
Reports
medical emergency, casualty, hazardous materials
call, false alarm, good intent, or service call. May
include property release forms, civilian and fire
service casualty reports, hazardous materials reports,
etc.
Patient Care
Records related to patient care, refusal of care, denial
Permanent
In perpetuity
Records
of need for care, supplemental emergency medical
services reports, diagnostic attachments to include
ECG, care summary reports and vital sign reports.
Plans,
Records related to department operations, including
Transitory
Until
Protocols,
Medical Supervision Plan, standing written orders,
superseded
Guidelines,
operational guidelines, administrative and operational
Policies
policies
Proof of
Proof of worker's compensation and other insurance
Transitory
Until
Insurance
required for training tower usage by other agencies
superseded
Public
Records related to the design and implementation of
Semipermanent
10 years
Education
educational and other outreach programs provided to
Programs &
the public by the department. May include: class
Publications
descriptions, instructional materials, course outlines,
class enrollment and attendance records, reports,
speeches, publications, and car seat inspection forms.
Public Record
Public records requests and responses.
Temporary
1 year
Requests
Ride -Along
Signed waiver for persons requesting a ride -along
Transitory
Until
Forms
with the department.
administrative
need ends
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Structure Burn
Training
Records
Records related to structure burns.
Semipermanent
10 years
Vehicle and
Records documenting maintenance and repairs of
Semipermanent
5 years after
Equipment
vehicles, equipment, and other assets with a useful
disposal or
Maintenance
life generally more than five years. May include
replacement
and Repair
vehicle maintenance records, inspections, pump
of asset to
Records
testing and repair records of apparatus, ladder
which record
inspections, and SCBA equipment.
is related
Meridian Rural
All records of activities of the department or other
Permanent
In perpetuity
Fire Protection
City departments as they relate to the Meridian Rural
District Records
Fire Protection District. May include: annual audits,
land and apparatus acquisition records, records
relating to construction of fire stations, bank
statements, tax levy forms, Local Government
Investment Pool statements, financial statements,
annual budget records, legal notices, meeting minutes,
election records, declarations of candidacy, election
results, ICRMP insurance records, audio recordings
of meetings.
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HUMAN RESOURCES DEPARTMENT
January 2012
RECORD
DESCRIPTION
CATEGORY
RETENTION
PERIOD
Affirmative
Records documenting city compliance with the Civil
Semipermanent
5 years
Action;
Rights Act of 1964, the Equal Employment
Idaho Code §
Equal
Opportunity Act of 1972 and the Americans with
50-907(2)(8);
Employment
Disabilities Act. Records include: plans, policy
29 CFR Part
Opportunity
statements, reports, investigations, case files and
1602; 29 CFR
Commission
related information. Also includes EEO -4 reports
1620.32
reports
submitted to the Equal Employment Opportunity
Commission (EEOC) documenting compliance with
EEOC requirements by cities with 15 or more
employees.
Benefits
Records documenting notice to employees, spouses and
Semipermanent
75 years after
Continuation
dependents informing them of their rights to continue
Idaho Code §
employee
insurance coverage after termination or disability or
50-907(2)(g);
separation,
family leave and whether coverage was elected or
29 CFR 1627.3
expiration of
rejected. Continuation may be under COBRA or
eligibility, or
another provision. Notice is also sent to a third party
completion of
administrator who administers the extended coverage.
litigation,
Records may be filed with the Employee Benefits
whichever is
Records or Employee Personnel Records.
longest
City Hall
Records documenting the activities and administration
Semipermanent
2 years from last
Volunteer
of volunteer programs in city hall and records
Idaho Code §§
date of volunteer
Program
documenting work performed for the City by citizens
50-907(2)0
work
records
without compensation for their services. May include
and 72-601
volunteer applications forms, volunteer and emergency
contact information, agreements, applications, skills
test results, training documentation, task assignments,
monitoring records, volunteer hour statistics, volunteer
program publicity records, insurance information,
inactive volunteer files, and related records.
Collective
Records documenting negotiations between the city
Semipermanent
3 years
Bargaining
and employee representatives, including contracts,
Idaho Code §
reports, negotiation notes, letters of agreement,
50-907(2)(g);
arbitration findings, cost analyses, minutes, tape
29 CFR 516.5
recordings, etc.
Employee
Records relating to city employee benefits information
Semipermanent
75 years after
Benefits
such as: selection of insurance plans, retirement,
Idaho Code §§
employee
pension, and disability plans, deferred compensation
50-907(2)0
separation,
plans, and other benefit information. Records may
and 45-610; 29
expiration of
include but are not limited to: plan selection and
CFR 1627.3; 29
eligibility, or
application forms, enrollment records, contribution and
CFR 1602.31;
completion of
deduction summaries, personal data records,
IDAPA
litigation,
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CITY or MERIDIAN RECORDS RETENTION SCHEDULE PAGE 26 OF 67
authorizations, beneficiary information, year-end leave
09.01.35.081
whichever is
balance reports, notices of disability payment made,
longest
and related documentation.
Employee
Document an individual employee's work-related
Semipermanent
75 years after
Medical
medical history. These records are not personnel
Idaho Code §§
employee
Records
records and must be kept in a separate location from
50-907(2)0
separation,
employee personnel records as required by the
and 72-601; 29
expiration of
Americans with Disabilities Act. Records may include,
CFR 1602.31;
eligibility, or
but are not limited to: medical exam records (pre-
29 CFR
completion of
employment, pre -assignment, periodic or episodic), X-
1910.1020
litigation,
rays, records of significant health or disability
whichever is
limitations related to job assignments, documentation
longest
or work-related injuries or illnesses, hearing test
records, hazard exposure records, first- aid incident
records, physician statements, release consent forms
and related correspondence.
Employee
Document of employee's work history. Records may
Semipermanent
75 years after
personnel
include, but are not limited to: employment
Idaho Code §§
employee
records
applications, notices of appointment, training and
50-907(2)(g)
separation,
certification records, records of health limitations, drug
and 45-610; 29
expiration of
testing, salary schedules, personal actions, performance
CFR 1627.3; 29
eligibility, or
evaluations, awards and other special recognition,
CFR 1602.31;
completion of
letters of recommendation, investigation information,
IDAPA
litigation,
disciplinary action, notices of layoff, letters of
09.01.35.081
whichever is
resignation, home address and telephone, emergency
longest
notification forms, oaths of office, grievance and
complaint records, and relate correspondence and
documentation. (See also Employee Benefits Records,
Employee Medical Records, Recruitment and
Sellection Records, and Volunteer Records.)
Employment
Document to the U.S. Immigration and Naturalization
Semipermanent
3 years after date
verification
Service that an applicant or employee is eligible to
Idaho Code §
of hire Or I year
(I-9) of job
work in the U.S. Information includes: employee
50-907(2)0 8
after employment
applicants
information and verification data such as citizenship or
U.S.C. §
is terminated,
alien status and signature, employer review and
1324a(b)(3)
whichever is later
verification data such as documents, which establish
(Immigration
identity and eligibility, and employer's signature
Reform and
certifying that documents were checked. This category
Control Act)
includes forms completed for all new hires, as
superseded or previous forms completed on rehires.
Hazard
Emergency response employees exhibiting signs or
Semipermanent
75 years after
exposure
symptoms possibly resulting from exposure to
Idaho Code §
employee
records
hazardous substances are required to be provided
50-907(2)(g);
separation,
medical examination and consultation. Records
29 CFR
expiration of
include: employee's name and social security number;
1910.1020
eligibility, or
physician's written opinion, recommended limitations;
completion of
results of examinations and tests; employee medical
litigation,
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CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 27 OF 67
complaints related to hazardous substance exposure;
whichever is
description of employee's duties as they relate to
longest
exposure; the employee's exposure levels or
anticipated exposure levels; description of protective
equipment used; and information from previous
medical examinations of the employee which is not
readily available to physician and other information.
Kinds and
Records documenting the description, classification
Temporary
3 years
levels chart
and compensation of city jobs and positions. Usually
Idaho Code §
includes details of duties and responsibilities of each
50-907(3)(d);
position time percentage breakdowns of tasks, skills
29 CFR Part
and abilities needed for each position, and related
1602 and 29
records documenting the development, modification or
CFR 1627.3
redefinition of each job or position.
Personnel
Forms submitted to HR upon initial hire, pay increase
Semipermanent
75 years after
Action (PAR)
or decrease, change of address, or change of supervisor
Idaho Code §
employee
Forms
50-907(2)(g);
separation,
29 CFR Part
expiration of
1602 and 29
eligibility, or
CFR 1627.3
completion of
litigation,
whichever is
longest
Position
Records documenting the description, classification
Temporary
3 years
descriptions
and compensation of city jobs and positions. Usually
Idaho Code §
includes details of duties and responsibilities of each
50-907(3)(d);
position time percentage breakdowns of tasks, skills
29 CFR Part
and abilities needed for each position, and related
1602 and 29
records documenting the development, modification or
CFR 1627.3
redefinition of each job or position.
Photo
Photographs and other records used to identify city
Transitory
Until superseded,
Identification
employees, private security personnel, contract workers
obsolete or
and other. May include photographs taken by City for
administrative
identification or prox card or driver's license
needs end
photocopy.
Recruitment
Documents regarding the recruitment and selection of
Semipermanent
2 years
and selection
city employees and contracted service providers such
Idaho Code §
records for
as attorneys, auditors, consultants, etc. Records may
50-907(2)0;
applicants
include, but are not limited to: job announcements and
29 CFR
who are
descriptions, applicant lists, applications and resumes,
1602.31; 29
hired
position advertisement records, civil service and other
CFR
examination records, interview questions, interview
1627.3(b)(1)(vi)
and application scoring notes, applicant background
investigation information, polygraph test results, letters
of reference, civil service records, staffing requisition
forms, certification of eligibles, recruitment file (job
announcement, position description, documentation
relating to the announcement and test, and test items
and rating levels), and related correspondence and
CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 27 OF 67
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CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 28 of 67
documentation.
Recruitment
Documents regarding the recruitment and selection of
Semipermanent
2 years
and selection
city employees and contracted service providers such
Idaho Code §
records for
as attorneys, auditors, consultants, etc. Records may
50-907(2)(8);
applicants
include, but are not limited to: job announcements and
29 CFR
who are not
descriptions, applicant lists, applications and resumes,
1602.31; 29
hired
position advertisement records, civil service and other
CFR
examination records, interview questions, interview
1627.3(b)(1)(vi)
and application scoring notes, applicant background
investigation information, polygraph test results, letters
of reference, civil service records, staffing requisition
forms, certification of eligibles, recruitment file (job
announcement, position description, documentation
relating to the announcement and test, and test items
and rating levels), and related correspondence and
documentation.
HR internal
Records related to the design and implementation of
Semipermanent
5 years from final
training
training program provided to employees by the city.
Idaho Code §
presentation/use
program
May include course descriptions, instructor
50-907(2)0
certifications, instructional materials, course outlines,
class enrollment and attendance records, tests, test
results, and related records.
CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 28 of 67
DRAFT — Clerk's Office Department Report January 10, 2012
LEGAL DEPARTMENT
January 2012
RECORD
DESCRIPTION
CATEGORY
RETENTION
PERIOD
Civil Case Files
Pending and closed cases filed by and
Semipermanent
Keep 10 years
against the city, including all pre-
50-907(2)(8)
after case closed
litigation, litigation, appellate
or dismissed, or
documents (complaints, summons,
date of last
investigations, reports, attorney notes,
action
discovery -related records, pleadings,
deposition transcripts, disposition,
orders and judgments, settlement and
mediation information, appeals, and
related records), and bankruptcy files.
Claim Files
Claims for damages filed by and
Semipermanent
Keep 10 years
against the city, including claims
50-907(2)(g)
from date of
caused by city employees/equipment,
resolved claim,
including related correspondence.
provided there is
no litigation.
Departmental
Reports prepared by the city attorney
Semipermanent
5 years after date
Reports
for the mayor and city council.
50-907(2)(e)
of issuance or
completion of
the matter
contained within
the record.
Forms, templates
Legal forms and templates
Transitory
Until superceded
Land Use
Appeals of land use decisions,
Semipermanent
Keep 10 years
Appeals
including staff reports, pleadings,
50-907(2)(p)
after case closed
briefs, and related records.
or dismissed, or
date of last
action
Legal Opinions,
Formal and informal opinions and
Permanent
In perpetuity
Memoranda
memoranda rendered by the city
50-907(1)(h)
attorney for the mayor, city council, or
city departments, examining legal
questions relating to state/federal
law/rules or local ordinances/policies.
CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 29 OF 67
DRAFT — Clerk's Office Department Report January 10, 2012
INFORMATION TECHNOLOGY DEPARTMENT
January 2012
RECORD
DESCRIPTION
CATEGORY
RETENTION
PERIOD
Backup tapes
A copy on a tape cartridge of the
Transitory
6 months
contents of all data from the City
servers
Case Management
All cases opened in Case Management,
Temporary
3 years
notes
including Code Enforcement, Building
50-907(3)(d)
Services, Legal, and Information
(other)
Technology
Department
Policies, reports, and documents
Semipermanent
5 years
policies and
regarding internal department
50-907(2)(e)
reports
operations and procedures, e.g.
(dept. report)
computer usage policy, password
policy, service level goals, training
materials, evaluations of materials
Disaster Recovery
Strategy for retention and recovery of
Transitory
Until
Plan
network and electronic documents
superseded or
following network or server crash or
updated
failure
Information
Minutes kept of monthly MIS
Temporary
2 years
Steering
Committee meetings
50-907(3)(d)
Committee
(other)
Minutes
Internally-
Text -based programming statements or
Transitory
Until
generated source
instructions that create or execute a
superseded or
code
computer program
updated
Internet history
List of websites accessed on City
Transitory
90 days
computers and electronic devices
Inventory
List of electronic devices held by City
Transitory
Until
Management
and software licensing information and
superseded or
(Express Metrix)
specifications for each electronic
updated
device used by City
Outlook
Meeting requests sent and received by
Transitory
Until deleted
appointments
employees via Outlook; appointments
by user
scheduled via Outlook by employees;
meeting and appointment reminders
sent and received via Outlook
Outlook e-mail
All e-mail messages, sent or received
Semipermanent
5 years
messages — general
by City staff using Outlook software,
50-907(2)0
City staff
that are stored in Outlook or the City's
(other)
e-mail archiving system. (E-mail
messages may be preserved elsewhere
in digital or paper format for longer
periods of time as the subject matter of
such messages may require.)
CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 30 OF 67
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Outlook e-mail
All e-mail messages, sent or received
Transitory
Until deleted
messages — specific
by part-time staff, seasonal staff,
by user
City staff
temporary staff, interns, or firefighters
using Outlook software, that are stored
in Outlook or the City's e-mail
archiving system (E-mail messages
may be preserved elsewhere in digital
or paper format for longer periods of
time as the subject matter of such
messages may require.)
Outlook tasks and
Tasks, task requests and reminders sent
Transitory
Until deleted
notes
and received by employees via
by user
Outlook
Prox card access
Register of which prox cards have
Transitory
90 days
history
accessed a restricted area
Security camera
Video footage from security cameras
Transitory
Until
footage
mounted on and in city facilities
overwritten
by system
Shoretel phone
List of incoming and outgoing calls,
Transitory
90 days
history
including phone numbers and caller
identification, as available
Voice mail
Incoming verbal messages recorded on
Transitory
Until deleted
messages
Shoretel or other voice mail systems
by user
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DRAFT — Clerk's Office Department Report January l0, 2012
MAYOR'S OFFICE
January 2012
RECORD
DESCRIPTION
CATEGORY
RETENTION
PERIOD
Agendas &
Agendas and minutes of Director
Semipermanent
10 years
Minutes
Meetings, Operational Meetings,
Mayor's Youth Advisory Council
Meetings/
Annual Reports
Report on City's and Mayor's Office
Permanent
In perpetuity
activities over preceding year
summarizing activities and financial
performance.
Attendance Sheets
Sign -in sheets, where offered, for
Temporary
2 years from
activities and events hosted by the
date of event
Mayor's Office.
Applications
Forms and materials submitted in
Semipermanent
10 years
application for positions or awards
administered by Mayor's Office,
including applications for
scholarships, Promise partners,
Mayor's Youth Advisory Council,
volunteer positions, City commissions,
and City committees or task forces.
City Website
HTML text stored in data base table in
Transitory
Until updated
Content
CMS. Note: Source document may
or superseded
exist elsewhere, and be retained
pursuant to separate record retention
schedule.
Correspondence-
Records created or received in the
Semipermanent
5 years
General
course of administering city
Administrative
policies/programs, but these records do
not provide insight into significant
policy/program discussions or
decisions.
To include: Citizen response letters
Correspondence
Day-to-day office and housekeeping
Transitory
Until
correspondence not unique to City
administrative
functions or programs. May include;
needs ends
thank you notes, welcome letters,
letters to homeowners associations and
businesses.
Policy/program correspondence,
Permanent
In perpetuity
documenting the formulation,
adoption, and implementation of
significant policy/program decisions.
May include correspondence relating
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CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 33 or 67
to Commission and Committee
appointments and correspondence with
other government agencies.
Economic
HTML text stored in economic
Transistory
Until updated
Development
development website's external data
or superseded
Website
base.
Memoranda
Internal or external memoranda
Permanent
In perpetuity
summarizing research,
recommendations, and other
information
News Releases
A written or recorded record directed
Permanent
In perpetuity
at members of the news media for the
purpose of making a newsworthy
announcement.
Photos
Published or historically significant
Permanent
In perpetuity
photographs taken, owned, or stored
by the Mayor's Office.
Photographs that are not used or
Transitory
Until
needed for a particular purpose.
administrative
need ends
Proclamations
City -initiated proclamations
Permanent
In perpetuity
Outside group -initiated proclamations
Transitory
1 year
Publications
Informational or promotional
Semipermanent
10 years
publications of the Mayor's office,
including newsletters, flyers,
marketing materials, brochures,
program materials.
Public Addresses
Records relating to State of the City
Permanent
In perpetuity
address. May include script, video,
PowerPoint, program, agenda, photos.
Records relating to State of the City
Transitory
Until
addresses or speeches. May include
administrative
script, video, PowerPoint, program,
need ends
agenda, photos.
Talking Points
Records prepared to summarize issues
Transitory
Until
in preparation for discussion with the
administrative
public or media.
need ends
Videos
Videos prepared monthly for
Permanent
In perpetuity
informational or promotional
purposes, e.g., Celebrate Meridian
Videos prepared weekly for
Temporary
2 years
informational or promotional
purposes, e.g., City Council meetings,
This Week in Meridian
Raw video footage, used or unused
Transitory
Until
administrative
need ends
CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 33 or 67
DRAFT — Clerk's Office Department Report January 10, 2012
PARKS & RECREATION DEPARTMENT
January 2012
RECORD
DESCRIPTION
CATEGORY
RETENTION
PERIOD
Facility reservation
Form applying for reservation of MPR
Temporary
2 years
application and
facility; other required documentation
50-907(3)(d)
materials
such as proof of insurance.
(other)
Financial aid
Completed application form and
Temporary
2 years
applications
materials submitted to request
50-907(3)(d)
financial assistance for children's
(other)
class or program.
Incident or
Reports of incidents, injuries, or
Temporary
2 years
accident reports
accidents incurred during or related to
50-907(3)(d)
a department -sponsored or
(other)
department -provided class, camp,
program, reservation, or activity.
Indemnity forms,
Signed waiver/indemnity agreement
Temporary
2 years
medical release
related to individual's or
50-907(3)(d)
forms, waivers
organization's participation in
(other)
department -sponsored or department -
provided class, camp, program,
reservation, activity, transportation, or
travel.
Internal
Logs of employees' time, tasks, and
Permanent
In perpetuity
department time
location; reports and analysis of
50-907(1)(h)
logs and reports
related data.
(other)
Memorial forms
Form requesting memorial in MPR
Permanent
In perpetuity
facility under established memorial
50-907(1)(h)
program (e.g. Generation Plaza Brick
(other)
Sales form, Memorial Tree Program
form)
Parks & Recreation
Annual newsletter prepared by Parks
Permanent
In perpetuity
Department
& Recreation Department.
50-907(1)(h)
newsletters
(other)
Public input
Records of public input, including
Permanent
In perpetuity
records
survey results, neighborhood meeting
50-907(1)(h)
minutes, correspondence, etc.
(other)
Registration forms
Form registering an individual for a
Temporary
2 years
recreation class, team, or event.
50-907(3)(d)
(other)
Sign in/Sign out
Forms completed by parents to signify
Temporary
2 years
sheets
that minor participant has been
50-907(3)(d)
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CITY OF MERIDIAN REcoRns RETENTION SCHEDULE PAGE 35 OF 67
dropped off or picked up from a
(other)
department -sponsored or department -
provided class, camp, program, or
activity.
Sports schedules
Record of games played and final
Temporary
2 years
and scores
scores.
50-907(3)(d)
(other)
Team rosters
Record of all individuals registered for
Temporary
2 years
a sports team.
50-907(3)(d)
ofher)
Tree inventory
Inventory of all public trees
Permanent
In perpetuity
maintained by City Arborist per City
50-907(1)(h)
Code.
(other)
CITY OF MERIDIAN REcoRns RETENTION SCHEDULE PAGE 35 OF 67
DRAFT — Clerk's Office Department Report January 10, 2012
PLANNING DEPARTMENT
January 2012
RECORD
DESCRIPTION
CATEGORY
RETENTION
PERIOD
Accessory Use
Application. Records also may
Permanent
In perpetuity
Permits for
include: administrative review
Daycare or Home
documents including copy of issued
Occupation
permit, and the original signed copy of
home occupation compliance
statements.
Alternative
Application. Records also may include:
Permanent
In perpetuity
Compliance
administrative review documents
including copy of issued approval with
accompanying CZC or final plat.
Annexation
Application. Records also may include:
Permanent
In perpetuity
annexation development agreement,
50-907(1)(e)
notices of hearing, staff report,
recommendations of the planning and
zoning commission, maps, City
Council decision, ordinance, legal
description, etc.
Area of City
Records include public notices,
Permanent
In perpetuity
Impact;
correspondence, notices of hearing,
50 -
negotiations
recommendations from the planning
907(1)(a)(b)(e)
and zoning commission, maps,
and (h)
"committee of nine" proceedings, etc.
CDBG Sub
Agreement.
Semi-
5 years
recipient
permanent
agreements
50-907(2)(8)
CDBG Plans and
Plans, reports, and related
Permanent
In perpetuity
Reports
correspondence, documentation.
50-907(1)(h)
Certificate of
Application. Records also may include:
Permanent
In perpetuity
Zoning
proposed site/landscape plan with
50-907(1)(h)
Compliance;
parking, landscaping, setbacks, lot
See also
Verification
area, administrative review documents,
50-907(2)(C)
copy of certificate, verification, etc.
City Council
Application for City Council Review.
Permanent
In perpetuity
Review (appeal)
50-907(1)(h)
Comprehensive
Application with map, map and text
Permanent
In perpetuity
Plan
amendments, future land use and
50-907(1)(e)
acquisition maps and related
documents. Records also may include:
related documents, notices of hearing,
staff report, planning and zoning
commission recommendations,
decision, related correspondence,
adopting resolution, etc.
CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 36 OF 67
DRAFT — Clerk's Office Department Report January 10, 2012
Conditional Use
Application. Records also may
Permanent
In perpetuity
Permit;
include: blueprint drawings, notices of
50-907(1)(h)
Modification
hearing, staff report, planning and
zoning commission recommendations,
decision, related correspondence, etc.
Design Review
Application. Records also may include:
Permanent
hi perpetuity
records related to design review
50-907(1)(h)
overlay districts, staff reports,
committee recommendations, material
boards, maps, photographs, etc.
Development
Development agreement including:
Permanent
In perpetuity
Agreement;
records documenting formation,
50-907(l)(e)
Modification
modification including application to
modify conditions, application to
extend the time to sign the agreement,
and termination of development
agreement.
Director
Application and decision.
Semipermanent
10 years
Determination
50-907(2)(g)
Planned Unit
Application. Records also may
Permanent
In perpetuity
Development
include: maps, diagrams, site plans,
50-907(l)(h)
notices of hearing, staff report,
recommendation/decision by the
planning and zoning commission,
correspondence, etc.
Planning Studies
Planning studies and related
Permanent
In perpetuity
not adopted into
documentation.
50-907(1)(h)
the Comprehensive
Plan or UDC
Plat, final;
Application. Records also may include:
Permanent
In perpetuity
modification to
map, plan, proof of ownership,
50-907(l)(e)
condition
applicable statement(s) of
conformance, staff report,
correspondence, Director
determination, City Council decision,
application for modification of
condition(s) and decision, etc.
Plat, preliminary
Application. Records also may include:
Permanent
In perpetuity
map, staff report, correspondence,
50-907(l)(e)
decision, etc.
Plat, preliminary
Application. Records also may include:
Permanent
In perpetuity
and final
final plat and supporting records, staff
50-907(1)(e)
report, correspondence, decision, etc.
Plat, short
Application. Records also may include:
Permanent
In perpetuity
map, staff report, correspondence,
50-907(1)(e)
decision, etc.
Private Road;
Application. Records also may include:
Permanent
In perpetuity
permit
map, documents related to access,
50-907(l)(e)
CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 37 OF 67
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CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 38 OF 67
maintenance, right-of-way, easement,
correspondence, decision, etc.
Property
Application. Records also may include:
Permanent
In perpetuity
Boundary
tentative Director approval
50-907(1)(e)
Adjustment
documentation, recorded survey,
conditions of approval, Director
determination, certificate of zoning
compliance, etc.
Rezone
Application. Records also may include:
Permanent
In perpetuity
rezone agreement, notices of hearing,
50-907(1)(e)
staff report, recommendations of the
planning and zoning commission,
maps, decision, ordinance, etc.
Sign; planned sign
Application. Records also may include:
Semipermanent
5 years after
program; permit
sign design/drawings, correspondence,
50-907(2)g)
expiration,
staff notes, tentative Director approval,
revocation, or
decision, permit, etc.
denial.
Sign, temporary
Application. Records also may include:
Transitory
1 year
and/or limited
sign design/drawings, correspondence,
duration; permit
staff notes, decision, permit, etc
Time Extension,
Application, staff report, and decision.
Semipermanent
5 years
Director, Planning
50-907(2)(g)
& Zoning
Commission or
Council
Unified
Application with proposed code
Permanent
In perpetuity
Development
amendments. Records may include:
50-907(1)(e)
Code; amendment
staff report, recommendation of the
planning and zoning commissioner,
correspondence, decision, ordinance,
etc.
Vacation Records
Records include petitions to vacate,
Permanent
In perpetuity
maps, descriptions of property, staff
50-907(1)(e)
reports, letters of relinquishment and
other correspondence, decision, etc.
Variance
Application. Records also may
Permanent
In perpetuity
include: Idaho Transportation
Department correspondence and/or
decisions, decision(s), etc.
Zoning
Letter and related documentation.
Temporary
2 years
Verification Letter
50-907(3)(d)
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DRAFT — Clerk's Office Department Report January 10, 2012
POLICE DEPARTMENT
August 2007
RECORD
DESCRIPTION
CATEGORY
RETENTION
PERIOD
Audio files, active
Audio recordings created by police
Temporary
6 months after
case pending
officer making a traffic stop or other
conviction,
citizen contact, where a citation is
plea,
issued, an arrest is made, a charge is
payment, or
filed, or an investigation is opened
other final
regarding the incident.
disposition of
citation or
charge
Audio files, no
Audio recordings created by police
Temporary
30 days after
further contact
officer making a traffic stop or other
recorded
citizen contact, where no citation is
issued, no arrest is made, no charge is
filed, and no investigation is pending
regarding the incident.
Activity Reports
Daily, weekly, monthly or other
Semipermanent
5 years
reports documenting the activities of
50-907(2)(e)
employees, including: type of activity,
employees involved, time spent on
activity, work completed, equipment
used, etc.
Briefing Records
Records documenting internal
Transitory
Until
communication between supervisors
administrative
and shift workers or between staff on
need ends
different shifts to alert them to
problems, issues or activities. Records
may include, but are not limited to:
briefing logs, teletype messages, and
bulletins from other agencies.
Data Management
Records documenting the maintenance
Transitory
Until
System Records
and update of current information used
superseded
to provide and direct incident response
within a 911 service area. Information
may include, but is not limited to:
address data, response unit
assignments, response codes,
responsible person data, and related
documentation.
Dispatch Incident
Document specific incidents when a
Temporary
2 years
Records
call is received by the 911 dispatch
center and subsequent response
activities. Information may include,
but is not limited to: caller's name,
address, and telephone number; details
CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 39 OF 67
DRAFT — Clerk's Office Department Report January 10, 2012
CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 40 OF 67
of incident or complaint; dispatcher's
name; responding agency and time of
response; and incident disposition.
Additional information received
through an enhanced system is the
Automatic Number Identification and
Automatic Location Identification
(ANI/ALI) which includes the
telephone subscriber name,
subscriber's telephone number and
location.
Master Street
Records document the city's
Transitory
Until
Address Guide
notification to the phone service
superseded
Maintenance
provider about the addition of new
Forms
streets or revision to existing streets
on the Master Street Address Guide
(MSAG). The MSAG is maintained
by the phone service provider or its
independent contractor. Information
may include, but is not limited to: new
or updated address, customer, and
responder information.
Master 24 -Hour
Document recorded incoming
Temporary
30 days after
Audio Tapes
emergency and non -emergency calls;
recorded
law enforcement, fire and emergency
medical services dispatches; radio
activity; and 911 calls. Tapes are
maintained on a 24-hour basis.
Operational Logs
Records documenting chronological
Temporary
1 year
tracking of activities related to 911
dispatch center operations, including,
but not limited to: radio logs,
telephone logs, and criminal
background check request logs.
Premise
Records documenting information
Temporary
Until
Information
about specific premises or locations
administrative
Records
that emergency responders need to
need ends
know in advance of arrival at an
incident site. Information may
include, but is not limited to:
hazardous materials storage locations,
building plans submitted to the fire
department, location of utility shut-
offs, and related information.
Quality Assurance
Records documenting the evaluation,
Temporary
2 years
Records
analysis, and assessment of the
performance and quality of 911
dispatch services. Records may
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include, but are not limited to: system
evaluations, performance reports,
surveys and questionnaires, quality
improvement reports and
recommendations, and related
documentation.
Statistical Reports
Records documenting the compilation
Permanent
In perpetuity
of statistical data about the actions and
50-907(2)(e)
activities of the 911 dispatch center.
Data may be compiled on a daily,
weekly, monthly, quarterly and/or
annual basis and may be used for
analysis, evaluation, and budget
development purposes. Information
may include, but is not limited to: data
about response times, number of calls
received and dispatched, and
responses by individual agency.
System
Records documenting 911 electronic
Temporary
2 years
Error/Malfunction
system errors or malfunctions and
Records
corrective action. Records may
include, but are not limited to:
enhanced system error reports, trouble
logs, work orders, correspondence,
and related documentation.
Accident Reports
Document traffic accidents
Temporary
3 years
investigated by the police department.
These reports typically include
complete information on all cars and
drivers involved in the accident,
accident location, damage, cause of
accident, date and time, accident
diagram, description and weather
conditions.
Animal Control
Records documenting animal control
Semipermanent
5 years
Records
activities, often including: reports,
50-907(2)(e)
logs, lists, cards, receipts, and related
records. Subjects may include: lost
and found animals, animals running
at -large, dog bite reports, animals
turned over to county animal control
programs or humane society
programs, etc.
Arrest Warrant
Records relating to arrest warrants and
Temporary
3 years
Records
documenting the status of warrants as
served, unserved or recalled by the
court. Records may also include
detainer requests, informational
documents related to the wanted
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person, teletypes, and other records
relevant to the service of warrants.
Warrant information includes: date,
court, judge's name, individual's
name and date of birth, charge, etc.
Felony booking
Record of all persons arrested and
Permanent
In perpetuity
records
booked by the police department.
Information includes: case number,
name, race, sex, date of birth, docket
number, age, height, weight, hair,
eyes, social security number, visible
scars and marks, NCIC identification
number, address, phone number,
aliases, drivers license number,
occupation, next of kin and address,
booking officer's name, current date,
charge information, medical
information, release date, time and
arresting officer.
Misdemeanor
Record of all persons arrested and
Temporary
3 years
booking records
booked by the police department.
Information includes: case number,
name, race, sex, date of birth, docket
number, age, height, weight, hair,
eyes, social security number, visible
scars and marks, NCIC identification
number, address, phone number,
aliases, drivers license number,
occupation, next of kin and address,
booking officer's name, current date,
charge information, medical
information, release date, time and
arresting officer.
Bulletins from
Records including bulletins, circulars,
Transitory
Until
Other Agencies
and related records received from
administrative
federal, state and local law
need ends
enforcement agencies. Usually
contains descriptions and photographs
of fugitives, missing persons, stolen
property, etc.
Civil Enforcement
Records relating to actions taken on a
Temporary
3 years
Case Files
specific civil case. Information may
include: attempts at service, actual
service information, and
documentation of enforcement actions
taken under the provisions of the
order.
Community Service
Records relating to police community
Semipermanent
5 years
Programs
service programs, including: DARE,
50-907(2)(e)
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Neighborhood Watch, youth activities,
etc. Records may include:
publications, mailing lists, plans,
evaluations, notes, reports, lesson
plans and outlines, etc.
Crime Analysis
Records documenting police efforts to
Semipermanent
10 years
Files
anticipate, prevent, or monitor
criminal activity. May include
reports, statistical summaries,
photographs, audio/videotape, etc.
Subjects often include: crime patterns
or modes of operation, analysis of
particular crimes, criminal profiles,
forecasts, movements of known
offenders, alerts from other agencies,
etc.
Crime Prevention
Records documenting citizen-
Temporary
3 years
Security Survey
requested officer surveys of homes
Records
and businesses and subsequent
recommendations for improving
security. Information usually
includes: areas vulnerable to break-
ins, blocked exits, landscaping that
can hide crime, etc. Information is
typically compiled in a report that is
sent to the property owner/renter.
Crime Prevention
Records documenting inspection of
Temporary
3 years
Vacation House
homes and other properties while the
Inspection Records
occupants are away. Information
typically includes: name, address, date
received, vacation beginning and
ending dates, emergency contact
information, special conditions, dates
and times officers checked the house
or property, etc.
Criminal Arrest
Records documenting information on
Temporary
3 years
History Records
the accumulated criminal arrest
history of individuals which may be
useful in current or future
investigations. Records may include:
summary sheets or cards, arrest
reports, fingerprint cards, mug shots,
and related records. Information
typically includes: name, aliases,
residence, sex, age, date and place of
birth, height, weight, hair and eye
color, race, scars, marks, tattoos,
abnormalities, date of arrest, offense
committed, habits, closest relatives or
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friends, etc.
Criminal History
Records documenting the
Temporary
3 years
Dissemination
dissemination of criminal histories and
Records
other law enforcement information to
other agencies or criminal information
systems. May include teletype and
computer message logs. Information
includes: date of release, subject of
information, recipient of information,
reason information was requested, and
identification numbers.
Detoxification
Logs listing names of intoxicated
Temporary
3 years
Confinement Logs
individuals held and released when
sober. Includes dates and times
confined and released, name of
individual and related information.
Equipment Issued
These records document equipment
Temporary
3 years after
Records
issued to police department personnel,
employee
including: handcuffs, keys, uniforms,
separation
badges, bulletproof vests, and
weapons (specifying the make, model,
serial number and caliber).
Expunged or
Records documenting the arrest and/or
Permanent
In perpetuity
Sealed Records
conviction of a person who petitions
and is granted by the court an order
sealing records. Also applies to
juvenile records.
Field Interrogation
Informational reports written by police
Temporary
3 years
Reports
officers relating to individuals, events
or vehicles for which the officer does
not have probable cause for
enforcement. Typically includes:
name and address of person contacted,
physical description of person or
vehicle, officer's name, location of
contact, date and time, witnesses,
reason for contact, etc.
Firearm Disposal
These files contain records of firearms
Permanent
In perpetuity
Records
that have been disposed of through
sale, trade or destruction. They
include the manufacturer's name,
serial number, model, caliber, disposal
method, disposal date, name of
business purchasing firearm, and bid.
Fingerprint Cards
Cards containing fingerprints,
Permanent
In perpetuity
palmprints, and other personal
identifiers of arrested individuals.
Used for identification and
apprehension of suspects in criminal
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investigations. The cards also contain
information necessary to identify the
individual, including: fingerprint
classification number, name, address,
date of birth, date of arrest, social
security number, photograph,
occupation, employer, etc.
Fingerprint Cards
Cards containing latent fingerprints
Permanent
In perpetuity
(Latent)
and palm prints found at crime scenes
without identification of suspects.
These are compared against cards on
file at the agency. Usually contains
information related to the crime,
location, date and time, and other
details of the case.
Handgun Dealers
Records documenting purchases of
Semipermanent
50 years
Sales Records
handguns from dealers. May include
duplicate register sheets mailed by the
dealer to the police department and
triplicate register sheets mailed by the
dealer to the State Police for criminal
records checks and then forwarded to
the city police department.
Information includes: series number,
sheet number, sales person, date and
time, city, make, serial number,
caliber, name of purchaser, date of
birth, address, height, occupation,
race, eye and hair color, local address
(if traveling) and signatures of
purchaser and salesperson.
Indemnity Bonds
Copies of insurance bonds issued to
Semipermanent
5 years after
indemnify the police department
seizure
against claims of wrongful actions in
completed
civil seizure cases.
Impounded &
Records documenting vehicles
Temporary
3 years after
Abandoned Vehicle
impounded by police due to accidents,
disposition of
Records
abandonment, recovered stolen
vehicle
vehicles, vehicles used in commission
of crimes, etc. May include reports,
notifications, information cards or
sheets, receipts, etc. Information
typically includes: make, model, year,
color, identification number, tag
number, condition of vehicle and
contents, reason for impounding,
location of impoundment, charge (if
any), towing company used, release
conditions, and name and address of
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individual to whom the vehicle was
released.
Incident Case File
Indexes to incident case files used as
Permanent
In perpetuity
Index
cross references between case
numbers, names, dates, modus
operandi, and other descriptive
information.
Incident Case Files
Central case files documenting
Permanent
In perpetuity
complaints or other actions or
incidents investigated by the police
department. Usually filed by case
number. Records may include
investigative reports, fingerprint cards,
arrest reports, supplemental reports,
photographs, correspondence,
teletypes, court orders, court
dispositions, officer notes, laboratory
reports, drug/alcohol test records,
physical force records, citizen arrest
certificates, copies of warrants, search
warrants, booking sheets,
property/evidence reports, custody
reports, and other related documents.
Information typically includes: suspect
information, alleged activity, location,
date, validity of source information
and other data
Informant Case
Records documenting information
Temporary
3 years
Files
about informants used by department
personnel. Records typically include:
reports, correspondence, payment
records, fingerprint cards, signature
cards, letters of understanding on
informant activities, and related
records.
Internal
Records documenting investigations
Semipermanent
10 years after
Investigations Case
of police department personnel for
employee
Files
violations of laws, rules or policies
separation
and may include findings and
dispositions of investigations.
Records often include: complaints,
correspondence, investigatory reports,
interviews, hearing summaries,
testimony, etc. Information usually
includes: the name of the officer
investigated, reason, location of
violation, date, accomplices' names
and addresses, witnesses' names and
addresses, action taken, etc.
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Juvenile
Records documenting youths taken
Temporary
3 years
Temporary
into temporary custody by the
Custody Records
department. The action is not
considered an arrest. Information
typically includes: name, age and
address of the youth; name and
address of the person having legal or
physical custody of the youth; reasons
for and circumstances under which the
youth was taken into temporary
custody; and related information.
Lost & Found
Records documenting city receipt and
Temporary
3 years
Properly Records
maintenance of lost and found or
abandoned property such as money,
bicycles and other items not related to
a crime. Includes: receipts, inventory
lists, disposition information, etc.
(SEE ALSO Property & Evidence
Control & Disposition Records for
records documenting property related
to or held as evidence to an alleged
crime. SEE ALSO Impounded &
Abandoned Vehicle Records for
records on abandoned vehicles.)
Maps
Maps and related records maintained
Transitory
Until
for reference and for tracking various
administrative
trends. Examples include:
need ends
Neighborhood Watch Program maps,
street number location maps and
books, parking meter maps, and maps
plotting reported crimes in a given
area.
Master Name Index
Records documenting information on
Permanent
In perpetuity
Records
each individual who has been field
interrogated or arrested, suspects or
accomplices in crimes, victims,
complainants, and witnesses to
incidents. Information typically
includes: name, address, date of birth,
race, sex, date and time of incident or
contact, incident number, and related
data.
Mug Shots
Photographs and negatives of arrested
Permanent
In perpetuity
individuals used for identification and
apprehension of suspects in criminal
investigations. The photograph is
stamped with the case number or a
department number and the date the
picture was taken.
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National Crime
NCIC is a computerized database of
Transitory
1 year (if not
Information Center
criminal justice information available
part of case
(NCIC) Records
to federal, state and local law
file)
enforcement agencies. NCIC includes
information on: wanted persons,
individuals charged with
serious/significant offenses, missing
persons, gang members, etc.
Categories of records in the system
cover stolen vehicles, guns and
articles, and wanted persons.
Neighborhood
Records documenting the city's
Temporary
3 years
Dispute Resolution
dispute resolution program to handle
Records
complaints by citizens about disputes
with neighbors or merchants. Typical
cases may cover: animal control,
landlord/tenant issues, noise,
harassment, property disputes,
business/consumer issues, etc.
Records may include: evaluation and
intake records, service referrals,
resolution agreements, and follow-up
surveys. Information may include:
name, phone number and address of
person filing complaint; case number;
date of activity; narration of
request/complaint; name and address
of offender; action taken; and other
information.
Officer notes,
Notes written by officers during the
Permanent
In perpetuity
felony
course of a shift containing
information which may or may not be
included in an official report.
Information may pertain to contacts,
incidents, unusual circumstances, and
other subjects. Notes are often used
for writing reports and testifying in
court. Information typically includes:
names, dates, times, vehicles,
activities, locations and related
information.
Officer notes,
Notes written by officers during the
Semipermanent
5 years
misdemeanor
course of a shift containing
information which may or may not be
included in an official report.
Information may pertain to contacts,
incidents, unusual circumstances, and
other subjects. Notes are often used
for writing reports and testifying in
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court. Information typically includes:
names, dates, times, vehicles,
activities, locations and related
information.
Parade
Applications and other records
Temporary
3 years
Applications
relating to parades on city streets,
including: fees, insurance
requirements, alternative routes for
emergency vehicles, etc.
Parking & Traffic
Police department copies of citations
Temporary
3 years
Warnings &
and records documenting warnings
Citations
issued for traffic, motor vehicle and
parking offenses. Information
includes: date and time; name and
address; date of birth, sex, and
occupation; license number and state;
year, make and model of vehicle;
location and type of violation; name of
officer issuing citation; etc.
Pawnbroker &
Reports submitted to the police
Temporary
3 years
Secondhand Dealer
department documenting merchandise
Reports
bought and sold by dealers. Useful in
tracing stolen items. Information
includes: name, address,
identification, personal description of
pledgor, date, dealer's name, and
description of article.
Peer Court
Records documenting the city's peer
Temporary
2 years
Records:
court program where youths who have
committed certain first time offenses
(typically status offenses, i.e. underage
drinking) are judged by a court of their
peers and typically sentenced to
community service. Records may
include: policy and procedure
manuals, guidelines and instructions,
agreements with juvenile and parents,
verdict and terms of community
service.
Photo Identification
Photographs and other records used to
Transitory
Until
Records
identify agency employees, private
administrative
security personnel, contract workers
need ends
and others. May include photographs
taken for agency identification cards,
driver's license photographs, and
information such as name, date of
birth, physical description,
identification number, driver's license
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CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 50 OF 67
number, and other data.
Polygraph Records
Records documenting polygraph tests
Permanent
In perpetuity
given to criminal suspects, for internal
investigations and other purposes.
Includes pre -examination records,
questions, statements of consent,
analysis reports, results charts,
conclusions, interviewee statements,
and related information.
Property &
Records used to track property and
Semipermanent
7 years
Evidence Control
evidence coming into police
& Disposition
department possession. Documents
Records
receipt, storage, and disposition of
personal property and physical
evidence from defendants, victims,
etc. May include evidence
photographs documenting crime
scenes, accidents, and other incidents.
Records often include: receipt forms,
evidence logs (showing chain of
possession of evidence), property
reports, destruction lists, property
consignment sheets, seized firearm
logs, homicide evidence inventories,
etc. Information usually includes case
number, tag number, date and time,
property or evidence description,
storage location, release date, etc.
Often filed with Incident Case Files.
(SEE ALSO Lost & Found Property
Records in this section for property
not related to an alleged crime.)
Property
Records documenting registration of
Transitory
Until
Registration
property for identification in case of
superseded
Records
theft, loss or burglary. Property
includes, but is not limited to:
bicycles, televisions, cameras, stereos
and guns. Information typically
includes: name and contact
information of owner, description of
property, serial number, etc.
Property Sales
Documents sale and conveyance of
Semipermanent
7 years
Records
real and personal property by the
police department. Records may
include: certificates of levy, notices of
sale, publication proofs, mailing
receipts, copy of judgment and
execution, certificate of sale, return of
service, and copy of deed issued.
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Radar Equipment
Records documenting the calibration
Temporary
3 years after
Certification &
and maintenance of radar equipment
equipment is
Maintenance
that may be useful in documenting the
replaced
Records
accuracy of the readings. Often
includes original factory certification
of calibration. Information relating to
maintenance and repair may include: a
description of work completed, parts
used, date of service, equipment
number, make, model, etc.
Teletype, Fax &
Incoming and outgoing teletype, fax
Transitory
Until
Electronic
or electronic messages concerning a
administrative
Messages
variety of subjects, including:
need ends
incidents, meetings, arrests, warrant
confirmation, etc. Information
typically includes: date, time,
originating agency, and text. These
are messages not warranting inclusion
in Incident Case Files or other
classifications of records.
Videotapes, active
Videotapes documenting traffic stops
Temporary
6 months after
case pending
and arrests, as well as surveillance
conviction,
videos of city facilities (including
plea,
police facilities, airport, etc.).
payment, or
other final
disposition of
citation or
charge
Videotapes, no
Videotapes documenting traffic stops
Temporary
30 days after
further contact
and arrests, as well as surveillance
recorded
videos of city facilities (including
police facilities, airport, etc.).
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PUBLIC WORKS DEPARTMENT
August 2007
En ing eering
Engineering Project Technical Records: Records related to the planning, design, and construction of
various city projects, including, but not limited to: streets, sidewalks, traffic lights, streetlights, bikeways,
water and wastewater facilities, buildings, etc. May be useful for litigation, reference, or budget planning.
Records often include: impact statements, feasibility studies, plans, amendments, field test and laboratory
reports, inspector reports, change orders, status reports, and related records. (SEE ALSO Maps, Plans,
Drawings & Photos in this section and Purchasing & Quality -Based Selection Records in the Administrative
section.)
Semipermanent: Keep records of project cost three years after disposal or replacement of facility,
structure, or system. Keep all other records 10 years after substantial completion.
General
• Activity Reports: Daily, weekly, monthly or other reports documenting the activities of public works
department employees, including: type of activity, employees involved, time spent on activity, work
completed, equipment and fuel used, etc.
Permanent: Keep reports summarizing activities on an annual basis permanently.
Semipermanent: Keep all other reports five years.
Note: Idaho Code 50-907(2)(e) provides that departmental reports must be kept at least five
years.
Benchmark Records: Benchmarks placed by the city or the U.S. Geological Survey to denote elevations
above sea level. Records may include books, maps, cards, and other documents. Information includes:
location, monument number, elevation, description, and related data. Usually filed numerically by
benchmark number.
Permanent.
• Delivery Tickets: Tickets issued by suppliers to verify delivery of supplies or materials (concrete, road
base, gravel, etc.). Information usually includes: date, time, amount and type of supplies/materials received,
and related data.
Temporary: Keep two years.
Equipment Maintenance & Repair Records: Records documenting the inspection, maintenance, and
repair of city -owned equipment not listed elsewhere in this section. Examples include, but are not limited to:
generators, sewage lift pumps, water pumps, office equipment, and furniture. Records may include
summaries, reports, and similar records usually compiled from daily work records on a monthly or quarterly
basis. Information often includes: description of work completed, parts and supplies used, date of service,
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date of purchase, purchase price, equipment number, make and model, and related data. (SEE ALSO
Capital Asset Records in Administrative section.)
Semipermanent/ Keep until equipment removed from service.
Temporary:
Facilities & Grounds Maintenance & Repair Records: Records of all minor maintenance and repairs to
buildings and grounds owned or leased by the city. Used to verify that repairs were made. May include
summaries, logs, reports, and similar records usually compiled from daily work records on a monthly or
quarterly basis. Information often includes location, narrative of work completed, materials used, personnel
completing work, authorization, dates of activities, and related data.
Semipermanent: Keep records requiring engineering stamps 2 years after life of structure. Keep all other
records five years.
Fill & Leaf Delivery Records: Records documenting citizen requests and city delivery of fill material and
leaves to private property. Often includes conditions; property owner address, phone number and signature;
number of loads requested; desired dumping location; and related information. (SEE ALSO Street Surface
Maintenance Records in this section for records documenting the removal of leaves from city streets.)
Temporary: Keep two years.
Maps, Plans, Drawings & Photos: Maps, plans, drawings, and photos created by or for the city. These
include various types of maps such as system schematic, as -built, topographic, planemetric, orthophoto,
resource, and others. System schematic maps represent locational and other information about major
systems such as water and sewer. Other maps are derived from aerial photographs and represent physical
features such as building footprints, edge of pavement, and contours. This category also includes as -built
plans, drawings, and details documenting city engineering and construction projects.
Permanent: Keep maps, plans, drawings, and photos permanently (with the exception of copies
obtained from other agencies).
Transitory: Copies of maps, plans, drawings, and photos obtained from federal, state, county or other
agencies may be destroyed when superseded, obsolete or administrative needs end.
Maintenance Request/Complaint Records: Records documenting complaints or requests concerning a
variety of maintenance responsibilities carried out by the public works department. Examples include, but
are not limited to: brushing and limbing; road grading, rocking, sealing, patching, and marking; traffic
signals and signs; city -owned buildings and equipment; streetlights; and water and sewer system problems.
Information often includes: name, phone number, and address of person making request/complaint;
narration of request/complaint; name of person responding to request/complaint; dates of related activities;
resolution of request/complaint; and other data.
Temporary: Keep two years after last action.
• Master Plan Records: Document the present and projected needs of the city for water, sewer, storm
drainage, streets, bike paths, and other systems. Often includes an implementation schedule for
construction. Records often include: plans, reports, evaluations, cost analyses, drawings, and related
CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 53 OF 67
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documents. Subjects may include: rates, inventory evaluations, system rehabilitation or replacement,
distribution of services, etc.
Permanent.
Right -of -Way Permit Records: Permits issued for private use or construction on public rights-of-way such
as streets, sidewalks, and adjacent land. Examples of activities may include house moving, block parties
and other uses. Information can include owner's name, address, and phone number; contractor's name,
address, and phone number; location and description of activity; permit conditions; fee amount; date;
signatures; and related data.
Semipermanent: Keep construction -related records 10 years after substantial completion of project.
Temporary: Keep other records two years after permit expiration, revocation, or discontinuance of
use.
• Survey Field Records: Detailed field notes and other records related to surveys for boundary location or
construction, including notes on traverses, right-of-way location, construction (including levels, cuts, and
grades), sketches related to the survey, and other information.
Permanent: Keep general surveys and right-of-way location records permanently.
Semipermanent: Keep other records 10 years after substantial completion of project.
Temporary Access/Construction Easement Records: Records documenting temporary easements
allowing entrance and work on property or streets not owned by the easement holder. Permits usually apply
to city crews and utility workers. Information can include: applicant name, address, and phone number;
contractor name and license number; utility involved; location; description of work; security deposit;
surface restoration material used; signature; date; comments; permit number; and related data. (SEE ALSO
Right -of -Way Permit Records in this section and Easement Records in the Administrative section.)
Temporary: Keep two years after expiration of easement.
Utility Installation & Connection Records: Records documenting installation of city utility systems or the
connection of specific properties to city water, sewer, power, or similar systems. Does not apply to
temporary stoppages or disconnections service. May include applications, permits, and similar records.
Information often includes: applicant's name and address, permit number, fee charged, service level, type of
structure, pipe size, meter size and number, and related data.
Semipermanent: Keep two years after physical disconnection.
• Utility Line Location Request Records: Records documenting requests and city action to locate
underground lines in the vicinity of a construction site. Information often includes: name of person
requesting location; planned and actual date and time of location; notations of water, sewer, storm drains,
and other line locations; name and signature of person locating lines; and related data.
Temporary: Keep two years.
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• Utility Meter Installation, Location, Maintenance, & Repair Records: Records documenting the
installation, location, maintenance, testing, calibration and repair of city operated water and power meters.
May include logs, summaries, and similar records usually compiled from daily work records on a monthly
or quarterly basis. Information often includes: address, narrative of work completed, personnel completing
work, dates, and related data.
Semipermanent: Keep one year after meter removed from service.
Streets, Streetlights & Bridges
• Bridge & Culvert Maintenance & Repair Records: Records documenting maintenance and repairs on
city bridges and culverts, including pedestrian and bicycle bridges. May include summaries, reports, logs,
and related records usually compiled from daily work records on a monthly or quarterly basis. Information
often includes: location, narrative of work completed, materials used, personnel completing work,
authorization, dates of activities, and related data. (SEE ALSO Activity Reports in this section.)
Semipermanent: Keep records with engineering stamps documenting structural maintenance or repairs two
years after bridge/culvert permanently removed from service. Keep all other records five
years.
• Bridge Inspection Records: Records related to bridge inspections required by the U.S. Department of
Transportation (23 CFR 650.305). Inspections generally are done every two years. Records may include
reports prepared in accordance with federal standards, photographs, correspondence and related documents.
Semipermanent: Keep two years after bridge removed from service.
• Crosswalk Records: Records documenting the location and use of crosswalks in the city. Useful in
determining the need for and placement of existing and proposed crosswalks. May include striping records,
reports, maps, studies, and related records.
Temporary: Keep two years after superseded or obsolete.
• Railroad Crossing Records: Records documenting city activities in relation to railroad crossings. Records
may include: crossing plans and drawings, reports and studies, accident records, and related documentation
and correspondence.
Permanent.
• Special Event Records: Records documenting preparation for and implementation of traffic changes
related to special events such as parades, motorcades, and demonstrations. Includes situations resulting in
heavy traffic or street use requiring street closures, traffic rerouting, barricades, signal timing changes, and
other variations. May include notifications, planning documents, reports, and related records.
Temporary: Keep two years after event.
Speed Zone Records: Records documenting the establishment and review of speed zones in the city,
including reports, photographs, proposals, orders, maps, accident summaries, and related documents.
Considerations include pedestrian and bicycle movements, environmental impact, adjacent land use, and
other factors.
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Temporary: Keep two years after superseded.
Street & Road Condition Inventory: Records documenting the condition of city streets, roads, curbs,
shoulders, sidewalks, bikeways, alleys, etc. Useful for reference and planning. Information can include
street or road name and location; year surveyed, constructed, and surfaced; bed and surface type; surface
size; condition; and other data.
Semipermanent: Keep five years.
Street Banner Records: Records documenting proposals for and installations of banners on city streets,
often in relation to civic events or celebrations. Records may include: plans, maps, proposals, reports,
applications, and other documents. Applications usually include: applicant's name, address, and phone
number; organization name; banner message; display period requested; signature of city official approving
permit; and related information.
Temporary: Keep two years.
Streetlight Inventory, Maintenance & Repair Records: Records documenting inventory, maintenance
and repairs of city streetlights. May include reports, summaries, and similar records usually compiled from
daily work records on a monthly or quarterly basis. Information often includes: location, pole numbers,
maps, types of lights, dates of purchase and installation, narratives of repair work completed, equipment
repaired or replaced, supplies used, personnel completing work; authorization, dates of activities, and related
data. (SEE ALSO Activity Records in this section.)
Temporary: Keep three years.
• Streetlight Request & Survey Records: Records documenting requests by citizens for the installation of
streetlights, as well as city surveys to assess need and feasibility. Often includes request forms,
correspondence, surveys, reports, and related records.
Temporary: Keep two years after last action.
• Street Maintenance & Repair Records: Records documenting maintenance and repairs of city -owned
streets and sidewalks. May include reports, summaries, and similar documents usually compiled from daily
work records on a monthly or quarterly basis. Information often includes: location, narrative of work
completed, amount of materials used, personnel involved, authorization, dates of activities, and related data.
(SEE ALSO Activity Reports in this section.)
Semipermanent: Keep records requiring engineering stamps 10 years after substantial completion. Keep
all other records five years.
• Street Surface Maintenance Records: Records documenting routine and special street sweeping, cleaning,
snow removal, sanding, leaf removal, and similar work. Often includes reports, summaries and similar
records. Information can include: date and time, area covered, broom down time and mileage, traveling
time and mileage, operator's name, equipment used, amount of sand applied, amount of leaves removed,
weather conditions, and related data. (SEE ALSO Activity Reports in this section.)
Semipermanent: Keep five years.
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Traffic Control Equipment Inventory, Maintenance & Repair Records: Records documenting the
location, type, use, maintenance and repair of traffic signals and signs in the city. May include inventories,
reports, summaries, and similar records. Information often includes: location, type of signal/sign, timing
intervals for signals, date of purchase and installation, narrative of work completed, equipment repaired or
replaced, supplies used, personnel completing work, dates of activities, and related data. (SEE ALSO
Activity Reports in this section.)
Semipermanent: Keep traffic signal records two years after equipment removed from service. Keep all
other records five years.
•
Traffic Research & Accident Analysis Records: Records documenting the study of traffic patterns, speed,
direction, and accidents in the city. Records may include various statistical data such as: machine or manual
traffic counts; information on vehicles, bicycles, and pedestrians; types of accidents; complicated
intersections; bridges; pedestrians; city streets/state highways; and other factors.
Semipermanent: Keep reports and summaries 10 years. Keep all other records five years.
• Truck Route Records: Records documenting the designation of truck routes for transporting goods within
and through the city. May include reports, maps, studies, and related documents. Subjects often include:
hazardous materials, triple trailer trucks, log trucks, buses, and others.
Temporary: Keep two years after superseded.
Wastewater & Stormwater
Discharge Monitoring Records: Records documenting the amount of pollution discharged from the city
wastewater treatment facility. May also include supporting documentation. Information includes: date;
period covered; NPDES permit number; discharge number; frequency of analysis; sample type; and average
and maximum quantities and concentrations of solids, ammonia, chlorine, nitrogen, and other chemicals.
Permanent: Keep reports permanently (with the exception of discharge monitoring reports, see
below).
Semipermanent: Keep discharge monitoring reports 20 years after permit expiration. Keep all other
records five years, until the end of the NPDES permit cycle, or as requested by state or
federal agencies, whichever is longer.
• Equipment Maintenance & Calibration Records: Records documenting the maintenance and calibration
of equipment and instruments used to undertake and monitor wastewater treatment operations. Useful to
verify equipment reliability and for reference by regulatory agencies. Information includes: date, type of
equipment maintained or calibrated, tests performed, repairs needed, comments, and related information.
Semipermanent: Keep five years after equipment removed from service, until the end of the NPDES
permit cycle, or as requested by state or federal agencies, whichever is longer.
• Industrial Pretreatment Permits: Permits issued by the city to private industries allowing the discharge of
specific pollutants under controlled conditions. Records typically include: applications, permits, addenda,
modifications, and related supporting documentation. Information typically includes: influent and effluent
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limits, chemical analysis data, water flow, test and recording requirements, definitions and acronyms,
compliance schedules, and related information.
Permanent: Keep permits, addenda, and modifications permanently.
Semipermanent: Keep other records five years after expiration or revocation.
Mobile Waste Hauler Dumping Records: Records documenting the dumping of septic pumpings and
other wastes from various sources at the city waste treatment facility. Records include logs, manifests, and
similar documents. Information includes: name and signature of hauler, quantity of wastes dumped,
location at which wastes were pumped, and related information.
Semipermanent: Keep five years.
National Pollutant Discharge Elimination System (NPDES) Records: Records documenting the
application for and issuance of a permit to the city under the NPDES program which allows discharge of
specific pollutants under controlled conditions. Records typically include: applications, permits, addenda,
modifications, and related supporting documentation. Information includes: influent and effluent limits,
chemical analysis records, water flow, test and recording requirements, definitions and acronyms,
compliance schedules, and related data. (SEE ALSO Wastewater Inspection Records in this section.)
Permanent: Keep permit, addenda, and modifications permanently.
Semipermanent: Keep other records five years, until the end of the permit cycle, or as requested by state or
federal agencies, whichever is longer.
Note: Federal regulations (40 CFR 122.41) require that permittees must keep records of all
monitoring information (including all calibration and maintenance records and all
original strip chart recordings for continuous monitoring instrumentation), all records
required by the permit, and records of all data used to complete the permit application for
at least 3 years from the date of the sample, measurement, report or application.
Sewage Sludge Application Landowner Agreements: Agreements between the city and landowners
related to the application of sewage sludge to approved sites. Records include signed agreements, exhibits,
amendments, and related documents. Information typically includes: agreement number, date, conditions or
terms, parties involved, period covered, and signatures.
Semipermanent: Keep six years after expiration.
• Sewage Sludge Application Site Logs: Logs documenting the agricultural application of sewage sludge to
approved sites. Subjects include agronomic loading calculations related to maximum application of
nitrogen in pounds per acre per year, and ultimate site life loading calculations tracking the amount of heavy
metals applied.
Permanent.
Note: Federal regulations (40 CFR 503.27 and 40 CFR 503.17) require certain records relating
to application of sewage sludge be kept permanently (including the location and acreage
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DRAFT — Clerk's Office Department Report January 10, 2012
of sites, date of application, cumulative pollutants, tons of sludge applied and a
certification from the employee) and other records must be kept at least five years.
Sewage Sludge Management Plans: Plans submitted by the city to engage in sludge disposal or application
activity. Information includes: method of sludge removal, land application or disposal sites, sludge stability
determination methods, projected sludge storage basin use, sludge analyses, application rates, and heavy
metal limitations.
Permanent.
Sewer & Storm Drainage Maintenance & Repair Records: Records documenting the maintenance and
repair of city sewers and storm drains. May include summaries, reports, and similar records usually
compiled from daily work records on a monthly or quarterly basis. Information often includes location,
narrative of work completed, amount and type of material used, personnel completing work, dates of
activities, authorization, and related information. (SEE ALSO Activity Reports and Sewer
TelevisionNideoscan Inspection Records in this section.)
Semipermanent: Keep records requiring engineering stamps two years after life of structure. Keep other
records five years.
• Sewer Smoke Test Records: Records documenting smoke tests undertaken to verify hookup to main sewer
lines, check condition of pipes, or determine effectiveness of backflow prevention devices. Information
typically includes: maps or diagrams of lines tested, location of leaks detected, inspector's name, pipe size,
and related information.
Semipermanent: Keep 10 years.
• Sewer Television/Videoscan Inspection Records: Reports documenting television inspections used to
locate problems and defects in sewer lines. Often consists of periodic inspections of existing lines, final
inspections of newly constructed lines, and inspections at the end of warranty periods. Records usually
contain videotapes and written reports. Information typically includes: date, type of inspection, conditions
found, repairs needed, distances from manholes, and related information.
Semipermanent: Keep written reports one year after the life of the sewer line.
Transitory: Keep videotapes one year after written report submitted.
Strip & Circle Chart Records: Records documenting the continuous monitoring of various wastewater
treatment operations. May include strip charts, circle charts, and similar monitoring records. Information
typically pertains to pump flows, influent and effluent water flows, secondary total flow, influent pH,
chlorine residue, and related subjects.
Temporary: Keep three years, except for NPDES-related charts (see Wastewater Facilities Permit
Records below).
• Valve Maintenance Records: Records documenting the location, specifications, maintenance, and repair of
valves in the city sewer system. May include lists, charts, drawings, reports, logs, and related records.
Information often includes: valve location, identification number, run of pipe, size, make, year installed,
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January 10, 2012
depth, turns to open and normal position, narratives of valve maintenance and repair, tests run, personnel
completing work, dates, and related information.
Semipermanent: Keep location and specification records one year after valve removed from service. Keep
all other records five years.
• Wastewater Facilities Permit Records: Records documenting the application for and issuance of a permit
authorizing the city to construct and operate a disposal system with no discharge to navigable waters.
Examples include: sewage lagoons, land application/reuse, septic tanks, and drain fields. Records often
include: applications, permits, addenda, modifications, and related supporting documentation.
Permanent: Keep permit, addenda, and modifications permanently.
Semipermanent: Keep other records five years after permit expiration or revocation.
• Wastewater Grant & Loan Records: Records relating to Idaho Department of Environmental Quality
grants and loans for wastewater facilities, including: application form and checklist, authorizing resolution,
engineering contract checklist, certificate of negotiation, proof of professional liability insurance,
certification of financial and management capability, and other documents.
Semipermanent: Keep three years after grant closure or loan payoff.
Wastewater Inspection Records: Records documenting inspections of city wastewater treatment
operations to monitor compliance with National Pollution Discharge Elimination System (NPDES) permit
conditions. May include reports and supporting documentation. Information typically includes: date,
location, areas evaluated during inspection, summary of findings, pre-treatment requirements review,
sampling checklists, flow measurements, laboratory assurance checklists, and related information.
Permanent: Keep reports permanently.
Semipermanent: Keep other records five years, until the end of the NPDES permit cycle, or as requested
by state or federal agencies, whichever is longer.
Wastewater Treatment Operations Records: Records not listed elsewhere in this schedule which
document wastewater treatment operations. Created on a daily, monthly, and annual basis. Usually consists
of reports, logs, log sheets, and related records.
Permanent: Keep annual reports permanently.
Semipermanent: Keep other records five years, or as requested by state or federal agencies, whichever is
longer.
Note: Idaho Code 50-907(2)(e) provides that departmental reports must be kept at least five
years.
Water
• Backflow Prevention Device Test Records: Records documenting test results on backflow prevention
devices designed to protect the city water system from pollution related to substances backing into water
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lines. Information typically includes: date, type and size of device, serial number, location, test records, line
pressure, name of tester, name and address of device owner, and related data.
Temporary: Keep three years after subsequent test.
• Cross Connection Control Survey Records: Records documenting the monitoring of potential or actual
water system health hazards from pollution entering water pipes from other pipes. Records may include:
reports, surveys, checklists, and related documents. Information often includes: address, contact person,
business name, date, inspector, type of facility, description of protection, comments, corrections made, and
other information.
Semipermanent: Keep one year after disconnection or 10 years, whichever is longer.
Consumer Confidence Reports: Records documenting the presence of any contaminants identified by the
city in city water over the course of a year. Reports are mailed to city residences and businesses receiving
city water.
Semipermanent: Keep five years.
Note: Federal regulations (40 CFR 141.155) require these records to be kept for at least three
years.
Disinfection Profiling & Benchmarking Records: Records relating to disinfection profiling and
benchmarking for Giardia lamblia or virus inactivation.
Permanent.
Note: Federal regulations (40 CFR 141.571) require these records to be kept permanently.
• Drinking Water Grant & Loan Records: Records relating to Idaho Department of Environmental Quality
grants and loans for water facilities, including: application form and checklist, authorizing resolution,
engineering contract checklist, certificate of negotiation, proof of professional liability insurance,
certification of financial and management capability, and other documents.
Semipermanent: Keep three years after grant closure or loan payoff.
• Equipment Maintenance & Calibration Records: Records documenting the maintenance and calibration
of equipment and instruments used to monitor water treatment operations. Useful in verifying reliability and
for reference by regulatory agencies. May include logs, reports, and related records. Information typically
includes: date, type of equipment maintained or calibrated, tests conducted, repairs needed, comments, and
related information.
Semipermanent: Keep until equipment removed from service.
Flouride Analysis Records: Daily records of flow and amounts of fluoride, and weekly analyses of fluoride
in finished water.
Semipermanent: Keep five years.
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DRAFT— Clerk's Office Department Report January 10, 2012
Note: Idaho regulations (IDAPA 58.01.08.552.06) require these records to be kept at least five
years.
• Free Chlorine Residual Analysis Records: Analyses made at least daily for free chlorine residual for
systems using ground water that add chlorine for disinfection.
Transitory: Keep one year.
Note: Idaho regulations (58.01.08.552.05) require these records to be kept at least one year.
• Hydrant Records: Records documenting the location, specifications, maintenance, testing, and repair of
water hydrants in the city water system. May include lists, charts, logs, reports, and related records.
Information typically includes: location, make, description (main size, valve size, flow capacity, etc.),
maintenance and repair narratives, dates, authorizations, and related information.
Semipermanent: Keep location and specification records until hydrant permanently removed from service.
Keep all other records five years.
• Lead & Copper Control Records: Records documenting treatment triggered by lead and copper action
levels measured in samples collected at consumers' taps, including corrosion control treatment, source water
treatment, lead service line replacement, public education and supplemental monitoring.
Semipermanent: Keep twelve years.
Note: Federal regulations (40 CFR 141.91) require these records be kept at least 12 years.
• Non -Compliance Corrective Action Records: Records documenting action taken by the city to correct
violations of primary drinking water regulations. May include reports, logs, and related records.
Temporary: Keep three years after last action.
Note: Federal regulations (40 CFR 141.33) require these records to be kept at least three years
after the last action taken with respect to the particular violation.
• Sanitary Survey Records: Records documenting surveys examining the overall sanitary condition of the
city water system. May be conducted by the city, private consultants, or state/federal agencies. Records
may include written reports, summaries, and related documents.
Permanent: Keep reports and summaries permanently.
Semipermanent: Keep all other records ten years.
Note: Federal regulations (40 CFR 141.33) require written reports, summaries and
communications relating to sanitary surveys must be kept at least 10 years after
completion of the survey.
• Secondary Contaminant Reports: Reports documenting the analysis of water samples to determine the
level of secondary contaminants. Secondary contaminants are those which, at levels generally found in
drinking water, do not present a health risk but may affect taste, odor, and color of water, as well as stain
CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 62 OF 67
DRAFT— Clerk's Office Department Report January 10, 2012
plumbing fixtures and interfere with water treatment processes. Information typically includes: date, report
number, analyst, time of sample collection, contaminant levels, and related information.
Semipermanent: Keep 10 years.
• Strip & Circle Chart Records: Records documenting the continuous monitoring of various water
treatment operations. May include strip charts, circle charts, and similar monitoring records. Information
often pertains to reservoir levels, pump flows, distribution line pressure, and related subjects.
Temporary: Keep three years.
Variance & Exception Records: Records documenting variances and exceptions granted to the city by
regulatory agencies concerning water treatment operations. Information typically includes: date, conditions
of variance or exception, expiration date, and related information.
Semipermanent: Keep five years after expiration of variance/exception.
Note: Federal regulations (40 CFR 141.33) require these records be kept at least five years after
expiration of the variance/exception.
• Valve Maintenance Records: Records documenting the location, specifications, maintenance, and repair of
valves in the city water system. May include lists, charts, drawings, reports, logs, and related records.
Information typically includes: valve location, identification number, run of pipe, size, make, year installed,
depth, turns to open and normal position, narratives of valve maintenance and repair, tests run, personnel
completing work, dates, and related information.
Semipermanent: Keep location and specification records one year after valve removed from service. Keep
all other records five years.
• Water Bacteriological Quality Analysis Reports: Reports documenting water samples taken from various
locations throughout the city water system and supply sources for bacteriological tests. Information
includes: location, collection date, person taking samples, sample type, analysis date, laboratory name,
person performing analysis, analytical method used, and the results of the analysis.
Semipermanent: Keep five years.
Note: Federal regulations (40 CFR 141.33) require these records be kept at least five years.
• Water Chemical & Radiological Analysis Reports: Records documenting water samples taken from
various locations throughout the city water system and supply sources for chemical and radiological tests.
Information includes: location, collection date, person collecting sample, sample type, analysis date,
laboratory name, person conducting analysis, analytical method used, and results of the analysis.
Semipermanent: Keep 10 years.
Note: Federal regulations (40 CFR 141.33) require chemical analyses be kept at least 10 years.
• Water Consumption Reports: Reports documenting statistics of daily, monthly and annual water
consumption. Useful for prediction of future flows and peak demands. Information may include water
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DRAFT — Clerk's Office Department Report January 10, 2012
consumption in millions of gallons and cubic feet from treatment plants, springs, artesian wells, pumped
wells, and reservoirs.
Permanent: Keep annual reports permanently.
Semipermanent: Keep information not summarized in annual report 10 years.
Transitory: Keep information summarized in annual report one year.
Water Line Maintenance & Repair Records: Records documenting the maintenance and repair of city -
owned water lines. May include reports, summaries, and similar documents usually compiled from daily
work records on a monthly or quarterly basis. Information often includes: location, narrative of work
completed, amount and type of materials used, personnel completing work, dates of activities, authorization,
and related data. (SEE ALSO Valve Maintenance Records, Hydrant Records, and Activity Reports in this
section.)
Semipermanent: Keep records requiring an engineering stamp two years after water line permanently
removed from service. Keep other records five years.
• Water Quality Complaint Records: Records documenting complaints received from the public about the
quality of city water. Information typically includes: name, address, and phone number of complainant;
nature of complaint; location; description of water; name of person responding to complaint; narrative of
investigation; and resolution.
Temporary: Keep three years after last action.
• Water Treatment Operations Records: Records not listed elsewhere in this schedule, which document
water treatment operations, created on a daily, monthly, or annual basis. Records may include state or
federal required reports. May consist of reports, logs, log sheets, and related records. Subjects may include:
amount and types of chemicals used, filter rates, etc.
Permanent: Retain annual reports permanently.
Semipermanent: Keep all other reports five years, or as requested by state or federal agencies, whichever
is longer.
Note: Idaho Code 50-907(2)(e) provides that departmental reports must be kept at least five
years.
• Water Turbidity Reports: Reports documenting the analysis of water samples to determine the level of
cloudiness caused by suspended particles. Information typically includes: date, report number, analyst, time
of sample collection, turbidity unit values for routine and check samples, and related information.
Semipermanent: Keep 10 years.
Note: Federal regulations (40 CFR 141.175) require that the results of individual filter
monitoring must be kept at least three years.
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CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 65 OF 67
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RISK MANAGEMENT
August 2007
• City Vehicle Accident Records: Records documenting accidents involving city vehicles, including: name
and address of parties involved, date and time, complaint, description of damage, photographs, correspondence,
etc. (SEE ALSO Liability Claims Records in this section.)
Temporary: If no claim is filed, keep three years.
• Contractor Liability Insurance Verification Records: Letters or certificates of coverage provided by
insurance companies declaring that specific contractors are covered by appropriate liability insurance. Records
include: insurance company name and address, issue date, expiration date, amount and type of coverage, special
provisions, signature of insurance company representative, etc.
Semipermanent: For city public works projects keep 10 years after substantial completion. Keep all other
records six years after expiration.
• Contractor Performance Bond Records: Records documenting the posting of performance guarantees or
surety bonds by contractors performing work for the city, including letters, certificates, copies of bonds, etc.
Information usually includes: name of individual or company covered, amount of coverage, effective dates,
name of bonding agent, authorized signatures, etc.
Semipermanent: For city public works projects keep 10 years after substantial completion. Keep all other
bond records six years after expiration.
• Insurance Policy Records: Records documenting the terms and conditions of city insurance policies
covering liability, property, group employee health and life, motor vehicle, workers' compensation, etc.
Records usually include: policies, endorsements, rate change notices, agent of record, and related documents.
Permanent: Keep group employee health and life, property and liability insurance policies permanently.
Semipermanent: Keep other insurance records six years after expiration if no claims pending.
• Liability Claims Records: Records documenting various types of liability claims filed against the city,
including: personal injury, property damage, motor vehicle accident, false arrest, etc. Records often include:
reports, photographs, summaries, reviews, notices, audio and videotapes, transcripts of recorded statements,
correspondence and related documents.
Semipermanent: Keep 10 years after case closed or dismissed.
• Liability Waiver Records: Document the release of the city from liability related to various activities,
including: police/fire ride-alongs, rekindling fires, participating in city -sponsored recreational events or classes,
etc. Information usually includes: release terms, date, signatures, and related information.
Semipermanent: Keep six years.
• Property Damage Records: Records, photographs, and other records documenting damage to city property
such as signs, trees, picnic tables, buildings, fountains, and fences. Information often includes: type and
location of property damaged, description of damage, date and time of damage (if known), name and address of
CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 66 OF 67
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individual causing the damage (if known), value of damage, billing costs, etc. (SEE ALSO Liability Claims
Records in this section.)
Temporary: If no claim is filed, keep three years.
• Public Injury Reports: Records documenting injuries sustained by non -employees on city property (i.e.
parks, swimming pools, libraries, etc.). Information usually includes: date, time, and location; description of
injury; name, address, phone number, sex and age; witnesses and other related information. (SEE ALSO
Liability Claims Records in this section.)
Temporary: If no claim is filed, keep three years.
• Risk Survey & Inspection Records: Records documenting surveys, inspections, and other actions designed
to identify potential hazards and liabilities to the city related to buildings, parks, playgrounds, swimming pools,
etc. Useful for preventing liability claims and for illustrating a pattern of responsible action regarding hazards.
Records may include: survey summaries and reports, safety audit and inspection reports, correspondence, etc.
Permanent: Keep records documenting the formation or change of policy permanently.
Semipermanent: Keep other records five years.
• Safety Program Records: Records documenting the city's program to promote a safe work environment
for its employees. Records may include: safety policies, plans and procedures, workplace safety committee
records, reports on inspections conducted by the safety officer, evacuation rosters and reports, and related
documentation and correspondence.
Semipermanent: Keep safety policies, plans and procedures five years after superseded. Keep inspection
reports, evaluations, and recommendations ten years. Keep all other records five years.
• Workers' Compensation Claim Records: Records documenting the processing of individual employee
claims of job related injuries or illnesses, but not those describing actual medical conditions. Records may
include: claim disposition notices, claim reporting and status forms, injury reports, determination orders,
insurance premium data, hearing requests, safety citations, inspection reports, medical status updates and
reports, investigation reports, reimbursement and payment records, and related correspondence and
documentation. (SEE ALSO Employee Medical Records in the Personnel Records section for retention of
records describing injuries and illnesses).
Semipermanent: Keep five years after claim closed or final action.
Note: Idaho Code 72-601 requires employers to keep records of work-related injuries and illnesses and
provides that failure to keep these records is a misdemeanor. Idaho Code 72-603 requires employers to keep
records of the job classifications and wages of employees.
CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 67 OF 67
ECEWE' D
JAN 10 2012
Why does it matter?
■ Operation of departments
■ Public records requests, litigation, complaints
s Physical and virtual space
® Institutional memory
• Preservation of historically significant records
® Idaho Code section 50-907(5): Each city council
shall adopt by resolution a records retention
schedule, listing the various types of city records
and the retention period for each type of record.
1
What is a "record"?
■ Idaho Code section 9-337(13):
Any writing
Containing information relating to the conduct or
administration of the public's business
Prepared, owned, used or retained by the City
Regardless of physical form or characteristics
■ Physical: applications, maps, plans, memos, letters, notes,
agendas, minutes, checklists, postings, citations, reports,
presentations, handouts, forms
• Digital: e-mails, text messages, voice mail messages,
photos, GIS files, databases, e -tickets, audio & video
recordings
Drafting effort
■ Meet with department to describe effort, goals,
end product
■ Create list of records the department maintains
■ Determine how long the department needs/wants
to keep each record
■ Challenges:
Volume!
Several copies or versions, co -mingled categories
Records maintained with aging technology
Records not logged — not sure what we have
3
Phase 2
— Timeline (Detail)
•
February I:
Effective date for Updated Records Retention Schedule (Phase 1); ¢-mall frorr
City Clerk to all City employees explaining records retention schedule
adoption and timeline for e-mail destruction
•
February 29:
Police Department records retention schedule complete
•
March 15:
City Clerk and Legal offer City-wide records retention training
•
April 1:
Reminder email from City Clerk to all City employees of deadline for e-mail
destruction
•
May 31:
Finance Department records retention schedule complete
•
June 1:
Reminder email from City Clerk to all City employees of deadline for e -mall
destruction
- - •
August l:
Reminder emall from City Clerk to all City employees of deadline for a -mall
destruction
•
August 31:
Public Works Department records retention schedule complete
•
September 27:
Clerk's Office records retention schedule complete
•
October l:
Reminder emali from City Clerk to all City employees of deadline for e-mail
-
destruction
•
October 2:
Department Report to City Council on Phase 11 update
•
November I:
Effective date for Updated Records Retendon Schedule (Phase 11)
■
November IS:
City Clerk and Legal offer City-wide records retention training
•
December I:
Reminder email from City Clerk to all City employees of deadline for a -mall
destruction
•
January 8, 2013:
City Clerk report to City Council +annual records destruction resolution
■
January 9, 2013:
IT destroys all a -nulls predating January 1, 2008; records to Clerk to destroy
•
January 7, 2014:
City Clerk report to City Council +annual records destruction resolution
•
January 8, 2014:
IT destroys all e-mails predating)anuary 1, 2009; records to Clerk to destroy
Phase 2 — Timeline (Highlights)
■ February 29: Police Department records
retention schedule complete
■ May 31: Finance Department records
retention schedule complete
■ August 31: Public Works Department records
retention schedule complete
■ September 27: Clerk's Office records retention
schedule complete
■ October 2: Department Report to City
Council on Phase II update
5
Meridian City Council Meeting
DATE: January 10, 2012 ITEM NUMBER: 713
PROJECT NUMBER:
ITEM TITLE:
Mayor's Office: Resolution No. 0 • ?31 : A Resolution of the Mayor and
the City Council of the City of Meridian Appointing Lisa Keyes to seat 8 of the Meridian
Development Corporation
MEETING NOTES
d
Community Item/Presentations Presenter Contact Info./Notes
CLERKS OFFICE FINAL ACTION
DATE:
E-MAILED TO
STAFF
SENT TO
AGENCY
SENT TO
APPLICANT
NOTES
INITIALS
CITY OF MERIDIAN
RESOLUTION NO. /a?- 931
BY THE CITY COUNCIL: BIRD, HOAGLUN, ROUNTREE, ZAREMBA
A RESOLUTION OF THE MAYOR AND THE CITY COUNCIL OF THE CITY OF
MERIDIAN APPOINTING LISA KEYES TO SEAT 8 OF THE MERIDIAN
DEVELOPMENT CORPORATION; AND PROVIDING AN EFFECTIVE DATE.
WHEREAS, the Meridian Development Corporation has been established by actions of
the City Council of the City of Meridian pursuant to the Idaho State Code as the Redevelopment
Agency for the City of Meridian; and
and
WHEREAS, that action further established its members and terms of their appointments;
WHEREAS, Lisa Keyes may be appointed to vacant Seat 8 for a term to expire
September, 2014;
WHEREAS, the City Council of the City of Meridian deems it to be in the best interest of
the citizens of the City of Meridian to approve the appointment of Board Member Lisa Keyes to
Seat 8 as recommended by Mayor De Weerd and described herein;
NOW THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL
OF THE CITY OF MERIDIAN CITY, IDAHO:
Section 1. That, Lisa Keyes shall be appointed to Seat 8 of the Meridian Development
Corporation, which term shall run through September, 2014.
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 day of
J 2012.
APPR ED by the Mayor of the City of Meridian, Idaho, this D day of
2012.
APPROVED:
Mayor Wy de Weerd
oRPTennue(�TTEST:
3` moo,
a A Qty of n.
SEAL.
L. Holman, City Clerk
RESOLUTIONAPPOINTING LISA KEYES TO MERID)%L17E f�NT CORPORATION —PAGEI
LISA KEYES
LISAANNKEYES@YAHOO.COM
2711 S PINE FLATS AVENUE MERIDIAN, ID 83642 • 208-412-4151•
EDUCATION
EXPERIENCE
Boise State University Boise, ID 2001 -May 2005
■ B.B.A. in Business Economics and General Business Management
• Graduated Cum Laude
Washington Trust Bank Nampa, ID Sept. 2011 - Present
Assistant Manager
• Manage branch operations & compliance in addition to staff
• Assume Branch Manager duties when Branch Manager is absent
■ Mitigate risk to the bank at the retail level
Financial Service Representative March 2010 — Sept. 2011
• Proactively sold products and services appropriate to client needs
• Developed small business & individual relationships
• Provided financial advice, guidance and solutions to customers with
regard to business planning, investments, budgeting and retirement
• Coordinated with bank personnel across departments to .exceed
customer expectations
• Supported market and community events through volunteering and
serving as a community liaison
• Managed administrative duties to comply with bank policy and
procedures, including identifying and preventing fraud
• Routinely created and edited outbound communication for the branch
• Originated loans and coordinated with underwriters, private banking,
commercial and investment officers when applicable
Business Networking International Meridian, ID October 2010- Present
Member and Impact Chapter Secretary/Treasureer
• Track and collect membership dues on a monthly basis
• Reconcile bank statements and authorize payments when necessary
■ Collect outstanding NSF invoices and any applicable fees associated
• Maintain a positive, supportive and professional attitude as a
representative of BNI
Pamela's Bakery Cafe Espresso Eagle, ID May 2008- Nov. 2009
Manager/Baker
Demonstrated excellent customer service and sales
• Responded to customer inquiries, concerns and complaints in a
reasonable and positive manner via phone and in person
• Consulted with customers to quote and book special event and wedding
cakes, required clear communication and customer follow up
• Managed front of house operations and staff
• Baked and assembled goods according to provided recipes
■ Completed weekly product inventories and ordering
Micron Technology, Inc. Boise, ID Dec. 2005 — April 2008
Distribution Business Manager
• Managed and developed a given distribution channel within a
geographical territory, comprising >$30 million in revenue
• Developed and executed business plans, performed quarterly corporate
reviews, conducted asset management, served as an executive liaison and
maintained credit
• Implemented distribution channel objectives, measured performance,
and tools appropriate actions to insure Micron's distribution objectives
were met
• Provided periodic training related to systematic support
• Tracked inventory metrics to complete comparative analysis
• Provided analysis as to the profitability of the Micron line and action
plan recommendations
• Maintained knowledge of product families, key features and applicable
market integrations
Episciences, Inc. Boise, ID May 2005 — Nov 2005
Sales Support Specialist
• Provided inside sales support to, and systematized >100 accounts
• Coordinated and organized details involved in sales event planning and
execution, represented the company at industry fairs
• Supported Regional Sales Director and multiple Account Executives
• Processed customer orders, inquiries, and requests via phone and in
person
Boise State University Boise, ID Spring 2005
Economics Tntor
. 'Tutored students to better understand principles of macroeconomics
• Studied at length economic growth, business cycles, inflation, monetary
and fiscal policy
• Conducted a weekly study hallwith the goal of presenting material in a
clear, concise, and easily understandable manner
Single Point Solutions, llc. Boise, ID 2004-2005
Kaufmann Intern (1daho Small Business Development Center)
• Created and completed marketing survey of all clients
• Provided customer support, on-site training and software implementation
• Developed process models and staffing formulas
• Contributed to the development of a business plan
ACTIVITIES & HONORS
• Beta Gamma Sigma Honor Society Member
• S.N.I.P Board Member, serving on the Financial Advisory Committee
• Northwestern Women's Literary Society, Founder and President
Meridian City Council Meeting
DATE: January 10. 2012
ITEM TITLE:
Future Meeting Topics
ITEM NUMBER:
PROJECT NUMBER:
MEETING NOTES
-) U7"--�
Community Item/Presentations Presenter Contact Info./Notes
CLERKS OFFICE FINAL ACTION
DATE:
E-MAILED TO
STAFF
SENT TO
AGENCY
SENT TO
APPLICANT
NOTES
INITIALS
Meridian City Council Meeting
DATE: January 10, 2012 ITEM NUMBER: 9A
PROJECT NUMBER:
ITEM TITLE:
Executive Session Per Idaho State Code 67-2345 (1)(c)(f) - (c) To Conduct
Deliberations Concerning Labor Negotiations or to Acquire an Interest in Real
Property, Which is Not Owned By a Public Agency; and (f) To Consider and Advise its
Legal Representatives in Pending Litigation
MEETING NOTES
Community Item/Presentations Presenter Contact Info./Notes
CLERKS OFFICE FINAL ACTION
DATE:
E-MAILED TO
STAFF
SENT TO
AGENCY
SENT TO
APPLICANT
NOTES
INITIALS