2012-05-08E IDIAN
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Tuesday, May 08, 2012 at 3:00 PM
1. Roll -Call Attendance
X David Zaremba _ Brad Hoaglun
X Charlie Rountree X Keith Bird
® X Mayor Tammy de Weerd
2. Pledge of Allegiance
4. Proclamation Removed
5. Consent Agenda Approved
A. Approve Minutes of April 24, 2012 City Council Regular
Meeting
B. Approval of 2012-2013 Beer and Wine Renewal for St. Lukes
Regional Medical Center located at 520 S. Eagle Rd.
C. Development Agreement for Approval: Sgroi AZ 08-011 by
Nunzio Sgroi Located at 4405 East Ustick Road: Request for
Annexation and Zoning of 2.953 Acres from the R1 to the R-8
Zoning District
D. Final Order for Approval: AP 12-001 Request: Appeal for a
City Council Review of the Director's Denial of an Accessory
Use Permit (AUP 12-001) for a Home Occupation by Lee White
Located at 1750 N. Ten Mile Road
E. Final Order for Approval: TEC 12-007 Solitude Place by M2
Land, LLC Located Southeast Corner of N. Meridian Road and
E. McMillan Road Request: Two (2) Year Time Extension on the
Preliminary Plat in Order to Obtain the City Engineer's
Signature on a Final Plat
6. Community Items/Presentations
Meridian City Council Meeting Agenda — Tuesday, May 08, 2012 Page 1 of 3
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.
A. Legal Department Report: Role of Meridian Arts Commission
in Installation of Public Art at Crossover Portion of Meridian
Split Corridor Phase II
Items. -
7. -. From Consent Agenda None
A. Public Hearing Continued from April 24, 2012: VAR 12-001
Meridian and Amity by Hawkins Companies Located West Side
of S. Meridian Road, Between W. Amity Road and W. Harris
Street Request: Variance to UDC 11-31-1-4 Which Prohibits New
Approaches from Directly Accessing a State Highway to Allow
Three (3) Access Points, Two (2) Right-In/Right-Out Access
Points at the Eighth Mile and One (1) Right-In/Right-Out/Left-In
Access Point at the Quarter Mile to S. Meridian Road (State
Highway 69) Approved with Conditions
9. Department Reports
A. Community Development: Strategic Plan Update
B. Public Works: Brown Water Correction Plan
C. Public Works: Wastewater Treatment Plant (WWTP) Facility
Improvements Plan
D. Public Works: Backflow Prevention & Dual Connection
Program Update
E. Parks & Recreation Department: Fiscal Year 2012 Budget
Amendment - Maintenance Facility Funding in the Amount of
$1,050,000.00 Approved
F. Parks & Recreation Department: Fiscal Year 2012 Budget
Amendment - Bottles Property Purchase in the Amount of
$93,000.00 Approved
Meridian City Council Meeting Agenda — Tuesday, May 08, 2012 Page 2 of 3
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.
G. Parks & Recreation Department: Fiscal Year 2012 Budget
Amendment - Community Center Repairs in the Amount of
$11,700.00 Approved
H. Parks & Recreation Department: Fiscal Year 2012 Budget
Amendment - Movie Night in Meridian Title Sponsorship in the
Amount of $9,100.00 Approved
I. Parks & Recreation Department: Movie Night in Meridian 2012-
2016 Title Sponsorship Agreement Between Cable ONE and
the City of Meridian Approved
10. Ordinances
A. Ordinance No. 12-1513: An Ordinance (AZ 08-011 Sgroi) for
Annexation of a Tract of Land Located in the NE 1/4 of Section
4, Township 3 N, Range 1 E, and Determining the Land Use
Zoning Classification of Said Lands from R1 (Ada County) to
R-8 (Medium Density Residential) Approved
11. Future Meeting Topics
Meridian City Council Meeting Agenda — Tuesday, May 08, 2012 Page 3 of 3
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 Workshop May 8, 2012
A meeting of the Meridian City Council was called to order at 3:00 p.m., Tuesday, May
8, 2012, by Mayor Tammy de Weerd.
Members Present: Mayor Tammy de Weerd, David Zaremba, Keith Bird, Brad Hoaglun
and Charlie Rountree.
Others Present: Bill Nary, Jaycee Holman, Caleb Hood, Bill Parsons, Bruce Chatterton,
Tom Barry, Kyle Radek, Jeff Lavey, Mark Niemeyer, Stacy Kilchenmann, Steve
Siddoway, Mike Barton, Colin Moss, Dennis Teller, and Dean Willis.
Item 1: Roll -call Attendance:
Roll call.
X David Zaremba X Brad Hoaglun
X Charlie Rountree X Keith Bird
X Mayor Tammy de Weerd
De Weerd: Thank you for joining us this afternoon and sorry that we are starting a few
minutes late. I will go ahead and get us started and open the City Council workshop
meeting agenda. For the record it is Tuesday, May 8th. It's seven minutes after 3:00.
We will start with roll call attendance, Madam Clerk.
Item 2: Pledge of Allegiance
De Weerd: Item No. 2 is our Pledge of Allegiance. If you will all join me -- rise and join
me in the pledge.
(Pledge of Allegiance recited.)
Item 3: Adoption of - .A. -
De Weerd: Item No. 3 is adoption of the agenda.
Hoaglun: Madam Mayor?
De Weerd: Mr. Hoaglun.
Hoaglun: A couple items to note on the agenda. Item 4, Proclamations, we have no
proclamations, so we will just remove Item 4 from the agenda. Under Item 10,
Ordinances, 10-A, that Ordinance Number is 12-1513. So, Madam Mayor, I move
adoption of the agenda as amended.
Rountree: Second.
Meridian City Council Workshop
May 8, 2012
Page 2 of 60
De Weerd: I have a motion and a second to adopt the agenda as changed. All those in
favor say aye. All aye. Motion carried.
MOTION CARRIED: ALL AYES.
Item 5: Consent Agenda
A. Approve Minutes of April 24, 2012 City Council Regular
Meeting
B. Approval of 2012-2013Beer and Wine for -
Regional Medical Center located at 520 S. Eagle Rc
Development -• -- for A•• • • • 08-011 by
Nunzio Sgroi Located at 4405 East Ustick Road: Request for
Annexation and Zoning of 2.953 Acres from the R1 to the R -T
•, • District
D. Final Order for Approval: AP 12-001 Request: Appeal for a City
Council Review of the Director's Denial of an Accessory Use
Permit (AUP 12-001) for a Home Occupation by Lee White
Located at 1750 N. Ten Mile Road
E. Final Order for Approval: TEC 12-007 Solitude Place by M2
Land, LLC Located Southeast Corner of N. Meridian Road and
E. McMillan Road Request: Two (2) Year Time Extension on the
Preliminary Plat in Order to Obtain the City Engineer's
Signature on a Final Plat
De Weerd: Item 5, 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.
Rountree: Second.
De Weerd: I have a motion and a second to approve the Consent Agenda. Madam
Clerk, roll call, please.
Roll -Call: Bird, yea; Rountree, yea; Zaremba, yea; Hoaglun, yea.
De Weerd: All ayes. Motion carried.
Meridian City Council Workshop
May 8, 2012
Page 3 of 60
MOTION CARRIED: ALL AYES.
Item 6: Community Items/Presentations
A. Legal Department Report: Role of Meridian Arts Commission
in Installation of Public Art at Crossover Portion of Meridian
Split Corridor Phase II
De Weerd: Okay. Our first report under Community Presentations -- I will turn this to
our legal department.
Nary: Thank you, Madam Mayor, Members of the Council. I was asked to just bring
this item forward for your information, as well as any direction you might have. One of
our arts commissioners is in the audience if there is questions you may have about the
Arts Commission. Commissioner Glasgow is here. But, basically, what's been -- the
MDC has approached the Arts Commission to manage an art project in relation to the
split corridor and, basically, looking -- coordinating the selection of a consultant to look
at putting public art pieces -- the two sections of the cross-over that, basically, one
portion of the cross-over will be on Main Street at -- I had it here. Part of it's on Main
Street and part of it's on Meridian -- Main and Ada. And so there would be two parcels
that M -- or ACHD will retain ownership, but they were -- they felt it was an opportunity
for public art pieces if you so desired. MDC was willing to provide some funding at least
for the consultant, because there is a lot of work to go through that. The Arts
Commission has used consultants before on major art pieces, such as the one that's in
the lobby here, but didn't have the funding in their own budget currently to be able to
fund a consultant or to even manage that project if that was not the Council's desire.
So, what they were looking for was prior to their meeting -- I think it's this Thursday -- if
that's the Council's comfort level that they at least explore that, because initially they
were very apprehensive in taking on this in a very short time frame that they are looking
at, but now that we have sort of scaled it down that we are really only looking at the Arts
Commission as managing the consultant with the funding provided by MDC, the money
can be, then, carried forward in the city's budget if we do this and, then, the other
funding for it was going to come -- for the actual art pieces would probably come from
other sources. There is a couple of areas that Finance was comfortable. We still had
money remaining from the Idaho Power green grant that we received when we finished
City Hall. It had been put into fund balance. Stacy was comfortable in supporting a
budget amendment to move it back out of fund balance and set it aside and carry it
forward for this. There is -- obviously, depending on the type of art project they can
certainly wrap it around the conditions that SWAC may have, so that there may be
SWAC funding that could help fund a portion of the cost of that. So, there is methods to
that, but, really, today all the Arts Commission was looking for was your comfort or
direction that they can work -- can work on this project to at least assist in getting just
the consultant on the board. MDC can, then, help provide some of the funding towards
that and, then, move this forward. They want to try to get this done before the end of
the fiscal year and certainly hiring a consultant can be done in that time period, to, then,
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May 8, 2012
Page 4 of 60
get a call to artists out there within -- before the end of the fiscal year. I think I didn't
forget anything. Commissioner Glasgow gave me the thumbs up. So, I think I covered
it all.
De Weerd: Thank you, Bill. Any questions for Bill at this point?
Zaremba: Madam Mayor?
De Weerd: Mr. Zaremba.
Zaremba: I guess it's not really a question. I'm in favor of this idea. It also brings to
mind that sometime -- possibly years in the past we have talked about signage around
the city identifying where Old Town is and it seems to me this might be an opportunity at
this section of the split corridor to identify that you're entering Old Town if you stay to the
right or -- I just thought I would throw that in for a thought, thinking about some signage
to identify and promote our downtown Old Town area.
De Weerd: Well, we would hope that that could be incorporated into the -- the
description of what we are looking for, because this -- these two are bookends to that
gateway into our downtown -- our Old Town area, so --
Zaremba: Thank you.
De Weerd: I think that's perfect.
Hoaglun: Madam Mayor?
De Weerd: Mr. Hoaglun.
Hoaglun: Just a quick comment, since I attended their Arts Commission meeting when
they were discussing that portion and there were just a lot of questions about when they
receive those funds from Meridian Development Corporation, about how fast they had
to be expended and if -- if they run up against that time frame of going into the next
fiscal year and I think we can -- we can work through that, but -- and how much of that
project they had to have completed before the end of the fiscal year. It looked like that
wasn't going to be possible, but I think we have worked through that enough that -- Bill's
worked with MDC and others to make that workable for them, that they don't have to run
into things and their other question was, okay, we hire this consultant and the city has
no money for any art projects, so why are we doing this. So, I think it comes back to us,
then, when we go through our budget sessions on, okay, what we are going to do.
Talking with the Mayor there has been some areas identified that we might find some
funding to utilize. So, I think with the assurance to the Arts Commission that we will
work on that and, hopefully, we have some stumping fund available that they can kind of
move forward with some sort of confidence that there will be something there down the
road a year or two from now, so --
Meridian City Council Workshop
May 8, 2012
Page 5 of 60
De Weerd: Thank you, Mr. Hoaglun. I think that as Mr. Nary had mentioned, with the
green grant money, that we will want to make a budget amendment and identify it so it
can be tracked, that this is the time to be doing that.
Hoaglun: Madam Mayor, sooner is always better than latter.
De Weerd: Yes. Okay. If there is nothing further from Council, we do need a motion to
go ahead and approve the -- didn't we need action on this?
Nary: Madam Mayor, I don't think we needed action. I think you have given enough
direction that they are comfortable that, basically, they are going to proceed, you're
going to get a contract back once we work through the MDC issues in a contract and
the money, so you will see that again. As long as no one has a rousing objection I think
-- I think they are comfortable I think for the Arts Commission to move forward as is.
De Weerd: Any rousing objections from Council?
Bird: How about a rousing approval.
De Weerd: Okay. That works for me. All right. Thank you.
De Weerd: Item 6-B is our annual update. We would like to welcome our county
assessor -- Ada County Assessor Mr. McQuade. Thank you joining us.
McQuade: Madam Mayor, thank you. It's nice to be here. Last year as I was leaving
the room you told me that you -- you told me to come back with good news this year.
De Weerd: Yes, I did.
McQuade: Well, we will see how that turns out. Before we get to that point, there are a
couple of other things I wanted to cover and I have talked with some of the mayors and
other council members in Ada County and they asked me if I would spend just a minute
going over some of the basics of what we do when it comes to appraisal, because
really felt that they didn't have a good understanding and I want to spend just a couple
of minutes on that. There is a couple of new things this year that I think you will be very
interested in and I want to briefly go over that and, then, I will go into what in the world
has happened to assessed values in Meridian. The property tax is -- first of all, the
question is -- is our assessed value equal to -- to the sales price. What is assessed
value? Assessed value as far as we are concerned is -- is the value that we would
expect to see it sell at as of January 1st. That's really important that January 1st date.
As we move away from that, then, there is a difference between the assessed value and
the sales price. I wanted to talk about this at your level, not as if I'm talking to a property
owner, but you as City Council members who are concerned about your budgets and
your levies. We in our office -- we assess all of the individual properties and that is
Meridian City Council Workshop
May 8, 2012
Page 6 of 60
residential property, personal property, commercial property, real property and there is
also a piece called operating property. You add all of those assessed values up and
that's the total taxable value here in Meridian. While we are putting the finishing
touches on that, you're working on your budget and you will have your budget finished
at about the same time that all of the values come together. You divide your budget by
the total assessed value and that's how you come up with the levy. The levy is
important to -- in fact, I believe it is 26 taxing authorities now are within ten percent of
their maximum levy. Last year we had four taxing authorities that reached their
maximum levy. So, that is really important, the levy piece. As I said, the date of the
value is as of January 1st. Another thing that is not really understood and that is how
do we derive market value in our taxable value. Assessed value. It's -- we have to look
at 20 percent of the properties every year by statute, but what do we do with the other
80 percent of the properties? What we do is we will take all of the sales that occurred in
your area last year, we will adjust those values to January 1st of this year. We come up
with some trend analysis. We will, then, look at our assessed values. Last year,
January 1st of 2011, compare that to the trended sales values and, then, we will look at
that delta between those two values and that's when decide we are going to increase or
we are going to decrease and the last thing I want to say as far as -- on the values is
how close are we to actual sales price or market value. Based upon a study that the
Tax Commission does, they are charged with oversight of the assessment in the state
of Idaho. We are real close to a hundred percent. It's -- we are a hundred and three -
hundredths of a percent. So, that's about as close to perfect as you can possibly get.
Statistically we have to be between 90 and 110 percent. So, at 100 it really doesn't get
better than that. So, just to quickly go over that, we have our assessed value to our
budget determines that levy. The assessed value is as of January 1st and our
assessed value hopefully would equal the sales price if it all occurred on January 1st. I
want to spend just a minute talking to you about what's new this year. I don't know if
you have been handed out that sheet that looks like this yet. There are two things that
we have added. As some taxing authorities were really getting close to their maximum
levy, they were concerned about what the taxable value is going to be. Two pieces
have been missing in the past. They haven't been really relevant as long as there was
a lot of fluctuation with the levy, but that is a value of the exemptions and a piece called
operating property. The value of the exemption -- the commissioners are the ones who
grant the exemptions, not the assessor. We don't know what the value of the
exemptions are going to be. They have to be all approved -- or submitted to the county
commissioners by the fourth Monday of June. There was a problem last year, because
one taxing authority -- the agency appointed exemption did not do it until the fourth
Monday of June. That taxing authority was well down the road of coming up with what
their levy was. It was going to be on a rate. It was within margin. There came in a
billion dollars as exemptions just out of nowhere. So, we are adding it this year. So,
you have got just about 200 million dollars in exemptions from last year. We don't know
what the exemptions are going to be this year, but to be safe you could use that 200
million as a proxy for this and it's not going to be too far off. Another value that's going
to be important when you're working with your -- the total assessed value trying to
capture your levy is called operating property. That's the property that's assessed by
the State Tax Commission as to value the utilities that some companies -- Idaho Power,
Meridian City Council Workshop
May 8, 2012
Page 7 of 60
gas company -- if you will look about halfway down the page you will see operating
property. This last year's value is about 60 million dollars. So, that would be added to
the total taxable value that I give you. And if -- when the people are starting to work
through this if they want help they can certainly call our office and we will guide them
through that. There is an exemption this year that's new. We are just getting started on
it, it's called the site improvement exemption. If there is a subdivision with all of the
infrastructure that's in there, the roads that they put in, the sewer, sidewalks, anything
like that, that could qualify for the exemption this year. We have had 100 applications
filed for about 1,500 parcels. Some of the exemptions we looked at is not -- on the
surface it looked like they were going to qualify for the exemption, but they are not going
to once you look beyond, because it has to be property -- these parcels cannot have
changed hands. They have to be in the original developer. So, let's say if I had
developed some property and I developed that under the Bob Development Company, I
have developed it and I'm now going to market it, I'm going to move it over into my other
LLC called Bob's Marketing, that is considered a transfer and makes it ineligible for the
exemption. Now, this exemption at first -- it depends on where you are in the state.
Some states it's going to be a very minor amount, to us it looks like it's going to be
about 75 percent of the value of an improved lot. So, if there is an improved lot that's
being sold for -- as an asking price 100,000 dollars, they qualify for the exemption, we
are going to take 75,000 dollars off that. That's not in here. We are in the real early
stages. We just started working on that in the first part of -- of mid April. So, that's
something that's new, it's called the sign proving exemption. One other thing to try to be
able to get values to you early in the year we are working with a professor at Boise
State University to come up with a model that helps us predict the values earlier and a
better prediction. Let's quickly just wrap this up by going over some of the values and,
again , I was ordered by the Mayor to come back with good news this year and let's see
if I have fulfilled that. Total market value in Meridian is 6.1 billion dollars. It's up about
six and a half percent. That's before any exemptions have been applied. If you take
that total market value, take out the homeowners exemption value, which is not included
in that 200 million, we have what is a taxable value of about 4.7 billion or just at the
number it's about an eight and a half percent increase this year. This is the first time we
have seen a change in direction. Countywide we are looking at a taxable value
increase of somewhere around five and a half percent. So, you're better than the
county. Homeowners exception is -- where it's 84,000 dollars this year, that's down
from 92,000. Again, that's because of the declining housing market last year. Again,
we went over exemptions of 200 million that were outstanding in operating property
values of about 60 million dollars. Parcel count on residential -- it's just about the same.
You have 31,000 residential parcels and just about 31,000 last year. So, there is no
real change on that. The market value off the taxing value -- the market value on single
family residential is 4.1 billion. That's an increase of about three and a half percent. A
real important number I think -- to me anyway and to a lot of members of the
community, is what's going on with the value of single family residential. We are looking
at about a one percent median increase here in Meridian and countywide we are
looking at about -- it's still early, these numbers are preliminary -- anywhere from a half
a percent decrease to a flat market. Commercial property. We are not finished with
that yet and if you're looking at your commercial property you will see under the
Meridian City Council Workshop
May 8, 2012
Page 8 of 60
commercial property that count is actually down. Personal property is still working on
the appraising levies, but expect that number to exceed a little bit the 2,400 last year,
but total commercial value is 1.8 billion, that's about a 14 percent increase in last year's
1.6 billion. Median decrease on commercial is at one percent off. New construction --
of course, that's important because that has an impact on your budgeting capacity of
three percent. Your last year's levy times the new construction you get to add that to
that three percent increase. Your taxable value -- and this is taxable. It's about 128
million. That's a 37 percent increase over last year. And just to see where we have
come since 2007, 2007 you had a new construction roll of 680 million dollars. So, that's
about 81 percent of that peak in 2007. I'm going to go into the particulars of residential
new construction, commercial new construction, you can look at that. The new change
of status -- what that number is, if there is a new subdivided property that value gets
added to it and that if there is any change of status it's going to commercial or some of
the increase in values, that shows up in that. Your urban renewal is 59 million, just
about what it was last year. Tax burden, again, to me that's an interesting number. The
residential is 50 percent -- 67 percent of the property tax portion of the Meridian City
budget. Commercial is about 43 percent. Put that in perspective of the county, the
county is 60 -- a 60-40 split. To give you an idea of how extreme that can be, I'm
working on a more rural taxing authority right now, they are at -- 81 percent is residential
and 20 percent commercial. So, getting pretty close to it. I just want to wrap things up
by saying that it really -- it looks like we have bottomed out. I and a real estate broker,
completely independent of -- the best we can determine it was March of this year that
reached bottom and things are starting to head up. We have pockets. Just because
things are going up here in Meridian doesn't mean things are going well for the rest of
the county. I have got some areas that are doing quite well, others are still really
struggling. Again, that rural area I was telling you about where 80 percent residential,
they are still looking at a decrease in taxable value, they are still looking at a decrease
in single family residential, so not all coming out of this at the same time, but Meridian is
certainly leading the way. And taxable value is up eight and a half percent. Single
family residential is up one percent. Madam Mayor and Members of Council, I'm going
to end with that, because I bet anything my time is up.
De Weerd: Thank you. Council, any questions?
Bird: I have none.
Rountree: I have none.
Bird: Very good report.
De Weerd: Well, we appreciate you being here and I know you work very closely with
our Finance Department, which is greatly appreciated.
McQuade: We have a really good working relationship with your staff. I wish I could
say that for everyone, but with Meridian we have a great working relationship.
Meridian City Council Workshop
May 8, 2012
Page 9 of 60
De Weerd: Well -- and I will give you that same challenge this year for next year. We
hope you continue to bring back good news for -- for our community. It's nice to see
that as -- that our economy is improving and this is a great indicator.
McQuade: It really is. I think we are on the mend.
De Weerd: Good. Thank you so much.
McQuade: All right. Have a great afternoon.
De Weerd: You, too.
McQuade: Thank you.
De Weerd: Okay. Item 6-C is our neighborhood bicycle and pedestrian planning. I'll
turn this over to Caleb.
Hood: Thank you, Madam Mayor, Members of the Council. ACHD is kicking off a
series of neighborhood bicycle and pedestrian planning efforts and one of the first
neighborhoods I have been working with Justin Lucas on is our downtown area. Justin
is going to come up and give a little bit of an overview of that new program at ACHD
and a little more of the details about this first workshop. I have just mentioned that I
have been working with Justin and some other ACHD staff and we thought it would be a
good time to bring you all in on the loop on what's about to happen with this new
program and ACHD. At the end I have just a couple of things on these innovative bike
treatments that I would like to give you a quick heads up on and see if there is any
feedback on that. But Justin is here today to give you an overview of this new program
at ACHD.
De Weerd: Thank you. Hi, Justin.
Lucas: Hi.
De Weerd: Welcome.
Lucas: Madam Mayor, thank you. Members of the Council. It's always a pleasure to
be here. For the record Justin Lucas. I represent the Ada County Highway District.
Address 3775 Adams Street, Garden City, Idaho. I'm not going to be feeding you lunch
today with my presentation. I borrowed -- I gave this presentation just -- I believe it was
last week to a group of stakeholders. I'm not going to bore you with who is ACHD
either. I think you know who we are, whether you like it or not. I'll start here. As Caleb
said, we have -- we have started a -- kind of a new focus at ACHD when it comes to
pedestrian bicycle planning. We have taken several steps. Many of those steps you're
aware of. One of them was we adopted a complete streets policy. This was back in
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May 8, 2012
Page 10 of 60
2009 as part of our transportation land use integration plan. Some other things we have
done include a pedestrian -bicycle transition plan where we inventoried all of the
sidewalks in the entire county, so we know where we have sidewalks, where we don't,
but we also adopted a bicycle master plan, which took kind of a broad view of bicycle
facilities in the county. Focused on arterials, collectors, and quite -- quite a bit of
recommendations for bicycle routes. So, we have -- we have this broad view I think
pretty well established and as we have looked at the program and the money that we
are spending we thought it would be a good time to try to nail that view down a little bit.
So, we -- we wanted to go out and work kind of at the neighborhood level, so that we
can interact directly with residents. I'm not just talking about the county as a whole, but
talking about their neighborhood, talking about how they get around, where they want to
go and so as part of that, as we have picked this off, we are going to do to
neighborhood plans this year. One of them is on the Boise bench, the area basically
surrounded by the Flying Y and Federal Way. It's an area of kind of concern for us.
There is not a lot of good facilities in that area when it comes to pedestrian and bicycle
uses and so we started there and we are also this year looking at what we are calling
downtown Meridian. There is lots of different ways to define that, but we basically
defined it as you can see on the screen there, it's here -- it's north of the -- of the
freeway east of Linder Road, south of Cherry, and west of Locust Grove and that's
probably broader than how you might define your downtown, but we thought that was
kind of a natural break and who we looked at it. At a point -- one of the reasons we
chose this area for Meridian on consultation with your staff -- you have the split corridor
happening right through the middle, which is kind of the elephant in the room in that -- in
that zone, but along with the split corridor we are going to see I think a major transition
in how people get around in downtown, not only vehicles, but pedestrians and bicycles.
And so we wanted to go out in an effort -- not wait until the split corridor happens and,
then, start the planning effort and, then, figure out what we need to do, but get out in
front, hopefully, and go out this year and talk to the businesses downtown, talk to the
residents downtown and we will show and say, okay, we know the split corridor is
happening, what are some other smaller projects, pedestrian projects, that we can do
beyond what we are already doing to help connectivity in the downtown area. And so
that's really the focus of what we are doing. We have brought a broad group of
stakeholders together, including, you know, Idaho Department of Health and Welfare
and the -- who was at the meeting? I'm trying to think. There was the Idaho Senior
Commission. All kinds of people that are interested in pedestrian -bicycle issues. And
we are excited. It's kind of a coalition that ACHD hasn't really worked with in the past
and we are excited to work with them on this project. As you know we are not doing
these just to plan and put it on the shelf, we spend about four million dollars a year on
pedestrian -bicycle projects at ACHD in coordination with the cities and we are trying to
make sure that those resources are going to the right places and we feel like at this
point, as we have been -- we are about three years into this funding level. Started in
2009 with the passage of vehicle registration fees. I think we have hit a lot of the low
hanging fruit. There is a lot of projects that were obvious and I think what we are seeing
now is there is lot of need that's obvious and we want to make sure that we are putting
the resources in the right place and that's why we think these neighborhood plans will
help us, because we can really nail down and say, okay, in this neighborhood what's the
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May 8, 2012
Page 11 of 60
top project you need? I mean you want everything, but what's your number one
priority? And maybe, hopefully, we can identify those and hit those first and, then, work
our way through the -- through the rest of the projects. This is just some -- some
examples of pedestrian projects that we have completed and we have done a lot of
those in Meridian. I can certainly speak to some of those. But overall the focus of these
efforts is engineering, which is what ACHD is -- kind of our main focus. We are trying to
coordinate with our safe routes to school program at the YMCA. I'm happy to announce
-- and I think you know this -- that the Meridian School District is now coordinating with
the YMCA for a safe routes to school program in the Meridian School District. It used to
be just in Boise, but Caldwell and Meridian are now doing that, which is exciting for your
community. So, we coordinate with education efforts like that. We also -- we try to
encourage bicycling and walking. There is evaluation and planning and enforcement
where we coordinate with your -- with police departments and make sure these things
are working. This is what I'm asking everyone to do as I give these presentations is just
get involved. You know, we are going to be out there in the community. I will show you
the date here on our -- on the last slide. We are going to be in Meridian downtown. We
will be at Meridian elementary on June 7th. We are going to have a public open house.
We are going to be reaching out to the business community. Probably going door to
door inviting the business owners along Meridian Road to participate in this event and
also you will see our standard advertising in the newspaper, we are advertising on the
bus system that stops here in Meridian. We are doing lots of different advertising to
make this a successful event on June 7th here in Meridian and our hope is that out of
this we can identify not only projects, but maybe there is policies or something that the
city and us can coordinate on and partner on to make things better here in the
downtown and that's really our overall goal is to try to increase connectivity as best we
can. I have a meeting set up -- I'm trying to get a meeting set up later this week with
Ashley Ford, who is the -- the -- I think she is a project manager who works for the
Meridian Development Corporation and I'd like to try and get in front of the Meridian
Development Corporation later this month to have the discussion with them, since they
are a major stakeholder in the downtown also, to give a similar presentation. And so
that's where we are. I just wanted to let you know that and let you know that we are
going to be in your downtown on June 7th. We are going to be coordinating with your
staff on this event and we are excited about it and, hopefully, we can get some good
projects out of it. And I certainly stand for any questions.
De Weerd: Thank you. Council, any questions? No questions from Council? Okay.
Thank you for your update.
Hood: So, Madam Mayor and Council, I just want to -- after we are through with this
public involvement process with ACHD and we get some feedback from the public,
there will be a plan and what we would like to do is have joint adoption. ACHD adopt a
neighborhood plan for bicycles and pedestrians, but also the city adopt some similar
plan with some of the same elements, so we are on the same page moving forward and
have an implementation plan for it. So, projects will be scored and ranked and we can
try to tick those off using four million dollars in community programs, dollars that Justin
mentioned there. One of the other things that we are exploring is to kill a couple of birds
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May 8, 2012
Page 12 of 60
with -- with this -- this involvement is to -- while we have the community engaged, talk to
them also about some of the streetscape improvements that they also envision for some
of our roadways there. So, I have been working this Brian. This goes to -- speaks to a
couple of the action items contained in the downtown -- Destination Downtown plan and
neighborhood reinvestment strategies and so we are going to ask a couple of questions
of participants while they are at ACHD and taking surveys about what other type of
streetscape improvements or other improvements would you like to see in these
neighborhoods, particularly the neighborhood preservation districts that are on either
side of Meridian Road. So, I just wanted to let you know how kind of the end of this --
what we envision happening with it at the city level. And, then, also wanted to let you
know that to get a couple of these out on the ground -- and this isn't all inclusive of what
Justin has just described with bicycle and pedestrian facilities, but ACHD is looking to
do a couple of pilot projects just to get some things on the ground so people can start
envisioning some options. A couple of them are innovative. I think everybody is
probably familiar with them, but shared lane markings or sharrows as you can see on
the left-hand side and colored bike lanes, which are on the right-hand screen, where
you just basically color the pavement or concrete to designate that it is a bicycle facility
or a shared facility. They asked us for -- for potential locations and we have responded
with three potential ones that we thought might be good candidates to try. The one is at
the end of the Bud Porter Pathway on Meridian Road where it crosses over and
alignment with James Court and then -- so that it would -- it would be an on -street either
sharrowed or painted bike lane over to the Jackson Drain pathway that's about four
blocks or so further to the east. So, that's one. The other one I think you're all fairly
familiar with. It would be Main Street north of the railroad tracks. We talked about this
-- Tim Curn has talked to you about this several times now -- coming up from Storey
Park going East -- East 3rd to Ada and up Main Street and doing some shared lane
markings there on Main Street and the third one -- what was the third one I had? Those
are two locations. There was a third that I shared with ACHD that I can't remember
what it was off the top of my head. So, those two. If there are any other locations we --
that you would like to see them at least evaluate these to see if there is -- they are good
candidates to see what they look like on the ground, if you just let me know via e-mail or
a phone call or some other means would be appreciated -- or now if you have
something right now.
De Weerd: Council, any -- anything you want to raise at this point? Okay.
Hood: Thank you.
De Weerd: Thank you. And thank you, Justin. I think it's exciting that -- to see publicly
-- and I think that the citizens are noticing the differences that are being made through
their registration increase and -- and that is good.
De Weerd: Okay. There were no items moved from Consent Agenda.
Meridian City Council Workshop
May 8, 2012
Page 13 of 60
Item 8: Action Items
A. Public Hearing Continued from April 24, 2012 4 li
Meridian and Amity by Hawkins Companies Located West Side
of S. Meridian Road, Between W. Amity Road and W. Harris
Street Request: Variance to UDC 11-3H-4 Which Prohibits New
Approaches from Directly Accessing a State Highway to Allow
Three (3) Access Points, TwoRight-In/Right-Out Access
Points at the Eighth Mile and One (1) Rig ht-In/Right-Out/Left-I n
Access
Highway
De Weerd: So, we will move to Action Items under Item 8. Item 8-A is a public hearing
continued from August 24th on VAR 12-001. 1 will turn this over to Bill.
Parsons: Thanks, Madam Mayor, Members of the Council. As Mayor stated, this item
was continued from April 24th. Council laid out a couple of expectations that they
wanted the applicant to come back and bring forth. One of those was a directive to ITD
to bring back some comments to you in a decision for approving the access points. I
believe that should be included in your packet. I believe Mr. Dave Splett did a two-page
summary for you as to their decision on that -- on those access points. And, then,
additionally, Council wanted the applicant to come back with a revised concept plan that
shows one access point to Meridian Road. I did receive this late last week and the
applicant -- the concept plan is before you this afternoon. Right now they are showing --
they did remove the two right -in, right -out access points at the eighth mile marks and
right now what's before you on this concept plan is a right -in, right -out, left -in access, so
basically a three-quarter access point at the quarter mile. Staff has not changed its
position on the access variance. We still are recommending denial. With that I would
stand for any additional questions you may have regarding the application.
De Weerd: Council, any questions for Bill? Okay. Yes. Thank you for joining us this
evening -- or this afternoon.
Huffaker: Yes. Thank you. Glad to be here. Brian Huffaker with Hawkins Companies.
855 Broad Street, Boise, Idaho. We appreciate the opportunity to be here again today
to continue discussing the merits of -- of our request. As Bill has indicated, we did
provide a modified site plan with restricted access as was requested at the conclusion
of -- of our hearing. And in reality -- I mean you don't see a lot of difference and it is a
conceptual plan to begin with, but it doesn't really modify or change the building siting
that much when you close those accesses, but it does significantly impact the customer
circulation and the viability of those businesses. The critical discussion we think today
still revolves around the access that is necessary to achieve a safe, mobile, and
economic model for access. As you're all aware, when we purchased this property we
had evidence of seven unrestricted deeded access points and, you know, maybe we
should have come in with an application that showed seven accesses and let everyone
yell and scream and be upset and, then, be happy that we settled for three accesses.
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May 8, 2012
Page 14 of 60
But I don't think that's the right way to do business and that's not the way that we
approach applications with the city. Yet after still providing that traffic evidence that
supports the request that we have submitted, we still seem to find ourselves in a
position where we are trying to compromise to something in the middle, despite the fact
that -- that ITD has approved the accesses and mitigations as meeting their engineering
and management objectives for management of the state highways, despite the fact
that the traffic study shows that the mitigation and accesses meet the safety criteria for
best management practices through -- or in traffic engineering and that there is an
improvement to the efficiency and mobility of the overall traffic or transportation system
and despite the fact that it is consistent with this Council's decision on other access
approvals on state highways in other locations of the city limits. We are requesting that
what you're asking today be consistent with these conclusions by approving the three
accesses as proposed. There were a number of questions and items raised at the last
hearing that we would like to turn a couple minutes over to Brandon and to Andy to
address and answer some of those things and, then, I will conclude with a -- kind of an
economic analysis of the development.
De Weerd: Thank you, Brian.
Whailon: Madam Mayor and Council, when we --
De Weerd: If you will, please, state your name and address first for the record.
Whailon: Absolutely. My name is Brandon Whailon. Address is 855 Broad Street,
Suite 300, Boise, Idaho. Zip code 83702. Madam Mayor and City Council for the City
of Meridian, when we were here on April 24th we heard a resounding comparison that
we do not want to create another Eagle Road and so there was some -- definitely some
trepidation on moving forward with our request based upon past occurrences on Eagle
Road. So, I wanted to go out and investigate what kind of occurrences might be taking
place out there that we would want to avoid in the future. So, I went out and the first
intersection I saw was where Presidential intersects with Eagle Road. At one point in
time this was a full access, right -in, right -out, left -in, left -out. Subsequently we had
restricted the left out with some placards out there, but in this picture you can see there
is cars in the middle lane. The car that is in the right hand turn lane, he was able to go
around the pork chop and actually make a left-hand turn. There wasn't a median out
there restricting them from that movement, so there was confusion and friction at this
intersection. Further down closer to Chinden I saw access points that were allowed
much closer than the 660 foot standard that would be required today. Here in the same
area I saw a dedicated right-hand decel lane with a pork chop, but because there was
no median out there restricting that left-hand turn cars were actually making left-hand
turns out of this entrance point. And, then also on Eagle Road here I saw a -- it was a
dedicated right-hand turn lane for Franklin. In between where I took this picture and the
intersection there was a right -in, right -out for the Portico commercial development. I
exercised that right in, but noticed the car behind me, he didn't use this lane for a
right -in to the Portico development, nor did he use this lane to make the right-hand turn
on Franklin, he used this lane to zoom as close as we could to the intersection and,
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May 8, 2012
Page 15 of 60
then, dive to the left on one of those through lanes. So, I see there are instances out
there that are creating some conflicts. You know, at first blush it's easy to compare
these systems. By and large both of them are -- both 69 and State Highway 55 are five
lanes of travel. Both of them have two lanes going north, two lanes going south, with an
open middle turn lane. There are very distinct similarities. Speed limits are very similar.
On South Meridian Road just south of Victory it goes to 55. On Eagle Road going north
just before Ustick it goes to 55. So, the speeds are similar. And we have arterial
intersections every half mile. So, there are some very very basic similarities associated
with these two improvements, but we believe that the importance of this application
rests on contrast, on differences between South Meridian Road and what you're finding
currently on Eagle Road. When looking at a map the first thing that pops out to use is
State Highway 69 extends from the freeway to Kuna and terminates. There is no
extension, nor are there any plans of extension at this point in time. Conversely, when
we look at Eagle Road as it extends to the north, it goes from the freeway, crosses the
river, and, then, meets up with 44. At that point in time you have decisions, you can
extend into Eagle, you can go left, go out to Star, Middleton, possibly to Emmett or you
can go to the right and go to Horseshoe Bend. McCall. So, there are many options to
extend your travel. Through -- through trips are associated with Eagle Road, where
through trips are not associated with South Meridian highway. I had stated earlier, you
can pull onto 44 and head out to McCall or Emmett, Star, or you can -- 55 will go to
McCall. And two roads that are present that I think really differentiate Eagle Road from
the others and that is Linder Road and Star both do extend across the river, but they
don't make that important connection to the freeway and so that really funnels a lot of
those people that want to get across the freeway over to Eagle Road. Another thing
that I think is very important to look at is the population for each of the services --
provide service to. 55 is providing service to Meridian, Eagle, and Star and those
communities have a population over 100,000 people today. 69 going south only really
serves Kuna and there is 17,000 people there. So, that's less than a fifth of the
population depending on south Meridian as opposed to Eagle Road. And this is
reflected again in your average daily trips that are found out there. Back in 2000 State
Highway 69 had 11,000 trips, whereas 55 had 31,000. So, it's three times the number
of trips are on Eagle Road as opposed to South Meridian Road. And, then, we can kind
of follow this -- in 2011 State Highway 69 was up to 21,600 trips, which is just about,
again, a third of the trips that are present on Eagle Road. But we think it's kind of
important to look at the trips that have left State Highway 69 and have migrated over to
Ten Mile since that interchange has opened. We have actually lost daily trips on South
Meridian Road and we think that's probably going to continue as more access is
provided to the south, people have options to go any which way they want to go. They
don't have the restrictions that they have going north trying to get across that river. And,
again, differentiating the two, I looked on Ada County's website and they have a list
here of the 12 busiest intersections in Ada County and Eagle Road appears in five of
those. So, it not only talks about the number of trips that are associated with Eagle
Road, but those arterial intersections are also carrying high levels of traffic volume.
Amity, South Meridian Road, the roads associated with our development are not
present on any of these busy intersections within Ada County. So, I think it's important
for us to look is this is project similar or different than what's on Eagle Road. When I
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May 8, 2012
Page 16 of 60
look at Eagle Road and the stretch of road that will service the Center Cal commercial
development, this is a very similar design to what we have proposed for our project.
The state highway -- or ITD, as they approved this plan, they said that this program
would help manage mobility and safety for their state highway systems. So, if the
roadways are similar, we feel that a similar design would be appropriate for our project.
And if there is differences, population, trip counts, and the fact that State Highway 69
will not extend any further, we feel that there is a difference that would allow a basis for
allowance of the access variance request. So, at this point in time Andy Daleiden has
some technical data he would like to share.
Daleiden: Madam Mayor, Members of the Council, Andy Daleiden with Kittelson and
Associates. Address 101 South Capital Boulevard, Suite 301, Boise, Idaho. 83702.
De Weerd: Thank you, Andy.
Daleiden: So, there is a couple elements that were discussed at the last -- at the April
24th Council hearing. One on traffic mobility. A second on safety. I want to address a
couple elements that we have gone back and provided a little additional analysis based
on information that was presented in the traffic impact study to date and that has been,
you know, discussed at the April 24th hearing, but really provides at this stage, you
know, at least some more technical numbers to be able to address the mobility and
safety on State Highway 69 with the proposed plan. We performed a travel time
analysis for the section between Victory Road and Lake Hazel Road. So, looking at the
two mile segment there. In terms of elements that are out there today, we have got a
traffic signal at Victory Road and at Amity Road. There is also as part of a proposed
development plan improvements with the project, a future signal at Harris Street. So, in
this -- in this analysis what you're seeing here is information -- the blue represents the
2008 condition, really, as Brandon pointed out, the traffic volumes have gone down on
State Highway 69, so this is -- you know, may or -- may be a little bit higher than what's
out there currently. The -- the red bar on the chart represents the 2013 traffic condition.
This is all without the development of the site. And so what we are looking at is trying to
identify what travel time it is -- travel time it takes to go from Victory Road to Lake Hazel
under the 2008 conditions and, as you can see, roughly just a little bit below three
minutes in terms of travel time. So, on a 55 mile per hour facility what you're looking at
-- the two elements that come out that add delay to that travel time and that's going to
be the two signals -- the signal at Lake Hazel and the signal -- or signal at Amity and the
signal at Victory and those two intersections add additional delay, so you get a little
more longer than what you might like of -- you know, if you were traveling at 55 miles
per hour for two miles, you know, you might think that would just take two minutes, but
add a little bit of delay to the -- with those two signals and that puts you up closer to
about three minutes. As you look into the future with our site and adding regional
growth to the area, the question is, you know, what happens to the travel time in the
future. Why would that increase? On this corridor specifically it's due to your regional
growth. So, growth to developments that may have been approved in the area, as well
as that -- the increase on traffic volumes on State Highway 69, the increase in volumes
on east to west that add delay at the traffic signals. And so that gets you to about three
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May 8, 2012
Page 17 of 60
and a half minutes in terms of travel time on State Highway 69 in that section and the
other element is that there is no roadway improvements, you know, part of that future
plan. Looking -- when we look into the future with the proposed development plan,
constructing the site, with two more bar charts that come on, one is in green, which
shows the no access is on State Highway 69, you have the development in place, but
there is no access on State Highway 69. Under this situation what happens is you have
got an increase of volume for the development site, so under our peak hour condition
this development site generally is about 1,300 trips during the p.m. peak hour. The --
that increases the traffic volumes on -- on State Highway 69 and at the intersections of
Harris Street and Amity Road, because there is no access on State Highway 69. Two,
there is a traffic signal at Harris. That traffic signal at Harris -- that traffic signal at Harris
is adding additional delay and probably more is the driving component of adding delay
on State Highway 69 and so you get to about 4.13, 4.1 minutes of travel time for this
segment. Now, the question is -- if you look over to -- at the purple, you know, this was
-- we have talked about this and, then, presented information at the last public hearing
about the mobility improving when you add access to State Highway 69 and the
component here that's -- the component here that's -- that's driving the reduction in
travel time with the proposed development plan, is that you have less traffic on Harris
and --
Rountree: Go ahead.
De Weerd: I didn't know that the timer was on. It's behind my monitor, so -- go ahead
and continue.
Daleiden: Thank you. The -- the element of -- there is less traffic on Harris Street and
there is less traffic on Amity because there is -- we are providing access to State
Highway 69. The right -in, right -out helps distribute traffic onto State Highway 69. The
right -in, right -out, left -in helps distribute traffic from Amity and be able to use that left -in
at the access. What happens is because of that we are able to allocate, essentially,
more green time for State Highway 69, because you don't have as much friction going
east -west in terms of not having access -- from not having access on State Highway 69.
And so in that it essentially -- you know, what you can say is there is a -- there is a
benefit from providing that access on State Highway 69. Is it significant? No. But there
is a benefit where at least you're meeting or providing some level of benefit with access
on State Highway 69 to the mobility of the corridor. A second analysis that we looked at
was looking at the -- essentially addressing the safety concern that was raised. We
went through our crash frequency analysis and using a reference document called The
Highway Safety Manual and this is a -- a new -- a recently published document from
AASHTO that basically takes all the information that's available associated with safety
research that's been done on different types of roadways, intersections, those without
access, those with access, and puts it into a manual that allows traffic engineers,
planners, to quantitatively perform a safety analysis. So, we can testify the different
improvements -- different types of treatments on a roadway and accesses to see if there
is a benefit to the safety of the facility. I bring this slide up -- which just identifies -- just
highlight just the element of -- you know, typically when we refer to -- when you hear the
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May 8, 2012
Page 18 of 60
word access is -- a lot of times that's relevant to a full access scenario and in a full
access there is -- on this type of roadway facility, five lanes, you have 11 conflict points.
The proposal of having the three access points -- two of which are right -in, right -outs,
reduces that conflict to two and one of those, which is circled on the right there, that's
actually mitigated fairly well when you're providing a right turn deceleration lane. So,
the ability -- so folks can utilize that right turn deceleration and slow down and reduce
the conflict that's at that point. In terms of the analysis, again, I'm going to start looking
at that -- or 2008 condition and, then 2013. This is looking at the site frontage specific.
We broke it down in this segment to really show what's happening between Harris and
Amity. The -- the blue represents the existing -- and, really, what we are looking at --
we are not looking at the number of crashes. This isn't specifically calibrated to local
data and, therefore, we are not looking at the number of crashes, but we are looking at
the relative -- relative change in percentage from a baseline condition as -- as we either
increase traffic in the future by 2013, or go into what happens with the site development.
In this case the red chart represents the 2013 condition. We see about -- approximately
a 28 percent increase in the crash frequency on this segment of roadway. The reason
this is happening is, again, it. relates to the -- where it talks about the mobility and an
increase in travel time, it's the addition of traffic volumes. There is pretty extensive
regional growth in this area, an increase in the traffic volumes on State Highway 69,
along with Amity and Harris Street and without any roadway improvements at those
locations, increases that crash frequency in the 2023 condition. When we move ahead
and we look at it with site conditions, we now have the two scenarios, the one is green
representing no access on State Highway 69 and the purple representing with three
accesses on State Highway 69. The green here -- what's happening is we have added
-- we have had an increase in traffic volumes from the site and we have a new traffic
signal at Harris Street. Anytime you go from an unsignalized intersection to a signalized
intersection the crash frequency at that location is going to increase. Typically the main
thing is that with a traffic signal you have the increase in rear -end crashes that occurs
with it and, then, potential for other turning movement crashes or -- that would occur at
that intersection, but you do see that increase typically with rear end. That's adding to --
there could be increase in crash frequency, along with an increase in traffic volumes.
When we go to the three accesses on site, this is -- the improvement or the reduction in
crash frequency where it becomes more similar to the 2013 baseline condition is driven
because of three elements. One is that you have a median improvement. The median
improvement on that segment, a raised median, has a significant benefit to the crash --
to reducing the crash frequency on any highway. The raised median there, essentially,
ranges between a 40 percent reduction to 50 percent reduction in crashes for that type
of facility. The access restrictions, because of the median we are now restricting those
accesses. They are not considered full access. They are considered right -in, right -outs
and one is considered a right -in, right -out, left -in. Those restrictions reduce significantly
the crash frequency on that -- that segment. And, then, lastly, there is the intersection
improvements, adding turn lanes at Amity Road, having those enhancements improve
the intersections. So, an intersection that may have -- at that location where you have
a significant heavy southbound right turn going onto Amity Road from State Highway
69, providing that turn lane benefit improves the operation, but it also provides a safety
benefit at that location. And I'm going to turn it over to Brian Huffaker and, then, I will
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May 8, 2012
Page 19 of 60
stand for any questions as well.
De Weerd: Okay. Brian, if you can keep it short. This is typically not a meeting that we
have public hearings on and I know you are up against the wall because of an
upcoming conference or convention, but we do have a full agenda as well.
Huffaker: I understand and I apologize that we took longer than we had anticipated. I
can wrap up in 30 seconds. This screen is just to show some of those economic
benefits of the development, comparing the assessed value today, the zero dollars in
taxable sales that are occurring at the property today and what may happen under a
simple comparison to other properties in Meridian, other like properties, with the
increase assessed property value and sales tax that will be generated from the
property. So, we can certainly talk about questions of that if you like. In just concluding,
you know, I know that you're in a tough spot, because you have staff that is
recommending a denial of this, so you have got to find a reason to go against that --
those staff wishes or desires. But we believe that if you are looking for a reason to
approve our request that you have ITD's approval, which to my knowledge you have
always consistently supported in the past. You have the traffic study that addresses the
safety and efficiency and mobility and that you also have your previous actions in which
you have approved a similar access and mitigation measures on state highways. If
you're looking for a reason to deny our request I guess in our opinion you're -- you will
have to choose to be inconsistent with the evidence that's provided before you. Thank
you for allowing us a little extra time. We will take questions or whatever you would like
to do.
De Weerd: Thank you, Brian. Council, do you have any questions at this point? I do
have one other person that has signed up. Okay.
Hoaglun: I did have one --
De Weerd: Mr. Hoaglun.
Hoaglun: Bill, would it be possible to bring up their modified site plan that they had
showing the one access? I just want to make sure I understood something on the
changes that you made, Brian. As you're coming up the -- as you look at it from the top
of the screen headed down, you just have the one -- one right -in, right -out, left -in and
originally had there -- at about the eighth mile that street extended out, too, and is
completely gone, then, is that right? And --
Huffaker: Yes.
Hoaglun: -- it's all internal streets now?
Huffaker: It would be an internal driveway, parking, landscaping -- it would be
something else, yes.
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Hoaglun: Okay. And just to make sure my memory serves correct, that portion to the
north, is -- that is office development and, then, to the south is -- was the commercial
retail?
Huffaker: I believe that was correct. That little corner piece was kind of an office retail
component. L -O. Limited office.
Hoaglun: Okay. I just wanted to make sure I had that down. Okay. Thank you, Brian.
Huffaker: Thank you.
De Weerd: Okay. And, Brian, I guess I just wanted to clarify one point where your
statement was. As staff is recommending against this and our denial, they follow our
ordinance. City Council is the only one that can grant that variance. So, we don't know
what they believe, they are just stating to our -- the city ordinance that they have to
follow, that is their recommendation.
Huffaker: Sure. Understood. And we have always known that they really can't do
anything else but to support that policy and take it per your decision.
De Weerd: Okay. Thank you.
Huffaker: Thank you.
De Weerd: I did have one other person that signed up. Vic Lanlaw or -- Vicki? I don't
know which. Signed up in support of this. Thank you. Any other member of the public
who wishes to comment on this application? Council -- and I know that I wasn't here for
the closing of the discussion, but were we waiting for a response from ITD? Dave, did
we ask for information from you?
Rountree: We got it.
Bird: We got the letter.
Rountree: It's in the --
De Weerd: Oh, we got it. Thank you. Sir, did you have a comment? Please come
forward. No, you can't tell me from there. We need everything on the record. So, if you
would, please, tell us your name and address.
Taylor: All right. My name is Paul Taylor and I live at 5585 South Meridian Road.
De Weerd: Thank you, Paul.
Taylor: And my property is right behind the radio towers and myself and a couple of my
neighbors -- one of my neighbors wanted to be here, but he's -- he's in the process of
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planning and couldn't get away. So, at any rate, we support what they are doing and we
are here just to kind of keep an eye on what things -- what's going on and see what's
happening here. But at this point we support what they are doing.
De Weerd: Thank you so much for coming out. Okay. Council, at this point any
information needed?
Zaremba: Madam Mayor?
De Weerd: Mr. Zaremba.
Zaremba: I would comment that I very much support this project and my recollection is
on the whole we have already approved the project I think. The question is how many
accesses are there going to be to it and not whether the project is welcome or not. In
discussing that I appreciate this new concept plan and I will comment -- the comment
was made that in order to decide differently than we had decided on some previous
projects we would have to be contravening our previous decisions and that's not
actually true. What we would be doing -- a number of the projects that have been
referenced are much older projects from which we have actually learned some things
and it's our learning experience that would give us a different answer this time than we
might have had previously. I would like to ask -- we do have one operating example
that I can think of of a right -in, right -out, left -in and that's over on Franklin at the Portico
project and I would like to ask both our police department and possibly our fire
department how is that working? Is that -- are we -- are we having a good experience
with that or a bad experience with the left -in that's on Franklin near Portico?
Niemeyer: Madam Mayor, Members of the Council, Councilman Zaremba, off the top of
my head, without the data in front of me and the database to dive into, I do know of one
accident that happened there that was fairly significant. You know, the difference that I
see is that you're talking about a state highway versus Franklin Road. The speeds are
different and so, obviously, impacts are different when you have higher speeds. We
have stated our concerns about the cross -traffic access, but, certainly, that's -- that's for
you to consider as you look at the whole picture. So, without the data in front of me I
can't give you a whole lot of great examples. I'd have to look back through the
database to look at calls.
Zaremba: Okay. Thank you.
De Weerd: Chief.
Lavey: Madam Mayor, Councilman Zaremba, I am going to have to give you a similar
answer without having that question and looking at our stats I really can't answer that. I
can just point out to you that the speed limits are 20 miles an hour less, so -- so any
crashed we did have would be a lot less than state highway crashes.
Zaremba: Thank you. I would also make another observation and I guess the
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observation is the statistics that we have been presented today looks way out into the
future of next year. That to me is not a long enough time frame. 2013 doesn't help me.
It does reconfirm the opinion that I gave last time that this section of state highway is
about ten to 12 years behind what Eagle Road was, so, yeah, we are looking at similar
development to what was along Eagle Road in the year 2000. And the future is not next
year, the future is full build out of Kuna and all the area around it and everything that's
going to happen south of this area. Add to that I happened to go to a meeting that was
south of this area sometime last week and realized I was driving by it. There is another
difference between Eagle Road and that is that Eagle Road is fairly flat and your site
distances are a couple miles at a time if you want to. This area -- this -- the terrain in
this area of South Meridian Road is not level and just kind of guessing as I was coming
back from my meeting going north on Meridian Road, about where the single access --
the right -in, right -out and proposed left -in is shown on this concept plan, there is an
elevation drop off from that point going north where I'm not sure that there would be a
good sight line for southbound Meridian traffic to see anybody that was trying to make
that left in. Engineers would have to take a better look at it than my opinion, but I have
done a lot of driving and that doesn't look safe to me. So, I -- I appreciate this concept
plan, I'm disappointed that we are not discussing what the traffic's going to be 30, 40
years from now, because this project will still be there then and I would say that I feel I
still could support what I felt I could support at the end of the last meeting on this and
that is on this quarter mile a right -in, right -out, but not the left -in and not the other two
accesses. I guess that's my conclusion. It's not a question.
De Weerd: Okay.
Hoaglun: Madam Mayor?
De Weerd: Mr. Hoaglun.
Hoaglun: Just -- as I was grappling with this and looking at Eagle Road and trying to
see what works and what doesn't work and -- I kept going back to -- and I will have a
question for the fire department when I reach my conclusion on this, too. At Eagle and
Ustick where Lowe's is and Kohl's and those businesses along there, there are two
access points. As you're headed north you can turn -- there is a right -in, right -out and
by Kneaders just past there and, then, there is a full -- full access a little beyond that,
which is kind of interesting, because that's across from -- down -- I think it's by
Cheerleaders, down in that area and that full access -- it gets a little dicey, but that right -
in, right -out doesn't -- it seems to work for the people, you come in from Ustick, you
make a left turn, you want to get in there, it's actually easier doing that than it is going to
Ustick and trying to make a left turn against two lanes of traffic, because you're going
with the light. So, in my mind I'm thinking, well, if that works, you know, why couldn't it
work for -- for this project where you just have a left -in only and not a full access in the
middle. The bulk of the population is going to be coming from the north headed south,
at least in the near future, just because Meridian -- where we are now and where Kuna
is and we know south Meridian there is -- and that Kuna -- we know there is a lot of
estate planning -- or estate type subdivisions and that's what they want to be -- now,
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whether or not they remain that way depends on developers and how much money gets
shown to them and what gets built. But my thinking was, well, you could still come up
from the north, turn right where that -- right after the office -- L -O zoning was where they
had the road popping out there, we had the big empty space and, then, you could do
another right turn at the middle where the right -in, right -out and left -in was. But, Chief
Niemeyer, here is my question. I know for fire trucks that that island poses a problem if
they ran the island all the way down for that right -in, right -out and it's a matter of -- I
have been in a police car and they can get over it, because we have done it in front of
St. Luke's, but for fire trucks it's a whole different deal and that -- that is -- I assume
that's still your concern, even if there is just one -- one access right -in, right -out at that
point.
Niemeyer: Madam Mayor, Councilman Hoaglun, that is one of our concerns. Certainly
we run into that in front of St. Luke's when we have traffic backed up and we have to
ride that island. As I said at the prior hearing, I have traveled this road running -- to an
emergency running code -- we'd love to live in a world where people pulled to the right
and stopped and that's not the world we live in. They stop in the middle, they turn to the
left, they do all kinds of crazy things. That middle lane currently on Meridian Road
allows us a place to move in case somebody does stop. When you have a median,
especially one that appears to be this long, now we are forced to go into oncoming
traffic if those two lanes going southbound are bogged down and that's a scary thing
when you're driving 55 miles an hour, 60 miles an hour is to go into oncoming traffic.
Driving on top of the median for that distance is not a great option for us and it's not a
great option for the median as well. Our trucks weigh quite a bit. So, that is a concern
that we have with medians when you get into these state highway systems like that.
Again, it's a check and balance. There is balance points for you as a council, I
understand that.
Hoaglun: Thank you, chief. And that -- and that kept going through my mind trying to
figure out is there a way to make that -- that island for the right -in, right -out beefy
enough, because there is some on Eagle Road, people just ignore that and they whip
around as -- as the picture you showed earlier allowed, can we make it beefy enough, if
you will, where it is truly a right -in, right -out at that point and allowing two accesses for --
for this site and still allowing traffic to flow. In my mind it seemed like, well, it still works
at those locations and if you're coming back the other direction in front of Kohl's that's
also a -- you have the full access and, then, the right -in, right -out a little farther down by
Fuddruckers, I believe. So, just -- just my thoughts on that trying to match up and
looking at similar things and taking -- extrapolating what the traffic is on Eagle Road and
going some day it's going to be at that point there -- is that still workable, as opposed to
three. But that's just my thinking on it.
De Weerd: Anything else from Council? Would the applicant like to make concluding
remarks? I won't give you a hard time. I will time you, though.
Huffaker: A brief concluding remark. Again, Brian Huffaker with Hawkins Companies.
Any developing is going to have some kind of impact, whether it's esthetics or traffic or
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May 8, 2012
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what have you. The effort and the balance in city planning is to instigate those
mitigations that minimize those impacts across the board as best as you can, realizing
and balancing with the benefits that come along with that project. Obviously, where we
are hearing different evidences or opinions on -- on either side and -- and your job, then,
is to balance that. I do still believe -- and, Mr. Zaremba, just beg to differ as far as the
experience with other decisions that have been made. You certainly have made and
taken action on more recent properties under the existing transportation management
policy today as it has varied from that policy similar to what -- exactly what we are
asking for today. So, we believe that we have provided the evidence to show that it
works. Does it solve every problem? No. Does it create potential other problems, such
as the fire? Possibly. I really have a hard time seeing this stretch of Highway 69 being
the same as the stretch of Eagle Road leading to Franklin and the traffic and -- the
traffic jam we have in three lanes backing up from Franklin and where the fire truck has
to go outside the medians. I just don't see that happening and we would hope that you
would use your best judgment as to the benefits of those -- of the prospects with the
mitigations that are provided and the evidence of the traffic study and ITD support to
support the three accesses that we have requested. So, thank you very much for your
time today. I appreciate it.
De Weerd: So, Brian, I -- just to clarify. You prefer the site plan that you had at our last
meeting, but you modified it per the discussion with Council at the last meeting as well.
Huffaker: Yes. Madam Mayor, Council, we had agreed at the last meeting that we
would present a modified site plan to look at and we wanted to keep our word to do that,
even though in our opinion that's not even a viable solution for us. We are still
requesting the three accesses as have been approved by ITD.
De Weerd: Okay.
Huffaker: Thank you.
De Weerd: Thank you. Any final questions from Council?
Rountree: I have none.
Bird: I have none, Mayor.
De Weerd: Thank you.
Huffaker: Thank you.
De Weerd: Okay. Council, if there is nothing further, I would entertain a motion to
close.
Rountree: Madam Mayor?
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De Weerd: Mr. Rountree,
Rountree: I move that we close the public hearing on Item 8-A.
Zaremba: Second.
De Weerd: I have a motion and a second. All those in favor say aye. All ayes.
MOTION CARRIED: ALL AYES.
Rountree: Madam Mayor?
De Weerd: Mr. Rountree.
Rountree: I think the word balance was used this afternoon and it was used the other
evening and though I might have been perceived as contrarian on this particular item,
my desire was to get it fully discussed and I think at the end of the presentation today I
had I believe the answers -- the best answers we are going to get that we will ever have
based on the assumptions made and our inability to have a crystal ball that will tell us
what will happen tomorrow. Dave, I appreciate the letter you sent. It doesn't have a lot
of meat in it, but it has a very -- it has a very significant statement to me and it's a
statement that was lacking previously. And the statement reads: The proposed site
plan is accepted by the department. That would be the Idaho Transportation
Department. Complied with our stated goals of insuring safety, mobility, and economic
opportunity. You emphasized the latter of those three in your previous discussion and
information to the city, but the two that proceed economic opportunity are the two that
were important to me coming from the Idaho Transportation Department. We have in
the past perceived them as the experts of what's going on on their facilities. Their
responsibility is to maintain mobility and safety and they stated that it appears that the
proposal that's been presented would do that. I was looking for that and I have that
now. Brian is right that in the past when we have seen that kind of a comment and that
kind of information from ITD we have varied from our ordinance and I don't have a
crystal ball any better than they do. All I can do is work on the balancing of the facts
that have been presented and the facts from an engineering and a safety standpoint tell
me that there is a slight decrease in mobility and efficiency with development on the
corridor. Can you imagine that? That's going to happen. The best state for mobility
and safety is that nothing occurs on State Highway 69. The reality is is there are going
to be developments out there. The balance is how to best do that. We also heard that
what's being proposed is not cast in concrete at this point and that the transportation
department and others on concert can request changes if this proposal were to go
forward to remedy safety issues that might come to bear. So, with the information
provided today, the information provided by the transportation department, I'm more
comfortable with the presentation -- the request for the three accesses points, even
though it's -- it's -- it's a hard balance for me. I do appreciate the compare and contrast
you did with Eagle Road and Eagle Road is different. These access points are different
than what was done on Eagle Road and, in fact, Eagle Road would mirror what's being
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proposed here by the end of the summer when they do the median work. So, again, I --
though it may have appeared that I was against it this last time we heard it, what I was
against is I didn't have enough information for me to balance and I think I do at this
point.
Bird: Madam Mayor?
De Weerd: Mr. Bird.
Bird: Echo Councilman Rountree's words. I -- we have approved these on state
highways. Eagle is a good one. And the letter from Dave verified for me what the --
what the transportation experts allow and I -- I have no problems with three accesses,
doing it like their first original deal.
Zaremba: Madam Mayor?
De Weerd: Mr. Zaremba.
Zaremba: I would comment again that even with the transportation department, they
tend to look at the growth in traffic based on developments that have been approved
already, not based on full build out or even near full build out and a number of the
places where they have in the past said that something similar to this would be safe and
doable, that's turned out not to be true in the long run as growth has continued and I --
understand the desire for -- to have accesses there. I'm still comfortable with adding a
single right -in, right -out, but I think we would be making a mistake to have all three
accesses along there.
De Weerd: Mr. Hoaglun?
Hoaglun: Madam Mayor. As I was commenting earlier, when laying out -- looking for
that additional right -in, right -out when I thought we were considering just a single point,
my reasoning is consistency and we want to be consistent with our actions and what we
are doing, try to be -- and looking -- taking the information together and the three points
is consistent with what's being done with -- with the Center Cal project and -- on Eagle
Road and -- and I do see things on this highway being a little different, although down
the road, you know, Councilman Zaremba is right to be looking ahead that 30 year time
frame when we are not here and things will change and there will be issues that we --
future councils and developers will have to deal with, but I like the fact that we are being
consistent, that we did get some information from ITD and thank Councilman Rountree
for pushing for that and, to be honest, I didn't think we were going to get that, so -- but I
appreciate that. And this is certainly something that we can always see, as ITD said in
their letter, if we make recommendations to them I'm sure they would listen to us, but
they would also be willing to see how it goes down the road and take action if necessary
and, hopefully, that action won't be -- won't be needed, but things will flow as planned.
So, I have no problems with -- with going with the three accesses and being consistent.
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May 8, 2012
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Bird: Madam Mayor?
De Weerd: Mr. Bird.
Bird: If we have no more comment, I will makes a motion that we approve --
Rountree: Madam Mayor. I do have a comment and I think I know where we are going,
but if we do move forward with this, it is a development agreement modification.
Probably a question for one of the community development folks over there with the
development agreement in hand -- for safety reasons I would -- I'm suggesting that
these improvements be in place before major construction effort goes on out there, so
we don't have construction vehicles, construction activities, conflicting with the regular
traffic, because when you have got heavy trucks moving in and out and on gravel and
high speed traffic and a light that's being installed and all that sort of thing, it's -- it's a
time when safety is not well taken care of, let's put it that way, and I think the traveling
public that are going to use that corridor would appreciate to see that work done and,
then, utilized by construction as the construction activity took place. So, is that
identified in the development agreement, the timing of the construction?
Parsons: Madam Mayor, Members of the Council, Councilman Rountree, at this time it
is not.
Rountree: Okay. I would suggest, Keith, if you are going to make that motion to include
that.
Bird: Madam Mayor?
De Weerd: Mr. Bird.
Bird: I would move that we approve the variance to UDC 11-31-1-4 and that no
construction on site or occupancy will be allowed until the three exits are in and working
-- are finished.
Rountree: And a signal.
Bird: And a signal in at Harris.
Rountree: Second.
De Weerd: Okay. I have motion and a second. Seeing no further discussion, Madam
Clerk,
Roll Call: Bird, yea; Rountree, yea; Zaremba, nay; Hoaglun, yea.
De Weerd: Okay. Three ayes. Motion passes. Thank you.
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May 8, 2012
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MOTION CARRIED: THREE AYES. ONE NAY.
Item 9: Department Reports
A. Community Development: Strategic Plan Update
De Weerd: Under Item 9, Department Reports, we have our Community Development
Department strategic plan update.
Chatterton: Madam Mayor, Council Members, happy to be before you to present the
first strategic plan update for the brand new Community Development Department. This
is not going to be an exercise in going over every last bit of detail about the new
department or about the functions that make up the department. Frankly, at this point
you all have a better handle on some of those details than I do. So, what this has been
-- it has been a great learning curve for me, a great learning experience, and it's fun to
be doing this update right at a time when we have a new department and we could be
moving forward with you all with a vision. So, scratch me and it depends on where you
scratch me, but my knowledge may not go that deep. I do have some fine staff
members who are here to help as well, though . So, forbearance. A couple things that
I'd like to cover. Why have a Community Development Department at all. Let's talk
about some of the rationale behind that and what we can do with it, most of all I think
what you all, as decision makers, want and need have happen. I'm going to talk a little
bit about market conditions. Things are looking up. And, then, some of the projects and
initiatives the department has underway, how we are looking at ways to integrate the
development services and planning side of things. We are going to talk a little about
some customer focus projects as a whole category of projects. Some of the special
district plans that we have done recently and soon will be underway. Some of the code
amendments that we have done recently and will be underway soon as well. And
transportation projects and some ideas about integrating the department is better with
the economic development program. And, finally, we will talk a little bit about the CDBG
program and your direction. But directions, questions -- I don't want this to be a boring
slide show, so, please, do interrupt me, I think it will be more interesting than hearing
me drone on. Why? Am I trying to justify our existence? Yes. I think the original idea
behind taking development services functions within Public Works and the Planning
Department and combining them was that for the first time the Mayor has complete
command and control over that permitting system. Now, this is important. Folks were
doing great things in -- within Public Works. We were getting great support there. The
Planning Department was doing great things. But without an integrated approach you
leave something on the table. So, now to have -- to have that ability to see the entire
scope of what we do with permitting and closely related to that the vision for the
community that's in the Comprehensive Plan and some of the special planning projects,
the Meridian Way, being able to bring all that together is very important. I'm also seeing
in my discussions with the Mayor as the new department really is an extension of
economic development. If we didn't have economic development growth there would be
no need, really, for a department, except to answer a few questions and, you know, help
someone pull the occasional odd permit. It's well known that every community within
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May 8, 2012
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Idaho, every local government does not have cash to throw out as economic incentive.
So, what we do is we default, then, to what I would call process incentives, offering a
helping hand to a company that wants to relocate, to expand, to even just stay within
the community. Make it easier. Make it faster. So, that's really what we are all about.
So, what I want to talk about as being an arm of economic development. It has to do
with building on that good reputation that -- that we already have with our customer
group and getting better. You need codes to prevent bad things from happening and
promote good things and in insuring that we have got a quality built environment, safe
and harmonious built environment. That's important. You need to -- having the
standards of a certain level of quality helps to insure the long term economic
sustainability of the community. But if you go too far down that direction I think we all
know that things begin to get shut down, we begin to price ourselves out of -- out of
making development too costly and making it too hard to do. So, we also at the same
time we want to keep the standards at a reasonable level for our community and insure
that long term quality. We also want to remove the barriers to the types of development
that we have in Meridian. So, we need to constantly be asking ourselves what do we
want in Meridian, are we creating barriers to it, or are we promoting it. You all as
decision makers and elected officials, you listen to the community, we do as well, but
filtered through you in particular you define for us what success looks like. The biggest
perhaps single role of the Community Development Department, with the rest of the
Mayor's team, is if you define what that success looks like, give us those preferred
outcomes, we can help you realize those through some of the plans and the
implementation and we will be talking about many of those things as I move through
this. Well, things are looking up. I mean the idea that permitting levels have increased
think is pretty much everywhere within the media -- I think particularly the business
media. All these numbers I will be showing you here are the fiscal year to date. We
had 129 certificates of building compliance, 13 conditional use permits, a number of
plats, including 538 residential and 121 nonresidential lots and 13 final plats. And just
to highlight a few of these -- I don't want to go through them all. Obviously, there are
the -- the two Walmarts. There is Spurwing driving range. Willow Creek Elementary
School. The Scentsy campus in terms of bringing more jobs for a light industrial
manufacturing use has really garnered a lot of attention. Multi -family is very hot right
now everywhere within the Treasure Valley and we are no exception. Meridian Town
Center, you know, bringing in uses and anchors there that we haven't seen in Idaho
before. It's very exciting.
De Weerd: Remember, we want to call it Meridian Town Square.
Chatterton: I'm going to have to edit this slide right now. Got it. Had some fairly large
multi -family projects as well. And, obviously, Center Cal is a very important, very
exciting development. But we -- we can take the number for building permits and
analyze those every which way, but this slide to me is very telling. I think when we talk
about revenues from permitting you all want to know, well, what was returned to the
General Fund. What was -- for CIP. And, then, back in 06-07 we were -- we were
anywhere between two million dollars to three million dollars is a year being returned to
the General Fund. 08-10 dropped off to zero. And in '11 we are returning 600,000. So,
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obviously, things are improving, with a whopping total of 8.8 million dollars sent back to
the General Fund at least since '03. So, that single graphic shows that we are getting
busier. That will create its own set of challenges, but we feel prepared to meet those
challenges. Talking about integrating departments. This is a really important thing that
all of you decided to do in creating this new department. It's not enough to simply co -
locate folks, though. In Boise I -- when I came on the scene for over ten years you had
had the building and planning functions co -located and the silos just as strong right next
to each other with people sitting right next to each other that had very little notion of
what that other person did, you know, planning versus building, building versus
planning, and they might have known the person's name, but they didn't know much
more than that. What we have here was so much further down the road here, because
primarily the attitude of the staff. The staff get it. They had great leadership in the
interim from Rich Dees, from Pete Friedman, from Bruce Freckleton and the other
managers, but more than anything they have a can do attitude. There is this willingness
to approach things, which, frankly, has been lacking in other -- in other places. You
can't teach that, but you can -- you can lead towards it, but this is a much easier
proposition here. But there has always been a lot of -- even with Planning and Building
and Development Services, who are completely separate within the building and
organization chart, there was a lot of informal teaming going on, people trying to solve
problems. Now, of course, with a single department we can -- we can go much further.
What we need to do now is to document everything we are doing. We have flow charts
for some of it, not for all of it. Look for efficiencies as we do this. We need to talk to our
customers. Why would we try to streamline services at all unless we understand what
their needs are. So, one of the things they will be doing is pulling together a focus
group of our customers, various types of customers, to ask a lot of these questions.
One of the things we are creating in the process of creating is something I call the staff
action team and those are front line folks from both the Building side of things and
Planning and we will be asking that team, as the folks that actually -- they actually do
the review work, to look for those deficiencies, to roll off pilot projects, and work with
customer groups very closely. This approach has worked really well in other places and
I think we are going to head down that road here as well. And, then, as these good
ideas emerge, as our customers tell us what success looks like, we will be designing
pilot programs to further streamline that permitting, so that we are meeting those
preferred outcomes that they are describing to us. So, I mention customer focus
groups. That is very important. Again, why is it -- what is it we are trying to do, unless
it's to meet the needs of our customers. We already have a customer satisfaction
survey. We will be doing a lot more of that and we will be asking customers at the time
applications are made and, then, also at various points, perhaps once a year, perhaps
once every two years, to gauge the level of satisfaction with our services. We have, of
course, Accella automation. I was very happy to see that the city had purchased that
and is implementing it. Many of the streamlining approaches that we are taking
between these divisions and other parts of the city as well of the departments, Accella is
a great tool for helping us with that. As you know, we are -- we have the request for
qualifications for the contract with building services. It's important -- we have a -- we
executed I think this system very well. Typically the system that you see being done in
a smaller city than Meridian, but the fact that we have done it so well means that I think
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we are capitalizing a lot of the strong points of that approach. We always need to know,
though, is there a better way to get this done and that's the reason for putting those
seven RFQs out there, to allow you all the ability to mix and match and get us the
greatest flexibility and the greatest price for what's available out there. When we talk to
our customers so far informally, but, then, through -- through Brenda with economic
development and with the Mayor, one of the things I'm continually hearing is Bruce --
you, Planning, Building, have a great reputation with the professional customers, with
the professional developer. The folks come in here and they find other professionals
that they can engage with and, you know, you have got a great reputation there. Where
think we fall down, though, is the entrepreneur, the small entrepreneur, perhaps does
a great job of -- they are a great restaurateur, they know how to run a nail salon, they
know how to run an insurance agency, but they have never tried to engage with a group
like Development and Services -- Development Services before. They are doing it on
their own, they don't necessarily -- aren't necessarily represented by professionals and
so looking at ways to help these folks is really important. I think we could do a lot to
improve our customer satisfaction in that way. So, a couple different ideas -- and I have
seen this done in other communities as well -- ideally big complex projects like Center
Cal would have a single project manager that would follow that project all the way
through. We are doing that to a certain extent right now, but, frankly, a system like that
we don't have the resources currently to do that. With lacking those resources and
knowing that it may be some time before we are able to devote resources to a system
like that, there are other things that you can do. One of the things is what I refer to as
the development concierge, that is this idea that you're trying to anticipate what the
customer's needs are and that you would have this individual -- let's refer to them as a
special development coordinator, that would be there to lend a helping hand. The same
way that in a nice hotel the concierge doesn't actually do that much for you, besides
maybe call you a cab, they are mainly connecting you and giving you information, giving
you maps, telling you what's going on, where they need to go. So, this service would
help to lead people down the right road and we would say to them have you thought to
call ACHD about impact fees. Have you gotten to the health department. Have you got
to the city clerk's office. And anticipate those needs and a roll off of services. So,
again, just another idea, but it's worked well, especially in a situation where we -- where
there aren't a lot of resources. One tool we have been using -- and, Bill, can you bring
up the interactive pdf. Working with the clerk's office planning staff has been able to
come up with these interactive pdf's. I'm not sure if you all have had a chance -- have
any of you had a chance to play with these as yet? This is the question. Can I operate
a business out of my home. And this is a decision tree. It takes you right through it.
So, if you can meet the standards and you answer yes, you're taken to the correct
application. You're given a lot more information about the code. Information about
needing to do a neighborhood meeting, for instance. You know, if the answer is no,
then, you're taken into a whole new set of questions. Will you be doing something other
than watching children. And so these interactive pdf's -- and we are going to have
several of them -- are a great way to help out individuals that, you know, they are online,
this probably is going to lead to them giving us a call, but they understand the issues,
they have the information they need there much more readily. Bill, if you could go back
to the PowerPoint, please. Some of the special district plans that we have done -- I'm
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not going to take a lot of time on these, because you're familiar with them. Destination
Downtown. What we are doing now is taking each of those individual district plans and
we are doing the implementation treatment for each of them. Who is expected to do
what and when and the specific steps to realize the vision that are laid out in each of
those, all the way from the neighborhood preservation, the two districts within the --
within the downtown, to northern gateway and so on, working our way out of the core.
Ten Mile specific plan is really being implemented every time we make decisions about
land use. But it's great to have that -- that plan behind us as developers come in and
talk about wanting to develop that area, we can now have a meaningful discussion
about things like lifestyle centers, about access, about the level of multi -family that we
would be looking for in that area. And, obviously, we are in the thick of the south
Meridian plan. Again, very important opportunity for us to deal with many of the issues,
including utilities and what do we want this area to be. Did we want it preserved as
agriculture? What density should it be allowed to develop at? And in the Fields District
I think it will be fascinating and really more -- almost more of an economic development
program than it is a special planning study. Our sign ordinance was recently revised.
We had -- we are a bit, a role player on the temporary use permits and, of course, the
lead was taken by legal and the clerk's office and they did a great job on that. We
presented -- Kristi presented to you just a few weeks ago about home occupations. We
need upcoming to do some work on accommodating outdoor dining and also transit
user amenities, bus benches, shelters, information kiosks, and that sort of thing. So,
those are some of the upcoming code amendments. Transportation projects. Caleb's
interaction with -- with the transportation agencies really is geared towards making that
interchange, as opposed to being a one size fits all design, making it something that fits
our own particular set of needs. Obviously, we are working on the split corridor and that
ongoing coordination, which takes so much of staff time and depending on your
appointments as elected officials, a lot of your time as well. How do we better integrate
with economic development? I mentioned some of the -- some of the directions we are
headed. Already we have done what I -- what we refer to as the tool box, better -- that
is working with Brenda to determine those sites that are -- that are really exciting in
terms --as development sites. And in creating those presentation materials with that
basic data, both for realtors and would be developers, so that they can help attract their
attention and give them meaningful information during site selection and due diligence.
Something that's fairly new is TREDIS, the Transportation Economic Development
Impact System. Caleb could tell us more about that. But it's a new tool that we will be
working with some of the transportation agencies on that will give us a better idea -- I
think perhaps case in point to the Hawkins application we just heard. Give us a good
idea of what the economic development impact will be of various choices in
transportation. And the special area plans, all of those relate very close to the
economic development. I think our approach needs to be -- is that we have to look at
our land use plan as being something similar to an investment portfolio. It has to be in
balance in order to give us the return that we are looking for, both in terms of the -- if
you will, the yield in terms of square footages and types of development, overall units
versus the revenues that we bring in from each of those types of development and our
cost to serve. So, we need to make sure that we are very much in balance, so that we
are going to be sustainable in the long term and there is some ways that we are
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approaching that that we can talk about if you're interested. Quality development is
definitely a component of economic development, but we have to make sure, as I said
earlier, not to create those undue burdens or to create undue complexity. We need to
continually be looking at our development regulations to make sure that they are in
alignment with what the city's vision is for economic development. And we also have to
create environments that attract the companies that we are trying to attract. We need to
show people how to expand, how to relocate within Meridian, as opposed to how to shut
down. Education and compliance need to come first. Those are our main goals. We
want folks to comply, whether it's code enforcement or building code enforcement, and
we want to educate about those -- the need for that. Enforcement really comes second.
We are not -- we are not punitive. And we need to serve both those professional
customers and the smaller business folks that perhaps aren't as used to dealing with us
and, then, reduce and eliminate surprises. That's one of the things I hear again and
again in my career is how frustrated people are by things they found out down the road.
CDBG project or program. The current projects -- we have several great ones,
including the Meridian Food Bank, the Five Mile Creek pathway, the Boys and Girls
Clubs. We have about 256,000 dollars for the upcoming year, but as we go through
assigning actual projects and the sub recipients, we have to remember with a program
like this you always have to balance the administrative burden of the program versus
the benefits to our community. Federal funding is shrinking and it will continue to shrink
probably no matter which party is in the White House. So, there is several strategic
directions. We could just wait for things to happen to us. Our program would shrink
accordingly. Or there are discussions under foot -- I just wanted to mention to everyone
that perhaps -- many urban counties around the country have taken the various
programs that exist within the county and they have consolidated them under the
county's overall umbrella and each of those cities that effectively give up their programs,
then, are -- have a -- sort of cost sharing that is a percent based upon your entitlement
that goes back into your community. It's just administered at the county level. It's much
more efficient. We have at least -- we have broached the issue with the county. Part of
the real constraint here is the county doesn't have a CDBG program currently, so this
would be, then, getting into a new business entirely. Folks in Boise are open to the idea
of consolidation. Lori is aware of the issue and realizes that it could be real direction for
us as well. So, I just wanted to mention, you know, a program like this is always --
always creates concerns about administrative load. There might be some great work
out directions if we work together with other agencies within the county. And, guess
what, I'm done. I would be happy to hear any -- answer any questions, although the
length of my knowledge will be exposed quickly I'm sure. And any direction for the
department that you have to share with us.
De Weerd: Thank you. Council, any questions?
Rountree: Madam Mayor, no, but, Bruce, I think what you presented does reflect what
we talked about when we decided to move this direction. The only question I have is
your best guess -- at one point -- at what point can we say we have fully integrated and
we are moving that integrated unit forward?
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Chatterton: I would say -- Mayor and Council Member, I would -- give me six months to
a year, because there is two different things going on. One is the individuals involved
and you can't work just the people side of things, although I think we are really gifted
with the people side of things here. You also have to work the system and because we
haven't gone through and fully documented everything that we do, everything that a
customer might apply for, that means that we haven't looked at the system completely.
So, we are going to be doing some documentation and at some point you will begin to
see individuals identify themselves not as Planning or as Development Services,
Building, but as Community Development. That is you will have some folks that are
neither fish nor fowl, they are going to be basically serving the customer. So, I would
say six months to a year you begin seeing all those changes, including a fully
documented, very coherent permitting system.
Rountree: Excellent.
De Weerd: Any other questions?
Bird: No. Very good.
De Weerd: Well, I would just like to add my comments to Bruce that the employees in
both divisions have the right attitude and I got to accompany Brenda to come and
address the Community Development Department and had a great meeting and saw a
lot of enthusiasm and the right attitude that we want to be a ten -- Bo Derek in
everything. But -- no. Sorry. But, you know, there is -- there is the right attitude and
certainly that's the first and most important ingredient to it and so there is an enthusiasm
to understand and to find the duplication and to address blurring those lines and moving
forward. So, it's an exciting time. Mr. Zaremba.
Zaremba: Madam Mayor, I would echo that and I am excited to be the liaison to this
new venture and we have talked about a number of things and I appreciate everything
you're doing. I appreciate all that your current combined staffs have already been doing
and look forward to the continued -- and be happy to help anyway I can.
Chatterton: Thank you.
De Weerd: Thank you. Okay. Our next department report, we have Kyle up. We
always know it's entertaining.
Radek: I hope I don't disappoint you this time.
De Weerd: I know. Please don't.
Radek: Brown water -- it's difficult to make brown water entertaining.
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De Weerd: Well, you know, we were going to really work hard at retitling this item,
brown water -- we need to find a better definer.
Radek: Madam Mayor, Council Members, today the engineering and water divisions
would like to give you a brief update on our proposed plan to improve the esthetic
quality of water distributed to our customers. We would like to talk to you about the
problem, give you some background information, discuss how we have historically dealt
with the problem, how we are currently dealing with it and, then, cover near term and
proposed permit solutions. The mission of the water division and, therefore, the mission
of the engineering division, includes providing clean, safe, and high quality drinking
water to our customers. Are we accomplishing this mission? It all depends on how you
define clean, safe, and high quality. In our industry clean and safe are usually defined
by the Safe Drinking Water Act that regulates contaminants in public water systems.
Meridian's water system has never exceeded levels of regulated contaminants such that
we have violated the Safe Drinking Water Act. Additionally, I don't believe that our
water has ever made any customer sick in any way. I think that we can honestly say
that our water passes any reasonable test of clean and safe. High quality, on the other
hand, is harder to define. And, in fact, may be changing with time and with growth. In
any case, whether we define it or our customers do, high quality is something we want
to achieve. One measure of the brown water problem is customer satisfaction. With an
average of 60 customer complaints per year and 365 days a year and 27,000
customers, we calculate a 99.99 percent customer satisfaction rate. So, we could say
that our customers are satisfied and there is no problem. So, with that I conclude my
presentation. Actually, just kidding. What this simplified calculation doesn't account for
is that a lot of customers simply just kind of accept the water that they are given and a
lot of them think that calling in won't make any difference. Also, as our customer base
changes and we grow, our definition of quality changes, too. While I am speaking to
this next slide, our water quality manager Tracy Ballantyne will show you how brown
water is created in our distribution system. Iron and manganese are dissolved and
invisible when the water is first pumped from the ground. Chlorine is added to provide a
residual disinfectant. It also oxidizes the iron and manganese, which causes them to
precipitate out of solution and turn the water brown. During times of high demand the
water can be used up before much precipitation or settlement takes place. During low
demand water velocities in pipes are low enough to allow the insoluble precipitants to
settle to the bottom of pipes. When demand and velocities are increasing accumulated
sediments are stirred up. Manganese and iron are two constituents in our supply that
cause brown water. And I'll skip down to this -- since you're getting a visual aid now,
just picture from the --
De Weerd: I wanted you to know, Kyle, that it was -- it's been some time, but I have
gotten better samples than this brought to my office.
Radek: I'm sure. The slide that you see now is Well 24 and Well 21 water after
chlorination. You can see with Well 24 there is not a lot of iron and manganese in it, so
after chlorination it stays clear. Well 21 starts turning brown after it's chlorinated and
that sample that you just got passed was the same jar that is in the slide after about a
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month, so you can see its precipitating out of solution. Manganese and iron are two
constituents in our supply that cause brown water. They are naturally present in ground
water all over the world and particularly throughout the deep aquifers in the Treasure
Valley. All municipal suppliers in the area have to deal with iron and manganese.
There is no known health threat from these elements and, in fact, these elements are
essential nutrients. They can cause brown or black water stains on plumbing fixtures
and can stain laundry. They can also cause an unpleasant taste and smell. This slide
-- I told you what that slide shows and you have seen the sample there, so --
historically, we have approached the brown water problem by aggressively flushing our
distribution system. Flushing has done a fair job of cleaning accumulated sediment
from pipes, but it does not address the cause of the sediment. More recently we have
also brought chlorine levels down to minimize the oxidation and precipitation reaction.
These actions have resulted in an 80 percent reduction of yearly complaints from 300 to
60. This strategy has limited potential, however, since chlorine is still being provided to
enable the oxidation of iron and manganese. There are also issues with the strategy.
One is that aggressive flushing of the distribution system wastes water. The biggest
concern with the strategy, however, is that it results in very low chlorine residuals, which
are intended to kill bacteria and other pathogens that may be introduced into the water
system. We feel that the long term risk of operating with very low chlorine residual is
not acceptable. Tracy has another water sample to show you. It's an unchlorinated
sample, which has been in his care for several years and illustrates the concern with
low chlorine residuals. I don't know what that thing is in there, but I don't want to
consider drinking it either. We feel that in order to live up to our mission we need to
address the root cause of the problem which is source water quality. That means
looking at every opportunity to improve the chemistry of our source water to avoid high
concentrations of iron and manganese. In the near term we propose to, number one,
continue to aggressively flush the system, both in the spring and fall. And, two,
maintain residuals as low as practical. We will be vigilant, however, with testing to
insure that some residual is maintained in the system. We have been installing chlorine
analyzers at all of our well sites in order to have better visibility of chlorine levels at the
beginning of distribution. Concurrently, we propose working on permanent
improvements. We will complete pumping facilities for Well 10B, replacing Well 10 this
winter. The new well has good water chemistry in terms of iron and manganese,
compared to other wells in the system. We also hope to avoid iron and manganese
completely with our new production well at Well 16B, which should be completed next
year. This fall we plan to complete a combined well assessment project with a
feasibility study at Well 15 to determine if it can be modified to improve water quality.
And, finally, we are prepared to begin design of an iron and manganese filter for Well
21, which can be constructed in 2013. Depending on the results of Well 15 feasibility
study designed to commence on the filters for Well 15 for construction in 2014. We
propose continuing to analyze and correct source water chemistry with modifications
and/or filters until we have sufficient capacity to serve our pressure zone two customers
from clean sources, then, we would employ a technique called unidirectional flushing to
thoroughly clean the distribution system. After that we would move on to pressure zone
three and continue on until the whole system is clean. We estimate the cost of iron and
manganese filters at about a million dollars per site for design and construction. Our
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system currently has at least seven wells that seem to be good candidates for filter
projects. So, an estimate of seven million dollars over the course of seven years,
depending on exploration of aquifer layers at new well sites -- new wells may also need
to have filters in the future. So, we propose to build one filter per year, so the tentative
time frame would be seven years, but we could accelerate our delivery of filters in the
future. However, since we are new to these kinds of facilities we think it would be
prudent to get a slower start, so we can learn and prove as we go. Tracy has another
couple of visual aids to show you, coupons from hot taps on the pipe and that's what
that iron and manganese looks like when it settles in the pipe and, actually, that -- to be
fair that's not the bottom of the pipe, that's the side of the pipe. They tend to -- it tends
to stick and be thicker on the bottom. It might not look good, but it's good for you. That
concludes our presentation. However, we would like to hear a discussion and questions
from Council on whatever questions you might have and we specifically would pose a
question to you, do you agree with our problem approach and our proposed solution --
or the kinds of proposed solutions that we are -- we have presented to you today?
De Weerd: Council, any questions or comments? We'd like to thank Vanna for --
Hoaglun: Madam Mayor?
De Weerd: Mr. Hoaglun.
Hoaglun: Question, Kyle. On the filter project that's a million dollars per well to put into
place, but what's the ongoing cost, then, for a well for the maintenance?
Radek: We looked into the maintenance of one of those facilities and for operations,
both for the chemicals, additional chlorine chemicals and power consumption and we
come up with about 15,000 dollars a year.
Hoaglun: Thank you.
Rountree: What's the filter size?
Radek: The typical filter that we have been looking at -- there is more than one
technology. There is a green sand filter that's a little -- it takes more media to get the
same -- same flow through and -- and an absorption filter that -- that is about the same
-- it's kind of like the same footprint as a well -- a well building, which is about 15 by 20
feet. 24 by 30 feet. Stand corrected on that one. So, it about doubles the size of a well
house.
Hoaglun: Madam Mayor, real quick. Are there other options out there that you guys
looked at besides -- you know, million dollars per well is expensive and you're going to
do seven of them, might need more. Glad to hear the operational cost isn't great,
15,000, but it does add up. I mean did you look at other options out there? Are there
other things out there or just --
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Radek: Well, actually, that's one of the things I briefly mentioned in the presentation is
that we want to correct source water and there is a couple ways to do that. We want to
see if we can modify wells -- for example, Well 15 that I mentioned has a screened
interval that is completed across several sub aquifers in the deep aquifer zone. There is
probably 300 feet that it spans and what we are going to be specifically looking at is
when we include some of those zones -- or some of those zones contributing more
manganese and iron and, you know, can we just do that, that would be a very cheap
solution to the problem if we could do that. We are not sure. We won't know until we
see the study. New wells we certainly will search for those zones where we don't get
iron and manganese. Well 10B is a -- was -- I guess lucky is the best way to describe it,
because you get what you get down there and sometimes if you don't get iron and
manganese you're going to get uranium and nitrates and other things that you don't
want, so --
Hoaglun: Okay. Thank you,.
Bird: Madam Mayor?
Rountree: Madam Mayor?
De Weerd: Mr. Bird.
Bird: Kyle, in other words, you're telling me new wells with this stuff, we are looking at
about 1.7, 1.8 million per well?
Radek: Councilman Bird, Madam Mayor, actually, yes, if we -- like I say, if we get
unlucky, we can't find something in the shallow aquifer that doesn't have uranium and
we can't find something in the deep aquifer that doesn't have manganese and iron, our
new well, instead of costing 800,00 dollars will cost 1.8 million. Exactly.
Bird: Madam Mayor, follow up?
De Weerd: Yes.
Bird: You said you thought about 12, 15 thousand for operationals with this builder.
What is our well operational running right now without it a year?
Radek: I would say it's pretty close to the same, because all that electrical consumption
is from the pump.
Bird: So, the operational with it will be about the same? Dennis?
Radek: Well, I think -- I think -- Dennis, if you want to come up and help. I think you
about double the operational cost.
Teller: Yeah. Yeah. Madam Mayor and Councilman Bird, what we will probably be
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doing and expect to see out of these is a little bit more operational cost on daily basis
just for checking the well, but the electrical cost and stuff like that will be pretty much the
same. We are just, basically, running the water through another chamber, another
process, but there is no electricity involved, other than a little bit more chlorination
pumping that we will be introducing, so --
Rountree: Madam Mayor?
De Weerd: Mr. Rountree.
Rountree: Kyle, did you evaluate at all the possibility of having point of delivery filtration
-- residential filtration and make that a requirement of the building code?
Radek: Councilman Rountree, we did think about point of delivery filtration. In fact,
there is a lot of customers that do have filters in their homes and I think we see a lot of
those coming into the water department with filters that are caked full of iron and
manganese, so if the filters work they get clogged up pretty quick.
Rountree: I have one. They do work, but you have to change them regularly.
Kyle: Yeah.
Teller: A lot of our water quality complaints are due to failed private filters, so --
Radek: I would say -- I would say from that standpoint it would not be a recommended
solution from our perspective.
Rountree: You can do a lot of them for seven million bucks, though.
Radek: Councilman Rountree, good point.
De Weerd: Council Zaremba?
Zaremba: All the questions I would raise have been asked already and discussed. I do
agree with the problem approach. I do appreciate and I'm certain our citizens
appreciate that our water quality does already meet all of the standards that it needs to
meet and it is good water. But I can also see whether or not it's harmful to drink it if
there is some browning in the water, people may not want to be putting that through
their washer, you know, their clothes washer or their dish washer. So, it is something
that we need to deal with. I asked the question at one time of Tom -- if we are only
getting sixty calls a year couldn't we buy those 60 people an in-home filter, but I do, as I
think more about it, I'm not so sure that's the right way to go. I think we do need to
solve it on a system wide basis, so I appreciate the approach you're taking and I don't
have a different action to recommend, so --
Radek: Councilman Zaremba, Madam Mayor, I guess I would add something we didn't
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include in our presentation and we have done a financial analysis with John McCormick
and the seven million over the course of seven years is not a significant impact on our
ending fund balance on the water side, so --
Hoaglun: Madam Mayor, quick question while I have them there. Do you have a
product when someone runs their great grandmother's heirloom something or other and
happens to wash it the same day they get brown water, what -- what can remove those
stains? Do you have any recommendation? I'll pass it onto a constituent that will make
her very happy.
Teller: Madam Mayor and Council Member Hoaglun, yes, we do, we have a product
called -- I believe it's Red Out and it's something that we pass out to customers if they
have that -- that situation arise and I think we passed one out last week, had a
gentleman over on Eagle with this problem and he took it home, so, yeah, we do have
something for that, but we are looking for an alternative to stop that.
Hoaglun: And it can just -- Madam Mayor and Dennis, follow up with the water
department. Is that how they -- or can you purchase this at a store or do they go to you
to get it?
Teller: You can purchase it at a store.
Hoaglun: Okay.
Teller: But we do have a surplus we bought several years ago.
Hoaglun: Okay. Thank you.
De Weerd: Okay.
Barry: Madam Mayor?
De Weerd: Yes, Tom.
Barry: If I will -- you know, this program represents a fundamental shift in strategy for
the department and we just want to feel good about the commitment both in capital and
operationally that we are proposing here with regard to the solution systemwide for the
water quality problems. This debate has been one that's circulated within our
department for a couple of years now and it is -- I can liken it somewhat to public safety
emergency response times. You know, there is a certain return on investment that has
to be calculated to discuss the effectiveness versus the cost of the improvement and
that's sort of where we are at the moment. We feel that we have done everything we
can within the system within our means currently to get the brown water situation as
under control as we can, but without treating the source the real challenge will continue
and that is, you know, poor quality water from certain aquifers. So, we'd like to get
some feedback as it relates to what the Council might be thinking in regards to this
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approach as we move towards our budget for this next fiscal year, we wanted to bring
this to you at this point in time to have that knowledge so that we could adequately
prepare for any kind of budget modifications for the next year's -- next fiscal year's time
frame, so --
Radek: Madam Mayor, Council Members, I guess a specific question would be would
you support a budget enhancement for design and/or construction of a -- to number one
2013.
Zaremba: Madam Mayor?
De Weerd: Mr. Zaremba.
Zaremba: Just interpreting from previous discussions that I have had on the subject
with Tom, we are not talking about doing all of these at once. You have a priority of
maybe one a year for seven years or spread out for awhile and, then, seeing how many
new wells we need to go beyond, so we are not -- we are not talking about all of this
happening immediately, we are solving a long term problem over a long term program
and I just wanted to make that point.
De Weerd: Well -- and I think they do have a business owner out there who -- Pat
Morandi with Roaring Springs, who spends a lot of time, maintenance, and water
dealing with this issue that this -- this is a solution to and so if you would like to hear a
perspective certainly I'm sure Pat has a willingness to share it, but definitely there is --
there is the homeowners impact and there is also the business impact as well.
Hoaglun: I guess my response is it boils down to two things, what -- you identified the
most effective way of dealing with the problem with -- and its most efficient in terms of
rate payer dollars. I mean if you boil it down and say come back to us and say this is
the most effective and efficient way, we can do this, then, I would be willing to move
forward with it. I mean that's -- and that was based on my question, what other options
have you looked at and as Councilman Rountree said is it more efficient and effective to
do it at a household, but it doesn't sound like it. So, yeah, that's what it boils down to.
De Weerd: Well, I think it's not only cost, it's also resource. You know, the water is a
resource and it's not infinite either, so -- Mr. Rountree.
Rountree: In response to the question I'm -- I'm open for consideration of any
enhancement, but it has to be balanced with all the enhancements, so I can't tell you I'm
for it, I'm for it being brought forward.
Radek: Can we go ahead and get that enhancement passed now?
Rountree: Yeah.
Radek: Councilman Rountree, yeah, that's not -- that's not what I intended. Thank you
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for your comment, though.
De Weerd: Okay. So --
Rountree: Move forward.
De Weerd: Move forward.
Radek: Madam Mayor, Council Members, thank you.
De Weerd: Okay. Thank you.
Zaremba: Thank you.
C. Public Works: Wastewater Treatment Plant ( TP) Facility
Improvements Plan
De Weerd: I see that you took a lesson out of Rich Dees -- isn't this the legacy he
created? Okay. Item 9-C, also Public Works. Tiffany. Welcome,
Floyd: For the shorter people. Excellent. Thank you.
De Weerd: Isn't that beautiful, uh?
Floyd: Isn't that pretty. So, good afternoon, Madam Mayor and Members of the
Council. My name is Tiffany Floyd, I am the utility operations manager in our Public
Works Department. I am here today to provide you with an overview of our conceptual
plan to address the wastewater treatment plant support facility. We have simply
outgrown them. I'm going to tell you a little bit about why. Now, it's no secret that the
great city of Meridian has grown over the past few years and over many years, actually.
With that growth we have seen flow and loads increase at the wastewater treatment
plant. In our ongoing facility planning efforts we have realized that it makes better
sense for us to begin focusing more on the flow and load projections at the full build out,
rather than the year to year planning of particular projects as you have seen probably in
the past CIPs. During this planning effort we have determined that our projected flows
and loads will likely quadruple and staff will double as a result. With that said, Public
Works has concluded that we think now is the time to begin evaluating the wastewater
treatment plant support facilities and insure that they meet our long term goals. Long
term needs and goals have been described for us as 15, say 20 years out, even in
some cases 30 years out. We started by having a number of internal meetings and
conducted two workshops, one of which Councilman Zaremba was present. In those
discussions we looked at the needs, what space would be required -- necessary say for
our support facilities to accomplish all of our goals now, but, more importantly, into the
future. We identified those as the five topics you see there, expanding our laboratory,
our administration building, the operations and collections building, an inventory
warehouse and a maintenance facility. In my next slide we are going to provide some
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background on each facility, with a discussion about its current state, its plan for the
future, it's location out at the facility at the plant and its time frame for a possible
construction. So, let's start with the laboratory. It's currently 1,900 square feet, of which
700 -- 705 of it is analytical working space. It's been determined that its inadequate
analytical space for our current, but certainly most important is our future NPDES
requirements. There is no room to accommodate our future analytical equipment and/or
instrumentation and our storage space for the equipment, supplies, the sampling
equipment that we would have on hand is also limited. In addition, we have reviewed
the city of Boise's recent NPDES permit and we will see a considerable increase in the
permit required testing. So, to give you an idea, we currently take about 9,600 tests
annually. That could increase to roughly 30,000 tests annually. Therefore, we think
that the future for us as an adequate laboratory would consist of about a 5,000 square
foot addition. However, during this time -- and you see that here on the map as I point
that out -- we need to consider relocating the RV dump station as well and we are
looking into that presently, with the idea that we would take that out further -- if I could
see here. Out -- oops. That -- that's what I get for touching the screen. There we go.
Further to -- towards Ten Mile and, like I said, we are doing an analysis on that to see if
that is feasible or if that location would work, so that we can expand that laboratory as I
have said. The design and the partial construction for this facility is planned now for
fiscal '13, with a partial -- with the partial construction of that, but, then, the completion in
2014. So, next on the list would be our administration building. Now, I know that the
picture that shows there looks like something you might have seen out of the Jetsons,
for those that watch that. It's a little --
De Weerd: Over the top?
Floyd: -- over the top. Thank you, Mayor. You can see the administration building in
the background, but that was the idea that was looked at a few years back. We are
interested in trying to build a new 9,700 square foot admin building. It would be the first
in our sequence to allow for -- which I will talk about here in a minute -- is the remodel of
the existing administration building. So, the idea would be is if we build this first, then,
staff would move into that building and, then, remodel or retrofit the existing admin
building to house our operations and collections staff, which I will cover also here in a
minute. The design and parcel construction planned for that, again, is this year -- or,
excuse me, is next year for fiscal '13, with the completion for it in 2014. I'd also like to
just sort of point out as I go through this -- the map there in the bottom right-hand
corner, you can see I have tried to identify the location. This would be out in the grassy
area in front of the plant as you see there. Maybe not so grassy on that picture, but you
get the idea. And you will see where everything else will fall into place as we go along.
So, the operations and collections building, I feel that this is where the greatest need
exists. This building was designed and constructed 30 years ago. It's currently 2,600
square feet and it houses 16 of our operators and collection staff, with another eight that
actually utilize the break room and the locker rooms. We have also determined that the
break room is undersized for the staffing level and certainly would be for future staffing
levels as well. And another thing to note is that the one locker room is for all workers, so
there is no separate facility for women. So, to address the issue, the idea presently, as
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said before, was to remodel or retrofit the existing administration building. This will
provide that 3,600 square foot space for our operations and collection staff and, then,
again, the location of that is there depicted on the map, bottom right-hand corner is
number nine, just over the top of the existing admin building. The schematic to the left
of that is, really, just a draft schematic, it's not to say that that's the final plan by any
means. This is all just sort of conversation, certainly an initial conceptual plan that we
wanted to bring to you, but that is kind of the idea when we speak of retrofit and the
things that we discussed that we needed to address. The design and, then, partial
construction on that is planned again for 2013 and, then, completion in 2014. It could
perhaps be a very busy few years as we try to get these three facilities up and running.
The next one would be an inventory warehouse. In 2011 Public Works determined that
there was a need to track our infrastructure assets and, then, the inventory that's
associated with those assets. To accomplish this a number of steps were taken, which
included implementing the Hansen, which you have probably heard many things about,
the Hansen software, and the inventory module within it. We have also identified our
critical parts list for both water and wastewater, so we would have things on hand that
we would need at the time that we would need them. We also hired an inventory
specialist to manage the inventory at least presently at both water and wastewater. So,
currently the maintenance inventory that we do have is stored in multiple locations
throughout the plant and we have a limited accountability and accessibility to that, so we
are interested in considering building a new warehouse, which is going to allow us to
secure those critical pieces of equipment that we would need on hand if something was
to fail and to be able to account for it for one. A lot of the pieces of equipment that we
have or would have in stock would be rather expensive, so this is a secure place to
keep it and to track it and, then, make it easy for staff to locate the piece of equipment
that they need for the repair or the maintenance job that they may have. On the map
again to show you that you can see the picture there to the left is just to give you an
idea of what we currently are working with as far as an inventory warehouse or within
that closed -- behind that door there. Number 11 on the map in the right-hand corner
again is to just give you an idea of where we were thinking that that would work. It
would replace those covered bays or at least one of those covered bays there. And it is
planned for design in 2014, actually, with the completion in 2015. Our hopes would be
that we could maybe complete that one all in one year, given it is a much simpler sort of
building, but, again, that's probably a pretty big challenge, so, usually, we go into the
next year, as you may know. So, last, but certainly not least, is the maintenance facility.
It's -- the existing building is shown there in that one picture with the trailer there in the
back. It was designed and constructed 20 years ago and it is a 1,400 square foot
building. It is undersized. Our existing office space for the staff is in that temporary
trailer that you see there in that picture. It's roughly 400 square feet and it's presently
housing our maintenance supervisor, four of our mechanics, and, then, the inventory
specialist that I spoke about. So, on occasion it can be very tight in there as they try to
conduct their work and their meetings. The need here is, then, to build a new
maintenance building that's approximately 10,000 square feet in size that we will house
the staff, workstations, a welding area, wash bays, and, then, all the ground
maintenance crew, as well as their equipment. And, again, in the lower right-hand
corner you can see that it would replace the existing maintenance building there as
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number 18 on the map. The design and partial construction for this facility is planned in
2015, with a completion date in 2016. And this would be the last of what we consider
the improvements there at the plant to get us from now and to many years into the
future. So, future direction. In summary, I think it's fair to say that we have outgrown
the wastewater plant support facilities and we think that we have a very fine detailed
sequenced plan or path forward. Keep in mind we are in the early stages of this
planning effort and we have much work left to do. This was, again, sort of an initial
introduction to what we are thinking and what types of things that we need to be
addressing over the years. As we fine tune our needs and refine the costs, we will be
coming back to you with, of course, that information in future presentations and, then,
perhaps in budget enhancements. And that map there at the bottom includes a number
of other things. I certainly covered just what I consider the support facilities. I have
maps available if you would like to have a copy of that that you can see there and read.
It tracks from 2013 to '17, my focus being 2013, '14, '15 and '16 -- '16, highlighting the
projects that are listed there. So, with that I thank you for your time and I and my staff
will stand for any questions or discussions on this. Most definitely discussion I would
imagine.
De Weerd: Thank you, Tiffany. Council, questions?
Hoaglun: Madam Mayor?
De Weerd: Mr. Hoaglun.
Hoaglun: I am assuming this is based on once we go through the NPDES process with
EPA and, you know, if they make a requirement of us it kind of delays things. I suppose
the treatment facility side of things come first if there is a federal regulation requiring us
to up -- do some upgrades I would assume.
Floyd: Absolutely, Councilman Hoaglun, Madam Mayor. Most definitely. This is, as
you see, a lot of it is planned for sort of the front part of the facility, but with the idea that
any process or treatment or anything that we may need to add will come first and this
would be -- would be pushed off due to those reasons. Absolutely.
De Weerd: Mr. Zaremba?
Zaremba: Madam Mayor, I would just comment that I appreciate the effort that's going
into looking ahead and to be prepared not to have unpleasant surprises in the future
and to figure out, okay, what is it that we need to accomplish our responsibilities and
let's think ahead and plan for them. So, I really appreciate what's gone into what you're
presenting, so --
Floyd: Thank you, Councilman Zaremba. And having him as part of the discussions --
there is much effort that has gone into this. The staff has spent a number of hours
trying to outline what we think that we absolutely need. Certainly nothing more and
nothing less. It is quite an endeavor, but certainly one we feel that will be necessary.
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De Weerd: Okay,
Floyd: Thank you.
De Weerd: Thank you. I'm sure there will be additional discussion. This is just the
prelude.
Floyd: Absolutely. Thank you, Madam Mayor.
D - Backflow - Dual Connecti
UpdateProgram
De Weerd: Thank you. Okay. Item 9-D also under Public Works. Dennis.
Teller: Okay. Good afternoon, Madam Mayor, Members of the Council. A little shorter
than me. I'd like to thank you for your time. In the spirit of Rich Dees leaving I did bring
a little show and tell just to keep things rolling here.
De Weerd: Thank you. Keep it alive.
Teller: It's not as big as the one he wheeled in last fall, but we will work on it. We will
work on it. This evening I would like to share with you our one year update for the city's
backflow, prevention program. It's histories, changes, goals, and its status to date. As
you recall, in December of 2010 Council made a giant leap forward by adopting a
resolution allowing for some very important and needed changes to be made for the
city's existing back flow prevention program. The changes were, one, implement a dual
connection removal program. As you can imagine connections between our drinking
water system and pressurized irrigation water, the high risk of contamination, are a
major concern to us. Step two. Implement a testing assistance program. Historically
the city paid for a hundred percent of our customers testing costs, which has become a
growing expense to the city. Approximately 300,000 dollars annually. And, third, bring
awareness to the importance of our backflow prevention program's recent changes
through a public education and awareness campaign. So, some of the goals of our
backflow program changes were an effort to reduce the risk of contamination and better
protect the public water supply through the removal of dual connection. There
assemblies were not previously tracked in our system and are a challenge to find, as
most customers do not know they -- know they have them or where they are at. They
are commonly found in backyards covered up under shrubs, buried, et cetera. So, it's
been a challenging task for us to locate these. Also we needed to insure some of the --
all of the existing 6,000 plus private backflow assemblies located throughout the city
were tested annually and working properly. These assemblies are needed to protect
our water system from potential contaminants, such as chemicals, pesticides, et cetera,
from irrigation systems. This was to be done through stricter testing enforcement.
Basically, the results -- if passing test results were not submitted to the city, water
service would be disconnected until they were and, basically, handle them the same
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way as we do disconnects now for nonpay. Our third goal was to implement these
changes with as little impact to our customers as possible. This was accomplished
through the testing assistance program, which allowed a ten dollar credit to those who
submitted their tests on time. A 300 dollar reimbursement was also given towards
removal of dual connections during this first year. Okay. Okay. Well, these goals don't
seem that big of a deal to us, but to our customers who knew this was a huge change
from the way things were previously done. We had never enforced compliance to this
degree and we have been paying a hundred percent of the testing costs. We knew this
was going to be a hard challenge to sell. So, how did we do it? Well, the first part of
the spring last year we developed and launched an education awareness campaign.
First we updated our city's website with new program information that included an
informational video, yours truly. Definitely don't like it, but it's there. We also sent
letters to properties with existing backflow assemblies. These letters explained the
hazards and importance of testing, removal requirements, and the assistance programs
that we are offering. Mailers and fliers would have been distributed citywide to all
customers through our utility bills and through our annual consumer confidence report.
We have also attended events, such as Public Works Week Expo, Dairy Days, State of
the City, et cetera. One important note is we have also created and currently chair the
AWWA cross -connection committee. This committee is made up from a combination of
water purveyors, testers, regulators and vendors from across the state. We bring Idaho
together, standardizing procedures and policies regarding backflow prevention and be
happy to tell you that Meridian is actually leading the way. We have had several
purveyors come to us and ask assistance and copy our actual backflow prevention
program. Finally, we are also starting to share a program with the northwest states.
We are actually presenting this week at the American Public Works Association
conference this Thursday. So, now the big question. Did all of our efforts pay off and
were our goals reached? Well, for the dual connection removal program we would say
yes. Keep in mind that not all properties have access to pressurized irrigation water,
but to date we have surveyed over 1,500 suspected homes constructed between 1989
and 2006. Of these we have identified to remove 232 connections with approximately
200 others that have been identified and are currently scheduled for removal. So far we
have spent approximately 69,000 dollars on these removals. However, we will still have
adequate funds remaining in this year's budget for the ones still to be removed. We
anticipate we will find a few more, but overall we have accomplished the main goal of
locating and removing the majority of the dual connections within the city. Rest assured
we will not be satisfied and we will continue to keep searching. This picture here is one
that Colin, our backflow specialist, snapped. It's a contractor locally removing a dual
connection. I wouldn't suggest this is the best way to do it, but this is an actual photo of
them digging down and taking one out.
De Weerd: Just to stress that was not our employee.
Teller: That was not our employee. That's why we took a picture. We could not believe
that someone was actually doing that. Amazing. It's amazing what people will do.
De Weerd: So, our risk manager over there just please note.
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Teller: Okay. As for existing commercial residential backflow assemblies, our outreach
program has been very positive and effective. We have seen an increase of 34 percent
overall of our backflow assembly count between the years of 2010 and 2012. That's a
gain of over 2,000 assemblies that we did not know existed and had never been tested.
Outreach for the program went so well that it is now being spread by word of mouth
between members, HOAs, and even that testers. They all kind of got on board and at
least the ones that charge the cheapest prices. So, really promoting as it helps their
businesses. This type of communication has been very positive for our program and we
are really -- really excited with all the changes that we have got.
De Weerd: Dennis, doesn't it help with cost of the testing?
Teller: Oh, yes. Yes. And I will get to that in a few slides here.
De Weerd: Okay.
Teller: As you recall, one of the main reasons for the program changes was to reduce
the overall cost to the city. As you can see from this graph I believe we were
successful. Even with a huge increase in our normal backflow assemblies, like I said
before, 2,000 more, we have managed to still reduce our expenditures from 312,000
dollars last year to 36,000 dollars. That's an 89 percent savings to the city and we are
very pleased with this. So, what about our customers? With all this huge savings
where is this -- where is this cost going to go? And as we said in the previous slide, it
was good for us that we realized it wasn't going to be an easy transition for our
customers. We were concerned with this large cost being -- becoming their burden.
So, we had to come up with a way to prevent this. One of the changes we made was to
lower the cost and involve our testers. In order for them to be on our approved testers
list we requested they submit not only the qualifications as they have done in the past,
but we have also asked them to request -- or to submit their prices. With them knowing
this information we have posted on the website and copies sent out to our customers,
an interesting thing occurred. Competition was introduced. As you can see prior to the
change the average testing fee charged to the city was 75 dollars and that's because
we paid up to 75 dollars and that's exactly what they would charge. With the prices
publicly posted side by side we saw a huge adjustment and lowered the average to
approximately 23 dollars per test. That's a 69 percent reduction and we didn't think that
was too bad. This savings, combined with the city's ten dollar assistant credit, means
that the average owner only pays 13 dollars a year now for a backflow test. So, we feel
this is a very fair and minimal cost to our customers and also another success. So, a
recap. We are now meeting our goals, removing the dual connections. We have
increased our public education and we have also reduced our costs. So, what about
compliance? Most importantly with this program we need to ensure that all of our tests
were performed annually on each and every backflow assembly within the city. As you
can see from this slide, we have met this goal. In the past with the no cost voluntary
testing program, though, we were only achieving the best of 86 percent compliance.
But under this new program we have not only accomplished our previous goals, we
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have done so well achieving a hundred percent compliance. I'm happy to report to
Council that every known backflow assembly within the city right now is tested annually.
We did, however, get some minimal push back as expected from a few unwilling
customers. We recorded a total of 31 disconnections last year for noncompliance, but
these have since been tested and our complete. This represents about one half percent
of our total backflow customers. So, very very small. Not too bad for our first year.
Okay. So, looking forward, I have something for the city to consider. With the
conclusion of the coming year 2013 our customers will have had several years to get
settled into the new program and may possibly no longer need the ten dollar test
assistance. As we strive to streamline and improve the process and reduce costs, we
feel that this may be an option to consider. Processing these credits is very time
consuming for both the water division and MUBs and even though the cost of the
program has decreased dramatically, it is still a large expenditure to the city that we
could potentially save an additional 80,000 dollars annually. With that I respectfully
request direction from the Mayor and Council for permission for the water division to
look into removal of the assistance program for the fiscal year 2014. And with that I
thank you and I will take any questions that you may have.
De Weerd: Thank you, Dennis. Council, questions?
Zaremba: Madam Mayor?
De Weerd: Mr. Zaremba.
Zaremba: I am pleased to see the positive report of how this has been going on and
any way we can save money is always a good suggestion. The one thing I would like to
compare it to -- and I don't know if you can -- I don't expect you to come up with this off
the top of your head, but maybe it's part of the continuing discussion. This is really a
preventive program to prevent what could be a tremendously expensive disaster if
somebody's backflow failed and they contaminated our entire water system. So,
guess my question is -- 80,000 dollars is a lot of money, but it might be cheap to
continue doing that as a continued preventive measure compared to what would it cost
us to clean up our system if we really did have an accident at some point that
contaminated our system. So, I'm not immediately ready to eliminate the assistance.
Sure, I'd love to save 80,000 dollars, but is there any potential of that costing us a huge
amount of money by not doing that and somewhere in the discussion I'd like to include
that.
Teller: Okay. Yeah. Madam Mayor and Councilman Zaremba, that -- that's exactly
what I would ask you to do is to look into this and see what the cost would be and if it's
something that we need to keep or something that we could look into reducing or
eliminating.
Rountree: Madam Mayor?
De Weerd: Mr. Bird.
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Rountree: Madam Mayor, I think it's probably wise to look into it. My concern is is that
the ten dollars is not a very big price to pay to continue the program and getting more
compliance. We have a hundred percent compliance because we know we got 6,100
people to send a notice to. There is a few more out there that we don't know of and if
it's working with word of mouth and the ten dollars is enticement to have a few more
people let us know they have them and get them tested, I'd like to see it go for a little
while longer to make sure we are comfortable with a level of connections that we have
identified and you did note that there is still a number out there and it's a bit of an
unknown. At some point -- and I agree that we probably ought to do away with it, but I
think it's still an inducement for people to participate and learn why they want to
participate and they will participate knowing somebody is going to help them for a bit.
Teller: Okay.
Rountree: Once we know, then, we pretty much have them.
Teller: Right.
Rountree: But, yeah, I think take a look at it and keep that in mind as you look at it and
say maybe we have got 6,000 more out there and we want the program to run for a
couple more years based on the changes or whatever the numbers tell you.
De Weerd: Yeah. I think you have shown some great results and in particular even
cost savings regardless to the city and to the citizens. Seventy-five dollars to 23 dollars
is quite substantial. One of the questions that I continue to get from those that have the
dual connection was why was it so important and where now the dual connection is -- is
eliminated, but they still could -- in his opinion still could run a hose from the device in
the back of his yard to the house and have the same effect, but no one was ever able to
explain it to him. Can you explain to me that --
Teller: Yes, Madam Mayor. What we have taken out of basically the backflow
prevention device is between our system and the pressurized irrigation system and we
have eliminated underground, so any potential new home buyers wouldn't know it
exists. But he is right, you could run a hose to the house and feed it that way through
another irrigation system or back into our system. One thing that we are lucky enough
to have here in our system that our forefathers however many years ago decided to do
is we do have dual check valves on the outside of our meters prior to the home. They
are not testable, but they are one -- one step to protect us from that and when we do
bring our new meter technology we will be able to track reverse flows and find these.
Right now we don't have that ability, so -- sometime in the future.
De Weerd: Just to follow up, his question was why couldn't he have just capped it?
Teller: Madam Mayor, most people want to cap it above ground. These assemblies
usually sit about a foot off the ground and a lot of people just want to cap those where
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they still exist and you can see them and that's very -- very tempting for new
homeowners or someone else to just connect that right back up and we don't have the
ability to police these that routinely. So, we want to -- we want to get these
underground and buried and gone, so we don't have that situation.
De Weerd: So, if you were going to dig it -- dig to the point where you capped it, you
may as well take it out. Because his apparently was six feet down.
Teller: Some of them are. Some -- well, like you saw on that -- that one slide, about
three or four feet --
De Weerd: Maybe that was him.
Teller: Might have been. Might have been.
De Weerd: Any other questions?
Bird: I have none.
De Weerd: Okay. So, it appears direction from Council is -- is we would like to see it --
the ten dollar rebate at least another year and check back in; is that correct?
Rountree: Yeah. And take a look at how much further out we might want to do that.
Teller: Okay. Madam Mayor, Councilman Rountree, thank you. We will do that. Thank
you.
De Weerd: Thank you, Dennis. And congratulations. You can bring your prop.
Teller: Oh, that's right. If I don't bring that back they are going to be missing it.
E. Parks & Recreation Department: Fiscal Year 2012 Budget
Amendment - Maintenance Facility Funding in the Amount of
$1,050,000.00
De Weerd: Yes. Since we have inventoried that I'm sure. Okay. Our Parks
Department. Mr. Siddoway.
Siddoway: Thank you, Madam Mayor, Members of the Council. We have four items on
your agenda tonight. I'll cover the first two. The third one will be covered by Mike
Barton and the fourth -- I guess fourth, which I guess is tied to a fifth, they are related,
will be covered by Colin Moss regarding movie night. This -- this first item, Item E, was
discussed at some length last week. We had a detailed presentation then. So, I will
simply say that we are following up tonight with the formal budget amendment request
as discussed last week for one million and fifty thousand for the maintenance facility
funding. That funding is covered by items in our CIP for 2013 that will come out if this
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gets approved, 450,000 of which was for this project, the maintenance facility and
600,000 of which was for the field house fund. There is an additional 50,000 dollar line
item transfer from our existing budget from 8th Street Park to the field -- the
maintenance facility fund. And with that I will stand for any questions.
De Weerd: Thank you. Council, any questions?
Bird: Madam Mayor?
De Weerd: Mr. Bird.
Bird: I move we approve the budget amendment for the maintenance facility funding in
the amount of one million 50 dollars.
Zaremba: Second.
De Weerd: I have a motion and a second. Any discussion from Council? Madam
Clerk.
Roll Call: Bird, yea; Rountree, yea; Zaremba, yea; Hoaglun, yea.
De Weerd: All ayes. Motion carried.
MOTION CARRIED: ALL AYES.
Bird: Madam Mayor?
De Weerd: Yes, Mr. Bird.
Bird: That was one million fifty thousand, not fifty dollars.
Zaremba: Second agrees.
De Weerd: Noted for the record. Yes.
Zaremba: As printed on the agenda.
De Weerd: We were looking at the price in front of us on the agenda.
Bird: Sorry.
Siddoway: Clarification. You know -- and that item does anticipate the change to the
contract that we would have to make with the architects in the budget that was prepared
by -- I just drew a blank.
De Weerd: Finance?
Meridian City Council Workshop
May 8, 2012
Page 53 of 60
Siddoway: Well, our budget --
De Weerd: From Kreizenbeck?
Siddoway: Kreizenbeck. Thank you. Does anticipate the increased contract amount
with the architect. Based on the approval tonight we will also be following up next week
with the change to their contract. But that money is now here, so --
Bird: Twist their arm. It's going to be lower.
De Weerd: Yeah. With the notation that we have confidence -- all the confidence in the
world in them that they will find savings, both in budget and in time.
Siddoway: Yes. And I do not anticipate a need to amend Kreizenbeck's contract,
because that one was approved with a base plus a percentage. The change will be for
the architects themselves, because theirs was just a flat fee -- for a fee not to exceed
based on the scope. So, we already opened F. Do you want me to move on to that
one?
De Weerd: Yes.
F. Parks & Recreation Department: Fiscal Year 2012 Budget
Amendment - Bottles Property Purchase in the Amount of
$93,000.00
Siddoway: Okay. So, Item F. We are in the process of purchasing some property from
Mark Bottles adjacent to the existing Borup property on Cherry Lane near McDermott.
The total purchase price for that property is 263,550 dollars, which is 15,000 per acre,
for the 17.57 acres. Council previously approved the purchase and sale agreement.
We have been moving forward since then with the due diligence process, which is
nearly complete. We are trying to move towards closing and need to have the
remaining funds for that. We do already have some funds that have been carried
forward in our land acquisition account, so the balance we need is just the 93,000
dollars, of which that money would come from our park impact fees and not the General
Fund. And I will stand for any questions.
De Weerd: And just to note as is noted as well on the budget amendment that this is
money that has been set aside for park land purchase through the park impact fees.
Siddoway: Through park impact fees. Thank you.
De Weerd: Okay. Any questions from Council?
Rountree: I have none.
Meridian City Council Workshop
May 8, 2012
Page 54 of 60
Bird: Madam Mayor?
De Weerd: Mr. Bird.
Bird: I move we approve the budget amendment in the amount of 93,000 dollars for the
purchase of the Bottles property on Cherry Lane.
Zaremba: Second.
De Weerd: I have a motion and a second. Any discussion from Council? Madam
Clerk, roll call.
Roll Call: Bird, yea; Rountree, yea; Zaremba, yea; Hoaglun, yea.
De Weerd: All ayes. Motion carried.
MOTION CARRIED: ALL AYES.
G. Parks & Recreation Department: Fiscal Year 2012 Budget
Amendment - Community Center Repairs in the Amount of
$11,700.00
De Weerd: Thank you. Our next two items will be addressed by Mike Barton and that's
Items 9-G and H.
Barton: Thank you, Madam Mayor, Members of the Council. We are bringing forward a
budget amendment to complete some emergency repairs at our community center
downtown. We have exhausted our operating budget this year. We have spent money
on a new furnace. We have done some roof repairs and some light ballast and other
miscellaneous building maintenance items. We are requesting 11,700 dollars to
complete the roof repairs. The repairs require a new membrane on the parapet wall
and a valley gutter and some roof drain replacements. The roof right now is leaking.
Not now -- not today in this weather, but when it rains it leaks. So --
De Weerd: Thank you for that clarification
Barton: Roof repairs, in addition to that, we had the service company come out and
evaluate the heating and air conditioning system. They determined that the air
conditioners were -- were in pretty decent shape. They were replaced. One of the units
on the roof was replace in '93 and the other one was replaced in '96. So, they were
pretty good. But the evaporative coolers that are in the heating units themselves need
to be replaced. Those are original equipment from the early '80s I believe it is. So, this
budget amendment would include a furnace replacement -- one furnace replacement,
it's on life support, evaporative coolers, and all the necessary roof repairs. With that
will answer any questions.
Meridian City Council Workshop
May 8, 2012
Page 55 of 60
De Weerd: Thank you, Mike. Any questions from Council?
Rountree: None.
Bird: Madam Mayor?
De Weerd: Mr. Bird.
Bird: I move that we approve the budget amendment for the community center repairs
in the amount of 11,700 dollars.
Zaremba: Second.
De Weerd: I have a motion and a second on this item. Any questions? Madam Clerk,
Zaremba: Madam Mayor?
De Weerd: Yes, Mr. Zaremba.
Zaremba: I was just going to comment -- I don't know when the city built that building in
the first place, but it certainly has been a good investment through its life. It's --
Bird: The city didn't build that.
De Weerd: Yes. It was a post office.
Zaremba: Oh, it was a post office first? We eventually bought it and it's still been a
good investment.
Bird: Bought it in '89.
Zaremba: Yeah. It's provided a lot of different kinds of service and we are making good
use out of it now, so I think that's great.
De Weerd: From post office to police department to Boys and Girls Club to community
center. Yes. Madam Clerk, will you call roll.
Roll Call: Bird, yea; Rountree, yea; Zaremba, yea; Hoaglun, yea.
De Weerd: All ayes. Motion carried.
MOTION CARRIED: ALL AYES.
H. Parks :> Recreation Department: Year 2012 Budget
AmountAmendment - Movie Night in Meridian Title Sponsorship in the
of 11 11
Meridian City Council Workshop
May 8, 2012
Page 56 of 60
De Weerd: Item H.
Barton: Thanks for your time. We are going to turn this one over to Colin.
De Weerd: Okay. Hi, Colin. Sorry, I thought Mike wanted to do yours, too.
Moss: Sure. Good afternoon, Madam Mayor and Members of the Council. I am here
to discuss the -- we have got a contract with Cable One before you. When they
originally came on board for our Movie Night in Meridian program, it was for a five year
duration for them to be our title sponsorship. That five years has finished. We finished
our fifth year of movie night last year and so I have negotiated with them to be our title
sponsor moving forward for the next five years. In exchange for that they were going to
be purchasing a new movie screen --
De Weerd: A new bigger --
Moss: A new bigger movie screen. The current one we have is 25 feet wide and the
new one would be a 30 foot movie screen and so the contract includes the trade-in for a
new movie screen. It also includes for Cable One to continue to do their video
production services for our program, which has been an extremely large benefit where
we have a contact at Cable One who produces the welcoming video, that goes over
ground rules for people attending, as well as that contact at Cable One has been -- they
work directly with our sponsors to produce their 30 second ads and so in -- with being
able to get the 30 second ads from the other sponsors we have been able to, obviously,
get some -- some great sponsorship revenue over the course of the five years and
Cable One's involvement has just been a real great benefit for the program overall. So,
we are very excited to have them on board for another five years and so we have got
some contracts and the associated budget amendment that goes with that, 9,100
dollars is how much Cable One has already paid to us, so we have already received the
check and given it to Finance. That's the exact amount that we will need to purchase
the new screen and so the budget amendment is to just allow us to spend that money
that Cable One has already paid us to purchase that new movie screen.
De Weerd: Have we got a signed agreement back from them?
Moss: We have.
De Weerd: Okay. So, it's all clean. And I think it's important to note as well that this is
cost neutral, that this is a program that pays for itself.
Moss: Exactly. We have been very fortunate that the last two years of movie nights we
have -- it's been a free to the public event where not only is it free to attend, but we have
been able to recoup all the costs of movie licensing and all the audio visual equipment
rental through our sponsorship and concessions revenue.
Meridian City Council Workshop
May 8, 2012
Page 57 of 60
De Weerd: Congratulations on that.
Moss: Thank you.
De Weerd: Any questions from Council?
Rountree: I have none.
Zaremba: Madam Mayor?
De Weerd: Mr. Zaremba.
Zaremba: This is totally a side issue, but there was awhile where we had a problem
with teens wandering around the park and not really watching the movie. Has that been
resolved or --
De Weerd: Ongoing.
Moss: Yeah. Madam Mayor, Councilman Zaremba, it is an ongoing issue. We have
got volunteers at every night that -- that help us police that issue. A couple years ago
we changed the ground rules of movie night to where the playground area was no
longer open, because originally we had asked the teens who were there to socialize, to
move back behind the -- you know, back in the splash pad area, so that they weren't
disturbing the people trying to watch the movie. Well, that's kind of how it escalated into
they kind of had their own area to hang out and so we closed the area behind -- behind
the concessionaires back -- we closed that area entirely to -- to anybody that was at the
movies and that kind of helped things so that we kind of contained it within the seating
area. The Meridian Police Department has been a huge help. Officer Lester and
Officer -- I'm blanking on the -- on his name, but --
De Weerd: Sonada.
Moss: Sonada. Officer Sonada. -- have been extremely helpful and, then, we have
had several other officers there over the course of, you know, the program who have
been a big help in keeping things under control and, then, just last year we -- you know,
in bringing the kids back into the seating area, obviously, the -- the issue remains that
they are being loud and just -- I mean not all of them being loud, but just collectively
makes it loud and difficult for people in the back to hear and so we added three more
speakers last year to the back of the seating area to kind of create an atmosphere that
there is up front where it's -- the movie is loud enough to where even if you're kind of
talking with your neighbor you can still hear the movie pretty easily over the top of that
noise and so right now the entire seating area is kind of enclosed with speakers and it's
worked out pretty well. And so we have got a -- we will have a contract with -- with our
Rocky Mountain Audio Visual provides the audio visual for that and so we will have a
contract with them to provide the same amount of speakers that we ended the year
with, so that we will have that, you know, level of -- level of speakers for the entire
Meridian City Council Workshop
May 8, 2012
Page 58 of 60
season this year.
De Weerd: So, can you now call it surround sound?
Moss: Absolutely. Yeah. We have a total of -- total of seven speakers surrounding the
-- surrounding the seating area. Yeah. Any other questions?
Zaremba: Thank you.
De Weerd: Okay. Mr. Bird.
Bird: I move we approve the budget amendment for the Movie Night in Meridian on the
title sponsorship in the amount of 9,100 dollars.
Zaremba: Second.
De Weerd: I have a motion and a second. If there is no discussion, Madam Clerk.
Roll Call: Bird, yea; Rountree, yea; Zaremba, yea; Hoaglun, yea.
De Weerd: All ayes. Motion carried.
MOTION CARRIED: ALL AYES.
Moss: Thank you.
1. Parks & ReGreation Department: Movie Night in Meridian 201
2016 Title Sponsorship Agreement Between Cable One and
the City of Meridian I
De Weerd: I will also need approval.
Bird: Madam Mayor?
De Weerd: Mr. Bird.
Bird: I move that we approve the contract with Cable One and for the Mayor to sign and
the Clerk to attest.
Zaremba: Second,
De Weerd: I have a motion and a second to approve the -- Item 9-I. Madam Clerk, will
you call roll.
Roll Call: Bird, yea; Rountree, yea; Zaremba, yea; Hoaglun, yea. doll
Meridian City Council Workshop
May 8, 2012
Page 59 of 60
De Weerd: All ayes. Motion carried.
MOTION CARRIED: ALL AYES.
Item 10: Ordinances
A. Ordinance No.Ordinance (AZ 08-011 Sgroi)
Annexationfor of . Tract of Land Locatedthe of
Section 4, Township 3 N, Range 1 E, and Determining the Lant
Use Zoning Classification of Said Lands from R1 (Ada County)
to R-8 (Medium Density Residential) Approved
De Weerd: Item No. 9-A is Ordinance 12-1513. Madam Clerk, will you, please, read
this by title only.
Holman: Thank you, Madam Mayor. City of Meridian Ordinance No. 12-1513, an
ordinance AZ 08-011, Sgroi, for annexation of a tract of land being a portion of
Government Lot No. 2, situated in the northeast one quarter of Section 4, Township 3
North, Range 1 East, Boise meridian, Ada County, Idaho, as described in Attachment A
and annexing certain land and territory situated in Ada County, Idaho, and adjacent and
contiguous to the corporate limits of the City of Meridian, as requested by the City of
Meridian, establishing and determining the land use zoning classification of said land
from R-1, Ada County, to R-8, Medium Density Residential District, in the Meridian City
Code, providing that copies of this ordinance shall be filed with the Ada County
assessor, the Ada County recorder and the Idaho State Tax Commission as required by
law and providing for a summary of the ordinance and providing for a waiver of the
reading rules and providing an effective date.
De Weerd: This is just a guess, but I don't think Ralph wants to hear it read in its
entirety. So, Council, do you have a motion to approve?
Bird: Madam Mayor?
De Weerd: Mr. Bird.
Bird: I move we approve Ordinance No. 12-1513, with suspension of rules.
Rountree: Second.
De Weerd: I have a motion and a second to approve Item 10-A. Madam Clerk, will you,
please, call roll on this item.
Roll Call: Bird, yea; Rountree, yea; Zaremba, yea; Hoaglun, yea.
De Weerd: All ayes. Motion carried.
Meridian City Council Workshop
May 8, 2012
Page 60 of 60
MOTION CARRIED: ALL AYES.
Item 11: Future (Meeting Topics
De Weerd: Item 11 is Future Meeting Topics. Council, any items to consider for future
agendas?
Rountree: I have none.
De Weerd: Okay. I would entertain a motion adjourn.
Rountree: So moved.
Bird: Second.
De Weerd: All those in favor say aye. All ayes.
MOTION CARRIED: ALL AYES.
MEETING ADJOURNED AT 6:18 P.M.
(AUDIO RECORDING ON FILE OF THESE PROCEEDINGS)
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Changes to Agenda:
Item #8A: Meridian and Amity Access Variance (VAR -12-001)
Application(s):
➢ Variance
New Information: This item was continued from the April 24, 2012 City Council hearing. Council requested rational
from ITD on the decision for granting the three (3) proposed access points. Additionally, Council requested a revised
concept plan from the applicant that depicted one (1) access point at the quarter mile. Included in the Council's
packet is the letter from ITD and the revised concept plan.
Staff Recommendation: Denial
Outstanding Issues for Council: Are three (3) accesses to Meridian Road (SH 69) needed to serve this site?
Notes:
Meridian City Council Meeting
DATE: May 8, 2012 ITEM NUMBER: 5A
Approve Minutes of April 24, 2012 City Council Regular Meeting
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
.j
DATE: May 8, 2012 IT :
PROJECTU :
ITEM TITLE:
Approval of 2012-2013 Beer and Wine Renewal for St. Lukes Regional Medical Center
located at 520 S. Eagle Rd.
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
111,1' • r
2012 ITEM NUMBER:
ITEM TITLE: Sgroi
Development Agreement for Approval: Sgroi AZ 08-011 by Nunzio Sgroi Located at
4405 East Ustick Road: Request for Annexation and Zoning of 2.953 Acres from the R1
to the R-8 Zoning District
Community Item/Presentations Presenter Contact Info./Notes
CLERKS OFFICE FINAL ACTION
DATE:
E-MAILED TO
STAFF
SENT TO
AGENCY
SENT TO
APPLICANT
NOTES
INITIALS
DATE: May 8, 2012 ITEM NUMBER: 5D
ITEM TITLE: Lee White
Final Order for Approval: AP 12-001 Request: Appeal for a City Council Review of the
Director's Denial of an Accessory Use Permit (AUP 12-001) for a Home Occupation by
Lee White Located at 1750 N. Ten Mile Road
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
1111,NTWORV•
D` i 2012 ITEM NUMBER:
ITEM TITLE: Solitude Place
Final Order for Approval: TEC 12-007 Solitude Place by M2 Land, LLC Located
Southeast Corner of N. Meridian Road and E. McMillan Road Request: Two (2) Year
Time Extension on the Preliminary Plat in Order to Obtain the City Engineer's Signature
on a Final Plat
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
DATE: May • 2012 ITEM NUMBER:
Legal Department Report: Role of Meridian Arts Commission in Installation of Public Art
at Crossover Portion of Meridian Split Corridor Phase II
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
SOIJAZi ay •
, 2 012 ITEM NUMBER: 6B
Annual Update by Ada County Assessor Robert McQuade
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 Primary Roll Assessment Notice Summary
Tax District No. 18 2011-12
5/7/2012 2012 2011 % Change
City Total
(nreliminarv)
Total Meridian City Market Value
Homeowner's Exemption
Total Meridian City Taxable Value
6,116,156,800
5,739,390,300
3.54%
-1,444,860,029
-1,432,548,808
0.86%
4,671,296,771
4,306,841,492
8.46%
Urban Renewal Area
Meridian MDC1 58,976.3001 57,469,200
Residential Market Value
Residential Parcel Count
(Residential includes manufactured Homes)
Commercial Market Value
Commercial Parcel Couni
Personal Property
Personal Property Couni
TOTAL COMMERCIAL
Operating Property (Last Years Value)
Residentia'
New Residential Couni
Commercial
New Commercial Couni
New Subs/Change Status
Overall (Includes Value Decrease;
Residential Improved Mean
Median
Commercial Improved Mean
Median
Residential Property Tax Burden
Commercial Property Tax Burden
(Homeowner's Exemption, UR, Operating Property &
Sub Roll Included in calculation)
4,082,054 ' 500
3,942,458,200
3.54%
311120
30,9141
0.67%
Commercial
1,778,820,300
1,560,470,900
13.99%
2,167
2,127
1.88%
196,305,700
178,992,000
9.67%
2,296
2,403
-4.45%
1,975,126,000
1,739,462,900
13.55%
57,859,019
54,859,939
54,284,532
1.06%
485
599
-19.03%
48,516,400
35,525,000
36.57%
36
34
5.88%
27,073,0501
6,651,848
307.00%
127,934,9891
93,712,380
36.52%
(2012 NCR does not include value from UR areas)
Increase Estimates
0.93%
-10.76%
0.83%
-10.66%
1.50%
-5.69%
-0.80%
-5.57%
2011
57.46%
42.54%
Assessment Notices
Assessment Notice Mailing Date 5/26/2012 5/27/2011
35,5831 35,444
5/8/2012
A
DATE: May 8, 2012 ITEM NUMBER: 60�
ITEM TITLE:
Neighborhood Bicycle and Pedestrian Planning
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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Items Moved From Consent Agenda
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
DATE: NUMBER:
ITEM TITLE: Meridian and Amity
Public Hearing Continued from April 24, 2012: VAR 12-001 Meridian and Amity by
Hawkins Companies Located West Side of S. Meridian Road, Between W. Amity Road
and W. Harris Street Request: Variance to UDC 11-3H-4 Which Prohibits New
Approaches from Directly Accessing a State Highway to Allow Three (3) Access Points,
Two (2) Right-In/Right-Out Access Points at the Eighth Mile and One (1) Right-In/Right-
Out/Left-In Access Point at the Quarter Mile to S. Meridian Road (State Highway 69)
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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ITEM TITLE:
Community Development: Strategic Plan Update
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Parks & Recreation Department: Fiscal Year 2012 Budget Amendment - Bottles
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MEETING NOTES
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Parks & Recreation Department: Movie Night in Meridian 2012-2016 Title Sponsorship
Agreement Between Cable ONE and the City of Meridian
MEETING NOTES
AV -r 4e -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
1 111M.111 -0114m;
This MOVIE NIGHT IN MERIDIAN 2012-2016 TITLE SPONSORSHIP
AGREEMENT ("Agreement") is made on this day ofiI 2012 ("Effective Date"), by and
between the City of Meridian, a municipal corporation orgamz under the laws of the state of
Idaho, whose address is 33 E. Broadway Avenue, Meridian, Idaho ("City"), and Cable ONE, a
corporation organized under the laws of the state of Delaware, whose local address is 2101 E.
Karcher Road, Nampa, Idaho ("Sponsor").
WHEREAS, City, by and through the Meridian Parks and Recreation Department, hosts
Movie Night in Meridian, a weekly outdoor movie event series, every Friday evening in June,
July, and August, at Settlers Park;
WHEREAS, City sought a business or organization to be the title sponsor of Movie
Night, and to that end, issued Request for Proposals no. PKS-12-10130A, "2012-2016 Movie
Night in Meridian Title Sponsorship" ("RFP"); and
WHEREAS, Sponsor provided a response to the RFP, attached hereto as Exhibit A, and
was the winning bidder;
NOW, THEREFORE, for good and valuable consideration, the receipt and sufficiency
of which is hereby acknowledged and agreed, and in consideration of the mutual promises and
covenants herein contained, and in consideration of the recitals above, which are incorporated
herein, City and Sponsor agree as follows:
I. RIGHTS AND RESPONSIBILITIES OF SPONSOR
A. Title Sponsorship. Throughout the term of this Agreement, Sponsor shall be, and shall
be recognized as, the Title Sponsor of City's weekly summer Movie Night event series.
As such, benefits insuring to Sponsor throughout the term of this Agreement shall
include:
1. Within the limits of City's control and for the duration of this Agreement, in all
promotional materials and presentations, City's weekly summer Movie Night event
series shall be referenced as "Cable ONE Movie Night in Meridian."
2. As to Cable ONE Movie Night in Meridian, Sponsor shall be entitled to sponsorship
exclusivity in the business categories for which it provides products and services.
Sponsor may provide one (1) video advertisement promoting Sponsor, thirty (30)
seconds in duration, for broadcast following the welcoming video at each Cable ONE
Movie Night in Meridian.
4. Sponsor may set up a promotional display in Settlers Park at each Cable ONE Movie
Night in Meridian.
MOviE NIGHT TITLE SPONSORSHIP AGREEMENT PAGE I of 7
5. Sponsor may place one (1) banner no wider than eight feet (8') for display on the
movie screen, and two (2) free-standing banners no wider than eight feet (8') for
display around the seating area.
B. Purchase, donation of screen. Sponsor shall pay City nine thousand one hundred
dollars ($9,100), representing the cost to City to purchase one (1) Open Air Cinema
thirty-foot Open Air Elite Screen Package.
C. Welcoming video. Sponsor shall, in coordination with City staff, produce and have
available for City staff to pick up by 12:00 p.m. (noon) on the day of each and every
Cable ONE Movie Night in Meridian, a video of approximately three (3) minutes in
duration welcoming the crowd to Cable ONE Movie Night, to include Sponsor's thirty-
second video advertisement, two (2) thirty-second video advertisements promoting that
year's presenting sponsors, and a thirty-second video of that week's single -night sponsor.
Sponsor acknowledges that the venue at which the welcoming video will be played is a
public place and that all members of the public shall be invited to attend. To this end, all
material shown shall be appropriate for all ages, values, and sensibilities. Sponsor shall
not include language, attire, or behavior that is profane, sexual, violent, or discriminatory,
or that otherwise violates City policy or order of the Director of the Meridian Parks and
Recreation Department.
D. Use of City's name, logo. City hereby conveys to Sponsor 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 Sponsor shall not use City's logo for any purpose without the express,
written permission of the Mayor's Executive Assistant.
II. RIGH'T'S AND RESPONSIBILITIES OF CITY
A. Promotion. With regard to Cable ONE Movie Night in Meridian, City shall undertake
the following promotional and advertising efforts:
1. Advertisement in the Meridian Parks & Recreation Spring/Summer Activity Guide,
newspaper, radio, e-mail messaging, and online social media.
2. Sponsor's logo and a link to Sponsor's website shall be displayed on the page on the
City's webpage listing the Cable ONE Movie Night in Meridian schedule.
3. Sponsor's logo and a link to Sponsor's website shall be displayed on the page on the
City's webpage listing the most recently available Cable ONE Movie Night in
Meridian schedule throughout the term of this Agreement.
4. Sponsor's logo and a link to Sponsor's website shall be posted on the City of
Meridian Parks and Recreation Department page on Facebook.
5. Sponsor's logo shall be posted at the top of Cable ONE Movie Night in Meridian
flyers and literature.
MOVIE NIGHT TITLE, SPONSORSHIP AGREEMENT PAGF. 2 of 7
B. Used screen. In accordance with the terms of the REP, City shall provide to Sponsor,
and Sponsor shall take possession and ownership of, City's used inflatable movie screen.
IILGENERAL PROVISIONS
A. Term. The term of this license shall be from the Effective Date through September 1,
2016, unless earlier terminated by either party by the method established herein.
B. Cancellation; scheduling. The parties acknowledge that each Cable ONE Movie Night
in Meridian event series schedule shall include twelve to fourteen (12-14) weekly movie
showings during June, July, and August, but cancellation may be necessary due to
weather or other conditions or circumstances. City shall have sole responsibility and
discretion in scheduling and/or cancelling Cable ONE Movie Night in Meridian and all
movies and activities related thereto, including any and all related activities by Sponsor.
The parties hereto expressly acknowledge that Settlers Park is a public space, the
management and scheduling of which shall at all times be within the sole purview of
City. Any right or privilege granted to Sponsor by this Agreement shall include neither
the right to exclude any law-abiding person from Cable ONE Movie Night in Meridian,
nor the right to interfere with any person's concurrent, lawful use of Settlers Park where
such concurrent use does not conflict or interfere with Sponsor's use.
C. Release. In consideration of City's provision of its used inflatable movie screen to
Sponsor, Sponsor hereby releases City from liability for any and all rights, causes of
action, claims, lawsuits, damages of any nature, both known and unknown, both now and
in the future, that arose, may arise and/or are related in any way to City's used inflatable
movie screen. This provision discharges City from any and all claims and Iawsuits
whatsoever that Sponsor has brought, could have brought, or could bring against City in
the future. Sponsor fully understands and agrees that this Agreement is a full, final and
complete release and discharge of any and all claims of any nature which it may have
against City as may relate to City's used inflatable movie screen, inclusive of any claims
or demands for attorney's fees and costs.
D. Insurance Sponsor's responsibility. City shall not provide insurance to cover loss,
theft, or damage of any equipment or materials used by Sponsor in the furtherance of this
Agreement, or to cover any activity undertaken by Sponsor in the exercise of the rights or
the furtherance of the obligations described herein. Any and all insurance of each party's
respective property and personnel shall be the sole responsibility of that party. Sponsor
shall obtain all necessary insurance as may be required in order to protect Sponsor's
insurable interests for Sponsor's rights and obligations described within this Agreement,
including, but not limited to, liability insurance, automobile insurance, worker's
compensation insurance, and/or property insurance.
E. Termination.
1. Termination for cause. If either Party determines that the other has failed to comply
with any term or condition of this Agreement, violated any of the covenants,
agreements, and/or stipulations of this Agreement, engaged in any act of misconduct
in the performance of this Agreement; or if either Party willfully or negligently
MOVIE NIGHT TITLE SPONSORSHIP AGREEMENT PACE 3 of 7
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 thirty (30) days after receipt of such
notice to cure the default. If the default is not cured within such period, this
Agreement shall be terminated upon mailing of written notice of such termination by
the terminating party.
2. Termination without cause. Either party may terminate this Agreement for any
reason or without cause by providing to the other party three hundred sixty-five (365)
days' written notice.
No compensation upon termination. In the event of termination, whether for or
without cause, neither Party shall be entitled to compensation or damages for any
equipment or materialsprovided pursuant to this Agreement or obligations incurred
in furtherance of the rights conveyed by this Agreement. All equipment purchased by
City for Cable ONE Movie Night in Meridian or in furtherance of this Agreement,
including the Open Air Cinema thirty-foot Open Air Elite Screen Package and any
and all products and equipment purchased by City under or related to this Agreement,
shall remain the property of City. All finished and unfinished video footage, audio
recordings, artwork, written materials, and/or any and all other work products
prepared and submitted or prepared for submission under this Agreement shall remain
the property of Sponsor. Notwithstanding this provision, neither party shall be
relieved of any liability for damages sustained by the other attributable to a breach of
this Agreement.
F. Video production.
Approval by City. City, in its sole discretion, may edit, reduce, cancel, or reject, at
any time, any audio, video, or written material submitted, used, or created by
Sponsor. Any pre -approval by City shall not be considered a waiver of the right to
revoke or edit any such material during the term of this Agreement.
2. Indemnity. Sponsor warrants and represents that, as to all content of the video pieces
created or produced pursuant to this Agreement, Sponsor shall, and hereby agrees to,
indemnify, defend and hold harmless City from all claims, suits, judgments,
proceedings, losses, damages, costs, and expenses, of any nature whatsoever,
including attorneys' fees, for which the City may become liable by reason of City's
displaying of Sponsor's audio or video copy, artwork, or other content, including but
not limited to claims for libel, violation of privacy, plagiarism, or copyright
violations.
G. Relationship of Parties. It is the express intention of Parties that Sponsor is an
independent contractor 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 Sponsor and City or between Sponsor
and any official, agent, or employee of City. Both parties acknowledge that Sponsor is
not an employee of City. Sponsor shall retain the right to perform services for others
MOviE NIGHT TITLE SPONSORSHIP AGREEMENT PAGE 4 of 7
during the term of this Agreement. Sponsor shall have no authority or responsibility to
exercise any rights or power vested in City. The selection and designation of the
personnel of City in the performance of this agreement shall be made by City.
H. Indemnification. Sponsor specifically indemnifies City and holds City harmless from
any loss, liability, claim, judgment, or action for damages or injury to Sponsor, to
Sponsor's personal property or equipment, and to Sponsor's employees, agents, or
volunteers arising out of or resulting from the condition of City's real or personal
property or any lack of maintenance or repair thereon, and not caused by or arising out of
the tortious conduct of City or its employees. Sponsor further agrees to indemnify and
hold City harmless from any loss, liability, claim or action from damages or injuries to
persons or property in any way arising out of or resulting from the use of City's real or
personal property by Sponsor or by Sponsor's employees, agents, volunteers, or invitees
and not caused by or arising out of the tortious conduct of City or its employees or
volunteers.
I. Waiver. Sponsor 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 Sponsor's
performance of this Agreement, whether such loss or damage maybe attributable to
known or unknown conditions, except for liability arising out of the tortious conduct of
City or its officers, agents or employees.
J. Taxes. Sponsor shall be solely responsible for the payment of taxes owed for any income
realized as the result of activities undertaken pursuant or related to this Agreement.
K. Time of the essence. Sponsor acknowledges that services provided under this
Agreement shall be performed in a timely manner. The Parties acknowledge and agree
that time is strictly of the essence with respect to this Agreement, and that the failure to
timely perform any of the obligations hereunder shall constitute a breach of, and a default
under, this Agreement by the party so failing to perform.
L. Compliance with law. Throughout the course of this Agreement, Sponsor shall comply
with any and all applicable federal, state, and local laws.
M. Non-discrimination. Throughout the course of this Agreement, Sponsor shall not
discriminate against any person as to race, creed, religion, sex, age, national origin,
sexual orientation or any physical, mental, or sensory handicap.
N, Entire Agreement. This Agreement constitutes the entire understanding between the
Parties. This Agreement supersedes any and all staternents, promises, or inducements
made by either party, or agents of either party, whether oral or written, whether previous
to the execution hereof or contemporaneous herewith. The terms of this Agreement may
not be enlarged, modified or altered except upon written agreement signed by both parties
hereto.
O. Costs and attorneys' fees. If either party brings any action or proceedings to enforce,
protect or establish any right or remedy under the terms and conditions of this
MOVIE NIGHT TITLE SPONSORSHIP AGREEMENT PAGE 5 of 7
Agreement, the prevailing party shall be entitled to recover reasonable costs and
attorneys' fees, as determined by a court of competent jurisdiction, in addition to any
other relief awarded.
P. 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.
Q. 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.
R. 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.
S. No assignment. Sponsor shall not assign, sublet, subcontract, or transfer its rights or
responsibilities hereunder without the express written consent of City. Should Sponsor
cease to exist in its current form, this Agreement and all rights granted to Sponsor
hereunder shall be void.
T. Notice. Any and all Notice required to be provided by either of 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:
S2onsor:
Cable ONE
Peggy Bates
2101 E. Karcher Road
Nampa, Idaho 83687
Citv
City of Meridian
Attn: Colin Moss
33 E. Broadway Ave.
Meridian, Idaho 83642
Either party may change its address for the purpose of this paragraph by giving written
notice of such change in the manner herein provided.
U. Entire agreement. This Agreement contains the entire agreement of the parties and
supersedes any and all other agreements, leases, or understandings, oral or written,
whether previous to the execution hereof or contemporaneous herewith.
V. Exhibits. All exhibits to this Agreement are incorporated by reference and made a part
of hereof as if the exhibits were set forth in their entirety herein.
W. Warranty of authority. The undersigned expressly warrants that, to the extent set forth
herein, he is duly authorized to act as the representative and agent of Sponsor. The
undersigned further warrants that he is authorized to bind Sponsor to the obligations set
forth herein, and to accept the liabilities as established herein on behalf of Sponsor.
MOvIE NIGHT TITLE SPONSORSHIP AGREEMENT PAGE 6 of 7
X. 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.
a�IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the
day of April, 2012.
Joh osch, Vice President — West Division
CITY OF MERIDIAN:
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BY: , a — fi /.?city
Tammy,aflWeerd, Mayor
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�T�$��lde TREASV4��P4
City Clerk
MOVIE NIGHT TITLE SPONSORSHIP AGREEMENT PAGE 7 Of 7
b
1
PURCHASING DEPARTMENT
33 East Broadway Ave., Ste 106
Meridian, ID 83642
Phone: (208) 489-0416
Fax: (208) 887-4813
2012-2016 MOVIE NIGHT IN MERIDIAN TITLE SPONSORSHIP
PROPOSALS MUST BE RECEIVED PRIOR+P
Febrljary 9.2012
DELIVER TO: CITY OF MERIDIAN, PURCHASING DEPARTMENT
33 EAST BROADWAY AVENUE, STE 106
MERIDIAN, ID 83642
Prepared by: KEITH WATTS
NAME AND ADDRESS OF VENDOR SUBMITTING PROPOSAL
NAME: Cable ONS ADDRESS:. 2101 E. Karcher Road
DATE: February 15 2012 Nampa, ID 83687
CITY OF MERIDIAN
Meridian, lash® 83642
PROJECT PKS-12-10130A
PART PAGE
Cover SheeVTable of Contents.................................................2
1. Notice Calling for Proposals.......................................................3
II. Instructions to Proposal's..........................................................8
III. Proposal Documents...............................................................12
A. Proposal Form
B. Respondents Experience Statement
2 of 18
PART I
NOTICE CALLING FOR PROPOSALS
1-21J :4011-1
The City of Meridian is soliciting proposals from respondents to be the Title
Sponsor of the Movie Night in Meridian program.
• .=
Contained within the Specifications 1 Scope of Work "Attachment A" are specific
objectives which will be required of the awarded respondent. The City of
Meridian shall retain the ability to revise this scope as necessary.
PRESENTATIONS
Those respondents which are determined to be best qualified to undertake the
services required under this Request for Proposals may be invited to make a
presentation to the City. Further information may be provided to the prospective
respondents after the initial selection.
SUBMITTAL REQUIREMENTS
One (1) original and one (1) copy of the respondents sealed proposal will be
received by the City on February 9, 2012 until 4:00 p.m., MT at the office of the
Purchasing Agent, City of Meridian, 33 East Broadway Avenue, Ste. 106,
Meridian, Idaho 83642,
The Proposal must contain, but is not limited to the following information:
1. Completed proposal form submitted on PART III - A PROPOSAL FORM.
2. A summary of the respondents experience with projects similar to the
types of work stated in this Request for Proposals, submitted on
PART III - S, RESPONDENT'S EXPERIENCE STATEMENT.
3. Total proposed cost of respondent's services in response to and in
compliance of this Request for Proposal's shall be detailed and are to
include all labor, material, travel, related expenses, equipment, etc.
4. Any additional Information which the respondent deems appropriate.
3 of 18
610111kil
S
Mistakes must be corrected and the correction inserted; correction must be initialed in
ink by the person signing the Proposal.
Alternate Proposals will not be considered unless otherwise stipulated.
If required, before award or execution of the contract by the City, the Contractor shall
file with the City a surety bond satisfactory to the City in the amounts and for the
purpose noted. Bonds shall be duly executed by a responsible corporate surety,
authorized to issue such bonds in Idaho and secured thorough an authorized agent with
an office in Idaho. Contractor shall pay all bond premiums, costs and incidentals.
The City reserves the right to waive any informalities or minor irregularities in
connection with the Proposals received.
All provisions of the City code are applicable to any Proposal submitted or contract
awarded pursuant thereto.
If equipment Is proposed, it is to be new and latest model In current production. Used,
remanufactured, shopworn, demonstrator, prototype or discontinued models are not
acceptable unless otherwise stipulated.
Within thirty (30) days after the Proposal opening, a contract may be awarded by the
City to the lowest responsive and responsible Proposer, subject to the right of the City
to reject all Proposals, as it may deem proper in its absolute discretion. The time for
awarding a contract may be extended at the sole discretion of the City if required to
evaluate Proposals or for such other purposes as the City may determine, unless the
Proposer objects to such extension in writing with his Proposal.
The City of Meridian does not discriminate on the basis of race, religion, sex, national
origin, marital status, age, physical handicap, ownership by women or minorities or
sexual orientation.
ADDITIONAL
. , AND CONDITION
-XAMINIATION OF CONTRACT r
The Proposal's shall carefully examine the specifications, and satisfy themselves
as to their sufficiency, and shall not at any time after submission of the Proposal,
dispute such specifications and the directions explaining or interpreting them.
BUSINESS OR ORGANIZATION EXCL!J=b1S
Sponsors whose primary focus or message is or includes the safe or promotion of
alcohol or tobacco products or products of a primarily sexual nature shall not be
selected to sponsor Movie Night in Meridian.
4of18
Any sponsor which promotes or endorses any of the following content shall not be
selected to sponsor Movie Night in Meridian:
1. Profane, obscene, indecent, violent, or pornographic content and/or
language;
2. Content that promotes, fosters or perpetuates discrimination on the basis of
race, Creed, color, age, religion, gender, sexual orientation, or national
origin;
8. Defamatory or personal attacks;
4. Threats to any person or organization;
S. Content that promotes, fosters or perpetuates conduct in violation of any
federal, state or local law;
6. Content that encourages or incites illegal activity;
i. Information that may tend to compromise the safety or security of the public
or public systems;
8. Content that violates a known legal ownership interest, such as a copyright,
of any party; or
9. Any content that contains or perpetuates a message that the Director of the
Parks & Recreation Department deems to be inappropriate and not in the
best interest of the City of Meridian.
AWARD
The City of Meridian reserves the right to make an award on any Item, group of
items in the aggregate to that/those Highest ranked responsive and responsible
contractors (s) whose Proposal (s) is/are most responsive to the needs of the City.
E UATIO flnspection)
Equipment and goods will be inspected before acceptance by an authorized
representative of the City of Meridian for workmanship, appearance, proper
functioning of all equipment and systems, and conformance to all other
requirements of the specifications. If deficiencies are found, it shall be the
responsibility of the contractor to pick up the equipment/goods and replace for
reinspection and acceptance. Payment will not be made until corrective action has
been made.
QUANTITIES L dditions)
The quantity specified Is based upon current known requirements and is subject to
increase if mutually agreeable to both parties within 365 days of contract award.
5 of 18
Said increase will be governed by the same terms and conditions of this Invitation
for Proposal
,:
Contractor delivering equipment / goods against this specification shall guarantee
that the equipment / goods meet the minimum requirements se forth herein. If it is
found that the equipment 1 goods delivered do not meet the minimum requirements
of this specification, the Contractor will be required to correct the same at the
Contractor's expense.
BRAND NAME
Brand names and numbers, when used, are for reference to indicate the character
and quality desired. Contractors may offer comparable "EQUAL" products unless
expressly prohibited herein. If necessary, the burden of proof and cost on analysis
to determine equality shall be that of the Contractor. If proposing an "EQUAL",
please state name of manufacturer, model, and part number, if applicable, and
enclose descriptive literature.
PURCHASE AGREEMENT DOCUMENTS
A copy of the Notice Inviting Proposals, General Conditions and Instructions to
Proposal's, Special Conditions, Additional Terms and Conditions, Specifications,
Plans and / or Drawings, P'roposal's Submittal, and any other related documents
will remain on file in the office of the City Purchasing Agent. It Is understood that
these documents will form the basis of the purchase agreement upon award of ft
contract. All materials or services supplied by the Contractor shall be in
conformance with all the specifications contained herein and shall be in Compliance
with any applicable Local, State, and Federal Laws and regulations.
6of18
CJTVS REPRESENTATIVES
Purchasing Reprenntative
Keith Watts, Purchasing Agent
33 East Broadway
Meridian, ID 83642
(208)888-4433
Fax (los) 8874813
kwafts@.meridiancky,or
Technical Represontaflve
Colin Moss
33 East Broadway
Meridian, ID 83642
208-888-3579
Fax (208) 898-5501
cmoss0meridiancitya g
Any and all explanations desired by a respondent regarding the meaning or
Interpretation of this Request for Proposals or any part thereof must be requested
In writing and directed to the person named as the Purchasing Representative
and In accordance with section 1 "EXPLANATIONS TO RESPONDENTS".
Violation(s) may be caused for rejection of the proposal.
Dated: ! .3 r /Z -
CITY OF MERIDIAN
7of18
There are eighteen (18) total pages In this Request for Proposals. It is the
respondent's responsibility to ensure that all pages are included. If any pages
are missing, immediately request a copy of the missing page (s) by e -mailing
your request to Keith Watts, Purchasing Agent at kwatts@rneridianciw .oLq ,
RFP Project PKS-12-10130A.
Any explanation desired by a respondent regarding the meaning or interpretation
of the Request for Proposals, or any part thereof, must be requested in writing(
via fax or e-mail) and with sufficient time allowed for a reply to reach respondent
before the submission of their proposal. Any Request of a technical nature
should be sent to BOTH the Purchasing Representative and Technical
Representative. Any Interpretation made will be in the form of an addendum to
the Request for Proposals, issued by the Purchasing Agent, and will be furnished
to all prospective respondents of record. Oral explanations or instructions given
before proposal opening will not be binding.
. CONDITIONS AFFECTING THE WORK
Before submitting a proposal, each respondent must (1) examine the
Request for Proposals documents thoroughly, (2) visit the site to familiarize
himself/herself with local conditions that may, in any manner, affect cost,
progress or performance of the work, (3) familiarize himself/herself with
Federal, State and Local laws, ordinances, rules and regulations that may, in any
manner, affect cost, progress or performance of the work; and (4) study and
carefully correlate respondent's observations with the Request for Proposal's.
Failure to do so will not relieve respondent from responsibility for estimating
property the difficulty or cost of successfully performing the work. The City will
assume no responsibility for any understanding or representations concerning
conditions made by any of it's officers or agents prior to the execution of the
contract, unless included in the Request for Proposal's, or any addendum.
Interested firms shall submit one (1) original and 1 (ons) copy of their response in
Accordance with this Request for Proposals and must be sealed and addressed
as directed below. Failure to do so may result In a premature opening of, or a
failure to open, such proposals. Such premature or late opening, or failure to
open, may result in disqualification of the proposal. The outside of the envelope
must bear the notation:
8of18
PROJECT 0 PKS-1240130A
2012 — 2016 Movie Night Title S hie
FEBRUARY 9, 2012 4:00 P.M.
The envelope must be addressed and delivered to: City of Meridian, Purchasing Department, 33
East Broadway Avenue, Ste, 106, Meridian, Idaho 03642.
Proposals and modifications thereof received after the exact time of closing of
proposals which is 4:00 p.m. MT, FEBRUARY 9, 2012 will not be considered.
Unless otherwise specified, proposals may be withdrawn by written request
received from respondent prior to the time set for closing of proposals.
To receive consideration, the proposal must comply with the following additional
requirements:
a. The proposal and all other documents or material submitted will be
deemed to constitute part of the proposal.
b. Proposals must be valid for a period of sixty (60) calendar days from the
date of opening.
7. INTENT OF THE CITY
The objective of this Request for Proposals is to provide sufficient information to
enable qualified respondents to submit written proposals. This Request for
Proposals is not a contractual offer or commitment to purchase services.
Contents of this Request for Proposals and respondent's proposal will be used
for establishment of final contractual obligation. It is to be understood that this
Request for Proposals and the respondents proposal may be attached or
included by reference in an agreement between the City and successful
respondent.
9 of 18
S. BASIS FOR SELECTION
This Request for Proposals will be evaluated utilizing the criteria listed below.
History from the current and previous projects and customers of the respondent
may used to evaluate some of the criteria.
a. Proposed financial considerations - 50 points
b. References and experience in providing video production services - 50
points.
The City reserves the right to reject any or all proposals, to make an award on the basis
of suitability to purpose or superior quality, to accept other than lowest proposal or any
other criteria the City believes to be in the best interest of the City.
After the City has identified the proposal with the nest value for the City, the City shall
have the right to negotiate with the respondent over the final terms and conditions of the
contract. These negotiations may include bargaining. The primary objective of the
negotiations is to maximize the City's ability to obtain best value, based on the
requirement and the evaluation factors set forth in the Request for Proposals. If an
agreement cannot be reached, the negotiation will be terminated and similar
negotiations will occur with the second ranked firm.
9. REQUIRED INSURANCE
a. Joint and Several Liability, Agency- If Sponsor utilizes an agency, Sponsor
and Agency shall be jointly and severally liable for complying with all the
terms of this Agreement, including payment for all advertising. Sponsor shall
be responsible for any fee or commission payable to Agency; City will not be
responsible for payment of any fee or commission to any Agency Involved in
the execution of this Agreement.
b. Indemnification- Sponsor agrees to Indemnify, defend and holt harmless
the City from all claims (whether valid or invalid), suits, judgments,
proceedings, losses, damages, costs and expenses, of any nature
whatsoever (including attorneys' fees) for which the City or any of ifs affiliates
may become liable by reason of City's displaying of Sponsor's copy or
artwork, including but not limited to claims for libel, violation of privacy,
plagiarism, or copyright violations.
10. PUBLIC RECORDS
The City of Meridian is a public agency. All documents in its possession are public
records. Proposals are public records and, except as noted below, will be available for
inspection and copying by any person. If any Proposer claims any material to be
exempt from disclosure under the Idaho Public Records Law, the Proposer will
expressly agree to defend, indemnify and hold harmless the City from any claim or suit
arising from the City's refusal to disclose any such material. No such claim of
exemption will be valid or effective without such express agreement. The City will take
10 of 18
reasonable efforts to protect any information marked "confidential" by the Proposer, to
the extent permitted by the Idaho Public Records Law. Confidential information must be
submitted in a separate envelope, sealed and marked "Confidential Information" and will
be returned to the Proposer upon request after the award of the contract. It is
understood, however, that the City MI have no liability for disclosure of such
Information. Any proprietary or otherwise sensitive information contained in with any
Proposal is subject to potential disclosure.
11 of 18
PART 111
PROPOSAL DOCUMENTS
A - PROPOSAL FORK!
In response to the Request for Proposals, the undersigned respondent hereby proposes
to fumish labor, material, travel, professional services, permits, supervision, equipment
and equipment rental and all related expenses, and to perform all work necessary and
required to complete the following project in strict accordance with the terms of this
Request for Proposals and the final contract for the prices specified by the respondent
for:
PROJECT # PKS-12.10130A
2012 W 2016 MOVIE NIGHT TITLE SPONSORSHIP
Respondent certifies that he/she has examined and is fully familiar with all of the
provision of the Request for proposals and any addendum thereto; that he/she is
submitting a proposal in strict accordance with the Instructions to Respondents; and that
he/she has carefully reviewed the accuracy of all attachments to this proposal.
Respondent certifies that he/she has examined the proposal documents thoroughly,
studied and carefully correlated respondent's observations with the proposal
documents, and all other matters which can in any way affect the work or the cost
thereof.
Respondent agrees that this proposal constitutes a firm offer to the City which cannot
be withdrawn by the respondent for sixty (60) calendar days from the date of actual
opening of proposals. If awarded the contract, respondent agrees to execute and
deliver to the City within seven (7) calendar days after receipt of City's Conditional
Notice of Award, the applicable Contract form, insurance certificates and bonds (if
required).
Attached is the Respondent's Experience Statement (Part Ill, 8) which has been
completed by respondent and made a part of this proposal.
Respondent also acknowledges receipt of the following addendum to the Request for
Proposals which addendum have been considered by respondent in submitting this
proposal (if none, state "NONE"):
Addendum PN. 1
Addendum No. 2 00 N IF:
12 of 18
Business/Organization Information
Business/Organization Name:_ Cable ONE
Primary Contact Person: Peggy Bates
Address: 2101 E. Karcher Road
City: Nampa State: I D Zip: 83687
Work Phone: 208-455-5577 Cell Phone: 208-577-7281
E -Mail:_ peggy,bates ®cableone.biz Fax: 208.455-1797
Note: If respondent is a corporation, give State of incorporation; if a partnership or joint
venture, give full names of all partners or joint venturers.
13 of i8
The undersigned declares: that he/she holds the position indicating below as a
corporate. Officer or the owner or a partner in the business entity submitting this
Proposal; that the undersigned is informed of all relevant facts surrounding the
preparation and submission of this Proposal, that the undersigned knows and
represents and warrants to the City of Meridian that this Proposal is prepared and
submitted without collusion with any other person, business entity, or corporation with
any interest in this Proposal.
1 declare under penalty of perjury that the foregoing is true and correct.
BUSINESS/0
BY:
TITLE• VP, Wes ivision
ADDRESS: 1314 N. Third St., Phoenix, AZ 85004
EMAIL: iohn.gosch @cableone.biz
DATE: 2/15/12
14 of 18
PART III
.-,.• , r
. t
The respondent submits as a part of its proposal, the following information as to it's
experience and qualifications:
a. The respondent has been engaged in this business under its present business
name for ears.
b. Experience in worts of a nature similar in type and magnitude to that set forth in
the request for proposal extends over a period of 18 vears.
Please answer the following questions with as much detail as possible.
1. State below your proposed financial consideration to enter into an agreement
with the City of Meridian with the terms as outlined in "Attachment A". This can
be an amount paid by you to the City, an amount paid by the City to you, or zero,
A proposal of some dollar amount paid by you to the City means you would
agree to provide the above terms (new movie screen and video production
services) plus the proposed dollar amount in exchange for the sponsorship
package and trade-in screen, A proposal of some dollar amount paid by the City
to you means you would agree to provide the above terms in exchange for the
sponsorship package, the trade-in screen, and the proposed dollar amount. A
proposal of zero means you would agree to all the above terms as -is.
Zero
2. Please describe your experience in providing video production services. Attach
additional pages if needed.
Cable ONE has been the title sponsor of Movie Night in Meridian for the past 5
years, sucoessfull rovidinq video production services for the event Cable ONE
offers complete video production services in both standard and high definition. See
attached for more information on the production staff, a ui ment and services.
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3. Please list any references who can attest to your quality of video production
services or please provide examples.
Colin Moss, Recreation Coordinator, Meridian Parks and Recreation, cmoss meridianci .org, 888-2579
Eric Trapp —President, Idaho Steelheads Hockey 383-0080. (Client for 16 years.)
Noah Bard -- Video Coordinator, Production Services international 388-8400. (Client for 10 years.)
David Anes — Video Coordinator, College of Western Idaho 919-0364. (New client with multiple projects.)
4. Please include any additional information you would like to be considered in the
RFP awarding process.
Cable ONE has been the title sponsor for Movie Night in Meridian for the past 5 years. We have
enjoyed a successful working relationship with the Parks and Recreation department in
providing the video production for the Movie Night. We understand the workings of the event
and will continue to make the production elements as seamless as possible for the City staff.
As the Movie Night grew in popularity, the successful partnership between Cable ONE and the
City of Meridian was nurtured and has developed throughout the 5 year run.
Cable ONE would like to continue this relationship and assist the City of Meridian in making the
Movie Night an even greater success.
I certify that the above information is true and correct to the best of my knowledge.
Signed this 15 day of February 2012 at Phoenix, AZ
(date) (month) (year) (city, state)
NAME OF RESPONDENT: i��6
_ ohn Gosch - VP, West Division
(title)
16 of 18
ATTACHMENT A
SPECIFICATIONS / SCOPE
Scope of Work
Meridian Parke and Recreation Is seeking a business or organization to be the Title
Sponsor of the Movie Night In Meridian program for the next five (5) years. Movie
Night in Meridian is an outdoor movie series that was started by the Meridian Parks
and Recreation} ®apartment in 2007. All movies are family -friendly and are shown
every Friday evening In June, July and August at Settlers Park. In 2011, the
average estimated attendance was approximately 1,500 people per show with the
largest crowds reaching an estimated 2,500 people. For more information about
Movie Night In Meridian, visit MwL-meridianci!y.or_qLrnovienicihi.
CITY RESPONSIBILITIES
Sponsorship Package Provided by Meridian Parks and Recreation to Successful
Proposer
® Recognition as Movie Night in Meridian's title sponsor for the next five (5) full
seasons (2012-2016) by having the series title renamed to include your business
name, which will be used In all promotional efforts, positioned as: "<Your
Business Name Here> Movie Night In Meridian".
A Advertising efforts will Include the Meridian Parks and Recreation
Spring/Summer Activity Guide (over 25,000 copies distributed through direct mail
and the Idaho Statesman), newspaper, radio, e-mail, social media and others.
Each season will include twelve to fourteen (12-14) scheduled shows during the
summer months of June, July, and August. Weather related cancellations may
decrease the number of shows that actually take place. The opportunity to insert
one (1) thirty second advertisement into the pre -movie video at each show during
your seasons.
* The opportunity to set up a promotional booth at each show during your seasons.
e The opportunity to hang one (1) banner on the movie screen and up to two (2)
banners no wider than six (6) feet each around the seating area. Banners
around seating area must be free-standing. There will be no fences, trees,
buildings, etc around the seating area to hang your banner on.
® Your logo linked to your website on the City of Meridian website above the movie
schedule on the Movie Night in Meridian page.
e Your logo and a link to your website on every Movie Night in Meridian event
listing on the Meridian Parks and Recreation page on Facebook.
• Your logo at the top of the Movie Night in Meridian flyers that are distributed
throughout each season.
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The successful proposer will receive Meridian Parks and Recreation's used
movie screen.
o Open Air Cinema 26' Open Air Elite Screen —new retail price: $8,998
e Slower, ropes, stakes, and protective storage bag included
® www.OQenalrcinem@..us
o Screen was used for 56 Movie Night in Meridian Shows (over 5 years)
►..
items/Services to be Provided by Successful Proposer to Meridian Parks and
Recreation (Minimum Requirements)
hkvie Screen
The successful Proposer will purchase and donate to Meridian Parks and Recreation or
provide the funds for Meridian Parks and Recreation to purchase the following new
inflatable movie screen:
® Open Air Cinema 30' Open Air Elite Screen Package . $10,999 plus tax and
shipping & handling
® www.o enaircinerna.us
! deo Production Services
The successful Proposer will work with Meridian Parks and Recreation at the beginning
Of every Movie Night in Meridian season to produce a short welcoming video that will
play before each movie.
The City of Meridian offers two additional sponsorship levels, Presenting Sponsor and
Single -Night Sponsor. These additional sponsors are guaranteed a 30 second
commercial before the movie,
In addition to producing a welcoming video at the beginning of each season, the
successful Proposer will be responsible for producing a DVD for each show which shall
include the welcoming video, their own 30 second commercial as guaranteed by the
sponsorship package above, and the 30 second commercials of the Presenting and
Single -Night Sponsors. The Presenting and Single -Night Sponsors are responsible for
providing their commercials to the Title Sponsor.
18 of 18
CableONE Advertising offers complete video production at affordable rates in standard and
high definition, A seasoned crew will bring out the best in your commercial message.
Ourstaff:
Kevin Fritz, Regional Production Manager has been with CableONE Advertising for 17 years and the
television production industry for 26 years.
Terry Moore, Creative Director has been with CableONE Advertising since 2005 and in the television
production industry for 24 years.
Ross Hosking, Producer has been with CabieONE Advertising for 11 years and the television
production industry for 14 years.
Mark Mills, Producer has been with CableONE Advertising for 1 year and brings 13 years in broadcast
production and 8 years of corporate video production experience to our team.
Our gear:
I -FIELD PRODUCTION: Panasonic HD & SD cameras with tapeless digital P2 cards, filter kat, wide
angle lenses, Ard light kits, camera dolly,12'camera jib, field teleprompter and complete audio kit.
BetacamSP is also available,
"POST PRODUCTION: Two Final Cut Pro HD edit suites with voicaeover sound booth.
•STUDIO: Multi -camera studio with lighting grid and green screen capabilities.
-MOBILE PRODUCTION: Need a production truck for an upcoming event? We offer broadcast -quality
multi -camera production for television and corporate video producers. Our mobile production truck
comes with Sony cameras, digital instant replay machines, Chyron graphics, and an Echolab switcher.
Our clients include the Idaho Steelheads, High School Game of the Week, BSU and CWI graduations,
Snake River Stampede rodeo, Caldwell Night Rodeo, and various corporate events.
Our rates:
r Commercial Production is $1001hour for shooting and editing (4 hour minimum):
Full production includes music, voiceover, graphics and a DVD of completed spot. Client meeting and
script writing are provided at no extra cost,
AGENCY: Shoot and edit time $125 per hour with air buy schedule.
LONG FORM: For longer video productions, we will provide a price quote based on your requirements.
Terms and Conditions:
Client will receive one DVD and ownership of the finished product. CableONE owns the raw footage
and will archive footage for one year after the production date unless other arrangements have been
made.
Commercial production rates are based on clients who purchase air time. See production
Manager for details.
Thank you and we hope you will consider CableONE Advertising for your production needs.
Cm�f
N
.
DAHO
ADDENDUM NO.1
RFP 4tPKS-12-10130a
TO: ALL PROSPECTIVE PROPOSERS
Reference: 2012-2016 Movie Night Title Sponsorship
Subject: Project PKS-12-10130a- Addendum No. 1
PURCHASING MANAGER
33 East Broadway Ave.
Meridian, 10 83642
Phone: 208.888.4433 Fax: 208-887-4813
February 9, 2012
Prospective Proposers for the above mentioned Request for Proposal Is hereby corrected and
amended as follows:
1. Due Date has been changed. New due date is February 16, 2012 at 4:00p.m.
2. THIS ADDENDUM MUST BE SIGNED AND SUBMITTED WITH YOUR PROPOSAL.
3, ALL OTHER TERMS AND CONDITIONS OF THE PROPOSAL REMAIN THE SAME.
Please note the corrections by signing below and call me if you have any questions.
Sincerely, 1
% Gf
Keith Watts
Purchasing Manager
Cable ONE
Firm Name
.ITi. i
K M-4,
February 15, 2012
Date
Addendum No l Page I of .1
DATE: May 8, 2012 ITEM NUMBER: 10A
PROJECTu : AZ 0®011
ITEM TITLE: Sgroi
Ordinance No. ' / 50 : An Ordinance (AZ 08-011 Sgroi) for Annexation
of a Tract of Land Located in the NE 114 of Section 4, Township 3 N, Range 1 E, and
Determining the Land Use Zoning Classification of Said Lands from R1 (Ada County) to
R-8 (Medium Density Residential)
MEETING NOTES
k 2f
Community Item/Presentations Presenter Contact Info./Notes
CLERKS OFFICE FINAL ACTION
DATE:
E-MAILED TO
STAFF
SENT TO
AGENCY
SENT TO
APPLICANT
NOTES
INITIALS
ADA COUNTY RECORDER Christopher D. Rich AMOUNT .00
BOISE IDAHO 05109/12 01:52 PIN
DEPUTY Bonnie Oberbillig
RECORDED -REQUEST OF
Meridian City 112043738
CITY 1 MERIDIANORDINANCE' 1
1 ., 1 1• 1 1. 1 1. 1
1 1 1 1 1 1 1 1 1
1 1 • 1 ,1 • ' 1 ''l
1• 1 .. 1. 1, ., 1 1� 1 .. 1 1;
1' 1 1' 1 1� 1 1 1•� 1,;
BE IT ORDAINED BY THE MAYOR AND THE CITY COUNCIL, OF THE CITY
OF MERIDIAN, COUNTY OF ADA, STATE OF IDAHO:
SECTION 1. That the following described land as evidenced by attached Legal Description
herein incorporated by reference as Exhibit "A" is within the corporate limits of the City of
Meridian, Idaho, and that the City of Meridian has received a written request for annexation and re-
zoning by the owner of said property, to -wit: Nunzio Sgroi.
SECTION 2. That the above-described real property is hereby annexed and re -zoned from
RI (Ada County) to R-8 (Medium Density Residential District), in the Meridian City Code.
SECTION 3. That the City has authority pursuant to the laws of the State of Idaho, and the
Ordinances of the City of Meridian to annex and zone said property.
SECTION 4. That the City has complied with all the noticing requirements pursuant to the
laws of the State of Idaho, and the Ordinances of the City of Meridian to annex and re -zone said
property.
SECTION 5. That the City Engineer is hereby directed to alter all use and area maps as well
as the official zoning maps, and all official maps depicting the boundaries and the zoning districts of
the City of Meridian in accordance with this ordinance.
ANNEXATION — AZ 08-011 SGROI Page 1 of 3
SECTION 6. All ordinances, resolutions, orders or parts thereof in conflict herewith are
hereby repealed, rescinded and annulled.
SECTION 7. This ordinance shall be in full force and effect from and after its passage,
approval and publication, according to law.
SECTION S. The Clerk of the City of Meridian shall, within ten (10) days following the
effective date of this ordinance, duly file a certified copy of this ordinance and a map prepared in a
draftsman manner, including the lands herein rezoned, with the following officials of the County of
Ada, State of Idaho, to -wit: the Recorder, Auditor, Treasurer and Assessor and shall also file
simultaneously a certified copy of this ordinance and map with the State Tax Commission of the
State of Idaho.
SECTION 9. That pursuant to the affirmative vote of one-half (1/2) plus one (1) of the
Members of the full Council, the rule requiring two (2) separate readings by title and one (1) reading
in full be, and the same is hereby, dispensed with, and accordingly, this Ordinance shall be in frill
force and effect upon its passage, approval and publication.
PASSED BY THE CITY COUNCIL OF THE CITY OF MERIDIAN, IDAHO, this
day of / / , 2012.
APPROVED BY TH MAYOR OF THE CITY OF MERIDIAN, IDAHO, this
day of , 2012.
MAYOR Y de WEERD
ATTEST: o�o�TeDAv�vs r
T
,�G j90
6 l r ..y '6' IDA010
JAYCEIOL. HOLMAN, CITY CLERK%of
SEAQ, yPy�
/he T R f 0111'
ANNEXATION — AZ 08-011 SGORI Page 2 of 3
STATE OF IDAHO,
ss:
County of Ada )
On this Y da of , 2012, before me, the undersigned, a Nota Public
Y g Notary
in and for said State, personally appea ed TAMMY de WEERD and JAYCEE L. HOLMAN,
known to me to be the Mayor and City Clerk, respectively, of the City of Meridian, Idaho, and
who executed the within instrument, and acknowledged to me that the City of Meridian executed
the same.
IN WITNESS WHEREOF, I have hereunto set my hand and affixed my official seal the
day and year first above written.
/ - X- - 4
NOTARY PUBLICCV-1
RESIDING AT:
IDAHO
MY COMMISSION EXPIRES:4W .t P
ANNEXATION — AZ 08-011 SGROI Page 3 of 3
Legal Description
LECTAL DVSCRRMON
FOR
ANNEXAT ION I REZONE
A porton of 0oveT=a Lot NO, 2 sifimW in the NE V4 of Section 4 ia TovasMp-j N.,
ftfiv
1E.„ BWe Widio, Morldlon, Ada Cotm-y, Idahop
Coamlpmiq a tbawft coma cowWn to Sections 33 po 34,tow
.M., Bo ba NW04% W 8.00im, 3 auld-4, Tomwhip 3 N, RagA I R, amiss; JM�iWla%
T-h-elOo-NOOPM417"Vea 13.24-88 W to dpoho, Said point belhg:ft pmahraqst
comer of Govoument -Lot No. rand Ta REAL PO (gyp
Themp Soa.h 009T.2511 Weof DO faa to an fiva-*
Thw�ca- watin*g South 00"32W" West 560.02 fwt to an imn
TU -nm NoA -651;V 1 r' Wet 27336-fea to an imn pin with pLqio cap;
nence. North 0046'a17 4re e 449.40 feer toaa Iron pla;
, 11 n c e C qpiGil ng - Nbit h - 00-49 ® 17"' Ws� 33.00 fet t to a po i iA on the. s wtin n ling
Ti South 8P.4411TI IJaqt 262.2S tet to TBE RM, POINT OF 13—Er-xRIM TG;
Comprising a#WbW a of 3,14 acm, wore or loss.
RECORD OF SURVEY
A PORTION OF GOVT. LbT No, 2' SITUAI
NWI/4NEI/4, SECTION 4, TAN, PlE., S.M., MERIN
IDAHO
Idi-6
20
10AS16 OF MARINO) carr
—N
8V44"17" W. - 2649,76'-
A a8'-4411" W , MUM!
s L
lk
&A
III
11
1UK/ /'
DATE: May 8, 2012 ITEM NUMBER:11
PROJECTNUMBER:
ITEM TITLE:
Future Meeting Topics
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