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2013-03-12~: I _.: I I I °Tues ay, arc 1 013 at 3:00 1. II- all tennce David Zaremba ~_ Brad Hoaglun Charlie Rountree Keith Bird Mayor Tammy de Weerd led a o Ile lance Adoption o the en a Consent A ends . pprove mutes of Febru ry 1 013 ity ouncil pecial eeti n Profession I ervices reement with ells eLa for eridian lit orrir h se Public rt roject Proposal for the of-to- xcee mount o $1,000.00 rofe si nal ervices reement with . ench for eri ian li orri or h e ulic rt roject roo al for the ot- to- xcee mount o 1,000.00 rofe sional ervice reement with Jose h L. sle and arty Lyon for eri ian lit Corridor hale Pu lic Art roject ropoal for the of-to- xceed un f X1,000.00 le Dula i t in eridian 013 Ingle- i ht onsrship reement a een the City of eridian n illey fora of-t- xcee mount of 350.00 proval o °Task rder 10010 eridian roun eservoir o. - Final e i n n ervices urin i in and Cnsruction'° to ill for the of-To- xceed mount o 1,0 1.00 Meridian City Council Meeting Agenda -Tuesday, March 12, 2013 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. roval o T r er 1004 C "Fermentation and dor Control roject - ervicgis rin onstruction" to C ill for the of-o- xcgi mount of $ 7,0 6.00 First en u to cter 1 em ranum o regiment r ntal ocy ountain i h col uitoriu I. final rer r proval: 13-006 ul girry ubivi ion y ettler rk, LL Loc t outcast rngir o . eridian oa n by rive a oast: Final I t proval Consistin o Five O uli- amity esiginti I oil in Lot on r xi tgily cre o L n in n -1 onin istrict . o unity Itgi / resent Lion . ginior enter to iscussion n ce vent roosal . ark an acre ion Co i sion: nnual a ort . Historic r serv Lion C m i ion: nnual sport Tr fic afgity o mis i n: nnul sport eridian om unity ecyclin Fund ~ _ -- . It ms ova r onsen en a gi rment a ort finance gi a ant: trate is Ian !J ate . Finance a ant: roust of un ~ I nce Transfgir u tic or to ter Treatment lnt a oratory, ministration an gir Lions uilin nce t ecomen anon Meridian City Council Meeting Agenda -Tuesday, March 12, 2013 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. Community evelopmen: Transportation Update on Projects, lens n Programs -Includes iscussion on eridian Road Interchange esi n lements; eridian lit Corridor, hale Chl 's Integrate Five Year ork Ian; the Rail ih Trail rojec; and her Transportation Projects iy lerk' ice: uge to allot L nuge for the rooe Chan a in the mount of Council eats ro Four to i Future eetin Topics ~__ _ ~~ , Meridian City Council Meeting Agenda -Tuesday, March 12, 2013 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. eridin ity Council orkho arch 1, 2013 A meeting of the Meridian City Council was called to order at 3:02 p.m., Tuesday, March 12, 2013, by Mayor Tammy de Weerd. Members Present: Mayor Tammy de Weerd, Charlie Rountree, David Zaremba, Keith Bird, and Brad Hoaglun. Others Present: Bill Nary, Jacy Jones, Bruce Chatterton, Tracy Basterrchea, Mark Niemeyer, Caleb Hood, Tom Barry, Warren Stewart, Steve Siddoway, Stacy Kilchenmann, and Mollie Mangerich. Item 1: oll-call Attendance: Roll call. X David Zaremba X Brad Hoaglun X Charlie Rountree X Keith Bird X Mayor Tammy de Weerd De Weerd: Good afternoon. I will go ahead and start tonight's meeting -- or today's meeting -- this afternoon's meeting. You can tell we are used to doing it in the evening. I will start with the roll call attendance. First, for the record it is Tuesday, March 12th. It's 3:02. Madam Clerk. Item o. 2: Pledge of Allegiance De Weerd: Item No. 2 is our Pledge of Allegiance. If you will all join us in the pledge to our flag. (Pledge of Allegiance recited.) Item o. 3: doption of the end De Weerd: Item No. 3 is adoption of the agenda. Hoaglun: Madam Mayor? De Weerd: Mr. Hoaglun. Hoaglun: We have no changes to our agenda, so I move adoption of the agenda as printed. Rountree: Second. De Weerd: I have a motion and a second to adopt the agenda as printed. All those in favor say aye. All ayes. Motion carried. Meridian City Council Workshop March 12, 2013 Page 2 of 76 MOTION CARRIED: ALL AYES. Item : Consent Agenda Approved A. Approve Minutes of February 19, 2013 City Council ecial Meeting Professional Services Agreement with Delia DeLap for Meridian Split Corridor Phase 2 Public Art Project Proposal for the of-to- xceed Amount of $1,000.00 C. Professional ervices Agreement with C.J. ench for Meridian Split Corridor Phase 2 Public Art Project Proposal for the Not- to-Exceed Amount of $1,000.00 D. Professional Services Agreement with Joseph L. Castle and arty . Lyon for eridian Split Corridor hale Public Art Project roposal for the Not-to-Exceed Amount of $1,000.00 CaIeO Movie Night in Meridian 2013 Single-Night Sponsorship Agreement Between the City of Meridian and C Willey for aot-to- xceed Amount of $350.00 Approval of Task Order 10010F "Meridian Ground Reservoir No. -Final Design and Services During idding and Construction" to CH2 Hill for the Not-To-Exceed Amount of $291,051.00 Approval of Task Order 100C "Fermentation and or Control Project - ervices During Construction°° to H Hill for the Not-to-Exceed Amount of $257,006.00 First Addendum to October 3, 2012 Memorandum of Agreement for Rental of Rocky Mountain High School Auditorium I. Final Order for Approval: 13-006 Mulberry ubdivision by Settlers Park, LLC Located Southwest Corner of N. Meridian Road and . Ashby Drive Request: Final Plat Approval Consisting of Five (5) Multi-Family Residential uilding Lots on Approximately Acres of Land in an -1 Zoning District De Weerd: Item 4 is our Consent Agenda. Hoaglun: Madam Mayor? Meridian City Council Workshop March 12, 2013 Page 3 of 76 De Weerd: Mr. Hoaglun. Hoaglun: Nothing to note on the Consent Agenda, so I move approval of the Consent Agenda and the Mayor to sign and Clerk to attest. Rountree: Second. De Weerd: I have a motion and a second to approve the Consent Agenda. Madam Clerk, will you call roll. Roll Call: Bird, yea; Rountree, yea; Zaremba, yea; Hoaglun, yea. De Weerd: All ayes. Motion carried. MOTION CARRIED: ALL AYES. Item Community Items/ resentation enior Center Update De Weerd: Item 5 is Community Presentations. Our first up is our Senior Center Update and we are joined today by Edward Whalen. Thank you for joining us. Whalen: Thank you for having me. Yes. I'm Edward Whalen. I am the vice-president. Walter is away, so -- my report is going to be on mostly since we have moved and we moved into the new center on the 24th of May this year -- this past year and since that time we have increased a lot of our activities and I passed out a routine activities sheet showing you what have and what -- what the activities more or less are. They are just about all on there. And last year we averaged monthly approximately -- let's see. Right around 87 people a month serving them meals. So, Monday through Friday. That's our biggest thing we have going is serving the people of Meridian is meals Monday through Friday. Very good meals. We have a contract with the Elk's where they pay us 500 dollars a month to use our -- use our kitchen to cook their food and everybody buys tickets or has a book or you pay by cash and we have visitors who are charged a little more. If they are over 60 they got to pay six bucks. Okay. This year we are starting to average about -- monthly about 2,192 meals. That's quite an increase, as word gets out that we are open and running. So, again, I say the biggest thing we have to offer right now is the Meals on Wheels. I mean the meals. Meals on Wheels also operates out of our facility, but it's an Elk's run Meals on Wheels. They use our kitchen, cook their food, and once they call -- we have them call a number and it's controlled by the Elk's and they are the people that tell them when -- the menu, this and that, and -- so, everything is delivered by their volunteers. Our volunteers in the kitchen are probably over 50 people, mostly ladies. You guys show up once in awhile, but they clean up the mess. They set up the tables. They are there every day like clockwork. Some work several days. Some work one day. But we never have a shortage. Even the ladies at the Meridian City Council Workshop March 12, 2013 Page 4 of 76 reception, coming through the turnstile that take the tickets, we have a lot more volunteers in other things involving these activities. The biggest fundraiser we have -- because it takes over 200,000 dollars a year to operate the place. If you live by there you know it's a big modern facility. We are very thankful to have it. And there is a lot of upkeep. We have approximately eight employees that are paid. Cindy Hill is the operations manager. She's the only full-time paid employee. We have a couple of bus drivers that work two days each week. A receptionist. A bookkeeper. And, then, we ...have a janitorial...service....that usually-.sends two-guys.---Okay.- So,-..they-are all-part time.- -- But the biggest fundraiser is =- we have a special lady that handles the fundraising for renting the facility. You can rent it now completely every weekend through November. Usually Saturday is a big day when they rent it full time. If they want to have any caterer do the food, which we always recommend, they have to be a licensed caterer. If any alcohol is served they have to have a licensed caterer who has a license under Idaho law. Okay. They pay a deposit in addition to their fee in case things aren't quite up to snuff. Most of them always cooperate. And this is handled by a lady who gets a small commission for her efforts. Okay. So, I have covered the staff. The board members -- there is only 13. There is the president, the vice-president, secretary and treasurer, one year commitment. They are staggered. Nine board members and they have three years on a staggered basis and every one of the board members is expected to do volunteer work, in addition to just being a board member in a once-a- month meeting, which. Mr. Hoaglun attends every meeting. Walter, the president, far exceeds any president of any organization that I have ever been in in putting in effort, but he enjoys it and he's a good man. Most of us take turns at the podium to get the meals served and the announcements and a few other things that are going to take place or if we have visitors to welcome them and encourage them to come back, because most of our people -- we only have about 150 paid members. It's only five dollars a year to be a paid member, but a lot of people -- we bring it up every once in awhile not to brow beat people, but let the people come just to eat. Some people are very disabled, some people's husbands orvice-versa, the wife brings them. We have a few part-time employees. Our bus covers the entire area of Meridian, plus we go up to Cloverdale, which is just into Boise about a block and a half up from the Center. Okay. These people have to call in advance and they have to be home bound and we are averaging about eight people a day. It's a large geographical area to cover. We used to have -- on Wednesday we would take them to Albertson's a couple hours to shop, but that's kind of dwindled, so we cut that off. Okay. I said the biggest fundraiser was renting the hall. The second biggest fundraiser is bingo on Friday night, in case you ever want to come. We have a person that's paid a small fee to handle that. She gets volunteers in people that come there anyway and we usually have it on Wednesday night, then, it dwindled since we have moved from the other location up the street here, so -- but Friday is a big night, now we make quite a bit. We have a lot of other things -- all the activities that are named on the sheet there we have a small minimal fee to play Pinochle, play pool, the exercise classes. Most of these activities are handled by volunteers. But some of them we pay -- like the Zumba instructor, pay her a small fee. There is a couple of -- also the Meridian PD comes to the park and at night they ask us to leave the lights on so they can look in in case any -- you know, anything doesn't look right they will call one of us on the board to come down and open up the place. But by Meridian City Council Workshop March 12, 2013 Page 5 of 76 and large a lot of our volunteers and a lot of people who have -- maybe this is the only big deal of the day for a social life and, myself, I have only been here since August of 2011 and this is the way I have met people outside of the family my wife has here, which is three daughters that have lived here for 30 some years and I started going down here to the Broadway location I started to meet people, native born people, people from other states and eventually Walter nailed me to be his assistant and I won by a landslide. I was unopposed, to tell you the truth. De Weerd: lt's called a railroad job....... Whalen: Railroad job. My wife told me look around, Ed, you're of sound mind we think and physically you look all right, so look at some of these people, so -- and I have always been a guy that volunteers in my old -- you know, place where I lived and the job I had for years was 36 years of the Department of Corrections and I did a lot of volunteer work while I worked in the joints and parole and I have always been that kind of guy. I like people. Even the ones that aren't such nice people. Okay. Even Albertson's gives us day old bread. We have a person that goes and gets it. A volunteer. We have volunteers to arrive on certain mornings to unload trucks and -- but we have put a little can or -- and we even make somebody -- they put in the donations. Even the people that come -- the entertainers who come an hour before we put out a little donation box, so everybody at their own -- you can put something into it. This is it. Okay. By and large, I repeat, the biggest thing we do is provide a place where seniors can come, feel comfortable, there is a lot of activities. Some of them -- I sat by a lady one day -- I wasn't having my foot worked on, but we have a foot clinic that's 15 dollars and when I found out she was 92 years old, I said, Ed, she looks in better shape than you do. It's all according to how you have taken care of yourself. But it makes me feel good. I'm 83 now and I -- to see people that are past me and they are still, you know, engaged in life and I hope, you know, more people would see it that way instead of whining about other things that don't amount to a hill of beans and, then, yeah, do something, any science or anything that talks about longevity, you know, go through your genes and all this, but a lot of it is just the way you have handled life and the way you keep moving and engage your cabeza, your mind. Okay. We are open, normally, 8:00 to 4:00 and our telephone number is on the menu, come by sometime, eat, enjoy the festivities. And I will tell you recently we had Walter's nephew here, who is called the Rhinestone Cowboy. The Rhinestone Cowboy gets big bucks for his acts around the country at fairs and rodeos, but he's Walter's relative, so he did a show for us. Of course, he couldn't bring a horse in, he couldn't throw knives at a lady on the wheel, but he did a lot of other things, just amazed everybody, including me. So, come on down and join us sometime and we are financially solvent, by the way. Is there any questions? De Weerd: Council, questions? Bird: I have none. De Weerd: Sorry, Council. Meridian City Council Workshop March 12, 2013 Page 6 of 76 Hoaglun: Madam Mayor? De Weerd: Yes, Mr. Hoaglun. Hoaglun: Ed, I'd just ask you; -- I heard this last meeting when we had the snowfall that the parks department responded well, got the sidewalks cleared and everything was -- -Whalen: Oh, yeah. Hoaglun: -- and so far your relationship with the parks department is going well? Whalen: Everything, yes. Even the other night -- a couple Fridays ago we all got calls. Walter couldn't smell it. But,... anyway, when I get over there there was four fire trucks there already and Walter told me it wasn't an emergency, but they were up there. Well, it was a -- one of the pilot :.lights was out in the kitchen. One of them crawled under there and found out. So, they disconnected it and we are getting after the Elk's now to fix it, because it's their machinery that -- it's great to know that they really take care of us and they all say, well, I will be there someday, someone will have to take care of us. So, yeah, we get excellent cooperation. One day we had a difficult employee, me and Walter were going to terminate a janitor, some of the staff were kind of leery of him, so they asked me and Walter to give him his walking papers, so we called and -- I forget the officer's name. He's a big husky guy. He comes over and -- real nice person and got to know him a little bit. But we called and asked for an officer as a stand by just -- you know, not being in the interview, but standing by and he was right there. So, we got cooperation and, of course, with you attending and all of you, you gave us the place, we are taking care of it. Hoaglun: That's great to hear. Whalen: Thank you. De Weerd: Other questions? Bird: I have none. Rountree: I have none. Bird: Nice job. De Weerd: I guess, Mr. Hoaglun, I -- have you and the board talked about the busing -- the transportation system and at what point are -- are we going to consider what we do? Hoaglun: Madam Mayor, at the last meeting I did ask him if they had sat down with VRT, Valley Regional Transit, to talk about that option. Meridian City Council Workshop March 12, 2013 Page 7 of 76 Whalen: Yes, we did. Yes. Hoaglun: And, Ed, why don't you kind of discuss the outcome of that meeting. Whalen: Well, we decided it wasn't in our best interest to -- we thought it would eventually cost us more money and we would -- we or the seniors wouldn't get that much out of it. So, we did sit down with them and they explained their position and I think. we_ explained....our_position_ to_them and right now__it's -- we__are_ not _going forward ...with it -- De Weerd: So -- Whalen: -- at anytime in the future. De Weerd: -- could -- could task -- I know you had mentioned that you transport eight people daily on the bus -- Whalen: Yes. De Weerd: -- and you're not doing the shopping outing because of lack of interest -- Whalen: Yes. De Weerd: -- I assume. Are there more people that want to read the -- or ride the bus? That's a big bus for just eight people. Whalen: We use the small one. We have two buses. We only use the small one to transport -- we're thinking of broadening the other one for trips, you know, paid -- people will pay and we go to Jackpot or something that's -- yeah. There isn't many people -- a lot of people find other ways to get there or -- yeah, we could probably work on that harder. But the criteria right now has been that they have to be home bound, they have no other means of transportation, and it kind of comes down to that. De Weerd: And how was the criteria developed? Whalen: I don't know personally. I just came aboard as the vice-president on January 1st and before that Iwas -- excuse me -- I wasn't involved with even the board of directors. I just eaves dropped on Walter's conversations. De Weerd: So, if I was a qualifying senior member and I wanted to get a ride I'd have to be home bound -- Whalen: Yes. De Weerd: -- in order to get -- Meridian City Council Workshop March 12, 2013 Page 8 of 76 Whalen: And have no other means -- and not have a vehicle or have anybody to pick you up, because that's how some get there. De Weerd: Oh. Okay. Well, yeah, and most people that would call would not have any other means to do that. Whalen: Yeah. -De Weerd: So, it's-not restricted-by-income or -- Whalen: Oh, no. De Weerd: -- or anything of that? Whalen: No, nothing like that. No. De Weerd: Okay. Whalen: I used to give a ride to a lady to the Hispanic seniors that comes every day now here and she lives in a beautiful home over here and -- but she doesn't have a car and she's trying to -- from her old business she walked too much on concrete and has a bad limp, you know. De Weerd: Well, that sounds like a good deal. Hoaglun: And, Madam Mayor, Ed didn't mention -- one of the things they have there at the senior center that does very well is their -- their second-hand store. Whalen: Oh, yeah. I had it in my notes and -- Hoaglun: Yeah. If you want to mention that, too. Whalen: The Boutique is another -- we call it the Boutique. Hoaglun: The Boutique. Yes. Whalen: But I wrote it down as the thrift shop. Don't put it down as the Boutique. Anyway -- Hoaglun: We won't tell that we used those other words at all. De Weerd: Yeah. You will get in trouble. Whalen: I have been in trouble before. But, anyway, the Boutique, as soon as you come into the door, is to the right. It's mostly ladies' stuff, but frequently they will have like a little fashion show and lunch and, boy, it all looks like new, so -- and they have Meridian City Council Workshop March 12, 2013 Page 9 of 76 other stuff besides just clothing. Now, Mrs. Duffy is one of the ramroders there. She's on our board and she's kind of -- she has some friends of hers from her own business to have some gatherings there, to get them to encourage them to donate some good stuff. - As long as you brought that up, another thing that -- we are having a bazaar come up -- you know, we formed a committee of volunteers among the -- you know, among the members. They are going to have a bazaar to sell handicrafts and my wife's involved in that, so -- we are always thinking of new ways to branch out and throw a lot of that back to_the.....memoership_ to_ come_up_ with....some__ideas. _We have_got a veterans hall now --__it started out with- three or four-guys, -you know, got to -be eight by ten,--sometimes-you-- don't recognize the young guy now, including me. But we have about 30 pictures up there. The only thing we don't have -- I know we have a few women's veteran's there, but they haven't come forward to get their pictures up. So, we are looking -- and that's just a minor thing and people are always nosey, they want to go see. Hoaglun: Sure. Whalen: And some of them -- I don't recognize Walter he looks so -- like a little kid, you know. Well, we were all little kids. De Weerd: I have -- I have one last question and I understand that you do have recognition to Mr. Gene Kleiner who donated the building. Whalen: Yes. De Weerd: Can you maybe tell the Council -- you didn't have that up when we did the walk through when we opened it, but what you have done to recognize the donation. Whalen: Well, you leave me flat now. I know quite a bit about just reading Mr. Kleiner's bio there outside, but I -- De Weerd: But you have named the wall and you have given him recognition on the wall that's opposite the -- the dining room. Whalen: Yeah. De Weerd: Correct? Whalen: Yeah. His name is up and round -- but I wasn't even there for the opening, was away visiting my daughter, so -- you know. But we are very thankful and when you think if Mr. Kleiner coming here in 1915 and, you know, building up, working in the creamery, it's just amazing that -- you know, it's how my ancestors came here and some of them are still stuck in the coffee grounds, some of them they -- you know, did like Mr. Kleiner, they gave to others, thankful that they were here, so -- yeah. They -- anybody that comes through there knows who gave that place to us. Sure. De Weerd: Thank you. Meridian City Council Workshop March 12, 2013 Page 10 of 76 Whalen: If they ever ask lalways -- I take them up to the -- I call it the podium outside to read on Mr. Kleiner and how he got here and how his children -- who went back to -- one son went back to New York Central Park to get ideas to put into this place here and you can see it. De Weerd: Anything -- any other questions, Council? Mr. Hoaglun. Hoaglun: I just- wanted to say, Madam -Mayor, to thank Ed for- coming. As -- what thought would be important for us to hear is since they have moved -- and it hasn't been quite a full year, but the fact that they have doubled the meals, they have expanded their activity offerings at the center. You know, I don't think they offered Zumba and some other things at the old center, they just didn't have the room. I know the Boutique is doing very well and -- Whalen: Oh, yeah. Hoaglun: -- has I think even doubled their business at the boutique. Whalen: They have. Hoaglun: And so they are providing a good service to seniors in the area and they are always looking for new ways of doing things and better ideas, so thought it would be just good to get an update and I thank you for doing that, Ed. Whalen: Okay. De Weerd: And I see that you have extended opening hours as well and I know that your event side is very busy, because I have talked to several people who tried to schedule a time and it's already been booked. So, it sounds like an important community amenity that's taken well advantaged of. Whalen: It appears. We have a website. It's merely called meridianseniors.com. You can tell every day what -- you know, if people don't get the menu they forget, you can, and you can see what's put up today, including like extra activities. De Weerd: Do you ever get any seniors from Meridian, Mississippi, that -- Whalen: Oh, Meridian, Mississippi. De Weerd: Oh, yeah. Sometimes we get Meridian, Mississippi. Whalen: We do get out of towners. In fact, today Fred and I have developed since I have been here -- or Bob Allen who lives right down the street from the center -- his son from San Antonio was here with his wife, so he had to take him down and show him his picture when he was in the Army in World War II and, then, the young son told me this Meridian City Council Workshop March 12, 2013 Page 11 of 76 is how I met my wife in the Navy reserve. I was a Navy guy, you know, but not the reserve. So -- yeah. De Weerd: Thank you. And, actually, I have circled the meals that I'm interested in, so -- see you next month. Whalen: Roast beef today. .Bird: Oh, good....... Whalen: Tomorrow I think it's tacitos. Oh, enchiladas. Hoaglun: Enchiladas. Discussion on ace vent Proposal De Weerd: Oh, yeah. Thank you. Okay. Item 5-B is a discussion that will be led by Warren. Yes. If you will, please, introduce yourself, your name to the Council. Busse: Good afternoon. My name is Warren Busse and I'm here representing the Grand Prix Association of Meridian. I appreciate you taking the time to hear me out a little bit. From the first Grand Prix of Monaco in 1929 to the Long Beach Grand Prix, which began in 1975, including races now held in Sao Paulo, Brazil; Toronto, Canada; St. Petersburg, Florida; Baltimore, Maryland, and this year in Houston, Texas, prominent street races have a history in bringing exposure and prestige to a community. The impact of these events is even greater when you consider the positive economic impact they bring to their. host cities. Long Beach averages three day crowds in the 200,000 plus range, bringing in outside revenues estimated in excess of 50 million dollars annually. Baltimore, with only two years of history behind them, has averaged crowds over 160,000, with outside revenues topping 40 million dollars annually. These events are winners to the participants, for the fans, and for their host communities. I'm proposing to bring such an event to Meridian, Idaho. Having seen cars and drivers that run in the Indy 500 run on a temporary circuit built near the downtown core. This is not a whim or a flight of fancy, I was involved with the folks at .Long Beach when they first got started back in the '70s, acting as their marketing photographer. I have maintained a passion for the sport and relationships within the racing community. A few years ago I looked around and realized that the Treasure Valley is not big enough to host such an event. You need to have a population base and an infrastructure that can handle all of the details and issues that such an event bring with it. First I put together an advisory board. It is chaired by Winston Moore and includes Jim Everitt, Mike Mooney, Peter Oliver, John Jackson, Brian Ballard, Davey Hamilton, and our recent addition of your own Keith Bird. The Grand Prix Association is set up as a nonprofit. Once our expenses and operating costs are covered, all additional revenues are put back into the community to a variety of charities and causes to be determined by the board and City Council, with a heavy emphasis placed on serving youth. Contact has been made with the Indy car people and they want to come to the area. There are no races within a Meridian City Council Workshop March 12, 2013 Page 12 of 76 thousand miles of Meridian. The closest event currently being held is in Sonoma, California. Research has been done with the people at Long Beach and Baltimore to put together a realistic and viable budget. Contacts have been made and bids have been received. We are getting closer. But we need the city's support for this to happen for it to be a success and that is why I'm here today seeking your support before I continue with the next steps of making this event a reality. I'm here looking for -- I'm not here looking for money. In fact, it is my belief that this event will, in fact, have a huge positive_economic boom .for the city and I'm here asking_foryouur_support for you to work -with- us in overcoming -any obstacles that- either exist today -and made up as we move forward. I'm a realist. I understand that no projects of this size and scope can move ahead without creating issues and problems for the community involved, but I intend to be pro-active and meet these issues head on. To that end I have put together a survey that will be taken face to face to all the businesses and residences in what I call the impact zone, the area within and around our proposed circuit. We would not only be asking them what they think about the idea in general, but what their concerns are and how we can make this event better for them. Further, I will be heading to Long Beach next month, not only to attend their event and see how it has evolved and functions today, but to meet with local officials and discuss the hurdles and problems they have had to overcome. I will also be talking to businesses in the area and their employees to see how the race impacts them and what they have done to make it a better and more profitable experience for them. I'm hoping to take the information gathered from this trip to put together workshops to help local businesses here make the most of our proposed events. The obvious issues facing us, including parking, access to and from the race area, not only for fans, but for business employees, and customers alike. Safety for participants and spectators. Coordinating with existing city functions and events and working out details with the police and fire department. Much has been done, but much remains to be done. If giving your conditional approval to pursue this idea further, would immediately meet with the ACHD again to get their input on the proposed circuit. Meeting will then follow with a variety of companies about sponsorship. Money is important in an event like this. With conditional approval and sponsorship commitments in hand, I can realistically go to Long Beach with a goal of obtaining a date on Indy cars 2014 schedule and, then, the work will begin in earnest. So, there it is. The Meridian Grand Prix, an event we believe will bring 150 to 200 thousand people to town and result in over 40 million dollars in additional outside revenues for the community and its businesses. As we move forward all details will be run by the City Council and no decisions made without city approval. I have put together a packet that I will give to Jacy, she will hand to each of you, you know, for your -- to look over. It includes a brief synopsis of our event, three maps of potential circuits in the area, some letters regarding the Long Beach race and a copy of the economic impact study that Baltimore had commissioned following their Inaugural event in 2011. My goal truly is for this race to be of, by, and for the city. I'm open for your questions and comments. De Weerd: Thank you, Warren. Council, questions? Hoaglun: Madam Mayor? Meridian City Council Workshop March 12, 2013 Page 13 of 76 De Weerd: Mr. Hoaglun. Hoaglun: Not a question, just a quick comment. I am intrigued. You know, it sounds interesting, fascinating. I guess my question -- does --this survey of the impact zone -- Busse: Right. ___Hoaglun: --_it sounds. like.. you.. have a number of different courses. Are you going_to be contacting-every business owner,....property-owner, what -- Busse: Absolutely. As well as if -- if there is a property owner that has a tenant there both would be contacted. I mean our intention is to make this survey as complete as possible. Hoaglun: And when you say survey, Warren, are you talking about kind of explaining what you're trying to do and, then, solicit their feedback or concerns or -- Busse: Exactly. All the above. I mean the survey would be, A, you know, identify who you are. If it's a business what your business is, your position within the business. How do you feel about the event in general. Do you support or not like, disapprove of the idea of a race in downtown Meridian. What are your concerns? What bothers you about it? What do you think we need to address? What issues are there? How do you specifically feel it will impact your business. I mean there is some places that have deliveries on weekends. Whether it be for customers getting to them, their employees getting to and from -- I mean I want to know what -- what's going to make it better for them, how -- there is no way we can make it perfect, but my -- my goal is to be pro- active with them and make them part of the process, so that they feel the overall benefit -- the overall benefits them, rather than hinders them. Hoaglun: And just to show you my ignorance, because I have seen grand prix's on TV and you hear of them, but -- Busse: Right. Hoaglun: -- no direct experience. You have the race day, of course. Do they practice --are there practices days and how long would acourse -- Busse: This would be a three day event where Friday and Saturday would be practice days for the main cars, which would be the same cars and drivers that run the Indy 500 and, then, typically you have what they call supporting events, you would have, for example, the American Le Mans series cars, the sports -- more of the sports car type looking event that are less expensive to bring here and that help full the day. So, you have track time Friday, Saturday, and, then, the actual race itself on Sunday. So, typically, you're looking at an event running from Friday morning until mid-afternoon on Sunday. Meridian City Council Workshop March 12, 2013 Page 14 of 76 Hoaglun: Okay. Thank you. Zaremba: Madam Mayor? De Weerd: Mr. Zaremba. Zaremba: I would use the word intriguing as well. That -- that's a new thought for me _that_that_could happen_ here_ in_Meridian _and I think_that's _kind_ of_a neat thing_ to_ at least think about-and pursue. When the -Long Beach Grand Prix was first starting up- my parents lived not too far from there and I was in and out of the area myself and, then, I know there were some very early problems, including in the first ten years several deaths as I recall, but as I have kind of paid attention to it since then all that's been worked out, it seems to be much safer. I'm sure we have all learned a lot from what went on there and I would guess that even the Baltimore one, although it's only been two years, probably is -- has a much safer record. Busse: Safetywise, to be quite candid with you, Long Beach has never had a death. The one -- they had one major incident where a Formula One Ferrari lost its brakes at the end of the straightaway and the driver had severe leg injuries. Most spectator issues -- but that's part of what you try to address with the actual building of the track and the way those are done. But it -- the sport has come a long way in safety, particularly both for the drivers, as well as the spectators. Zaremba: That's good. I may not remember -- be remembering all the early issues, but as I say, they were a long time ago -- Busse: Absolutely. Zaremba: -- and I'm not aware of anything recently and I think that would be wonderful. The one thing Iwould -- your time frame is aggressive, of course. Busse: Right. Zaremba: We would expect by 2014 for Meridian split corridor project to be completed. It's supposed to be done this October, but immediately following that our main interchange -- Meridian interchange is going to start to be torn up, so -- and that goes on through I think 2015 and there may be some difficulties of adding this to that. I'd love to see it happen -- Busse: Right. Right. Zaremba: -- and certainly pursue it. I'm wondering whether the -- I wonder whether our infrastructure would be ready by 2014. Busse: Understand. Meridian City Council Workshop March 12, 2013 Page 15 of 76 Zaremba: So, that's something that would have to be thought about. Busse: Something we definitely would be looking at closely as we proceed. Zaremba: Yeah. Busse: No question. De Weerd: -So, -Warren, what is the -time -frame on when -you need feedback from--the Council members? Busse: What I'm really looking for from you at this point is just a conditional approval, you know, move forward with gathering information, looking for sponsors and obtaining a date -- there is nothing that becomes final until contracts are signed and we are a ways away from that. So, what I'm looking for from you, hopefully, prior to departing for Long Beach in April about a month from now would be saying we would like to see you pursue this. See -- you and your board see if you can make this -- make this happen. If you can get the Indy car people here and get the money in place to make it happen. De Weerd: So, Council, would you like to get the packets and, then, we set this -- maybe ask Mr. -- I guess ask Warren to come back in a week or two, but -- Busse: Whenever you like. Hoaglun: Madam Mayor, my comment on that -- I look at it a little bit differently. It's not a matter of you can line up sponsors and bring the event here -- Busse: Okay. Hoaglun: -- I see it as a matter of the businesses that are going to be impacted, can you notify them and say -- I mean this is a double-edged sword. Busse: Absolutely. Hoaglun: It brings in a ton of people, but at the same time it's going to have a major impact, just like we see with our Meridian Road closure -- Busse: Absolutely. Hoaglun: -- albeit this is a longer term -- I mean there might be three days where someone will have very limited access to their business. Busse: Absolutely. Hoaglun: You know. So, that's --that's where I want to make sure that -- I don't want to say no, because -- Meridian City Council Workshop March 12, 2013 Page 16 of 76 Busse: Right. Hoaglun: -- who knows, you might be able to go out there and talk to the businesses and make it work for them. Busse: And that can be part of what I will call the conditional approval is based upon the result -- the survey results and the -- I will say overwhelming support of the business community, .rather than, you know,.. a majority. Hoaglun: Well, yeah, you never get a hundred percent. I mean that's -- Busse: I understand that. Hoaglun: -- you know, no matter what you do there is always somebody who's got a -- Busse: Right. Hoaglun: But I -- that to me is the main thing is the fact that the folks who are most impacted by it in a negative way, if you can bring that -- you know, those people together and have a consensus that, you know, this is a good thing for our community, we can work around it, we can make it work, then, I think we are well on our way to -- Busse: Moving forward. Hoaglun: -- moving forward. Busse: Okay. Hoaglun: So -- De Weerd: But I think ultimately it's working Ada County Highway District and I'm curious to see what your route is and, then, your outreach to the business community is going to be a key. You will have some that drawing that kind of crowd in will be attractive to them. Busse: Absolutely. De Weerd: They are industries or businesses that want the draw in. You will have others in particular on that Friday that will be affected by the road closure and -- and affect their employees and their customers and so their buy in will be critical as Councilman Hoaglun said. Busse: I agree. De Weerd: But what I would like is, Council, that you have an opportunity to look at the proposed race track or whatever and see what -- more of the details on the economic Meridian City Council Workshop March 12, 2013 Page 17 of 76 impact study and, then, see if you can get any questions to Warren on what your concerns are or giving him some feedback on that and I don't know how best to do that, if you want to deal direct with Warren and, then, come back for a discussion in two weeks what -- I think what I heard is you would like to get the 10th -- Busse: I would like to come back on -- April 9th is the Tuesday before I leave, you know, if that works for you as well. That would give you four weeks to really review the ........packet and go from there,.. whatever you feel is best for you........ Zaremba: Madam Mayor? De Weerd: Mr. Zaremba. Zaremba: I am inclined to say go forth and explore this more. I don't know what other information I need to make that decision. I am, as I say, somewhat aware of how it's going in Long Beach and I might ask one other question that I didn't think of earlier, but certainly this is going to allow -- going to involve a lot of our safety services, police and fire and stuff like that -- Busse: Right. Zaremba: -- and I know Long Beach one is broadly televised, I'm not that aware of Baltimore, but does this city share in any of the television rights to pay back our police department or how is that handled?. Busse: Actually, the police -- De Weerd: They will be paying the police department. Busse: The Grand Prix Association will be covering all additional police and fire costs. So, there will be -- there is no cost to the -- or little cost as possible to the city as possible. In terms of television rights, even the Grand Prix Association doesn't get any of that. That's completely handled by Indy Car themselves and the event would be televised live nationally and internationally. So, it would -- it would have live coverage. Zaremba: And it would be called the Meridian Grand Prix? Busse: The depends on the sponsor. You know, it could be, you know, bodybuilding.com Grand Prix or -- De Weerd: In Meridian. Busse: And we, actually, are right within the proposed circuit as well. John Jackson is a board member, I know he will be a sponsor at some level. I don't know what level. So, the name will have -- be impacted directed by the sponsor as well. Meridian City Council Workshop March 12, 2013 Page 18 of 76 Hoaglun: Madam Mayor? De Weerd: Mr. Hoaglun. Hoaglun: Do we have to paint the streets blue if this -- if that's the course? I mean just -- you know, football and Grand Prix, are we going with a blue theme or anything? Busse: Yeah. We thought about that, there being a lot of Vandal's fans around, too, so -- Hoaglun: Okay. Rountree: It would have to be black or gold. De Weerd: That was a political answer. Anything else constructive? Rountree: Madam Mayor, I'm certainly interested in exploring this and moving forward with the business survey and seeing what happened there. I would like to see the packet and go over that. I'm more concerned about the wording of our motion and I think the motion needs to be pretty specific about the conditions that we are expecting and what our -- what our approval to move forward is based on. So, I could do that by next week. I think. I don't know that I need four weeks to think about it. I've had several weeks to think about it already. Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: I would like to see it come back next week and I think we need to -- I think we really need to take -- he's given us three separate locations or different uses, so I need to kind of think what we want, so that he can really focus on those businesses and stuff and take care of that. So, I'd like to see it back in a week and that gives Warren plenty of time to do whatever he needs to do before he goes to Long Beach. I mean he's got to have a plan in hand when he goes to Long Beach. De Weerd: Okay. So, if you would leave the packet of information with the clerk and Council will take a look at it, e-mail you. Anything specific you would like to have answered at next week's meeting if that and we will put this on again for next week's discussion. Busse: Thank you very much. Parks and Recreation Commission: Annual eport De Weerd: Thank you. Okay. Item 5-C is our Parks Commission. Our annual report. And welcome to both Phil and Treg and, Phil, congratulations for finally passing this off Meridian City Council Workshop March 12, 2013 Page 19 of 76 to another -- I won't say sucker, but we appreciate you being here as well and for your leadership and welcome Treg. Bernt: Madam Mayor, Councilmen, thank you for the opportunity to be here today to discuss the Meridian Parks and Recreation annual .report. Suffice it to say we are in good shape and we have had a lot of success over the past year and, hopefully, during this report we can discuss a little bit about. I will be highlighting our all commission .........goals ...and ........accomplishments, then.,.. I .......will......... get... more .......specific........ with ....goals..... and -accomplishments from our three--subcommittees. First off our all -commission-goals. Number one, pathways plan implementation, coordinate safe routes to schools, ACHD community programs, east-west bicycle connections and rail corridor and some of the accomplishments that we saw regard to that. First off, the Meridian Parks and Recreation staff continues to work with Public Works and others to explore options and potential costs for Rail to Trail pathway and that's moving forward as we speak slowly, but surely, but definitely a lot of interest there. Five Mile Creek pathway segment from Pine to Badley was completed in September of 2012. The pathway dedication was held on October 8, 2012. Moving on to goal number two. Work with the Kleiner Park trust to develop a memorial park to get it built and open to the public and as we all know this was a giant, you know, success for our community, it's the crown jewel of our parks and I don't need to talk about it in full, I think we all know the huge accomplishment that was, but as we all know Kleiner Park was successfully completed and the grand opening celebration was held on June 9th, 2012. Our third goal was to create a partnership proposal process and application and policy. Currently a draft policy rests with our legal department and this process will be ready for feedback and discussion with the NPR commission this year. Goal number four. Start the production of a Meridian Parks and Recreation Department community video and this is actually done by a subcommittee with the community liaison committee. We were asked by Director Siddoway to help with the production of the video. This video would highlight all of the wonderful activities, amenities, programs and events that Meridian has to offer. So far we have taken a lot of footage and there has been a lot of hours in preparation involved in this endeavor. Right now we -- or very soon, excuse me, we anticipate editing and the production work to begin fairly soon. Goal five, refine and implement the Borup property concept plan, continue to work with the dog park task force to create benchmarks, investigate any potential expansion opportunities and investigate the feasibility of a new softball complex or rodeo facility. Accomplishments in regard to that is the city purchased, as you all know, 17.5 acres of additional land directly east of the Borup property in May 2012. It is the commission's goal to continue to provide recommendations to the Meridian Parks and Recreation Department to amend a now outdated master plan and propose plans for a future dog park and that's actually going on right now as well. Goal eight -- excuse me -- six through eight have to do with networking and communication -- and our communication goals. Number one, improve communication among commission members through combined workshops and other events. We feel like it's important that -- and more productive and efficient if we are all on the same page working for the common .,interest of our commission and the Meridian Parks Department and pathways. Also engage other task forces, commissions, and agencies to workshops and other outreach. And we had a goal of also having -- holding Meridian City Council Workshop March 12, 2013 Page 20 of 76 an annual team building event, which we never have done in the past. Accomplishments in that regard. First off, the commission held its first ever team building barbecue at Kleiner Park. I believe the Mayor and Councilman Bird were in attendance and the Meridian Parks and Recreation staff also participated. It was a phenomenal event. A lot of wind. I think we are going to have it a little bit later on in the summer months. I think last year we had it in -- was it May. This next year we are planning on doing it in June. We had to -- we moved it warmer, less wind, more __ _summer-like conditions, maybe a Little volleyball event of some sort. _ I don't know. But -we certainly had ®® it was a success. I-#hink we-all had a good time and 1 #hink we want to continue to do that moving. forward. Also in an overall effort to coordinate with other cities and jurisdictions to create a reasonable network of pathways linking the cities together, the commission invited each of the cities, Nampa, Boise, Kuna to join Meridian and recently we had Eagle for a separate pathway workshop held in April, July and August of 2012 and we identified several possible connections along Meridian's borders. We felt like it's extremely important to continue to have strong partnerships with those friends and neighbors and we have discovered that there are many opportunities to connect cities, some of which will I think very much so benefit our community here in Meridian. Goal number nine, implement the park dedication signs of our parks. The first member of the plaque was mounted at Kleiner Park, which was involved at the dedication ceremony held on June 9th, 1012. We had the initial design mockups of the park dedication plaques before Mayor and the City Council in May of 2011 I believe that the Mayor and Councilmen received, you know, these designs and the ideas very favorably. Right now the designs are being finalized, all but -- all but three final drafts are complete. And, finally, goal number ten, improve external communication with the public by screening and archiving commission meetings on the Internet, outdated publications, and using Facebook more effectively. One thing that didn't quite go as planned in regard to that, to streaming and archiving ideas with the staff and removed as a goal for right now, but Meridian Parks and Recreation staff and the dog park task force have been using Facebook very effectively. In fact, a new Facebook page called the -- in association with the bark park has been established and, you know, using that can promote, you know, our project, accomplishments on using social media has definitely helped and will continue to help in what we do. Before I go any further with our three subcommittees I stand for any questions in regards to our goals -- all commission goals. De Weerd: Council, any questions? Or comments? Bird: I have none at this time. Hoaglun: Madam Mayor, real quick. De Weerd: Mr. Hoaglun. Hoaglun: Treg, a couple. How is that video going to be used that you guys are working on? Meridian City Council Workshop March 12, 2013 Page 21 of 76 Bernt: The opportunities that we have to go out in the public and give presentations in regards to the City of Meridian, specifically the parks and recreation program and Director Siddoway and (have -- especially Director Siddoway have -- we feel like it would bring better light to what we do to present a video that highlights every aspect of Meridian and our parks and our pathways, all the activities that we -- that we have here in Meridian and it would be geared more toward, you know, those presentations. believe we talked about putting it up on our -- on our website -- on the City of Meridian's __website, so_people can view it_there as well. Am I missing anything, Steve? Hoaglun: He can't resist, Treg. Siddoway: We get -- we get invited regularly to present to community service organizations, other groups, whether it's the Kiwanis or Rotary or -- next week we have been invited to come to the Ada County parks and waterways and present our Powerpoint presentation to them. They would be used at those type of outreach and would be published on our website. Hoaglun: Great. Thank you. Yeah. It's kind of our parks and all the activities and different things, just kind of the best kept secret, but we do a great job. But, of course, we are having to turn teens away from different events, so that's -- you know, it is -- it is out there, but there is a lot of pathways people don't know about and whatnot, so it would be good for them to learn. I had one other question, Madam Mayor and Treg, before you moved on and that was on the dog park. You know, we have talked about Borup being the dog park and we are trying an experiment about dog off leash at Kleiner during certain hours and we looked. at the success our neighbors to the east have had about dogs off leash in parks. Is the commission going to reevaluate down the road whether or not we are going to have a centralized dog park or do something maybe off leash at other parks or -- is that something you guys are looking at or are we pretty well set we are going to have a centralized dog park at Borup and maybe some off leash or what -- maybe it's not a question, it's just maybe a comment that at some point in time maybe the commission ought to reevaluate and determine, yes, we are still going to be on track to do a Borup dog park or we might go through our system of parks having off leash hours. I don't know. Do you want to comment on that? Bernt: Sure. I believe discussion will continue to go forward in regard to a dog park, whether it's at the Borup property or other properties. I believe it is -- and I never knew this, but there is a huge desire from the citizens of Meridian who are dog lovers to have a bark park of some type. I believe that that discussion will continue and go forward, to answer your question. In relation to off leash hours, I believe that our off leash hours at Kleiner have been somewhat successful. I don't know the details -- maybe members of staff could comment in regard to the successes and maybe some things -- some problems that we have encountered at, you know, Kleiner with the off leash dog hours, but there has been discussion this past year regard to opening up other parks that -- for off leash dog -- dog hours, but we wanted to see first how it went off at Kleiner before we made those decisions. Am I correct in that? Meridian City Council Workshop March 12, 2013 Page 22 of 76 De Weerd: And I want to know how effective it has been in goose patrol. Siddoway: The off leash dog hours that we have been doing at Kleiner Park were a trial program, as you know. That trial program ends at the end of this month. March 30th was our published date for the end of that program. It has been a cold winter and we haven't had a lot of -- we have had some folks out there with dogs, but not nearly the response that we thought we might have as we talked with folks at the existing dog park, which continued to_be heavily used, you _know, why they don't_go over there and -use some of #hat. The fence -is just really important to the folks that -are at the existing bark park and so you don't have the kind of on-call command of their dogs that they feel comfortable just letting them in an area that's open, figure they might run off. So, I think the fenced in dog park is still very much in need and we need to continue supporting options to meet that need. Hoaglun: Madam Mayor. Treg and Steve, thank you. Yeah. I just don't want to be locked into something -- if things have changed out there and there is a whole new direction to go, I don't want to follow one path because that's the way we have set, but at the same time it sounds like there is good reason still to have a dog park and really explore other options of off leash hours. So, just something to keep in mind. I think we -- as we move forward sometimes things change, so -- De Weerd: Well -- and, Treg, as you enter into the next categories I do want to thank the passion of the commission on the pathways, the leadership you took in regards to the signage and -- and certainly the continued monitoring of the dog park and the off leash topics that -- that the commission has tackled. You guys have been awesome. Bernt: Thank you. Zaremba: Madam Mayor? De Weerd: Mr. Zaremba. Zaremba: Just to pick up on one thing you touched on and that is talking to our neighboring communities about connecting our pathway systems and stuff. You may be aware of this or Steve may be aware of it, but about seven years ago Ada County put together an open space task force. I was a member of that. And along with identifying possible parks for the county to operate, there was a large component of that that was interconnecting pathways between the cities and I would offer that at the time Jay Gibbons worked for the county and he was a big driver in getting the final report of that task force together and knowledgeable about pathways and stuff, we have been fortunate enough to spirit him away from the county, he now works for us, and has for several years. But I -- I just wanted to make sure that we are plumbing his skills and engaging Jay in this kind of activity. Bernt: You know, Jay's phenomenal. He's doing a great job and -- you know, in regard to the pathway systems and we are thankful for the skill set that he brings to the staff Meridian City Council Workshop March 12, 2013 Page 23 of 76 and to our commission. Zaremba: Thank you. Bernt: Thank you. Moving along to subcommittee goals. First off, recreation and special events committee. The first goal is to make an annual Meridian parks and recreation community golf scramble more profitable and grow participation by 15 percent._ As a result of that goal, the community supported the NPR department for the -second annual Meridian Parks and Recreation -Community Golf Scramble, raising over - -- 1,000 dollars for the care to share. program, which was a big success. I know they have big plans for this next year as well. Number two goal, grow the children's winterland festival and expand the event to a tent to relieve congestion. With that said, the community -- the community supported Collin Moss on the children's winterland festival which was held on Saturday, December 3rd, 2011, and continues to work with him to expand the event which occurred on December 1st, 2012. And I personally attended that event with my kiddos and my family. It was phenomenal. It was a great success. Colin did a great job. Kudos to Colin and his -- and for his efforts there. Going to recreate a 2013 night ,light Christmas parade, due to ACRD road improvement schedules for this winter 2012 a night light Christmas parade will be coordinated for 2013 and is well underway. .They have a community Christmas committee that's already working on that currently as we speak. Other noteworthy accomplishments -- the committee assisted Colin Moss with the decision to make the Cable One Movie Night season more family friendly by implementing a policy entailing all children under 18 must be accompanied with a parent or guardian. We thought that that was just -- that situation was getting a little bit out of control, more like a middle school, high school just get away from the parents and hang out together and we received a lot of complaints in regard to that and by implementing this policy it's really cleaned up the event and made it more family friendly. De Weerd: Yeah. Boy, it is. We paid extra attention to due language to -- to show off and find our rated language in the audience. So, it was a very positive change. Bernt: I would agree. Moving on to parks amenities and signage committee. Their number one goal was to develop a master amenities plan for all parks. Their accomplishment was after visiting each of the parks as a community last fall for the purposes of identifying existing amenities, their condition, and the need for new amenities and features, the need for additional shade was identified as the single most important need at many of the city's parks. Continued investigation of how to meet this need is currently being evaluated. The goals two through four have to do with signage. Number one, develop park sign prototypes. Develop and post amenities in all parks. And, finally, develop distance and signage markers for all pathways. You see in addition to the signage received and installed along the Diane and Winston Moore Pathway in May of 2011, the community developed pathway directional signs for the Five Mile Creek Pathway, Segment H1, which was recently installed at the three pathway locations from Pine Avenue to Badley. The signage included a pathway segment name, major street connections, directions with distances and pathway rules. Meridian City Council Workshop March 12, 2013 Page 24 of 76 And, finally, similar signs have been utilized in -- on other city pathways. When I was first introduced -- or became a part of this commission I never really knew how in depth our pathway system is and I don't think that there are very -- too many people that -- that they understand where our pathways are and to whom they serve and I believe by using these signs I believe it will -- you know, it will better educate and market our signs for the usage of our -- of our pathways in Meridian. Other note of the accomplishments with the committee is the community began an investigation into goose management at Meridian parks, espe cially Kleiner Park, as we discussed earlier..... The community -worked with the city of Boise parks -and recreation staff to discuss a -dog off leash program in Kleiner Park and the commission recommended a dog off leash hours administrative policy being forwarded to the Mayor and City Council for approved in October of 2012. Also the community began the process of doing improvements to 8th Street Park and finally the group discussed and evaluated the need for a no fishing policy on -- at the wrought iron railing feature at the main promenade at Kleiner Park. So, those are some of the things that that subcommittee accomplished this past fiscal year. And, finally, we came to the community liaison committee and the dog park task force. Our main goal was working to create a -- as we discussed earlier, a video to be used to highlight the department and all of its activities and programs and as of now we are working on that video, we have taken probably 95 percent of the video. We are now in the process of editing that video and -- for production. Through outreach -- number two. Through outreach to the community to better inform the citizens of Meridian's activity programs and projects affiliated with the Meridian Parks and Recreation Department, presently we are working on a small Z map similar to what the city of Nampa has successfully used to highlight Meridian's parks and pathways. The group -- our group felt like the citizens of Meridian could better be informed of Meridian's parks and pathways and, hopefully, this Z map will do the trick. This project has become an important goal for the committee in 2013. Our goal there is to provide continued project support to the dog park task force. The dog park task force this past fiscal year struggled a little bit. I'm not going to lie. They -- they had struggled to raise funds and -- but they had -- I have to commend them for their hard work and dedication. They are a small group, but this past year they worked very very hard to continue that focus in keeping folks excited about a possible future dog park for our community. And, lastly, we provide participation and support with the Meridian Parks Department presentation to help promote the department in any way and continue to help Director Siddoway and staff members promote the City of Meridian with local organizations and to outreach to the community in any way we possibly can. And with that I stand for questions. De Weerd: Council, any questions? Bird: Madam Mayor? De Weerd: Yes, Mr. Bird. Bird: Not a question. This commission does a great job and I certainly appreciate everything you guys have accomplished. It's certainly shown up out in the community and I know the citizens appreciate it, too. Thank you guys very much for the service. Meridian City Council Workshop March 12, 2013 Page 25 of 76 Bernt: Thank you, Councilman Bird. Rountree: Madam Mayor, I echo that. I know they do an awful lot of work. They spend an awful lot of time. Probably meet too much, but that's okay. They get a lot of work done, too. But I thank you for your time and the recommendations you have made to us. I think we have taken them all and we have moved forward with our parks program and we are the better for it, so_thank you.......... Bernt: Thank you, Councilman Rountree. De Weerd: Well, I certainly know that our parks director thanks you on a regular basis, but we appreciate the interaction, certainly I do, and I know I have a special call out to both you and Phil for your leadership, but seeing Parks Commissioner Steele here, our old timer -- I still won't let you resign. So, we appreciate your continued service to the community. Really. Truly. Hoaglun: Madam Mayor? De Weerd: Mr. Hoaglun. Hoaglun: Was it true that when Creg started on the parks commission his hair was jet black? Bernt: Is that true? I have a nickname for Creg. De Weerd: Those are girls. The gray hair are called every girl moment. Bernt: That explains this, maybe. It's all coming together. De Weerd: Anything further from Treg? Just heartfelt thanks. Bernt: Thank you. The Meridian Parks Department staff is phenomenal and it's a pleasure for me to -- and I'm sure that, you know, Creg and Phil, they are just phenomenal individuals and they do a very very good job and it's just -- it's just a pleasure to be able to serve and so moving forward it's just -- it's just going to get bigger and better and so thank you for your time. De Weerd: Well, I will say I'm really glad you shaved for us today. Thank you. It looks good on you. Bernt: Thank you. Historic reservation Commission: nnul epor De Weerd: Okay. Item 5-D is our Historical Preservation Commission. Thank you, Meridian City Council Workshop March 12, 2013 Page 26 of 76 Steven, for being with us. Turney: Thank you, Madam Mayor, distinguished Councilmen. Members. I'd like to -- my name is Steve Turney and I'm one of your commissioners on the Historic Preservation Commission. I live at 4096 East Driftwood Drive in Meridian, Idaho. 83642. Very proud of that address. Very proud of this city. Very proud of the commission that I serve under. We have Carol Harms, has been a commissioner for a ....long. time. Dr. Tom Hammond. Dr, Frank Thomason. Blaine Johnston. And _we have__a student-member as well, -Amber Nelson-Jerolleman. And it's great-to have -her on our Council -- on our commission. We want to certainly thank the Council for the support. The staff that you have provided are absolutely stellar. We couldn't do this without them. We also want to thank you for the facility that you allow us to have our meetings in. I remember the conference room we had at the old City Hall and although we were very proud of that, this is a much nicer place. So, thank you for extending that to us. De Weerd: Well, Steve, I can tell you that your staff member absolutely loves that part of her job, so -- Turney: And it shows, because she does a great job. And I'd also like to thank Lila Hill, our historian. She is just a key player in our group and she keeps us straight and she is as sharp and alive as I have ever been. She certainly keeps me going and inspires me. De Weerd: She keeps all of us in line. Turney: Pretty amazing. So, thank you for that. I have a little slide presentation here of -- this is Meridian a few years ago. Can everyone see that? De Weerd: Uh-huh. Turney: You can see everybody's store that is now what we call Starbucks. You know, these old photos are so telling and they tell a story just in and of itself and by looking at a photo we can look back and remember as a child, you know, some of the things -- the feelings and the town spirit. So, just -- even though we can't keep all of our history, documenting that is just as important and I could look at old photos forever. I think they are very telling in our development and our growth. So, if you're done with that one -- because that's a fun one to watch. I'm going to switch -- switch slides. We have also been -- we have been very busy this year. We have worked hard to update the way that we do our outreach to the community, how we distribute our material and our information to the public and we have done this to the partnership with the history center and the historical society, along with the great and wonderful help that we have received from our intern Rosy Nary, the center has now -- has an external website, which you see in front of you today, and this will feature the commissioners. It also has a page dedicated to the split corridor project, which includes photographs of what Meridian Road historically looked like. There is a lot of information and photos on this site. In addition to that, we have also used Facebook -- well, we -- staff and our intern. My niece set me up on Facebook. Don't look to me for this kind of technology. But we do Meridian City Council Workshop March 12, 2013 Page 27 of 76 have a great staff and intern that make this possible. So, we promote a lot of our activities on this website and we are still working on reaching out, using this media, and would like you to look on the website and love us. De Weerd: Like us. Turney: Like us. De Weerd: And I like and love. Turney: A little bit more. De Weerd: Yes. Turney: It's a love history. Okay. The next slide Meridian and the National Historic -- the National Register of Historic Places. We have been working with TAG research group -- concession group and with the commission and their help we concluded the reconnaissance level survey of land and property within the Ten Mile specific area plan. The commission looked at this particular area of the city with its potential for growth and development in the very near future, it was crucial to document. Several structures were identified and studies. These structures were thoroughly photographed, researched -- research was completed regarding the original uses and the residences, although the structures that we surveyed are not good candidates for nomination to the nation register of historic places, we are very pleased that we were able to capture these photos and the history of these places before the growth changes the face of the area. Some of these structures are excellent examples of Meridian's heritage in the 1900s as a dairy community, as you can see. A copy of this survey and all the photos researched were completed and they are available at the city clerk's if you're interested in reviewing that material. De Weerd: Steve, I just want to show what a city dweller I am. What is the far bottom right -- Bird: The Mormon derrick? Turney: Exactly. De Weerd: The Lamont Road photo. Turney: Yeah. That's exactly what it is and it's -- De Weerd: What is it? Bird: It's a derrick. That's how you put up hay. It has a Jackson fork on the end of that and a horse tractor, whatever you had, would pull it in and out and you put the Jackson fork -- mostly for loose hay and go in and take it up on the stack and dump it. Meridian City Council Workshop March 12, 2013 Page 28 of 76 Turney: It's an amazing -- Bird: I have stacked bailed hay with it, too, with a Jackson fork. De Weerd: I wanted to act like I knew what that was and -- but I'm too curious. Bird: That's a small one. Turney: It is. Bird: Most of them are quite a bit bigger than that. I remember that one out there. Hoaglun: I wish -- Madam Mayor, I wish Councilman Bird wasn't so anxious to answer the question, because I was going to try and convince you that's how early Meridian residents defended their city from marauding hordes from Nampa and Caldwell. Bird: That's how we throw -- Zaremba: A Trebuchet. Bird: It's a pumpkin thrower. De Weerd: I have seen a pumpkin thrower, so -- Turney: That's a very good question, though. Interestingly enough, you know, the Washington monument was -- was built with this type of equipment -- Bird: That's right. Turney: -- back in the day. And what we built with that -- with that technology was -- that's really fascinating to me. So, it's a great story and it's a story of our history and it's a story of the history of our -- of our country as well. De Weerd: Well, Steve, I will also tell you that Monday night we had our Mayor's Youth Advisory Council meeting and were planning the prom for parents event in May and it's going to be here at City Hall and we asked specifically if the history center could be open, because not only they are interested in seeing what's on the other side of the door, because usually it's closed when they are here, but they want their parents to see it, too. So, it's -- that's how intrigued they are with the history and they were hoping that I would make a plug for them, so -- Turney: Absolutely. De Weerd: -- there you go. Meridian City Council Workshop March 12, 2013 Page 29 of 76 Turney: Thank you, Madam Mayor. We would be happy to do that. It's always encouraging to see the young and the old understand what history has to teach us, so I would -- I have to admit in my early years I wasn't that smart, I didn't think history was that important until I became part of it. So, there is hope for all of us. De Weerd: Well, I think with the heightened awareness with the state celebrating the sesquicentennial -- whatever it is. Zaremba: -Sesquicentennial. Rountree: Sasquatch. De Weerd: The Sasquatch? Rountree: Yeah. De Weerd: But I think that everyone is -- has now copy attention in finding out a little bit more about the history of their communities and -- and how we can better highlight that. Turney: Absolutely. It's -- we didn't get here on magic. We got here by a lot of hard work from our forefathers. De Weerd: Yeah. Turney: So, thank you for that. Speaking of that, our -- our big event this year -- or last year, 2012, and every year takes place during the National Preservation Month, which is the month of May, as you spoke of for -- to prompt the parents. The whole month is a wonderful opportunity to really get the public involved and excited about the area's history. For our 2012 celebration we hosted a lecture entitled Settlers Make The Desert Bloom and that was a wonderful presentation presented by Lila Hill. I was amazed. I know a little about the history of this area, but she educated me to a level that I was very proud to be -- to learn that fight that we fought here to get the -- get the water. So, we invited the citizens to come and learn about early settlers of Meridian. It focused on the 40 years between the signing of the Desert Land Act of 1862 and 1902 and that's when water finally arrived in Meridian through the digging of the ditches and getting the water here and I -- the way that Lila tells the story it brought it to life and I wish I had a history teacher like that when I was in school, because I would have really got into history, if you bring it to life and make me part of that -- that story and put me there and make me feel that way. I was gasping for water, because I got the desert and there is no water and these people lived and struggled. You get thirsty listening to the story, because that's how -- she puts you -- she puts you there. So, it's a wonderful event. Many people aren't aware of the early settlers of our area lived here for those 40 years without water being readily available. They had to go all the way to -- to the fort. And the event was wonderfully supported. A lot of people showed up. But it also showed what tough and strong people that we have and that resided in our community to make this desert what it is today. It's also a great reminder about the importance of Meridian City Council Workshop March 12, 2013 Page 30 of 76 conservation. Without the Boise River life in our part of the world would -- would be struggling. Our commission intends to make this production available to the public by converting this to a -- her presentation to a DVD presentation and also doing other preservation commission events and as well at the history center. I could look at these photos forever. Forgive me for moving to the next one. Bird: I'm with you, Steve. -Turney: We also had the privilege of working with Meridian Arts Commission. They were very generous last summer and they allowed our commissioners to attend their wonderful Concerts On Broadway series and we were allowed to hand out our information or pamphlets, our brochures. Our commissioners distributed over a hundred copies of our updated walking tour brochure. We had some questions about our local history, our buildings, and other events happening in the area. This is a fabulous budget friendly way that we interact with the public and promote the history center and our commission and the history of this great city. A lot of vibrant -- vibrant photos, along with our historic buildings lauding back to history and looking forward to the future. De Weerd: Could you, please, find a buyer for this building? Turney: Yes. Yes. Yes. You know, I have got my hat out on the street. I have done that before for buildings, because it's said and thank you for your concern, Madam Mayor. It's a great concern of ours. As you can see, this -- this photo of the Meridian Exchange Bank was taken I believe sometime around August, September or last year -- oh, 2011 and as you well know, the condition that we see it in today is a bit worse than -- than what we are looking at here. This was built in 1912 when Meridian manufactured brick. The former Exchange Bank is one of the two buildings still standing in Meridian that are built from the soft brick originally manufactured just down the street here. And it is -- it is a soft brick. The Meridian Exchange Bank merged with the Bank of Meridian to become the Meridian National Bank. In 1935 the building became Meridian branch of Idaho First National Bank. The upstairs space was used as professional offices and residential apartments. Now, Ican -- I can just imagine this building being the center of town and the activity that must have occurred there. Eventually the bank moved to Idaho Street and this structure remained unoccupied since the late 1940s. Now, I have talked to some old high school folks that say it was not unoccupied, but it wasn't officially occupied by anybody. But this lack of occupants has taken its toll on the structure. Every building needs to be maintained and be used to -- to keep up the integrity. So, in early 1012 city staff noticed -- notified the commissioners of the earnesty of this issue and we contacted the former owner, Ward Schweiter. I remember that meeting. We had a joint meeting with the Council. It was a very interesting meeting and a little humbling for us to have you with us, but it was great to have you with us. Nobody pulled Robert's Rules of Order on me and I thought that was very kind and professional of all of you. But you were there and you had the concern, walked the building with us, this is something that we as historic commissioners for the city, we do feel and appreciate the support that we get from the Meridian City Council Workshop March 12, 2013 Page 31 of 76 city. We need that and it's good that we have that. So, we collaborated. We offered help in providing possible brainstorming ideas, suggested some grant opportunities that would be available. Provide contact information for other agencies in Idaho, including work and help to preserve the building. Ultimately, Mr. Schweiter chose to sell the property, but we remain involved in the condition of the building. We have posed a letter -- and I know the city did as well -- setting our concern of the immediate safety hazards that this building was posing for our pedestrians on the street. So, working with __the_city_t's now boarded up, we have the surrounding sdewalks_ are_fenced off and we -are really thankful that we have, hopefully, stabilized -that area, but at the very least dealt with the safety issue of the building. That being said, we certainly hope that the end of the story is not the demolition, but restoration of this historic structure so it can continue to tell its stories to our citizens. De Weerd: Steve, if you could -- I don't know, Bruce, if we have seen any marketing material on this -- the owner or her representative Scott Nicholson, but if -- if we can get a marketing package and get it to the commissioners, to the Council members, just get it in the hands of those that would really like to see this fall into ownership by someone who will -- will restore it, you .know, I -- we will all be ambassadors. I'm sure Frank will help by putting it in the paper and -- we just need to get it out there. Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: Steve, in your professional opinion is that restorable? I mean have you been over it within the last month or so? Turney: Yes. Madam Mayor, Council Members. Bird: With the soft brick and everything is it restorable? Turney: Councilman Keith Bird, yes, it is restorable. Is there a lot of damage? Yes. And every day that goes by is another day that it's -- it's future is at risk. You know, we can do these things. We have brought buildings back. It's a matter of cost, it's a matter of reality, but, you know, what the bank will fund, what we can put in it, update codes, et cetera. Can it be done? Yes, it can be done. And it must be a labor of love, it must be by people who care and understand the value of these things before they are lost and that's what we are looking for, somebody who knows the value beyond -- beyond the evaluation of a bank or of a property thing -- estimate. It -- to me it has -- it has more intrinsic value than that, but somebody has to have the money to come up with it and somebody has to -- somebody with that kind of passion. I think -- when I look around the city and walk around the city this building wants to be there, it wants to be restored, it would be a great corner. But it's a tough question, Councilman Bird, and it's a good question and I have to -- part of me says it may be beyond that -- that point and those things happen. The best that we can do is do everything we can and document it and photograph it for those that if it does have to go by the wayside that we have Meridian City Council Workshop March 12, 2013 Page 32 of 76 photographs that we can remember and stories and we can tell about it. Bird: It can't be -- it's not that much worse than some at 8th Street Marketplace was when Winston redid it, you know, so that's -- I got mixed feelings whether it's -- if we can find somebody that wants to put the money forth, because it's going to cost a lot more than just tearing it down and putting a new building up there. __De Weerd: And this,_too, Mr. Bird -- I _hope and what we have been trying to work with the-owner and her representative-on is understanding that doesn't have a whole lot of value. The dirt is -- because of the cost and she just needs to be reasonable in what she's asking for it. Bird: I think the asking price, from what I heard yesterday, is not that bad. It's within the price that you pay for dirty dirt --dirty dirt in Meridian. De Weerd: Well, then, that's good news. Bird: That's what I heard. But, anyway, I -- I think it can be salvaged, but if we wait much longer it won't be. Turney: I would absolutely concur with that. De Weerd: Bruce, do you have -- Chatterton: Yeah. Mayor, just to follow up on your comments and your question. I'm not aware -- I don't have first-hand knowledge that the building is on the market, although I have been told that it is. We will -- I will contact Scott Nicholson, Carol McFadden's representative, and get what promotional materials he has. He is aware that you mentioned it in your State of the City speech and he said we appreciate any help the city can give us in helping us publicize the value of this building and helping us market the property. De Weerd: Well, I think one of the conditions from Ada County Highway District and as communicated by the city, is they can keep that fencing up and there is -- there is no pressure, as long as they are actively marketing it and if we don't have proof that they are not actively marketing it, I'm concerned, so -- Chatterton: I will request the proof, Mayor. De Weerd: Please. Thank you. We are doing what we can to help. Turney: I know. And we do appreciate that and it's quite a bit. We feel the support. But thank you for that. That's -- I just -- it breaks my heart to lose that -- that building. It's absolutely beautiful in that corner. We recently received the American Association for State and Local History. We were provided with an opportunity to nominate and it was really our privilege to nominate our historian Lila Hill for two awards. First, Lila was Meridian City Council Workshop March 12, 2013 Page 33 of 76 awarded the 2012 award of individual merit to the American Association for State and Local History. This agency is the only comprehensive national organization dedicated to state and local history. The nomination award will -- wonderful opportunities for our commission to brag about the work that Lila, her staff and volunteers, and city has been doing on a national scale. The other recognition award was the Onion award. So, in addition to this we nominated Mrs. Lila Hill for the 2012 Orchid award through Preservation Idaho and she was -- she was awarded this honor as well. As many other companies and professionals who are. passionate _about history and are active within #his organiza#ion-the Orchid award ceremony was a wonderful opportu-pity to showcase - ---- our history center and our artifacts and, hopefully, grab the interest of our local history buffs and gain a volunteer or two for our history center. So, we are very proud of -- proud of that and very proud of Lila Hill. De Weerd: We were glad to get the Orchid and not the Onion. Turney: This time. I wasn't going to mention that. The goals for 2013. Looking ahead. In 2013 we'd like to pursue another partnership with TAG in their historical research and consulting group to develop a five year plan for the commission. The goal of this partnership will be to identify and prioritize the areas of historic significance within the City of Meridian, determining which areas are at greater risk for losing their structural integrity and/or being compromised by development. This commission will use this information to schedule, pursue additional surveys of the area, as well as consider possible nominations to the national historic register. We intend to continue our work with ITD, as well as other local historic commissions regarding the development of State Highway 16 and the mitigation funds associated with that project. The commission were -- were part of the meeting between ITD, the State Highway 16 mitigation, and they -- TAG identified 23 sites -- not all of them eligible, but certainly enough research where we are going to identify some more properties that will need further documentation. So, we want to build on that effort. I will continue to attend any of those scheduled meetings to keep the commission involved and informed and to maintain a vote on how the mitigation funds will be spent. So, we will keep the Council updated as those decisions are made and those meetings are held. Our immediate focus right now is to actively engage and promote the Idaho territory sesquicentennial. We would be hosting three lectures during the month of May. You think March is madness, May is going to be greater. We will start the month by hosting Lila's presentation, Settlers Make The Desert Bloom, on May 1st. We will follow that up with TAG's Elizabeth J. Cox and Barbara Parry Bauer's presentation entitled Once Upon A Trolley, The Treasure Valley's Electric Railway, which is a wonderful discussion regarding the inter-urban railroad. As you may know, Meridian's original station is just across Idaho -- was just across Idaho Street where the old town library branch used to be. Then we will wrap up the month with a presentation by former Lieutenant Governor Dave LeRoy and his presentation entitled Idaho and Lincoln At 150 and some of you may have seen that. That will be on the 29th and he's an expert on the Lincoln history. Again, these people make history come alive. So, we are looking forward to that. We are very excited that all three of these have -- have agreed to be a part of this event and have these presentations. We planned on having them here with light refreshments, so you're all Meridian City Council Workshop March 12, 2013 Page 34 of 76 invited. Absolutely. De Weerd: And what date is that? Turney: May 1st. We will start out with Lila's Settlers Make The Desert Bloom and, then, two weeks from there on the 15th we will have the Once Upon A Trolley presentation and it will be here at 7:00 o'clock -- 7:00 p.m. on all three of these dates, he _1 st,_ 15th, and 29th and he .29th.... David Leroy. on Idaho and _ Lincoln At 15.0. A hundred-and fifty. And--we will be putting out information on-that-as well. So with that want to leave you with a great photo of our commissioners and stand for any questions that you may have. And thank you for your time and attention. De Weerd: Council, any questions? Bird: Just a comment. Very nice. Very nice presentation. Thank you for the work you guys do. Appreciate it. De Weerd: Steve, we appreciate what you do and certainly the passion that your team members have. I would ask if I could be on the next agenda or -- or the following one. don't know which one I can attend, but I would like to get on your agenda to talk about maybe a project that I would like to get on your list of to do's. Turney: That would be fabulous, Madam Mayor. We'd love to have you. De Weerd: Okay. I would really like to see if we can enrich the walking tour and -- in our downtown area. I know that Lila has been doing some of the history on what businesses have been in our Old Town core area and how we can start highlighting them through plaques of showing what businesses have been on -- on the different sites in our township core. So, I guess I just want to come and have a conversation. Turney: We'd enjoy that very much. De Weerd: Okay. Perfect. Thank you. Turney: Thank you. Traffic afety Commission: Annual Report De Weerd: Okay. It is a quarter to 5:00 and we haven't even gotten to our Department Reports yet, but we do have Traffic Safety Commission coming up next and so I will -- and this is kind of a swan song of, you know, you can close out the new year and next time you come maybe you're presenting on behalf of the Traffic Commission. Lancaster: Well, Madam Mayor, Council Members, it's a pleasure to be with you again. I'm Ryan Lancaster, I'm the -- I guess the most recent past chair of the Traffic Safety Commission. So, as the Mayor has indicated, this is our annual report and our final Meridian City Council Workshop March 12, 2013 Page 35 of 76 annual report. So, don't expect any goals from us or, you know, Madam Mayor, if you'd like to be on the agenda, I'm sorry, we can't accommodate you. Okay. Caleb got it started for me here. This will be brief. I don't have any nice pictures for you, but it helps me know what I wanted to tell you, so -- let's see here. If I can remember how to do this. Oh. Okay. I went too far. I'm sorry. Well -- bottom left. Bird: It's not showing up, Bill. -Lancaster: -What did 1 do? Okay. -Figured it-out. I'm sorry about-that. Now #hat I'm out -- of ajob Iforgot how to work the machine. Our commission is made up of nine members. Five citizens, one of whom is a youth member, and four staff or agency members, three from the city staff and one from ACRD. I show their names here just so you know who they are. Mr. Nary was our chairman in 2012. I was elected to be the vice-chairman and so here I am getting to help out. Okay. So, we have addressed several citizens' concerns throughout 2012. That's how our agenda is typically filled is by concerns that the -- that citizens bring to the city through various means. The three concerns that are outlined in our annual report to you include a discussion of the Woodbridge Subdivision and some concerns there. I have come and spoken to you about parking adjacent to Settlers Park and we also spoke somewhat about traffic within Paramount Subdivision, concerns about school safety there. Briefly the Woodbridge Subdivision is located between Locust Grove and Eagle Road between Interstate 84 and Franklin Road and some residents of the neighborhood have concerns that it was being used as a -- and continues to be used as a cut through between Locust Grove and Eagle Road. The Ada County Highway District has done a fair amount of study -- traffic study there in the neighborhood. Through their counts they have determined that their traffic volumes through the neighborhood warrant traffic calming measures, not necessarily the speed through there. So, the speed is within, you know, acceptable safety range. The volumes were a little bit of a concern. The county had -- or the Ada County Highway District had proposed some traffic calming measures there that were deemed less than acceptable by the residents and so we spent a fair number of meetings talking about Woodbridge Subdivision. At the end of our discussions we sort of left it between the homeowners association and the Ada County Highway District to work out the detail, so -- parking adjacent to Settlers Park. Again, I spoke to this Council about that subject. It was our recommendation to restrict parking on the shoulder of Ustick Road and Meridian Road adjacent to the park, to provide additional pedestrian safety, as well as vehicular safety. Those signs were installed at the recommendation of the Mayor and the Council. In Paramount Subdivision there is some concern that there is heavy traffic through there during -- before and after school hours due to student drivers and parents traveling through there on their way to Rocky Mountain High School or any of the neighborhood schools and so we briefly discussed that and the Meridian Police Department, as well as the Ada County Highway District met with the Paramount homeowners and resolved concerns there, at least to the point that they weren't a concern to the commission any further. So, some other items that we have discussed that aren't necessarily within the annual report include a discussion of no texting signs. Sergeant Gonzales from the Meridian Police Department brought F this to the commission and we had considerable discussion about the design and Meridian City Council Workshop March 12, 2013 Page 36 of 76 placement -- and possible placement of no texting signs up until the Idaho legislature prohibited texting statewide and, therefore, we dropped any further discussion. We have -- most of the concerns that are brought before -- or that were brought before the commission dealt with pedestrian concerns, pedestrian safety and often parking as well and those -- those range throughout the city. In most instances the commission recommended that no action be taken. We heard issues from -- perhaps issues isn't the right word to use, but items from the Ada County Highway District. For example, one, hey. had.. received a suggestion from a citizen to change_the striping on Broadway _Road right here in-#ront of City Hall and-most-of those items-were handled by the commission. In this instance we have recommended that the Ada County Highway District do nothing -- or change nothing to Broadway Avenue right in front of City Hall. Other include speed studies by the Ada County Highway District on Ten Mile Road, for instance, and just in February the Ada County Highway District came to us with suggestions of modifying the raised median on Fairview Road just east of Locust Grove Road near where D&B is. So, some concerns about access and improving access there. We also heard updates on Eagle Road construction from ITD, District Three, as well as monthly updates from city staff on the split corridor construction. I think they are handling it over there for me, so -- I will just briefly cover what we have talked about in 2013, since you won't get a 2013 Traffic Safety Commission report. We continued our split corridor update. We have talked at length about the Transportation Commission and dissolving the Traffic Safety Commission and we finished our last meeting with a joint meet with the Transportation Task Force and we were fortunate to have Council Member Zaremba there and at that meeting we recommended and voted to dissolve our commission and it's my understanding that you have accepted that recommendation and have acted on it. So, that's our report from the Traffic Safety Commission and I would be happy to answer any questions that you have. De Weerd: Thank you. Council, any questions? Rountree: Madam Mayor, I don't, but, again, thank you for the time you have taken and hopefully you feel that it was of value, even though the commission is not gone away, but blossomed into something else and I'm looking forward to seeing the work and recommendations that are going to come forth from the --from the new task force. Lancaster: Well, thank you. It's been a -- I believe I can speak on behalf of all the traffic safety commissioners that it's been an honor to serve the city and to try to address some of the traffic safety concerns that citizens may have in our city, so -- De Weerd: Well, Ryan, we appreciate your service and how you jumped in there with both feet and so we look forward to continuing to work with you in a different way. Lancaster: Sounds good. Thank you. eridin Community Recycling Fund De Weerd: Thank you. Okay. Mollie, you will make it short, right? Meridian City Council Workshop March 12, 2013 Page 37 of 76 Mangerich: Absolutely. Good afternoon, Madam Mayor and Council Members. I'm here on behalf of the Solid Waste Advisory Commission providing you with four applications that the SWAC -- which I will henceforth refer to that group to -- has recommended for consideration to our Council members for funding. I will briefly walk you through each of the four applications. You have also received the same memo prior to this evening's meeting. I would like to set the financial context in which these applications .are reviewed and considered and recommended to you. _We_have incurred. -a very-extended and depressed market for the sale of recyclables over- the -last -eight months. In fact, being the last -- any revenue deposit that the city has received and been able to place into the community recycling fund was back in November of 2012 for the amount of 1,900 and some dollars. Knowing that, going forward into this current fiscal year we have had available to us funding of 51,000 dollars and some change and we received funding requests totaling 50,000 dollars and some change and so I will -- De Weerd: I think it's pretty close to 51,000. Mangerich: I would agree. De Weerd: 50,977. Mangerich: Round up. You're right. The project and budget on reserve are below. Our first applicant was the City of Meridian Parks and Recreation. The project was submitted as titled recycling containers. They are expanding recycling availability to our parks participants, both at Heroes Park and at Julius Kleiner Park, which is really exciting. They have requested that this be a SWAC project and under that heading there would be no match requirement of the applicant and so SWAC would take this on as fully funding the application. SWAC agreed to do so, we heartily appreciate Parks and Recreation on moving forward and expanding recycling services and availability to our citizens. The amount that they are requesting is 15,575 dollars. As an aside, to date I would like to let you know that parks has enjoyed strong success with recycling at Settlers Park to the tune of 6,000 pounds, approximately, of recyclables collected. That's about three tons of materials coming out of Settlers Park since inception of the program. Most of the recyclables coming out of there are beverage containers of plastic and aluminum and we have 20 recycling containers currently out at Settlers. This application required -- asked that they would set eight new recycling containers at Heroes, 12 at our wonderful Kleiner Park, and, then, also because of the available funding would set an additional two at out Settlers at the new tennis complex. Applicant number two, City of Meridian Parks and Recreation came forward with a project entitled the 8th Street Playground Equipment. The total project cost on this project was 38,000 dollars, with a parks and recreation cash match of 16,500 dollars. I'd like to advise our Council members that within the Meridian recycling fund the first 5,000 dollars which are requested upon do not require a match. Any dollar amount requested above that is a 50-50 split between the applicant and the funding match and so, thereby, this application requests 21,500 dollars. What is neat about this application is that parks and recreation has truly found the sweet spot of an opportunity here at the 8th Street Meridian City Council Workshop March 12, 2013 Page 38 of 76 ~' Playground. Right now the existing equipment is old, it is non-ADA compliant, there are rusting stairs which could easily skin knees, tear arms. It's an older piece of equipment where the parts, once they start to fall off, are nonreplaceable. So, due to a wonderful admission of timing and lighting, our parks and recreation have taken this opportunity to improve this park structure, augment it with some CDBG funding for the installation of a new bathroom and some new sidewalks improvement and, then, also leverage the opportunity of existing construction -- I'm sorry. Proposed construction that will be happening with our Public Works_ Department with_the_ installation of a_parallel sewer line.- Applicant number three is our Meridian youth baseball group. Their project-was #o come forward for the request of four additional aluminum bleachers to be installed at the Settlers Park baseball complex. This is a four row style aluminum bleacher and are compatible similar to the existing bleachers which we have installed out there before. I would like to make a correction to your typed materials in that the person -- the entity that will be providing the cash match is actually the Meridian youth baseball group and not our parks and recreation. So, I apologize for that error. I heard Steve taking an audible gasp behind me when he read that draft. Thank you, Mike, for helping me make that correction. What's neat about this application is that they really took a lot of effort in their application and they actually contacted the manufacturer of -- KayPark is the manufacturer of these bleachers and said, well, one of the criteria of this fund is to have it manufactured from recycled content. They actually -- KayPark wrote them a letter and submitted that, yes, 99 percent of this material is actually recycled from post-industrial recycled aluminum and actually went to great length to contact their own aluminum extruder. Bird: What was the name? What was the name of that company again? Mangerich: I might have said it wrong. KayPark. Is that correct, Mike? Bird: KayPark? Mangerich: Yes. Correct. Bird: Thank you. Mangerich: All right. So, their total request on this is 8,902.50. So, they look for your recommendation for funding. The final applicant, of which I recused myself from voting on, was the City of Meridian Environmental Division, of which I am programs manager for. The project title is Graphics Animation: It Starts At Home. .Recycling services in Meridian. We have been very fortunate to receive a 10,000 dollar donation from Republic Services, our current waste hauler, to help in the production of this graphics animation. The environmental division would contribute 10,000 and the total request is 5,000 dollars. The remaining balance due on this project -- I will be coming forward in fiscal year '14, so I'm straddling two fiscal years to achieve the goal on this and so excited that Republic Services has come forward and has been such a fabulous partner on this opportunity. I stand for any question, please. Meridian City Council Workshop March 12, 2013 Page 39 of 76 De Weerd: Thank you, Mollie. Any questions from Council? Councilman Rountree. Rountree: I have none, Mayor. Bird: I have none. Very good. Thank you. Mangerich: Thank you. Rountree: -Madam Mayor? De Weerd: Mr. Rountree. Rountree: With no questions, I would move that we approve the four projects as stated by Mollie in the amounts not to exceed the amounts she indicated. Bird: Second. De Weerd: I have a motion and a second to approve these recycled fund awards. Any discussion? Madam Clerk. Roll Call: Bird, yea; Rountree, yea; Zaremba, yea; Hoaglun, yea. De Weerd: All ayes. Motion carried. MOTION CARRIED: ALL AYES. Item 6: Items oved From Consent Agenda De Weerd: There were no item moved from the Consent Agenda. Item 7: eprtent Reports A. Finance Department: trteic Plan Update De Weerd: I will start our next item, Item 7-A, our Finance Department's strategic plan updated, with an apology to our CFO. It is straight up 5:00 o'clock, though, and we are fresh and excited to hear her report. Kilchenmann: I'm going to get a commission. De Weerd: I know. Brad and I need to discuss our priority of how we put this on. Kilchenmann: This will be so exciting that you will just be leaping on the edge of your sheets -- seats. Bird: We leave the best for the last. Meridian City Council Workshop March 12, 2013 Page 40 of 76 Kilchenmann: Yeah. De Weerd: It's not even the last. Kilchenmann: So, I just kind of re -- put down our -- our main focus or our -- kind of guiding principles for the Finance Department, which are transparency, accountability _conservatism, anal ethical and professional.. standards. _So, .what I'm going to do _is I'm just -going to do a summary of -our departrnen#, wha# we have-done, what we are looking at and, then, I'm going to -- you will get a whirlwind tour of the financial statement. Just to give you a little idea, we have about 4,300, 4,400 phone calls a month, do about 196 payment arrangements, they do about 130 rental billings and we -- turnoffs are about 173 per turnoff, so, twice a month. I think one of the greatest things about us this last year is either we are filling out our own comment cards or we are getting an awful lot of positive comment cards. So, I just -- I just put one that we got today. I was working on this where somebody had a problem with a water bill and leak. Cody was most helpful and incredibly pleasant to work with. And I get those for everybody. So, either it's a democracy as far as filling out the time cards or the comp card -- I really think they do do an excellent job of customer service and I really appreciate them, because we haven't -- knock on wood -- had a lot of turnover, so we have had I think a consistent staff, which is nice. They really know what they are doing. So, obviously, their biggest challenge -- one of their biggest challenges is handling difficult customer situations. Another thing that they are -- that has been helpful, but that they want to work on is our phone payment system. So, it has been great that people have a resource, especially on turnoff day, they don't have to come down here and they can pay by phone. But it's not -- it's sensitive to background noise and heavy accents. So, we are working on some improvements with that. The big focus is finally we are looking at new software. So, kind of prodded in the back a little bit by Public Works, who would like it to be able to do some things with the water department that we can't really do now with Caselle and the knowledge that we -- it -- the software version we have will not ever be upgraded. They will support us at the basic level, but our software is obsolete. They have moved to a new version that we can't use, because we are just -- we just have too many accounts. So, we face the fact that we are going to plunge into this software thing. So, reading -- when I was doing my CPE this year I took some project management classes and read what I think I already knew, that like something like 97 percent of software projects go over budget or not on time and it seems to me they start failing right from day one when we define the requirements. So, this -- in return from moving on this finally Public Works gifted us some of their -- well, I don't know if you call it gifted, since we bring in all their money. So, we pried loose from them some of their consulting money and we are going to use that for our first step and we are going to hire somebody to do requirements definitions. So, that's the step we are concentrating on right now and we will do an RFQ for that. We are working on it right now, an RFQ for that. We are working on it. We have myself, Rob from IT, Rita, Jaycee, Mike, Carrie, Keith and John, we are all kind of getting together. We have gotten Ithink -- I think we are close to putting that on the street. So, that person will work with water or trash, us, Public Works, to define the vast requirements for this software that so many people use. Meridian City Council Workshop March 12, 2013 Page 41 of 76 So, that's our first step. I will be asking for an enhancement and, yes, I tell everyone not to do this, but I won't know exactly how much it costs and the reason -- and Rita is just I i ke -- De Weerd: And, you know, that is on the public record. Kilchenmann: I know. I'm admitting it. Hoaglun: Can and will be used against you.... Kilchenmann: Rita has beat me up over this. But the problem is is if we don't do it we get so far down the road with it by the time we can actually purchase it we kind of lose momentum and John McCormick is helping us and he might decide he doesn't want to stay here anymore, so it's like., so -- Nary: Confession is good for the soul. Kilchenmann: Confessions. I have been confessing all day. Okay? De Weerd: Yes, you have been confessing all day, too. Kilchenmann: Well, Iwas -- it must be the pope choosing thing. Maybe that's it. So, looking back -- kind of looking back at our year, it's really not, you know, that exciting, like Kleiner Park, et cetera, but we did cross off a high volume of purchasing cases. We keep case management so we know that we had over 300 cases go through and 171 of those were formal procurement. So, that's something that Keith and Kathy just handle, the two of them. So, they have managed to become a pretty efficient purchasing machine. First on some different processes and procedures. A lot of Public Works getting things written down on how we are going handle those big contracts and so forth between the two of us. We do ongoing finance and purchase training for city employees. I'm not going to say that we like have the -- turn out the best training, but we do have a turnout. One of our big things is complying with the healthcare reform requirements and so we did one first step of those, which were reporting benefits on the W-2s, which nobody probably noticed, so I won't go into those. One thing that -- PERSI is putting in new software in place because they are having a problem catching seasonal workers and part-time workers that should be PERSI eligible. So, Todd, who is very very organized and keeps us on track, didn't procrastinate, just like I would, and jumped right on it and he and -- I believe it was Nick from IT have -- have jumped on it and now we are going to be like -- we are like the -- the first one we are going to be the pilot implementer for PERSI. De Weerd: It really is true confession day as far as Stacy -- Kilchenmann: Then we have Jenny Ma, our best grant -- she's like a recording rock star, you know. We go someplace and there is -- it's Jenny, it's Jenny. Well, this is in the grant world, of course, it's like it's Jenny, it's Jenny. So, she also was awarded our Meridian City Council Workshop March 12, 2013 Page 42 of 76 -- a Meridian Way claim. So, we had the Mayor come to one of our meetings and that was pretty cool. One thing that we have completed training and done aposition -- or done a training manual and have backup positions for every single one of our functions, so we have backup for AP, Jenny and Todd have actually -- they can do payroll, they have done it when Barbara was gone. So, when we win the lottery and we are gone, we have people to -- we have manuals to cover it, so you will be okay. And, then, I just kind of did a list of all the retraining functions we do and I'm not going to read through _those. You all know .ahem. So, what we are looking forward to -- or what I think is our _ __ biggest -- or-challenges for the next year -- so, we are focusing ---we are still working on fund balance projections, revenue spending, the CIP plan, wage and salary -- all those pieces that determine our financial future on. We are getting more sophisticated at it, we are planning longer term. It think we have got the five year down. We are getting on the ten year and this is for the whole city, all funds, and I think we are going to be able to plug this piece of the wage and salary, start plugging that in five year and, then, getting in the ten year. Process audits -- I'm going to talk about that more later, but we are doing some of that -- well, we've had contract payments audits. Because we have a lot of functions that aren't necessarily centralized and we have only one accounts payable person -- for example, we only have one person that does receipts -- we are starting to look at the processes of how those transactions flow into us. So, for example, we have contract audit day, which is a fun group activity where we all get together -- me, everybody in the Finance Department, and we go through the contracts, reimbursements and payments and see if they balance back to the original contract. We want to -- another thing we want to work on -- we are working on this with legal -- is try to centralized all of our city's fees and not only that but provide a standard methodology for how we do cost analysis. I mean, obviously, it will be different for certain departments, but we need to be able to say, yeah, we do this pretty consistently as a city and we feel comfortable that we can support our fees. -Right now we have 23 fee ordinances and we have found where fees get duplicated, they are in one department and they are in another department, they might not be in the ordinance or the ordinance is outdated, et cetera. We are going to standardize some of our policies, like city vehicle purchasing, copy machine purchasing, fleet maintenance. Again, like I mentioned, the PERSI testing, updates the impact fee plan. We will continue to have work with the Healthcare Reform Act, so the payroll department and which Todd supervises, they get a lot of training on that. We have ongoing GATB complaints, which don't know why Kevin said we don't have any standards coming up, because we do. We have one we tried to early implement and they -- which is a change which -- well, it's in questions, but to -- from the net assets, a statement of net position. But they didn't have anyone else early implementing, so they wanted us to wait. Then we also have the big one, which is where we have to start reporting PERSI on our financial statements. And, then, the biggest -- biggest of all is this utility billing software. So, when I look at what I think our biggest challenges are right now and where we might go in future staffing, I titled this kind of an evil word, internal audit. So, maybe I really want to say internal process review and finance analysis. So, the city has gone through a huge growth -- a big growth period and when you do that your processes have to change and they don't always change at the same time you experience the growth, because it's just -- it's almost impossible for -- not for government -- just for government, Meridian City Council Workshop March 12, 2013 Page 43 of 76 but for any entity and so you need to develop consistent processes, you need to be efficient, we need to have sufficient cash flow and, then, there is the question of internal control. So, what's happened to us is we have a lot of decentralized computer systems. We have a lot of billing and receipt systems. I was going to count them and I didn't get them counted, but there is five or six that come to my mind right off the bat. They all use different software. They come into us -- in some cases this is one big dump. So, for example, I wrote credit cards create chaos. So, it's great that we take credit cards. Our customers like it._ But the processors ..keep dumping it all into one account. They -dump it aN into utility- billing and so go through this huge process to try to figure out where it really goes and so we need to have the centralization, because that's the way we are set up. We are not going to switch at this point. But we -- Finance needs to be involved in looking at the process and spot checking I think. Contact payment review. We have a lot of big complex multi-year projects that when the project -- the original fee schedules said the project could be three or four years -- five years down the road and those fees may have changed and things may have changed within the contract and it's very hard for just one accounts payable person to completely monitor them. I know Public Works works on monitoring it, but that's not total their central function. So, they would like to have some help with that and we have got one person who is working it, pushing through a thousand invoices a month, she can spot check and she does spot check and she's good at it, but she can't do all of it. So, payroll -- they are great and we owe a lot to IT and we owe a lot to Todd and to Barb for how much work they have done on it. Really a lot to IT. But our time card is like -- if you spread it across two computer screens it's like 27 columns wide. So, I know I drive everyone nuts when I say, ah, no, whenever somebody wants to add a new column to it, but, you know, we have to do that tax reporting and all that -- it's become kind of a little octopus animal. In the financial analysis, we want -- De Weerd: But that's when you thank God for IT; right? Kilchenmann: Yeah. Well, when is their presentation? Yeah. But they have, they have done great with it. But we are keeping one person extremely busy. So, financial analysis, you know, we do a lot of this. You know, somebody comes and says how much that does it cost to run a park per acre, et cetera. We -- that is our function. That should be our customer service. If somebody comes to us, we -- bam, we are back to them with the information. So, financially reporting and budgeting, the audited financial statements, it just takes -- seems to take us more and more time every year as the standards get more demanding, it just becomes more time consuming. All my staff did a great job on this. Rita takes the lead on it. She really gets in and grinds those statements out and gets them to balance. The other thing is when we are a maturing entity our budgeting processes different, so you're dealing with just throwing money at rapid growth in any of your services, you're going to have -- we are going to have to start prioritizing what is really important to us, how do we measure it, how do we decide what we are going to do with diminishing revenues. And so that is very time consuming for the Finance Department, also for departments, and, then, finally, no matter how decentralized you get, if -- the buck stops here. It's the Finance Department who gets audited and we -- with centralized accounting -- the standard practice to centralized Meridian City Council Workshop March 12, 2013 Page 44 of 76 accounting is so that as an entity, our functions are managed consistently and terms of control are in place throughout the whole entity. General accepted account and standards and principles and best practices are applied by people who really are professionals who understand them and, then, again, just the financial position of the entity as a whole is managed. So, that's kind of a finance, utility billing, purchasing in a nutshell and I'm just going to skip and I'm going to do -- just race through some of these financial statements. So, this year's, the way we were going to look at them is by fund __ _ balance,_ so we are going o look at what are the fund balances for the two major .funds. and-how do #hey-get #here. Let's start-with the Enterprise Fund. We when we look at the Enterprise Fund balance, we have -- you know, one of the things that's true for any kind of business or an Enterprise Fund, but especially for utilities, because they are so infrastructure intense is to avoid future deferred infrastructure maintenance conditions and support capital planning. So, that's going to be the focus of what I'm going to talk about today. So our fund balance has like three major influences. One is net operating revenue. One is connection or assessment fee revenue and one capital construction. And if you look at the fund balance -- and you saw it if you read the financial statement. So, if you looked at the financial statements you saw 40 million is fund balance, it was, wow, that's a lot. The fund balance is going up. But if we look at everything -- well, we set up these funds -- we all agreed we would set up the depreciation reserve, emergency reserve, and operating reserve, now reserve on the fund balance like about a third -- two-thirds, so it's down to 26 million. If we looked at what is budgeted right now or earmarked, that's -- we have tabs on the books of 21.2 million. So, our fund balance is down to 5.4 million. Like I say, then, the opening slide things are not necessarily what they seem, because they are not going to spend -- this year they are not going to spend 21 million dollars. But when you. kind of deconstruct the fund balance, it isn't just 40 million dollars. De Weerd: And I would also add there is a capital improvement plan for -- Kilchenmann: The 21 million. De Weerd: Yes. Kilchenmann: So, looking at what was -- was their operating for them for'12, so I put a financial statement in front of you that's riveting, but it's for the Enterprise Fund and it's broken into -- it's a lot segments. So, it's not -- it's just like not income minus expenses equal the revenue. The first part of it is what we call operating net income, so that's water and sewer sales and my personal depreciation and supplies. So, on this graph the operating revenue is the -- it's a revenue. The sales is the blue, the operating expenses are the red and, then, the operating income is the green line. So, for '12, sewer sales was 59 percent of their operating revenue. The major revenue source. Or 12 million dollars out of 19 point -- million dollars in water and sewer sales. It's also important to note that depreciation was the largest single component of operating expense at 6.4 million dollars out of 17.4 million dollars total operating expense. Then if we go back in and we add assessment revenue, which, you know, bounces up and down with building, we have what we call income before contributed capital and after Meridian City Council Workshop March 12, 2013 Page 45 of 76 the General Fund transfer and I think that's an important number. I take the contributing capital out, even though it appears in the balance sheet, because it's just what people donated to us. You can see when we look at that income source it really is the income that builds and feeds the fund balance, kind of popped up and down and there was some note -- I notice some -- well, I put down some events that have really affected that, so we know in 2007 -- in June 2006 we hit the big residential building sales drop and if you look at the graph you can see we are -- just went down. 2008 we made the _4.5 .million dollar transfer to the General Fund for the City Hall, so that showed. up in the Enterprise Fund as an expense. Then -in 2008, '9 and '10 we did the rate increases and moved the operating income back into the black. '12 we had the Bittercreek nullification agreement that required we turn over some assets that were fairly new, so we recorded a loss on disposal of assets. And, then, in '12 we saw residential building permit sales increase and so, therefore, assessment revenue increased. So, that's kind of the operating assessment side. The tab to the left that's the fund balance, so that's kind of the big picture that we look at when we look at the health of an organization or when Kevin talked about the health of the organization and the growth of the organization, you know, we all look at this graph as if -- you know, we can see the capital assets skyrocketing up. So, for '12 we need to reach capital assets and depreciation by two million. So, that means we added assets and, then, we subtracted depreciation. We increased the unrestricted fund balance by 6.4 million and, then, we kind of had a paradigm shift in my time and a lot of the time that you have all been here, because when we were really growing we had the theory that we financed capital assets only with assessment revenue, because we were just -- and we kind of ignored the profitability in the operating -- operating side and now we are looking at a shift, you know, how will we manage that through managing the depreciation fund and using a combination of those funds. So, for the Enterprise Fund, we just look at their budget, the biggest piece for them is Capital and when we went back when I showed the graph at the beginning and it said we had 21.2 million dollars that were in capital and so we really only have this fund balance of 5.4 million. But that's really not -- even that's not quite true, because if we look at their cash -- so the TOD -- the TOD works at what they carry forward and what their new budget is. The top graph does. The bottom graph looks at what is on the books at the end of that year and how much do they spend. You can see how they have reduced -- because this graph reads right to left -- left to right. So, you can see how the carry forward shot up and, then, they have managed that carry forward, they brought it down, and they started completing more of what they have on the books in any particular year. You can also see that at the bottom and we know that construction projects are going to take time, so what we just need to do is manage -- well, look forward and look at our funding forward and make sure we manage our TAS. So, one less thing on capital assets we have -- we have really started talking about depreciation and if you look at this graph the red lines are depreciation expense and that in a little over a decade that's huge. That is a huge growth in depreciation. So, depreciation is kind of hard to define. We always scare Tom if we talk about it during the budget process. It's a useful accounting -- here is what we call the matching principle. It matches -- this asset makes income. Therefore, we match part of this asset against the income and we call it the economic cost of doing business. When I read something that -- that Warren Buffett wrote -- and he said the biggest mistake investors Meridian City Council Workshop March 12, 2013 Page 46 of 76 make is they ignore depreciation. They don't consider depreciation. And it really is a cost of doing business. So, the way we record it is based standard industry assumptions about how long classes or assets last. So, for 2012 we had 239 million dollars worth of assets on the books, so you can see how fast they happen -- how fast we -- we acquired them. We have accumulating depreciation of 52 million and, then, we have land easements for a known depreciation of 8.5 million. So, we know some day we have to replace all those assets. So, if we said, well, let's say they are all going to last a hundred years and 1et's not do present value calculation into income -- blah blah blah. We would have to save 2.3 million a year to replace the assets we-have- today. -A lot of utilities build this into their rate system for this reason. We do it before -- this was before Todd, but when Brad was here when he came up with the way -- kind of the guts of how our rates are, he left it out for that reason, because it would really boost up rates. But, you know, if we knew the exact amount to save that would be great. I mean nobody knows that. I think we are going in the right direction. Looking at the cost of those assets and ages of assets and just coming out with something that we can be comfortable with. We are way way ahead of this, because our assets are new, we are starting now. You read about cities like New York City and there is no way they can replace their assets that are falling apart. So, this is a long time legacy that we are leaving for the city, so we won't live to see it. I won't live to see it, but -- Tom might. Switching to the -- okay. Last thing we are going to switch to the governmental fund balance. So, this is what our fund balance looked like at 9/30/12. This is all of our funds together, 31 million dollars. We have an operation reserve of ten million. That's our four months operating reserve. We have the judgment at 2.4. We have the park safety fund of 2.1. CIP we have 2.6 million. We have 5.8 in carry. The capital assets showed you. Like the Enterprise Fund has. That little miscellaneous is a prepaid, to explain that. And, then, we have the impact fee fund of 4.5 million. So, we really don't have a lot of money in unassigned or unrestricted fund balance. We have got like 4.4 million dollars. I did a different sort of chart on the bottom where I compare three years and if you look at the unassigned fund balance you can see that we are -- it has dropped considerably over the last three years and that is as we have taken pieces of it and said we are saving it for this, we are saving it for this, we are saving it for this, we are saving it for this. So, this is -- this is just a history looking kind of at a history on the top of the total fund balance as you see it, it's going up and, then, the bottom are the influences for it, so the revenue expense and the actual amount of capital expense. So, the cash amount of capital we spend. So, if you look at the General Fund, it's kind of an uplift of the Enterprise Fund. Most of our budget is in personnel. Seventy-one percent is in personnel and that's a lot, because that's a number that doesn't -- we can't just say we are not going to do -- well, we can, but we don't -- we can say we are not going to do this project this year, we don't have -- say -- it's not so easy to say we are not going to pay these eight people this year. And, then, our capital budget compared to the Enterprise Fund, even though the funds are about the same size relatively -- not relatively low. So, if -- look at personnel, because that's the one that really matters and looked at -- when I do the projections I keep moving an average forward -- what was done as an average in the past few years. So, when I did '4 to '10 we had increased 16 percent. This is personnel. When I did '9 to '13 we were showing a nine percent increase. So, we were already saying, okay, we are adjusting, we are going to go and Meridian City Council Workshop March 12, 2013 Page 47 of 76 -- we are going to stay with the economy. Things have slowed, we are putting our brakes on. '12 to '13 we only increased our personnel one percent. So, that's great. That's -- that's phenomenal. That's the kind of thing we need to do to let that revenue catch up with the base. So, on the operating side I put the statistics here. I don't get too -- I don't pay a lot of attention to it, because we have so many one-time things in our operating and our operating really is a very small percentage of our total budget and one that we have quite a bit of control over. So, just like this year fire is making a ....payment to rural -- the rural for 600,000. That completely throws off their operating. So, if you look, #hat graph with the blue and black-is the two years and-you can-just barely see any change. So, what are we looking at? We are coming up on '14, we have already started it, we have got our meeting set up, Todd's working on the base budget. What are we looking for the future? So, I am planning on probably increasing property tax about six percent. I think that it probably will increase a little more for new construction, but that's kind of what we are looking at right now. I'll get more information on that. I think taxable market value will increase at least three percent, but I don't know what's going to happen with all the legislation that's going on. You know, the consecutive land exemptions, this will be our third piece of legislation if that goes through, so that's big unknown and, of course, the personal property tax. Sales tax revenue I'll probably leave it at about 3.5. That's what we collected in '12 and that includes the boost we got for the census. Building permit revenue did increase one million from '11 to'12 and '13 will probably be what'12 was. But I'm not -- I'm not going all out here for this, because I'm going to show you something later and I'm just not trusting the total economy that much and, plus, as long as we cover our expenses, anything that we get extra in building permit revenue is just for our CIP fund. It just funds our CIP fund, so no loss, big gain. So, the uncertainties are just the same as we had last year. Court revenue we don't know what's going to happen to that. We don't know what's going to happen with property tax. The settlement grant revenue. We also have learned today that rural fire is going to have to start taking down the amount of money they are giving us, so that's a big impact. So, I just -- the reason I'm hesitant about like saying we are going to be raking in the building permit revenue is if you look at the first graph that shows literally from -- in the middle of a year residential building permit revenue dropped off and just dropped off the map where that the commercial revenue is very -- that's the one on the right. Very unpredictable. So, we always budget very conservatively for it, because it's just up and down and up and down and up and down. And, like I said, what we get in just makes our capital improvement plan happy. So, on the expenditure side we have a lot of challenges. We have -- we are looking at employee compensation. The STEP plan. PERSI has increased. What's going to happen with employee benefits. We have -- when we were growing really rapidly -- when insurance was increasing like 25 percent, from one year to the next we increased it quite a bit and it didn't actually go up much, so we have been riding on a cushion and we probably can ride on that cushion without changing benefits from one more year and, then, we are going to have to -- we are going to have to do something to bring it up. Decrease the budget, we are going to have to increase the amount employees play and we are going to have to make some changes. We have the dispatch fee question. The additional dispatch fees. Of course we will be looking at the CIP fund soon, you know, what changes have we made, what shifts are we going to make and, then, going Meridian City Council Workshop March 12, 2013 Page 48 of 76 past '14 how are we going to fund major changes, like a new fire station and we also have -- it doesn't show up in operating, but we have our annual replacement cost for vehicles for police and fire is about a million dollars. And, then, finally, just on the capital improvement projects plan, this was kind of look -- that you can look at later that shows where we are hoping our financing comes from in the next five years. We see that the biggest piece that we are expecting is General Fund revenue. So, I think that the CIP fund revenue will go up and that that will be great, because each year that goes up we can readjust this, bring the_General Fund portion down. So, just in conclusion_I would like #o really #hank my staff. -They are great.- They are -great. They are confessions, but -- you know. So, they are great. And that's all I have. Any questions? De Weerd: Do I have questions? Bird: I don't have any question, Mayor. Just to thank you for the staff and all their hard work and the way they keep us in line. Appreciate it. When we get audits like we got last week I -- that makes us look good. We appreciate it. Thank you. Hoaglun: Madam Mayor, Stacy, yeah, you guys do great work and you had a couple items in your slides I just wanted to comment on and ask you about. You know, you talked about year-end statements that's getting more time consuming. I was looking at your call volume for utility billing, if you handled 4,395 calls, if you work 20 days a month that's approximately 220 calls a day, which works out to 27 and a half calls an hour, so you're almost at one call every two minutes. Just a little over two minutes. De Weerd: I think the clerk's office would say they get the calls first. Kilchenmann: We would slightly disagree with that, but -- Hoaglun: But -- and I know those calls aren't spread out. I mean it's -- Kilchenmann: No. They are -- Hoaglun: You get surges of them coming in. So, you know, from a standpoint looking ahead as we look at budgets and whatnot, what -- are you going to need more help in finance from a personnel standpoint? Kilchenmann: Not in -- I think we will in the finance side, not on the utility billing side. Hoaglun: Okay. De Weerd: Other comments? Questions? Rountree: Growing report, but very interesting. And it's nice that you, too, can admit that you don't know how much something is going to cost. Bird: Yeah. Meridian City Council Workshop March 12, 2013 Page 49 of 76 Kilchenmann: No kidding. De Weerd: Well, our other directors know how much. Nary: We think, Madam Mayor, the first key is admitting you have a problem and so we are very encouraged by Stacy. __ _Bird: The problem is Tom was taking every word down..:.. De Weerd: I was just impressed with the restraint. Kilchenmann: I know and that's just -- maybe I should have been after him. De Weerd: Well, I appreciate everything that you and your staff did, have done, are doing in keeping an accountability and a check on -- on the budget. So, I think that's why we continue to operate in the black, but we are -- that we pay cash for are purchases and the projects we do, is how our department directors and your staff plan and keep an eye on the budget. So, thank you. Finance Department: Approval of Fund alance Transfer Kilchenmann: Well, the next thing I need you to do is just a technicality. So, I -- we need to move some money into the Capital Improvement Fund and we need to have you approve it. So, I think -- do you all have this? Bird: Yes. Kilchenmann: If someone could just make a motion that you approve that we move this 2,044,914 dollars into the Capital Improvement Fund. It's the excess money -- it's excess money that has been generated over the last -- I can't -- two or three years -- two years in the community development. So, we have an ordinance that requires us to transfer it and because of the way the new fund balance standards are, the Council needs to improve that. De Weerd: Okay. Zaremba: I move we approve the transfer. Kilchenmann: I think you have to say -- do you have to say the dollar amount? De Weerd: Uh-huh. Kilchenmann: Do you want it? Zaremba: Thank you. I move we approve the inter-fund transfer in the amount of 2,044,914 dollars. Meridian City Council Workshop March 12, 2013 Page 50 of 76 Rountree: Second. De Weerd: I have a motion and a second. Any discussion? Madam Clerk. Roll Call: Bird, yea; Rountree, yea; Zaremba, yea; Hoaglun, yea. De Weerd: All ayes. Motion carried. MOTION CARRIED: ALL AYES. Kilchenmann: Okay. Thank you. C. Public Works: astewater Treatment Plant Laboratory, Administration and Operations uildings Concept Recommendations De Weerd: Thank you. Okay. Item 7-C is our Public Works and I will turn this over to Mr. Barry. Barry: Thank you, Madam Mayor, Members of the Council. It's my pleasure to present to you this afternoon update on the wastewater treatment plant facilities plan improvements. We have talked to you a number of times over the past year or so about improvements that have been needed at the treatment plant. Tonight we are going to talk about three in particular. The laboratory building, the administration building, and the operations or control building, as it was originally known. I want to talk to you a little bit about our approach here and, then, we will be having several presenters present information and give a couple of different ideas as to how to move forward here. So, first of all, our approach in the department for the last several years has been when it comes to the wastewater treatment plant facility improvements to essentially hold off on the improvements until we knew more and we have been saving our funds, as you have known, we have conducted facility plans during this time frame and we have also been waiting to get more information regarding the regulatory environment that --that looks to be on -- in our future. And so these things have happened and, essentially, the facility planning that we have done over the last year and a half or so first began in 2011, we finished it in July of 2012. Many improvements were identified in this facility plan and quantified as necessary for the treatment plant. The facility plan that drives a lot of what we are talking to you about this evening was developed by CH2M Hill and also HDR Engineering and it prescribed necessary improvements to the wastewater treatment plant facility resulting from future regulatory needs, technological advancements and certainly growth pressures. There has been a lot of work and a lot of thought that's gone into our facility planning and, for that matter, our capital facility planning and these documents essentially serve as the basis for all of the improvements that we conduct at the treatment plant going forward. I want to talk a little bit about the past improvements. You may not know or maybe some of you do know -- that the treatment plant that is currently located at the corner of Ustick and Ten Mile was originally constructed in 1978 Meridian City Council Workshop March 12, 2013 Page 51 of 76 and there is a picture of what it looked like in 1986 in the upper right hand of your -- the corner of your presentation there. Now, the control and operations building was built at this site in 1978. The administration building was built in 1998 and, then, the laboratory was built in 2001. And as you have -- are well aware, our city has experienced lots and lots of changes. The treatment plant is very different today than it was back in the '70s, '80s, '90s and even earlier this decade. The new regulations that have occurred since its original construction have necessitated a lot of the improvements we are talking about here. _Now, we have kept up with most of these technological improvements, but -we continue #o do that as an ongoing basis. But those improvements, advantages in technologies, have all taken place at the treatment plant. We know that our population has increased. Between 1990 and 2000 it tripled and between that 2000 and 2010 it doubled again. We are now the third largest, soon to be second largest city in the state of Idaho. The number of sewer accounts increased nine fold since 1990 and the current treatment plant, you might not know, but turns 35 years old today -- or this year I should say rather. So, all of these changes that have occurred have necessitated the need for these improvements. As I mentioned, we have seen several things in the last year or two. We have completed the wastewater facility plan draft in April of 2012. We presented via Tiffany Floyd when she was our operations manager, she made a presentation in May of 2012 about the vision for many of these improvements at the treatment plant, including the three projects we are talking about tonight. The facility plan was finalized in July of 2012 and we also made a budget presentation to the City Council then, which requested funds that we were granted to work on these projects as well. In October we did both a strategic presentation to City Council for our department and also our CIP presentation in which these projects were mentioned. In February of this year we made a presentation to you about the contracts and ultimately you did approve those contracts and, then, tonight we are here to talk to you about really fun stuff, the design concepts, and we are seeking our guidance in some of these concepts tonight. So, the agenda for going forward looks like this: Staff will talk with you about the approach we have taken and the importance of the technical memorandum that we have utilized as a guide in helping direct our work over the last year. We want to talk to you about our estimated budget. Certainly touch on the consultant selection process. We know that there has been some discussion and even some concerns around fees and cost comparison in light of a number of different things and so we want to touch on that for just a few seconds. We will also introduce you to the team, talk about the design concepts that we have come up with to date, although we are very very early in the discussion. Certainly we want to talk with you about our proposed schedule, so you know what our path forward looks like. And, then, we want to talk to you about the design guide and, essentially, the direction that we are looking from you to incorporate in the ultimate design process here going forward and, then, we will talk with you about ~ next steps. So, our desired outcomes in general are to try to enhance your understanding of the need for these projects, communicate our process and assumptions regarding the work to date. We want to discuss the improvement goals and the desired outcomes for these particular projects and communicate, obviously, our budget, our schedule, and the path forward and, then, finally, seek guidance on the r design elements that we will be presenting. Just a couple of brief introductions before hand it off to staff. We have a number of folks that are key to these projects. Meridian City Council Workshop March 12, 2013 Page 52 of 76 Obviously, we are attempting to design three major buildings. One is actually a redesign. And to construct these particular facilities near the same time around the same schedule. First take the -- pretty large coordinated effort from a number of different staff. The team for the city includes Max Jensen, Warren Stewart, Dave Allison, Tracy Crane, Laurelei Ball, Keith Watts and certainly a number of folks in our in our laboratory. The consultant team -- and they will introduce themselves here a little bit later, but include professionals from SPF Engineering, Johnson Architects, and Beniton Construction. So, with that I'm going to turn it over to Warren Stewart, he's going to talk with- you- about the design strategy and he will take it from #here. Thank you. Just one quick point. We are going to be presenting a lot of information tonight and so we think we might be able to get to some of the questions you might be formulating along the way, so we'd ask that maybe just give us an opportunity to get through the presentation, in the event we do get your questions addressed as we go and, then, certainly, we will open up for questions at the end. De Weerd: Well, with that said maybe I will call a five minute break, because we have been here since 2:00 -- Barry: Ouch. De Weerd: -- and if you want our full attention you will want us to take a five minute break. Barry: That would be good. (Recess: 5:50 p.m. to 5:55 p.m.) De Weerd: I will preface it with most of the Councilmen have eaten their candy and it's 6:00 o'clock and no one's eaten dinner. So, proceed at your own caution. I have cautioned you and so now -- Stewart: I was just going to let you know that, you know, we sort of knew this was going to be a little bit late, so we have talked about the fact that the team over here -- you know, we will try and cut it back to about four or five slides apiece. Bird: Well, that's -- that's a good cut back for Tom. Now, are you sure that's going to happen? Zaremba: You're saying everybody over here gets 20 minutes. Stewart: No, I'm just kidding. There is only -- there is only four of us, including Tom that will be speaking with you today. But I will dive right in. I wanted to talk a little bit about the design strategy or design approach for these two projects. Obviously, they were projects that were indicated in our CIP that we had consultants -- or not our CIP, in our facility plan that consultants helped us with. We recognize, though, as staff that, you know, we -- although we knew that we needed to provide for expansion, we didn't have Meridian City Council Workshop March 12, 2013 Page 53 of 76 the expertise to really help us analyze just exactly what the -- the spatial needs were for the different work functions that were going to be taking place in these two buildings, both the lab and the administration building. So, we hired CH2M Hill to provide us with a technical memorandum to help us out and we -- we selected them for a couple of reasons. One, they have the engineering background, but they also had an operations company that runs and operates wastewater treatment plants throughout the country and this, essentially, gave them the unique perspective of being able to tell us what they _have -- you know, how much staff and other things they have -- they have had to have -at different facilities of different sizes and especially- sizes like what we hope to expand to at some point and that was one of the first things that we had to kind of -- or first hurdles that we had to get over was what was the design horizon that we were going to look at and they had initially suggested that we look at about a 30 year design horizon for these facilities and the predicted growth over that 30 year period and low and behold the flows that would be in the wastewater treatment plant at that time, based on the growth factors that they used, would, essentially, bring us out to full build out and we thought, well, why don't we just go ahead and analyze the need for these buildings for the full build out of the wastewater plant. Now, that's approximately 30 years, but that's dependent upon growth factors that -- you know, sometimes they are accurate and sometimes they are not, so -- but the full build out we know that the ultimate build out flow at the plant is around 21 to 23 MGD and that's, essentially, what we are planning these buildings for is to accommodate the staff that would be required at full build out. Basically a multifaceted approach CH2M Hill did and they looked at industry standards, as well as regulatory requirements and like I had indicated, they also looked at other facilities that they have -- that they operate. Based on that information, essentially, the plant flows would triple and they estimated that the lab staff would need to double over that period of time. Also with the -- regards to the administration building, it, too, would have, essentially, a doubling of staff -- a triple of flow coming into the plant, but a doubling of staff, as well as the need to accommodate some -- essentially education and outreach and training facilities at the plant. The technical memorandum that CH2M Hill provided us allowed for the guidance that we needed to start the RFQ process to -- I jumped the gun. I apologize. First of all, we wanted to talk about the estimated budget. The estimated budget for these projects -- you have seen these numbers before. We, essentially, presented this in the last year's budget request. We reiterated these things again in the CUP process in October in our strategic plan and we have revised this just slightly, as we have been preparing for the rate model presentation that we will be giving to you guys. Again, these are estimated numbers and, again, they are, essentially, what we had presented to you in the past. Now, I'll talk a little bit about the ~ selection process. Based on the recommendations that were -- that came out of the Mayor's construction BMP committee, which consisted of city staff and experts from the community. The technical memorandum that CH2M Hill produced, we developed an RFP for construction management services for these two projects. This was a competitive process where we had various firms that submitted and through a rating criteria Beniton was selected as the construction management company for both the lab and administration building. Beniton's services also included the services during the design selection team phase, as well as services during the design, which is not customary for construction management services. So, they have -- their scope of Meridian City Council Workshop March 12, 2013 Page 54 of 76 services is, essentially, expanded or larger than the normal construction management services would be. But these are recommendations. The reason that we did this is because of the recommendations that we had from the Mayor's BMP Council with these -- or committee with these experts. They suggested that it was important that we bring the construction management team early and that that would actually have benefits as we went down the road. I think that's going to be important to keep in mind as we look at a comparison of the cost for these projects. We also fired a similar process -- competitive process for the selection of the design team. We had RFQs that were let -out. -These -- essentially, the process for the lab building and- the administration building ran separately, they weren't concurrent, they were individual processes and they included the -- essentially our construction management team also had to rate and score the different teams and we are pleased to say that through that competitive process the team is SPF and Johnson Architects were selected for both. They did a very good job and they were selected for both projects, which we think is going to be advantageous, but it was not necessarily intentional. But we do think that there is going to be things that will be -- that there is going to be great benefit there. Now I want to take just a moment to talk about some industry cost comparisons for the design team and also for the construction management team -- our construction management team. The construction management -- and I apologize, I have lost some of my notes. But the Construction Management Association of America, essentially, produced a report in 2006. It's a little dated, but they did an industry comparison of construction management costs and design services costs across the country. Now, we do understand that here in Idaho we generally pay less than metropolitan areas for construction and construction management and design fees, but the relative ratio of construction management fees and overall cost is similar and as you can see in this industry comparison the cost for the design services for the lab and administration buildings are below the average of this industry standard and the construction management services are within reason or within the parameters of this survey. They are slightly higher than the average services, but, again, this is where I want to sort of highlight the fact that they are providing services which are above and beyond the typical construction management services, because they are providing services through the design phase of the contract, as well as the construction phase. Now, we want to take a little closer look at how these fees compare to local projects and, in fact, projects that the City of Meridian has done. So, we did a comparison with the water administration building that we completed a few years back and -- excuse me -- the parks and recreations building that we are in the process of building now, which is nearly completed and we compared the CM fees to the CM fees we have paid historically on those two projects and as you can see those CM fees compare favorably to what we have paid here locally in the past for other CM services. And, again, these CM services that we are paying for in light of the admin building are probably -- well, are, in fact, in excess or enhanced over and above what we did in the water administration of the park facility, because the CM services didn't include their services during the design phase of the project. The total fees you can also see at the bottom there in bold, as the estimated fees for the CM and the reimbursables, compare very favorably with the overall cost of past projects that we have done here at the city. Looking at the design team fee analysis, we can see that both the lab and the admin Meridian City Council Workshop March 12, 2013 Page 55 of 76 building compare fairly well with projects that we have done in the past. The design fees for the wastewater treatment plant lab building is a little higher than -- than some of the other fees, but I think this is pretty easily attributed to the fact that the lab is not your average building. There is a significant amount of specialized equipment and construction that needs to take place in order to make that building happen and I think that that's the reason that you will see that those fees are slightly higher. I also wanted to take this opportunity to kind of talk a little bit about a question that had come up to the Public Works staff and that was there is some -- some information or some language contained in .the :construction management contract regarding an eight percent fee for. scope changes and we did some material -- sort of investigation and talking with Beniton, who is the construction management company and their fee for the actual CM services for the lab and the administration building is a fixed fee. There will be no adjustment to that. The eight percent that's discussed in their -- in their contract is, essentially, if we expand the scope of work. In other words, if we decide to go out back and build a storage building along with this project, then, that's completely out of scope of what we had told them in the RFQ process and there would be an eight percent construction management fee for their services if we decide to include those services on another building somewhere else. But for this project -- for these two projects, if it stays within the scope of the RFQ, we would not see any fee increase. And I'm going to turn the time over here to David Keil to talk a little bit about the design team. De Weerd: Thank you, Warren. Thank you, David. Keil: Thanks, Warren. Madam Mayor, Members of the Council. Just a quick overview of our project team. De Weerd: Do you want to state your name and address. Keil: Oh, excuse me. Thank you, Madam Mayor. De Weerd: I'm sorry. State your name for the record. Keil: David Keil with SPF Water Engineering and our address? It's 300 East Mallard Drive in Boise, Suite 350. So starting with our project team -- of course it starts with the City of Meridian staff and Public Works on the overall ownership and project leadership. Complimenting Meridian staff are our team, SPF, in partnership with Johnson Architects and other consultants within the Treasure Valley here. And, then, Beniton Construction on CM. Our project leadership team starts with David Allison within Public Works and David is the project manager in Public Works and overall project -- responsible for overall project delivery and city consultant and contract coordination. Myself, I'm a principal in charge of the consultant team at FPS. I'm responsible for overall contract management of the consultants and my role is to enable Walter, as our architect of record to be creative and free up his time so he's not burdened with the project management responsibilities to fully experience his vision and creativity in the delivery of the project. And, then, Walter as our architect of record is responsible for that vision and he's also more closely aligned here with the -- well, he's reflected on all three Meridian City Council Workshop March 12, 2013 Page 56 of 76 buildings. Eric Landsberg is our -- with SPF is laboratory project manager. He's been a project manager on a couple of projects for you at the treatment plant and he's been a PM involved and assigned to other laboratory facilities -- water and wastewater facilities. And Aaron Wilhorn of Beniton is our preconstruction services lead responsible for estimating, scheduling, constructability, design reviews and, then, Bryce Parker, who is also involved in preconstruction, but will see this thing through in the field coordinating over all contractors. Benefits of having one team for all three of these buildings is that you get a continuity of vision in seams. We won't have disjointed ideas in the design .elements in the cost of three buildings. Our details that -- that -- the nuts and bolts of each design are common and coordinated between each of the designs creating less confusion between contractors and the bidding to the buildings. There are economies of scale with -- with soliciting contactor pricing or any economies of scale within the design teams. We have been able to reduce our project management cost being involved in all buildings, instead of just one of the buildings. And the first single point of accountability in that -- you know, if something happens, you know, the buck stops with us in terms of our contract with you and what -- what we are delivering for you and it's easier to manage one team on that than it is to be split thin and try and manage multiple teams on that. Rountree: Excuse me. I need you to explain that further. We have got three entities. How do you have a single point of accountability and who is that? Keil: Yeah. Good question, Councilman Rountree. Question being how do we explain point of accountability. We are talking about benefits of all of our teams here. When I -- when I'm describing single point of accountability I mean that through the context of -- insomuch as the design goes for design team accountability insomuch as CM goes for CM accountability and so forth within our roles on the project. Good question, because this is -- this isn't just one team that you have hired to deliver the whole project, it is multiple -- you have multiple contracts, but you only have one design team for all three buildings. You only have one CM for all three buildings. Yeah. Thank you. Good question. And, then, a final benefit here is of -- of our team and this goes for the design team and construction is -- with the exemption of one individual, everybody is here in the Treasure Valley -- based in the Treasure Valley. We have the expertise to deliver this -- these buildings for you from our skill set right here locally. And with that I want to introduce Walter Lindgren, our architect of record. His office is just a block and a half way from here and he will step you through some of the concepts. De Weerd: Yes, David, and he has the saving grace because I noticed that he's got the Meridian address, you don't. Bird: He's got a nice building. Lindgren: I was good for something. Good afternoon, Madam Mayor, Members of the Council. My name is Walter Lindgren with Johnson Architects. The address here is -- is 36 East Pine Avenue, just a block away or so. I'm just here to talk to you a little bit about the initial design concepts. We are still relatively early in the design, but I want to Meridian City Council Workshop March 12, 2013 Page 57 of 76 at least describe to you kind of our vision, our approach based on the program and set of goals that were put in front of us. Just want to orient you here on the overall aerial and site plan. In no particular order, I just want to discuss -- talk about the -- the three different projects here that we are moving forward with. The existing lab's base in the northwest corner -- north being up on your image -- roughly about 1,800 square feet. The proposed addition to the lab space is a 6,000 square foot building, primarily lab spaces and office components. The new administration building to the east and down side of the map is in a new 12,000 square foot building that will function as the main administrative office to the plant and many of those spaces that are currently occupying the existing admin building, which you see in the yellow color, kind of central to these two buildings, we move over, but some will remain -- for example, the control room and operator's offices -- the operator's offices and some locker and other support functions. So, again, to get you oriented, this is -- again, roughly we put apreliminary -- to give you an idea of the general scale and mass and kind of approach to these design projects. This is a view looking from the southeast to the northwest and in the foreground you will see the proposed administration building. Just behind that the existing administration building and, then, far in the distance the existing lab with the new proposed lab addition. Again, a little bit just about the programming on these. With the admin building in the foreground one of the things that -- as you were setting up and looking at the site constraints and the site planning, how we wanted to approach this, one thing had to do with circulation, vehicular and also pedestrian as people are encouraged to come in and see what Public Works is doing. One of the things we looked at early on was the site plan as far as bringing traffic into the site and specifically when you have -- let's say school buses with large groups of kids, for example, so what you see in the lower right you will see in the next image a little bit better is the drop off area for school buses, basically bringing them into the site, but not bringing them into the parking to avoid conflicts with those that are there to visit or to conduct business. So, that was -- we felt that was really important to -- as far as the site planning was to control that. Also, the building itself -- the admin building is relatively thin, relatively small footprint and the idea there was to maybe get a little bit more to some of the grounds around it to provide opportunities in the future for exhibits, landscaped areas, what have you. know that Public Works also has some functions out there -- annual fun runs and things like that that they can congregate and just to give a little bit more to the landscaped areas. One of the other things about the admin building that I think is of interest and this is kind of a gateway to the plant and, basically, as you pass by that you're greeted with security gates and, basically, the front side is the public side and the back side is the secured side. And as functioning goes, our functions in the space goes -- the building goes, the ground floor is primarily given to general reception, lobby spaces, general conference rooms and some additional flex space for future growth. Second floor is primarily administrative offices, additional conference rooms for them and the first floor is primarily observation area, as well as the break areas for the staff and yet, ~ again, some additional office area for future -- future growth. Again, here is a view ~ looking at the main approach to the plant and the drive takes off to the right of the drawing. That head into the plant towards the existing admin and lab building. You will see the school bus drop off again, as I mentioned earlier, just introducing that drop off. I We anticipate a lot of tours out there and, again, the third -- the two story building here, Meridian City Council Workshop March 12, 2013 Page 58 of 76 basically using a lot of the same similar power and materials that you have out there currently, a lot of concrete masonry units, relatively simple power I would argue, the country masonry units, some siding, as well as the blue metal roof systems that you have seen throughout the plant itself. One of the other reasons, too, was to -- I think to help reduce and minimize costs was to keep that overall matching kind of in check and I think this -- this helps doing that. Even though it's a three story building, the idea is it's very -- the waste massed in position, I believe is going to help in keeping our costs in check. And, then, as we move deeper into the plant you have the laboratory expansion -and this is a view roughly from the southeast looking to the northwest -and so we vial see in the upper left-hand corner that's the existing lab building, which is roughly about 1,800 square feet, and you will see the kind of vertical mass on it that popped up, that's the beginning of the lab expansion to the east side and, really, in this case of this particular planning we really had very few options, because they -- with future growth planned to the north for items on site and a main existing -- existing main trunk line -- sewertrunk line running to the southeast is the only way we could really go, but you will see, basically, it's enough to provide the program roughly 4,000 or so square feet on the ground level, serving primarily lobby spaces, general lab areas and storage and, then, the second floor roughly around 1,400 square feet that serves general office and support functions like that. So, with that I appreciate your time and attention and I will hand it over to Warren for discussion on schedules. Thank you. Stewart: We are getting close. I will just take just a moment to kind of talk a little bit about the schedule. As you can see from this slide there are some grayed out items, those are, essentially, the processes or sort of milestones that we have completed. Tonight we are here at the Council workshop to seek some direction and, then, you can see the ongoing sort of -- oh, thank you -- milestones that we have to complete within -- estimated completion date in July of 2014. Now, we are going to sort of jump to the meat of the discussion and that's the design guidance portion. The first thing that we want to talk about is, essentially, LEED certification or some other kind of certification at the administration building out at the wastewater treatment plant. We have a lot of different options. We can -- any kind of certification is presently not included in the budget. But we can go anywhere from LEED certified to LEED platinum. There is also another certification called Geen Globe, which is, essentially, Canada's version of LEED. It has some slightly different requirements and has some perhaps flexibility that might be interesting or valuable. But it's approximately the same cost as the LEED would be. And, then, there is also Energy Star certification. I think it's important to note, though, however, we would always plan to design the building energy efficiently, but we could go for Energy Star certification, which is, I think, about a 500 dollar initial fee with an ongoing cost of about 200 dollars a year for continued certification. Now, we are recommending as part of this project that we seek LEED Silver certification and there are some reasons for that. Because this building is at the wastewater treatment plant and it serves an environmental function anyway out there, a lot of the points that we would need -- in fact, the vast majority of the points we would need for LEED Silver certification we would get pretty automatically if we just built the building the way we would build any building and the cost associated with obtaining LEED Silver is, essentially, in the documentation for the project and if we get that documentation or Meridian City Council Workshop March 12, 2013 Page 59 of 76 made a determination to do that documentation since the initial outset of the project that would be --the cost of that would also be reduced or minimized. We think it's important, essentially, to maybe consider that we go after LEED Silver certification. It's a fairly low cost alternative and it would help to demonstrate the city's commitment to sustainable processes and sensitivity and it would be consistent with the Public Works strategic plan, which we have visited with you guys about. We have pieces of the plan that calls for a certain percentage of the Public Works project to be LEED certified and it also is consistent with the city's past commitment to do LEED projects. So, that's one of the hings that we are going to be eeking some -- some input on. As you can see from the table, the cost for the administration building to obtain LEED Silver certification is estimated at about 65,000. And I will go through all these options and, then, we can go back and have a discussion about the various different ones that you'd like to go ahead and include. The next one is, essentially, the same process or the same certification for the lab building. So, again, it's not included in the base program. We have a host of options. LEED Silver is what we would recommend be -- for the same reason that it, essentially, allows us to highlight commitment that the city is doing things in a sustainable environm entally sensitive way, but the majority of the cost --the vast majority of the cost is simply in the documentation and going through the process to become certified. It doesn't -- it doesn't result in a lot of increased construction cost. The next thing that we would like to talk about is interpretive exhibits included in the building. The main floor -- you heard Walt talk a little bit about the fact that on the main floor there is some -- currently some undesignated space, which is sort of allocated for future growth, long-term growth for the needs of the administration building. We think that it would be beneficial to go ahead and include some exhibits and some sort of interactive displays, perhaps, out there that would help as an educational and outreach component inside that building. We have -- as you know, there are often people that visit the building and school children that come to the building and people that come there to -- for educational and outreach experiences and every time that they come it's a -- you don't have these kind of current exhibits and so forth currently and every time they come it takes staff to, essentially, go and spend time with those guys in talking about the different functions and capabilities of the plant and so forth. It would probably be well for us to have some sort of interactive exhibits and things out at the wastewater treatment plant where people could get some basic information with regards to the -- to the operations and the things that we do there and the benefits that we provide the community, without having to have some staff member constantly there providing that information to them. Also, we have situations often where we do tours. I think you guys have -- some of .you have at least been on some of those. But we do tours out at the wastewater treatment plant and the weather isn't exactly cooperative and it's not always easy when you're walking the treatment plant to be able to allow everybody to hear. And this would provide an opportunity for us to talk quite a bit about what goes on and takes place at the wastewater treatment plant before you go outside, so people would have the information in their mind as they were going out and touring the plant. De Weerd: Well -- and it's also hard to hold your breath the whole time. Stewart: That is true. That is -- I hadn't thought about that. But that's good. What we Meridian City Council Workshop March 12, 2013 Page 60 of 76 are asking for here is, essentially, a budget of somewhere between 75 and 150 thousand dollars, which we would include as enhancements for 2014. These are not -- those don't have to be completed as part of the construction of the building, therefore -- which we see as a little differently if we get your consent to move ahead with this part of what we are asking for tonight, we, would, essentially, include these as enhancements to the 2014 budget to have these built and included in the building after it was constructed. The next thing that we would be seeking your guidance on is, essentially, to do something very similar to the outside of the building. As Walt just mentioned, there is going to be an area where vue would have people dropped off and -- if they-were coming out for tours. We have the Poop Scoot, which we may change the name, I don't know, out there at the wastewater treatment plant and we often have these groups that are out there, we take them on tours -- just felt this would be a great opportunity for us to do some things on the outside of the building to sort of provide some educational and outreach features to the administration building. The basic landscaping for the building is included in the budget. It wouldn't require any kind of a budget increase, but if we want to do some things like xeriscaping to teach people about what that would be or drought resistance or drought tolerance planting or to talk about the fact that the city is the first municipality to have a municipal reclaimed water program. This is the area where we think it would be -- we would be able to highlight that to a variety of landscape features and also some signage. We could provide some educational outreach opportunities for the public when they come to visit the treatment plant. And last, but not least, this is related to the one, essentially, above, but it's significant enough that we wanted to have our own separate discussion and this would be whether or not we would include a reclaimed water fountain or recycled water fountain out at the wastewater treatment plant and we have done some analysis to determine what a basic sort of fountain would be and nothing too elaborate, but just something to enhance the entranceway and also to provide an educational opportunity for the treatment plant to highlight some of the programs that it does and the fountain cost would be somewhere around 47 to 75 thousand dollars for a basic fountain and the cost -- if you want to see something similar in cost, though not necessarily in the design that we would -- we would look at TJG has a water feature that they have included in the front of their new building. It falls in this size range and this cost range. We would probably be looking at doing something a little bit different, but that's certainly -- if you want to see the scale of that, that's kind of the scale of which we would be -- we would be looking at. The total estimated cost for these various features, if we decided to include them, would be approximately 400,000 dollars, if you -- if you look at all of them -- include all of them in the project and so, really, the heart of what we are coming before you today -- we think there is advantages and benefits to including them in the project and to providing educational and outreach opportunities to the public that's consistent with what we have done in the past and it would just enhance the ability of the Public Works Department, as well as the staff to do that more effectively and efficiently and at this point we are ready for the discussion. De Weerd: Council, questions. Rountree: Madam Mayor? Meridian City Council Workshop March 12, 2013 Page 61 of 76 De Weerd: Mr. Rountree. Rountree: Tom started this discussion talking about improvements that would be discussed, have been quantified as necessary. My question is are the educational and outreach functions necessary? De Weerd: Mr. Rountree, I guess I will take the first stab at that, just because, you .know, as -- as Public Works looked at..their strategic plan and some of the elements in it, that is covered, but I guess we have a drain effect out at our wastewater treatment plant and our water department and as we were talking strategies about how we build a workforce that has an interest and we look at future workforce, this is one component of addressing that. We do have programs in the schools, but I think the more interest we can provide and intrigue with our students in the public that want to come and see what is this -- in some cases a smelly plant, because, you know, when I said I can't hold my breath that long, I really can't and I know usually wastewater treatment plant says it smells like money. Well, I think it smells like poop and so, you know, it just -- it's clean from the bank for our public to be able to go out and learn -- learn what the operations are, learn what our process is that is different than from our surrounding -- some of our surrounding communities and, you know, I think it will go a long way in explaining our processes, our stewardship to the environment and building the future workforce and those are some of the elements of the strategic planning that we -- that we have talked about and go in what I haven't discussed, but to me I think these components are very important and we are using future growth space, kind of like our art gallery is doing. Stewart: Thank you, Madam Mayor, Councilman Rountree. We have gotten, you know, very positive feedback from the education and outreach opportunities and experiences that people have taken place -- or taken part in out at the wastewater treatment plant. We feel that those -- those opportunities and that those experiences have paid real dividends to the Public Works Department and I think also to the city, because the public awareness, the public interest, and, you know, what we do and the value in what we do and I think there is a better appreciation for city and a better appreciation for the work that's accomplished and the money that's being spent when they are able to go out and see these kind of things and understand these kind of things and be educated in this way. So, you know, we didn't take this lightly. In fact, this is one of the reasons that we are before you tonight is we realized that we can't take for granted these kind of things and throw them in there without getting some input, because if they were absolutely necessary we wouldn't be talking to you about it tonight, it would be included in the base plan. But we think there is real value in having them included and the discussion is -- is the value and the benefit that we have seen worth the added cost of the additional -- in the new buildings and we looked at that and we asked ourselves a question and from our perspective as a staff we thought, yeah, I think it's probably worth it. We have gotten a lot of mileage out of what we have done so far and we think there is real value in including these things in the future. De Weerd: Was --did that --did that help answer? Meridian City Council Workshop March 12, 2013 Page 62 of 76 Rountree: Yes. Some other comments were made about space inside the admin building as well and I'm aware that there is some space being considered in the lab for observation and, again, I assume that's educational, but at what cost? Stewart: I apologize, are you talking about the lab or the admin? Is your question about -- Rountree: Either one. Stewart: Well, first of all, Madam Mayor, Councilman Rountree, I'll address the administration building. Really, up on the third floor where there is already a break room and some conference rooms and so forth on the east facing -- or west facing side of the building there is an area there that has, essentially, windows that go from the floor to the ceiling where you could stand and you could look out over the treatment plant and you could sort of get a view of the treatment plant from that location. We thought, you know, if we are going to put a third floor building up there -- a three story building up there we ought to have a place on the third floor where you could look out over the treatment plant. So, it's not like it's spaced and programed only for that express purpose, although we did intentionally make it large enough that if you wanted to take a small group of people up there and stand and look at the plant and talk about it from that location you could do that. As far as the laboratory building is concerned, there is a -- there is a -- essentially on the second floor of the laboratory building we have office space up there and there is also a stairway that comes up one side. We wanted to have a stairway that essentially came out of the other side. We also had in our tours concern that, you know, we want to be able to bring people in and show them essentially what the lab is all about, but we don't want to bring them into the lab. So, we thought, well, how can we do that and so there was a -- the second stairway coming out of the office space included an area where people could walk through and if we wanted to do floor to -- again, floor to ceiling windows, they could look down on the lab part of the -- laboratory part of the building and see what was going on down there and we could utilize that as part of the education outreach portion of the building. But I think that we -- you know, we have talked a little bit about that internally. The cost associated with that really -- really doesn't increase the cost significantly and, again, we think that's -- that's probably just -- you know, we just kind of thought that made sense as part of the design for that project to go ahead and include that. Hoaglun: Madam Mayor? De Weerd: Yes, Mr. Hoaglun. Hoaglun: I was thinking here on the LEEDs certification, the Silver certification or any of these for that matter, if I was an investor and I hired Walt and his company and I hired Beniton to build a building for me and I'm going to build this building, I would sit down and look at the cost of the LEEDs Silver certification and try to determine is it worth it, you know, does it pencil out and especially if I'm an investor that's looking at selling this Meridian City Council Workshop March 12, 2013 Page 63 of 76 building down the road, I'm going to say, well, it's energy efficient, it does this, it does that, that certification, does it have value to someone who is going to purchase that building and Walt would probably say, yeah, there is value in that, because they will tell the buyer that it's certified to this level and different things like that. And I can get my money back out, if you will, out of that. This is a little different, because we are never going to sell this building. This is a building that we are going to spend 123,000 dollars in certification and I'm all for building this as efficient as possible, meeting the certifications to make. this. building. energy efficient, insulate -- all the good things that you can do to it, but is that 123,000 to have that plaque on the -building -- and Iknow you mentioned about, well, this meets our goals, this is -- we can always say it's built to LEED Silver standards, but I can save 123,000 dollars by not having -- having someone -- that plaque come out there and put it on there, because that's adifferent -- you know, it's just that -- thinking that, you know, we are not an investor looking to sell the building and we will get our money back out of that investment, because that has a value to someone. It's a little different. It has value as advertisement, but I'm thinking is that worth 123,000 dollars for that. So, I -- give your thoughts, Warren? Can you convince us otherwise? Stewart: You know, again, I think you bring up a very valid question. I mean that's, obviously, the reason that we -- we wanted to bring these elements to you, is because we felt like these -- these elements are important enough and significant enough that we need your advice. But we also made a recommendation that we go ahead with the LEED Silver and it's based on a number of things. Part of that is our strategic plan and obtaining, essentially, our vision or our goal for a strategic plan for Public Works. Part of that had to do with -- we looked at, well, what's the city done in the past and we have -- well, even with this building we sought LEED certification, so we thought, well, it's not out of line with things that we have been done historically either. You can talk about whether we are happy we did that or not. I think there are other extenuating circumstances around that that would have to be considered. De Weerd: I didn't have a vote, by the way. Stewart: And I think that there is value, like I say, in being able to say that we built the buildings to LEED certification and -- to Silver certification and that it does have meaning in the community and it sends a message that I think is important and valuable to what extent -- I mean, obviously, that's why we are coming before you tonight to seek your guidance and your counsel and we want your input on that. De Weerd: You know, I would say that I'd rather spend the money on interpretive exhibits and the educational outreach than on a piece of paper. I do want to build a building that is environmentally responsible and energy efficient, but I have long expressed my opinion on the cost of the administration and the recordkeeping and I have told the LEED certification representatives in our state exactly what I thought about the cost and the process that we went through on this. It's an outrageous price for a plaque on the wall. What message we want to send is we believe that in order to be good stewards we need to build an energy efficient building, but the cost of the Meridian City Council Workshop March 12, 2013 Page 64 of 76 paperwork and the process and the cost of that plaque is, in my opinion, ridiculous. Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: As far as I can find out, the only difference between an energy efficient building and_a LEED_ certified. building. is the paperwork and reusing all the junk material and stuff and making =- keeping track of how much goes-to the trash and how-much don't go to the trash, how much goes to recycling out that building -- and I think an energy efficient building would be great. Most buildings anymore are energy efficient, as we have found in this valley, that through some other things what we have built in the last 30 or 40 years have been very tight, efficient, energy efficient buildings and I agree with the Mayor a hundred percent that (would -- if we are going to spend that 135,000, spend it somewhere else besides LEED efficient. Hoaglun: Madam Mayor, I was going to -- I have a question here for Warren and that's on exhibits. I'm not necessarily opposed to the exhibits and doing those types of things, but I'm looking at the amounts -- and (really -- I can't say if that's a yes or a no, because I don't know what we are getting for that money. I mean are we getting 3-D model exhibits that if you got to be indoors when the kids are standing upstairs looking out, because it's raining or something and it's just wow stuff or -- I can't give you a value of saying, oh, yeah, for that price and that exhibit that makes sense. You know, 75 to 150 thousand dollars is -- you know, that's a lot of money, but I can't say that you got a food value, because (don't -- I don't have anything to say what -- to compare it to. So, yeah, think there is a need for exhibits, but to say yes to those amounts, that's hard for me to say, because (just -- I don't know what we are thinking about when it comes to exhibits. When we did the downtown Meridian things we saw, you know, if they had the deal and we looked -- that looks good, it costs this much. Okay. I know what I'm getting for that price and that's just -- so it's hard. I'm not opposed to that necessarily, but I'd feel more comfortable if I knew what we were getting for those -- those price tags. So, that's my comment on that. Stewart: Well, we can give you some general information. Obviously, at this stage of the game we don't have anything designed. We have looked at the space that we have available and tried to essentially say, okay, about how many exhibits could we put in? can tell you this, those exhibits aren't cheap. The ones inside the building (think -- you know, I'm going to look back here, because we have had lots of discussions and I'm not exactly sure, but I think they are probably going to run you five, ten thousand dollars apiece, depending on what you do. Some of them are going to -- we thought if we could afford it some of them would be interactive so that there would be, you know, some things that would -- processes or some animation or even maybe a voice box that would provide some information. Some of it may be simply, essentially, maps or pictures on the wall. There is going to be -- I mean a host of different things we could do. The cost could range dramatically. We have some cost estimates there. If you wanted to be extravagant you could spend 350,000 dollars in that building on exhibits. We didn't feel Meridian City Council Workshop March 12, 2013 Page 65 of 76 that you had -- that there was any kind of support for that type of extravagance. So, we tried to pare back to where we thought made some sense to get some exhibits in there and to provide some educational opportunities without being too extravagant. So, maybe -- I don't know if Walt or Tom has any idea about what those -- I know we have a couple of them done in the past. The water department -- or the Public Works Department had an exhibit -- I think some of you have seen it. A well column essentially built for us that essentially showed the different gravels and zones that we had in some of our wells and talked about, you know, the different clay loads and stuff and that exhibit was a nice big heavy duty plexi-glass exhibit with all that=work in there and the signage and everything that went with it cost us about 5,000 bucks, so -- Hoaglun: Thank you for that answer, Warren, because that helps me get some context, because, you know, when you talk about 350,000 and that's top of the line, okay, now know you're more to this end, but -- you know. And that's the thing, it's always that shock factor. You know, my daughter getting married this fall, she could have gone in and tried on a 10,000 dollar wedding dress, I have a heart attack, dad falls over, but, then, she tries on the 5,000 one or 4,000 one and I'm happy as a clam, even though just got took, because she never had any intention of buying a 10,000 dollar dress. So, you know, just saying, you know, it's one of those things. I'm a little worried right now, so -- Bird: Good comparison. De Weerd: My daughter's was 250. Hoaglun: There you go. So -- De Weerd: Any other questions? Rountree: Madam Mayor? If I might summarize, then, where I think we are going. And some of these are going to be guesses on Warren's guidance -- seeking guidance. Document. First off, a lot of my questions about -- are primarily to get what you know on the record so we can make a decision. De Weerd: Boy, you sounded like Tom. Barry: Here we go again. Rountree: Yeah. And we do learn from our mistakes, so several of these will be as a result of mistakes we have made. So, on your first item, administrative -- administration certification, I would recommend that we take Energy Star. On the lab I would recommend that we seek Energy Star. On the interpretive exhibits I would say we do that later when we see the space and we know what we might want to put in that space based on what we have at hand and, then, asked for the enhancement for those projects. For the basic landscape -- or the exterior landscaping I fully support the idea of being able to display not only the uses at the treatment plant, but how we can do Meridian City Council Workshop March 12, 2013 Page 66 of 76 water conservation with landscaping and educational material there. And the last one would say let's learn from our mistakes and not have neither a pond nor a fountain that will be, one, a constant maintenance headache, maybe will work, and a potential attraction to geese. So, that's my comments. If anybody wants to change those, I'm -- I just throw that out. De Weerd: I guess, Mr. Rountree, the recycled water feature is not to do it or to design it as such that it's -- Rountree: I would not do it. De Weerd: -- not going to be what we had in our own plaza. Rountree: The recycle feature might be that you have a sprinkler system or something that utilizes the recycled water, but something more for staff or somebody you have to hire to maintain -- De Weerd: More the interpretive panel outside that talks about the irrigation system. Rountree: Yes. Hoaglun: And, Madam Mayor, I agree with that. I mean we have the reclaimed water system up at Heroes Park. I know it's not on site, but that was its purpose and to demonstrate and to show and, you know, you can have a display about that particular thing and, I agree, we do learn from our mistakes, so -- I agree with Councilman Rountree's assessment. Zaremba: I will chime in with agreement on that as well. I think that strikes as a good balance. I do think it's important to be aware that we want this to be a place that is educational and the groups of adults, as well as kids will come to learn about our processes and see a big facility that they use every day without seeing it, but I agree on the interpretive exhibits that maybe that doesn't need to be with the first part of the building. I don't want to drop that idea, but maybe it's not immediate. I do agree the outside landscape kind of exhibits were at least informational signage by various things that we have done is a good idea. And, yes, I'm a little leery of the fountain idea as well and I would ask our Parks Department how various water features are doing, but I suspect the answer on that one as well is let's not take on that challenge. It isn't just a matter of installing it, it's what goes along on maintaining it for years and I hadn't even thought about keeping the geese out of it, which, of course, is -- was mentioned and that's certainly a problem we are having elsewhere. So, I agree pretty much with what Councilman Rountree said. De Weerd: Well, we had proposed to put it over by the animal shelter and planned an off leash area. Sorry. Hoaglun: Madam Mayor. And I'll talk about the indoors exhibits a little bit. You know, Meridian City Council Workshop March 12, 2013 Page 67 of 76 that's a 2014 enhancement as you put on here. You know, it doesn't sound like we are opposed to it, we just -- Rountree: No. Hoaglun: -- need more information and as that building is going up if there is more information that we have and you come before the Council on a budget we can have more information. You know, it still might be part of it when it opens, but something that we just need to kind of get our -- at-least for me, my hands around it a little better, so -- De Weerd: Well, I think the enhancement piece we can bring as part of the budget and talk about what specifically they'd like to put in at the various spaces and so -- Zaremba: Madam Mayor? De Weerd: I just am warning you, I'm leaving at 7:15. So -- I had a 7:00 o'clock date and I thought a five hour meeting -- no, it's not going to do that. But -- Bird: You didn't look at the agenda, did you. De Weerd: -- I'm giving you a heads up. Zaremba: All right. I believe I may have a short question. De Weerd: Okay. Make it short. Zaremba: Yeah. Somewhere in the discussions -- I haven't been involved in all of them, but in some of them -- there is discussion I believe in the admin building of a secure area that would house Public Works radio equipment and control equipment and stuff like that -- that would be secure and not only not available to the public, but prevented from public access. Is that still happening or did it move to the control building or -- was it ever happening? Stewart: Madam Mayor, Councilman Zaremba, yes, the actual -- we are going to build a new secured SCADA building in the remodeled existing admin building. So, the new admin building won't have that feature in it, but the old administration building, which is going to be remodeled and repurposes for the operators and will have a secure SCADA room. We won't have it in the hallway in a building that perhaps anybody could bump into or walk by. So, I appreciate you bringing that up and that's definitely a part of the program and it will take place and it will be constructed in the old admin building and I just want to say thank you very much for you time and your input. Appreciate it and think we have some good feedback and information for moving forward and grateful again for your time. Bird: I got some more feedback, but I'll give it to your liaison to get back to you. Meridian City Council Workshop March 12, 2013 Page 68 of 76 Stewart: Okay. Bird: We don't want to spend the time here. Tom and I would be here until midnight. Zaremba: Thank you. Bird: I'm just kidding. De Weerd: Thank you, Warren. Barry: -- Madam Mayor. De Weerd: Yes. Barry: I said thank you, but the mike didn't pick it up. Sorry. D. Community Development: Transportation Update on Projects, Plans and Programs -Includes Discussion on Meridian Road Interchange Design Elements; Meridian Split Corridor, Phase ; ACHD's Integrated Five Year Work Plan; the Rail With Trail Project; and Other Transportation Projects De Weerd: Oh. Thank you and thank you to the team. Okay. 7-D. Oh. There is -- you are back. Sorry. Like where did he go? Rountree: He was hiding. Hood: I'm sorry, Madam Mayor. And I have heard -- I heard your warning to Warren that -- and I recognize that the Council hasn't eaten, so I'm going to set a new record here at least for me in my all things transportation update. De Weerd: Music to my ears, Caleb. Hood: I am going to primarily just hold up the memo that was in your packet and I will not even reiterate a lot of these points. I do want to highlight just a couple of things very very quickly. The split corridor project -- we all know that's going on. I don't think I'll even touch on that one. There was an error on page two. Ten Mile, Cherry to Ustick, I had that written in my memo as a widening project advancing from 2015 to 2014. That is the intent. It is not official yet, however. So, that will be hopefully happening with the ACRD budget setting here later on this year. Again, we are hopeful if that happens that that is not officially happening at this time anyways, so -- Hoaglun: Caleb, if I might interrupt real quick. They do have stakes out there. I mean it looks like they have been doing some sort of work, so -- Hood: Madam Mayor, Councilman Hoaglun, it is in right of way acquisition, so they are Meridian City Council Workshop March 12, 2013 Page 69 of 76 acquiring the right of way this year. So, that's actively happening in hopes that we can go into construction next year, but -- De Weerd: These are not just stakes, these are reflective piling -- you know, the big orange things, whatever those are. In the middle of the road. Hoaglun: Well, Iwas -- Madam Mayor, I was talking on the -- on the field and some of __ hose other places they have actually -- you.. can tell hey are measuring and right of way acquisition and all tha# stuff, so -- yes, i#'s going along, so -- Hood: So, continuing on sort of with the budget and ACHD. This is a new thing for them this year. They are really -- they are integrating all of their -- their programs and their budgets into one consolidated plan. Therefore, our priority requests to them are due a little bit earlier this year than typical. It's also a little odd this year in that you heard earlier that our Traffic Safety Commission has disbanded, essentially, and our transportation task force is no longer meeting. I'm very hopeful that we get something established by April 1st so we can discuss with these volunteers our list of priority projects and, then, come before you all for endorsement and maybe some tweaking, as typically happens. If we don't have the transportation commission established by -- before April 1st so I can have a meeting with them on April 1 st, I will get together with Public Works staff and -- public and parks staff and work off of our most recent priority list and provide some updates, but it will largely look like it's looked the last couple of years, with maybe some slight tweaks based on some comments that we have received from the general public and just some other changes maybe in traffic patterns. But just wanted to put that out there that this year with the advancement of ACRD and us not -- I don't really have a transportation commission to vet some of these -- these -- these programs, so it will largely just be staff coming forward with our priority recommendations this year, again, if we don't meet on April 1st. So, I just wanted to point that out. The other thing that is new this year for ACHD is economic development projects. We have requested and they are responding by budgeting some money to build roadway projects that have some economic development potential and so tonight -- yes, it is tonight. I'm asking you for your concurrence for staff to prepare an application for the East 3rd Street extension here downtown. We have hired -- I think it was in 2006, '7, '8, somewhere in there, Six Mile Engineering to do that alignment study. It's one of those roadways that doesn't meet a lot of the other criteria for the highway district to actually spend dollars on, but it is good economic -- it looks like it's a good potential project for this economic development and I have talked with Brenda Sherwood a little bit about that and put the application together unless I hear otherwise from the Council. Again, that, as long as our -- with our priority projects are due by April 5th. So, don't have a lot of time on this stuff, but I wanted to at least get that out there before we submit or get too close to the deadline. So, I will be working on that in the next three, four weeks, unless I hear otherwise from you right now, so -- okay. Moving right on. The other thing I wanted to highlight in the memo is the Meridian Road interchange. This one I want to show you a couple of -- De Weerd: Caleb, before you move off of Ada County Highway District, I know that they Meridian City Council Workshop March 12, 2013 Page 70 of 76 will be closing Pine during spring break and you noted in the e-mail or your memo that they have discussed using Broadway. Are -- is that going to happen? Hood: Madam Mayor, I talked with Adam Zaragoza last week about it. He just kind of wanted to feel us out. He didn't say that they were absolutely going to do that. It may just be down to Franklin. I have not followed up with them since that initial contact with him. I did -- was hoping for a little bit more of that dialogue with you all now. It looked __ __ __like _they_ just wanted to have an understanding.. I think _it makes a lot of sense to_ have an additional-cross -- -most of the complaints Ihave -heard has been people trying to go east-west and Pine is that right now and when they have to close that over spring break week and you have to go all the way down to Franklin, I don't mind fielding the calls, but if we can use Broadway for that week I think it makes a lot of sense. But I don't think that decision has been made. I don't know if --Justin Lucas is here. I don't know if he's in the know on that or not. Again, when I talked with Adam last week -- De Weerd: Well, I just have on -- on any of this I agree with what Caleb just said on the east-west. So, until the split corridor phase two project is completed -- because it's an east-west, north-south, and so I thought the Ustick from Locust Grove to Leslie, the potential of Ten Mile, you know, anything that's going to do north-south or east-west, which is really anything -- until that one is completed people -- this is, as you well know, I'm sure you get the phone calls, it is very painful. Lucas: Madam Mayor, Members of the Council, you're absolutely right. The closure of Meridian Road has caused -- I got stuck on Pine once trying to get through and it was -- Iwas there for I don't know how long. De Weerd: Ten lights. Lucas: Yeah. That probably sounds about right. I can speak to the Broadway detour just a little bit. I think ACRD, too, is concerned with that and it's not necessarily the traffic, it's that you're putting that traffic through a neighborhood and that neighborhood -- we'd like to reach out to them before we make a detour route like that, because some of those streets that you would use to access Broadway, 1st, 2nd, and these other ones, they are not wide streets, they are narrow, a lot of them have no curb and gutter. There is parking directly adjacent to the edge of pavement. Sometimes you're working with maybe 20 feet of pavement. And so those are some of the concerns that our traffic department has to look at when they are designing a detour route. We would also have to put temporary pavement over the section of Meridian Road that is -- currently has no pavement on it -- to get across Meridian Road. And so there is a lot of moving parts there and it's something that we can work directly with a project manager on when it comes to the detour there. But it's not a simple solution, it's -- and it's not, to be honest, an ideal detour. We prefer using these more traveled routes like Franklin for the actual detour signs just because of the impacts it can have on a neighborhood. People call us all the time about why are you pushing all this traffic through -- right in front of my house and my kids play out there -- I mean it's the same concern -- Meridian City Council Workshop March 12, 2013 Page 71 of 76 De Weerd: Just say because they are public roads. Lucas: Absolutely. De Weerd: You know -- and Iguess -- Rountree: The Mayor said. De Weerd: The Mayor said. Lucas: I got that. I'm going to use that. De Weerd: They are public roads. At our Coffee With The Mayor this morning the businesses certainly talked about how they appreciated the relationship with ACRD and the city, but, you know, there has been ongoing concern, you know, in particular on the south side where the road isn't closed, that the sign says road closed. Can you say just local traffic only or local business access only or something, rather than the road closed? Because it does give an impression -- when I see road closed I don't go down it. I know some people do. They are hoping there is not a big crater. But I think that concern might be solved by just saying local business access only and that indicates, oh, okay. So, just --that -- that was my observation when I was driving off. Lucas: Thank you. I can pass that along. Absolutely. De Weerd: Okay. Thank you, Justin. Hood: Okay. Madam Mayor, continuing on then. So, on the project -- and I won't dwell on some of these exhibits you have seen before, but over the last several weeks Parametrics -- the consultant for ITD has worked on putting together some concept plans based on some of the work the interchange task force has done and, again, Brian McClure did a lot of that work and you have seen a lot of that before. So, I just wanted to share with you quickly what the task force will be looking at on Thursday night in some version. There is still some tweaks. Essentially what is a low, medium, and a high version of those concepts and so I'm going to run through them really quickly, but I wanted to show you some of those exhibits and they will be tweaked and what we are hoping for on this Thursday night is that our task force comes up with some hybrid recommendation that says here, ITD, this is what we would like to see the interchange look like. So, that's what we are shooting for is this Thursday night we have the interchange task force meeting. I just gave the clerk a letter that I'd like to put on the top of that hybrid, if you will, preferred concept plan that's yet to be developed and get the Mayor's signature on it, probably co-signers with Pat Morandi, the chair for the interchange task force and get that over to ITD officially, so they can consider our request in this project. If you can -- I'm not going to run through that letter right now, but you can get me comments back by the close of business on Thursday, that way I can make that -- those changes -- any changes you have and hopefully get the Mayor's signature Friday or the first part of next week. So, that letter again will go on top of Meridian City Council Workshop March 12, 2013 Page 72 of 76 some of the concept work Brian's already done and, then, we will attach a preferred concept, which will look similar to some of the stuff I'm going to run through real quickly with you right now. The one you see on the screen right now is basically a do nothing. If there is no partnership, this is your standard ITD interchange that they will put in the middle of desert or -- or -- again, it could be potentially in the middle of Meridian if we do nothing. It's basically just weed seed and they will stamp the concrete with some -- some form of liner at the four quadrants there. Here is the medium, if you will, version. Again, you're. looking_ a little -- you're looking at some significant investment_ here with. the -- even with the medium version -- we #alked to them-about scaling back the number of trees. There is some landscaping then, instead of the hardscaping in the four quadrants at the one and off ramps. Obviously, for the trees you need some irrigation to them, so we have some concerns about which version even running irrigation water out to some of the further reaches of the trees and, then,. here is the high version, which it's -- this one is the -- the interstate view if you will, the high version. You can see there is some rock outcroppings, basically falling away from -- from some of the walls. There is some options for some of the form liners. Coloring would obviously also be an additional charge, but a lot of the detail in this is some of that transition away from the interstate and the top deck would actually tie a little bit more in with the spilt corridor. So, I don't have a preferred version for you to look at right now. It will probably look like something in between these two. Don't exactly know what that's going to look like yet now and if you're not comfortable with that I can certainly get you that preferred version. We will also be using that on the 20th and 21st as we have the general public stakeholder involvement -- I e-mailed everyone I think here a couple weeks ago -- at COMPASS here. That's next Wednesday and Thursday from 4:00 to 6:00. Public involvement. The board will also be available for public comment. So, again, I see some -- some hybrid version coming out of Thursday's meeting, but I just wanted to let you know Parametrics is working on it and I have also composed some exhibits for the task force to consider and I just wanted to share them with you, if you have any initial comments on -- on any of these. So, I would just comment I guess real quickly on this one that's on the screen. We are working with them instead of the raised logo about just maybe some bolts and getting some bolts to come out of -- of the wall there and we can put something later on, whether it be the art's commission or if the city wants to eventually put something up there or we could change it out occasionally, too. But, basically, just put something in there rather than actually designing something and getting something on there now, we could have some accommodations to put some branding if you will, or whatever we want there in the future, but other than that this is largely meant to represent the work that's gone on previously. This is -- this is what the inside of that wall could potentially look like with affixing some -- some stone -- some cultured stone on the inside parapet wall right below the barrier for pedestrians to essentially benefit, so that's it on the interchange that I -- I wanted to just quickly show you those and I will come back here and we will spend a little bit more time on it, but if there is any feedback now we will take it, but it is moving, full steam ahead, and I just wanted to provide you with the most current information we have. Zaremba: Madam Mayor? Meridian City Council Workshop March 12, 2013 Page 73 of 76 De Weerd: Mr. Zaremba. Zaremba: I would just throw in one observation piece of feedback. On your high landscaping demonstration I'm sure the committee will work through a lot of this, but the one thing that I don't think is wise is having trees between the on ramp and the actual driving land. There is the two places there where there is an on ramp, it depicts trees that you would have to look through while you're looking back to see if you are going to ....merge with somebody and I would_suggest_that here be__no trees__in those_two places. Hood: Duly noted. Thank you. Zaremba: Other than that, it looks like good work. Hood: Okay. Thank you. The last thing I just wanted to quickly let you know is we are -- we are done with getting our monument signs, our gateway signs designed and so we have the final -- the final designs done. Here is what those -- those construction documents essentially look like. I did want to provide you with those cost estimates. So, we had Idaho Electric Sign do the design. We also asked them, well, what would you charge us to build these. For the vertical monument their -- their breakdown would be -- their estimate is 10,637 dollars and, then, the horizontal monument, 14,802 dollars. So, those are the two -- and that doesn't include any taxes, which we wouldn't necessarily have to pay, permits or power. So, roughly ten to 15 thousand dollars respectively for our monument signs. So, I wanted to get that in front of you now. We have had a couple of developers come in, we weren't sure how much these were going to cost, now we have a general idea of what -- what they could cost in the future, so whether that be for the city to actually build any of these or require the developer to build any of these or a partner -- we have a pretty good idea in today's dollars what they would cost, so it's not really transportation related, but I just wanted to provide that to you as well. Hoaglun: And, Caleb, I think when we have had this discussion with developers in the past I thought we were using a figure of around 10 -- 10,000 -- Hood: Correct. Hoaglun: --dollars, so -- okay. Zaremba: Mr. President? Hoaglun: Councilman Zaremba. Zaremba: Just a question. How -- are they illuminated? Is there internal lighting or does it have a separate light shining on it or how -- how are they illuminated or just -- Hood: Mr. President, Councilman Zaremba, yeah, they are used -- back lit I believe is the correct term. There is some illumination that goes on with that -- with the -- but it's Meridian City Council Workshop March 12, 2013 Page 74 of 76 not internal, but there is some lighting associated with the -- I know it's at least the horizontal. I can't remember if the vertical one -- it's too small, I can't make it out on there. Bird: You should have it. Hood: Yeah. There is -- there is some lighting, though. Zaremba: Thank you. Hoaglun: You said something about halo illumination on the small sign, so -- Zaremba: Okay. Hoaglun: Anything else for Caleb on all things transportation? I think that is a record for you. Bird: I was going to say, first comment. Let's bring him in here -- Zaremba: Mr. President? Hoaglun: Councilman Zaremba. Zaremba: And just in recognition that Justin has stayed this long, I'll ask a question about the north end of the split corridor and this question comes to me as I was driving up in Boise up Capitol Boulevard and noticed that there was a sign as you get to the road where you need to turn that indicates Interstate I-184 is to the left and what I'm thinking is if you were on either Fairview or Cherry Lane, is there going to be a sign at Main Street that indicates Old Town or downtown and is there going to be a sign on Meridian that says I-84? I don't remember that being discussed before, but it appears to me that would be a good idea. Hood: Mr. President, Councilman Zaremba, off the top of my head I don't know. I can look at the signs plan and see and if not we can -- we can see about getting that incorporated, but I don't know. Hoaglun: Justin? Lucas: Mr. President, Councilman Zaremba, I don't either. Off the top of my head. I am on the project team and I can find that out pretty quickly. Oftentimes those sign may not show up in the original drawings, but there is nothing that can be added after the fact once, you know, people start using the corridor more and you get more use. Zaremba: Yeah. It just occurred to me they hang off of the signal arm, so it's not like you need to build the whole structure. Meridian City Council Workshop March 12, 2013 Page 75 of 76 Lucas: But it's standard signage to guide people to the interstate, so it's just per that -- perthat fact. Zaremba: Yeah. Lucas: And I don't know if there is a distance that's used. I can find all that out. __Zaremba: Okay. Great. Thank you. And thankyouu_for staying. Hoaglun: And I might add there is a new sign on the freeway if you haven't seen -- if you're coming from Boise towards Meridian, before Cloverdale it has the Meridian exits now. Eagle two miles, Meridian four and Ten Mile six. So, that's a new sign put up by the ITD. So, we now are officially on the map if signs of you exists. Bird: You don't have worry that you're to Nampa. City Clerk's fficeo uggested allot Language for the Proposed Change in the Amount of Council eats From Four to ix Hoaglun: One last item here on tonight's agenda is the city clerk's office, suggested ballot language. And, Jacy, what do you have for us? Jones: Thank you, Mr. President, Members of the Council. I do have a slide for you to -- for the public to view, but I think our public has left us. So, you have a memo, though, in our packets that shows our suggested language. We have tried to phrase it -- thank you, Caleb. Tried to phrase it in a way that makes it a really simple yes or no question for the voters, hopefully to avoid any confusion. We'd like to get your feedback hopefully and, then, approval on that. If you're comfortable with that language we will go ahead and get it over to Ada County later on this week. Hoaglun: Comments or -- Bird: Looks good to me. Hoaglun: Councilman Bird likes it. Zaremba: Mr. President, I don't think it could be any clearer or any shorter. I think that's perfect. Hoaglun: Councilman Rountree. I know you're trying to find a way to cut, but can't find one, uh? Yeah. I think we are all in agreement, Jacy. Good job. That's as simple as you can get it I think, so -- awesome. Let's -- yeah. We don't need a motion on this or anything, Bill? Just moving forward with something we have already determined, so we can work within the language. Meridian City Council Workshop March 12, 2013 Page 76 of 76 Item 8: Future Meeting Topics Hoaglun: Item 8 is Future Meeting Topics. Anybody have anything? If you don't, then, I would accept a motion to adjourn. Bird: So moved. Rountree: Second. Hoaglun: All those in favor? MOTION CARRIED: ALL AYES. Hoaglun: We are adjourned. MEETING ADJOURNED AT 7:17 P.M. (AUDIO RECORDING ON FILE OF THESE PROCEEDINGS) ___---> ~_i a t~ i~I 3 MAYOR T, ~ Y DE WEERD DATE APPROVED 1~`,~x?,D AUC7l,Sl. . ATTEST: ~~ '- ~G `. 1 ~ n r -- ,~,) n city ~f ANA CEE~OLMAN, CITY CLERK ~ °°a"° SEQ.. '~~ ,yTfR day, °~the TR6 ~9~~& % % DATE: I E-MSTAFD TO I AGENCY I APPLICANT I NOTES I INITIALS i i I DATE: I EaMSTAFF TO I AGENCY I APPLICANT I NOTES I INITIALS I PR~~'ESSINAL SERVICES AG EMENT' Meridiem Split Corridor Phase 2 Public Art Project Proposal This P1~OI+~ESSI®I~l'AI15:1~1.2i~ICES AG EMEI~'I' for 1VIeridiam Split Corridor° Phase 2 Public Art Project Proposal (hereinafter "Agreement") is made this 12th day of March, 2013, by and between the City of Meridian, a municipal corporation organized under the laws of the State of Idaho, (hereinafter "City") through the duly delegated Meridian Arts Commission and Delia DeLapp, of Firefusion Studio (hereinafter "Artist"). VV EREAS, through the Meridian Split Corridor Phase 2 Public Art Project, the Meridian Arts Commission seeks to foster vitality and create a sense of place in the Meridian downtown core, and to that end, the Meridian Arts Commission issued a Call for Artists, attached hereto as Exhibzt A, which included a Request for Qualifications ("RFQ") seeking artists' qualifications for public art installations; '~I~E AS, a selection panel including representatives of the Meridian Arts Commission, Meridian Solid Waste Advisory Commission, Meridian Chamber of Commerce, Meridian Development Corporation, Meridian Community Development Department, and the arts and business community, reviewed the responses to the RFQ and selected Artist as one of three finalists to create proposals in response to the Request for Proposals ("RFP") component of the Call for Artists; ht®W, T'I~EREF® ,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, City and Artist agree as follows: 1. Scope of Services. By the time and in the manner set forth herein, Artist will create and deliver to City one public art proposal (hereinafter "Proposal"), to consist of: a. One typed narrative, including: (1) A detailed description of the proposed public art installation(s) and Artist's approach to the project; (2) A detailed description of the ways in which the proposed art installation(s) will meet all of the expectations set forth in the project description section of the Call for Artists, particularly as to the requirements that the artwork a) promote recycling efforts and wise use of energy and other resources, and b) incorporate recycled, reused or repurposed materials; (3) Projected timeline for completion of the proposed project; and (4) Detailed budget for the proposed project, which budget shall not exceed ninety-five thousand dollars ($95,000), which total shall include any and all project expenses such as artist fees, materials, shipping, and installation costs. b. A display presenting the Artist's proposal, in a professional format suitable for public viewing on a table top in multiple Locations, including: (1) A model of the proposed project; (2) Samples of materials proposed for use in the proposed project; and (3) Astand-alone, bi-fold display board, no larger than 18 x 12 inches when open, describing the proposal concept and the Artist. PROFESSIONAL SERVICES AGREEMENT - MSC2 PUBLIC ART PROJECT PROPOSAL PAGE 1 OF 11 2. Payment. City will pay Artist for services rendered pursuant to this Agreement in the total amount of one thousand dollars ($1,000.00}, which payment shall be made pursuant to the following method. To receive payment for services rendered, Artist shall complete the W-9 form provided herewith and remit such completed form by 5:00 p.m. on March 6, 2013. Following receipt of the complete W-9 form and execution of this Agreement by both Parties, City will process such request and issue payment via check sent U.S. Mail to Artist within seven (7) days. Payment of any and all taxes due and owing on such amount shall be the sole responsibility of Artist. 3. Delivery. Artist shall deliver the Proposal to City at the City Attorney's Office, 33 E. Broadway Avenue, Suite 308, Meridian, Idaho, by 5;00 p.m. on May 13, 2013, 4. Loss of or damage to proposal. Artist agrees to bear any rislc of loss and/or damage to the proposal unless and until a member of the City Attorney's Office staff personally and physically accepts custody and control of the proposal. In the event of loss or damage incurred prior to City's acceptance of the proposal, Artist shall recreate or repair the proposal that was lost and/or damaged at no expense to the City. In the event of loss or damage incurred following City's acceptance of the proposal, the City shall provide Artist the opportunity to recreate or repair the proposal that was lost and/or damaged, for which service the City shall remunerate Artist for the actual cost of such recreation or repair, but in no event shall City pay Artist more than $200.00 for such recreation or repair. 5. Time of the essence. Artist acknowledges that services provided under this Agreement will 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. 6. Public display and eornent. It is the intent of City to publicly display and seek public comment regarding the proposal. Nothing in this Agreement, or otherwise, shall preclude the right of City to remove the proposal from public display, whether temporarily or permanently. 7. l~otices. Any and all notices required to be provided by either of the parties hereto, unless otherwise stated in this Agreement, shall be in writing and be deemed communicated when mailed by United States Mail addressed as follows: If to City: If to Artist: Meridian Arts Commission Delia DeLapp Attn: Emily Kane Firefusion Studio 33 E. Broadway Avenue 2555 W. Breneman Meridian, Idaho 83642 Boise ID 83702 Either party may change its address for the purpose of this paragraph by giving written notice of such change to the other in the manner herein provided. 8, relationship of Parties. It is the express intention of Parties that Artist is an independent artist and is not an employee, agent, joint venturer, or partner of City. Nothing in this Agreement shall be interpreted or construed as creating or establishing the relationship of employer and employee between Artist and City or between Artist and any official, agent, or employee of PROFESSIONAL SERVICES AGREEMENT - MSC2 PUBLIC ART PROJECT PROPOSAL PAGE 2 OF 11 City. Both parties acknowledge that Artist is not an employee of City, Artist shall retain the right to perform services for others during the term of this Agreement. 9. ~nde ni~ication and waiver. Artist waives any and all claims and recourse against City, including the right of contribution for loss and damage to persons or property arising from, growing out of, or in any way connected with or incident to Artist's performance of this Agreement except for liability arising out of concurrent or sole negligence of City or its officers, agents or employees, Further, Artist will indemnify, hold harmless, and defend City against any and all claims, demands, damages, costs, expenses or liability arising out of Artist's performance of this Agreement except for liability arising out of the concurrent or sole negligence of City or its officers, agents or employees. 10. I)iscri>rnination prohibited. In performing services pursuant to this Agreement, Artist shall not unlawfully discriminate in violation of any federal, state or local law, Mule or regulation against any person on the basis of race, color, religion, sex, national origin or ancestry, age or disability. 11..Construetion and severability. If any part of this Agreement is held to be invalid or unenforceable, such holding will not affect the validity or enforceability of any other part of this Agreement so long as the remainder of the Agreement is reasonably capable of completion. 12, Entire agreement. This Agreement constitutes the entixe understanding between the Parties. This Agreement supersedes any and all statements, promises, or inducements made by either party, or agents of either party, whether oral or written, whether previous to the execution hereof or contemporaneous herewith. The terms of this Agreement may not be enlarged, modified or altered except upon written agreement signed by both parties hereto, 13 , hto>c~-waiver of breach. A waiver of any breach of any of the provisions of this Agreement shall not be construed as a continuing waiver of other breaches of the same or other provisions hereof. 14, A.ssign>rnent. Artist may not subcontract, assign, transfer, hypothecate or sell any right, including the right to compensation, and/or duty arising hereunder without the prior express written consent of City, Any subcontractor or assignee will be bound by all the terms and conditions of this Agreement. 15. I3eirs and. assigns. This Agreement shall be binding upon the parties, their heirs, successors, assigns, and personal representatives, All references herein to Artist and City shall include their respective heirs, successors, assigns, and personal representatives. 16, Termination. If City determines that Artist has failed to comply with the terms and conditions of this Agreement, violated any of the covenants, agreements, and/or stipulations of this Agreement, falsified any record or document required to be prepared under this Agreement, engaged in fraud, dishonesty, or any other act of misconduct in the performance of this Agreement, City may terminate this Agreement in whole, or in part, at any time, by giving notice, in writing, to Agreement of any or all deficiencies claimed. Artist shall not be relieved of liability to City for damages sustained by City by virtue of any breach of this Agreement by Artist, This provision shall survive the termination of this Agreement and shall not relieve Artist of liability to City for damages, PROFESSIONAL SERVICES AGREEMENT -- MSC2 PUBLIC ART PROJECT PROPOSAL PAGE 3 OF 11 17. governing law. This Agreement shall be governed by the laws of the State of Idaho. 1 ~. ~i$y ~our~cil 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. Ili 'TNESS ~+', the parties hereto have executed this Agreement on the 12th day of lvTarch, 2~ 13 . A. Firefusion PROFESSIONAL SERVICES AGREEMENT - MSC2 PUBLIC ART PROJECT PROPOSAL PAGE 4 OF 11 PROFESSIONAL SERVICES AGREEMENT-MSC2 PUBLIC ART PROJECT PROPOSAL PAGE 5 OF 11 Meridian ~r~nnl55i(~n Meridian plit ®~rid®r Phase Public Art r®ject OVERVIE1l~: The Meridian Split Corridor Phase 2 Public Art Project intends to create vitality and a sense of place by placing engaging works of art on two parcels bookending the City of Meridian downtown core, in conjunction with the Ada County Highway District (ACHD)'s Meridian Split Corridor Phase 2 (MSC2) roadway project. This Call for Artists is a two stage process. The first stage is a request for qualifications (RFQ), in which the Meridian Arts Commission (MAC) invites artists to submit general qualifications for the design, fabrication, and installation of public art. The second stage is a request for proposals (RFP), in which up to three (3) qualified finalists will be invited to submit proposals for the MSC2 Public Art Project. LOCATIONSo There are two locations designated for public art -the first on the southwest corner of Ada and Main Streets, and the second on the southeast corner of Main Street and Fairview Avenue. The attached schematics illustrate parcel locations and dimensions. PROJECT ®SCRIPTION: The artwork must promote environmental responsibility and sustainability, particularly as to recycling efforts and wise use of energy and other resources, and should incorporate recycled, reused or repurposed materials. The artwork should also take into account Meridian's history, haracter, and values, as well as existing aesthetic improvements along Main Street. The artwork must be appropriate for the project site, and its design, regardless of material or medium, may not create an unsafe distraction to vehicular traffic. The artwork must be located a safe distance from curbs and roadways and must conform to all applicable City and ACHD ordinances and policies, including building and sign codes. Please note that while the north site may be accessed by pedestrians, the south site has no sidewalks, and is not intended to be accessed by pedestrians; the artwork at the south site should be of an appropriate scale and design to be appreciated by moving vehicular traffic. Limited water and electrical utilities are planned for both sites. The City of Meridian will collaborate with the selected artist to design landscaping of the sites that will compliment the artwork. LIGIEILITYa Artists who are eighteen (18) years or older and living full time in Idaho or a state contiguous to Idaho (Washington, Oregon, Nevada, Utah, WyOmtng, or Montana) are eligible to respond. This project is open to applicants regardless of race, gender, sexual orientation, religion, nationality, or disability. Teams of artists, designers, and/or engineers are welcome to apply. Incomplete, ineligible, or late submissions will be deemed ineligible and will not be considered. EU®GET: A budgeted amount of $75,000 is currently available for the selected artist's commission, which amount includes materials, fabrication, and installation. The final budget may be higher. PROCESS: The evaluation and selection process wilt generally occur as follows; dates are subject to change as .nay be necessary due to scheduling issues or other circumstances. Cafl for Artists -,Meridian Split Corridor Phase 2 Public Art Project Page ~ of b 1. RFQ open. To be considered for this project, eligible artists must submit the following materials to MAC by 5:00 p.m. on Friday, February 1, 2013: a. ®ne-page cover letter including current contact information and references; b. Resume, no more than two pages in length; c. Ten (10) digital images (200 dpi; .jpg format) representative of artist's work on CD, DVD, or thumb drive; and d. Image catalog, including titles, dimensions, media, and dates of originals. Materials submitted will not be returned; do N®T submit original artwork. The City of Meridian is a public agency: any information submitted is subject to release to the public as required by Idaho Public Records Law. 2. Finalists selecte® By Friday, February 8, 2013, the Selection Panel will convene and evaluate all responses to the RFQ. Following evaluation, the Selection Panel may select up to three finalists, or may re-open the RFQ. Selection criteria will include: a. Artistic quality of work represented in images; b. Appropriateness of experiencelexpertise for proposed project sites; and c. Professionalism and artistic experience represented in resume. The Selection Panel may include representatives from MAC, ACHD, City elected officials and staff, Meridian Development Corporation, and business and residential communities, as well as arts professionals. 3. RFP open to finalists. The selected finalists will be invited to prepare proposals in response to this RFP. A stipend of $1,000 for preparation of the proposal will be available to each finalist upon execution of a written agreement with the City and submission of a completed W-9 form. To respond to the RFP, finalists must submit all of the following materials to MAC by 5:00 p. m. on Monday, May 13, 2013: a. Narrative; b. Budget; c. Drawing or model in a professional format suitable for public viewing; and d. Material samples. . . Preliminary evaluation of proposals. By Friday, May 17, 2013, the Selection Panel will convene to conduct a preliminary evaluation of the finalists' responses to the RFP. Following this evaluation, the Selection Panel may forward the proposals for public input, or may recommend that the RFQ or RFP be reopened. Preliminary evaluation criteria wilt include: a. Quality of proposal; b. Appropriateness and safety of proposed artwork for project site(s); c. Incorporation of recycled, reused or repurposed materials; d. Reflection of Meridian's commitment to environmental responsibility and sustainability; e. Consistency with Meridian's history, character, and values; f. Consistency with existing aesthetic improvements along Main Street; and g. Contribution to aesthetic and cultural vitality and sense of place. . Public input collected. As determined by the Selection Panel, the finalists' proposals will be put on public view and comments will be collected at locations in the Meridian community from Monday, May 20 to Friday, June 21, 2013. Call for Artists -Meridian Split Corridor Phase 2 Public Art Project Page 2 of 6 6. Final evaluation of proposals; artist selected. By Friday, June 28, 2013, the Selection Panel will convene to make its final evaluation of all responses to the RFP. Following evaluation, the Selection Panel may recommend selection of one proposal, or that the RFQ or RFP be reopened. Evaluation criteria will include the criteria set forth above, as well as public input submitted regarding the proposals. The Selection Panel will forward its recommendation to MAC for consideration on Thursday, July 11, 2013. MAC may accept or modify such recommendation and forward its recommendation to Meridian City Council. Meridian City Council will consider such recommendation in making the final decision on Tuesday, July 16, 2013. Selected artist(s) and finalists not selected will be notified of the decision by Friday, July 19, 2013. 7. Selected proposal installed. Following selection, the selected Artist will fabricate and install the artwork, in accordance with a written agreement with the City, and with the project's final budget and timeline. A budgeted amount of $75,000 is currently available for the selected artist's commission, which amount includes the cost of engineering, materials, fabrication, and installation of the artwork. The final budget may be higher. PRJCT TIMELINE: December 12, 2012 Call to Artists (RFQ/RFP) issued February 1, 2013, 5:00 p.m. Deadline for submission of responses to RFQ By February 8, 2013 Selection Panel evaluates RFQ responses, selects finalists February 11, 2013 Finalists notified, invited to respond to RFP February 20, 2013, 5®00 p.m® Deadline for finalists' signed agreement with City and W-9 form May 1, 2013, 5®00 p.m. Deadline for submission of finalists' proposals ,y May 17, 2013 Selection Panel preliminary evaluation of finalists' proposals gay 20®June 21, 2013 Public input regarding finalists' proposals By June 28, 2013 Selection Panel final evaluation, recommendation on proposals July 11, 2013 Selection Panel report to MAC; MAC decision/recommendation July 16, 2013 MAC recommendation to City Council; City Council final decision By July 19, 2013 Selected artist and not-selected finalists notified of decision July 31, 2013, 5:00 p.m. Deadline for selected artist's signed agreement with City August 2013--May 2014 (apr®x.) Fabrication May 2014 (approx.) Installation This timeline is subject to change. Submitted materials must be physically received by MAC, at the address below, by 5:00 p. m., on specified deadlines. Responses that are postmarked or en route, but not received, by specified deadlines will be eonsidered late and will not be considered. Artists will receive all notification by letter sent via U.S. Mail. C®NTACT'. Mail or deliver applicati®ns t®o Questions, via a-mailo t Thank you for your interest! Meridian Arts Commission Attn: Emily Kane 33 E. Broadway Avenue, Suite 308 Meridian, Idaho 83462 Emily Kane ekaneC rneridiancity. org Ca(t for Artists -Meridian Split Corridor Phase 2 Public,~rt Project Page 3 of b 1 ~ v'~ h ~ {{ i fp 1 9J ~' ~" ~ .~ 44 g p i ) 1 ~~ t ~ _ LIB ~ ~ ~..~ ~ - f 4 ~ ~ 1 ~I' I - Y~ ~L~ t; ~ ~ ' '~`:, I j., 1 _ _. , 1 1 ~ l ~ 7 . ' ,t ~'lf~E ~Fi6~~i~ L,C`if?~L _- ~. 1-AII~VIL~t i~VL ' l 1 ~~ .V ~ y ~ if ~ i i ~ ~ ~~ a ~ik~slk~t~B~. ~ -!~ ~_ ra ~. ~ ~ ~ t f~'lY . . 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'~>'y~~»~3:k K+t' ^.r~-L~I~sII^'_"i~r1.5 Y+T ., -!• }Y ~f .\t,~ 5 ?f4 ~ Call for Artists -Meridian Split Corridor Phase 2 Public Art Aroject ~~'°, ~ , ...~,7d a ~' ~~ ~'~J,„x Page 6 o f 6 i i :March 1, 2013 : DATE: I E_MSTAFF TO I AGENCY I APPLICANT I NOTES I INITIALS P ®FESSI®I~tAL SERVICES AG E11~E1`1T' I~/Icridi~n Split Corridor Phase 2 Public Art Project Proposal 'T'his PR®)~'ESSI®1V"AL SERVICES AG EMEl~t'I' for 1liieridian Split Corridor Phase Z Public .Art Project Proposal (hereinafter "Agreement"} is made this 12th day of March, 2013, by and between the City of Meridian, a municipal corporation organized under the laws of the State of Idaho, (hereinafter "City") through the duly delegated Meridian Arts Commission and Chris J. Rench, of CJR Design Studio (hereinafter "Artist"). E AS, through the Meridian Split Corridor Phase 2 Public Art Project, the Meridian Arts Commission seeks to foster vitality and create a sense of place in the Meridian downtown core, and to that end, the Meridian Arts Commission issued a Call for Artists, attached hereto as Exhibit A, which included a Request for Qualifications ("RFQ"} seeping artists' qualifications for public art installations; pIE + AS, a selection panel including representatives of the Meridian Arts Commission, Meridian Solid Waste Advisory Commission, Meridian Chamber of Commerce, Meridian Development Corporation, Meridian Community Development Department, and the arts and business community, reviewed the responses to the RFQ and selected Artist as one of three finalists to create proposals in response to the Request for Proposals ("RFP") component of the Call for Artists; htW, T E Ii'®RE, for.good and valuable consideration, the receipt and sufficiency of r, which is hereby acknowledged and agreed, and in consideration of the mutual promises and covenants herein contained, City and Artist agree as follows: 1, Scope of Serwicesm By the time and in the manner set forth herein, Artist will create and deliver to City one public art proposal (hereinafter "Proposal"), to consist of; a. One typed narrative, including; (1) A detailed description of the proposed public art installation(s) and Artist's approach to the project; (2) A detailed description of the ways in which the proposed art installation(s) will meet all of the expectations set forth in the project description section of the Call for Artists, particularly as to the requirements that the artwork a) promote recycling efforts and wise use of energy and other resources, and b) incorporate recycled, reused or repurposed materials; (3) Projected timeline for completion of the proposed project; and (4) Detailed budget for the proposed project, which budget shall not exceed ninety-five thousand dollars ($95,000), which total shall include any and all project expenses such as artist fees, materials, shipping, and installation costs. b. A display presenting the Artist's proposal, in a professional format suitable for public viewing on a table top in multiple locations, including; (1) A model of the proposed project; (2) Samples of materials proposed for use in the proposed project; and (3) Astand-alone, bi-fold display board, no larger than 18 x 12 inches when open, describing the proposal concept and the Artist. PROFESSIONAL SERVICES AGREEMENT -- MSC2 PUBLIC ART PROJECT PROPOSAL PAGE 1 OF 11 2. ]Payment. City will pay Artist for services rendered pursuant to this Agreement in the total amount of one thousand dollars ($1,000.00), which payment shall be made pursuant to the following method. To receive payment for services rendered, Artist shall complete the W-9 form provided herewith and remit such completed form by 5:00 p.m, on March 6, 2013. Following receipt of the complete W-9 form and execution of this Agreement by both Parties, City will process such request and issue payment via check sent U.S. Mail to Artist within seven (7) days, Payment of any and all taxes due and owing on such amount shall be the sole responsibility of Artist. 3. I~clive~°y. Artist shall deliver the Proposal to City at the City Attorney's Office, 33 E. Broadway Avenue, Suite 308, Meridian, Idaho, by 5:00 p.m, on May 13, 2013. 4, boss of or damage to p~•oposal. Artist agrees to bear any risk of loss and/or damage to the proposal unless and until a member of the City Attorney's Office staff personally and physically accepts custody and control of the proposal. In the event of loss or damage incurred prior to City's acceptance of the proposal, Artist shall recreate or repair the proposal that was lost and/or damaged at no expense to the City. In the event of loss or damage incurred following City's acceptance of the proposal, the City shall provide Artist the opportunity to recreate or repair the proposal that was Lost and/or damaged, for which sexvice the City shall remunerate Artist for the actual cost of such recreation or repair, but in no event shall City pay Artist more than $200.00 for such recreation or repair. 5. 'l'ime of the essence. Artist acknowledges that services provided under this Agreement will 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. 6. Public display and comment. It is the intent of City to publicly display and seep public comment regarding the proposal, Nothing in this Agreement, or otherwise, shall preclude the right of City to remove the proposal from public display, whether temporarily or permanently. 7. Notices. Any and all notices required to be provided by either of the parties hereto, unless otherwise stated in this Agreement, shall be in writing and be deemed communicated when mailed by United States Mail addressed as follows: If to City: ~ If to Artist: Meridian Arts Commission Chris J. Reach Attn: Emily Kane CJR Design Studio 33 E. Broadway Avenue 1457 Barker Road Meridian, Idaho 83642 Hood River OR 97031 Either party may change its address for the purpose of this paragraph by giving written notice of such change to the other in the manner herein provided. 8. Relationship of Parties. It is the express intention of Parties that Artist is an independent artist and is not an employee, agent, joint venturer, or partner of City. Nothing in this Agreement shall be interpreted or construed as creating or establishing the relationship of employer and employee between Artist and City or between Artist and any official, agent, or employee of PROFESSIONAL SERVICES AGREEMENT - MSC2 PUBLIC ART PROJECT PROPOSAL PAGE 2 0~ Y 1 City. Both parties acl~nowledge that Artist is not an employee of City. Artist shall retain the right to perform services for others during the term of this Agreement. 9. Indemnification and waiver. Artist waives any and all claims and recourse against City, including the right of contribution for loss and damage to persons or property arising from, growing out of, or in any way connected with or incident to Artist's performance of this Agreement except for liability arising out of concurrent or sole negligence of City or its officers, agents or employees. Further, Artist will indemnify, hold harmless, and defend City against any and all claims, demands, damages, costs, expenses or liability arising out of Artist's performance of this Agreement except for liability arising out of the concurrent or sole negligence of City or its officers, agents or employees. 10. I)iserirnination prohibited. In performing services pursuant to this Agreement, Artist shall not unlawfully discriminate in violation of any federal, state or local law, rule or regulation against any person on the basis of race, color, religion, sex, national origin or ancestry, age or disability. 11. Construction and severability. If any part of this Agreement is held to be invalid or unenforceable, such holding will not affect the validity or enforceability of any other part of this Agreement so long as the remainder of the Agreement is reasonably capable of completion. 12. I+;ntire agreement. This Agreement constitutes the entire understanding between the Parties. This Agreement supersedes any and all statements, promises, or inducements made by either party, or agents of either party, whether oral or written, whether previous to the execution hereof or contemporaneous herewith. The terms of this Agreement may not be enlarged, modified or altered except upon written agreement signed by both parties hereto. 13, hton-waiver of breach. A waiver of any breach of any of the provisions of this Agreement shall not be construed as a continuing waiver of other breaches of the same or other provisions hereof. 14. Assignment. Artist may not subcontract, assign, transfer, hypothecate or sell any right, including the right to compensation, and/or duty arising hereunder without the prior express written consent of City. Any subcontractor or assignee will be bound by all the terms and conditions of this Agreement. 15. kleirs and assigns. This Agreement shall be binding upon the parties, their heirs, successors, assigns, and personal representatives. All references herein to Artist and City shall include their respective heirs, successors, assigns, and personal representatives. 16. Termination. If City determines that Artist has failed to comply with the terms and conditions of this Agreement, violated any of the covenants, agreements, and/or stipulations of this Agreement, falsified any record or document required to be prepared under this Agreement, engaged in fraud, dishonesty, or any other act of misconduct in the performance of this Agreement, City may terminate this Agreement in whole, or in part, at any time, by giving notice, in writing, to Agreement of any or all deficiencies claimed. Artist shall not be relieved of liability to City for damages sustained by City by virtue of any breach of this Agreement by Artist. This provision shall survive the termination of this Agreement and shall not relieve Artist of liability to City for damages. PROFESSIONAL SERVICES AGREEMENT - MSC2 PUBLIC ART PROJECT PROPOSAL PAGE 3 OF 11 17. Governing law. This Agreement shall be governed by the laws of the State of Idaho, 1 ~, pity Council approvai 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. 'FITNESS I', the parties hereto have executed this Agreement on the 12th day of March, 2013, GI'TY F IAN: UT)nL'L C~OTnT~TAT C~rz~rrnt~o A~^!T)L`LR T"G'ATT AITCf'"? Arrot rn AnT An n~~nT lln nT~no nT T~nn_~ ~ n~ 1 y 1.~ 1.'~ PROFESSIONAL SERVICES AGREEMENT-MSC2 PUBLIC ART PROJECT PROPOSAL PAGES OF 11 Meridian ar~nnis~iran ~~r ris® + Meridian Split ®rri®r has ubli Art r®ject ®VRVIEWo The Meridian Split Corridor Phase 2 Public Art Project intends to create vitality and a sense of place by placing engaging works of art on two parcels bookending the City of Meridian downtown core, in conjunction with the Ada County Highway District (ACRD}'s Meridian Split Corridor Phase 2 (MSC2) roadway project. This Call for Artists is a two stage process. The first stage is a request for qualifications (RFQ), in which the Meridian Arts Commission {MAC) invites artists to submit general qualifications for the design, fabrication, and installation of public art. The second stage is a request for proposals (RFP}, in which up to three (3) qualified finalists will be invited to submit proposals for the MSC2 Public Art Project. L®CATI®NS® There are two locations designated for public art ~ the first on the southwest corner of Ada and Main Streets, and the second on the southeast corner of Main Street and Fairview Avenue. The attached schematics illustrate parcel locations and dimensions. PRJECT DSCRIPTI®Na The artwork must promote environmental responsibility and sustainability, particularly as to recycling efforts and wise use of energy and other resources, and should incorporate recycled, reused or repurposed materials. The artwork should also take into account Meridian's history, •haracter, and values, as well as existing aesthetic improvements along Main Street, The artwork must be appropriate for the project site, and its design, regardless of material or medium, may not create an unsafe distraction to vehicular traffic. The artwork must be located a safe distance from curbs and roadways and must conform to all applicable City and ACHD ordinances and policies, including building and sign codes. Please note that while the north site may be accessed by pedestrians, the south site has no sidewalks, and is not intended to be accessed by pedestrians; the artwork at the south site should be of an appropriate scale and design to be appreciated by moving vehicular traffic. Limited water and electrical utilities are planned for both sites, The City of Meridian will collaborate with the selected artist to design landscaping of the sites that will compliment the artwork. LICIEILITY. Artists who are eighteen (18) years or older and living full time in Idaho or a state contiguous to Idaho (Washington, Oregon, Nevada, Utah, Wyoming, or Montana) are eligible to respond. This project is open to applicants regardless of race, gender, sexual orientation, religion, nationality, or disability. Teams of artists, designers, and/or engineers are welcome to apply, Incomplete, ineligible, or late submissions will be deemed ineligible and will not be considered. DUDGTo A budgeted amount of $75,000 is currently available for the selected artist's commission, which amount includes materials, fabrication, and installation. The final budget may be higher. PR®CSS. ~"he evaluation and selection process will generally occur as follows; dates are subject to change as ~~ay be necessary due to scheduling issues or other circumstances. Call for Ar~is~s ~ Meridian Split Corridor Phase 2 Public Ark Project Page 9 of 6 1. RFQ open. To be considered for this project, eligible artists must submit the following materials to MAC by 5:00 p.m. on Friday, February 1, 2013: a. ®ne-page cover letter including current contact information and references; b. Resume, no more than two pages in length; c. Ten (10) digital images (200 dpi; .jpg format) representative of artist's work on CD, DVD, or thumb drive; and . d. Image catalog, including titles, dimensions, media, and dates of originals. Materials submitted will not be returned; do NOT submit original artwork. The City of Meridian is a public agency: any information submitted is subject to release to the public as required by Idaho Public Records Law. 2. Finalists selected. By Friday, February 8, 2013, the Selection Panel will convene and evaluate alt responses to the RFQ. Following evaluation, the Selection Panel may select up to three finalists, or may re-open the RFQ. Selection criteria will include: a. Artistic quality of work represented in images; b. Appropriateness of experience/expertise for proposed project sites; and c. Professionalism and artistic experience represented in resume. The Selection Panel may include representatives from MAC, ACRD, City elected officials and staff, Meridian Development Corporation, and business and residential communities, as well as arts professionals. 3. RFP open to finalists. The selected finalists will be invited to prepare proposals in response to this RFP. A stipend of $1,000 for preparation of the proposal will be available to each finalist upon execution of a written agreement with the City and submission of a completed W-9 form. To respond to the RFP, finalists must submit all of the following materials to MAC by 5:00 p.m. on Monday, May 13, 2013: a. Narrative; b. Budget; c. Drawing or model in a professional format suitable for public viewing; and d. Material samples. 4. Preliminary evaluation of proposals. By Friday, May 17, 2013, the Selection Panel will convene to conduct a preliminary evaluation of the finalists' responses to the RFP. Following this evaluation, the Selection Panel may forward the proposals for public input, or may recommend that the RFQ or RFP be reopened. Preliminary evaluation criteria will include: a. Quality of proposal; b. Appropriateness and safety of proposed artwork for project site(s); c. Incorporation of recycled, reused or repurposed materials; d. Reflection of Meridian's commitment to environmental responsibility and sustainability; e. Consistency with Meridian's history, character, and values; f. Consistency with existing aesthetic improvements along Main Street; and g. Contribution to aesthetic and cultural vitality and sense of place. 5. Public input c®[lected. As determined by the Selection Panel, the finalists' proposals will be put on public view and comments will be collected at locations in the Meridian community from Monday, May 20 to Friday, June 21, 2013, Call for Artists -Meridian Split Corridor Phase 2 Public Art Project Page 2 of 6 . Final evaluation ®f proposals; artist selected. By Friday, June 28, 2013, the Selection Panel will convene to make its final evaluation of all responses to the RFP. Following evaluation, the Selection Panel may recommend selection of one proposal, or that the RFQ or RFP be reopened. Evaluation criteria will include the criteria set forth above, as well as public input submitted regarding the proposals, The Selection Panel will forward its recommendation to MAC for consideration on Thursday, July 11, 2013. MAC may accept or modify such recommendation and forward its recommendation to Meridian City Council. Meridian City Council will consider such recommendation in making the final decision on Tuesday, July 16, 2013. Selected artist(s) and finalists not selected will be notified of the decision by Friday, July 19, 2013. 7. Selected proposal installed. Following selection, the selected Artist wilt fabricate and install the artwork, in accordance with a written agreement with the City, and with the project's final budget and timeline. A budgeted amount of $75,000 is currently available for the selected artist's commission, which amount includes the cost of engineering, materials, fabrication, and installation of the artwork. The final budget may be higher. PRJECT 1-IMELINE: December 12, 2012 Call to Artists (RFQ/RFP) issued February 1, 2013, 5:00 p.m. Deadline for submission of responses to RFQ y February 8, 2013 Selection Panel evaluates RFQ responses, selects finalists February 11, 2013 Finalists notified, invited to respond to RFP February 0, 2013, :00 p.m. Deadline for finalists' signed agreement with City and W-9 form May 13, 2013, 5:00 p.m. Deadline for submission of finalists' proposals gy May 17, 2013 Selection Panel preliminary evaluation of finalists' proposals ,gay 20®June 1, 2013 Public input regarding finalists' proposals Oy June 28, 2013 Selection Panel final evaluation, recommendation on proposals July 11, 2013 Selection Panel report to MAC; MAC decision/recommendation July 16, 2013 MAC recommendation to City Council; City Council final decision By Ju[y 19, 2013 Selected artist and not-selected finalists notified of decision July 31, 2013, 5:00 p.m. Deadline for selected artist's signed agreement with City August 2013--May 2014 (approx .) Fabrication May 2014 (approx.) Installation This timeline is subject to change. Submitted materials must be physically received by MAC, at the address below, by 5:00 p. m., on specified deadlines. Responses that are postmarked or en route, but not received, by specified deadlines will be considered late and wil[ not be considered, Artists will receive all notification by letter sent via U.S, Mail. C®N1-AC`T: Mail or deliver applications to: Q,uesti®ns, via a-mail: Thank you for your interest! Meridian Arts Commission Attn: Emily Kane 33 E. 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'~~' ~~1'~~ .? i < j ` ` ,, ~ t t : { ' ~ ~ 7I , t t ~ ~J Call for Artists ~ Meridian Split Corridor Phase 2 Publ is Art Project Page 6 o f 6 % % l DATE: I E_MSTAFF TO I AGENCOY ( APPLICANT ( NOTES I INITIALS PR®FESS~®1VAL S~I~~IIC~S A~ ~MEIVT Meridian Split Corridor Phase 2 Public Art Project Proposal This Ply®I'ESSI®1VAI~ S~RV~CES AG EMEl~T for Meridian Split Corridor Phase 2 Public Art Project Proposal (hereinafter "Agreement") is made this 12th day of March, 2013, by and between the City of Meridian, a municipal corporation organized under the laws of the State of Idaho, (hereinafter "City") through the duly delegated Meridian Arts Commission, Joseph L Castle, and Marty A. Lyon (hereinafter "Artist Team"). SHE A.S, through the Meridian Split Corridor Phase 2 Public Art Project, the Meridian Arts Commission seeks to foster vitality and create a sense of place in the Meridian downtown core, and to that end, the Meridian Arts Commission issued a Call for Artists, attached hereto as Exhibit A, which included a Request for Qualifications {"RFQ") seeking artists' qualifications for public art installations; VV E AS, a selection panel including representatives of the Meridian Arts Commission, Meridian Solid Waste Advisory Commission, Meridian Chamber of Commerce, Meridian Development Corporation, Meridian Community Development Department, and the arts and business community, reviewed the responses to the RFQ and selected Artist as one of three finalists to create proposals in response to the Request for Proposals ("RFP") component of the Call for Artists; I~CIVV', TI~~1~F® ,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, City and Artist Team agree as follows: 1, Scope ®f Services. By the time and in the manner set forth herein, Artist Team will create and deliver to City one public art proposal (hereinafter "Proposal"), to consist of: a. One typed narrative, including: (1) A detailed description of the proposed public art installation(s) and Artist Team's approach to the project; (2) A detailed description of the ways in which the proposed art installation(s) will meet all of the expectations set forth in the project description section of the Call for Artists, particularly as to the requirements that the artwork a) promote recycling efforts and wise use of energy and other resources, and b) incorporate recycled, reused or repurposed materials; (3) Projected timeline for completion of the proposed project; and (4) Detailed budget for the proposed project, which budget shall not exceed ninety-five thousand dollars ($95,000), which total shall include any and all project expenses such as artist fees, materials, shipping, and installation costs. b. A display presenting the Artist Team's proposal, in a professional format suitable for public viewing on a table top in multiple locations, including: (1) A model of the proposed project; (2) Samples of materials proposed for use in the proposed project; and (3) Astand-alone, bi-fold display board, no larger than 18 x 12 inches when open, describing the proposal concept and the Artist Team. PROFESSIONAL SERVICES AGREEMENT - MSC2 PUBLIC ART PROJECT PROPOSAL PAGE 1 of 11 2. Payment. City will pay Artist Team for services rendered pursuant to this Agreement in the total amount of one thousand dollars ($1,000,00), which payment shall be made pursuant to the following method. To receive payment for services rendered, Joseph L, Castle shall complete the ~V-9 form provided herewith and remit such completed form by 5:00 p,m. on March 6, 2013 , Following receipt of the complete W-9 form from Mr. Castle and execution of this Agreement by both Parties, City will process such request and issue payment via check sent U.S. Mail to Mr. Castle within seven (7) days, Allocation of such amount to members of Artist Team and payment of any and all taxes due and owing on such amount shall be the sole responsibility of the respective members of Artist Team. 3. Delivery. Artist shall deliver the Proposal to City at the City Attorney's Office, 33 E. Broadway Avenue, Suite 308, Meridian, Idaho, by 5:00 p.m, on May 13, 2013. 4. boss of or damage to proposal. Artist Team agrees to bear any risk of loss and/or damage to the proposal unless and until a member of the City Attorney's Office staff personally and physically accepts custody and control of the proposal. In the event of loss or damage incurred prior to City's acceptance of the proposal, Artist Team shall recreate or repair the proposal that was lost and/or damaged at no expense to the City. In the event of loss or damage incurred following City's acceptance of the proposal, the City shall provide Artist Team the opportunity to recreate or repair the proposal that was lost and/or damaged, for which service the City shall remunerate Artist Team for the actual cost of such recreation or repair, but in no event shall City pay Artist Team more than $200.00 for such recreation or repair. 5. Time of the essence. Artist Team acknowledges that services provided under this Agreement will be performed in a timely manner. The Parties aclcn.owledge 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. 6. Public display and comment. It is the intent of City to publicly display and seek public comment regarding the proposal. Nothing in this Agreement, or otherwise, shall preclude the right of City to remove the proposal from public display, whether temporarily or permanently, 7. Notices. Any and all notzces required to be provided by either of the parties hereto, unless otherwise stated in this Agreement, shall be in writing and be deemed communicated when mailed by United States Mail addressed as follows: If to City: If to Artist Team: Meridian Arts Commission Joseph L. Castle Attn: Emily Kane Castle Sculpture, LLC 33 E, Broadway Avenue 331 Bay Horse Road Meridian, Idaho 83642 Bellevue ID 83313 Either party may change its address for the purpose of this paragraph by giving written notice of such change to the other in the manner herein provided. 8, Relationship of Parties. It is the express intention of Parties that each member of Artist Team is an independent artist and is not an employee, agent, joint venturer, or partner of City, Nothing in this Agreement shall be interpreted or construed as creating or establishing the PROFESSIONAL SERVICES AGREEMENT - MSC2 PUBLIC ART PROJECT PROPOSAL PAGE 2 OF 11 relationship of employer and employee between either member of Artist Team and City or between either member of Artist Team and any official, agent, or employee of City. Both parties acknowledge that neither member of Artist Team is an employee of City. Artist Team shall retain the right to perform services for others during the term of this Agreement. 9. Indemnification and waiver. Each member of Artist Team waives any and all claims and recourse against City, including the right of contribution for Loss and damage to persons or property arising from, growing out of, or in any way connected with or incident to Artist Team's performance of this Agreement except for liability arising out of concurrent or sole negligence of City or its officers, agents or employees. Further, each member of Artist Team will indemnify, hold harmless, and defend City against any and all claims, demands, damages, costs, expenses or liability arising out of Artist's performance of this Agreement except for liability arising out of the concurrent or sole negligence of City or its officers, agents or employees, 10. I~iscrixnination prohibited. In performing services pursuant to this Agreement, Artist Team shall not unlawfully discriminate in violation of any federal, state or local law, rule or regulation against any person on the basis of race, color, religion, sex, national origin or ancestry, age or disability. 11. Construction and severability. If any part of this Agreement is held to be invalid or unenforceable, such holding will not affect the validity or enforceability of any other part of this Agreement so long as the remainder of the Agreement is reasonably capable of completion, 12. Entire agreement. This Agreement constitutes the entire understanding between the Parties. This Agreement supersedes any and all statements, promises, or inducements made by either party, or agents of either party, whether oral or written, whether previous to the execution hereof or contemporaneous herewith. The terms of this Agreement may not be enlarged, modified or altered except upon written agreement signed by both parties hereto. 13 , lion-waiver of breach. A waiver of any breach of any of the provisions of this Agreement shall not be construed as a continuing waiver of other breaches of the same or other provisions hereof. 14. Assignment. Artist may not subcontract, assign, transfer, hypothecate or sell its rights, including the right to compensation, and/or duties arising hereunder without the prior express written consent of'City. Any subcontractor or assignee will be bound by all the terms and conditions of this Agreement. 15. I3eirs and assigns. This Agreement shall be binding upon the parties, their heirs, successors, assigns, and personal representatives, All references herein to Artist and City shall include their respective heirs, successors, assigns, and personal representatives. 16, Termination. If City determines that Artist Team has failed to comply with the terms and conditions of this Agreement, violated any of the covenants, agreements, and/or stipulations of this Agreement, falsified any record or document required to be prepared under this Agreement, engaged in fraud, dishonesty, or any other act of misconduct in the performance of this Agreement, City may terminate this Agreement in whole, or in part, at any time, by giving notice, in writing, to Agreement of any or ali deficiencies claimed. Artist Team shall not be PROFESSIONAL SERVICES AGREEMENT - MSC2 PUBLIC ART PROJECT PROPOSAL PAGE 3 OF 11 relieved of liability to City for damages sustained by City by virtue of any breach of this Agreement by Artist Team. This provision shall survive the termination of this Agreement and shall not relieve Artist Team of liability to City for damages. 17. ®verning haw. This Agreement shall be governed by the laws of the State of Idaho. 1 ~. City Council appr®val requi~°eds 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. Ili TIV E + I+,, the parties hereto have executed this Agreement on the 12th day of March, 2013. 1""~ TT TRJL"S e ~~ ~ f -Jos L. Castle ,~~~Ca~stle Sculpture, LLC 7 arty A. L n Lyon Land gape Arehit~s_, C~'I"Y~ ®F 111ZII)IAI~T: -~ _ ~ rc Tammy de V~ d, Mayor Attest: Ja ce H Cit ler PROFESSIONAL SERVICES AGREEMENT - MSC2 PUBLIC ART PROJECT PROPOSAL PAGE 4 OF 11 PROFESSIONAL SERVICES AGREEMENT - MSC2 PUBLIC ART PROJECT PROPOSAL PAGE S OF 11 _./__. '`i ,I pit ,''~:.m-~{ (. ~ / ~:,1 M~ridie~n c~mrr~issi~n ld r r i + Meridian ptit ®rri ®r Phase Public Art r®ject ®VER.VI Ewe The Meridian Split Corridor Phase 2 Public Art Project intends to create vitality and a sense of place by placing engaging works of art on two parcels bookending the City of Meridian downtown core, in conjunction with the Ada County Highway District (ACHD)'s Meridian Split Corridor Phase 2 (MSC2) roadway project. This Call for Artists is a two stage process. The first stage is a request for qualifications (RFQ), in which the Meridian Arts Commission (MAC) invites artists to submit general qualifications for the design, fabrication, and installation of public art. The second stage is a request for proposals (RFP), in which up to three (3) qualified finalists will be invited to submit proposals for the MSC2 Public Art Project. L®CATI®NSo There are two locations designated for public art -the first on the southwest corner of Ada and Main Streets, and the second on the southeast corner of Main Street and Fairview Avenue. The attached schematics illustrate parcel locations and dimensions. PR.®JCT DESCRIPTI®N: The artwork must promote environmental responsibility and sustainability, particularly as to recycling efforts and wise use of energy and other resources, and should incorporate recycled, reused or repurposed materials. The artwork should also take into account Meridian's history, ~haracter, and values, as well as existing aesthetic improvements along Main Street. The artwork must be appropriate for the project site, and its design, regardless of material or medium, may not create an unsafe distraction to vehicular traffic, The artwork must be located a safe distance from curbs and roadways and must conform to all applicable City and ACHD ordinances and policies, including building and sign codes. Please note that while the north site may be accessed by pedestrians, the south site has no sidewalks, and is not intended to be accessed by pedestrians; the artwork at the south site should be of an appropriate scale and design to be appreciated by moving vehicular traffic. Limited water and electrical utilities are planned for both sites. The City of Meridian will collaborate with the selected artist to design landscaping of the sites that will compliment the artwork. ELICIEILITYa Artists who are eighteen (18) years or older and living full time in Idaho or a state contiguous to Idaho (Washington, Oregon, Nevada, Utah, Wyoming, or Montana} are eligible to respond, This project is open to applicants regardless of race, gender, sexual orientation, religion, nationality, or disability. Teams of artists, designers, and/or engineers are welcome to apply. Incomplete, ineligible, or late submissions wilt be deemed ineligible and wilt not be considered. EUDCET: A budgeted amount of $75,000 is currently available for the selected artist's commission, which amount includes materials, fabrication, and installation. The final budget may be higher. PR®CESa ~'he evaluation and selection process will generally occur as follows; dates are subject to change as nay be necessary due to scheduling issues or other circumstances. Call for Artists - Hieridian Split Corridor Phase 2 Public Art Project Page ~ of 6 1. RF open. To be considered for this project, eligible artists must submit the following materials to MAC by 5:00 p.m. on Friday, February 1, 2013: a. One-page cover letter including current contact information and references; b. Resume, no more than two pages in length; c. Ten (10) digital images (200 dpi; . jpg format) representative of artist's work on CD, DVD, or thumb drive; and d. Image catalog, including titles, dimensions, media, and dates of originals. Materials submitted will not be returned; do NOT submit original artwork. The City of Meridian is a public agency: any information submitted is subject to release to the public as required by Idaho Public Records Law. 2. Finalists selected. By Friday, February 8, 2013, the Selection Panel will convene and evaluate all responses to the RFQ. Following evaluation, the Selection Panel may select up to three finalists, or may re-open the RFQ. Selection criteria will include: a. Artistic quality of work represented in images; b. Appropriateness of experience/expertise for proposed project sites; and c. Professionalism and artistic experience represented in resume. The Selection Panel may include representatives from MAC, ACRD, City elected officials and staff, Meridian Development Corporation, and business and residential communities, as well as arts professionals. 3. RFP open to finalists. The selected finalists will be invited to prepare proposals in response to this RFP. A stipend of $.1,000 for preparation of the proposal will be available to each finalist upon execution of a written agreement with the City and submission of a completed W-9 form. To respond to the RFP, finalists must submit all of the following materials to MAC by 5:00 p.m. on Monday, May 13, 2013: a. Narrative; b. Budget; c. Drawing or model in a professional format suitable for public viewing; and d. Material samples. 4. Preliminary evaluation of proposals. By Friday, May 17, 2013, the Selection Panel will convene to conduct a preliminary evaluation of the finalists' responses to the RFP. Following this evaluation, the Selection Panel may forward the proposals for public input, or may recommend that the RFQ or RFP be reopened. Preliminary evaluation criteria will include: a. Quality of proposal; b. Appropriateness and safety of proposed artwork for project site(s); c. Incorporation of recycled, reused or repurposed materials; d. Reflection of Meridian's commitment to environmental responsibility and sustainability; e. Consistency with Meridian's history, character, and values; f. Consistency with existing aesthetic improvements along Main Street; and g. Contribution to aesthetic and cultural vitality and sense of place. 5. Public input collected. As determined by the Selection Panel, the finalists' proposals will be put on public view and comments will be collected at locations in the Meridian community from Monday, May 20 to Friday, June 21, 2013. Call for Artists -Meridian Split Corridor Phase 2 Public Ark Pro~ecf Page 2 of 6 6. Final svaluati®n of proposals; artist selects . By Friday, June ZB, 2013, the Selection Panel will convene to make its final evaluation of all responses to the RFP. Following evaluation, the Selection Panel may recommend selection of one proposal, or that the RFQ or RFP be reopened. Evaluation criteria will include the criteria set forth above, as well as public input submitted regarding the proposals. The Selection Panel will forward its recommendation to MAC for consideration on Thursday, July 11, 2013. MAC may accept or modify such recommendation and forward its recommendation to Meridian City Council. Meridian City Council will consider such recommendation in making the final decision on Tuesday, July 16, 2013. Selected artist(s) and finalists not selected will be notified of the decision by Friday, July 19, 2013. 7. Selected proposal installed. Following selection, the selected Artist will fabricate and install the artwork, in accordance with a written agreement with the City, and with the project's final budget and timeline. A budgeted amount of $75,000 is currently available for the selected artist's commission, which amount includes the cost of engineering, materials, fabrication, and installation of the artwork. The final budget may be higher. PR®JCT TIMELINE: December 1, 2012 Call to Artists (RFQ/RFP) issued February 1, 2013, 5000 .m. Deadline for submission of responses to RFQ Oy February , 2013 Selection Panel evaluates RFQ responses, selects finalists February 11, 2013 Finalists notified, invited to respond to RFP February 20, 2013, 5:00 p.m. Deadline for finalists' signed agreement with City and W-9 form May 13, 2013, 5:00 p.m. Deadline for submission of finalists' proposals ~y May 17, 2013 Selection Pane[ preliminary evaluation of finalists' proposals ,gay 20®Juns 21, 2013 Public input regarding finalists' proposals By Juns ~, 2013 Selection Panel final evaluation, recommendation on proposals July 11, 2013 Selection Panel report to MAC; MAC decision/recommendation July 16, 2013 MAC recommendation to City Council; City Council final decision By July 19, 2013 Selected artist and not-selected finalists notified of decision July 31, 2013, 5:00 p.m. Deadline for selected artist's signed agreement with City August 2013®May 2014 {approx .) Fabrication May 2014 (apr®x.) Installation This timeline is subject to change. Submitted materials must be physically received by MAC, at the address below, by 5:00 p. m., on specified deadlines. Responses that are postmarked or en route, but not received, by specified deadlines wilt be considered late and will not be considered. Artists will receive all notification by letter sent via U.S. Mail. C®NTACT: Mail or deliver applications to: Q.usstions, via email: Thank you for your interest! Meridian Arts Commission Attn: Emily Kane . 33 E. Broadway Avenue, Suite 303 Meridian, Idaho 83462 Emily Kane ekaneC meridiancity. org Call for Artists -Meridian Split Corridor Phase 2 Public Art Project Page 3 of 6 '~ ' r -. , , ~ - 111. i ~.~'.~ ~ 1~1fU~L !7 ~~i>r;tP_ I ~ ~: r~}ilti}d~~:LI~F ~i(3~1L~ ;, ,. ,, ... =,a.. , ~ ' .. $fx~ ,..... Call ~'orArtists - AAeridian Split Corridor Phase 2 PublicArt Project Page 4 of 6 ~i z, . i ,> .~ a 'ii °r-i i ~: ~i '~ . ! .^' ..... 4F.a: !~; .i •~.i y,~i., _ f 3 '^cy: P": . i ~~ .~ ,5 .. .. _.... .. ~. ~ .._... ... 1' C ~ _ ...,,..: .._._.... .....,._., . ~ .r, ... _ ._.... ~ ...W....,~. a ~ , , i t ~ ~ .. M. .... ~ I .~.,ac v ~ . « u Via" f #)' ~~~, ay.«..:.~a.:.. - s ..».. p ~.. - a ~ '~ ~~ i. :r K} a~ ~ Ts ~ w~ .~.. v _. .. .. ,.....,. ~ .. ten,..:.. i..,.-4 ~~ .,..: ~ . i ~2`. : fk'°~°'s ' y : s -rF- ~ -~... x!i " ~.. i t . -~` 9t f-!`~a'`t 5, r a..:.... x;^""^s .. ...:...... ..... 'IE y, r, ~ s. TT ~~ a f A H a xissY - {~ ~I f".~ .T 1~.~ }:I RIx~ ~Y ~ .y'"~^~. Y -Y ~.~~... ~i '~ ~'~ ii ~'_ t {- ~ -.: ... :3- ....,. ~l j .:r lr^ wW ..«..,..~.^~~'~,....m...,..,,: r.....:na r,,.::;;r:...°.:`lr'~..,..~.~„'_'-' ... .-~di{<c:::zr <: ~--~ .......- ~;'~. 'i1'r ~ ~( : -~°~ ~~ ~ ~ _ ~' ,;:, ~`~ r3 - ? ~. ~~- ,; I ~ (~. a :~ j~..E ~,. ~ ~~ ~. . , o ,~, f ..~ .,..,..r It'~S~ r 1ryf . p.. '~~;~~:::r::::::s :::rt ..!". -.+.~.'}~t~,~u:.:;.:...::., ~ ~+..w».~7~~.~..........~. s...r ..ni....^'°.^..'°." IY~~....... .... ............... - 4 yI i ~• I I. F. tL ji( 1', Call for Artists -Meridian Split Corridor Phase 2 Public Art Project Pale 5 of 6 Call for Artists -Meridian Split Corridor Phase 2 Public Art Project Page 6 of 6 i it i ® March 1, 2013 DATE: I E_~STAFF TO I AGENCY I APPLICANT ( NOTES ( INITIALS r ! ~ ~~ ~.k-~~ __ f~ ~~~ _ ~~ S fe ~f~ ~ ~~„ _~z. r~:~~_ _ ~~~ t~ k- ~ ~z-~` r~.-~ Meri~ic~n Settlers Perk CABLEf1N MOVIE NIG~IT IN MERIDIAN 2013 SINGLE-IG T SP~DNS S I AG EMET This CABLEONE MOVIE NIGHT IN .MERIDIAN 2013 SINGLE-NIGHT SPONSORSHIP AGREEMENT ("Agreement") is made on this day of , 2013 ("Effective Date"), by and between the City of Meridian, a municipal corporation organized under the laws of the state of Idaho, whose address is 33 E. Broadway Avenue, Meridian, Idaho ("City"), and RC Willey, whose address is 3301 East Lanark Drive, Meridian, ID 83642 ("Sponsor"}. For good and valuable consideration and in consideration of the mutual promises and covenants herein contained, City and Sponsor agree as follows: 1. Single-Night Sponsorship. Throughout the term of this Agreement, Sponsor shall be, and shall be recog~~ized as, the Single-Night Sponsor of City's August 16th, 2013 installment of the weekly summer CableONE Movie Night in Meridian event series. As such, benefits insuring to Sponsor throughout the term of this Agreement shall include those enumerated for Single-Night sponsors in the CableONE Movie Night in Meridian 2013 Sponsorship Packet, attached hereto as ExhibitA. 2. Payment. By 5:00 p.m. on March 3 1, 2013, Sponsor shall prepay to City three hundred and fifty dollars ($350.00). In the event the Sponsor fails to pay this amount in full in a timely manner as provided herein, City may terminate this Agreement in the manner therefor as set forth herein. In the event that the Cab1eONE Movie Night in Meridian program is discontinued, or the showing is cancelled or shortened before Sponsor's promotional video is shown, no portion of the amount prepaid shall be refundable, though City shall issue a raincheck to Sponsor for redemption as a Single-Night Sponsor in the following season. City shall make all decisions regarding scheduling. In the event that the CableONE Movie Night in Meridian program is discontinued, or the showing is cancelled or shortened after Sponsor's promotional video is shown, no portion of the amount prepaid shall be refundable, and no raincheck shall issue. 3. Promotion. a. City's efforts. With regard to CableONE Movie Night in Meridian, City shall undertake the promotional and advertising efforts enumerated for Single-Night Sponsors in the CableONE Movie Night in Meridian 2013 Sponsorship Packet, attached hereto as Exhibit A. MOVIE NIGHT SINGLE-NIGHT SPONSORSHIP AGREEMENT PAGE 1 of S ~. Prornotional Item ~i~nitatlons. The sale or distribution of any food, drink, or other promotional item by Sponsor at Sponsor's booth, as allowed in the Cab1eONE Movie Night in Meridian 2013 Sponsorship Packet attached hereto as Exhrbrr A, shall not be permitted without prior written permission from City. Such permission may be withl~eld or revoked at any time and for any reason. City may also, at any time, require that Sponsor discontinue the distribution of any promotional item that City deems to be negatively impacting concessions sales or deems not to be appropriate. c. '~idco production, 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, P'urtl~er, 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, indernnif'y, defend and hold harmless City frairt all claims, suits, judgments, proceedings, losses, damages, costs, and expenses, o#' any nature whatsoever, including attorneys' fees, foc• which the City may became Liable by reason of City's displaying of Sponsor's audio or video Dopy, artwork, or other content, including but not limited to claims for libel, violation of privacy, plagiarism, ar copyright violations, 4. Term. The term of this agreement shall be from the Effective lDate through September l , 2013, unless earlier terminated by either party by the method established herein. ~. Cancellation; scheduling. The parties acknowledge that the 2013 CableONE .Movie Night in Meridian event sec•ies schedule shall include twelve to fourteen (12-14) weekly movie showings dciring Jtu~e, July, and August, but cancellation of any or all movie showings may be necessary duo to weather ot• other conditions or circumstances, City shall have sole responsibility and discretion in scheduling and/or cancelling Cab1eONE Movie Night in Meridian and all movies and activities related thereto, including any and all related activities by Sponsor. T'he parties hereto expressly acknowledge that Settlers Park is a public space, the management and scheduling of which shat! at all times be within tl•te sole purview of City, Any right or privilege granted to Sponsor by this Agreement shall include neither tl~e right to exclude any law-abiding person from CableC)NE Movie Night in Meridian, nor Che right to interfere with any person's concul•rent, lawful use af' Settlers Park where such concurrent use does not conflict or interfere with ,Sponsor's use. 6. Insurance Sponsox'9S reap®nslbility, City shall not provide insurance to cover loss, theft, or damage of any cyttipment, materials, or personnel used or employed by Sponsor in the furtherance of this Agreement, or to cover any activity undertaken by Sponsor in the exercise of the rigI~ts or the furtherance of the obligations dcscrib~cd herein. Any and all insurancc of each party's respective property and personnel shall be the sole responsibility of that party, Sponsor shall obtain all nccessac•y insurancc as maybe 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 insurancc, automobile: insurance, worker's compensation insurance, and/oI• property insurancc. Mt7VII; NIC'iHT$INCiI.,r-1`rTrrHT SP()l:S()TtST~IIP 1~,GI2T:t'.MIaNT PAGE 2 of ~ ~, 7> ITse of City's Warne, 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 tl~e Mayor's Executive Assistant. E. Terminatio~r. a. Terrninatian far cause. Tf 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 al' misconduct in the performance of this Agreement; or if either Party willfully or neglYgently defaults in, or fails to fulfill, its material obligations under this Agreement, the other Party shall have the Fight to terminate the Agreement by giving written notice to the defaulting party of its intent to ter•Irrinate, and shall specify the grounds for termination. T'he defaulting patty shall have two (2) days after such notice is sent to cure the default. If the default is not cured within sctch period, this Agreement shall be terminated upon written notice of st,rch termination by the tertrtinating party, b. IVq corupeusatiou upon termirtatiorr<. Cn the event of termination, neither Party shall be ei7titled to compensation or damages for any ecluiprnent ar materials provided pursuant to this Agreement or obligations incurred in fnrtl~erance of'the rights conveyed by this Agreement. 9, P`hotggraphy and recording, City shall be authorized t4 photograph, record, video tape, reproduce, transmit, ot~ disseminate, in or from Cable~NE Movie Night in Meridian, all related aGtiVlties for educational and public information purposes. City shall not be responsible for the actions of persons who are not under its employment ar c4ntr41• l 0, 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 ofi' employet• and employee between Sponsor and City ar hetweeti .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 far others during the terra of this Agreement, Sponsor shall have no authority or responsibility to excrc;ise 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, 1 l . Yudernni#~oatign. Spor~sot• sp~t;itit'ally indemnifies City and holds City harmless tram any loss, liability, claim, judgment, or action for damages or injury to Sponsor, to Sponsor's personal property or cquipmer~t, and to Sponsor's employees, agents, or voiuntccrs at•ising out of ot• resulting from the conditiotl of City's real or personal property or any lack of maintc:nancc or repair tl~~rcon, and I1ot caused by or ~u•ising out of the tortious conduct of City or its employees. Sponsor further agrees to indemnify and hold City harmless ft'otn any loss, liability, claim or• action from damages or injuries to persons or property in any way M~VII'r NIGHT $INGI„r~Nlr-rIT SPt~i~'5nItfiHII' AGRi~t'MINT PnGrr 3 of 5 €" arising out of or resulting from the use of City's real ar 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. 12. ~Vaive~. Sponsor shall, and hereby does, waive any and all claims and recourse against City, including the right of contribution for loss and damage Co persons or property arising from, growing out af, or in any way connected with or incident to Sponsor's performance of this Agreement, whether such loss or damage tray be attributable to Icnown or unknown conditions, except for liability arising out of the tortious conduct of City or its officers, agents or employees, 13. 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. 14. Time ®#` the essence, Sponsor ac)cnowledges that services provided under this Agreement shall be perfartrted in a timely trtanner. The Parties acknowledge and agree that tune 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 pet•form. 1 S. Corrlpliatnce vvi#l~ la~v. Throughout the course of this Agreement, Sponsor shall comply with any and all applicable federal, state, and local laws. (" l ta. Mon«disctri~ina#i®n. 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. 17'. En#r're Agxeemen#. This Agreement constitutes the entire understanding between the Parties. 'This Agreement supet•sedes any and all statements, promises, or inducements made by either party, or agents of Dither party, whether oral or written, whether previous to the execution hereof ot• contemporaneous l~erewitll. 'The terms of this Agreement may not be enlarged, modified or altered except upon written agreement signed by both parties hereto. 1 ~. Costs and at#a>r~~eys' 1'nes, Ii' either party brings any action or proceedings to enforce, protect or establish any right or remedy under the terms and conditions of this Agreement, the prcvatltng party shall be cntitlc;d to rrrcovcr reasonable costs and attorneys' fees, as determined by a court of competent jurisdiction, in addition t~ any other relief awarded. 19, A.gtreetnent gove>t°ned by Idaho lave. 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. 20. Cutinulative frights and z°err~+edies. All rights and remedies herein enumerated shall be cumulative and none shall exclude any other right or remedy allowed by law. I..ikcwisc, the exercise of any remedy provided for herein or allowed by law shall not be to the exclusion of any other t ~mcdy. Mc~viF NCGI3T SINGI~r^NI~iHT SPnTtsnRSHiP AGRTJ~Mt?NT PAGty ~ of S 21. 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. 22.11® a~signmeilt. 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. 23.1~1otice. Any and all notice required to be provided by either of the Parties hereto, unless otherwise stated iI1 this Agreement, shall be in writing alld shall be deemed communicated upon sending an e-mail message, addressed as follows: ~onso~-: Katie Vaage katie.vaage C~ rcwil l ey.co m City Colin Moss cmoss C~meridiancity.org Either party may change its e-mail address for the purpose of this paragraph by giving written notice of such change in the manner herein provided. 24. 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. 25. 'Vt~arranty 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. SP01~150IZ: ~, ~~,, ~ ~~ Auth rued Representative Signature G~ ~-~~~ Please Print Name CITY ®F MERYDI~,I`T: BY: Tammy ~e eerd, Mayor C!~~11.~/y7/l1 C~S57 "~ Title Date ~- MOVIIr NIGHT SINGLF.-NIGHT SP(~NSnRSHIP AGRLEMPNT PAGE S Of _S ltl ~ ~ O ~!~ 2013 Sponsorship Packet \2 3'~ ~~ ` Ff 1 r' Li i t .~~/ .v ;~, 1 1 1 1 CiQGKY M4U41TAIN AtiQ10 VISUAL ANC, elc®xne ® ~~ Teams ! Meridian Parks and Recreation is very excited to bring ~.® B~ back in 2013 ! After I~icl~ing off the program in 2007, we've had six extremely successful seasons. Last year, an estimated 1,500®2,500 people flocked to Settlers Park every Friday in the summer to participate in what has become Meridian's biggest slumber party! We're hoping to build on that success and malce 2013 our best season yet! This prograYn is designed to provide Meridian residents with a series of fun and inexpensive events to attend during those beautiful summer evenings. Every Friday from the beginning of June through the end of August, we will set up our huge, 30'x17' inflatable movie screen and invite the public to enjoy a family friendly movie for FREE ! ® ~. .~~.® provides a great community atmosphere and has already become a favoY7te summer activity of many Meridian families. - - - -- ~. --~-. ~. , ,;.~t ~ IJ L! iY ~:~~ iN~ t~ ~ rl I~~(F/ 'R ~ c4'_ r' ,~ ~ e ~ ~ `~~1. ~ ~ ~ ~ ~ ~ r ~,~ . i ~ . !r.~ ,~~ r ~,~, ~, ;; ~ _, _ .; i ~ ~ ~ ,,~~ ~ r ~~ ~ (: ~ ~ ~~ ~ r \+~ n'~' ~,n _ r _. 1 Sincerely, Colin Moss Recreation Coordinator Meridian Parrs and Recreation 33 E. Broadway Ave. Suite 206 Meridian, ID 83642 Phone; 888-3579 Fax; 898-5501 ~:~~_ ~~<<_ i r ~ f~ ~; (ail i :~ r ~ ~ ~ ! ~~~J 3a i~~ tft 1 2 f {{~~~~ `[)hill-~, /j 1 f ( 'k 1 ' r 1 1 1\li ~I{~` } , k~~ ~ /1 L:-~ti~ ~y ~i. ~11 ~~~ _~. ~__-. ~ -~_~~ ~ - r ~ ~ l ~ 4r i~~,~ ~~ ~ ~C~ ~~i'_. '~ t d 1 .v+. ~ t' f ~ L~ - r__ ~. The fact that ~.[nE~C`~~.~ Z;~...~1rt ~ ® is free to the public is the biggest reason why it's been such a huge success and that is only possible with the help from a great team of sponsors. Please read the following pages to learn more about the different sponsorship levels that are available and to decide which level is right for your organization. Please contact me using the information below with any questions you may have about this exciting program. See you at the show! E-Mail: cmossC~meridiancity.or~ :~. www.meridiancity.org/earl{s rec www.facebook.comlmeridianparksandrecreation _ ;:_i . ~~ ~i x '1 Srg~ ~, 1 ~, - ,~ n~ f , - - ,: Single Ni ht Sponsor "H;~~ i~y ®~° ~® will ~rec~re® ® Recognition as one event's sponsor in all promotional efforts for that event. The opportunity to promote your business or organization at your movie night through product displays, sampling, demonstrations, etc. It is also encouraged to organize activities that add to the appeal of your movie night. Examples include bounce houses, live bands, games, raffles, etc. The opportunity to insert one (1) thrty:(30)...second advertisement into the pre- movie video at your movie ,night. The opportunity to hang up o two (2) banners no wider than. eight (8) feet each around the seating area during your sho~?v. 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 1inl~ed to your websxte on the Csty ofMeridian website next to your event's listing on the C~ableONE NTovie Night in Merldiaa page. Your logo and a link to your websit~ on your; movie night's event listing on the Meridian Par1~s and Recreation ;page on Facebool~.. Your logo next to your event's listing on the CableONE Movie Night in Meridian flyers that are distributed throughout the season. ~Y ri~ ` ~1s1--~// ~~sl~~ ~'~ ~'~ 1 ~r~~l ~l-.l L).a~ ~ ® C'~_:v1,7'f~ ~~~/~l_.~{' ~ C~JIYm.[.%-d /~ f' C..~U{ c.. ~>~1--y ®t/ rase tiny p®s®r ~. ~. ~~- __ , ®r° ' Y®u will receive o Recognition as the series presenting sponsor for one (1) full season in all promotional efforts such as TV, newspaper, radio, e-mails, Internet, and flyers. One season will include up to fourteen (14) shows during the summer months of June, July and August. The opportunity to :set iip a booth at each show during your season. The opportunity o insert one (1:) thirty '(30) econd advertisement into the pre- movie video at each shaw:duling your season. Your logo displayed and your business or organization's name spol~en in the "Sponsored by'' portion of tie welcoming video at every show. The opportunity to'>hang one (1) banner on the movie screen anc~ up to two (2) banners no wider than'eight` (8) feet each around the seating :area at each show. Banners around se-atii~g .area must be free-standing. There will l?e no fences, trees, bL111d1ngS, etc ~ around .the seating ai ea to hang your banner on. Your logo llnl~ed to(your website oi~ the :City of Nleridia~ website above the movie schedule they CableONE IVlove Night in IVlerid.lan-page. Your logo and n llnl~ to youx website on every CableONE Movie Night in Meridian event lzsting en the IV.teridiari Parrs and Reereation page on Facebook. Your logo in the Meridian Parks and Recreation Summer Activity Guide in the advertisement for the upcoming season. Over 25,000 copies are distributed through direct mail and the west Edition of the Idaho Statesman and the guide is promoted heavily online throughout the summer. Available only if sponsorship is confirmed by March 31St Your logo at the top of the Cab1eONE Movie Night in Meridian flyers that are distributed throughout the season. i i DATE: I E-MSTAFF TO I AGENCY I APPLICANT I NOTES I INITIALS TASK ®R®ER NO. ~ 00~ Of Under the MASTER AGREEMENT FOR PROFESSIONAL SERVICES BETWEEN ITY P M RI IAIV (CITY) N CHM HILL ngineeP~, Inca { NGIIVER) This Task Order is made this 12t" day of March 2013 and entered into by and between the City of Meridian, a municipal corporation organized under the laws of the State of Idaho, hereinafter referred to as "City", and accepted by CH2M HILL Engineers, Inc., hereinafter referred to as "Engineer" pursuant to the mutual promises, covenant and conditions contained in the Master Agreement (Category 1 A) between the above mentioned parties dated December 6, 2011. The Project Name for this Task Order 10010f is as follows: ITY t I ri w ~ r ~r i t d r i r°a a~ r d I ACKG®UN®/ R®JECI° ®VERVIEW The City of Meridian (City) plans to construct a new 2.0 million gallon potable water storage reservoir and booster pump station on a parcel of City-owned land approximately 800 feet south of East Victory Road and immediately east of South Locust Grove Road. Ifi is expected that the above-grade reservoir will be constructed of welded steel. Starting in 2010, Engineer assisted the City with the preliminary design of this project and prepared a Preliminary Engineering Report for the Idaho Department of Environmental Quality. Engineer was in the process of continuing the design toward apre-final submittal to the City, when the design phase was temporarily halted so that the City could work with residential neighbors in the vicinity of the project parcel to mitigate their concerns about the project. In addition to a number of public meetings held with these concerned citizens, a second property search was then conducted by the City to determine if a more suitable site for the reservoir and booster pump station could be found. This search found that no other more suitable sites existed, and therefore the City proceeded with the annexation and re-zoning process, which was completed at the City Council meeting on January 2, 2013. With the annexation and rezoning process completed, the design documents for the project can now be completed. The City anticipates construction to start in spring or early summer of 2013. Task Order 10010f Page 1 of 22 Meridian Ground Reservoir No, 2 -Final Design CH2M Hilf Engineers Inc KEY ASSl1MITlNS 1. Workshops and work product City review meetings attended by Engineer's staff will be held at the Meridian City Hall. 2. The design decisions made will be based on the federal, state, and local codes and standards in effect on the date of the authorization to proceed. Any changes in these codes may necessitate a change in scope. 3. No environmental or sensitive areas permitting work is anticipated to be necessary for this project and none is budgeted. If any investigation and remediation of possible hazardous waste, asbestos, lead paint or other types of contamination is necessary City shall execute those tasks or assign them to Engineer via task order change order. 4. The City will be responsible for document reproduction services necessary for distribution of documents to bidding contractors or other requesting agencies. Engineer has not included budget to cover the expense of reproduction costs for any of the work products and/or deliverables denoted in this Task Order. 5. The City Purchasing Department will be responsible for administering bid solicitations for general construction contractor selection. Engineer will provide the City with technical specification sections including General Requirements (Division 01). Engineer's standard master specifications will be used as the basis for technical specifications, including Engineer's standard Division ~ documents. The specifications for the project will be the current 49 division version of Engineer's master specifications. The City will be responsible for producing Division 00 specification sections including Procurement Requirements and Contracting Requirements. 6. This scope of work includes submittal of construction documents for review by Idaho Department of Environmental Quality (DEQ) only as required by IDAPA 58.0 .08-Idaho Rules for Public Drinking Water Systems. No other permitting requirements (including potential air emissions permit for engine generator) are included or budgeted as part of Engineer's services and all such services will be performed by the City. If requested, Engineer will include additional permitting services as part of a contract amendment. 7. As the discussion topics, options, and results of the Coordination with Residential Neighbors (Task 5) cannot be entirely anticipated by Engineer or the City at the present time, the level of effort for this Scope of Work has been provided in explicitly budgeted hours for key staff. Engineer will not expend more effort on this Task Order than what has been budgeted herein without prior authorization from the City. 8. City will provide to Engineer all data that it has available that is needed or relevant for development and design of the Project. Engineer may rely upon the accuracy, completeness, and timeliness of the data provided by the Gity. Task Order 10010f Meridian Ground Reservoir No. 2 -- Final Design CH2M Hill Engineers Inc Page 2 of 22 9. Any cost opinions or project economic evaluations provided by Engineer will be on the basis of experience and judgment, but because Engineer has no control over market conditions or bidding procedures, Engineer cannot warrant that the bids, ultimate construction cost, or project economics will not vary from these opinions. 10. Unless directed otherwise by the City, Engineer will incorporate into the project the comments received at the January 18, 2013, final design chartering meeting. These comments carne from Clint Worthington and Dennis Teller, and included the following significant items: a. New HGL values for distribution Zones 4 and 5. b, Need for pressure irrigation system for landscaping. c. Need for evaluation of cathodic protection for the steel tank. d. Need to evaluate mixing options inside the tank (mechanical mixing and mixing through numerous inlet ports). e. Provide underdrain/leakage detection system below steel tank floor plates. f. Modify piping layout so that flows to reservoir and to the system can be metered independently. g. Provide a small diameter recirculation line from the tank to the pump station and a chlorine residual analyzer. h. Provide surge analysis of City's distribution system and provide design for appropriately sized surge tank(s) on the site or in the building. i. Re-evaluate space on site for future building addition considering the fact that water treatment (for iron and manganese removal in addition to simple chlorination) may be apart of the building space requirements. j. Provide engine generator specification so that procurement of this equipment can be included as an additive alternate bid item. k. Add electrical equipment and engine generator to startup task. Incorporating many of the comments above will require redesign effort on the package of drawings and specifications that were not completed in 2010. Furthermore, the comments received include some additional tasks that were not part of the original preliminary design scope of work (from 2010}. Thus, the total design effort to complete the project is significantly greater than the budget that remained from the 2010 design phase. There were other minor comments received at the final design chartering meeting that are not listed here because they do not significantly affect the scope of work. A list of all comments discussed during the final design chartering meeting and our proposed method of incorporating each comment is included as Attachment A to this Task Order. R®JECT °TSKS The project phases, along with other support responsibilities, are divided into the following major execution tasks: ® Task 1 -Project Initiation and Management ® Task 2 -- Quality Assurance/Quality Control Task Order 10010f Page 3 of 22 Meridian Ground Reservoir No. 2 -Final Design CH2M Hill Engineers Inc ® Task 3 --Project Chartering and Site Visit ® Task 4 -- Final Design ® Task 5 --Coordination with Residential Neighbors ® Task 6 -Bid Services Task 7 -Services during Construction A list of the anticipated drawings that will be produced by the design team as part of Task 4 is included as Attachment B to this Task Order. Each task is described in more detail below. `task 1 -- P~®iect initiati®n and anagernent Engineer will provide the resources necessary for project initiation and management throughout this phase of the project, including: ® Scoping, contract review/execution, and project accounting setup. ® Prepare a Health & Safety Pian for onsite work activities and obtain staff endorsement. Prepare a Quality Management Plan for work tasks and confirm adherence by Team project staff. ® Supervise and manage design team project staff for execution of work tasks. Provide contract administration. ® Project documentation and coordination. ® Monitor project progress, including work completed, work remaining, budget expended, schedule, estimated cost of work remaining, and estimated cost at completion. Coordinate with and provide monthly updates to the City's Project Manager with invoices. Monitor project activities for potential changes, anticipate changes when possible, and with City approval, modify project tasks, budgets, and approach. ® Prepare and submit monthly billing with a brief description of the work completed during that billing cycle. ® Manage the quality control review of work activities and project deliverables. Identify senior technical staff for the various technical disciplines and oversee the adherence to the plan during the execution of the work tasks. Purchase E-Builder construction program management software license (to be reimbursed by the City) at a cost of $1,276. Deliverables ® Periodic written project design schedule updates to keep the City's Project Manager informed as to the changes to the initial schedule outlined in this Scope. ® Monthly project invoice statements with a brief description of the work performed. Task Order 1001 of Page 4 of 22 Meridian Ground Reservoir No. 2 -Final Design CH2M Hill Engineers Inc Task 2 ~ Quality Assurance/Quality Control An internal QA/QC review of the project will be performed at the pre-final phase by senior reviewers in the disciplines represented on the Project. Comments will be documented and categorized into major, minor, and preferential comments. Comments will be responded to by Engineer design team members and adjudicated prior to each deliverable being submitted to the City or DEQ. The QA/QC process will be defined by the Team in a Quality Management Plan (QMP) that will include the following major components: Definition of Key Project team member and their role in the Project, ® Definition of the Project core technologies, ® Identification of the Project Quality Manager, ® The Team staff member responsible for quality control for each discipline used in the Design, and ® The milestone dates for each discipline review. `Task ®Project Chartering and Site Visit 301 Project Chartering. Engineer will lead a project chartering session with the City, the Engineer design team leads, and other project stakeholders. Chartering is a structured process used to guide the project team through defining itself in terms of its purpose, critical success factors, goals, roles and responsibilities, operating guidelines, and other elements that give the team clarity of purpose essential for high-quality performance. The agenda for the project chartering session may include the following: ® Introduction of stakeholders and team counterparts ® Establishment of the critical success factors for the project ® Review execution strategy and expected level of detail ® Review schedule and agree on key milestones ® Define roles and responsibilities between team members Review the decision making process to allow timely decisions at the lowest appropriate level. Establish decision making protocol ® Communications and reporting -- (meetings, reports, SharePoint site) ® Change management process .2 ite Visit. Following the project chartering session, the Engineer design team leads will conduct a brief site reconnaissance visit to observe field conditions, obtain photographs, gather data /dimensions of key elements, and begin to formulate solutions to the design challenges. The information gathered at the site visit will also be used to help generate the stormwater pollution prevention plan (SINPPP) as part of Task 4.5. Deliverables ® Draft Chartering Document provided to City PM as a PDF for distribution. Task Order 10010f Page 5 of 22 Meridian Ground Reservoir No. 2 - Einal Design CH2M Hiil Engineers Inc ® Updated Chartering Document based on comments /revisions agreed to during the chartering session provided to City PM as a PDF for distribution. ~ee>tings One project chartering session as described Assumptions Project chartering session will be conducted at the earliest date possible that accommodates project stakeholders' schedule demands. The session will be performed at the Meridian City Hall. Up to 5 members of the design team will participate in the project chartering session either in person or via telephone. The meeting is not anticipated to extend beyond 3 hours. ® Engineer PM and City PM will be responsible for coordinating scheduling of the meeting with key participants within their respective organizations. The City PM is responsible for identification and participation of key City personnel within the Public Works Department, Purchasing Department, etc., and other project stakeholders critical to the success of the project, ® Up to 4 members of the Engineer design team will participate in the site reconnaissance visit, which is not anticipated to extend beyond 2 hours. City will only pay travel expenses, per the Master Services Agreement, from Las Vegas for Engineer's landscape architect to attend the site reconnaissance visit. Task 4 ®inal esign The design team will engage in advancing the designs for the reservoir, booster pump station, and site. The purpose of this design effort will be to produce bid documents for the project. The documents will include site civil, landscaping & irrigation, architectural, structural, mechanical, electrical, and 1&C drawings and technical specifications. 4.1 Surge rotection and uiiding/Site Check. Engineer will perform a surge analysis of the City's water distribution system (Zones 4 and 5 only) to determine if surge protection is needed. If a surge tank or tanks are warranted, the size and type of tank(s) will be determined and the impact on the building size and configuration will be evaluated. If the required tank size is large enough, Engineer will investigate options for placing the tank(s) outside the booster pump station. A conceptual layout for the future expansion of the booster pump station will produced, including two wells and a treatment system including both chlorination and removal of iron and manganese. The original conceptual layout for future expansion (produced in 2010} did not include iron and manganese treatment, The potential impacts on the site layout and on the current building layout and configuration will be evaluated. The building size and configuration will also be re-evaluated based on the proposed piping layout, which was requested during the Chartering Meeting. 4.2 Estimated Construction chedule. Engineer will produce an estimate of the construction schedule and duration. The schedule will be produced in Microsoft Project. 4.3 raft Construction ocuments. At the start of the final design task, Engineer will incorporate the comments received from the DEQ on the Preliminary Engineering Report that was submitted in the fall of 2010. The design team will then produce draft (90%) bid documents for the City to review. Engineer will also prepare a Class 1 construction cost estimate based on (90%} bid Task Order 10010f Page 6 of 22 Meridian Ground Reservoir No. 2 -- Final Design CH2M Hill Engineers Inc drawings and technical specifications. The cost estimate will be provided after the draft documents have been delivered to the City but prior to the review meeting. The City and Engineer's design staff will then attend a review meeting where the review comments from the draft documents will be discussed. 404 Final ®nstructi®n ®cun°~ents. Engineer will incorporate the City's comments and internal Engineer QA/QC comments, these final bid documents will be provided to the City for their use in administration of the competitive bid solicitation process to select a qualified general contractor. When the final bid documents are completed, Engineer will submit the final drawings and specifications to DEQ for their review and approval. 4. St®rrnwater P®Iluti®n reventi®n Ian ('VV P). Services to be provided by CH2M HILL include development of a SWPPP to be used by the City and Contractor for final completion and submittal to the EPA as part of Notice of Intent filing process. It is anticipated that the SWPPP provided by CH2M HILL for this final deliverable task will require the City and Contractor to make minor insertions, additions, and updates for incorporation of agency consultation correspondence, personnel contact information, and tailoring of the SWPPP to match the Contractor's specific work plan in terms of equipment, materials, and work zone layout. The SWPPP developed by CH2M HILL wil( provide the basis for conveying the City's intent for adherence to the NPDES General Permit requirements to the Contractor. Based on the anticipated construction activities depicted on the project drawings, Best Management Practices (BMPs) wi(I be selected for implementation related to erosion and sediment control, good housekeeping, post-construction, and final stabilization as deemed suitable and appropriate. Design calculations will be performed to support selected BMPs. Selected BMPs will be incorporated into the SWPPP. CH2M HILL will compile literature search findings, site information, site evaluation results, and BMPs in a comprehensive document. The SWPPP will be prepared based on the EPA SWPPP Template, Version 1.1 as adopted by EPA Region 10. An electronic draft copy of the SWPPP will be provided to the City for review and commenting. The draft copy will be revised based on City review comments and a final SWPPP deliverable will be prepared and provided to the City for its use and distribution to the Contractor, ®eliverables ® Estimated construction schedule Draft (90%) drawings, technical specifications, SWPPP, and construction cost estimate for City review Final (100%) drawings,technical specifications, and SWPPP Meetings ® A 90% review meeting will be held to discuss the City's consolidated comments on the draft bid documents. Up to four Engineer design team members will attend the review meeting to be held at the City's offices. Assumptions Task Order 10010f ~ Page 7 of 22 Meridian Ground Reservoir No. 2 -Final Design CH2M Hill Engineers Inc Comments received during the final design chartering meeting (held on January 18, 2013) will be incorporated into the design, as indicated in the Key Assumptions listed at the beginning of this Scope of Work. ® The deliverables produced as part of this Task will be provided electronically (PDF) to the City PM for distribution and reproduction. The City's front-end specifications will be used for the project. These documents will be made available to Engineer for review during the 90% review period so that consistency between front-end and technical specifications can be checked. ® The City will review the draft (90%) bid document deliverables and provide comments within seven days of receipt of the work products. The City review comments will be consolidated into one document and transmitted electronically to Engineer. In order to expedite the design process, the internal QA/QC review of the draft bid documents by design team senior reviewers will be performed concurrently with the City review. Comments received internally and by the City will be jointly addressed to produce the final bid documents (drawings and technical specifications). Conflicting review comments will be resolved between reviewers by the affected discipline lead(s). ® DEQ review comments to the final construction documents will be incorporated as a separately-issued design clarification by Engineer and City-issued Work Change Directive to the contractor, if necessary. ® The design of the tank will include provisions to add a cathodic protection system in the future, but it is Engineer's recommendation that this system not be designed or installed during the initial tank construction as it could cause potential difficulties enforcing the coating system warranty. ® The estimated construction schedule will bE schedule is produced and may vary in terms contractor's proposed schedule. Estimated completion dates or milestones. based on information available at the time the of both duration and sequencing from the actual construction schedule is not a guarantee of ® The City will be responsible for conducting any correspondence with Idaho Fish & Game, US Fish & Wildlife, State Historic Preservation Office, and other agencies as needed. The City will either provide copies of the correspondence to Engineer for inclusion if available or will be responsible for adding completed correspondence to final SWPPP deliverable. For the SWPPP, the following maps will be generated by Engineer- General Site Map, Overall Vicinity Map, Construction Improvements (up to 3 sheets}, and Details (no more than 1 sheet). ® The project construction contractor will be responsible for adding the following to the SWPPP: NO( and acknowledgement letter from EPA/State, project construction schedule, dewatering plan, spill prevention and control plan, and subcontractor list. Engineer is not responsible for training, inspections, oversight, maintenance, or updates related to the SWPPP. Task 5 -Coordination with Residential Neighbors It is possible that further coordination and dialogue with residential neighbors will be necessary as the design progresses. At a minimum, it is anticipated that at least one more meeting with Task Order 10010f Page 8 of 22 Meridian Ground Reservoir No. 2 -Final Design CH2M Hill Engineers Inc residential neighbors will be needed to show them the draft final documents and explain to them any changes that were made (especially to the site or to the exterior building elevations) during the final design process. This task is separated from the design tasks since it is a scope item over which Engineer has little to no control. If the task requires more or less effort than what is assumed below, Engineer and the City will adjust by change order the amount for this task. Deliverables ® None Meetings ® It is assumed that one meeting will take place to discuss any changes to the design made during the final design phase. Up to four Engineer design team members will attend the review meeting to be held at the City's offices. Assumptions ® It is assumed that no significant scope changes in the design will result from residential neighbor comments or requests at the meeting. Any such scope changes that the City agrees to incorporate shall be accompanied by a corresponding change order to this Task Order. ® No travel expenses are included for landscape architect to attend (will participate, if necessary, via conference call). `Task 6 -Sid Services 6.1 Contractor Questions. Engineer's design team will respond to technical inquiries posed by prospective bidders throughout the bid period concerning interpretation of the drawings and technical specifications. Bidders questions sent to the City Purchasing Department will be routed to Engineer PM and responses returned to Purchasing for inclusion in bid period addenda. The City will review responses by the Engineer design team prior to issuance of addenda. 6. redid Conference. Engineer will assist the City by participating in a pre-bid conference for prospective bidders at the project site. The Engineer's PM and up to two design leads will attend the pre-bid conference, which is not anticipated to extend beyond 3 hours. 6. Conforrrned ocuments. Following the contract award, Engineer will prepare a conformed set of drawings and specifications, including any changes made to the contract documents through the bid period addenda, Deliverables Conformed drawings and technical specifications in PDF format. Meetings ® Pre-bid conference at the project site, as described above. Assumptions ® It is assumed that the project will be bid only once. ® The budget for responding to bidders questions is based on an estimated 18 inquiries for a total of 24 hours inclusive of processing time. Task Order 10010f Page 9 of 22 Meridian Ground Reservoir No. 2 -Final Design CH2M Hill Engineers !nc ® City will be responsible for making any reproductions of the conformed documents and delivering them to the Contractor. City will review bids and make contractor selection. Task 7 ~ ervices ®uring Construction Engineer will support the City during the construction phase of the project by providing Engineering services as described below. 7.1 Pre- onstruction Meeting. Attend apre-construction meeting with the Contractor and City. Budget assumes one meeting for a total duration of four hours including travel time for the following list of attendees: Project manager/structural engineer, civil engineer, electrical engineer, and mechanical engineer. 7. Subrnittai Review. Review and respond up to 100 original technical submittals and 50 re- submittals from the Contractor and provide review responses to the City Project Manager. Budget assumes an average review time of two hours per submittal including processing time. 7. RPI and 'ilUC .Review and respond to requests for information (RFI) from the Contractor. Develop content for Work Change Directives (WCD). Budget assumes 20 RFIs at three hours each and ten WCDs at three hours each 7.4 Contractor Payment Request Support. Assist City in the review of Contractor Payment Requests. Budget assumes 13 payment request reviews atone hour each, 7.5 ontractor Change rder Request Support. Assist City in the review of Contractor Change Order requests. Budget assumes five change order reviews at two hours each. 7.6 Construction rogress eetings. Attend bi-weekly construction progress meetings at the construction site. Budget assumes 52 week construction period for a total of 26 meetings at three hours per meeting (includes travel time) with project manager attending each meeting and allowance of 30 hours for discipline lead attendance based on discussion topics. 7.7 Site Visits. Conduct site visits for periodic field observations to observe construction at appropriate intervals by one technical design staff. Budget assumes each site visit requires up to four hours of labor, including travel time and documentation of field notes, with the following number of site visits assumed for discipline design leads (or their designee): Civil 2 site visits Landscape 1 site visit Architectural 2 site visits Structural 8 site visits Mechanical 8 site visits Electrical 8 site visits Corrosion 7 site visits Two of th.e seven site visits for the corrosion discipline will be performed by Engineer's corrosion engineer, while the remaining five will be performed by one of Engineer's Boise-based engineers or construction inspectors, under our corrosion engineer's supervision. Tasl< Order 10010f Page 10 of 22 Meridian Ground Reservoir No. 2 -Final Design CH2M Hill Engineers Inc The City will only pay travel expenses allowed in the Master Services Agreement for landscape architect and corrosion engineer to perform site visits indicated (both individuals work from Engineer's other western-US offices outside of Idaho). 7p~ ubstantiai ®rnpleti®n ite Visit. One substantial completion site visit is anticipated. Engineer will attend this site visit with the City and the contractor to observe completed construction and assist in punchlist item identification. Engineer will review and provide comments to punchlist prepared by the City. Budget assumes the following: - Attendance at one substantial completion visit for balance of work by design team (up to 5 Engineer technical staff and project manager) with a six hour allowance for each attendee, including travel time and punch list review. 7e9 tartup C®rnrnissi®ning. Attend startup, testing, and commissioning of the new booster pumps, HVAC equipment, electrical equipment, and engine generator. Budget assumes two hours for the Engineer's project manager, asix-hour allowance for the mechanical discipline lead, and an eight-hour allowance for the electrical discipline lead to participate (16 labor hours total), 7010 r®ject Rec®rd rawins. Prepare project record drawings based primarily on as-built notes and drawing redlines provided by Contractor following completion of construction activities and supplemented with Engineer field notes from intermittent site visits. Budget assumes a 2 hour effort by each Engineer design lead to review Contractor's as-built drawings and make changes, and a 24 hour effort by CAD staff to make changes to the drawings (38 hours total). Deliverables ® Technical submittal review comments transmitted digitally to the City Project Manager for distribution. ® Contractor RFI responses and WCD content transmitted digitally to the City Project Manager for distribution. ® Review comments for Contractor Payment Application and Change Order transmitted digitally to the City Project Manager. ® Electronic copies of field notes from periodic site visits (Task 7.7) transmitted digitally to the City Project Manager. ® Punch list review comments (Task 7.8) and Substantial Completion form transmitted digitally to the City Project Manager for distribution. ® Record Drawings --three half-size bound copies and one CD with PDF and AutoCAD files of the drawings. Meetings Pre-Construction Meeting, as described above. ® Construction Progress Meetings, as described above. Site Visits and Substantial Completion Site Visit, as described above. Assumpti®ns Task Order 10010f Page 11 of 22 Meridian Ground Reservoir No. 2 -Final besign CH2M Hill Engineers Inc ® Pre-construction meeting will take place at Meridian Public Works Department conference room. The City Project Manager will coordinate with City project team, contractor, and Engineer to schedule the meeting date and time (and conference room}. The City will be responsible for recording, preparing, and distributing meeting minutes. Submittals and RFIs from the Contractor will be entered into e-Builder. Engineer will be required to review and comment utilizing the e-Builder system, Submittal and RFI responses and WCD content by Engineer will be delivered digitally to the City Project Manager for distribution to the Contractor. ® City is responsible for documenting construction progress meeting minutes and distributing. ® City is responsible for approval of Contractor Payment Applications and Change Orders, City inspector will be responsible for performing daily inspections during construction and will notify Engineer of any material variation from design. City will provide Engineer with written documentation of daily construction inspections/observations and performance test results upon request. Contractor will be responsible for providing written verification that construction is complete and scheduling Substantial Completion Site Visit with the City and Engineer that will be mutually agreeable to the parties involved. ® Contractor (or third party provider contracted by City) will be responsible for programming of SCADA equipment. ® Contractor responsible for preparing for in advance and performing testing of electrical and mechanical systems for observation by the Engineer and the City. Contractor is responsible for scheduling tests that will be mutually agreeable to the parties involved. t ® Contractor will be responsible for keeping accurate, detailed notes and drawing redlines documenting changes from design drawings. These notes and drawing redlines will be available for review by Engineer throughout the project and the City inspector will provide periodic reviews to ensure that the Contractor is appropriately documenting the as-built conditions. ® As-built notes and design drawing redlines maintained by the Contractor will accurately convey as-built conditions and provide sufficient detail for Engineer to easily use as primary basis for producing record drawings. Engineer is not responsible for performing field survey work to produce record drawings, The presence or duties of Engineer's personnel at a construction site do not make Engineer in any way responsible for those duties that belong to City and/or the Contractor, and do not relieve the Contractor or any other entity of their obligations, duties, and responsibilities, including, but not limited to, all construction methods, means, techniques, sequences, and procedures necessary for coordinating and completing all portions of the construction work in accordance with the construction Contract Documents and any health or safety precautions required by such construction work, Task Order 10010f Page 12 of 22 Meridian Ground Reservoir No. 2 -Final Design CH2M Hill Engineers Inc TASK e6iverable/~ile~toine/,~ctivit .TES C11~EtVSA,TIfV Task 1 Project Initiation and Management January 18, 2013, to June 10, 2014 31,208 Task 2 Quality Assurance/Quality Control February 22 to May 8, 2013 ~ 0,045 Task 3 Project Chartering and Site Visit Includes travel listed above) January 18 to March 14, 2013 6,673 Subtask 3.1- Pro'ect Charterin $3,675 Subtask 3.2 _ Site Visit $2,998 Task 4 90% Deliverables to City April 9, 2013 117,184 90% Review Meetin Aril 16, 2013 100% Deliverables to City and DEQ Mav 8. 2013 Subtask 4.1-Surge Protection and Buildin /Site Check $27,463 Subtask 4.2 -Estimated Construction Schedule $4, 804 Subtask 4.3 -Draft Construction Documents $61,110 Subtask 4.4 -Final Construction Documents $14, 789 Subtask 4.5 - SWPPP $9, 018 Task Coordination with Residential February 22 to May 8, 3,300 5 Nei hbors 2013 Task Bid Services May 8 to June 21, 2013 7,338 6 Subtask 6.1 -- Contractor Questions $3,487 Subtask 6.2 -Pre-bid Meetin $1,614 Subtask 6.3 -Conformed Documents $2, 237 Task Construction Services (includes June 22, 2013, to June 115,303 7 travel listed above 25, 2014 Subtask 7.1 -Pre-construction Meeting $2, 727 Subtask 7.2 -Submittal Review $39,816 Subtask 7.3 - RFI and WCD $12, 738 Subtask 7.4 -Contractor Payment Re ues t $2, 060 Subtask 7.5 -Contractor Change Order Re uest $1,583 Subtask 7.6 -Construction Progress Meetin s $17,027 Task Order 10010f Page 13 of 22 Meridian Ground Reservoir No. 2 -Final Design CH2M Hill Engineers Inc ~ubtask ~ ~' ~. ~c~~i~i~n~l ~.r'~e i/isits .~..A ~. 2~i,~'81 ~ubta~k 7 8 W ~ubst~rrfiaC Compl~tian - ~lt~' ~/1~'1 ~ ~, 9~~ ~ubta~k ~ ~ - Sfartup ~c~mmissvrilr~g - ~, X41 ,~ubtask ~: ~ D ~ Pro `ect F~ecord bra v~ing ~a 3]~~ ~-~,.a.. *a~~ ~u t J F4 t. ~_ )~ F~ jr k_ j L.~i ~~ ' 1 f'~ yy tr ~l. 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G p ~ i N ~ N ~ ~ v N Z ~ ~~ fD p p z y= y= U C . g ° S.o .p q) ~ ® ~ ~ CO L ~ • t~ u L - ~ a ~ ca ~ o co ~ ~ - ap ~ ~ _ ~ f° a~ Q +, c - ~ `~ ~ ~ ~ .~ o ~ ~ c , i 5o U ~ -~ f11 ~ ' i" to ~ L ~ ~ ~ V ~ ~ • • e® ~ .N ~ c~ p ~ ~ ~ ~ ~ ~ ~ k-- QJ Ca ~ ,~ cII ~ ~, D.'~ ~ ,~ u • ® ,~ t ,~ ri ~ ~ ..p p ~ r ® ~ ~ >? ~ 41 (~ L 41 ~ ~ O ~ ~ ~ p V +-' QJ .® ~ L x ~ +~ ~ ~~ c ® ~ p ~ -p ~ ~ , '±- ~ Q p , L ~ ~ ~ tll ~ ~ N ^, `"~ U ~ ~ • C C O ~ p ~ .~-+ , ~ Q~ ~ ~ ~ ~ N ~ z ° ~ ~ ~ v ~ of ,~ ~ ~ ~ ~ ~ ~ N ~ p ~ ~ ~ O ~ L hA V ~ ~ E ~ v 'n ~ ~ ~ ~ ~n N ' ® , N f0 C ~ CS N ,N p v c .~ Q o z~ ~ o ~ ~® ~ ~ U ~ I~ ~ ~ U U .~ n ~ ~ ~ C_ ~ ~~ O w N = 'C N ~v ~lleriian Ground Reservoir fVo. 2 and booster ulm Station Anticipated Sheet List Sheet No Drawing Number Titie 1 G001 INDEX TO DRAWINGS & LOCATION MAP 2 G002 CIVIL & ARCHITECTURAL NOTES 3 G003 STRUCTURAL NOTES 4 G004 STRUCTURAL NOTES & ABBREVIATIONS 5 G005 STATEMENT OF SPECIAL INSPECTIONS 6 G006 STATEMENT OF SPECIAL INSPECTIONS 7 G007 MECHANICAL LEGEND 8 G008 ELECTRICAL LEGEND 9 G009 ELECTRICAL LEGEND 10 C101 SITE LOCATION & GRADING PLAN 11 C102 YARD PIPING PLAN 12 C103 SITE DETAILS 13 C104 LANDSCAPING PLAN 14 C105 IRRIGATION PLAN 15 C106 LANDSCAPING NOTES & DETAILS 16 5101 RESERVOIR FOUNDATION PLAN & NOTES 17 S201 RESERVOIR ROOF PLAN & ENLARGED PLANS 18 S301 RESERVOIR SECTIONS ~ DETAILS 19 S302 RESERVOIR PIPING ENCASEMENT SECTIONS 20 5303 RESERVOIR DETAILS 21 S304 RESERVOIR DETAILS 22 S30S RESERVOIR DETAILS 23 AS101 PUMP STATION FLOOR & ROOF PLANS 24 AS201 PUMP STATION ELEVATIONS 25 AS301 PUMP STATION SECTIONS & DETAILS 26 AS302 PUMP STATION DETAILS 27 AS303 PUMP STATION DETAILS 28 M101 PUMP STATION PIPING PLAN 29 M201 PUMP STATION SECTION Task Order 10010f Page 21 of 22 Meridian Ground Reservoir No. 2 -Final Design CH2M Hill Engineers Inc 30 M501 PUMP STATION DETAILS 31. MS02 PUMP STATION DETAILS ~/leriian run Reservir R! and ®®ster Pump Stati®n nticiated sheet List Sheet No Drawing Number Title 32 M601 PUMP STATION SCHEUDLES 33 E001 ONE LINE DIAGRAM 34 E101 SITE PLAN 35 E102 PUMP STATION PROCESS PLAN 36 E103 PUMP STATION FACILITY PLAN 37 E201 CONTROL DIAGRAMS ' 38 E301 ELECTRICAL DETAILS 39 E401 ELECTRICAL SCHEDULES 40 E501 P&ID 41 E502 P&ID Task Order 10010f Page 22 of 22 Meridian Ground Reservoir No. 2 -Final Design CH2M Hill Engineers Inc i i it DATE: I E-MSTAFF TO I AGENCOY I APPLICANT ( NOTES I INITIALS TASK ®R®R NO. ~9 0045c Pursuant to the MASTER AGREEMENT FOR PROFESSIONAL SERVICES BETWEEN CITY' ~ E~1I N ( DUNE ) CH2 ROLL ENGIN E , INC (N INS ) This Task Order is made this 12t" day of March, 2013 and entered into by and between the City of Meridian, a municipal corporation organized under the laws of the State of Idaho, hereinafter referred to as "City", and accepted by ~CH2M HILL ENGINEERS, INC), hereinafter referred to as "Engineer" pursuant to the mutual promises, covenant and conditions contained in the Master Agreement (Category 2A) which includes the attached Rate Schedule, between the above mentioned parties dated December 6, 2011. The Project Name for this Task Order 10045c is as follows: IT'V F ELI IAN The City of Meridian is implementing upgrades and modifications to the wastewater treatment plant (WWTP) by the following: 1. Demolition of existing pumps, piping, heat exchangers, digester gas system, MCC, and other structural, mechanical, and electrical components associated with the existing digester control building. 2. Demolition of the existing mechanism, weirs, and piping inside an existing primary clarifier basin. 3. Conversion of an existing digester to a fermenter. 4. Conversion of the existing primary clarifier to a gravity thickener through structural modifications, installation of a new mechanism, weirs, cover, and other miscellaneous modifications. 5. Installation of pumping systems for fermented primary sludge, elutriation water, thickener supernatant, and thickened primary sludge. 6. Installation of odor control ducting and biotower. Task Order 10045c FERMENTATION AND ODOR CONTROL PROJECT- SERVICES DURING CONSTRUCTION Page 1 of 6 CH2M HILL ENGINEERS, INC Engineer shall perform the following tasks as part of the Services During Construction in support of the WWTP Fermentation and Odor Control Project during the construction phases. Task ~ ® r sect a~a a nt Engineer shall provide the resources necessary for project management associated with this phase of the project. ® Purchase of e-Builder Project Management Software in the amount of $1,276. This will be reimbursed by the City if has not yet been reimbursed on another task order. ® Scoping, contract review/execution, and project accounting. Prepare an updated Health & Safety Plan for onsite work activities and obtain staff endorsement. Supervise and manage engineering project staff for execution of work tasks. ~ Project documentation and coordination. Monitor project progress, including work completed, work remaining, Task Order total expended, schedule, estimated cost of work remaining, and estimated cost at completion. Coordinate with and provide periodic updates to the City's Project Manager. ® Monitor project activities for potential changes, anticipate changes when possible, and with City approval, modify project tasks, budgets, and approach. Prepare and submit monthly billing with a brief description of the work completed during that billing cycle. ® Project closeout and archiving. eliverables ® Periodic written project execution updates to keep the City's Project Manager informed as to the work performed during each billing cycle and as to potential changes to this Scope. ssurrr>Ip~i®rtas ® Sixty-two (62) week duration from City-issued bid documents for completion of services during construction tasks described herein. Ta k -~ r~~ uric n truth n Engineer shall support the City during field construction by providing engineering services as described below utilizing E-Builder Construction Program Management Software. ® re~nstructin C®rr'rrferer~ce. Attend apre-construction meeting with the Contractor and City. Task Order total assumes one (1) meeting for a total duration of four (4) hours Task Order 10045c FERMENTATION AND ODOR CONTROL PROJECT- SERVICES DURING CONSTRUCTION Page 2 of 6 CH2M HILL ENGINEERS, INC including travel time for the following list of attendees: Principal-ln-Charge, project manager, process engineer, electrical engineer, mechanical engineer, and structural engineer. ® Submittal Review. Review and respond up to ~ 50 original technical submittals and 75 re- submittals from the Contractor and enter review responses into E-Builder and provide to the City Project Manager. Task Order total assumes an average review time of two and a half (2.5} hours per submittal including processing time. ® RPM and WC Review and respond to requests for information (RFI) from the Contractor in E-Builder. Develop content for Work Change Directives (WCD) in E-Builder. Task Order total assumes forty (40} RFIs at three (3} hours each and ten (10) WCDs at three (3) hours each. ® ®ntractor Rayment equest upp®rt. Assist City in the review of Contractor Payment Requests. Task Order total assumes thirteen (13) payment request reviews atone (1) hour each. Contractor Change rder Request upport. Assist City in the review of Contractor Change Order requests. Task Order total assumes five (5) change order reviews at two (2) hours each. ® Construotion Rrogress Meetings. Attend bi-weekly construction progress meetings at the Meridian WWTP. Task Order total assumes fifty-two (52} week construction period for a total of twenty-six (26) meetings at three (3) hours per meeting (includes Crave[ time) with project manager attending each meeting and allowance of thirty (30) hours for discipline lead attendance based on discussion topics. ® Additi®na9 Site 1lisits. Conduct additional site visits for periodic field observations by one (1) technical design staff, as applicable. Task Order total assumes ten (12) trips for one (1) staff member at four (4} hours each including travel time. ® ubstantiai Comietion ite 1/isit. Two (2) substantial completion site visits are anticipated: one for the new electrical service feed and one for the balance of the project. Engineer will attend each of the site visits with the City and the contractor to observe completed construction and assist in punchlist item identification. Engineer will review and provide comments to punchlist prepared by the City. Task Order total assumes the following: - Attendance at one (1) substantial completion visit for the new electrical service feed by project manager and electrical engineer with a six (6) hour allowance for each attendee including travel time and punchlist review. - Attendance at one (1) substantial completion visit for balance of work by design team (up to 5 technical staff and project manager) with a six (6) hour allowance for each attendee, including travel time and punch list review. ® erations and 1Niaintenance anuaL The Consultant will prepare a Process Control Operations and Maintenance (O&M) manual that will describe the standard operating procedures for operating and maintaining the new Task Order 10045c FERMENTATION AND ODOR CONTROL PROJECT- SERVICES DURING CONSTRUCTION Page 3 of 6 CH2M HILL ENGINEERS, INC treatment processes. This Process Control O&M will be produced in a~ Word document and also in PDF format that is bookmarked for easy access to each section of the manual. ® tartup ~ ®mmiss~®r~~ng. Attend startup, testing, and commissioning of the following: 1. New electrical service feed to the Fermentation Process Control Building. 2. Gravity thickener mechanism with VFA effluent pumps. 3. Femmeneer with thickened primary sludge, fermented sludge, and elutriation water pumps. 4.Other incidental project elements. Task Order total assumes 6 hours for the project manager for each of the four listed items and one 8-hour allowance for five discipline leads to participate. Task Order total also ~ .~` includes travel expenses for three visits from out of state senior technical consultants at 16. ',' .hours each from for an additional 48 hours and a total~of 112 hours ..Travel expenses will only be reimbursed per the limits of the Master Agreeme`rit. ® ~r®jet Rec®rrd ~awings. Prepare project record drawings based primarily on as-built notes and drawing redlines provided by Contractor following completion of construction activities and supplemented with Engineer field notes from intermittent site visits. ®eliverabtes Technical submittal review comments entered into E-Builder and transmitted digitally to the City Project Manager for distribution. Contractor RFI responses and WCD content entered into E-Builder and transmitted digitally to the City Project Manager for distribution. ® Review comments for Contractor Payment Application and Change Order entered into E- Builder and transmitted digitally to the City Project Manager. Scanned copies of field notes from periodic site visits transmitted digitally to the City Project Manager. ® Punch list review comments and Substantial Completion form entered into E-Builder and transmitted digitally to the City Project Manager for distribution. ® Record Drawings --three (3) half-size bond copies. One (1) CD with PDF and AutoCAD files of the drawings. ® Preconstruction Conference will take place either at the Meridian Public Works Department conference room or at the Meridian WWTP. The City's Project Manager will coordinate with City project team, contractor, and Engineer to schedule the meeting date and time (and conference room). The City will be responsible for recording, preparing, and distributing meeting minutes. Task Order 100450 FERMENTATION AND ODOR CONTROL PROJECT- SERVICES DURING CONSTRUCTION Page 4 of 6 CH2M HILL ENGINEERS, INC ® Submittals and RFIs from the contractor will be entered into E-Builder by the Contractor and routed to the Engineer for review. Submittal and RF1 responses and WCD content by Engineer will be entered into E-Builder for distribution to the contractor. ® City is responsible for documenting construction progress meeting minutes and distributing. ® City is responsible for approval of Contractor Payment Applications and Change Orders. City inspector will be responsible for performing daily inspections during construction and will notify Engineer of any material variation from design. City will provide Engineer with written documentation of daily construction inspections/observations and performance test results upon request. Contractor will be responsible for providing written verification that construction is complete and scheduling Substantial Completion Site Visit with the City and Engineer that will be mutually agreeable to the parties involved. ® Contractor responsible for preparing for in advance and performing testing of electrical and mechanical systems for observation by the designer and the City. Contractor is responsible for scheduling tests that will be mutually agreeable to the parties involved. ® Contractor will be responsible for keeping accurate, detailed notes and drawing redlines documenting changes from design drawings. These notes and drawing redlines will be available for review by Engineer throughout the project and the City inspector will provide periodic reviews to ensure that the Contractor is appropriately documenting the as-built conditions. ® As-built notes and design drawing redlines maintained by the Contractor will accurately convey as-built conditions and provide sufficient detail for Engineer to easily use as primary basis for producing record drawings. Engineer is not responsible for performing field survey work to produce record drawings. ® Engineer has estimated this Task Order 10045C will take no more than 62 weeks. ~ ~Il ~~ ~' The following schedule is based on a Notice to Proceed (NTP} from the City by March, 2013 and resulting in engineering services being completed by June 2014. A NTP issued on a different date or delays in construction will change the schedule accordingly. C0~11PENSATION AND CO~II~LETION SCHE®ULE Task Description Due Date Compensation 1 Project Management ~ June 2014 ~ $54,202 Task Order 10045c >=ERMENTATION AND ODOR CONTROL PROJECT- SERVICES DURING CONSTRUCTION Page 5 of 6 CH2M HILL ENGINEERS, INC 2 Services During Construction June 2014 ~ $~{~~,gp4 ~A~~ ~~~E~ TOTAL ~?~`;i~~t6.~lt~' The Not-To-Exceed arrlount to complete all services listed above far this Tasl~e Order IVo. 1 ~U45c is tiro hundred fifty seven thousand six dollars ($~5~7,Q06.OC~). Na compensation will be paid aver the IVot-ta-Exceed amount without prior written approval by the City in the fdrm of a Change Order. The hourly rates for services and direct expenses are per the faster Agreement Eby this reference made a part hereof} and will be the basis for any additions and/or deletions in services renderet~. The cost of an e-Builder license and the travel expenses identified in Tasks 1 and 2 respectively, gill only be reimbursed per the Master Agreement allowances and are estimated to be $2,5U~. QTY I TAMMY de W D, MAYOR Dated: ~ - IZ - z~i~ 2 ILL It~rC i>' Dated: `~~ Groh ~I~ r oral EY: I{EIT WATTS, Purchasing Manager City ~rojeG# Manager Task Order 10d45c FERMENTATION AND ODOR CONTROL PROJECT- SERVICES DURING CONSTRUCTION rage 6 of 6 CH2M HILL ENGINEERS, INC % % :March 1, 2013 DATE: I E-MSTAFF TO I AGENCY I APPLICANT I NOTES I INITIALS FIRST ADDENDUM T4 ,F 9, OCTOBER 23, 2012 MO DU OF AGREEMENT FOR NTAL OE ROCKY MOUNT' HIGH SCHOOL AUDITO This FIRST ADDENDUM TO OCTOBER 23, 2012 MEMORANDUM OF AGREEMENT FOR RENTAL OF ROCKY MOUNTAIN HIGH SCHOOL AUDITORIUM ("First Addendum") is made this ~2 day of March, 2013, by and between the City of Meridian, a municipal corporation organized under the laws of the State of Idaho ("City"), and Joint School District No. 2, a school district organized under the laws of the State of Idaho ("District"). W IZ.EAS, the Meridian Parks and Recreation ("MPR") and Meridian Arts Commission ("MAC") wish to extend the hours of reservation and rental of the Rocky Mountain High School auditorium, Ioeated at .5450 N. Linder Road, Meridian, Idaho, to City for the dress rehearsal and peI•formance of the Missoula Children's Theatre performing arts project "The Secret Garden," on March 22 and 23, 2013, a youth program of MPR and MAC; NOW, THEREFORE, for good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged and. agreed, and in consideration of the recitals above, which are incorporated herein, City and District agree as follows. A. Updated Rental Usage Agreement. All terms and provisions of the Updated Rental Usage Agreement, concurrently executed by the parties and attached hereto as Exhibit A, are incorporated herein by reference as though set forth fully herein. The Updated Rental Usage Agreement is intended to supersede the Rental Usage Agreement executed by the parties on October 23, 2012. B. All other terms apply. Except as expressly modified by this First Addenum, all terms and provisions of the Memorandum of Agreement for Rental of Rocky Mountain High School Auditorium, executed by the parties ~'` on October 23, 2012, shall remain in full force and effect. ~' IN WITNESS WHEREOF, the parties shall cause this MOA to be executed by their duly authorized officers to be effective as of the day and year first above written. IAN JO T SCHOOL DISTRICT N0.2: FIRST ADDENDUM TO MOA WITH MERIDIAN 10INT SCHOOL DISTRICT NO.2 FOR RENTAL OF RMHS AUDITORIUM PAGE 1 OF 1 1~ Updated Rental Usage AgNeement RENTAL USAGE AGREEMENT Rocky Mountain High School ~ ~ Between: And: Rocky Mountain High School 5450 N. Linder Rd. --- ---~~~=~~~~-------------------- Meridian, Idaho 83646 ----~`---~~--~-~- -~~~ e. (Hereinafter called OWNER) ------~-~~~ __~ ~~_ __-_ (Hereinafter called RENTER) Rocky Mountain H. S. facility is hereby rented to the RENTER and terms: according to the following schedule 1 ~ Area(s)/Room(s} Rented ~- ~, 2. Date(s) of Rental: ~~~~(~ s'°~O ` ~ ~ P~- ~. between the h©urs of y and ~~~~ - - .. 3• Check areas/equipments/services on ~ ~ ~ P~ space below as per Joint School Distripct No~ zo o~i~ specify total fees to be paid in the p y 1003.20 (Rental Fees}. Total De osit -refundable ~ .~. Total of All Rental Fees From Pa e Two $ ~ ~ 4. Special conditions of the agreement: 37 t~4'~.C r~lhr• app-~~. a• OWNER will provide RENTER with a co of 3jZ~~t3 1~~~.--.s ~G ~,...~.$~~~`~' RENTER has read and agrees with all of the onditiotls bars 1003.10 and 1003.20. ~~°"' policies. of Joint School District No. 2 '~ b. No equipment other than that specified in Item O t'~5 ~` `~`' ~~ without rioi- a 4 will be furnished to the RENTER G p pproval of the rental authority/principal. ~ ~ s c. If .the building being rented is not properly cared for, the rental aut ~ retains the right to break the contract. hority/building principal d. No food or beverages will be allowed except in designated area e. Approved individuals or organizations shall be responsible for the or conduct of all attendees, deny and lawful f. Certain group programs or activities may require the rase special equipment and medical personnel. The scheduling and f airenmen, policemen, services is the responsibility of the renter. p Y ant of these g. The District will in no event retain liability for any loss of revenu the building by the Fire Marshal, or any situation out of ~ e to Lessee for closure of of God. The Lessee will be liable for any fines imposed Di on thcontrol, including an act h. No alcoholic beverage will be permitted in school bull i p e District. time. Smoking inside the District Service Center or a ~ w ere °n school property at any permitted at any time, in accordance with District policy and Statella property will not be i. Payment by the RENTER will be made prior to using the facilit w arrangements have been made with the superintendent/rental authlorr't other Y IN WITNESS WHEREOF THE PARTIES HERETO EXECUTED THIS AND YEAR AS WRITTEN ABOVE. AGREEMENT, THE DAY E3y OWNER ~ ~d By RENTER ~ ~' ` ~ ~- ( up rinten~esignee) ~- (Author'ze Representative) - Date Agreement Signed ~ . t~- . ~ _ ®~ i it March 1, 2013 DATE: I E~MSTAFD TO ( AGENCY I APPLICANT I NOTES I INITIALS i :March 1, 2013 I DATE: (E_MSTAFF TO I AGENCOY I APPLICANT I NOTES ( INITIALS i DATE: I E-MSTAFF TO I AGENCY I APPLICANT ( NOTES I INITIALS •+ _ ~, , ~ -,_ i `~, _- -- -t _ ~, . . '~ M~ri~~ r~~ ~~~ ®~~nopss ... ___~ . - `~,~~r~ Pr®n®sal - To host an annual international event in Meridian beginning in the summer of`2014. The focal .point of this event would be an Indy Car race run through the streets of Meridian. Peripheral supporting events would be held at Meridian Speedway, and various parks and venues throughout the downtown core. This would create a festival atmosphere that would showcase Meridian. ®al - To develop andmaintain an event that would not only bring significant publicity: and :prestige. to Meridian and the surrounding area, but also generate a dramatic influx of outside revenues to the local. economy. The Meridian. Grand Prix would make Meridian a more attracfiive destination/future home to businesses and potential residents alike. The Meridian Grand Prix would be a community centered event, geared to `families and supporting .local businesses. Race ®escri~ti®n -The IRL or Indy Racing league - a series that features names like Penske, Ganassi, Rahal, Foyt, Franchitti and Andretti, and the same cars that run in the Indy 500, will come to Boise to race on a `temporary circuit .constructed on existing city streets. The IRL is supported by a developmentalltraining series for drivers on their way up: the Indy Lights Series. `The main race would be run on Sunday and feature the Indy style cars, nimble beasts weighing 1,450 .pounds, generating 750 horsepower, and reaching speeds in excess of 200 mph. Typical races last two hours. A .supporting race of the Indy Lights cars would be run on Saturday. The Indy `.Lights are slightly smaller and slightly slower than their "dig brothers". Practice and qualifying for. bofih races .would be held on Friday and Saturday. Additionally, he ALMS, or American LeMans Series and AIWA Staperbkes are also under consideration as supporting events. The ALMS flea#ures .both factory models and exotic looking prototypes from Porsche, Audi, Acura, Ferrari, Corvette, BM1nl, and `Lexus. These cars are .only ` lightly slower than the Indy cars, and being full bodied, more closely resemble something a fan would drive on the. street. The AMA Superbikes are two wheeled wonders that reach speeds up to 200 mph. Supp®rfiing`Events -The Grand Prix would be the centerpiece of a weeklong event called, The Festival of Life. Talks are underway and the Festival of Life could include: a Music Festival, a title fight card featuring Dana Whi#e's top UFC fighters, a "Prelude to Pebble" Concours d°Elegance complete with historic races, a culture night featuring world-class musicians and .:performances from the ABT (American Ballet Theatre) and Trey McIntyre Group, a Motorsports Expo and Car Show, a Food Fair and Carnival. Protections -The Treasure Valley's propensity to turn out for major events is legendary. Based on the historical r~nodel provided by Long Beach, California's 40 years of success, 3 day crowds between 150,000 - 200,000 and outside revenues in the $40 million range can be expected. GP® -- The Grand Prix Association of Meridian is set up as anon-profit organization. Its primary purpose is to promote and benefit the city, state and ..community by hosting a world class event. After expense revenues will be distributed to various charitable, cultural, and educational organizations throughout the community. ~,,- ;k~ . - Advisory Board ~~ ~ 'Winston H. Moore/Chair John Jackson ::Michael Mooney Peter Oliver Jim Everett Davey Hamilton Brian Ballard Keith Bird Audience Research and Economic Impact Study of the 2011 Baltimore Grand Prix The Inaugural Race Labor ay Weekend September 2-4 Prepared by ®rwar nalytics, Inc. 3234 Eastmont Avenue Pittsburgh, PA 15216 v~ww.forwardanalytics.com i hii t th Stu y The Inaugural Baltimore Grand Prix is a real win for the City of Baltimore. It enriches the area both in terms of culture and economics. For the residents of Baltimore, the Grand Prix is a spectacular event that enhances the Labor Day Weekend and the end of summer. On a broader scale, the international race showcases the City of Baltimore to an estimated 2.7 million US viewers and an audience comprised of 75 different countries. From an economic vantage, the appeal of the event generates a significant financial inflow for the City of Baltimore. The following graph illustrates the impact of the 2011 Baltimore Grand Prix and the categories of direct spending. 2011 Baltimore Grand Prix Business Volume Impact Map Local spending by non-local spectators ® The Inaugural 2011 Baltimore Grand Prix had a direct economic impact on the City of Baltimore business volume of $27.62 million and a further $19.33 million in indirect impact. The total business volume impact of the 2011 Grand Prix is $46.95 million. ~--~ The Baltimore Grand Prix attracted an estimated 160,000 attendees. The inaugural racing event attracted local residents, as well as national and international visitors. Nearly 75,000 spectators traveled from outside of the Baltimore Metropolitan Area to attend the Grand Prix. And 41 % of spectators visited from outside of the state of Maryland. ® The direct impact of `spectators' attending the Baltimore Grand Prix increased the local economy by $21.70 million. The indirect economic impact of spectator spending in Baltimore was $15.19 million, with a total impact of $36.89 million. $21,700,950 Total Business Volume Direct multiplier ~m act Local spendrng by non-local vendors Impact p $775,242 $46,947,526 $27,616,192 Organization spending for goods & services $5,140,000 In addition to business volume, the 2011 Baltimore Grand Prix generated significant tax revenues for the local economy: • City of Baltimore $1,680,733 • State of Maryland $2,083,958 2 ® The State of Maryland received an estimated $2.08 million in sales tax revenues from the direct economic activity of Grand Prix spectators, vendors, and event organizers.. In addition to the total business volume, the City of Baltimore gained $1.68 million in tax revenues attributable to the Grand Prix. ® Grand Prix spectators (and vendors) spent $7.12 millioh at local hotels. Including in the total tax revenues, hotel expenditures generated an estimated $533,733 in tax revenues for the City of Baltimore. An additional $426,486 in tax revenues was gained by the. State of Maryland. The mean age of survey respondents is 41 years old. Twenty percent of spectators attended the Grand Prix with children under the age of 18. Seventy five percent of survey respondents have a college degree or higher. Sixty-three percent of respondents (age 18 and above) indicate their household income to be above $75,000. Sixty-seven percent of survey respondents have a college education or higher. ® For the majority of spectators (76.5%), the Baltimore Grand Prix was their first Grand Prix event attended. Eight-nine percent of survey respondents had a very positive or positive overall experience at the 201 1 race. That said; 88 percent are very likely or likely to attend next year's Baltimore Grand Prix. ur s Stu Y Forward Analytics, Inc. was hired by Visit Baltimore to measure the economic impact of the 2011 Inaugural Baltimore Grand Prix on the City of Baltimore. The Baltimore Grand Prix has been in the making since 2008 when the Baltimore Racing Development (BRD) was formed and approached the City about hosting the motor sports event in the Inner Harbor/downtown area. When a community undertakes to host major sports event like the Grand Prix, the aim is clearly towards the benefits including; increased visibility, enhanced community cohesion, and positive revenue generation. However, there are often public concerns about the use of taxpayers' dollars and various social impacts, such as congestion and crowding, which may color the perceptions of local businesses and residents. The Catch 22 is that most major city-wide events, particularly inaugural events, rely on public subsidies and support of one kind or another. For that reason, conducting a comprehensive economic impact study is crucial to analyze the return on investment (ROI) for local government, the business community, and sponsors. Additionally, the study is designed to provide feedback and demographic data to the event promoters which might be leveraged to steer and improve future events. In summary, impact studies are a useful tool to benchmark and evaluate a community's development, both economically and socially, as the result of an annual sporting event such as the Grand Prix. Forward Analytics was hired by Visit Baltimore to measure the economic impact, as well as to analyze the demographics and gauge the opinions of Grand Prix spectators. This research will be used to further develop the Grand Prix into an annual event, thereby enhancing the economic and social benefits to the City of Baltimore. 3 Methodology The economic impact study conducted by Forward Analytics employs a linear cash flow methodology first developed by Cafferty & Isaacs for the American Council on Education. The Cafferty & Isaacs methodology is the most widely used impact study tool and has be used throughout the United States in impact analyses for both for-profit and not-for-profit organizations, corporations, institutions, and events. The linear cash flow model takes into account the re-spending of money within the economy as a result of what professional economists term "the multiplier effect". The multiplier effect measures the circulation of dollars originally attributable to the 2011 Baltimore Grand Prix, and tracks their spending by successive recipients until the funds eventually leak out of the economy. The impact study measures both business volume and government revenues attributable to the Baltimore Grand Prix. The impact model includes data gathered through survey research with Grand Prix spectators. Specifically, the survey instruments asks spectators to provide spending data- dollars spent at local hotels, restaurants, retail venues, tourists attractions, and on transportation and parking. In addition, relevant quantifiable data from ticket sales and STAR Reports (hotel reporting] is also incorporated into Forward Analytics' impact model. Prior to the Grand Prix event, Forward Analytics and Visit Baltimore staff collaborated on a 2-page questionnaire. During the event, in-person interviews were administered by Forward Analytics' staff to 457 random race attendees on the grounds of the Grand Prix. Surveys were successfully conducted during each of the 3 days of race events. The research was conducted several hours into the race day so that "spending" data would be more accurate and reliable. These results represent a statistical significance of +/-4.5~o margin at the 95~ confidence interval. This means that the results reflect the answers between 90.5 and 99.5 of the total population. Generally, a +/-5~ margin of error at a 95~ confidence level is considered significant for making business decisions. Forward Analytics also conducted interviews and collected pertinent data from downtown hotels, boat docks, and tourist attractions. The purpose of the information is to validate spectator "spending" data measured by survey research. In addition, a 3-page vendor survey was distributed to all Grand Prix vendors and exhibitors. While over 100 vendors participated in the Grand Prix, over 50% of these companies are headquartered outside of the Baltimore Metropolitan Area. The vendor survey measured the costs to partake or do business at the Grand Prix and evaluated the amount of new money spent exclusively in the community. More specifically, vendors were asked to indicate dollars spent locally on advertising and promotions, cost of products sold, payroll, as well as accommodations and travel attributable to the inaugural event. Lastly, the methodology incorporates detailed information supplied by Baltimore Racing Development. The event planners reported back the expenditure levels and spatial distribution, together with staffing and other related economic information. 4 The Economic Impact Assessment Economic impact in sporting events can be defined as the net change in an economy resulting from a sport event. This section explains the direct and indirect business volume and government revenues generated because of the 2011 Inaugural Baltimore Grand Prix. Economic impact generally measures new money brought into the economy by out-of-area visitors. In this study, we measure the impact of spectators residing outside of the Baltimore Metropolitan Area. Spending by local residents is not included. Local spending merely represents a redistribution of existing money in the community and as such is not calculated as "new money" being injected into Baltimore. Baltimore Racing Development revealed that an estimated 160,000 spectators attended the 201 1 Grand Prix. The racing event attracted spectators from all 50 states and Puerto Rico. International spectators traveled to Baltimore from countries including, Canada, Brazil, the United Kingdom, Germany, Finland, and Serbia, to name a few. Online ticket sales, which account for the sale of 142,625 tickets, indicate that 48% of Grand Prix spectators reside in the Baltimore Metropolitan Area, and another 11 ~ reside elsewhere in the state of Maryland. So more than 65,600 spectators, or 41 ~, traveled to the City of Baltimore from out-of-state or even outside of the country to attend the Grand Prix. Ticket sales show that 15.730 of spectators came from the Mid-Atlantic, including Washington D.C. and the states of Delaware, Pennsylvania, Virginia, and West Virginia. Survey data corroborates the ticket-sale measures with comparable geographic breakdowns, For this impact study, Forward Analytics will measure the spending of spectators residing outside of the Baltimore Metropolitan Area, as represented by 74,250 people. As described in the methodology, the study measures their direct and indirect impact on the City of Baltimore. business Volume Impact: Direct and Indirect Expansion of the Economy Attributable to 2011 Baltimore Grand Prix In 2011, the Baltimore Grand Prix had a total direct economic impact on Baltimore's business volume of $27,616,192. The direct impact includes local spending by Grand Prix spectators, vendors, and event organizers- Baltimore Racing Development (BRD). Direct Spending by Spectators The Inaugural Baltimore Grand Prix proved to be a major contributor to the success of Baltimore's hotels, eating and drinking establishments, retail operators and other area businesses. This study measures the economic impact of the 74,250 spectators (52~ of all attendees) who reside outside of the Baltimore metropolitan area and traveled to Baltimore's Inner Harbor to experience the Grand Prix, as well as other tourist attractions of the area. Visitors to Inner Harbor/downtown Baltimore had a direct impact on the economy of $21.70 million attributable to the Grand Prix. Each out-of-area spectator spent an 5 estimated $197 outside of the race grounds (not including hotel accommodations). The following chart breaks down the full spectator dollars spent at local restaurants and bars, hotels, retail outlets, tourist attractions, nightlife, parking and ground transportation, lodging, etc. in the Inner Harbor/downtown area. We should recognize that out-of-area spectators have higher per person spending than local spectators of the Grand Prix. `Locals' spent an average of $88 per person in the Inner Harbor/downtown Baltimore area while attending the Grand Prix. Food and drinks in restaurant $4,306,500 Retail $3,044,250 Hotel Accommodations $7,073,700 Tourist attractions $1,559,250 Nightlife $2,821,500 Transportation and Parking $2,895,750 Direct Impact of Spectator Spending $21,700,950 Direct spendin by out-of-area spectators moves throw the local economy and enerates and additional $15,190,665 in in irect sp ndin ccorin ly, 2011 rand Prix spectators enerated a total impact of $36,91,615 for th City of Baltimore. Survey data reveals that 44~ of all Grand Prix spectators stayed overnight in the area while attending the race. An estimated 44,000 people, or 27.5 of all spectators, spent the night in area hotels. In fact, hotel guests stayed an average of 2.2 nights in the Baltimore area. Another 12.2 of `tourists' stayed with friends or family while attending the Grand Prix. Additionally, 4.5~ of spectators stayed overnight at "other" accommodations which may include the city's harbors. Using the figures above, in addition to the average size of spectator groups (2.6 people); we estimate that Grand Prix "tourists" occupied approximately 37,230 rooms over race weekend. Measured by the average cost of hotel accommodations of $190, hotel fees generated a direct impact of $7,073,700 in the local economy. We should note that many of the downtown hotels made some initial requirements on Grand Prix guests, specifically that they must stay for three nights over the race weekend. Survey data demonstrates that 40.3 of overnight guests stayed only 1 or 2 nights. Because of the three night obligation, spectators chose to stay in hotel accommodations outside of the downtown area. While occupancy rates and revenue in downtown hotels increased over Labor Day weekend 201 1 (vs. 2010), STAR Reports show that the hotels near the BWI Airport and in the suburbs had a more significant increase in occupancy rates and revenue. According to survey data, 2011 Grand Prix spectators (non-local) spent $4.08 million with Grand Prix vendors. Visitors spent an average of $60 per person on Grand Prix race grounds (not including admission fees) . Grand Prix .Race Grounds Impact* ®irect Spending Food & drinks $2,895,750 Retail Purchases $1,559,250 Total $4,033,750 *The spending on race grounds is not included in the total impact of the Grand Prix. An estimated 51 ~o of the Grand Prix vendors are headquartered outside the Baltimore metropolitan area. Therefore, we cannot establish the needed degree of confidence to include this piece of revenue as much of the income attributable to the race grounds will likely leave the local economy. That said, we footnote this as significant revenue for Baltimore's businesses and organizations which participated inside the Grand Prix. ®irect Spending by Baltimore Grand Prix Vendors The Grand Prix generates an extended sales channel where local and non-local vendors and businesses have an opportunity to grow their revenues. Events like the Grand Prix can produce substantial profits, and many vendors traveled to Baltimore from across the country to reap the financial benefits and marketing opportunities. The Grand Prix vendors also generate money for the City of Baltimore. In taking part in the event, vendors purchase products and services. Their expenditures include food, supplies, materials and equipment for building and equipping their temporary operations, transportation, advertising, printing, giveaways, public relations, etc. Out-of- area vendors spend additional dollars on hotel accommodations, as well as food, retail and entertainment, and other travel expenses. As previously indicated, a 3-page survey was distributed to Grand Prix vendors asking them to provide information necessary for the economic impact study. The irect impact of out-of-ar a vendors on the City of 3altimore economy is $775,242. The aggregate spending for the cost of goods increased the City's economy by $692,717. Travel costs for out-of-area vendors to participate in the Grand Prix generated $82,525 for the City. Vendors generated $42,749 while staying an estimated 217 nights in local hotels (included in total travel costs.) Parking accounted for $4,431 of the impact figure. The indirect impact of vendor spending generates an additional $542,669 for the local economy. Thus, the total impact ofi ven or sp ndin on Itimore's economy is $1,317,911. irect Spending by altimore acin. ®evelopm nt The Grand Prix's operating budget is comprised of nearly $3 million in sponsor dollars, vendor rentals, hospitality, and car corral, much of which comes from corporations and organizations headquartered outside of the City of Baltimore. In fact, an estimated 650 7 of sponsorship fees come from outside of Baltimore. In addition, the Grand Prix's revenues (and consequently spending) include tickets, or admission costs for out-of-area attendees. Ticket sales generated an estimated $4.4 million, whereas approximately $3.19 million came from out-of-area spectators. Visitors spent an average of $43 on Grand Prix tickets. Baltimore Racing Development discloses that $6.25 million of their operating budget was spent on companies operating in City of Baltimore. Approximately $360,000 was spent on Baltimore City registered MBE's and $485,000 on Baltimore City's WBE's. Another $1.78 million was spent elsewhere in the state of Maryland. The direct impact, or fresh dollars, of operational spending on the City of Baltimore is $5.14 million. And additional $3.6 million is generated through the re-spending of these dollars. In total, Baltimore Racing ®evelopment increased the Baltimore economy by $8.74 million. v rn nt v nu I ct When an event such as the Grand Prix brings people and money into the area, tax revenues are generated for local and state governments. Tax revenues are paid directly by the spectators on purchases such as retail, food and drinks, and overnight lodging. This study does not measure the government revenues generated by the indirect impact of the event. The state of Maryland received an estimated $2.08 million in tax revenue from the economic activity generated by 201 1 Baltimore Grand Prix. In addition to the $47 million in total business volume impact, the City of Baltimore gained $i .68 million in tax revenues. The govsrnrnent revenue impacts comprise the following: City Tax Revenue State Tax Revenue Sales and Use Tax (not hotel) $1,656,972 Amusement Tax $440,000 Hotel Tax $533,733 $426,986 Parking Tax $352,000 Related Taxes & Fees $355,000 Total Government Revenue $1,680,733 $2,083,958 Sales an Use Tax Grand Prix-related direct spending (not including hotel revenue) generated $1.66 million in sales tax revenues for the State of Maryland. 8 Arnu~ernent Tax The admissions and amusement tax is a local tax imposed on the gross receipts from admissions at events like the Grand Prix. Ticket sales generated $440,000 tax revenue for the City of Baltimore. ®tel Tax As noted earlier, the Grand Prix draws a significant percentage (600) of spectators from outside of the Baltimore Metropolitan area. These `tourists' generate income for the hotel community and also generate hotel room tax revenues for the local and state governments. According the survey data, "tourists" accommodated approximately 37,230 rooms over race weekend generating a direct impact of $7,073,700 in the local economy. In addition, race vendors spent $42,749 at local hotels. Based on these figures, hotel spending attributable to the 2011 Grand Prix generated an estimated $426,986 in state tax revenues. The City of Baltimore gained $533,733 in hotel tax. Parking Tax With an influx of Grand Prix spectators and race vendors in the Inner Harbor/downtown Baltimore area, the Parking Authority of Baltimore City increased their revenue by 118 over Labor Day Weekend (201 1 vs. 2010). Private parking garages did not provide any pertinent data for this study. Survey data presents an estimated $2.2 million which was spent on parking in the City. This impact generated approximately $352,000 for the City of Baltimore. Other Related Taxes A number of other taxes, together with licenses and fees, apply to various business enterprises throughout the City and State. Grand Prix fees and permits generated $255,000 for the City of Baltimore. The Baltimore Office of Promotion & The Arts (BOPA) received $100,000 from Baltimore Racing Development. BOPA, a 501 (c) 3 non- profit organization, was created in a merger between the Baltimore Office of Promotion and the Mayor's Advisory Committee on Art & Culture. BOPA coordinates Baltimore's major events including New Year's Eve and July 4th celebrations, Artscape, Baltimore Book Festival, and more. The tax impact does not include the City's revenue for public safety and municipal services. The figures have not been determined at this time. Impact of Employment Many of the local benefits attributable to the Baltimore Grand Prix have been highlighted already in this report. But perhaps what strikes close to home is the sheer number of Baltimore residents who rely on major sporting and tourism events, either directly or indirectly, for their jobs or livelihood. Even on a direct employment basis, Baltimore Grand Development employs 18 local residents with $1.1 million in wage cost for the entire season, not just Labor Day weekend. While this employment is significant, the actual extent of the employment impact on the business volume stemming from the Grand Prix is considerably larger. By utilizing IMPLAN software (an input/output economic impact modeling system), Forward Analytics calculates an additional 255 FTE jobs in various industries in the Baltimore area attributable to the annual Grand Prix. The impacted industries may include hospitality/service, construction, retail, transportation, etc. t t r r ics Baltimore's Grand Prix spectators are drawn from a wide spectrum of society, representing all economic, social, ethnic, and age groups. In order to continue creating a first-class event that reflects such a large and diverse patron base, it is imperative that the organizers have access to relevant audience information. This section aims to provide quantifiable information that can help form, support, or benchmark the direction of the Baltimore Grand Prix. While some spectators came alone to the Grand Prix (6.730), the mode for spectator party size, or the more frequently encountered party size, is two persons. Pairs rank the highest proportionally (37.160, followed by groups of three people (19.200). Survey research was conducted with spectators age 18 and older. The average age of respondents was 41 years old. Slightly more than half (53.500 of spectators are married; while 40.75 are single. There are more male spectators (63.380) than female (36.320. Twenty percent of spectators attended the Grand Prix with children under the age of 18. For the majority of spectators (76.50, the Baltimore Grand Prix was their first Grand Prix event attended. Eight-nine percent of survey respondents had a very positive or positive overall experience at the 2011 race. That said; 88 percent are very likely or likely to attend next year's Baltimore Grand Prix. How do you rate your OVERALL experience at the 2011 Baltimore Grand Prix? How likely are you to attend the 2012 Baltimore Grand Prix? ~~ 55.20% 5o-h qp,~ .___._...._.......__..._.._.__ __...__.____._.._-..._-.____.___....____~.._.._..._ 32.50% aox _.-.__......-.......--- ----...._----......._._..._._....._.._~.._._...._.__.._..._._. 2oi'. fox ,70% 2.80% 1.80% aF very likely likely neutral unllkety very unlikely 10 very positive posifive neutral negative very negofive d ® ~ Q V z 11 O p ~ N C7 e ~ 1 ~ .~ `` ;, r~1 LL C; ~ i_ tt t {= ('~ L1.YI~iC: ~i i ~.~~~1G Y'~ :i t~. 47 L, ~ ~ 1,. W _ ~ ll ~ - ~ ~ ll ~, ,; , ~ t f ; ~ 1tS 8. ,S ~ .;irslf'orci C~i ii. 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L°~ I~IE'I,f.'i.d1! ~ I~~I ~~~`It}f1c'?.f,~k ~ } ~' 4Ps ~": ~~, is t o` r' r~ ,:x c '~ "~ C ~ ~ C c__ ~~ ~ ,~ , 'a ~ :~~ c3 G N ~ d~1 ~ ~ L v- L Vt = a ~ o Q. ~. ~. (~ ~) ® ~ ;_ I 4 'S " C~2. v9 „ <'7 =:. ~ ~ 0 = a Q 0 V LL o ~ (n Q it i ((rr^^~~ ~~~ ~~t~~~ ir ¢g 9 J ~te L3 ~~t'A ~i.. P"~ - ) f ' ~ '1. C%) i r-> _ ~ ~' 11.1 ~ ~ ~_~. ~i. ~ ~ ~ ~_ i 1. n' ~ ~t r ~-_ (~, ~ ~ ., ~ 1 `: ~,~ ,-, tr~lfarri Ds ,~tr~i',ta~~c~ Cdr ~ ~ L o~ v ~ ~ {~ - T ~ k , ' 1 Y ~~ ~~ h ! z. A .~ // y 'l.J ~~:i ;~± . ~. s;; ,~, ~_ i~ ~~ ' ~ tt ~ r ~ ~~ z ~ ~ .-~ r~ ¢ p c {,3 ~" ~ 3 ~' ~ ~' i :..~:~ ~ tll ~^ ~'. ~'lc~l~~ :~: ^, ~ ~,~~ ` a J, 4 Jy ~ raE;n~ ` ~' ~ _ :~ c a i i ~~ ~ ~ s c z ~ 1 1~^ tt ~,~ 1~i y1~J1 . ~~^~ Rte.) {~}tW~ ~y f L~•. f bd ~1t: ~1.^~FC3 jn~ ~ ~T t ` ~rV PerY4 c?fi ~ 4 I ~`~ t 3 ~r. ry v ~ i i DATE: I E-~STAFF TO I AGENCY I APPL CANT I NOTES I INITIALS MERIDIAN PARKS & RECREATION COMMISSION ANNUAL REPORT: FY2011.2012 ~~ Q/rE IDIAN- A. All-Commission Goals: 1. Pathways plan implementation -Coordinate Safe Routes to Schools, AC HD Community Programs, easfi/west bicycle connections, and rail corridor. Accomplishments: MPR Staff continues to work with Public Works and others to explore options and ,potential costs for a Rail With Trail Pathway. + The Five Mile Creek Pathway segment from Pine to Badley was completed in September 2012. The pathway dedication was held. on October 8, 2012. During the Commission's Pathways Tour held on October 10, 2012, the group visited downtown connections as outlined in the ACRD Community .Programs five year plan. + Staff has met with the YMCA Safe Routes to School Director for information about their education programs. They will make a presentation to the Commission next year. 2, Worlc with the Kleiner Park Trust to develop a memorial park to get it built and open to the public, keeping the Commission updated on activities. Accomplishments: + The. design and development of Julius M. Kleiner Memorial Park has been successfully completed. A grand opening celebration was held on June 9, 2012. 3. Create a partnership proposal process, application, and policy. ~__ _ MeridianParks & Recreation Commission - PY2011-2012 Annual Report Page 1 Accomplishments: A draffi policy was prepared by the Legal. Department. MPR staff members have shared this draft policy with two potential partners for commenting, This process will be ready for feedback/discussion with the MPR Commission next year. 4. Start fihe production of an MPR Department community video. Accomplishments: In January 2012, the Community Liaison Committee was asked by Director Steve Siddoway to help in the production of a new MPR Department video that will be shown during MPR activities and presentations. The Committee agreed that this video would highlight all. of the wonderful activities, amenities, programs, and events that Meridian has to offer. With that said, the Committee's initial goal was to talze footage (i,e., Movie Night, Concerts on Broadway, among others) that would be used for this video. So far, they have talzen a lot of footage, and they have dedicated many hours to this endeavor. After they have completed the filming, the footage will be given to the MPR Department for editing. We anticipate production work to begin next spring. S. Refine and implement the Borup property concept plan. Continue to woriz with the Dog Park Task Force (DPTF) to create benchmarizs; investigate any potential expansion opportunities; and investigate the feasibility of a softball complex or rodeo facility. Accomplishments: The City purchased 17.5 acres of additional land directly east of the Borup property in May 201.2. It is the Commission's goal to continue to provide recommendations to the MPR Department to amend the now outdated master plan and prepare plans for a future dog park. G. - 8. Networking and communication goals: Improve communication among Commission members through combined workshops and other events; i.e., party, barbecue, all- committee worizshop, DPTF workshop, etc. engaging in this type of setting; cross-committee participation. Engage other task forces, commissions, and agencies through workshops and other outreach. __~_J Meridian Parks & Recreation Commission- FY2011-2012 Annual Report Page 2 ® Hald an annual team-building event, such as a softball game, bowling, ropes course, etc. Accomplishments: The Commission held its first ever team-building barbecue at Julius M. Kleiner Memorial Park on May 9, 2012 and took a tour of the park, Mayor De Weerd, Council Liaison Bird, and MPR staff also participated. ® Cross-committee .participation took place in which members from the three Committees joined forces with the Dog Parlc Taslc Force and provided their support and input during several of the Task Force's special meetings. In an overall effort to coordinate with other cities and jurisdictions to create a regional network of .pathways linking the cities together, the .Commission invited each of the cities of Nampa, Boise, and Duna to join Meridian for separate pathways workshops held in April, July, and August of 2012. They identified several possible connections along Meridian's borders. A pathways tour was held in October 2.012 in which the Commission focused on pedestrian/bicycle connections in downtown Meridian. Representatives from the Ada County Highway District, the Meridian Development Corporation, and the City's Community Development Department were all invited to attend and were an integral part of the presentations and discussions, 9. Implement the park dedication signs at all parks. Accomplishments: ® The first commemorative plaque was mouthed at Julius M. I~leiner Memorial Park, which was unveiled at the dedication ceremony held on June 9, 2012. ® President Liddell took the initial design mock-ups of the park dedication plaques before the Mayor and City Council in May 2011. There were also .discussions with the Mayor .and Council in July 2012 at the budget hearings. A budget enhancement was approved for FY 13 to complete all 13 signs. Designs are being finalized; all but three final drafts are complete (e.g., 8t'' Street, Seasons, and Settlers). _~______ Meridian Parks & Recreation Commission -- FY2011-2012 Annual Report Page 3 1O.Inlprove external communication. with the public by streaming and archiving Commission meetings on the Internet, updating publications, and using Faeebook more effectively. Accomplishments: ® Streaming and archiving ideas were assessed and were removed as a goal .for now. ® MPR staff and the DPTF have been using Faceboolc more effectively, A Bark Pariz page and individual park pages were created. B. Recreation ~ Special Events Ca-anmittee Goals & Objectives: 1. Make the annual Meridian Parks & .Recreation Community Golf Scramble more profitable and grow participation by 15 percent. Accomplishments: The Committee supported the MPR Department for the 2n`~ Annual Meridian Parks & Recreation Community Golf Scramble raising over $1, 000 for the Care to Share program. 2. Grow the Children's Winterland Festival and expand the event to a tent to relieve congestion. Accomplishments: ® The Committee supported Colin Moss on the Children's Winterland Festival, which was held on Saturday, December 3, 2011 and continues to work with him to expand the event, which is scheduled for December 1, 2012, This event will be .moved to Meridian City Hall to spread out planned .activities and save the City money from the expense of renting a tent. 3. Create a 2013 Nightlight Christmas Parade. ® Due to ACRD road improvements scheduled far this winter 2012, a Nightlight Christmas Parade will be coordinated for 2013. -- -- _ __ _ -_- _ - Meridian Parks & Recreation Commission - FY2011-2412 Annual Report ±Pa e 4 .Other Noteworthy Accomplishments: • The Committee provided input/suggestions to Colin Moss about activities planned for the I~leiner Parlc Grand Opening Celebration held on dune 9, 2012, The Committee assisted Colin Moss with the decision to make the Cab1eONE Movie Night season more family-friendly by implementing a policy entailing all children under 18 must be accompanied. with a parent or guardian. The Committee extended support to Colin Moss regarding the 3''`` Annual Community Block Party held on September, 8, 2012. Ce Parks 1~rnenities ~ Signage Committee Goals & Objectives: 1. Develop a master amenities plan for all parks. Accomplishments: After visiting each of the parks as a Committee last fall .for the purposes of identifying existing amenities, their condition, and the need for new amenities and features, the group began the process of compiling this data on a spreadsheet to itemize and account for individual park needs. The spreadsheet became a necessary tool for quickly recognizing where the most pressing needs occur. The need for additional shade was identified as the single most important need at many of the City's parks. Continued investigation. of how to meet this need is currently being evaluated. 2. - 4. Signage goals: Develop parks sgnage prototypes. Develop and post an amenities map in all parks. 4 Develop distance and signage markers for all pathways. Accomplishments: H1) which were recently installed at the three pathway locations from Pine Avenue to Badley. The signs include the pathway segment name, major street connections, directions with distances, and pathway rules. • Similar signs will be utilized on other City pathways, such as the Bud Porter Pathway, going forward. 5. Continue to improve site plans at all parks. Accomplishments: • This effort is going through the budget process and is a part of the FY2Q13 budget. Other Noteworthy Accomplishments: • The Committee began an investigation into goose management at Meridian parks, especially Kleiner Park. Several ideas to accomplish this were identified. • The Committee worked with the City of Boise Parks & Recreation staff to discuss a dogs off-leash trial program in Kleiner Park. Boise had similar challenges as Meridian. As a result, the Commission recommended a .dog off-leash hours administrative policy be forwarded to the Mayor and City Council, which was approved in October 2012. The Committee began the process of recommending improvements to 8~,1 Street .Park, This includes new restrooms, a new picnic shelter, and new playground equipment. Through grants and a budget fund reallocation approved request to City Council, the Committee is closer to achieving this effort. • The group discussed :and evaluated the need fora "No Fishing" policy at the wrought-iron railing feature on the main promenade of Kleiner Parlc. The idea of a "No Fishing" policy was placed on hold, but the Committee will look into the possibility of consolidating other signage. D. Community Liaison Committee/Dog Park Task Force Goals.& Obiectives; 1, A Meridian Parks & Recreation Department video will be used to highlight the department and all of its activities and programs. It is the Committee's _~__ _ - _ _ ~ _ - --- Meridian Parks & Recreation Commission - FY2011-2012 Annual Report Page 6 goal to take footage of these activities anal programs affiliated with the .MPR Department. Accomplishments: ® The Community Liaison Committee is working on a community video as described ill section A.4. (page 2}. 2. To outreach to the community to better inform the citizens of Meridian of activities, programs, and projects affiliated with the MPR Department. This will be done through different media outlets, both internal and extertlal. Accomplishments: The Committee felt lucky this year to have the addition of Tiffany Morrie to the Community Liaison Committee. She has brought a much needed perspective because of her journalism background. Presently, they are working on a small Z-map to highlight Meridian's parks and pathways. The group felt lilze the citizens of Meridian could be better informed of Meridian's parks and pathways. Hopefully this Z-map will do the trick. Their .goal is to find a sponsor that will cover most, if not all, of the design and printing costs. This project will become an important .goal for the Committee in 2013. Alsa, Committee members have continued to assist the MPR .staff in presentations highlighting the Department to different organizations in the community. This has always been a priority for their committee. 3. To provide continued priority support to .the Dog Park Task Force. The Committee will support their fundraising efforts, and all will continue to support all activities that will make the Meridian Bark Park a reality. Accomplishments: ® The Dog Park Task Force (DPTF) has struggled. to raise funds. It really hasn't been the ideal. climate for local businesses and private entities to donate time and resources. However, Brian Draper and his team of dedicated dog lovers. have worked hard and haven't taken their eye off the ball, In fact, they recently received a Solid Waste Advisory Committee (SWAG) grant of $.3,500 that will provide the DPTF with funds to organize a dog walk.. Currently, the DPTF has partnered with Intermountain Veterinary Clinic to be the lead sponsors of a dog walk that is scheduled for May 4, 2013. More details to come as this partnership is discussed in further detail. Their goal is to continue to _ ____ - -_ -_- Meridian Parks & Recreation Commission - FY2011-2012 Annual Report ~~ Page 7 create public awareness and support for the Meridian Bark Park, Also, the Commission has discussed off leash hours in certain Meridian parks where dogs and fiheir owners can enjoy same free time. These discussions are new and will be discussed in further detail As always, the Committee will continue to support the DPTF fund raising efforts and all will continue to support all activities that will make the Meridian Bark Parh a reality. 4. To provide participation and support with MPR Department presentations to help promote the Department in any way. The Committee will continue to find different opportunities to inform businesses, organizations, and homeowner associations of past, present, and future projects, parks, and pathways. Accomplishments: Committee/Task Force representatives have been invited. to participate in community outreach presentations, special. events, and meetings, such as Town Hall, Coffee with the Mayor, Meridian Rotary CIub, Community Bloclc Party, South.Meridian Outreach, etc. ~~~~~~ PHILLIP LIDDE L, PRESIDENT l ~ / / ~- ~ DATE ~.-~- TREG BERNT, VICE PRESIDENT - -- . __ _~~- -- __--- __ ---- Meridian Parrs & Recreation Commission - FY2011-2Q12 Annual Report Page B % % % :March 1, 2013 ~~ ® I~~ a Historic Preservation Commission: Annual Report DATE: I E-MSTAFF TO I AGENCOY I APPLICANT I NOTES I INITIALS Mayor Tammy de Weerd Keith Bird Brad F~{oag{un hares Rountree David ~arem{~a NU TO: Mayor Tammy de Weerd Council President Brad Hoaglun Council Vice President Charlie Rountree Councilman David Zaremba Councilman Keith Birth FROM: Historic Preservation Commissioners Dr. Tom Hammond, Chairman Steve Turney, Vice Chairman Carol Harms Dr. Frank Thomason Blaine Johnston DAT December 1, 2012 SUBJECT: Annual Historic Preservation Commission Update Achievements in 2012 The Commission nominated historian Lila Hill for 2 awards; the 2012 Orchid Award through Preservation Idaho, and the 2012 Award of Individual Merit through the American Association for State and Local History (AASLH). Ms. Hill was awarded both of these awards; the second being the highest honor that can be awarded in a history field bringing national attention to Meridian, its residents, and its wonderful history. The Commission partnered with TAG Historical Research and Consulting Group to complete an intensive level survey of the land/properties within the Ten-Mile Specific Area Plan. During that survey additional properties were identified that may be eligible for nomination to the National Historic Registry. The survey included several photos ad well as a thorough history of each property including former residents and uses. The Commission celebrated National Historic Preservation Month in May by hosting a free presentation by Lila Hill titled; "Settlers Make the Desert Bloom." Approximately 35 citizens attended the event in the Council Chambers. Meridian has the most complete history of the forty years from 1862 when the Desert Land Act was signed to 1902 when water finally became readily available in our area. The Commission will be pursuing turning this presentation into a short DVD production that will be available in the History Center and during other HPC events. In July the Meridian Arts Commission graciously allowed members from HPC to hand out materials at Concerts on Broadway. Approximately 100 copies of the Walking Tour brochure were distributed to concert attendees. Questions regarding the City's history and participation were answered during the event. This was a beneficial and very low cost way to promote the activities of the Commission and the History Center. Contact was made with Ward Schwider (former owner) and City officials regarding the McFadden Market/Meridian Exchange Bank. Representatives from HPC met with Mr. Schwider early in the year to brainstorm possible solutions to the deteriorating condition of the former Meridian Exchange Bank. They offered help through providing possible grant opportunities and contact information for other agencies in Idaho who work in preservation. Ultimately Mr. Schwider chose to sell the property but HPC has remained involved in the condition of the building. A letter was sent to the current owners urging them to address the condition of the building. HPC will continue to provide any assistance within its jurisdiction and will be actively involved as the situation with the building develops over the next year. HPC maintained their website and Facebook page during the year. Using electronic methods to promote the Commission and other historic activities in the area has proved to be a successful and low-cost way to "advertise." Moving forward the Commission will continue to use those methods but will also focus on new ways to have a presence within the community. HPC intends to reach out to the members of the newly completed Senior Center inviting them to future events and discussing a possible partnership. Goals for 2013 Partner with TAG Historical Research and Consulting Group once again to develop afive- year plan for the Commission. The goal of this partnership will be to identify and prioritize the areas of historic significance within the City of Meridian determining which areas are at a greater risk for losing their structural integrity and/or being compromised by development. The commission will use this information to schedule and pursue additional surveys of the area as well as consider possible nominations to the National Historic Registry. Continue to work with ITD as well as other local historic commissions regarding the development of State Highway 16 and the mitigation funds associated with the project. A member or representative of HPC will continue to attend any scheduled meetings to keep the Commission involved and to maintain a vote on how the mitigation funds may be spent. Actively engage and promote the Idaho Territory sesquicentennial. HPC plans to host a lecture for local citizens and historic groups. Contact has been made with David Leroy and the Commission hopes to host him and present his lecture regarding Abraham Lincoln and the Idaho Territory. HPC will also partner with the State Historic Preservation Office and support that agency with its activities for the momentous occasion. i :March 1, 2013 • DATE: I E_MSTAFF TO I AG NCY I APPLICANT I NOTES I INITIALS "~ } ., _ ~ s ,~ -- - --- - - i , ~ ~) ~ ,. f-~- ~~ ~_ 1,~~`~ ( ( ~~ f ~ I ~r` ~~ ---- ti ,, Date; December 18, 212 To; Mayor and City Council From; T~a~~ic Safety Commission -Bill Nary, Chair -Ryan Lancaster, Vice Chair -Tim Cu~•ns, Traff c Engineering -Faye Gabriel -Sgt. John Gonzales,lVIPD -Devon Pogue, Youth Member -Blaine Teweli - John Wasson, ACRD -Steven Y'earsley Re; 2012 Annual Report Mayor Tammy de weerd Gi~y ~our~cil I~em~ers: .. Keith Bird _ Brad Hoaglun Charles Rountree David Zaremba The Traffic Safety Commission has been very active in the last year addressing various concerns around the City in regards to traffic calming, pedestrian travel, bicycle travel, school .zones, and parl~ing. The Commission meets monthly on the 3rd Tuesday of the month in the Council Chambers. The Commission addressed a number of citizen concerns that came to the City from various ,sources. V`le invite the citizen to attend the meeting to address the Commission, but we will :discuss the item regardless of the .citizen's choice to attend or not, C)ver the last year we addressed three significant concerns that affected a large contingency of :citizens. The first was the traffic and safety concerns within the Woodbridge subdivision. This particular subdivision has been on the City's radar for a number of years. Because of the design of the subdivision, it sits between Locust Grove end Eagle Road; it is well traveled fore access both to .and through the subdivision to access the business area around Magic View Drive.- Vile have znet with representatives of the Woodbridge ~QA off and on for a number of years, ACRD has done a significant amount of traffic study in the subdivision to tr•y to end the best methods to address the safety concerns without creating additional concerns or impacting the residents greatly. The Commission did direct the HOA and ACHD to devise a plan that we could then review in the future for its effectiveness. The second major issue we addressed was in rega~•ds to parking near Settler's Park. The Commission heard cance~~s from citizens in ~•egards to the safety for children and adults when crossing either to ox firon~ Settler's Park alone Meridian Road and I.Jstick, The concern vvas that thew is not an adequate safe pathway along Ustick to reach the intersection where a crosswalk exists. Additionally, with the large amount of cars parked along the borders of the parlc it is difficult to see pedestrians by the vehicles driving on the two toads. After much discussion the Commission forwarded a recommendation to the City Council to ask AC~~ to sign the west side of Mez•~dian Road and the North Side of Ustick Road as "NO Parl~ing" within the area of the driveways of the park. The City Council agreed and also asl~.ed AC~I] to consider creating a safez• pathway on the South Side of Ustick to allow pedestrians to reach the intersection without traveling in the street. The last major issue of concern was the safe travel of children through Paramount subdivision to the elementary school. There are a numbers of drivers going to Rocl~y mountain High School that t~°avel through the subdivision at the same tune that children are walking to the elementary school. The volume of traffic is very high. The Commission wo~'ked wlth ACRD and the Homeowner's AsSOClatloll t0 ldentify key areas for stop S1gnS and school Zone signs to gain the attention Of the drivers within the SubdlVlsion. ~e believe it has impacted the speed and affected the safety within the neighborhood in a positive way. The Commission continues to actively seek out concerns and is willing to address walk to school zones, speed limits, parking issues, pathways to schools and the like. DATE: I E-MSTAFF TO I AGENCY I APPL CANT I NOTES ( INITIALS ~~ Mayor Tammy de Weerd '. i ~'1~ , ~~n - ~, ~ ~) 1 ~ ~~, ~ City Council Members: ~ -' Keith Bird Public Works Department ~ ~`~~ --u Brad Hoaglun Environmental Division ~ _ Charles Rountree David Zaremba FROM: Mollie Mangerich, Environmental Programs Manager RE: SWAC recommendation to Council for Meridian Community Recycling Fund awards The purpose of this agenda item is to convey the Solid Waste Advisory Commission's (SWAC) recommendation for Community Recycling Funding to the Mayor and City Council for FY13. Four applications were received within the application period, and all are being recommended to the City Council for funding approval. Available funding was $51,242.00 and funding requests totaled $50,977.00. The project and budget summaries of the recommended applicants are: Applicant: City of Meridian Parks and Recreation Project Title: Recycling Containers installed at both Heroes and Julias Kleiner Parks Total Project Cost: $15,575.00 Total MCRF equest: $15,575.00 Note: This application was submitted for consideration as a "SWAC Project". If adopted by SWAG as such, no match is required. Therefore, the total dollar value of the project would be funded by the Meridian Community Recycling Fund. Applicant: City of Meridian Parks and Recreation Project Title: 8th Street Playground Equipment Total Project Cost: $38,000 $5,000 (Fund request no match reguired)1 $33,000 (to be split 50/50) MCRF Request $16,500 Parks and Recreation match $16,500 Total MCRF equest: $21,500 1 The MCRF requires no match on the first $5,000 of a funding request. Name of Applicant: Meridian Youth Baseball Project Title: Aluminum Bleachers to be installed at Settlers Park Baseball Complex Total Project Cost: $12, 805 $5,000 (Fund request no match required) $7,805 (to be split 50/50) MCRF Request $3,902.50 Parks and Recreation match $3,902.50 Total MCRF Request: $8,902.50 Name of Applicanto City of Meridian Environmental Division Project Title: Graphics Animation "It Starts at Home -Solid Waste and Recycling Services in Meridian" Total Project Cost: $38,000 -$10,000 Republic Services Contribution -$10,000 Environmental Division Contribution Total MCRF Request-.$5,000 (Fund request no match required) Balance Remaining: $13,0002 2 Remaining balance to be funded in FY14 from Environmental Division i L RK FFeC F~tvaL rrN DATE: I E-MSTAFF TO I AGENCY ( APPLICANT I NOTES ( INITIALS ~' % % DATE: I E-MSTAFF TO I AGENCY I APPLIGANT I NOTES I INITIALS City of Meridian, Idaho Statement of Revenues, Expenses, and Changes in Fund Net Assets -Proprietary Fund Year Ended September 30, 2012 Enterprise Fund Water and Sewer Operating Revenues Charges for services Water sales Sewer sales Other service revenues Sale of meters Trash billing service Engineering fees Miscellaneous Total operating revenues Operating Expenses Personnel services Other services and charges Depreciation Supplies Heat, lights and power Total operating expenses Operating Income Nonoperating Revenues (Expenses) Interest revenue Connection assessment fees and donations Loss on sale of fixed assets Net decrease in fair value of investments Total nonoperating revenues (expenses) Income Before Contributions and Transfers Donated waterlines and sewerlines Operating transfers out Change in Net Assets Total Net Assets, Beginning of Year Total Net Assets, End of Year $ 7,133,275 12,268,589 404,670 210,399 527,808 130,767 21,895 20,697,403 5,755,468 2,913,757 6,455,243 1,525,088 803,113 17,452,669 3,244,734 1,780,396 (1,527,474) 8,431,820 217,972,202 $ 226,404,022 See Notes to Financial Statements ~ 27 % % :March 1, 2013 CLERKS oFF~c F~n-L crsN DATE: I E_MSTAFF TO I AGENCY ( APPLICANT I NOTES I INITIALS 4' ~ ~ ` I I .J i ~, ~ / ~ ~ ; i '`~ ' I ~ i ~ Interoffice Memo 3/6/2013 ~- j{ ~ - .~ ~ .' i i i To: Mayor Tammy de Weerd, Council President Brad Hoaglun, Council Vice President Charlie Rountree, Councilman David Zaremba, Councilman Keith Bird f From: Stacy Kilchenmann `~, ,'' ~ rte./ ~~t" C~.~ / f / /''' ~' 3) `l ~ G rJ ;~ Ref: Approval Fund Balance Transfer -Community Development Funds Request Council approval of interfund transfer in the amount of $2,044,914 =Two Million Forty Four Thousand Nine Hundred Fourteen Dollars Transfer of excess revenues generated by the Community Development Department to the Capital Improvement Fund. This request is per Ordinance #776 passed and approved November 1997 declaring any surplus funds from the Joint Planning & Zoning and Building Department shall be transferred to the Capital Improvement Fund, to make improvements by new construction which increases service capacity of the City. DATE: I E-MSTAFF TO I AGENCY I APPLICANT I NOTES I INITIALS i i ®March 1, 2013 DATE: I E-MSTAFF TO I AGENCY I APPLICANT ( NOTES ( INITIALS Mayor Tammy de Weerd Clfy ~°~° ~_ ~~.~ ~ ~~°o i~eifh Bird Brad Noaglun Charles Rountree David Zaremba March 7, 2013 U TO: Mayor Tammy de Weerd City Council Members CC: City Clerk FROM: Caleb Hood, Planning Manager RE: Transportation Update, Spring 2013 March 12, 2013 City Council Workshop Agenda Item Below is a summary/update on some of the transportation and roadway projects City Staff has been involved with over the past couple months. This is not an exhaustive list, but rather highlights some of the more important activities that have recently transpired (or are about to occur) in the transportation realm. Staff will be at the March 12t" workshop to discuss some of these topics in more detail, but Staff does not intend on mentioning all of these projects during the meeting. Instead, please feel free to contact staff should you have any comments, concerns, or questions on any of these projects before, during, or after the workshop. KEY CHD 2013 CONSTRUCTION JCT Meridian Road and Main Street Split Corridor (MSC2~: On February 26t", work to rebuild the Meridian/Cherry and Main/Fairview intersections began. This work will continue through September 2013. Only one direction of travel is allowed through these intersections at a time. Significant traffic delays have been realized and will continue for the next several months. Water, sewer and storm drain work is currently happening; water and sewer is now south of Pine. All of the curb, gutter, and asphalt on the north side of Fairview was recently removed. At a point in the near future the Pine/Meridian intersection will need to be closed. ACRD and City Staff have discussed using Broadway as the interim detour route while the Pine/Meridian intersection is not traversable. This project should be complete in September/October. The next town hall meeting for this project will e held at city hall on ondy, March t", 6 p.m. Community Development Department ®33 E. Broadway Avenue, Meridian, ID 83642 Phone 208-884-~~33 ~ Fax 208-888-6$S4 ~ www.meridiancity,org Page 2 Franklin, Ten Mile to Linder: This project went into construction last month. The majority of the clearing, grubbing and excavation is complete on the south side of the road. Currently, work on the pond and irrigation is occurring; Franklin Road was closed the weekend of March 2nd to allow for irrigation crossings. This project should be complete in eptemer. Ten Mile, Cherry to Ustick: This roadway widening project was recently advanced from 2015 to 2014. Right-of-way acquisition is currently in process. Construction could begin as early as this fall. ~ ~~"~~~`~`~ ~`~'`~ c~~-~~e~«~ _ ~-~-+~~ ~~~~~ny ~''~ ~~Q~v ~~ ~ ~v ~lg~. ~ . Ustick, Locust Grove to Leslie: This project will widen the intersection to five lanes, including curb, gutter, sidewalk and bike lanes. CHD is currently working on the right-of-way acquisition and should be constructing this project (and the Locust rove/Ustick intersection) in FY01. KEY ACHD D I UY OJCT Franklin, Black Cat to Ten Mile Road: This is a Federal Aid project, programmed for construction in FY16 with the Franklin/Black Cat intersection. This project is currently in the preliminary design phase. Low-impact stormwater alternatives for this project are being evaluated. Ustick Corridor: There are several projects in the design and right-of-way phases along Ustick Road. There are plans to design and construct projects at the Locust Grove/Ustick and Ustick/Meridian intersections, and roadway widening projects for the segments between Leslie (Eagle Road) and Locust Grove (see above), and Locust Grove to Meridian. Staff is participating on the ACHD project teams and will continue to provide updates to Council as necessary. Master Street Map: During the ACRD Commission meeting on February 27tH amendments to the Master Street Map (MSM) were adopted. For Meridian, these changes largely reflect the land use and transportation outcomes of the South Meridian Planning effort of late last year, as well as some development approvals in north Meridian. Potential Roundabout locations were also approved as part of the MSM update. ACRD O AI Integrated Five-Year Work Plan (IFYWP): ACHD has moved toward coordinating the calendar of their FYWP with their budget process. Therefore, City priorities for roadways, intersections and community programs (sidewalk) projects will be due earlier than usual this year -April 5th. With the recent creation of the Transportation Commission the typical process where the Transportation Task Force composes the priorities for Council consideration will need to be modified. Staff is hopeful that a Commission can be appointed this month and then meet on April 1St to discuss priority projects. If so, the Commission's draft list of priorities will be sent to Council for consideration (and hopefully endorsement) on April 2nd. However, this schedule is not ideal as it doesn't allow a lot of time for changes. This schedule is, however, the best case scenario. Staff is currently working on updating the last list of priorities we sent to ACRD and tweaking it in preparation of the Commission's review; right now, staff does Page 3 not envision any major changes to the priorities sent to ACHD in the past. If the Transportation ommiion i not established in time for n pril meeting, staff will still seek Council endorsement of projects on April "d, the Transportation Commission just will not have evaluated it. In addition to consolidating projects and programs in the IFYWP, ACHD will also be accepting applications for projects that have an economic development impact. This is brand new this year, t ff proposes that the .3rd treat extension be the cities' application for an economic development project. If the Council concurs, an application will be prepared for ACHD consideration. In future years, potential economic development projects will be vetted through the Transportation Commission. ITD PROJECTS 2013-207 ITIP and the Meridian Road Interchange (IC): The Meridian Interchange Task Force (TF) met on January 10t" and February 7t" with representatives from Connecting Idaho Partners (CIP), Parametrix (PMX) and RBCI. PMX has recently composed three related concept plans for consideration -essentially high-, medium- and low-investment options. (Staff will bring the concept options to the March 12t" workshop for discussion.) These concepts are all based on the work City staff has previously done on the interchange theme. During the TF meeting on March 14t ,the hope is that a hybrid, preferred concept for the Interchange will be developed. This preferred concept will then be used during the public open houses on March 20t" and 21St, at COMPASS. City staff would like the Mayor to sign and send a letter to ITD stating our support of the interchange concept, our aesthetic preferences and partnership proposals. (A draft copy of this letter will be shared with the Council during the workshop.) ITD has included in the scope of work for this project, construction of sidewalk on the entire east side of Main Street (to tie in with the existing sidewalk on Central Drive, at McDonald's). However, ITD/CIP has asked the city to assist in working with the few businesses in that area to acquire the sidewalk easement (or right-of-way) necessary. Parks staff has agreed to assist in reaching out to those two or three businesses to gauge their willingness to provide the needed easements. Transportation Alternatives Program (TAPZ As authorized by City Council, a TAP application for design and construction of a portion (about 1 mile, including roadway crossing(s)) of the Rail with Trail (RWT) project was submitted to COMPASS. The City's request was for a total of $1 M, with $200K (20%) of that being local match. The City received letters of support for this project from: the City of Boise, the City of Nampa, Central District Health Department, ACHD's Bicycle Advisory Committee, and Police Activities League (PAL). On March 27t", COMPASS' Regional Technical Advisory Committee (RTAC) recommended the RWT be a funded project with the following funding levels: FY15 $ 75,000 for design ($60K Federal/$15K Local) FY18 $297,000 for construction ($237,600 Federal/$59,400 Local) PD (FY19) $203,000 for (advance) construction ($162,400 Federal/$40,600 Local) TOTAL $575, 000 ($115K Local) The C oar will consider and approve T projects on arch 18tH. March 11, 2013 Amy Schroeder, GARVEE Program Manager GARVEE Transportation Program P.O. BOX 7129 Boise, ID 83707 Re: Meridian Road Interchange Design Elements As you know, the City of Meridian has organized a Meridian Road Interchange Task Force. Members of this task force are very diverse and represent a variety of interests including business, citizen, commercial, non-profit, recreation and other community stakeholders. Over the last several months, this task force has been meeting and discussing the design elements for the new Meridian Road Interchange (Key No. 10939) with Connecting Idaho Partners, Parametrix and RBCI, ITD's consultants on the project. These meetings have been very productive and together we have developed a concept plan for this very important interchange. We applaud ITD for recognizing in your 2011 Strategic Plan that the transportation system impacts economic opportunities. Regional interchanges and overpasses have historically served a purely functional service -they facilitate automobile traffic. Some interchange designs include special paving, upgraded fencing barriers, or unique textures in the concrete walls, but they generally fail to represent the communities they serve. Typically, there is only a cursory attempt in their construction to provide an aesthetic which communicates a message of pride and innovation, or to create draw for employment opportunities as well as true Idaho-centric economic development that moves beyond basic traffic engineering. Consistent with ITD's Strategic Plan goals, one of the Task Force's goals was to incorporate modest but impactful enhancements to the interchange design to really drive and encourage economic development, additional investment opportunities and job creation in the area. The attached Meridian Road Interchange concept represents an effort to create a comprehensive thematic that reflects Idaho, the region, and Meridian through design enhancements that address open space, the bridge structure, and landscaped islands. The goal of this design effort is to provide the Idaho Department of Transportation, the GARVEE Community Development Department ®33 E. Broadway Avenue, Meridian, ID 83642 Phone 208-884-5533 Fax 208-888-6854 ®www.meridiancity.org Program, and Connecting Idaho Partners with an aesthetic design concept that addresses all of these aspects of the interchange, and contributes to the enhancement of the community, the corridor, and the state. The proposed concept seeks to recommend modest improvements to the interchange that ensure all elements of the project receive improvement consistent with a broader vision. The intent is to avoid focused efforts on isolated components that in the scope of the larger site, fail to yield adequate impact for their investments. Some elements may have to be phased and additional upgrades to this design may be added at later dates, but it is expected that upon completion of the bridge all areas of the interchange have received appropriate design improvements which convey a thematic which is context sensitive, visually pleasing, and distinctly Idaho. The final design should be compatible with improvements in the surrounding area and respect nearby and ongoing investments by the community, to improve the primary point of entry into the City's downtown area. Design The overall aesthetic for this particular concept is a token to the region, and more specifically to the Snalce River Birds of Prey area. Rusty brown and worn grey basalt cliffs are intended to be reflected in the coloring and textures of the bridge, with landscaping of open space that hints towards the natural gulleys, outcroppings, and open spaces adjoining the Snake River. Critical to the natural feel are a small number of clumped trees of different varieties, which serve to add color and vertical interest to otherwise expansive open space. On top of the bridge deck, the design and intent is to integrate paving, landscaping, and other improvements which continue the themes established with construction of Meridian split corridor phase 1 and other local improvements, into the most prominent and important entry point into the City. The final design of the bridge will ultimately determine opportunities, but it is hoped that other innovative design elements may be integrated into the bridge to enhance vehicle and pedestrian safety while contributing to an aesthetic source of pride and distinctness for the community. Partnerships As a major beneficiary of the Meridian Road Interchange, the City is eager to partner with ITD in the construction and maintenance of enhancements to the bridge. The City has already devoted staff time and resources to help streamline the design process, facilitated discussion with community stakeholders at task force meetings, provided additional discussion and expertise to ensure adequate long-term safety improvements are contemplated, and encouraged consideration of economic development factors and impacts to nearby businesses. '~ Per ITD administrative policy A-14-07 and to promote compatibility of the interchange with the surrounding area, Meridian is prepared to take ownership of maintenance costs associated with landscaping enhancements. The City understands the long-term investment required to maintain the interchange .and is willing to ensure that landscaping improvements are kept in good condition. The City also acknowledges and understands that plant material, unlike hardscape, requires regular irrigation and is prepared to provide water to all non-seeded plantings. This service may be provided from Meridian water main lines, though other opportunities may be considered, to ensure compliance with context sensitive landscaping improvement requirements under existing ITD administrative policy. Irrigation systems are Community Development Department ®33 E. Broadway Avenue, Meridian, ID 83642 Phone 208-884-5533 Fax 208-888-6854 ®www.meridiancity.org envisioned to provide appropriate service that neither wastes water resources nor is used in a manner which encourage weeds or other invasive species. In line with the AASHTO Guide for Transportation and Environmental Design, referenced in ITD administrative policy A-14-07, the City views this transportation facility as an important element of the total landscape. To confirm integration with the total landscape, the City would like to ensure that appropriate improvements are made which connect the interchange with previously completed community led efforts. In support of improvements being made by ITD, the City is ready to partner on lighting enhancements made to the south approach of the interchange. One envisioned enhancement, as safety considerations allow, would be the addition of historic lighting along the ten-foot proposed pathway connecting the interchange to the existing Waltman/Main intersection. Lighting improvements would serve as a thematic connection between landscaped islands on the bridge deck, envisioned to be reflective of downtown, with other existing downtown improvements. While the attached concept meets needs of the city, we believe the concept is exceedingly considerate of budgetary considerations and is very moderate in scope. This is especially true given the prominence of such an important interchange located within an existing urban environment. Despite the conservative concept, the public nature and visual importance of this critically located facility makes it essential for the interchange to exhibit good visual quality. The final design should be sensitive to the character of the environment, both regionally and locally, with aesthetic creativity incorporated into the geometric and structural design considering the total landscape. The City requests as part of the basic project scope that ITD install improvements which are reflective of the attached design concept, and which are supportive of administrative policy A-14-07, the AASHTO Guide for Transportation Landscape and Environmental Design, and Federal Highway Administration guidelines related to Context Sensitive Solutions. The Meridian Interchange Task Force and the City realize the main goal of this project is to increase safety and capacity on and under the Meridian Road Interchange. However, we are hopeful that this project can be designed and constructed in a manner that is also considerate of the context it is being built. City staff looks forward to continued involvement in the design and development process of the Meridian Interchange, and in continued dialog with ITD staff and representatives to make this project as successful as possible. If you have any questions, please contact Caleb Hood in the Community Development Department at, 884-5533. Sincerely, Tammy de Weerd Pat Morandi Mayor Chair, Meridian Interchange Task Force Enclosures (3) CC: Connecting Idaho Partners, Bruce Harral Dave Jones, ITD District 3 Community Development Department ®33 E. Broadway Avenue, Meridian, ID 83642 Phone 208-884-5533 Fax 208-888-6854 ®www.meridiancity.org DATE: I E-MSTAFD TO I AGENCY I APPLICANT I NOTES I INITIALS Mayor Tammy de Weerd City ~ a it r ...~ ..~m. {~ei~h ' ird brad NoagluC~ Charles ~o~ntroo l~a~id Zaremba TO: Mayor Tammy de Weerd Council President Hoaglun Council Vice President Rountree Councilman Zaremba Councilman Bird FROM: Jacy Jones, Deputy City Clerk DATE: March 11, 2013 RE: Suggested Ballot Language in Reference to Resolution 13-909: To Seek a Ballot Measure to Expand the Number of Elected Seats to the City Council From Four (4) to Six (6) Seats in the Next General Election Our office has worked closely with Ada County Elections, the City of Nampa Clerk's Office, and our Legal Department to solicit expert advice for our proposed ballot language. In an effort to make the language clear, concise, and easily understood we propose the following; Shall the Meridian City Council expand from four elected City Council seats to six? This language should generate a simple yes or no answer. We would like your feedback and approval and intend to forward this language to Ada County Elections later this week. Thank you. i DATE: I E-MSTAFF TO ( AGENCY I APPLICANT ( NOTES I INITIALS