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2013-06-11Tuesday, June 11, 2013 at 3:00 PM 1. Roll -Call Attendance O David Zaremba X Brad Hoaglun X Charlie Rountree X Keith Bird ® X Mayor Tammy de Weerd 2. Pledge of Allegiance 3. Adoption of the Agenda Adopted 4. Proclamation A. Gene Kleiner Day Proclamation 5. Consent Agenda Approved A. Approve Minutes of May 22, 2013 City Council PreCouncil Meeting B. Approve Minutes of May 22, 2013 City Council Special Meeting C. Approve Minutes of May 28, 2013 City Council Regular Meeting D. Approve Minutes of June 4, 2013 City Council PreCouncil Meeting E. Recreational Pathway Easement Agreement #1 with Regency at River Valley F. Recreational Pathway Easement Agreement #2 with Regency at River Valley G. Approve Easements with Franklin Centre, LLC for Recycled Water and Water Mains as Part of the Ada County Highway District (ACHD) Franklin - Ten Mile to Linder Project H. Approval of Task Order 10329 with Murray, Smith & Associates for "NW 8th Street Sewer Trunk Main - Broadway Ave to Cherry Phase 2" for the Not -to - Exceed Amount of $80,500.00 Meridian City Council Meeting Agenda — Tuesday, June 11, 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. I. Award of an 18 Month Construction Trailer Lease to Pacific Mobile Structures for the Not -To -Exceed Amount of $5,115.00 J. CableONE Movie Night in Meridian 2013 Single -Night Sponsorship Agreement Between All CAD Northwest and the City of Meridian for a Not - to -Exceed Amount of $350.00 K. Revised Findings of Fact, Conclusions of Law for Approval: RZ 13-002 Red Wing Subdivision by WH Moore Company Located Southeast Corner of S. Meridian Road (SH 69) and E. Victory Road Request: Rezone of 32.87 Acres of Land from the C -N and TN -C Zoning Districts to the R-4 (16.55 Acres) and R-15 (16.32 Acres) Zoning Districts L. Final Order for Approval: TEC 13-003 Bellingham Park Subdivision by Conger Management Group Located Approximately 1/4 Mile East of S. Locust Grove Road and Approximately 1/4 Mile North of E. Amity Road Request: Two (2) Year Time Extension on the Preliminary Plat for Bellingham Park Subdivision in Order to Obtain the City Engineer's Signature on a Final Plat M. Final Order for Approval: FP 13-022 Accolade Subdivision by Idaho Survey Group Located South of E. Overland Road and West of S. Bonito Way, Between E. Blue Horizon Drive and the Ridenbaugh Canal Request: Final l Plat Consisting of One (1) Multi -Family Residential Building Lot and One (1) Common Lot on Approximately 11.23 Acres of Land in an R-40 Zoning District N. Final Order for Approval: FP 13-023 Irvine by Northside Management Located Southeast Corner of W. Chinden Boulevard and N. Ten Mile Road Request: Final Plat Consisting of 40 Single -Family Residential Building Lots on Approximately 8.84Acres of Land in an R-8 Zoning District O. Meridian Teen Movie Night 2013 Single -Night Sponsorship Agreement with Calvary Chapel 6. Items Moved From Consent Agenda None 7. Department Reports A. Parks and Recreation: Strategic Plan Update B. Meridian Parks and Recreation Department: 2013 Budget Amendment Regarding UPRR Rail With Trail Arterial Study for a Not -to -Exceed Amount of $85,000.00 Approved Meridian City Council Meeting Agenda — Tuesday, June 11, 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. C. Public Works: Budget Amount of $245,000.00 Replacements Approved Amendment for FY2013 for the Not -to -Exceed for Water Main Replacements and Sewer Main D. Clerk's Office: Budget Amendment for the Reorganization of the Information Services Department Moved to 6/18/13 Agenda 8. Action Items A. Public Hearing: Appeal of City Clerk's Denial of Application for Temporary Use Permit for Special Event — TUP-13-0043 Motion approved to uphold denial 9. Ordinances A. Ordinance No. 13-1561: An Ordinance of the City of Meridian Granting Re- zoning of a Parcel Located at 807 N. Meridian Road, Meridian, Idaho to the O -T (Old Town) District Approved 10. Future Meeting Topics 11. Other Items ( A. Executive Session Per Idaho State Code 67-2345 (1)(c)ft (c) To Conduct Deliberations Concerning Labor Negotiations or to Acquire an Interest in Real Property, Which is Not Owned by a Public Agency, and (f) To Consider and Advise Its Legal Representatives in Pending Litigation Meridian City Council Meeting Agenda — Tuesday, June 11, 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. Meridian City Council Workshop June 11, 2013 A meeting of the Meridian City Council was called to order at 3:00 p.m., Tuesday, June 11, 2013, by Mayor Tammy de Weerd. Members Present: Mayor Tammy de Weerd, Charlie Rountree, Keith Bird, and Brad Hoaglun. Members Absent: David Rountree. Others Present: Bill Nary, Jaycee Holman, Jeff Lavey, Scott Colaianni, Mark Niemeyer, Warren Stewart, Steve Siddoway, Emily Kane, Kristy Vigil and Dean Willis. Item 1: Roll -call Attendance: Roll call. David Zaremba X Brad Hoaglun X Charlie Rountree X Keith Bird X Mayor Tammy de Weerd De Weerd: Well, welcome to our City Council Workshop. It's our afternoon retreat. Thank you for being here. For the record it is Tuesday, June 11th. It's 3:05. We will start with roll call attendance, Madam Clerk. Item 2: Pledge of Allegiance De Weerd: Item No. 2 is our Pledge of Allegiance. If you will all join us in the pledge to our flag. (Pledge of Allegiance recited.) Item 3: Adoption of the Agenda De Weerd: Item No. 3 is Adoption of the Agenda. Hoaglun: Madam Mayor? De Weerd: Mr. Hoaglun. Hoaglun: On today's agenda under Item 7-D, Clerk's office, we need to remove that and that will be moved to the agenda for next week to do some changes. Under 9-A, that is Ordinance No. 13-1561. So, with that, Madam Mayor, I move adoption of the agenda as amended. Rountree: Second. Meridian City Council Workshop June 11, 2013 Page 2 of 52 De Weerd: I have a motion and a second to adopt agenda as amended. All those in favor say aye. All ayes. Motion carried. MOTION CARRIED: THREE AYES. ONE ABSENT. Item 4: Proclamation A. Gene Kleiner Day Proclamation De Weerd: And, Council, for the proclamation I will be moving down to the podium. Okay. If I can ask Steve and Treg to come and join me. So, this proclamation is -- is past. This was a proclamation to honor Gene Kleiner, who was the generous donor -- I was thinking of another word, but I guess that will have to do -- of the Julius M. Kleiner Park and this proclamation is for this year, but I did talk with our city attorney and we will come back with an ordinance to institutionalize this. A gift as large as Kleiner Park, a 25 million dollar gift, is something that we would like to institutionalize as a day that we stop and reflect on the generosity of this kind of gift and challenge our community to think in terms of paying it forward. So, we want this gift to keep on giving. Whereas, on June 9th, 2012, one year ago today, Julius M. Kleiner Memorial Park was officially dedicated and opened to the public and whereas Gene Kleiner donated both the land and construction of this 25 million dollar park through the Kleiner Park Trust and whereas Julius M. Kleiner Memorial Park has become a landmark park known and loved by citizens throughout Meridian and the entire Treasure Valley and whereas the donation of this great park has impacted our lives for the better and increased the quality of life for our citizens and whereas Gene Kleiner's generosity serves as an extraordinary example of selfless philanthropy and community giving, therefore, I, Tammy de Weerd, Mayor of the City of Meridian, do hereby proclaim June 9th, 2013, to be Gene Kleiner Day in the City of Meridian and call upon all citizens to seek for opportunities to follow Gene Kleiner's example of selfless generosity and pay it forward in countless new acts of service across the community. And I will present this to our director and to the chair of our Meridian Parks Commission. They certainly -- they were part of the ceremony on Sunday to Gene Kleiner, but also have been instrumental in both the donation and carrying the tradition and how we can continue to honor this park through activities and maintenance. So, I will turn this over to you, Steve, and ask for your comment. I will shake your hand as well. Siddoway: Well, we all know and love Kleiner Park. Let me just say that I had the honor of spending this last weekend with Gene Kleiner, both on Saturday giving him a tour of the park for a couple of hours, and on Sunday and where we had Gene Kleiner Day and a dinner in his honor. I think he's flying out this afternoon. He's probably a little white knuckled on an airplane as we speak at the moment and -- but the gift is one that we will not forget and I'm pleased to hear the Mayor say that we are going to memorialize this proclamation into an Meridian City Council Workshop June 11, 2013 Page 3 of 52 ordinance that will memorialize June 9th on its anniversary as Gene Kleiner Day. So, on his behalf thank you. De Weerd: Hey, Steve, do you want to turn the podium. I guess since you will be standing in front of it yourself anyway. But thank you. And it was a great event that was provided in the Senior Center to -- to honor Gene and to give him an update. So, your staff, the presentation you put together to really show what has transpired over this last year, was phenomenal. So, thank you. Siddoway: Thank you. Item 5: Consent Agenda A. Approve Minutes of May 22, 2013 City Council PreCouncii Meeting B. Approve Minutes of May 22, 2013 City Council Special Meeting C. Approve Minutes of May 28, 2013 City Council Regular Meeting D. Approve Minutes of June 4, 2013 City Council PreCouncil Meeting E. Recreational Pathway Easement Agreement #1 with Regency at River Valley F. Recreational Pathway Easement Agreement #2 with Regency at River Valley G. Approve Easements with Franklin Centre, LLC for Recycled Water and Water Mains as Part of the Ada County Highway District (ACHO) Franklin Ten Mile to Linder Project H. Approval of Task Order 10329 with Murray, Smith & Associates for nNW 8th Street Sewer Trunk Main - Broadway Ave to Cherry Phase 2" for the Not-toExceed Amount of $80,500.00 I. Award of an 18 Month Construction Trailer Lease to Pacific Mobile Structures for the Not -To -Exceed Amount of $5,115.00 Meridian City Council Workshop June 11, 2013 Page 4 of 52 J. CableONE Movie Night in Meridian 2013 Single -Night Sponsorship Agreement Between All CAD Northwest and tha City of Meridian for a Notto-Exceed Amount of $350.00 K. Revised Findings of Fact, Conclusions of Law for Approval: RZ 13.002 Red Wing Subdivision by WH Moore Company Located Southeast Corner of S. Meridian Road (SH 69) and E. Victo/)' Road Request: Rezone of 32.87 Acres of Land from the CoN and TN -C Zoning Districts to the R-4 (16.55 Acres) and R-15 (16.32 Acres) Zoning Districts L. Final Oreter for Approval: TEC 13-003 Bellingham Park Subdivision by Conger Management Group Located Approximately 1/4 Mile East of S. Locust Grove Road and Approximately 1/4 Mile North of E. Amity Road Request: Two (2) Year Time Extension on the Preliminary Plat for Bellingham Park Subdivision in Order to Obtain the City Engineer's Signature on a Final Plat M. Final Order for Approval: FP 13-022 Accolade Subdivision by Idaho Survey Group Located South of E. Overland Road and West of S. Bonito Way, Between E. Blue Horizon Drive and the Ridenbaugh Canal Request: Final Plat Consisting of One (1) Multi -Family Residential Building Lot and One (1) Common Lot on Approximately 11.23 Acres of Land In an R-40 Zoning District N. Final Order for Approval: FP 13-023 Irvine by Northside Management Located Southeast Comer of W. Chinden Boulevard and N. Ten Mile Road Request: Final Plat Consisting of 40 Single -Family Residential Building Lots on Approximately 8.84Acres of Land in an R-8 Zoning District O. Meridian Teen Movie Night 2013 Single -Night Sponsorship Agreement with Calvary Chapel De Weerd: Item No. 5 is our Consent Agenda, Hoaglun: Madam Mayor? De Weerd: Mr. Hoaglun. Meridian City Council Workshop June 11, 2013 Page 5 of 52 Hoaglun: One of the items, 5-0, was -- one of the reasons why this was added to the amended meeting agenda, that was added after their first one went out, just Meridian Teen Movie Night sponsorship that got completed and we wanted to get that on the agenda, but -- so, Madam Mayor, 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, roll call. Roll Call: Bird, yea; Rountree, yea; Zaremba, absent; Hoaglun, yea. De Weerd: All ayes. Motion carried. MOTION CARRIED: THREE AYES. ONE ABSENT. Item 6: Items Moved From Consent Agenda De Weerd: Item 6. There were no items moved from the Consent Agenda. Item 7: Department Reports A. Parks and Recreation: Strategic Plan Update De Weerd: So, we will move to 7-A. Oh, before we do that. Council, you might notice that there is another body up here and so I will ask Mr. Nary to, please, introduce Spencer. Nary: Thank you, Madam Mayor, Members of the Council. Sitting next to me is Spencer Lacey. Spencer is a legal intern with the Idaho Municipal Attorney's Association for this summer. He's working out of our office. He's assisting us with legal issues, as well as other attorneys and municipal attorneys around the state with any legal issues they may have in their communities. He attends not the University of Idaho, I think it's called Concordia College or something like that. Concordia University. Somewhere east of here. But, anyway, we are really glad to have Spencer aboard. He's been a great addition to our team for just even the short time he's been here so far and thank you for allowing him to sit up here and see how we -- how we work from here. De Weerd: Thank you. And welcome, Spencer. I will apologize in advance in who you get to work with, but -- okay. Item 7-A is our strategic plan update with our Parks and Recreation Department. Thank you, Steve. Siddoway: Thank you, Madam Mayor, Members of the Council. Well, June is the month that Parks and Recreation gets to provide to you our strategic update. As you know, part of this update is to report on projects that we have been Meridian City Council Workshop June 11, 2013 Page 6 of 52 working on over the past year at your direction. Also to talk about current projects and challenges and, then, a glimpse into the future. Our presentation today has four parts. We will start out, as you can see on the screen, walking down this pathway through -- the first section on administration and statistics is our numbers. Then we will talk about parks and pathway projects, followed by recreation programs and, then, look ahead strategically into the future. We are also trying out a bit of new software on you, so -- let's see. Rountree: Oh, joy. Siddoway: Okay. First we will talk about the section on administration and statistics. Let me begin, first of all, by talking about this great staff and I have asked my staff to join me here in the back of the room. I would put them up against any parks and recreation staff. They provide more service for the amount of numbers that we have than any group that I have know and can think of. We have currently 20.5 year around staff, but that increases this time of year to about 66 when we get all our seasonals in place. In addition to that, all of our courses and classes are taught by independent contractors. We have approximately 39 of those. This January, as you will remember, Rick retired and that set some changes into -- into motion. Dave Cereghino was hired in his place as a groundskeeper one. Phil Harris was promoted to a construction and maintenance tech three and we have also been able to -- we have our part-time seasonal office assistant you can see in the -- on the upper left-hand part, Hillary and Jean, who are at our front counters with Janice. Probably the most important thing on this slide, though, is in that lower left corner, which is the picture of Janice and -- De Weerd: Don't be so excited, Janice. Siddoway: She doesn't like to have a big to do made, but Janice has been with the city for 31 years and she has let us know that it's time for her to retire this year. She plans to retire at the start of the new fiscal year in October, which means that we need to start advertising for her position beginning at the end of this month in order to have a few weeks of overlap, which is very crucial to us, between the new office administrative assistant and Janice with her wealth of knowledge. I want to take just a minute here -- and there will be more said later know, but we don't look forward to losing Janice, but we do want you to know how much we love and -- and we will miss you when that time comes and what an honor it has been to work with you over the past many years. Some of our numbers in parks. We currently have 240 acres of developed park land. You can see the breakdown there. In addition to that, we have 36 acres on 34 sites that we maintain by contract. Our current level of service in the City of Meridian is three acres per thousand. If you remember last year I gave you a number higher than that, so why is this year's number lower? Well, our park acres didn't change, but the population of Meridian is growing and so it's -- two numbers affect acres per thousand, both the population and the acres of parks. So, we Meridian City Council Workshop June 11, 2013 Page 7 of 52 have that 240 acres, but population, according to COMPASS, is currently estimated at 81,380, thus giving us our current level of service. We do own future park land that we anticipate developing, 141 acres currently in ownership for future development. If all of that were developed today we would have a level of service of 4.6 acres per thousand. Looking forward down the road -- I tried to get a 2020 population number from COMPASS. They didn't have one, but they do have a 2040, which was 154,000. So, if all of those sites were developed out at that population it would have two and a half acres per thousand. Additional projects that aren't on here yet, like the Aldape property, will help increase that as well. Our goal that has been in place since I have been here has been to -- to shoot for four acres per thousand. Looking at some pathways. We have got 14.3 miles of maintained pathways that we oversee. A little more than half of it is in our parks, actually, but about a little over six miles of that are areas like the Bud Porter Pathway and elsewhere throughout the community. About 12 miles of unconnected pathways are not maintained by us. I say approximately, because we don't know exactly the mileage that's out there in all the subdivisions, but that's the estimate we put together with efforts with planning. want to look at urban forestry and point out here the orange box towards the top. Last year in 2012 we were able to replace 11 of the downtown tree boxes, approximately double of what we have been able to do in a lot of past years and we hope to continue that trend. It's due in large part because of a partnership that we have with MDC and the additional funds that they are contributing as we are able to put towards that project. Sports teams are doing great and, Garrett, give kudos to you. He manages the sports programs amazingly well and you can see that we are on track and a little -- even a little above where we were last year. We have added a new -- you don't see as many yellow boxes on the other charts as you do in this year and that's because that's the -- a new summer women's volleyball program that's just begun and we will talk a little bit more about that. All right. Softball fields. Incredibly high amount of use. You can see on the left the amount of use times and the amount of unused times for our spring softball season. Those are not days, those are just open slots which represent just a few days which were held for rain outs and, fortunately, a lot of those rain outs held off. On the right you can see our total gym usage, which also continues to grow, and we have already used more gym time this year in schools than we did all of last year. So, it's a -- those programs continue to grow. De Weerd: Steve, maybe next year you can make the numbers a little bit smaller. Siddoway: I was trying not to have too many slides. De Weerd: Ah, there is reason to that madness. Siddoway: Just want you to see height of the chart. Patrick oversees our activity guides and kudos to him as well. You can see that the enrollments are up. If you just look at the -- I'll try something here. Look at the blue down here in 2013 Meridian City Council Workshop June 11, 2013 Page 8 of 52 and you can compare it to last year, you can see already how we are on track to do more enrollments than we have been. We are only into the beginning of the summer and we have -- we are already well on our way to last year's numbers for enrollments. Okay. Now, I'd like to show you a new tool that we have developed that I'm very excited to have at our fingertips. A lot of people don't know where to find specific amenities in our parks, so we had the idea of coming up with a web search tool. I want to recognize the efforts of IT and Rachael in this endeavor, but if -- this is now live on our website and let's say, for example, that I wanted to find a park that -- you just scroll through and you click what's important to you. So, if I wanted a playground and a picnic shelter and basketball -- a basketball hoop, you can see I have eight different opportunities to -- to look at those and if I click on those they will tell me what they are. I will show you here. I just wanted to show one other. If what was important to me was -- I really wanted a water feature and game tables, I picked one that would just give me one on purpose, but if you -- if you click on that it takes you directly to another page that will tell you details about that park and you can see here it's Generations Plaza. You can see here the water feature at Generations Plaza and there is the game table and that's in Generations Plaza as well and additional information about that. So, this new web search tool is something we are hoping will be user friendly to our public. It's currently a little bit buried within the website and I hope -- we have been talking city wide about web improvements to the city website and I hope to have this prominently displayed on our page moving forward. So, that's it for some of the key numbers. Now, let's talk about some of our parks and pathways. Kleiner Park itself has received several upgrades over the past year since we were last before you, as well as awards. We received awards from the American Council of Engineering Companies, both at the state and national level, as well as civil engineering award for the state of Idaho. We plan on submitting Kleiner Park for an additional award, hopefully, this year through both the American Society of Landscape Architects and the Idaho Recreation and Parks Association. We have -- there have been improvements to parking lot drainage. We tried our off -leash dogs program. We had our first year with the community garden, which, by the way, donated over 5,000 pounds of produce to the Meridian Food Bank and also pathway upgrades in that arboretum area. In addition, still in Kleiner Park, this spring we have added electrical upgrades to the event area of the recreation complex. We have been able to add a tree plaque to Eldon Gray's wife, Dorothy Gray, which he is incredibly grateful for. The tree grates, which the City Council has approved and provided funding for are -- have been ordered and are in and we are getting ready to put those in this summer. I think one of the most impactful improvements are the -- visually are those fountains that you see. They really add a lot of activity and visual interest and are a great great addition. I think one of the biggest ones that we have been working on just in terms of level of effort are those barbecues. They are actually griddles, but we call them barbecues. But those grills -- we have two in the park. One at each of the large shelters. They have just been installed in the last few weeks. All of the -- the unit itself was obviously premade, but the stand, the cover, everything that locks them up was all done in house and it's an amazing -- Meridian City Council Workshop June 11, 2013 Page 9 of 52 amazing fete that they put together to get this done in a way that fits in with the park so well. They will have their first use tomorrow night with the -- when the parks and recreation commission comes out and has a team building barbecue and some games to get together as a commission. Tree markers have been added within the arboretum, so that the public coming to the arboretum we have 240 species or will when the whole park is -- the whole arboretum is complete. Those markers are identifying what the trees are. The concessions building was not signed as such and now has a new sign and as was already mentioned we celebrated Gene Kleiner Day just this past Sunday. We have also instituted a park ambassador program with partnership with the police department, so I think Chief Lavey and Barb Hatch, who is pictured in the -- in the vehicle there is overseeing that ambassador program and she coordinates volunteers, but our citizens, both from Meridian and across the valley, really care about this park and sign up to take shifts and help us patrol that park. There is still openings, too, if anyone knows of anyone interested in volunteering. Two weeks ago tomorrow, I believe, we cut the ribbon on our new parking maintenance facility. You were all there, so I don't need to say too much about this, except I just want to say how proud we are to have this new facility, to be able to move out of the old, outdated facility that we have been in and outgrown, as we have grown from double digit acreage numbers to triple digit acreage numbers and we are maintaining just so much more and this new facility will give us room to grow in the future and the move in has begun in earnest ever since that ribbon was cut. We will plan to take you through it as a moved in facility as part of our parks tour in September. Very proud of the way that this project has turned out, the Meridian's baseball overflow parking. It's on school district property directly adjacent to the Meridian baseball field at Settlers Park. Last fall as you know we put up no parking signs along sections of Ustick and Meridian Roads and there needed to be a place to handle the parking demands for this spring. Interestingly, this new parking area is more popular than even the existing parking, because it's so convenient to those baseball fields and it was great to see it immediately adopted by the people coming to be part of those games. In Settlers Park we also have a tennis facility. We have been before you before talking about right -in, right -outs and things like that. We have been working on the permits since that time. We are -- I believe we got the final ACHD approvals and the final plans submitted this week and I'm going to look back at Mike. Are we going out to bid this week? So, out to bid this week. And let me just say thank you to Mike for his leadership and project management on both that and the Meridian -- and the parking maintenance facility. Pathways are overseen in large part by Jay Gibbons and last fall many of you were at our ribbon cutting for the Five Mile Creek pathway. Segment H1, which is not a very glamorous term, but it's right down here by -- at Pine Street. It's a beautiful section of pathway. You're in the heart of downtown and you feel a million miles from anywhere when you're walking along it. It's a -- it's a great new addition to that system. We plan to continue the extension of that Five Mile Creek system this summer next to Bridgetower Subdivision on Ustick. It was a couple of sections there that will be built in conjunction with ACHD and the section we will be building right in front of the Bridgetower Subdivision. The Meridian City Council Workshop June 11, 2013 Page 10 of 52 connecting piece from there over to Ten Mile Road is currently planned to be a part of the Isola Creek Subdivision when it develops. Oh, let me back up. I also want to point out the sign up in the upper right. We have replaced the Old Bud Porter Pathway sign with one of the new style pathway signs that we started with the Diane and Winston Moore pathway. Slightly smaller, but very beautiful and we are very excited to have that up and have been receiving positive comments since that went up this spring. 8th Street Park has a current project. Public Works went in to do some sewer work underneath the existing -- the old playground that was outdated and needing to be replaced. We have a community development block grant that will provide the funds to replace that playground and add a new restroom facility in that -- in that park and that park is one of our only ones that does not have a restroom and Lori den Hartog was here last week talking about Centennial Park as the other one that we would like to add a restroom in next year. So, this is a project for this summer and is out to bid now. Storey Park was before you last week with the Land and Water Conservation Fund. You see the plat in the lower right-hand corner. In short, I think you know the issues here, but we have been working for some time on this to try and find a solution that will clear up the Land and Water Conservation Fund items in a way that is a win-win for all the parties involved, including Parks, Public Works with their well lot, and the speedway and dairy board. Additional smaller accomplishments that I just want to group together. The new fountain in Tully Park, that upper photo, is -- was put in and paid for by the environmental division. It fills water bottles in a -- so that people walking along the pathway can fill water bottles, instead of just have the drinking fountain. We had instituted recycling programs successfully at Settlers Park and expanding that this year to both Heroes Park and Kleiner Park. We unveiled our first park dedication sign last year at Kleiner Park, but as was presented to you just a couple of weeks ago by Jay, we have been working on all the dates and getting system wide park dedication signs finalized and those will be moving forward for installation this summer. And, finally, the Ten Mile Interchange landscaping was finalized last year as well. That slide does it for the parks section and now we move to recreation. Special events. Where do we start. There are a lot of special events in the city, from Cable One Movie Night and this year we are starting for the first year our Teen Movie Night program. Unplug and Be Outside Week was a big one. I don't want to walk through all of these. I will say one of the biggest changes this year that we are looking forward to is the changes to the Christmas Parade and doing that this year for the first time as a night light parade. Move on from there. To adult sports programs. I mentioned at the beginning that we have a new summer outdoor volleyball league. It's being held at Bear Creek Park and we were hoping to have at least 20 teams register for its first season and we had 30. So, we beat our hope by 50 percent and there seems to be a lot of interest in that and kudos to Garrett for getting that up and running and moving forward, in addition to new ideas for tournaments and you will see at the bottom we have a new open gym time for city employees that actually starts tomorrow. It will be Wednesdays and Thursdays in the evenings between 4:30 and 6:00 and will be available for employees to come and play basketball on Wednesdays or Meridian City Council Workshop June 11, 2013 Page 11 of 52 volleyball on Thursdays. We have our classes and camps, which continue to draw interest. I love the bottom right one, which is a communicator group that came and did a program in Kleiner Park at the band shell. It went well enough and the word got out that we have two additional children's theater groups that have asked to be -- to do their own productions in the park using that band shell and they will be there this summer. We have also expanded this year from one -- one summer camp site at the community center to two at the school -- to two school district sites. One in south Meridian at Sienna, one in north Meridian at Prospect. What made that possible for us was that mutual fee waiver agreement that came to Council earlier this year and they have agreed to let us use those two sites free of charge and -- and Patrick's just had his hands full with the new staffing requirements and everything running an additional camp site. He also was involved with the Teen Activities Council and some of their highlights from this year, Ignite Youth, and the project with Ben's Bells. I'm not going to take the time to demo this, but I do want to let you know that this year for the first time we have an electronic activity guide and not just a paper one. We have always had an electronic one in terms of having a pdf, but this is more than a pdf, this is an interactive one where you can flip through it like you do on the city news. You're familiar with how the city news turns pages. You can flip through it that way, but, then, in addition you can just read about your -- the class, click on it, and it will take you right to the registration page of our website. So, that is a great new addition to -- to that and Patrick and Collin have both been working on that. Volunteers this past year. Last year we had over 3,000 volunteer hours, saving ! us over 48,000 dollars. Many of them in Eagle Scout projects, but many others with church groups and other organizations coming and being part of our parks system. We thank them and appreciate Collins efforts to coordinate them. So, now we go to the -- the final section, which is looking ahead. We have several challenges and opportunities on our radar. Starting out at the upper left we -- we get approached with a lot of partnership ideas that may not have the funding to be successful, so we are looking at a partnership policy. We presented a draft to the parks commission last month. We will be following up with them next month and, then, bringing that forward. In addition to that we are -- it's been many years since there has been a comprehensive look at the parks and recreation code section of the UDC and we have been working closely with Emily in the Legal Department to do that and that was also presented in draft form to the commission last month and we will be following up on that more this summer. We own 77 acres in the south and we need to develop our water right next year or risk losing it, so we are preparing to do that. We also know we need to look not just in our department, but across all departments at the TUP process and the timeline for elements that are there. Generations Plaza fountain pictured at the top does not have UV as part of its system. We want to upgrade that. You approved us last month to get some design work going. It's been surveyed. That design work is underway. By the end of this month we should have those designs and we will be before you by the end of this month with an enhanced -- or an amendment for moving forward with those improvements this summer. We also are working for a solution to geese control in Kleiner Park. Also looking at Meridian City Council Workshop June 11, 2013 Page 12 of 52 ways to better utilize and manage the Settlers Park splash pad. Without getting -- you know, each one of these could have a slide of their own, but in the interest of time I just want to tell you about these and we will follow up more about them with you in -- in budget hearings and elsewhere. The Rail With Trail has a -- was presented to you last week and we -- getting money from ITD and we have a budget amendment for you I believe on today's agenda that will give us spending authority on those funds to move the planning for the arterial crossing for that Rail With Trail. And, of course, the gym and field house project currently designed is on hold while we seek for opportunities with partnerships that might be -- that may be potentially out there. But as you saw from the gym usage numbers at the beginning we do have a need for additional gym space and look forward to feeling that out in the future. Speaking of the future, what is coming? Well, the next project we have -- the next big project we are likely to develop is the Borup property. Of course that is contingent on development and utility solutions and things like that. But we do hope to develop that with the ball complex -- softball complex to meet those growing demands of the softball program and since we anticipate lit fields we want to get those lit fields in before the rooftops come, so everyone knows ahead of time that they are going to be out there. We have the south Meridian 77 acres. We have been talking quite a lot lately also with Sherry and John Ewing with the Aldape property. This next year we hope to do a master plan -- concept plan for all three of those parks as part of a comprehensive Parks and Recreation master plan, because our current action plan is ten years old now and largely implemented. In addition, we have other neighborhood parks we know that are coming our way. Finally, we have been doing a lot of work with our commission. We have a great commission and we have several commissioners here today and thank you, commissioners, for all of your work and for coming today to support us. We really do appreciate that. You have heard from Treg earlier this year, just a couple months ago, on commission goals and the progress they are making and they are making tremendous progress on their goals. Number six on that goal list is a Meridian Parks and Recreation Department community video and the community liaison committee has been -- over the entire last year going to events and activities that we have put on from beginning to end and, then, taken video clips of those activities. We have taken those video clips and with the help of Natalie Podgorski in the Mayor's office, have developed a new department video that we will be using as part of presentations when we go do schools, when we go to Kiwanis, when we go to put it on our website and elsewhere. We would like to share that video with you right now and show it for the first time. (Video played.) Siddoway: Thank you very much. Well, that ends our presentation today and so from our numbers to our park projects to our recreation programs and looking ahead, that's our strategic presentation for you and I will stand for any questions. De Weerd: Council, any questions? Meridian City Council Workshop June 11, 2013 Page 13 of 52 Bird: Not a question. Just thank you for a nice presentation and for everything you have done this year and I know we are going to do better in the future. Thanks, Steve. Siddoway: Thank you. Hoaglun: Madam Mayor? De Weerd: Mr. Hoaglun. Hoaglun: I did have one question. In the Meridian -- south Meridian property, the 77 acres, the well development, is that something that we are just going to be using for a water development there or is that a joint project with Public Works for a city well as well or do we not know yet? Siddoway: All our rights are for that property and we would be developing them for an irrigation well. We -- public works is aware of the project. If they had a need we could find a partnership. Right now I don't think that's necessary. But our anticipated project right now is to develop an irrigation well. Hoaglun: Okay. Thanks. Rountree: Madam Mayor? De Weerd: Mr. Rountree. Rountree: Man, we have really come a long ways and I know Keith and I go back to two parks and the formation of the commission and where we are today and it's -- it's amazing what the community has done. A couple words struck me in your video and your comments. Our goal is four acres per thousand. It's attainable if we could just slow down a little bit and quality and I think what we have is really a quality approach. There is one element that I want to spend some time with you on -- not here today, but something somewhat visionary that might relate to pathways. Siddoway: Okay. We are very passionate about pathways and -- Rountree: But a terrific job. I'm just really pleased. Siddoway: Thank you. Well, I want to deflect those comments back here to staff and the commission. It wouldn't happen without them and I really really feel proud of the work that they do. They make all of us look good and they serve the community very well and the public. So, thank you guys. Meridian City Council Workshop June 11, 2013 Page 14 of 52 De Weerd: Yes. And I'm glad they are hearing that from Council. I come to staff meetings and, again, just to reiterate, the quality of life in our community has received a lot of recognition and much of that is -- is tied to our parks system and to the quality that we see in our parks. The pride that the staff takes in the parks system is second to none and what Collin and Patrick and Garrett have done with our recreational programs in growing it and getting activities for our citizens, for our families, to create those lifetime memories is certainly important and, lastly, I know Jay has still hair on his head, which is amazing, but in building and connecting a pathway system that is not only for our families to use and those safe routes to school, but it's an alternative mode in a transportation system that we hope some day we see utilized in getting to and from work and, you know, certainly that's the end goal, but we greatly appreciate the roll that all of you play and in particular in being that customer service expert. I have been -- and been able to hand out a couple of the Meridian Way coins at your staff meetings to -- Janice is our most recently one, but I know that our citizens acknowledge that the care and the pride and the service that they get from our parks staff. So, thank you, Steve. You are the roll model. It certainly has to start on top as well. So, thank you for all that you do, too. Siddoway: Thank you, too. Hoaglun: Well, Madam Mayor, I think Steve and the rest of the staff know when Janice leaves they all are going to have to step up their game quite a bit, so -- De Weerd: And Janice has it down to the minute I think. I ran into her and Gary at lunch and so it's like she -- she reiterated that the time -- talk is -- or the clock is ticking. The talk is clocking. So, thank you for -- for your presentation and for being here. B. Meridian Parks and Recreation Department: 2013 Budget Amendment Regarding UPRR Rail With Trail Arterial Study for a Not -to -Exceed Amount of $85,000.00 De Weerd: Item 7-13 is our Parks and Recreation Department as well and in front of you you will have a budget amendment for a Rail With Trails. Hoaglun: Madam Mayor? De Weerd: Mr. Hoaglun. Hoaglun: Since Councilman Zaremba is not here, he's the liaison, I will move -- De Weerd: Do you want to have -- Hoaglun: Oh, yeah. Jay -- we will have Jay present it first. I was ready. I knew what was going on, so -- Meridian City Council Workshop June 11, 2013 Page 15 of 52 De Weerd: You saw that this was going to be really fast, uh? Gibbons: Caught me off guard. Madam Mayor, Members of the Council, if you remember last -- last week's Council meeting Caleb presented an update on the Rail With Trail project and the grant that we received from ITD and the feds as far as to pursue an arterial crossing study, a planning study on our future Rail With Trail program and I said at that time that we would be back this week with a budget amendment reflecting that grant. So, before you we bring an 85,000 dollar -- that was the amount of the grant. The city's match ends up being 6,239 dollars. That's seven and a third percent of that 85,000. So, we need authorization from the Council to be able to spend the 85,000 dollars and be able to ask ITD for reimbursement of 78,781 of that. So, with that I will stand for questions. De Weerd: Thank you, Jay. Any questions from Council? Bird: I have none. Rountree: None. De Weerd: Councilman Hoaglun. Hoaglun: Well, Madam Mayor, I move approval of the 2013 budget amendment, Rail With Trail arterial study for a not to exceed of 85,000 dollars. Rountree: Second. De Weerd: I have a motion and a second to approve Item 7-B. Madam Clerk, roll call. Roll Call: Bird, yea; Rountree, yea; Zaremba, absent; Hoaglun, yea. De Weerd: All ayes. Motion carried. MOTION CARRIED: THREE AYES. ONE ABSENT. C. Public Works: Budget Amendment for FY2013 for the Not -to -Exceed Amount of $245,000.00 for Water Main Replacements and Sewer Main Replacements De Weerd: Item 7-C is our Public Works Department. It looks like, Warren, you're on. Stewart: Thank you. Excuse me. Madam Mayor, Members of the Council, the Public Works Department is seeking your approval of the budget amendment for 245,000 dollars for the water and sewer line extensions for the split corridor Meridian City Council Workshop June 11, 2013 Page 16 of 52 project. As you can imagine this was a substantial project. When we -- when we started this it was through the downtown area. We knew that there was bound to be a lot of surprises and it has not disappointed and there have been some significant things. You can see in the memo that is associated with this that we have had several significant things that have happened. Probably the two most significant was the replacement of some PVC water main line up at the intersection essentially along Fairview between Meridian and Main Street. That PVC main was of a vintage that had fittings on there that had been problematic for us and caused leaks and breaks throughout the city and we did not know that that's the kind of pipe that was in the ground until we opened it up and we felt like that it was probably unwise to leave it in there underneath that brand new concrete intersection and have the potential for a major expense if that pipe failed. So, that was one. Probably the next most significant thing, as you can imagine, when we dug a 20 foot deep sewer line down the road we ran into in some cases some material down there at 20 feet that was rather mucky and not in very good condition and we had the option to either pull that material out and try and condition it, essentially work it over and dry it out and, then, reuse it, but that would have postponed the project and delayed the project to do that work and we opted to go ahead and bring in import material and keep that project moving forward and not impact the schedule of the project. So, those are -- there is several other issues that I will let you -- you probably read that memo, but those were probably the two most significant, so we are here today asking for the 245,000 dollars to go ahead and complete that project and complete the mainline extension. I would note two things. One, as far as the City of Meridian work is concerned, the vast majority of the utility work for this project is nearing completion. So, the sewer and the water lines associated with this project are almost all in the ground. The mainlines are almost all in the ground. There is still a tremendous amount of roadway work and stuff that has to be done, but we don't anticipate anymore major surprises, because most of that work has been complete. Secondly, there is a pot of money that we reserved for this project, about 250,000 dollars, that was associated with the possibility of an early completion of the project in paying the contactor for completing on time. I don't know what the schedule is going to be at this time. He doesn't appear to be significantly ahead of schedule. I would just mention that if they -- if they don't use that money, essentially, that will offset this budget amendment and it will come in, essentially, at the same price that we had originally anticipated. De Weerd: Well, Warren, we are hoping they use that money. Stewart: Yes. I can understand that. De Weerd: That pot of money. I wouldn't quite call it a pot, but -- any questions or comments? Bird: Have you signed off on that, Tammy? Your signature isn't on there. Meridian City Council Workshop June 11, 2013 Page 17 of 52 De Weerd: I don't know. I think I have. Yes. Bird: But you're okay with it? Okay. De Weerd: Uh-huh. Council, any questions? Rountree: If there is no questions, Madam Mayor, I move that we approve the budget amendment for the water main replacement and sewer main replacements on the split corridor in an amount not to exceed 245,000 dollars. Bird: Second. De Weerd: I have a motion and a second to approve Item 7-C. Madam Clerk, will you call roll. Roll Call: Bird, yea; Rountree, yea; Zaremba, absent; Hoaglun, yea. De Weerd: All ayes. Motion carried. MOTION CARRIED: THREE AYES. ONE ABSENT. D. Clerk's Office: Budget Amendment for the Reorganization of the Information Services Department De Weerd: Item 7-D will be put on next week's meeting due to my not getting the information in, just wanted to say. So, Council, we will put that on next week's agenda as well. Item 8: Action Items A. Public Hearing: Appeal of City Clerk's Denial of Application for Temporary Use Permit for Special Event -TUP-13-0043 De Weerd: Item 8-A under Action Items is a public hearing on an appeal. I -- oh, Mr. Nary. I won't have to guess on who I turn those over to. Nary: Thank you, Madam Mayor, Members of the Council. No one's ever accused me of being short winded, but I will try to do my best. I'm here, Madam Mayor, Members of the Council, to speak first on and introduce a temporary use process for applicants for special events like the Northwest RibFest which is in front of you today and what the requirements are to comply prior to issuance of a TUP, a temporary use permit, for using city facilities, such as Kleiner Park in this case and, then, I will turn the time over the Emily Kane to speak on behalf of the TUP team to explain the details, all the work that's been done by city staff, all the time that's been invested to try to bring this application into compliance with our city requirements under ordinance. The TUP is comprised -- the TUP is Meridian City Council Workshop June 11, 2013 Page 18 of 52 comprised of various staff members from various departments that all have a stake in all of these types of events that we are putting on. We have people from Planning, Building, Police, Fire, Legal, Parks and the City Clerk, which is the final point of contact. So, that the parties know there is one place to go for delivering information, where they can receive information. They sometimes need to go to departments individually for a specific thing. If they want to know how many trash cans are in the park, then, they probably should ask the parks department for that specific information, but we prefer all of them go through that same point of contact, so, again, there is no misinformation, there is no misunderstanding, they are not one party to approve something in the parks department that's really a police function or somebody in the fire department approve something that's a building function. So, we want to make sure that the information is done cleanly and concisely and directly for all applications. So, they are all here today from the TUP team. If you have specific questions after Emily is done to ask for either the departments of what she may or may not be able to answer, because it is a department specific, they are here to be able to answer that for you. So, since this is the first denial that we have issued as a city on these types of events, I just wanted to explain to you, to the public, to the public record, about what the purpose is and what we are trying to accomplish here in doing these. The process is -- it will take a few minutes, but the ordinance that we have in place currently was enacted originally in 2010. It was amended in 2012 and 2013. And without getting into every detail of the ordinance specifically, I could tell you the overall intent of the ordinance was to assure the following: That all the events that are held on city facilities are -- the general health and safety of both the patrons of the event, as well as the use of other users of the facility -- so, for example, in a park those that want to attend the event that's being requested, but those that just want to attend and use the park for their own purposes and, then, also the general public at large, so that they aren't impacted by these events in a negative way. We want to be sure this is a judicious use of the city's resources and reimbursement when appropriate. It's not appropriate, in our opinion, for the public to fund events unless they are being reimbursed. There is, obviously, a certain level of service that's necessary for any type of activity or event, but things that are beyond that, that tax the resources of the city, whether it's personnel or property or anything else, we think it's important that the city be reimbursed for those type of things and the way we normally have done that is through contract and we contract with the -- with the applicant to make sure that the city is covered both liability wise, as well as resources that are going to be reimbursed in a timely fashion and that the city has a mechanism in which to enforce that if it isn't paid in a timely fashion. Finally, the maintenance of good relations with our neighbors is an overall objective in all the uses of our facilities. We have neighbors -- whether it's neighborhoods, we have neighbors whether it's retail outlets, whether it's general commercial, whether it's industrial, whether it's residential, we have neighbors to all of our facilities and Kleiner Park is unusual and unique in the sense that we also have a restriction with Kleiner Park and how it's to be used for all events in relation to our direct neighbors with CenterCal. So, again, we try to make sure that there is communication, there is Meridian City Council Workshop June 11, 2013 Page 19 of 52 permission granted, there is a dialogue between the parties to make sure, again, we are not impacting our neighbors in a negative way. We as a city feel it's important to protect our neighbors and certainly adjacent to Kleiner Park we have some very significant commercial areas, as well as residential. Residential to the east and to the north. We have the commercial to the west. We have commercial to the south and across Fairview, again, some large commercial projects between Walmart and, then, the DDR property. So, we want to make sure that those are included in the conversation and that something is being done to not impact them also in a negative way. So, through the ordinance and the planning process we have learned a few things. First, the more preplanning the better. The more people do that -- Council Member Zaremba is not here today, but I certainly can beat the drum, as he has said, in front of all of you and to the public -- again, having done large scale events like he has, he knows the more planning, the time, the better off the project or the event is going to be. Sometimes the details of the most minor part of the event can be as critical as the most major. We have found that over time with various events throughout the city that forgetting a minor detail can probably be the most biggest downfall of any event. So, covering all those bases is significant and important. Honest and detailed communication between the applicant and the city are critical. We need to know what they are doing, what information they can provide, what assurances they can provide the city, and what other approvals they may have needed to gather before they came to the city. Sometimes with Central District Health. Sometimes with ACHD or ITD, depending on where the property is located. There may be other agencies besides the city that they need approval from and we want to be sure that that dialogue is had and that those approvals are done prior to us approving the event. Fourth. The city will do as much as possible to help the applicant succeed. We meet, we discuss, we prioritize information, we will do follow up as necessary to be sure things are getting done. We will follow up with the applicant. We will meet and meet and meet. We have a preapplication that's required for the TUP process to make sure that the applicant knows what's required, when we need it, and what the deadlines are. At some point, though, we have to say enough is enough, we have done this, you haven't met the deadline, you haven't met the requirements, and a decision has to be made. In this particular instance, after all of the meetings and all of the discussion and all of the e-mails between all these parties, including our neighbors to the Kleiner Park facility, the decision was made to issue a denial on the CUP. That's why we are here today. The Council has expanded the deadline in the current ordinance now to 60 days prior to the event the applicant is supposed to submit a completed application and a completed means all of the approvals, all of the requirements have been met. Not that we have started, but that we have completed them. We require prior to that, 14 days prior to that 60 day time limit that they have met with the city staff, so they understand what those requirements are. Not meeting with the city staff is grounds for denial by itself. But, again, we have history and we have other events that we have dealt with, but that's in our ordinance, 14 days prior, 60 days prior. Our prior ordinance was 30 days. So, this specific event was one of the two last remaining events Meridian City Council Workshop June 11, 2013 Page 20 of 52 that were in the process when the ordinance was changed and we notified them of that and we gave them the 30 day window as a courtesy, because we felt it was too short a time frame to push that back on them. So, we did have a preapplication meeting. They did meet with staff 14 days prior to them submitting the application. That meeting, as I said, is critical, because, again, it's to identify all the things that we are going to talk about and Ms. Kane is going to talk about as well. If the application is complete at that point, the matter moves forward for final approval, and the event can occur as planned. When they miss a date we have a very small window of time to cure those defects to allow the event to proceed. We pushed the window back in this case, but we -- again, we want to make sure that those -- details which, again, relate to the public safety, safety of the general public, safety of the patrons at the event, safety of our neighbors, are all being met prior to issuing this TUP. We may return to you later this summer after more lessons learned over the last couple of years and maybe having a further discussion on when even the preapplication process needs to occur, because, again, the more planning the better, the longer the better, the more time the better for, again, the safety and health of the citizens that are going to be at this event. The city staff does not take denial lightly. Like I said, this is the first one of this type that was done. At some point the process has to be concluded and a decision was made to meet those objectives or the ordinance as I have laid out on health and safety and our neighbors' well being. If the staff determines after all these meetings that the event can't be approved, a denial was issued and in this case an appeal is brought before you. My last point Ms. Kane will step up here -- and staff has struggled mightily with this event. We have expended hours and hours of city time and resources trying to make this application meet the needs of the city and the objectives of our ordinance. We recognize that a denial is -- at this point may have great impact, but we cannot as staff recommend in good conscience to approve this at this time. This event is 16 days away. It has been advertised heavily. It has been presold heavily. To allow additional time to meet these needs -- if you run the risk that if those can't be met that you're going to try to then stop having this event and not have thousands of people show up on June 27th when no event is going to happen, two weeks gives us the ability to at least make sure the public understands this event either has gone to another venue and that gives them time to do that if they can do it and that it's not here. Otherwise, you again run the risk of people will show up anyway. They are thinking this event is still going to be there and it's not. So, we don't recommend that further delay be allowed. This is the second year of the event. Most of this planning and logistics should have been done. They were -- that was last year. They were communicated last year. There was an opportunity to have a follow up meeting, which they declined. But we had information and we provided it to them prior to this time. Our neighbors DDR, Carmacks and CenterCal are very concerned about the impact on their properties. I spoke to Mr. McNamara from Carmack, they have absolutely prohibited any use of their property. They have wells and irrigation on their site and this is an open field of dirt right next to Kleiner Park, which is seriously concerned that without some security measure that we need to make sure no Meridian City Council Workshop June 11, 2013 Page 21 of 52 one will use that. Mr. Hugh Crawford from CenterCal is here today. He would c like to at some point, if you wish, express the concerns that they have had in regards to the planning and the permissions that have been sought in this event. He would like some opportunity to provide you feedback. And, again, if the Council upholds the staff recommendation we have time to make the public aware of what's happened here. If we delay even further, again, it may be very difficult to get people to understand what's happened and why and what needs to be done appropriately and timely, so that, again, we can have an event that everybody would like to have, but done in a way that is safe for all the people that attend it, all the people that don't attend it that are near it, and all the people that live near it -- live next to it. So, I will turn this over to Ms. Kane and she can go into the specifics of the staff timing and meetings and information that's been provided as to what went into the denial. Thank you. Kane: Hello. Mayor and Members of City Council, I'm Emily Kane, deputy city attorney for the city. I'm providing you with a timeline that shows the time and the work that city staff have put into reviewing this application and working with the applicant to look for solutions to the public safety issues that were presented by the proposed event and there are copies on the table in the back of the room as well. I do also have copies of the supporting documents that are referenced as attachments in the right-hand column and if you're interested in that or if you want further details about what happened, but for now I will just plan to cover the highlights of this process. So, a version of the RibFest event occurred in Kleiner Park last year and the necessary process improvements identified from that event included a need for designated event parking, traffic control, and the need for an onsite police presence via the mobile command center and a need for on- site medical personnel. The need to address fees and other concerns in the event planning process were communicated to the applicant and on May 8th preapplication meeting with staff members from several, if not all departments and in a follow-up meeting on June 4th. Between and since those meetings staff has spent hours communicating with the applicants by phone and by e-mail, largely focused on expressing the public safety concerns that are presented by the event without a parking plan or medical plan. Ultimately staff's efforts were not fruitful and as Mr. Nary just stated, staff denied the application on June 7th on the grounds that a complete application had not been submitted. Specifically the denial was based on the lack of a parking plan, lack of written permissions from purported partners regarding parking. Lack of a medical plan and lack of an insurance certificate. The applicants did also fail to submit an application for an alcohol catering permit to my knowledge. A medical plan is now in place. The applicants engaged the Meridian Fire Department to provide on-site medical staffing services at applicant's cost. So, that would be an add on service that is provided for a fee. But to date no proof of insurance has been submitted and that step is crucial to protect the city and its property, particularly during the proposed concerts when the event organizers wish to charge admission. Allowing a few for use in a city park could jeopardize the city's recreational immunity, which potentially exposes the city to liability and this is why we do Meridian City Council Workshop June 11, 2013 Page 22 of 52 require proof of insurance. It's my understanding that a parking plan has been submitted to City Council today. Parking is a public safety issue for this event. Without a viable plan for off-site parking, neighboring businesses and property owners at Village at Meridian, Meridian Crossroads and Carmacks will be adversely affected. Cars intending to park in Kleiner Park will back up onto Fairview creating a traffic hazard and a burden on our public safety services if they are called in to direct traffic. People parking in unauthorized locations may double park other cars, which causes inconvenience and sometimes fights and in some instances cars parked in unauthorized areas might damage crops, landscaping, and irrigation infrastructure. Just a brief review of the plan. It doesn't protect our neighbors across the -- or, excuse me, the irrigation infrastructure. There is potential damage to the physical plant and taking up parking for other business patrons. There is no evidence that the school district has been contacted regarding the plan to park at River Valley or Centennial. One detail is that spaces available at Capital Christian are a little less, because they mention in this message that there is a soccer league on Saturday, so that affects the math a little bit. It sounds like maybe that wouldn't necessarily affect the -- the overall numbers. At least there would be possible if this were available off-site parking. There is also no evidence that a shuttle service has been engaged and a contract is in place and one thing we have learned in this process is to do our due diligence and make sure that that is taken care of and not rely on the assurances of that applicant. The owners of the Village at Meridian, Meridian Crossroads, and Carmacks have stated categorically that they do not wish for event parking to preclude their patron parking and absent any plan to prevent that situation they are not willing to provide event parking at their properties. Staff has been repeatedly assured that these property owners are on board and, in fact, grateful for the proposed event, but after making an effort to verify these assurances, we found that is not the case. Another major problem at last year's event was that there was no solid waste management and the Parks Department had to remove truck loads of garbage from the event. Staff has also learned that the applicant has not reserved any roll offs from Republic or arranged for special garbage pickups during the event. The Central District Health Department has contacted staff and advised us that they have not received any public health plan that would describe which vendors will be present, where they will be located, which will require power or water hookups, where that power or water will come from, how gray water will be disposed of, locations of hand washing stations and whatever else Central District Health requires. Finally, the agreed upon private security company has not been contacted by applicant. In sum, this application was denied because the event as proposed presents significant public health and public safety hazards to event attendees, park users, patrons of area businesses, and vehicular traffic on Eagle and Fairview. The event organizers have neither acknowledged nor prepared any plan to mitigate these hazards. Well, I guess until -- until today with regard to the parking plan. Given this ongoing status of the application it's the recommendation of staff that City Council uphold the denial of Temporary Use Permit Application No. TUP 13-0043. And I would be glad to answer any questions you might have. Meridian City Council Workshop June 11, 2013 Page 23 of 52 ( De Weerd: Council, any questions? Bird: I have none. Rountree: I have none. De Weerd: Okay. Thank you, Emily. Kane: Thank you. De Weerd: Certainly at this time I would ask if the event coordinators have comments. Nelson: Madam Mayor and Council Members, I appreciate the opportunity to come and be able to address this issue with you and first like to apologize for the fact that we have got to take your time for this and that we did miss our deadlines on Thursday. De Weerd: Thank you. Can you, please, state your name and address for the record. Nelson: Oh. Sorry. My name is Randal Nelson. I'm a director with Help Idaho. Our address 1121 East State Street, Suite 101, in Eagle. De Weerd: Thank you. Nelson: What we have done since receiving the information last Thursday of the denial was to try to address those issues as rapidly as we could and put together some information and presented it there in front of you. Just a little history on this for all of us. This is a new event in a new park in a rapidly developing area and my background in doing these types of things says that it's going to be about three years to really work out all of the kinks. Last year we had a number of issues with the RibFest in the way that we executed some of the items there, but overall we felt very good in the way the event turned out and our follow-up discussions with the police department and we felt that having alcohol there and the massive number of people that showed up for the event, that it was a very well mannered and well attended event. We don't realize -- hadn't heard of any alcohol-related type incidents or anything like that. There was lots of parking problems. There were lots of car problems and I think that's why there is such a focus on the parking plan this year. The park was brand new, under development, there was dirt everywhere and we had not done anything to address that, because we really had no idea what the size of our turnout for that was going to be. So, we believe that we have learned a lot and we instituted a lot of changes this year going forward. The parking plan that we have put in front of you today addresses really the parking spaces that are going to be needed. Meridian City Council Workshop June 11, 2013 Page 24 of 52 Some of that. What you did not see in there was any plan for working with the neighbors. We are trying to work with them directly right now to put up signage and they want to see this plan as well, so we are sharing this plan with the neighboring groups there to say, okay, this is where we are at today. We understand that it's not as fully developed as you would like it to be, but I'm trying to get their input as to what they would see and we will do our best, you know, to meet their requirements as far as putting up people, putting up signage and all of that and I understand that someone said that he was here today and I sent them some stuff and, hopefully, he will tell you that everything is moving in the right direction. As far as the dirt lot goes, our plan is to not use that. We did not request permission to use that dirt lot. We understand if we don't do anything people will do it anyway, so we are going to staff that with volunteers and put signage up all down there to make sure that the public knows that they are not allowed to park in that area. If there are other areas like that, that's one we specifically talked about in our meeting with the city folks, if there are other areas like that that need to be addressed, we will do -- take those same types of precautions. Before we talk about the next area is there questions on the parking plan? Anything that I could answer at this point? De Weerd: Council, do you have questions on the parking? Bird: Not at this point. Hoaglun: I did, Madam Mayor. I was just looking at your parking communications, because that's going to be a big deal, especially for Centennial High School, which is three miles away, that is not something people would think of to park there -- Nelson: Right. Hoaglun: -- to come to RibFest. You know, Riverside Elementary or the church are close enough that, okay, it makes sense. From what I gather you just -- on your website, social media pages -- the DJ announcements, is that prior to? Nelson: Yes. Yeah. That started -- starting right -- I believe this weekend with the Cumulous Group. But we are running ads for this event on multiple country stations and Meridian stations and that and so what we are proposing to do is to have the DJs make announcements on those stations as well to direct people for parking to come to our website and see what we have available for parking. Hoaglun: Okay. Thank you. Nelson: So, that's the DJ announcements. We also put down on new printed materials -- obviously there is things out there today, but we are still printing up most posters and fliers. We have requested -- we have more restaurants that are willing to hang those up. Wanted to let you know that this -- there will be a Meridian City Council Workshop June 11, 2013 Page 25 of 52 parking information announcement on those also directing people to the website. You know, we understand the parking plan is no good if nobody knows about it and, like you said, the places that are closest we have put in here some black signs, because they are near by and with some signage we can allow people to know there is additional off-site parking and point them there. But, true, Centennial High School will only work if people know about it ahead of time. Hoaglun: And also, Mr. Nelson and Madam Mayor, follow up. The volunteers, to prevent parking in the Carmack's and other property, how do you get volunteers to work at this event? Nelson: Right. What we have done is we have worked with nonprofit organizations. We want them to be able to come in and set up a booth at the event and share their information. Instead of charging them an entrance fee to do that we have given them the option to provide people on a volunteer basis to help us work. We need people to watch the perimeter fencing, we need people to empty trash, because we had a large problem with trash last year and we need people to help with the different parking aspects of this. So, those are the three areas that we are using our volunteers for. Hoaglun: Madam Mayor and, then, Mr. Nelson. Somehow I recall last year there were volunteers utilized to do some things and from what I gather from reports that didn't work out that well. Nelson: That did not work out at all. No. We -- we had one person in charge of doing that and they were trying to set it all up with one organization and it never came together and I think when we got out there with the parks and rec people we ended up with maybe three guys running around trying to do some trash. So, what we have done this year is we really -- and that's why we went to the system of working with as many different nonprofit organizations as we can, kind of not putting all of your eggs in one basket. So, we feel very confident that these organizations are going to be able to come through for us and if one or two don't we will still have a lot of people to be able to come in then. Hoaglun: And Madam Mayor, Mr. Nelson, do you have someone who will oversee that specifically? Nelson: We will. Right now we have -- we have a person who has been responsible for making the calls and putting together the schedule and all that. I'm not here to commit today that that's the right person to oversee that event, however. De Weerd: Okay. Nelson: Okay. The next area was the medical plan. We -- our plan is to use the Meridian Fire Department who has a medical plan on file with the city. We had a Meridian City Council Workshop June 11, 2013 Page 26 of 52 brief discussion with one of the gentlemen after our last planning meeting and it was just I will say a communications failure. We thought that everything was good from that conversation and I think they thought that we were still exploring our options and so when it came time for the deadline to be there and they were contacted they said, well, we are still waiting to hear back. But we have made those connections, we have our e-mail here to show that we have -- we have that I would say more finalized at this point. Any questions on that one? Hoaglun: Madam Mayor. Mr. Nelson -- sorry. On that you mentioned here emergency medical services will be provided by the Meridian Fire Department. Is this just major medical, if someone has a heart attack they would respond with a truck? Nelson: Correct. And understand the new guidelines for an event of our size the city is asking that there be two EMT people there with the equipment. And so that's -- that's kind of the medical plan and the services they are going to provide. Last year at our event it was very hot and we had a number of people who suffered from some heat symptoms and problems like that and so those types of things are what we are envisioning. We have the American Red Cross and some other people are going to have minor assistance places to let people know that they can get some water there, they can get band -aides and that, but the Meridian Fire Department would be, you know, kind of that top tier of service with -- with the EMTs and the equipment. Hoaglun: So, Madam Mayor, Mr. Nelson, American Red Cross, if they are getting dehydrated they can go for water, they can go for band -aides, they can go for whatever, and American Red Cross would take care of those. Nelson: Yes. Hoaglun: And do you have a signed agreement with them? Bird: Yes, we do. Hoaglun: All right. Thank you. Nelson: Also it depends, because there was a number of bees there last year from the barbecue being attracted to the garbage cans and that, so we brought those in this year just as a safety -- the third area that was listed on the denial was due to our certificate of liability insurance. We were contracting a lot of the event management out to Triumph Ventures and they had provided the original certificate. We were asked to have that changed and get a certificate from Help Idaho. We went out and got a quote for that and I submitted that to make sure that it was going to meet the requirements. There was some questions at our last meeting on some of the coverage areas. I pointed out what I was told by my insurance guy and it was my understanding that there needed to be a little more Meridian City Council Workshop June 11, 2013 Page 27 of 52 research or something done by the city to make sure that those coverages were adequate. I would say that I didn't hear anything back and I kind of waited until the last minute to go ahead and purchase the policy, assuming that everything was okay at that time, but because of that I did not hit the deadline at 5:00 o'clock. We have since done that. We have certificate of liability insurance here for you to see. One other thing that was brought up by Emily when she talked to you was in our parking that we have the confirmation note on here regarding the ability to use the space at Capital Christian Center and she was concerned with the school. I did not put it all on there, but I do have a signed rental usage agreement from the school giving us authority to use their parking spaces, as well as other schools in the event that we need them that I can certainly give somebody if they would like to take a look at that. But we do have those written documents. I just didn't want to make this packet any -- any larger than necessary to address the concerns that were in the TUP letter. Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: Mr. Nelson, I got a couple of questions. When did you guys plan on doing this event? When did you start planning this event? Nelson: I would say last year at the end of the -- that last event. We thought it was good and we wanted to do it again. Bird: Well, why are we 16 days from the event debating this stuff and getting stuff in when this should have all been planned and set aside and been ready by -- actually in May 8th you -- you met with the staff got the requirements and stuff here we are on June 11th just getting the parking plan and certificate of insurance and the certificate I got here don't say that -- it's a copy of it, but don't say it's been purchased or anything, but I'm sure it has. Why -- if we are going to put on a big event like this do we wait -- why we didn't have all this in place, so that we are not here 16 days before the event debating whether we are going to have it or not. Nelson: Yeah. Well, we really I would say underestimated the new requirements this year over last year. I think we felt that last year went very smoothly as far as the application process and we knew more additions were coming, because we had been told of the city about that, but when it came to like the parking plan, we didn't truly understand I guess what the parking plan was. I mean we talked parking plan and we left and we thought that what we had done was good and when we came and we talked to the city about what we said they said, no, that's not adequate. You also need to have -- you know, think about the security here and directing this and so we went away and we talked about it some more and, you know, we have gone back and forth. I think it's getting better every time. But I think for us what would have really been helpful would be some sort of an Meridian City Council Workshop June 11, 2013 Page 28 of 52 example of what a good parking on other events and asked the Hugh to see if he has from a together a good parking plan, be you know, the city likes or our neighbors it off to you and there just were trying to do this for the first time see, what they expect to see in have to do one last year. plan is. I m if they h CenterCal cause I re called some folks that -- that have put A one and they did not. I talked to perspective someone that had put ally would like to do it in a format that, like, so that I can feel good when I hand plans to work off of and so we are you know, what do people want to plan, because, like I said, we didn't no sample and deciding, this parking Bird: Follow-up, Madam Mayor, if I may? De Weerd: Uh-huh. Bird: That's true, but you just said here that you had problems with parking last year. So, if you are going to run another event the next year that would be your first priority is to get in and find out and every event is different, so we can't have a sample -- Nelson: Right. Bird: -- you know. It's -- it's up to you to -- to present to us. We can't tell you how to do your parking plan, you have got -- you have got the program, you know what you're going to have and stuff. You should bring that to us and it should have been done three months ago. Nelson: Yeah. Yeah. To that point when we looked at last year and we said, boy, what happened, we attributed a lot of that to the fact that the develop -- the area was not yet developed and we had some discussions say, boy, next year when the CenterCal thing opens up there is going to be 2,300 additional parking spaces, that's going to be wonderful. Now, we did not know -- you're right -- that there is only a certain percentage of those that would be available to be used and we didn't know that it was up to us as the event guys to go get that permission. I probably was -- it was kind of like a Boise State football game where you go down there and you find a spot that's legal, right? I understand you can't park in front of hydrants and on people's lawns, but you find a legal spot, the closest one you can get to the stadium, and you walk from there. Bird: But you don't go park -- excuse me, Madam Mayor. You don't go park in front of businesses. Nelson: Right. Bird: I mean they have got businesses in there that are depending on customers being able to park. That's why they are in there. Meridian City Council Workshop June 11, 2013 Page 29 of 52 i Nelson: Uh-huh. Bird: So, why would you want to even be able to count any of that? I don't know. I guarantee you at Boise State you don't -- if you pull in and park in front of a business you're towed somewhere and you pay 75 dollars to get out. Holman: Madam Mayor? De Weerd: Yes. Holman: I would like to note in regards to the parking and CenterCal, when we met on May 9th I did state at that meeting that I had just met with Hugh Crawford and Ramona -- I'm sorry, I don't remember her last name -- a few days before that and I did let both of you know at that meeting that I had just met with him, he was definitely wanting to be informed of any major events and had stated clearly that he would want to protect his retailers parking and the next day we sent you information on how to contact them, because Ramona, who works for Hugh, had said she actually had some experience in this area from -- I believe her prior job, but they wanted early contact and that they would be opposed to all of the overflow parking coming into their area. So, I just want that on the record that did state that at the May 8th meeting. Nelson: Yes. And I totally agree with what you said. I was just trying to address t your point as to why I didn't think, you know, get started on this a year ago. De Weerd: Any other questions? Hoaglun: Madam Mayor? De Weerd: Mr. Hoaglun. Hoaglun: One thing that bothers me here, Mr. Nelson is the fact that apparently you sent an e-mail to Ms. Kane stating that CenterCal and Hugh Crawford had approved parking at CenterCal, that's ShopKo Plaza management had approved parking and that, in fact, was not true. How -- and that troubles me, because now you're telling me things that we have done this and done that -- it makes it difficult for me to believe that and it very well may be true, but can you explain why those things were said when they were, in fact, not true? Nelson: Well, I didn't send those -- that e-mail, but I can tell you what is my understanding. There was conversations taking place that involved both signage as far as putting up signs on their properties about the event, as well as parking and in looking back and trying to dig in and understand what happened, it seems like there was more agreement or agreement as far as the signage, but not so much as the parking and on the person on our side -- the conversation said sounds good, you know, just want to say this, that it was approval to move Meridian City Council Workshop June 11, 2013 Page 30 of 52 forward and in conversations I have had -- I talked to Hugh on Friday and the other day to say, okay, help me understand this, what happened and all this, and I got a lot more clarity on that situation. But I really didn't -- I wasn't fully knowledgeable about that at that time. So, I have tried to address that. Like say, we want to do things right. We want to meet your requirements, we want to be good neighbors, we are trying to respond as quickly as we can to these specific items to make sure that this is a good event again this year. You know, we are not here I guess so much arguing for ourselves on this, as the commitments that have been made to, you know, a hundred local businesses that are going to be down there and to the advertising that we have done and everything that, you know, the impact that canceling this event would have. But I want to just address these issues and answer your questions and go from there. De Weerd: Yeah, you can't address it from your chair, but you can come up front. What I want to make sure -- if Council has any other questions for Randal. Bird: We can bring him back -- De Weerd: And if you do, yeah, we can bring him back up. Sure. Nelson: Okay. Thank you. De Weerd: And if you will, please, state your name and address for the record. Thompson: Kasey Thompson. 2131 North Park Forest Way, Eagle, Idaho. De Weerd: Thank you. Bird: Thank you for your time, Mayor and Council. The letter that we received really had three things that they wanted us to address. One was insurance, which you have. The second was EMS. At the meeting we had on Tuesday last week I had talked to the EMS and we went over pricing and that type of thing. I left that meeting thinking they were -- that's who we were using. There was a misunderstanding thinking that apparently we need to put together a contract, this, that, or the other, so we left thinking it was a done deal. They put in this letter that it wasn't a done deal. I immediately called the EMS and said I apologize if you didn't think we were going to use you, but we are. He immediately sent the attorney's office an e-mail, as well as me, and said we are good, we are going to put together the whole -- all the paperwork you guys need we will do. So, that really was just a misunderstanding, because I thought we were -- it was set and he immediately sent the attorney's office a letter and said we are good to go. It really comes down to the parking. Now, back to your question, I had talked to DDR, she was a big fan of RibFest. We had talked to her last year. She let us put signage up at her location. My conversation with her was about the event. She goes that's an exciting event. My tenants are excited. One of our major sponsors is Texas Roadhouse. She's excited about Meridian City Council Workshop June 11, 2013 Page 31 of 52 the event. Would have loved to have made it. She can't. She's out of California. San Francisco area. We went over the -- the layout where we are going to put signage up and all that and that's what I sent over to the city. As far as DDR, I had not talked to Hugh yet. Big AI's is one of our major sponsors and at that time my understanding was that Big AI's could assign parking. So, that's where we kind of assumed that would take place, later finding out that it wasn't Big AI's, it was actually the -- you know, the property owner. So, that's where that e-mail came across. Now, as far as parking, with the city, the city recommended at our meeting that at the time we would need 1,250 spots. We looked at the park and said, well, okay, if that's the case, there is 700 spots there, we need an additional 500 spots. When we sent that message out to the public -- and the other thing is as we are having these meetings there was the police department, the fire department, all the departments are there and I had conversations with all of them and I said can you guys give us some help, some ideas? I don't understand what you mean by a parking plan and, of course, there has never been one done. No one's ever asked for one. We never had one last year. That's why we hadn't started a year ago was, yeah, we were expecting to do the event, but we didn't do a parking plan, we were just planning on renting the park. We had no idea about this parking plan and how we were supposed to do it and what it entailed. So, we, then, started making calls. The school district came forward and said we -- we have to have this event. This is a community event. This is the biggest event I think ever in Meridian history last year. So, the schools came forward and said use our parking lots, you know. The wrestling team contacted me and said we will do it as our fundraiser. We have had Centennial. We have had Mountain View. We have had River Valley come forward. As you guys have a signed paper -- Randal has it where they said use our parking lot. It's all signed off. The church has started calling us. We have had multiple churches say use our parking lot. We have a signed agreement right here across the street with Capital Christian. Those two parking lots alone is more parking than we need for this entire event. De Weerd: Kasey, I guess the bottom line here is that the staff -- you knew that parking was an issue last year. Last year was a time to ask these questions and say if you don't know what a parking plan is, just sit down with staff and say how can we work together and figure this out. I don't think this is the first event you have ever organized. Thompson: Just with a parking plan. De Weerd: Okay. Thompson: It's been inside for -- De Weerd: And I understand that. Most of your events have been on site. There has been adequate parking. You learned last year there wasn't adequate parking. We didn't want another disaster like that. It impacts the general Meridian City Council Workshop June 11, 2013 Page 32 of 52 motoring public that's driving by there, it impacts your attendees and it definitely impact those around you. To assume that you had additional parking spots from CenterCal -- you have to understand they put those parking lots in for business and, yeah, then, you have to work with them and say how are we going to secure those spots. How are we going to identify what spots you're allowing us to use? How will we assure that your other spots will not be used for this. That's communication. I understand a lot of what you're saying, but you are an event organizer, you are an excellent promoter. You get great venues. You market the heck out of them. But it's these details that can endanger -- the greatest responsibility we have is public safety. Number one. Bar none. The safety of the public is our greatest responsibility and we take serious. That's why our staff met with you early on, said we have to have these things. You have been difficult to communicate with from what we understand. You have not been timely in getting back to us and I know you're not the one that we were supposed to work with. It's Randal. We needed this information to assure that we were doing our job as well. This is the largest event that happens in our community and this -- if it happens in a couple of weeks it will probably be even larger than last year, because of the venues that you're bringing in with it, which makes it even more important that we have this detail. This parking plan should have been on every marketing piece that you had, so you do not inconvenience all of those other business owners and that your -- your attendees know what to expect. On every ticket it should have had what those alternative spots are. So, think everyone is frustrated. We want to see a successful event. We don't want to cancel an event that is the talk of the valley. But our number one responsibility is safety and you haven't given us enough information or built the trust that we are going to be able to assure our number one responsibility which is safety to our public and that's why we are here today and that's why are really frustrated right now. Thompson: I totally understand. Do you mine if I go through the parking piece by piece? We built this as, hopefully, a model for the City of Meridian to use when it's at Kleiner Park. Do you mind if I go through it piece by piece, how we are -- I know we talked briefly on marketing. I'm doing the marketing, so I can tell you exactly how we are marketing it. I can tell you where we are putting signage up. I can tell you how we are protecting CenterCal. De Weerd: Yes, please do. Thompson: Do you mind? De Weerd: I think that would be helpful to our Council. Bird: One question. De Weerd: Mr. Bird. Meridian City Council Workshop June 11, 2013 Page 33 of 52 Bird: Why on 16 days before the deal we are getting a parking plan. Why wasn't this a month or two before? De Weerd: Well, because, Mr. Bird, we thought we could work with them. If we had done this 30 days out or 60 days out they probably would have been here a couple days later saying this is the plan. But we were -- we were trying to accommodate and we should have toed the line and not tried to be accommodating. But the fact is we can't look back, this is where we are today, and we need to -- to see if we can work it out. Bird: Well, when you got an ordinance you shouldn't be accommodating, you should stick to it and do it. Hoaglun: Madam Mayor, I would like to hear from Mr. Thompson about the parking plan, but one thing I do want to clarify -- when you said you talked to ShopKo and whatnot and you talked about putting up signs, is this parking for RibFest signs or no parking for RibFest signs? Thompson: The conversation was about promoting RibFest. Where we would put the signs in her area. She signed off on right there on the corner of Fairview and Eagle we could put signage at Texas Roadhouse. We hadn't talked at that point about no parking signs. Now we have put this into our plan. So, essentially, if you look at the meeting we had last Tuesday with the account with my group, was that at the high peak at any point of the show 1,250 would be the most amount of cars that we would need to find parking for. The park holds 700. Capital Christian right across the street, which we also have a shuttle system set up with them, holds 500 cars. Now, Friday -- Thursday night and Friday night they will hold 25 of those spots for soccer. That will leave -- that will give you 475. On Saturday morning until 1:00 p.m., which is only two hours into our show, they will have 100 parking spots for I believe it's soccer. It's in the paper I gave you. And, then, on Sunday the first part of our show they will have church, after that it's completely open. Also the school district has given us Centennial High School, which has over 800 parking spots. They have given us Mountain View, which has over 1,200 parking spots. And they have given us River Valley, which has walking right across the street, there is 190 spots. Just with Kleiner Park, River Valley, which is walking across the street, and the church, which is a shuttle and it's a -- you know, a few hundred yards, that is more parking than we need for this entire event, those two spots alone. Now, Randal, my partner, has been talking to CenterCal and in the meeting we would put no parking signs, which is every single entrance into CenterCal and it's honored as of the paperwork that you see and it asks, you know, if they would be willing to give us some of those spots in front of Big AI's because it's vacant at this point. They had given some to one of our partners, 103.3, to do as fundraisers a few months ago. I don't know if you have heard back, but if they are interested in giving those to us, then, that would open up several hundred -- up to 500 spots that is there. So, again, he hasn't -- we haven't written back, but potentially that could Meridian City Council Workshop June 11, 2013 Page 34 of 52 be another possibility. But we would go in with CenterCal and we would put signage at all those spots to prevent anybody from going in there and parking. We would also not only do that, we will put security on the back side as you go into Kleiner Park where the construction is, one hundred percent of the time of our show and not let people into the back side, so there won't be any issues there. If DDR wants to do the same thing we will do that same thing there and put no parking there as well. Now, to your point as far as -- you brought up an excellent point about volunteers. Last year was our first year. This year we have over 20 nonprofit organizations that are helping with RibFest that we have each day over 150 volunteers at any moment working the show, so we will really pound the security issues. EMT was something we didn't have to have last year that was thrown in recently. That's why we added that and we have the Meridian Fire Department. Idaho Lottery is bringing down additional help as well, as we are, you know, on the Idaho Lottery right now. So, it's things like that that we have increased. But as far as the parking plan, it exceeds what we were told meeting last week that we needed at the highest peak time and that does not include any parking spots of CenterCal or DDR. Nary: Mr. President? Thompson: And, then, to marketing, if I may. As you come down Eagle Road the entire week of the show starting Sunday night we will have a big black sign right there as you go into River Valley Elementary that says RibFest parking and t also up on the turn right where the Capital Christian sign is, we will set it out a week early, we have already got places to put RibFest parking and all the other places we will put not for RibFest parking as well. Hoaglun: Okay. Mr. Nary. Nary: Mr. President, Members of the Council, I guess I wanted to answer Council Member Bird's question as well. Every deadline we have given to this group they have missed. They have missed the -- and, in fact, what you have received today doesn't meet our requirement. Still there is no proof that there is a -- there is a shuttle service under contract. Thompson: Yes, sir. Nary: I haven't seen the permissions from the school district, unless they just handed it to you. They have no permission to enter Carmack's property to prevent access. Thompson: We aren't using Carmack's property. Nary: I understand that. It's to prevent access to it. So, again, they have -- we have given them deadlines to try to meet. We gave them June 4th. They didn't i' meet it. We gave them June 6th. They didn't meet it. We gave them June 7th. Meridian City Council Workshop June 11, 2013 Page 35 of 52 They didn't meet it. We have given them deadline after deadline after deadline and they haven't met it yet and today's June 11th. So, I'm sorry Mr. Thompson thinks he's compliant, but the reality is they haven't been. We have given them time. We have given them information. They have never met one deadline yet and they still haven't yet today. Thompson: At this moment everything is completely done. We already will have security at Carmacks, back to your point. We have signatures on everything you just mentioned. Everything. We have the signatures in front of you. We have them done. In fact, we have two schools that said they would do it for free just to have this event happen. So, every single thing that there is in this paperwork -- there is nothing missing. Hoaglun: Mr. Thompson. Madam Mayor. Question. I'm just bothered by the fact that you keep referring that everyone called you when I think you probably went and reached out to them to get the parking. Thompson: We had some calls that came in to help out. Hoaglun: You had some calls. All right. Madam Mayor. Again, my question to you, Mr. Thompson, is security -- Thompson: Yeah. Hoaglun: -- who is the provider for security? Thompson: We do events out at Centuryl-ink. We always use MAV Security. Mark. We use Mark at all of our events. If you are looking at how we are going to do the concerts, what we want to do there, Mark and I -- we will use MAV Security and, then, we will also use I think the Meridian PD. As I mentioned, they are going to bring in more PD than they did last year and, then, also probably ten times as many volunteers. Hoaglun: So, Madam Mayor and Mr. Thompson, there is no contract right now with security? Thompson: Well, me and Mark have texted each other back and forth and -- we will use them. I mean I -- we are good friends. We have done about 140 something events together, so -- we have not signed any, no. He knows he's doing the event. I have already told him he's got it. Has anything been signed? No, I don't think anything has been signed. I don't think I have ever signed a contract with him. If you would like me to we can sign one today. He knows he's doing the event, yes. Hoaglun: Okay. Meridian City Council Workshop June 11, 2013 Page 36 of 52 Thompson: He's had it on his books for years. Same with ChiliFest. De Weerd: Other questions? Rountree: Best not. Bird: I have none. De Weerd: Anything else, Kasey? Thompson: I just want to say I -- yes, I could have done things a lot better, you know, I know that. I can tell you from the bottom of my heart the parking plan -- I have never done one and neither has my partner and we think that this plan is great for what we have. We think that it exceeds -- well, it does exceed what the city has asked for us to have and we will market it where the parking spots are and I really hope that you guys will -- this really is an event for the City of Meridian as well and I hope it works and we really tried to get everything done. Hoaglun: Madam Mayor, before Mr. Thompson leaves, just one quick question. You mentioned shuttle services being provided. Who is providing those? Thompson: We will use -- find my paperwork. Boise Shuttle Service. Also another service has said they would do it as well. They have been working with the Capital Christian Center, they have worked together on projects. Boise Shuttle Service is the route from the high schools, if you guys think we need to use the high schools. We use those as kind of our alternates, because -- you know. Yeah. It will be Boise Shuttle Services. They are already locked in. We may also use Capital Christian as a fundraiser. Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: Will your shuttle service be ADA rated, your buses or your shuttles? Thompson: Yeah. They are -- Boise Shuttle Service will use the Meridian -- I guess Meridian. Meridian Boise -- they are school buses. They are the high school buses from the high school. Right, Randal? Meridian School District buses. And that would be coming from Centennial and Mountain View. We could use those. Bird: And you will make sure they are handicapped buses that are on the project? Thompson: Absolutely. Meridian City Council Workshop June 11, 2013 Page 37 of 52 L, Bird: Okay. Thompson: We have handicapped on nonprofit. So , absolutely. De Weerd: Kasey, could you talk about the event itself and -- Thompson: Sure. I would love to. De Weerd: I think that would be helpful to us. Thompson: The event is June 27th through June 30th. It's from 5:00 to 10:00 on Thursday night. We have a band coming in to perform that night called Journey -- Journey Unauthorized. They are the number one cover band for Journey coming in to perform. On Friday we have a country singer that's had five -- five to ten -- let's just say big names in country. He's got an opening act that's Anita Cochran. On Saturday we have got the fish release that we have been working with Fish and Game on that is going to be at the park at noon and who ever catches the fish wins 10,000 dollars. It was a big draw last year. Another big draw. And so people are pretty excited about that. And, then, that night we are going to have Billy Dean will be perform. He had seven number one hits. He had the theme song for Young Guns, a movie that came out in the '80s. What we really want to do is make this a big community event where, you know, more families of older age -- we are not working with like hip hop music or anything like that, it's -- it's more of an older age demographics. Now, on Sunday at noon we release another trout for 10,000 dollars and we will also have Boise State football -- have some of the ex -football players come down. They will be there when we announce the fish. They will release the fish and around Sunday night we had Led Zeppelin live perform. Kind of sounds like -- I think that is Led Zeppelin, isn't it? De Weerd: Good timing, chief. Rountree: Chief. Thompson: So, yeah, we have got that. Also the big thing about RibFest is we got -- last September we recruited the top barbecue teams from all over the -- all over the United States. In fact, the top six ranked teams in the entire United States are coming in from New York, New Orleans, most of them have restaurants around the United States. Some have their own TV shows. KTVB will be down there interviewing -- they are doing -- they will be down in the morning doing -- on Thursday morning with the weather guy. Larry Gebert. Thank you. Larry Gebert will be down there on Thursday and Friday morning doing the news. They are doing a -- we are also doing a fundraiser in the park, the first hour of the park. Each of the teams for the first hour, all the ribs sold go to their charity as the teams choice. So, KTVB, Fox, Channel 6, BOB FM, KQFC -- they will each tag team up. They will donate those to the charity of their Meridian City Council Workshop June 11, 2013 Page 38 of 52 choice. So, there will be a ton of media that will be there. So, it's pretty exciting. If you go to our page there is a lot of information about it, but, yeah, having the top teams from all over the world -- and, by the way, last year it was the second largest barbecue in the United States, which is pretty cool. De Weerd: Okay. I don't thank Council has any other questions, but we will ask you to come up after we have heard from a'couple of others who want to -- Thompson: Thank you. And I just say we do want to work with CenterCal and DDR, if they are interested. If not we will do whatever it takes to keep people out of those areas and respect their businesses. We do have sponsors in both their areas, so -- thank you very much for your time. De Weerd: Thank you. Hugh. If you will, please, state your name and address for the record. Crawford: Hugh Crawford. Work address or home address? De Weerd: Work address. Crawford: 3600 East Fairview Avenue, Meridian, Idaho. De Weerd: Thank you. Crawford: My name is Hugh Crawford. Thank you for giving me the opportunity to speak. My name is Hugh Crawford, I'm the general manager with CenterCal properties with primary responsibility over the Village at Meridian, which is immediately adjacent property to Kleiner Park and we are very interested in events that are going on in Kleiner Park. We want to support the events that are going on in Kleiner Park, because it's a great community amenity that is immediately adjacent to us. But it has to compliment what we are doing at the Village at Meridian. Executing large events like this is something I have been doing for 25 years that I have been running regional malls in southern California, Nevada, Colorado, and now the opportunity to do it in Idaho and understanding how these kinds of events from concerts to -- I have put on barbecue events, car shows, motorcycle shows, I have kind of done them all at regional malls and to execute events like that take planning, coordination, but most of all communication and events like this that are being proposed that far exceed -- far exceed the capacity of the park itself or the venue, need to have planning, coordination, and communication. That didn't happen with the neighbors that surround the park. There was no communication with us. I did not receive any communication from the event organizers until a phone call came in on May 22nd saying he wanted to talk advertising and talk about the event. I immediately called him back. I know of two times that I have record of -- I believe there was a third time -- didn't hear from -- back from them until the week of June 3rd wanting to talk about advertising and telling me about the events -- I said, wait a minute, Meridian City Council Workshop June 11, 2013 Page 39 of 52 back up a second. We need to talk about how you're going to help us and partner with us on a shared parking plan. How are you managing the parking, the traffic flow. I was not here last year for the event, but from the day I got here and people talked about Kleiner Park, the one thing I heard is that RibFest was an absolute disaster, despite what Mr. Nelson says about the success, I don't think he looked outside of his event. While it may have been successful inside the event, the community was negatively affected by this and the neighbors were negatively affected by this and it's the talk of the town. I met with somebody today who mentioned that. She says, oh, that event is a disaster. It's had me on watch since this event happened. I e-mailed Jaycee. That's why I mentioned I need to -- I'd like to know when these events are coming, so we can help, we can plan, we can coordinate and understand what's going on, we can partner. That didn't happen. What's most concerning is that when the communication did happen I was bold faced lied to. I was told by -- under numerous times that shop -- that ShopKo shopping center owner, the ShopKo managers and Michelle Kaus, the manager for Developers Diversified, had approved the parking plan and was excited about the event. I have spoken to Michelle several times in the last week, most specifically this afternoon at 2:30, just before I came in, to find out if she had had any other communication. She said she did, she was frustrated by it, she was irritated by it, she didn't finish the communication, because she felt like she was being pestered by it and did not feel that she ever gave approval to use the parking lot and that's what was told to me over and over again to make me feel as if I had -- was the one man out and I was very adamant with Mr. Thompson that I need to understand how you are going to plan for this event. How you are going to dilute the traffic that's attending this event, understanding what happened last year, you know what happened last year how are you going to prevent that from happening again. I have got businesses that are open, I have to protect those businesses so they can contribute to the community and they have a fiduciary responsibility to make sure that they can conduct their business over a four day period so they won't be negatively affected. I have a major event occurring on Saturday that week. We are launching this coming Saturday a public market, which is a farmer's market type event with farmers, artisans, entertainment, family events, children coming. I have to -- I have to have parking for that event. I have to have parking for my vendors. I have to have parking for my customers that are coming to that event. The event that's being planned was -- the RibFest that's being planned without a plan. I have seen the plan that came today just before I got here. While it looks like a plan and he's adamant that it's a plan, his plan does not address how he's protecting our properties. He doesn't have a process how he's cooperating with us in managing our parking and our properties. He talked about how he's doing things at the site. Provided no evidence of that, other than his word and his word has no -- no credence with me at all, because he lied to me and he lied to city staff by saying he had my approval. There no credibility. While I want to believe them, I can't, because he's proved himself uncredible. So, we want to be good neighbors. We want to support events. We want things to be successful at Kleiner Park, but this event has not been handled well by all the evidence Meridian City Council Workshop June 11, 2013 Page 40 of 52 provided by Mr. -- by Mr. Nary and by Emily Kane and by me as an adjacent property owner, so I ask you to do the right thing for the community and not approve event and, then, I would like to work with City Council and city staff on how we can make a better process and -- so that the park can be successful and that the people that do bring events understand what's going on even better than what it sounds like was laid out extremely well. Extremely well. So, thank you very much and appreciate your time. De Weerd: Thank you. Lieutenant Colaianni. Colaianni: Madam Mayor and Council Members, I will be brief. I was the commander over the special event last year and to say that there were parking problems and traffic problems was an understatement. One of the things that wasn't mentioned is I had to bring in three additional staff to handle traffic control and we had to turn the signal off at Records and Fairview for the day, which caused a lot of trepidation over at the Ada County Highway District. We do have another entrance or two and exit out of the park again this year, so I don't anticipate that to happen, but there has to be a parking plan. There has to be a good plan, a sound plan, a traffic plan, because at the end of the day me and my guys, when everybody is home at night, and we are working this event and all the stuff that goes with it, we are left holding the bag when the neighbors complain and the businesses complain and there is fights over parking spaces or where not to park and it's not a good position to put our guys in, it's not a good position to put the city in. The final note I will make is I spoke with the owner of MAV Security -- Event Security last night about 11:00 o'clock. His name is Mark Vucinich and Mark said that there was no contract yet between Kasey and him for the event. So, I think Kasey alluded to that, but just wanted to make that clear. There is no contract yet. So, I will stand for any questions. De Weerd: Council, any questions? Bird: I have none. De Weerd: Okay. Thank you. Any other comments? I will let you speak last. Any other comments from staff? Hoaglun: Madam Mayor, did have a quick question for Chief Niemeyer from the fire department. Chief, I just want to better understand the emergency medical services provided by the Meridian Fire Department and, basically, that is just like any call in the city, if there was a medical emergency, what your crews would respond, is that -- Niemeyer: Slight correction, Councilman Hoaglun. This is to provide three EMTs on site during the event. An event this size we know we are going to get medical emergencies, we can show that through the data. So, this is having three EMTs on site and I know it was brought up that the American Red Cross would be on Meridian City Council Workshop June 11, 2013 Page 41 of 52 site, you are correct, they can hand out band -aides, they can hand out mole skin, but they are not there to provide medical services. It's true when Kasey states that he did engage us. However, we still -- we don't have a contract signed with them to be the provider of EMS. What we lay out is that we are an option to provide EMS. They could always use Ada County Paramedics or another service, as long as they have an Idaho EMS state certification, a license, a medical supervision plan, etcetera, and that's a state requirement. Hoaglun: Okay. Thank you. I wanted to clarify what emergency medical services actually meant. So, it is EMTs on site. Okay. Thank you. Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: Mark, what -- what equipment will we have on site at all times? Niemeyer: If we are the EMTs, if we are going to be the provider for the event, we would take a defibrillator, we would take oxygen, oxygen masks, et cetera, so that we could treat those medical emergencies. Obviously if it's a transport necessary type call we would still bring in the ambulance to transport out, but we would have medical equipment there that only licensed providers can provide and just to add the reason we had that discussion about rates, we would have to ( use off-duty personnel to come in and as you know that creates overtime and so there is a cost to us when we do that. De Weerd: And those costs have been identified. Niemeyer: Correct. De Weerd: Okay. Kristy. Vigil: Hello, Madam Mayor, President Hoaglun, Members of the Council. I am the staff member that has been really pushing for the parking plan and as of this time I really haven't had a chance to do an evaluation of a parking plan. There was an e-mail that we got just before here, the one that included the Capital Christian numbers and shuttles being provided and two schools that were able to provide for parking on their sites as well. I have only seen written confirmation from Capital Christian. I haven't seen anything from either one of the schools. They weren't in my hands by the time I came in here. But I have been trying to work with the applicant at both of our meetings to try to get a parking plan, but I wanted to come up in case you guys had any questions, because I am the staff member, along with Lieutenant Colaianni, that have been really pushing to make sure the safety aspect is met for our community. De Weerd: Okay. Thank you. Any questions? Meridian City Council Workshop June 11, 2013 Page 42 of 52 Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: Kristy, what -- not only a parking plan, but I think from what Lieutenant Colaianni said was we need a traffic flow plan of some sort, too. Vigil: That would be helpful, Councilman Bird, yes. Bird: I mean that to me would be as much and how is the shuttle going to come in and how are they going to go out and all this kind of stuff. I mean what kind of flow are we going to have? Vigil: Yes. I agree, Councilman Bird, Bird: Thank you. Vigil: Yes. De Weerd: But didn't we ask for that? Did we ask for that? Vigil: I believe we have asked for traffic flow, yes. De Weerd: Okay. Mr. Hoaglun. Hoaglun: Kristy, quick question. Do we estimate number of passengers per car at four? Vigil: So, the estimation of the number of passengers per car of four was an estimation that I sent out last Thursday in an e-mail and I did get that number from an APA book. It is a very generous number. I would probably go towards more three to -- two to three passengers per car, honestly. But I was -- I went to the APA book just to find something that I could and the recreation outdoor facility typically has four per car. But I would estimate that is a very generous number and I believe that was in my e-mail that I sent out last Thursday. Hoaglun: Yeah. I would agree with that. Vigil: Yeah. De Weerd: Okay. Anything further? Any other questions? Thank you, Kristy. Vigil: Thank you. De Weerd: Okay. Any other comments from staff? Okay. Meridian City Council Workshop June 11, 2013 Page 43 of 52 Houston: My name is Shelly Houston. 11010 West Tidewater Courtin Boise. I'm an event planner of sorts and in listening to today's proceeding an area of concern that I feel hasn't quite been addressed in as great of detail as the traffic and parking and the EMT service, would be the concern dealing with this events' relationship with Central District Health and requirements of having food vendors or serving food to the public. I think Ms. Kane alluded that some of those pieces and parts and arrangements hadn't quite been finalized, so I was hoping we might hear a little bit more about that. That's a concern of mine. De Weerd: Okay. Thank you. Okay. Anything further? Okay. Kasey. Nary: Madam Mayor? De Weerd: Yes, Mr. Nary. Nary: Before Mr. Thompson starts, maybe one other thing he could add is the deadline to submit the liquor catering permits -- it's required that they have two liquor catering permits for this event, because it's four days. State statutes only allow them for three days. We have not received any contact from anyone regarding a liquor catering permit. The deadline for that was last Friday. We have never received anything. So, at this point there is no liquor that's allowed for this event at this point. But I just thought if Mr. Thompson is going to address other issues, he should also address that as well. Bird: The 7th was the deadline. Nary: Yes. Thompson: That's good to hear. I will contact the company that we are using immediately. My understanding was he had tried to submit it, but, then, realized he had to have two and I will find out the second I walk out of here. Central Health District was a great point. We send out an e-mail each week to all the vendors to let them know like when setup time is, who to contact for power, electricity, all that. We also included Central District Health's phone number, so my assistant Evaughn will contact them and go through every single food vendor to make sure that they are licensed and if they are not, then, we won't. But we have the information for Central District Health. But as the gentleman that spoke from CenterCal, we are -- we will do anything, you know, to make them happy as far as no parking signs, whatever it takes. We will do everything. Same thing for anything over at DDR. And as far as his comment on -- again, when I talked to -- to the gal over there at DDR, she had heard nothing but good things about the event and was more than happy for signage and that was the extent of the conversation. And, again, misunderstanding as far as I talked to the gals, assuming that that's been signed off, that's what I meant by, you know, an offer of parking there and realizing that they are not the ones that can do that, it has to Meridian City Council Workshop June 11, 2013 Page 44 of 52 be CenterCal. As far as extra spots, you had mentioned -- the gal come up and talked about the 1,250. 1 probably decided to go really overkill and we have available to us up to 3,500 parking if we use both the high schools and the elementary school, as well as the church. Also there was a question about sign - offs from the schools. If you guys want a copy right here -- that's the sign -off from Meridian School District on all three parking lots for all three days. Also to EMS, I received an e-mail from David Jones, he's an EMS, he had sent -- he sent the letter and you guys have a copy of it where it says Kasey had spoke to them this afternoon and pursuant to our conversation plan is on file with the city. So, if there is more we need to do, then, let us know. As far as we know it's a done deal. I mean we have said, yes, we are using you guys, so -- and that kind of goes back with what your question was, why did it take so long on some of these things. Well, I had told him, yes, we are using you and, then, he sent an e-mail over to the attorney's office and we all thought we were ready to go and, apparently, now we got to get something else in. So, it's little things like that that we thought we were done and, then, we are kind of going on and on and on. But as far as the parking plan we are excited about it and we think that the park signage is going to be up a week in advance coming to the park. I think it will pull a lot of the pressure off that whole valley. The other thing is the event is for four days, that will dilute a lot of -- a lot of the high attendance numbers, because last year it was only two days and that Saturday was the one that was really packed. This year it's over four days and we have kind of diluted that where we think that j at any given time the numbers will be way down. So, I just -- Hoaglun: Quick question on that, though. Did you have the same number of concerts -- I mean did you have concerts last time? I don't remember -- Thompson: We did. They weren't as -- they weren't as big of names, but we had more kind of your local -- local type bands and they played like all day long. Yeah. De Weerd: I don't think you sold tickets in advance; right? Thompson: It's per event. What we are doing is we are taking -- we are doing nine rows deep, right on the amphitheater just to cover the cost of the band that we are bringing in. So, people can go anywhere they want in the entire event, it's just right there nine rows deep, it looks maybe 20 feet by -- whatever the dimensions are. It's a very very small piece of real estate. Hoaglun: So, Madam Mayor, Mr. Thompson, then, are there separate tickets to the barbecue and separate tickets to the concert or is that a combined for the rest of them? How does that work again? Thompson: There is just one ticket and anybody can come to the event. It's free to get in. To get to the reserve seating right in front, then, you have to have a ticket for that, which you buy from IT Tickets and, then, our security will be set up Meridian City Council Workshop June 11, 2013 Page 45 of 52 where they show their ticket and it will have a seat number and they will sit right there. Yeah. So, we have a few hundred reserved. Hoalgun: Okay. Thompson: And we had approval for that. It was -- and the point of that is help cover the cost of the bands. But, really, on behalf of our, you know, roughly 200 vendor sponsors -- thank you. We have been promoting this event for a year. We were showcased on the Idaho Lottery ticket that's currently out. The Barbecue -- Barbecue Bucks and when you turn it over, if you're not aware, you redeem it at our show. We have been showcased on all the TV networks. We are on the front cover of -- I don't know how many magazines. We are partnered with BOB FM and we have got 200 sponsors and vendors that want to really -- this is on behalf of them. We are willing to do whatever it takes. We have submitted what we think is a great plan. We have met the criteria. We want to work the DDR. We want to work with CenterCal and we will put signage up where ever they want. I know Randal has had the communication. So, whatever they want we will do it and we want to work together to make this a big annual event and year after year it gets easier and, yes, I promise you when this event is over we will get ready for next year and this will be done immediately and hopefully the parking plan will work and it's something we can just use in the future. Hoaglun: Madam Mayor and Mr. Thompson, looking over this agreement that you have with the school district, number four, list equipment included as part of any rental, if any, and it says none. Now, you have mentioned something about bus -- school buses being used? Thompson: That's not what that's regarding. If you were going to use bleachers or any equipment from the school. We were only renting the parking lot. Hoaglun: Okay. Thompson: So, that has nothing -- it's using an off-site bus. We are using Boise Bus -- who is it? Hoaglun: Brown Bus? Thompson: Boise Shuttle. Hoaglun: Oh, Boise Shuttle. Not school buses. Thompson: They are using school buses, but it goes through Boise Shuttle. Hoaglun: Okay. Meridian City Council Workshop June 11, 2013 Page 46 of 52 Thompson: But that's why she put none is that means are we renting any of their equipment, like playground equipment and stuff like that. Hoaglun: Okay. Got it. Thompson: Yeah. Nary: Madam Mayor? Madam Mayor. Sorry. De Weerd: Mr. Nary. Nary: Madam Mayor and Members of the Council, before Mr. Thompson sits down, just in case you want to respond to that, too, he seems surprised by the liquor catering permit. Last Tuesday we had that specific conversation in the meeting we had at the Mayor's office, that two were needed, none had been provided -- in fact, he was surprised his vendor hadn't contacted the clerk's office. We said they need to be done. This came follow up after that meeting that night, said Friday was the deadline. We have not had any contact of any kind. They seem to have concern about the information and not getting information timely. Your ordinance, 3-4-3 has every single one of these requirements in it. It's in the ordinance. Everything. Central District Health, all state permits, all requirements, all permissions from property owners, all security, all traffic -- everything's in our ordinance. That's why we have it. So, this is { available. This is not new information to Mr. Thompson or anyone that applies for these permits. It's in your ordinance already. Thompson: That's -- he's got a very valid point. I am very surprised. We outsourced that. We don't have a liquor license for, you know, the company and he had told us he would have it done. Well, like I said, I promise -- Randal met with him on Tuesday and -- what happened? I promise you the second I get on my phone he will be the first phone call. Because my understanding was it was done, so -- yeah. Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: One other -- one other question, Mr. Thompson. You have got how many vendors coming in? Thompson: We will have -- right now we are at -- well, 150 and I would think in the next two weeks, two and a half weeks, whenever the event is, it will be closer to 200. That's vendors. With sponsors it will be around 200. Bird: Well, the vendors are the ones I'm worried about. Now, you have their liability insurance and have that on file with the city? Meridian City Council Workshop June 11, 2013 Page 47 of 52 Thompson: Yeah. Each of the vendors has their own insurance. Bird: You got it on file? Thompson: They sign off an agreement when they sign up for a vender space that says they will have it. We can get copies if you would like. Bird: I thought we -- Mr. Nary, are we not -- De Weerd: You want to speak into your microphone. Bird: Are not they required to have -- us to have a copy of their liability insurance of their vendors? Nary: Madam Mayor and Members of the Council, Council Member Bird, we require that the -- that the applicant provide it, but we certainly want to make sure that they are all covered. We have the same issues with other events, that they don't have insured vendors, so, yeah, we do definitely want to know what that is. Again, that's not been provided, so -- Thompson: We could go above and beyond and make everyone of them supply it to us. That should help us out as well. De Weerd: Okay. Anything further? Thompson: I don't have anything further. Thank you very much for your time. De Weerd: Thank you. Rountree: Madam Mayor? De Weerd: Mr. Rountree, Rountree: If there is no further testimony I move that we close the public hearing on Item 8-A, the Clerk's denial of special event TUP 13-0043. Bird: Second. De Weerd: I have a motion and a second to close the public hearing on Item 8- A. All those in favor say aye. All ayes. Motion carried. MOTION CARRIED: THREE AYES. ONE ABSENT. Rountree: Madam Mayor? Meridian City Council Workshop June 11, 2013 Page 48 of 52 De Weerd: Mr. Rountree. i Rountree: The more they talked the deeper the hole got. We have been promoting this for over a year, to use their words, folks. It's on lotto tickets. It's on magazine covers. The second largest RibFest in the nation. Lots of parking problems last year. Learned a lot. Volunteers didn't work well. Plus are you going to have somebody -- or do you have somebody overseeing your volunteers. We will. Not we do. In September recruiting talent, yet we are on June 11th, still haven't met the requirements to any degree of satisfaction for this Council person as it relates to traffic and/or parking and a parking plan is not that difficult to create. All you have to do is find somebody who knows how to do it and spend a little money and a little time. If you were promoting and recruiting for a year you could have found somebody in a year to do that. You don't have your ducks in a line for your caterers, you don't have your ducks in line for anything, as near as I can tell. You have nothing inked. I can't imagine entering into something this big without having contracts, agreements in place. It's unfathomable to me. Yet you want us to do the same assumptions that you have made and I can't do it, because of the old adage, you can assume, but I'm not going to. I think this is ill-advised, it's poorly planned as evidenced by the comments from Mr. Crawford, who is also in the business of promoting and/or extravaganzas. Staff has not provided any evidence to me that there has been cooperation, that there has been valid communications, that there has been a genuine effort on the part of this particular promoter and staff to engage themselves in getting this done properly. So, I'm not pleased at all with what I'm hearing. Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: And I agree a hundred percent with Councilman Rountree, but I can't believe a big event like this that's second biggest and you have got a year to plan for it, that this wasn't done by the first of March. All this stuff should have been in place and you're big promoters, you should have known. Our ordinance is pretty clear what is required. Your alcohol people -- your permit hasn't even been showed up yet and the deadline was the 7th. I don't know. I'm afraid -- I'm afraid the larger it is this year, it will be worse than it was last year. I don't think -- I think we need to get the ducks in a row before we even think about this thing going on. Hoaglun: Madam Mayor? De Weerd: Mr. Hoaglun. Hoaglun: You know, oftentimes we have staff deny something because it didn't meet the statutory deadlines and it comes before Council and things have been Meridian City Council Workshop June 11, 2013 Page 49 of 52 worked out, they were minor issues, and we approve them and move on. I would not feel comfortable doing that in this case. There are just way too many things where assumptions are made, deadlines not only missed, but I really don't have any satisfaction that they will be met. There is just too many surprises when I hear that, well, we had a misunderstanding with EMS. Well, we had a misunderstanding with Big AI's. Oh, well, it wasn't quite what we thought with ShopKo. Well, CenterCal, we had a misunderstanding. It was a communication problem. Problem after problem after problem. We want events in this community that are successful, that benefit the community, benefit the people that participate and I would love to see something successful to come to our community and be successful. That's -- we want that. But we have to make it work and that means working with the neighbors to the park. Making sure plans are in place and having that -- this is not a location where you can just hand people a map and here are the public parking garages, here is where you can park. We don't have that many public parking spaces. It's all private property. And those things have to be met. And I don't want to put the onus on those private property owners to have that impact to their facilities. That's not right to them. And I also didn't want to have our taxpayers have to subsidize a private event and that very well could happen when clean up plans and other emergency situations are not met. So, I can't in good conscience move forward with any approvals for this event. Rountree: Madam Mayor? De Weerd: Mr. Rountree. Rountree: With that discussion I would move that we uphold the denial of the City Clerk on the application TUP 13-0043. Bird: Second. De Weerd: I have a motion and a second. Any discussion? Madam Clerk. Roll Call: Bird, yea; Rountree, yea; Zaremba, absent; Hoaglun, yea. De Weerd: All ayes. Motion carried. MOTION CARRIED: THREE AYES. ONE ABSENT. Item 9: Ordinances A. Ordinance No. 13-1561: An Ordinance of the City of Meridian Granting Rezoning of a Parcel Located at 807 N. Meridian Road, Meridian, Idaho to the O -T (Old Town) District Meridian City Council Workshop June 11, 2013 Page 50 of 52 De Weerd: Item 9-A is Ordinance 13-1561. Madam Clerk, will you, please, read this ordinance by title only. Holman: City of Meridian Ordinance No. 13-1561, an Ordinance AZ 13-003, 807 North Meridian Road, for the rezone of a parcel located in the southeast one quarter of Section 12, Township 3 North, Range 1 West, Boise meridian, and being a part of Lot 3 of Block 1 of Westview Addition, as shown in Book Two of Plats at page 68 in the office of the Recorder, Ada County, Idaho, and adjacent and contiguous to the corporate limits of the City of Meridian, as requested by the City of Meridian, establishing and determining the land use zoning classification of OT, Old Town Zoning District, in the Meridian City Code, providing that copies of this ordinance shall be filed with the Ada County assessor, the Ada County recorder and the Idaho State Tax Commission as required by law and providing for a summary of the ordinance and providing for a waiver of the reading rules and providing an effective date. De Weerd: You have heard this ordinance read by title only. Is there anyone who would like to hear it read in its entirety? Seeing none -- Bird: Madam Mayor? De Weerd: Mr. Bird. ( Bird: I move we approve Ordinance No. 13-1561 with suspension of rules. Rountree: Second. De Weerd: I have a motion and a second to approve Item 9-A. Madam Clerk. Roll Call: Bird, yea; Rountree, yea; Zaremba, absent; Hoaglun, yea. De Weerd: All ayes. Motion carried. MOTION CARRIED: THREE AYES. ONE ABSENT. Item 10: Future Meeting Topics De Weerd: Council, under Item 10 is -- are there any future meeting topics you would like to consider for additional agenda items? Nary: Madam Mayor? De Weerd: Mr. Nary. Nary: Madam Mayor, we I think had received an e-mail earlier this week from Caleb regarding your July 29th meeting and I wasn't certain if everybody had received that information, so the fifth Tuesday meeting in July that we had Meridian City Council Workshop June 11, 2013 Page 51 of 52 tentatively discussed with Idaho Power, they are willing to move it to a workshop, so I just wanted to let you know that we will work with the Commission I think to make sure that can be at a workshop either in September or October. De Weerd: Thank you. Council, one thing that I would ask that staff bring back for future discussion is the TUP requirements for large scale events, in looking at how far out should we require the parking plan, some of those public safety issues prior to even scheduling an event or securing of scheduling on the calendar. So, we would like to bring that back. We have had some tentative discussions, because this is one thing we want to avoid. Bird: Amen. De Weerd: The promotion on this has been large scale and it is really unfortunate the detail that they have spend on promoting was not spent on securing and assuring the public safety. So, it is something that we will bring back for a future discussion. Item 11: Other Items A. Executive Session Per Idaho State Code 67-2345 (1)(c)(f): (c) To Conduct Deliberations Concerning Labor Negotiations or to Acquire an Interest in Real Property, Which is Not Owned by a Public Agency, and (f) To Consider and Advise Its Legal Representatives in Pending Litigation De Weerd: So, with that said, Item 11 is Executive Session. I would entertain a motion. Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: I move we go into Executive Session as per Idaho State Code 67- 2345(1)(c), (1)(f). Rountree: Second. De Weerd: I have a motion and a second to adjourn into Executive Session. Madam Clerk, will you, please, call roll. Roll Call: Bird, yea; Rountree, yea; Zaremba, absent; Hoaglun, yea. De Weerd: All ayes. Meridian City Council Workshop June 11, 2013 Page 52 of 52 MOTION CARRIED: THREE AYES. ONE ABSENT. EXECUTIVE SESSION: (5:36 p.m. to 6:01 p.m.) De Weerd: I would entertain a motion to come out of Executive Session. Rountree: So moved. Bird: Second. De Weerd: All those in favor say aye. All ayes. Motion carried. MOTION CARRIED: THREE AYES. ONE ABSENT. De Weerd: Do I have a motion to adjourn? Rountree: So moved. Bird: Second. De Weerd: All those in favor. All ayes. MOTION CARRIED: THREE AYES. ONE ABSENT. MEETING ADJOURNED AT 6:01 P.M. (AUDIO RECORDING ON FILE OF THESE PROCEEDINGS) kX k R* MAYOR ATTEST: EEflqLMAN, CITY / / DATE APPROVED AUGlj, rl city Of N y F am P E�TEk of the TpE PsO Meridian City Council Meeting DATE: June 11, 2013 IT NUMBER: 5A Yf*k 911iff " Approve Minutes of May 22, 2013 City Council PreCouncil Meeting MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS DATE: June 11, 2013 IT NUMBER: 5B PROJECT NUMBER: ITEM TITLE: Approve Minutes of May 22, 2013 City Council Special Meeting MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS 1111 njl11g1111!11M�= DATE: June 11, 2013 ITEM NUMBER: 5C PROJECT NUMBER: ITEM TITLE: Approve Minutes of May 28, 2013 City Council Regular Meeting MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS 7 1111�ljil 111111111111111ML=0 1 n7 DATE: June 11, 2013 IT NUMBER: 5D PROJECT NUMBER: ITEM TITLE: Approve Minutes of June 4, 2013 City Council PreCouncil Meeting MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS M33M= DATE: June 11, 2013 ITEM NUMBER: 5E N Recreational Pathway Easement Agreement #I with Regency at River Valley MEETING NOTES g Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS ADA COUNTY RECORDER Christopher D. Rich AMOUNT .00 7 BOISE IDAHO 00113/13 04:38 PM DEPUTY Baile RECORDEDICREQUESTOF Meridian City 113066032 RECREATIONAL PATHWAY EASEMENT THIS AGREEMENT, made and entered into this j�_�day of Jyr) e- , 2013, between w{ \ycv �%l(w,0thereinafter referred to as "Grantor", and the eity of Meridian, an Idaho municipal corporation, hereinafter referred to as "Grantee"; WITNESSETH: WHEREAS, Grantor is the owner of real property on portions of which the City of Meridian desires to establish a public pathway; and WHEREAS, the Grantee'desires to grant an easement to establish the pathway and provide connectivity to present and future portions of the pathway; and WHEREAS, Grantor shall construct the pathway improvements upon the easement described herein; and NOW, THEREFORE, the Grantor does hereby grant unto the Grantee an easement on the following property, described on Exhibit "A" and depicted on Exhibit "B" attached hereto and incorporated herein. The easement hereby granted is for the purpose of providing public recreational pathway easements for multiple -use non -motorized recreation, with the free right of access to such facilities at any and all times. TO HAVE AND TO HOLD, the said easement unto the said Grantee, its successors and assigns forever. THE GRANTOR hereby covenants and agrees that it will not place or allow to be placed any permanent structures, trees, brush, or perennial shrubs or flowers within the area described for this easement, which would interfere with the use of said easement, for the purposes stated herein. IT IS EXPRESSLY UNDERSTOOD AND AGREED, by and between the parties hereto, that Grantor shall repair and maintain the pathway improvements. THE GRANTOR hereby covenants and agrees with the Grantee that should any part of the easement hereby granted become part of, or lie within the boundaries of any public street, then, to such extent such easement hereby granted which lies within such boundary thereof or which is a part thereof, shall cease and become null and void and of no further effect and shall be completely relinquished. THE GRANTOR does hereby covenant with the Grantee that it is lawfully seized and possessed of the aforementioned and described tract of land, and that it has a good and lawful right to convey said easement, and that it will warrant and forever defend the title and quiet possession thereof against the lawful claims of all persons whomsoever. IN WITNESS WHEREOF, the said Grantor has hereunto subscribed its signature the day and year first hereinabove written. GRANTOR: (tv&v Valle] BY: Its: OmbtV, t,fA STATE OF JDAHO � [A ss County of � ) /)") rx On this _/,�)— day of 14 , 2013, before me th undersigned, a Notary Public in and for said St te, personally appeared Cqrc a i #I i e ntG1erknown or identified to me to be the President of the Corporation at executed the within instrument, and acknowledged to me that such company executed the same. IN WITNESS WHEREOF, I have hereunto set piy hand and affixed my official seal the day and year fist above written. NOT Y PU Ire, 3 � t c� �� 7 X11 ,1 Residing at: rl Pffa xi��O��tj;1 Commission Expires:MW d! UVII t r R arra a+"n 1 Aa+hlarav -p--f GRANTEE: CITY OF MERIDIAN Tammy de V yf d, Mayor Attest by Jdyrke Holman, City Clerk Approved By City Council On: STATE OF IDAHO ) ss. County of Ada ) �L .D .A uCLSr r Oma, y City of ^ E Il� Ali IDA�#d 110 SEALW the 7REA5"I* � � x On this I \ day of �� ,h , 2013, before me, the undersigned, a Notary Public in and for said State, personally appeared TAMMY DE WEERD and JAYCEE HOLMAN, known to me to be the Mayor and City Clerk, respectively, of the City of Meridian, Idaho, and who executed the within instrument, and acknowledged to me that the City of Meridian executed the same. IN WITNESS WHEREOF, I have hereunto set my hand and affixed my official seal the day and year first above written. "�"'t' �a (SEAL) v U i i EF eV t � Sp y¢yq s.,..•, d G N ARY PUB IC FOR - O Residing at: Uec(Ae-W i I L) Commission Expires: son Professional Engineers, Land Surveyors and Planners ® 8263 rd St. South Nampa, ID 83651 ta Jnc Ph (208) 4540256 Fax (208) 454-0979 4y nicicf, EXHIBIT "A" RECREATIONAL PATHWAY 1 An easement being a portion of the SW1/4 NWl/4 of Section 4, Township 3 North, Range I East, Boise Meridian, City of Meridian, Ada County Idaho, more particularly described as follows; Commencing at the southwest corner of said SW1/4 NWl/4, corner marked with a brass monument; Thence S 89° 45'23 " E a distance of 350.01 feet along the south boundary of said SW1/4 NW1/4 to the POINT OF BEGINNING of said easement; Thence N 000 36'08" E a distance of 3.43 feet to the beginning of a non-tangential curve; Said curve to the right through an angle of 19° 51'46", having a radius of 192.62 feet, and whose long chord bears N 81° 58'29" E a distance of 66.44 feet to the beginning of a curve; Said curve to the left through an angle of 03° 53'59", having a radius of 100.00 feet, and whose long chord bears N 89° 57'23" E for a distance of 6.81 feet to a point; Thence N 88° 00' 23" E a distance of 84.81 feet to the beginning of a curve; Said curve to the right through an angle of 09° 56'25", having a radius of 100.00 feet, and whose long chord bears S 87° 01'24" E for a distance of 17.33 feet to a point; Thence S 82° 03' 12" E a distance of 62.21 feet to the beginning of a curve; Said curve turning to the left through an angle of 03° .55' 18", having a radius of 100.00 feet, and whose long chord bears S 84° 00'51 " E a distance of 6.84 feet to a point; Thence S 85° 58'30" E a distance of 26.23 feet to a point; Thence N 63° 15'27" E a distance of 13.33 feet to a point; MASON & STANMELD, INC. SURVC;YDRs, ENCImms & Pm NNERS Page 1 of 3 Thence S 89° 53'41 " E a distance of 45.95 feet to a point; Thence S 62° 31' S3" E a distance of 13.20 feet to a point; Thence N 86° 14'27" E a distance of 112.96 feet to the beginning of a curve; Said curve to the right through an angle of 16° 14'47", having a radius of 100.00 feet, and whose long chord bears S 85° 38'09" E a distance of 28.26 feet to a point; Thence S 77° 30'46" E a distance of 5.79 feet to the beginning of a curve; Said curve to the left through an angle of 23° 56'02", having a radius of 100.00 feet, and whose long chord bears S 89° 28'47" E a distance of 41.47 feet to a point; Thence N 78° 33' 12" E a distance of 16.61 feet to the beginning of a curve; Said curve to the right through an angle of 21° 22'55", having a radius of 100.00 feet, and whose long chord bears N 89° 14'40" E a distance of 37.10 feet to a point; Thence S 801 03' 53" E a distance of 42.37 feet to the beginning of a curve; Said curve to the left through an angle of 09° 41'30", having a radius of 100.00 feet, and whose long chord bears S 84° 54'38" E a distance of 16.90 feet to a point; Thence S 89° 45'23" E a distance of 8.67 feet to a point; Thence N 63° 15'27" E a distance of 13.33 feet to a point; Thence S 89° 58'07" E a distance of 29.95 feet to a point; Thence S 62° 31' S3" E a distance of 13.25 feet to a point; Thence N 82° 58'50" E a distance of 53.23 feet to the beginning of a curve; Said curve to the right through an angle of 20° 25'34", having a radius of 300.00 feet, and whose long chord bears S 86° 43'34" E a distance of 106.39 feet to a point; Thence S 76° 30'46" E a distance of 9.98 feet to the beginning of a curve; Said curve to the left through an angle of 13° 14'37", having a radius of 100.00 feet, and whose long chord bears S 83° 08'05" E a distance of 23.06 feet to a point; Thence S 89° 45' 23" E a distance of 5.28 feet to a point; MASON & STANFIELD, INC. SURVEYORS, ENGINEERS & PLANNERS Page 2 of 3 r Thence N 45° 26' 03" E a distance of 21.73 feet to a point; Thence N 00° 37'52" E a distance of 2.22 feet to the beginning of a curve; Said curve to the left through an angle of 23° 10'39", having a radius of 20.00 feet, and whose long chord bears N 10° 57'28 " W a distance of 8.04 feet to a point; Thence N 22° 32'47" W a distance of 5.33 feet to the beginning of a curve; Said curve to the right through an angle of 35° 54'00", having a radius of 30.00 feet, and whose long chord bears N 04° 35'47" W a distance of 18.49 feet to a point; Thence N 13° 21' 13" E a distance of 1.11 feet to a point; Thence N 32° 33'00" W a distance of 8.24 feet to a point; Thence N 02° 57'59" W a distance of 25.55 feet to a point; Thence N 36° 29'55" E a distance of 7.40 feet to the beginning of a non-tangential curve; Said curve to the right through an angle of 25° 28'05", having a radius of 99.65 feet, and whose long chord bears N 01' 07'24" E a distance of 43.93 feet to a point; t, Thence S 72° 58'52" E a distance of 7.87 feet to a point; t Thence S 00° 37' 52" W a distance of 111.04 feet to the beginning of a curve; Said curve to the right through an angle of 891 36'45", having a radius of 20.00 feet, and whose long chord bears S 45° 26' 14" W a distance of 28.19 feet to a point on the south boundary of said SWI/4 NW 1/4; Thence N 89° 45'23" W a distance of 894.46 feet along said south boundary to the POINT OF BEGINNING of said easement. MASON & STAMELD, INC. SURMORS, INGINLRRS&PLANNERS Page 3 or 3 ohl - o�i'i aai F 1 I I Plw Im y ( I t I � 1 I m 1 I N, Eagle Road Pathway 1, Exhl6lt "t3" DATE: June 11, 2013 IT NUMBER: 5F Recreational Pathway Easement Agreement #2 with Regency at River Valley MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS ADA COUNTY RECORDER Christopher D. Rich AMOUNT .00 BOISE IDAHO 06/13/13 04:38 PM ff DEPUTY Vicky Bailey RECORDED -REQUEST OF I Meridian City 113066033 RECREATIONAL PATHWAY EASEMENT THIS AGREEMENT, made and entered into this _I � day of Y,C_ , 2013, between �� A� OtV V llu,t� ereinafter referred to as "Grantor", and the Ci of Meridian, an Idaho r2 ipa corporation, hereinafter referred to as "Grantee"; WITNESSETH: WHEREAS, Grantor is the owner of real property on portions of which the City of Meridian desires to establish a public pathway; and WHEREAS, the Grantee desires to grant an easement to establish the pathway and provide connectivity to present and future portions of the pathway; and WHEREAS, Grantor shall construct the pathway improvements upon the easement described herein; and NOW, THEREFORE, the Grantor does hereby grant unto the Grantee an easement on the following property, described on Exhibit "A" and depicted on Exhibit `B" attached hereto and incorporated herein. The easement hereby granted is for the purpose of providing public recreational pathway easements for multiple -use non -motorized recreation, with the free right of access to such facilities at any and all times. TO HAVE AND TO HOLD, the said easement unto the said Grantee, its successors and assigns forever. THE GRANTOR hereby covenants and agrees that it will not place or allow to be placed any permanent structures, trees, brush, or perennial shrubs or flowers within the area described for this easement, which would interfere with the use of said easement, for the purposes stated herein. IT IS EXPRESSLY UNDERSTOOD AND AGREED, by and between the parties hereto, that Grantor shall repair and maintain the pathway improvements. THE GRANTOR hereby covenants and agrees with the Grantee that should any part of the easement hereby granted become part of, or lie within the boundaries of any public street, then, to such extent such easement hereby granted which lies within such boundary thereof or which is a part thereof, shall cease and become null and void and of no further effect and shall be completely relinquished. THE GRANTOR does hereby covenant with the Grantee that it is lawfully seized and possessed of the aforementioned and described tract of land, and that it has a good and lawful right to convey said easement, and that it will warrant and forever defend the title and quiet possession thereof against the lawful claims of all persons whomsoever. IN WITNESS WHEREOF, the said Grantor has hereunto subscribed its signature the day and year first hereinabove written. GRANTOR: BY: ®C� K�xsl e G'W v' Its: WlaAr n 11V\e.sM,l V,& - STATE OF A. . ) ss County of �` Lft�t. ) On this day of , 2013, before Veje unjersigned, a Notary Public in and for said St te,personally appeared qiSdmown or identified to me to be the President of the Corporation t t executed the within instrument, and acknowledged to me that such company executed the same. IN WITNESS WHEREOF, I have hereunto set my hand and affixed my official seal the day and year fist above written. , ) /I R ansa+inn a� U�t1��uw Faeaman+ NOT4RY PI Residing at:_ Commission ires: 7 It 12-01 S -- Ria, f t C4 �lC� Nli1r f9ta�q�7 iE ` jafthll, R ansa+inn a� U�t1��uw Faeaman+ NOT4RY PI Residing at:_ Commission ires: 7 It 12-01 S -- GRANTEE: CITY OF MERIDIAN Tammy de d, Mayor `i, D1iF173D it UCLSTl $GO jp� City of Attest by cee Holman, City Cler 1" M N� SFAL ti Approved By City Council On: STATE OF IDAHO ) ss. County of Ada ) On this ( � day of \) u n e , 2013, before me, the undersigned, a Notary Public in and for said State, personally appeared TAMMY DE WEERD and JAYCEE HOLMAN, known to me to be the Mayor and City Clerk, respectively, of the City of Meridian, Idaho, and who executed the within instrument, and acknowledged to me that the City of Meridian executed the same. IN WITNESS WHEREOF, I have hereunto set my hand and affixed my official seal the day and year first above written. c NOftARY PUBLICR0- Residing atj-iCr,At 1D Commission Expires: 4 , 'o l q Professional Engineers, Land Surveyors and Planners 8263 Id St. South Nampa, ID 83651 —Ifant-icld Inc Ph (208) 454-0256 Fax (208) 454-0979 EXHIBIT "A" RECREATIONAL PATHWAY 2 An easement being a portion of the SWI/4 NWl/4 of Section 4, Township 3 North, Range 1 East, Boise Meridian, City of Meridian, Ada County Idaho, more particularly described as follows: Commencing at the southwest corner of said SWI/4 NW 1/4, corner marked with a brass monument; Thence S 89° 45'23" E a distance of 443.31 feet along the south boundary of said SWI/4 NWl/4 to the POINT OF BEGINNING of the centerline of a 5'wide easement; Thence N 00° 15'38" E a distance of 96.99 feet to a point; Thence N 89° 45'23" W a distance of 37.73 feet to a point; Thence N 00° 36' 11" E a distance of 84.81 feet to a point, Thence N 27° 19'22" W a distance of 32.69 feet to a point; Thence N 00° 04'02" E a distance of 438.88 feet to a point; Thence N 16° 14'36" W a distance of 8.06 feet to a point; Thence N 02° 47'53" E a distance of 44.94 feet to a point; Thence N 23° 41' 11" E a distance of 28.33 feet to THE POINT OF TERMINUS of said easement. MASON & STANFIELD, INC. SURVEYORS, ENGINEERS & PLLVNERS Page I of 3 1 1 1 pla 1 I ----______--- Hoo J6'o3'IV '•' �.._-•�______ 54.191' _ �y ow � t I I I I y I I I II I Eagle Road _N N 9 Pathway $ Exhibit 0 6G1E: 11650 S Sto10 6A DATE: June 11, 2013 IT NUMBER: 5G U33UM9 Approve Easements with Franklin Centre, LLC for Recycled Water and Water Mains as Part of the Ada County Highway District (ACHD) Franklin - Ten Mile to Linder Project MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS TO: Mayor Tammy de Weerd Members of the City Council FROM: John Boyd Engineering Technician II DATE: June 5, 2013 Mayor Tammy de Weerd City Council Memberse Keith Bird Brad Hoaglun Charles Rountree David Zaremba SUBJECT: APPROVE EASEMENTS WITH FRANKLIN CENTRE, LLC FOR RECYCLED WATER AND WATER MAINS AS PART OF THE ACHD FRANKLIN — TEN MILE TO LINDER PROJECT (NEXT AVAILABLE CONSENT AGENDA) I. RECOMMENDED ACTION A. Move to: Approve easements with Franklin Centre, LLC for Recycled Water And Water Mains as part of the ACHD Franklin Road — Ten Mile to Linder Project; and 2. Authorize the Mayor to sign the easements. II. DEPARTMENT CONTACT PERSONS John Boyd, (Project Manager)...................................................................489-0347 Clint Dolsby, Assistant City Engineer ........................................................489 -0341 Warren Stewart, Engineering Manager.......................................................489-0350 John McCormick, Deputy Director of Public Works..................................489-0378 Tom Barry, Director of Public Works.........................................................489-0372 Page I of 2 III. DESCRIPTION A. Background Recycled water and water main stub outs were offered as part of the project to all property owners. These property owners have reimbursed the City for stub outs that will be installed during the project. B. Proposed Easements These easements allow future development of the subject properties to connect to sewer and water service for their developments without having to enter Franklin Road. IV. IMPACT A. Fiscal Impact: There is no fiscal impact to the City as the cost of these stubs has been reimbursed by the property owners. V. TIME CONSTRAINTS A. The easements need to be acted on and recorded so the City can maintain and service the installations if needed. VI. LIST OF ATTACHMENTS A. Signed and notarized Easement Agreements with Exhibits A and B for the following properties: Parcel No. Propei1y Owner Easement Type S1214110401 - Parcel 21, Easement 1 ................. Franklin Centre, LLC .............. Water Main S1214110401 -Parcel 21, Easement 2 ................. Franklin Centre, LLC .............. Water & Recycled Water Main 3 � Approved for Council Agenda: t� X Vis. Warren Stewart, PE, Engineering Manager Dat Page 2 of 2 ADA COUNTY RECORDER Christopher D. Rich AMOUNT .00 BOISE IDAHO 06113113 04:38 PM DEPUTY Vicky Bailey RECORDED -REQUEST OF 113066035Meridian City WATER & RECYCLED WATER MAIN EASEMENT PARCEL 21- EASEMENT NO.2 - FRANKLIN CENTRE, LLC THIS INDENTURE, made this I I day of \ S, , �n -e- , 2013 between Franklin Centre, LLC, the party of the first part, and hereinafter called the GRANTOR, and the City of Meridian, Ada County, Idaho, the party of the second pant, and hereinafter called the GRANTEE; WITNESSETH: WHEREAS, the GRANTOR desires to provide a water main right-of-way across the premises and property hereinafter particularly bounded and described; and WHEREAS, the water main is to be provided for through underground pipelines to be constructed by others; and WHEREAS, it will be necessary to maintain, service and subsequently connect to said pipelines from time to time by the GRANTEE; NOW, THEREFORE, in consideration of the benefits to be received by the GRANTOR, and other good and valuable consideration, the GRANTOR does hereby give, grant and convey unto the GRANTEE the right-of-way for an easement for the operation and maintenance of water mains over and across the following described property: (SEE ATTACHED EXHIBIT A and B) The easement hereby granted is for the purpose of construction and operation of water lines and their allied facilities, together with their maintenance, additional connection thereto, repair and replacement at the convenience of the GRANTEE, with the free right of access to such facilities at any and all times. TO HAVE AND TO HOLD, the said easement and right-of-way unto the said GRANTEE, it's successors and assigns forever. IT IS EXPRESSLY UNDERSTOOD AND AGREED, by and between the parties hereto, that after construction, making repairs, performing other maintenance or making subsequent connection to the water lines, GRANTEE shall restore the area of the easement and adjacent property to that existent prior to undertaking such construction, repairs and maintenance. However, GRANTEE shall not be responsible for repairing, replacing or restoring anything placed within the area described in this easement that was placed there in violation of this easement. Water & Recycled Water Main Easement Pagel of 3 Parcel 21 — Easement No. 2 — Franklin Centre, LLC THE GRANTOR hereby covenants and agrees that they will not place or allow to be placed any permanent structures, trees, brush, or perennial shrubs or flowers within the area described for this easement, which would interfere with the use of said easement, for the purposes stated herein. THE GRANTOR hereby covenants and agrees with the GRANTEE that should any part of the right-of-way and easement hereby granted become part of, or lie within the boundaries of any public street, then, to such extent, such right-of-way and easement hereby granted which lies within such boundary thereof or which is a part thereof, shall cease and become null and void and of no further effect and shall be completely relinquished. THE GRANTOR does hereby covenant with the GRANTEE that they are lawfully seized and possessed of the aforementioned and described tract of land, and that they have a good and lawful right to convey said easement, and that they will warrant and forever defend the title and quiet possession thereof against the lawful claims of all persons whomsoever. IN WITNESS WHEREOF, the said parties of the first part have hereunto subscribed their signatures the day and year first herein above written. GRANTOR: Z e, LLC s Manager STATE OF IDAHO ) ss County of Ada ) On this day of _ (kr , 2013, before me, the undersigned, a Notary Public in and for said State, personally appeared Larry Van Hees known or identified to me to be a Manager of the Limited Liability Company that executed the within insti ament, and acknowledged to me that such Corporation executed the same. IN WITNESS WHEREOF, I have hereunto set my hand and affixed my official seal the day and year fist above wifttvao. Water & Recycled Water Main Easement Parcel 21 — Easement No. 2 — Franldin Centre, LLC NOTARY PUBLIC FOR IDAHO Residing at: C�'�� o t-00cj Commission Expires:' lz , �� Page 2 of 3 GRANTEE: CITY OF MERIDIAN Tammy de *rd, Mayor Wiest yeee L. Holman, City Cleric �E Approved By City Council On; i S STATE OF IDAHO ) ss County of Ada ) co a uc"U_ I O� --lty of IkDIANtDAHO °f the TREAb��n On this I � day of , J u n -C , 2013, before me, the undersigned, a Notary Public in and for said State, personally appeared TAMMY DE WEERD and JAYCEE L. HOLMAN, known to me to be the Mayor and City Clerk, respectively, of the City of Meridian, Idaho, and who executed the within instrument, and acknowledged' to me that the City of Meridian executed the same. 1 . IN WITNESS WHEREOF, I have hereunto set my hand and affixed my official seal the day and year first above written. 0 caAbipr�. C'35 (SAL) ov LSP c NO ARY PUBL FOR ID Residing at: C n 1 Commission Expires: Water & Recycled Water Main Easement Page 3 of 3 Parcel 21 — Easement No. 2 — Franklin Centre, LLC UTILITY EASEMENT DESCRIPTION . FOR THE CITY OF MERIDIAN, IDAHO PARCEL 21-- FRANKLIN CENTRE, LLC EASEMENT NO.2 An easement for utility purposes located in the NE'/ of Section 14, Township 3 North, Range I West, Boise Meridian, Ada County, Idaho, more particularly described as follows: Commencing at a brass cap monument marking the northeasterly corner of said NE V4 from which a 5/8 inch diameter iron pin marking the northwesterly corner of said NE 1/ bears N 89°13'22" W a distance of 2657.89 feet; Thence N 89°13'22" W along the northerly boundary of said NE'/4 a distance of 724.13 feet to a point; Thence leaving said northerly boundary S 0°46'38" W a distance of 46.92 feet to the POINT OF BEGINNING; Thence continuing S 0°46'38" W a distance of 48,58 feet to a point; Thence N 89'13'22" W a distance of 44.00 feet to a point; Thence N 0°46'3 8" E a distance of 47.60 feet to a point; Thence N 89'30'15" E a distance of 44.01 feet to the POINT OF BEGINNING. This parcel contains 2,116 square feet (0.049cres) and is subject to any other easements existing or in use. Prepared by: Glenn K. Bennett, PLS Civil Survey Consultants, Incorporated June 4, 2013 ADA COUNTY RECORDER Christopher D. Rich AMOUNT .00 E BOISE IDAHO 06/13/13 04:38 PM DEPUTY Vicky Bailey RECORDED -REQUEST OF Meridian City 113066034 WATER MAIN EASEMENT PARCEL 21— EASEMENT NO. 1- FRANKLIN CENTRE LLC THIS INDENTURE, made this day of Jw n C , 2013 between Franklin Centre, LLC, the party of the first part, and hereinafter called the GRANTOR, and the City of Meridian, Ada County, Idaho, the party of the second pant, and hereinafter called the GRANTEE; WITNESSETH: WHEREAS, the GRANTOR desires to provide a water main right-of-way across the premises and property hereinafter particularly bounded and described; and WHEREAS, the water main is to be provided for through underground pipelines to be constructed by others; and WHEREAS, it will be necessary to maintain, service and subsequently connect to said pipelines from time to time by the GRANTEE; NOW, THEREFORE, in consideration of the benefits to be received by the GRANTOR, and other good and valuable consideration, the GRANTOR does hereby give, grant and convey unto the GRANTEE the right-of-way for an easement for the operation and maintenance of water mains over and across the following described property: (SEE ATTACHED EXHIBIT A and B) The easement hereby granted is for the purpose of construction and operation of water lines and their allied facilities, together with their maintenance, additional connection thereto, repair and replacement at the convenience of the GRANTEE, with the free right of access to such facilities at any and all times. TO HAVE AND TO HOLD, the said easement and right-of-way unto the said GRANTEE, it's successors and assigns forever. IT IS EXPRESSLY UNDERSTOOD AND AGREED, by and between the parties hereto, that after construction, making repairs, performing other maintenance or making subsequent connection to the water lines, GRANTEE shall restore the area of the easement and adjacent property to that existent prior to undertaking such construction, repairs and maintenance. However, GRANTEE shall not be responsible for repairing, replacing or restoring anything placed within the area described in this easement that was placed there in violation of this easement. Water Main Easement Pagel of 3 Parcel 21 — Easement No. 1 — Franklin Centre, LLC THE GRANTOR hereby covenants and agrees that they will not place or allow to be placed any permanent structures, trees, brush, or perennial shrubs or flowers within the area described for this easement, which would interfere with the use of said easement, for the purposes stated herein. THE GRANTOR hereby covenants and agrees with the GRANTEE that should any part of the right-of-way and easement hereby granted become part of, or lie within the boundaries of any public street, then, to such extent, such right-of-way and easement hereby granted which lies within such boundary thereof or which is a part thereof, shall cease and become null and void and of no further effect and shall be completely relinquished. THE GRANTOR does hereby covenant with the GRANTEE that they are lawfully seized and possessed of the aforementioned and described tract of land, and that they have a good and lawful right to convey said easement, and that they will warrant and forever defend the title and quiet possession thereof against the lawful claims of all persons whomsoever. IN WITNESS WHEREOF, the said parties of the first part have hereunto subscribed their signatures the day and year first herein above written. GRANTOR: Frani in Centre, LLC 1CN1, j C"" IL La Van flees Manager STATE OF IDAHO ) ss County of Ada ) On this day of �� , 2013, before me, the undersigned, a Notary Public in and for said State, personally appeared Larry Van Hees known or identified to me to be a Manager of the Limited Liability Company that executed the within instrument, and acknowledged to me that such Corporation executed the same. IN WITNESS WHEREOF, I have hereunto set my hand and affixed my official seal the day and year fist above wri aa- ft f 9 0088060 Water Water Main Easement Parcel 21 — Easement No. 1 — Franklin Centre, LLC NOTARY PUBLIC FOR IDAHO Residing at: 010 � (- Commission Expires: ffi j 1!3 Page 2 of 3 GRANTEE: CITY OF MERIDIAN Tammyd eerd, Mayor E Attest bcee L. Holman, City Clerk Approved By City Council On: STATE OF IDAHO ) ss County of Ada ) iEUAUCUi,, 7 } City Of E I IA DAli b SEAL w FFT ti� � yo he 7AEA On this II day of �une-- , 2013, before me, the undersigned, a Notary Public in and for said State, personally appeared TAMMY DE WEERD and JAYCEE L. HOLMAN, known to me to be the Mayor and City Clerk, respectively, of the City of Meridian, Idaho, and who executed the within instrument, and acknowledged to me that the City of Meridian executed the same. IN WITNESS WHEREOF, I have hereunto set my hand and affixed my official seal the day and year first above written. "00110 �0O'�� (SEAL) t OF Water Main Easement Parcel 21 — Easement No. 1 — Franklin Centre, LLC NO ARY P LIC FOR IDAHO Residing at: (p_ Commission Expires: , � , c�( Page 3 of 3 UTILITY EASEMENT DESCRIPTION FOR THE CITY OF MERIDIAN, IDAHO PARCEL 21 FRANKLIN CENTRE, LLC EASEMENT NO.1 An easement for utility purposes located in the NE 1/ of Section 14, Township 3 North, Range 1 West, Boise Meridian, Ada County, Idaho, more particularly described as follows: Commencing at a brass cap monument marking the northeasterly corner of said NE 1/4 from which a 5/8 inch diameter iron pin marking the northwesterly corer of said NE 1/4 bears N 89°13'22" W a distance of 2657.89 feet; Thence N 89°13'22" W along the northerly boundary of said NE 1/ a distance of 1177.72 feet to a point; Thence leaving said northerly boundary S 0°46'38" W a distance of 48.00 feet to the POINT OF BEGINNING; Thence continuing S 0°46'38" W a distance of 42.50 feet to a point; Thence N 89'13'22" W a distance of 20.00 feet to a point; Thence N 0°46'38" E a distance of 42.50 feet to a point, Thence N 89°13'22" E a distance of 20.00 feet to the POINT OF BEGINNING. This parcel contains 850 square feet (0.019 acres) and is subject to any other easements existing or in use. Prepared by: Glenn K. Bennett, PLS R ED Civil Survey Consultants, Incorporated ®� June 4, 2013 ¢� / DATE: June 11, 2013 ITEM TITLE: a Approval of Task Order 10329 with Murray, Smith & Associates for "NW 8th Street Sewer Trunk Main - Broadway Ave to Cherry Phase 2" for the Not -to -Exceed Amount of $80,500.00 Community Item/Presentations Presenter Contact Info./Notes; CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS To: Jaycee L. Holman, City Clerk, From: Keith Watts, Purchasing Manager : Jacy Jones, John Boyd Date: 6/4/13 Re: June 11 City Council Meeting Agenda Item The Purchasing Department respectfully requests that the following item be placed on the June 11 u, City Council Consent Agenda for Council's consideration. Approval of Task Order 10329 for NW 8t' Street Sewer Trunk Main Broadway Ave. to Cherry Phase 2" to Murray Smith & Associates for the Not -To -Exceed amount of $80,500.00. Recommended Council Action: Approval of Task Order 10329 to Murray Smith & Associates for the Not -To -Exceed amount of $80,500.00. Thank you for your consideration. Page 1 EkID1AN*,,_..--..--, Public Works Department TO: PURCHASING FROM: John Boyd Engineering Technician II DATE: June 3, 2013 Mayor Tammy cle Weerd City Council Memberse Keith Bird Brad Hoaglun Charles Rountree David Zaremba SUBJECT: TASK ORDER 10329 FOR PROFESSIONAL SERVICES (RELATED TO THE NW 8TH STREET SEWER TRUNK MAIN PROJECT) WITH MURRAY SMITH & ASSOCIATES, INC. FOR A NOT -TO -EXCEED AMOUNT OF $80,500.00 PER THE MASTER AGREEMENT DATED APRIL 13, 2010. PLEASE PLACE ON NEXT AVAILABLE CONSENT AGENDA I. DEPARTMENT CONTACT PERSONS John Boyd, Engineering Technician II...............................................................................489-0364 Clint Dolsby, Asst. City Engineer......................................................................................489-0341 Warren Stewart, PW Engineering Manager.......................................................................489-0350 JohnMcCormick................................................................................................................489-0378 Tom Barry, Director of Public Works................................................................................489-0372 II. DESCRIPTION A. Background In early 2011, the Public Works Department (PW) undertook a design project to rehabilitate the existing 18" sewer trunkline between W. 7th Street and W. 8th Street from W. Broadway Avenue to W. Cherry Lane. The preliminary engineering revealed the existing sewer trunkline was located in backyards and an alley which provided limited access for cleaning and maintenance. Additionally, a portion of the existing sewer trunkline has no easement. Due to these factors, Murray Smith & Associates (MSA) was contracted and completed an alternatives analysis and pre -design to relocate the line within the W. 7th Street or W. 8th Street right-of-way (ROW). B. Proposed Project The project has been designed and will be constructed in three (3) phases. The first phase consisted of installing an 18" sewer trunkline within the existing W. 8th Street ROW between Cherry Lane and Carlton Avenue and will be under construction starting July I" Page 1 of 2 This project is the second Phase of the 3 Phase program and will consist of completing the design within the NW 8th Street and NW 7th Street Rights of Way between Carlton and Broadway Avenues as well as a few side sewer locations. The future and last phase of design will be presented under a separate request next fiscal year and construction will be accomplished in the 2015 Fiscal Year. C. Consultant Selection MSA was chosen for this project due to their expertise in collection system engineering and the previous work they have done on this project. They have also been chosen as a qualified firm to provide consultant services for sewer line extensions and miscellaneous collections design. They hold a Master Agreement, dated April 13, 2010 for services over $25,000.00. III. IMPACT A. Strategic Impact: This project is aligned with the Public Works objective of being opportunistic in planning for growth and infrastructure needs. B. Service/Delivery Impact: The design of this sewer line will complete the first phase of the trunkline relocation and will enable the construction to commence this fiscal year. C. Fiscal Impact: Project Costs: Total Task Order Cost $80,500.00 Project Budget Budget Code 60-3590-95000 Total Budget $80,500.00 IV. TIME CONSTRAINTS Execution of the attached task order #10329 is critical in order to complete the design and construction of this project in FY2014. V. LIST OF ATTACHMENTS A. Task Order No. 10329 B. Purchase Order Requisition APPROVED I(—OR BID / AWARD PROCESS N Warren Stewart, � — Engineering Manager � Da� Page 2 of 2 Pursuant to the MASTER AGREEMENT FOR PROFESSIONAL SERVICE". BETWEEN CITY OF MERIDIAN (OWNER) AND MURRAY, SMITH AND ASSOCIATES, IN# (ENGINEER) This Task Order is made this day of June, 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 (MURRAY SMITH ANC3ASSOCIATES', INC) hereinafter referred to as "Engineer" pursuant to the mutual promises, covenant and conditions contained in the Master Agreement (Category 2C) between the above mentioned parties dated April 13, 2010, The Project Name for this Task Order 10329 is as follows: mffl��Ml NW 8TH STREET SEWER TRUNK MAIN BROADWAY AVENUE TO CHERRY PHASE 2 Under a previous scope of work (SOW), ENGINEER performed an alternatives analysis and pre -design for new sewer main(s) to be located within the W 7th Street or W 8th Street right-of- way (ROW) between W Broadway Avenue and W Cherry Lane). The purpose of the new sewer line is to replace the existing 18 -inch sewer line currently located between the W 7th Street and W 8th Street Row's. The CITY selected the alternative to locate the new sewer line in the 8th Street ROW. Additional sewer lines will also be needed to collect sewer services and convey flow to the now sewer main in W 8th Street, The project will be constructed in the following phases in order to meet CITY budget limitations: * Phase 1: W 8th Street from W Carlton Avenue to W Cherry Lane (completed FY2013) 0 Phase 2: W 8th Street and W 7th Street from W Broadway,Avenue to W Carlton Avenue z- Phase 3: W 7th Street from W Criterion Street to W Washington Street Task Order 10329 NW 8TH STREET SEWER TRUNK MAIN BROADWAY Ave TO CHERRY PHASE 2 MURRAY, SMITH AND ASSOCIATES, INC Page 1 of 8 Phase 1 design was completed in 2012 and is presently under construction (summer of 2013. Phases 2 and 3 were developed to the 60% design level as part of the Phase 1 SOW. This SOW is for development of a 100% design for Phase 2. 100% design plans for Phase 3 will be developed under a separate SOW. SCOPE OF WORK Task 1 — E -Builder Project Management Software Task 1.1— E -Builder ENGINEER is required to submit written communication through the CITY'S project management software (e -Builder). This includes but is not limited to the following: • Reports • Drawings and Specifications • Requests for information • Request for action by CITY • General Project Documentation & Communication • Submittal Approvals • Pay Invoices In this task, ENGINEER will purchase the e -Builder license, attend training for the software and use the software throughout the project.. Assumptions 1. The budget includes eight (8) hours for e -builder training. 2. ENGINEER will purchase and maintain an e -Builder license from e -Builder, which the CITY has negotiated at a cost of $1,276.00. Deliverables 1. Use of e -Builder Project Management Software for documentation of the project Task 2 — Design ENGINEER will develop 95% and 100% designs for Phase 2 (described in the background section) from 60% plans developed under a separate task order. Task 2.1 - 60% Design Review Existing Phase 2 - 60% design plans shall be submitted to the City of Meridian for review by the Sewer, Water, Construction and Fire Divisions prior to starting on the 95% Design Package. ENGINEER may attend a meeting with the CITY to review 60% review comments. Task Order 10329 NW 8TH STREET SEWER TRUNK MAIN BROADWAY AVE TO CHERRY PHASE 2 Page 2 of 8 MURRAY, SMITH AND ASSOCIATES, INC Task 2.2— 95% Design Package ENGINEER will develop a 95% design package based on the comments on the 60% plans (comments made during review performed as part of Task 2.2). The 95% design package will include the following final documents: • Plan and Profile Sheets • Erosion and Sediment Control (ESC) plan or Stormwater Pollution Prevention Plan (SWPPP) as required by the City of Meridian, IDEA and ACHD • Traffic Control Plan as required by ACHD • Notes and Details specific to the project, standard details are not required • Technical Specifications • Side Sewer Details • Opinion of Probable Cost • Bid Schedule with quantities The 95% plans shall be be "bid ready" and are only missing minor CITY, ACRD, and Vern Allemen (Water Master) comments and approvals. The 95% design plans and specifications will be submitted to the City for review and comment. ENGINEER will attend a meeting with the CITY to review comments from the 95% design package, if needed. The 95% design plans will also be submitted to ACHD and Vern Allemen, Water Master for final review. Task 2.3 — 100% Design Package ENGINEER will finalize the 100% design package based on the comments on the 95% plans. The 100% design package will include the following FINAL documents with all the approval stamps and signatures: • Plan and Profile Sheets • Erosion and Sediment Control (ESC) plan or Stormwater Pollution Prevention Plan (SWPPP) as required by City of Meridian, IDEQ and ACRD. • Traffic Control Plan • Technical Specification Package- • Bid Schedule • Opinion of Probable Cost The 100% design plans will also be submitted to ACHD and Vern Allemen (Water Master) for approval signature and a letter of approval will be presented to the City of Meridian once obtained. The 100% design plans and specifications will be submitted to the City for approval signature and inclusion in the bid package. Task Order 10329 NW 8TH STREET SEWER TRUNK MAIN BROADWAY AVE TO CHERRY PHASE 2 Page 3 of 8 MURRAY, SMITH AND ASSOCIATES, INC Assumptions 1. The entire project will be designed with plan and profiles for traditional open trench construction. 2. Variance requests for "out of corridor work" will be submitted to ACHD and any other utilities affected. Approval letters from those utilities will be submitted to the City of Meridian prior to commencing the 100% design plans. 3. The budget includes two (2) hours of meetings with ACHD to review the design packages during the design phase. 4. The budget includes two (2) hours of meetings with Vern Alleman, Water Master. 5. The CITY will provide a QLPE review of the plans in lieu of submittal to the IDEA. 6. ENGINEER will prepare the Technical Specifications. The Idaho Standards for Public Works Construction (ISPWC) and CITY supplements and Addenda will be used as the basis of the Technical Specifications and they will be in the ISPWC formatting. ISPWC specifications will be referenced and not reproduced in the specification package. Supplemental technical specifications will be developed as required. (Specifications will state specifically what points shall be staked with a reference that the contractor will pay for additional staking or restaking) 7. The CITY will prepare the "front end" bid specification section. 8. The CITY will administer the contract. 9. Plans will be full size (22 -inch x 34 -inch). 10. Any required permitting fees will be paid by the CITY. Deliverables 1. Five (5) hard copies of the 60% design package 2. Four (4) hard copies of the 95% design package 3. One (1) reproducible copy of the FINAL 100% design package in PDF format to be placed on the City of Meridian FTP site 4. Twenty (20) hard copies of the FINAL 100% bid package Task 3 — Services during Construction The budget includes 142 hours for services during construction. Services during construction will include the following tasks: ® Attend pre-bid meeting ® Answer questions during the bid period ® Assist the CITY in creating any required addenda during the bid period ® Attend the pre -construction meeting Task Order 10329 NW 8TH STREET SEWER TRUNK MAIN BROADWAY AVE TO CHERRY PHASE 2 Page 4 of 8 MURRAY, SMITH AND ASSOCIATES, INC • Respond to requests for information (RFIs) • ENGINEER will review the technical submittals; up to twenty (20) submittals are included ® Perform site visits, attend construction meetings during construction and provide final punch list as requested Assumptions 1. Bid and Construction period is anticipated to be Spring 2014. 2. The CITY will produce any required addenda during the bid period. 3. The CITY will review bids and determine the apparent low bidder. 4. Pay requests will be reviewed by the CITY. 5. The CITY will provide a Project Representative that will be responsible for inspection of the project. Task 4 — Record Survey Drawings The budget includes 17 hours for services after construction completion: ® Collect any as -built information from the contractor and the City of Meridian inspector ® Perform a survey for rim and invert elevation for manholes constructed in Phase 2. ® Prepare and produce complete sets of Record Drawings per CITY Record Drawing Requirements Assumptions 1. The City will perform a review of the proposed Record Drawings for completeness and accuracy Deliverables 1. Record drawings per CITY Submittal Requirements The following schedule is based on a Notice to Proceed (NTP) from the City by JUNE 2013 and resulting in Final Design being completed by OCTOBER 2013. A NTP issued on a different date will change the schedule accordingly. Task Order 10329 NW 8TH STREET SEWER TRUNK MAIN BROADWAY AVE TO CHERRY PHASE 2 Page 5 of 8 MURRAY, SMITH AND ASSOCIATES, INC 'The Not -To -Exceed amount to complete all services listed above for this Task Order No. 10329 is eighty thousand five hundred dollars ($80,500). No compensation will be paid over the Not -to -Exceed amount without prior written approval by the City in the form of a Change Order. The hourly rates for services and direct expenses are per the Master Agreement (by this reference made,a part hereof) and current attached Rate Schedule and will be the basis for any additions and/or deletions in services rendered. Travel and meals are excluded from this Task Order unless explicitly listed in the Scope of Services AND Payment Schedule. BY TAQY de WE;,EQ4D, MAYOR Dated: MURRAY, SMITH AND ASSOCIATES, INC BY: NdWS GALINATO,Engineer, Associate Dated - 14 Approved by Councll_J�// �2213 Attest: Purchasl P rov I BY' KEIT Pu has' Nanager City Project Manager JF_f�ILAANt SEAL fir Dep WA PEN STWART, lEngi_n_eer1nd-M66jjg_ Dated:—_ 6, z6_ / Task Order 10329 NW 8TH STREET SEWER TRUNK MAIN BROADWAY AVE TO CHERRY PHASE 2 Page 6 of 8 MURRAY, SMITH AND ASSOCIATES, INC COMPENSATION AND COMPLETION SCHEDULE Task Description Duo Date Compensation - I E-Buildor Project Management Software a Throughout Project a $2,300 2 3 4 Design Services During Construction Record survey and Drawings m October 2013 a Spring 2014 a Project Completion tli&Ann I $19,000 '0 TASK ORDER TOTAI gamson 'The Not -To -Exceed amount to complete all services listed above for this Task Order No. 10329 is eighty thousand five hundred dollars ($80,500). No compensation will be paid over the Not -to -Exceed amount without prior written approval by the City in the form of a Change Order. The hourly rates for services and direct expenses are per the Master Agreement (by this reference made,a part hereof) and current attached Rate Schedule and will be the basis for any additions and/or deletions in services rendered. Travel and meals are excluded from this Task Order unless explicitly listed in the Scope of Services AND Payment Schedule. BY TAQY de WE;,EQ4D, MAYOR Dated: MURRAY, SMITH AND ASSOCIATES, INC BY: NdWS GALINATO,Engineer, Associate Dated - 14 Approved by Councll_J�// �2213 Attest: Purchasl P rov I BY' KEIT Pu has' Nanager City Project Manager JF_f�ILAANt SEAL fir Dep WA PEN STWART, lEngi_n_eer1nd-M66jjg_ Dated:—_ 6, z6_ / Task Order 10329 NW 8TH STREET SEWER TRUNK MAIN BROADWAY AVE TO CHERRY PHASE 2 Page 6 of 8 MURRAY, SMITH AND ASSOCIATES, INC for WW Collection and Treatment Engineering — Sewer Line Extensions, Pressure Sewers, and Misc. Collection Design Services — 2C Name / Title Hourly Rate Senior Consultant $170.00 Senior Principal Engineer 168.00 Principal Engineer 1 160.00 Senior Engineer 144.00 Professional Engineer VII 137.00 Professional Engineer VI 130.00 Professional Engineer V 122.00 Professional Engineer IV 115.00 Engineering Designer IV 115.00 Professional Engineer III 108.00 Engineering Designer III 108.00 Engineering Designer II 101.00 Engineering Designer 1 93.00 Technician IV 112.00 Technician III 99.00 Technician II 86.00 Technician 1 73.00 Administrative III 82.00 Administrative II 73.00 Administrative 1 65.00 The following reimbursable expenses will be allowed ONLY if addressed in any resulting task order. Amounts will be reimbursed at cost. Expense Rate Sub -Consultants Cost Printing and Cost Task Order 10329 NW 8TH STREET SEWER TRUNK MAIN BROADWAY AVE TO CHERRY PHASE 2 Page 7 of 8 MURRAY, SMITH AND ASSOCIATES, INC Reproduction Travel See Below The City will only pay for meal, lodging and transportation expenses for official business that consists of consultants traveling to or from, outside of the Treasure Valley, and that are directly related to the specific task orders. Reimbursement will NOT exceed the limits allowed under the US General Services Administration Per Diem Rates for the Boise area. These rates can be found at the following website: http://www.gsa.aov/DortaI/category/100120 The current FY2013 rate for meals is $46 per full day, and $34.50 (75%) for both travel days. Receipts for meal per diem allowances are not required. The current FY2013 GSA hotel rate is $77.00/night. Lodging, transportation and hotel expenses will only be reimbursed when accompanied with an itemized receipt and proof of prior approval by the Project Manager. Transportation (Pre -approved by Project Manager): All travel must be by the most economical means practical. If there is interruption of travel or deviation from the direct route for the traveler's convenience, the deviation may not exceed the cost of uninterrupted travel. Airline: Consultants will only be reimbursed for coach or economy class rates. Rental Cars: A vehicle is only allowed with prior authorization by the City Project Manager. ALL ES ARE CONSIDEREDI. c NGT - REIMBURSABLE Task Order 10329 NW 8TH STREET SEWER TRUNK MAIN BROADWAY AVE TO CHERRY PHASE 2 Page 8 of 8 MURRAY, SMITH AND ASSOCIATES, INC DATE: June 11, 2013 ITEM NUMBER: ITEM TITLE: Award of an 18 Month Construction Trailer Lease to Pacific Mobile Structures for the Not -To -Exceed Amount of $5,115.00 r11EETh1G NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS To: Jaycee L. Holman, City Clerk, From: Keith Watts, Purchasing Manager CC: Jacy Jones, Max Jensen Date: 6/4/13 Re: June 11 City Council Meeting Agenda Item The Purchasing Department respectfully requests that the following item be placed on the June 11th City Council Consent Agenda for Council's consideration. Award of Lease for a Construction Trailer to Pacific Mobile Structures for the Not -To - Exceed amount of $5,115.00. Recommended Council Action: Approval of Lease to Pacific Mobile Structures for the Not -To -Exceed amount of $5,115.00. Thank you for your consideration. Page 1 DATE: June 11, 2013 IT NUMBER: 1 ::111111 Ill 11! 101111M It"D ITEM TITLE: 5J CableONE Movie Night in Meridian 2013 Single -Night Sponsorship Agreement Between All CAD Northwest and the City of Meridian for a Not -to -Exceed Amount of $350.00 MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS Merld Ion Settlers Park CABLEONE MOVIE NIGHT IN MERIDIAN 2013 SINGLE -NIGHT SPONSORSHIP AGREEMENT This CABLEONE MOVIE NIGHT IN MERIDIAN 2013 SINGLE -NIGHT SPONSORSHIP AGREEMENT ("Agreement") is made on this .1rL"_ day ofAtltt, 2013 ("Effective Date"), by and between the City of Meridian, a municipal corporate organized under the laws of the state of Idaho, whose address is 33 E. Broadway Avenue, Meridian, Idaho ("City"), and All CAD Northwest, whose address is 1465 E, Commercial Avenue, 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 recognized as, the Single -Night Sponsor of City's June 21" 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 Exhibit A. 2. Payment. By 5:00 p.m, on April 30, 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 CableONE 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 SINOT.&NXOHT SPONSORSHIP AcREEMENr PAGE 1 of 6 b. Promotional item Limitations. The sale or distribution of any food, drink, or other promotional item by Sponsor at Sponsor's booth, as allowed in the CableONE Movie Night in Meridian 2013 Sponsorship Packet attached hereto as Exhibit A, shall not be permitted without prior written permission from City, Such permission may be withheld 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. Video 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, Further, Sponsor warrants and represents that, as to all content of the video pieces created or produced pursuant to this Agreement, Sponsor shall, and hereby agrees to, indemnify, defend and hold harmless City from all claims, suits, judgments, proceedings, losses, damages, costs, and expenses, of any nature whatsoever, including attorneys' fees, for which the City may become liable by reason of City's displaying of Sponsor's audio or video copy, artwork, or other content, including but not limited to claims for libel, violation of privacy, plagiarism, or copyright violations. 4. Term. The term of this agreement shall be from the Effective Date through September 1, 2013, unless earlier terminated by either party by the method established herein, 5. Cancellation; scheduling. The parties acknowledge that the 2013 CableONE Movie Night in Meridian event series schedule shall include twelve to fourteen (12-14) weekly movie showings during June, July, and August, but cancellation of any or all movie showings may be necessary due to weather or other conditions or circumstances. City shall have sole responsibility and discretion in scheduling and/or cancelling CableONE Movie Night in Meridian and all movies and activities related thereto, including any and all related activities by Sponsor. The parties hereto expressly acknowledge that Settlers Park is a public space, the management and scheduling of which shall at all times be within the sole purview of City. Any right or privilege granted to Sponsor by this Agreement shall include neither the right to exclude any law-abiding person from CableONE Movie Night in Meridian, nor the right to interfere with any person's concurrent, lawful use of Settlers Park where such concurrent use does not conflict or interfere with Sponsor's use. 6. Insurance Sponsor's responsibility. City shall not provide insurance to cover loss, theft, or damage of any equipment, 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 rights or the furtherance of the obligations described herein, Any and all insurance of each party's respective property and personnel shall be the sole responsibility of that party. Sponsor shall obtain all necessary insurance as may be required in order to protect Sponsor's insurable interests for Sponsor's rights and obligations described within this Agreement, including, but not limited to, liability insurance, automobile insurance, worker's compensation insurance, and/or property insurance. MOVIE NIGHT SINGLE-NioHT SPONSORSHIP AGREEMENT PAGE 2 of 6 7. Use of City's name, logo. City hereby conveys to Sponsor permission to use City's name for purposes Of advertising, marketing, and public information, without violation of City's rights of privacy or any other rights City may possess under this Agreement, provided that Sponsor shall not use City's logo for any purpose without the express, written permission of the Mayor's Executive Assistant. S. Termination. a. Termination for cause. If either Party determines that the other has failed to comply with any term or condition of this Agreement, violated any of the covenants, agreements, and/or stipulations of this Agreement, engaged in any act of misconduct in the performance of this Agreement; or if either Party willfully or negligently defaults in, or fails to fulfill, its material obligations under this Agreement, the other Party shall have the right to terminate the Agreement by giving written notice to the defaulting party of its intent to terminate, and shall specify the grounds for termination. The defaulting party shall have two (2) days after such notice is sent to cure the default. If the default is not cured within such period, this Agreement shall be terminated upon written notice of such termination by the terminating party. b, No compensation upon termination. In the event of termination, neither Party shall be entitled to compensation or damages for any equipment or materials provided pursuant to this Agreement or obligations incurred in furtherance of the rights conveyed by this Agreement. 9. Photography and recording. City shall be authorized to photograph, record, video tape, reproduce, transmit, or disseminate, in or from CableONE Movie Night in Meridian, all related activities for educational and public information purposes. City shall not be responsible for the actions of persons who are not under its employment or control. 10. Relationship of Parties. It is the express intention of Parties that Sponsor is an independent contractor and not an employee, agent, joint venturer, or partner of City. Nothing in this Agreement shall be interpreted or construed as creating or establishing the relationship of employer and employee between Sponsor and City or between Sponsor and any official, agent, or employee of City. Both parties acknowledge that Sponsor is not an employee of City. Sponsor shall retain the right to perform services for others during the term of this Agreement. Sponsor shall have no authority or responsibility to exercise any rights or power vested in City. The selection and designation of the personnel of City in the performance of this agreement shall be made by City. 11. Indemnification. Sponsor specifically indemnifies City and holds City harmless from any loss, liability, claim, judgment, or action for damages or injury to Sponsor, to Sponsor's personal property or equipment, and to Sponsor's employees, agents, or volunteers arising out of or resulting from the condition of City's real or personal property or any lack of maintenance or repair thereon, and not caused by or arising out of the tortious conduct of City or its employees, Sponsor further agrees to indemnify and hold City harmless from any loss, If ability, claim or action from damages or injuries to persons or property in any way MOVIE NIGHT SINOL,E-NIGHT SPONSORSHIP AGREEMENT PAGE 3 of 6 arising out of or resulting from the use of City's real or personal property by Sponsor or by Sponsor's employees, agents, volunteers, or invitees and not caused by or arising out of the tortious conduct of City or its employees or volunteers, 12. Waiver. Sponsor shall, and hereby does, waive any and all claims and recourse against City, including the right of contributions for loss and damage to persons or property arising from, growing out of, or in any way connected with or incident to Sponsor's performance of this Agreement, whether such loss or damage may be attributable to known or unknown conditions, except for liability arising out of the tortious conduct of City or its officers, agents or employees. 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 of the essence. Sponsor acknowledges that services provided under this Agreement shall be performed in a timely manner, The parties acknowledge and agree that time is strictly of the essence with respect to this Agreement, and that the failure to timely perform any of the obligations hereunder shall constitute a breach of, and a default under, this Agreement by the party so failing to perform, 15. Compliance with law. Throughout the course of this Agreement, Sponsor shall comply with any and all applicable federal, state, and local laws, 16. Non«discrimination. Throughout the course of this Agreement, Sponsor shall not discriminate against any person as to race, creed, religion, sex, age, national origin, sexual orientation or any physical, mental, or sensory handicap. 17. 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. 18. Costs and attorneys' fees. If either party brings any action or proceedings to enforce, protect or establish any right or remedy under the terms and conditions of this Agreement, the prevailing party shall be entitled to recover reasonable costs and attorneys' fees, as determined by a court of competent jurisdiction, in addition to any other relief awarded. 19. Agreement governed by Idaho law. The laws of the State of Idaho shall govern the validity, interpretation, performance and enforcement of this Agreement, Venue shall be in the courts of Ada County, Idaho. 20. Cumulative rights and remedies. All rights and remedies herein enumerated shall be cumulative and none shall exclude any other right or remedy allowed by law. Likewise, the exercise of any remedy provided for herein or allowed by law shall not be to the exclusion of any other remedy; MOM NIGHTT SINGLE -DIGHT SPONSORSHIP AGREEMENT PAGE 4 of 6 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. No assignmeiit. 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. Notice. Any and all notice required to be provided by either of the Parties hereto, unless, otherwise stated in this Agreement, shall be in writing and shall be deemed. communicated upon sending an e-mail message, addressed as follows: Sponsor: Melissa Mendez iniiieiidez@meridiaiiuiiited.oi,g CLW Colin Moss cinoss@ineridiancity.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. Warranty of authority. The undersigned expressly warrants that, to the extent -set forth herein, he is duly authorized to act as the representative and agent of Sponsor. The undersigned further warrants that he is authorized to bind Sponsor to the obligations set forth herein, and to accept the liabilities as established herein on behalf of Sponsor. SPONSOR: 1 QAAL_'- Authorized Representative Oignature Me] j5�A Knuide-_? Please Print Name CITY OF MERIDIAN: BY: Tammy de W'6erd, Mayor MoviE NIGHT SINGLE -NIGHT SPONSORSHIP it ' vot 11 ENT Title Is Illi Date ATTEST: an, City Clerk PAGE, 5 of 6 Exhibit A CABLEONE MOVIE NIGHT IN MERIDIAN 2013 SPONSORSHIP PACKET For $350 you will receive: • 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) thirty (30) second advertisement into the pre -movie video at your movie night, • The opportunity to hang up to two (2) banners no wider than eight (8) feet each around the seating area during your show. Banners around seating area must be free-standing. There will be no fences, trees, buildings, etc around the seating area to hang your banner on. • Your logo linked to your website on the City of Meridian website next to your event's listing on the CableONE Movie Night in Meridian page, • Your logo and a link to your website on your movie night's event listing on the Meridian Parks and Recreation page on Facebook. • Your logo next to your event's listing on the CableONE Movie Night in Meridian flyers that are distributed throughout the season, MOVIE NIGHT SINOLE-NIGHT SPONSORSHIP AGREEMENT PAGE 6 of 6 DATE: June 11, 2013 ITEM NUMBER: 51'� PROJECT NUMBER:1/ ITEM TITLE: RED WING •' Revised Findings of Fact, Conclusions of Law for Approval: RZ 13-002 Red Wing Subdivision by WH Moore Company Located Southeast Corner of S. Meridian Road (SH 69) and E. Victory Road Request: Rezone of 32.87 Acres of Land from the C -N and TN -C Zoning Districts to the R-4 (16.55 Acres) and R-15 (16.32 Acres) Zoning Districts MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS DATE: June 11 1 2013 ITEM NUMBER: 5L PROJECT NUMBER: 00 Final Order for Approval: TEC 13-003 Bellingham Park Subdivision by Conger Management Group Located Approximately 1/4 Mile East of S. Locust Grove Road and Approximately 1/4 Mile North of E. Amity Road Request: Two (2) Year Time Extension on the Preliminary Plat for Bellingham Park Subdivision in Order to Obtain the City Engineer's Signature on a Final Plat MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS • I 23@=@ DATE: June 11, 2013 ITEM NUMBER:5M PROJECT P 13-022 ITEM TITLE: ACCOLADE SUBDIVISION Final Order for Approval: FP 13-022 Accolade Subdivision by Idaho Survey Group Located South of E. Overland Road and West of S. Bonito Way, Between E. Blue Horizon Drive and the Ridenbaugh Canal Request: Final Plat Consisting of One (1) Multi -Family Residential Building Lot and One (1) Common Lot on Approximately 1 1.23 Acres of Land in an R-40 Zoning District MEETING NOTES b Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS • DATE: June 11, 2013 ITEM NUMBER: 5N PROJECT NUMBER: FP 13-023 a A a :1 • Final Order for Approval: FP 13-023 Irvine by Northside Management Located Southeast Corner of W. Chinden Boulevard and N. Ten Mile Road Request: Final Plat Consisting of 40 Single -Family Residential Building Lots on Approximately 8.84Acres of Land in an R-8 Zoning District MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS DATE: June 11, 2013 ITEM NUMBER: 5 0 PROJECT NUMBER: ITEM TITLE: Meridian Teen Movie Night 2013 Single -Night Sponsorship Agreement with Calvary Chapel MEETING NOTES 'R7"A Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS MERIDIAN TEEN MOVIE NIGHT 2013 SINGLE -NIGHT SPONSORSHIP AGREEMENT This MERIDIAN TEEN MOVIE NIGII0] 3 SI LE-NIGHTSPONSORSHIP AGREEMENT ("Agreement") is made on this Y day of _)�_LAAL, 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 Calvary Chapel, whose address is 1450 North Teti Mile Road, Meridian, Idaho 83642 ("Sponsor"). For good and valuable consideration and in consideration of the mutual promises and covenants herein contained, City and Sponsor agree as follows: L Single -Night Sponsorship. Throughout the term of this Agreement, Sponsor shall be, and shall be recojznizecl as, the Single -Night Sponsor of City's June 15t" 1'11�tallment of the summer Meridian Teen Movie Night event series. As such, benefits insuring to Sponsor throughout the term of this Agreement shall include those enumerated for Single -Night sponsors in the Meridian Teen Movie Night 2013 Sponsorship Packet, attached hereto as Eihibit A. 2. Payment. By 5:00 p.m. on June 14"', 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 Meridian Teen Movie Night 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 Meridian Teen Movie Night 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 Meridian Teen Movie Night, City shall undertake the promotional and advertising efforts enumerated for presenting sponsors in the Meridian Teen Movie Night 2013 Sponsorship Packet, attached hereto as Exhibit A. b. PrOn'060nal Item Limitations. The sale or distribution of any food, drink, or other promotional item by Sponsor at Sponsor's booth, as allowed in the Meridian Teen Movie Night 2013 Sponsorship Packet attached hereto as Evhibit A, shall not be permitted without prior written permission from City, Such permission may be withheld 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, MERIDIAN TEEN MOVIE Nicurr SINGf,E-NI(jlrr SPONSORSHIP AGREEMENT PAGE I of 6 c. Video 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 it waiver of the right to revoke or edit any such material during the term of this Agreement. Further, Sponsor warrants and represents that, as to all content of the video pieces created or produced pursuant to this Agreement, Sponsor shall, and hereby agrees to, indemnify, defend and hold harmless City from all claims, suits, judgments, proceedings, losses, damages, costs, and expenses, of any nature whatsoever, including attorneys' fees, for which the City may become liable by reason of City's displaying of Sponsor's audio or video copy, artwork-, or other content, including but not limited to claims for libel, violation of privacy, plagiarism, or copyright violations, 4. Term. The term of this agreement shall be from the Effective Date through September 1, 2013, unless earlier terminated by either party by the method established herein. 5. Cancellation; scheduling. The parties acknowledge that the 2013 Meridian Teen Movie Night event series schedule shall include three (3) monthly movie showings during June, July, and August, but cancellation of any or all.movie showings may be necessary due to weather or other conditions or circumstances. City shall have sole responsibility and discretion in scheduling and/or cancelling Meridian Teen Movie Night and all movies and activities related thereto, including any and all related activities by Sponsor. The parties hereto expressly acknowledge that Settlers Park is a public space, the management and scheduling of which shall at all times be within the sole purview of City. Any right or privilege granted to Sponsor by this Agreement shall include neither the right to exclude any law-abiding person from Meridian Teen Movie Night, nor the right to interfere with any person's concurrent, lawful use of Settlers Park where such concurrent use does not conflict or interfere with Sponsor's use, 6. Insurance Sponsor's responsibility. City shall not provide insurance to cover loss, theft, or damage of any equipment, 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 rights or the furtherance of the obligations described herein. Any and all insurance of each party's respective property and personnel shall be the sole responsibility of that party. Sponsor shall obtain all necessary insurance as may be required in order to protect Sponsor's insurable interests for Sponsor's rights and obligations described within this Agreement, including, but not limited to, liability insurance, automobile insurance, worker's compensation insurance, and/or property insurance, 7. Use of City's name, logo. City hereby conveys to Sponsor permission to use City's name for purposes of advertising, marketing, and public information, without violation of City's rights of privacy or any other rights City may Possess under this Agreement, provided that Sponsor shall not use City's logo for any purpose without the express, written permission of the Mayor's Executive Assistant. MERIDIAN TEEN MOVIE NiGin, SINGLE -NIGHT SPONSORSHIP AGREEMENT PAoF,,, 2 of 6 8. Termination. Termination for cause. If either Party determines that the other has failed to comply with any term or condition of this Agreement, violated any of the covenants, agreements, and/or stipulations of this Agreement, engaged in any act of misconduct in the performance of this Agreement; or if either Party willfully or negligently defaults in, or fails to fulfill, its material obligations under this Agreement, the other Party shall have the right to terminate the Agreement by giving written notice to the defaulting party of its intent to terminate, and shall specify the grounds for termination. The defaulting party shall have two (2) days after such notice is sent to cure the default. If the default is not Cured within such period, this Agreement shall be terminated upon written notice of such termination by the terminating party, b. No compensation upon termination. In the event of tertnination, neither Party shall be entitled to compensation or damages for any equipment or materials provided pursuant to this Agreement or obligations incurred in furtherance of the rights conveyed by this Agreement, 9. Photography and recording. City shall be authorized to photograph, record, video tape, reproduce, transmit, or disseminate, in or from Meridian Teen Movie Night, all related activities for educational and public in -formation purposes. City shall not be responsible for the actions of persons who are not under its employment or control. 10. Relationship of Parties. It is the express intention of Parties that Sponsor is all independent contractor and not an employee, agent, joint venturer, or partner of City. Nothing in this Agreement shall be interpreted or construed as creating or establishing the relationship of employer and employee between Sponsor and City or between Sponsor and any official, agent, or employee of City. Both parties acknowledge that Sponsor is not all employee of City. Sponsor shall retain the right to perform services for others during the term of this Agreement. Sponsor shall have no authority or responsibility to exercise any rights or power vested in City. The selection and designation of the personnel of City in the performance of this agreement shall be made by City, 11. Indemnification. Sponsor specifically indemnifies City and holds City harmless from any loss, liability, claim, judgment, or action for damages or injury to Sponsor, to Sponsor's personal property or equipment, and to Sponsor's employees, agents, or volunteers arising out of or resulting from the, condition of City's real or personal property or any lack of maintenance or repair thereon, and not caused by or arising out of the tortious conduct of City or its employees. Sponsor further agrees to indemnify and hold City harmless frorn any loss, liability, claim or action from damages or injuries to persons or property in any way arising out of or resulting from the use of City's real or personal property by Sponsor or by Sponsor's employees, agents, volunteers, or invitees and not caused by or arising out of the tortious conduct of City or its employees or volunteers. MERIDIAN TEEN Movib'NIGHT SiNct,f-,,-NI(3HTSPONSORSHIP AoIZEEMENT PAGL,, 3 of 6 12. Waiver. Sponsor shall, and hereby (toes, waive any and all claims and recourse against City, including the right of contribution for loss and damage to persons or property arising from, growing Out Of, or in any way connected with or incident to Sponsor's performance of this Agreement, whether such loss or damage may be attributable to known or unknown conditions, except for liability arising out of the tortious conduct of City or its officers, agents or employees. 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 of the essence. Sponsor acknowledges that services provided under this Agreement shall be performed in a timely manner. The Parties acknowledge and agree that time is strictly of the essence with respect to this Agreement, and that the failure to timely -perform any of the obligations hereunder shall constitute a breach of, and a default tinder, this Agreement by the party so failing to perform. 15. Compliance with law. Throughout the course of this Agreement, Sponsor shall comply with -federal, state, and local laws. any and all applicable 16. Non-discrimination, Throughout the course of this Agreement, Sponsor shall not discriminate against any person as to race, creed, religion, sex, age, national origin, sexual orientation or any physical, mental, or sensory handicap. 17, Entire Agreement. This Agreement constitutes the entire understanding between the Parties. This Agreement supersedes any and all statements, promises, or inducements made by either patty, 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. 18, Costs and attorneys' fees. If either party brings any action or proceedings to enforce, protect or establish any right or remedy tinder the terms and conditions of this Agreement, the prevailing party shall be entitled to recover reasonable costs and attorneys' fees, as determined by a court of competent jurisdiction, in addition to any other relief awarded. 19. Agreement governed by Idaho law. The laws of the State of Idaho shall govein the validity, interpretation, performance and enforcement of this Agreement. Venue shall be in the courts of Ada County, Idaho. 20, Cumulative rights and remedies. All rights and remedies herein enumerated shall be cumulative and none shall exclude any other right or remedy allowed by law. Likewise, the right exercise of any remedy provided for herein or allowed by taw shall not be to the exclusion of any other remedy. 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. MERIDIAN TL,,FN MOVIE NIGHT SINGLE -NIGHT SPONSORSHIP AGREEMENT PAGE 4 of 6 22, No assignment. Sponsor shall not assign, sublet, subcontract, or transfer its rights or responsibilities hereunder without the express written consent of City. Should Sponsor cease to exist in its cutrent'form, this Agreement and all rights granted to Sponsor hereunder shall be void, 23. Notice. Any and all notice required to be provided by either of the Parties hereto, unless otherwise stated in this Agreement, shall be in writing and shall be deemed communicated upon sending an e-mail message, addressed as follows: Sponsor: Troy Drake troy@ccmeridian.org C1Cy- Colin Moss cmoss @ 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. Warranty of anthority. 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. N entative Signature 1--- N, V 1)9+ec Pleas 6 Print Name CITY OF MERIDIAN: BY: Tammy de '4 % Mayor tt AH s iAL. -11 Title Date ATTEST: a Holman, City Clerk MERIDIAN TEEN MOVIE NIGHTSINGILF..-NIGMT SPONSORSHIP AGREEMENT PAGE 5 of 6 Exhibit A MERIDIAN TEEN MOVIE NIGHT 2013 SPONSORSHIP PACKET Single Night Sponsor For $350 you will receive: 0 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, live bands, games, raffles, etc. The opportunity to insert one (1) thirty (30) second advertisement into the pre -movie video at your movie night. The opportunity to hang up to two (2) banners no wider than eight (8) feei each around the seating area during your show, Banners around seating area must be free-standing. There will be no fences, trees, buildings, etc around the seating area to hang your banner on, Your logo linked to your website on the City of Meridian website next to your event's listing on the Meridian Teen Movie Night page, Your logo and a link to your website on your movie night's. event listing on the Meridian Parks and Recreation page on Facebook. Your logo next to your event's listing on the Meridian Teen Movie Night flyers that are distributed throughout the season. MERIDIAN TEEN MoviE, Ntotrr S INC, i.,E,-NIGHTS SPONSORSi-IIP AGREEMENT PAGE 6 of 6 wMrsno 1111,111r DATE: June 11, 2013 ITEM TITLE: ITEMS MOVED FROM CONSENT AGENDA MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS • • r DATE: June 11, 2013 ITEM NUMBER: 7A PROJECT NUMBER: ITEM TITLE: PARKS AND RECREATION: STRATEGIC PLAN UPDATE MEETING NOTES Community I s CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS 1 11 111111111 �ilill�lilillilll' lllllll 11111 11111 ! • --' r DATE: June 11, 2013 ITEM NU Clerk's Office: Budget Amendment for a Not -to -Exceed Amount of for the Restructuring of the Information Services Department MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS • • r DATE: June 11, 2013 ITEM NUMBER: 7 PROJECT NUMBER: ITEM TITLE: Meridian Parks and Recreation Department: 2013 Budget Amendment Regarding UPRR Rail With Trail Arterial Study for a Not -to -Exceed Amount of $85,000.00 MEETING NOTES C, 66&-"-0 Community Item/Presentations Presenter Contact Info./Motes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS C o • al w 3 m a m 41 V � 41 G vN7� CC lA c p V , t. �+ y Z N O 4 O v yi� N m W C u a c E U -e v w ro 0 0 `a —° c aQ E u m E m o c L V QO y o E e o ccL«7 4 oL u CLQ L u C-- 'm c nN M 5 Ip ,2 ,'d t0 43 i t3 _,d Z N of F' m X E 'v 49 o 9 N 4p A '2 Gj in o Z a V c Ei X 30 ��3`00 a ryc a G m may, A E O 70 ` C 0~C ? R N ,WG' 6 G I n = O po m �: y7 ^ ro 7 C P v S. c 12 C o c> N e £ c +0 y b '9 V-90 Lu E c mv� cr 4- lu N a° 0 41ZO b Lei. w 8, �+ oEa 9j.0 cad V =off, as N eo.m'� E m c ro c 2 dmo� cr v06 e i L 4 G 4- +n Y m 0) ror' H o® o o u `off p4j b ° in nc Q 0.0 .0 _ CU :33 a v 4; p o 5> m NCT '� > N ro w C v maN a� c3 oCL too c 3= m o 3 E -49 3� `� ++ N Io o _ 9 CL LnU > o c cl cm°1y ; a ��c r N H 42 nj 1- a f+1 Fes- W V z 0❑ El❑0 z 0 0 z z 0 z0 WIN w CL 77 f Le LU to 0 LL Ck� IW U, -r_ < LU0 < 0 —j z; F� � w 00 < W w �j o 0 r-% = 2E 0 rl X 2 O O CL CL O O to L CL 03 L6 00 �O CO ro A >m a. d) 0 ro 0 ❑ L) ami a=i ti 06 r 0 LO -IOU <1 -C, > p P-1 U) 00 0 'E ID a) E) 2 0 V LL _j 0 2 0 E iG a W OF Q 0 to0 U, ami O C) LL LU E O .2 El c d.:) C) 12 a) a) 0 w 0 0 CL x i� El �3 M > °Q .0 E m 91F 0-0 1 6 LL w (L 0 E w 0 z LO CL to ui CL Of t�lo 01 0 0 O m V -6 C7 0 CO OCM Q r N N 0 N LO N LU 0 0 r N V. 04 T.. N V. N 0 NN 0 CD Of (L 0 le a. 0 rl X 2 O O CL CL O O to L CL 03 L6 00 �O CO ro A >m 00 d) 0 ro 0 ❑ L) ami a=i ti 06 r E LO -IOU <1 -C, > p P-1 U) 00 'E ID a) E) 2 06 V OCR _j 0 2 rl X O O O O L6 00 CO CL Lb EA ti 06 r E LO 64 U) 00 00 06 4- _j 0 OF Q z to0 U, O C) LU c d.:) CL x M LU tm LO CL to CL Of t�lo 01 Mi O O O O L6 00 CO CL Lb ti 06 r 64 06 4- _j 0 OF Q z U, O Cf Mi O CO ti 06 r 64 z U, O Cf LU M LO 9 t�lo DATE: June 11, 2013 IT NUMBER: 7C na3film Public Works: Budget Amendment for FY2013 for the Not -to -Exceed Amount of $245,000.00 for Water Main Replacements and Sewer Main Replacements 1 -1►q1 AA I I 1, 10 1, Us] Al Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS C > Q'�E DAHO Public N I Works Department TO: Mayor Tammy de Weerd Members of the City Council FROM: Kyle Radek, Assistant City Engineer Mayor Tammy de Weerd City Council Hemberso Keith Bird Brad Hoaglun Charles Rountree David Zaremba DATE: May 28, 2013 SUBJECT: BUDGET AMENDMENT FOR FY2013 IN THE AMOUNT OF $245,000 FOR WATER MAIN REPLACEMENTS AND SEWER MAIN REPLACEMENTS I. RECOMMENDED ACTION A. Move to: 1. Approve the FY2013 Budget Amendment for $245,000; and 2. Authorize the Mayor to sign the amendment. Kyle Radek, Assist City Engineer 489-0343 Warren Stewart, PW Engineering Manager 489-0350 Tom Barry, Director of Public Works 489-0372 III. DESCRIPTION A. Background The ACHD Split Corridor Phase 2 construction project is complex and involves several different utilities and multiple generations of both known and unknown utilities. Several changes to construction plans have been required. For example, discovery of problematic PVC pipe led to expansion of pipe replacement under the new concrete intersection on Fairview Avenue at Meridian Road and Main Street. Discovery of contaminated soil required replacement of PVC pipe with Page I of 2 a) 2 2 V C 4 12 '' l tM 0 c t1O>" � c Q ` tggt,a, V ca i? a � ro C 41 N 0 O N C O ��' G O';' UU. 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O U a N O Q } } N LO 0 Q a Q c� H :U Oil N J J �d W J CW a Cj � m N C Co O 4 = O t7 O O O Q LO a N rt3 its lfl• 01, w o 0 d a cld w a O�ajj 0 o Q1 O d a, e .N ':• a i= o cLU LL C O p; (if a � E O V fJ7 C a HIAA (' ,� 1- u � C o s _ L a Q , f+I p U � V Q U ] ® r -'S�a00 ..00 FL 0- LUZ o tto o U Q 0 00) �+ e OL%OCDCD o M rN ® co U v p C O N r G N V.%- r N N O NN /7 NNW l� NN 0 0. U V C O •t d• It v V %T J Q Wa O Co O t7 O O LO N 69 C O O d a cld O�ajj o Q1 O d .N ':• N r � 1- u � C o O Q Q D x O LLJlJ p U J F- V Z t�7 r G ..00 �a o tto o U Q 0 00) �® M ® z LL4C9YY U d 69 r � 1- u � C o O Q Q D x � � O J Q p U J F- Z t�7 DATE: June 11, 2013 ITEM NUMBER: 7 PROJECT NUMBER: TUP 13-0043 ITEM TITLE: Clerk's Office/Legal Department: Discussion of Temporary Use Permit Application No. TUP 13-0043 (2013 Northwest Ribfest) CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS June 7, 2013 Help Idaho LLC 1121 E. State Street Suite 101 Eagle ID 83616 Mayor Tammy de Weerd City Council Members: Keith Bird Brad Hoaglun Charles Rountree David Zaremba Re: Temporary Use Permit Application no. TUP-13-0043, "2013 Northwest Ribfest" Dear Help Idaho LLC: This letter is to inform you that your above -referenced application for a City of Meridian Temporary Use Permit for a Special Event is hereby denied, pursuant to Meridian City Code section 3-4-3(A)(6)(d)(1), which authorizes denial of an application for a temporary use permit where the application is incomplete or required application materials have not been timely submitted. Specifically, you have not submitted information or written -permissions regarding adequate event parking, a medical plan for the event, and/or an insurance certificate demonstrating coverage of the event. You may appeal this decision to Meridian City Council by delivering a written appeal stating the reasons for such appeal to the Meridian City Clerk's Office via U.S. Mail or in person. As a courtesy, this matter has been scheduled for review by Meridiani City Council at their regularly - scheduled meeting on Tuesday, June 11, 2013, at 3:00 p.m., in the Meridian City Council Chambers at Meridian City Hall, 33 E. Broadway Avenue, Meridian, Idaho. If you wish to appeal this decision at that time, please contact me at 208-888-4433. Otherwise, your written appeal must be received by the Meridian City Clerk's Office by 5:00 p.m, on friday, June 21, 2013. Upon receipt of such appeal, my office will schedule a public hearing on the appeal at a City Council meeting within thirty (30) days. Sincerely, Jaycee Holman City Clerk RENTAL USAGE AGREEMENT Between: And: 5 Joint School District No. 2 -- ' 1PIVI%o 1303 E. Central Drive ei�1 � 15�-�7wv� Meridian, Idaho 83642 'rem 276/6 (Hereinafter called "OWNER") (Hereinafter called "RENTER") Upon the full execution of this Rental Usage Agreement (the "Agreement") by all parties, the following described portion of Joint School District No. 2 facilities is hereby rented to the RENTER according to the following schedule and terms: 1. Areas)/Room(s) Rented (hereinafter the "Premises"): warn ir®�s- o Rivey 2. Date(s) of Rental: _ 1.3 between the hours of _ro 3. Check areas/equipments/services on page four and specify total fees to Bsepaid in Me'space7 below as per Joint School District No. 2 policy 1003.20 (Rental Fees). Total Deposit - refundable per terms of Agreement $ Total of All Rental Fees From Page 4 $ 4. List equipment included as part of rental (if any): k annre__ 5. SPECIAL CONDITIONS OF THIS AGREEMENT: a. RENTER acknowledges that it has received and read OWNER'S policy numbers 1003.10 and 1003.20 and RENTER agrees to all of the terms and conditions contained in such policies as if set forth in full herein. b. No equipment other than that specified in Item 4, above, will be furnished to the RENTER without the prior written approval of the building coordinator. c. RENTER accepts the Premises in AS -IS condition. d. Failure of RENTER to properly care for the Premises and/or to comply with any term and condition of this Agreement shall constitute a breach of this Agreement and shall, at the option of the OWNER, empower OWNER to immediately terminate RENTER's right to use the Premises. e. No food or beverages will be allowed except in designated areas. f. RENTER shall be responsible for the orderly and lawful conduct of all persons occupying the Premises and while present upon OWNER'S property. g. Certain group programs or activities may require the presence of firemen, policemen, special equipment and/or medical personnel. The scheduling and payment of these services is the sole responsibility of RENTER. h. The OWNER shall not be liable for any loss of revenue or damage whatsoever to RENTER as a result of the closure of the Premises by the Fire Marshal, or for any other situation out of OWNER's control, including an act of God. i. The RENTER shall be solely responsible for any and all damage to OWNER, including damage to OWNER's property, including the Premises, including but not limited to, all fines or penalties imposed upon the OWNER, which result from the activities of RENTER and/or or its RENTAL USAGE AGREEMENT -1 j. Entire Agreement. This Agreement and the related documentation referenced herein constitute the entire agreement between the parties and may not be modified except in writing, signed by both parties. Any prior understanding or representation of any kind preceding the date of this agreement shall not be binding on either party except to the extent. incorporated in this agreement. k. Governing Law. This Agreement shall be construed and enforced in accordance with the laws of the State of Idaho. IN WITNESS WHEREOF, THE PARTIES HERETO EXECUTE THIS AGREEMENT ON THE DATE(S) SET FORTH BELOW. OWNER: By: RENTER: By:��'�"''` (S7IZ� Desi nee (Authorized Representative) Date Signed: I f Date Signed: �� a Phone Number; Q,7 /f RENTAL USAGE AGREEMENT - 3 CITY OF MERIDIAN CITY COUNCIL 1-0:"UBLIC HEARING SIGN-UP SHEET DATE June 11, 2013 ITEM# PROJECT NUMBER PROJECT NAME Appeal of Denial of TUP 13-0043 PLEASE PRINT NAME FOR AGAINST NEUTRAL RE 1, V ED _77,77 rITY CLERKS OMICE 201.3 Northwest RibFest Parking Plat, g- ECEII/-ED Parking Space Requirements: U ,5 Estimated peak number of RibFest attendees at the event at one time on Saturday: 5,000 Estimated peak number of RibFest attendees at the event at one time on Thu, Fri & Sun: 4,000 Estimated number of passengers per car (avg): 4 Estimated number of parking spaces required for Saturday: 1,250 (5,000/4) Estimated number of parking spaces required for Thu, Fri & Sun: 1,000 (4,000/4) City of Meridian calculation: 1,250 Estimated spaces available at Kleiner Park: 700 Estimated spaces utilized by event vendors: 100 Estimated spaces available at the event: 600 (700-100) Estimated off-site spaces required for Saturday: 650 (1,250-600) Estimated off-site spaces required for Thu, Fri & Sun: 400 (1,000-600) Parking ac Spaces available at Capital Christian Center: 450 Spaces available at River Valley Elementary: 190 Spaces available at Centennial High School (Saturday): 820 Total off-site spaces reserved (Saturday): 1,460 Total off-site spaces reserved Thu, Fri & Sun: 640 Total excess off-site spaces reserved (Saturday): 810 Total excess off-site spaces reserved Thu, Fri & Sun: 240 Shuttle Service Shuttle service will be available from Capital Christian Center and Centennial High School. Space Confirniation From: Mark Thornton <mark.livn4him@gmail.com> Date: Tue, Jun 11, 2013 at 11:56 AM Subject: Re: 2013 Northwest Ribfest To: Kasey Thompson <I<asey@promote idaho.com> 2013 Northwest RibFest Medical Medical Services Provider Emergency medical services will be provided by the Meridian Fire Department Minor medical services will be provided by the American Red Cross Medical Services Provider Confirtnation Below is the written confirmation of agreement provided via email On Fri, Jun 7, 2013 at 5:13 PM, David Jones <cjonesra)€ ericii cit c q> wrote: Kasey spoke with Emily this afternoon and filled her in on our conversation. Our Medical Supervision Plan is on file with city. Thanks David Jones EMS Division Chief Meridian Fire Department We were late in fulfilling this requirement due to a communication failure. We thought that after our initial conversation with the fire department that everything was set and did not realize that they were looking for an additional confirmation. 2013 Northwest RibFest Insurance Medical Insurance Certificate HELPI.3 OP ID: JSM A �® CERTIFICATE OF LIABILITY INSURANCE Dnr^RnwmDm Yl THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER, THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: it the Certificate holder Is an ADDITIONAL INSURED, the policy(los) must be endorsed. It SUBROGATION IS WAIVED, subject to the tomTa and conditions of the policy, certain policies may require an endorsement. A statement on this cortificato does not confer rights to the certificate holder In lieu of such endorsement(s). PNmucelt 208-322-5525 NAyiEA,CT RICKETTS AND ASSOCIATES INC 13177 W PERSIMMON 200-377.0203 - ---- -- - l��i PMglml. LANE BOISE ID 83713 .Ed) aMNC JEFF MORRIS ADDRESS _ ,.... III5UfiER(Sj AFFOIIUINO COVERAGE_ _ _.� MAIC# INSURERA:RV NUCCIO INSURED HELP IDAHO, INC, 1121 E State St Suite 101-- INSURERB ---- -.---- EAGLE, ID 83616 -------------- Ixsursers o: It/SUFt[ii E INSURER F COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT "t0 WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIDED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES, LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS, IL SHI -T—C ADtl fiUD I POLOYEFF - FOUCYEMP ' TYPE OF INSURANCEE IS POLICY NUMBER MMI RIVYY !IM"DNyyyl LIMITS GENERAL LIABILITY FncN occURGEIICE a 1,000,00 A fONN&RCIALCENTRAL LIABILITY X 423585 08127113 07101114 OA"ACCrorteNTFn PPEMISESLE grnmo L S C.Wh1S 1,+AGF IX�OCCUR PED EXP (My—I'oE—) 8 6,00 PERSOlN BADVIOUGY i$ 1,000,00 GENERAL AGGREGATE $ 2,000,00 GENL AGGREGATE LIMIT APPLIES PER PRODUCTS -COVPIOP AGO $ 2,000,00 1`001,yPRO. _. LOU $ AUTOMOBILE UAINUTY (O.MVVCD SINGLE LVtnT n;n a[�aa nq b _. rWYNiTO _ 4 f1001Y1NJURY(Pa'P.-') s$ A,LOL'ttdEO 8 WOULFD _ AUTOS Aures ROU LY INJURY Pw A.ml 1 ) $ HIRED AUTOS RON OWNED AVTOU - PROPER -TY DAIMOL I(ar is Mt _ S S UNURELLA UAa OGGUR i EACH O=)RREN'CE $ EXCESS LIAO CIAVASl:AOE r.__ _ _ ____ AGGREGATE S _. DEO RETDDN' $ WonxERSCOMPENSATON Wr RTATU orn ANO EMPLOYERS' LIABILITY YIN _.._ TORY LIMITS._ EIS NIY PROPRIETOR/PAR%TNVY.EC(ffW — OF FICERMEMBER EXCLUDED? I NIA E.L CH ACCIDENT CA_ $ (Malplatory In N111 _.I EL DISEASE EA FAlPLUYEE,g DES IPT NOF OPE(ATI ! LWov _ E. L. OISEA.SE 1'OLICY LI4?IT i I DESCRIPTION OF OPERAMIDI/ LOCATIONS I VEHICLES (At Id, ACORD 101. AIINI alR-10,1 Sdwd-, If more -p ace lo,"I.W) SPECIAL EVENT COVERAGE FOR EVENT AT JULIUS KLEINER PARK ON 06/27/2013 AND 0(5/30/2013. CITY OF MERIDIAN IS LISTED AS ADDITIONAL INSURED. CERTIFICATE HOLDER CANCELLATION MERID-7 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN CITY OF MERIDIAN ACCORDANCE WITH THE POLICY PROVISIONS, JULIUS KLEINER PARK AUTHORIZED REPRESENTATIVE 33 East Broadway Avenue Meridian, ID 83642 JEFF MORRIS 0 1988.2010 ACORD CORPORATION. All rights reserved. ACORD 2612010105) The ACORD name and logo are registered marks of ACORD We were late in fulfilling this requirement due to a communication failure. We thought the City would confirm that our coverages were acceptable and so we waited too long before finalizing with the insurance company. TIMELINE TUP no. 13-0043, Northwest Ribfest DATE WHAT HAPPENED ATTACHMENT 6/29/12- 2012 Northwest Ribfest Event at Kleiner Park. 7/1/12 7/2/12 Meridian Parks & Recreation staff Colin Moss, Mike Barton, and Roger Norberg met with event organizers Kasey Thompson and Randal Nelson at Kleiner Park to walk through and survey damage to park following event. 7/25/12 Colin, Mike, and Roger met with Kasey Thompson and Randal Nelson at City Hall to provide invoice and review costs of repairing damage to park following event ($4,427); Kasey and Randal agreed to pay by 7/1.6/12. 7/25/12- Invoice unpaid; Colin Moss worked with Help Idaho LLC, attempting to obtain 9/24/12 payment for City's costs, for several weeks. 9/24/12 City Attorney Bill Nary sent demand letter to Randal Nelson requiring payment in 1 full or proceed to litigation. 9/28/12 Balance for 2012 Ribfest paid in full. 4/3/13 Assistant City Clerk Nancy Radford sent letter via email to special events 2 organizers (including Randal Nelson) letting them know about proposed changes to special events ordinance requiring temporary use permit applications for large- scale special events to be submitted 60 days prior to start of event. (Nancy resent it to Kasey Thompson later that day at updated email address.) 4/24/13 City staff contacted Randal Nelson and Kasey Thompson to schedule pre - application meeting. 5/8/13 City staff met with Kasey Thompson and Randal Nelson. Present were: Kristy Vigil (Planning), Daunt Whitman (Building), Jaycee Holman (City Clerk), Mike Barton (MPR), John Overton (MPD), Scott Colalanni (MPD), Matt Parsons (MPD), Robert Norberg (MPR), Emily Kane (Legal), Kenny Bowers (MFD), Nancy Radford (Clerk's Office), and Colin Moss (MPR). Items discussed: need for parking plan, need to contact neighbors (Village at Meridian (Centercal), Meridian Crossroads (DDR)) about parking, amplified sound, park closure, alcohol consumption and permitting, waste collection, extra -duty police officers, fencing, clean-up of concrete, volunteers, generators, and electrical permitting and inspection. Nancy emailed Centercal and DDR contact and parking information to Randal 3 Nelson. Colin emailed Centercal contact and parking information to Randal Nelson. 4 5/24/13 Randal Nelson submitted TUP application no. TUP-13-0043 (via email to Holly 5 Binkley at 5:22 p.m. on Friday prior to Memorial Day weekend — City received 5/28/13), 5/29/13 Emily Kane sent email to Randal Nelson and left voice mail message for Randal 6 Nelson requesting that he and Kasey attend meeting with staff on 6/4/13 and notifying him of the need to submit a medical plan. 5/30/13 Randal Nelson called Emily Kane and said that he and Kasey were available to meet with staff on 6/4/13. 5/31/13 Emily Kane sent email to Randal Nelson confirming 6/4/13 meeting and again 7 requesting medical plan, as well as parking plan, site plan, sign information, and insurance certificate. Kasey Thompson sent email to Emily Kane: 8 ® Hugh Crawford had approved parking at Centercal ® "Shopko Plaza management" had approved parking at "Shopko Plaza" ® Parking plan is to use all parking available in the area ® Providing sign locations Medical plan, insurance, and sign dimensions not addressed. 6/4/13 Staff met with Kasey Thompson and Randal Nelson. Present were: Kristy Vigil, Bruce Freckleton, Jaycee Holman, Mike Barton, John Overton, Scott Colaianni, Chris Amenn, David Jones, Perry Palmer, Robert Norberg, Bill Nary, Emily Kane, Spencer Lay, Nancy Radford, and Colin Moss. Kasey and Randall provided updated site plan. Also discussed: still need parking plan, medical plan, more detailed site plan, sign information, and insurance certificate. Randal and Kasey committed to providing these items to City by 5:00 p.m. on 6/6/13. (They also committed to providing alcohol permitting application to Clerk's Office by 6/7/13. They committed to providing electrical plans to Building Services Division for review by 6/20/13.) Emily Kane sent email to Randal Nelson and Kasey Thompson memorializing items 9 discussed, commitments made, and deadlines set at 6/4/1.3 meeting. 6/6/13 Hugh Crawford of Centercal notified City via e-mail to Jaycee Holman and voice 10 mail to Nancy Radford that he had not approved event parking at Village at Meridian, noting that It appeared there appeared to be no parking plan for this event, and advising that he did not consent to event parking utilizing all customers parking. Jaycee and Nancy called him back; Mr. Crawford confirmed that though Mr. Thompson had contacted him on either 5/21 or 5/22 and left a voicemail, they exchanged messages until they spoke on the phone was yesterday. Emily Kane called Mr. Crawford later in the day and he confirmed that there was no parking plan including the Village at Meridian in place, and that there would not be without further assurances from the event organizers, e.g, offer/plan to keep people in designated spots, off landscaping, clean up litter, gum, etc, after event, or other hallmarks of good event management practices. Kasey Thompson advised David Jones (MFD) that they had decided to engage 11 MFD as the medical services provider at the event. 4:55 p.m. Randal Nelson sent email to Emily Kane with "updated site plan." 12 5:27 p.m. Randal Nelson sent email to Emily Kane with maps of Centercal and 13 DDR properties. 5:47 p.m. Kasey Thompson sent email to Emily Kane regarding: 14 • Proposed parking plan: "I am working with Hugh Crawford at Centercal... They are all excited about the event... Attendees will be allowed to use any open parking spots available" ® Medical plan: "Meridian Fire Department will be used. I have asked them to send you whatever you require" ® Sign dimensions. 10:03 p.m, Kasey Thompson sent email to Emily Kane stating, 15 • "Meridian Chief of Police and myself already laid out a plan of action BEFORE Tuesday's meeting" ® "[Sjince our event brings massive monetary value to every business in the vicinity of Kleiner Park their [sic] are no objections by any property managers or tenants, they are nothing short of grateful for the Annual Ribfest" ® No medical plan is needed as MFD has been engaged • Notifying of all of the sponsors already engaged for the event 6/7/13 Hugh Crawford sent e-mail to Emily Kane notifying her that no parking plan or assurances are in place. Jaycee Holman sent email to Randal Nelson attaching letter notifying him of City's 16 denial of temporary use permit application no. TUP-13-0043 and of his right to appeal the decision to City Council. Michelle Kaus of DDR left voice mail for Emily Kane notifying her that DDR has not approved any parking for Ribfest, but has allowed sign placement only. She stated that there is no way to accommodate event parking at this location and they have to protect the businesses there. She did not give Kasey permission to have parking at DDR property and is disturbed by any misinformation to contrary. 6/8/13 Kasey Thompson sent e-mail to Lt. Colaianni stating that he wished to discuss off- 17 site parking plan. 6/10/13 Scott Colaianni sent e-mail to Kasey Thompson advising him to discuss proposed parking plan with Kristy Vigil. Bill Nary spoke with John McNamara from CarMax, who owns the unimproved (dirt) lot next to Kleiner Park, Mr. McNamara advised he has not been contacted by anyone about event parking, and that even if asked, they cannot grant permission because there are wells and irrigation on their property that could be damaged by vehicles driving or parking there. Bill Nary spoke with Rachelle Klein of Republic Services; Help Idaho LLC has not reserved roll-offs or scheduled any pick-ups, Debbie Carney of Central District Health Department called Colin Moss. Ms. Carney reviews and approves health plans for special events in the Meridian area. She advised she has been in contact with Ribfest organizers and has received a list of vendors and site plan, but has not received any health plan with the name of each vendor, where vendors will be located, which vendors will require power and/or water hook-ups, where that power/water will come from, how gray water will be disposed of, locations of hand washing stations, etc. Scott Colaianni spoke with the owner of MAV Event Security Mark Vucinich; Mr. Vucinich advised there is no contract between MAV and Help Idaho LLC for Ribfest. 1 September 24, 2012 Randal Nelson Help Idaho, LLC 979 E. Winding Creels Drive Eagle, Idaho 83616 RE: Northwest RibFest — Invoice overdue Dear Mr. Nelson: Mayor Tammy de Weerd City Council Members: Keith Bird Brad Hoaglun Charles Rountree David Zaremba Enclosed Ind an invoice for services rendered by the Parks and Recreation Department of the City of Meridian in support of your event, known as Northwest Ribfest, on June 30 and July 1, 2012. The entire amount set forth on this invoice is due immediately. To avoid legal action against you, you must pay the entire amount due by 5:00 p.m. on Friday, September 28, 2012. Pursuant to section II(C)(2) of your June 26, 2012 contract with the City of Meridian, a copy of which is also enclosed for your reference, full payment of this amount was originally due on August 9, 2012. It is my understanding that since that date, Recreation Coordinator Colin Moss has, at the request of your agent, Kasey Thompson, offered several opportunities for you to pay the balance in installments. As you have rejected or ignored all offers, no further negotiation will occur. Any and all outstanding offers are withdrawn, and should be considered null and void. If you do not pay in full the entire balance of $4,427.00 due and owing to the City of Meridian by 5:00 p.m. on Friday, September 28, 2012, the City will pursue legal action against you, including, without limitation, civil litigation under the June 26, 2012 agreement to compel your payment, and/or forwarding this debt for collection. Please mance your check or money order out to the City of Meridian and remit it to City of Meridian, Finance Department, 33 E. Broadway Avenue, Meridian ID 83642. Sincerely, "�w Bill Nary City Attorney Encl. Meridian City Attorney's Office x 33 E. Broadway Avenue, Meridian, ID 83642 Phone 208-898-5506 . Fax 208-884-8723 ® www.meridiancity.org 1 Meridian Parks and Recreation 33 East Broadway Avenue Suite 206 Meridian, ID, 83642 (208) 888-3579 Help Idaho LLC 979 E Winding Creek Dr, Ste 101 Eagle, ID 83616 Company # 1072 S INVOICE DATE : :. :: `TOTAL CHARG1wS - .TOTAL PAID . :.. . . :.:.:CREDIT ON . • NT--Sdp.. TQTAIw BALANCE DU BALANCE DUg. BY;: '-- 1,475.67 �-„drge Description 012: Sep 18, 2012 11:38 AM $4,427.00 $0.00 $0.00 $4,427.00 $1,475.67 Due Date Amount Due Amount Paid Balance Due Sep 21, 2012 Receipt (Permit) Number Payment Schedule Next Due Date Next Amount Due '7000,002 3 Payment(s) Oct 5, 2012 1,475.67 �-„drge Description Charged Paid Balance Due 2012 Northwest RibEest Post Event Charges $4,427.00 $0.00 $4,427,00 Due Date Amount Due Amount Paid Balance Due Sep 21, 2012 $1,475.67 $0.00 $1,475,67 Oct 5, 2012 $1,475,67 $0,00 $1,475.67 Oct 19, 2012 $1,475,66 $0.00 $1,475.66 riease pay your invoice prompuy when aue. ,Method'of Payment Atnaunt Paid : Payment.fntarmatann ❑ Cash $ ❑ Check $ Check #, ID#: ❑ Credit $ CC Type: CC#: Exp: ❑ Other $ nsn Emily Kane From: Nancy Radford Sent: Monday, June 10, 2013 10;30 AM To: Emily Kane Subject: FW; City of Meridian Special Event Ordinance Changes - IMPORTANTI Attachments: 4-3-13 Letter and Ordinance for Large Scale Special Events.pdf Importance: High Assistant. City Clerk Meridian City Clerks 01fice. 33 E. Broadway Ave. Meridian, ID 83612 Direct: 208-489-039f From: Nancy Radford Sent: Wednesday, April 03, 2013 2:42 PM To: 'kasey@xfstv.com' Subject: FW: City of Meridian Special Event Ordinance Changes - IMPORTANT! Importance: High From: Nancy Radford Sent: Wednesday, April 03, 2013 2:40 PM To: Nancy Radford Cc: Jaycee Holman; Emily Kane Subject: City of Meridian Special Event Ordinance Changes - IMPORTANT! Importance: High Good Afternoon, Please see the attached Letter and DRAFT Ordinance revisions to our Temporary Use —Special Events section. As mentioned, the first reading will be on April 9`" at the Meridian City Council Meeting and it is open for public comments. If you are unable to attend and want to comment, please submit those in writing to me and I will be happy to get them in as part of the record, If you have any questions or concerns, please do not hesitate to contact me, Thank you, Nancy Radford Assistant City Clerk- Mcridian City Clerks Office 38 L, Broadway Ave. Meridimi, ID 83642 Direct: 208-189-0391 April 3, 2013 RE: Proposed Update to City of Meridiani `lTenlporary Use Code that may aftect you Dear Special Event Organizer: Mayor Tammy de Weerd City Council Members; t<elth Rird Grad Hoaglun Charles Rountree David Zaremba I wanted to let you I -mow that in the coining weeks, the City Council of the City of Meridian will be considering changes to the City's 'Temporary Use Code that inay be of particular interest to. you, Specifically, the proposed changes will update the provisions of City Code relating to special events occurring within Meridian. A copy of the proposed ordinance is enclosed. The proposed ordinance change will require that a complete; application f6f a Tcnxporary Use Permit for a Large-scale Special Event be subnutted at least. sixty (60) days prior to the planned event,. and that the organizer must meet with City employees prior to submitting the application. Additionally, there will be heightened insurance requirements for Large -Scale Special Events, and where any City services will be used for the event, the organizer must negotiate a Special Event Agreennent with the City to establish terms and conditions for the provision of these services. I invite your feedback on the proposed ordinance. Please.provide any written Comments to iue via e-mail or UA, nail, addressed as set forth. below, The first reading of the ordinance will be at the regularly-sche(uled Meridian City Council ineating on Tuesday, April 9, 2013, at 7.00 p.m.; the second- reading will be at the City Council meeting on Tuesday,. April 16, 2013, at 3:OO.p.►m; and the third reacting will beat the City Council netting on Tuesday,. April. 23, 2013, x7:00 p,rn. All of these meetings will be held in City Council Chanftys at Meridian City Hall, 33 E. Broadway Avenue, in Meridian, Who, Written or verbal public testimony will be accepted at each of these meetings. Thank you for your interest in the City of Meridian, I loop forward to hearing from you, Sincerely, J. Nancy Radford Assistant City Cleric 33 E, Broadway Avenue Meridian ID 83612 nradford@meridiancity,oi:g (20.8) 489-0391 rne-1. CITY OF MERIDIAN ORDINANCE NO. BY THE CITY COUNCIL: BIRD, HOAGLUN, ROUNTRCE, ZARCMBA AN ORDINANCE Ole THE CITY Or' MERIDIAN AMENDING MERIDIAN CITY CODE SECTION 3-4-1, RELATING TO THE DEFINITION OF SPECIAL. EVENT, AMENDING MERIDIAN CITY CODE SECTION 3-4-3(A)(6)(d), RELATING TO STANDARDS FOR DENIAL OF TEMPORARY USE PERMIT APPLICATIONS; AMENDING MERIDIAN CITY CODE SECTION 34;3(C)(6), RELATING TO LARGE-SCALE SPECIAL EVENTS; AND PROVIDING AN EI+FECTIVE DATL'. WHEREAS, the City Council of the City of Meridian has instituted a procedure by which outdoor sales and temporary uses occurring in the Cite of Meridian are required to meet.minimum standards for the purpose of protecting the health, safety, and welfare of Meridian residents and other participants in. such outdoor sales and temporary uses; WHERE^ the permitting procedure and standards have been found to encourage outdoor sales and temporary uses that complement permauent City of Meridian businesses; that are safe, aftractive, and desirable; that add variety to the shopping and/or dining opportunities available iii Meridian; and that support and facilitate community events Ind celebrations; WHEREAS, the changes to the Outdoor Sales anti Temporary Uses ordinance set forth herein are intended to improve: and refine the processes and standards established therein, specifically, to address large-scale special events; NOWj THEREFORE, BE IT ORDAINED.BY THE MAYOR AND CITY COUNCIL OF THE CITY OF MERIDIAN, ADA COUNTY, IDAHO: Section I. That Meridian City Code section 3-4-1. is hereby amended to read as follows: SPECIAL EVENT: A. A planned or foreseeable commercial, recreational, or expressive activity or gathering of persons whieh: 1. Changes, attempts to change; or has a tendency to change the typical use of publicly accessible. land or facilities, or the normal flow or regulation of pedestrian or vehicular traffic upon or iii the streets, sidewalks, or other publicly accessible areas; and 2, Takes place, whether entirely or partially: a. On a street or sidewalk located within the city and will likely result in some or total obstruction of such streets or sidewalks; or b. On any other property, whether public or private, but requires for its successful execution the provision and coordination of city services to a degree over and above that which. the city normally. provides; or c. On or in any:area open to the public;. B. Special events may include, but shall not be limited to: 1. Parade, procession, organized movement, or motorcade, consisting of persons, vehicles, or a combination thereof; 2. Public assembly, demonstration, march, meeting,, parade, protest, rally, or vigil which Involves the. expression of opinions or grievances of persons for a. coninioii purpose; LARGE-SCALE SPECIAL PvcN"rs CODE UPDATE PACE ] OF, 6 co MAY -1* 3, Performance, presentation, ceremony, concert, or exhibit; 4, Athletic competition,.raec, or contest involving sports, games, or exercises; or 5. Community -Qr-neighborhood celebration, gathering, or block party, will 1. It is anticipated that two thousand (2,000) or more persons will attend the event,• risk activity, live niusie or other performance, street closure,traffic increase or pattexn chango etc. 3, Alcoholic beverages will be served or sold at the event: and/or 4, Structural or electrical permits will be required. D. -C—. The. definition of special event shall not include;. 1. An activity held solely on private property not accessible by the general public and which neither requires the provision and coordination of city services to a degree over and above that which the city routinely provides nor compromises the ability of -the city to respond to a public safety emergency; 2. Ali activity, including first amendment activity, occurring on streets or sidewalks within the city or in or on -city property, where such activity neither results In. the obstruction of streets or sidewalks, nor requires the provision and PoordiRation of city services to a degree over and above that which the city routinely provides; nor compromises the ability of the city to respond to a public safety emergency; 3. Funeral processimis; or 4, Programmed activities provided or managed by the city, Section 2, That Meridian City Code section 3-4-3(A)(6)(d) is hereby amended to read as follows: d, The city cleric shall deny an application for a temporary use permit where: (1) The, application is incomplete or required application materials or fees have not been timely submitted; (2) Investigation of such application or application materials reveals that provided information is invalid, false, or incomplete; (3) The proposed temporary Use will not be conducted in accordance With all applicable.provisiotu$ of lain, including, but not.lilli ted to, this section; (4) A violation of the.Moridian unified development code or of this section is ocewring upon- the property upon wMch such proposed temporary use is proposed to occur; er• '(5) The applicant has been convicted of a violation. of any provision of this section within the five (5) years preceding the date of submission of the.application;, 6 The applicant has in outstanding balance due and owing to the City of Meridian; or (7) The applicant has violated aplavision of a pj:ior Special) aveiit Agecemeli duly executed between the mplioant and City within the five (5). years urecedinv the d.ate of submission of the application. LARGG-SCAL,F SPI'uAL, EVE'NT'S CoDr; UPI)KI's PAM 2 of 6 Section 3. That Meridian City Code scotion 3-4-3(C)(6) is hereby amended to read as follows: 6, The following general standards shall apply to all Special Events, additionally, the following specific standards shall .also apply to Large -Scale Special Events. a, General $ standards For All Special.Events: (1).a—,A complete application for a temporary use potmit far a special event shall be submitted to the cityy clerk at least thirty (30) days prior to the .first (fay of the proposed special event.,, provided that an application for a Temporary Use Permit for a Lame -Scale Special -Event shall be submitted at least sixty (60) calendar- (lays prior to the first day of the. proposed Large -Scale Special Event, (2) l} It shall be unlawful for an organizer of a special event, or any person, to cviidvet, allow, argarsize, adveAil , , or cause to. be advertised er °,,, mated coriducted.or organized a special event without the following: UA -(l) -A city of Meridian temporary use permit, -(2)-A city of Meridian citizen's use permit, where applicable. U-( )-Any and.all applicable licenses, por'riiits, inspections, and/bf certifications from (he Central district health department. M -(4-j Any and all applicable licenses; permits, inspections, and/or certifications. from the Idaho tax commission. UE -(5)-Any and all licenses, permits, inspections, and/or certifications required by this title, inchiding, but not limited to: server training certification, and private security services licenses, ,(F) -(fir) -Any and all licenses, permits, inspections, and/or certifications required by title 10 of this code, UG) -(7) -Any and all licenses, perihits, inspections, and/or certifications required by title 13 of this code and/or the policies of the Meridian parks and recreation department. Q{g)-Written consent of the owner(s) of any and all property or properties on which the, special event is to occur. Ll) -R -Proof of an insurance policy, issued by an insurance company licensed to do business in Idaho, protecting the applicant and/or any employees and/or agents. thereof from all claims for damages to property and bodily injury, including death, which may arise from operations under or in connection with the special. event, Such insurance shall name the city as additional insured, and shall provide that the policy shall not terminate or be canceled prior to the expiration date without thirty (30) days' advance written notice to the city; Such insurance shall afford minimum limits of five hundred thousand dollars ($500,000,00) per person bodily injury, five hundred thousand dollars ($500,000.00) per oceurrencc bodily injury, and five hundred thousand dollars ($500,000.00) per occurrence property damage., provided, that the minimum limits for Large -Scale Special Events shall .be as set forth below, �j� ). No provision of this subsection shall preclude the application of any and all. otlier licensing acid/or other applicable. provisions of local, state, or federal law to any special event organizer, nor exempt tiny vendor or participaiit in a special event from compliance with any and all other licensing or other applicable provisions of local, state,. -or federal law; except that where a special event Includes vendors or participants that would otherwise requite city of Meridian licenses -or permits to operate as mobile sales units or temporary sales units, such vendors acid/or participants shall be exempt ftom such requirement, provided that -this exemption shall apply only to vendors and/or participants LARC D,SCALE.SPECIAL EVENTS CODE UPDATE PAGE 3 or 6 represented ari the site plan(s) or rnap(s) submitted by the organizer; and further provided that such e euiption .shall apply only for -the thnle, at the place, and in the manner specified for such specialevent in a validly issued city of Meridian temporary rise Permit... .(l-(d)Special events shall be allowed for a period not to exceed fourteon.(14) days within any ninety (90) day period. (e)Tt shall be unlawftrl for any person to conduct; allow, or organize a special event in a residential district, except that. (A) Neighborhood events or Mock patties shall be permitted in residential districts without a temporary use permit, although a city of Meridian citizen's use permit may be required., (B) Special events involving a route, such as.races, parades, or marches may be permitted in residential districts, so long as such special _events both start and end in noi>fesidential districts. M-WThe following provisions shall apply to any and all temporary signs related to a special event; LAI-{-1-)-It shall 17e unlawful for any person to install, orect; post, or display or to allow or cause.the installation, erection, posting, or display of a temporary sigh or temporary sighs where the quantity or dimensions thereof exceed the limitations set forth in this subsection. No more than two hundred (200) temporary signs With -an area not to exceed six. (6) square feet shall be installed, erected;. posted, or displayed for thepurposeof identifying, promoting, advertising; or directing patrons to a special event. No mare than twelVe (12.) temporary signs with art area not to exceed thirty two (32) square feet shall be installed, erected, posted, or displayed for the purpose of identifying, promoting; advertising; or directing patrons toa special event. -(24-1t shall be unlawful for any person to install, erect, post, or display or to allow or cause the installation, erection, posting, or display of any temporary sign identifying, promoting, advertising, or directing patrons to a special event tfpon any property Without the permission of the owner of such property, UQ -@)Any and all temporary signs identifying, promoting, advertising, or directing patrons to a special event shall be removed within twenty four (24) hours of the conclusion or close of such special event. b, Additional specific standards For Large -Scale Special Events. (1) At least fourteen (14) days prior to submission of an application for a.TemporaryUse hazards presented by such event to pudic health, safety, and convenience. Upon request b the applicant, the City Cleric or desiLgmee shall sclieditle such mocting, which may inchrde as necessary, City staff from the police Department, Fire Department. Parks and Reel -Cation Department, CityTAttorney's .Office, and/or other departments (2) A oorntpl.ute application for a Temporary Use Permit for a Large -Scale Special Event shall be submitted to the city clerk at.least sixty (60) flays prior to the first day of the proposed special event. LARGH-SCALE SPECIAL EVENTS CODV UPORIt PACT 4 OF 6 (3) It shall be unlawful for.an organizer of a Large -Scale upecial Event, or apy person, to conduct, allow, or organize; or cause to be.q Lame -Scale Special Event withoutthe following; P claims for damages to property and bodily.injin,y, urcludirig death, which.may arise from operations under or in connection with the special evert. Such insurance shall name the city as additional insured, and shalt provide that the policy shall not terminate or be canceled prior to the expiration,date witliout thirty (30) dans' advance written notice to the City, Such hisurance shall afford minimum limits of one million dollars 01.000.000.00) and one rnilliori dollars ($1,000,000,00) per ocourrence property damage, (b) A mutually negotiated and a re�pon Special Event Agreement with the City to establish the terms and conditions of aiiy City services or property to be used, wlxetlia as required by (1 -tis chapter or at such organizer's election, including estimated payment due for all City services provided or necessary to support the event. Notwithstandin r the execution of such contract all provisions of this Chapter, including_ penalties ran noncompliance, shall apply, in additionto any remedies set forth in such contract, Saflon 4. That this ordinance shill be effective immediately upon its passage and publication)., PASSED. by the City Council of the City of Meridian, Idaho, this ____ day of April, 2013, APPROVED by the Mayor of the City of Meridian, Idaho, this ____, day of April, 2013. APPROVED: ATTEST., Tammy de Wead, Mayor Jaycee Holman, City Cleric t,ARGR-SCALE SPECIALEVENTS Coax, UPDKI'M PAM,, 5 oi' 6 NOTICE AND PUBLISHED SUMMARY OF ORDINANCE PURSUANT TO I.C. §. 50W901(A) CITY OF MERIDIAN ORDINANCE NO. 13 - AN ORDINANCE OF THE CITY OF MERIDIAN AMENDING. MERIDIAN CITY CODE SECTION 3-4-1, RELATING TO THE DEFINITION OF SPECIAL, EVENT; AMENDING MERIDIAN CITY CODE SECTION 3'_4-3(A)(6)(d), RELATING TO STANDARDS FOR DENIAL OF TEMPORARY USE PERMIT APPLICATIONS; AMENDING MERIDIAN CITY CODE SECTION 3-4-3(C)(6), RELATING TO LARGE-SCALE SPECIAL EVENTS; AND PROVIDING AN EFFECTIVE DATE. The fuhl text of this ordinance is avoitable for inspection at -City Hall, City of Meridian, 33 East Broadway,.Meridian, Idaho, This ordinance shall become effective upon.its passage and publication, City of Meridian Mayor and City Council. By; Jaycee Holman, City Clerk First Reading: Adopted after first reading by suspension of the Rule as allowed pursuant to Idaho Code § 50-902; 'YES NO Second Reading: Third Reading: STATEMENT OF MERIDIAN CITY ATTORNEY AS TO ADEQUACY OF SUMMARY OF ORDINANCE NO. 13 - The undersigned,. William LX Nary, City Attorney of the City of Meridian, Idaho, hereby certifies that he is the legal advisor of the City and has reviewed a copy of the attacbed Ordinance no. 13- of the City of Meridian, Idaho, and has found the same to be true and complete and provides adequate notice to the public pursuant to Idaho Code § 50-901 A(3.). DATED this day of , 2013. William, L.M. Nary, City Attorney LAROU-SCALL SPECIAL BVENTS CODE UPDATE PACE'6 of 6 Emily Kane From: Nancy Radford Sent: Monday, June 10, 201310:44 AM To: Emily Kane Subject: FW: Centercal Information - Parking for Ribfest Sent to Randal and Kasey Nancy Radford Assistant. City Clerk Meridian City Clerics Of#ice. 33 E, Broadway Ave. Meridism, ID 83642 Direst., 208-11,89-0391 From: Nancy Radford Sent., Wednesday, May 08, 2013 4:44 PM To: 'Randal Nelson'; 'kasey@xfstv.com' Subject: Centercal Information - Parking for Ribfest Hi Casey, In reference to the parking portion of our meeting today, here are the phone numbers and emails of the contacts at Centercal Properties (property managers adjacent to Kleiner Parkj. Ramona Merrill 888-1701 or cell 801-558-2034 rmerrill@centercal.com Hugh Crawford 888-1701 or cell 303-263-5385 hcrawford@centercal.com Please do not hesitate to contact me if you have any questions or concerns. See you soon, Assistant City. CIerk Meridian City Clerks Office 33 E. Broadway Ave. Meridian, ID 8364.2 Direct: 208-489-0391 Emily Kane From: Colin Moss Sent: Wednesday, May 08, 2013 5:56 PM To: kasey@promoteidaho.com Cc: randalnelson@triumphventures.com Subject: CenterCal contact info Hey Kasey, Here's the contact info for the two people at CenterCal: Ramona Merrill W: 888-1707 C: 801-558-2034 rnierrill a,centercal.com Hugh Crawford W: 8881701 hcrawford@ceiitereal.com Colin Moss Recreation Coordinator Meridian Parks and Recreation Phone: 888-3579 Fax: 898-5501 E -Mail: cmoss&meridiancity.oLg www.meridiancitv.orz/narks rec Meridian Parks and Recreation on Facebook Rwl IR Emily Kane to From: Nancy Radford Sent: Tuesday, May 28, 2013 8:23 AM To: 'Randal Nelson' Cc: Emily Kane; Jaycee Holman Subject: FW: TUP for Help Idaho - Northwest RibFest Attachments: City of Meridian TUP for 2013 RibFest,pdf Importance: High Hi Randal, I am in receipt of your Special Event Application for Ribfest. The following Is a list of what I need in my office today to be able to process this within that 30 day requirement: 1) Copy of your Drivers License 2) Fee of $150.00 (payable at our office by check, cash or debit/credit (debit/credit has a 3%+ $1.00 fee per transaction). 3) Certificate of Liability Insurance Listing City of Meridian as additional insured. Also, at least 2 weeks before the event, I will need the Idaho Alcohol Catering Permit submitted by whoever will be supplying the alcohol. I am here until 5pm today and look forward to hearing from you. Thank you, Nancy Radford Assistant City. Ck:rl: ,Mcridian City Clerks Office 33 E. Broadway Ave. Meridian, ID 83642 Direst: 208-489-0391 From: Holly Binkley Sent: Tuesday, May 28, 2013 7:57 AM To: Nancy Radford Subject: FW: TUP for Help Idaho - Northwest RlbFest 4 iAAlew Administrative Assistant City Clerk's Office (208) 888-4433 hbinklev@merldiancity.org From: Randal Nelson[mailto:randalnelson@triumphventures,com] Sent: Friday, May 24, 2013 5:22 PM To: Holly Binkley Subject: TUP for Help Idaho " Northwest RibFest Good afternoon Holly, Attached are files for the TUP application and the supporting documents for the Northwest RibFest. After review, if you have any questions or require any other documentation, please do not hesitate to contact me, Have a wondeful weekend and holidayl - Randal Randal Nelson CFO Triumph Ventures, LLC 211 N. Sierra View Way Eagle, ID 83616 (208) 321-5575 RandalNelson(cbTriumphVentures com �city14�—,NECEIVL— AY Clerk . 2 7 2013 TEMPORARY USF, PERmm CITY OF �Cn li?l^nri Ap&,atibii,Standards CITY CLERKS OFFICF. INTERNAL ONLY 6-C) q3 Tveiitllatk(�): :cf t-[�. r�'i � .•:• �t�i(:a2 u�aE`,1• vZ(�/3 lli!JADliTN1at "� _.. } Juan-�. �1� �I•f� Milo review a 11,5tnndardsitbted fop.y6jIv dejiai'tritenf, 9016 YburNvoil(floiv,iji.ACCFLAanii sign. R Applicn(lon is comple(e rt is a temporary use Nota First Amcililment actlAty, fllireral procession or ptbgl7unmed eit3F activity Attorneys All Requires n citizens Use Permit (ChUp) �) �;Gferk All Caretaker Unit: billy for site security and. maintonanca All ']here is no UDC•Violation. ail property Elifofce All pperiltin int compliance.witli.selt(Iltionsofapproval Enforce All 15011e1• waste collection and disposal provisions Enforce All Sidewalk not obsti+ucted Rnforce All Any othereonditiclim necessary to mil[gale traffic, parking, noisc,.vibration, odor, light, glare, distraction to motorist, dust, etc, All All Parking and Drivifig Surfaces (Jiure i. ilii a Oct 31) must be; concrete, asplialt, grasserete, pavers, bricks, nuacndan, natural turf. Recycled asphalt only with CZC. 0111voi or sail nips( be treated (seo code). I'laaiing All Parking and Drlving'.Surraccs (Noy l (iu•ta �lny 31) must be: conlcrote, asphttit,.gtiisscrete, pavers, bf'icks, macadam, Recycled asphalt only wJ(h.CZC. Natural'tutf, gyrii--Vel or soil nWs('be')naib1a1W,, i ljy sedi(bent traps (sep code): Planning All Parking does not create, traffic Hazards or nuisances All rrse provides off-street pilrkIngAnd doe-khotdispiace the rcqujrcd off-street parking (street Closnreing 40tftk) ATI No:mere tan one bai•eiaker unit ing. All N101 in right-of-way or pbsh•ucting vision triangle silo%im on site plan Planning All Not within rc'quiied street buffer (qfc-Hal and collector roadways) nncl/or land use buffer Planning All Does not involvecoiistrueting a permanent bltilding Planting All Motorized equipment not wititiji I00 rdet of residential disli•[ol p)aniiing indoor Does Prot oXccec(3 clays per'evcht Clei•k inciba' Signs; 2 sighs; 16 silttarefcctnrak each Cleric Ind�nl' Changes pr:inlsiple perniitted uses and/or npproyed nccossory us" Planning 33 B.. Broadivily Avc. t tvfeddian, Idaho 83642 Phone: (208) 888-41133 ® hnesimile: (208) 888-4218 a website: www.mcridianalGy.olg (5113) Market -Occurs only one dap per week Clerk Market Small Signti: J'0 siPns= 6 square fcct iilhx eoch. large- ing: 4 glens; 32 square feet max caelr. Market Ill a non-r'es(denlial dWr'Iet gi•11ai-k model Suitable for sale as residential d.wclling unit uport cessation of model borne ttse 014rDrk Model Not used as.fintnnefal'fustffution,-apple sal, loin oil-closingoffice ` Model '�Sigils: I Sign; .I6 sgtla`re foot max erk Modet Located upon a lot W1(hln suhdivfsioh *fill lots/housos for° sale klr k Prone SmalIS igiA: 200; 6 squnro Chet InhX cltah. Large Signs; 12;,32 square feat max each 1'ren6 ltemahts wixh..lmy 3;00 square root anti for tndroji, 2lnours in any 24 helots Clerk Promo 7s locutiot:on the Pfoinfsos of jigrrisatlentpl•oprletor Clerk Promo Not to exceed 160 days per iJAndar year Clerk Promo Signs: 2 signs;'32 square feet nlam each Clerk 12.E Sales Mast Meet cenmercial occupancy standards 13ulld(n R. E' Sales Not used -as financfat )rnsjltul(on, appt'afsal, loan, or closing orace- t nfolce 12.E Sacs Sign's: l sign; 16 sctuara feet nta,e Clerk R'E ,) SalesPlnniiiirg Located ill) ona lot Witliln,subdivisioii wjill fotslliotues far- sale ` j Special Claingcs fypl'cal use of' proporty erk 1 Special Take$ place on sb'eet and wilt IBcelyeesult in ohslruefioni ofsall OR rccItilt lirtivisibli and:cotirilinatiian of City services to.fin unusual degree OR Xn an 4rea open t'o the pablic klr k Sjpeciat SmalIS igiA: 200; 6 squnro Chet InhX cltah. Large Signs; 12;,32 square feat max each V` rei-k Special Is within a City Palk and meets Park sttintiards Parks Speoint Not in residential neighborhood (see allowed exceptions Ili code) }Tanning SjlecfiiI Complete Applfcatiorrecelved 30 days prior to event Temp. Spacial Cgnnpletc l�pplicnti.an received GO da}squint to Brent 4/J Clerk U. Sel peel Pre -Application Meeting, held at least 14 days tYafo•e a lltcatfoil sub pitted pl L.3. r5 eclat _ SpeblarEvent Agreemcut Nviih City '�?� n Lcgnl Temp Utitdooroi opeii-ail ` Clerk Temp Remains tivithiit tiny 306 square feet area -for move !hell 2 hours ill arty 24 heir period Clerk Temp 1$ Ilot Ideated oil prcllilsOr or'permanent proprl6tol' (f e1•k Temp Not to exceed 90 days per property, per Galctt�laY.yeai'. Clerk Temp Signs: 2 signs; 16 square reel ,nam cath Clerk Temp. f structure allowed; not to exeeed 700-squilro feet Planning 33 B. Broadway Ave. ® Mo'ldfall, Idaho 81042 Phone; (208) 888-44-33 e Facslmllc: (2:08)888-42'18 o Welisfte: www.merklianoily.org (S/!3) 4-VF NO-I` f f pity Clork's Office 'ITY o1=c�R'f �l,l1PQRARY US!~ PERMIT Application ci�`� r.,� r�i<s or-F1G - Special Event 01-ganizer'. Help Idaho -LLC Tile##: CI Complete application received. et;•mit issued 11 Po xnif denten Date; Date: Organizer Siaff © APPLICATION RtQulit#wmLNU; Completed applfcation *'Must be-ecceived 3a days before event. (Depending. onske.untt scope.ot'cventa Pre -Application meeting tviflr City ofMeridiagS#affmay be necessn�y. Co of Or anizer's driver's license or gowAssued. identification card. App l tion fee 4 150.00—lir apalk � � a ;SSS.00 �-Ilol hr a ar% yr rrao o SQ1 c (3) ,efu(uvJ f .Schedule of events N/A Route -map, if applicable Site lap, including; [./f Dale, north aamfo prvfecl rurr)re; seale (nol less lhan l "V#s0') eXrSlfrlgSf1.11efrrres, (fees, landscaphrg, poles, walls, fences, 11ar1lr.S'+pad(Irrg 01,0",, l VCliletdal'Cil'il+eS, safllst s, si ns, PIC. r Proposed sfr'rrelttl'es, fenelrrg; par king area's, wird drive aisles (lnclitde i_✓1 Proposed locatlorry nfgooc(s, velldors, artil diq� jayv 0 Proposed loew1ons of garbage recepiacles' 0 .Proposed locations offhtsf aid stations•, drinking water sources, and veroows 0 Proposed locaflom offemporcoz,signs Q ,.Proposed TYPE arullocalions ofgener'atol•(s) ol- pou+cr sola-c'e 7�0 ritten consent of property ownel' s where event will occur ofot insurance policy + lYarues Q), ofMerldian as Odifional fusuredlcelA)?eale holder f$S00,000.00perrpelsonbodilyirffely ® $500,000.00 per occurrence bodily fillray $500,000.00 Pei,oaCurrence propony damn ge Centfal District Health Dept, written approval anti/or essary C� Ost of ovent Sponsors ifapplicable) Will event organizers be allowing brprovidfugAlcohol7 yes (S -eak to Oft Clerk's offiea re aiding necessar errnits). STAFF V8B-ONLY: City of Meridian Parks & Recreation Department amroval ian Police City ofMerldian Fire De partment a roviil ..Qiiy of Meddhill Building Services,'De.artment approval Central District Health Dwartment approval (ifaunlioeble) i .Courtesy copy to Mayor __ I I Meridian City Clerks Offica Z 33 E, Broadway Ave. — Meridian, Idaho 83642 Phone; 208:886-4433 — Facslmilet 208-888.4218 - Website: http://www,mo ldianclty.org (rev 1011) CmElkj� TEMPORARY USE PERMIT Application ORGANIZER INFO MATIOiN Special went; Organizer nann.o:. Holt) Idaho LL.0 Phone: 20 &nail Address!_ Ra ndalta7Heipldaha.cum Qi 6nizerwebsito (if applicable): _www alpldaho,com '& www,NWthwQatRlbFest corn 0 gpnizer lnalI1ng adtiress:1121: E, State .St, - Suite 10.1 -eagle .Ib $3616- Okganizerphysical address,,. 1121 IF. State St, - Suite 101 w Eqle, ID 83fi16. T Organizer's -agent upon wiioin service of prodess. may be made in: Idtilto: Randal 'Nelsori Organizer seeks permit oil lieliall' 6f (check nr)e): O Individual ISI Organization b CUtporatiort 13 Parinership Organizer tax identification no.: .Organization manic: _Help Idaho LLC Mailing address: 4121 E, State St, - Suite 101 Eagle ID 83616 Physical address, 1121 i=. State St. - Suite 101 - Eagle ID 83616 Organization tax.identification no,: 454104211 Tax-exempt per 26U.S.C. § 501(e)7 ❑ Yes W No Corporation name: Mailing address: Physical address: Corporation tax identification no.: Partnership mine; Mailing address: Physical address: Partnership tax identlPcatfon no:: Persons, eniployees, and/or vendors who will operate under this pern3it' (Lr,sl Gollt rntrlliirg mncl physleal addresses frtol scinre" allach additional pages ffwcessat3): .handed Nolsor_aud I<asey Thompson tsfianated Attendance: '2:0K - 60K over ail Pour days of the event (weathdr dependent) Meridian City Clorks' af(tce — 33 8, hroadway Ave; - Meridian, Idaho 83642 Phone: 208.888,4433 Facsimile: 208=008=4218 — Website http:/Iwww;merldfanciry,org (rev, 10112) -E IL9IA� PROPERTY INFORMATION Cky. Clerk's ff ce TPMPORARY USE PERMIT Application special Event Location(s) ofevent: -Julius iVi. F Infner Memor}al park Assessoi^s Parcel number{s): Current }find use: Current zoning district: Applicant's interest in prol7.erty: Cl Own ❑ Dent 6� Other Owner flame: EVENT INFORMATION Name dEvent: 2013 Norfhwest R[West Date(s) of event:. June 27 - 30 o 13 jnot to, exceed 14 days within Qny 90 da)).q�wiLad) Hom,8 of operation; - 7/27:6pLn-100m i 7%28: Bo m-10pm • 7/29: 91am-lopm .7134° 11am-7pm ibe the, BVent (koodbs orsetylees to be E) admission event to thank roe & events s•el dtded to their loc i v -own( StrUQtU1(85' to be Used (dintenstons. location; propose; iitclltcllttg cdt'etdl er ttiti/): We will use tomo of the: parkPac111ties as well ,og put up tents Any and af} inotor vehicles to be*used: License plate Nlako Model Coinr stats and member Varia,us vehicles wi i be used to soove fo d, store ice and set„ /tear -dawn bbothb Parking arca (Whijenstons locarton, at0swface): Attendees will use park parking or find other Seaufhy personnel and equipment. We will be providing security through ((NAV) Crowd eontrol:ineasures;. Security personnel and construction fencing _ Traffic control measures: Norio We are Workihq with area businesses on parking) Ernergency communication and evacuation plan: _ None Clean up and.,tear Clown plat) (l1tG-`ItfC%dQ/GY//J%J1C:F h `tg111'ettj0litto: Set-up, 7/26 Tearrdowri:7/30:7pm-10pm Meridlan City Clerks 0111co - 33 E. Broadway Ave. - Meridian; Idaho 83642 Phone: 208-888.4433 — l;acsinrife: 208.888-4218 - wobsita: http://www.marldiandity.org (rev, 10112) City derk,� Office TEMPORARY USE. PERMIT.Application C IIC auk, a yt-,"L ROUTE INFORMATION (if appifeabie) Starting Point:'- NLA ending point: _ Number of Persons; Vehicles; Floats: Animals; TEMPORARY 91GN INFORMATION Tatnporarysigh's both on- and off site:. (Not to exceed Pwa Hundred (100) signs at 6sgn we. feet each and Avelve (12) signs at 32 squetreftet etYcli). Size 1. _ �Number of Size 1 signs: 12 p On-sito 0f situ Location($) of off site signs; See attach 13 - Tomp Sigh PWi Owner permission Size -2:. 6 souoro float Number of Size 2 signs: T131D 00b -site 0 Off-site Lgcatloti(s) of off=site signs: Stili ne otlating with proP. owners JN Owner perfnisfifon INDEMNITY AND CERTIFICATiON I, Help Idaho, LLC �, I,100by agi-eo.to indemnify, save and hold harmless, and defend the City of Meridian from, the expenses of and against any and all sluts, actions,, elalriis, and/or losbes of every kittd, nattlre, and description, including costs, expenses, -and attorney fees that may be incurred by reason of -any act, omission, neglect, or misoonduot of myself and/or the organizers or operators of the-use(s), activities, or events described or depicted hi this application and/or the supp9rdrig docuinents, and/or any participant therein, Print applicant name Heip Idaho, LLC Applicant signature; Dater, May 2; 2013 T, help Idaho LC i hereby certifThat damage to.thepropeTtles, loeatians, and/or routes at or upon which the use(s), activities, or evonts.cicscribed or depicted. In this xpplj9ation and/U the supporting dootnents Isnot foreseeable, and that, if damaged, I alone -.shall incur any and 81-1 costs of restoring Stich propettles,.locatiaM, and/or routes to their original condition, Print applicant name: el i aho LLC Applicant signattieo: -Date May 24, 2043 Meridlan Ciey Clerics Me - 33 9. Broadway Ave, - Meridlan, Who W642 phono:208-888-4433 — Fiesimilo: 208.888.4218 - Website: http://www,nierldioneityol.g (rev. 10/12) Northwest R!bFest Park.Permit Supplement A, Rheddle of events, Thursday, June 27tlj 9:00ani - 4,00pin Voildol. Booll, Sol -nig 5:00P111 RUest opons 7,30prn Journey Unantljoyized etnicoll MOOPM Rlbpest closes Aiday, Si is 28th. .5:66pin Rllftst-opens 7:30prn TY fletlidon Coneort IG.,00pni closes Saturday, June 29th I 1:0aam Ribresi opellp Noon � 2:00pin , Fishing dorby # I 7:30pni :0111Y Deall concert MOOP111 RiVest close Sunday, June Mb 11:00,1111 RlbVosl opens NDDO - 2:00pin Fishing derby#2 5:00P.111 Aerosjnittf 7-,60prn RibPest closes B. Temporary Signage We are planning to use the same locaf Ions as-, lost- yoar. Weare still Awal(111944101 approv.al from some of theft Nb sIgnaga.will be'Placed without ownerconseht, C EVent map See f6flowing page. 2013 Northwest RibFest Event Map Map Legend 0 EVent* entrance/exit EM Pork a -potty area — ' Perimeter fenol'ng OP, W fVancy Radford Fropa: .8,0nt: To subjbct: Attachinents: a1vollWtrzlPr�. Administrative Assistant' City Clerk's office (208) WR4433 hbinidey(0meridlancity-.orn Holly Binkley Tuesday, May 28, 2013.7::57 AM Nancy Radford PW: TUP for Help IdOho--Notthwat RlbFest Clty of Meridian TUP for 2013 RibFest.pdf Froin: Randal Nelson[mailto:randalneisonC@triumphventures.com] Sent: Friday-, May 24; 2013 5:22 PM' To: Holly Binkley Subject; TUP for Help Waho - Northwest RibFest Good afternoon Holly, Attached are files for the TUP application and the supporting documents For the Northwest Ribrest. After reView, IF you have any questions -or require any other documentation, -please do not hesitate to contact me. Have a wondefui weekend -and: holidayll - Randal Randal Nelson CEO Triumph Ventures ;LLC 211. N—S-lerra, View WayEagle, 'ID 83616 (208) 321-5575 RandalNelsoti Trium.p_hVentures.com, TRIUM-2OP ID, SHW AC�, CERTIFICATE OF LIABILITY INSURANCEDATE(/031>!Yl'YY, 06/03/13 THIS CERTIFICATE' FS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE GERTIPICATE. HOLDER-, THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NE=GATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORQED BY'THE POLICIES BELOW, THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. 'IMPORTANT: If the cortificate holder is ah ADDITIONAL INSURED, the.pollGy(les) must Ue .endorsed. If 9UORO.GA'TION IS WAIVED, subject to tfie, terms and coiTditlons of the policy, certaih policies may regWre an endofsefbdnt. A statement.on this certificate does riot confer r(ghts to the. gertificate holder in lieu of such endorsements). P(P00DUGERS .20$-322.6$2,5 RIGFCETTAND ASSOCIATES INC 13477 W PERSIMMON LANE 2013 377-0203 BOISE, ID 83713 JEFF MORRIS CONTACT NAME: _•.-^ _______.__.______-__ _.._.. _._ PHNo ExtI, I IMM:No : EMAIL AnDRess` IN$UHER(S).AFFORDING COVERAGE NAIC.B INSURERA:AUTO OWNERS INSURANCE A X .CO,MPXEROALGENERAL LIABILITY CLAIMS,MAbE a OCCUR INSURED TRIUMPH. VENTURES, LLC 211 N SIERRA VIEW WAY INSURUR U. INSURERC: EAGLE, ID 83616.4600 .INSURER D MEQ EXP (Any ona person) INSURER E ; _ INSURER F! GQVERAGES CERTIFICATE RUMBER< REVISION NUMBER: THIS -IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE•INSUAED NAMED ABOVE FOR THE POLICY PERIOD INDICATED, NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT,TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES, LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. 1LTR TYPE OF INSURANCE DDL UDR POLICY NUMBER M6110 YYY PWMIDD/YYYY1 LIA11TS GENERALL(AB(LITY OACHOCCURRENCE $ 1,000,000 A X .CO,MPXEROALGENERAL LIABILITY CLAIMS,MAbE a OCCUR K 4740492400 10111/12' 10/11/13 MWE., S — 60,000 MEQ EXP (Any ona person) E3uslness Owners PERSONAL &ADV INJURY $ GENERALAGGREGATE S 2,000,000 _ GEN'LAGSREGATELiMITAPPLIES PEW PRODUCT8-COMPIOPA00 S 1,000,000 X' POLICY F1 ARO• F1 LOG ---------. •5----_.__.__.-_.___.._.. AUTOhiOBQFS LIABILITY OAIUINED.S114GLE LIMIT Ed accident S _ BODILY INJURY (Perpeuon) $ ANY -AUTO Y _ AUTOS NED AUTOSULEO NON -OWNED HIRERAU.TOS AUTOS BODILY INJURY(Peraccidenl) $ PROPERTY DA1%GE Pe ncCident S S UMBRELLALIAD OCCUR EACH OCCURRENCE $ EXCESS UAB CLAIMS- ADF AGGREGATE .-...,....._ ........................._ RETENTION t IDED $�._.�_..��-._. WORKER$ COMPENSATION AND ENIPLOYERB' LIABILITY Y/N .NYPROPRIETORIPARTNER/EXECUTIVE OFP10ERrMEMRER EXCLUDED? NI.A WCSTATU• TH. T0_R LWm_ ER E`L,EACHACG_1DENT 4- E,L. DISEASE- EA EhIPLOYE $ (Mandatary In NH) DESCRIPTION OF OPERATION$ below E,L. DISEASE- POLICY LIMIT I S DESCHIPTfON QF OAERA7(ON5�1 LOCATtONSI VENtCLES (Attach ACORD Sot, Addlt(onal Remarks sihedule, IfmoYe space Is required) Sea At:t:aahed ;ndaz•semnt: MERID-6 CITY OF MERIDIAN 33 E, IDAHO AVE, MERIDIAN, ID 83642 SHOULD ANY OF THE ABOVE DESORIHED POLICIES BE OANCELLED I)EFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS, AW HORIZE D-REPRES EN TATIVE JEFF MORRIS ©1988.2010 ACORD CO ACORD.25 (2010/06) The ACORD Barrie and logo are registered marks of ACORD UIDIAM4 Date Application Applicant :Applicant Address Pr6ject Address Cees and Rocelpts; Customer Receipt City of Meridian, City Clerks Office 33 E. Broadway Ave. Suite 104 Meridian, ID 83842 PH: 898-4433 I FARC: 888-4218 05/28/2013 TUP-13-0043 Help Idaho 979 E, Winding Creek Dr., Eagle, ID 83616 - Number Descrlpfian 51921 Special Event In Park Check Cheek Number: 5215 Amount $160,00 Total Fees: $150.00 $150,00 Total Receipts: $150.00 Salattce Due: X0.00 Emily Kane From: Emily Kane Sent: Wednesday, May 29, 2013 12:13 PM To: Randal Nelson (randal@helpidaho.com) Subject: Ribfest - site plan and medical plan Hi, Randall. A proposed draft of the Agreement for use of Kleiner Park for Ribfest will be along shortly. Are you and/or Casey available to meet with City staff on Tuesday, June 4, at 4:00 p.m., to finalize the agreement? On another note, one thing we need to address in our agreement Is your medical plan. Given the length, timing, and size of the event, and given that alcohol will be served on site, you will need to plan for a fully -equipped medical services station with at least 2 EMT -basic certified personnel. Are you planning to use Meridian Fire Department, Ada County Paramedics, or another medical services provider for this purpose? Please be aware that if the medical personnel staffing the station are individuals and not with Meridian Fire Department or Ada County Paramedics, they will need to provide the following: J.. A copy of their State of Idaho EMT Basic, or Intermediate or Paramedic certification. 2. A signed letter from their Medical Director stating that he or she authorizes the individual to perform at their current certification level outside of their jurisdiction and for the specific event In question. 3. A list of the equipment they will utilize. 4. A full medical plan for the duration of the event. Please let me know by 5:00 p.m. tomorrow (Thursday, May 30) whether you are available on June 4 at 4:00, as well as which vendor you have/intend to have in place for medical services at the Ribfest event. Thank you, Emily Emily Kane Deputy City Attorney City of Meridian 33 East Broadway Avenue Meridian, Idaho 83642 Phone: (208) 898-5506 Fax: (208) 884-8723 E-mail: el<ane@meridiancity.org Emily Kane From: Emily Kane Sent: Friday, May 31, 2013 1:52 PM To: 'Randal Nelson (rand ai@helpidaho.com)' Subject: June 4 meeting and more information needed Hi, Randal. Thank you for confirming your availability for a follow-up meeting regarding your temporary use permit (TUP) application on Tuesday, lune 4, at 4:00 p.m. We will meet in the City Attorney's Office on the third floor of City Hall at that time. Our expectation is that you will provide at that meeting, in writing, ALL information as discussed at our pre -application meeting on May 8 and all other information that is required for issuance of the temporary use permit (and subsequently for the Kie€ner Park use agreement). Currently, much of this information is missing from your application, including, for example, the following: 1. PARKING PLAN. An adequate parking plan is required for the TUP to be approved. As discussed in the pre -application meeting on May 8, the parking available in Kleiner Park will not accommodate the parking for the proposed temporary use. Please also note the following: ® The parking plan needs to include property owner permission from all property owners where off-street parking is proposed. • Parking for the temporary use cannot displace required parking for any approved (permanent) use. ® The parking plan needs to include a safe route from parking areas to the event for event patrons. In the pre - application meeting on May 8, we discussed the possibility of a shuttle system for off-site parking across Fairview Road or Eagle Road. The application needs to include this information. ® In addition to a parking plan for off-site parking, any unpaved areas proposed for parking must be maintained with a dustless surface. The application needs to include this information. You will need to plan to post "no parking" signs where necessary to maintain emergency vehicle access for medic units and fire apparatus to access the medical station and/or mobile command unit. These signs must be represented on the site plan. 2. MEDICAL PLAN. I did not hear back from you yesterday regarding the medical plan per message below. Given the length, timing, and size of the event, and given that alcohol will be served on site, you must provide a written plan for a fully -equipped medical services station with at least two (2) EMT -basic certified personnel. You must inform the City whether you are using Meridian Fire Department, Ada County Paramedics, or another medical services provider for this purpose. if the medical personnel staffing the station are individuals and not with Meridian Fire Department or Ada County Paramedics, you will need to provide a copy of their State of Idaho EMT Basic, or intermediate or Paramedic certification, a signed letter from their Medical Director stating that he or she authorizes the individual to perform at their current certification level outside of their jurisdiction and for the specific event in question, a list of the equipment they will utilize, and a full medical plan for the duration of the event. 3. SITE PIAN. Per Meridian City Code section 3-4-3(A)(6)(a)(6) your site plan must show structures, vendors, restrooms, first aid/medical stations, drinking water sources, garbage receptacles, generators and any other mechanical equipment, cooking equipment, signs, areas and surfaces upon which vehicles will be driven, and parking. These items are either not represented on the site plan you provided with your TUP application or the level of detail is unacceptable. Among other concerns, the presence and placement of garbage receptacles were a problem at last year's event, we need you to plan for the presence of our public safety mobile command unit, and your alcohol consumption areas are not labeled. In sum, you must provide us with a very detailed site plan before we can approve your TUP. 4. INSURANCE. The certificate you have provided is proof of someone else's insurance coverage. The event organizer (Help Idaho LLC) needs to be the insured party, with City named as additional insured. Further, the limit listed for property damage is $50,000 and per person medial is $5,000, but City Code requires coverage of at least $1,000,000 for each. Also the City's address is incorrect on the insurance certificate. The City's address is 33 E. Broadway Avenue, Meridian ID 83642, 5. SIGNS. It is inadequate to say "same locations as last year," particularly as no locations were provided to the City last year. The location/address of each sign must be provided for any signs promoting this event to be permitted. Randal, we need to have this and all other outstanding information at or before our meeting on Tuesday. We have serious concerns with the plan for this event as it has been presented to us. If you are farther along in the planning process than indicated on your TUP application, please provide the updated information as soon as possible, or please bring it with you to the meeting on Tuesday. Thank you and I will see you then. Emily Emily Kane Deputy City Attorney City of Meridian 33 East Broadway Avenue Meridian, Idaho 83642 Phone: (208) 898-5506 Fax: (208) 884-8723 E-mail: elcane@meridiancity.org -----Original Message ----- From: Emily Kane Sent: Wednesday, May 29, 2013 12:13 PM To: Randal Nelson (randal@helpidaho.com) Subject: Ribfest - site plan and medical plan Hi, Randall. A proposed draft of the Agreement for use of Kleiner Park for Ribfest will be along shortly. Are you and/or Casey available to meet with City staff on Tuesday, June 4, at 4:00 p.m,, to finalize the agreement? On another note, one thing we need to address in our agreement is your medical plan. Given the length, timing, and size of the event, and given that alcohol will be served on site, you will need to plan for a fully -equipped medical services station with at least 2 EMT -basic certified personnel, Are you planning to use Meridian Fire Department, Ada County Paramedics, or another medical services provider for this purpose? Please be aware that if the medical personnel staffing the station are individuals and not with Meridian Fire Department or Ada County Paramedics, they will need to provide the following: 1. A copy of their State of Idaho EMT Basic, or Intermediate or Paramedic certification. 2. A signed letter from their Medical Director stating that he or she authorizes the individual to perform at their current certification level outside of their jurisdiction and for the specific event in question. 3. A list of the equipment they will utilize. 4. A full medical plan for the duration of the event. Please let me know by 5:00 p.m. tomorrow (Thursday, May 30) whether you are available on June 4 at 4:00, as well as which vendor you have/intend to have in place for medical services at the Ribfest event. Thank you, Emily Emily Kane Deputy City Attorney City of Meridian 33 East Broadway Avenue Meridian, Idaho 83642 Phone: (208) 898-5506 Fax: (208) 884-8723 8-mall: ekane@meridiancity.org Emily, Kane From: Kasey Thompson <kasey@promoteidaho.com> Sent: Monday, June 03, 2013 12:35 PM To: Randal Nelson; Colin Moss; Kasey Thompson; Emily Kane Subject: Re: June 4 meeting and more information needed Hi Randal, Here you go. 1. PARKING PLAN. An adequate parking plan is required for the TUP to be approved, As discussed in the pre - application meeting on May 8, the parking available in Kleiner Park will not accommodate the parking for the proposed temporary use. Please also note the following: • The parking plan needs to include property owner permission from all property owners where off- street parking is proposed. WE HAVE TALKED TO CENTER CAL AND SHOPKO PLAZA MANAGAMENT AND APPROVAL (HUGH CRAWFORD/CENTER CAL 888-1701 - SHOPKO PLAZA 429-8603) Parking for the temporary use cannot displace required parking for any approved (permanent) use. • The parking plan needs to include a safe route from parking areas to the event for event patrons. In the pre -application meeting on May 8, we discussed the possibility of a shuttle system for off-site parking across Fairview Road or Eagle Road. The application needs to include this information. (TALKED WiTH MERIDIAN POLICE CHIEF COLAIANNI AND THIS SHUTTLE SYSTEM WOULD NOT BE EFFECTIVE - IN ESSENCE THE NEGATIVE IMPACT OF A SHUTTLE BUS DOES NOT OUT WEIGH THE POSITIVES) • in addition to a parking plan for off-site parking, any unpaved areas proposed for parking must be maintained with a dustless surface. The application needs to include this information, (WE WILL NOT BE USING ANY UNPAVED AREAS) • You will need to plan to post "no parking" signs where necessary to maintain emergency vehicle access for medic units and fire apparatus to access the medical station and/or mobile command unit, These signs must be represented on the site plan. (WE WILL DO THIS) AFTER COUNTING PARKING SPACES IN SHOPKO PLAZA, WALMART, CENTER CAL, KLEINER PARK, BLUECROSS/KRISPY CREME AREAS - THERE ARE OVER 6,700 PARKING SPOTS WHICH IS ROUGHLY WS MORE THEN NEEDED AT OUR MAXIMUM ANTICIPATED ATTENDANCE TIME, 2. MEDICAL. PLAN. I did not hear back from you yesterday regarding the medical plan per message below. Given the length, timing, and size of the event, and given that alcohol will be served on site, you must provide a written plan for a fully -equipped medical services station with at least two (2) EMT -basic certified personnel. You must inform the City whether you are using Meridian Fire Department, Ada County Paramedics, or another medical services provider for this purpose. If the medical personnel staffing the station are individuals and not with Meridian Fire Department or Ada County Paramedics, you will need to provide a copy of their State of Idaho EMT Basic, or Intermediate or Paramedic certification, a signed letter from their Medical Director stating that he or she authorizes the individual to perform at their current certification level outside of their jurisdiction and for the specific event in question, a list of the equipment they will utilize, and a full medical plan for the duration of the event. 3. SITE PLAN. Per Meridian City Code section 3-4-3(A)(6)(a)(6) your site plan must show structures, vendors, restrooms, first aid/medical stations, drinking water sources, garbage receptacles, generators and any other mechanical equipment, cooking equipment, signs, areas and surfaces upon which vehicles will be driven, and parking. These items are either not represented on the site plan you provided with your TUP application or the level of detail is unacceptable. Among other concerns, the presence and placement of garbage receptacles were a problem at last year's event, we need you to plan f for the presence of our public safety mobile command unit, and your alcohol consumption areas are not labeled. In sum, you must provide us with a very detailed site plan before we can approve your TUP. 4. INSURANCE. The certificate you have provided is proof of someone else's insurance coverage. The event organizer (Help Idaho LLC) needs to be the insured party, with City named as additional insured, Further, the limit listed for property damage is $50,000 and per person medial is $5,000, but City Code requires coverage of at least $1,000,000 for each. Also the City's address is incorrect on the insurance certificate. The City's address is 33 F. Broadway Avenue, Meridian ID 83642. S. SIGNS. It is inadequate to say "same locations as last year," particularly as no locations were provided to the City last year. The location/address of each sign must be provided for any signs promoting this event to be permitted. SIGN LOCATION: Albertsons - McMillian/Eagle Albertsons -- Meridian Rd./Chevy lane Big Al's — Center Cal Blue Cross -- Eagle/Pine Buffalo Wild Wings — Eagle/Franklin Cheerleaders — Eagle/Ustick Dickies — Overland/Eagle Famous Daves — Eagle/Ustick Good Wood — Shopko Plaza Idaho Athletic Club — Eagle/Overland Idaho Pizza — Fairview/Meridian rd. Jamacia Me Tan — Fairview/Eagle Kendal Ford — Meridian Rd/Overland Coca Cola — Meridian Rd/Overland Kri spy Kreine-Failview/Eagle Les Schwab — Ustick/Eagle Maverik — Locust Grove/Overland Newko — Overland/Eagle RC Willey — Eagle/Franklin Snake River Yamaha — Fairview/Eagle St Lukes — Eagle/Interstate Staples — Eagle/Chinden Texas Roadhouse — Fairview/Records D&B Supply — Fairview/Locust Grove Walmart — Fairview/Records Center Cal — Fairview/Eagle Shopko Plaza — Fairview/Cagle Raussers - Eagle/Ustick On Fri, May 31, 2013 at 2:45 PM, Randal Nelson <randa�,helpidaho.com> wrote: ---------- Forwarded message ---------- From: "Emily Kane" <ekaneQa meridiand.org> Date: May 31, 2013 1:52 PM Subject: June 4 meeting and more information needed To: "Randal Nelson (randal ,helpidaho.com)" <randal a,helpidaho.com> Cc: Hi, Randal. Thank you for confirming your availability for a follow-up meeting regarding your temporary use permit (TUP) application on Tuesday, June 4, at 4:00 p.m. We will meet in the City Attorney's Office on the third floor of City Hall at that time. Our expectation is that you will provide at that meeting, in writing, ALL information as discussed at our pre - application meeting on May 8 and all other information that is required for issuance of the temporary use permit (and subsequently for the Kleiner Park use agreement). Currently, much of this information is missing from your application, including, for example, the following: 1. PARKING PLAN. An adequate parking plan is required for the TUP to be approved. As discussed in the pre -application meeting on May 8, the parking available in Kleiner Park will not accommodate the parking for the proposed temporary use. Please also note the following: P The parking plan needs to include property owner permission from all property owners where off-street parking is proposed. ® Parking for the temporary use cannot displace required parking for any approved (permanent) use. ® The parking plan needs to include a safe route from parking areas to the event for event patrons. In the pre -application meeting on May 8, we discussed the possibility of a shuttle system for off-site parking across Fairview Road or Eagle Road. The application needs to include this information. ® In addition to a parking plan for off-site parking, any unpaved areas proposed for parking must be maintained with a dustless surface. The application needs to include this information. ® You will need to plan to post "no parking" signs where necessary to maintain emergency vehicle access for medic units and fire apparatus to access the medical station and/or mobile command unit. These signs must be represented on the site plan. 2. MEDICAL PLAN. I did not hear back from you yesterday regarding the medical plan per message below. Given the length, timing, and size of the event, and given that alcohol will be served on site, you must provide a written plan for a fiilly-equipped medical services station with at least two (2) EMT -basic certified personnel, You must inform the City whether you are using Meridian Fire Department, Ada County Paramedics, or another medical services provider for this purpose. If the medical personnel staffing the station are individuals and not with Meridian Fire Department or Ada County Paramedics, you will need to provide a copy of their State of Idaho EMT Basic, or Intermediate or Paramedic certification, a signed letter from their Medical Director stating that he or she authorizes the individual to perform at their current certification level outside of their jurisdiction and for the specific event in question, a list of the equipment they will utilize, and a Rill medical plan for the duration of the event. 3. SITE PLAN. Per Meridian City Code section 3-4-3(A)(6)(a)(6) your site plan must show structures, vendors, restrooms, first aid/medical stations, drinking water sources, garbage receptacles, generators and any other mechanical equipment, cooking equipment, signs, areas and surfaces upon which vehicles will be driven, and parking. These items are either not represented on the site plan you provided with your TUP application or the level of detail is unacceptable. Among other concerns, the presence and placement of garbage receptacles were a problem at last year's event, we need you to plan for the presence of our public safety mobile command unit, and your alcohol consumption areas are not labeled. In sum, you must provide us with a very detailed site plan before we can approve your TUP. 4, INSURANCE. The certificate you have provided is proof of someone else's insurance coverage. The event organizer (Help Idaho LLC) needs to be the insured party, with City named as additional insured. Further, the limit listed for property damage is $50,000 and per person medial is $5,000, but City Code requires coverage of at least $1,000,000 for each. Also the City's address is incorrect on the insurance certificate. The City's address is 33 E. Broadway Avenue, Meridian ID 83642. 5. SIGNS, It is inadequate to say "same locations as last year," particularly as no locations were provided to the City last year. The location/address of each sign must be provided for any signs promoting this event to be permitted. Randal, we need to have this and all other outstanding information at or before our meeting on Tuesday. We have serious concerns with the plan for this event as it has been presented to us. If you are farther along in the planning process than indicated on your TUP application, please provide the updated information as soon as possible, or please bring it with you to the meeting on Tuesday. Thank you and I will see you then. Emily Emily Kane Deputy City Attorney City of Meridian 33 East Broadway Avenue Meridian, Idaho 83642 l Phone: X208) 8985506 Fax: 208 884-8723 E-mail: ekane@meridlancity.org -----Original Message ----- From: Emily Kane Sent: Wednesday, May 29, 2013 12:13 PM To, Randal Nelson Qandal@helpidaho.com) Subject: RiMest - site plan and medical plan Hi, Randall. A proposed draft of the Agreement for use of Kleiner Park for Ribfest will be along shortly. Are you and/or Casey available to meet with City staff on Tuesday, Tune 4, at 4:00 p.m., to finalize the agreement? On another note, one thing we need to address in our agreement is your medical plan. Given the length, timing, and size of the event, and given that alcohol will be served on site, you will need to plan for a fully -equipped medical services station with at least 2 EMT -basic certified personnel. Are you planning to use Meridian Fire Department, Ada County Paramedics, or another medical services provider for this purpose? Please be aware that if the medical personnel staffing the station are individuals and not with Meridian Fire Department or Ada County Paramedics, they will need to provide the following: 1. A copy of their State of Idaho EMT Basic, or Intermediate or Paramedic certification. 2. A signed letter from their Medical Director stating that he or she authorizes the individual to perform at their current certification level outside of their jurisdiction and for the specific event in question. 3. A list of the equipment they will utilize. 4. A full medical plan for the duration of the event. Please let me Imow by 5:00 p.rn. tomorrow (Thursday, May 30) whether you are available on June 4 at 4:00, as well as which vendor you have/intend to have in place for medical services at the Ribfest event. Thank you, Emily Emily Dane Deputy City Attorney City of Meridian 33 East Broadway Avenue Meridian, Idaho 83642 Phone: (208) 8985506 Fay:: (208)884-8723 E-mail: ekane@meridiancity.org Thank You, Kasey Thompson President Idaho Promotions Group Inc. 1121 State St. #101 Eagle, ID 83616 208) 340-060 1 f 208 321-5576 Emily Kane From: Emily Kane Sent: Tuesday, June 04, 2013 7:03 PM To: 'Randal Nelson (randal@helpidaho.com)'; 'kasey@promoteidaho.com' Subject: Recap of today's meeting - Rlbfest Randal and Kasey, thank you for meeting with City staff today to go over the points that remain incomplete on your temporary use permit application for the Northwest Rlbfest event proposed for June 27-30, 2013. This message is provided to memorialize the verbal assurances that you made at our meeting today. PARKING PLAN. In my May 31 email (below) I had asked you to provide a written parking plan as verbally agreed at the May 8 pre -application meeting. I did not receive a written parking plan, but you did reiterate that you had spoken with owners of the DDR, Centercal, and Walmart properties. In addition to the general information required below, please provide to me, by 5:00 p.m. on Thursday, June 6, specific written permission for use of parking areas at DDR, Centercal, Walmart, and River Valley properties, specifying which and what number of parking spaces at those properties will be designated for your event's use, The expectation is that you will prov':de_to me a complete,_written parking plan by 5:00 p.m. on Thursdav, June 6, 2013, orvourTUP may be denied, Without a TUP, among other consequences, the City will not allow use of Kleiner Park as the venue for this event. 2. MEDICAL PLAN. In my May 31 and May 29 e-mails (below), I had asked you to provide a written medical plan. I have not received your medical plan. It is my understanding that you spoke with Meridian Fire Department Deputy Chief Chris Amenn today regarding requirements for on-site medical personnel and equipment (i.e. State of Idaho EMS Bureau Medical Supervision Plan) and rates for MFD's provision of these services and requirements in the event you do not engage MFD for provision of these services. Please provide to me, by 5:00 p.m. on Thursday, June 6, a written State of Idaho EMS Bureau Medical Supervision Plan. The expectation is that you will provide to me_ a complete, written State of Idaho EMS Bureau Medical Supervision Plan by 5:00 p.m. on Thursdav, June 6, 2013, or your TUP may be denied. 3. SITE PLAN. Thank you for providing a more detailed site plan at today's meeting. As discussed today, your site plan also needs to show all generators, all structures, the mobile command unit, the screen(s) that will broadcast the concerts, the location of the three (3) 30 -yard waste collection roll -offs, the sign(s) posted at the Park, and any other details relevant to the staging of event components or the provision of public safety services for this event. Please provide to me, by 5:00 p.m. on Thursday, June 6, an updated site plan showing these items. The expectation is that you will provide to me a complete updated site plan by 5:00 a.m. on Thursday. June 6, 2013, or your TUP may be denied. 4. INSURANCE. Thank you for providing your Insurance quotation and for conveying the representation of your insurance provider that the $50,000 limit on damage to premises and $5,000 on medical payments is the Industry standard for caps on these coverages. I will verify that and contact you if we need to further discuss that matter. Please provide a certificate of insurance coverage that names the City of Meridian as an additional insured. Please also note that the insurance coverage stated on this quote is for a "barbeque" event and may specifically exclude the concerts, apparently depending on the type of music played. Particularly given that you are charging admission (to some persons) to the concerts, your insurance coverage must cover that portion of the event. Please provide me with and updated insurance certificate by 5:00 p.m. on Thursday, lune 6, 2013. The expectation is that you will provide to me an insurance certificate demonstrating full coverage for all aspects of these events and naming the City as an additional insured by 5:00 p.m. on Thursday, June 6, 2013, or your TUP may be denied. 5. SIGNS. Thank you for providing a list of locations for posting signs promoting your event. Please provide to me the dimensions of each of these signs by 5:00 p,m, on Thursday, June 6, 2013. Without this information, your signs will not be allowed under your TUP. 6. ALCOHOL CATERING PERMIT, As discussed at today's meeting, no application has been received for permitting necessary to serve alcohol at your event. The beer/wine/liquor permitee must submit complete application(s) for alcohol catering permit(s) to Assistant City Clerk Nancy Radford (e-mail nradford@meridiancity,org; phone 489-0391) by 5:00 p.m. on Friday, June 7. The expectation is that a complete Alcohol Catering Permit will be provided to Nancy Radford by 5:00 p,m, on Friday, lune 7.20131 or your ACP may be denied. Without an Alcohol Catering Permit, alcohol cannot be served at this event. 7. ELECTRICAL AND STRUCTURAL PLANS. As discussed at today's meeting, your plans to provide electrical utilities and temporary structures at your event will require permitting, plan review, installation by properly licensed professionals, and inspection, In order to complete this process in time for the opening of your event, the Community Development Department/Building Services Division must have complete electrical and structural plans by 5:00 p.m, on Thursday, June 20, 2013. The expectation is that complete electrical and structural plans will be provided to Building Services by 5:00 p.m. on Thursday, June 20, 2013, or your electrical and/or structural permits may be denied. Without these permits in place, you may be unable to use temporary electrical utilities at your event or erect temporary structures. For more information, contact Development Services Manager Bruce Freckleton at bfreckleton@meridiancity,org or 887-2211. Following approval of the TUP, I will provide you with a proposed agreement for the use of Klelner Park for this event. Finally, with regard to the Chilifest event, as briefly discussed at the meeting today and as previously mentioned at the May 8 meeting, City Code now requires that COMPLETE applications for temporary use permits for large-scale special events be provided to the City Clerk's Office at least 60 days prior to the event, and that the applicant schedule a pre - application meeting with City staff at least 14 days prior to submission of the application. You said today that you are intending to open Chliifest, another large-scale special event, on August 8, 2013. This means that, accounting for weekends and holidays, your complete TUP application is due by 5:00 p.m. on Monday, June 10, 2013, and you should have scheduled your pre -application meeting for this event by or before Tuesday, May 28, 2013. Your complete application for Chilifest, including, without limitation, an adequate and detailed parking plan, site plan, medical plan, insurance certificate, and all other required materials MUST be provided to the City Clerk's Office by 5:00 p.m. on Monday, June 10, 2013, or your TUP for that event will be denied. You must schedule the pre -application meeting by 5:00 p,m, on Monday, June 10 as well. Your timely attention to these matters is appreciated. Please contact me if your understanding of any of these points differs from my description, or if I may be of further assistance. Otherwise, I look forward to hearing from you by the end of the day on Thursday. Emily Emily I<ane Deputy City Attorney City of Meridian 33 East Broadway Avenue Meridian, Idaho 83642 Phone: (208) 898-5506 Fax: (208) 884-8723 E-mail: elcane@meridiancity,org From: Emily Kane Sent: Friday, May 31, 2013 1:52 PM To: 'Randal Nelson (randai@helpidaho.com)' Subject: June 4 meeting and more information needed Hi, Randal. Thank you for confirming your availability for a follow-up meeting regarding your temporary use permit (TUP) application on Tuesday, June 4, at 4:00 p.m. We will meet in the City Attorney's Office on the third floor of City Hall at that time. Our expectation is that you will provide at that meeting, in writing, ALL information as discussed at our pre -application meeting on May 8 and all other information that is required for issuance of the temporary use permit (and subsequently for the Kleiner Park use agreement). Currently, much of this information is missing from your application, including, for example, the following: 1. PARKING PIAN. An adequate parking plan is required for the TUP to be approved. As discussed in the pre -application meeting on May 8, the parking available In Klelner Park will not accommodate the parking for the proposed temporary use. Please also note the following: ® The parking plan needs to include property owner permission from all property owners where off-street parking is proposed. ® Parking for the temporary use cannot displace required parking for any approved (permanent) use. ® The parking plan needs to include a safe route from parking areas to the event for event patrons. In the pre - application meeting on May 8, we discussed the possibility of a shuttle system for off-site parking across Fairview Road or Eagle Road. The application needs to include this information. • In addition to a parking plan for off-site parking, any unpaved areas proposed for parking must be maintained with a dustless surface. The application needs to include this information. ® You will need to plan to post "no parking" signs where necessary to maintain emergency vehicle access for medic units and fire apparatus to access the medical station and/or mobile command unit. These signs must be represented on the site plan. 2. MEDICAL PLAN. I did not hear back from you yesterday regarding the medical plan per message below. Given the length, timing, and size of the event, and given that alcohol will be served on site, you must provide a written plan for a fully -equipped medical services station with at least two (2) EMT -basic certified personnel. You must inform the City whether you are using Meridian Fire Department, Ada County Paramedics, or another medical services provider for this purpose. If the medical personnel staffing the station are individuals and not with Meridian Fire Department or Ada County Paramedics, you will need to provide a copy of their State of Idaho EMT Basic, or Intermediate or Paramedic certification, a signed letter from their Medical Director stating that he or she authorizes the individual to perform at their current certification level outside of their jurisdiction and for the specific event in question, a list of the equipment they will utilize, and a full medical plan for the duration of the event. 3. SITE PLAN. Per Meridian City Code section 3-4-3(A)(6)(a)(6) your site plan must show structures, vendors, restrooms, first aid/medical stations, drinking water sources, garbage receptacles, generators and any other mechanical equipment, cooking equipment, signs, areas and surfaces upon which vehicles will be driven, and parking. These Items are either not represented on the site plan you provided with your TUP application or the level of detail is unacceptable. Among other concerns, the presence and placement of garbage receptacles were a problem at last year's event, we need you to plan for the presence of our public safety mobile command unit, and your alcohol consumption areas are not labeled. In sum, you must provide us with a very detailed site plan before we can approve your TUP. 4. INSURANCE. The certificate you have provided is proof of someone else's Insurance coverage. The event organizer (Help Idaho ILC) needs to be the insured party, with City named as additional insured. Further, the limit listed for property damage is $50,000 and per person medial is $5,000, but City Code requires coverage of at least $1,000,000 for each. Also the City's address is incorrect on the insurance certificate. The City's address is 33 E. Broadway Avenue, Meridian ID 83642, 5. SIGNS. it is inadequate to say "same locations as last year," particularly as no locations were provided to the City last year. The location/address of each sign must be provided for any signs promoting this event to be permitted. Randal, we need to have this and all other outstanding information at or before our meeting on Tuesday. We have serious concerns with the plan for this event as it has been presented to us. If you are farther along in the planning process than indicated on your TUP application, please provide the updated information as soon as possible, or please bring it with you to the meeting on Tuesday. Thank you and I will see you then. Emily Emily Kane Deputy City Attorney City of Meridian 33 East Broadway Avenue Meridian, Idaho 83642 Phone: (208) 898-5506 Fax: (208) 884-8723 E-mail: ekane _meridlancity.org -----Original Message ----- From: Emily Kane Sent: Wednesday, May 29, 2013 12:13 PM To: Randal Nelson (randal@helpidaho.com) Subject: Ribfest - site plan and medical plan Hi, Randall. A proposed draft of the Agreement for use of Kleiner Park for Ribfest will be along shortly. Are you and/or Casey available to meet with City staff on Tuesday, June 4, at 4:00 p.m., to finalize the agreement? On another note, one thing we need to address in our agreement is your medical plan. Given the length, timing, and size of the event, and given that alcohol will be served on site, you will need to plan for a fully -equipped medical services station with at least 2 EMT -basic certified personnel. Are you planning to use Meridian Fire Department, Ada County Paramedics, or another medical services provider for this purpose? Please be aware that if the medical personnel staffing the station are individuals and not with Meridian Fire Department or Ada County Paramedics, they will need to provide the following: 1. A copy of their State of Idaho EMT Basic, or Intermediate or Paramedic certification. 2. A signed letter from their Medical Director stating that he or she authorizes the individual to perform at their current certification level outside of their jurisdiction and for the specific event in question. 3. A list of the equipment they will utilize, 4. A full medical plan for the duration of the event. Please let me know by 5:00 p,m. tomorrow (Thursday, May 30) whether you are available on June 4 at 4:00, as well as which vendor you have/intend to have in place for medical services at the Ribfest event. Thank you, Emily Emily Kane Deputy City Attorney City of Meridian 33 East Broadway Avenue Meridian, Idaho 83642 Phone: (208) 898-5506 Fax: (208) 884-8723 E-mail: el<ane@meridiancity.org Emmy Kane From: Jaycee Holman Sent: Thursday, June 06, 2013 4:42 PM To: Scott Colaianni; Emily Kane; Bill Nary; Nancy Radford; Kristy Vigil; John Overton - Police Subject: FW: 2013 Northwest Rlbfest I am very concerned that part of his parking plan to prevent people parking on CenterCal properties is our Meridian PD. Please read email string below. Jaycee L. Holman Informalion Services Director City Clerk City of Meridian (208) 888.4433 jholma �i (re]merid is ncity,org From: Hugh Crawford[mailto:hcrawford@centercal.com] Sent: Thursday, .lune 06, 2013 4:23 PM To: Kasey Thompson Subject: RE: 2013 Northwest Ribfest I understand. My concern is that while your event is being held at Kleiner Park, the attendees of your event will be parking everywhere but Klelner Park. With The Village at Meridian being immediately adjacent to Kleiner Park, we will be the first option your event attendees will look to for parking unless you provide them with alternatives. I look forward to receiving your plan so we understand how you are going to manage the traffic, parking and crowds outside of Kleiner Park in order to minimize the impact your event will have on our parking lot. Thanks, Hugh S. Crawford, SCSM General Manager C E N T E R C A L P R O P R R T I F S, L L C I Ci-eci ing Vakee for Relailers and Connnunilics 3600 E. Fait -view Avenue Wridirn, I.ctaho 83642 'P' (Office) 208.888.1701 hcrawford(@ centercal.com http://centercal.com Thanks, From: Kasey Thompson [mai Ito, kasey@promoteidaho.com] Sent: Thursday, June 06, 2013 4:11 PM To: Hugh Crawford Subject: Re: 2013 Northwest RIbfest Just to make sure were on the same page, our entire event will be in Kleiner Parlc, not on any of Centercal property. However, additional Meridian PD will be scheduled to patrol outside the park event area. Big AI's is a Major sponsor and excited. On Thu, Jun 6, 2013 at 3;08 PM, Hugh Crawford <hcrawford@centercal.cotn> wrote: Thank you for the call today. Below is a listing of our tenants and contact numbers. i look forward to receiving your traffic and parking strategy plan. Realizing the event is only 2 % weeks away, I would really like to understand your plan and how you are going manage the traffic, direct parking, protect our parking lot for our customers and provide security outside of your event to prevent problems and property damage by people leaving your event before the end of the week. Big AI's Craig /John 208.780.6118 ilovebi aals.com 1900 N. Eagle Tara /Jurrell Gap Factory Store /Vicki 208.888.1187 2130 N. Eagle Gordmans Charon 2260 N. Eagle Marshalls Thurston 208.846.7883 2020 N. Eagle Meridian Smiles Dentistry Darcy / 208.893.5440 meridiansmilesdentistry.com 2274 N. Eagle Nike Factory Store Darrin /Matt 208.898.3457 2150 N. Eagle Noodles & Company Kara 208.884.3379 2274 N. Eagle Petco Kent 208,846.7883 2210 N. Eagle Thanks, Hugh S. Crawford, SCSM General Manager C E N T E R C A L PROPERTIES, h L, C Ci eati�rg l�ahre for Retailers rnul C.ontnnu�itics 3600 E. Fairview Avenue Meridian, Idaho 83642 (Office) 208.888,1701 hcrawford@centercal.com http://centercal.com t 2 From: Kasey Thompson [mallto:kasey@promote idaho.com] Sent: Thursday, June 06, 2013 3:00 PM Ta: Hugh Crawford Subject: 2013 Northwest RIbfest Hi Hugh, It was very nice talking to you. We look forward to partnering with you in creating a win-win situation for your clients and Help Idaho. As discussed, please send you tenants info with management contact info so that we can find the best way to maximize the benefits that Ribfest will bring to each of them. Also, please email over a layout for Centereal. Thank You. Kasey Thompson President Idalio Promotions Group Inc. 1121 State St. #101 Eagle, ID 83616 n (208)340-0600 .1 f (208) 321-5576 Error! Filename not specified. Error! Filename not specified. Error! Filename not specified. Thank You. Kasey Thompson President Idalio Promotions Group Inc. 1121 State St. #101 Eagle, ID 83616 p (208) 340-0600 1 f (208) 321-5576 Emily Kane From: David Jones Sent: Friday, June 07, 2013 5:13 PM To: Kasey Thompson Cc: Emily Kane; Kasey Thompson; Evonne Bettiga; Colin Moss Subject: Re: 2013 Northwest Ribfest Kasey I spoke with Emily this afternoon and filled her in on our conversation, Our Medical Supervision Plan is on file with city. Thanks David Jones EMS Division Chief Meridian Fire Department Sent from my Wad On Jun 7, 2013, at 4:54 PM, "Kasey Thompson" <kasey@promoteidaho.cofn> wrote: Hi David, At the meeting last Tuesday we decided to use you guys as our EMS for the 2013 Northwest Ribfest, Please submit the medical plan to the City Of Meridian acid/or Emily, Thank You, Kasey Thompson President Idaho Promotions Group Inc, 1121 State St. #101 Eagle, ID 83616 v (208) 340-0600 1 f (208) 321-5576 _. J Emily Kane From: Randal Nelson <randal@help€daho.com> Sent: Thursday, June 06, 2013 4:55 PM To: Emily Kane Subject: Re: Recap of today's meeting - Ribfest Attachments: Julius Kleiner Park - R€bPest Map 16x21.jpg Emily, I hope you are having a great day! Attached is the latest RibFest site trap. - Randal Randal Nelson Help Idaho, Director 1121 E. State Street - Suite 101 Eagle, ID 83616 208-327-2111 Randal@Helpldaho, com wwwMelpIdaho.corn On Tue, Jun 4, 2013 at 7:03 PM, Emily Kane <ekane t ,meridiancity.org> wrote: Randal and Kasey, thank you for meeting with City staff today to go over the points that remain incomplete on your temporary use permit application for the Northwest Ribfest event proposed for June 27-30, 2013. This message is provided to memorialize the verbal assurances that you made at our meeting today. 1. PARKING PLAN. In my May 31 email (below) I had asked you to provide a written parking plan as verbally agreed at the May 8 pre -application meeting. I did not receive a written parking plan, but you did reiterate that you had spoken with owners of the DDR, Centercal, and Walmart properties. In addition to the general information required below, please provide to me, by 5:00 p.m, on Thursday, June 6, specific written permission for use of parking areas at DDR, Centercal, Waltnart, and River Valley properties, specifying which and what number of parking spaces at those properties will be designated for your event's use. The expectation is that you will provide to me a complete, written parking plan by 5:00 p.m, on Thursday. June 6, 2013, or your TUP may be denied. Without a TUP, among other consequences, the City will not allow use of Kleiner Park as the venue for this event. 2. MEDICAL PLAN. In my May 31 and May 29 e-mails (below), I had asked you to provide a written medical plan. I have not received your medical plan. It is my understanding that you spoke with Meridian Fire Department Deputy Chief Chris Amenn today regarding requirements for on-site medical personnel and equipment (i.e. State of Idaho EMS Bureau Medical Supervision Plan) and rates for MFD's provision of these services and requirements in the event you do not engage MFD for provision of these services. Please provide 2013 Northwest RibFest Event Map Map Legend 0 Event entrance/exit Wf Port -a -potty area Perimeter fencing Power Generator Drink Station Trash Can O First Aid area + Help Idaho Office 0 Non-food vendor tents IlI Non -BBQ team food vendors BBQ Teams Event Sign 1 Emily Kane From: Randal Nelson <randal@helpidaho.com> Sent: Thursday, June 06, 2013 5:26 PM To: Emily Kane Cc: kasey@promoteidaho.cam Subject: Re: Recap of today's meeting - Ribfest Attachments: CenterCal Site Map.jpg; Meridian Crossroads Site Map.pdf Emily, Attached are the parking and sign maps for DDR and CenterCal. - Randal Randal Nelson Help Idaho, Director 1121 E. State Street - Suite 101 Eagle, ID 83616 208-327-2111 Randal @Helpldaho.cam www,Helpldaho.com On Tue, Am 4, 2013 at 7:03 PM, Emily Kane <ekane@meridiancity.org> wrote: Randal and Kasey, thank you for meeting with City staff today to go over the points that remain incomplete on your temporary use permit application for the Northwest Ribfest event proposed for June 27-30, 2013. This message is provided to memorialize the verbal assurances that you made at our meeting today. 1. PARJUNG PLAN. In my May 31 email (below) I had asked you to provide a written parking plan as verbally agreed at the May 8 pre -application meeting. I did not receive a written parking plan, but you did reiterate that you had spoken with owners of the DDR, Centercal, and Walmart properties. In addition to the general information required below, please provide to me, by 5:00 p.m. on Thursday, June 6, specific written permission for use of parking areas at DDR, Centercal, Walmart, and River Valley properties, specifying which and what number of parking spaces at those properties will be designated for your event's use, The expectation is that you will provide to me a complete, written varldne plan by 5:00 p.m, on Thursday. June 6, 2013, or your TUP may be denied. Without a TUP, among other consequences, the City will not allow use of Kleiner Park as the venue for this event. 2. MEDICAL, PLAN. In my May 31 and May 29 e-mails (below), I had asked you to provide a written medical plan. I have not received your medical plan. It is my understanding that you spoke with Meridian Fire Department Deputy Chief Chris Amenn today regarding requirements for on-site medical personnel and I 0 T 1111fi1H.D I .'r,6'r , RIflTFIJ;ppiiT r % ' � r' OHHIfffQHffHO � � � s �, F ON"IfffffliN O NO R", HINTRINIHfflO OfffHH ` INKI OfffHfliHHffffflffff0 Or{ifill `r ;ff uwffmm OIHfHfffHfflO OHf ';' NO io CC1� gg M 31DV3 H1NON EAST.RIVER VAUEY 51REET �I �I7T7 i 1 }' 3if � t�{- t' tai l.� � � � ('x I. ( ¥ r�✓{ �:' f: 1 , 1(I ---------------------- j A +- L+ i I 1lP4tH PHASE 24.7 ACRES l tl + Co 6. A :..� {.� a.�_{_i t,t"�, ., +_�'t '"'r 1 )f ti'; {s£ri [ t;;i rr �1 f V �i 4 •'( T, �.ACRES i 1 f r ,; f f t� �t r� t. c rule ,�,crJui r use t n.t �cs,r; 50Uih PHASE f 30.8 { 111 , G 2t 'Et b r. r t �f: Ct !!! „t �� t ,, I t., 0 '� �t� ; � �) t � 4 � I 1 � t ^3 �� i t ♦ �� .. 61 \r t3�, It { I t• ' ) � c rl £ � � T11 A 6 i 1 jire i s 1 t (Y t t `y lrED J a4aa 3 Clo s t C;' �i� ,r E v� .� ,.3, < `! '" i s s 7 t J <'3 ' '� ( (( tuntcoiust c�i ., � �. t (. f i (•'i€' { �i1 S r �'' �- t�� t` C ;� f I j CAl i,:.+ (A t,. u � + y X11, z q63 El 1•:"Str 3 )� i � i_1 + t ! X, i r_Y= a ��i 5 t_4y1 1 1 ! i ).5 1 ., j �!. 11 Z,a. U41 }."1 Li, e` ] i Y t�J_� lam+ 1 i.{ J f � 5- � t � l ( . t � ➢ /� 31,569 ADT (APRIL 2011) FAST FAIRVIEW AVENUE ,•. - iii •, Emily 6Cane From: Kasey Thompson <kasey@promoteldaho.com> Sent: Thursday, June 06, 2013 5:46 PM To: Colin Moss; Emily Kane; Randal Nelson; Kasey Thompson Subject: 2013 Northwest Ribfest 1. PARKING PLAN. in my May 31 email (below) I had asked you to provide a written parking plan as verbally agreed at the May 8 pre -application meeting. I did not receive a written parking plan, but you did reiterate that you had spoken with owners of the DDR, Centercal, and Walmart properties, In addition to the general information required below, please provide to me, by 5:00 p.m. on Thursday, June 6, specific written permission for use of parking areas at DDR, Centercal, Walmart, and River Valley properties, specifying which and what number of parking spaces at those properties will be designated for your event's use. The expectation is that you will provide to me a complete, written parking plan by 5:00 p.m. on Thursday, June 6, 2013, or your TUP may be denied. Without a TUP, among other consequences, the City will not allow use of Klelner Park as the venue for this event. Randal has sent you the images for both Center Cal, and DDR. I am working with Michelle Kaus at DDR, Hugh Crawford at Centercal, Walmart is Jim Britian and they are a sponsor. We are still waiting to hear from River Valley Elementary. They are all excited about the event, especially as many of their tenants are involved in Ribfest. We will have written permission shortly, we will forward it on ASAP. Attendees will be allowed to use any open parking spots available. 2. MEDICAL PLAN. In my May 31 and May 29 e-mails (below), I had asked you to provide a written medical plan, I have not received your medical plan, It is my understanding that you spoke with Meridian Fire Department Deputy Chief Chris Amenn todayregarding requirements for on-site medical personnel and equipment (i.e. State of Idaho EMS Bureau Medical Supervision Plan) and rates for MFD's provision of these services and requirements in the event you do not engage MFD for provision of these services. Please provide to me, by 5:00 p.m, on Thursday, June 6, a written State of Idaho EMS Bureau Medical Supervision Plan, The expectation is that you will provide to me a complete, written State of Idaho EMS Bureau Medical Supervision Plan by 5:00 p.m. on Thursday. June 6. 2013. or vour TUP may be denied. Meridian Fire Department will be used. I have asked them to send you whatever you require, 3. SITE PLAN. Thank you for providing a more detailed site plan at today's meeting. As discussed today, your site plan also needs to show all generators, all structures, the mobile command unit, the screen(s) that will broadcast the concerts, the location of the three (3) 30 -yard waste collection roll -offs, the sign(s) posted at the Park, and any other details relevant to the staging of event components or the provision of public safety services for this event, Please provide to me, by 5:00 p.m. on Thursday, June 6, an updated site plan showing these items. The expectation is that you will provide to me a complete updated site plan by 5:00 p.m. on Thursday. June 6. 2013. or vour TUP may be denied. 4. INSURANCE. Thank you for providing your insurance quotation and for conveying the representation of your insurance provider that the $50,000 limit on damage to premises and $5,000 on medical payments is the industry standard for caps on these coverages. I will verify that and contact you if we need to further discuss that matter. Please provide a certificate of insurance coverage that names the City of Meridian as an additional insured. Please also note that the insurance coverage stated on this quote is for a "barbeque" event and may specifically exclude the concerts, apparently depending on the type of music played. Particularly given that you are charging admission (to some persons) to the concerts, your insurance coverage must cover that portion of the event. Please provide me with and updated insurance certificate by 5:00 p.m. on Thursday, June 6, 2013. The expectation is that you will provide to me an insurance certificate demonstrating full coverage for all aspects of these events and naming the City as an additional insured by 6.00 p.m, on Thursday, June 6, 2013,,or your TUP may be denied. 5. SIGNS. Thank you for providing a list of locations for posting signs promoting your event. Please provide to me the dimensions of each of these signs by 5:00 p.m. on Thursday, June 6, 2013. Without this information, your signs will not be allowed under your TUP. SIGN LOCATION: - ALL SIGNS ARE 2x3 EXCEPT for the (12) designated below., Albertsons - McMillian/Eagle 48 Albertsons — Meridian Rd./Cherry lane 48 Dig APs — Center Cal Blue Cross — Eagle/Pine Buffalo Wild Wings — Eagle/Franklin Cheerleaders — Eagle/Ustick 4x8 Dickies — Overland/Eagle Famous Daves — Eagle/Ustick 4x8 Good Wood — Shopko Plaza 4x8 Idaho Athletic Club — Eagle/Overland Idaho Pizza -- Fairview/Meridian rd. Jamacia Me Tan — Fairview/Eagle Kendal Ford — Meridian Rd/Overland Coca Cola — Meridian Rd/Overland 4x8 Krispy Kreme-Fairview/Eagle 4x8 Les Schwab — Ustick/Eagle Maverik — Locust Grove/Overland Newko — Overland/Eagle RC Willey — Eagle/Franklin 48 Snake River Yamaha — Fairview/Eagle St Lukes — Eagle/Interstate Staples — Eagle/Chinden Texas Roadhouse — Fairview/Records 48 2 D&B Supply — Fairview/Locust Grove Walmart -- Fairview/Records Center Cal — Fairview/Eagle 48 Shopko Plaza — Fairview/Eagle Raussers - Eagle/Ustick 4x8 DDR (corner of Fairview/Eagle) 48 Thank You. Kasey Thompson President Idaho Promotions Group Inc. 1121 State St. #101 Eagle, ID 83616 208 340-060 1 f 208 321-5576 Emily Kane From: Kasey Thompson <kasey@promoteidaho.com> Sent: Thursday, June 06, 2013 10:03 PM To: Emily Kane; Colin Moss Cc: Randal Nelson (randal@helpidaho.com) Subject: Re: Recap of today's meeting - Ribfest Hi Emily/Colin, Is their a good time to discuss the email below that Randal and I received on Tuesday June 4th. Their are a few items listed in this email that were either not discussed at the meeting to our recollection or which are much different then the conversation that tools place on Tuesday. One in particular is the Parking Plan, The Meridian Chief of Police and myself already laid out a plan of action BEFORE Tuesday's meeting. Therefore including this in the below email is frankly irrelevant. Additionally, since our event brings massive monetary value to every business in the vicinity of Kleiner Park their are no objections by any property managers or tenants, they are nothing short of grateful for the Amival Ribfest. Question #2 is also irrelevant as we made it clear at the meeting on Tuesday that we would be using the Meridian Fire Department as EMS. And according to Emily's email Wednesday May 29th - "Please be aware that if the medical personnel staffing the station are individuals and not with Meridian Fire Department or Ada County Paramedics, they will need to provide the following" - Therefore no additional information is needed. Information on all of the other items were submitted today as well.... so I'm assuming we are good? On behalf of the 2013 Northwest Ribfest Committee, the city of Meridian, our major sponsors Coca Cola, Idaho Lottery, Idaho Power, Kendal Ford, Alberton's, Maverik, Walmart, Big AI's, Idaho Beef Council, Idaho Statesman, KTVB, Idaho Fish & Game and Stinker .... we want to thank you both for helping with malting the ANNUAL NORTHWEST RIBFEST such a huge success. Colin, if your available next Wednesday at 8AM, KTVB and Larry Gebert are doing a big story on the Annual Northwest Ribfest, followed by the Idaho Staatesman at IOAM, and the local Fox news at 11 AM. All interviews will be at Kleiner Park. On Tue, Jun 4, 2013 at 7:03 PM, Emily Kane <ekane a,meridianeity.org> wrote: Randal and Kasey, thank you for meeting with City staff today to go over the points that remain incomplete on your temporary use permit application for the Noithwest Ribfest event proposed for June 27-30, 2013. This message is provided to memorialize the verbal assurances that you made at our meeting today. 1, PARKING PLAN. In my May 31 email (below) I had asked you to provide a written parking plan as verbally agreed at the May 8 pre -application meeting. I did not receive a written parking plan, but you did reiterate that you had spoken with owners of the DDR, Centercal, and Walmart properties. In addition to the general information required below, please provide to me, by 5:00 p.m. on Thursday, June 6, specific written permission for use of parking areas at DDR, Centercal, Walmart, and river Valley properties, specifying which and what number of parking spaces at those properties will be designated for your event's use. The expectation is that you will provide to ine a complete, written parldng plan by 5:00 p.m, on Thursday, June 6, 2013, or your TUP may be denied. Without a TUP, among other consequences, the City will not allow use of Kleiner park as the venue for this event. 2. MEDICAL PLAN. In my May 31 and May 29 e-mails (below), I had asked you to provide a written medical plan. I have not received your medical plan. It is my understanding that you spoke with Meridian Fire Department Deputy Chief Chris Amenn today regarding requirements for on-site medical personnel and equipment (i.e. State of Idaho EMS Bureau Medical Supervision Plan) and rates for MFD's provision of these services and requirements in the event you do not engage MFD for provision of these services. Please provide tome, by 5:00 p.m, on Thursday, June 6, a written State of Idaho EMS Bureau Medical Supervision Plan. The expectation is that you will provide to nne a complete, written State of Idaho EMS Bureau Medical Supervision Plan by 5:00 pan. on Thursda June 6 2013 or your TUP mi!y be denied. 3. SITE PLAN. Thank you for providing a more detailed site plan at today's meeting. As discussed today, your site plan also needs to show all generators, all structures, the mobile command unit, the screen(s) that will broadcast the concerts, the location of the three (3) 30 -yard waste collection roll -offs, the sign(s) posted at the Park, and any other details relevant to the staging of event components or the provision of public safety services for this event. Please provide to me, by 5:00 p.m, on Thursday, June 6, an updated site plan showing these items. The expectation is that you will provide to me a complete updated site plan by 5:00 p.m. on Thursday, June 6, 2013, or your TUP may be denied. 4. INSURANCE. Thank you for providing your insurance quotation and for conveying the representation of your insurance provider that the $50,000 limit on damage to premises and $5,000 on medical payments is the industry standard for caps on these coverages. I will verify that and contact you if we need to further discuss that matter. Please provide a certificate of insurance coverage that names the City of Meridian as an additional insured. Please also note that the insurance coverage stated on this quote is for a "barbeque" event and may specifically exclude the concerts, apparently depending on the type of music played. Particularly given that you are charging admission (to same persons) to the concerts, your insurance coverage must cover that portion of the event. Please provide me with and updated insurance certificate by 5:00 pan, on Thursday, June 6, 2013. The expectation is that you will provide to me an insurance certificate demonstrating full coverage for all aspects of these events and naming the City as an additional insured by 5:00 p.m, on Thursday, June 6, 2013, or your TUP may be denied. 5. SIGNS. Thank you for providing a list of locations for posting signs promoting your event. Please provide to me the dimensions of each of these signs by 5:00 p.m. on Thursday, June 6, 2013. Without this information, your signs will not be allowed under your TUP. 6. ALCOHOL CATERING PERMIT. As discussed at today's meeting, no application has been received for permitting necessary to serve alcohol at your event. The beer/wine/liquor permitee must submit complete application(s) for alcohol catering permit(s) to Assistant City Clerk Nancy Radford (e-mail nradford@meridiancity.org; phone 489-0391) by 5:00 p.m. on Friday, June 7. The expectation is that a complete Alcohol Catering Permit will be provided to Nancy Radford by 5:00 p.m. on Friday, June 7 2013 or your ACP may be denied. Without an Alcohol Catering Permit, alcohol cannot be served at this event, 7. ELECTRICAL AND STRUCTURAL PLANS. As discussed at today's meeting, your plans to provide electrical utilities and temporary structures at your event will require permitting, plan review, installation by properly licensed professionals, and inspection. In order to complete this process in time for the opening of your event, the Community Development Department/Building Services Division must have complete electrical and structural plans by 5:00 p.m. on Thursday, June 20, 2013. The expectation is that complete electrical and structural plans will be provided to Building Services by 5:00 p.m. on Thursday, June 20, 2013, or your electrical and/or structural permits may be denied. Without these permits in place, you may be unable to use temporary electrical utilities at your event or erect temporary structures. For more information, contact Development Services Manager Bruce Freckleton at bfrecicleton@meridiancity org or 887-2211. Following approval of the TUP, I will provide you with a proposed agreement for the use of Kleiner Park for this event. Finally, with regard to the Chilifest event, as briefly discussed at the meeting today and as previously mentioned at the May 8 meeting, City Code now requires that COMPLETE applications for temporary use permits for large-scale special events be provided to the City Clerk's Office at least 60 days prior to the event, and that the applicant schedule a pre -application meeting with City staff at least 14 days prior to submission of the application, You said today that you are intending to open Chilifest, another large-scale special event, on August 8, 2013, This means that, accounting for weekends and holidays, your complete TUP application is due by 5:00 p,m. on Monday, June 10, 2013, and you should have scheduled your pre -application meeting for this event by or before Tuesday, May 28, 2013. Your complete application for Chilifest, including, without lirnitation, an adequate and detailed parking plan, site plan, medical plan, insurance certificate, and all other required materials MUST be provided to the City Clerk's Office by 5:00 p.m, on Monday, June 10, 2013, or your TUP for that event will be denied. You must schedule the pre -application meeting by 5:00 p.m, on Monday, Julie 10 as well, Your timely attention to these matters is appreciated. Please contact me if your understanding of any of these points differs from my description, or if I may be of further assistance. Otherwise, I look forward to hearing from you by the end of the day on Thursday. Emily Emily Kane Deputy City Attorney City of Meridian 33 East Broadway Avenue Meridian, Idaho 83642 Phone: (208.)898-5506, Fax: (208) 884-8723 E-mail: ekane _,meridiancity.org From: Emily Kane Sent: Friday, May 31, 2013 1:52 PM To: 'Randal Nelson (randal@helpidaho.com)' Subject: June 4 meeting and more information needed Hi, Randal, Thank you for confirming your availability for a follow-up meeting regarding your temporary use permit (TUP) application on Tuesday, June 4, at 4:00 p.m. We will meet in the City Attorney's Office on the third floor of City Hall at that time. Our expectation is that you will provide at that meeting, in writing, ALL information as discussed at our pre - application meeting on May 8 and all other information that is required for issuance of the temporary use permit (and subsequently for the Kleiner Park use agreement). Currently, much of this information is missing from your application, including, for example, the following: 1. PARKING PLAN. An adequate parking plan is required for the TUP to be approved. As discussed in the pre -application meeting on May 8, the parking available in Kleiner Park will not accommodate the parking for the proposed temporary use. Please also note the following: • The parking plan needs to include property owner permission from all property owners where off-street parking is proposed. 0 Parking for the temporary use cannot displace required parking for any approved (permanent) use. ® The parking plan needs to include a safe route from parking areas to the event for event patrons. In the pre -application meeting on May 8, we discussed the possibility of a shuttle system for off-site parking across Fairview Road or Eagle Road. The application needs to include this information. ® In addition to a parking plan for off-site parking, any unpaved areas proposed for parking must be maintained with a dustless surface. The application needs to include this information. ® You will need to plan to post "no parking" signs where necessary to maintain emergency vehicle access for medic units and fire apparatus to access the medical station and/or mobile ' command unit. These signs must be represented on the site plan, 2. MEDICAL PLAN. I did not hear back from you yesterday regarding the medical plan per message below. Given the length, timing, and size of the event, and given that alcohol will be served on site, you must provide a written plan for a fully -equipped medical services station with at least two (2) EMT -basic certified personnel, You must inform the City whether you are using Meridian Fire Department, Ada County Paramedics, or another medical services provider for this purpose. If the medical personnel staffing the station are individuals and not with Meridian Fire Department or Ada County Paramedics, you will need to provide a copy of their State of Idaho EMT Basic, or Intermediate or Paramedic certification, a signed letter from their Medical Director stating that he or she authorizes the individual to perform at their current certification level outside of their jurisdiction and for the specific event in question, a list of the equipment they will utilize, and a full medical plan for the duration of the event. 3. SITE PLAN. Per Meridian City Code section 34-3(A)(6)(a)(6) your site plan must show structures, vendors, restrooms, first aid/niedical stations, drinking water sources, garbage receptacles, generators and any other mechanical equipment, cooking equipment, signs, areas and surfaces upon which vehicles will be driven, and parking. These items are either not represented on the site plan you provided with your TUP application or the level of detail is unacceptable. Among other concerns, the presence and placement of garbage receptacles were a problem at last year's event, we need you to plan for the presence of our public safety mobile command unit, and your alcohol consumption areas are not labeled, In sum, you must provide us with a very detailed site plan before we can approve your TUP. 4. INSURANCE. The certificate you have provided is proof of someone else's insurance coverage. The event organizer (Help Idaho LLC) needs to be the insured party, with City named as additional insured. Further, the limit listed for property damage is $50,000 and per person medial is $5,000, but City Code requires coverage of at least $1,000,000 for each. Also the City's address is incorrect on the insurance certificate. The City's address is 33 E, Broadway Avenue, Meridian ID 83642, 5. SIGNS. It is inadequate to say "same locations as last year," particularly as no locations were provided to the City last year, The location/address of each sign must be provided for any signs promoting this event to be permitted. Randal, we need to have this and all other outstanding information at or before our meeting on Tuesday. We have serious concerns with the plan for this event as it has been presented to us. If you are farther along in the planning process than indicated on your TUP application, please provide the updated information as soon as possible, or please bring it with you to the meeting on Tuesday, Thank you and I will see you then. Emily Emily Kane Deputy City Attorney City of Meridian 33 East Broadway Avenue Meridian, Idaho 83642 Phone: (208) 898-5506 Fax: (208.8$4-8723, E-mail: eltaneQmeridiancity.org -----Original Message ----- From: Emily Kane Sent: Wednesday, May 29, 2013 12:13 PM To: Randal Nelson (randal@helpidaho.eom) Subject: Ribfest - site plan and medical plan Hi, Randall. A proposed draft of the Agreement for use of Kleiner Park for Ribfest will be along shortly. Are you and/or Casey available to meet with City staff on Tuesday, June 4, at 4:00 p.m., to finalize the agreement? On another note, one thing we need to address in our agreement is your medical plan. Given the length, timing, and size of the event, and given that alcohol will be served on site, you will need to plan for a fully -equipped medical services station with at least 2 EMT -basic certified personnel. Are you planning to use Meridian Fire Department, Ada County Paramedics, or another medical services provider for this purpose? Please be aware that if the medical personnel staffing the station are individuals and not with Meridian Fire Department or Ada County Paramedics, they will need to provide the following: 1. A copy of their State of Idaho EMT Basic, or Intermediate or Paramedic certification. 2. A signed letter from their Medical Director stating that he or she authorizes the individual to perform, at their current certification level outside of their jurisdiction and for the specific event in question. 3. A list of the equipment they will utilize. 4. A full medical plan for the diaration of the event. Please let me know by 5:00 p.m. tomorrow (Thursday, May 30) whether you are available on ,lune 4 at 4:00, as well as which vendor you have/intend to have in place for medical services at the Ribfest event. Thank you, Emily Emily Kane Deputy City Attorney City of Meridian 33 East Broadway Avenue Meridian, Idaho 83642 Phone: (208) 898-5506 Fax: (208) 884-8723 E-mail: ekane@neridiancity.org Thai -Ac You. Kasey Thompson President Idaho Promotions Group Inc. 1121 State St. #101 Eagle, ID 83616 p (208) 340-0600 1 f (208) 321-5576 F-71 u - u June 7, 2013 Help Idaho LLC 1121 X.State Street Suite 101 Eagle ID 83616 Mayor Tammy do Weerd, City Council Mem4ars: Keith gird Brad Hoaglun Charles Rountree David Zaremba Re: Temporary Use Permit Application no. TUP-1�-0043, "2013 Northwest Ribfest" Deaf' Help Idaho LLC: This Ietter is to inform you that your above -referenced application for a City of Meridian Temporary Use Permit for a .Special Event is hereby denied, puksuam to Meridian City Code section 3-4-3(A)(6)(d)(1), which authorizes denial of an application for a temporary use.perinit where the application is incomplete or:required application materials have not been timely submitted. Specifically, you have not submitted information or written pertriissions regarding adequate event parking, a incdical:plaii for the event, and/or as insurance certificate demonstrating coverage of the event, You may appeal this decision to Moridian'City Council by delivering a written appeal stating the reasons for such appeal to the Meridian City Clerk's Office via U.S. Mail or in person. As a courtesy, this matter has been scheduled for review by Meridian City Council at:their regularly - scheduled meeting on Tuesday, June 11, 2013, at 3:00 p,ni,, iii the Meridian City Council Chambers at Meridian City Hall, 33 E. Broadway A.ventio, Meridian, Idaho, If you wis1.1. to appeal this decision attliat time, please contact me at 208-88..-4433. Otherwise, your written appeal must be received by the Meridim-i.City Clerk's Office by 5:00 p.m. on friday, June 21, 2013. Upon receipt of such appeal; my office will schedule a public hearing on the appeal at.a City Council meeting; within thirty (30) days, Sincerely, (:ffWt-_ .laycce.Holnian City Clerk Emily Kane From: Scott Colaianni Sent: Monday, June 10, 201312:35 PM To: Emily Kane; Bill Nary; Kristy Vigil; Jaycee Holman; Nancy Radford; John Overton - Police Subject: FW: Re: Sent with Good (www.good.com) -----Original Message ----- From: Kasey Thompson [kasey -a promoteidaho.corn] Sent: Monday, June 10, 2013 12:12 PM Mountain Standard Time To: Scott Colaianni Subject: Re: Re: It is pretty much done and we will submit it to the clerks office ... we were just wanted to see if their was anything me missed from your perspective. We value your suggestions as you have far more experience in traffic flow then we do. As we create this plan from scratch we are incorporating everyone's ideas and suggestions. On Mon, Jun 10, 2013 at 9:37 AM, Scott Colaianni <scolaianni2meridiancity.org> wrote: Kasey you need to contact Kristy Vigil at the City clerics office about a parking plan. She will in turn contact me. Thanks. Sent with Good ()=.good,com) -----Original Message ----- From: Kaley Thompson [Icasey@promoteidaho.canil Sent: Saturday, June 08, 2013 08:33 PM Mountain Standard Time To: Scott Colaianni Subject: Re: When you get a second to discuss, i think we have a off-site solution for both Ribfest and Chilifest. I was hoping to get your thoughts. On Thu, May 23, 2013 at 6:05 PM, Scott Colaianni <scolaianni m.eridiancity.org> wrote: Here you go. Thanks for the call. Lieutenant Scott Colaianni Meridian Police Department Patrol Division 1401 P Watertower Road Meridian, Idaho 83642 (208) 888-6678 (208) 846-7366 Fax scolaianni@meridiancity.org Thank You. Kasey Thompson President Idaho Promotions Group Inc. 1121 State St. #101 Eagle, ID 83616 p (208) 340-0600 1 f (208) 3215576 Thank You. Kasey Thompson President Idaho Promotions Group Inc. 1121 State St. #101 Eagle, ID 83616 208 340-0600 f 208 321-5576 0 DATE: June 11, 2013 IT . $A Ordinance No. I - I t : An Ordinance of the City of Meridian Granting Re -zoning of a Parcel Located at 807 N. Meridian Road, Meridian, Idaho to the O -T (Old Town) District I►yil4:01liiLot i![oil 9 OUR Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS ADA COUNTY RECORDER Christopher D. Rich AMOUNT .00 BOISE IDAHO 00/13/13 04;38 PM DEPUTY Baile RECORDED Vic- REQUEST OF Meridian City 113066036 CITY OF MERIDIAN ORDINANCE NO. ( - 1 (a BY THE CITY COUNCIL: BIRD, HOAGLUN, ROUNTREE, ZAREMBA AN ORDINANCE (RZ 13-003 - 807 N. MERIDIAN ROAD) FOR THE RE -ZONE OF A PARCEL LOCATED IN THE SE/40F SECTION 12, TOWNSHIP 3 NORTH, RANGE 1 WEST, BOISE MERIDIAN, AND BEING A PART OF LOT 3 OF BLOCK I OF WEST VIEW ADDITION AS SHOWN IN BOOK 2 OF PLATS AT PAGE 68 IN THE OFFICE OF THE RECORDER, ADA COUNTY, IDAHO, AND ADJACENT AND CONTIGUOUS TO THE CORPORATE LIMITS OF THE CITY OF MERIDIAN AS REQUESTED BY THE CITY OF MERIDIAN; ESTABLISHING AND DETERMINING THE LAND USE ZONING CLASSIFICATION OF O -T (OLD -TOWN) ZONING DISTRICTS IN THE MERIDIAN CITY CODE; PROVIDING THAT COPIES OF THIS ORDINANCE SHALL BE FILED WITH THE ADA COUNTY ASSESSOR, THE ADA COUNTY RECORDER, AND THE IDAHO STATE TAX COMMISSION, AS REQUIRED BY LAW; AND PROVIDING FOR A SUMMARY OF THE ORDINANCE; AND PROVIDING FOR A WAIVER OF THE READING RULES; AND PROVIDING AN EFFECTIVE DATE. BE IT ORDAINED BY THE MAYOR AND THE CITY COUNCIL OF THE CITY OF MERIDIAN, COUNTY OF ADA, STATE OF IDAHO: SECTION 1. That the following described land as evidenced by attached Legal Description herein incorporated by reference as Exhibit "A" is within the corporate limits of the City of Meridian, Idaho, and that the City of Meridian has received a written request for re -zoning by the owner of said property, to -wit: LTD, LLC, SECTION 2. That the above-described real property is hereby re -zoned from the R-8 (Medium Density Residential) zoning district to the O -T (Old -Town) zoning district, in the Meridian City Code. SECTION 3. That the City has authority pursuant to the laws of the State of Idaho, and the Ordinances of the City of Meridian zone said property. SECTION 4. That the City has complied with all the noticing requirements pursuant to the laws of the State of Idaho, and the Ordinances of the City of Meridian to re -zone said property. SECTION 5. That the City Engineer is hereby directed to alter all use and area maps as well as the official zoning snaps, and all official maps depicting the boundaries and the zoning districts of the City of Meridian in accordance with this ordinance. SECTION 6. All ordinances, resolutions, orders or parts thereof in conflict herewith are hereby repealed, rescinded and annulled. RE -ZONE ORDINANCE — RZ 13-003 807 N. MERIDIAN ROAD Page 1 of 3 SECTION 7. This ordinance shall be in full force and effect from and after its passage, approval and publication, according to law. SECTION 8. The Clerk of the City of Meridian shall, within ten (10) days following the effective date of this ordinance, duly file a certified copy of this ordinance and a map prepared in a draftsman manner, including the lands herein rezoned, with the following officials of the County of Ada, State of Idaho, to -wit: the Recorder, Auditor, Treasurer and Assessor and shall also file simultaneously a certified copy of this ordinance and map with the State Tax Commission of the State of Idaho. SECTION 9. That pursuant to the affirmative vote of one-half (1/2) plus one (1) of the Members of the fill Council, the rule requiring two (2) separate readings by title and one (1) reading in fiill be, and the same is hereby, dispensed with, and accordingly, this Ordinance shall be in full force and effect upon its passage, approval and publication. PASSED BY THE CITY COUNCIL OF THE CITY OF MERIDIAN, IDAHO, this day of , 2013. APPROVED BY THE MAYOR OF THE CITY OF MERIDIAN, IDAHO, this l 1 day of , 2013. ATTEST: MAYOR T MY de WEERD Jw City of r Ii�IAN�.. ioxHo SEAL ��rhe TREAS60.0 RE -ZONE ORDINANCE — RZ 13-003 807 N. MERIDIAN ROAD Page 2 of 3 STATE OF IDAHO, ) ss: County of Ada ) On this day of}L_�n , 2013, before me, the undersigned, a Notary Public in and for said State, personally appeared TAMMY de WEERD and JAYCEE L. HOLMAN, known to me to be the Mayor and City Clerk, respectively, of the City of Meridian, Idaho, and who executed the within instrument, and acknowledged to me that the City of Meridian executed the same. IN WITNESS WHEREOF, I have hereunto set my hand and affixed my official seal the day and year first above written. 7j(SEAL) TARP PUB IC FOR HO t � RESIDING AT. WV (0t 6 tai (1] MY COMMISSION EXPIRES• RE -ZONE ORDINANCE — RZ 13-003 807 N. MERIDIAN ROAD Page 3 of 3 Exhibit X11: Rezone Legal Description EXHIBIT A RE -ZONE BOUNDARY IDE' SOtt.IPTION FOR LTD COMPANY, LLC A parcel located in the SE % of Section 12, Township 3 North, Range I West, Boise Meridian and being a part: of rot 3 of Block I of lYT',ST VIRW ADD TTION as shown In Book 2 of Plats at Page 68 in the office of the Recorder, .Ada County, Idaho, more particularly described as follows,. Commencing at a brass cap monrunent ;narking the northeasterly cornea of said SE '/ from which a brass cap momunent marking the southeasterly corner of said SE'/ bears S 0143'41" W a distance of 2652.57 :Feet; Thence S 0143'31" W along the easterly boundary of said SE '/ and also the centerline of Meridian Road a distance 199,50 feet to the POINT Or BEGINNING; Thence continuing S 0°4331" W a distance of 124,75 feet to a point marking the intersection of Idaho Avenue and Meridian Road; Thence leaving said easterly boundary N 8912355" W along the centerline of said Idaho Avenue a distance of 164,52 fcot to a point; Thence leaving said centerline N 0128'58" E a distance of 1.24,68 feet to a point on the northerly boundary of said Lot 3; Thenco S 89125'21" E along said northerly boundary a distance 165.05 feet to the POINT OF BEGINNING, This pareel contains 20,551 sgmre feet (0.472 acres). '!'his description was prepared from record information. No field survey has been done. Prepared by; Glenn K, Bennett, PLS Civil Survey Consultants, Incorporated February 19, 2013 F1EQ.."PROVAL BY._,.,� MAR 11 MF-RIDIAN PUBLIC WOHKS DFPT: 807N MMeridiun Rd R7,13 -003 EXHIBff D SKETCH TfI ACCOMPANY DESCRIPTION FOR REWIVE 10CATCD IN THE SE 1/4 OF SECTION 12, TaWNSHIP 3 NORTH, RANG`" I WEST, 801SE MERIDIAN, ADA COUNTY, IDAHO. R vI � t3�gvAL DY MAO 1 1 201 MERIDIAN PUSLIG WORKS DEPT, 807 N Moridiijn Rd Rl-13»003 ... , .rF N 1 77 IJ l6 -1 DATE: June 11. 2013 ITEM T'IT'LE: Future Meeting Topics Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS DATE: June 11, 2013 ITEM NUMBER: 10A PROJECTU ITEM TITLE: Executive Session Per Idaho State Code 67-2345 (1)(c)(f): (c) To Conduct Deliberations Concerning Labor Negotiations or to Acquire an Interest in Real Property, Which is Not Owned by a Public Agency, and (f) To Consider and Advise Its Legal Representatives in Pending Litigation MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS