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HomeMy Public PortalAboutMinutes-05/14/2008 I1 a.3 - City of Tiffin Regular City Council Meeting Wednesday, May 14, 2008 6:30pm Tiffin Fire Station Meeting Room (Revised Agenda) Call to Order II. Roll Call of Council Members III. Community Forum A. Roy Grell, Hillside Packaging B. Mediacom Presentation C. All Others IV. Approval of Minutes: April 8, 9 and 21 2008 City Council Meetings V. Approval of Receipts and Expenditures VI. Old Business A. Deer View Estates 1. Basketball Court 2. Water Recoupment B. Discussion of Video Taping of Council meetings C.. Sierra Club January Presentation D. Update City Website E.. Discussion to Repeal Parks and Recreation Ordinance 1985-133 (Third reading) F. Discuss Building Inspector, Building Permits, and Procedures G. Discuss Tiffin Community Fund Appointments 1. Add more appointments 2. Discuss meeting time for Board H. Discuss Purchase of County Shed and Resolution 2008-08 I. Discuss City Audit J. Discuss Library Board Appointments K. Discuss 28E Agreement with Library L. Discuss Trail route on East End with Coralville Officials 1. Set Date to meet with Coralville M. Discuss progress of Codification N. Update on Flashing Amber Light O. Discuss Noise Ordinance P. Discuss Engine Brake Ordinance Q. Discuss Snowmobile Ordinance R. Discuss Animal Ordinance 1. Animal Permit Renewal July 1, 2008 S. Certify Delinquent Utility Account T. Discuss P&Z Recommendations 1. Land Use Plan Progress 2. PAD Zoning Revisions U. Brown Street Closing — Low Bid" V. Hwy 6 IDOT Improvements W. Discuss and Approve Extra Work Order for Roberts Ferry Road Fence at Top of Retaining Wall VII. New Business A. Cigarette Fines Resolutions County Attorney's Office 1. Resolution 2008-09 Slim's 2. Resolution 2008-10 The Depot Tiffin • B. Discuss All Iowa Charters Proposal C. Discuss City Insurance Contract D. Discuss Personnel Evaluations E. Discuss Snow and Ice Removal Ordinance F. Discuss "Tiffinfest" July 26, 2008 1. Entertainment 2. Establishment of"Tiffinfest" Fund 3. Discuss Centennial Fund G. Discuss Bids for Repairs 1. Street Repairs 2. Picnic Tables for Parks 3. Roof Repairs Potter Park Shelter 4. Sanitary Sewer Infiltration in Old Part of City 5. Lift Station to Rest Area Structural Concerns 6. Digging Out Ditches Old Part of City (Approx 3000ft) 7. Handicap Parking Accessible to Voting Place H. Discuss Authority to Seek Best Investment Options for City Savings Account I. Discuss Events Ordinance J. Engineer Update Developments 1. Rolling Hills Phase II 2. Timber Ridge View 3. Villages Water Main K. Discussion of Nuisance Properties 1. Main Street ° 2. Marengo Road L. Discussion of Street Parking in Industrial Park M. Discuss Ag Uses in City N. Pursuant to the Provisions of Iowa Code 21.51(1) (c) the Council may choose to go into closed Session to discuss the pending litigation in the matter of Allen v. Tiffin O. Return to Open Session VIII. Reports: A. Committees 1. Parks, Recreation, Festivals, and Tourism a. Discuss $161,000 for trails b. Discuss Site Plans for City Parks 2. Strategic Planning 3. Budgeting 4. Personnel/Compensation 5. Economic Development B. Attorney C. Engineer D. Public Works 1. East Sign Foliage E. City Clerk F. Mayor IX. Adjournment City of Tiffin Regular City Council Meeting Wednesday, May 14, 2008 Mayor Royce Phillips called meeting to order at 6:30pm at Tiffin Fire Station Meeting Room. Roll Call of Councilpersons present Chris Ball,Mike Gericke,and Mark Petersen. Absent Jim Bartels and John Wright. Also present;Attorney Steve Greenleaf,City Engineer Mike Hart,and Public Works Brett Mehmen. Motion Gericke,seconded Petersen to approve printed agenda. All following motions approved by all,unless so noted. Community Forum: Roy Grell,Hillside Packaging, inquired on the timeline involved for the installation of City Water service to the Industrial Park south of Interstate 80. Engineer Hart answered Mr. Grell's inquiry that water service will be extended under I-80 as soon as possible depending on development of Villages,High Development north of I-80. No definite date available at this time. Les Grassley,Mediacom,presented information on developing public access to televised city meetings. Mr. Grassley also presented information on the 2009 digital transition. Grant funds available for households without cable and satellite services to obtain digital tuners. Glen Potter inquired on repairs to Railroad St. Mayor Phillips said street repairs were on the agenda and the council would take action on street repairs. Motion Gericke,seconded Petersen to approve minutes of April 8,2008 Work Session,April 21,2008 Work session City Council meeting,and April 9,2008 Regular City Council with the change requested by Ball regarding his not seconded ordering the Engine Brake Ordinance Signs. Correction changed to motion seconded by Gericke. Motion Gericke,seconded Petersen to approve receipts of funds and expenditures. Mark Portwood,Deer View Estates,requested City Council to consider a smaller basketball court than a regulation size court to be built on future park land in Deer View Estates due to small size of designated lot. Mr Portwood inquired on changing location of basketball court or eliminating court and installing playground equipment. Councilperson Petersen requested it be noted that he suggested putting up a chain link fence around basketball court to prevent balls from going into pond.Mayor Phillips asked Mr Portwood put together plan for park area with basketball court and playground equipment and present to Parks,Recreation, Festivals,and Tourism Committee. Inquiry made if playground equipment could be purchases with a portion of building permit fees. Mr Portwood inquired how Deer View Estates could recoup fees for water and sewer service installation from future property development to west of Deer View Estates. Ball asked how other cities handled recoupment requests. Attorney Greenleaf explained prior research that had been conducted on recoupment or connection fees. Discussion of Video Taping of City Council meetings tabled until future meeting. Motion Gericke seconded Petersen to have City Clerk contact Sierra Club and decline to participate in their Cool Cities campaign project at this time. Tiffin resident,Darryl Dodd,volunteered and has begun to assist City in building a basic website.Additional information will be available as this site is developed. Motion Gericke seconded Petersen to have Mayor Phillips read the third and final reading of Ordinance 2008-291 Repealing Parks and Recreation Commission Ordinance 1985-133 by title only. Motion Gericke seconded Pertersen to approve third and final reading of Ordinance 2008-291. Councilpersons discussed terminating the current contract with Complete Home Inspections,Tom Latteyer,and extending contract to Your Home Doctors,LLC,Ed Johnson,for residential building inspection.Councilpersons interviewed Mr.Johnson. Further discussion held on reviewing building permit fees for both residential and commercial permits. Councilmembers asked City Clerk to obtain permits and fee schedules from area communities to have available for next City Council meeting.Gericke requested that City adopt the 2006 International Building Codes and action to be taken at next City Council meeting. Councilperson Jim Bartels arrived at 7:40pm Motion Gericke seconded Ball to terminate current Building Inspector and contract with Ed Johnson as Residential Building Inspector. City Attorney instructed to send correspondence to Tom Latteyer of thirty day notice of termination and extend contract to Ed Johnson. Motion Ball seconded Gericke to proceed with 28E agreement with the City of Coralville to contract for Commercial Building Inspection. Mayor Phillips asked for more volunteers to serve on the Board of the Tiffin Community Fund. Board members will need to set a date for meeting. Discussion held on purchase of County Facility south of Railroad St. Motion Gericke seconded Ball to have Mayor Phillips and City Clerk to sign purchase agreement with Johnson County Supervisors for the amount of$160,000 and to approve Resolution 2008-08 to authorize the purchase of the County Facility. Transition City Audit details not finalized. Mayor Phillips explained that auditing firms have been reluctant to commit due to the lengthy process required by the State Auditor's office in conducting Municipal Audits. A vacancy on the Library Board will be open at the end of June 2008. Volunteer requests will continue to be advertised. Discussion of Library 28E Agreement was tabled.The Library has requested an additional$500.00 for current fiscal year to assist in salary costs. Motion Petersen seconded Ball to forward this amount. Discussion held on Trail Route connection on east end with Coralville. Meeting scheduled with Coralville on Tuesday May 27, 2008 at 4:00pm. Attorney Greenleaf reported that a partial rough draft for Codification has been received by his office and being reviewed. Flashing Amber Light east of Stephens St facing west has been installed and is working. Work will continue to obtain flashing light west of Stephens St facing east. Discussion held on Noise and Engine Brake Ordinances. Suggestion made to combine ordinances and suggestions made to keep topics separate.Attorney explained clarification of current Noise Ordinance. Topics will require further discussion at future City Council meetings. Discussion held on Snowmobile Ordinance. Councilpersons want snowmobile riders to follow designated routes and to avoid riding on private property. Members of local snowmobile club reported that club will comply with ordinance.Motion Petersen seconded Ball to send letters to local Clubs regarding snowmobile ordinance and post letters at Slim's,Casey's,and The Depot. Discussion held on Animal Ordinances. Councilpersons want to add Pit Bull dogs to list of dangerous animals and process for pick up of stray animals. Motion Gericke seconded Ball to have Attorney to further review animal ordinances and continue discussion at future City Council meeting. Clerk reported that a discrepancy exists between the City Ordinance and the Iowa Code on Certifying Delinquent Utility Accounts. Attorney Greenleaf will provide documentation on this matter. Discussion held on Planning and Zoning recommendations. The Commission is continuing process of updating future Land Use Plan. PAD Zoning recommendations will be reviewed by Attorney's office. City Council will review after Planning and Zoning has an opportunity to review recommended changes. Public Works submitted low bid of$1,650.00 by Grace Excavating for the Brown Street closing project. Motion Gericke seconded Ball to instinct Grace Excavating to proceed with project. Engineer Hart reported that Iowa Department of Transportation is still reviewing the Hwy 6 Improvement geometrics submitted. Discussion held on Extra Work Order for fencing at top of retaining wall on Roberts Ferry Rd.Bids submitted for cost of fence. Low bid submitted by Aubrecht/Rios Fence Co.for 6'black vinyl chain link fence at$3,915.00. Motion Bartels seconded Petersen to accept bid from Aubrecht/Rios Fence Co.and to proceed with installation. Johnson County Attorney request for City Council to accept cigarette fines paid by Slim's and The Depot. Motion Gericke seconded Ball to approve Resolution 2008-09 to accept Slim's$300.00 cigarette fine and to approve Resolution 2008-10 to accept The Depot's$300.00 cigarette fine. Mayor Phillips reported that All Iowa Charters surveys were mailed to citizens of community and several were returned to All Iowa Charters. Council will wait for further information. Completion of annual insurance renewal was reported to Councilpersons. Mayor Phillips asked Councilpersons to approve Mayor and Clerk to begin researching from other sources for insurance coverage.Motion Gericke seconded Petersen to proceed. Motion Gericke seconded Bartels to set possible closed sessions for employee evaluations on June 11,2008 City council meeting agenda. Motion Gericke seconded Ball to table discussion on Snow and Ice Removal Ordinance until future City council meeting. Motion Gericke seconded Bartels to authorize Tiffinfest Committee to negotiate costs for securing entertainment for Tiffinfest, July 26,2008. Motion Bartels seconded Ball to authorize Tiffinfest Committee to establish account for Tiffinfest Funds. Motion Ball seconded Gericke to authorize the transfer of all 2006 Centennial Funds to be transferred to the Tiffinfest Fund account. Motion Ball seconded Bartels to approve and secure Festival Rain Insurance for Tiffmfest entertainment. "Discussion held on bids for City Street repairs. Proposals submitted by LL Pelling for Asphalt repairs on Roberts Ferry Rd., Roberts Ferry Rd and Hwy 6 intersection,Grant St.,Grant-St and Railroad St intersection,Rialroad St.,Ireland Ave.,and Brown St. Further discussed repairs on Brown St. Councilpersons requested Public Works to obtain a new proposal for Brown St repairs from 2nd St north to closed Hwy 6 exit and for repairs from 2nd St south to the railroad crossing. Motion Bartels seconded Petersen to approve Pelling proposals for street repairs with the amended proposal for Brown St. Engineer Hart recommended drainage work to be completed prior to the repairs to Brown St. Motion Bartels seconded Ball to approve Public Works to solicit a bid from Grace Excavating not to exceed$6,000 for Brown St drainage work. Motion Gericke seconded to authorize Public Works to purchase four new metal picnic tables to replace wooden picnic tables damaged by vandals. Motion Ball seconded Petersen to repair roof on Potter Park shelter. Engineer Hart will provide research on previous repair work and cost estimates for repairs for sanitary sewer infiltration in old part of City. Public Works and Engineer reported on structural concerns to sewer Lift Station to Rest Area. Councilpersons asked that further research be conducted and report back to Council. Discussion held on drainage problems in old part of City. Motion Gericke seconded Ball to approve Public Works to solicit bids and start work necessary to dig plugged drainage ditches and replace broken culverts in old part of City. Motion Gericke seconded Bartels to solicit bid from Pelling to pave parking in front of City Hall. State mandate requires paved Handicapped Accessible parking spot near voting sites. Motion Gericke seconded Petersen to authorize Mayor and Clerk to seek best investment options for City funds in other banking institutions other than Solon State Bank. Motion Ball seconded Gericke to table discussion on Events Ordinance. Engineer Hart reported on progress of Rolling Hills Phase II,subdivision.Engineer recommends Croell Concrete's performance bond to be released.Motion Petersen seconded Gericke to release performance bond on Rolling Hills Phase II. Attorney,Greenleaf reported on discussions with Timber Ridge Estates on to release any liens to allow final sale of lots in Timber Ridge Estates. Councilpersons discussed punch list items not completed by developer Motion Gericke seconded Petersen to request developer to pay all monies owed to the City and to complete the punch list items. Discussion held on water main extension from water plant to the commercial development in Villages. Engineer Hart and Attorney Greenleaf reported discussions and attempts to secure financial funding to proceed with project. Motion Gericke seconded Petersen to authorize Engineer and Attorney to proceed with further planning,negotiating,authorizing changes to the development plans,and securing a Irrevocable Letter of Credit from a financial institution on behalf of developer to insure future payments for future development of Villages. Engineer and Attorney will present at June 11,2008 Regular City Council meeting for City Council action. Motion Gericke seconded Bartels to table discussion of nuisance properties. Motion Gericke seconded Ball to table discussion of street parking in Industrial Park until next City Council meeting. Motion Ball seconded Gericke to table discussion of Ag Uses in city until next City Council meeting. Motion Ball seconded Petersen to close open session for a closed session to discuss pending litigation in the matter of Allen v. City.Gericke excused from discussions and left meeting room. Motion Ball seconded Petersen to return to open session.Gericke returns to meeting room. Motion Ball seconded Petersen to approve proposal to settle for the remediation settlement and authorize Mayor to proceed with discussions with Aliens',and continue with easement agreements with neighbors to the Allen property. Authorize Attorney to draft agreements as necessary. Bartels and Gericke abstain from vote. Petersen and Ball ayes. Motion approved. Committee reports: Park,Recreation,Festivals,and Tourism-Mayor reminded Councilpersons of additional decisions needed for Trail funds. Public Works inquired on future of East Sign Foliage. Reported that some citizens do not care for the winter dead foliage. Mayor suggested that further study be conducted before any major changes. Clerk reported that approximately 80 teenagers will be available on June 18,2008 for community service in City. Mayor Phillips reminded Councilpersons that their assistance would be appreciated for the City Wide Clean Up Day Saturday, May 17th. Motion Ball seconded Petersen for adjournment at 10:29pm. Expenditures: 160.00 Advanced Traffic Control 377.00 Advanced Water Technology 179.23 Aero Mod 303.00 Alfie Packers Inc 5,590.72 Alliant Energy 1,565.00 Banyan Data Systems 3,016.20 Cargill Inc 373.56 Casey's General Store 242.76 Collection Services Center 553.39 Consumers Coop 6,028.10 De Lage Landen 371.59 Delta Dental 422.97 Electric Motors of Iowa City 3,069.58 Federal Payroll Taxes 20.40 Feslers 3,984.00 Freeman Construction- 979.22 Future Line Truck Equipment 115.15 Futures Systems 237.63 Hach Co. 21,440.57 Hart-Frederick Consultants 456.00 Hygenic Lab U of I 23.46 I Wireless 404.03 Ia Assoc of Municiple Utilities 150.00 Iowa Department of Natural Resources 480.69 Iowa City Press Citizen 26.20 Iowa One Call 833.31 Iowa Prison Industries 3,084.00 Johnson County Refuse 2,340.00 Johnson County Sheriff Department 400.00 Kirkwood Community College 60.00 Kris Petersen 150.09 Lenoch&Cilek Tru Value Hardware 36.95 Lightedge Solutions 142.14 Linn Co REC- 320.50 Lowe's 2,889.70 Lynch Greenleaf&Michael 1,010.00 March Iowa Sales Tax 1,014.05 March IPERS Payments 213.58 Matt Parrott&Sons 640.00 Meade Systems Inc 807.99 Mid-American Energy Company 2,215.00 Mid-Land Equipment 80.63 Morgan's Service 10,146.94 Payroll Wages 149.41 Products Incorporated 99.18 RB Small Engine 156.00 Returned Checks 6,469.39 River Products Company Ince. 30.00 Sensus 50.00 Smart Conference 334.15 South Slope 635.74 Staples 533.56 State Payroll Taxes 56,645.13 Streb Construction Co. 680.00 Team Laboratory Chemical 61.86 The Depot Tiffin 272.00 The T-Shirt Mill 2,750.00 Tiffin Fire Association 1.18 Tony&Nicole Schroblinger 287.78 . United Rentals 202.75 US Cellular Corp 500.00 US Post Office 125.00 Walker Welding 257.10 Zephyr Copies&Design 147,195.56 Total Expenditures Total Receipts: 514,798.78 Submitted by: Ruth Demuth, City Clerk Attested to: Royce Phillips,Mayor vs,