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HomeMy Public PortalAboutMinutes-09/14/2011 Tiffin Regular City Council Meeting Wednesday September 14, 2011 Springmier Library CCA Middle School 6:30 pm Call to Order II. Roll Call of Council Members III. Approval of Agenda IV. Community Forum A. Community B. Sheriff Department Representative C. Tiffinfest Report V. Approval of Minutes, August 10 and 24,2011 VI. Approval of Receipts and Expenditures VIII. Old Business A. Award Contract for Tree and House Removal for Ireland Avenue Extension Project 1. Resolution 2011-33 Award Contract for Removal 251 &301 W Marengo Rd. B. Award 2011-2012 Street Repairs Resolution 2011-37 C. Woodfield Ridge Retention Pond 1. Set Public Hearing for Land Conveyance Resolution 2011-38 D. Deer View Estates Financial Discussion 1.Release Retainage Resolution 2011-39 E. Fringe Area Planning VII. New Business A. Resolution 2011-40 Slim's Regular Alcohol License Renewal B. Comments for Johnson County Conditional Use Permit C Review P&Z Recommendations for Zoning Changes D. Review and Approve 2011-2012 Annual Health Insurance Coverage E. Resolution 2011-41 Approve Annual Streets Financial Report F. 28E Library Agreement G. Public Measure 1. Resolution 2011-42 Public Measure for Election to Change Term of Mayor IX. Projects: A. Ireland Avenue Extension Project 1. IDOT Update 2. Property.Acquisitions a. Resolution 2011-43 Approval of Spivey Property•Acquisition 3. Railroad St. Waterline B. Trails Phase Four C. Villages D. Water Storage Project E. City Manual Update F. Financial Consultants - X. Reports • A. Tiffin Community Fund B., Parks, Recreation, Festivals, and Tourism C. Library Board Representatives D: Attorney E. Engineer F. Public Works 1. Resolution 2011-44 Approve Payment Northway Wells Well Motor Repairs 2. Sewer Lagoon Fence G. City Clerk H. Mayor Pro-tern 1. Facebook and Website I. Mayor 1. Iowa League of Cities Annual Convention XI. Adjournment i TIFFIN CITY COUNCIL REGULAR MEETING Mayor Phillips called meeting to order at 6:31 pm on Wednesday, September 14, 2011 at Springmier Library. toll Call of members present: Chris Ball, Mike Gericke, Mask Petersen and Travis Weipert. Absent: Jim Bartels. Also present were Attorney Steve Greenleaf, Engineer Doug Frederick, Brett Mehmen, Public Works, Peggy Upton, Planning &Zoning and City Clerk Ruth Demuth. Motion by Gericke and seconded by Weipert for approval of Agenda. All ayes. Absent Bartels. Community Forum: Gary Kramer, Johnson County Sheriff Department, inquired of Council members of any concerns in city and reported that their presence for the Homecoming Parade and activities. Mayor Phillips reported on the committee planning progress for Tiffinfest 2012. He reported that the Committee meetings will be re-scheduled to the third Wednesday of the month at the Springmier Library at 7:00pm. Motion by Ball and seconded by Gericke for approval of the minutes to the August 10 and 24, 2011 City Council meetings. All Ayes. Absent Bartels. Motion by Gericke and seconded by Ball for approval of Receipts and Expenditures. Council person Petersen inquired on the payroll wages and time'clock. Ayes: Three. Nay: Petersen. Absent Bartels. Quotes for the Tree and House Removal for the 251 and 301 W Marengo Rd. houses and trees were reviewed and clarification was presented by Engineer Doug Frederick on Cubic Yards of dirt needed for the fill and compaction. Motion by Weipert and seconded by Gericke to read Resolution 2011-33 by title only. All Ayes. Absent Bartels. Council person Gericke made motion for the approval of Resolution 2011-33 Authorizing the Contractor for the Tree and House, Removal for 251 and 301 W Marengo Rd.for the Ireland Avenue Extension Project and seconded by Council person Weipert.The contract was awarded to Neuzil &Sons, Inc.for the amount of$23,909 with work to begin within ten days and to be completed by October 15, 2011. All Ayes. Absent Bartels. Quotes for the 2011-2012 Street and Curb Repairs reviewed and discussed. Motion by Weipert and seconded by Petersen tb read Resolution 2011-37 by title only. All Ayes. Absent Bartels. Attorney Greenleaf critiqued legal procedure for the conveyance of city owned property. Discussion held on the awarding of the contract of the repair work on the retention pond to be scheduled for special meeting on September 28, 2011. Motion by Council person Gericke and seconded by Council person Weipert to approve Resolution 2011-37 Awarding Contract for the 2011-2012 Annual Street Repairs Project to Masterbuilt Concrete, Inc.for$12,540.18. All Ayes. \bsent Bartels. Motion by Gericke and seconded by Ball to read Resolution 2011-38 by title only. All Ayes. Absent Bartels. Council person Ball and seconded by Council person Weipert introduced Resolution 2011-38 To Set Public Hearing For Possible Future Conveyance of City Owned Land Adjacent to the Woodfield Ridge Storm Water Retention Pond. Public Hearing scheduled for the regular City Council meeting on Wednesday, October 12, 2011. All Ayes. Absent Bartels. Motion by Weipert and seconded by Petersen to read Resolution 2011-39 by title only. Council person Weipert introduced Resolution 2011-39 For Approval to Release Funds to Deer View Estates for Water and Sanitary Sewer Improvements and seconded by Council person Gericke. Discussion held on the$21,750 in retainage from 2007 payments on the water and sanitary sewer improvements to Deer View Estate Part One Development. Attorney suggested revisions to developer's agreement to insure that agreed upon improvements would be completed by developer. Suggested to continue further discussion set for September 2011 Work Session.All Ayes. Absent Bartels. Doug Debolt, MRS Professional Services, presented a quote to Council members for services to assist in future developments of Fringe Area Planning. Further discussion of proposal set for September 2011 Work Session. New Business: Motion by Gericke and seconded by Petersen to read Resolution 2011-40 by title only. Motion by Council person Gericke and seconded by Ball for Resolution 2011-40 Approving the Renewal of the Alcohol Permit for Slim's Located Within the City Limits of Tiffin, Iowa Effective October,14,2011. All Ayes. Absent Bartels. Russ Meade forwarded to the Council a request presented to the Johnson County Planning and Zoning Commission for comments on the Special Condition Use to allow a commercial business located on his farm near Tiffin, within the two mile radius of the city corporate limits. Favorable comments from the Tiffin Planning and Zoning Commission were reviewed and the Council members reviewed the request and also agreed that adequate parking for employees and clients was shown on request and directed Mayor to forward favorable comments to Meade. Motion by Weipert and seconded by Ball. All Ayes. Absent Bartels. Review of recent recommendations made by Planning and Zoning Commission regarding the Fence and Hedges Zoning and procedures; and extensive revisions and development of Open Spaces, Storm Water Runoff and Associations for future developments was discussed. Further discussion of recommendations set for September Work Session Motion by Ball and seconded by Petersen to approve 2011-2012 Health Insurance Coverage. Renewal of plan results in a 3.90% decrease in premiums. All Ayes. Absent Bartels. Motion by Gericke and seconded by Weipert to read Resolution 2011-41 bjr title only. Council person Gericke and seconded by Council person Petersen to approve Resolution 2011-41 Accepting and Approving the 2010 -2011 Fiscal Year Annual City Street Financial Report as Required by IDOT by September 30, 2011.All Ayes.Absent Bartels. Discussion on the 28E Library Agreement with Clear Creek Amana School District set for the September 2011 Work Session. Motion by Gericke and seconded by Petersen to read Resolution 2011-42 by title only. Motion by Weipert and seconded by Ball to introduce for approval Resolution 2011-42 Calling for a Public Measure to be Included on the City Election 'allot for November 8, 2011 for Voter Approval of,Changing Mayor's Term from Two Years to Four Year Term. Petition submitted by eligible voters to request the Public Measure to be discussed and for approval. Discussion held on the rotating terms of Council and Mayor positions. Motion contingent on approval to include language to make the term if approved by the voters to be effective starting January 1, 2016. Council requested Attorney to check Iowa Code if request is allowed. If Iowa Code does not allow an election on the Public Measure in November 2011, then the Council wants to revisit the issue in 2013. All Ayes. Absent Bartels. Projects: K. Engineer Frederick update Council on progress with IDOT on design'plans for the Ireland Avenue Extension Project. Attorney Greenleaf update Council on the progress of the property acquisitions for Project. Motion by Ball and seconded by Weipert to read Resolution 2011-43 by title only. Motion by Council person Petersen and seconded by Council person Ball introduced Resolution 2011-43 to Approve the Purchase of Properties at 105 and 111 College Street for the amount of$155, 000 with T IF Funds. All Ayes. Absent Bartels. Discussion held on the need to do emergency work on the water line to the above mentioned properties. Motion by Gericke and seconded by Petersen to direct Public Works to hire a contractor as soon as possible to make repairs. Engineer Frederick updated Council on progress on Trails Phase Four. NO new information available on progress of Villages Project. Further discussions set for the Water Storage Project, City Manual and Financial Consultants to the September 2011 Work Session. Reports: Council person Ball reported on the progress of the Tiffin Community Fund fundraising efforts for the next picnic shelter. Board members have been selling non-perishable food and drink items at the Soccer Games on Saturday mornings. Donations are needed to continue the efforts for the fund raiser. Additional bleachers have been requested and the budget is being reviewed regarding this request Many compliments have been given for the bleachers in the soccer fields. No new information available from the Council members appointed to represent the city on the Library Board. Attorney Greenleaf asked to check on the park land conveyance from the Villages Development. Engineer Frederick reported that Mike Hart has started reviewing with Public Works SUDAS Standards to be presented to Planning and Zoning. Motion by Ball and seconded by Gericke to read Resolution 2011-44 by title only. Council person Ball and seconded by Council person Weipert for Resolution 2011-44 Approval of Payment for 2011 Northway Well and Pump Company Invoice for Water Well Motor Damage for the amount of$43,426.55, with an insurance reimbursement from Employers Mutual Insurance of$6,300 for repairs. All Ayes. Absent Bartles. Public Works Mehmen reported on the research, studies and discussions held by Engineers, Iowa Rural Water Association, Iowa Municipal Utilities Association and area communities facing the same problems of water well damage. Mehmen reported that there is no harm to the water being pumped and processed because testing continues to pass by the State Hygienic Lab. Mehmen reported that the invading trees have been removed and new fencing around the sewer lagoon has been 11 completed. He also reported that crack sealing on city streets is in progress. Mehmen also reported that Ray Pearson. has been hired for the temporary and part time position in Public Works during Anthony Walls' active military duty status. Mayor pro-tem Ball reported on the progress of the city website and Facebook page. New features continue to be researched and implemented for the enjoyment and knowledge for Tiffin residents. Mayor Phillips encouraged Council members to attend the annual Iowa League of Cities Convention in Des Moines September 20-22, 2011. Motion by Weipert and seconded by Gericke for adjournment at 8:25pm. Attest to: Royce Phillips, Mayor: -�=' J , 4 Submitted by: Ruth Demuth, City Clerk: ��� I.1 __ y