HomeMy Public PortalAboutMinutes-07/24/2013 City of.Tiffin, Iowa
j. , Tiffin Regular City;Council Meeting
Wednesday, July 24, 2013 at 6:30 PM
Springmier Library in CCA Middle School, Tiffin, Iowa
The Tiffin City Council met in regular session on Wednesday, July 24, 2013 at the Springmier
Library.
I. Call to Order and Roil Call
Mayor Berner called the meeting to order at 6:33 PM
Members,present: Jim Bartels, Joan Kehler, Royce Phillips, Mike Ryan and Peggy Upton
Members`absent: None.
Also present: Engineer Frederick, Attorney Raiber, Deputy City Clerk Goedken
II. Agenda
Motion by Ryan to approve the agenda, seconded by Bartels. A yes: All - Nays: None.
Motion carried.
Ill. Community/Citizen Forum
Berner stated that he was contacted by resident Dick Huff over in Songbird Estates -large
loose animal, probably a dog; wanted the Council to know. -
A. Contract Management Companies for City Hall
Two companies given the opportunity to present to Council, Pointe Builders and Woodruff.
Construction. Pointe Builders do not have the time and have pulled out. Nick Woodruff of
Woodruff Construction. Presentation given to Council members and Woodruff talked through
each section of the presentation. Discussion on prior projects'ofWoodruff Construction.
Woodruff stating local interest and interest in further growth that the construction of City Hall
will bring to Tiffin. Would have the building enclosed by fall and finished by January. Costs
are associated with the drawings that Woodruff has been given. Cannot guarantee that there
will not be additional costs incurred. Mayor Berner asks for a summary of the benefits of a
construction management company versus putting it out forbid. Woodruff stated that there is
someone that is more accountable from the start. Upton asked if Woodruff would doing any
sub work. Woodruff stated that they would provide management only, there would be a
supervisor on site and the direct involvement would be paperwork. Breakdown given on what
individual parts would be bid out. Berner asked if the bids came in higher than anticipated,
would Woodruff bring options to the Council as how to bring down the costs. Woodruff stated
that they would work with the contractor. Percent is 3.5% plus set fees based on time of the
project. Bid is based on 3 months from groundbreaking to finish, Woodruff would cap the set
fees for 3 months. Upton stated that the quick math comes up to around $50,000, would the
company save the City more money than they cost. Woodruff stated that there wouldn't be
higher direct savings, but the indirect costs of management and meetings would be
essentially a wash. -Discussion on the bidding procese difference between contract
management company and traditional. Berner asked if there is a list that Woodruff pulls from,
or if Council would suggest someone, would they be asking that company for bids.. Woodruff
stated input is highly accepted, but cannot deny anyone.
IV. Public Hearings
Mayor Berner opened the public hearing for the Hickory Knoll PAD at 6:54 PM. Motion by
Bartels to open, seconded by Upton. Ayes: All - Nays:None. Motion carried. No comments,
no written comments or responses received. Mayor Berner closed the public hearing at 6:54
PM. Motion by Ryan to close, seconded by Kahler. Ayes: All - Nays: None. Motion carried.
Mayor Berner opened the public hearing for Tiffin Heights Rezoning at 6:55 PM
Motion by Ryan to open, seconded by Upton. Ayes: All - Nays: None. Motion carried.
Ryan Smith would like to explain the recommendation of P&Z variance, lots 28-37 were
recommended by P&Z as R-1, but are proposing R-2, Duane from MMS explaining the
concept plan and the reasoning for the layout of Outlot'E and Outlot A. Further explanation
of the variance of lots 28-37 and the transitioning of zoning. Explanation of lot 96 and what
the site would look like and what the units would look like. Discussion on Hwy 6 access to
the development. Discussion on'possible access points off of Hwy 6 and turning lanes.
Ryan asked if the green space requirement would be met, Duane stated that they would be
just short for the North forty acres as the required slopes could not be met for the North
outlots. Discussion on the lots to the north and how Oakdale Blvd does not yet exist, but
lines up with the approved preliminary plat for Deerview. Discussion on the retention basin in
Outlot E, whether it would be dry or wet. Duane stated that he believes it would be a dry
retention basin. Discussion on the land use plan and how according to it, Oakdale Blvd
should go more to the North of the development. The land use plan shows Oakdale going on
the boundary to the North of the development. Further discussion on the future layout of
Oakdale Blvd. MMS stating that everything discussed on the concept plan matches the
rezoning exhibit. Discussion on what to see on the preliminary plat,`possibly changing the
concept which would result in new legals. Discussion on the possibility of running a trail an
the West end to help meet the green space requirements. Further explanation of the zoning
on the concept plan. Discussion on the North outlots remaining timber and giving access to
the City and how even though it is a large amount of land, it does not meet slope
requirements of green space. Discussion on deeding it to the City for Oakdale, even if it's
just grading easements for the construction of Oakdale: Concept will be going back to P&Z
after redrawing concept and new legals. Discussion on putting a parking lot on the Northwest
corner and putting walking paths, not paved trail in through the undeveloped outlots.
No written comments or responses received. Mayor Berner closed the public hearing at 7:24
PM. Motion by Ryan to close, seconded by Upton. Ayes: All - Nays: None. Motion carried.
V. Approval of Payables
Mayor Berner recommends that TiffinFest pay the Johnson County Sheriff Reserves. Motion
Kehler to remove paying the Jo Co Sheriff Reserves, second Ryan. All ayes. Motion carried.
Motion by Kehler to approve the payables, seconded by Ryan. Ayes: Kehler, Bartels, Ryan,
Upton - Nays: Phillips.' Motion carried.
VENDOR INVOICE DESCRIPTION AMOUNT
ALBERTS,T DEPOSIT REFUND— FIELD USAGE $ 10.00
ALLIANT ENERGY 201 MAIN ST—CITY HALL $ 118.63
ALLIANT ENERGY 201 RAILROAD ST $ 68.95
ALLIANT ENERGY TIFFIN STREET LIGHTS $ 39.17
ALLIANT ENERGY 111 BROWN ST—WTR TRMNT PLANT $ 969.08
AW WELT AMBRISCO s INSURANCE $ 4,531.00
BEVANS TREE CUT DOWN ELM, NO CLEAN UP $ 175.00
CCA 14U SOFTBALL DEPOSIT REFUND—FIELD USAGE $ 50.00
•
a
CEDAR RAPIDS PHOTO COPY CO B&W COPIES $ 75.66
CEDAR RAPIDS PHOTO COPY CO COLOR COPIES $ 247.06
CROW, HEIDI ' DEPOSIT REFUND- FIELD USAGE $ 10.00
CRYSTAL CLEAR WATER CO WATER FOR WASTEWATER TESTING $ 32.50
DELTA DENTAL OF IOWA DENTAL INSURANCE $ 316.26
GAZETTE COMMUNICATIONS PUBLICATIONS $ , 157.48 ,
GAZETTE COMMUNICATIONS PUBLICATIONS $ 76.57
GAZETTE COMMUNICATIONS PUBLICATIONS $ 104.99 '
GAZETTE COMMUNICATIONS PUBLICATIONS $ 47.20
GRACE EXCAVATION CONTRACT MOWING $ 1,890.00
GRACE EXCAVATION i CONTRACT MOWING $ 1,890.00
GRACE EXCAVATION CONTRACT.MOWING $, 1,860.00
f GRACE EXCAVATION. ' CONTRACT'MOWING $ 1,785.00
GRACE EXCAVATION CONTRACT MOWING $ 1,785.00 -
HD SUPPLY WATERWORKS LTD WATER METERS AND COMPONENTS $ 310.71
IOWA CITY AREA DEVELOPMENT GRP ECONOMIC DEVELOP DUES $ 80.00
IOWA ONE CALL DIGGING PROTECTION $ 89.10
IOWA PRISON INDUSTRIES SIGNS AND SUPPLIES $ 543.62
fr
JOHN DEERE FINANCIAL ROUNDUP $ 49.98
JOHN DEERE FINANCIAL DOG FOOD $ 18.99
JOHN DEERE FINANCIAL ROUNDUP $ 77.95
■
LENOCH &CILEK ACE- IOWA CITY PAPER TOWELS FOR SHOP/STREETS $ 89.97
LINN COUNTY REC ELECTRIC ACCOUNTS $ 254.52
LYNCH, MICHAEL& RAIBER HICKORY KNOLL,TIFFIN HEIGHTS $ 4,947.00
MEADE SYSTEMS INC CULVERT AND BANDS $ 244.20
MORGANS SERVICE FLAT/VALVE STEM &WASHER FLUID $ 12.50
QUILL INK/TONER& FAX RIBBON $ 129.96
RIVER PRODUCTS 1' ROADSTONE& REVETMENT STONE $ 4,181.05
-RIVER PRODUCTS ` 1' ROADSTONE $ 1,548.18 '
SOUTH SLOPE COOPERATIVE TELEPH MONTHLY CHARGES $ 378.93
US CELLULAR JUNE CONTRACT $ 211.93
VISA HILLS BANK CREDIT CARDS $ 881.92
**** PAID -TOTAL***** $ 30,290.06
L VI. Unfinished Business L.
A. Ordinance 2013-322 Amending the Subdivision Ordinance 2013-319 to'Change the
Time Period Under Section 2.05 Maintenance Bond Required — 3rd Reading
Motion by Ryan to Approve, seconded by Kahler. Ayes:°Kahler, Ryan, Bartels, Upton,
Phillips - Nays: None. Motion carried._,
B. Ordinance 2013-333 Amending the Zoning Ordinance to Add Definitions for Accessory
Yards, to Change the Types of Accessory Uses and Structures Permitted, and to
r Modify the Minimum Yard Requirements for Private Garages—3rd Reading
Motion by Kahler to approve, seconded by Ryan. Ayes: Kahler, Ryan, Bartels, Upton, Phillips.
- Nays: None. Motion carried.
VII. New Business 1
A. Ordinance 2013-334 Amending the Zoning Map from R-1A to R-1 E and from P-1 to R-
1E for Hickory Knoll — 1st Reading
Upton confirming that this is what has been looked at prior. Motion by Kahler to approve,
seconded by Bartels. Ayes: Kahler, Ryan, Bartels, Upton - Nays: Phillips. Motion carried.
B. Ordinance 2013-335 Amending the Zoning Ordinance for Hickory Knoll PAD — 1st
Reading
Upton discussed that the reason for the PAD was the request for the private drive, but did not
have a list accompanying her PAD. Berner showed Upton that the variance list is on the PAD
exhibit. Bartels questioning variance number 6. Discussion on the water main being run
either up Jasper or through the back of the lots. Discussion on lots 5 and 6 frontage being
smaller than required. Kate Fitzgerald stated that P&Z believed that it was a good use of
PAD and the space. Discussion on the,acceptance of septic tanks as part of this plan.
Crystal Raiber stated that the current ordinances would have to be changed to allow. Berner
stated that. Upton asking Doug Frederick if he is ok with no storm detention or storm sewer.
Frederick stated that it would be a concern with Clear Creek. Duane from MMS gave an
explanation as to the drainage through ditches and culverts, much like rural developments.
Frederick stated that runoff from nine roofs and driveways is not a huge concern, but they
would have to do ditches. Motion by Ryan to approve, seconded by Kahler.
Upton asked the purpose of no required landscape plan. Duane stated that it is a
requirement of the PAD and that it is a naturally wooded area. Upton asked regarding the
usability of green space, if it's just the slope that doesn't meet the requirements. Ayes:
Kahler, Ryan, Bartels, Upton - Nays: Phillips. Motion carried.
C. Resolution 2013-135 Authorizing the Acquisition of Easements Necessary to Provide
Water Service to Hickory Knoll Subdivision
Berner asked if they can get both options for the laying of the main; access on the SE and the
SW corner of the development. Frederick stated that the running along Jasper would be best
option. Ryan asked if the resolution can be amended to get option A and option B. Raiber
stated that Council might be better to not approve the resolution. Upton would like to see
Council approve a dollar amounflater. Ryan would like this resolution to be re-written.
Motion by Ryan to table, seconded by Upton. Ayes: Kahler, Ryan, Bartels, Upton - Nays: a
Phillips. Motion carried.
Motion Ryan, second Kahler to get estimates from Frederick on both options to run the water
main to the SW or to the SE of the development. Further discussion: if Jasper is redesigned
and the elevation changes, that would change the depth of the water main and the access for
the development. Discussion on the increase in traffic when Village Dr connects to Jasper.
, Duane from MMS stated that when option B is designed, it has to take into account the
potential increase in depth if the ditch is filled in. Berner discussing the change in the DOT
overpass of Jasper and the height of that bridge. Frederick talking about the DOT plan is 12
to 15 year construction plan. Phillips stating that construction is slated to begin on the flyover
in 2018. Duane stated that they would like to have access on option B. Frederick stated he
can get different quotes on different depths.
D. Resolution 2013-136 Approving the City Administrator/Clerk to hire a Contract
Management Company for City Hall
c
Upton motion to table, Phillips second: discussion—Upton'does not mean offense to
Woodruff but doesn't sound like there would be any direct cost savings. Upton would like to
get a few other proposals since Point Builders pulled out. Upton stated that since our
engineer oversees like a construction manager she doesn't see the benefit and asked
Fredericks opinion. Frederick stated that they actually do nothing with buildings, just roads
and bridges and such. Berner stated the traditional City bid method that once the bid is
awarded, the general contractor simply goes out and builds it. Kahler stated we already got
two bids, so do we advertise to get more. Upton stated that she believed the City
Administrator would solicit other bids. Kim from Vantage Pointe discussed reasons for hiring
a construction manager.- Kim stated gave general support for hiring a construction manager,
his,stated opinion was that Woodruff would be a good fit for the City. Upton would like to see
more because there have only been two to compare. Bartels stated that he thought Point
Builders' cost was higher. Discussion on the'actual cost of Point Builders since the 5% does
not include the on-site and cost fees. Ayes: Phillips, Upton – Nays: Kahler, Ryan,.Bartels–
motion fails. Berner would like to have the blank for dollar amount state as negotiated by the
City or just eliminate for the amount of. Ryan motion to amend paragraph two to strike "in the
amount of," second Kahler. Ayes: Kahler, Ryan, Bartels - Nays: Upton, Phillips
Motion by Kahler to hire Woodruff Construction, seconded by Bartels. Ayes: Kahler, Ryan,
Bartels - Nays: Upton, Phillips – motion carried.
Kim will have something more formal items given to Council before next meeting, does not
need a work session.
E. Resolution 2013-137 Providing for Reduction of Interest Rate forSewer Revenue
Bond
Motion by Upton to approve, seconded by Bartels. Ayes: Phillips, Upton, Bartels, Ryan,
Kahler- Nays: none. Motion carried.
F. Resolution 2013-138 Creating a Comprehensive Plan Committee
Motion by Ryan to approve, seconded by Kahler
Phillips motion Mark Peterson and Diane Wass be stricken from the committee, second
Bartels. Upton asked who would have final say of adoption of the Comprehensive Plan.
Phillips stated that he submitted a list of.names and that none of them were contacted:
Berner stated that he was told that she received no written list, but was given a verbal
recommendation of Dr. Hart. City Administrator Jackson was called at 8:17 and put on
speakerphone; stated that she contacted everyone that was given in writing and stated that
Dr. Hart was the only one that she recalled Phillips verbally recommending and Dr. Hart is on
the committee. Jackson stated that she asked for everyone to submit a list in writing. Upton
asked if this was put up to the public and Jackson stated no, ECICOG said no more than 12,
with 5 PZ that leaves 7 maximum. Bartels asked if Mike Gericke was contacted, Jackson
stated Gericke was not willing to give the time commitment. Jackson off the phone at 8:23.
Bartels asked if the reason for striking these people was a personal matter. Phillips stated
that he is not happy with the way that this committee was put together. Discussion on the
way the committee was formed and who the committee should be comprised of. Discussion
of the process as a whole of developing a comprehensive plan. Ryan stated he does not
have a problem with any of the people on this list and cannot imagine removing someone
i\\\ who is willing to volunteer their time. Ayes: Phillips, Bartels– Nays: Kahler, Upton, Ryan –
motion failed. Upton motion to adjourn to next meeting, second Phillips: Ayes: Phillips,
Upton, Bartels, Kahler– Nays: Ryan – motion carried.
G. Resolution 2013-139 Creating a Temporary Budget for the Comprehensive Plan
Committee, Not to Exceed $2,500
Berner stated that this would include mailings and publish public hearings.
Motion by Upton to approve, seconded by Ryan.. Ayes: All - Nays: None. Motion carried.
H. Resolution 2013-140 Authorizing Hart-Frederick to proceed with design, easements,
and permits for the 2013 Deerview Estates Watermain Looping Project
Upton asking if this is a CIP or as a result of the water main problems. Berner stated that this
would create a redundancy to Deerview. Currently the only supply'is through the high school,
so if shut off at the main, Deerview loses water. Phillips would like to what has precipitated
this, and why this is the first time1that this is being addressed. Ryan asked if this is budgeted,
Berner stated that this is not andwould require a budget amendment. Cost estimates are '
about $32 a foot and about 600 feet.
Motion by' Ryan to approve, seconded by Bartels. Upton would like to have Council approve
any funds paid for easements. Frederick stated that easement shouldn't have any cost.
Ayes: All - Nays: None. Motion carried.
F
I. Resolution 2013-141 Authorizing the City Administrator/Clerk to pay the BOA
members for prior meetings attended
Motion by.Upton to approve, seconded by Ryan. Ayes: All - Nays: None. Motion carried.
J. Resolution 2013-142 Setting a Public Heaering for Big Country TIF Rebate Agreement
Bartels does not like`the verbiage of the "verbal agreement." Phillips asked why this is just
finally being addressed when this was initially discussed a while ago. Motion Upton first line
delete"it has made a verbal agreement with" and after Big Country add "has requested a five
year TIF rebate." Second Ryan; All ayes. Motion carried.
Phillips stated that you cannot amend a resolution that has not been motioned. Motion Ryan,
second Upton to strike prior amendment: All ayes. Motion Carried.
Motion by Ryan to approve, seconded by Kahler
Motion Upton,to first line delete "it has made a verbal ag`reement with" and after Big Country
add "has requested a five year TIF rebate." Second Ryan; all ayes. Motion carried.
Ayes: Phillips, Upton, Bartels, Ryan, Kahler- Nays: none. Motion carried.
K. Resolution 2013-143 Approving the installation of a street light by Alliant Energy at the
intersection of Cherry Ln. and Linden Ln.
Motion by Upton to approve; seconded by Ryan. Ryan stated that he read an article stating
to the effect of less bright lights. Ayes: Kahler, Ryan, Bartels, Upton, Phillips - Nays: none.
Motion carried.
•
L. Resolution 2013-144 Approving Change Order#1 to Dave Schmitt Construction for
$11,160.21
Upton would like clarification, stated she can see their reasons, but does not know why they
are not part of the plan. Upton motion to adjourn, second Bartels. All ayes. Motion carried.
M. Resolution 2013-145 Authorizing Pay Estimate to Dave Schmitt in the amount of
$285,876.57
Asking if this was discussed last meeting, discussion that it was LL Pelling last meeting.
Upton asking if this includes the change order, stated it does. Motion by Ryan to approve,
seconded by Bartels. Upton motion to amend to approve estimate less $11,160.21 in the
{
change order, second Bartels. All ayes. Motion carried. Ayes: Kahler, Ryan, Bartels, Upton,
Phillips- Nays: None. Motion carried.
N. Resolution 2013-146 Authorizing City Administrator/Clerk to sign Certificate of
Substantial Completion for Dave Schmitt Construction
Upton asking Frederick if it is substantially completed. Frederick stated that he doesn't know,
it's not theirs, it is HR Green. Discussion on HR Green signing off on the completion.
Motion by Bartels to approve, seconded by Ryan. Ryan commenting that this does not
approve change order. Ayes: Kahler, Ryan, Bartels, Upton, Phillips - Nays: None. Motion
carried
0. Discussion and possible action regarding Hart-Frederick Invoices
Phillips stated that the invoices have been too much for too long. Motion Phillips to
terminated Hart-Frederick as City Engineer immediately. No second, motion failed
Adjournment
Motion by Ryan to adjourn at 8:58 PM, seconded by Kahler: Ayes: All - Nays: None.
Motion carried.
ravis Goedke , D .uty City Clerk Steve Berner, Mayor