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Home My Public Portal AboutMinutes-03/12/2014 (2) CITY OF TIFFIN Minutes Reg ular Council Meeting g Wednesday, March 12, 2014 City Hall The Tiffin City Council met in regular session on Wednesday, March 12, 2014 at City Hall. Mayor Berner called the meeting to order at 7:02 PM. Roll Call: Kahler, Ryan, Petersen, Bartels, Upton Absent: None. Also present: Public Works Director Brett Mehmen, Attorney Crystal Raiber, Engineer Frederick;Administrator Jackson. Motion by Ryan to approve the agenda seconded by Kahler. All were in favor and motion carried. Community/Citizen Forum: TiffinFest Update: Mark Petersen indicated all that contracts should be ready for signatures soon. He was able to hire Sparkles &Sprinkles the Clowns: Port-a-Potties, lighting &fencing have been arranged. He will work on sponsors next week. Ten vendors have applied; he hopes to have 15 and for them to be diverse. Bella Sala and City Hall have been helpful. They will only require Public Works to assist with placing fence. He asked that TiffinFest be removed from next agenda. The TiffinFest website will be available soon. Sheriff's report: Nothing to report. Minutes: Motion by Kahler to approve minutes January 29th, February 12th and February 26th, seconded by Ryan. Motion by Upton to amend reports section of February 26th work session. Change to say PRV's, not PRB's. Seconded by Ryan. All were in favor and motion to amend carried. All were in favor and motion carried to approve minutes. Expenditures and Financial Reports Motion by Ryan to approve Financials for March seconded by Kahler. Discussion: Upton requested bank account balances. Motion by Petersen to amend Financials to delete the line entry for Ralph Brown seconded by Bartels. Motion by Ryan to amend Financials to read "escrow" versus easement. All were in favor and motions carried. UNFINISHED BUSINESS: A. Ordinance 2014-348 Amending the Municipal Code, Chapter 52, to add Height of Grass Restrctions—2nd reading. Motion by Ryan seconded by Petersen. Roll call: Ayes: Kahler, Ryan, Petersen, Bartels, Upton. Nays: None. Second reading of ordinance a pp roved. B. Ordinance 2014-349 Amending the Subdivision Ordinance to amend the definition of SUDAS—2nd reading. Motion by Ryan. Seconded by Petersen. Roll call: Ayes: Kahler, Ryan, Petersen, Bartels, Upton. Nays: None. Second reading of ordinance approved. C. Ordinance 2014-350 Amending the Water Ordinance, Chapter 91, to allow for Yard Watering Meters—2nd reading. Motion by Kahler seconded by Bartels Roll call: Ayes: Kahler, Ryan, Petersen, Bartels, Upton. Nays: None. Second reading of ordinance approved. D. Ordinance 2014-351 Amending the Water Ordinance, Chapter 92, to allow for Yard Watering Meters—2nd reading. Motion by Kahler seconded by Ryan. Roll call: Ayes: Kahler, Ryan, Petersen, Bartels, Upton. Nays: None. Second reading of ordinance approved. E. Ordinance 2014-352 Amending the Water Ordinance, Chapter 99, to allow for Yard Watering Meters—2nd reading. Motion by Petersen seconded by Bartels. Roll call: Ayes: Kahler, Ryan, Petersen, Bartels, Upton. Nays: None. Second reading of ordinance approved. NEW BUSINESS: a. Resolution 2014-029 Approving Signing Contracts for TiffinFest 2014. Motion to adjourn until March 26th by Ryan seconded by Bartels. Roll call: Ayes: Kahler, Ryan, Petersen, Bartels, Upton. Nays: None. Adjourned. b. Resolution 2014-030 Approving Event Applications from Bella Sala for TiffinFest 2014 and waiving of permit fees. Motion by to approve resolution by Ryan seconded by Kahler. Discussion: Generally these have been waived since we give a donation. Roll call: Ayes: Kahler, Ryan, Petersen, Bartels, Upton. Nays: None. Resolution approved. c. Resolution`2014-031 Approving City Administrator/Clerk and Mayor to work with Hart Frederick on the sewer infiltration and inflow specs and process. Motion to approve resolution by Kahler, seconded by Bartels. Discussion: Engineer indicated that the information on cost was not available prior to the time of this meeting. Clarification that this is for the Old Town portion. Upton requested the wording in second paragraph be changed after the comma changed to "mitigate the infiltration and inflow problems we are currently experiencing . Motion to amend by Upton seconded by Ryan. All in favor and motion to amend carried. Further Discussion: Upton questioned what the clerk and mayor would be doing with regard to "work". Motion by Upton to change the title to say approve Hart Frederick to design, not work on, seconded by Ryan. All were in favor and the motion to amend the title and body carried. Roll call: Ayes: Kahler, Ryan, Petersen, Bartels, Upton. Nays: None. Resolution approved. d. Resolution 2014-032 Approving City Administrator/Clerk to begin $3 storm water utility fee enactment. Motion to approve resolution by Ryan seconded by Kahler. Discussion: Mayor indicated we need to advertise this in the newspaper and to set a public hearing. Roll call: Ayes: Kahler, Ryan, Petersen, Bartels, Upton. Nays: None. Resolution approved. e. Resolution 2014-033 Approving Hart Frederick to create original part of town storm sewer, street improvements, infrastructure and sidewalk specifications. Motion to amend the title of the resolution by Upton to change word create to design, seconded by Petersen. All in favor and motion to amend title of resolution carried. Motion to approve resolution by Ryan seconded Upton. Roll call: Ayes: Kahler, Ryan, Petersen, Bartels, Upton. Nays: None. Resolution approved. f. Resolution 2013-034 Approving Hart Frederick to work with Public Works to get NPDES Permit updated for Wastewater Treatment Plant. No action was taken on this item. g. Resolution 2014-035 Approving payment#12 to Maguire Iron in the amount of$51,750, Change Order#1 of a deduct of$10,000 and approving the City Administrator/Clerk to sign the Certificate of Substantial Completion. Motion to approve resolution by Bartels, seconded by Upton. Roll call: Ayes: Kahler, Ryan, Petersen, Bartels, Upton. Nays: None. Resolution approved. h. Resolution 2014-036 Setting a Public Hearing for a partial Re-zoning of Willow Ridge. Motion to approve resolution by Upton, seconded by Ryan. Roll call: Ayes: Kahler, Ryan, Petersen, Bartels, Upton. Nays: None. Resolution approved. i. Resolution 2014-037 Adopting the Johnson County Multi-Jurisdictional Hazard Mitigation Plan. Motion to approve resolution by Ryan, seconded by Petersen. Discussion: Upton questioned whether the other members had read this resolution. Administrator Jackson indicated that we have to approve this resolution in order to receive funding for our wish list for hazard mitigation. Roll call: Ayes: Kahler, Ryan, Petersen, Bartels, Upton., Nays: None. Resolution approved. j. Resolution 2014-038 Authorizing Mayor and City Administrator/Clerk to sign contract with Johnson County Sheriff for Police protection. Motion to approve resolution by Kahler, seconded by Ryan. Roll call: Ayes: Kahler, Ryan, Petersen, Bartels, Upton. Nays: None. Resolution approved. k. Resolution 2014-039 Setting a public hearing for drug paraphernalia. Motion to approve resolution by Kahler. No second was received. Resolution did not pass. I. Resolution 2014-040 Setting a public hearing for Amending the Zoning Ordinance for PAD review. Motion to approve resolution by Upton, seconded by Petersen. Roll call: Ayes: Kahler, Ryan, Petersen, Bartels, Upton. Nays: None. Resolution approved. m. Resolution 2014-041 Terminating the Water Tower Lease Agreement for Cell Tower Service to South Slope Cooperative. Motion to approve resolution by Upton, seconded by Bartels. Roll Call: Ayes: Kahler, Ryan, Petersen, Bartels, Upton. Nays: None. Resolution approved. n. Discussion and possible action to change signers on the TiffinFest checking account. Motion to approve action by Bartels, seconded by Ryan. Discussion: Three people need to be authorized; those three people will be Petersen, Berner and Bartels. Roll Call: Ayes: Kahler, Ryan, Petersen, Bartels, Upton. Nays: None. o. Discussion and possible action to temporarily increase the utility billing clerk up to 29 hours per week (as needed) Motion to approve action by Ryan, seconded by Petersen. Roll Call: Ayes: Kahler, Ryan, Petersen, Bartels, Upton. Nays: None. p. Appointment of Stott to Library Board. Motion to approve appointment by Bartels, seconded by Ryan. Roll Call: Ayes: Kahler, Ryan, Petersen, Bartels, Upton. Nays: None. q. Discussion and possible action for CCA Post Prom Donation. Motion to approve $100 donation by Upton seconded Ryan. Roll Call: Ayes: Kahler, Ryan, Petersen, Bartels, Upton. Nays: None. Reports Attorney Raiber reported the easements for the Church are done and all of the paperwork for the Railroad property is also done. Progress continues on Jon's Ice Cream, but it should all be, signed by the weekend. Engineer Frederick reported that for the school addition it appears we have gravity sewer to the lift station southwest to the creek. That gravity will also help if there is future growth. With regard to the Ireland Avenue project, the check plan was sent in early for comments. They are still working on them, but they will be in by the end of the week. We have until March 18th. NEPA wants to see if we have any historic houses, as well as Indiana and long eared bat. We may need to take down trees during the bat's migration season if they are an issue. Bids for Ireland will be in June! Public Works Director Mehmen reported: Pump #4 is down (see the work session minutes for details). There will be charges in the future for the pump. Bids are forthcoming for the concession stand. Mayor Berner wondered if there was Spring work that needed to be completed, such as pond work. Brett will look at the ponds to determine if they need clean-up. City Clerk/Administrator Jackson reported she will be gone next Thursday/Friday in order to use some of her use/lose vacation. Next week she will be gone Wednesday through Friday for a conference in Iowa City. The council packets may be ready electronically by Monday. At the end of the month, the City will meet with School to go over details of the water and sewer issue. Next week on 3/18 from 3-6 is the open house. The Easter Egg Hurit is scheduled for Saturday, April 12th at 2 PM with a rairidate for Sunday the 13th at the same time. There will be 500 eggs; a press release will be sent out this week. Mayor Berner reported he received a notice that ICS 400 classes are being offered on weekdays and weekends; elected officials are required to take them. Michon will contact them'to advise when the classes are scheduled. The goal setting official report is done and will be scanned and placed on our web page. Mayor Berner wants it included in the newsletter. Motion by Ryan to go to closed session at 8:12 PM, seconded by Kahler. Roll Call: Ayes: Kahler, Ryan, Petersen, Bartels, Upton. Nays: None. Moved to Closed Session. Session re-opened at 8:30 PM. Motion by Ryan for the Mayor, City Clerk& City Attorney to make an offer to purchase property at 470 Roberts Ferry Rd, seconded by Petersen. The. purpose of this acquisition is to keep the City from being landlocked and for future use. Price not to exceed $110,000. Upton motioned to amend the offer to add language to include use of TIF funds by amend urban renewal plan accordingly. Second by Kahler. Discussion: Raiber will throw something together. Owner is Elizabeth Klimes. Roll Call: Ayes. Bartels abstained. Motion made by Ryan, and seconded byPetersen to adjourn at 8:35 PM. Carried Unanimously. ie Mich• Fief4C, City Clerk/Administrator Steven L. Berner, Mayor March 12, 2014 Work Session Meeting Wednesday, March 26, 2014 The Tiffin city council met in a work session on Wednesday, March 26, 2014 at City Hall. Mayor Berner called the meeting to'order at 6:35 PM. Roll Call. Kahler, Ryan, Petersen, Bartels. Upton arrived at 6:37 PM. Also present: Engineer Frederick, Administrator Jackson, Deputy Clerk Collins & Public Works Director Mehmen. A motion was made by Ryan to approve the agenda and was seconded by Petersen. All Ayes. Motion carried. CIP Project Discussion: Administrator Jackson has reviewed TIF Funds to determine funding for projects; there is around $300,000 left in funds not claimed for projects. Mayor Berner indicated that there is a need to spend down to incur the debt. However, in a conference call - today, they found out that if the RISE grant is approved, funding is 80/20. The turn lanes will cost 1.5 million; our 20% portion would be $300,000, so the TIF funds could be used for that purpose. For the RISE grant, the worst case scenario if approved is 50/50. The grant is determined by using a points system with best case scenario of 80/20. Ryan questioned if we should perhaps look into continuing the lanes further since the connection to Willow Ridge is not that far. Mayor Berner indicated we could add this to the CIP, but since developers need to pay for the turn lanes and we believe over time there will be further development towards the new school, perhaps we should not spend the money if we have others who may be required to for their development. Administrator Jackson advised that the building inspector was available to answer any questions about the concession stand bid. Kahler questioned the agenda item to buy$2,000 appliances in the purchase of the house on Roberts Ferry. She felt that when someone sells their home, it is part of the purchase price to include appliances. She is not compelled to approve that expenditure. Hart Frederick provided a handout on the Ireland Avenue Project. In summary, everything is in to the DOT. It has been approved for the letting date. It was discussed that during the project, there may be a 10-day-period where the road and the railroad trackers are closed. Hart Frederick thought it was throughout the entire project. Hart Frederick will clarify how long the road will be closed as this is a serious concern. Upton had questions on the payables. For Iowa Assn of Municipal Utilities with the 2014-2015 water dues; are they a huge benefit to the City? Mehman indicated that we did receive a reduction for anodes on the well. He is not sure we get a whole lot of benefit from them. Upton also had questions on the bill for Future Line truck equipment. Brett advised it was for dump truck repair. Tiffinfest contracts: Upton is concerned about the 5 year agreement with Bella Sala. Petersen advised that Bella Sala wants this to be an ongoing event. Attorney Michael indicated that we may want to reword this part of the contract. Petersen said we could set that one aside. There were questions on the Sprinkles &Sparkles contract. It says that we have to give 90-days- notice to cancel and they also have to give 90-days-notice but there is not mention of a deposit refund if they do. On the Next Generation contract, clarification is needed on the total amount. Attorney Michael also indicated that many agreements do not mention that the vendor will provide their own insurance, with proof sent to the City. Motion made by Ryan to adjourn, and seconded by Upton to adjourn. Motion carried unanimously. Meeting adjourned at 7:03 PM. (74,„ /trAPIP4A-_ Ay dab, 0 Michon IMF • , City Clerk/Administrator Steven L. Berner, Mayor March 26, 2014