HomeMy Public PortalAboutMinutes-03/26/2014 CITY OF TIFFIN
Minutes Regular Council Meeting
Wednesday, March 26, 2014
City Hall
The Tiffin City Council met in regular session on Wednesday, March 26, 2014 at City Hall. Mayor
Berner called the meeting to order at 7:03 PM. Roll Call: Kahler, Ryan, Petersen, Bartels, Upton
Absent: None. Also present: Public Works Director Brett Mehmen, Attorney Crystal Raiber,
Engineer Frederick, Administrator Michon Jackson and Deputy Clerk Teri Collins.
Motion by Petersen to approve the agenda, seconded by Ryan. All were in favor and the
motion carried.
Community: Leonard Vorel, resident from 331 Summerhays commented that he has some
drainage problems in his ditch. He stated that it sometimes is halfway up the road and has an
effect on his basement. He wants to have it fixed. Mehmen indicated the intake by the
highway which the DOT is°responsible for maintaining is making the problem worse. Mr. Vorel
indicated that the culverts on his driveway are also blocked. Mehmen indicated he would meet
with Mr. Vorel at 1 PM on Thursday and discuss the options. Mehmen also indicated that he
would email the DOT to determine if they could assist as well.
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Jim Glasgow from the Prairie Trail West development wanted to give Council advance notice
about the commercial area being developed. He would like to upgrade the street scape with
some angled parking. He passed around several examples of the concept. The angled parking
is to alleviate the problems encountered by areas like Casa Tequila. For the lighting, he would
like it to be similar to the River Bend area in Coralville. The lighting is somewhat expensive and
he envisioned some planters as well; there are approximately 40 street lights. The planters
would have water access to them courtesy of Glasgow, but we would maintain. Once the street
scape concept is put together, Glasgow will present it to council for possible contribution.
Glasgow indicated he would also donate a sculpture. Time is of the essence, since sanitary
sewer is almost to the street.
Elder Services representative Sandy Andreasen spoke about cooperative marketing with the
City. Elder Services provides transportation services to those over 60 to keep them in their
home. They are a non-profit since 1980. It is often difficult getting seniors to medical
appointments. She is looking for volunteers to help with transport. She asked if the City could
place a handout for volunteers in with utility bills. Volunteers are screened with a background
check and proof of auto insurance. Elder Services would provide the copies so it will not be a
City expense.
Tionna from Independent Public Advisers spoke about long term financial planning in partnership with
cities. She provides financial information so that cities can plan for water and sewer rate setting,TIF and
comprehensive planning. Her role would be to supplement the work that Michon completes by
producing the data for Michon and,Council's review. It would reduce Michon's workload. Her firm's fee
is an annual fixed retainer, not hourly. A typical fee is$8,000 per year. She would be willing to discount
it 25%for the first year. She would also defer the cost until the bond issue so as not to impact the cash.
She can provide quarterly and could come and report for the budget session. Tionna's education
includes an undergraduate degree from Yale with a Master's from Drake. In 2012 she started her own
firm; she has 13 years of experience and done over 3 billion in bond,working for clients such as DMACC,
The City of Marion,The City of Windsor Heights, as well as cities in Missouri and Ohio. Her specialty is in
smaller cities. She was raised in Missouri. Tionna has an assistant, but she provides personalized
service. Ryan indicated that he is interested because he feels the charts&graphs in the past have been
very dry. Berner questioned if she has worked with TIF. She indicated she has alot of experience.
Upton wondered if she had a menu of services and Tionna indicated that is provided in the brochure.
Public Hearing on Concession Stand: Motion to open public hearing by Bartels, seconded by Kahler.
Public hearing opened at 7:45 PM. There were no comments from Council or the public. Motion to
close public hearing by Bartels, seconded by Ryan. Public hearing closed at 7:46 PM
Public Hearing on Partial Rezoning of Willow Ridge: Motion to open public hearing by Bartels,second
by Kahler. Public hearing opened at 7:46 PM. Discussion: Bartels questioned why it changed from 8
.plexes to 12 plexes. Per Duane from MMS Consultants, fewer buildings meant more green space and
room to place garages. There was no public comment. Motion to close public hearing by Ryan,
seconded by Upton. Public hearing closed at 7:48 PM.
Public Hearing on PAD Review: Motion to open public hearing by Ryan, seconded by Upton. Public
hearing opened at 7:49 PM. There was no discussion by council or the public. Motion to close the
public hearing by Petersen, seconded by Kahler. Public hearing closed at 7:50 PM.
Expenditures and Financial Reports
Motion by Ryan to approve Financials seconded by Petersen. Discussion: Upton indicated that
if Public works doesn't see benefit of Iowa Municipal Utilities for water dues, it should be
deleted from the payables. Motion to amend payables to remove Iowa Association of
Municipal Utilities by Upton, seconded by Petersen. All ayes. Motion to amend passed. Upton
had questions about the copier charge of$7,000. Administrator Jackson explained the vendor
made an error and instead of charging over $7,000, they agreed at even $7,000. All ayes.
Motion to approve financials approved.
UNFINISHED BUSINESS:
A. Ordinance 2014-348 Amending the Municipal Code, Chapter 52, to add Height of Grass
Restrctions-3rd reading. Motion by Kahler, seconded by Ryan. No discussion. Roll Call:
Ayes: Kahler, Ryan, Petersen, Bartels, Upton. Nays: None. Ordinance approved.
B. Ordinance 2014-349 Amending the Subdivision Ordinance to amend the definition of
SUDAS—3rd reading. Motion by Upton Seconded by Petersen . Roll Call: Ayes: Kahler, Ryan,
Petersen, Bartels, Upton. Nays: None. Ordinance approved.
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C. Ordinance 2014-350 Amending the Water Ordinance, Chapter 91, to allow for Yard
Watering Meters—3rd reading. Motion by Upton, seconded by Ryan. Roll Call: Ayes: Kahler,
Ryan, Petersen, Bartels, Upton. Nays: None. Ordinance approved.
D. Ordinance 2014-351 Amending the Water Ordinance, Chapter 92, to allow for Yard
Watering Meters—3rd reading. Motion by Ryan, seconded by Kahler. Roll Call: Ayes: Kahler,
Ryan, Petersen, Bartels, Upton. Nays: None. Ordinance approved.
E. Ordinance 2014-352 Amending the Water Ordinance, Chapter 99, to allow for Yard
Watering Meters—3`d reading. Motion by Kahler, seconded by Ryan. Roll Call: Ayes: Kahler,
Ryan, Petersen, Bartels, Upton. Nays: None. Ordinance approved.
F. Resolution 2014-029 Approving Signing Contracts for TiffinFest 2014. Motion to adjourn by
Ryan, seconded by Upton. Discussion: We need a quick response from Attorney Michael to
make sure the changes get made for the April meeting. Roll Call: Ayes: Kahler, Ryan, Petersen,
Bartels, Upton. Nays: None. Resolution approved.
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G. Resolution 2014-042 Awarding the Contract for the City Park Concession Stand to Freeman
Construction in the amount of$114,500. Motion by Ryan, seconded by Kahler. Discussion:
Upton had question about the work for site work on the bids. Site work will be done by City.
Options deadline: Furnace option, one runs electric, the other is gas. It was discussed it is
better to do now than later. Motion to amend the resolution to add the electric Mitsubishi
heater/AC for a new total of$119,626 by Ryan, seconded by Kahler. Discusson: Petersen
questioned the styrofoam and believed it should have more on the slab so the concrete would
not buckle. Building Inspector Shay indicated that the detailed drawing shows 2 inches and
there would be no water in there for the winter. The interior area will not be affected. The
drawings meet minimum code requirements. Mehmen indicated he would winterize. Roll Call:
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Ayes: Kahler, Ryan, Bartels, Upton. Nays: Petersen. Resolution approved.
NEW BUSINESS:
a. Resolution 2014-353 Amending Section PAD 12 of Section 3 of the Zoning Ordinance to
Modify the Time Requirements for P &Z Review and Action— 1st reading. Motion by Ryan,
seconded by Kahler. Discussion: none. Roll Call: Ayes: Kahler, Ryan, Petersen, Bartels, Upton.
Nays: None. 1St reading approved.
b. Resolution 2014-043 Approving City Administrator to Amend the Urban Renewal Plan to
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Create Debt Necessary to Spend TIF Funds and Make Necessary Updates to Account for
Projects. Discussion: This allows Administrator Jackson to proceed with developing a new TIF
district. Motion to approve by Ryan, seconded by Upton. Roll Call: Ayes: Kahler, Ryan,
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cPetersen. Resolution Ba 2014 els -044 pton.Authorizing ays: None.the R City solution Al /Croved.lerk to get Request for Proposals
for Yearly Audits. This will allow Administrator Michon to obtain quotes for audits versus using
hiring the State; we may be able to get discounts. Motion to approve resolution by Upton,
seconded by Petersen. Roll Call: Ayes: Kahler, Ryan, Petersen, Bartels, Upton. Nays: None.
Resolution approved.
d. Resolution 2014-045 Approving Hart Frederick to update the streets map. These maps have
not been updated for several years. Discussion: We should wait until the end of the year to
allow for the final plats to be approved for the°multiple open developments. In addition, we
should have this as an open item every other October. No action
e. Resolution 2014-046 Authorizing Hart Frederick to work on water and sewer engineering,
plans and specifications, to include agreement with utility crossing permits, to the new
elementary school location. Discussion: The concept is now complete and the school
understands their financial obligation. Both projects total 1.1 million. The school will be
responsible for 2/3 and the City for 1/3. Petersen questioned why these costs are not being
borne by the school and Shive-Hattery. There are several ways to proceed. We could ask the
school for contribution on the costs for design work to completion, or we could ask them for
contribution with them moving forward with Shive-Hattery and Hart Frederick will just review
them. They requested Administrator Jackson approach school to provide these options. No
action taken.
f. Resolution 2014-047 Iowa DOT All Town Sign Replacement Program. This resolution is to
apply for a grant to replace signs through the Iowa DOT, with an award up to $5,000. Motion to
approve the resolution by Ryan, seconded by Petersen. Roll Call: Ayes: Kahler, Ryan, Petersen,
Bartels, Upton. Nays: None. Resolution approved.
g. Discussion and possible action regarding Light Poles for parking lots at City Parks . No
action.
h. Discussion and possible action regarding counter offer to purchase appliances for$2,000
at 470 Roberts Ferry Road. The offer to purchase the home was accepted offer with a counter
offer for us to purchase the appliances for$2,000, or she would remove them. There was
discussion that we can obtain these for much cheaper and that they are in poor condition. In
addition, we need to obtain payment for past utility bills and fines. Motion to reject her
counter offer and add that bills owed to the City must be paid at closing. Motion to reject by
Petersen, seconded by Ryan. Roll Call: Ayes: Kahler, Ryan, Petersen, Bartels, Upton. Nays:
None. Action rejected.
i. Discussion and possible action regarding request from Tiffin Fire Association to add a
driveway to Grant Street. Motion to amend to move to beginning of the meeting by Ryan,
seconded by Upton. All Ayes. There is interest from the Fire Department to install a new
driveway to the fire station if the renters from 210 Grant leave. Initially, they wanted to gravel
it, but that was not allowed; it would need to be paved and the city would maintain it. The
renters have a month to month lease. Resident Delores Madden indicated she has lived in
Tiffin for 70 plus years and she is pleased that we talked previously about keeping the green
space. She doesn't think that Tiffin should disturb that area by her garage. Also doesn't want it
to be a parking lot. Resident Christy McCallister indicated she previously understood that the
city owns the property, but she doesn't feel it is necessary to put it there. She Understands the
Fire Dept. needs to get thru, but it would hinder the beauty of her property. She also does not
want traffic back there. If the City does allow it, both residents want a privacy fence put in.
Ryan indicated perhaps we could widen it to make access to Second Street easier. Berner will
talk to the Fire Department about widening the alley to Second Street.
j. Discussion and possible action regarding request from Tiffin Fire Association to receive the
City Hall old copier as a donation There was discussion whether Public Works wanted the
copier. Mehmen indicated they do not need it. Motion to approve giving theold copier to Tiffin
Fire Association by Ryan, seconded by Kahler. Roll Call: Ayes: Kahler, Ryan, Petersen, Bartels,
Upton. Nays: None. Action approved.
k. Discussion and possible action regarding CIP projects and 2014 TIF Spending. No action
required.
I. Discussion and possible action regarding open burning dates of April 19, 20, 26, 27, 2014.
Discussion: Spring burning is usually two weekends, but fall is normally a month. Petersen is
concerned that burning harms those with lung problems. Motion to approve burning for one
month. Roll Call: Ayes: Kahler, Ryan, Petersen, Bartels, Upton.. Nays: None. Action approved.
m. Setting the dates for City Wide garage sale day of Saturday May 3, 2014 and the City-wide
clean up day as Saturday, May 10, 2014. No discussion. Motion to approve by Kahler,.
seconded by Upton. Roll Call: Ayes: Kahler, Ryan, Petersen, Bartels, Upton. Nays: None.
Action approved.
Motion by Ryan to go to closed session, seconded by Kahler. Roll Call: Ayes: Kahler, Ryan,
Petersen, Bartels, Upton. Nays: None. Moved to closed session at 9:01PM.
Session re-opened at 9:31 PM. Motion to adjourn by Bartels, seconded by Petersen. Motion
carried unanimously at 9:31 PM.
Michon Ja n, City Clerk/Administrator Steven L. Berner, Mayor
March 26, 2014