Loading...
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. , 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. • 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. p Y pp 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: q 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 pp g Y 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, , rt , U Ne ap 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