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HomeMy Public PortalAboutNov 08 OFFICIAL MINUTES Mayor Grindle opened the regular meeting of the Riverdale City Council at 7:01 p.m. on Tuesday, November 4, 2008. Roll Call: Present: Hupp, Franklin, Channon, Halsey, Littrel Absent: None Also present: Angela Reier, Ryan Neubauer, Al Varney (Ament), Floyd Bruns, Teri Stickler, Jim Beran, Ann Shoultz, Bonita Grindle and Scott Carlson Agenda: A motion to approve the agenda was made by Hupp and seconded by Franklin. Roll call vote: all ayes, motion carried. Minutes: Motion was made by Franklin and seconded by Littrel to accept the minutes of the regular meeting of October 8, 2008 with corrections. Roll call vote: Franklin-yes, Channon-abstain (not at meeting), Hupp-yes, Halsey-abstain (not at meeting), Littrel-yes, motion carried. A motion was made by Channon and seconded by Halsey to accept the minutes of the regular meeting of October 21, 2008. Roll call vote: Franklin-yes, Channon-yes, Hupp-yes, Halsey-yes, Littrel-abstain (not at meeting), motion carried. Warrants: A motion was made by Channon and seconded by Franklin to approve the following warrants for payment. Roll call vote: all ayes, motion carried. November 4, 2008 General Fund ACCT # COMPANY DESCRIPTION AMOUNT 10-53 RACOM edacs access $82.65 10-54 US BANK Sams, software $79.88 10-57 US BANK HyVee donuts, pop $20.85 10-57 US BANK HyVee pop $31.22 20-30 MID AMERICAN ENERGY utilities $785.00 20-40 DECCO repair westbound green signal at Bellingham & State Street, furnish & install lamp $100.72 20-50 MAHLER CONCRETE & EXCAVATING CO. salt storage fee Oct 08 to March 09 $4,500.00 40-30 CRIBBS LANDSCAPING monthly lawn service $1,217.24 60-20 MARY FRANCES BLEVINS semi monthly $522.59 60-20 THERESA RALFS semi monthly $858.62 60-51 IOWA AMERICAN WATER utilities $12.55 60-51 MID AMERICAN ENERGY utilities $397.05 60-52 GARBRILSON INDOOR CLIMATE SOLUTION replaced economizer actuator $440.84 60-52 MYRA HALSEY October service $200.00 60-52 CRIBBS LANDSCAPING monthly lawn service $307.22 60-61 QUAD CITY TIMES publishing $218.04 60-62 US BANK Staples-binders, batteries, toner $348.63 60-63 MARY FRANCES BLEVINS 1-certified mail, return receipt $5.66 60-63 MC CLOUD pest control $81.00 Total Gen. Fund Warrants $10,209.76 SEWER FUND 90-20 CITY OF DAVENPORT $1,078.02 RECEIPTS Room Rent $85.00 copies, service fees $771.50 Local Option Sales Tax October-08 $10,030.35 Mediacom Communications Corp $1,110.44 Mid American Energy Efficiency Rebate $515.00 PUBLIC COMMUNICATIONS: Kathy Wine did not attend the council meeting to discuss the Father’s Day Ride the River event. Al Varney with Ament, Inc. explained his report on City Hall’s handicapped accessibility to the Council. At the time of construction, all the elements of the City Hall building were in compliance with the code. However, the new service counter and security gate that was erected in 2007 must be improved to current standards. Mr. Varney also informed the Council that repairs are needed to the sidewalk ramp. Some ideas were discussed to correct these issues. Jim Beran spoke about his concerns regarding the policy for renting the community room. UNFINISHED BUSINESS: After some discussion, a motion was made by Halsey and seconded by Channon to approve a bid for $1485.00 from Scott Carlson for tree management services. Roll call vote: Franklin-yes, Channon-yes, Hupp-no, Littrel-yes, Halsey-yes. Motion carried. NEW BUSINESS: Chief Bruns explained to the Council the reasons a knox box is necessary for City Hall. Chief Bruns stated a fire alarm was triggered at City Hall last week, and he did not have access to all the rooms and could not be certain if the sprinkler system had been activated. Chief Bruns explained how the knox box would work, and how the information from the knox box could be traced when used. A motion was made by Franklin and seconded by Halsey to purchase a knox box not to exceed $300.00. Roll call vote: all ayes, motion carried. To give the Council time to read and make any necessary changes to the identity theft prevention policy, a motion was made by Littrel and seconded by Halsey to table Resolution #2008-29 (A resolution approving and adopting an identity theft prevention policy) until the next regular council meeting. Roll call vote: all ayes, motion carried. The City Clerk reviewed the 2008 Year End Financial Report with the Council. A motion was made by Littrel and seconded by Channon to accept the 2008 Year End Financial Report. Roll call vote: all ayes, motion carried. The Council discussed shelves for the document room. Some concerns were raised regarding the strength of the steel studs and how much weight will be put on the shelves. Mayor Grindle will contact Milltown for more information. A motion was made by Hupp and seconded by Channon to table the issue of the shelves for the document room. Roll call vote: all ayes, motion carried. A motion was made by Franklin and seconded by Halsey to approve the Fire Department report for September 16 to October 21, 2008. Roll call vote: all ayes, motion carried. COMMITTEE REPORTS: Littrel reported some patch work that needed to be done on Circle Drive. Halsey reported he will get a bid for curb and gutter work that is needed and also repairs to the sidewalk ramp at City Hall. COMMUNICATIONS FROM COUNCIL AND OTHER OFFICIALS: Franklin reported positive feedback regarding the financial information that was provided in the newsletter. Mayor Grindle and the Council discussed road work that is needed around the City. Angela Reier and Mayor Grindle will meet and take pictures of the railroad crossings at Bellingham and Kensington and inform the railroad company by letter regarding the needed improvements. Mayor Grindle will contact Hometown Plumbing to have them locate the shut off to the drinking fountain at Bicentennial Park. A motion to adjourn was made by Halsey and seconded by Littrel. Roll call vote: all ayes, motion carried. The meeting adjourned at 8:17 p.m. Jeff Grindle, Mayor Theresa Ralfs, City Clerk 11/13/2008 Bid opening for Volunteer Square Project Present: John Keener, Tully Heath, Mike Dryden, Jayme Massa, Kevin Kelly, Linda Hupp, Linda Veit, Bonnie Wolff, Marie Randol and City Clerk Theresa Ralfs The City Clerk opened bids at 4:01 pm on 11/13/2008 and read project totals from Kelly Concrete Contractors, Valley Construction, and Centennial Contractors. A bid from Mahler Concrete was deemed unresponsive. The meeting adjourned at 4:10 p.m. Theresa Ralfs, Riverdale City Clerk OFFICIAL MINUTES Mayor Pro Tem Franklin opened the regular meeting of the Riverdale City Council at 7:00 p.m. on Tuesday, November 18, 2008. Roll Call: Present: Hupp, Franklin, Channon, Halsey, Littrel Absent: Grindle Also present: Angela Reier, Ryan Neubauer, Floyd Bruns, Teri Stickler, Jim Beran, Ann Shoultz, Ken Peterson, Rosie Parry, Harry Pelton, Tully Heath and Chad Mackey Agenda: A motion was made by Hupp and seconded by Channon to have the Resolution #2008-30 and the acceptance of the agreement for the construction administrator of Volunteer Square Project to follow Public Communications to the Council. Roll call vote: all ayes, motion carried. A motion was made by Hupp and seconded by Channon to approve the amended agenda. Roll call vote: all ayes, motion carried. Minutes: Motion was made by Channon and seconded by Littrel to accept the minutes of the regular meeting of November 4, 2008. Roll call vote: Halsey-yes, Littrel-yes, Hupp-yes, Channon-yes, Franklin-yes, all ayes, motion carried. Warrants: A motion was made by Littrel and seconded by Channon to approve the following warrants for payment. Roll call vote: all ayes, motion carried. November 18, 2008 General Fund ACCT # COMPANY DESCRIPTION AMOUNT 10-52 PHILLIPS 66-CONOCO-76 fuel $105.88 10-53 TOTAL COMMUNICATIONS radio repair $250.50 10-57 IOWA FIREMEN's ASSOCIATION membership fees $220.00 20-90 ALLIED WASTE garbage $2,400.00 40-30 MID AMERICAN utilities $11.09 40-30 THE OUTHOUSE rental fee, October 1 thru October 23-08 $80.85 40-30 IOWA AMERICAN WATER drinking fountains at parks $20.80 60-20 MARY FRANCES BLEVINS semi monthly $539.14 60-20 THERESA RALFS semi monthly $858.62 60-20 MARY HANSON monthly $73.25 60-20 US BANK withholding $829.31 60-20 IPERS withholding $378.59 60-40 STANLEY, LANDE & HUNTER declaratory judgment A. Diercks $3,889.50 60-40 STANLEY, LANDE & HUNTER general $1,801.63 60-40 STANLEY, LANDE & HUNTER open records/open meetings $2,458.64 60-40 STANLEY, LANDE & HUNTER declaratory judgment T. Picton $62.92 60-51 AT&T long distance servcie $94.29 60-51 MEDIACOM online service $45.95 60-51 Q WEST monthly service phone $149.60 60-52 DAVID WELCH labor, repair water fountain $65.00 60-61 QUAD-CITY TIMES publishing $188.65 60-62 PITNEY BOWES ink cartridge $81.98 60-62 BETTENDORF POST OFFICE standard mail rental fee $180.00 60-62 MYRA HALSEY supplies $41.39 60-62 MARY FRANCES BLEVINS WalMart, water $7.96 60-63 AMENT, INC. Riverdale City Hall, accessibility study service 10-1-08 to 10-31-08 $500.00 60-70 ALLIED INSURANCE surety bond $156.00 80 STANLEY, LANDE & HUNTER Belmont Road $658.21 Total Gen. Fund Warrants $16,149.75 RECEIPTS Room Rent $10.00 Copy Fees/service fee $40.25 Local Option Sales Tax November-08 $5,637.08 Scott County Treasurer October-08 $15,702.27 IPAIT Capital Improvement interest October-08 $394.01 IPAIT Sewer interest October-08 $249.26 Alcoa light repair $800.80 PUBLIC COMMUNICATIONS: Kathy Wine did not attend the council meeting to discuss the Father’s Day Ride the River event. Jim Beran talked about the chain at Bicentennial Park. Harry Pelton informed the Council that he will be putting the holiday lights up at City Hall on Saturday, November 22, 2008 at 10:00 am and needs as many volunteers as possible. NEW BUSINESS: Tully Heath (Ament) informed the Council that four bids were received on November 13, 2008 for the Volunteer Square Project, with one of the bids deemed unresponsive. A motion made by Hupp and seconded by Channon to accept Resolution No. 2008-30. Roll call vote: all ayes, motion carried. Resolution No. 2008-30 states: A RESOLUTION AWARDING THE BID AND AUTHORIZING THE CITY OF RIVERDALE TO ENTER INTO A CONTRACT WITH KELLY CONCRETE CONTRACTORS FOR THE VOLUNTEER SQUARE PARK PROJECT WHEREAS, the City of Riverdale, Iowa, has determined it is necessary to construct Volunteer Square Park; and WHEREAS, the following bids were received: Kelly Concrete Contractors, Valley Construction and Centennial Contractors; and WHEREAS, the City council of the City of Riverdale hereby determines Kelly Concrete Contractors to be the lowest responsible bidder. NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Riverdale, Iowa, that the City of Riverdale accepts the Kelly Concrete Contractors Bid and awards the Volunteer Square Park Project contract to Kelly Concrete Contractors for $167,677.00 for the construction of the Park and $7,867.00 for the construction related to the storm sewer repair for a total of $175,544.00; and BE IT FURTHER RESOLVED, by the City Council of the City of Riverdale, Iowa, that the Mayor and/or City Clerk shall execute all documents and take all steps necessary to carry out this Resolution. A motion was made by Hupp and seconded by Channon to accept the proposal from Ament, Inc. in the amount of $7,200.00 for Construction Related Services for the Volunteer Square Project. Roll call vote: all ayes, motion carried. UNFINISHED BUSINESS: After some discussion, a motion was made by Halsey and seconded by Littrel to accept a proposal from Milltown Wood Products, Inc. for the amount of $2,900.00 with a one year guarantee to install shelving in the documents room. Roll call vote: all ayes, motion carried. The Council discussed amending the community room facility use agreement. A motion was made by Hupp and seconded by Littrel to approve Resolution No. 2008-29. Roll call vote: all ayes, motion carried. Resolution No. 2008-29 states: A RESOLUTION APPROVING AND ADOPTING AN IDENTITY THEFT PREVENTION POLICY WHEREAS, 16 CFR § 681.2 et seq. requires certain institutions and entities to develop and provide for the continued administration of a written Identity Theft Prevention Program; WHEREAS, it is in the public interest to protect the citizens, customers, and City of Riverdale (“Riverdale”) employees from identity theft; WHEREAS, Riverdale has found that a comprehensive written policy establishing policies and procedures for detecting, preventing, and mitigating identity theft is necessary to protect the public interest; WHEREAS, Iowa Code Section 364.1 permits cities to exercise any power and perform any function it deems appropriate to protect and preserved the rights, privileges, and property of Riverdale or of its residents; and WHEREAS, Riverdale wishes to adopt the attached Identity Theft Prevention Policy. NOW THEREFORE BE IT RESOLVED, by the City Council of the City of Riverdale, Iowa, Riverdale adopts the Identity Theft Prevention Policy, a copy of which is attached hereto. Amendments to the Fee Policy were discussed. A motion was made by Hupp and seconded by Channon to table the items on the agenda regarding the closed session pertaining to the security system and additional equipment for security system. Roll call vote: all ayes, motion carried. The Council discussed a proposal from Hometown Plumbing and Heating regarding a curb box at Bicentennial Park. Littrel will check into this issue. NEW BUSINESS: A motion was made by Halsey and seconded by Littrel to accept a proposal from Roger’s Mobile Wash, Inc. to clean the whole building at City Hall for the amount of $450.00 plus fuel surcharge. Roll call vote: all ayes, motion carried. A motion was made by Channon and seconded by Halsey to accept Resolution No. 2008-31. Roll call vote: all ayes, motion carried. Resolution No. 2008-31 states: A RESOLUTION TO SET OFFICIAL HOLIDAYS WHEREAS, the City Council of the City of Riverdale, Iowa, has determined it necessary to identify legal holidays for City Hall in the City of Riverdale; NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Riverdale, Iowa, designates the following dates as legal holidays for City Hall in the City of Riverdale, Iowa: New Years Day Martin Luther King Day President’s Day Memorial Day Independence Day Labor Day Columbus Day Veteran’s Day Thanksgiving Day Christmas Eve Christmas Day BE IT FURTHER RESOLVED, by the City Council of the City of Riverdale, Iowa, that City Hall will be closed on these days. A motion was made by Halsey and seconded by Littrel to approve repairs to the sidewalk ramp at City Hall by Mahler Concrete not to exceed $250.00. Roll call vote: all ayes, motion carried. Franklin updated the Council regarding current insurance coverage on volunteer firemen. A motion was made by Littrel and seconded by Halsey to approve increasing the insurance coverage for the volunteer firemen to $200,000.00 accidental death and dismemberment and a disability benefit of $1000.00 a week for 2 years at a cost to the City not to exceed $5000.00 per year. Roll call vote: Halsey-yes, Littrel-yes, Hupp-abstain, Channon-abstain, Franklin-yes, motion carried. Franklin stated he would check into paid employee insurance and an association that may have lower insurance rates. A motion was made by Halsey and seconded by Channon to approve a request to serve alcohol on December 6, 2008 in the community room. Roll call vote: all ayes, motion carried. COMMITTEE REPORTS: A motion was made by Littrel and seconded by Halsey to approve the October 2008 Financial Report. Roll call vote: all ayes, motion carried. Littrel updated the Council on repairs needed on Bellingham Road. COMMUNICATIONS FROM COUNCIL AND OTHER OFFICIALS: Angela Reier reported she has been in contact with the DOT regarding the need for repairs to the railroad crossings. Littrel stated the holes on Fieldcrest will not be permanently fixed until spring. Channon expressed her concern regarding the installation of a window in the office at City Hall. Channon stated she would prefer changing the counter. This issue will be discussed at the next council meeting. A motion to adjourn was made by Halsey and seconded by Channon. Roll call vote: all ayes, motion carried. The meeting adjourned at 8:38 p.m. John Franklin, Mayor Pro Tem Theresa Ralfs, City Clerk 1 From the City of Riverdale November 2008 Belmont Road Construction Update Submitted by Ament Engineers & Architects Construction on Belmont Road is scheduled to be completed by the end of 2009. At that time, the following improvements will be in place: The new Belmont Road, from Pleasant Valley High School to Valley Drive, will be approximately 6’ wider than it is now, and will have curbs, gutters and a drainage system. An 8’ wide, paved multi-use path will begin at the Pleasant Valley High School tennis courts and end at a point beyond the Scott Community College Entrance. As a separate project, Scott Community College will have two newly built entrances, one opening onto Belmont Road, and the other onto State Street. Construction Update Crews have finished relocating utilities along Belmont Road and are ready to begin putting in a new storm sewer below the West Court neighborhood, across from Scott Community College. The storm sewer work, part of Phase One of the Belmont Road Project, could start yet this fall, but the remaining construction work will be put on hold until spring in order to keep both lanes of Belmont Road open and usable throughout the winter. In April, contractors will have the opportunity to submit bids on Belmont Road Phase 2 construction work. During Phase 2, the existing roadway will be torn out and completely rebuilt from the Scott Community College entrance to Valley Drive. Construction on Phase 2 will continue throughout next summer, wrapping up in November of 2009. Scott Community College Roadway Improvement Project UpdateThe new entrance to Scott Community College from Belmont Road is nearly complete. This was the major construction project in Phase 1 of the Scott Community College Roadway Improvement Project. Another entrance, which opens onto State Street (Phase 3A), may be paved yet this year, weather permitting. In December or January, engineers will begin design of the detention basin along Manor Drive. Construction is scheduled for next spring, in conjunction with the rebuilding of the existing Scott Community College access road. This work is part of Phase 4 of the project. Financial Report for October 2008 General Fund Activity: Total Receipts = $89,017.51 Total disbursements = $69,792.60 TOTAL ASSETS: October Ending Balances GF Checking = $90,810.44 GF CD’s = $650,000.00 Sewer MM = $15,564.33 IPAIT Sewer = $157,149.97 IPAIT CI = $248,411.27 CI CD’s = $322,059.30 Awards Fund = $89,063.20 For the latest Agenda and Meeting Minutes visit the City’s website at Riverdaleia.org Please make every effort to not mow/rake leaves and grass into the street which then goes into the storm drains. The storm water management program is a federally mandated program to clean up what goes into our streams, creeks, and rivers. Everyone’s effort can make a big impact. Thank you for your help! Fire Department Report for August 19 to September 16, 2008 Calls: 5-EMS call 1-Fire Training: ICS, Ventilation, Fire streams Fire Department Report for September 16 to October 21, 2008 Calls: 4-EMS call 1 Fire 1 Mutual Aid Fire Training: Semis fuel tour, Search and Rescue, Training need assessment, Pump Operation, Psychiatric Emergency Serve your community-Come and join us! City Hall Office Hours: Tuesday, Wednesday & Thursday 10:00 AM to 5:00 PM CLOSED MONDAY & FRIDAY j Your Council and their committee appointments are as follows: Jack Franklin (359-6612)-Mayor Pro Tem, Contracted Support Service & Budget Cheryl Channon (332-4730)-Contracted Support Service & Budget Linda Hupp (355-3386) - Parks Dean Halsey (355-2013)-Infrastructure & Parks Doug Littrel (359-1343)-Infrastructure & NPDES Management Mayor Jeff Grindle can be reached at 359-7676 Lou Wren is the Zoning Inspector. You may contact Lou at 355-1300. Please contact him regarding any construction projects. City Hall Office Hours: Tuesday, Wednesday & Thursday 10:00 AM to 5:00 PM CLOSED MONDAY & FRIDAY Riverdale City Council Meetings are held the 1st and 3rd Tuesday of the month! December’s City Council Meetings will be the 2th and 16th! Thank you, Harry “Duke” Pelton, Brian Ballard, George Seaberg, Jim Beran, Don Fisher, Jack Franklin, Jeff Grindle, Dale & Linda Hupp, Doug Littrel, Ann Shoultz, Pat Tray, Ralph &Rosie Parry, for helping with the holiday lights- your volunteerism shows the spirit of Riverdale!