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Home My Public Portal AboutMinutes-11/25/2015City of Tiffin, Iowa Meeting: Tiffin Work Session Place: Tiffin City Hall, 300 Railroad Street, Tiffin, Iowa 52340 Date/Time: November 25, 2015 — 6:30 PM Web Page: www.tiffin-iowa.org Posted: November 20, 2015 (website & front entry of City Hall) Mayor: Steven Berner City Administrator/Clerk: Doug Boldt Council At Large: Jim Bartels City Attorney: Robert Michael Council At Large: Al Havens Deputy City Clerk: Ashley Platz Council At Large: Joan Kahler D. of Public Works: Brett Mehmen Council At Large: Mike Ryan City Engineer: Doug Frederick Council At Large: Peggy Upton Call to Order — 6:30 PM A. Roll Call The City Council of the City of Tiffin, Johnson County, Iowa, met in a work session November 25, 2015 at 6:32 p.m. Mayor Berner called the meeting to order. Upon roll being called the following named council members were present: Peggy Upton, Jim Bartels, Al Havens, Jo Kahler and Mike Ryan. Also present: City Administrator/Clerk Doug Boldt, City Engineer Ben Carhoff, Deputy City Clerk Ashley Platz, other visitors. B. Agenda Additions/Agenda Approval Motion to approve the agenda by Bartels. Second by Ryan. All ayes, motion to approve agenda carried. C. Discussion and Review of Performance Evaluation for City Administrator Doug Boldt- -Wanting to discuss meeting dates and potentially moving away from Wednesday to a Tuesday. And the reason for the change would help the flow of how the office can address issues that come up in the meeting during the remaining week. - Advised that City Hall staff is still short a person. Council discussed options of Financial Officer or a PT Receptionist/Office Assistant. - Doug spoke about Tim Long our Interim Assistant Administrator- and how much help and support he is given this City. He requests to give half of the increase he asked for in his original agreement upon hiring, give it to Tim Long due to all of his hard work and dedication. Mike Ryan- Existed meeting due to a phone call at 6:45pm City Council Work Session Agenda Page 1 of 9 D. Adiournment Motion to adjourn Work Session by Havens Second by Kahler All ayes, Work Session adjourned at 6:58PM Tiffin City Council Meeting A. Call to Order — 7:00 PM The City Council of the City of Tiffin, Johnson County, Iowa, met in a Regular Session on November 25, 2015 at 7:02 p.m. Mayor Berner called the meeting to order. Upon roll being called the following named council members were present: Peggy Upton, Jim Bartels, Al Havens, Jo Kahler and Mike Ryan -(ABSENT until 7:24PM). Also present: City Administrator/Clerk Doug Boldt, City Engineer Ben Carhoff, Attorney Bob Michael, Deputy City Clerk Ashley Platz, other visitors. B. Roll Call C. Agenda Additions/Agenda Approval Motion Upton to move agenda item L-1 ahead of Agenda Item E- Consent Agenda. Second by Havens. Motion Bartels to approve amended agenda. Second Kahler. All ayes, agenda stands approved D. Communications and Reports: 1. Unscheduled If you wish to address the City Council on subjects pertaining to today's meeting agenda, please wait until that item on the agenda is reached. If you wish to address the City Council on an item not on the agenda, please approach the lectern and give your name and address for the public record before discussing your item. E. Consent Agenda Note: These are routine items and will be enacted by one motion without separate discussion unless a Council Member requests separate consideration. 1. Approval of City Council Minutes Motion Upton to amend. Second by Bartels. All ayes, motion to amend carried. Motion to approve amended City Council Minutes by Upton. Second by Havens. All ayes, Amended Minutes are approved. F. Mayoral Proclamation 1. City Council Work Session Agenda Page 2 of 9 G. Public Hearing 1. Public Hearing on Sewer Revenue Loan and Disbursement Agreement Motion to open Public Hearing on Sewer Revenue Loan and Disbursement Agreement by Kahler. Second by Havens. Roll Call Vote: Bartels, Havens, Kahler, Upton. All ayes, Public Hearing opened at 7:18PM. City Hall has not received any correspondence via email, phone, written, or in person. Motion to close Public Hearing on Sewer Revenue Loan and Disbursement Agreement by Havens. Second by Kahler. Roll Call Vote: Havens, Kahler, Bartels, Upton. All ayes, Public Hearing closed at 7:18PM. H. Ordinance Approval/Amendment 1. I. Resolutions for Approval 1. Resolution 2015-123 — Resolution Approving Alliant Energy to Install Street Lights in Willow Ridge and for the City of Tiffin to Accept Financial Responsibility Thereof — Motion to approve Resolution 2015-123 — Resolution Approving Alliant Energy to Install Street Lights in Willow Ridge and for the City of Tiffin to Accept Financial Responsibility Thereof by Havens. Second by Upton. Roll Call Vote: Kahler, Bartels, Upton, Havens. All ayes, Resolution 2015-123 passed. 2. Resolution 2015-124 — Resolution Taking Additional Action with respect to a Sewer Revenue Loan and Disbursement Agreement and Authorizing, Approving and Securing the Payment of a $400,000 Sewer Revenue Loan and Disbursement Agreement Anticipation Project Note (IFA Interim Loan and Disbursement Agreement) Motion to approve Resolution 2015-124 — Resolution Taking Additional Action with respect to a Sewer Revenue Loan and Disbursement Agreement and Authorizing, Approving and Securing the Payment of a $400,000 Sewer Revenue Loan and Disbursement Agreement Anticipation Project Note by Kahler. Second by Bartels. Randy — This is for the Planning and Design for the project. He said that the 2.2 million includes the 400k for the planning and design of the project. Roll Call Vote: Kahler, Bartels, Upton, Haven. All ayes, Resolution 2015-124 passed. City Council Work Session Agenda Page 3 of 9 3. Resolution 2015-125 — Resolution to Set a Date for a Public Hearing on Amending the Tiffin Zoning Ordinance Regarding Apartments in Commercial Zones Mike Ryan — arrived at 7:24PM Motion to approve Resolution 2015-125 — Resolution to Set a Date for a Public Hearing on December 11, 2015 for Amending the Tiffin Zoning Ordinance Regarding Apartments in Commercial Zones by Upton. Second by Ryan. Roll Call Vote: Bartels, Upton, Havens, Ryan, Kahler All ayes, Resolution 2015-125 passed. 4. Resolution 2015-126 — Resolution Approving Developer's Agreement for Tiffin Heights — Part Three Motion to table Resolution 2015-126 — Resolution Approving Developer's Agreement for Tiffin Heights — Part Three by Ryan. Second by Kahler. Bob Michael- gave a background of the changes of the Developer's Agreement. All ayes, Resolution 2015-126 tabled. 5. Resolution 2015-127 — Resolution to Approve the Escrow Agreement for Tiffin Heights — Part Three Motion to table by Bartels. Second by Kahler. All ayes, Resolution 2015-127 tabled. 6. Resolution 2015-128 — Resolution Approving Final Plat of Tiffin Heights — Part Three Motion to table by Kahler. Second by Ryan. All ayes, Resolution 2015-128 tabled. 7. Resolution 2015-129 — Resolution for Final Acceptance of the 2015 Water Relocation Project, Tiffin Iowa Motion to approve Resolution 2015-129 — Resolution for Final Acceptance of the 2015 Water Relocation Project, Tiffin Iowa by Ryan. Second by Kahler. Roll Call Vote: Ryan, Kahler, Bartels, Upton, Havens. All ayes, Resolution 2015-129 passed. City Council Work Session Agenda Page 4 of 9 8. Resolution 2015-130 — Resolution to Submit Application for SRF Intended Use Plan Motion to approve Resolution 2015-130 — Resolution to Submit Application for SRF Intended Use Plan by Ryan. Second by Havens. Bartels asked a question about Solar Power on the plant and if it is an option. Randy and Mike Ryan gave information about the process of acquiring the Solar Panels. Randy- Gave an executive summary of facility plan which gets submitted with the application. Cost estimate for phase one work — engineering and construction= $2.2 million. All due by December 1St. April of 2018 the facility will be up and running. Phase one will be done by 2017, and 2nd phase will be completed in 2018. Roll Call Vote: Ryan, Kahler, Bartels, Upton, Havens. All ayes, Resolution 2015-130 passed. J. Old Business 1. K. Motions for Approval 1. Consideration of Payables List — Motion to Approve by Havens. Second by Ryan. All ayes, motion carried. AMOUNT 108.41 20,565.00 250 49.62 386.91 17.62 16.97 31.99 17.23 67.63 54.3 1,327.07 177.37 207.45 17.75 16.27 1,953.92 2,025.50 City Council Work Session Agenda Page 5 of 9 CLAIMS REPORT 11-25-15 VENDOR INVOICE DESCRIPTION ADVANCED DRAINAGE SYSTEMS WATER/SEWER/STORM SEWER MISC ADVANCED ELECTRICAL SERVICES PEDISTALS W RECEPTICALS PK RD AEROSAW INC COLLEGE STREET 11-4-15 ALLIANT ENERGY 221 MAIN ST FIRE SHED ALLIANT ENERGY 201 MAIN STREET OLD CITY HALL ALLIANT ENERGY 201 MAIN ST SIREN ALLIANT ENERGY 210 MARENGO RD SCH LIGHTS ALLIANT ENERGY HWY 6 EASE SHED ALLIANT ENERGY 313 MARENGO RD FLASHING LIGHTS ALLIANT ENERGY 811 E MARENGO RD TIFFINSIGN ALLIANT ENERGY 806 E MARENGO RD CITY PARK ALLIANT ENERGY TIFFIN STREET LIGHTS ALLIANT ENERGY 201 RAILROAD ST PUB WORKS ALLIANT ENERGY 300 RAILROAD ST CITY HALL ALLIANT ENERGY ROBERTS FERRY RD SIREN ALLIANT ENERGY 210 GRANT ST ALLIANT ENERGY 99 BROWN ST ALLIANT ENERGY 111 BROWN ST WATER TMT PLANT AMOUNT 108.41 20,565.00 250 49.62 386.91 17.62 16.97 31.99 17.23 67.63 54.3 1,327.07 177.37 207.45 17.75 16.27 1,953.92 2,025.50 City Council Work Session Agenda Page 5 of 9 BANKERS TRUST COMPANY BERG AUTO CORP BERG AUTO CORP BIG COUNTRY SEED CEDAR RAPIDS PHOTO COPY CO CROELL RED] -MIX DATA TECHNOLOGIES DATA TECHNOLOGIES DAVE LONG PROTECTIVE PRODUCTS DORSEY & WHITNEY LLP GRACE EXCAVATION IOWA DEPT OF REVENUE W/H IOWA INTERSTATE RAILROAD, LTD IOWA ONE CALL IPERS IPERS JOHN DEERE FINANCIAL JOHNSON COUNTY SHERIFF LYNCH, MICHAEL & RAMER RSM US LLP RSM US LLP RSM US LLP MERCY OCCUPATIONAL HEALTH MERRY MAIDS NET -SMART INC PIRC-TOBIN CONSTRUCTION RATHJE CONSTRUCTION CO SEELMAN CONSTRUCTION, INC SHAY, BRIAN SNI SOLUTIONS SOLON STATE BANK STEVE'S ELECTRIC STEVE'S ELECTRIC TIFFIN FIRE ASSOCIATION TRUCK COUNTRY OF IOWA US CELLULAR USA BLUE BOOK WELLMARK ****PAID TOTAL***** ****SCHED TOTAL***** ***** REPORT TOTAL***** 2015A GO BOND INTEREST PMT HITCH AND BALL 2016 H&H UTILITY RSA COVER EROS MAT DS75 RAP DEG CITY HALL TONER BW & COLOR KNOB BLOCK- PARK ENTRANCE CASH DRAWER FOR RM MODULE SUMMIT SUPPORT & LICENSE FEE NYLON WEBBING- SHOP SHED 2015 GO ANNUAL APP CP BONDS CONTRACT MOWING STATE TAXES SIGNAL MAINT BIKE PATH DIGGING PROTECTION IPERS IPERS FREE STANDING TANK POLICE PORTECTION NOVEMBER15 LEGAL FEES GEN LEGAL MATTERS SYSTEM UPGRADE CONT IT VISION MONITORING ETC POWER PLUG MERAKI MR JUSTIN IMMUNIZATION 2 OF 3 CITY HALL MONTHLY CLEANING WEB SITE PROGRAMING& TREAT PRE 2015 WTR MAIN RELOCATION IRELAND AVE PROJECT PAY APP#12 EXCAVATION - JON'S ICE CREAM MONTHLY BUILDING OFFICIAL DUTY GEO SALT F350 REVENUE LOAN MORGAN SERVICE -IRELAND AVE JON'S ICE CREAM - IRELAND AVE MONTHLY FIRE PROTECTION NEW PUB WORK TRUCK CELLULAR SERVICE MANUAL AIR VENT VALVE MEDICAL INSURANCE 45, 283.00 30 3,040.00 120 404.57 490 295 3,041.01 32 17,500.00 4,050.00 289.65 194.4 217 448.39 517.99 1,511.27 5,951.83 2,311.50 791.6 1,056.00 101 160 250 450 11,053.00 102,556.18 5,780.00 3,526.75 14,986.50 795.52 2,868.65 5,725.18 9,166.66 85,526.00 340.46 288.06 3,126.72 361,566.90 361,566.90 City Council Work Session Agenda Page 6 of 9 2. Consideration of Change Order #5 — Rathje Construction — Motion to Table by Ryan. Second by Upton. Mayor Berner expressed his dissatisfaction with this and believes that Rathje is responsible for the change order, not the City. Upton requests that we split the cost with Rathje Havens request that we pay for materials and not labor. Council directed to City Administrator to contact Rathje and discuss other options. All ayes, motion to table carried. 3. Consideration of Pay Estimate #12 — Rathje Construction— Motion to Approve by Upton. Second by Ryan. All ayes, motion carried. 4. Consideration of Engineer's Statement of Final Completion and Owner's Acceptance of Work for 2015 Water Relocation Project — Motion to Approve by Ryan. Second by Kahler. All ayes, motion carried. 5. Consideration of Pay Estimate #1 —Final Payment— Pirc-Tobin — Motion to Approve by Ryan. Second by Bartels. All ayes, motion carried. 6. Discussion and Consideration of Annual Urban Renewal Report for FY 2014-2015 and Council Action as Needed Tim Long gave background on the Annual Urban Renewal Report for FYI 4- 15. Motion to approve Annual Urban Renewal Report for FY 2014-2015 by Ryan. Second by Upton. All ayes, motion carried 7. Discussion and Consideration of Appropriating Annual TIF Debt Certification and Council Action as Needed Tim Long discussed the TIF Debt Certification Motion to approve Appropriating Annual TIF Debt Certification by Bartels. Second by Havens. All ayes, motion carried City Council Work Session Agenda Page 7 of 9 8. Discussion and Consideration to Approve Hart -Frederick to Verify/Conduct Traffic Study for Ireland Avenue/Highway 6 for Potential of Traffic Signals and Council Action as Needed Ben Carhoff- HFC- gave background as to why the Traffic Signals are a potential now. Motion to approve Hart -Frederick to Verify/Conduct Traffic Study for Ireland Avenue/Highway 6 for Potential of Traffic Signals by Upton. Second by Kahler. All ayes, motion carried. 9. Discussion and Consideration of Hiring Building Official and Council Action as Needed Motion to approve Hiring Building Official Brian Shay by Upton Second by Ryan. All ayes, motion carried. 10. Discussion and Consideration of Soccer Field Renovation and Council Action as Needed LL Pelling, Hart -Frederick and the City will be working together to get this project finalized. Motion to approve Soccer Field Renovation by Kahler. Second by Upton. All ayes, motion carried. 11. Discussion and Consideration of Development Agreement Offer for Deerview Estates Part Two, Alot for Alot LLC and Council Action as Needed Mayor Berner gave background of the agreement and how it came to be. Motion to approve Development Agreement Offer for Deerview Estates Part Two, Alot for Alot LLC by Upton Second by Ryan. All ayes, motion carried. 12. Motion to Adjourn from Regular Session into Closed Session in Accordance with Iowa Code Chapter 20.17(3) for Public Employment Relations Procedures Motion by Ryan to table until Dec 9 @6:OOpm Second by Bartels All ayes, motion carried. L. Reports to be Received/Filed 1. Johnson County Sheriff s Department Annual Report City Council Work Session Agenda Page 8 of 9 Provided the Council 2 handouts regarding the time they spent in Tiffin and the hourly wage. Also provided a break down on hours we have exceeded in the contract. Council discussed the potential of increasing hours and pay. This year the City of Tiffin has exceeded the contract hours allotted by 117 I/4 hours. M. Reports from City Personnel 1. Mayor's Report — Long range plan was discussed at the MPO meeting he attended. 2. City Council Reports — Upton discussed wanting to do something with Santa for the Children or having a community group take the project on and the City would donate the use of the facility for the event. Council was concerned with the snow plowing make sure the snow does not block the sidewalks. Ryan- Following up with the solar power. 3. Director of Public Work's Report - absent 4. City Engineer's Report- Estimate on Park Road improvements. Jack Burnham worked on the sizing of round -about and the pricing would be the same cost as a regular intersection in comparison to the long turn lanes needed at the Park Rd & HWY 6. City Attorney's Report - Nothing. City Administrator's Report — Ireland Avenue Project, Railroad Street did not get opened due the catch basins not being here. Grand Street is open now. They are trying to tie up all the loose ends. State Auditors visited us this week and next week and will give an exit interview. The report will be finalized in a few months. Adiournment Motion to adjourn by Ryan Second by Bartels All ayes, motion carried. Meeting Adjourned at 9:06 PM November 25, 2015 Ashley Pla City C City Council Work Session Agenda Page 9 of 9