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Home My Public Portal AboutMinutes-5/17/2016 12:00:00 AMCity of Tiffin, Iowa Meeting: Tiffin Work Session & Regular Meeting Place: Tiffin City Hall, 300 Railroad Street, Tiffin, Iowa 52340 Date/Time: May 17, 2016 — 6:00 PM Web Page: www.tiffin-iowa.org Posted: May 13, 2016 (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 Building Official: Brian Shay Call to Order — 6:00 PM A. Roll Call The City Council of the City of Tiffin, Johnson County, Iowa, met in a work session May 17, 2016 at 6:05 p.m. Mayor Berner called the meeting to order. Upon roll being called the following named council members were present: Peggy Upton , , Al Havens, Jo Kahler, Mike Ryan. Absent: Jim Bartels. Also present: City Administrator/Clerk Doug Boldt, City Engineer Ben Carhoff, Public Works Director Brett Mehmen, Deputy City Clerk Ashley Platz Building Official Brian Shay, and other visitors. B. Agenda Additions/Agenda Approval Motion to approve the agenda by Ryan. Second by Kahler. All ayes, motion carried C. Discussion of Sewer Rate Study by Northland Securities Jeff Heil with Northland Securities presented and reviewed the Sewer Rate Study compiled by Northland Securities. Council discussed the options of doing one big increase vs. a small increase yearly. They also discussed having a bigger increase on the first year with smaller increases following years. Council discussed to set the new rates by October 1, 2016. Council discussed some bullet points regarding reasons for needing the rate change: • DNR Regulations & Requirements • Eliminate Tier Structure • Last rate change in 1997. • Sewer Only • Average Billing change City Council \Vorl; Session Aucnda D. Discussion/Questions from Council Members regarding items on the Regular City Council Agenda Doug Boldt- Reviewed the requirements necessary for the SRF application process and the agenda layout for tonight's meeting. Jo Kahler advised of the noise from the railroad crossing when trucks pass by. Doug will check with Iowa Interstate Railroad on the ETA of the repair the railroad approach. E. Other Business Motion Havens to move Other Business ahead of Northland Securities. Second Ryan All ayes, motion carried. Tony Frederick wanted to announce the Retirement of Doug Frederick. F. Adiournment Motion to adjourn work session by Ryan. Second by Kahler. All ayes, work session adjourned at 6:57 PM Council Meeting A. Call to Order — 7:00 PM B. Roll Call The City Council of the City of Tiffin, Johnson County, Iowa, met in regular session on May 17, 2016 at 7:00 p.m. Mayor Steve Berner called the meeting to order. Upon roll being called the following named council members were present: Peggy Upton, Al Havens, Jo Kahler, Mike Ryan. Absent: Jim Bartels. Also present: City Administrator/Clerk Doug Boldt, City Attorney Bob Michael, City Engineer Ben Carhoff, Public Works Director Brett Mehmen, Building Official Brian Shay, Deputy City Clerk Ashley Platz, and other visitors. C. Agenda Additions/Agenda Approval Motion to approve Council agenda by Upton. Second by Kahler. All ayes, motion carried. 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. Johnson County Deputy Adolph- Nothing to present to council. Key Kain- P&Z Chair — Spoke about the Good Neighbor meeting held last night at City Hall regarding proposed future development. Wanted to speak about multi -family housing and what we want to see Tiffin become. Paula Dreeszen — Running for State House Dist. 77 on June 7, 2016. Spoke about her beliefs and what she represents. She has requested people of Tiffin to contact her with issues and concerns. C'it�� C'ol.ulcil \b'ork rl,,cnda Paye 2 of Q 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 2. Approval of Liquor License — Kum & Go #137 Motion to approve Consent agenda which includes City Council Minutes and Kum & Go #137 Liquor License renewal by Havens. Second by Ryan. All ayes, motion carried. F. Mayoral Proclamation 1. G. Public Hearin 1. Public Hearing Regarding an Application for a Clean Water State Revolving Fund Loan in and for the City of Tiffin Motion to open public hearing regarding an Application for a Clean Water State Revolving Fund Loan in and for the City of Tiffin by Ryan. Second by Upton. Roll Call: Upton, Havens, Ryan, Kahler. Absent: Bartels. All ayes, hearing opened at 7:10 PM Discussion: Nothing was received at City Hall and no public was present to speak. Motion to close public hearing regarding an Application for a Clean Water State Revolving Fund Loan in and for the City of Tiffin by Upton. Second by Kahler. Roll Call: Upton, Havens, Ryan, Kahler. Absent: Bartels. All ayes, hearing closed at 7:11 PM H. Ordinance Approval/Amendment 1. I. Resolutions for Approval 1. Resolution 2016-030 — Resolution Authorizing the Mayor to Sign the Environmental Information Document Randy — HFC- WWTP project- gave an updated on project status and permitting process. Motion to approve Resolution 2016-030 — Resolution Authorizing the Mayor to Sign the Environmental Information Document by Ryan. Second by Upton. Roll Call: Havens, Ryan, Kahler, Upton. Absent: Bartels. All ayes, Resolution 2016-030 approved. 2. Resolution 2016-031 — Resolution Setting the Dates for the Public Hearing on the Plans, Specifications, Form of Contract and Estimate of Cost, And for Opening of Bids, and Authorizing Publication of Notices for the i'Itl Cot111C1i Work sc�" ik11 A'_;1:mI'I Construction of the 2016 Phase I Wastewater Treatment Plant Improvements Project Randy —HFC- bid estimate was roughly $1.8 million for Phase 1 Motion to approve Resolution 2016-031 — Resolution Setting the Dates for the Public Hearing on the Plans, Specifications, Form of Contract and Estimate of Cost, And for Opening of Bids, and Authorizing Publication of Notices for the Construction of the 2016 Phase I Wastewater Treatment Plant Improvements Project by Kahler. Second by Ryan. Roll Call: Ryan, Kahler, Upton, Havens. Absent: Bartels. All ayes, Resolution 2016-031 approved. 3. Resolution 2016-032 — Resolution Setting a Public Hearing Date for the FY 2015-2016 Budget Amendment Motion to approve Resolution 2016-032 — Resolution Setting a Public Hearing Date for the FY 2015-2016 Budget Amendment by Ryan. Second by Havens. Roll Call: Kahler, Upton, Havens, Ryan. Absent: Bartels. All ayes, Resolution 2016-032 approved. 4. Resolution 2016-033 — Resolution Approving Strategic Planning and Goal Setting 2016 Final Report Motion to approve Resolution 2016-033 — Resolution Approving Strategic Planning and Goal Setting 2016 Final Report by Ryan. Second by Kahler. Roll Call: Upton, Havens, Ryan, Kahler, Absent: Bartels. All ayes, Resolution 2016-033 approved. J. Old Business 1. K. Motions for Approval 1. Consideration of Payables List — Motion to Approve by Ryan. Second by Kahler. All ayes, motion approved. CLAIMS REPORT VENDOR ACTION SERVICES INC ADVANCED BUSINESS SYSTEMS ADVANCED BUSINESS SYSTEMS AMY SHAULL AW WELT AMBRISCO AW WELT AMBRISCO AW WELT AMBRISCO CARGILL INC INVOICE DESCRIPTION PORTABLE RESTROOMS PARK ANNUAL CONTRACT, TECHNICAL SUPPORT MILEAGE REIMBURSEMENT INSURANCE INSURANCE INSURANCE SALT FOR WATER PLANT AMOUNT 130 50 22.95 24.84 222 55 55,166.00 4,069.62 (.V1(%{_OUI1C11 \"'01'k SC>JIOIl AIII: kl P.l"C 4 int l) CARUS PHOSPHATES INC CITY TRACTOR CO. CONSUMERS COOPERATIVE COSTCO MEMBERSHIP COSTCO MEMBERSHIP COSTCO MEMBERSHIP DAN'S OVERHEAD DOORS DATA TECHNOLOGIES FERGUSON ENTERPRISES FORTE PAYMENT SYSTEMS INC GAZETTE COMMUNICATIONS HART FREDERICK CONSULTAN HART FREDERICK CONSULTAN HART FREDERICK CONSULTAN HART FREDERICK CONSULTAN HART FREDERICK CONSULTAN HART FREDERICK CONSULTAN HART FREDERICK CONSULTAN HART FREDERICK CONSULTAN HART FREDERICK CONSULTAN HART FREDERICK CONSULTAN HART FREDERICK CONSULTAN HART FREDERICK CONSULTAN HART FREDERICK CONSULTAN HART FREDERICK CONSULTAN HART FREDERICK CONSULTAN HART FREDERICK CONSULTAN HART FREDERICK CONSULTAN HART FREDERICK CONSULTAN HD SUPPLY WATERWORKS LTD HD SUPPLY WATERWORKS LTD HOLIDAY INN DES MOINES AIRPORT HOLLAND, MICHAEL, RAIBER IOWA DEPT OF REVENUE W/H IPERS IPERS IPERS IPERS JOHNSON COUNTY RECORDER JOHNSON COUNTY REFUSE INC JOHNSON COUNTY SHERIFF LENOCH & CILEK ACE - IOWA CITY LINN COUNTY REC WATER TREATMENT CHEMICALS PARTS AND REPAIRS EQUIPMENT DIESEL FUEL CONCESSION STAND CONCESSION STAND CONCESSION STAND SHOP SUPPLIES BANK REC TRAINING WITH BRENDA WATER- 6- VALVES ONLINE-ACH TRANS FEES PUBLICATIONS ENGINEERING FEES ENGINEERING FEES ENGINEERING FEES ENGINEERING FEES ENGINEERING FEES ENGINEERING FEES ENGINEERING FEES ENGINEERING FEES ENGINEERING FEES ENGINEERING FEES ENGINEERING FEES ENGINEERING FEES ENGINEERING FEES ENGINEERING FEES ENGINEERING FEES ENGINEERING FEES ENGINEERING FEES ENGINEERING FEES WATER METERS AND COMPONENTS WATER METERS AND COMPONENTS ROOM FOR ASHLEY FOR IMFOA PARK RIDGE, STATE TAXES FEBRUARY IPERS UNDERPAYMENT FEBUARY IPERS PAYMENT IPERS IPERS RECORDING FEES RECYLCING MAY POLICE PROTECTION TOWELS, BATH TISSUE ELECTRIC ACCOUNTS 797.6 40.32 890.95 89.43 847.72 719.57 105.7 884.8 416.75 29.5 125.23 290 890 9,850.00 4,400.00 297.5 340 2,188.75 2,571.25 4,277.50 595 13,727.50 70 552.5 276.25 4,650.00 3,045.00 21.25 21.25 4,010.00 3,560.00 106.42 630 289.65 -23.96 23.99 448.39 517.99 120 4,783.50 5,951.83 261.86 384 ('it\ Council Work- Sc i n A—cn(ki Pli-c 5 otL) LINN COUNTY REC ELECTRIC ACCOUNTS 152.76 LINN COUNTY REC ELECTRIC ACCOUNTS 213.7 LINN COUNTY REC ELECTRIC ACCOUNTS 496.02 LINN COUNTY REC ELECTRIC ACCOUNTS 34.84 LINN COUNTY REC ELECTRIC ACCOUNTS 24.38 LOWES BUSINESS ACCOUNT SUPPLIES 211.05 MASTER BUILT CONCRETE STREET REPAIR 2,574.00 MATHESON TRI -GAS, INC ACETLENE IND, WELDING MIX, 83.7 MERCY IOWA CITY PHYSICIAN JUSTIN, HEP -B SHOT 248 MERRY MAIDS CLEANING SERVICES 250 MID -AMERICAN ENERGY NATURAL GAS 103.36 MID -AMERICAN ENERGY NATURAL GAS 20.75 MID -AMERICAN ENERGY NATURAL GAS 12.69 MID -AMERICAN ENERGY NATURAL GAS 143.84 MORGANS SERVICE VEHICLE REPAIRS 109.55 MOXIE SOLAR SOLAR INSTALLATION 5,999.17 NET -SMART INC WEBSITE MAINTENANCE 15 NORTH LIBERTY LEADER LEGAL PUBLICATIIONS 781.91 OFFICE EXPRESS OFFICE SUPPLIES 139.69 OFFICE EXPRESS OFFICE SUPPLIES 1,419.87 OFFICE EXPRESS OFFICE SUPPLIES 622.17 OFFICE EXPRESS OFFICE SUPPLIES 191.62 PACE SUPPLY WHISKER/ANCHOR PLUG 184 PET HEALTH CENTER OF TIFFIN RABIES VAC. BOARD. NEXGARD 91.03 RATHJE CONSTRUCTION CO CONTRACT SERVICE -IRELAND 110,246.96 RATHJE CONSTRUCTION CO CONTRACT SERVICE -IRELAND 95,536.61 RATHJE CONSTRUCTION CO IRELAND AVE PAY ESTIMATE 16 95,536.61 RICK JANSSEN 5- MAILBOXES AND LABOR FEES 352 RSM US LLP CC MACHINE, WEBISTE, ROUTINE 1,015.00 RSM US LLP ANTI-VIRUS LICENSES 108 RSM US LLP HP ELITE, LED MONITOR,DOCKING 2,637.00 SANDRA SLAYMAKER MILEAGE REIMBURSEMENT 9.45 SHAY, BRIAN MILEAGE REIMBURSEMENT 257.58 SOLON STATE BANK F350 REVENUE LOAN 795.52 SOUTH SLOPE COOPERATIVE TELEPH TELEPHONE/INTERNET 812.53 SULZCO, LLC I & I, PAY ESTIMATE 21,264.78 THE DEPOT TIFFIN FUEL 101.54 TIFFIN FIRE ASSOCIATION MONTHLY FIRE PROTECTION 9,166.66 TOOLS UNLIMITED DRILL BIT SET 110.74 US FOODS CONCESSION STAND 1,908.40 USA BLUE BOOK GLOVES, TRIGGER SPRAY, 50.64 VISA HILLS BANK CREDIT CARDS 339.16 Citi C'ou; iil Work SL>si ll c 0 o 1") VISA HILLS BANK CREDIT CARDS 99.12 VISA HILLS BANK CREDIT CARDS 1,178.80 VISA HILLS BANK CREDIT CARDS 212.6 VISA HILLS BANK CREDIT CARDS 223.45 WALKER WELDING DUMP TRUCK, FITTINGS HYD. HOSE 116.54 ZEP SALES & SERVICES BRAKE WASH, WASP FOAM, CLEANER 599.28 ZEP SALES & SERVICES WASP FOAM 91.2 ****PAID TOTAL***** **** SCHED TOTAL***** 490,708.67 ***** REPORTTOTAL ***** 490,708.67 001 general- 001 63,410.22 110 rd. use tax 1,056.49 200 debt service 795.52 303 cap ireland ave reloc prj 316,460.18 307 cap park st s paving proj 21.25 310 cap park parks trails prj 9,058.75 312 roberts ferry cap prj 7,695.00 318 cap solar prj cityhall 5,999.17 600 water 27,646.97 610 sewer 31,100.59 612 old town phase 01&1 sewr 22,681.03 670 recycling 4,783.50 2. Consideration of Pay Estimate #1 — SulzCo LLC — Motion to Approve by Havens. Second by Ryan. All ayes, motion approved. 3. Consideration of Pay Estimate #17 — Rathje Construction —Motion to Approve by Upton. Second by Kahler. All ayes, motion approved. 4. Motion to approve to move the June City Council Meetings from the 1St and 3`d Tuesdays to the 2nd and 4th Tuesdays for the Purpose of the Primary Election by Kahler. Second by Havens. All ayes, motion approved. 5. Discussion and Consideration of Solar Installation Contract with Moxie Solar and Council Action as Needed Motion to approve Solar Installation Contract with Moxie Solar by Ryan. Second by Kahler. All ayes, motion carried. Citi Cc>u leil ��'ori: �c`si� n \ cnila r' ��C , of 6. Motion to Adjourn from Regular Session into Closed Session in Accordance with Iowa Code Chapter 21.5(1) — City Administrator Performance Evaluation by Havens. Second by Upton. Roll Call: Ryan, Kahler, Havens, Upton. Absent: Bartels. All ayes, entered into closed session at 7:56 PM Motion to go back into open session by Kahler. Second by Ryan. Roll Call: Kahler, Havens, Upton, Ryan. Absent: Bartels. All ayes, entered back into open session at 8:24 P M Motion to extend City Administrator Doug Boldt's current contract at increased to $78000/year until first meeting in January of 2017 by Ryan. Second by Kahler. Roll Call: Kahler, Ryan, All ayes, motion carried. L. Reports to be Received/Filed 1. Upton, Havens. Absent: Bartels. M. Reports from City Personnel 1. Mayor's Report- spoke about a Water Resource Restoration project and the options about and potential projects that could apply. 2. City Council Reports- Mike Ryan had a question about the Sign in front of City Hall. Plan for Original Tiffin Street Capital Improvements. 3. Director of Public Work's Report- Nothing to report. Spoke about the I&I Project and how the project is going. 4. Building Official Report- Medical Clinic will be opening June 1 and the Pharmacy shortly after that. Asked about City awarding a Plaque/Certificate "Welcome to Tiffin". High School two additions will be starting soon after school is out. 5. City Engineer's Report- Preliminary designs for CCA school entrance on Ireland Ave. Variance request might be necessary. The Trail is finally drying out and soon to be starting if weather permits. Jay- Ireland Ave - Completely done with sewer, water and storm sewer which means the project is 89% done. All that is left is Roberts Ferry and will start May 18tn for Roberts Ferry Road and in couple weeks HWY 6. Roberts Ferry opening potentially in two weeks. LDR property purchase out right for Roberts Ferry Road ROW. 6. City Attorney's Report — Spoke about the appraisals and easement for RFR and should get appraisals by the end of May. Crystal has spoken with the High Development about RISE Grant and agreement. She is still waiting for correspondence with High Development. 7. City Administrator's Report- CIP will be on the next agenda item. Work session with P&Z and Council together to get the City's vision planned out. Cite Couiicll f'Li, C 8 of'Q N. Adjournment Motion to adjourn by Ryan. Second by Upton. All ayes, meeting adjourned at 8:26 PM May 17, 2016 Ashley Platz, City Cl Citv Counli! \York Session A,-- iidt t Pig': 0 of 9