CITY OF MONONA Regular Council Meeting Monday, April 17, 2017

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1 CITY OF MONONA Regular Council Meeting Monday, April 17, 2017 The Monona, Iowa, City Council met in regular session Monday, April 17, 2017 at 6:00 P.M. at the City Hall. Mayor Fran Passmore presided with Dan Havlicek, Andrew Meyer, John Elledge and Doug Bachman present. Randee Koenig was absent. Guests Present: Bruce Schultz (Hometown Agency), J.J. Rockford, Robert Penrod (PeopleService), Jo Amsden (Police Chief), Rogeta Halvorson (MCED), Craig Schmidt, Nolan Porter (The Outlook) and Audrey Posten (North Iowa Times). 1) Approve Consent Agenda Moved by Elledge, seconded Bachman, to approve consent agenda as submitted. Carried Meeting Agenda Council Minutes ~ April 3 rd Treasurer/Budgetary Reports ~ March Library Report ~ March Garden View Report ~ March Little Bulldog Childcare Report ~ March Utility Billing Reconciliation March/April ) Hearing of Delegations None. 3) Property Casualty Insurance Renewal Local Agent of Record Bruce Schultz of Community Insurance/Hometown Agency explained various details of the City s renewal coverage under written through EMC Insurance Companies. General and umbrella liability limits, statement of property values, auto deductibles and other premiums related to Fire Rescue Van and Elgin Street Sweeper were mentioned. Overall insurance premiums would increase 2.1% for period April 1, 2017 to April 1, In closing, Schultz stated he would provide a coverage and deductible option for the street sweeper and rescue van. At conclusion of comments and questions, it was moved by Havlicek, seconded by Meyer, to approve EMC Insurance coverage for city property, casualty, general liability, umbrella liability, and workers compensation as listed in amount of $88,837. Ayes Three. Nays One. Motion Passed. 4) PeopleService Report PeopleService operator Robert Penrod submitted written Operations and Maintenance (O&M) reports for water and wastewater departments from March O&M activities were identified in detail: Water O&M Received safe bacteria report for March 1

2 Attended Spring AWWA Water Meeting in Manchester Ammonia samples for well no. 2 & no. 3 were satisfactory tested Bacteria sampling at new Casey s General Store & new Family Dentistry were ok Replaced chlorine tubing at well no.2 & no.3 Solicited prices for replacing electrical service panel & new generator at well no.3 Performed routine monthly duties Wastewater O&M Electric Pump worked on lift stations alarms on generators at all 3 lift stations Alliant Energy replaced splices (3) on electric pole at Wire Factory lift Station Installed new thermostat on roof top air handler at pretreatment building Performed work orders as required Attended grinder pump class in New Hampton, IA Attended J&R Supply Exposition classes in Dubuque for CEU s Self-Assessment Matrix & Work Record Request related to new ammonia limits as part of Wastewater Permit was submitted to DNR in Des Moines. V&K engineers prepared paperwork at no charge Chlorine Compliance Schedule Strategy due July 1, 2017 Broken water valve in digester building was repaired 5) Police Report Police activity compendium for March 2017 was provided by Chief Jo Amsden. Suggestion was made to monitor activity in City Park closely while Banstand improvements are being made. Amsden stated new decals would be applied to police squad car as noted in report. 6) Monona Chamber & Economic Development (MCED) Report Executive director Halvorson briefly reviewed MCED report for period January 1 March 31, Membership Drive, Website, Marketing/Promotion, Community Advocacy, Tourism, Business Development, Economic Development, Community Visioning activities and Bandstand fund raising were mentioned in the report. 7) Approve 2017 Monona Hay Days Requests MCED director Halvorson talked about Hay Days event planned for June 16 th and 17 th which would be held in downtown business district. Streets would be closed one (1) block in each direction from intersection of Main and Center Streets. Parade route, kid s activities, classic car/truck show, bean bag tourney, basketball competition, pancake breakfast, street band and 5K Glow-Run were mentioned. Picnic tables, special events waiver for ATV s and portable bathrooms would also be needed. More information would be provided as planning continues. At conclusion of comments, it was moved by Elledge, seconded by Havlicek, to authorize closure of city streets as proposed from 8:00 A.M. Saturday morning until Saturday evening at 7:00 P.M with one (1) block of East Center in front of city hall closed through Sunday morning, authorize use of city hall parking lot for bean bag tournament, pay cost of portable bathrooms same as in years past and approve use of ATV s on city streets per Monona Code Ordinance Chapter Section 1 ~ D. Special events authorized by City Council in conjunction with Friday night 5K Glow-Run and Saturday parade routes. Carried 2

3 8) Review Monona Housing Priorities MCED director Halvorson distributed final list of housing goals/objectives that were developed as part of Monona/Countywide Housing Study in Actions for the future were detailed along with specific priorities. Moved by Havlicek, seconded by Bachman, to approve Monona Housing Brochure of future priorities as identified. Carried 9) 2018 Clayton County Marketing Campaign MCED director Halvorson explained Clayton County Tourism Marketing Campaign for 2018 along with goals, partnerships and planned activities. Moved by Havlicek, seconded by Elledge, to approve contribution of $500 toward 2018 Clayton County Marketing Campaign. Carried 10) Gordon Residential Subdivision Development Agreement A Memorandum of Understanding (MOU) as prepared by administrator Canton was provided for council review. The MOU detailed provisions of a partnership between the City of Monona, Monona Enterprises and local building contractor for development and construction of five (5) homes in Lot 19 of the Gordon Residential Subdivision. Canton mentioned the only provision that has not been clarified is the initial cost to extend natural gas and electricity to the building lots and the subsequent refunds that would be received from the utility companies after each home is constructed. Administrator also explained required legal documents that are being prepared by bond counsel attorney Amy Bjork of Dorsey & Whitney as part of establishing a Tax Increment Financing District (TIF) specific to the developed lots. Annual TIF revenues would be used to pay city s expense for construction of street and sewer/water utilities. Initial TIF resolution would be available for council action at May 15 th council meeting. At conclusion of explanation and comments, it was moved by Bachman, seconded by, Elledge, to approve and execute MOU as written with the city to cover initial cost of gas and electrical service extension. Carried 11) Review Proposal from Fehr Graham Engineering for Proposed Infrastructure Development & Street Extension in Gordon Residential Subdivision City administrator again talked about components of proposed development of five (5) residential lots to be situated around Council Street Cul-de-Sac in Gordon Residential Subdivision. First step in process is to prepare plans and specifications for constructing an extension of Council Street including curb/gutter and asphalt pavement along with installing water/sewer utility services to each of five (5) lots. Jon Biederman of Fehr Graham submitted a proposal for said engineering work that included scope of services and related fees as follows: a) Survey Services ($6,000), b) Civil Design Services ($12,500) and c) Civil Contraction Services ($9,000). It was again mentioned that Monona Enterprises had previously agreed to pay portion of survey costs related to preparation of the preliminary/final plats for creating the five (5) new residential building lots. It was consensus of council to engage the services Fehr Graham and execute an engineering agreement. 3

4 12) Approve Resolution No Authorizing Engineering Agreement with Fehr Graham for Infrastructure Development & Street Extension in Gordon Residential Subdivision Moved by Bachman, seconded by Meyer, to Authorizing Engineering Services Agreement with Fehr Graham for Development of Sewer/Water Infrastructure and Street Extension in in Lot 19 of Gordon Residential Subdivision. Roll Call Vote: Ayes Four. Nays None. Resolution was adopted. 13) Approve Purchase & Installation of 10 Wayfinding Signs at Specific Street Locations A price quote was previously received from Signs and Designs of Cedar Falls for fabrication of ten (10) directional wayfinding signs with 1 aluminum tube frames and stainless steel straps in amount of $4,380. Directional signs would be installed at various locations along main roads/streets in Monona primarily on Iowa Street and Main Street. Question was asked at prior meeting if signs would be able to withstand strong winds. Administrator Canton displayed a wayfinding sign prototype for all to see and examine. He stated the prototype would be mounted to sign pole at corner of Maint and Iowa Street to ensure sign frame attachment is solid. Modifications to sign bracket, if needed, would be made prior to placing final sign order. At conclusion of questions and comments, it was moved by Elledge, seconded by Bachman, to approve purchase of ten (10) Wayfinding Signs from Sign & Designs at price quoted and install at locations as mapped. Carried 14) Accept Bulldog Boulevard Street Improvement Project as Complete Written recommendation and certification of project completion was received from city engineer Jon Biederman April 3, Upon review of letter, it was moved by Havlicek, seconded by Meyer, to formally accept the Bulldog Boulevard Permeable Paver Street Improvement Project as complete. Carried 15) Approve Pay Request No.4/Final from Bacon Concrete for Bulldog Boulevard St. Project Upon recommendation of city engineer Jon Biederman, it was moved by Bachman, seconded by Elledge, to Approve Final Pay Request No.4 from Bacon Concrete in amount of $9, for work associated with Bulldog Boulevard Permeable Paver Street improvements. Carried 16) Garden View Senior Living Facility Call Alert System At last council meeting Jason Swanson of Tealwood Management Co. provided a price quote from Stanley Healthcare for replacing existing call alert system at Garden View Senior Living Facility. Equipment components, specifications, product information and other details were part of the information packet. Council member Koenig had stated existing 2005 system was now obsolete and that certain repair parts might not be available if needed. Question was also asked if price quotes from other companies had been solicited. Administrator again submitted a quote from Stanley Healthcare along with a proposal from Technology Solutions in amount of $23, and $29, respectively. Moved by Havlicek, seconded by Bachman, to accept proposal from Stanley Healthcare to include a sales tax deduction of $1, since the city is tax exempt. Carried 4

5 17) Garden View Senior Living Facility Window Replacement RFP A Request for Proposals (RFP) advertisement for Garden View Window Replacement Project was distributed for council review. The RFP listed window specification requirements and construction criteria etc. for replacing a total of 124 windows in Garden View Senior Living Facility. Administrator explained provisions and the need to proceed with the project as exist ting windows and frames continue to deteriorate. Moved by Bachman, second by Meyer, to approve RFP advertisement as written and proceed with publication of notice. Carried 18) Change to Garbage Amnesty & Appliance/Electronics Collection Days Administrator informed mayor and council that televisions and computer monitors would not be accepted as part of May 10 th electronics collection day in Monona. Schnuelle Recycling no longer has a distributor for those items and would not be able to collect. He mentioned Winneshiek County Recycling and Best Buy would accept those items for a fee. 19) Set FY Budget Amendment Public Hearing Administrator distributed list of six (6) expenditure functions (categories) that would need to be amended as part of FY City Budget. Expenses related to Public Safety, Health & Social Services, Community and Economic Development, General Government, Enterprise Funds and Culture & Recreation were expected to exceed budgeted amounts and would need to be increased as identified. Moved by Meyer, seconded Elledge, to set Budget Amendment Hearing for Monday, May 15 th at 6:00 P.M. and publish hearing notice at appropriate date/time as required. Carried Unanimously Mayor/Council/Clerk Notes: Dollar General again looking for another building site in Monona Roofing work as part of City Park Bandstand Improvement Project to commence Thursday, April 20th Council member Havlicek and administrator Canton agreed to work with potential buyer of a Monona Commercial Park Lot. More info would be forthcoming when available There being no further business, Mayor Passmore declared meeting adjourned at 7:31 P.M. Next regular meeting would be held Monday, May 1, 2017 at 6:00 P.M. at city hall. Dan Canton, City Administrator 5

6 Monthly Revenues for March: GENERAL TOTAL $28, LIBRARY TOTAL $1, LIBRARY CAPITAL IMPR FUND TOTA $1, ROAD USE TAX TOTAL $22, TRUST & AGENCY TOTAL $1, T.I.F. TOTAL $ LIBRARY MEMORIAL TOTAL $44.71 MONONA PUBLIC GARD & TRL TOTA $1, DEBT SERVICE TOTAL $1, WASTE WATER TREATMENT TOTAL $72, WATER TOTAL $14, SEWER TOTAL $40, AIRPORT TOTAL $ GARBAGE TOTAL $14, GV SINKING FUND TOTAL $13, GV RESERVE FUND TOTAL $1, GV DEPRECIATION TOTAL $2, LITTLE BULLDOG - SINKING TOTA $1, LITTLE BULLDOG - RESERVE TOTA $ MONTHLY REVENUES $217, =========== Monthly Expenses for March GENERAL TOTAL $32, LIBRARY TOTAL $5, ROAD USE TAX TOTAL $8, TRUST & AGENCY TOTAL $6, LIBRARY MEMORIAL TOTAL $ MONONA PUBLIC GARD & TRL TOTA $ O.HOUSING CDBG FUND TOTA $3, WASTE WATER TREATMENT TOTAL $80, REUSSER IMPROVEMENT TOTAL $ WATER TOTAL $15, SEWER TOTAL $23, AIRPORT TOTAL $ GARBAGE TOTAL $16, GV SINKING FUND TOTAL $20, LITTLE BULLDOG - SINKING TOTA $2, INTERNAL LOAN FUND TOTAL $5, MONTHLY EXPENDITURES $221, ============= 6