Minutes, Carlisle City Council Meeting, 28 August 2017

CITY OF CARLISLE

REGULAR CITY COUNCIL MEETING MINUTES

Monday, 28 August 2017; 6:30 P.M.

Carlisle City Hall Council Chamber

195 North First Street, Carlisle, Iowa

Elected Officials present were Mayor Ruth Randleman and Council Members Rob Van Ryswyk, Eric Goodhue, Dan McCulloch, Doug Hammerand and Drew Merrifield constituting a quorum. Also present were City Administrator Andy Lent, City Clerk Martha Becker, Parks and Rec Superintendent Ronda Frost, Interim Police Chief Matt Koch and City Attorney Robert Stuyvesant. Mayor Randleman called the meeting to order at 6:30 P.M.

The Pledge of Allegiance was recited.

PRESENTATION:

Julia Castillo and Brooke Ramsey spoke to Council on behalf of the Heartland of Iowa Regional Transportation Authority (HIRTA). They expressed that HIRTA would be interested in providing services to Carlisle and expanding the services to five days a week in Carlisle and Des Moines. Ramsey explained that if a Park and Ride were established, HIRTA could provide pick- up and drop-off services. She also noted that HIRTA provided 2,000 rides in Carlisle in 2017. Ramsey explained that if the City did utilize HIRTA the cost would be $20,000 the first year to assist with operating costs as well as a request to match funding (20%) for a new vehicle added to the fleet which would cost between $9,000 and $13,000. Currently HIRTA receives no funding from Carlisle. Ramsey also explained that since DART is organized under a 28M Agreement and that HIRTA is organized under a 28E Agreement the tax levy would need to change. Lent explained that we currently have a consolidated levy for DART and if we went with HIRTA for services to Southridge the City would have to add that levy onto the City’s levy. Goodhue noted that the overall levy would decrease but because the levy was added to the City it would appear that City’s levy would increase. Mayor asked about the services and if they would be door to door or a route. Ramsey answered that they would do door to door and scheduled pick up and drop off. Doctor’s appointments would be handled at will calls because of the time variances. Castillo noted they could do either pick up or route. There was continued discussion from Council regarding services. Goodhue asked if HIRTA could take a poll to see what Carlisle’s needs would be. Castillo let Council know they had have an outreach program that collects data and Ramsey explained that they also have a Mobility Coordinator to handle data collection as well. Merrifield asked if any of the information had changed in the past two years and noted that the City met with HIRTA in 2015 and questioned why it was just now getting onto the agenda. Ramsey replied that they did meet with Mayor and Lent in 2015 to go over the information and that they just hadn’t made it on the agenda yet. There was continued discussion by Council and Mayor. Goodhue reiterated that a poll be taken to see what the need are. Mayor asked that numbers be presented by January. Ramsey clarified that the City would have an idea about using HIRTA services in January for July 2018.

CONSENT ITEMS:

Motion by Goodhue, seconded by McCulloch to APPROVE THE FOLLOWING CONSENT ITEMS. Merrifield asked that the Approval of Appointment of Stephany Goodhue to Replace Angie Bruce on Planning and Zoning Commission, Term Ending 31 December 2018 be removed for further discussion:

  • Approve Regular City Council Meetings for 14 August 2017
  • Receive and File Planning and Zoning Minutes for 21 August 2017
  • Receive and File Board of Adjustment Minutes for 23 August 2017
  • Receive and File MEAN Financial Statements for June 2017
  • Approve Resolution 2017082801 A RESOLUTION APPROVING DELINQUENT SANITARY SEWER RENTAL FEES TO POLK COUNTY
  • Approve Resolution 2017082802 A RESOLUTION APPROVE FY2017 STREET FINANCE REPORT
  • Approve 1st Street Closure Request from School Street to Main Street on Saturday, September 23 from 6:00 PM to 9:00 PM for Police/Fire Night Out

Motion carried unanimously on roll call vote.

Merrifield expressed concerns about appointing Stephany Goodhue to the Planning and Zoning commission because there would be two family members serving on the same board. Merrifield explained that he did not have a problem with Goodhue’s ability to serve on the board but felt her appointment would be viewed as nepotism. Lent explained that it was not nepotism as she would not be supervised by her family member. Lent noted that he approached Goodhue and she did not seek the position. He was prompted to ask her because of her Real Estate experience, she was gender appropriate for the state gender balance requirement and he felt she would do a good job on the board. McCulloch communicated with Council that he spoke with the Iowa Realtors Association and they said that Goodhue would be excellent because of her real estate background. McCulloch apologized for the ethics complaint. He did note that his reasoning was due to a misunderstanding in the Iowa Code regarding Board of Adjustments. Merrifield again noted that he had a problem with family members being on the same board and that Planning and Zoning was too important to have the same family members on it. Mayor noted that recruitment for serving on boards was challenging because good candidates can be hard to find. Merrifield asked if the opening had been put into the paper and Lent replied it was in the paper and on the City Facebook page. Motion by Hammerand, seconded by McCulloch to appoint Stephany Goodhue to the Planning and Zoning Commission, Term Ending 31 December 2018. Ayes: Van Ryswyk, McCulloch, Hammerand. Nays: Merrifield. Goodhue: Abstained. Motion passed on roll call vote.

APPROVAL OF BILLS PAYABLE, CHANGE ORDERS AND PAY REQUESTS

Motion by McCulloch, seconded by Goodhue to approve bills in the amount of $74,547.22 with the correction to the tree shear charge that it be moved from the Road Use fund to the Water Fund. Motion carried unanimously on a roll call vote.

Motion by Goodhue, seconded by Hammerand to Approve the Preauthorized Distributions from 25 July to 25 August 2017. Motion carried unanimously on roll call vote.

CITIZEN PARTICIPATION

Bruce Selby of 7322 SE 52nd St let Council know that he was very happy with Max Smith Construction and thought they were doing a good job and that he was better than the contractor that did SE 5th St. When he left for an appointment in the morning there were big mounds of dirt and when he left to come to the Council meeting the dirt was gone and they washed the street. He also noted that when UPSD widened 64th St. they did not add a fog line. He explained that it’s not a problem now but in the winter it will be a problem because it is a guideline for traffic. Lent said he will speak with Doug Graham from UPDS and see if that can be added. Selby also expressed concerns about the Rodeo and he has been bothered and upset about it because of the loose horse, traffic, arrests and fire calls. He wants Council to think about if it is really worth having in the community. Gary Norgard, owner of property at 15257 Hwy 5 asked why the agenda item “MPO Update” was closed session. Mayor explained that the closed session pertained to a different item and that MPO Update was separate. Merrifield asked if there was a reason for his concern and Norgard replied that MPO concerns his mother’s property.

OLD AND NEW BUSINESS AND POSSIBLE ACTION

Motion by Goodhue, seconded by McCulloch to approve the Plat of Survey-Parcel “Y” or Samuel E. and Dee Ann Davidson. Matt Thomas with TLS spoke to Council regarding the proposed parcel split. There are 4.55 acres and Thomas explained that 1.65 acres where the main home sits and 1.73 acres where the rental sits would stay together. Hammerand asked if Planning and Zoning had any issues with the split. It was noted that Planning and Zoning are recommending the split. There was a question asking if there were issues with accessibility. Jeff Schug with McClure Engineering explained that there was a small piece of ground that Hubbell owns and it will have access. Merrifield also noted that further down on Bluestem at the Cul-De-Sac it was very narrow and if cars are parked on it a firetruck would not be able to get down the street. Motion carried unanimously on roll call vote.

Andy Burke with Snyder and Associates attending the meeting on behalf of Snyder and Associates. Goodhue asked why 5th street was mentioned in the resolution. Lent explained that if the budget would allow improvements to 5th St. could be made as an alternate. Council can adopt it as is now and if they want to add 5th St. it can be amended. Mayor asked about the two public meetings and meeting with property owners as noted in the contract and that the contract went on to say that additional meetings would cost extra. Burke said that most meetings will be able to work into other meetings to avoid costs but that she was correct that there could be charges for extra meetings. Burke said they would do their best to try to combine meetings.

Motion by Goodhue, seconded by Merrifield to approve Resolution 2017082803 A RESOLUTION APPROVING ENGINEERING SERVICES AGREEMENT WITH SNYDER & ASSOCIATES, Inc. FOR SCHOOL STREET IMPROVEMENT PROJECT, PHASE 1. Motion carried unanimously on roll call vote.

Motion by Goodhue, seconded by Merrifield to remove from table AN ORDINANCE AMENDING THE CODE OF ORDINANCES OF THE CITY OF CARLISLE, IOWA BY AMENDING PROVISIONS PERTAINING TO RODEOS. Motion carried unanimously on roll call vote.

Juan Pina from Des Moines spoke to Council regarding the rodeos and concerts. Hammerand mentioned that there were some citizen complaints and that Council brought up concerns at the last meeting about new development in that area and if noise could be an issue. Mayor noted that there were many functions with noise and asked if we were going to address all of them. Goodhue said there were more things to address such as parking and loose animals. Mayor asked if parking was a problem during the rodeo and Interim Chief Koch said they received complaints during the concert about parking. Selby noted that the tractor pulls and football games benefited the City and the rodeos and concerts do not. Van Ryswyk asked if there were any legal issues removing the rodeos off the Ordinance since we honored it in the spring. Stuyvesant said yes and Lent noted that the contract was year to year. Pina told Council that he wanted to continue the rodeos and had not intended to affect the citizens. McCulloch said he spoke to the Mexican restaurant in town but they haven’t seen an increase in business from the rodeos. Pina noted that he did approach the restaurant owner asking them to extend their hours but they would not. They are closed after the rodeo is finished. Pina asked if they could have one more concert and Council said yes because the Ordinance does not address concerts. The consensus from Council is to amend the proposed Ordinance removing rodeos as of January 1st 2018.

Motion by Goodhue, seconded by Merrifield to approve the first reading and waive the second and third reading of Ordinance 728 AN ORDINANCE AMENDING THE CODE OF ORDINANCES OF THE CITY OF CARLISLE, IOWA BY AMENDING PROVISIONS PERTAINING TO RODEOS. Motion carried unanimously on roll call vote.

Merrifield spoke about increasing Council Members’ compensation to $1,800 per year effective January 1, 2018. He noted that he does a lot for the City and that a pay increase may entice others to run for Council. He also expressed that it is becoming more challenging to come to the meetings prepared because of the amount of work involved. Hammerand noted that he is against the increase because it’s hard to justify after looking at other cities and what they get paid. Van Ryswyk communicated that this was a community service and that the city did not rank at the top or bottom of what other cities pay their Council members. Selby commented that he would like to see each Council member receive $500.00 increase for compensation because they put in so much time. He expressed that most of the public would agree with $500.00 because most wouldn’t want to run.

Motion by Goodhue, seconded by McCulloch to approve the first reading and waive the second and third reading of Ordinance AN ORDINANCE AMENDING THE CODE OF ORDINANCES OF THE CITY OF CARLISLE, IOWA BY AMENDING PROVISION PERTAINING TO COUNCIL MEMBERS COMPENSATION. Ayes: Goodhue, McCulloch, Merrifield. Nays: Hammerand, Van Ryswyk. Motion failed.

Motion by Goodhue, seconded by Merrifield to approve the first reading and not waive the second and third reading of AN ORDINANCE AMENDING THE CODE OF ORDINANCES OF THE CITY OF CARLISLE, IOWA BY AMENDING PROVISION PERTAINING TO COUNCILMEMBERS COMPENSATION. Ayes: Goodhue, McCulloch, Merrifield. Nays: Hammerand, Van Ryswyk. Motion carried on roll call vote.

Motion by Goodhue, seconded by Hammerand to approve the second reading and waive the third reading of Ordinance 729 AN ORDINANCE AMENDING THE CODE OF ORDINANCES OF THE CITY OF CARLISLE, IOWA BY AMENDING PROVISIONS PERTAINING TO FIREWORKS. Lent noted that the proposed ordinance shortens the private use of fireworks to July 1 through July 4. Motion carried unanimously on roll call vote.

Motion by Goodhue, seconded by Hammerand to approve the second reading and waive the third reading of Ordinance 730 AN ORDINANCE AMENDING THE CODE OF ORDINANCES OF THE CITY OF CARLISLE, IOWA BY AMENDING PROVISIONS PERTAINING TO RECYCLING FEES. The Ordinance would increase recycling fees by 10 cents per household per month. The increase is due to an increase from Metro Waste Authority.  Mayor noted that she received a public comment regarding the increase.  Mayor explained that the increase is 8 cents from Metro Waste Authority and the City increased by an extra 2 cents for a total of 10 cents so the increase was not a pure transfer. Lent pointed out that the difference was about a quarter per household. Motion carried unanimously on roll call vote.

Motion by Hammerand, seconded by Van Ryswyk to approve the second reading and waive the third reading of Ordinance 731 AN ORDINANCE AMENDING THE CODE OF ORDINANCES OF THE CITY OF CARLISLE, IOWA BY AMENDING PROVISIONS PERTAINING TO SIDEWALK REGULATIONS. Merrifield noted that he received an email from a former resident, Norm Metcalf, that the cost of the sidewalk repairs should be shared by residents on both sides of the street regardless if only one side was getting fixed. Van Ryswyk commented that he felt it wasn’t necessary to put sidewalks on both sides of the street because some residents would have to re-landscape to install a sidewalk.  Lent explained that they were only addressing existing sidewalks at this time. Mayor stated that Schug was involved with the sidewalk committee. Schug explained that MPO facilitated the plan but it would be hard to craft an ordinance that addressed all issues and that they would have to address it case by case as they went into each neighborhood. Motion carried unanimously on roll call vote.

Motion by Hammerand, seconded by Van Ryswyk to approve the second reading and waive the third reading of Ordinance 732 AN ORDINANCE AMENDING THE CODE OF ORDINANCES OF THE CITY OF CARLISLE, IOWA BY AMENDING PROVISIONS PERTAINING TO THE CITY ADMINISTRATOR DUTIES. Motion carried unanimously on roll call vote.

Motion by Goodhue, seconded by Van Ryswyk to approve Resolution 2017082804 A RESOLUTION APPROVING CMEU ENERGY EFFICIENCY REBATE PROGRAM. This program has been used by the City to rebate some money for CMEU customers who install energy efficient appliances. $650.00 was rebated during FY 2017. The same program would like to be used for FY 2018. Motion carried unanimously on roll call vote.

Motion by Merrifield, seconded by Goodhue to approve Resolution 2017082805 A RESOLUTION ACCEPTING TEMPORARY CONSTRUCTION EASEMENTS FOR THE NORTHWEST WATER MAIN EXTENSION PROJECT FOR THE CITY OF CARLISLE, IOWA. Motion carried unanimously on roll call vote.

Motion by Merrifield, seconded by Van Ryswyk to approve Resolution 2017082806 A RESOLUTION APPROVING ENGINEERING SERVICES GREEMENT WITH FOX ENGINEERING FOR ADDITIONAL OBSERVATION SERVICES IN CONNECTION WITH NW MAIN EXTENTSION PROJECT. John Gade with Fox Engineering spoke to Council regarding additional observation services for the NW Water Main Extension Project. He explained that they would need a five days to a week to observe. They looked at where the contractor was at and they will be going over with what they originally planned for. Goodhue noted that he understood the extra water services could extend the time but questioned if the contractor is going slower than expected if that is the cities responsibility. Gade explained that the contract was put together before they finished the final design and this was an hourly estimated amount and for the cities portion. They were off about three days. Merrifield said that he contacted Gade and received a good explanation from him. Gade also mentioned that the design for General Mills completely changed from the original plan. Motion carried unanimously on roll call vote.

Motion by Van Ryswyk, seconded by Hammerand to approve Resolution 2017082807 A RESOLUTION APPROVING FINANCING ARRANGEMENT FOR POLICE EQUIPMENT (Officer Ryan Downing). Merrifield expressed concerns about an employee purchasing personal equipment through the City. Lent explained that the scope would be used when he was on duty. Koch also explained that officers have a $700.00 allowance however that is used for uniforms. Merrifield also mentioned that the scope is not a requirement by the City. Ayes: Hammerand, Goodhue, McCulloch, Van Ryswyk. Nays: Merrifield. Motion carried on roll call vote.

Motion by Hammerand, seconded by Goodhue to approve Resolution 2017082808 A RESOLUTION APPROVING FINANCING ARRANGEMENT FOR POLICE EQUIPMENT (Officer Lucas Hauser). Motion carried unanimously on roll call vote.

Motion by Merrifield, seconded by Goodhue to approve Resolution 2017082809 A RESOLUTION MAKING CHANGES TO THE CITY OF CARLISLE EMPLOYEE HANDBOOK CONCERNING COMPENSATORY TIME. The current compensation limit is 480 hours for department heads and 240 hours for all others. The handbook will change to read 240 hours cap of compensation for department heads and 120 hours cap for all others. Goodhue asked if they would be paid out as soon as they breached their hours. Lent replied yes. Van Ryswyk asked if we were paying out the current employees that have hit the cap. Lent replied that he was looking into options. Motion carried unanimously on roll call vote.

Jeff Schug from McClure Engineering presented Council with a draft for a Master Trail Plan. The goal of the trail plan is to create a series of loops so that the trail does not have any dead ends. The trail would also connect to major trails. Merrifield questioned why there was a loop at Norgards and why the trail went up Hwy 5 to 5th Street. Schug explained that it was an emphasis to get as many things connected as possible such as the Aquatic Center, ball parks, residential and commercial districts. Merrifield also asked about the cost. Schug noted that new development pays for the trail as they will install during development. Mayor recommended that the draft have an “on this day effective potential cost” added. There was additional discussion regarding the trail plan from Council and mayor.

Motion by Goodhue, seconded by Hammerand to remove from table discussion and possible action on the use of Utility Vehicles in the City limits. Motion carried unanimously on roll call vote.

Council and Mayor discussed the possibility of allowing Utility Vehicles within the city limits. Merrifield mentioned that he contacted the MPO to see if there was a master list of cities that allow utility vehicles in the city limits. There was no list but it was mentioned that more and more cities are allowing them. He doesn’t understand the downside as utility vehicles require licensed operators and they go less than 25 mph. Hammerand questioned why Warren County hasn’t passed anything yet. Hammerand expressed that he does not agree with allowing Utility Vehicles in the City limits. Koch mentioned that he spoke with the Police Chief from Pocahontas regarding their allowance of Utility Vehicles. The Chief said that the first initial concern was safety, however they have not had any issues since the adoption of the ordinance. Merrifield brought up the possibility of passing the ordinance and revisiting it in a year. Goodhue asked if seatbelts were a requirement and Koch replied not necessarily. McCulloch felt that it was a good way for handicapped residents to get around. Koch noted that the ordinance could be modeled after the golf cart ordinance but add an annual fee for registration. McCulloch and Merrifield would like the item to move forward. The remaining Council would not like to see it move to the next step.

Motion by Goodhue, seconded by Hammerand, to approve Robert Long as a crossing guard at $11.00 per hour, retroactive to 23 August 2017. Motion carried unanimously on roll call vote.

CITY ADMINISTRATOR REPORT

Demolition of 25 School St. has begun and about completed. The slab looks good for parking, but will need something on the east side as there is a drop off on that side. The 5th St. culvert project is proceeding fine. Council should see closing documents for the trail project at the Council meeting on Sept. 11th. There is about $6,940 to do some final work, $13,860 in final retainage yet to be paid, and a large change order of $238,570 to remove the items that were not done on the project.

MAYOR AND COUNCIL REPORTS

McCulloch explained that he has been looking at street expenses very closely and did not want to approve the Street Finance Report. McCulloch encouraged Council to watch the bills and check where things were being charged. Mayor asked if this had ever come up during an audit. Lent replied no but that it was a good idea to watch how things were getting charged. McCulloch expressed concern that the streets need repaired in town but felt that the money wasn’t always there to do so. McCulloch did disclose that he has contacted the State Auditor’s office and they agree that fund charges need to be correct. McCulloch also mentioned that he received an anonymous letter regarding Janet Ray and that the City is working towards a solution.

Mayor encouraged Council to attend outside meetings on different topics going on. She can provide more information if Council would like.

CITY ATTORNEY REPORT: None

UPCOMING MEETINGS AND EVENTS: None

INFORMATION

− MPO Update Dated 17 August 2017

Motion by Goodhue, seconded by Hammerand to enter into closed session at 9:16 pm in accordance with Code of Iowa Section 21.5(j. To discuss the purchase or sale of particular real estate only where premature disclosure could be reasonably expected to increase the price the governmental body would have to pay for that property or reduce the price the governmental body would receive for that property..  Motion carried unanimously on roll call vote.

 

Mayor Randleman called the meeting back to order in open session at 9:53 pm and asked for any action. There was none.

 

Motion by Van Ryswyk, seconded by McCulloch to adjourn at 9:54 pm. Motion carried unanimously on roll call vote.