Minutes, Carlisle City Council Meeting, 8 May 2017

CITY OF CARLISLE

REGULAR CITY COUNCIL MEETING MINUTES

Monday, 8 May, 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 VanRyswyk, Drew Merrifield, Dan McCulloch, Doug Hammerand and Eric Goodhue. Also present were City Attorney Robert Stuyvesant, City Administrator Andy Lent, Electric Superintendent Don Miller, Parks and Rec Superintendent Ronda Frost, Public Works Superintendent Steve O’Braza, Police Chief Eric Spring, and City Clerk Martha Becker. Library Director Stacy Goodhue was not present. Mayor Randleman called the meeting to order at 6:30 pm.

The Pledge of Allegiance was recited.

Motion by Hammerand, Seconded by Goodhue to approve the hire of Lucas Hauser as fulltime police officer at rate of $23.43 per hour, effective May 9th. Motion carried unanimously on a roll call vote. The police officer oath of office was administered by Mayor Randleman and taken by Officer Hauser.

CONSENT ITEMS:

Motion by Goodhue, seconded by McCulloch, to APPROVE THE FOLLOWING CONSENT ITEMS:

  • Approve Regular City Council Minutes for 24 April 2017
  • Approve Class C Liquor License For Back Alley Smokehouse, 90 School Street

APPROVAL OF BILLS, CHANGE ORDERS AND PAY REQUESTS:

Motion by Goodhue, seconded by VanRyswyk to approve bills in the amount of $263,951.18 with changes to the following: Change the charge of $2,030.09 from O’Reilly’s to O’Halloran International.  Motion carried unanimously on a roll call vote.

Motion by Goodhue, seconded by Hammerand to approve Pre-Authorized Disbursement from 28 through 21 April 2017 in the amount of $172,621.47. Ayes: Hammerand, Goodhue, McCulloch and Van Ryswyk.  Nays: Merrifield-due to the Shive-Hattery claim which was already presented on 10 April, 2017.  Motion carried.

CITIZEN PARTICIPATION: Bruce Selby, 7322 SE 52nd Street, Carlisle, IA spoke to Council regarding the Northwest Water Main Extension Project.   He is happy to have City water available to his residence however, he has concerns about his out of pocket expense to make the connection to the water main. Selby asked Council if the City would be willing to help with the costs of the connection. Council summarized the City Ordinance to Selby that water connections from the main to the building are the homeowner’s responsibility.

 

The Parks and Recreation report was moved ahead due to Frost leaving early.

  • Motion by Hammerand, Seconded by McCulloch to approve the hire of Lifeguards at the Carlisle Aquatic Center for the 2016 Season as Stated in the Park and Rec Update for May 8th 2017. Motion carried unanimously on a roll call vote.
  • Motion by Hammerand, Seconded by McCulloch to approve the hire of Concession Staff for the Carlisle Aquatic Center for the 2016 Season as Stated in the Park and Rec Update for May 8th 2017. Motion carried unanimously on a roll call vote.
  • Review Increased Costs for Summer Rec Programs

Frost presented Council with a cost analysis of the Summer Recreation programs. Frost proposed increasing Summer Recreation programs by $2.00 per event to help offset the costs. McCulloch suggested condensing some of the programs to help with expenses.  

Motion by Goodhue, Seconded by McCulloch to approve the $2.00 increase per event for the Summer Recreation Programs. Motion carried unanimously on a roll call vote.

Goodhue inquired about where Frost was with increasing the rental fee for the Community Center and when the buildings would be inspected. Frost replied that they are reworking the agreement for the inspection times. Merrifield asked about the pool fill and Frost replied that it was filled. Frost also commented that the slides were repaired.

OLD BUSINESS and NEW BUSINESS and POSSIBLE ACTION:

At 7:04 P.M. Mayor Randleman opened the Public Hearing on the Northwest Water Main Extension Project. Lent noted that he received an indirect comment from Beverly Stillwell. She wants to ensure that her trees and fence are not disturbed.

Motion by Van Ryswyk, Seconded by Hammerand to close the public hearing at 7:05 P.M. Motion carried unanimously on a roll call vote.

Lauren Nitchals-Clark from Fox Engineering spoke to Council regarding the Northwest Water Main Extension Project. The project will consist of around 9,200 feet of 12-inch water main, 2,500 feet of 6-inch water main and minor pavement removal and replacements along with seeding of disturbed areas. Goodhue asked how much trenching would be done. Nitchals-Clark replied around 7,000 feet of the 12-inch will be trenched. Most of the 6-inch will be trenched and around 250 feet of the 6-inch will be trenchless. Goodhue also inquired about the fiber optic line which lies close to the area to be trenched. Nitchals-Clark said they were aware of the line.

Goodhue would like to investigate how other cities handle water line connection responsibilities.   There was consensus from Council to move forward and see what other cities do in regards to water line connections and how much is the homeowner’s responsibility.

Motion by Hammerand, seconded by McCulloch to approve Resolution 2017050801, A RESOLUTION ADOPTING PLANS, SPECIFICATIONS, FORM OF CONTRACT AND ESTIMATED COST FOR THE NORTHWEST WATER MAIN EXTENSION PROJECT. Motion carried unanimously on a roll call vote.

The Council reviewed the bids received for the Northwest Water Main Extension Project. The City received 8 bids on the project. The Engineer’s opinion of probable construction cost was $981,300.00. The bids ranged from a high bid of $1,370, 339.00 to a low bid of $787,142.00. Max Smith Construction out of Creston, Iowa submitted the low bid of $787,142.00. Hammerand asked Fox Engineering about the bid difference as it was much lower and if this was a concern. Nitchals-Clark replied that they found two irregularities with the bid. Smith had a mathematical error which was corrected. Smith reviewed the corrected amount and had no issues. Smith also bid $1.00 for mobilization which is usually 2%-5% of the bid. The unit prices are in line and the bid is acceptable.

Hammerand asked if the contractor could come back and do a change of order if they thought the bid was too low. Nitchals-Clark replied that it is an offer and the City can accept the offer.

McCulloch had a question on the price of pipe. Nitchals-Clark said that Smith feels that they can do it for that price.

Motion by Hammerand, seconded by Goodhue to approve Resolution 2017050802, A RESOLUTION MAKING AWARD OF CONTRACT FOR THE NORTHWEST WATER MAIN EXTENSION PROJECT to Max Smith Construction aka Smith Construction from Creston, Iowa in the amount of $787,142.00. Motion carried unanimously on a roll call vote.

Merrifield noted that if there was a change to the bid it would be a change of order and it could mean a possible increase to the bid.

Lent discussed the Resolution Accepting Easement for the Northwest Water Main Extension Project with Council. He explained that the amounts offered were 50% of the property value for permanent easements and 10% for temporary easements. The total amount is about $3,000.00 less than what was budgeted for easements in the project. Goodhue put to question why the agreement figured a three year crop loss on a graduated scale when the crop ground would only be unavailable for one year. Nitchals-Clark replied that this is a common scale because they factor in compaction of the crop ground. Merrifield asked for definition of permanent and temporary easement.  The answer was that temporary easement allows use of property during construction and permanent allows for the lay of the pipe and materials.

Motion by Hammerand, Seconded by Goodhue to approve Resolution 2017050803, A RESOLUTION ACCEPTING EASEMENT FOR THE NORTHWEST WATER MAIN EXTENSION PROJECT FOR THE CITY OF CARLISLE, IOWA. Motion carried unanimously on a roll call vote.

Motion by Goodhue, seconded by Merrifield to approve Resolution 2017050804, A RESOLUTION APPOINTING CREDIT CARD ADMINISTRATORS FOR CITY OF CARLISLE.  Motion carried unanimously on a roll call vote.

Lent discussed the Warren County GIS Commission 28E Agreement with Council. The public works and electric department use the system which allows the city departments to track infrastructure. The cost to the City to keep the services will be $15,175.00, divided among the street, water, sewer and electric departments.  Lent noted that the agreement did not have a termination clause.  Hammerand asked how the cost to the City was determined.  Lent replied that Warren County came up with the dollar figures.    McCulloch asked if this was something the City could do on their own.  The reply was yes but the cost would be considerable.

Motion by Goodhue, seconded by McCulloch to table A RESOLUTION APPROVING WARREN COUNTY GEOGRAPHIC INFORMATION SYSTEM COMMISSION 28E AGREEMENT

Motion carried unanimously on a roll call vote.

Motion by Goodhue, seconded by McCulloch to approve the Third and Final Reading of Ordinance 718, AN ORDINANCE AMENDING THE CODE OF ORDINANCES OF THE CITY OF CARLISLE, IOWA BY AMENDING PROVISIONS PERTAINING TO WATER RATES

Motion carried unanimously on a roll call vote.

Motion by Goodhue, seconded by VanRyswyk to approve the Third and Final Reading of Ordinance 719, AN ORDINANCE AMENDING THE CODE OF ORDINANCES OF THE CITY OF CARLISLE, IOWA BY AMENDING PROVISIONS PERTAINING TO SOLID WASTE COLLECTION FEES.

Motion carried unanimously on a roll call vote.

Council discussed the number of pets allowed and clarification on livestock ordinance. Lent reviewed the Ordinance with Council that pertains to Livestock for a possible amendment so residents can keep livestock on 10 acres. Council consensus was against keeping livestock other than the permitted three horses on 10 acres. Council also discussed the Ordinance which pertains to Number of Pets Allowed. It was discussed to lift the restriction of number of animals on a property and deal with possible issues as a nuisance.  The Council also discussed the term “Kennel” and would like to see a better clarification of the term written into the Ordinance. Robert Stuyvesant will take the discussion items and amend the Number of Pets Allowed and Livestock Ordinances.

Council discussed the new state law allowing the use and sale of fireworks. Merrifield noted that the State mandate was very clear on its regulations. Van Ryswyk stated that he received five phone calls with citizens concerned about the passing of the Fireworks bill. Council discussed changing the hours that fireworks can be shot off as well as shortening the timeframe they can be shot off.  Council consensus was to allow a more limited time for fireworks use around the Fourth of July holiday and to not allow them during the New Year’s Day holiday time. Robert Stuyvesant will take the discussion items and amend the Fire Works Ordinance.

DEPARTMENT REPORTS

  • Police-The shredding event will take place on May 27th.
  • Fire/Rescue-Lent notified Council the Fire Department was working on a proposal for new radios. They will use the money from the sale of the ambulance. Merrifield expressed concerns that the radio frequency may not work with Warren County Dispatch. The radios are P25/Dual band and should interface with Warren County’s system.
  • Electric-Written Report. Merrifield asked Miller about the electric installation at Danamere Farms. Miller noted that the City will furnish the supplies and get reimbursed.
  • Library-Book sale on May 12th-13th.
  • Public Works-Written Report
  • City Hall/Finance/City Administrator- Motion by Goodhue, Seconded by Merrifield to Increase in Pay for Utility Billing Clerk, Gabrielle Breheny to $16.50 per hour, retroactive to May 1, 2017.   Motion carried unanimously on a roll call vote.

MAYOR AND COUNCIL REPORTS

  • Drew Merrifield- None
  • Robert Van Ryswyk-None
  • Doug Hammerand-None
  • Dan McCulloch-None
  • Eric Goodhue-He enjoyed watching Officer Hauser’s boys beaming with pride during his Swearing In.
  • Mayor Randleman-Mayor touched on an upcoming Watershed meeting and that staff was welcome to attend. She also asked public works if they tested for everything in the water testing. O’Braza replied that they do.

CITY ATTORNEY REPORT: No Report

UPCOMING MEETINGS AND EVENTS: None

INFORMATION:   None

GOOD & WELFARE: Mayor spoke about the upcoming Bus Tour which will take place on Tuesday from 11:00 am to 2:00 pm. She also spoke about the 10K run on August 5th and the July 4th Run.

ADJOURNMENT: Motion by Goodhue, second by Van Ryswyk to adjourn at 8:47 P.M. Motion carried unanimously on a roll call vote.

 

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Ruth Randleman, Mayor

 

 

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Martha Becker, City Clerk