Minutes, Regular Carlisle City Council Meeting, 14 November 2016

CITY OF CARLISLE

REGULAR CITY COUNCIL MEETING MINUTES

Monday, 14 November 2016, 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, Eric Goodhue, Dan McCulloch, Doug Hammerand, and Drew Merrifield constituting a quorum. Also present were City Attorney Robert Stuyvesant, City Administrator Andy Lent, Park Superintendent Ronda Frost, Public Works Superintendent Steve O’Braza, Electric Superintendent Don Miller, Police Chief Eric Spring, Library Director Stacy Goodhue, and Deputy Clerk Kay Black. Mayor Randleman called the meeting to order at 6:30 pm.

The Pledge of Allegiance was recited.

Mayor Randleman read a Proclamation designating November 17, 2016 as Pancreatic Cancer Awareness Day in Carlisle, Iowa.

CONSENT ITEMS:

Motion by Goodhue second by Van Ryswyk to APPROVE THE FOLLOWING CONSENT ITEMS:

  • Approve Regular City Council Minutes for 24 October 2016
  • Receive and File Park Board Minutes for 13 October 2016
  • Receive and File MEAN Financials for September 2016
  • Approve Tax Abatement Application for James L. and Carolyn J. Jones for 1235 Blue Bonnet Drive (RESOLUTION 2016111401)

 

 

Motion carried unanimously on roll call vote.

APPROVAL OF BILLS, CHANGE ORDERS AND PAY REQUESTS:

Motion by Goodhue, seconded by Hammerand to approve bills in the amount of $125,415.99. Motion carried unanimously on a roll call vote.

Motion by Goodhue, seconded by Van Ryswyk to approve Pay Estimate #6 for Carlisle Fire Station Addition to Ball Team Inc. in the Amount of $303,861.30. Motion carried with all ayes except Merrifield who voted nay.

CITIZEN PARTICIPATION: Eric Moorman, 1814 Cleveland Street, requested to be allowed to place a dumpster on 1st Street in front of 140 N 1st Street for a period ending no longer than 16 December 2016 for the purposes of renovation. Lent stated he had received an email that Mr. Moorman who decided that he will be placing a dumpster in the alley for seven days. Lent checked with neighboring businesses and they have no issues with this.

Jeff Schug of McClure Engineering presented some modeling they have been doing for the Scotch Ridge Road intersection with Highway 5. He will bring some cost estimates and further plans to a future meeting; most likely the first meeting in December. He will submit an application to MPO for federal funding, if Council wishes to proceed. He can withdraw the application, if Council decides not to proceed. A sidewalk and pedestrian crossing will be included.

OLD BUSINESS and NEW BUSINESS and POSSIBLE ACTION:

Ronda Frost, Carlisle Park and Recreation Superintendent mentioned that there may be a person willing to donate gravel for the parking lot at the Scotch Ridge Nature Park. The City just needs to designate a parking area. City may have some spare gravel to participate in the project. Motion by McCulloch, seconded by Merrifield to accept the donation of gravel. Motion carried unanimously on a roll call vote.

At 6:51 p.m., Mayor Randleman opened the public hearing for AN ORDINANCE AMENDING THE CODE OF ORDINANCES OF THE CITY OF CARLISLE, IOWA BY AMENDING PROVISIONS PERTAINING TO ACCESSORY USES IN CENTRAL BUSINESS DISTRICT. Lent explained the ordinance was to allow for apartments in the downtown area but not on the first floor or in the basement level. Existing apartments would be grandfathered in. Because this is a zoning ordinance, a public hearing is required by state law. The Planning and Zoning Commission recommended approval at their October 17, 2016 meeting.  Lent stated there had not been any oral or written comments. At 6:57 p.m., motion by Goodhue, seconded by Hammerand to close the public hearing. Motion carried unanimously on a roll call vote.

Motion by Merrifield, seconded by Van Ryswyk to approve the first reading and waive the second and third readings of Ordinance 711 AN ORDINANCE AMENDING THE CODE OF ORDINANCES OF THE CITY OF CARLISLE, IOWA BY AMENDING PROVISIONS PERTAINING TO ACCESSORY USES IN CENTRAL BUSINESS DISTRICT. Motion carried unanimously on a roll call vote.

Discussion took place on a request from Shive-Hattery to increase architectural fees for the fire station addition project. Phil Parrot, project architect, explained some of the extra costs involved with the project on the architectural side. Mayor Randleman stated that Lent had provided a major capital projects financial spreadsheet that showed funding may be tight for the project and suggested waiting until the end to decide on the increase. Hammerand wasn’t sure about some of the increases shown in the letter provided by Shive-Hattery and Parrot explained the increased architectural steps needed for those items. He suggested that they could wait until the end and then if there was any funding left, Council could earmark that now for the increase. Hammerand indicated that he wanted to wait until the end of the project to make the determination on the amount. Merrifield expressed his view that he did not want to spend any more than the contract. No action was taken on this item.

Motion by Goodhue, seconded by Hammerand to approve the second reading of AN ORDINANCE AMENDING THE CODE OF ORDINANCES OF THE CITY OF CARLISLE, IOWA BY AMENDING PROVISIONS PERTAINING TO LATE PAYMENT PENALTY FOR WATER. Lent explained that he had put information about the increase in the Carlisle Citizen and on the website which then was posted on the City’s Facebook page. A couple of comments were concerned about the increase in the late fee following the electric rate increase, however, a person doesn’t pay the late fee unless they are late with their payment. Motion carried unanimously on a roll call vote.

Lent explained that the City Council will soon be considering a Local Option Sales Tax (LOST) bond note to cover the remaining cost of the fire station addition, a new fire pumper truck and a new ambulance. The term of the note is 10 years, which is the minimum life expectancy of these items. The note will be callable in 5 years due to some future larger expenditures anticipated in the fire department when the bond note will be refinanced with possible new money being added to the note. The annual payment will be close to the amount that is slated for the fire department share of the LOST funds designated for the fire department. Mayor Randleman noted that the county may want to revote on the unincorporated area and if it passes, Carlisle would receive less LOST funding. Merrifield and McCulloch expressed concern about that. Lent will check with PFM on this scenario.

Motion by Goodhue, seconded by Van Ryswyk to approve Resolution 2016111402 RESOLUTION FIXING DATE FOR A MEETING ON THE AUTHORIZATION OF A LOAN AGREEMENT AND THE ISSUANCE OF NOT TO EXCEED $1,200,000 GENERAL OBLIGATION LOCAL OPTION SALES AND SERVICES TAX CAPITAL LOAN NOTES OF THE CITY OF CARLISLE, STATE OF IOWA, AND PROVIDING FOR PUBLICATION OF NOTICE THEREOF. Meeting to take place on 12 December 2016 at 6:30 PM. Motion carried unanimously on a roll call vote.

Lent explained that the bond note funds will be received after the fire station addition is completed. Thus, the city will need to reimburse itself for those funds. Federal regulations require the city to pass a resolution stating such.

Motion by Goodhue, seconded by Hammerand to approve Resolution 2016111403 RESOLUTION DECLARING AN OFFICIAL INTENT UNDER TREASURY REGULATION 1.150-2 TO ISSUE DEBT TO REIMBURSE THE CITY FOR CERTAIN ORIGINAL EXPENDITURES PAID IN CONNECTION WITH SPECIFIED PROJECTS. Motion carried unanimously on a roll call vote.

Lent explained that Public Financial Management (PFM) will be the financial advisor on the bond note. Federal regulations require that the city have an engagement letter with PFM for individual bond notes.

Motion by Goodhue, seconded by Hammerand to approve Engagement Letter with Public Financial Management for Services in Connection with the Issuance of Not to Exceed $1,200,000 General Obligation Local Option Sales Tax Capital Loan Notes, Series 2017A. Motion carried unanimously on a roll call vote.

Motion by Hammerand, seconded by Goodhue to approve Resolution 2016111404 RESOLUTION APPROVING CERTAIN AMENDMENTS TO EMPLOYEE HANDBOOK. The amendments clarified sections dealing with uniform allowance and group insurance. Motion carried unanimously on a roll call vote.

Consider Adjusting Date for Second Regular Council Meeting in December, normally December 26, 2016. No action is taken. Will wait for decision at the December 12, 2016 meeting.

DEPARTMENT REPORTS

  • Police
    • Written Report. Goodhue expressed public safety concern of continuing rodeo with the instance of the horse running loose.
    • Motion by Goodhue, seconded by Van Ryswyk to regretfully accept resignation letter of Police Officer Nick Frye. Motion carried on all ayes except McCulloch who voted nay.
    • Chief Spring explained that Officer Frye has asked to keep K9 Freya. He recommends allowing this since it is difficult to retrain a K9 with a new handler. Past practice was to ask $700 for reimbursement. Motion by Hammerand, seconded by Goodhue to approve reimbursement for K9 Freya at $700. Motion carried unanimously on a roll call vote.
    • Discussion took place on future of K9 program in City of Carlisle. Lent and Chief Spring recommend discontinuing program at this time due to cost. A proposal had been sent to Buffalo, Iowa to ask if they would be interested in purchasing the Chevy Tahoe with the cage and installed equipment, but they declined. Still, there may be another jurisdiction that may be interested. If Council decides to terminate the K9 program, donated K9 funds should be re-purposed for officer training. Lent explained that the state auditor recommended a resolution to repurpose the funds. Motion by Hammerand, seconded by Goodhue to discontinue the K9 program, allow Chief Spring to negotiate on the vehicle and equipment, and to repurpose the K9 funds for officer training. Motion carried unanimously on a roll call vote. A resolution for the re-purpose of K9 funds will be on the next agenda.
    • Motion by Merrifield, seconded by Hammerand to approve Resolution 2016111404 RESOLUTION APPROVING POLICY FOR REIMBURSEMENT OF FORMER POLICE OFFICERS FOR COURT CASES. Hammerand asked if other cities would pay the former officer, then would city would still pay. Goodhue asked about liability for officer working for city. Stuyvesant stated that the officer would be an independent contractor. Lent clarified that the policy as stated would have the city still paying the former officer even if the new employer would pay them. Merrifield felt this was still appropriate. Motion carried unanimously on a roll call vote.
  • Fire/Rescue-Lent explained that Chief Glover is requesting that the City join the HGACBuy Cooperative for leasing fire vehicle, if the Council decides it would like to look at leasing vehicles. Lent explained that it would be more expensive to lease than to borrow and purchase the vehicles. Motion by Goodhue, seconded by Van Ryswyk to approve joining cooperative. Motion carried unanimously on roll call vote.
  • Electric- Written report. Lent explained that he included the amended Tariff Rules of Operation for Council to review prior to the next meeting when they will be asked to approve. Major changes include an increase in the late utility fee and including a section on net metering.
  • Library- Motion by Hammerand, seconded by Merrifield to increase salary of Library Director to $1,861.60 to comply with new FSLA overtime rules effective December 1, 2016. Motion carried unanimously on a roll call vote with Goodhue abstaining. Library noted several things taken place at library trying to include adults, including a tour of homes.
  • Parks and Recreation-Addressed earlier in the meeting.
  • Public Works- Motion by McCulloch, seconded by Hammerand to declare tree in right-of-way at 540 South 8th Street as dead or diseased at a cost not to exceed $500. Motion carried on all ayes except Goodhue who voted nay.
  • City Hall/Finance/City Administrator-Purchase of building at 25 School Street. Will be working on grant funding to demolish the building.

 

MAYOR AND COUNCIL REPORTS

  • Drew Merrifield-Nothing
  • Doug Hammerand-Will be gone next two regular meetings and December 5 special meeting due to work.
  • Eric Goodhue- Thanks to veterans.
  • Dan McCulloch-working on updating Apple iPhone maps on park locations.
  • Rob Van Ryswyk-Nothing
  • Mayor Randleman-A community visioning meeting tomorrow evening at 4:00 PM. She will be attending a meeting at 4:30 in Indianola to discuss with WCEDC a grant coordinator might be available from Keep Iowa Beautiful. Bravo has opened a new arts program grant program.

CITY ATTORNEY REPORT: Nothing

UPCOMING MEETINGS AND EVENTS:

    • Special City Council CIP Workshop, Monday, 21 November 2016 at 5:30 PM.
    • Special City Council Workshop, Monday, 5 December 2016 at 7:00 PM

INFORMATION:

 

    • MPO Complete Streets Press Release Dated 31 October 2016
    • DART Post-Meeting Email Dated 4 November 2016
    • Thank you letter from Carlisle United Methodist Church

At 8:45, motion by Goodhue, seconded by Hammerand to approve going into closed session in accordance with Section 21.5(c) of the Code of Iowa: To discuss strategy with counsel in matters that are presently in litigation or where litigation is imminent where its disclosure would be likely to prejudice or disadvantage the position of the governmental body in that litigation.

CALL FOR ACTION: Motion by Merrifield, seconded by McCulloch to approve acceptance of reimbursement of $2,000 from Goodhue Realty Co. and Casey’s General Stores for repairs at 1st Street intersection. Motion carried on all ayes except Hammerand voting no and Goodhue abstaining.

GOOD & WELFARE: Friends of the Parks Open House yesterday where School Superintendent stated that students are using the trail more and underpass to get to school. Goodhue noted response of police department in response to recent events. McCulloch noted the great Iowa environment. Van Ryswyk thanked entire city staff.

ADJOURNMENT: Motion by McCulloch second by VanRyswyk to adjourn at 9:00 p.m., carried unanimously on a roll call vote.

 

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Ruth Randleman, Mayor

 

 

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Kay Black, Deputy Clerk