Minutes, Carlisle City Council Regular Meeting, 12 February 2018

CITY OF CARLISLE REGULAR CITY COUNCIL MEETING AGENDA

Monday, 12 February 2018; 6:30 P.M

Carlisle City Hall Council Chamber, 195 N. 1st St.

Elected Officials present were Mayor Drew Merrifield, Council Members Dan McCulloch, Eric Goodhue, Rob VanRyswyk, Josiah Doughty and Doug Hammerand constituting a quorum. Also present were City Administrator Andy Lent, City Clerk Martha Becker, Police Chief Matthew Koch, Electric Superintendent Don Miller, Parks Superintendent Ronda Frost, Public Works Superintendent Tommy Thompson and City Attorney Robert Stuyvesant. Mayor Merrifield called the meeting to order at 6:30 P.M.

The Pledge of Allegiance was recited.

PRESENTATIONS

Julia Castillo and Brooke Ramsey presented information to Council regarding HIRTA Public Transit. Castillo and Ramsey requested $20,000 in operating costs in order to maintain the same level of service from DART which includes a shuttle on Thursdays and Fridays from 8:30am-3:30pm to and from Southridge Mall in Des Moines. Ramsey also explained that they would continue to provide demand response door-to-door services in Carlisle at no cost to the City. Another option was noted where HIRTA would be looking at adding a vehicle to their fleet to provide an in-city shuttle service and requested a 15% match funding which would be $10,500 which may be requested every 4 to 5 years depending on the life cycle of the vehicle and additional annual costs based on the number of days of services during the week. They said they could also look at test runs for the in-city shuttle service. There was further discussion between Council and Castillo and Ramsey regarding the HIRTA program.

Motion by Goodhue, seconded by Hammerand to APPROVE THE FOLLOWING CONSENT ITEMS.

    • Approve City Council Special Meeting Minutes for 13 January 2018
    • Approve City Council Special Meeting Minutes for 22 January 2018
    • Approve City Council Regular Meeting Minutes for 22 January 2018
    • Approve City Council Special Meeting Minutes for 27 January 2018
    • Approve City Council Special Meeting Minutes for 1 February 2018
    • Receive and File Park Board Minutes for 18 January 2018
    • Receive and File MEAN Financials for December 2017
    • Approve Resolution 2018021201 Tax Abatement for Matthew and Kelly Cockerton, 1250 Lyle Murphy Drive.
    • Approve Special Event Application from Carlisle Alumni Association for Carlisle Alumni Association for Carlisle Pickers Day with Side of Bacon in North Park
    • Approve Class C Beer Permit and Class E Liquor License with Sunday Sales Renewal for Casey’s General Store #3404, 1020 Gateway Drive
    • Receive and File Department Reports and UpdatesMotion carried unanimously on a roll call vote   

APPROVAL OF BILLS PAYABLE, CHANGE ORDERS AND PAY REQUESTS  

Motion by Hammerand, seconded by VanRyswyk to approve bills in the amount of $73,606.26. Hammerand noted that he discussed with the city clerk that he was not able to find a receipt for Watts Backhoe Inc. in the amount of $1,200. The clerk will look for the receipt and get back with Hammerand.

Motion carried unanimously on a roll call vote.

Motion by Goodhue, seconded by Hammerand to approve pre-authorized disbursements from 28 December 2017 through 19 January 2018 in Amount of $165,598.50

Motion carried unanimously on a roll call vote

Justin Miller from McClure Engineering spoke to Council explaining that the final payment was left out of the last pay request as it did not include the first change order that was approved by Council. The ending project cost did not change.

Motion by McCulloch, seconded by Van Ryswyk to approve Final Payment to J&K Contracting for 5th Street Culvert Replacement Project in Amount of $10,262.09. Motion carried unanimously on a roll call vote

Motion by McCulloch, seconded by Van Ryswyk to approve Acceptance of Section 2 of 2015 Southwest Collection System Selective Rehabilitation Project and Final Payment to Hydro-Klean, LLC in amount of $1,588.15. Motion carried unanimously on a roll call vote

Motion by Goodhue, seconded by McCulloch to approve Rehabilitation Project and Final Payment to Hydro-Klean, LLC in Amount of $1,485.84. Motion carried unanimously on a roll call vote.

Motion by Goodhue, seconded by Van Ryswyk to approve Acceptance of Section 4 of 2015 Southwest Collection System Selective Rehabilitation Project and Final Payment to Visu-Sewer in Amount of $2,879.80. Motion carried unanimously on a roll call vote

CITIZEN PARTICIPATION: None

OLD AND NEW BUSINESS & POSSIBLE ACTION

Motion by Goodhue, seconded by Hammerand to receive and file information provided by Smother Properties regarding the water leak at 1240 Hardin Street. Motion carried unanimously on a roll call vote

Motion by Goodhue, seconded by McCulloch to table the consideration of the approval of Sewer Credit for 1240 Hardin Street Due to Water Leak. Council asked Lent to speak with the property owners to find out to where the water from the leak was pumped. Motion carried unanimously on a roll call vote.

Mayor Merrifield opened the floor for public comment and questions concerning the School Street Improvement project. Andrew Burke from Snyder and Associates was present to answer any questions.

John Lins provided Council with a letter expressing his concerns over the School Street project. Motion by Goodhue, seconded by McCulloch to receive and file a letter by John Lins. Motion carried unanimously on a roll call vote.

John Lins requested submission of an Arbor Report to Council. Motion by Hammerand, seconded by McCulloch to receive and file the Arbor report. Motion carried unanimously on a roll call vote.

Lins, 605 School St. spoke to Council about concerns regarding the replacement of his sidewalks. Lins noted that if the 4’sidewalks are replaced with 5’ sidewalks it will cause harm to an existing tree and possible damage to a new sidewalk. Lin also expressed concerns about damage to the infrastructure with the Crack and Seat process.

John Peno, 700 School St. inquired about the type of material that would be used on School St and Burke noted that it would be blacktop. Peno questioned why he was being assessed a sump pump charge as he doesn’t have one. He also questioned why it was necessary to remove the sidewalk and replace with 5’ sidewalks for the project.

Phyllis Mann, 720 School St. submitted a letter to Council. Motion by Goodhue, seconded by Hammerand to receive and file a letter submitted by Phyllis Mann. Motion carried unanimously on a roll call vote. Mann noted that she was not in favor of the project and did not want to lose any more of her yard. She also expressed concerns about damage to existing infrastructure.

Kathy Thompson, S 8th St. daughter of Phyllis Mann explained to Council that her mother doesn’t have a sump pump as she has two back flow preventers to control excess water. She questioned why the sidewalks needed to be replaced.

Mona Holland, 500 School St. quoted the City Code 136.08(A) which allowed 4-foot sidewalks in existing neighborhoods. Holland questioned why she was getting assessed for a service stub for a sump pump since she doesn’t have one. She also expressed concerns about damage to the infrastructure.

Barb Bishop, 825 School St. noted that the assessed cost to her for the project will be around $9,000. She felt this cost seemed high for the project. She noted that she does not want to replace her drive as described in the project description and is concerned about losing an existing tree.

Kelly Buchanan, 750 School St. noted that the assessed cost to her for the project will be around $8,000. Buchanan expressed concerns about removing a section of her existing driveway and then having to pay for the replacement of it. Buchanan noted that agrees with Mr. Lins’ concerns.

Terry Gall, 610 School St. noted that he would have a hard time affording the assessment. Gall questioned why he would be assessed a sump pump fee since he doesn’t have one. Gall also expressed concerns about replacing a sidewalk that appears to be in good condition.

Jim Berry, 510 School St. noted that if his sidewalk was replaced with the recommended 5’ requirement that it would be close to his front door.

Lex Oakely, 635 School St. expressed that his sidewalk was okay and did not need to be replaced. He also noted that if the sidewalk were replaced it could cause damage to his mature Pin Oak.

Councilmember Hammerand asked Burke if the existing sidewalks could be left during the repair of the School St. Burke replied that the sidewalks must be removed for the installation of the sub drain. He noted that the sub drain was necessary as that area is wet and it would pull water away from the street. There was further discussion from Council and public regarding the stub charges for a sump pump and it was noted that it is a city policy to install sump pumps. It was discussed that properties with crawl spaces may have the option not to install. There was continued discussion from Council and public regarding the sidewalks width requirements and there was consensus from Council to allow 4 foot sidewalks versus 5-foot sidewalks Burke will note the changes and will move forward factoring in 4 foot sidewalks to the back of curb.

Motion by Hammerand, seconded by VanRyswyk to approve Resolution 2018021202, A RESOLUTION APPROVING ENGAGEMENT LETTER WITH AHLERS & COONEY, P.C. FOR SPECIAL ASSESSMENT SERVICES. Motion carried unanimously on a roll call vote

Motion by Goodhue, seconded by Hammerand to approve Resolution 2018021203, A PRELIMINARY RESOLUTION FOR THE CONSTRUCTION OF STREET, STORM SEWER. SIDEWALK AND OTHER PUBLIC IMPROVEMENTS IN THE CITY OF CARLISLE, STATE OF IOWA. Motion carried unanimously on a roll call vote

Motion by Goodhue, seconded by McCulloch to approve Resolution 2018021204, A RESOLUTION FIXING VALUES OF LOTS. Motion carried unanimously on a roll call vote

Motion by Goodhue, seconded by Van Ryswyk to approve Resolution 2018021205, A RESOLUTION ADOPTING PRELIMINARY PLAT AND SCHEDULE, ESTIMATE OF COST AND PROPOSED PLANS AND SPECIFICATIONS FOR THE CONSTRUCTION OF THE SCHOOL STREET IMPROVEMENTS – PHASE 1 FROM HIGHWAY 5 FRONTAGE ROAD TO N. 5TH STREET.

Motion carried unanimously on a roll call vote

Motion by Goodhue, seconded by VanRyswyk to approve Resolution 2018021206, A RESOLUTION OF NECESSITY (PROPOSED). Motion carried unanimously on a roll call vote

Lent reviewed the proposed FY2019 budget with Council and made a recommendation to hire a fulltime Fire Chief and full time Parks and Recreation employee to be shared with Public Works. Council discussed the three options that were discussed at the budget workshops which were;

Option One: Hire full-time Fire Chief, full-time shared Parks and Recreation staff and part-time Library staff.

Option Two: Hire full-time Fire Chief with no added Library or Parks staff.

Option Three: Status Quo.

Option 2a: Hire fulltime Fire Chief and Parks employee

Option 2b: Hire fulltime Fire Chief and Library employee

Motion by Van Ryswyk, seconded by Hammerand to approve FY 2019 Budget with Option Two. Ayes: Van Ryswyk, Hammerand, Doughty. Nays: Goodhue, McCulloch. Motion carried on a roll call vote.

Motion by Goodhue, seconded by McCulloch to approve SETTING TIME AND PLACE FOR A PUBLIC HEARING FOR THE PURPOSE OF SOLICITING WRITTEN AND ORAL COMMENTS ON THE CITY’S PROPOSED FISCAL YEAR 2018-2019 BUDGET on 12 March 2018 at 6:30 pm. Motion carried unanimously on a roll call vote

Motion by Hammerand, seconded by McCulloch to approve Merrifield as Primary Commissioner and Lent as the Alternate Commissioner to Des Moines Area Regional Transit Authority Commission.

Motion carried unanimously on a roll call vote

CITY ADMINISTRATOR

Lent noted that a boulder wall was constructed along the replaced bike trail in Danamere Plat 6. The wall is around 4-foot high with no railing along the trail. It is unclear if this was done by the contractor or if McClure and/or Hubbell signed off on it. Fox has contacted McClure to discuss with Hubbell to see what type of corrective actions can be taken as the wall was not on the plans accepted by the city. It was noted that the wall was needed as they were not able to get an easement from the property owner to the south.

There was no MOU for prisoner transportation and housing on tonight’s agenda as the cities and county are reviewing a joint MOU. This should be completed by the next Council meeting.

The FY2017 Audit Report will be on the next agenda.

Advertisement for two Water/Wastewater employees and Police Clerk has begun.

MAYOR AND COUNCIL REPORTS

Van Ryswyk gave a kudo’s to public works for plowing snow and for working on a water main break that happened at 12:30 am. Staff worked on the break until around 11:30 am in sub-zero temperatures. Van Ryswyk also gave a kudo’s to the Electric Department for keeping up with the tree trimming. He also noted that Public Works cleans out the street gutters 2-3 times a year.

Doughty thanked Public Works for keeping up with the snow removal.

Hammerand noted that Public Works did a great job on the streets during the recent snow storms.

Mayor asked if it would be possible for anyone to attend the MAC meeting on 13 February 2018 at 7:00 am.

CITY ATTORNEY REPORT: None

UPCOMING MEETINGS AND EVENTS: None

INFORMATION

− MPO Update Email Dated 19 January 2018

− DART Update Letter on Carlisle Withdrawal-1 February 2018

− DART Post Commission Meeting Email Dated 9 February 2018

Motion by Hammerand, Seconded by Goodhue to enter into CLOSED SESSION at 9:34 pm in accordance with Code of Iowa 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 a roll call vote.

Mayor Merrifield called the meeting back to order in open session at 10:36 pm and asked for any action. There was none.

Motion by Van Ryswyk, seconded by McCulloch to Adjourn at 10:37 pm. Motion carried unanimously on a roll call vote.

________________________________

Drew Merrifield, Mayor

                                               

Martha Becker, City Clerk