News Items May 7, 2012

1.     PICKARD PARK: I originally had this item on the council agenda however the city received a quote (Vanderpool) for $54,000. This is over the $47,000 competitive quotation procedure threshold and therefore we are seeking additional proposals. The sewer dept. staff cleaned out the system today to (hopefully) avoid problems over the weekend. There are also three temporary (two regular and one ADA accessible) toilets currently located at the facility.

Glen Cowan, Dan Miers, Chuck Burgin and I have been working to come up with the best solution to this problem. Camera testing showed the sewer problem exists from the manhole to the main not the restroom to the manhole. Staff will be recommending an 8” (currently 4”) sewer pipe be installed from the manhole to the sewer trunk line to avoid future backups. Also, an 8” main would certainly handle any future improvements to the complex.

Speaking of improvements Glen and I discussed delaying the Pickard play equipment and irrigation project scheduled for FY13 and utilizing those funds ($174,000) for ISA improvements including this sewer project. The restrooms need to be updated for ADA compliance and it was determined a design for a new building vs. restoring the old should be considered. Civil Design Engineering is submitting a proposal for design costs next week.

ISA is a separate entity and is required by contract to handle maintenance and certain improvement costs, however their budget simply cannot handle these expenses. ISA President, Todd Ahrens will attend the next meeting to answer questions you may have.

2.     WAY FINDING SIGNS: Glen Cowan indicates Shive-Hattery is working on a sample sign with colors for the city to review and is hoping to have it by next week. After city approval the signs will take 4-6 weeks to produce. The highway signs will be installed by the IDOT and the city will set the secondary signs.

3.     EAST GIRARD: Weather permitting staff will perform televising next week to make sure the subdrain is still intact. Soil Tek was contacted and will provide a quote for turf-reinforcement. The Street Dept removed the vertical bars on the lower opening of the grate to prevent debris buildup. Staff continues to work with V&K on other recommendations and improvements as proposed by the area residents.

News Items April 30, 2012

1.     PICKARD PARK: Glen indicated new stools have been installed in the restrooms and the sewer pipes cleaned out. Some debris was found in the pipes and possibly the cause for the backup problems. Staff will perform consistent monitoring and cleaning out of the sewer pipes to see if this will alleviate the backup issues. Glen will also work with an engineer regarding ADA compliance issues. A report will be forthcoming in the next couple months and an improvement project possibly part of the city’s next CIP. 

2.     FRANCHISE FEES:  As you know, I have been working with Ivan Webber, Ahlers Law Firm and he strongly advises we implement the same natural gas franchise fee amount for all classes of property. I therefore am recommending the city implement a 2% across the board fee September 1, 2012 and 3% September 1, 2013. Our first street project bond payment is a lower principal and interest payment in FY13 (very typical). The second year (FY13-14) the payments increase and could be offset by the phased in 3%. The 2%/3% would generate the following based on a full year:
                                                                 
2%             $  96,500                    
3%             $144,750        

The 4%/2% would have generated $171,650 which is approximately a .05 cent debt service tax rate difference. The public hearing will be set June 4 for June 18. I felt the 2/3 phased in approach could be a good compromise to the 4/2. Most agree with the phased in approach although one person has indicated a desire to start and remain at 3%.

A question of fairness was raised regarding those who do not pay natural gas to heat their homes. The city does receive (and has for many years) a payment-in-lieu-of-tax (PILOT) from IMU equal to 5% of electric gross sales. Therefore, those properties that use electric heat pay through their electric bill instead of a gas bill.

3.     EAST GIRARD: Attached is V&K’s response to Gina Seymour’s e-mails. Staff will perform televising as recommended. Soil Tek will be hired to provide the turf-reinforcing mat. Removal of the lower vertical bars will be performed by the Street Department and just to clarify the opening would be similar to what you see on a street (stormsewer drain).

4.     WELLNESS CENTER: Phase 1 of the sitework is complete according to Vanderpool. Design of the project will be available to potential bidders this week with bids due May 24, 2:00 p.m. city hall.

Just a reminder for your calendars, a special council meeting will be held Tuesday, May 29 (day after Memorial Day) at 6:00 p.m. to accept project bids and award a contract. Also, a Groundbreaking ceremony is tentatively scheduled for Tuesday, June 5. Details will be forthcoming.

5.     I&I: Greg Marchant and Eric Mathieu received complaints regarding the city’s I&I program and implementation from some individuals from Iowa Realty. See attached e-mails. I had Dan Miers, Wastewater Supt review each of these properties individually and attached his response as well. Copies of the city’s I&I and shared sewer service policies, the Iowa Dept of Natural Resources (IDNR) consent order and the city’s use of public sewer ordinance are all included for your review.

I&I is probably one of the most difficult programs the city has had to implement because it is such an expensive endeavor. The city issued $9 million in bonds in 2009 to repair/replace all public sewers and manholes by 2013 (consent order IDNR). The consent order indicates 300 properties per year shall be inspected for I&I and if found shall be removed by the property owner. Some fixes are more costly than others and can cost as much as $10,000. The city does provide low interest (4%) loans up to 10 years or a reimbursement up to $875 if paid in full. Repairs are not a one size fits all and the sewer dept only provides televising outside the home unless invited to do more extensive testing inside. I’m guessing buyers are requesting more testing before they make a purchase. Also, the rain events of the last few years have created many flooding and backup issues beyond anyone’s control.

Let me know if you believe discussion of the I&I process needs to be reviewed.

NEWS ITEMS

TO: Mayor and Council
FROM: Jean
DATE: April 19, 2012

1. IDA: If you haven’t already received a copy a written IDA report from Jerry Kelley is attached.

2. PICKARD PARK: Working with Glen, Dan and V&K to come up with a plan to improve the Pickard Park restroom situation. A larger pipe or additional digging may need to be done, but costs could be substantial. Looking at new versus restoring costs as part of this project as well. Also, Glen is reviewing the ADA situation and a temp portable has been placed out there.

The adult concession stand, restroom/maintenance building and dugouts sustained some roof damage in the windstorm last Saturday evening. Roxanne and Glen are working with ICAP (property insurance) to determine claim amount. The city has a $10,000 deductible on the property.

3. STREET PROJECT: Per a request from Simpson College “E” Street replacement will be delayed one week for graduation ceremonies. The project will start on “D” instead.

4. LANDFILL COMMITTEE: A letter signed by the Mayor indicating I serve on the South Central Iowa Landfill committee until the new city manager is hired was sent per the landfill’s request (see letter).

5. 15th STREET PARKING: The construction at the middle school on 15th has created some parking shortage issues for the Indianola Little League. Chief Bonnett recommends allowing parking on 15th Street (currently not allowed see memo) until the end of the baseball season. Dr. Tiegland, the Indianola Little League President and Fire Chief Brian Seymour all concur with the temporary change. Please let me know if you have any concerns.

6. FRANCHISE FEES: I have been working with Ivan Webber, Ahlers Law Firm and he strongly advises we implement the same natural gas franchise fee amount for all classes of property. I called the Iowa League of Cities (again) General Counsel, Terry Timmons and after speaking with Ivan he determined the League is inclined to agree with Ahlers. I therefore am recommending the city implement a 2% across the board fee September 1, 2012 and 3% September 1, 2013. Our first street project bond payment is a lower principal and interest payment in FY13 (very typical). The second year (FY13-14) the payments increase and could be offset by the phased in 3%. The 2%/3% would generate the following based on a full year:

2% $ 96,500

3% $144,750

The 4%/2% would have generated $171,650 which is approximately a .05 cent debt service tax rate difference. I delayed placing this on the council agenda until June if you feel further discussion of the percentage is warranted. I felt the 2/3 phased in approach could be a good compromise to the 4/2, but please let me know if you would like to take a different approach.

News Items - April 16, 2012

1. Vision Iowa: As indicated earlier in the week, at their April 11 board meeting Vision Iowa awarded $481,244 to the city for the Wellness Center Project.

2. 28E Agreements: The city will begin working on agreements with the schools and Simpson for their contributions to the wellness center facility. Those will be brought to council next month.

3. IDA: A written report will be provided and sent with packets next week.

4. STREET PROJECT: On Thursday, April 12th, a pre-construction meeting regarding the 2012 Street Replacement Project was held. Sternquist Construction intends to begin construction on North “E” Street on April 23.

A letter (see packet) regarding the project was sent to property owners on April 13,

5. J/K ALIGNMENT: On Friday, April 13th, Chuck met with Board Members for the Warren County Historical Society regarding the J/K street alignment project. All comments were positive. He will continue to work with the Board regarding land acquisition.

News Items - March 26, 2012

1. J&K: Chuck Burgin will meet with the Warren County Fair Board March 27 at 7:00 p.m. to discuss the proposed J&K Re-alignment project. (see memo & map).

2. NORTH PARK: Chuck is working with Susan Baxendale regarding possible park property acquisition North of Iowa off of North 9th Street (Lincoln Ridge Plat 6). The city is sharing the cost of an appraisal (city portion $1,375) of the approximately 15 acre site.

3. POLICE/FIRE STORAGE FACILITY: Police Chief, Steve Bonnett indicates the 425 ft. entrance to the police and fire storage facility will be asphalted for approximately $9,800 using drug seizure funds. As you know the facility was built last year with the same funds, approximately $119,000. Seizure funds can only be used for specific purposes related to public safety.

4. LETTER: Loren and Linda Meyer requested you receive a copy of their letter to the editor regarding street paving and gas franchise fees. Just to clarify, IMU does provide a payment-in-lieu-of-tax (PILOT) contribution to the city annually and amounts to 5% Electric and 3% Water revenues as set by Trustee ordinance.

5. WEST IOWA & 8TH STREET: V&K’s Forrest Aldrich provided an engineering services proposal in the amount of $4,800 for the West Iowa & 8th Street Drainage Improvements project scheduled for FY12-13. The property owners requested we start the project sooner than July 1 (see letter). The Street Department cleaned out the swale bordering the property and has agreed to check it periodically to make sure it remains clean until the project is complete. The stormwater budget could handle starting the project in May as opposed to July and I would like to at least start the engineering process considering the significant water issues at that location. Please let me know if you have any questions.

6. GIRARD: Received a call from a Girard Street resident last week asking if the city could clean out the debris in the beehive drains around the area. The street department cleaned out the drains and installed three rows of silt fence in the north lagoon and in the ditch running north to Iowa to stop some of the mud from washing down into the yards. The resident was very appreciative of the work performed.

7. REWARD: The police dept is offering a reward for information on the home burglaries in Indianola (see packet).

8. E-MAIL: In case you did not get a chance to view the e-mail from Bill Gross a copy has been provided.

News Items - March 19, 2012

1. STREET REPLACEMENT LETTERS: A copy of the letter (packet) to property owners regarding the elimination of assessments was mailed March 9, 2012.

2. RFP: A draft request-for-proposal for search firms for the city manager position is in your packet. The plan is to place on the March 26 council agenda. Please let Roxanne know if you have any suggestions.

3. CITY ATTORNEY: A copy of the city attorney’s job description/ordinance is in your packet. The discussion will be placed on a future study committee agenda.

4. SCULPTURE: In your packet is a design of the sculpture the committee (comprised of Indianola Park Friends, Fine Arts and Parks & Rec Commission members) has selected to be put at the Sesquicentennial Park. The Parks & Rec Commission approved it at their last meeting.

5. JET/VAC TRUCK: Dan Miers, Wastewater Supt. indicates the new sewer jet/vac truck will be delivered March 19.

6. NATURAL GAS FRANCHISE: I’m working with Mark Reinders, MEC on the franchise agreement/ordinance. Ivan Webber will review the ordinance for the city per John Hoyman. A public hearing will be set April 16 for May 7.

7. FIRE DEPT: Brian Seymour and Asst Fire Chief Mark McCurdy will be leaving May 1-16 for a mission trip to Zambia, Africa. It is a program to provide fire training services to the fire department and schools in Katete. Expenses are covered by the Children’s Burn Foundation, American Burn Association, Brian and Mark. Staff will report to Jamie Sauter, Deputy Fire Chief during this time period.

8. MOWING CONTRACT: Bids were received for the joint (Electric, Water, Parks & Sewer) mowing contract. It was decided to remain with Justin Woosley who has provided this service since 2008. Woosley was not the low bid, however based on continuity of service and the nominal difference in proposals ($75/yr) Glen Cowan and Mike Bowlin (Parks Supt) recommended remaining with them.

9. WELLNESS CENTER: Bids for the wellness center site work (not the building) will be received April 10 and a public hearing April 16. This is being bid separate to get the project moving along while design on the building is being complete.

10. NORTH “C” STREET: Forest Aldrich, V&K is reviewing traffic information for Buxton, Howard, “D” and Girard per the committee discussion March 12. Also Ivan Webber is reviewing code section 354.23. I will forward both pieces of information when received.

11. TAXES: In your packet are the general fund and debt service tax distribution at a 55.07% and 54.16% respectfully.

12. BRUSH FACILITY: The brush facility will open Thursday, April 5 for the season. Hours of operation will be:

Thursday – noon to 7:00 p.m.
Saturday – 9:00 a.m. – 4:00 p.m.
Sunday – noon to 4:00 p.m.

News Items - March 5, 2012

YMCA/Wellness Center Update

The next Vision Iowa board meeting is scheduled for Wednesday, March 14. Location information will be forwarded as soon as it is received.


Hwy 92 Update

On Tuesday, February 28th, Chuck attended an update and design meeting regarding the Highway 92 West reconstruction. This project includes construction of new urban design from the main entrance of the fairgrounds to R-63 Hwy. Rural design will complete this phase to R-57. Public sidewalks, storm sewer and a trail are part of the overall design.

Park

Chuck has been working with a property owner regarding land purchase of approximately 15 acres north of East Iowa Avenue for a new neighborhood park. The owner has agreed to split the cost of an appraisal. Total estimated cost is $3,500 for the appraisal.

Rezoning request

A rezoning request for R-5 zoning within the Sunset Terrace subdivision (North 6th Street) will be presented at the March 13th Planning and Zoning Commission meeting. The plat indicates two 16-unit condominiums and six four-unit structures to be constructed with a zero based lot line for row housing units.

2011 Sidewalk Repairs

The final claims for the 2011 sidewalk repair project are being sent to the Warren County Treasurer’s office this week. FYI – There were 200 sidewalk repair letters and 377 tree trimming letters mailed originally. All but 47 properties made the repairs and all but 19 paid for the repair work performed. The next sidewalk project is scheduled for 2013.

BRAVO

M.D. Isley and a BRAVO board member will be attending the May 7th council meeting to provide an update.